Loading...
01/14/2008 COMMUNITY REDEVELOPMENT AGENCY AGENDA Location: Council Chambers - City Hall Date: 1/14/2008- 1 :30 PM 1. Call to Order 2. Approval of Minutes 2.1 Approve the minutes of the December 17, 2007 CRA meeting as submitted in written summation by the City Clerk. ~ Attachments 3. CRA Items 3.1 Approve release of Request for Proposals for Retail Recruitment and Marketing Services ~ Attachments 3.2 Approve the Sidewalk Cafe Furniture Grant Program and delegate authority to the CRA Executive Director for the approval of grant awards. ~ Attachments 4. Other Business 5. Adjourn Meeting Date: 1/14/2008 Community Redevelopment Agency Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve the minutes of the December 17, 2007 CRA meeting as submitted in written summation by the City Clerk. SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 1 Attachment number 1 Page 1 of 2 COMMUNITY REDEVELOPMENT AGENCY MEETING MINUTES CITY OF CLEARWATER December 17, 2007 Present: Frank Hibbard Carlen Petersen John Doran George N. Cretekos Paul Gibson Also present: William B. Horne II Jill Silverboard Rod Irwin Pamela K. Akin Cynthia E. Goudeau Chair/CRA Trustee CRA Trustee CRA Trustee CRA Trustee CRA Trustee City Manager Assistant City Manage Assistant City Manager City Attorney City Clerk The Chair called the meeting to order at 1 :36 p.m. at City Hall. To provide continuity for research, items a necessarily discussed in that order. 2- Approval of Minutes 2.1 - A rove the minutes of the Dece summation by the City Clerk. he CRA, pursuant to CRA RFP/Q 23-07 and the Committee: 1) designated Miles Development Partners of eveloper for the Purchase and Development of the Cleveland , and 2) approved a ninety (90) day period of Exclusive Negotiation utive Director was authorized to negotiate a Development se Agreement, for Subsequent CRA Board consideration, in general e Miles Development RFP/Q response. Ne tiations are proceeding satisfactorily. However, due to the complexity of the issues involved with the development proposal and the site, the parties have jointly concluded that an additional sixty (60) days are necessary to reach agreement on a development agreement and purchase agreement. Community Redevelopment Agency 2007-12-17 Hem # 1 Attachment number 1 Page 2 of 2 The CRA Executive Director and City Attorney recommend the CRA approve the extension. The City Attorney reviewed issues associated with delay in negotiations and said the date needs to be amended to February 19, 2008. Trustee Doran moved to approve an extension of the period of exclusive n between the Community Development Agency and Miles Development Pa ners Georgia for the purpose of negotiating a Development Agreement and se the purchase and development of the Cleveland Street and Prospec e, p CRA RFP/Q 23-07, from December 17, 2007 until February 19, 20 1I0w orde completion of negotiations. The motion was duly seconded and ca nanimo 4 - Other Business - None. 5 - Adjourn The meeting adjourned at 1 :41 p.m. Attest: Community Redevelopment Agency 2007-12-17 ltem # 1 Meeting Date: 1/14/2008 Community Redevelopment Agency Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve release of Request for Proposals for Retail Recruitment and Marketing Services SUMMARY: The proposed Request for Proposals (RFP) by the Clearwater Community Redevelopment Agency (CRA) is for retail recruitment and marketing services for the Cleveland Street District. The objective of these services is to support and enhance the existing retail base within the Cleveland Street District. Proposals will be sought from qualified firms with relevant expertise within downtown/urban revitalization districts. The overall strategy for downtown revitalization has been: (1) implement infrastructure improvements; (2) attract residential development; and (3) create a destination. The RFP marks the next step in the CRA's program for downtown revitalization which to- date has included the Downtown Market Study; Fac,;ade Design Analysis creating the "Sidewalk Cafe Society"; revised Fac,;ade Improvement Program and Sidewalk Furniture Grant Program (proposed); and Downtown Branding. Over the coming years, Downtown is expected to experience significant growth and change that will influence retail activity. Expected changes include: . Completion of new high density residential developments on Cleveland Street and in other areas of Downtown . Continued attraction of significant seasonal resident and tourist populations . Continued attraction of office workers . Resurgence of the local hotel market . Redevelopment and investment opportunities in the CRA District The consultant selected for this contract may be asked to perform any or all of the following services: . Develop a Strategy for Retail Recruitment and Repopulation of the retail spaces in the Cleveland Street District, consistent with the "Cafe Society" vision and market characteristics. . Develop a marketing and leasing plan to implement the retail strategy. . Assist and counsel the CRA with retail contacts and negotiations with property owners/retail prospects. Qualified firms must provide the information as to their relevant experience, past performance, approach to services and proposed fee. An Evaluation/Selection Committee will evaluate and rank responsive proposals on: (1) understanding of issues and approach; (2) qualifications and experience; (3) references and client satisfaction; and (4) fee. Proposers with the best-rated proposals (short-list) may be invited for oral presentations with the committee to further demonstrate their qualifications. Final scoring will be an average of the scores awarded by all committee members. 