CONSULTING SERVICES AGREEMENT - HISTORIC DISTRICT NOMINATION
CONSULTING SERVICES AGREEMENT
This AGREEMENT made this If)'-*' day of -:/.~ 2004, by and between the
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City of Clearwater, Florida (City), a Florida municipal corporation, P. O. Box 4748, Clearwater
Florida 33758-4748, and JANUS RESEARCH (Consultant), a Florida corporation, with its
corporate offices located at 2935 18T Avenue, North, St. Petersburg, FI, 33713.
WHEREAS, the City desires to have the Consultant provide professional consulting
services for preparation of the City of Clearwater Planning and Eligibility Survey and Historic
District Nomination-Cleveland Street and Environs (the Project) described in Exhibit A. It is
understood that, subject to budgetary limitations and lor other legal constraints the City may
assign to the Consultant additional tasks or phases related to those identified herein by
amending the contents of Exhibit "A". Said assignments shall be necessary for the furtherance
of the objectives of this project and the implementation of the Downtown Plan and shall be
undertaken at the City's initiation and without the necessity of rebid; and
WHEREAS, the Consultant agrees to provide the professional consulting services
described in Exhibit "A", as may be amended, under the terms and conditions of this
Agreement.
NOW THEREFORE, the City and the Consultant do hereby incorporate all terms and
conditions in Exhibit "A" supported by the project budget in Exhibit "B" and mutually agree as
follows:
1. SCOPE OF WORK -- PROFESSIONAL SERVICES. The Consultant agrees to
provide planning services under the terms and conditions described in Exhibit "A". It is noted
and agreed that each activity and lor Phase identified will be addressed and configured as a
"Stand Alone" task(s) complete with its own set of independent deliverables. It is expressly
understood by the parties hereto the City, following an assessment of the work completed in
each of the phases detailed in Exhibit "A", will determine whether or not to proceed with the
remaining phases listed in the work program.
2. TIME OF PERFORMANCE. The work product described in Exhibit "A" shall be
complete on or before August 31, 2004. Timelines for each of the phases listed in the work
program shall be specified in Exhibit "A" contained herein.
3. DELlVERABLES. The Consultant agrees to provide to City reports and such
other agreed upon documentation as necessary and relative to the successful completion of the
Project and according to the agreed upon schedule(s) specified in Exhibit "A". Said materials
shall be in both written and in compatible electronic formats (Word is the preferred format for
the City) accessible by the parties.
4. COMPENSATION. The City will pay Consultant a sum inclusive of all reasonable
and necessary direct expenses as described in the cost estimate attached as Exhibit "B". The
City may, from time to time, require changes in the scope of the project of Consultant to be
performed hereunder. Such changes, including any increase or decrease in the amount of
Consultant's compensation and changes in the terms of this Agreement which are mutually
agreed upon by and between City and Consultant shall be effective when incorporated in
written amendment to this Agreement.
5. METHOD OF PAYMENT. Consultant shall provide invoices on a 30 day
billing cycle with the proper documentation detailing the task completed, deliverables, etc and
City agrees to pay said invoice after the approval of the City Project Manager under the terms
of the Florida Prompt Payment Act F.S. 218.70. Final payment of any outstanding balance for
work performed under the terms of this agreement will be made only following the completion of
all task agreed to and approval and acceptance of all products described as a "Deliverable" in
the agreed to Scope of Work, as it may be amended from time to time.
6. CONTACTS FOR RESPONSIBILITY. Gina Clayton, Long Range Planning
Manager, will be designated as Project Director for this project by the City to manage and
supervise the performance of this Agreement on behalf of the City
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Associated with the Project Director will be staff members whose experience and qualifications
are appropriate for this Project.
7. TERMINATION OF AGREEMENT. The City at its sole discretion may terminate
this Agreement by giving Consultant ten (10) days' written notice of its election to do so and by
specifying the effective date of such termination. The Consultant shall be paid for its services
through the effective date of such termination. Further, if Consultant shall fail to fulfill any of its
obligations hereunder, this Agreement shall be in default, the City may terminate the
Agreement, and Consultant shall be paid only for work completed. The Consultant may
terminate the Agreement in the event that circumstances beyond the control of Consultant
result in impossibility of performance of the Agreement, including, but not limited to, dissolution
of corporate existence of Consultant. In such an event the Consultant shall notify the City in
writing at least ten (10) day in advance of the termination date.
8. NON-DISCRIMINATION. The Consultant shall comply with Title VI of the Civil
Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and Title I of the Americans
with Disabilities Act of 1990 in that: No person in the United States shall on the grounds of race,
creed, color, national origin, sex, age, political affiliation, beliefs, or disability be subject to
discrimination under any program or activity that the Consultant has agreed to undertake by
and through the covenants and provisions set forth in this Agreement. There shall be no
discrimination against any employee who is employed in the work covered by the Agreement, or
against applicants for such employment, on said grounds. This provision shall include, but not
be limited to the following: employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rate of payor other forms of compensation; and
selection for training, including apprenticeship.
