Fort Walton Beach Council agenda — 10-12-2006 ‎(regular)‎ — reading text

one I Genesis Group, for the preparation of a Master Plan for the Fairgrounds/ Softball Field Complex CDS Director) This item was tabled at the September 26, 2006 Meeting Council Action 1 st 2nd Vote: Agenda Item Number: RG- 9  CITY OF FORT WALTON BEACH COMMUNITY DEVELOPMENT SERVICES DEPARTMENT MEMORANDUM Date: September 18, 2006 To: Joyce Shanahan, City Manager Through: Missy McKim, CDS Director ) 1t11t C~ I From: Len Mitchell, Planning Manager j-.; Jm. Subject: Proposals to Master Plan for Fairgrounds/ Softball Complex BACKGROUND: The CDS Department has placed an agenda request for "Consideration of a Request to authorize the City Manager to Solicit Requests for Proposals ( RFP) to Master Plan the Fairgrounds/Softball Complex" . The City purchased and completed the annexation process on April 25, 2006 for the property known as the Fairgrounds/ Softball Complex located at 1940-1950 Lewis Turner Blvd. The next step is to complete the process of designating a proper future land use and zoning classification. In order to establish those designations the City must decide what future uses the property will be put to. A consultant should be retained to accomplish a master plan to assure that the property will be utilized for its highest and best use. The City is not postured to be able to move forward with proper future land and zoning decisions until such planning is completed. The City Council authorized the City Manager to Solicit Requests for Proposals ( RFP) to Master Plan the Fairgrounds/Softball Complex at their meeting on April 25. 2006. The Purchasing Department Issued a Request for Proposals on July 11, 2006 to be received on August 15, 2006 at 2: 30 p. m., COT. DISCUSSION: The City received two proposals from qualified consultants to accomplish the Master Plan: 1) The Genesis Group-9250 Cypress Green Drive, Suite 200-Jacksonville, FL 32256 ( contact Joseph C. Petrich, RLA.) and 2) Wood + Partners Inc.- PO Box 3906-Tallahasee, FL 32315. Each proposer provided an outline of estimated fees. The Genesis Group A Committee was formed to review the proposals received. The Committee included John Hofstad, Director. Utilities Department, Mike Dutton, Fire Chief, Jeff Peters, Director, Parks and Recreation Department. Missy McKim, Director, Community Development Services Department and Len Mitchell Long- Range Planning Manager. The Committee met on Wednesday, September 13, 2006 to review the proposals and recommend a course of action.  2 Staff initially estimated that the proposals would be in the range of $50, 000-75, 000 to accomplish a master plan. The Committee noted that the range between the estimates was substantial, 149, 713. 30 for Genesis Group to $ 49, 300 for Wood+ Partners Inc. The Committee felt that the proposal of the Genesis Group was better defined and that they were better prepared to develop a multi- use approach to the Master Plan than the Wood+ Partners proposal which seemed to emphasis their recreational planning expertise. Both proposals included the important public participation phase/ kick off meeting. The Committee felt that the Genesis Group proposal included substantial amounts for Economic analysis and transportation analysis that may only be needed if the Master Plan reflects a substantial change in land use and might better be added to a contrad as needed rather than included in the initial master plan. It was felt that the City Manager could negotiate a lesser fee without reducing the required planning effort. The Committee recommended that the proposers be ranked as follows: 1-Genesis Group 2- Wood+ Partners Inc. If approved, funding is available in the FY2006-07 Budget Account 001- 1500-519-5501 contingencies). RECOMMENDATION: Authorize the City Manager to Negotiate with the first ranked proposer, the Genesis Group, to Master Plan the Fairgrounds/ Softball Complex. Enclosures: Request for Proposals Proposal- Genesis Group Proposal Wood+ Partners Inc.  REQUEST FOR PROPOSAL FOR MASTER PLANNING RELATED SERVICES FOR THE CITY OF FORT WALTON BEACH' S FAIRGROUNDS / SOFTBALL COMPLEX RFP 06- 126 Issued By: Purchasing Department 143 Hollywood Boulevard NW Fort Walton Beach, Florida 32548 850) 833- 9523 Fax ( 850) 833- 9643 Website: http:// www.fwb. org Date of Issue: Julv II.2006 Dateffime for Receipt of Proposals: August 15. 2006. 2: 30 p. m. Local Time  Master Planning Services - FWB Fa. mnds / Softball Complex r_ c. luest for Proposal 06-126 TABLE OF CONTENTS Page 1. IN"TRODU CTION: .. ......... .......... ......... ........................... .... ............. ........................... 3 ......... 2. OBJECTIVE: ...... ................ ........ ....... ................ ............. ................... ............... ...... 3- 5 ......... 3. FEE SCIffiDULE: .............. .... ...... ............. ....... ............. .... ......... ................... ......... 5 ............. 4. PROPOSAL DUE DATE: ............................ ................ ....... ...................................6......... .... 5. SUBMISSION OF PROPOSALS: ........................................~.........................................6-8 6. INFORMATION REQUIRED OF PROPOSER: ............................................................ 8- 9 . 7. EVALUATION/ SELECTION OF PROPOSALS: ........................................................9- 10 8. SELECTION OF PROPOSALS: .......................................................................................10 9. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS:....... 10- 11 10. CONDITIONS OF PROPOSALS: .................................................................;..................11 11. TERMS AND CONDmONS OF AGREEMENT: .................................................... 11- 12 12. DISCUSSIONS WITII RESPONSIDLE PROPOSER AND REVISIONS TO PROPOSAL: ....... ..... ........... ............. ...... ............................. ...................... .....12- ....... 13 13. EXECUTION OF AGREE1vfENT ............................................................................;........ 13 14. RIGHT TO ADillT RECORDS ........................................................................................13 15. FISCAL YEAR FUNDING APPROPRIATION............................................................... 13 16. PROPOSER' S CERTIFICATION FORM .....................................................:............. 13- 14 17. PUBLIC ENTITY CR.Th1ES .............................................................................................. 14 18. FLORIDA PRO~ T PAYMENT ACT ...................................................................... 14- 15 19. PROPOSERS WARRANTY ............................................................................................. 15 20. INSURANCElPERFORMANCE PAYMENT BONDS ................................................... 15 Purchasing Department Page: 1  Master Planning Services - FWB F. . ounds / Softball Complex quest for Proposal 06-126 21. FLORIDA SALES 15 TAX.. ......... .......................... .............. .......... ................ ..... ......... ......... 22. 15 DRUG-FREE WORKPLACE CERTIFICATION ............................................................ 23. 16 AMERICANS WITH DISABILITIES ACT ..................................................................... 24. PURCHASING AGREEMENTS WITH OTHER GOVERNMENT 16 AGENCIES........... 25. IN" SUR.AN 16- 17 CE....... .,....... ................................. ....... ....................................................... ATTACHMENT 18- 21 STANDARD FORM8 ..........._...................... ................... ............ .......................... ................. Purchasing Department Page: 2 Master Planning Services - FWB Fairgrounds / Softball Complex Request