2008 RFP Timetable . RFP available to public: . Proposer questions period: . Submission deadline: . Evaluation of proposals: . Interviews of Short List Firms: January 15 January 15 to February 6 February 13, by 4:00 pm Week of February 19 Weeks of February 25 and Mar 3 Firm Selection-CRA Meeting: March 17 Cover Memo Review Approval: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) Clerk 6) City Manager 7) Clerk From: 95624257 Page: 1/3 Date: 12/28/2007 11 :01 :23 AM Attachment number 1 Page 1 of 3 Downtown St. Louis THE RETAIL REVIT ALIZA TION PROJECT 2003 - 2006 BACKGROUND Downtown 81. Louis is enjoying a remarkable renaissance. In just six years, over $3.5 billion dollars have been invested within the 2.9 square miles of downtown. Like cities throughout the country, a major focus for 8t. Louis' downtown revitalization was a commitment to dramatically expand residential populatjon. In 1999, adoption of the Downtown Development Action Plan established a blueprint for revival. In turn, passage ofthe Missouri State Historic Tax Credit provided a mechanism for funding the restoration and conversion of dozens of historic buildings located within downtown 81. Louis By 2002, sufficient progress was evident in the initial residential development efforts that downtown stakeholders were reaqy to fo~us.attention on bringing street level retail back to downtown. Virtually all of the new and planned residential properties were setting aside large, first floor, converted warehouse or manufacturing spaces for retail. These spaces needed to be filled to create a more active and attractive environment and to provide needed services and amenities for new and potential residents. At the time, there was very little quality street level retail remaining within downtown. Much of downtown's potential retail space was vacant and what was occupied was scattered, badly outdated and poorly merchandised. There were a reasonable number of quality restaurants and cafes, but these too were somewhat scattered and offered little that was new or exciting. PROJECT DESCRIPTION In mid-2002, the Downtown St. Louis Partnership (DSLP) and Downtown S1. Louis Community Improvement District (CID), working in conjunction with the City of S1. Louis (the City), the 8t. Louis Development Corporation (SLOC) and Downtown Now, with additional support from the Regional Commerce and Growth Association and S1. Louis 2004, hired Downtown Works, an urban retail specialist. The charge was to develop a retail strategy for bringing quality retail, restaurants and services to the downtown area. The consultant was retained for twelve months with the responsibility of evaluating the market, developing a leasing and implementation strategy and supporting initial execution of those strategies. The consultant's evaluation and plan were developed over a six month period and presented to the client/stakeholders in November 2002 and to downtown developers, brokers, retailers and media in December 2002. Key elements of the retail strategy were to: . Focus on local and regional prospects · Concentrate leasing in small, defined geographic areas where/as new investment occurs. . Target restaurants and cluster highly compatible retail uses (home furnishings-related) that could quickly establish a destination/district with a relatively small number of tenants · Provide direct leasing support to developers by funding a leasing associate who would actively prospect for potential tenants . Develop meaningful financial assistance/incentives that would attract prospective merchants and accelerate deals. This has been the basis for downtown St. Louis retail leasing from January 2003 through today. Item # 2 This fax was received by GFI FAXmaker fax server. For more information, visit: http://W'VIIW.gfi.com From: 95624257 Page: 2/3 Date: 12/28/2007 11 :01 :23 AM Attachment number 1 Page 2 of 3 DSLP Action Steps . Consistently communicate retail strategy to developers, brokers and prospective tenants . Work with developers to ensure that they properly budget first floor space with flexibility in rents and tenant improvement budgets that support risk taking by "pioneer" retailers . Fund the salary of dedicated staff for retail prospecting and coordination of leasing efforts with all stakeholders . Support marketing efforts with appropriate market data I marketing materials as needed . In partnership with SLDC and the City, develop and administer a Forgivable Loan Program, funded through Block Grants, that specifically supports the targeted districts and uses identified by the Retail Strategy The Downtown St. Louis Forgivable Loan Program provides principal and interest-free loans (up to $50,000 in the first round of funding and up to $25,000 in the second round offunding) that are forgiven over a five year period. A committee made up of staff from the DSLP, SLDC, the City and Downtown Now review applications for strategic criteria (location, use, district needs and impact on other leasing) and recommend for specific funding amounts. SLDC staff and Boards review application for financial and legal criteria and approve funding. Results . Over 50 new retail stores, restaurants and services have opened (or are committed) since May 2003. This represents over 182,000 square feet of new retail businesses. The Retail Revitalization Project was directly involved in recruiting or funding 19 deals representing 66,000 sq. ft. This includes a grocery store, two restaurants, nine home furnishings related stores and seven fashion stores. Many, ifnot most of the other lease deals were impacted by the success of the program. . 7 businesses were funded in Round One of Forgivable Loan funding ($250,000). This success led to a second round of funding ($150,000) where an additional 10 businesses have been funded so far. As of 6/1/06, 14 of the 15 funded retailers who have already opened remain in business and $60,000 remains available for future loans which will support an estimated three to six additional deals. . By consistently working and communicating with developers, we have successfully brought them prospects, convinced them to turn down deals that were not consistent with the retail strategy and helped to finance deals that they recruited on their own. Impact . Street level activity has increased dramatically, improving the vitality and viability of non-retail development. Restaurants, in particular, are attracting suburban customers, creating a buzz that is generating positive media and greater awareness about downtown's overall revival. . A new generation of entrepreneurs is establishing one-of-a-kind businesses downtown. . The Forgivable Loan Program created an effective, new model for public/private partnership that has enhanced and expanded the relationship between the City and DSLP in other areas including office retention and recruitment . Though funding amounts were relatively small, the Forgivable Loan Program had a substantial impact on attracting some tenants, helping to finance first time entrepreneurs and guiding appropriate merchants to the "right" locations within downtown Item # 2 This fax was received by GFI FAXmaker fax server. For more information, visit: http://W'VIIW.gfi.com From: 95624257 Page: 3/3 Date: 12/28/2007 11 :01 :24 AM Attachment number 1 Page 3 of 3 · The quantity and quality of retail deals has been sufficient to address short term needs for services and amenities and generate positive image until the market matures and is able to attract