9. INTERESTS OF PARTIES. The Consultant covenants that its officers,
employees and shareholders have no interest and shall not acquire any interest, direct or
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indirect, which would conflict in any manner or degree with the performance of services
required to be performed under this Agreement.
10. INDEMNIFICATION AND INSURANCE. The Consultant agrees to protect, defend
indemnify and hold the City and its officers, employees and agents free and harmless from and
against any and all losses, penalties, damages, settlements, costs, charges, professional fees or
other expenses or liabilities of every kind and character arising out of or due to any negligent act
or omission of the Consultant or its employees in connection with or arising directly or indirectly
out of this Agreement andlor the performance hereof. Without limiting its liability under this
Agreement, the Consultant shall procure and maintain during the life of this Agreement
professional liability insurance in the amounts and manner prescribed in Exhibit "C". This
provision shall survive the termination of this Agreement.
11. PROPRIETARY MATERIALS; ACCESS TO RECORDS; RIGHTS TO DATA AND
COPYRIGHT. Upon termination of this Agreement, Consultant shall transfer, assign and make
available to City or its representatives all property and materials, written, or electronic, in the
Consultant's possession belonging to, authorized for preparation andlor paid for by the City. The
City andlor their duly authorized representatives shall have access to any books, documents,
papers, computer files and financial records of the Consultant which are directly pertinent to the
Agreement, for the purpose of making audit, examination, excerpts, and transcriptions. The
Consultant shall maintain all required records for five years following the later of final payment by
the City or closure of all pending matters. When publications, films, or similar materials are
developed, directly or indirectly, from the Project, any copyright resulting therefrom shall be held
by the City.
12. REMEDIES, OTHER THAN TERMINATION OF AGREEMENT, FOR BREACH;
ATTORNEYS' FEES AND JURISDICTION. In the event of breach of this Agreement by either
party, the other party shall have such administrative, contractual, or legal remedies as provided by
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this Agreement, the Code of Ordinances of the City of Clearwater, and the laws of the State of
Florida. In the event that either party seeks to enforce this Agreement through attorneys at law,
then the parties agree that each party shall bear its own attorneys' fees and costs, and that
jurisdiction for any court action filed regarding this Agreement shall be in a court of competent
jurisdiction in Pinellas County, Florida. Termination of this Agreement shall be in accordance with
the provisions of paragraph 7 above.
13. GOVERNING LAW, This Agreement shall be governed by and construed in
accordance with the laws of the State of Florida.
14. INCORPORATION OF RFP BY REFERENCE. The provisions of City of
Clearwater RFQ 43-03, Request for Qualifications- Conduct of a Planning and Eligibility Survey-
historic District Nomination: Cleveland Street and Environs are attached hereto as Exhibit "D"
and incorporated herein by reference.
IN WITNESS WHEREOF, City and Consultant have executed this Agreement on the
date first above written.
CITY OF CLEARWATER, FLORIDA
~;.......13. ~-:rr
William B. Horne II
City Manager
By:
Approved as to form:
Attest:
Cynt I
City I rk \
~~~Ul~~H + ~
Its: President/Authorized Agent
(Corporate Seal)
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EXHIBIT "A": SCOPE OF WORK- PROFESSIONAL SERVICES
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CITY OF CLEARWATER PLANNING AND ELIGIBILITY STUDY
SCOPE OF WORK
January _' 2004
The Professional Consulting services included herein are those required to successfully complete
the initial phases of this program, but are not necessarily all-inclusive. The City at its initiation
may amend this Exhibit and assign to the Consultant such additional related task(s) and/or phases
as it (the City) deems necessary to further the overall objectives of this project and the
implementation of the Downtown Plan. Amendments of the nature described may be undertaken
without the necessity of rebid.
Task 1 a: Reconnaissance Survey of Downtown Core
Janus Research will provide professional services to assist in the identification of significant
historic resources within the defined Downtown Core area. The purpose of this reconnaissance
survey will be identify historic resources that are located within the Downtown Core area that
are potentially eligible for listing in the National Register of Historic Places (NRHP) or Local
Register on an individual basis or as part of a historic district. The identification of the
significant historic resources located in the project area would include conducting a preliminary
visual survey, taking color digital photographs of identified individually significant resources and
representative photographs and streetscapes within potential historic districts, and locating
resources on USGS maps, aerial photographs, and GIS based maps if possible. Janus
Research will need to be provided with previous survey information and mapping by the City.
