HomeMy WebLinkAboutDocumentation_Recreation_Tab 05_04/10/2019 RFPsThe Village of Tequesta
345 Tecluesta Drive
Tequesta, FIL 33469
PARKS AND RECREATION DEPARTMENT
REQUEST FOR PROPOSALS
RFP NO.: RFP2018-01PR TITLE: PLANNING AND DESIGN FOR NEW VILLAGE COMMUNITY CENTER
DUE DATE: TIME: 2:OOPM (Local Time)
INSTRUCTIONS
Sealed proposals must be received on or before the due date and time (local time) at the office of the
Village Clerk, 345 Tequesta Drive, Tequesta, Florida 33469. Normal Village business hours are 8:30 a.m.
to 5:00 p.m., Monday through Friday, except holidays.
All proposals will be publicly opened at Village Hall and will be reviewed and ranked. Each proposal
submitted to the Village Clerk shall have the following information clearly marked on the face of the
envelope: the Proposer's name, return address, RFP number, due date for proposers, and the title of the
RFP. Included in the envelope shall be one (1) original and five (5) copies of the proposal, and one (1)
electronic version on CD. The original should be marked "ORIGINAL". Each copy must be identical to the
original and the file format on the CD should be in Portable Document Format (pdf).
BROADCAST
The Village of Tequesta utilizes electronic online services for notification and distribution of its
solicitation documents. The Village's solicitation information can be obtained from the Village of
Tequesta website at http://www.teguesta.org or by contacting the Village Clerk's Office at (561) 768-
0443. Proposers who obtain RFP packages from sources other than those named above are cautioned
that the RFP package may be incomplete. The Village will not evaluate incomplete proposal packages.
The Village is not responsible for errors and omissions occurring in the transmission or downloading of
any documents, addenda, plans, or specifications from these websites. In the event of any discrepancy
between information on these websites and the hard copy solicitation documents, the terms and
conditions of the hardcopy documents will prevail.
CONTACT PERSON
Any questions regarding the specifications and RFP process must be submitted in writing to the Parks
and Recreation Department at gcorbitt@teguesta.org. To allow enough time for the Village to respond,
requests for clarification and additional information should be received at least forty-eight (48) hours
before the Proposals Due Date.
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The Village of Tecluesta
345 Tequesta Drive
'requesta, FL 33469
LEGAL ADVERTISEMENT
REQUEST FOR PROPOSALS NO. RFP2018-01PR
PLANNING AND DESIGN FOR NEW VILLAGE COMMUNITY CENTER
The Village of Tequesta is seeking proposals from qualified firms for professional services to plan and
design a new community center at 483 Seabrook Road, Tequesta, Florida, in accordance with the Florida
Consultants Competitive Negotiation Act (Sec. 287.055, Florida Statutes), and the terms, conditions, and
specifications contained in this Request for Proposals (RFP).
RFP documents are available beginning Tuesday, May 1, 2018, at 8:30 a.m. local time on the Village of
Tequesta website at http://www.teguesta.org or by contacting the Village Clerk's Office at (561) 768-
0443.
Sealed proposals must be clearly marked "RFP2018-01PR, PLANNING AND DESIGN SERVICES FOR NEW
VILLAGE COMMUNITY CENTER" and must be delivered to the Office of the Village Clerk at 345 Tequesta
Drive, Tequesta, Florida 33469. The deadline for submission of proposals is Monday, June 11, 2018, at
2:00 p.m. local time. At that time, the proposals will be publicly opened and read aloud at Village Hall,
345 Tequesta Drive, Tequesta, Florida 33469. At that time, proposals will also be ranked, and the top
ranked proposal will be recommended to the Village Council for contract negotiations. Late proposals
will not be accepted and will be returned to the sender unopened.
The Village will hold a Pre -proposal Conference on Monday, May 14, 2018 at Village Hall, Village of
Tecluesta, starting promptly at 10:00 a.m. Attendance is recommended, but not mandatory.
It is the responsibility of the Proposer to ensure all pages are included in their proposal. All Proposers
are advised to closely examine the RFP package. Any questions regarding the completeness or
substance of the RFP package or scope of services must be submitted in writing via email or fax to Greg
Corbitt, Parks and Recreation Director, gcorbitt@teguesta.org, or (561) 768-0473.
The Village of Tequesta reserves the right to accept or reject any or all proposals, in whole or in part,
with or without cause, to waive any irregularities and/or technicalities, and to award the contract on
such coverage and terms it deems will best serve the interests of the Village.
VILLAGE OF TEQUESTA
Lori McWilliams, MMC, Village Clerk
Publish: Palm Beach Post
May 1, 2018; and May 8, 2018
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SECTION
General Information
Project Overview
Terms and Conditions
Scope of Services
Response Requirements
The Evaluation Process
Proposal Submittals
Forms
TABLE OF CONTENTS
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SECTION I
GENERAL INFORMATION
1.1 The Village of Tequesta is seeking proposals from qualified firms to provide professional services
to plan and design a new community center at 483 Seabrook Road, Tequesta, Florida
1.2 The Village will hold a Pre -Proposal Conference on Friday, May 14, 2018 at Village Hall, Village of
Tequesta, 345 Tequesta Drive, Tequesta, Florida 33469 starting promptly at 10:00 a.m.
Attendance is highly recommended, but not mandatory, for those intending to submit a
proposal. After the Conference, there will be a site visit and tour of proposed location for the
new community center facility.
if you need a sign language interpreter or materials in accessible format for this event, please
contact the Village Clerk's Office at (561) 768-0443 at least five (5) days in advance.
1.3 The purpose of the pre -proposal conference, site visit and tour is to provide and solicit
information relative to the scope, purpose, nature, and extent of the work, and any local
conditions that may affect the work and its performance. Submission of a proposal shall
constitute an acknowledgement by the Proposer that it has thoroughly examined and is familiar
with the requirements of this RFP package.
