Fort Walton Beach Council agenda — 10-14-03 regular Council agenda — reading text

I City ofFort Walton Beach MEMORANDUM TO: Joyce Shanahan, Interim City Manager FROM: John Hofstad, Assistant Public Works-Director THROUGH: Gene Peters, Parks and Recreation Director DATE: September 15, 2003 SUBJECT: Fort Walton Landing Marina Feasibility Study, CD 20/ 2002 BACKGROUND: On May 27, 2003, City Council directed Staff to begin the Request for Proposals (RFP) process 2S- slip - to secure a qualified, competent engineering firm to perform a feasibility study for a new marina to be located at the City of Fort Walton Beach Landing property. -. A copy ofRFP 03- 119 Landing Marina is Feasibility Study" in the additional materials folder for reference by provided Council, if necessary. In short, the RFP process offers the City the advantage of accUrately and fairly evaluating engineering firms based on key criteria such as qualifications, related work experience, personnel fee schedules, and reference recommendations. Staff drafted the RFP for this study in June, advertised in July, and opened sealed proposals in early August. Of the 29 proposals solicited for this study, the City received 2 responsive proposals from the following firms: MRD Associates, Incorporated of Destin, (MRD) Fabre Engineering, Incorporated of Pensacola, (FEl) The City' s Purchasing Department delivered copies of the 2 responsive proposals to the Public Works Department for review on August 6, 2003. Once received, a four-member selection committee comprised of the Public Works Director, Assistant Public Works Director, City Engineer, and Parks and Recreation Director reviewed both proposals. In early September, the selection committee met for a final time to rank the firms based on the merits of each firm' s proposal. DISCUSSION: The development of a marina facility involvenhe evaluation of several critical areas in order to gainthe concurrence of State and Federal agencies. Staff, anticipating the regulatory of services and concurrency needs of these regulatory agencies, developed required scope a included this project scope in RFP 03- 119. The following list outline~ these required elements. Environmental impact evaluation of-the proposed project Hydrographic study to determine impact of the project on the natural flushing of the channel Submerged lands survey to include locations of grass beds within project area Public notification process to inform property owners within a SOD- foot radius of the project area 1://3  Water quality testing within proposed project area for metals, fecal coliform, and oil & grease The selection committee determined that FEI was better suited for delivering on each of these needs and ranked their firm ahead ofJ:\. 1RD. key Of the two proposals submitted, FEI presented a more thorough understanding of the project of FEI visited the site and discussed scope and numerous permitting obstacles. Representatives with Staff to the submission deadline and tailored their proposal to theproject length at prior to the selection our particular project needs. Upon reviewing both proposals, it was clear committee that FEI had a clear understanding of all the required task elements and time constraints for completing each task. This was evident in FEl's commitment to complete the their competitor. feasibility study within three months compared to four months for Both firms presented a fee schedule and project estimate in their respective proposals. FEI 1RD, with :MRD' s overall project total presented slightly lower personnel hourly rates than J:\. lower ($20, 000 for:MRD versus $ 21, 059 for FEI). However, FEI accounted for all slightly 1RD offered a broad range estimate that associated project costs in their estimate, whereas, J:\. would have to be negotiated once they better understood the project scope. In addition, FEI indicated in their that". . . some of theproposed tasks may not be required and that our proposal proposed fee would be reduced accordingly." Ultimately, the State and Federal regulatory agencies may reduce some of the permitting requirements as the project progresses. FEI has experience working with the City Staff and is currently in the final design stages of three of largewater and reuse water Should this projects. projectprogress further, FEI is very capable continuing this effort by way of engineering and design, permitting, and project management. Staff has a very good working relationship with FEI and, conversely, FEI understands the City' s commitment to complete projects within budget constraints. Staff recommends awarding the Landing Marina Feasibility Study to Fabre Engineering, in the FY Incorporated of Pensacola, Florida. Funding for this project is currently programmed 04-05 budget year in the amount of $20,000. Should Council desire to shift priority for this and move it up one year, Staff will fund the cost of the study out of FY 03- 04 project contingency funds and revise the existing ClP as necessary; RECOMMENDATION: Staff requests City Council direct the Interim City Manager to negotiate with the top ranked - a feasibility study for the Fort Walton Landing firm, Fabre Engineering Incorporated, toprovide Marina. Staff further requests authorization for the City Manager to execute a contract in an amount not to exceed $ 20, 000. Should negotiations fail with the top ranked firm, staff will proceed with the next ranked fIrm. fr/'1-1J3 Date 2 Reviewed and Submitted By: G_~ G~ 9.. t1- o3 Gene Peters, Parks and Recreation Director Date Reviewed and Concur: rHfA.JL- f. 7- /tJ '"3 Date Attachments (Additional Materials Folder): 1. MRD & Associates Proposal 2. Fabre Engineering Proposal 3. Staff Report - Landing Marina dated May 20, 2003 4. RFP for Landing Marina Feasibility Study dated July 2, 2003 3  City of Fort Walton Beach MEMORANDUM TO: Reid Silverboard, City Manager FROM: John Hofstad, Assistant Public Works Director THROUGH: Gene Peters, Parks and Recreation Director DATE: May 20, 2002 SUBJECT: Fort Walton Landing Marina, CD 20/ 2002 BACKGROUND: for Last year, City Council directed Staff to research the feasibility and requirements constructing a 50- slip marina extending into Santa Rosa Sound from the- tWalton Landing FoI.' for transient vessels, this new property. In addition to providing overnight accommodations facility will include: Dock Master facility located landward of the marina to regulate traffic entering and leaving the marina cost central location Sewage pump- out station to provide boating traffic a low- for dumping waste tanks Potable water and electrical hook-ups for overnight and short- term docking for Potentially, the facility may also include a fueling station and rental opportunities the City does not offer recreational water sports such as canoeing and kayaking. Currently, any of the accommodations listed above with its existing 8- slip dock located at the Landing property. DISCUSSION: The City' s Engineering Division utilized aerial photography together with a computer- aided- drawing overlay to produce a conceptual rendering of the marina facility and presented staff this to Council on March 11, 2003. As part of the planning effort for this facility, forwarded a copy of the conceptual rendering to the Florida Department of Environmental to Protection ( FDEP) for permitting guidance. Ms. Susan Radford of the FDEP responded in an email dated April 17, 2003. According to Ms. Radford, the City will need this request to address the following issues in order to gain the FDEP' s approval for the project: Acquire approval of the Governor and Cabinet (required if-the project exceeds 50 slips or 50, 000 square feet) Water depth measurements for the entire area of the proposed marina Public easement ( required if a channel must be dredged to gain access) marina Survey of any submerged grassbeds in the area of the proposed Water quality testing for metals, fecal coliform, and oil & grease of the Hydrographic study to determine facility' s impact to the natural flushing channel for the Boundary survey of the proposed lease area with a legal description submerged lands lease  List of property owners within a 500-