City Council Information Letter. April 8, 2016

Transcription

1 City Council Information Letter April 8, 2016 Georgia Department of Transportation Selection Process for Buffington Road Area Engineering Design Services Thanks to efforts of both Mayor Longino and various staff members working with Georgia Department of Transportation (GDOT) leadership a few months ago to encourage implementation of various capital improvements to benefit corporate sector facilities located in the Buffington Road/Roosevelt Highway area, we are pleased to report GDOT's current selection process necessary to secure applicable engineering design services. As referenced in the attached Request for Qualifications packet from GDOT, specific outcomes to this effect involves a bridge replacement and expansion project from two lanes to four lanes, as well as accompanying roadway and sidewalk enhancements. Once an engineering design firm has been selected for this purpose, city administration will meet with its principals to help direct consideration for a desired three year implementation schedule. Updates to Unified Communications Systems In response to direction and authorization offered a few weeks ago to update the Unified Communications System, including the City's VOiP telephone system, please be advised that initial coordination between the Department of Information Technology and our network services provider Strategic Products and Services (formerly Adcap) was directed during the past couple weeks. Fortunately, internal efforts to date yielded restoration of previously compromised hardware, including replacement of a damaged

2 City Council Information Letter April 8, 2016 Page 2 hard drive in one of our primary servers. This accomplishment resulted in resumption of normal administrative functionality of telecommunication services in various City of College Park operations. However, additional necessary software upgrades and applicable data migration activities still remain the primary objectives, to be accomplished and completed during the next several weeks. Once these tasks have been finalized, weekly reporting activities such the Customer Services Section's weekly call routing and response time performance summary will resume. Follow-Up Considerations to Revise Development Fee Structure In response to direction recently offered to revise the City of College Park's development fee structure, specifically those related to rezoning, variance requests, conditional height permitting, and conditional use authorizations, both the Office of the City Manager and that of the City Planner are currently directing analysis to estimate actual costs for staff and other resources necessary to consider such requests. As referenced in the attached electronic mail message from Lauren Blaszyk, this effort also includes a review of market conditions throughout Metropolitan Atlanta, as well as to effectively analyze current data based on upcoming application reviews and submissions. All involved therefore anticipate offering a report of observations to date during the next few months, to include recommendations for review and consideration respectively. Fire Station #2 Portable Buildings As some of you may recall, College Park Fire Department leadership was recently in discussions with that of the Riverdale Fire Department regarding the possible purchase of four portable buildings located at Station #2 previously used for temporary housing of firefighters while renovations to the facility were being completed. Fire Chief Wade Elmore received word a few days ago from Riverdale Fire Chief Nishiyama Willis that its organization decided that costs associated with reiocating the structures to their jurisdiction was somewhat prohibitive, and therefore, will not be executing a purchase agreement with the City of College Park to this effect.

3 City Council Information Letter April 8, 2016 Page 3 This decision is rather regrettable, as the City of College Park ceased advertising the availability of the portable buildings on Govdeals.com so as to accommodate what appeared to be a genuine interest on part of the City of Riverdale. Likewise, direction is being offered to resume posting the availability of the units on Govdeals.com, as well as via informal communication to parties that may have an interest in acquiring as noted. We are therefore hopeful that we will be able to secure a buyer in the coming weeks. Calendar of Meetings, Activities, and Functions As mentioned during Monday's workshop deliberation relative to employee health care considerations, I once again participated in a working lunch meeting with my counterparts in both East Point and Hapeville to discuss various matters of mutual concern. Interestingly, they both shared with me their organization's projections for increases in employee health care benefit costs, to the tune of 20% (as with the City of College Park, both the City of East Point and the City of Hapeville also offer benefits via Kaiser Permanente). This dialogue therefore yielded discussions regarding the possibility of establishing a multiple employer group health plan. Although we're finalizing a new agreement with Kaiser Permanente to become effective June 1 5 \ both the Office of the City Manager and the Department of Human Resources and Risk Management will work with the RLP Group to consider analysis and recommendations regarding these possibilities in the near future. Enclosures: Excerpts from GDOT Request for Qualifications Packet - Buffington Road Area Engineering Design Services Electronic Mail Message from Lauren Blaszyk - Development Fees Microsoft Outlook Calendar for City Manager Terrence Moore - Business Week of April 4, 2016 CM/My Docu.nents/CP City Council Information Lette1 129

4 Date Posted 3/17/2016 Georgia Department of Transportation Request for Qualifications To Provide RFQ Batch RFQ Qualifications Due: April 19, 2016 Georgia Department of Transportation One Georgia Center 600 West Peachtree Street, NW Atlanta, Georgia v

