The URL can be used to link to this page

Home My WebLink AboutDocumentation_Regular_Tab 17_02/17/2005 F Tf v' G F v 'P �► � 7 ;, ,. � , '� t O <, ,� y,' o � �� =v AN DUM h�o y MEMOR TO: Mayor/Council FROM: Robert Garlo, Assistant Village Manager ,�z�--�°"�� DATE: 2-11-OS SUBJECT: landscape Architecture Continuing Services Agreements Cc: Michael R. Cou�o, Jr., Village Manager In the past the Village has always employed Iandscape architectural services as needed and followed proper purchasing policies in doing that. With several developmental projects in the Village's future which will include some degree of landscape design, staff felt that the existence of continuing services agreements would facilitate that process making it more effective. By acq�iring such agreements, the Village would be able to complete small landscaping projects more efficiently and have a more straightforward process of bringing larger landscaping projects before Council. With this in mind, the Village sent out an RFP (request for proposals) for Landscape Architectural Confiinuing Services. The intention of the RFP was to enter into a continuing services agreement with one or more firms of varying specialties thus allowing the Viflage to utilize particular firms for specific needs. The continuing services contracts dre for work when the construction costs re below $250,000 and for planning projects when the design fees are ess than $25,000. Projects exceeding either of these thresholds must be dverfised according to Village purchasing procedures and the ultants' Competitive Negotiation act. The Village received nine proposals in response to the RFP. Those firms are as follows: Bermello Ajamil & Partners, Miami; Calvin 6iardano & Assoc., West Palm Beach; Chris Wayne and Assoc., Jupifier; Cotfeur 8� Hearing, Jupiter; Glatting Jackson, West Palm Beach; Parker Yannette Design Group, Inc., Jupiter; RMPK Group, Jupiter; Roy-Fisher Assoc., Tequesta; Rhon Ernest- Jones, Consulting Engineers, Inc., Jupiter. A selection committee then reviewed the proposals. That committee consisted of myself, Parks and Recreation Director Greg Corbitt, Village Planner Carol Lux and Special Projects Coordinator Wendy Harrison. Specific criteria was used to review and rank the proposals. A copy of that criteria is included as back-up. Please note that this criteria was also listed in the original RFP. The above mentioned review resulted in the following three firms selected: Chris Wayne & Associates, Inc. Jupiter, FL Cotleur & Hearing Jupiter, FL Roy-Fisher Associates Tequesta, FL Finance Director Forsythe and Special Projects Coordinator Harrison are currently negotiating proposals from each of these three firms. The intention is to bring proposed agreements to the Village Council for review and consideration at a later date. Attachments are as follows: 1. Landscape Architecture Consultant Services request for proposals 2. Landscape Architecture proposals review sheet 3. Landscape RFP timeline REQUEST FOR PROPOSALS LANDSCAPE ARCHITECTURAL CONSULTANT SERVICES VILLAGE OF TEQUESTA VILLAGE OF TEQUESTA, FLORIDA REQUEST FOR PROPOSALS LANDSCAPE ARCHITECTURAL C�NSULTANT SERVICES The Village of Tequesta is soliciting proposals from qualified landscape axchitectural firms to provide general professional landscape architectural consulting services in accordance with the Consultant's Competitive Negotiation Act, Section 287.055 of the Florida Statutes. The continuing consulting services include, but are not limited to, landscape planning and analysis, preparation of plans and specifications for horizontal and vertical construction, park planning and design, construction management and support, grant application and documentation and other general landscape architectural services as may be required in support of the Village's needs. Additional information on the Scope of Services and selection criteria is available by calling (561) 575-6200 or by writing to the address listed below. Supplementary information may be picked up at the Village Manager's Office, Village of Tequesta, 250 Tequesta Drive, Suite 300, Tequesta, Florida, 33469. Seven (7) copies of the proposal, sealed and clearly marked "Landscape Architectural Services Proposal," must be submitted to the following address no later than 2:00 p.m. on December 14, 2004. Village of Tequesta Village Manager's Office Attn: Wendy Harrison 250 Tequesta Drive, Suite 300 Tequesta, FL 33469 Publish: November 14, 2004 Gwen Carlisle, Village Clerk Village of Tequesta REQUEST FOR PROPOSALS SUPPLEMENTARY INFORMATION ARTICLE I. INTRODUCTION AND GENERAL DESCRIPTION The Village of Tequesta is soliciting applications from qualified firms to provide professional landscape architectural support to the Village. The Village, at its option, may execute two or more non-exclusive continuing contracts with the most qualified firms (as defined under Section 287.055 of the Florida Statutes). The non-exclusive contracts shall be for an initial contract period of two years, renewable for two additional two-year terms by mutual agreement. The selected consultants shall assist Village staff with landscape planning and design, proj ect coordination and supervision, and general landscape architectural support as required and as directed by the Village Manager's Office. ARTICLE II. REQUIRED DISCIPLINES Consultants submitting qualifications shall include in their proposals sufficient information to clearly describe their ability to provide support in the following disciplines: • Roadway enhancement and right-of-way design and guidelines • Pedestrian, bikeway and interpretative trail design and guidelines • Grant writing, documentation, acquisition and administration • General landscape design, site planning and knowledge of landscape specifications • Park planning and design The proposals shall clearly identify the names and qualifications of the firm or team that will respond to the majority of the Village's request for support. The firm or team shall include, at least, an irrigation designer. The proposals should also address in some detail how the proposer will address providing