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

for Proposal 06- 126 REQUEST FOR PROPOSAL FOR MASTER PLANNING RELATED SERVICES FOR THE CITY OF FORT WALTON BEACH' S FAIRGROUNDS I SOFTBALL COMPLEX 1. INTRODUCTION: The City of Fort Walton Beach, Florida, is seeking proposals from qualified firms to provide Master Plamring and related services for its Fairgrounds / Softball Complex. 2. OBJECTIVE: The planning services specifically assigned under the services contract will include preparation of a Master Plan for the Fairgrounds / Softball Complex. The planning consultant will be responsible for arranging for the services of specialized subconsultants ( subject to City approval), plus coordination of their respective activities and reports. 2. 1 City' s Responsibilities: 2. 1. 1 Furnishinsz Information and Instructions: Examination of Documents. City agrees to consult with Consultant regarding the services to be rendered by Consultant, and to make available to Consultarit inforrn.ation in City' s possession concerning the services to be performed as Consultant may reasonably request. Consultant can rely Upon infomiation provided by the City where such reliance is reasonable. The City further agrees to examine all data, materials, plans and studies, calculations, estimates, plans, drawings, photographs, reports, memoranda and other docUments and instruments prepared by Consultant and delivered to City pursuant to the Agreement within a reasonable time so as not to unreasonably delay Consultant in the rendering of its services, and to promptly notify Consultant if City observes any errors or other defects in such data, materials, plans and studies, calculations, estimates, plans, drawings, p~otographs, reports, memoranda and other documents and instruments. City further agrees to notify Consultant promptly of City' s time requirements and provide other instructions for the performance of services and of any changes in such time requirements or instructions. 2.2 Fair? ounds/Softball Complex Master Plan: The project to be assigned the successful proposer will be to provide a conceptual Master Plan for the development of the City-owned Fairgrounds and Softball Complex Site. The property is located at 1940- 1950 Lewis Turner Boulevard. The City has recently purchased the site and completed the annexation process on April. 25,. 2006. The next step is to complete the process of designating a the City proper future land use and zoning classification. In order to establish those designations must decide what future uses the property will be put to. At their April 25,. 2006 meeting City Council approved retaining a consultant to accomplish a master plan to assure that the property will be utilized for its highest and best use. Purchasing Department Page: 3 Master Planning Services - FWB Fairgrounds / Softball Complex Request for Proposal 06-126 Approximately 12 acres are occupied by buildings owned by the Northwest Florida Fair Association- with whom the City has a 3 year lease that can be terminated with one- hundred and eighty (180) days notice. An additional 12 acres are fenced in and occupied by the City' s softball facilities and small playground area. The remaining acreage is for parking and storage. The desired Master Plan will present a fresh vision and be feasible. It is an essential tool for shaping the city' s vision for this 42 acre- parcel; inclusive of the citizens' aspirations for this land. The master planning process will establish short- and long- term goals. This plan will also establish priorities, set a framework from which decisions flow, and specify funding parameters. This Master Plan will be utilized to organize and analyze future projects. The master planning process should actively seek citizen involvement through a charette or a similar planning process. . A detailed Scope of Work and budget will be negotiated as part of the Services Authorization. 2. 3 Scope of Work: For information purposes, the Scope ofWork set forth below, is to provide a better understanding of the type of work expected. a. Meetings. The Consultant will meet with City s' taff on an as needed basis to review tecbriical data,explore design options and conduct coordinated projects management. The Consultant will be available' for other meetings as required, including public meetings for presentation and review of design opportunities, concepts and plans. The Consultant will produce an Issues and Opportunities document with supporting graphics outlining evaluation, analysis and stakeholder/public comments. The Consultant will.incorporate stakeholder/public input into the plan and help build consensus for the plan. b. Technical Data and Analysis Infrastructure Assessment- The Consultant will evaluate existing infrastructure serving the project site/ area and define constraints to development/redevelopment The Consultant will obtain base information from the City of Fort Walton Beach,Esmarq, Cox Communications, Gulf Power Company, the Okaloosa Gas District or other public utility providers. Construction cost information will.be generated for relocation,demolition, grading, storm water management, utilities and roadway capacity improvements required,if any, to support the proposed development/redevelopment scenario. The Master Plan will incorporate an infrastructure report identifying constraints, estimated improvement costs and environmental impacts. Project and cost options will be tabulated in a format to allow the City to select or delete optional i~ s. Land Use Analysis- The Consultant will evaluate land use alternatives for the project site/ area for the following general land uses: recreation/sports, entertafument, community facilities, education,professional office, retail, transient lodging facilities, parking facilities and other community use activities. The analysis will address those activities that are physically possible and financially feasible. Ideally the Master Plan would yield a development scenario that might reimbmse the site and development costs incurred by the City. The Consultant will produce asnmmary ofland uses Purchasing Department Page: 4 Master Planning Services - FWB Fairgrounds / Softball Complex Request for Proposal 06- I 26 that appear to make for development/redevelopment plan concepts and relevant sense analysis required to determine the property' s highest and best value. The Master Plan ~ rill incorporate and illustrate recommended development/redevelopment concepts. Transportation Analysis- The Consultant will review traffic and transportation related issue in and around the project/site area,particularly relative to planned improvements in the SR I 89/Lewis Turner Boulevard Corridor. This analysis will exBmine current and future year circulation to/ from and within the project!site area,including transit,bicycle arid pedestrian and intersection opportunities. The Master Plan will incorporate and illustrate development/redevelopment concepts. Renderings will include street level concept treatment of access to facilities and pI8nned streetscapeItransit and intersection improvements along the S. R 189/ Lewis Turner Boulevard Corridor. Review of Development Patterns and Plans- The Consultant will review current and future development patterI;lS and plans and other relevant data in developing alternative development/redevelopment scenarios for consideration. Master Plan- The Consultant will produce a Master Plan for the c. subject property. The pIan will synthesize input and evaluation into and a viable City-preferred development/redevelopment scenario for the project site/ area. Graphic renderings and d. Additional Services- Consultant may be asked to provide additional related services as mutually agreed upon between ConSultant and the City. These additional serviCes may include revlsions to plan documents or other design studies. 2. 4 Reporting Time Frame: Assuming a contract execution date in mid- September 2006; the:final plan should be submitted to the City before January 1.6, 2007. It is anticipated that the vendor will consult with and apprise City staff on a regular basis as to the progress and status of the work,but no less often than every two- weeks. 3. FEE SCHEDULE: 3. 1 The City will compensj;ite the successful proposer for the Services according to the final negotiated Fee Schedule. All proposers shall submit a proposed Fee Schedule listing various ~ of personnel or services proposed and related billing rates. All rates