The failure or neglect of a Proposer to examine the RFP package shall in no way relieve the
Proposer of any obligation with respect to its proposal or the requirements of the contract. No
claim for additional compensation will be allowed which is based on a lack of knowledge of the
requirements of this RFP package or the resultant contract.
END OF SECTION 1
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2.1
2.2
2.3
SECTION 2
PROJECTOVERVIEW
The Village of Tequesta, Florida, is seeking proposals from qualified Proposers for professional
services for the architectural (including landscape architectural) and engineering planning and
design of a new community center, at 483 Seabrook Road, Tequesta, Florida.
The Village intends to rank submitted proposals and negotiate with the highest ranked proposer
and award a contract pursuant to the Consultants' Competitive Negotiation Act (Sec. 278.055,
Florida Statutes) that will incorporate all preliminary planning, design, architectural and
engineering plans, and landscape architectural plans for the project.
The anticipated schedule for this Solicitation is as follows:
ITEM EVENT DATE/TIME
a. RFP Package Issued
May 1, 2018
b. Pre -Proposal Conference
May 14, 2018
C. Deadline for Receipt of Questions
May 21, 2018
d. Due Date for Proposals
June 11, 2018
e. Evaluation Process Begins
June 11, 2018
f. Evaluation Process Completed
June 14, 2018
9. Contract Award
July 12, 2018
END OF SECTION 2
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SECTION 3
TERMS AND CONDITIONS
3.1 DEFINITIONS
a. Contractor Agreement: the Request for
Proposals, all addenda issued thereto, all
affidavits, the signed agreement, and all
related documents that comprise the
totality of the contract or agreement
between the Village and the Proposer.
b. Contractor: the successful Proposer that
is awarded a contract to provide the
professional services to the Village. 3.4
c. Proposal: any offer(s) submitted in
response to this Request for Proposal.
d. Proposer: person or firm submitting a
response to this Request for Proposal.
e. Request for Proposals (RFP): this
documentation, including any and all
addenda.
f. Village: The Village of Tequesta, Florida.
3.2 CONE OF SILENCE
Once advertised and until the Village has
approved an award recommendation,
this RFP is under the "Cone of Silence'.
This limits and requires documentation of
communications between proposers, the
Village's professional staff, and the
Village Council.
3.3 ADDENDUM
The Village may issue an addendum in
response to any inquiry received, prior to
the due date for proposals, which
changes, adds to, or clarifies the terms,
provisions, or requirements of the RFP.
The Proposer should not rely on any
representation, statement, or
explanation, whether written or verbal,
other than those made in the RFP
document or in the addenda issued.
Where there appears to be a conflict
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between the RFP and any addenda, the
last addendum issued shall prevail. It is
the Proposer's responsibility to ensure
receipt of all addenda and any
accompanying documentation. The
Proposer is required to submit with its
proposal a signed "Acknowledgment of
Addenda" form, when any addenda have
been issued.
LEGAL REQU I REMENTS
This RFP is subject to all legal
requirements contained in the applicable
Village Ordinances and Resolutions, as
well as all applicable local, State, and
Federal Statutes.
3.5 CHANGE OF PROPOSAL
Prior to the scheduled due date for
proposals, a Proposer may change its
proposal by submitting a new proposal,
signed by its authorized agent, stating
that the new proposal replaces the
original proposal. No changes to a
proposal will be accepted after proposals
have been opened.
3.6 WITHDRAWAL OF PROPOSAL
Only a written letter received by the
Village prior to the due date for proposals
may withdraw a proposal.
3.7 PREPARATION OF PROPOSALS
a. The proposal submittal forms must be
completed and submitted with the
proposal. Use of any other forms will
result in the rejection of the proposal.
The proposal submittal forms must be
legible.
b. An authorized agent of the Proposer's
firm must sign the proposal submittal
forms where indicated. Failure to sign
the Signature Page of the Proposal shall
render the proposal non-responsive.
3.8 CANCELLATION OF RFP
The Village reserves the right to cancel, in
whole or in part, this RFP when it is
determined by the Village to be in the
best interest of the Village. The Village
shall be the sole judge of its best interest.
3.9 RANKING OF PROPOSALS
a. The Village reserves the right to reject
any and all proposals, to waive
irregularities or technicalities, and to re -
advertise for all or any part of this RFP as
deemed in its best interest. The Village
shall be the sole judge of its best interest.
b. The Village will provide a copy of the
ranking and scores to all Proposers
responding to this RFP.
c. The Village reserves the right to request
and evaluate additional information from
any Proposer after the due date for
proposals, as the Village deems
necessary.
3.10 WARRANTY
All warranties express and implied shall
be made available to the Village for
professional services covered by this RFP.
3.11 LAWS AND REGULATIONS
The successful Proposer shall comply
with all laws and regulations applicable to
provide the professional services
specified in this RFP. The Proposer shall
be familiar with all federal ' state, and
local laws that may affect the
professional services offered.
3.12 LICENSES, PERMITS AND FEES
The successful Proposer shall hold all
licenses and/or certifications, and comply
with all laws, ordinances, regulations, and
code requirements applicable to the
work required herein. Damages,
penalties, and/or fines imposed on the
Village or a successful Proposer for failure
to obtain and maintain required licenses,
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certifications, permits, and/or inspections
shall be borne by the successful
Proposer.
3.13 SUBCONTRACTING
Unless otherwise specified in this
solicitation, the successful Proposer shall
not subcontract any portion of the work
without the prior written consent of the
Village.