Task 1 b: Reconnaissance Survey Results Report
Existing literature, maps, reports, and historic photographs will be reviewed while fieldwork is
ongoing and also verified once significant resources are identified. This information may be
included within the report. Following the fieldwork related to the Reconnaissance Survey, a
summary description and photographs of each identified significant resource will be included in
a report. A map locating the significant resources will be included as well. Recommendations
will be made regarding resources that are potentially eligible for inclusion in the NRHP or Local
Register.
Based upon the recommendations, Janus Research and the City will work together to
determine which resources will be documented further on Florida Master Site File (FMSF) forms
and in NRHP or Local Register designation reports. Separate task orders will be executed for
these latter tasks.
Draft and Final Reports will be the Deliverables for this task.
Timeline- Phase 1 a: 60 days (Start Date: Feb.1, 2004 I End Date: March 31, 2004)
Timeline- Phase 1 b: 30 days (Start Date: April 1, 20041 End Date: April 30, 2004)
Review Periods of Materials and Recommendations for Phase 1 a and 1 b: April 1-10, 2004
Costs for Tasks 1a and 1b, NOT To Exceed: $14,966.00
NOTE: 1. Complete cost breakdown located in Exhibit liB".
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Task 2: Educational Plan and Meetings
While conducting the Reconnaissance Survey and preparing the survey report, Janus Research
will concurrently work with the City to develop an educational plan regarding the advantages
and benefits of historic preservation, particularly within the Downtown Core, but could also
apply to historic resources throughout the City. A brochure could be developed as part of the
educational plan, which will include facts on Federal Tax Credits, Ad Valorem Tax Exemptions,
and brief descriptions of similar communities in Florida that are successfully utilizing their
historic resources. At this phase, it is suggested a four-color brochure (3-panel, 2 folds or 6-
panel, 3 folds) could be prepared.
According to our research, the prices for printing range from around $500 to $950 for a quantity
of 1,000, to $720 to $1,046 for a quantity of 2,500. The City may have access to less costly in-
house printing.
In the future, it is recommended that a website is designed that compliments the design and
reflects the information found in the brochures. A separate task order will need to be executed
for this latter task.
An important element of this task will be meetings with property owners of resources identified
as eligible for the NRHP or Local Register or resources located within potential historic districts.
Janus Research will lead and participate in these meetings in cooperation with City staff. These
meetings will tie in with the educational brochures and will highlight the importance of historic
preservation to the Clearwater community and incentives to preserve historic properties,
particularly economic incentives. A maximum of four meetings will be included as part of this
task. The City of Clearwater will provide a location for the meetings and will be responsible for
sending invitations.
Educational Brochures will be the deliverables for this task, Janus Research and City will
determine maximum number of brochures produced as part of this task. However, if printing is
to be included in our costs, the printing costs cannot exceed $1,100.
Costs for Task 2 Not To Exceed: $15,017.00
Timeline for Phase II: 90 Days (Start Date: May 1,20041 End Date: July 31,2004)
NOTE: Detailed cost breakdown for this task included in Exhibit "B".
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Task 3: FMSF forms and NRHP and Local Nominations
As discussed in Tasks 1 a and 1 b, recommendations will be made regarding resources that are
potentially eligible for inclusion in the NRHP or Local Register. Based upon the
recommendations, Janus Research and the City will work together to determine which
resources will be documented further on FMSF forms and in NRHP or Local Register
designation reports. Once these decisions are made, Janus Research will move forward with
the FMSF documentation of the significant resources and the preparation of appropriate
materials needed for designation reports, this includes mapping and photography. Local
meetings with the City or property owners as well as meetings in Tallahassee will be outlined in
a separate task order.
