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Item I06 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: November 19.2003 Division: Growth Management Bulk Item: Yes l No Department: Planning AGENDA ITEM WORDING: Approval to advertise Request for Proposal for the Florida Keys Scenic Highway InterpretivelMaster Plan, review and rank proposals, and recommend a fIrm to the Board of County Commissioners. ITEM BACKGROUND: In May 2002, the BOCC authorized submission of a grant application to the Federal Highway Administration National Scenic Byways Grant Program for FY 2003 requesting $200,000.00 for an InterpretivelMaster Plan. As required by the Grant Program, Monroe County will provide a local match of 20% of the total project cost. In May, 2003 Florida Department of Transportation Scenic Highways Advisory Council recommended this proposal for funding. A $120,000.00 Federal Grant was secured with $40,000.00 match from FOOT and a $40,000.00 match from Monroe County. County matching funds will be used to design six specifIc interpretive sites located in unincorporated Monroe County. On October 17, 2003, the Scenic Highway Advisory Group reviewed this RFP and voted to recommend its approval to the BOCC. This RFP will result in an InterpretivelMaster Plan for the Florida Keys Scenic Highway. Consultants, working with the Scenic Highway Advisory Group, will complete the inventory of Highway resources, identify locations for interpretive programs, develop guidelines for roadside enhancements, design six specifIc interpretive sites and produce exhibit manuals and corridor maps. PREVIOUS RELEVANT BOCC ACTION: May 15,2002 - Resolution No. 217-2002 authorized submission of the grant application to the National Scenic Byways Program, with $40,000.00 provided by the County as matching funds. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval $200.000 COST TO COUNTY: $40.000 BUDGETED: Yes.-l.. No TOTAL COST: SOURCE OF FUNDS: MSTU REVENUE PRODUCING: Yes Noll AMOUNT PER MONTH Year APPROVED BY: County Atty ---X- CP DIVISION DIRECTOR APPROVAL: DOCUMENTATION: Included -2L To Follow_ Not Required_ DISPOSITION: Revised 1/03 AGENDA ITEM # =- / c: County of Monroe GROWTH MANAGEMENT DMSION 2798 Overseas Highway Suite 400 Marathon, Florida 33050 Voice: (305) 289-2500 FAX: (305) 289-2536 BOARD OF COUNTY COMMISSIONERS Mayor, Dixie M. Spehar, District 1 Mayor Pro Tern Murray E. Nelson, District 5 George Neugent, District 2 Charles "Sonny" McCoy, District 3 David P. Rice, District 4 November 20, 2003 To Perspective Respondents: RE: Request for Proposals (RFP) for - PROFESSIONAL SERVICES TO PREPARE AN INTERPRETIVE/MASTER PLAN FOR THE FLORIDA KEYS SCENIC IDGHW A Y FOR MONROE COUNTY Weare pleased that you have shown an interest in assisting Monroe County in its effort to complete an Interpretive/Master Plan for the Florida Keys Scenic Highway. 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 demonstrable 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 Florida Keys Scenic Highway, combining highway, main street, and residential access on a single thoroughfare. 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. Page 1 of II Requests for Proposals will be advertised (date to be determined). Responses must be submitted no later than 11 :00 AM. (date to be determined). The County has assembled a Request for Proposal Committee conslstmg of two representatives of the Growth Management Division and up to three representatives of the Florida Keys Scenic Highway Advisory Group. Responses will be opened officially on (date to be determined). The RFP Review Committee will meet as soon after that as possible to begin a review of the proposals. Review will be completed by (date to be determined) and results of the review recommending the three most qualified firms will be reported to the BOCC at its February, 2004 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 March, 2004 meeting. The project would begin approximately (date to be determined). We look forward to your response. Sincerely, K. Marlene Conaway Director of Planning Page 2 of 11 NOTICE OF CALLING FOR BIDS NOTICE IS HEREBY GIVEN TO PROSPECTIVE BIDDERS that on (date to be determined), at 11 :00 AM the Monroe County Purchasing Office will open sealed bids for the following: PROFESSIONAL SERVICES TO PREPARE AN INTERPRETIVE/MASTER PLAN FOR THE FLORIDA KEYS SCENIC IDGHW A Y FOR MONROE COUNTY 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.ft.us. Technical questions should be received by the Director of Growth Management at 305/289-2500, no later than (date to be determined). 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 PREPARE AN INTERPRETIVE/MASTER PLAN FOR THE FLORIDA KEYS SCENIC IDGHWAY." 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 Countv Purchasine: Office before 11:00 AM. (date to be determined). Any bids received after this date and time will be automatically reiected. Faxed or emailed 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 re-advertise 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 (date to be determined), 2003. Monroe County Purchasing Department Page 3 of I I REQUEST FOR PROPOSAL PROFESSIONAL SERVICES TO PREPARE AN INTERPRETIVEIMASTER PLAN FOR THE FLORIDA KEYS SCENIC HIGHWAY Introduction The Growth Management Division of Monroe County, Florida invites firms to submit proposals to develop an Interpretive/Master Plan for the Florida Keys Scenic Highway. The Plan will defme the Florida Keys story, how and where to best tell it, and how the entire corridor experience can be enhanced to allow for maximum education and appreciation by residents and visitors. The Plan will build on the existing Florida Keys Scenic Highway Corridor Management Plan and the Overseas Heritage Trail Master and Interpretive Plans. A critical component of the process will be utilization of existing resources and public involvement. The firm shall provide research, planning and design services to prepare these plans working with the Florida Keys Scenic Highway Advisory Group. This request for proposal (RFP) contains background information regarding the project, highlights the project scope, indicates proposal requirements, and outlines selection procedures. Background The Florida Keys Scenic Highway is a 106.5 mile corridor connecting the various island communities that make up the Florida Keys. Driving through the Keys, visitors enjoy views not only of the Florida Bay and the Atlantic Ocean but also of the Keys unique and diverse upland habitats and its Keys "funky" and tropical community character. The Hig.ltway corridor gives access to extensive and varied recreational opportunities, including a number of State Parks, beaches, boat ramps and fishing bridges, offering activities such as diving, snorkeling, kayaking, and canoeing