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Item L06 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: June 19, 2002 Division: Growth Management Bulk Item: Yes --L- No Department: Planning AGENDA ITEM WORDING: Approval for the Growth Management Division to solicit a Request for Proposals to hire consultant firms to prepare the Big Pine/US I Corridor-Area Enhancement Plan. ITEM BACKGROUND: In order to continue the implementation of the Liveable Communikeys Program and the implementation of the Florida Keys Scenic Highway Corridor Management Plan and Overseas Heritage Trail it is necessary to analyze methods and alternatives to public/private property improvements to enhance the visual quality of the viewshed along US 1, determine the location of Big Pine's "Main Street" and identifY bicycle and pedestrian improvements. The Growth Management Division proposes to utilize the services of a qualified landscape architecture/urban design and planning firm(s) to prepare the Plan. The preparation of the Plan will include a public participation process and input and recommendations from the Florida Keys Scenic Highway Advisory Group (FKSHAG). The Growth Management Division will solicit a Request for Proposals (RFP) from qualified firms. A Consultant Selection Committee, consisting of three representatives from the Growth Management Division and up to two representatives from FDOT, 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: CONTRACT/AGREEMENT CHANGES: N/A ST AFF RECOMMENDATIONS: Approval. TOTAL COST: $35-50,000 BUDGETED: Yes ~ No COST TO COUNTY: $10,000 REVENUE PRODUCING: Yes N/A No AMOUNT PER MONTH N/A Year Risk Management _ APPROVED BY: County Atty _ DIVISION DIRECTOR APPROVAL: DOCUMENT A TION: Included x To Follow_ DISPOSITION: AGENDA ITEM # /-1 Growth Mana2ement Division 2798 Overseas Highway, Suite 400 Marathon, Florida 33050 Voice: (305) 289-2500 FAX: (305) 289-2536 Board of County Commissioners Mayor Charles" Sonny" McCoy, Dist. 3 Mayor Pro Tem Dixie Spehar, Dist. I Comm. Murray Nelson, Dist. 5 Comm. George Neugent, Dist. 2 Comm. Nora Williams, Dist. 4 June 19, 2002 To Perspective Respondents: RE: Request for Proposals (RFP) for- PROFESSIONAL SERVICES TO PREP ARE A BIG PINE KEYfUS 1 CORRIDOR AREA ENHANCEMENT PLAN FOR MONROE COUNTY [FLORIDA KEYS] We are pleased that you have shown an interest in assisting Monroe County in its effort to prepare an Area Enhancement Plan for the Big Pine Key/ US 1 Corridor area. Our target respondents are landscape architecture, urban design and planning firms. Respondents should be experienced in community design charrettes, providing for bike/ped improvements, transportation planning, creating "Mainstreets" and the quick analysis and visualization of issues/constraints/opportunities and the graphic depiction of alternative feasible solutions. The respondents should have demonstratable successful experience completing similar implemented endeavors. The County is seeking qualified, objective firms or collaborative groups that have the ability to understand the unique issues of the Big Pine Key as applied to the provision of aesthetic, community and circulation enhancements. The RFP Review Committee and the Board of County Commissioners (BOCC) looks forward to your participation in this effort. Attached are: . Notice of Request for Proposals. . Specifications for Proposals. Requests for Proposals June 20, 2002. Responses must be submitted no later than 11 :00 AM, August 8, 2002. Page I of 11 \ \GMD0059\pub$\Administrative\ Working F 0 Iders\Gardner-Co Been \Co Been \RSQ's\2002 RSQ\BigPine RFP- final 06I902.doc The County has assembled a Request For Proposal Committee consIstmg of three representatives of the Growth Management Division and up to two representatives of the Florida Department of Transportation. Responses will be opened officially on August 8, 2002. The RFP Review Committee will meet as soon after that as possible to begin a review of the proposals. Review will be completed by August 23, 2002 and results of the review recommending the three most qualified firms will be reported to the BOCC at it's September 18, 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 October 16,2002 meeting. The project would begin approximately October 17,2002. We look forward to your response. Page 2 of 11 \ \GMD0059\pub$\Administrative\ Working Folders\Gardner-Colleen \Colleen\RSQ's\2002 RSQ\BigPine RFP- fmal 06 1 902.doc NOTICE OF CALLING FOR BIDS NOTICE IS HEREBY GIVEN TO PROSPECTIVE BIDDERS that on August 8, 2002, at 11 :00 AM the Monroe County Purchasing Office will open sealed bids for the following: PROFESSIONAL SERVICES TO PREPARE A BIG PINE KEYIUS 1 CORRIDOR AREA ENHANCEMENT PLAN 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 received by the Director of Growth Management at 305/289-2500, no later than July 19.2002. Bidders must submit (7) signed originals and one (1) complete copy of each bid in a sealed envelope marked on the outside, "Sealed Bid for PROFESSIONAL SERVICES TO PREP ARE A BIG PINE KEYIUS 1 CORRIDOR AREA ENHANCEMENT 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 bv the County Purchasine: Office before 11:00 AM. Aue:ust 8. 2002. Anv bids received after this date and time will be automatically reiected. Faxed or em ailed bids will also be automatically reiected. 