Positions and Personnel as Noted in the Cost Proposals
Amy Streelman
Ellen Uguccioni
Elaine Lund
Kisa Hooks
Susan Daniel
Elaine Gibson
Pete Nelson
Architectural Historian
Architectural Historian
Architectural Historian
Architectural Historian
Historical Technician
Graphics Specialist! Technical WriterlEditor
Graphics Specialist
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EXHIBIT "B" - PROJECT BUDGETS
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JANUS RESEARCH
Cost Proposal
Clearwater Planning and Eligibility Study. Task 1a and
1b
8-Jan-04
Project Manager
Architectural Historian
Historical Technician
Graphics Specialist
Clerical
Technical Administrator
HOURS
0.00
159.00
60.00
41.00
4.00
0.00
RATE
$ 99.00
$ 59.00
$ 38.00
$ 63.00
$ 33.00
$ 67.00
Subtotal
264.00
Total Direct Labor
DIRECT EXPENSES
Reference Materials
Photocopies
Project Supplies
Long Distance Telephone
Per Diem
Mileage & Travel
Express Mail
Total Direct Expenses
TOTAL (NOT TO EXCEED)
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TOTAL
$
$ 9,381.00
$ 2,280.00
$ 2,583.00
$ 132.00
$
$14,376.00
$14,376.00
$165.00
$50.00
$20.00
$0.00
$160.00
$195.00
$590.00
$14,966.00
Cost Proposal
Clearwater Planning and Eligibility
Study - Task 2
23-Dec-03
Project Manager
Architectural Historian
Historical Technician
Graphics Specialist
Clerical
Technical Writer/Editor
Subtotal
Total Direct labor
DIRECT EXPENSES
Brochure Printing
Photocopies
Project Supplies
Long Distance Telephone
Per Diem
Mileage & Travel
Express Mail
Total Direct Expenses
TOTAL (NOT TO EXCEED)
HOURS
0.00
150.00
30.00
42.00
2.00
10.00
RATE
$ 99.00
$ 59.00
$ 38.00
$ 63.00
$ 33.00
$ 63.00
234.00
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TOTAL
$
$ 8,850.00
$ 1,140.00
$ 2,646.00
$ 66.00
$ 630.00
$13,332.00
$13,332.00
$1,100.00
$50.00
$10.00
$20.00
$40.00
$465.00
$0.00
$1,685.00
$15,017.00
EXHIBIT "C"-LlBILlTY INSURANCE CERTIFICATE
EXHIBIT "D"-RFQ 43-03 REQUEST FOR QUALIFICATIONS
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PLANNING and HISTORIC DISTRICT NOMINATION: CLEVELAND
STREET & ENVIRONS
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City of Clearwater
PLANNING DEPARTMENT
RFQ # 43-03
REQUEST FOR QUALIFICATIONS
FOR
PLANNING AND ELIGIBILITY SURVEY
HISTORIC DISTRICT NOMINATION:
CLEVELAND STREET & ENVIRONS
; Clearwater
-
u
Each Phase of the Scope of Services may, at the discretion of the City, be addressed
as an extension of the initial contract award. However, under no circumstances
shall the Total contract award exceed the budget established herein.
II. GENERAL INFORMATION:
The firm(s) selected for these assignments will be expected to sign a contract with the City.
Should the firm(s) selected respond as a "Team", the City reserves the right to approve the
qualifications of and the inclusion of each specific company(ies) comprising said "Team". The
City may also seek an opinion from the Florida Division of Historic Resources and the State
Historic Preservation Officer (SHPO) in determining the firm(s) qualifications and abilities to
perform the scope of services contained herein.
Qualified responses will be reviewed and ranked by the City's Review Committee. Preference at
the discretion of the Review Committee may be given to respondents having performed National
Historic District nomination qualification survey work in Central Florida. Specific emphasis will
be placed on firms with proven innovative and state of the art experience in qualifying
Downtown Commercial and Residential areas as either Local and/or National historic districts
and/or securing approval for individual nominations.
The City's Review Committee may be made up of representatives of:
. The City's Planning Department;
. The City's Main Street Program;
. The Clearwater Historical Society; and
. Other Community members as deemed necessary
OPENNESS OF PROCUREMENT PROCESS
Written response, other submissions, correspondence, and all records made thereof, as well as
negotiations conducted pursuant to this request, shall be handled in compliance with Chapters 119
and 286, Florida Statutes. The City gives no assurance as to the confidentiality of any portion of the
qualifications once submitted.
RETENTION AND DISPOSAL OF RESPONSE
The City reserves the right to retain all submitted responses for official record purposes. The City
also reserves the right to dispose of any or all copies of responses in whatever manner it deems
appropriate. No copies of responses will be returned to the firm.
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ERRORS AND OMISSIONS
Once a response is presented, the City shall not accept any requests by any firm to correct errors or
omissions in any calculations and materials submitted.
RESERVED RIGHT
The City reserves the right to accept or reject any and/or all submissions, to waive irregularities and
technicalities, and to request resubmission. Any sole response received by the first submission date
mayor may not be rejected by the City depending on available competition and timely needs of the
City. The City shall be the sole judge of the acceptability of all submissions and the resulting
negotiated agreement that is in its best interest and its decision shall be final. Also, the City reserves
the right to undertake such investigations, as it deems necessary to determine the ability of any
responder to perform the work or service requested. The responder shall provide information the
City deems necessary to make this determination.
CONFLICT OF INTEREST
Any prospective firm should make an affirmative statement in its proposals to the effect that, to its
knowledge, its retention would not result in a conflict of interest with any party. Alternatively,
should any potential conflict exist, the prospective firm should specify the party with which there
might be a conflict, the nature of the potential conflict, and the means proposed to resolve such
conflict.
RIGHT TO PROTEST
Any actual or prospective responder who is aggrieved in connection with the solicitation or award
of a contract may seek resolution of its complaints by contacting the Purchasing Manager.