as well as opportunities to explore fossilized coral reefs and pristine hammocks. The soon-to-be crown jewel of the Highway is the Overseas Heritage Trail, a linear park running the full length of the corridor, providing a pedestrian and bicycle path along the historic railroad bridges. Trailheads will be developed for joint use by vehicular and non-vehicular travelers. A Corridor Advisory Group was established in 1996 as a sub-committee of Clean Florida Keys, Inc. a local non-profit organization. This group provided the forum for public and governmental participation and offered guidance in developing the corridor vision and management plan which resulted in State Scenic Highway designation in June 2001. Since designation, corridor management has been the responsibility of the Scenic Highway Advisory Group, 25 members representing public and private entities and stakeholders along the island chain. The participation is diverse and includes: the municipalities along the route-the City of Key West, the City of Marathon, the City of Key Colony Beach, the City of Layton, and Islamorada, Village of Islands; Monroe County; Florida Department of Transportation; Florida Department of Environmental Protection; Florida Keys Council on the Arts; Monroe County Tourist Development Page 4 of 11 Council; Monroe County Historic Preservation Society; Clean Florida Keys, Inc and representatives from the five Chambers of Commerce. Scope of Services The Interpretive/Master Plan will provide a cohesive educational experience to visitors and residents alike, providing linkages between communities and intrinsic resources. The development of the Interpretive/Master Plan will require the involvement of the community in order to build a complete catalog of all the intrinsic resources available along the corridor. As appropriate the selected firm will conduct interviews, workshops, and/or public meetings to solicit feedback and information from individuals, agencies, and organizations. The Master Plan will provide the recipe for improving the overall byway experience for the traveling public by cataloging areas and habitat needing enhancement or restoration, identification of interpretive opportunities as well as constraints, scenic views to be improved or maintained. and mechanisms to protect cultural and historical sites. The Master Plan will include: . Further description and assessment of intrinsic resources along the Corridor, first outlined in the Corridor Management Plan . Inventory on GIS of all major interpretive sites, facilities, and resources. Much of this inventory is available from agencies and organizations that have focused on a particular resource. . Identification of existing and prospective interpretive sites and their potential for enhancement. Particular attention will be paid to areas which would benefit from the development of scenic views, the restoration of native plant species, and economic and aesthetic improvements to blighted commercial/industrial areas. . Development of design guidelines to protect the corridor's resources and an incentive program to encourage property owners to build and/or redevelop within the guidelines. . Guidelines will describe a "Keys" style, as a way to provide new development within existing context. Consultant led exercises with business owners and homeowners will help define "Keys character". The Interpretive Plan will knit together a myriad of diverse and incomplete pieces of a multi-chapter story to create a cohesive whole. It will develop creative narratives that unfold in engaging and informative ways as travelers move through the Keys. The Interpretive Plan will include: . Identification of the Highway's current and proposed market and strategies to serve them. . Development of interpretive mission, themes and sub-themes. . Development of overall interpretive objectives of the entire byway experience. . Development of an interpretive storyline for the entire corridor as well as individual and specific storylines. Page 5 of 11 . Design and implementation plan of six specific storylines for six specific interpretive sites. . Identification and review of user facilities and an analysis of deficiencies. . Reproducible graphic depiction of entire corridor, identifying specific resources and current amenities. . Identification of "tourism products" such as maps, brochures, kiosks, web-based services, and advertising material. . Creation of an exhibit manual to be distributed to all corridor jurisdictions to provide best plan practices, continuity and cohesion of exhibits throughout the corridor. . Plan for demarketization where necessary to protect sensitive resources and viewsheds. Proposal Requirements Format. The response format shall contain a letter of transmittal and the following three sections. Where specified the maximum number of pages in each section of the response shall consist of single-sided 8 W' X 11" white paper, with 12-point font. Responses exceeding these limits may be considered non-responsive. Content. 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 firms, 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. 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 approach, activities necessary and estimated time frame 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 choose up to three candidates to participate in interviews. Interviews. Interviews may be conducted by the selection committee. If conducted, interviews will allow for a brief consultant presentation and follow with questions by committee members. SelectionINotiflCation. 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 Page 6 of 11 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 of the RFP, and not award any contract, all at its discretion and without penalty. Pre-proposal meeting. A pre-proposal meeting and site visit can be held with any interested candidates at the candidate's request on a date to be determined at the Monroe County Growth Management Office, located at 2798 Overseas Highway, Suite 400, Marathon, Florida. Page 7 of 11 DRUG-FREE WORKPLACE FORM The undersigned vendor in accordance with Florida Statute 287.087 hereby certifIes that: (Name of Business) 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 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 (1). 4. In the statement specifIed in subsection (1), 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 NON-COLLUSION AFFIDAVIT I, of the city of petjury, 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 PREPARE AN INTERPRETIVE/MASTER PLAN FOR THE FLORIDA KEYS SCENIC IDGHW A Y 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 My commission expires: NOTARY PUBLIC Page 9 of 11 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 of 11 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