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Item K12 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: April 17, 2002 Division: Growth Management Bulk Item: Yes X No Department: N/ A AGENDA ITEM WORDING: Approval for the Growth Management Division to solicit a Request for Qualifications from consultant firms to prepare a Master Parks and Recreation Plan for Monroe County. ITEM BACKGROUND: Objective 1201.10 requires that the County complete a Parks and Recreation Plan that contains, at a minimum, the following elements: I) inventory of recreation lands and facilities; 2) evaluation of existing facilities including public accessibility, management, and maintenance; 3) demand estimates and projections for recreation lands and facilities; 4) evaluation of demand versus supply, including evaluation of level of park and recreation standards; and, 5) proposed acquisition and development of existing and future sites. The Growth Management Division proposes to utilize the services of a qualified parks and recreation planning firm to prepare the Plan. The preparation of the Plan will include a public participation process and input and recommendations from both the Planning Commission and Parks and Recreation Advisory Committee. The Growth Management Division will solicit a Request for Qualifications (RFQ) from qualified firms. A Consultant Selection Committee, consisting of the two representatives from the Growth Management Division and one representative from the Public Works Division, will review written responses, interview the top respondents(s) and recommend the top ranked firm to the Board of County Commissioners for approval. PREVIOUS RELEVANT BOCC ACTION: Adopted Year 2010 Comprehensive Plan on April 15, 1993. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST: $75,000 to $100,000 BUDGETED: Yes X No COST TO COUNTY: $75,000 to $100,000 REVENUE PRODUCING: Yes N/A No AMOUNT PER MONTH N/A Year APPROVED BY: County Atty X DIVISION DIRECTOR APPROVAL: DOCUMENTATION: Included X To Follow DISPOSITION: AGENDA ITEM # KJL Growth Manal!:ement Division 2798 Overseas Highway, Suite 400 Marathon, Florida 33050 Voice: (305) 289-2500 FAX: (305) 289-2536 Board of County Commissioners Mayor Charles "Sonny" McCoy, Dist. 3 Mayor Pro Tern Dixie Spehar, Dist. I Comm. Murray Nelson. Dist. 5 Comm. George Neugent, Dist. 2 Comm. Nora Williams, Dist. 4 April 17, 2002 To Perspective Respondents: RE: Request for Statement of Qualifications (RFQ) for- PROFESSIONAL SERVICES TO PREP ARE A RECREATION AND PARKS PLAN FOR MONROE COUNTY [FLORIDA KEYS] Weare pleased that you have shown an interest in assisting Monroe County in its effort to prepare and plan for existing and future recreation and park needs of unincorporated Monroe County. Our target respondents are land use, parks, recreation, and open space planning and landscape architectural firms. Respondents should be experienced in analyzing recreation, open space, and park demand and needs; recreation and park planning; park and facilities site design and cost estimation; organization and management of public recreation activities and park operations; and, conducting of public involvement programs for recreation and park planning. The respondents should be experienced in preparing plans that include a full range of programmatic and regulatory recommendations. The County is seeking qualified, objective firms or collaborative groups that have the ability to understand the unique issues of the Florida Keys as applied to the provision of public recreation and park services. The RFQ Review Committee and the Board of County Commissioners (BOCC) looks forward to your participation in this effort. Attached are: · Notice of Request for Statement of Qualifications. · Specifications for Statement of Qualifications, Requests for Statement of Qualification will be made available after April 17, 2002, Responses must be submitted no later than II :00 AM, May 30, 2002. Page I of II C:\Colleen\RSQ's\rfqparkrec 040802.doc The County has assembled a Statement of Qualifications Review Committee consisting of two representatives of the Growth Management Division and one representative of the Public Works Division. Responses will be opened officially on May 30, 2002. The RFQ Review Committee will meet as soon after that as possible to begin a review of Statements of Qualifications. Review will be completed by July 15, 2002 and results of the review recommending the three most qualified firms will be reported to the BOCC at it's August 21, 2002 meeting. A negotiated contract for services will be negotiated with the firm selected by the BOCC, and the contract shall be presented to the BOCC at its September 18,2002 meeting. The project would begin approximately September 19,2002. We look forward to your response, Sincerely, Timothy J. McGarry, AICP Director of Growth Management Page 2 of 11 C:\Colleen\RSQ's\rfqparkrec 040802.doc NOTICE OF CALLING FOR BIDS NOTICE IS HEREBY GIVEN TO PROSPECTIVE BIDDERS that on May 30, 2002 at II :00 AM the Monroe County Purchasing Office will open sealed bids for the following: PROFESSIONAL SERVICES TO PREP ARE A RECREATION AND PARKS MASTERPLAN FOR MONROE COUNTY [FLORIDA KEYS) Specifications may be requested from DemandStar by Onvia by calling 1-800-711-1712 or by going to the website www.demandstar.com OR www.co.monroe.fl.us. Technical questions should be directed to the Director of Growth Management at 305/289-2500, Bidders must submit two (2) signed originals and one (1) complete copy of each bid in a sealed envelope marked on the outside, "Sealed Bid for PROFESSIONAL SERVICES TO PREPARE A RECREATION AND PARKS MASTER PLAN FOR MONROE COUNTY [FLORIDA KEYS)" addressed and delivered either by person or by mail, preferably by special delivery, registered mail to: Purchasing Office 1100 Simonton Street, Room 2-213 Key West, FL 33040 All bids must be received by the County Purchasin~ Office before 11:00 AM, May 30, 2002. Any bids received after this date and time will be automatically rejected. Faxed or em ailed bids will also be automatically rejected. All bids must remain valid for a period of ninety (90) days. The Board will automatically reject the bid of any person or affiliate who appears on the convicted vendor list prepared by the Department of General Services, State of Florida, under Sec. 287. 