NO COLLUSION
By offering a submission to this RFQ, the responder certifies, and in the case of a joint
submission/proposal each party thereto certifies as to its own organization, that in connection with
the submission/proposal:
a. No attempt has been made or will be made by the responder to induce any other
person or firm to submit or not to submit a submission/proposal for the purpose of
restricting competition; and
b. The only person(s) or principal(s) interested in this submission/proposal are named
therein and that no person other than those therein mentioned has/have any interest
in this submission/proposal or in the agreement to be entered into; and
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c. No person or agency has been employed or retained to solicit or secure this
agreement upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, excepting bona fide employees or established
commercial agencies maintained by the purchaser for the purpose of doing business.
PROFESSIONAL SERVICES/CONSULTANTS' COMPETITIVE NEGOTIATION ACT
(CCNA) - FLORIDA STATUTE 287.055
Professional services requested in this RFQ are within the scope of the practice of professional
planning, historic preservation planning, architecture, landscape architecture, professional
engineering, or registered land surveying, as defined by the laws of the State of Florida. Provisions
ofF.S. 287.055 apply.
APPROPRIATIONS CLAUSE
The City, an entity of government, is subject to the appropriation of funds by its legislative body in
an amount sufficient to allow continuation of its performance in accordance with the terms and
conditions of this contract for each and every fiscal year following the fiscal year in which this
contract is executed and entered into and for which this contract shall remain in effect. The City
shall, upon receipt of notice that sufficient funds are not available to continue its full and faithful
performance ofthis contract, provide written notice to the Contractor of such event and effective 30
days after giving such notice or upon the expiration of the period of time for which funds were
appropriated, whichever occurs first, be thereafter released at all further obligations in any way
related to the contract.
III. INSTRUCTIONS TO PROPOSERS:
DELIVERY OF RESPONSES
All submissions should be mailed or delivered to:
George McKibben
City Purchasing Manager
Municipal Services Building
100 South Myrtle Avenue - 3rd Floor
Clearwater, Fl. 33756
Mailing Address: P.O. Box 4748
Clearwater, FI, 33758-4748
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SUBMISSION DATES and TIME:
All responses shall be delivered to the person and to the address captioned above NO
LATER than 4:00 P.M. local time on December 05, 2003.
QUESTIONS REGARDING SCOPE OF SERVICES OR PROCESS
1. To ensure fair consideration for all proposers, the City prohibits communication to or
with any department, bureau, advisory board/commission or employee during the
submission process, except as provided below. Additionally, the City prohibits
communication initiated by a proposer to any City Official, employee or designee
evaluating or considering the proposal before the award has been made. Any
communication initiated between the proposer and the City to obtain information or
clarification needed to develop a proper submission shall be done in accordance with the
provisions of this section.
Any communication initiated by a proposer that violates this prohibition may be
considered grounds for disqualification for this award and any future request published
by the City of Clearwater. .
2. Any question relative to interpretation of scope of services or the proposal process shall
be directed as indicated below so that they may be addressed in ample time before the
period set for the receipt and opening of the submitted proposals. The. City will not
address questions regarding this submission any later than NoveJPber'24,~OQ3~
3. Questions and or comments regarding this submission shall be directed in writing. FAX
and E-Mail are acceptable formats to:
George Mc Kibben
City Purchasing Manager
City of Clearwater, Florida
P.O. Box 4748
Clearwater, FI. 33758-4748
Fax: (727) 562- 4634
E-Mail: gmckibben@myc1earwater-fl.com
SUBMITTALS AND SUGGESTED FORMAT
Those firms/teams wishing to be qualified are invited to submit the
following:
11 copies of the statement of qualifications and experience (An original, nine copies and one
copy in an acceptable electronic format).
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All copies must be submitted in a sealed envelope and/or box and clearly marked with the
proposal's nomenclature, and the name and address of the firm submitting the proposal (for
Team submission-the Prime Contactor's name and address shall be used).
ALL SUBMISSIONS MUST BE RECEIVED NOT LATER THAN 4:00 P.M. LOCAL
TIME DECEMBER 05, 2003. The City assumes no responsibility for responses received after
the stated time and date, or at any office or location other than that specified herein, whether due
to mail delays, courier mistake, mishandling or any other reason. Late responses will be held
unopened and not considered for award.
As a minimum, interested firms should include the following information:
. Cover Letter describing the firm's general qualifications and understanding of
the project (Limit this part to no more than 3 pages);
. Section 1: Qualifications of the firm and/or team-See Attachment A, Part 1 for
detailed requirements of this section (Limit this section to no more than 40
pages);
. Section 2: Experience-See Attachment A, Part 2, for detailed requirements of
this section (Limit this section to no more than 20 pages);
. Section 3: Capabilities-In addition to the discussion in Section 1, the City is
interested in the reasons you believe your firm/team should be selected to provide
these professional services. In particular, we are interested in the unique
capabilities of your firm/team. Be specific as to the areas of your expertise and
how the City will benefit from your selection. Finally, you will need to discuss
your current workload and your ability to perform the requested services in a
timely manner. Here, it will be useful to present a graphic time line with a
discussion of your management and quality control measures to be utilized to
ensure that all deliverables are of the highest professional standards. (Limit this
section to no more than 15 pages); and
. Section 4: Other information you believe will be advantageous to you as you
articulate your firm's/team's case to the City. (Limit this section to no more
than 5 pages).