3.14 ASSIGNMENT
The successful Proposer with whom the
Village negotiates a contract shall not
assign, transfer, or otherwise dispose of
said contract, including any rights, title,
or interest therein, or its power to
execute such contract to any person,
company, or corporation without the
prior written consent of the Village.
Assignment without the prior consent of
the Village may result in termination of
the contract for default.
3.15 RESPONSIBILITY AS EMPLOYER
The employee(s) of the successful
Proposer shall be at all times its
employee(s), and not an employee(s) or
agent(s) of the Village or any of its
departments. The successful Proposer
shall provide competent employee(s)
capable of performing the work as
required.
3.16 INDEMNIFICATION
The successful Proposer with whom the
Village negotiates a contract shall
indemnify and hold harmless the Village
and its officers, employees, agents, and
instrumentalities from any and all
liability, losses, or damages, including
attorney's fees and costs of defense,
which the Village or its officers,
employees, agents, or instrumentalities
may incur as a result of claims, demands,
suits, causes of actions, or proceedings of
any kind or nature arising out of, relating
to, or resulting from the performance of
the agreement by the successful
Proposer or its employees, agents,
servants, partners, principals, or
subcontractors. The successful Proposer
shall pay all claims and losses in
connection therewith, and shall
investigate and defend all claims, suits, or
actions of any kind or nature in the name
of the Village, where applicable, including
appellate proceedings, and shall pay all
costs, judgments, and attorney's fees
which may be incurred thereon. The
successful Proposer expressly
understands and agrees that any
insurance protection required by this
contract agreement or otherwise
provided by the successful Proposer shall
in no way limit the responsibility to
indemnify, keep and save harmless, and
defend the Village or its officers,
employees, agents, and instrumentalities
as herein provided.
3.17 INSURANCE
The successful Proposer with whom the
Village negotiates a contract shall carry
appropriate insurance in amounts
acceptable to the Village and shall name
the Village as an additional insured on all
liability insurance coverages.
3.18 TERMINATION FOR CONVENIENCE
The Village, at its sole discretion, reserves
the right to terminate any contract
negotiated with the successful Proposer
upon thirty (30) days' written notice.
Upon receipt of such notice, the
successful Proposer shall not incur any
additional costs under said contract.
3.19 TERMINATION FOR DEFAULT
In the event that the successful Proposer
with whom the Village negotiates a
contract fails to comply with the terms of
said contract, then the Village shall
provide to the successful Proposer
written notice of the default and the
successful Proposer shall have fifteen
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(15) days within which to initiate action
to correct the default and fifteen (15)
days within which to cure the default to
the satisfaction of Village (the "Cure
Period"). The Village reserves the right to
terminate said contract in the event the
successful Proposer fails to perform in
accordance with the terms and
conditions stated herein and/or cure the
default.
3.20 FRAUD AND MISREPRESENTATION
Any individual, corporation, or other
entity that attempts to meet its
contractual obligations with the Village
through fraud, misrepresentation, or
material misstatement, may be debarred
for up to five (5) years. The Village, as a
further sanction, may terminate or cancel
any other contracts with such individual,
corporation, or entity. Such individual or
entity shall be responsible for all direct or
indirect costs associated with termination
or cancellation, including attorney's fees.
3.21 ACCESS AND AUDIT OF RECORDS
The Village reserves the right to require
the successful Proposer to submit to an
audit by an auditor of the Village's
choosing at the successful Proposer's
expense. The successful Proposer shall
provide access to all of its records, which
relate directly or indirectly to this RFP, at
its place of business during regular
business hours. The successful Proposer
shall retain all records pertaining to this
RFP, and upon request, make them
available to the Village for three (3) years
following expiration of the contract
negotiated pursuant to this RFP. The
successful Proposer agrees to provide
such assistance as may be necessary to
facilitate the review or audit by the
Village to ensure compliance with
applicable accounting and financial
standards.
3.22 OFFICE OF THE INSPECTOR GENERAL
Palm Beach County has established the
Office of the Inspector General, which is
authorized and empowered to review
past, present, and proposed municipal
programs, contracts, transactions,
accounts and records. The Inspector
General has the power to subpoena
witnesses, administer oaths, require the
production of records, and monitor
existing projects and programs. The
Inspector General may, on a random
basis, perform audits on all Village
contracts.
3.23 PROPRIETARY AND CONFIDENTIAL
INFORMATION
Proposers are hereby notified that all
information submitted as part of, or in
support of, proposal submittals will be
available for public inspection after the
opening of proposals in compliance with
Chapter 119 of the Florida Statutes;
commonly known as the "Public Record
Law." The Proposer shall not submit any
information in response to this RFP that
the Proposer considers to be a trade
secret, or proprietary or confidential.
The submission of any information to the
Village in connection with this RFP shall
be deemed conclusively to be a waiver of
any trade secret or other protection that
would otherwise be available to the
Proposer.
3.24 BINDING EFFECT
All of the terms and provisions of this
RFP, whether so expressed or not, shall
be incorporated into the contract
negotiated with the successful Proposer
and shall be binding upon, inure to the
benefit of, and be enforceable by the
parties and their respective legal
representatives, successors, and
permitted assigns.
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3.25 SEVERABILITY
if any part of this RFP is contrary to,
prohibited by, or deemed invalid under
applicable law or regulation, such
provision shall be inapplicable and
deemed omitted to the extent so
contrary, prohibited, or invalid, but the
remainder hereof shall not be invalidated
thereby and shall be given full force and
effect so far as possible.
3.26 GOVERNING LAW AND VENUE
The contract negotiated with the
successful Proposer shall be governed by
and construed and enforced in
accordance with the laws of the State of
Florida without regard to any contrary
conflicts of law principle. Venue of all
proceedings in connection herewith shall
lie exclusively in Palm Beach County,
Florida.