133(3)(d), FS (1997). All bids, including the recommendation of the County Administrator and the requesting Department Head, will be presented to the Board of County Commissioners of Monroe County, Florida, for final awarding or otherwise. The Board reserves the right to reject any and all bids, to waive informalities in any or all bids, and to readvertise for bids; and to separately accept or reject any item or items of bid and to award and/or negotiate a contract in the best interest of the County . Dated at Key West this 17th day of April, 2002, Monroe County Purchasing Department Page 3 of II C:\CoUeen\RSQ's\rfqparkrec 040802.doc REQUEST FOR STATEMENT OF QUALIFICATIONS PROFESSIONAL SERVICES TO PREPARE A RECREATION AND PARKS PLAN FOR MONROE COUNTY PURPOSE The purpose of this Request for Statement of Qualifications is to solicit responses from qualified consulting firms interested in preparing a Parks and Recreation Plan for Monroe County, Florida. The Plan is intended to respond to the requirements of the Monroe County Comprehensive Plan and provide specific policies and recommendations for guiding the development of parks and recreational lands and activities within unincorporated Monroe County. BACKGROUND Monroe County primarily consists ofa 120-mile long string of islands, known as the Florida Keys, stretching southwest from Key Largo to the historic city of Key West. The County's total population is approximately 80,000, of which approximately 44,000 reside within unincorporated Monroe County. The functional population of the County, which includes both the permanent and seasonal populations, is approximately 155,000. The Florida Keys represent a significant natural resource of national and international importance, which provides unique opportunities for leisure and recreation activities. Parks and recreational opportunities are provided by the Federal and State governments, Monroe County, and five municipal governments within Monroe County. However, the capacity of this resources to accommodate future growth is very limited and County's permit allocation system for development will continue to limit future growth and development. Currently, the County has approximately 89.1 acres of resource-based areas and 89.40 acres of activity-based recreation areas. These lands are either owned or leased by the County and the Monroe County School Board. The responsibility for park and recreation activities and County through the Parks and Beaches Section of the Facilities Maintenance Department located within the Public Works Division. Beginning in the early 1990's, the County initiated an aggressive program to acquire and develop lands for park and recreation purposes. With an on-going community master planning process for various individual islands as part of the Planning and Environmental Resources Livable CommuniKeys Program, further attention is being focused on providing park and recreation opportunities by the County for residents of unincorporated Monroe County. Page 4 of 11 C:\Colleen\RSQ's\rfqparkrec 040802.doc The proposed Parks and Recreation Plan is intended to provide a sound policy basis to guide the County in the: further acquisition and development of park and recreation lands; organization and management of its park and recreation lands and services; establishment of adequate standards and advisory guidelines for concurrency and park development; amendments to the Comprehensive Plan and Land Development Regulations needed to direct and facilitate the development of parks and recreation lands; revision of existing impact fee schedule for parks and recreation; formulation of goals and policies to direct the development, acquisition, funding, and maintenance of parks and recreation lands and facilities; and the development of short- and long-range implementation program for the Plan. The development of the Plan will include a intensive public participation element. PROPOSED ELEMENTS OF THE PLAN o Inventory of existing State, Federal, municipal, and County-owned and operated active and passive recreational lands and facilities, including estimated usage by recreational activity. o Identification of issues and evaluation of the organization and management of existing County park facilities, including review of local agreements with the Monroe County Board of Education, municipal governments, federal and state agencies, and not-for-profit organizations; this evaluation will also include reconsideration of the need for a formal Parks and Recreation Department, as called for in the Comprehensive Plan. o Evaluation of existing County parks and recreation lands as to access, facilities, development potential, and functionality to determine existing needs and opportunities. o Determination of existing and future 20-year demand for recreation lands, facilities, and activities by unincorporated Monroe County permanent and seasonal population. o Comparison