and support more established regional and national retail tenants. . The results to date have also been cited by current and prospective office tenants as an important amenity and a factor in retention and recruitment. Participan ts/Fundine- . The Downtown St. Louis Partnership Provided partial funding for consultant, serves on Forgivable Loan review panel. · The Downtown St. Louis Community Improvement District Provided partial funding for consultant, serves on Forgivable Loan review panel, provide and fund dedicated staff for retail recruitment, program coordination and general administration. . The City of St. Louis! St. Louis Development Corporation Provided partial funding for consultant, serve on Forgivable Loan review panel, fund 100% of the Forgivable Loans through Block Grants, administer Forgivable Loans through staff and Boards. . Downtown Now Provided partial funding for consultant, serves on Forgivable Loan review panel. · Regional Commerce and Growth Association Provided partial funding for consultant. . St. Louis 2004 Provided partial funding for consultant. . Downtown Works Provided consulting services including market review, leasing strategy and implantation plan The total cost for the four year program is $ 746,000. This includes consultant fees ($93,000), dedicated staff ($253,000) and forgivable loan fund ($400,000). The City/ SLDC also provided staff for administration ofthe Forgivable Loan at no cost to the program. Replicabilitv and Conclusion There were numerous challenges to the eventual success of this program. When we began, we were starting virtually from scratch. Very few of downtown's planned/proposed developments had opened. There was little or no co-tenancy to draw on. Considerable construction in our targeted areas was physically and visually disruptive. As a result, it took over a year of prospecting to get the first deal done. There was (and is) a constant need to "manage" retail inventory that is not in our control and to urge developers to pursue leasing that is consistent with the leasing strategy. Nevertheless, this program can be easily replicated and has been a model in other downtowns. The cost, through not small, is relatively low for the return received. The city, despite considerable financial hardship, was able to find an existing source to fund the loan program. Other downtown stakeholders were willing to share the cost of consultant's fees. DSLP and the crn were able to re-prioritize existing budgets to fund staff allocations. The key to success is a focused, straight forward retail strategy with reasonable expectations for results, strong public/private partnership and a commitment to maintain dedicated personnel and sufficient financial resources. For us, the innovative component was the public/private partnership that funded and administered the program, the leveraging of a relatively small pool of dollars for strong results, and the cooperative spirit of the developers in supporting the overall strategy. Item # 2 This fax was received by GFI FAXmaker fax server. For more information, visit: http://W'VIIW.gfi.com Attachment number 2 Page 1 of 11 Community Redevelopment Agency Clearwater, Florida REQUEST FOR PROPOSALS (RFP) #10-08 RETAIL RECRUITMENT AND MARKETING SERVICES FOR DOWNTOWN CLEARWATER The Clearwater Community Redevelopment Agency (CRA) requests that qualified consultants submit proposals for consideration in a selection for services related to retail recruitment and marketing efforts for the Cleveland Street District in downtown Clearwater. All submittals shall be addressed as specified below and received no later than the submittal due date, at which time all submittals will be opened and read as a matter of public record. The front of the envelope shall be marked "Request for Proposals for Retail Recruitment and Marketing Services". All submittals received after the closing date and time will be returned unopened. The Clearwater CRA reserves the right to reject any and all submittals. Submittal Due Date: Wednesday, February 13,2008, at 4:00 p.m. Submittals shall be delivered to: Physical Address: Purchasing Manager City of Clearwater Municipal Services Building 100 S. Myrtle Avenue Clearwater, Florida 33756 -or- P.O. Box 4748 Clearwater, FL 33758-4748 The RFP documents will be available on Tuesday, January 15, 2008. City offices are open Monday through Friday, 8;00 a.m. to 5:00 p.m., excluding holidays. City offices will be closed on Monday, January 21, 2008, in observance of Martin Luther King Day. This RFP will be posted on the City's website at Any questions regarding the RFP shall be directed in writing to: Mr. George McKibben, Purchasing Manager Finance Department City of Clearwater P.O. Box 4748 Clearwater, FL 33758-4748 Telephone: (727) 562-4634 Email: george.mckibben@myclearwater.com Notice: RFP for Retail Recruitment Services CotmrRatjE2 Attachment number 2 Page 2 of 11 Community Redevelopment Agency Clearwater, Florida REQUEST FOR PROPOSALS #10-08 RETAIL RECRUITMENT AND MARKETING SERVICES FOR DOWNTOWN CLEARWATER 1.1 Purpose The Clearwater Community Redevelopment Agency (CRA) has issued this Request for Proposals (RFP) for retail recruitment services for the Cleveland Street District in Downtown Clearwater. The CRA's objective through these services is to support and enhance the existing retail base within the Cleveland Street District. The CRA is seeking proposals from qualified firms with specific expertise in retail recruitment and marketing specific to downtown/urban revitalization districts. 1.2 Community Redevelopment Agency The CRA strives to develop Downtown Clearwater as a livable, urban center and destination for commerce, culture and tourism. The CRA Board of Directors is composed of the five-member City of Clearwater City Council. The CRA administrative staff is headed by an Assistant City Manager for Economic Development/CRA Executive Director. The CRA leads or enables the execution of coordinated strategies for the CRA District, which includes Downtown Clearwater, through a Trust Fund primarily funded through a Tax Increment Financing District. Such strategies may include planning, research, financing, development, infrastructure, business recruitment, marketing and service delivery. 