assistance/support to perform studies and investigations of identified areas, preparation of plans and specifications, providing bidding assistance, inspection and administration of construction, permitting, preparation of applications for grants and loans, etc., as required in the implementation of the approved capital program. Other disciplines or specialties may be obtained by partnering with other consultants. Should the proposer choose to provide multi-disciplinary support in this manner, the Village may require a copy of the sub-consultant's agreement or other evidence that clearly illustrates the sub-contractor's and their staff's commitment to provide the responsiveness, quality control, staff experience and qualifications, etc. presented as part of the proposal. The Village's selection of the successful proposer will be based, in part, on the qualifications and capabilities of their sub-consultants, which acts as a substantial inducement and material consideration in the selection. Unilateral changes of sub- consultants anytime during the process, and after award, will not be authorized unless specifically approved in writing by the Village. ARTICLE III. EVALUATION CRITERIA The evaluation criteria are as follows: MAX POINTS CATEGORY 20 Experience with roadway enhancement and right-of-way design and guidelines, preferably with Florida Department of Transportation and/or Palm Beach County roadways in similar projects. 20 Experience with pedestrian and bikeway design and guidelines generally and in environmentally sensitive areas, and experience with interpretive trail design. 20 Experience with park planning and design, including playground and recreational sites, passive park and reserve areas. 15 Experience with site design of public areas, including public consensus techniques, construction and specification preparation, and construction management. 15 Experience with grant writing, documentation, acquisition and administration. 10 Experience with environmental art, landmark features/public art design. ARTICLE IV. DISTRIBUTION OF WORK The Village shall distribute the professional work amongst several firms and reserves the right to enter into several contracts (two or more) for the professional services included in this scope of work. Furthermore, the Village reserves the right to determine whether a specific task is best performed by a particular consultant. Contracts entered into under this RFP do not obligate the Village to provide the contract consultants with any minimum amount of work or to distribute the dollar amount of work evenly amongst consultants. ARTICLE V. WORK AUTHORIZATION Work on specific projects will be authorized only by written sequentially numbered amendments, hereinafter referred to as Work Orders. ARTICLE VI. CONTRACT FORM The attached is a sample contract between the consultant and the Village, which shall be executed with the successful proposer(s). ARTICLE VII. PROPOSAL FORMAT (A) SECTION 1 : ADMINISTRATION Name, address, telephone number, fax number and number of years in business. Contact person of the firm. (B) SECTION 2: 2545 AND 2555 254s and 255s for all firms included in this proposal. (C) SECTION 3: RESUMES AND EXPERIENCE Complete resumes with educational backgrounds and relevant work experience for all personnel who will be responsible for this work. (D) SECTION 4: PRIOR EXPERIENCE References for the past five (5} years for similar services. Provide location, date completed, contact person, address and telephone number. Letters of recommendation may be included. A list of contracts that the Consultant has held or is currently holding with other governmental agencies. Example(s) of similar work. ARTICLE VIII: EVALUATION AND AWARD Upon receipt and evaluation of the proposals, the Village will make a selection of the apparent qualified firm. The Village reserves the right to reject any and all submittals of professional qualifications and to re-advertise the same. Upon selection, the Village will enter into contract negotiations with the successful consultants. The Village reserves the right to reject all proposals deemed unresponsive and to accept any proposal(s) which best meets the above evaluation criteria. The Village also reserves the right to waive any information, irregularities and technicalities in the proposals submitted. FOR FURTHER INFORMATION CONTACT: Wendy Harrison, Special Projects Coordinator 561-575-6259 Village of Tequesta 250 Tequesta Drive, Suite 300 Tequesta, FL 33469 Review of Landscape Architecture Proposals Max Points CATEGORY 20 Experience with roadway enhancement and right-of-way design and guidelines, preferably with Florida Department of Transportation and/or Palm Beach County roadwa s in similar ro'ects. 20 Experience with pedestrian and bikeway design and guidelines generally and in environmentally sensitive areas, and experience with interpretive trail desi n. 20 Experience with park planning and design, including playground and recreational sites, passive park and preserve areas. 15 Experience with site design of public areas, including public consensus techniques, construction and specification preparation, and construction mana ement. 15 Experience with grant writing, documentation, acquisition and administration. 10 Experience with environmental art, landmark features/public art desi n. ID Task N- Duration Start Finish ber �cember Janua Februa 11/7 11/14 11/21 12/5 12/12 12/19 12/26 1/2 1/9 1/16 1/23 1/30 ; 2/13 1 Prepar pocuments � 90 edays Aug 10 Nov 8' 2 Advertise RFP 0 days Nov 14 Nov 14 11/14 3 Proposals Prepared 30 edays Nov 14 Dec 14 "'"�"^"' �"'°"�' �° proposals Prepared 4 Receive Proposals 0 days Dec 14 Dec 14 ( Receive Proposals 5 Review Proposals 24 days Dec 14 Jan 14 '"° s �.r�SS� �:�'^• ;�.^,°� ��, - °+ �° Review Proposals 6 Negotiate Agreements 20 edays Jan 14 Feb 3 egotiate Agree ; 7 Village Council Approve Agreen 0 days Feb 10 Feb 10 . "� . ♦ Village Task , "A�, � Atilestone ♦ External Tasks �� . �� : Project: LandscapeRFP S lit Date: Dec 14 P , , , , , , , , Summary �� External Milestone � Progress Project Summary � °,'�" Deadline �� Page 1