and analysis of existing/future recreation and park land demand versus existing supply of recreation lands and facilities on a county-wide and sub-area basis and determination of needed lands, facilities, and types of activities to be provided over the next 5 and 20-year period. o Determination of the appropriate level of service standards (concurrency) for recreation lands and facilities and advisory guidelines (community needs) on level of service standards, both county-wide and sub-area basis. o Preparation of goals and policies for guiding parks and recreational facilities development, acquisition, funding, and maintenance. Page 5 of 11 C:\Colleen\RSQ's\rfqparkrec 040802.doc o Determination of lands to be acquired and facilities to be developed over the next 20 year periods and their associated capital and operations and maintenance costs to achieve the approval level of service standards and community needs. o Preparation of a 20-year physical plan element for park and recreation land acquisition and facilities development, including the identification of appropriate funding sources and priorities for improvements and acquisition. o Evaluation of needed changes in existing County development regulations affecting park and recreation development. o Evaluation of the need for revisions to the existing fair share community impact fee for recreational facilities. o Preparation of 5-year (short-range) and 20-year (long-range) implementation program for effectuating appropriate recommendations resulting from the elements produced for the Plan. RFQ INFORMATION The following is the information that should be provided in the response to this Request for Statement of Qualifications: o Contact Information: Name, address, and phone number for the consulting firm. o Form of Organization : Indicate whether the firm(s) is a partnership, corporation, or sole proprietorship, where it is organized, and the names of the principals, officers, and directors of the firm. o Key Personnel: Names of key project personnel, their respective titles, relevant experience, and periods of service with the firm, including the experience of the key project staff in working together on similar projects. o Statement of Qualifications: A narrative or other statement ofthe firm's qualifications to do the proposed project. o Project Management and Staff Availability: A description of the proposed overall management structure for the project and the availability of staff to work on the project. o References: Names, contact persons, and telephone numbers of at least three clients whom the County can contact regarding the firm's past performance on a similar project. Page 6 of 11 C:\Colleen\RSQ's\rfqparkrec 040802.doc RFQ REVIEW AND CONSULTANT SELECTION PROCESS The RFQ Review Committee will evaluate responses to the RFQ and rank the fIrms based on their responses to the RFQ. One or more of the top-ranked fIrms will be asked to make a presentation to and be interviewed by the Committee. Based on this interview and check of references, the RFQ Review Committee will make its recommendation to the Board of County Commissioners. The Board of County Commissioners will be asked to approve the recommendations of the RFQ Review Committee to authorize staff to enter into contract negotiations with the top recommended fIrm. The contract will be negotiated between staff and the selected firm and submitted to the Board of County Commissioners for approval. PLANNED PROJECT COMPLETION TIME FRAME Subject to the terms and conditions of the executed contract, the County staff anticipates that the project will take approximately six months from the date of the notice to proceed, Page 7 of 11 C:\Colleen\RSQ's\rfqparkrec 040802.doc DRUG-FREE WORKPLACE FORM The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that: (Name of Business) I, 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 dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (I). 4. In the statement specified in subsection (I), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, or any employee who is so convicted, 6, Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Bidder's Signature Date Page 8 of 11 C:\CoUeen\RSQ's\rfqparkrec 040802.doc NON-COLLUSION AFFIDAVIT I, of the city of perjury, depose and say that; according to law on my oath, and under penalty of 1) I am for the project described as follows: , the bidder making the Proposal PROFESSIONAL SERVICES TO PREP ARE A PARKS AND RECREATION PLAN FOR MONROE COUNTY 2) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; 3) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competitor; and 4) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition; 5) The statements contained in this affidavit are true and correct, and made with full knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project. STATE OF (Signature of Bidder) COUNTY OF DATE PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, (name of individual signing) affixed his/her signature in the space provided above on this day of ,20 NOTARY PUBLIC My commission expires: Page 9 of 11 C:\Colleen\RSQ's\rfqparkrec 040802,doc SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. (signature) Date: STATE OF COUNTY OF PERSONALL Y APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,20_. My commission expires: NOTARY PUBLIC Page 10 ofI1 C:\Colleen\RSQ's\rfqparkrec 040802.doc PUBLIC ENTITY CRIME STATEMENT "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, 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, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. " Page 11 of 11 C:\Colleen\RSQ's\rfqparkrec 040802.doc