1.3 Cleveland Street District Context and Vision The Cleveland Street District is a 25-block area in the center of the greater Downtown Clearwater area, extending north and south of the primary Downtown corridor of Cleveland Street and designated as the retail, entertainment and restaurant "focus" of Downtown. Over the next few years, Downtown is expected to experience significant growth and change resulting from: · Completion of new high density residential developments on Cleveland Street and in other areas of Downtown; · Continued attraction of significant seasonal resident and tourist populations; · Continued attraction of office workers; · Resurgence of the local hotel market; · Redevelopment and investment opportunities in the CRA District. The CRA envisions the Cleveland Street District as the retail spine for this renewed Downtown activity. The vision for the Cleveland Street District is embodied in the "Cafe Society" concept. RFP for Retail Recruitment and Marketing Services Paglternf#d2 Attachment number 2 Page 3 of 11 This concept transcends mere physical space for outdoor cafes. It envisions the development of a culture that becomes the attraction for the street. This "product" complements retail stores, office, residential and public arts, and allows city dwellers opportunity to fully enjoy the offerings of city life. The "Cafe Society" becomes the vehicle to stimulate activity on the street, changing the economic environment, encouraging and guiding property owners and engaging the public at the street level. For more information on downtown, please visit 1.4 Significant Downtown ProjectslPrograms Downtown Market Study The CRA and DDB commissioned a market study in 2005 to identify Downtown's existing economic base and market potential for future redevelopment, as well as investments that could act as catalysts for Downtown development. The three principal conclusions of the study that supported the recommendations were: · Existing market demand and growth for the foreseeable future is adequate to support a significantly improved retail/restaurant district in the Downtown, the absorption of a significant amount of office space and the development of additional for-sale residential units. · The City of Clearwater has made and continues to make investments in the utility backbone, streetscape and corridor/transportation infrastructure that serve as the foundation for Downtown revitalization. These include the Cleveland streetscape improvements and underground utility and flood mitigation investments. · Despite significant investment to date, there continues to be a number of impediments to investment in Downtown; some based on perceptions of Downtown, some financial in nature and others principally requiring a refocus of existing resources. The CRA and DDB can play a role in mitigating a number of these impediments. Study Recommendations: · Continue resource focus on Cleveland Street corridor · Promote certain ancillary development ventures downtown · Use local models to help define the focus of retail/restaurant in Downtown · Focus on attracting Clearwater and Tampa Bay-based businesses to downtown · Invest in Downtown parking and tenant improvement support · Structure aggressive CRA/DDB assistance to act as a catalyst in Downtown Paglt~f#d2 RFP for Retail Recruitment and Marketing Services Attachment number 2 Page 4 of 11 · Structure event programming and improve pedestrian linkages to enhance vibrancy and support downtown businesses · Highlight excellent infrastructure when marketing downtown Fac;ade Improvement Program To complement Cleveland Street's new streetscape, a fayade improvement program was offered to eligible building owners through a partnership between the CRA and DDB. A $10,000 grant and no interest loans up to $25,000 are offered to fund architectural design services and construction cost for fayade improvements. Downtown Branding In an effort to heighten awareness and interest in Downtown, especially during the 18-month streetscape construction period, the DDB commissioned a communication and branding plan to facilitate marketing for the Cleveland Street District. For more information on these projects, please visit 1.5 Significant Private Development Projects Water's Edge This mixed-use project features 157 residential condominiums and 10,000 square feet of retail space overlooking the Clearwater Harbor. Completion of this project is slated for late 2008. The project is in the Cleveland Street District. Residence Inn by Marriott This 115-room hotel project will introduce modern tourist and business accommodations to downtown. The $9.3-million development is currently under construction. The project is within % mile of the Cleveland Street District. PagltEirnf#d2 RFP for Retail Recruitment and Marketing Services Attachment number 2 Page 5 of 11 For more information on these projects, please visit The CRA seeks a firm with extensive experience as well as a keen understanding of recruiting retail in and the marketing of downtowns. The consultant selected for this contract may be asked to perform any or all of the following services: 2.1. Develop a Strategy for Retail Recruitment and Repopulation of the retail spaces in the Cleveland Street District, consistent with the "Cafe Society" vision and market characteristics. Specific tasks to include: · Review current data and develop new and/or updated data needed to establish market characteristics and profiles (including updating retail leakage analysis and estimating market segment absorption capacity); · Based upon the review data, identify appropriate mix and types of retailers for the District, by segment; · Develop strategy for attracting the appropriate retail to the District; · Document findings and recommendations and present Recruiting Strategy report to CRA. 2.2. Develop a marketing and leasing plan to implement the retail strategy. Specific tasks to include: · Delineate information needed for, and type of, targeted retail marketing materials for each retail type; · Create a targeted list of national, regional and local retailers that fit the retail profile of the District Recruitment Strategy; · Assess current District property and retail space "readiness" to attract retailers; · Make recommendations to CRA and property owners on changes necessary in retail spaces to maximize retail opportunities and rents; · Evaluate incentive programs and options currently offered, and changes needed, for recruiting targeted retailers. 