NOTE: Brochures or voluminous graphic examples to demonstrate your firm'slteams'
experience and skills, while desirable, should not be the primary method of conveying your
firm'sl team's uniqueness to the Committee.
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IV PROJECT SCHEDULE:
The following schedule will apply to the selection of the successful candidate
for this project:
. Publication oftheRFQ
November 05, 2003
. LastDate for Submission of Questions/Comments: November 24,2003
. Due Date for Submission of Proposals:
December 05,2003
. S election Committee Decision (Short listing):
December 10,2003
. Oral Presentation:
l)eceQ1pet17, 200~
. Firm's/Team's Selection:
.Dec~Q1be'r22~2003
V SELECTION PROCESS & SCORING CRITERIA
Selection Process
The City's Project Selection Committee will review each of the submissions submitted in a
timely manner. Each firm/team will be accessed according to the criteria specified below.
Following this initial review the Committee will select the top three firms/teams for oral
presentation. All firms/teams responding to this request will be notified of the Committee's
decisions.
The short listed firmslteams will be notified of the date(s) scheduled fortheir oral presentation
to the Committee. Specific times, location, specific requirements to be imposed by the
Committee and a list of those attending will be provided to the firmslteams selected to present
their case to the Committee.
Following these presentations/interviews the Committee will rank the firms selected to present
based upon the criteria specified below and make its decision. The firm/team selected by the
Committee to be awarded the contract will be advised and the City will then enter into
negotiations with said firm/team.
Should negotiations fail to produce a signed contract with the "primary" firm/team, the City
will then proceed to enter into negotiations with the next highest ranked firm/team until a firm
contract is successfully consummated.
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Selection Criteria:
In order to ascertain which proposal best meets the needs ofthe City of Clearwater, each proposal
will be independently evaluated, utilizing the following criteria by members of the Committee.
FACTOR
POINT
Rane:e
A. QUALIFICATIONS
0-35
. Qualifications of the firm(s), principals.
Project manager and other team members.
. Educational background of team members.
. Completeness of response to RGQ
B. Experience
0-40
. Recent experience in similar work.
. Meeting time and budget constraints.
. Previous contracting experience with local governments.
. Management experience-Quality Control, Minimization
of change orders, et.a!.
. Experience in completing National Register nominations.
. Completing all documentation necessary for creating National and/or
Local Historic Districts.
C. Capabilities
0-25
. Current and projected workload; ability and capacity.
to perform contracted services in a timely manner.
. Location offirm's/team's primary offices.
. Other information regarding the firm's/team's capacity.
. Graphic capabilities.
Maximum Points
100
IV Project Budget:
Approximately $30,000 has been earmarked for these services.
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V. Project Timeline:
It is anticipated that the timeline in which to complete Phase I of this project will be
approximately 90 Davs from the date when the City and the Selected firm/team have executed a
contract for performing the services requested.
INSURANCE REQUIREMENTS:
See Attachment B.
GENERAL TERMS AND CONDITIONS:
1. All responses become property of the City.
2. The City will not reimburse the respondent for any costs associated with the
preparation, submittal, or presentation of their responses to this request.
3. The respondent acknowledges that all information contained within its response is part
of the public domain as defined by State of Florida Sunshine and Public Record Laws.
The City gives no assurance as to confidentiality of any portion of any proposal once
submitted.
4. The awards made pursuant to this Request for Professional Qualifications are subject
to the provisions of Chapter 112, Part III, Florida Statutes. All respondents must
disclose with their responses the name of an officer, director, owner, or agent who is
also an employee of the City.
5. Respondents, their agents, and associates shall refrain from contacting or soliciting any
City officials regarding this Request for Professional Qualifications during the
selection process. Failure to comply with this provision may result in disqualification
of the respondent, at the option of the City. Only George McKibben may be contacted
and through the methods described herein.
6. There shall be no discrimination as to race, sex, color, creed, handicaps, or national
origin in the operations conducted under this engagement.
7. Due care and diligence has been exercised in the preparation of this Request for
Professional Qualifications, and all information contained herein are believed to be
substantially correct. However, the responsibility for determining the full extent of the
services rests solely with those making responses. Neither the City nor its
representatives shall be responsible for any error or omission in this response, nor for
the failure on the part of the respondents to determine the full extent of the exposures.
10
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Determination \RFQ # 43-03-- CLEVELAND ST..doc
8. Preference will be given to those responses in full or substantially full compliance with
the requested information in this document.
