HomeMy WebLinkAboutDocumentation_Regular_Tab 01_10/14/2010 � `= VILLAGE OF TEQUESTA
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��� AGENDA ITEM TRANSMITTAL FORM
1. VILLAGE COUNCIL MEETING:
Meeting Date: Meeting Type: Regular Ordinance #:
10/14/10
Consent Agenda: No Resolution # �� e�u � r
Originating Department: Manager
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Review and Consideration of Annexation Request for Proposals — Village Manager Couzzo
3. BUDGET / FINANCIAL IMPACT:
Account #: N/A Amount of this item: To be determined by Council at a
future Council Meeting
Current Budgeted Amount Available: Amount Remaining after item:
N/A N/A
Budget Transfer Required: , Appropriate Fund Balance:
.r= �_
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
Council directed the Manager to do an RFP for annexation proposals for presentation at the October
Council Meeting.
5. APPROVALS:
Dept. Head: ��°°'"�`� .� Finance Director: �[�Reviewed for Financial
,� Sufficiency
� No Financial Impact
Attorney: (for legal sufficiency) Yes ❑ No ❑
Village Manager: �=- �� p
� SUBMIT FOR COUN�IL DISCUSSION: [�
• APPROVE ITEM: ❑
• DENY ITEM: �
Form amended 08/26/08
MEMORANDUM
Village of Tequesta �
Clerk's Office
�
TO: Mr. Michael R. Couzzo, Jr., Village Manager .��
Honorable Mayor and Village Council Members
FROM: Lori McWilliams, Village Clerk
DATE: September 1, 2010
SUBJECT: Annexation Request for Proposals
During the August Council Meeting, Council directed the Manager to publish an
Annexation Strategic Plan Analysis Plan RFP to the public. The RFP was published in
the Palm Beach Post on August 14 and August 18, 2010. The bid opening was held on
Monday, August 30, 2010 at 2:00 p.m.
The following proposals were received for your review:
• Land Research Management, Inc.
• NZ Consultants, Inc.
• Cotleur & Hearing
• New Community Strategies
Additionally, the Village Manager received an electronic correspondence from Ms. Abby
Brennan on August 17, 2010 (attached) advising she and Mr. Frank D'Ambra had
decided to forgo the formal bidding process.
McWilliams, Lori
From: Couzzo, Michael
Sent: Tuesday, August 17, 2010 10:12 AM
To: McWilliams, lori
Subject FW: RFP for Mnexation
Attachments: Declinatiai to VOT RFP.docx
.�d�a�.�.� C',c►�r2za, �
Village Manager
Vitlaye of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
561-575-6272
561-575-6203 Fax
From: Abby Brennan [mailGo:abbybrennan.2010@gmail.com]
Sent: Tuesday, August 17, Z010 9:50 AM
TO: GoUao, Michael
Cc: 'Frank D'Ambra III'
Subject: RFP for Anne�cation
Good morning Mike,
Forwarding a letter from Frank and I concerning the RFP for Annexation. We decided for several reasons to forgo
the formal bidding process . This letter is coming to you for dissemination to Council and whomever else you find
appropriate. Frank and I wish to continue providing our assistance to you and Council as you move forward.
Please give Frank or me a call if you want to discuss.
Best,
Abby
Abby Brennan
23 Tradewinds Circle
Tequesta, FL 33469
H (561� 575-1219
C [561) 339-0740
F (561) 575-7066
abbvbrennan2010@g�nail.com
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1
August 17, 2010
Mr. Michael R. Couzzo, Jr.
Village Manager
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
Dear Mike,
Thank you for the opportunity te discuss the Strategic Plan for Annexation being requested by the
Village of Tequesta. As you know we have been actively developing a multi-phased approach that
relied heavfly on collaboration with you and Council. Our concept was to function more as adjunct
staff inembers rather than independent consultants, which is the role outlined in the Request for
Proposal.
We respect Councils' dec3sion to go through the formal process of a Request for Proposal. For the
reason outlined above we are electing to forgo submitting a proposal in response to the RFP and
wish to offer our continued assistance in an advisory capacity to you and Council on this very
important initiative.
Sincerely,
AbUy 8re�a�
�ra.n,k.2�'A vr�.brcv
j'
PUBLIC NOTICE
Viliage of Tequesta
Request for Proposals
RFP: VC 2-10
TITLE: ANNEXATION STRATEGIC PLAN ANALYSIS
The Village of Tequesta is seeking RFP's (Request for Proposals) from qualified firms or
individuals that are interested, experienced and knowledgeable in preparing an annexation
Strategic Plan for analysis and implementation by the Village. The strategic plan will guide the
Village in the process of annexing appropriate surrounding residential and commercial
properties.