3.27 ATTORNEY'S FEES
It is hereby understood and agreed that
in the event any lawsuit in the judicial
system, federal or state, is brought to
enforce compliance with, or interpret
terms and conditions of the contract
negotiated with the successful Proposer,
or if any administrative proceeding is
brought for the same purposes, each
party shall pay their own attorney's fees
and costs, including appellate fees and
costs.
3.28 EQUAL OPPORTUNITY AND ANTI-
DISCRIMINATION
The Village complies with all laws
prohibiting discrimination on the basis of
age, race, gender, religion, creed, political
affiliation, sexual orientation, physical or
mental disability, color or national origin,
and therefore is committed to assuring
equal opportunity in the negotiation and
award of contracts and encourages small,
local, minority, and female -owned
businesses to participate.
The successful Proposer with whom the
Village negotiates a contract agrees it will
not discriminate or permit discrimination
in its hiring practices or in its
performance of said contract. The
successful Proposer shall strictly adhere
to the equal employment opportunity
requirements and any applicable
requirements established by the State of
Florida, Palm Beach County, and the
federal government.
3.29 PUBLIC RECORDS
Florida law provides that municipal
records shall at all times be available to
the public for inspection. Chapter 119,
Florida Statutes, the Public Records Law,
requires that all material submitted in
connection with a proposal response
shall be deemed to be public record
subject to public inspection upon award,
recommendation for award, or thirty (30)
days after proposal opening, whichever
occurs first. Certain exemptions to public
disclosure are statutorily provided for in
Section 119.07, Florida Statutes. If the
Proposer believes any of the information
contained in his/her/its proposal is
considered confidential and/or
proprietary, inclusive of trade secrets as
defined in Section 812.081, Florida
Statutes, and is exempt from the Public
Records Law, then the Proposer must, in
its response, specifically identify the
material which is deemed to be exempt
and state the legal authority for the
exemption. All materials that qualify for
exemption from Chapter 119, Florida
Statutes or other applicable law must be
submitted in a separate envelope, clearly
identified as "EXEMPT FROM PUBLIC
DISCLOSURE" with the firm's name and
the proposal number clearly marked on
the outside. The Village will not accept
proposals when the entire proposal is
labeled as exempt from disclosure. The
Village's determination of whether an
exemption applies shall be final, and the
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Proposer agrees to defend, indemnify,
and hold harmless the Village and the
Village's officers, employees, and agents
against any loss or damages incurred by
any person or entity as a result of the
Village's treatment of records as public
records.
The selected Proposer shall keep and
maintain public records and fully comply
with the requirements set forth at
Section 119.071, Florida Statues; failure
to do so shall constitute a material
breach of any and all agreements
awarded pursuant tothis RFP.
3.30 CONFLICTS OF INTEREST
All Proposers must disclose with their
proposal the name of any officer,
director, or agent who is also an
employee of the Village. Further, all
Proposers must disclose the name of any
Village employee who has any interest,
financial or otherwise, direct or indirect,
of five percent (5%) or more in the
Proposers' firm or any of its branches.
Failure to disclose any such affiliation will
result in disqualification of the Proposer
from this RFP and may be grounds for
further disqualification from participating
in any future solicitations with the
Village.
3.31 PUBLIC ENTITY CRIMES
As provided in Sec. 287.133(2) (a), Florida
Statutes, a person or affiliate who has
been placed on the convicted Proposers
list following a conviction for a public
entity crime may not submit a proposal
on a contract to provide any goods or
services to a public entity; may not
submit a proposal on a contract with a
public entity for the construction or
repair of a public building or public work;
may not submit proposals on leases of
real property to a public entity; may not
be successful or perform work as a
contractor, supplier, subcontractor, or
consultant under a contract with any
public entity.
3.32 PERFORMANCE BOND
The successful Proposer with whom the
Village negotiates a contract shall duly
execute and deliver to the Village a
Performance Bond or Unconditional
Irrevocable Letter of Credit in an amount
equal to 110% of the total contract price,
payable to the Village, as surety for
faithful performance under the terms
and conditions of the contract.
Acknowledgement and agreement is
given by both parties that the
performance bond or letter of credit
amount is not intended to be or shall be
deemed to be in the nature of liquidated
damages, nor is it intended to limit the
liability of the selected Proposer to the
Village in the event of a material breach
of the contract agreement by the
selected Proposer. The Performance
Bond or Unconditional Irrevocable Letter
of Credit shall be delivered to the Village
upon execution of said contract.
3.33 PROPOSER'S COSTS
The Village shall not be liable for any
costs incurred by Proposers in responding
to this RFP.
END OF SECTION 3
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SECTION 4
SCOPE OF SERVICES
4.1 PROJECT DESCRIPTION
The Village Community Center facility is proposed to be built on vacant land at 483 Seabrook
Road, Tequesta, Florida. It shall be designed and engineered to contain 16,000 to 20,000 square
feet of interior air-conditioned floor area in two (2) stories. Specific amenities to be provided
shall include a first -floor gymnasium with two (2) half -court basketball courts that can also
accommodate indoor sports such as volleyball, badminton, etc.; first floor kitchen and restroom
facilities; and first floor meeting rooms. In addition, second story office and storage space
should be provided to accommodate the Village's Parks & Recreation Department operations.
Depending on building configuration, second story meeting/conference room facilities as well as
second story restroom facilities may be provided. The facility should also be designed to include
an elevator and must be ADA compliant in all respects. The architecture of this facility should be
complimentary of the architecture of the Village's Administration and Public Safety buildings
and should meet the minimum standards established for LEED certification. Site landscaping
should be designed to complement the intended use of the community center facility as
described herein.