2.3. Assist and counsel the CRA with retail contacts and negotiations with property ownerslretail prospects. RFP for Retail Recruitment and Marketing Services Pagltnf#d2 Attachment number 2 Page 6 of 11 Specific tasks to include: · Identify brokerage and leasing contacts strategic and facilitative of retail recruitment efforts; · Counsel CRA staff on retail recruitment and negotiations, as appropriate. The consultant interested in responding to this RFP must provide the information on the firm's qualifications and experience, qualifications of the project team, project manager's experience, previous similar projects and references, and approach to services. Submittals that do not respond completely to all requirements specified herein may be considered non-responsive and eliminated from the process. The CRA requests one (1) original and five (5) copies of the proposal submittal. Please include the following information as part of the submittal. 3.1 Letter of Interest and Executive Summary Attach a letter of interest that explains your firm's interest in working on this project. Include an "Executive Summary" which explains your firm's qualifications and experience as they pertain to the Scope of Services. Also, include the names and titles of the persons who will be authorized to make representations for the firm. 3.2 Firm Overview Provide the following information regarding your firm. If the use of subconsultants is proposed, similar information should be provided for each subconsultant. · Brief history of the firm, including the year it was established · Names and curriculum vitae of the firm's principal(s). Indicate the amount of involvement the principal(s) will have under this assignment · Names and qualifications of individuals who would conduct the work described and an organizational chart · List of ongoing contracts/projects with their current status and projected termination dates · Most recent annual report 3.3 Relevant Experience and Past Performance Provide the following information regarding the firm's relevant experience: · Past Performance: Describe the firm's past performance and experience and the primary markets served. · Similar Assignments: Provide a detailed description of comparable projects (similar in scope of services to those requested herein) which the firm has either ongoing or completed within the past three years. Please specify whether each project is completed or ongoing. The description should identify for each project: (i) the client, (ii) description of work, (iii) duration RFP for Retail Recruitment and Marketing Services Paglternf#d2 Attachment number 2 Page 7 of 11 of project, (iv) contact person and phone number for reference, and (v) the results/deliverables of the project. · Provide relevant work samples 3.4 References Provide the name, address, telephone and email address for at least three (3) references that would be capable of explaining and confirming your firm's capacity to successfully complete the scope of work outlined herein. References should be from the last five (5) years. 3.5 Approach to Services Provide a narrative statement of demonstrating an understanding of the overall intent of this RFP, as well as the methods used to complete assigned tasks. Identify any issues or concerns of significance that may be appropriate. 3.6 Fee for Services Provide a fee for services and a copy of the firm's current billing rate schedule. 4.1 Number of Copies and Proposal Delivery Information One (1) signed original and five (5) copies of the proposal submittal shall be delivered on or by 4:00 p.m. on February 13, 2008 to: Physical Address: George McKibben, Purchasing Manager City of Clearwater 100 S. Myrtle Avenue Clearwater, Florida 33756 -or- P.O. Box 4748 Clearwater, FL 33758-4748 All submittals shall be addressed as specified above. The front of the envelope shall be marked "Request for Proposals for Retail Recruitment and Marketing Services". All submittals received after the closing date and time will be returned unopened. 4.2 Question and Answer Period All questions regarding this RFP must be submitted in writing and directed to the Purchasing Manager no later than seven (7) days prior to the submittal deadline. All questions and answers will be posted on the city's website at Questions may be 1) sent via email to 2) faxed to (727) 562-4635 or 3) mailed or hand- delivered to the address above. RFP for Retail Recruitment and Marketing Services Paglt~f#d2 Attachment number 2 Page 8 of 11 5.1 Evaluation I Selection The Evaluation/Selection Committee will first evaluate and rank responsive proposals on the criteria listed below. The maximum score per proposal is 100 points. Each Evaluation Committee member shall award up to 100 points per proposal. The final score will be an average (mean) of the scores awarded by all Evaluation Committee members. A Proposer may receive the maximum points or a portion of this score depending on the merit of its proposal as judged by the Evaluation/Selection Committee. The factors outlined below shall be applied to all eligible proposals. Additional evidence of unique skills or relevant experience will also be considered. All references will be subject to appropriate evaluation. · Understanding of Issues/Approach 30 · References / client satisfaction 25 TOTAL POINTS 100 Upon completion of the evaluation, rating and ranking, the Committee may choose to conduct oral presentation(s) with the Proposer(s) which the Evaluation/Selection Committee deems to warrant further consideration based on the best rated proposal providing the highest quality of service to the CRA. Upon completion of the oral presentation(s), the Committee will re-evaluate, re-rate and re-rank the Proposers remaining in consideration based upon the written documents submitted and any clarifications offered in the oral presentation. 5.2 RFP Timetable · Deadline for Receipt of Questions February 6,2008 · Evaluation of Proposals Week of February 19, 2008 · Firm Selection-CRA Meeting March 17, 2008 5.3 Additionallnformation · The CRA will not be liable for any cost incurred in the preparation of the RFP submittal. · The submission of qualifications shall be prima facie evidence that the Proposer has full knowledge of the scope, nature, quantity and quality of work to be performed; the detailed RFP for Retail Recruitment and Marketing Services Paglternf#d2 Attachment number 2 Page 9 of 11 requirements of the specifications; and the conditions under which the work is to be performed. · All Proposers shall furnish the CRA such additional information as the CRA may reasonably require. · The CRA reserves the right to conduct personal interviews of any or all Proposers prior to selection. The CRA will not be liable for any costs incurred by the Proposer in connection with such interviews. · The CRA reserves the right to conduct pre-contract negotiations. · The CRA reserves the right to reject all qualifications and to seek new qualifications when such a procedure is