9. Each respondent is responsible for full and complete compliance with all laws, rules,
and regulations including those of the Federal Government, the State of Florida, and
the City of Clearwater. Failure or inability on the part of the respondent to have
complete knowledge and intent to comply with such laws, rules, and regulations shall
not relieve any respondent from its obligation to honor its response and to perform
completely in accordance with its response.
10. Any interpretation, clarification, correction, or change to the Request for Professional
Qualifications will be made by written addendum issued by the City's Purchasing
Manager. Any oral or other type of communication concerning the Call for
Professional Services shall not be binding unless issued by the City in the form of a
written addendum.
11. Responses must be signed by an individual of the respondent's organization legally
authorized to commit the respondent's organization to the performance of the services
contemplated by this Request for Professional Qualifications.
12. The successful respondent shall be required to submit proof of licenses, certifications,
and proofs of insurance as required by the City.
13. The successful respondent shall not be allowed to substitute project team members
named in this response without the written permission of the City.
14. The designer is responsible for all costs associated with any non-discretionary changes.
A bond for this purpose may be required.
11
S: \Planning Department\DOWNTOWN PLAN IMPLEMENTATION \ Cleveland Street Historic District
Determination\RFQ # 43-03-- CLEVELAND ST..doc
ATTACHMENT A
PART 1. QUALIFICATION OF PERSONNEL
The respondent shall include qualifications of the individual(s) and any sub-consultants/team
members who will provide the services to be articulated in a negotiated Scope of Work. This
narrative will describe the specific qualifying discipline(s) of each of these individuals. The
individual team members shall present documented skills and academic achievement in the
disciplines of Architecture, Architectural History, Archeology, Graphic Arts, Preservation
Planning, Community Planning and/or related disciplines.
This section should concentrate upon information for those individual team members who
will carry out the Scope of Work on this project.
The information provided in this section should be limited to a maximum of20 pages.
The section must include:
. A listing of the individuals and sub-consultant/team members to be utilized for a specific
discipline;
. Details of qualifications of the individuals and other team members to be assigned to the
project to include:
1. Individual resumes, background, training, academic affiliations as they are
specifically related to the task to be assigned and the scope of this project;
2. If sub-consultants are to be used as team members their credentials must be
presented and the methods by which these firms will participate in the process
should be detailed;
3. An outline of the proposed function each of the individuals will be expected to
perform;
4. Individual's office location (Prime Contractor); and
5. Individual's current project assignments.
. An organizational chart for this specific project.
. List at least six (6) references for which the firm, individuals and/or other team members
provided services that were similar in nature to the services desired by the City of
Clearwater. Limit these references to clients within the State of Florida for whom you
have provided similar services within the past three years. The reference listing should
include the client's name, address, telephone/fax numbers, the client's project manager
and a brief description on the work performed.
12
S:\Planning Department\DOWNTOWN PLAN IMPLEMENTATION\Cleveland Street Historic District
Determination \RFQ # 43-03-- CLEVELAND ST..doc
. A notarized statement to the effect that the selection of your firm/team shall not result in
a conflict of interest with any other party that may be affected by the work to be
undertaken within the City.
. Provision of a copy of your firms active License to conduct business in the State of
Florida.
PART 2. EXPERIENCE
The respondent should concentrate upon that professional experience similar in nature to the
tasks to be undertaken in this RFQ. Your discussion should include the experience relevant to the
Services to be provided by the City by all members ofthe team [primary and sub-contractor (s)].
In this' part of the discussion the respondent's information should include any innovational
measures that have been used in the past, actions that may have resulted in cost savings for the
Client, and any additional information that you feel will be beneficial to the City in evaluating
your proposal.
The information included in the section should be limited to a maximum of 15 pages and
should include:
. Briefhistory and organizational structure of your firm/ team;
. Brief explanation of your approach to project management and quality control used in the
past;
. Explanation of the process and methods you have used/are using to minimize change
orders, if applicable.
13
S:\Planning Department\DOWNTOWN PLAN IMPLEMENTATION \ Cleveland Street Historic District
Determination\RFQ # 43-03-- CLEVELAND ST..doc
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S:\Planning Department\DOWNTOWN PLAN IMPLEMENTATION \ Cleveland Street Historic District
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REQUEST FOR PROPOSAL CHECKLIST
YES NO
Statement of General Purpose
a) Release date
))) Pre-proposal conference date and time
c) Proposal due date and time of openine
d) Selection of top candidates
e) Vendor demonstrations
f) Site visit dates
- e) Staff recommendation date
h) citY Commission action
i) Contract initiation/start date
i) Proiect completion
Scope of Proiect
Vendor Qualification
Information to be Submitted
Instruction for Preparation/Number of Copies Required
When and How to Direct Inquiries
How Addenda Will be Communicated
General Contract Terms
Special Contract Terms
Evaluation Criteria
Evaluation Team(Names and/or Departments)
Bondine and/or Insurance Requirements .