4.2 REQUIREMENTS OF PROPOSAL
Proposers shall clearly describe all aspects of the project as proposed. include details of your
approach and work plans. A brief statement must be included, which explains why your
proposal would be the most effective and beneficial to the Village of Tequesta.
Proposers shall submit as part of their proposals, preliminary descriptions and
preliminary/conceptual layouts of their proposed Village Community Center.
END OF SECTION 4
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SECTION 5
RESPONSE REQUIREMENTS
5.1 SUBMITTAL REQUIREMENTS
In response to this RFP, the Proposer should return one (1) original and five (5) paper copies, in
addition to one (1) copy on CD, of the entire completed proposal submission package.
Proposers should carefully follow the format and instructions outlined herein. All documents
and information must be fully completed and signed as required.
The proposal shall be written in sufficient detail to permit the Village to conduct a meaningful
evaluation of the proposed professional services. However, overly elaborate responses are
not requested or desired.
5.2 REQUIRED INFORMATION
Proposers must provide the following information with their proposals:
SU BM ITTAL FORMAT
To facilitate and expedite review, the Village asks that all Proposers follow the response format
outlined below. Failure to submit your response in the format requested may result in delay
evaluating your proposal. To assist you in preparing your response, the Village's selection
procedures are also described herein. Please abide by all requirements set forth to avoid any
risk of disqualification.
b. PROPOSALS SHOULD FOLLOW THE FORMAT BELOW:
TAB 1 — INTRODUCTION
Provide a cover letter, signed by an authorized representative of your firm. Provide a positive
commitment to provide the requested professional services. Also the letter should disclose the
name of the contracting agent and primary contact person, his/her title, address, telephone
number, fax number and email address. The table of contents should follow the cover letter.
TAB 2 — TABLE OF CONTENTS
include a clear identification of the material included in the proposal by page number.
TAB 3 — FIRM INFORMATION, EXPERIENCE AND REFERENCES
Provide a brief description of the Architect / Landscape Architect, Planners and Engineering
personnel, organization, structure, and philosophy.
Provide the firm or firms' years of experience in the field of architecture, landscape architecture,
planning, design and engineering services.
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Identify and include qualifications of specific individuals to be assigned to the project (include
names, certifications, contact information and services the individuals will provide to the
Village).
Describe any significant or unique awards received or accomplishments in previous, similar
projects.
Provide proof of being certified under Sec. 471.023, Florida Statutes, to practice or to offer to
practice engineering; certified under Sec. 481.219, Florida Statutes, to practice or to offer to
practice architecture; or certified under Sec. 481.319, Florida Statutes, to practice or to offer to
practice landscape architecture.
References: Provide a minimum of three (3)) examples of similar scope projects with applicable
reference information. References should include the following information:
a. Client name, address and phone number, fax numbers, and email address
b. Description of professional services provided
TAB 4 — PROJECT APPROACH
State your project management plan, your firm of firms' interpretation of scope, and method of
approach.
Provide timeframe for completion of the planning and design project.
Provide preliminary descriptions and prelim i na ry/conceptua I layouts of the proposed Village
Community Center building and grounds.
Provide information regarding any suggested innovative concepts that may enhance value and
quality of the facility design, any favorable cost containment approaches or additional or
alternative ideas that may be successful if implemented by the Village.
TAB 5 —ATTACHMENTS
All Attach ment/Forms required by this RFP shall be fully executed by the Proposer and
submitted as part of the proposal.
END OF SECTION 5
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SECTION 6
THE EVALUATION PROCESS
6.1 REVIEW OF PROPOSALS FOR RESPONSIVENESS
Each proposal will be reviewed to determine if the proposal is responsive to the submission
requirements outlined in this RFP. A responsive proposal is one that follows the requirements
of this RFP, includes all documentation, is submitted in the format outlined in this RFP, is of
timely submission, and has the appropriate signatures as required on each document. Failure to
comply with these requirements may result in the proposal being deemed non-responsive.
6.2 EVALUATION CRITERIA
Proposals will be evaluated by an Evaluation/Selection Committee that will evaluate and rank
proposals on the criteria listed below. The Evaluation/Selection Committee will be comprised of
appropriate Village personnel, appointed Village residents, and/or other professionals with the
appropriate experience and/or knowledge. The criteria are itemized with their respective
weights for a maximum total of one hundred (100) points per Evaluation/Selection Committee
member.
TECHNICAL CRITERIA
POINTS
a. Proposer's organization, structure, and philosophy 15
b. The qualifications of the Proposer's professional staff to be assigned
to provide the professional services 15
C. Proposer's references, past experience, and performance on comparable
work 20
d. The Proposer's conceptual designs for the community center and grounds 50
6.3 ORAL PRESENTATIONS
Upon completion of the criteria evaluation indicated above, rating and ranking, the
Evaluation/Selection Committee may choose to conduct an oral interview / presentation with
the Proposer(s) which the Evaluation/Selection Committee deems to warrant further
consideration based on, among other considerations, scores in clusters and/or maintaining
competition. Upon completion of the oral interviews/ presentations, the Evaluation/Selection
Committee will re-evaluate, re -rate, and re -rank the proposals remaining in consideration based
upon the written documents, combined with the oral presentation.
6.4 NEGOTIATIONS
Pursuant to the Consultants' Competitive Negotiation Act (Sec. 287.055, Florida Statutes), the
Evaluation/Selection Committee shall evaluate, score, and rank all proposals, and shall
recommend to the Village Council that the Village enter into contract negotiations with the top
ranked successful Proposer. In the event that the Village is unable to negotiate a contract with
the successful proposer, the Evaluation/Selection Committee shall recommend to the Village
Council that the Village enter into contract negotiations with the second ranked Proposer.