reasonably in the best interests of the CRA. · The CRA reserves the right to waive any of the conditions or criteria set forth in this RFP. 6.1 Liability Insurance The applicant shall furnish, pay for, and maintain during the life of the contract with the City the following liability coverage: · Comprehensive General Liability Insurance on an "occurrence" basis in an amount not less than $500,000 combined single-limit Bodily Injury Liability and Property Damage Liability; · Business Automobile Liability insurance in the amount of at least $500,000, providing Bodily Injury Liability and Property Damage Liability; · Workers' Compensation Insurance applicable to its employees for statutory coverage limits, and Employers' Liability which meets all applicable state and federal laws; and · Professional Liability/Malpractice/Errors or Omissions insurance, as appropriate for the type of business engaged in by the Vendor, shall be purchased and maintained by the Vendor with minimum limits of $500,000 per occurrence. 6.2 Additionallnsured The City is to be specifically included as an additional insured on all liability coverage described in Section 6.1. 6.3 Notice of Cancellation or Restriction All policies of insurance must be endorsed to provide the City with thirty (30) days' notice of cancellation or restriction. 6.4 Certificates of InsurancelCertified Copies of Policies The applicant shall provide the City with a certificate or certificates of insurance showing the existence of the coverage required by this RFP. The applicant will maintain this coverage with a current certificate or certificates of insurance throughout the term stated in the proposal. When specifically requested by the City in writing, the applicant will provide the City with certified copies of all policies of insurance as required above. New certificates and new certified copies RFP for Retail Recruitment and Marketing Services Pagltemf#d2 Attachment number 2 Page 10 of 11 of policies (if certified copies of policies are requested) shall be provided to the City whenever any policy is renewed, revised, or obtained from other insurers. The certificates and/or certified policies shall be sent or delivered to the City's Project Manager and addressed to: City of Clearwater P.O. Box 4748 Clearwater, FL 33758-4748 6.5 Hold Harmless Provisions The applicant shall defend, indemnify, save and hold the City harmless from any and all claims, suits, judgments and liability for death, personal injury, bodily injury, or property damage arising directly or indirectly from the performance by the applicant, its employees, subcontractors, or assigns, including legal fees, court costs, or other legal expenses. Applicant acknowledges that it is solely responsible for complying with the terms of this RFP. In addition, the applicant shall, at its expense, secure and provide to the City, prior to beginning performance under this RFP, insurance coverage as required in this RFP. Any party providing services or products to the City will be expected to enter to a written agreement, contract, or purchase order with the City that incorporates, either in writing or by reference, all of the pertinent provisions relating to insurance and insurance Any party providing services or products to the City will be expected requirements as contained herein. A failure to do so may, at the sole option of the City, disqualify any bidder or proposer of services and/or products to the City. The City/CRA, in its sole and absolute discretion, with or without cause, and without liability of any kind to any Consultant, reserves the right to: · Accept or reject any and/or all proposals, either in whole or in part, waive any informality, variance or irregularity, whether technical or substantial in nature, of any proposals. · Cancel this RFP at any time and/or take any action in the best interest of the City/CRA. The City/CRA decision in all matter shall be final. · Retain all proposals for official record purposes, including a copy of the selected Respondent proposal and supporting documentation, and/or use them in whatever manner is deemed appropriate. · Elect not to accept any request by any Consultant to correct errors or omissions in any information, calculations or competitive price(s) submitted once a proposal is received. · Investigate the financial capability, integrity, experience and quality of performance of each Consultant including all Principals. · Request an oral presentation from any Consultant. · The City/CRA reserves the right to request any additional information from any Consultant. · All Consultants responding to this RFP do so at their sole expense and risk. The City/CRA assumes no financial or other obligations to Consultants. The City/CRA will not be liable to any broker, consultant or other entity acting on behalf of any Consultant for any fee or payment relating directly or indirectly to the Consultant or their proposal. RFP for Retail Recruitment and Marketing Services Paglt~f#d2 Attachment number 2 Page 11 of 11 · All proposals, correspondence and records made thereof, are public record and handled in compliance with applicable state and local laws. · By offering a submission to the RFP, the Consultant certifies the responder has not divulged, discussed or compared his/her competitive proposal with other respondents and has not colluded with any respondent or parties to this competitive proposal whatsoever. · All information furnished in this RFP solicitation was gathered from sources deemed reliable. No representation or warranty is made as to the accuracy or completeness of the information contained in this document. Prospective Consultants should independently verify all information. RFP for Retail Recruitment and Marketing Services PagelllEa"nf#d2 Meeting Date: 1/14/2008 Community Redevelopment Agency Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve the Sidewalk Cafe Furniture Grant Program and delegate authority to the CRA Executive Director for the approval of grant awards. SUMMARY: In April 2005, the Community Redevelopment Agency (CRA) initiated a Fa<,;ade Design Analysis for Cleveland Street within the Cleveland Street District. The analysis, which was funded by the Downtown Development Board (DDB), identified opportunities for fa<,;ade improvements, depicted illustrative fa<,;ade improvement concepts for select buildings and established a vision for building design that was reflective of Clearwater's unique character. Recommendations from the analysis called for changes to the CRA's existing Fa<,;ade Improvement Program and pursuit of a "unifying concept" under which efforts and resources could be prioritized and allocated. The unifying concept chosen was the Cleveland Street Cafe District, which promotes a sidewalk cafe environment. On September 4, 2007, the CRA approved revisions to and funding for the Fa<,;ade Improvement Program to establish several tools for revitalizing buildings within the Cleveland Street District. These tools included architectural design assistance program and a sidewalk cafe furniture grant program, with funding assistance by the DDB FY 2007-2008 budget. CRA staff has drafted the following requirements for the Sidewalk Cafe Furniture Grant Program. The grant provides financial assistance to eligible applicants seeking to furnish an approved sidewalk cafe area within the Cleveland Street District. The one-time grants fund up to 75% of the total project cost, to a maximum of $2,500 per grant award. To be eligible for the grant, an applicant must meet all of the following criteria: . Applicant must be a property owner or tenant operating a business within the Cleveland Street District; . Property taxes must be current; . All state and local code and licensing requirements for the business must be met; . Applicant has submitted a complete Sidewalk Cafe Furniture Grant application to the CRA; and . Applicant has been issued a Sidewalk Cafe Permit. The Sidewalk Cafe Furniture Grant application process may occur concurrently with the Planning Department's review of a sidewalk cafe site plan and Sidewalk Cafe Permit application. Street furnishings purchased prior to the receipt of a completed application for the Sidewalk Cafe Furniture Grant by the CRA staff will be considered ineligible to participate in the program. All grant awards will be disbursed by the CRA as a reimbursement upon final inspection of the furniture installation by CRA staff. Staff is working with the Planning Department to finalize changes needed to the Sidewalk Cafe requirements in Section 3-201.C. of the Community Development Code to include specific requirements for the Cleveland Street District. Type: Current Year Budget?: Other None Budget Adjustment: None Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Unknown Annual Operating Cost: Total Cost: Unknown Unknown Cover Memo to Item # 3 Appropration Code 0388-99979- 582000- 552- 000-0000 Amount Appropriation Comment Review Approval: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) Clerk 6) City Manager 7) Clerk Cover Memo Item # 3 Attachment number 1 Page 1 of 2 Sidewalk Cafe Furniture Grant Program Cleveland Street Cafe District Program Description The Clearwater Community Redevelopment Agency (CRA), in conjunction with the Downtown Development Board (DDB), offers financial assistance to qualified property owners or tenants seeking to furnish approved sidewalk cafe areas within the Cleveland Street Cafe District. The Sidewalk Cafe Furniture Grant Program makes available one-time grants of up to 75% of the total project cost, up to a maximum of $2,500 per grant, for outdoor furniture specified in an approved site plan from the City's Planning Department. Financial Availability The CRA/DDB has established funding for the Sidewalk Cafe Furniture Grant Program through its FY 2007-2008 budget. Grants are available on a first come, first serve basis. Eligibility An applicant for the Sidewalk Cafe Furniture Grant must meet all of the following criteria to be eligible for the grant: · Applicant is a property owner or tenant operating a business within the Cleveland Street Cafe District with an approved Sidewalk Cafe Permit; · Applicant has submitted a completed Sidewalk Cafe Furniture Grant application to the CRA; · Property taxes are current; and · All state and local code and licensing requirements for the business have been met. Street furnishings purchased prior to the receipt of a completed application for the Sidewalk Cafe Furniture Grant by the CRA staff will be ineliQible to participate in the program. This grant is exclusive of, and in addition to, any other financing, loans, or grants to which property owners or tenants may avail themselves. Qualified Furniture Sidewalk cafe furniture, including tables, chairs and umbrellas, must be complementary to the aesthetic character of the Cleveland Street Cafe District and be of quality materials and workmanship so as to sustain outdoor use (refer to requirements in Section 3-201.C. Sidewalk Cafes, Clearwater Community Development Code). Applicants are strongly encouraged to seek the assistance of CRA staff in the selection of furnishings to be funded under Sidewalk Cafe Furniture Grant program. CRA staff maintains a reference catalog of CRA approved street furnishings to help applicants with furniture selection. Other furniture may be determined to be acceptable if it meets the characteristics of qualified furniture set forth in this paragraph. Grant Application, Review and Award Process In the following, step-by-step instructions for the Sidewalk Cafe Furniture Grant application, review and award process are provided: www.myclearwater.com Revision Date: 01/07/08 p!~<#;8 Attachment number 1 Page 2 of 2 Step 1. Applicant initiates the sidewalk cafe approval process by attending a pre-application conference with the Planning Department and beginning the sidewalk cafe approval process set forth in Section 3-201.C. Sidewalk Cafes, Clearwater Community Development Code. Step 2. Applicant meets with CRA staff to obtain the Sidewalk Cafe Furniture Grant application, discuss the conceptual plans for a sidewalk cafe in the Cleveland Street Cafe District and review reference catalogs of CRA approved street furnishings. Step 3. Applicant completes the Sidewalk Cafe Furniture Grant application and submits to CRA staff, including a copy of the proposed or approved sidewalk cafe site plan. Step 4. CRA staff reviews the Sidewalk Cafe Furniture Grant application for compliance with program requirements and guidelines. CRA staff makes recommendation to the CRA Executive Director, or designee, as to the approval or denial of the application and, if applicable, the dollar amount of the grant award. This step may occur concurrently with the review of sidewalk cafe site plan and Sidewalk Cafe Permit. Step 5. Via written correspondence, CRA staff notifies the applicant of the CRA's decision relative to the Sidewalk Cafe Furniture Grant application. If the CRA's decision is to award the grant, the steps below shall apply. Step 6. The applicant may install sidewalk cafe furnishings prior to the CRA's decision on the Sidewalk Cafe Furniture Grant