5 RFQ REQUEST FOR QUALIFICATIONS RFQ Batch I. General Project Information A. Overview The Georgia Department of Transportation (GDOT) is soliciting SOOS from qualified firm(s) to provide Engineering Design Services for the projects listed below (note that certain projects may be grouped with other projects and awarded as one (1) contract): Contract County Pl/Project# Project Description 1 Newton & SR 162 From CR 511/Brown Bridge Road To CR 34/0ld Salem Road, & SR 162 From CR 55/Flat Shoals Road TO CR 34/0ld Salem Road- Rockdale Georgia Regional Transportation Authority (GRTA) 2 Camden NB CS 532 /St. Mary's Road 3 Franklin SR 17 Reloc From SR 51 TO SR Franklin Lavonica Bypass FM SR 327 TO SR 17 (@ 0.28 Ml South Of Fulton & SR 1385/Buffington Road From Rock Quarry Road to SR 14 & CR /Buffington Road from Royal S Parkway to Sable Chase Lane 6 Greene SR 15 From S OF CR 2/Shiloh Road To N OF Rose Creek(@, 2 Locs 7 Irwin & SR 35 FM Ferry Lake RoadfTift to Stump 3 Locations Tift This Request for Qualifications (RFQ) seeks to identify potential providers for the Scope of Services for each projecucontract listed in Exhibit I. Firms that respond to this RFQ, and are determined by GDOT to be sufficiently qualified, may be deemed eligible, and invited to offer a technical approach and/or possibly present and/or interview for these services. All respondents to this RFQ are subject to instructions communicated in this document, and are cautioned to completely review the entire RFQ and follow instructions carefully. GDOT reserves the right to reject any or all Statements of Qualifications or Technical Approach, and to waive technicalities and informalities at the discretion of GDOT. B. IMPORTANT A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT. From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of GDOT including the Commissioner and GDOT Board Members, except for the submission of questions as instructed in the RFQ, or with the contact designated in RFQ Section Vlll.C., or as provided by any existing work agreement(s). For violation of this provision, GDOT reserves the right to reject the submittal of the offending respondent. C. The Georgia Department of Transportation Board has adopted a 15% overall annual goal for DBE participation on all federally funded projects. This goal Is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by prime contracting, sub-contracting, joint-venture or mentor/ protege relationship. Georgia Department of Transportation will monitor and assess each consultant services submittals for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan. 2

6 RFQ For more information on the GDOT DBE Program please contact: Georgia Department of Transportation Equal Opportunity Division One Georgia Center,?'h Floor 600 West Peachtree Street, NW Atlanta, Georgia Phone: (404) D. Scope of Services Under the terms of the resulting Agreements, the selected consultants will provide full engineering services, as well as all associated engineering related services for the GDOT Projects identified. The anticipated scope of work for each project/contract is included in Exhibit Exhibit 1-7. In addition, GDOT desires that the Consultant have the ability to provide, either with its own forces or through a subconsultant team member, comprehensive services necessary to fulfill all preliminary engineering services which may arise during the project cycle. E. Contract Term and Type GDOT anticipates one (1) Multi-Phase, Project Specific contract to be awarded to one (1) firm, for each project/contract identified. GDOT anticipates that the Contract Type will be paid via Firm Fixed Price and/or Cost Plus Fixed Fee methodology. As Project Specific contracts, it is the Department's intention that the Agreements will remain in effect until successful completion of the preliminary engineering phase of the projects, and may choose to utilize the selected consultant for use on construction revisions as necessary. F. Contract Amount The Multi-Phase, Project Specific contract amounts will be determined via negotiations with the Department. If the Department is unable to negotiate a satisfactory contract with the most highly qualified firm, the Department reserves the right to terminate negotiations with the highest scoring finalist and begin negotiations with the next highest scoring finalist. II. Selection Method A. Method of Communication All general communication of relevant information regarding this solicitation will be made via the Georgia Procurement Registry (GPR) under RFQ All firms are responsible for checking the GPR on a regular basis for updates, clarifications, and announcements. GDOT reserves the right to communicate via electronic-mail with the primary contact listed in the Statements of Qualifications. Other specific communications will be made as indicated in the remainder of this RFQ. B. Phase I - Selection of Finalists Based on the Statements of Qualifications submitted in response to the projects/contracts listed in this RFQ, the Selection Committee will review the Experience and Qualifications and Resources and Workload Capacity listed in Section IV. Selection Criteria for Phase I. The Selection Committee will discuss the top submittals and the final rankings of the top submittals will be determined. From the final rankings of the top submittals, the Selection Committee will identify three (3) to five (5) firms which will be shortlisted. All firms must meet the minimum requirements as listed in Section IV.A. below. C. Finalist Notification for Phase II Firms selected and shortlisted as finalists will receive notification and final instructions from GDOT regarding the Phase II - Technical Approach response. 3