Failing accord with the second ranked Proposer, the Evaluation/Selection Committee shall
15
recommend to the Village Council that the Village enter into contract negotiations with the third
ranked Proposer. In the event that the Village is unable to negotiate a contract with any of the
top three ranked Proposers, the Village may, at its sole discretion, continue to attempt to
negotiate with lesser ranked Proposers, or in the alternative, reject all proposals.
All Proposers who negotiate with the Village shall be required to provide to the Village:
a. Its most recent certified business financial statements as of a date not earlier than the
end of the Proposer's preceding official tax accounting period, together with a
statement in writing, signed by a duly authorized representative, stating that the
present financial condition is materially the same as that shown on the balance sheet
and income statement submitted, or with an explanation for a material change in the
financial condition. A copy of the most recent business income tax return will be
accepted if certified financial statements are unavailable.
b. Information concerning any prior or pending litigation, either civil or criminal, involving
a governmental agency, or which may affect the performance of the services to be
rendered herein, in which the Proposer, any of its employees, or subcontractors is or
has been involved within the last three (3) years.
6.5 CONTRACT AWARD
All Proposers will be notified in writing when the Village makes an award recommendation. The
contract award, if any, shall be made to the Proposer whose proposal shall be deemed by the
Village to be in the best interest of the Village. Notwithstanding the rights of protest listed
herein, the Village's decision of whether to make the award and to which Proposer shall be final.
END OF SECTION 6
16
SECTION 7
PROPOSAL SUBMITTALS
7.1 FORMS
The forms listed below must be completed by an official having legal authorization to
contractually bind the company or firm. Each signature represents a binding commitment upon
the Proposer to provide the professional services offered to the Village if the Proposer is
determined to be the successful Proposer.
a. Acknowledgment of Addenda
b. Proposal Submittal Signature Page
C. Conflict of Interest Disclosure Form
d. Notification of Public Entity Crimes Law
e. Drug -Free Work Place
f. Non -Collusion Affidavit
9. Truth -In -Negotiation Certificate
h. Performance Bond or Letter of Credit (to be requested from the selected Proposer)
7.2 REQUIRED SUBMITTALS
The Proposer shall provide written information on the following:
a. The number of years' experience the Proposer has had in providing the type of
professional services requested in this RFP.
b. The names of the persons who are principals of the company, or who will have
management or supervisory positions on this work. List name, title or position, and
project duties. A resume or summary of experience and qualifications must accompany
the proposal.
C. The names of clients to whom the Proposer has provided or is currently providing
similar professional services. Provide the name, address, telephone number, email
address, contact person, and the date the service was provided. If the service provided
is different from the one presented in the proposal, please explain the difference.
d. Provide information on any lawsuits pending or any judgments, in the last five (5) years,
which are concerned directly with the firm, the staff, or any part of the Proposer's
organization, which are proposed to perform on this contract.
e. Attach a Balance Sheet and a Profit and Loss Statement of the Proposer from the
preceding calendar year or fiscal year, certified by either an appropriate Corporate
17
Officer, or an independent certified Public Accountant. If the Proposer is a privately -
held corporation, providing such records for the Village to review at a time and place
convenient to the Village may satisfy this requirement, at the discretion of the Village. If
the Proposer is a newly formed corporate entity, the Village may require a personal
guarantee of performance by the principals or stockholders.
END OF SECTION 7
18
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART 11, WHICHEVER APPLIES
PART 1:
List below the dates of issue for each addendum received in connection with this RFP:
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
PART 11:
F-1 NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS SOLICITATION
Firm Name
Signature
Name and Title (Print or Type)
Date
19
PROPOSAL SUBMITTAL SIGNATURE PAGE
By signing this proposal, the Proposer certifies that it satisfies all legal requirements as an entity to do
business with the Village, including all Conflict of Interest and Code of Ethics provisions.
Firm Name:
Street Address:
Mailing Address (if different from Street Address):
Telephone Number(s):
Fax Number(s):
Email Address:
Federal Employer Identification Number:
Prompt Payment Terms: % _ days' net _days
Signature: _
Print Name:
Title:
Date:
(Signature of authorized agent)
By signing this document, the Proposer agrees to all terms and conditions of this RFP and any resulting
contract.
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND
BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS RFP WHERE INDICATED ABOVE BY AN
AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL NON-RESPONSIVE. THE VILLAGE MAY,
HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED
DOCUMENT WHICH UNEQUIVOCALLY BINDS THE PROPOSER TO THE TERMS OF ITS PROPOSAL.
Village of Tequesta
RFP2018-01PR
Planning and Design for New Village Community Center
CONFLICT OF INTEREST DISCLOSURE FORM
This RFP. is subject to the provisions of Chapter 112, Florida Statutes. All Proposers must disclose within
their proposal: the name of any officer, director, or agent who is also an employee of the Village of
Tecluesta.
Furthermore, all Proposers must disclose the name of any Village employee who owns, directly or
indirectly, an interest of more than five percent (5%) in the Proposer's firm or any of its branches.
The purpose of this disclosure form is to give the Village the information needed to identify potential
conflicts of interest for evaluation team members and other key personnel involved in the award of this
contract.
The term "conflict of interest" refers to situations in which financial or other personal considerations
may adversely affect, or have the appearance of adversely affecting, an employee's professional
judgment in exercising any Village duty or responsibility in administration, management, instruction,
research, or other professional activities.
Please check one of the following statements and attach additional documentation if necessary:
To the best of our knowledge, the undersigned firm has no potential conflict of interest
due to any other Cities, Counties, contracts, or property interest for this proposal.
The undersigned firm, by attachment to this form, submits information which may be a
potential conflict of interest due to other Cities, Counties, contracts, or property interest
for this proposal.