When Proposals Must be returned
Standard Conditions (see attached)
a. Appropriations Clause
b. Protest Procedures
c. No Corrections Clause
d. Openness of Procurement
e. No Collusion Clause
f. Informalitv/Reiection Clause
e. Professional Services Included in Florida Statutes
Evaluation Committee Meetine Date/Time/Place Notice to Citv Clerk
Attachments
REQUIRED APPROVAL
Department Director:
Purchasing Manager:
Risk Manager:
City Manager:
REQUEST FOR PROPOSAL CHECKLIST
YES NO
Statement of General Purpose
a) Release date
b) Pre-orooosal conference date and time
c) Proposal due date and time of ooeninl!
d) Selection of top candidates
e) Vendor demonstrations
1) Site visit dates
l!) Staff recommendation date
h) City Commission action
i) Contract initiation/start date
i) Proiect completion
Scope of Proiect
Vendor Qualification
Information to be Submitted
Instruction for Preparation/Number of Copies Required
When and How to Direct Inquiries
How Addenda Will be Communicated
General Contract Terms
Special Contract Terms
Evaluation Criteria
Evaluation Team (Names and/or Deoartments)
Bondinl!: and/or Insurance Requirements
When Proposals Must be returned
Standard Conditions (see attached)
a. Appropriations Clause
b. Protest Procedures
c. No Corrections Clause
d. Ooenness of Procurement
e. No Collusion Clause
f. InformalitvlReiection Clause
l!. Professional Services Included in Florida Statutes
Evaluation Committee Meetinl! DatelTime/Place Notice to City Clerk
Attachments
REQUIRED APPROVAL
Department Director:
Purchasing Manager:
Risk Manager:
City Manager:
ACOBQM
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DDIYYYY)
02/09/2004
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
,PRODUCER (727)797-5193 FAX (727)797-8605
I Alley, Rehbaum & Capes Assurance, Inc.
I 2433 Gulf to Bay Blvd.
I P.o. Box 4620
i Clearwater, FL 33758
INSURED Janus Research, Inc.
P. O. Box 919
St. Petersburg, FL 33731
INSURERS AFFORDING COVERAGE
INSURER A: Hartford Ins. Co. of S.E. (FL)
INSURER B: Hartford Underwri ters Ins. Co.
INSURER c: Bri dgefi e 1 d Casualty Ins Co
INSURER 0: Houston Casualty Co.
INSURER E:
NAIC#
38261
30104
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDIN
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
I,N~: ~o..~1 TYPE OF INSURANCE POLICY NUMBER PRH~Y EFFECTIVE p~~~.'y EXPIRATION LIMITS
GENERAL LIABILITY 2lSBABN8767 02/22/2004 02/22/2005 EACH OCCURRENCE $ 1,000,000
I--
I X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED $ 300,000
! I CLAIMS MADE m OCCUR MED ExP (Anyone persOn) $ 10,000
j A X PERSONAL & ADV INJURY $ 1,000,000
j GENERAL AGGREGATE $ 2,000,000
~ GEN'L AGGREGATE LIMIT APPLIES PER; PRODUCTS - COMP/OP AGG $ 2,000,000
I
I !Xl POLICY n j~8i n LOC
AUTOMOBILE LIABILITY 2lUECUV0180 02/22/2004 02/22/2005 COMBINED SINGLE LIMIT
r-x ANY AUTO $
(Ea accident) 500,000
I--
ALL OWNED AUTOS BODILY INJURY
f-- $
SCHEDULED AUTOS (Per person)
B I--
HIRED AUTOS BODILY INJURY
- $
NON-OWNED AUTOS (Per accident)
-
f-- PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
R ANY AUTO OTHER THAN EA ACC $
AUTO ONLY: AGG $
EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $
tJ OCCUR D CLAIMS MADE AGGREGATE $
I $
~ DEDUCTIBLE $
RETENTION $ $
j WORKERS COMPENSATION AND 0830-22755 01/01/2004 01/01/2005 X I T~~~Tfr,11=i-:.: I IOJtt-
EMPLOYERS' LIABILITY 1,000,000
C .ANY PROPR.IETOR/P~EXEClJTIVE--_. E.L. EACH ACCIDENT $
-- --~--- "'---"- -----~---"-- - ... -~------
OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $ 1,000,000
If yes, describe under 1,000,000
SPECIAL PROVISIONS below E.L. DISEASE - POLICY LIMIT $
OTH~ H703-B287 08/09/2003 08/09/2004 $1,000,000
P~ro essional Liab.
D
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS
~ertificate Holder is Additional Insured for General Liability
City of Clearwater
Attn: City Clerk
P. O. Box 4748
Clearwater, FL 33758-4748
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL
~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
ACORD 25 (2001/08)