The implementation of the Strategic Plan would be overseen by the Village Council with
management and staff support as determined by Council and the Manager. The Village desires
to engage a consultant to create the strategic plan report for Council implementation. The
Village the proposal would include, at minimum, the following:
• An analysis of all annexation opportunities available to the Village (both residential and
commercial), costs to the Village to annex proposed lands, and an overview of tax
savings to the residents and businesses that would possibly be annexed. This analysis
will also identify what should be done to address the items identified in the constraints
and opportunities analysis.
Sealed proposals including a sample plan will be received by the Village Clerk, Village of
Tequesta, 345 Tequesta Drive, Tequesta, FL 33469 up to 2:00 p.m. opening time on Monday,
August 30, 2010. Proposals will be opened publicly in the Village Manager's Conference Room
and all proposers and the general public are invited and encouraged to attend. All proposals
shall be submitted in sealed envelopes, mailed or delivered to the Village of Tequesta. The
outside of envelope shall plainly identify sealed proposal by: PROPOSAL NUMBER, TITLE,
AND DATE OF OPENING. It is the sole responsibility of the proposer to ensure that his or her
proposal reaches the Village Clerk's Office on or before the closing date and time as shown
above. RETURN ONE ORIGINAL AND SIX COPIES OF COMPLETED PROPOSAL PACKET
(INCLUDING SAMPLE PLANS). Any failure on the part of the proposer to comply with the
conditions and specifications shall be cause for disqualification of the proposal.
Proposal documents for this work may be obtained beginning August 16, 2010, at 8:00 A.M. in
the Village Clerk's Office at 345 Tequesta Drive, Tequesta, FL, or by calling (561) 768-0440. A
copy will also be available at www.tequesta.orq. Questions pertaining to the proposal shall be
directed to Village Manager Michael Couzzo at (561) 768-0460.
Lori McWilliams, MMC
Village Clerk
Run Dates: August 14, 2010 and August 18, 2010
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Proposals shall provide a description of the firm/individual, includina the size. ranae of activities.
Village of Tequesta
Request for Proposals
RFP: VC 2-10
TITLE: ANNEXATION STRATEGIC PLAN ANALYSIS
GENERA� SCOPE OF WORK
PURPOSE FOR REQUEST FOR PROPOSALS
The purpose of this Request for Proposals ("RFP") by the Village of Tequesta, Florida is to
invite established, qualified firms/individuals who are interested in creating an Annexation
Strategic Plan for the Village.
PROPOSAL SUBMISSION AND OPENING
To fairly evaluate all proposals, the Village requires a uniform proposal format. Additional
information, which enhances the applicant's response, may be provided in a format of the
applicant's choice. Applicants should prepare their proposal simply and economically, providing
a straightforward and concise description of their ability to meet the requirements of this RFP.
Proposals shall provide a description of the firm/individual, including the size, range of activities,
financial history, strength, stability, experience, honors, awards, recognitions, and client list, with
contact information. Particular emphasis should be given as to how the firms/individual's
experience and expertise in researching, creating and providing assistance will be directly
beneficial to the Village. Proposals shall identify the contact person who will work on the
Annexation Strategic Plan. Resumes of each person shall be provided with emphasis on their
experience in providing these services, including education, experience, honors and awards
received, professional associations of which the firm and/or its personnel are members.
Proposals should provide information regarding desired compensation.
Sealed proposals inctuding a sampte plan will be received by the Village Clerk, Village of
Tequesta, 345 Tequesta Drive, Tequesta, FL 33469 up to 2:00 p.m. opening time on Monday,
August 30, 2010. Proposals will be opened publicly in the Village Manager's Conference Room
and all proposers and the general public are invited and encouraged to attend. All proposals
shall be submitted in sealed envelopes, mailed or delivered to the Village of Tequesta. The
outside of envelope shall plainly identify sealed proposal by: PROPOSAL NUMBER, TITLE,
AND DATE OF OPENING. It is the sole responsibility of the proposer to ensure that his or her
proposal reaches the Village Clerk's Office on or before the closing date and time as shown
above. RETURN ONE ORIGINAL AND SIX COPIES OF COMPLETED PROPOSAL PACKET
(INCLUDING SAMPLE PLANS). Any failure on the part of the proposer to comply with the
conditions and specifications shall be cause for disqualification of the proposal.
Proposal documents for this work may be obtained beginning August 16, 2010, at 8:00 A.M. in
the Village Clerk's Office at 345 Tequesta Drive, Tequesta, FL, or by calling (561) 768-0440. A
copy will also be available at www.tequesta.ora. Questions pertaining to the proposal shall be
directed to Village Manager Michael Couzzo at (561) 768-0460.