7 RFQ D. Phase II - Finalists Response on Technical Approach and Past Performance GDOT will request a Technical Approach of the three (3) to five (5) finalist firms for each project/contract. GDOT reserves the right to request a presentation/interview on any project/contract as determined in its best interests; however, this additional requirement shall typically be reserved for the most complex projects. Each finalist firm shall be notified in writing and informed of the proposal due date. Any additional detailed proposal instructions and requirements, beyond that provided in Section V. Selection Criteria for Phase II, for the finalists will be provided in the Finalist Notification. All members of the Selection Committee will review the Technical Approach (and will attend the presentation/interview if so chosen). Firms shall not address any questions, prior to the award announcement, to anyone other than the designated contact. E. Final Selection Final selection will be determined by carrying the scores from Phase I forward for each Finalist and by evaluating the Technical Approach and Past Performance criteria for Phase II. The Selection Committee will discuss the Finalist's Phase II Responses and the final rankings will be determined. Negotiations will then be initiated with the top-ranked firm(s) to finalize the terms and conditions of the contract(s), including the fees to be paid. In the event a satisfactory agreement cannot be reached with the highest-ranking firm(s), GDOT will formally terminate the negotiations and possibly enter into negotiations with the second highestranking firm, and so on in turn until a mutual agreement is established and GDOT awards a contract. The final form of the contract shall be developed by GDOT. Ill. Schedule of Events The following Schedule of Events represents GDOT's best estimate of the Schedule that will be followed. All times indicated are prevailing times in Atlanta, Georgia. GDOT reserves the right to adjust the Schedule as GDOT deems necessary. PHASE I DATE TIME a. GDOT issues public advertisement of RFQ /17/ b. Deadline for submission of written questions and requests for clarification 4/5/2016 2:00 PM c. Deadline for submission of Statements of Qualifications d. GDOT completes evaluation and issues notification and other information to finalist firms 4/19/2016 2:00 PM TBD PHASE II e. Deadline for submission of written questions from finalists TBD 2:00 PM f. Phase II Response of Finalist firms due TBD TBA IV. Selection Criteria for Phase I - Criteria for Evaluation of Statements of Qualifications A. Area Class Requirements and Certification Presented teams must be prequalified in the indicated Area Class(es) in order to be evaluated. Required proof of prequalification shall be submitted as indicated in Section Vl.B.4. below. All Submittals will be pre-screened to verify that the Prime consultant has the required Area Class(es) and that the overall team has the required Area Class( es). Any submittal in which the Prime consultant or the overall team area class requirements are not met will be disqualified from further consideration. 4

8 Terrence Moore From: Sent: To: Subject: Lauren Blaszyk < > Monday, March 28, :41 PM Terrence Moore Development Fees Terrence, We had originally discussed bringing new, proposed development application fees back to Council next Monday evening. As you recall, the discussion at the workshop meeting centered around making the fees not only competitive with other cities in metro Atlanta, but also based on cost of staff time to process the application, write staff reports, advertising, etc. Since the workshop meeting, we have not received any applications for rezoning, variance, etc. so have not had the opportunity to track time spent on these applications. Therefore, I am requesting that this item be brought back to Council in mid to late summer (July or August), in hopes that by that time, we will have received some applications and can have a better idea of time spent on them. If we need to provide an update to Mayor & Counci l in your next available information letter, I am happy to assist in drafting it. Thanks, Lauren Lauren Blaszyk, AICP Assistant Director of Planning & Economic Development The Collaborative Firm, LLC 1514 East Cleveland Ave nue, Suit e 82 I East Poi nt, Georgia I phone: fax: Visit our website: The Collabor ative Firm, LL(

