THE TOWN OF FORT MYERS BEACH INVITATION TO NEGOTIATE SPECIAL PROJECTS COORDINATOR FOR THE TOWN OF FORT MYERS BEACH # ITN-16-03-CD Prepared by: Town of Fort Myers Beach 2525 Estero Blvd. Fort Myers Beach, FL 33931 1
INVITATION TO NEGOTIATE Town of Fort Myers Beach Special Projects Coordinator I. INTRODUCTION The Town of Fort Myers Beach hereby requests replies for a Special Projects Coordinator on behalf of the Town of Fort Myers Beach, to provide coordination of special projects. All replies must be submitted in writing, in the form set forth in this Invitation to Negotiate, and be delivered in sealed envelopes to the Town Manager c/o Amy Baker, Contracts Manager, Fort Myers Beach Town Hall, 2525 Estero Blvd, Fort Myers Beach, FL 33931. Submission: This solicitation will remain open until filled. Review of Replies will begin on January 20, 2016. Town reserves the right to interview and negotiate with replying person/firms after January 20 and award a contract, if deemed appropriate, in the manner approved by Town Council and consistent with this solicitation package. II. GENERAL The Town of Fort Myers Beach is seeking the specialized services of an individual or a firm having expertise in providing the Town the coordination and assistance of development oversight services for a private project that will encompass an area of the Town involving private, County, State and Town properties. A proposed scope of work will include but not be limited to: PRIMARY SCOPE OF SERVICE The selected individual/firm will work with the Town Manager and Town staff to provide expertise in the detail review of the project plans and its consistency with all local, state and federal requirements; oversight of the project through all local, state and federal application processes and approvals to ensure adherence to Town codes as well as public and Town Council concerns regarding the project. Presentations to town council with recommendations. ANCILLARY SCOPE OF SERVICE Planning and Zoning Review of the Development Project. Working in conjunction with Town staff to ensure the project will be consistent with the Town s zoning, development and comprehensive plan. Traffic Review of the Development Project. Working in conjunction with Town staff to ensure analysis identifies: a viable methodology to address existing traffic problems or congestion, negative impacts on adjacent developments, proposed deviations from local and state standards, or other local issues that may be present; and, potential future impacts. 2
Environmental Review. Working in conjunction with Town staff to ensure that the project s impacts with respect to environmental concerns of land, sea, water and air quality are addressed; including the protection of natural habitat and wildlife that inhabit the island. Ensuring that local, state and federal regulations are followed pertaining to wildlife protections. Public Hearing. Working in conjunction with Town staff to ensure the project follows appropriate public hearing requirements. Attending any related County, State and Federal meetings or hearings related to the project to ensure that the Town s position and interests are addressed and protected. PIO. Individual/firm will act as the Town s public information officer as it relates to external communications regarding the project. III. MINIMUM QUALIFICATIONS Replying individual/firm must meet the following minimum requirements: Individual/firm must have demonstrated success in the practice of providing project management services for planning, engineering and/or traffic construction and supervision. Individual/firm should be able to demonstrate experience with Federal and State permitting processes in coastal high hazard areas. Individual/firm should have demonstrable successful experience with large scale commercial projects involving, as a component of the development, relief of traffic congestion issues similar to those presented by Estero Boulevard. Individual/firm must have a working understanding of the development approval and permitting processes applicable to large scale development including, but not limited to: State and Federal permitting process applicable to development along the Gulf of Mexico; local zoning, development, and building permit process; and, the comprehensive plan amendment process. To qualify for consideration, the replying individual/firm must present proof of any licensing or certification required by law to perform the services identified in the scope of services in this ITN or contained in the reply. Replies may be presented by an individual, a single business entity, a joint venture, or a partnership. In the event the reply identifies more than one entity, each entity must set forth its respective experience and qualifications to perform the services required under this Invitation to Negotiate. If subcontractors are to be used in your proposal given to meet the minimum qualifications, detail the business entities, description of the service provided, and responses in the same level of detail and tabbed order as instructed in this ITN for the Proposer. The reply must include a verifiable description of replying individual/firm s general qualifications, including professional credentials, legal status, corporate location, length of time individual/firm has a provided services, primary market serviced, the current number of employees, contact information, and experience in providing the service enumerated in this ITN. 3