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 19th day of June, 2002. Monroe County Purchasing Department Page 3 of11 C:\ WINNT\Profiles \bowers-sheryl\Personal\RFP's\B igPine RFP .doc REQUEST FOR PROPOSALS PROFESSIONAL SERVICES TO PREPARE A BIG PINE KEYIUS 1 CORRIDOR AREA ENHANCEMENT PLAN FOR MONROE COUNTY [FLORIDA KEYS] Introduction The Growth Management Division of Monroe County, Florida invites firms to submit proposals to develop an area enhancement plan for the US 1 corridor through Big Pine Key. The firm selected shall provide planning, design services, and conduct a community charette to analyze methods and alternatives to public and private property improvements to enhance the Yj,sual quality of the landscape along US # 1 and identify bicycle and pedestrian improvements. The proposed recommendations are to be developed and considered in the context of the Florida Keys Scenic Highway Corridor Management Plan and the Overseas Heritage Trail. Issues to be addressed shall include visual enhancement, bicycle and pedestrian safety, appropriate parking and identification and enhancement of Big Pine Key's "sense of place". The exercise shall result in graphic alternatives, recommendations on the development of specific land development regulations necessary to facilitate and maintain improvements and community character, recommendations to improve bicycle and pedestrian access on Big Pine and an implementation plan. This request for proposals (RFP) contains background information regarding the project, highlights the project scope, indicates proposal requirements, and outlines selection procedures. Background Big Pine Key is one ofthe many islands making up the Florida Keys (See "Exhibit A). Big Pine Key located between Mile Marker (MM) 33 and 29.5 (with MM 1 located in Key West) is home to approximately 5,080 (including No Name Key) full time residents. An additional 3,312 people move to the area for the winter season. Big Pine Key is also home to a unique assemblage of highly diverse flora and fauna, including the endangered Key Deer. So important is the natural habitat of Big Pine that more than 50% ofthe land area is in public ownership. Currently there is a multi-agency effort to prepare a Habitat Conservation Plan (HCP) for the area to protect Key Deer habitat from additional development on the island. To ensure that resident concerns are considered throughout the HCP process, the Monroe County Planning Department is developing a Liveable Communikeys Plan (LCP) in concert with the HCP. In addition to the unique natural environment, Big Pine Key is constrained by having their "main street"; US #1, function as the only road to Key West. This dual purpose has created a downtown Big Pine Key that is a mixture of businesses serving the needs of the residents and tourists of the Big Pine Key area and providing highway commercial amenities for through traffic. The Overseas Heritage Trail planned through Big Pine will provide non-motorized access between residences, businesses, natural and cultural resources and will insure connectivity to 106 Page 4 ofIl A:\BigPine RFP.doc mile long trail from Key West and Key Largo. Right of way constraints along the highway will affect the location of the trail and adjoining bicycle and pedestrian facilities on Big Pine. To avoid habitat loss, restrictions have been placed on road improvements, thereby allowing for highway capacity and local traffic circulation on Big Pine Key to deteriorate to unacceptable levels. This has forced Big Pine and No Name Key into a moratorium severely restricting new development. Without, the incentive (i.e. additional floor area) and because of some level of uncertainty as to what the future will hold (based on the ongoing studies), businesses have been reluctant to redevelop or commit funds to property enhancements. It is critical to the preservation of Big Pine Key's version of Keys "funk" that cost effective mechanisms are created to maintain and enhance their unique aesthetic. Successful efforts have been accomplished to date that will provide a solid foundation and source of data on which to move forward with the design charrette. The LCP spent considerable time implementing an outreach program to facilitate the community's development of a vision. The development of the vision required a number of public workshops and a survey. The results of the survey and workshop provide a good understanding of the "will" of the community. Scope of Services 1. The Monroe County Planning Department envisions four primary elements to the project. The Monroe County Planning Department reserves the right to modify and/or further refine the Scope of Services once a consultant is selected. A. Initial Site Assessment: 1. Consultant will conduct a "kick off" site assessment on-site with appropriate governmental representatives to identify area of focus, key area stakeholders, determine the range of issues, collect data maps, and other information provided by the Monroe County Planning Department. B. Planning Session- one and a half day Charette 2. Consultant will conduct a one and a half-day charrette. The following provides a basis for activities to be accomplished during the one and a half days. (It is critical to the success of this exercise that a level of dynamism is maintained throughout the activities, therefore the consultant team must be quick to improvise to keep participation levels consistent). a. The first morning of the session will be spent brainstorming with stakeholders and interested parties to identify the Big Pine Key aesthetic and determine alternative alignments for bicycle and pedestrian improvements. The Brainstorming session should also seek to answer such questions as: what do people like about the look of Big Pine- (what is the Big Pine aesthetic?), identify the areas that would benefit the most from low Page 5 ofl1 C:\ WINNT\Profiles \bowers-sheryl\Personal\RFP's\BigPine RFP .doc cost improvements and from improved landscaping or buffering, recommend improvements to publicly owned properties, a discussion of constraints and opportunities, and the identification of feasible incentives to private property owners to improve properties. The participants may be separated into groups, depending upon level of attendance. b. In the afternoon, the consultant will prepare alternative conceptual