Acknowledged by:
Firm Name
Signature
Name and Title (Print or Type)
Date
Village of Tequesta
RFP2018-01PR
Planning and Design for New Village Community Center
NOTIFICATION OF PUBLIC ENTITY CRIMES LAW
Pursuant to Sec. 287.133, Florida Statutes, you are hereby notified that a person or affiliate who has
been placed on the convicted contractors list following a conviction for a public entity crime may not
submit a proposal on a contract to provide any goods or services to a public entity; may not submit a
proposal on a contract with a public entity for the construction or repair of a public building or public
work; may not submit proposals on leases or real property to a public entity; may not be awarded or
perform work as a contractor, supplier, sub -Proposer, or consultant under a contract with any public
entity; and may not transact business with any public entity in excess of the threshold amount provided
in Section 287.017 [F.S.] for Category Two [$35,000.00] for a period of thirty-six (36) months from the
date of being placed on the convicted contractors list.
Acknowledged by:
Firm Name
Signature
Name and Title (Print or Type)
Date
Village of Tequesta
RFP2018-01PR
Planning and Design for New Village Community Center
DRUG-FREE WORKPLACE
a drug-free workplace and has
(Company Name)
a substance abuse policy in accordance with and pursuant to Sec. 440.102, Florida Statutes.
Acknowledged by:
Firm Name
Signature
Name and Title (Print or Type)
Date
Village of Tequesta
RFP2018-01PR
Planning and Design for New Village Community Center
NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA
COUNTY OF PALM BEACH
Before me, the undersigned authority, personally appeared , who,
after being by me first duly sworn, deposes and says of his/her personal knowledge that:
a. He/She is — of the Proposer
that has submitted a proposal to perform work for the following:
RFP No.:
Title:
b. He/She is fully informed respecting the preparation and contents of the attached RFP, and of all
pertinent circumstances respecting such RFP.
Such proposal is genuine and is not a collusive or sham proposal.
C. Neither the said Proposer nor any of its officers, partners, owners, agents, representatives,
employees, or parties in interest, including this affiant, has in any way colluded, conspired,
connived, or agreed, directly or indirectly, with any other Proposer, firm, or person to submit a
collusive or sham proposal in connection with the RFP for which the attached proposal has been
submitted or to refrain from proposing in connection with such RFP.
Subscribed and sworn to (or affirmed) before me this _ day of
who is personally known to
as identification
SEAL
Notary Signature
Notary Name:
Notary Public (State):
My Commission No:
Expires on:
Signature
2018, by
me or who has produced
Village of Tequesta
RFP2018-01PR
Planning and Design for New Village Community Center
PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS: that -
(Insert full name and address or legal title of successful Proposer)
as Principal, hereinafter called Contractor, and
(Name of insurer)
as Surety, hereinafter called Surety, are held and firmly bound unto the Village of Tequesta, Palm Beach
County, Florida, as Obligee, hereinafter called the Village, in the amount of
for the payment whereof,
the Contractor and the Surety bind themselves, their heirs, executors, administrators, successors, and
assigns, jointly and severably, firmly by these presents.
WHEREAS the Contractor has by written agreement dated , 2018, entered
into a Contract with the Village in accordance with solicitation specifications RFP2018-OIPR prepared by
the Village, hereinafter referred as the Contract; and
WHEREAS all of the terms and conditions of the Contract, including but not limited to the Contractor
and Surety's obligation for liquidated damages, the Contractor's and Surety's acknowledgment of all
provisions referring to or related to "no damages for delay" as well as all warranty and guarantee
provisions are hereby incorporated herein and made a part hereof by reference.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if the Contractor shall promptly
and faithfully perform said Contract, then this obligation shall be null and void; otherwise, it shall remain
in full force and effect. The Performance Bond incorporates by reference all of the terms and conditions
of the Contract Documents, including but not limited to the Contractor and Surety's obligation for
liquidated damages, the Contractor's and Surety's acknowledgment of all provisions referring to or
related to "no damages for delay" as well as all warranty and guarantee provisions. The entire contract
documents are incorporated herein by reference and made a part thereof.
The Surety hereby waives notice of any alteration or extension of time made by the Village.
Whenever the Contractor shall be and declared by the Village to be in default under the Contract, the
Village having performed the Village's obligations thereunder, the Surety may promptly remedy the
default or shall promptly:
a. Complete the Contract in accordance with its terms and conditions; or
b. Obtain a proposal or proposals for completing the Contract in accordance with its terms and
conditions, and upon determination by the Surety of the most responsible Proposer, or if the
Village of Tecluesta
RFP2018-01PR
Planning and Design for New Village Community Center
Village elects, upon determination by the Village and the Surety jointly of the most responsible
Proposer, arrange for a Contract between such Proposer and the Village, and make available as
work progresses (even though there should be a default or a succession of defaults under the
contract or contracts of completion arranged under this paragraph) sufficient funds to pay the
cost of completion less the balance of the contract price; but not exceeding, including other
costs and damages for which the Surety may be liable hereunder, the amount set forth in the
first paragraph hereof. The term "balance of the contract price", as used in this paragraph, shall
mean the total amount payable by the Village to the Contractor under the contract and any
amendments thereto, less the amount properly paid by the Village to the Contractor.
Any suit under this bond must be instituted before the expiration of twenty-five (25) months from the
date on which final payment under the Contract falls clue.
No right of action shall accrue on this bond to or for the use of any person or corporation other than the
Village named herein or the heirs, executors, administrators, or successors of the Village.
Signed and sealed this — day of 2018.