Replying individual/firm must have the capacity and capability of providing the services identified for a period of time roughly spanning one year with a proposed agreed starting date, time being of the essence. The Town anticipates that the services it requires will be time intensive. Replying individual/firm should have experience in providing large scale development, planning and permitting services for local government entities in locations similar to the Town of Fort Myers Beach. To validate experience, expertise and capabilities, replying individual/firm should provide the following details for each of the replying individual/firm s relevant past similar projects: Similar Projects. Provide the name and location of the Client and the project, the year of performance and the date the project was fully operational and accepted. The specific details of the project including the components and subcontractors utilized. Specify the name, title, and email and telephone for the clients contract manager for the project. IV. NEGOTIATED SERVICES The Town Project Oversight Services Manager duties and responsibilities as identified in the scope of services or as more specifically negotiated; Award of the contract is subject to the approval of Fort Myers Beach Town Council, which reserves the right to reject any or all replies, and to the appropriation and availability of funds. The fee will be negotiated with the selected individual/firm. The term of the contract is expected to be for a period of approximately 1 year and may be extended. Price proposals may be submitted at this time. V. INFORMATION TO BE SUPPLIED/INSURANCE The Reply must be no more than three pages in length. It must clearly and succinctly indicate how the individual/firm meets the Minimum Requirements set forth above. The Reply must also include: The name, address, and contact information of the replying Individual/firm. The name of the primary or lead individual that will be responsible for this project. The Town desires to have a single point of contact for the duration of this contract. Any special capabilities or services the replying individual/firm has that may be applicable to this project. Other expected engagements during the term of the project. Describe the engagements, identify any actual or potential conflicts with the proposed services to the Town of Fort Myers Beach and how these would be addressed. 4
If applicable, contact information for references from the projects requested/listed above. Provide a list of the names, titles, current addresses and telephone numbers of the people involved including owner, architect, and general contractor. Whether replying individual/firm has ever been debarred or the subject of any type of censorship by a local, state or federal governmental unit, body or agency in connection with the provision of project management services or any other related discipline. Whether replying individual/firm has ever had its contract terminated by an owner on a project for any reason. Please provide an explanation of such termination and the reasons for the same, along with the name, address and phone number of the owner of the project or their designated agent. Insurance. The successful individual/firm must maintain and show evidence of commercial general liability insurance, professional liability insurance, automobile liability insurance and workers compensation insurance in amounts satisfactory to the Town; this component may be part of a negotiated item. VI. PROCEDURAL REQUIREMENTS A. Submission of Replies Submit one (1) original and four (4) identical copies of the reply, with an electronic copy of the same as a PDF on CD/DVD, in a sealed envelope which is clearly and visibly marked on the outside, Special Projects Coordinator, ITN-16-03-CD. Contracts Manager Town of Fort Myers Beach 2525 Estero Blvd Fort Myers Beach, FL 33931 b. Replies must be received at this office no later than 3:00 p.m. EST on January 20, 2016. Proposals delivered to any other office or location will be rejected as non-responsive. c. Replies may be delivered by U.S. Mail, Federal Express or other such service or by hand. Delivery by facsimile or email is prohibited. It is the replier's sole responsibility to ensure that its reply is received at the proper location at or prior to the deadline. Replies will not be opened publicly, but the Town will cause them to be opened in the presence of one or more witnesses at the time specified above. Until completion of the evaluations, the contents of the Replies will remain confidential and may not be disclosed to competing proposers. At the opening of replies, the Town will prepare a register of replies, which will include the name of each Replier. 5
VII. REVIEW OF REPLIES A. Evaluation of Replies. The Town will designate one or more persons to evaluate replies. In evaluating replies, the Town will review all replies and base its selection on the following evaluation criteria: a. Prior experience; b. Knowledge of Lee County and Fort Myers Beach Planning and Zoning; c. Experience with FEMA and flood analysis; d. Experience with Florida Department of Transportation and Traffic Analysis e. Professional qualifications of staff/consultants; f. Capacity to complete scope of work; g. Completeness of Reply; and h. Availability to begin work i. Any other criteria considered relevant to the project; The Town will review all replies and select and rank three finalists according to qualifications. The Town reserves the right to request additional information from the finalists and/or request such finalists to appear for an interview, but if the Town does make such a request, it will make such request of all finalists equally. The Town may request a fee proposal from, and begin negotiations with, the top-ranked finalist. If the Town is unable to reach agreement with the top-ranked finalist within 15 calendar days, the Town will discontinue negotiations and begin negotiations anew with the next ranked finalist and so on until agreement is reached. B. Award/Rejection/Other The Town reserves the right to reject any and all replies, waive informalities, and to recommend the award of a contract as may be in the best interest of the Town. All proposals, materials, documents, etc. submitted in conjunction with the selection process become the property of the Town and will be deemed public information; and, may be disposed of without notification. The Individual/firm selected by the Town will be expected to comply with all applicable federal, state and local laws and regulations in the performance of services. The Town will determine and make an award to the most advantageous proposal from a responsible and responsive proposer. 6