renderings, "before and after" photo renderings and recommendations based on the morning session and stakeholder input. Later in the afternoon the entire group will reconvene for a progress update and discussion on proposed alternatives. c. The following morning the design consultants will update/revise graphic present~tion based on the previous day's afternoon meeting. The planning consultant will, along with interested stakeholders develop recommendations to be included in the final report on proposed incentives, possible ordinance/guideline language and implementation strategy d. The Charrette will end late morning with a presentation to all by the consultant on the final draft product. B. Follow up: Within 2 weeks from the completion of the charrette, the consultant will document the results of the Charrette, including summary and compilation of information and ideas generated, the conceptual drawings and background information in a (draft) Charrette Report (document will be in color in an 11" x 17" format (3 copies and disk to be provided)). The report shall also include an Implementation Plan, to outline feasibility, estimated costs, design guidelines, proposed ordinance language and potential funding sources. Staff will review the draft report and recommend revisions to the consultant. Following the revision the consultant shall submit final version of the report (10 color bound copies and electronic format). The consultant shall also make a presentation to the Monroe County Planning Commission and Board of County Commissioners (BOCC). The BOCC shall have final approval authority over the plan. Project Constraints. The funding for this project comes from the Monroe County Planning Department. The project must be completed no later than January 1,2003, with all expected outputs delivered. Proposal Requirements Format. The response format shall contain a letter of transmittal and the following three (3) sections. Where specified, the maximum number of pages in each section of the response shall consist of single sided 8 W' X II" white paper, with 12- point font. Responses exceeding these limits may be considered non-responsive. Page 6 of 11 C:\ WINNT\Profiles\bowers-sheryl\Personal\RFP's\BigPine RFP .doc 1) Report on the firm, including: (maximum 15 pages) a. The history of the firm, its corporate structure and years in business; b. Record of performance and professional accomplishments including a description of similar work completed by the firm, references for each, and any outstanding accomplishments of the firm, references for each, and any outstanding accomplishments of the firm that relate directly to this type of work; c. Technical, educational, and training resumes of the assigned and any anticipated subcontracted staff Include the proposed function(s) of subcontractors. 2) Project Approach and Estimated Schedule (maximum 15 pages): Provide a description including a statement that reflects a clear understanding of project needs based on the description above, a work plan that details the planned approach, activities necessary, and estimated timeframe and budget outlays to complete the project. 3) Additional information: (maximum 10 Pages): Provide any additional pertinent information that would be helpful in the consideration of your response. Selection Procedures Screening. A selection committee will screen submitted proposals. The selection committee will chose up to three candidates to participate in Interviews. Interviews. Interviews shall be conducted by the selection committee. Interviews will allow for a brief consultant presentation and follow with questions by committee members. Interview time and location to be arranged later. Selection/Notification. The selected consultant will be notified in writing. The Monroe County Board of County Commissioners may elect to negotiate a contract with a consultant that further details the scope and price of services to be performed. Monroe County reserves the right to reject any and all submittals, waive any irregularities, re-issue all or part ofthis RFP, and not award any contract, all at its discretion and without penalty. Pre-proposal meeting. A pre-proposal meeting and site visit will be held with any interested candidates on July 26, 2002, at 10:00 am at the Monroe County Growth Management Office, located at 2798 Overseas Highway, Suite 400, Marathon, FL. Page 7 ofl1 C:\ W INN T\Profiles\bowers-sheryl\Personal\RFP's \B igPine RFP .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 specirying 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 (1), notiry 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 certiry that this firm complies fully with the above requirements. Bidder's Signature Date Page 8 ofll C:\ W IN NT\Profi les \bowers-sheryl\Personal\RFP's\B igPine RFP .doc NON-COLLUSION AFFIDA VIT I, of the city of depose and say that; according to law on my oath, and under penalty ofpetjury, 1) I am for the project described as follows: , the bidder making the Proposal PROFESSIONAL SERVICES TO PREP ARE A BIG PINE KEYIUS 1 CORRIDOR AREA ENHANCEMENT PLAN FOR MONROE COUNTY [FLORIDA KEYS] 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 PERSONALL Y 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 My commission expires: NOTARY PUBLIC Page 9 of11 c:\ WINNT\Profiles\bowers-sheryl\Personal\RFP's\BigPine RFP .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 1 0 of 11 C:\ WINNT\Profiles\bowers-sheryl\Personal\RFP's\BigPine RFP .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 of36 months from the date of being placed on the convicted vendor list." Page 11 of 11 C:\ W IN N T\Profiles\bowers-sheryl\Personal\RFP's\B igPine RFP .doc EXHIBIT A Big pine Study Area ~ . ~ ,. "". . . -". . . '"r FLORIDA KEYS EXHIBIT A Florida Keys scenic Highway Big pine Key study Area J!;