SCOPE OF WORK
The Village plans to develop an annexation strategic plan to help guide the Village in the
process of annexing appropriate surrounding properties both commercial and residential. The
implementation of the Strategic Plan would be overseen by the Village Council with
management and staff support as determined by Council and the Manager. The Viliage desires
to engage a consultant to create the strategic plan report for Council implementation. The
Village the proposal would include, at minimum, the following:
• An analysis of all annexation opportunities available to the Village (both residential and
commercial), costs to the Village to annex proposed lands, and an overview of tax
savings to the residents and businesses that would possibly be annexed. This analysis
will also identify what should be done to address the items identified in the constraints
and opportunities analysis.
Proposals shall also include, at a minimum, the following information:
1. Cover transmittal letter
2. Firm/Individual overview:
a) Name, address, and telephone number
b) Principal contact
c) Number of years in the consulting business
3. Experience of the firm/individual with similar projects.
4. Proiect Understandin�t and Approach. Identify an understanding of the scope of the
services requested by the Village and the approach to providing those services. List any
additional services that the proposer is willing to provide and costs associated with
services.
5. It is essential that the contract be supervised and carried out by personnel possessing
training and experience appropriate to the contract services. The Proposal shall include:
a) The names and positions of each professional to be assigned to this contract,
including familiarity with projects of a similar nature.
b) The estimated amount of involvement expressed as a percentage of time, of
each of the staff members.
c) Willingness and ability to complete the project within the time and budget
constraints', considering the firm's /individual's current and projected workload.
Identify any conditions that might restrict your availability to work on the project.
d) Resumes of academic training and employment in the applicable fields.
e) Evidence of possession of required licenses or business permits.
fl Evidence of any previous experience in projects of a similar nature-provide
contact names and phone numbers along with project.
g) Fee Schedule
6. Reportin�f Capabilities. Provide samples of report analysis or report production.
Identify through a narrative discussion of your experience preparing strategic plans and
with annexation issues.
7. Complete the Drug Free Workplace Form and Public Entity Crimes Form (attached)
EVALUATION OF QUALIFICATIONS
Council will review the RFP's during the September 9, 2010 Village Council Meeting or as soon
thereafter as possible and continuing from time to time and place to place as necessary to
consider and take action regarding the proposal. Upon selection of a consultant, the Scope of
Work and compensation will be finalized and submitted with the contract for approval to the
Village Council.
CRITERIA FOR SELECTION POINTS
AVAILABLE
1. General knowled e and understandin of the Villa e's needs 30
2. Ex erience and ualifications 30
3. Abilit to rovide re uired and o tional services 25
4. Location of consultant and accessibilit 15
TOTA� POSSIBLE 100
POI NTS
LIST OF REQUIRED SUBMITTAL DOCUMENTS � FORMS
In addition to the formal Proposal and samples, the following forms listed below MUST be
completed and submitted with the Proposal in order for the Proposal to be considered to be
responsive to the RFP:
1. COVER TRANSMITTAL LETTER
2. PROPOSER'S CERTIFICATION FORM
3. DRUG FREE WORKPLACE FORM
4. REFERENCES FORM
5. PUBLIC ENTITY CRIMES FORM (SWORN & NOTARIZED)
PROPOSER'S CERTIFICATION FORM
The under signed Proposer certifies that he/she has read, carefully examined, and thoroughly
understands the terms, conditions, and specifications contained in the RFP and any other
documents accompanying or made a part of this RFP and states as follows:
I hereby propose to furnish the services specified in the RFP. Furthermore, I agree to abide by all
conditions of this RFP. I certify that all information contained in this submittal is truthful to the best of
my knowledge and belief. I further certify that I am duly authorized to submit this Proposal on behalf
of the firm or entity who is the Proposer, as its act and deed and that the Proposer is ready, willing
and able to perForm if awarded the contract. I further certify that this Proposal is made without prior
understanding, agreement, connection, discussion, or collusion with any person, firm or corporation
submitting a Proposal for the same service; no officer, employee or agent of the Village of Tequesta
or of any other Proposer is interested in the Proposal; and that the undersigned executed this
Proposer's Certification with full knowledge and understanding of the matters therein contained and
was duly authorized to do so.
BY:
SIGNATURE
PRINTED NAME
STATE OF:
COU NTY:
Sworn to and subscribed before me this day of 2010.
SIGNATURE OF NOTARY:
MY COMMISSION EXPIRES:
PERSONALLY KNOWN: OR PRODUCED ID: TYPE:
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that -
(name of business) does / does not (circle
appropriate response):
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace,
and specifying the actions that will be taken against employees for violations of such
prohibition.