9 April 04, April 10, 2016 April 2016 SuMo Tu We Th Fr Sa May 2016 SuMo TuWe Th Fr Sa Monday, April 04 Iii 7:30am - 9:00am Process New Sun Trust (CM Office} Iii lo:ooam - ll:ooam State Farm Insurance (Rae Coleman's Office on Main Street ) Iii 12:30pm - 2:00pm Lunch Meeting for Tri-Cities City Managers (TBD} - Terrence Moore Iii 4:00pm - 5:00pm College Park DC Lobbying Trip & Federal Agenda (Conference Call) - Terrence Moore Iii 5:00pm 6:00pm Begin CIL (CM Office } Iii 6:00pm 7:00pm City Council Workshop Session (Council Chambers) - Terrence Moore o Tuesday, April 05 Iii 8:00am - 8:30am Mayor Longino (City Manager's Office} - Terrence Moore o Iii 8:30am - 9:30am Compile April 6th Executive Team Meeting Agenda (CM Office) - Terrence Moore Iii 9:30am - 10:30am Personnel Matters (City Manager's Office) - Terrence Moore ii ll:ooam - 12:00pm Lakeshore Dr. Storm Water Concerns-Prep Mtg (City Manager's Office) - Terrence Moore 1 I ii 2:00pm 3:00pm Herschel Road - Drainage (College Park City Hall-Municipal Conf Rm-2nd FL} - Terrence Moore Iii 3:00pm - 4:00pm Comcast Annual Update to the City of College Park (College Park City Hall Office of the City Manager} - Terrence Moore Iii 4:30pm - 5:30pm Deliver to A Bridges (USPS Main Street} Wednesday, April 06 Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) - Terrence Moore o Iii 9:00am -ll:ooam Weekly Staff Meeting (Administrative Conference Room} - Terrence Moore o Iii ll:ooam - 11:30am Weekly Meeting-City Manager & Councilman Gay (Couridlni::in Gay's Offic~) - Terrerice Moore.:> Iii 11:30am - 12:30pm Compile Information Letter Report - Direction Regarding Development Fee Considerations (CM Office} - Terrence lil 1:30pm - 3:30pm Legal Review (City Manager's Conference Room} - Iii 3:30pm 4:30pm Compile Information Letter Report - RFQ Process ~ 3:30pm - 4:00pm FW: Ansley Colby Jones (1659 Mercer Avenue} - Iii 4:30pm - 5:30pm Sinkhole Issue (Potentially Related to City Water Iii 4:30pm - 5:30pm Weekly Meeting-Councilman Carn & City Iii 6:00pm 6:30pm Call Grant (CM Office} Iii 6:30pm - 8:30pm Departmental Budget Meetings Schedule Friday, April College Park Clubhouse Apartments: Clubhouse Closing - Destiny Washington Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) - Terrence Moore o Iii 8:30am - 9:00am Follow-Up Regarding Outstanding Staff Matters (CM Office) - Terrence Moore Iii 9:00am 10:30am Finalize CIL (CM Office} Iii ll:ooam - 12:00pm Considerations Regardng Future Downtown Murals (College Park City Hall Office of the City : Aa:iager} - Terrence ii 12:00pm - l :OOpm Emissions (Main Street } Iii 3:00pm 4:00pm Follow-Up Regarding Ancillary Proposed Budget Direction, Goals, and Objectives (CM Office) - Terrence Moore Iii 4:GOprn - 4:30pm GICC Bo11d ~efinancing Considerations (Conference Call/CM Office) - Terrence Moore Iii 4:30pm - 5:30pm Review Customer Service Weekly Performance Terrence Moore Thursday, April 07 I College Park Clubhouse Apartments: Phase D Due Diligence Period deadline - Kimberly Harris Iii 8:00am 8:30am Mayor Longino (City Manager's Office) - Terrence Moore o Iii 8:30am - 9:30am College Park Retreat-Mayor Longino & Facilitator (College Park City Hall -City Manager's Office) - Terrence Iii lo:ooam ll:ooam Discussion Regarding College Park Municipal Golf Course (College Park City Hall-Municipal Conf Rm (2nd FL)} - Iii 1:30pm - 2:30pm Compile Information Letter Report - Relocation of Trailer... (CM Office} - Terrence Moore ii 2:30pm 4:00pm Various (Various ) o Iii 4:00pm - 5:00pm Compile Information Letter Report - Resumption of Phone System Operations (CM Office) - Terrence Moore Iii 5:00pm - 6:00pm Lakeshore Dr. Stormwater Concerns-Mtg. / w Residents (College Park City Hall-Administrative Conference Room} - Saturday, April 09 Iii lo:ooam - ll:ol>am Opening Day of Baseball (Stan Jones Richard D. Zupp Park) Bryant Anderson ~ lo:ooam - ll:ooam Opening Day of College Park Baseball (Zupp Park} - Wanda Anderson Iii 12:30pm - 2:00pm Various, CIL Notes, etc. (CM Office} Iii 2:00pm - 3:30pm Begin Gerald Walker's Annual Performance Sunday, April 10 4/8/2016 9:16 AM