(Witness)
(Witness)
(Principal) (Seal)
(Titl e)
(Name of insurer) Surety (Seal)
By:
(Attorney -i n -Fact)
Village of Tecluesta
RFP2018-01PR
Planning and Design for New Village Community Center
LETTER OF CREDIT FORMAT
LETTER OF CREDIT NO.:
ISSUANCE DATE:
APPLICANT:
fNanne of Corporatio
fAddressl
{City, State, Zipj_
BENEFICIARY:
VI LLAG E OF TEQU ESTA
345 TEQUESTA DRIVE
TEQUESTA, FLORIDA 33469
FOR U.S.D. $_
DATE OF EXPIRATION:.
WE HEREBY ESTABLISH OUR IRREVOCABLE LETTER OF CREDIT NO. IN FAVOR OF THE
BENEFICIARY, THE VILLAGE OF TEQUESTA, FLORIDA (HEREINAFTER "VILLAGE-) FOR THE ACCOUNT OF
THE ABOVE -REFERENCED APPLICANT, AVAILABLE BY YOUR DRAFTS DRAWN ON (insert name of Bank)
PAYABLE AT SIGHT FOR ANY SUM OF MONEY NOT TO EXCEED A TOTAL OF (Insert the amount of
money) THE AMOUNT REFERENCED ABOVE.
DEMANDS OF THE LETTER OF CREDIT MUST BE ACCOMPANIED BY A STATEMENT FROM THE VILLAGE
MANAGER OF THE VILLAGE CERTIFYING EITHER: (1) THAT SAID LETTER OF CREDIT IS ABOUT TO EXPIRE
AND HAS NOT BEEN RENEWED, OR (2) THAT WORK HAS NOT BEEN COMPLETED IN ACCORDANCE WITH
THE PLANS, SPECIFICATIONS, AND AGREEMENTS (INCLUDING ANY AMENDMENTS THEREOF) FOR THE
FOLLOWING PROJECT: fName of Projectj (THE
'PROJECT').
IT IS A CONDITION OF THIS LETTER OF CREDIT THAT IT WILL BE AUTOMATICALLY EXTENDED FOR
PERIODS OF ONE YEAR FROM EXPIRY DATE HEREOF, OR ANY FUTURE EXPIRATION DATE, WITHOUT ANY
AMENDMENT, UNLESS THIRTY (30) DAYS BUT NO MORE THAN SIXTY (60) DAYS PRIOR TO ANY
EXPIRATION DATE WE SHALL NOTIFY THE VILLAGE IN WRITING BY CERTIFIED MAIL RETURN RECEIPT
REQUESTED, OR BY COURIER VIA HAND DELIVERY AT THE ABOVE -LISTED ADDRESS, THAT WE ELECT NOT
TO CONSIDER THIS LETTER OF CREDIT RENEWED FOR ANY SUCH ADDITIONAL PERIOD.
WE HEREBY AGREE WITH THE DRAWERS, ENDORSERS, AND BONA FIDE HOLDERS OF ALL DRAFTS
DRAWN UNDER AND IN COMPLIANCE WITH THE TERMS OF THE CREDIT THAT SUCH DRAFTS WILL BE
DULY HONORED UPON PRESENTATION TO {Name of Bank} (THE
'BANK'), WHICH IS DULY AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA IN
ACCORDANCE WITH THE TERMS HEREOF. IF A DRAFT, AS DESCRIBED IN THIS LETTER OF CREDIT, IS
PRESENTED PRIOR TO THE EXPIRATION DATE AND IN CONFORMITY WITH THE TERMS OF THIS LETTER OF
Village of Tequesta
RFP2018-OIPR
Planning and Design for New Village Community Center
CREDIT AND UPON PRESENTATION IT IS WRONGFULLY DISHONORED BY THE BANK, THE BANK AGREES
TO PAY REASONABLE ATTORNEYS FEES AND COSTS, INCLUDING FEES AND COSTS ON APPEAL, INCURRED
BY THE VILLAGE TO ENFORCE THIS LETTER OF CREDIT SHOULD THE VILLAGE PREVAIL.
DOCUMENTS MUST BE PRESENTED FOR PAYMENT TO:
{Narne of Bank Branchl
{Addressl
{City, State, Zipj
ATTN: fDepartment}
ALL DRAWINGS UNDER THIS LETTER OF CREDIT MUST BE ACCOMPANIED BY THE ORIGINAL LETTER OF
CREDIT INSTRUMENT WHICH WILL BE RETURNED TO THE BENEFICIARY AFTER ENDORSING THE BACK OF
SAME WITH THE AMOUNT OF EACH DRAWING BY US.
PARTIAL DRAWINGS ARE PERMITTED.
THE AMOUNT OF ANY DRAFT DRAWN UNDER THIS CREDIT MUST BE ENDORSED ON THE REVERSE OF
THE ORIGINAL CREDIT. ALL DRAFTS MUST BE MARKED "DRAWN UNDER fName of Bank}
LETTER OF CREDIT NUMBER DATED
20 ."
THIS CREDIT IS SUBJECT TO THE "UNIFORM CUSTOMS AND PRACTICE FOR DOCUMENTARY CREDITS,
(2007 REVISION), INTERNATIONAL CHAMBER OF COMMERCE PUBLICATION NO. 600-,, AND TO THE
PROVISIONS OF FLORIDA LAW. IF A CONFLICT BETWEEN THE UNIFORM CUSTOMS AND PRACTICE FOR
DOCUMENTARY CREDITS AND FLORIDA LAW SHOULD ARISE, FLORIDA LAW SHALL PREVAIL. IF A
CONFLICT BETWEEN THE LAW OF ANOTHER STATE OR COUNTRY AND FLORIDA LAW SHOULD ARISE,
FLORIDA LAW SHALL PREVAIL. VENUE FOR ANY DISPUTES RELATING TO THE ENFORCEMENT OF THIS
LETTER OF CREDIT SHALL BE PALM BEACH COUNTY, FLORIDA.
{Name of Ban
BY:
Namel
{Titlej
END OF SECTION 8