application and after approval of the Sidewalk Cafe Permit. In so doing, the applicant acknowledges that there is no Quarantee of a Qrant award and that costs for furnishings will be born by solely by the applicant if the CRA does not award a grant. Step 7. The CRA will reimburse the applicant for those furnishings specified in the Sidewalk Cafe Furniture Grant application upon satisfaction of the following: a. Proof of approved Sidewalk Cafe Permit; b. Proof of purchase for specified furnishings; c. Inspection of the sidewalk cafe by CRA staff for consistency with information provided in completed Sidewalk Cafe Furniture Grant application; and d. Executed grant agreement between the applicant and the CRA Director. For More Information For more information on the Sidewalk Cafe Furniture Grant Program or to schedule required pre-application meetings for your sidewalk cafe site plan or grant application, please contact: Sidewalk Cafe Grant Program Economic Development & Housing Department 112 S. Osceola Avenue, 1st Floor Clearwater, Florida 33756 Telephone: (727) 562-4044 Fax: (727) 562-4075 Sidewalk Cafe Site Plan and Permit Planning Department 100 S. Myrtle Avenue, 2nd Floor Clearwater, Florida 33756 Telephone: (727) 562-4567 Fax: (727) 562- 4865 www.myclearwater.com Revision Date: 01/07/08 p!~<#;8 Attachment number 2 Page 1 of 2 Community Redevelopment A~ency 112 S. Osceola Street, 1 S Floor Clearwater, Florida 33756 Telephone: (727) 562-4044 Fax: (727) 562-4075 www.myclearwater.com APPLICATION FOR SIDEWALK CAFE FURNITURE GRANT Application Must Be Submitted in Person {Do Not Mail] SECTION ONE - GENERAL INFORMATION Applicant Information: Name: Address: Phone: Fax: Email: Sidewalk Cafe Business Information: Business Name: Physical Address: Property Owner Information: Name: Address: Phone: Fax: Email: Property Legal Description: SECTION TWO - FURNITURE INFORMATION # Tables: Vendor: Reference # # Chairs: Vendor: Reference # # Umbrellas: Vendor: Reference # Other (Describe): Attach cut sheets indicating furniture dimensions, color, materials, etc. Attach proposed or approved sidewalk cafe site plan. Total Furniture Cost: $ Requested Grant Amount: $ Anticipated Installation Date: Applicant Signature: Date: Revision Date: 01/07/08 Item # 3 Attachment number 2 Page 2 of 2 FOR CITY USE ONLY Checklist for Application Completeness: Information has been provided for all fields in the grant application. Existing or proposed sidewalk cafe is located within the Cleveland Street District. Approved or pending site plan for sidewalk cafe has been provided. Furniture cut sheets have been provided. Authorized CRA Representative: Date: Checklist for Grant Award Eligibility: Property taxes for the sidewalk cafe business are current. State and local code and licensing requirements for the sidewalk cafe business have been met. Proof of approved Sidewalk Cafe Permit has been submitted. Proof of purchase for specified furnishings has been submitted. Sidewalk cafe has been inspected and determined to be consistent with submitted grant application. Grant agreement between the applicant and CRA Director has been executed. Authorized CRA Representative: Date: Revision Date: 01/07/08 Item # 3 Attachment number 3 Page 1 of 2 GRANT AGREEMENT # GRANT AGREEMENT BETWEEN THE CLEARWATER COMMUNITY REDEVELOPMENT AGENCY AND GRANTEE ESTABLISHING TERMS AND CONDITIONS FOR SIDEWALK CAFE FURNITURE GRANT. This Grant Agreement (AGREEMENT) is entered into by and between the Clearwater Community Redevelopment Agency (CRA) and (GRANTEE) for the purpose of a grant award for sidewalk cafe furniture. WHEREAS, a primary goal of the CRA and Downtown Development Board (DDB) is to create an enjoyable, functional and attractive environment within the Cleveland Street District; and WHEREAS, the CRA and DDB believe that such environment is vital to the economic sustainability of the City of Clearwater and, therefore, to the welfare of its citizens; and WHEREAS, the CRA and DDB wish to encourage such environment by means of incentives for the establishment of sidewalk cafes in the Cleveland Street District; and WHEREAS, the CRA has determined that it is appropriate and in the best interests of the City and its citizens to offer an incentive in the form of a cash grant for sidewalk cafe furniture; and WHEREAS, the CRA believes that it is appropriate and reasonable to expect the GRANTEE to bind itself to the CRA to produce certain results in conjunction with the sidewalk cafe furniture described herein as conditions of the incentive being offered by the CRA; WHEREAS, the GRANTEE, whose mailing address is , has requested funding under the CRA Sidewalk Cafe Furniture Grant Program for furniture to be used in conjunction with the business located at (BUSINESS). WHEREAS, a site plan and Sidewalk Cafe Permit were approved by the City of Clearwater (CITY) for the BUSINESS on and respectively. WHEREAS, the CRA has approved a grant award to GRANTEE in the amount of $ for furniture described in the GRANTEE's Sidewalk Cafe Furniture Grant Application, dated NOW, THEREFORE, for and in consideration of the mutual promises and covenants herein set forth, the parties hereby agree as follows: Revision Date: 01/07/08 Item # 3 Attachment number 3 Page 2 of 2 This grant is awarded by the CRA to the GRANTEE subject to the following terms and conditions: 1. GRANTEE will comply with all requirements for the operations, location, design, maintenance and insurance for a sidewalk cafe set forth in Section 3-201.C. of the Clearwater Community Development Code (CODE). 2. GRANTEE acknowledges that the CITY reserves the right to inspect the sidewalk cafe at any time with or without notice to the operator to determine compliance with the CODE and any conditions attached to the sidewalk cafe, and may cause the immediate removal or relocation of all or any part of the sidewalk cafe or its fixtures in the interest of public safety. 3. GRANTEE will comply with all the terms and conditions of the Sidewalk Cafe Furniture Grant Program. 4. By use of any permit granted hereunder, the GRANTEE agrees to indemnify, defend, save and hold harmless the CITY, its officers, agents and employees from any and all claims, liability, lawsuits, damages and causes of action which may arise out of the use of the public sidewalk. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals as of the day and year first above written. GRANTEE By: [Name] ATTEST: Witness CITY By: Rod Irwin, Executive Director Clearwater Community Redevelopment Agency ATTEST: [ ] Clerk City of Clearwater Revision Date: 01/07/08 Item # 3