2. Inform employees about the danger of drug abuse in the workplace, the business's
policy of maintaining a drug-free workplace, and any available drug counseling.
Signature
__
REFERENCES FORM
The Village may contact some of the Proposer's current and former clients, both supplied by the
Proposer and independently derived, to request that they validate the qualifications of the
Proposer and the accuracy of the claims made by the Proposer in its Proposal, and that they
assess the Proposer's ability to perForm the types, level and quality of services that the Village
desires.
Provide at least three (3) references (preferably municipal governments or other governmental
agencies of similar size in Florida) for your company, where your company has provided the
same or similar services within the last finro (2) years.
Current References:
1. Name of
Firm/A enc :
Address:
Contact:
Title:
Telephone:
Email:
2. Name of
Firm/A enc :
Address:
Contact:
Title:
Telephone:
Email:
3. Name of
Firm/A enc :
Address:
Contact:
Title:
Telephone:
Email:
PUBLIC ENTITY CRIMES FORM
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY
PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted to VILLAGE OF TEQUESTA
BY:
(Print individual's name and title)
FOR:
(Print name of entity submitting sworn statement)
Whose business address is and (if applicable) its Federal Employer ldentification
Number (FEIN) is (If the entity has no FEIN, include the
Social Security Number of the individual signing this sworn statement).
2. I understand that a"public entity crime" as defined in Paragraph 287.133(1 )(g), Florida
Statutes, means a violation of any state or federal law by a person with respect to and
directly related to the transaction of business with any public entity or with an agency or
political subdivision of any other state or of the United States, including, but not limited
to, any Proposal or contract for goods or services to be provided to any public entity or
an agency or political subdivision of any other state or of the United States and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b),
Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or
without an adjudication of guilt, in any federal or state trial court of record relating to
charges brought by indictment or information after July 1, 1989, as a result of a jury
verdict, no jury trial, or entry of a plea of guilty or nolo contendre.
4. t understand that an "affiliate" as defined in Paragraph 287. 133(1)(a), Florida Statutes,
means: 4-1. A predecessor or successor of a person convicted of a public entity crime:
or
4-2. Any entity under the control of any natural person who is active in the management of
the entity and who has been convicted of a public entity crime. The term "affiliate"
includes those officers, directors, executives, partners, shareholders, employees,
members, and agents who are active in the management of an affiliate. The ownership
by one person of shares constituting a controlling interest another person, or a pooling of
equipment or income among persons when not for fair market value under an arm's
length agreement, shall be a prima facie case that one person controls another person.
A person who knowingly enters into a joint venture with a person who has been
convicted of a public entity crime in the State of Florida during the preceding 36 months
shall be considered an a�liate.
5. I understand that a"person" as defined in Paragraph 287.133(I)(e), Florida Statutes,
means any natural person or entity organized under the laws of any state or of the
United States with the legal power to enter into a binding contract and which Proposal
applies to Proposals on contracts for the provision of goods or services let by a public
entity, or which otherwise transacts or applies to transact business with a public entity.
The term "person" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in the management of an entity.
6. Based on information and belief, the statement, which I have marked below, is true in
relation to the entity submitting this sworn statement. (indicate which statement applies)
Neither the entity submitting this sworn statement, nor any of its o�cers, directors,
executives, partners, shareholders, employees, members or agents who are active in
the management of the entity, nor any affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989.
The entity submitting this sworn statement, or one or more of its officer's directors,
executives, partners, shareholders, employees, members or agents who are active in
the management of the entity, nor any affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989.
The entity submitting this sworn statement, or one of more of its officer's directors,
executives, partners, shareholders, employees, members or agents who are active in
the management of the entity, nor any affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989. However, there has been a
subsequent proceeding before a Hearing Officer of the State of Florida, Division of
Administrative Hearings and the Final Order entered by the Hearing Officer determined
that it was not in the public interest to place the entity submitting this sworn statement on
the convicted vendor list. (Attach a copy of the final order)
1 UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING
OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH I ABOVE IS FOR THAT
' PUBL•IC ENTITY ONLY AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE
CALENDAR YEAR IN WHICH IT IS FILED. 1 ALSO UNDERSTAND THAT I AM REQUIRED TO
INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF
THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR
CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
STATE OF:
COUNTY:
Sworn to and subscribed before me this day of 2010.
SIGNATURE OF NOTARY:
MY COMMISSION EXPIRES:
PERSONALLY KNOWN: OR PRODUCED ID: TYPE: