LS_Grant_RFP_clean.pdf

City of DeBary

Request for Proposal

RFP 05-20

US 17-92 Landscape Enhancement

SCHEDULE

RFP ADVERTISEMENT: March 15, 2020

ALL QUESTIONS/INQUIRIES DUE: March 31, 2020

FINAL ADDENDUM: April 3, 2020

DUE DATE: April 15, 2020

PUBLIC OPENING: April 15, 2020

SEALED PROPOSALS for providing LANDSCAPE ENHANCEMENT PLANS FOR U.S. 17-92 will be received by the City of DeBary, Volusia County, Florida, by City Staff at City Hall, 16 Colomba Road, DeBary, Florida 32713 until: 4:30 p.m., April 15, 2020 at which time the receiving period will close. Any proposal received after the time and date specified above will be returned unopened. The designated clock in the City Council Chamber shall serve as the final pronouncement as to the correct time for this RFP. Three (3) hard copies and one (1) digital copy of your document must be submitted in a sealed envelope or package, clearly marked on both the outside and inside as: REQUEST FOR PROPOSAL FOR PROFESSIONAL U.S. 17-92 LANDSCAPE DESIGN SERVICES RFP NO. 05-20, (The above label must also appear on the outside of any overnight or express mail envelope or package.) The time and date for receipt of proposals will be scrupulously observed. The City will not be responsible for late deliveries. Documents received after the specified date and time shall be stamped with date and time received and returned unopened.

All proposals shall be in sealed envelopes addressed to:

Mike Jones Mailing address: City of DeBary

16 Colomba Road DeBary, Florida 32713

RFP NO: 05-20

City reserves the right to reject or accept any proposals or any combination of proposals at any time, which in the city’s sole judgment will best serve the public interest, or to otherwise abandon this project or procurement, or re-advertise same.

A. INTRODUCTION

The City of DeBary invites submissions of proposals for Professional LANDSCAPE DESIGN services from qualified, licensed, professional consultants in the field of Landscape Architecture and project management services for the purpose of providing support services to the City. Such services relate to the design and management of a landscape enhancement grant awarded to the City by the Florida Department of Transportation (FDOT).

B. PRE-SUBMISSION CONFERENCE

NOTE: There will be NO Pre-Submission Conference

C. DEVELOPMENT COSTS

The City of DeBary, or its representatives, shall not be held liable for any expense incurred in connection with the preparation of a response to this Request for Proposal and a statement of the firm’s qualifications.

D. SCOPE OF WORK

The City of DeBary has been awarded a landscape improvement grant from the Florida Department of Transportation for the U.S. 17-92 corridor between Highbanks Road and Plantation Boulevard. The grant award is in the amount of $227,000. The grant award will only cover plant materials, installation, sod, clearing and grubbing, erosion control, sediment barrier, inlet protection, consultant construction engineering and inspection (CEI) cost, maintenance of traffic (MOT) and/or mobilization. The City of DeBary is responsible for covering the cost of survey, project design, contracts, and overseeing project coordination with the FDOT project manager to ensure all of FDOT’s criteria area being met and strictly complied with.

Any project elements not specifically allowed by the FDOT program will not be reimbursed and are the sole responsibility of the City.

The proposal should separate the cost of design, CEI, and MOT as these costs will be permitted reimbursables through the FDOT grant.

Irrigation design, installation, operations and maintenance should be included in the proposal as separate line items. These cost will be the responsibility of the City as it is not reimbursable, and a decision will be made by the City prior to finalizing the project scope with the selected candidate on whether this will be included in any resulting contract.

The proposal shall include: one (1) community meeting with the City Council and attending public to receive feedback prior to beginning design; and one (1) follow-up presentation to the City Council and attending public to present a concept plan based on prior feedback from the community meeting.

The City desires a consultant to strictly design, permit, and coordinate the grant award requirements with FDOT. The selected consultant must have extensive knowledge and experience in working with FDOT and FDOT’s landscape grant requirements, restrictions, and management process to ensure that the City is eligible for reimbursement, the project is completed in a timely and efficient manner, and reducing the potential costs to the City to the maximum extent possible.

Please note that the City has already performed a right-of-way and utility location survey along the proposed project limits area and this is not required as part of the proposal.

The following FDOT requirements must be considered during design and implementation:

Landscaping must be along the state road within Department owned right-of-way (property).

Design must follow the Department’s Landscape Initiative as defined by FDOT.

To the greatest extent practical, at least 50% of the plant material cost shall be allocated for large plant materials and the remaining for other plant materials.

Large plant materials have been defined by the FDOT to be seven gallon or larger containers as defined by the Florida Department of Agriculture’s “Grades and Standards for Nursery Plants”.

Except as prohibited by the applicable federal law or regulation, all plant materials shall be purchased from Florida commercial nursery stock in the state on a uniform competitive bid basis.

Local government is responsible for the design and associated cost.

90% design plans must be complete and approved by the Department before the JPA can be drafted and/or executed between the City and FDOT.

Design must be done by a Landscape Architect registered in the State of

Florida.

Local government must maintain the landscaping. Maintenance costs are not reimbursable by the FDOT.

All existing fiber and power within the project limits shall be shown and labeled as “FDOT fiber and power” on the plans. The local government shall use cflsmartroads.com to obtain a .kmz file showing all existing fiber and power within the District to utilize in plan development.

The local government shall provide sight triangles one half mile from all cameras to ensure clearance of the proposed landscaping.

All plantings shall maintain ten (10) feet clear path, five (5) feet either side, of all microwave vehicle detection systems (MVDS) across the entire roadway, including the median.

Lane closures will require submittal of a lane closure analysis (LCA). The LCA should be submitted with the design plans for approval by the Department.

The local government must use current Standard Plans, FDOT Design Manual, and the Standard Specifications corresponding to the letting.

Local government must hire a Department pre-qualified CEI firm to perform the construction oversight. (CEI shall be included in the consultant’s proposal).

The Consultant shall prepare specifications, general conditions, bid forms and full bid packages for the bidding of the work to general contractors in forms acceptable to the City. Consultant will provide quantity take-offs for the project and prepare bid tabulation schedules for bidding by general contractors. Advertising the project for bid and preparing the full bid packages for the bidders will be the responsibility of the City. The consultant will attend the pre-bid conference and answer any questions that may arise during the procurement process. Consultant will respond to the bidders’ Requests for Information (FFI’s) and prepare any addendum that may be necessary. Consultant shall attend the bid opening and assist the City in the review of the bids received.

E. SUB-CONSULTANTS

It is anticipated that the use of sub-consultants or joint venture arrangements may be required to adequately provide an acceptable range of professional expertise for all phases of work. Such arrangements, if utilized, will be subject to City approval.

F. ESTIMATED TIME SCHEDULE

Design plans must be complete by December 31, 2020.

The construction phase shall begin January 15, 2021.

The entire project must be completed and closed out by May 15, 2021.

G. CONTENTS OF THE PROPOSAL STATEMENT

Each firm that desires to apply for consideration shall submit the following information (maximum of 40 pages – not including cover letters, dividers, affidavits, certifications, or Form 330. Front and back counts as two pages):

An original and two (2) copies of the proposal with all copies lawfully executed by a company official with the power to bind the company to its proposal and one (1) digital copy.

Acknowledgement that the selected consultant shall be required to assume responsibility for all services offered in the proposal. The selected consultant will be the sole point of contact concerning contractual matters including payments of any charges resulting from the contract.

Letter of interest including information on location of the firm’s office that will be the lead office for any resulting contract.

Brief overview of the firm’s history and organization, and any sub-consultants, and/or joint ventures.

A summary or resume (limit two pages per individual) of the professional credentials and experience of the key members within the offices proposed to support the appointment. Additionally, include one page summaries of individuals that may actively provide support to the key individuals.

A short descriptive summary of the firm’s experience in the areas of services requested. Include a list of completed projects with a description of the work performed by the consultant representative of the type of work proposed under this Request for Proposals. The list should include only projects that had significant input from individuals who will be assigned to work on this scope of services for the City of DeBary.

A list of a minimum of three municipal or local governments as client references for which work similar to this request has been performed within the last five years.

A statement of the firm’s financial stability- a letter from the firm’s bank(s) is required.

Project Approach: A description of the firm’s approach to the project with a description a scope of services for the project, public involvement, board and committee roles, timeframes and deliverables.

Please provide hourly rates of the individuals who will work on this project and estimated number of hours to be dedicated to each element of this project.

Completed Conflict of Interest Certification (Exhibit A).

Completed Non-Collusion Affidavit (Exhibit B).

Completed Drug Free Workplace Affidavit (Exhibit C).

Completed Public Entity Crimes Affidavit (Exhibit D).

Completed Public Records Act Acknowledgment (Exhibit E).

Completed Prohibition Against Contracting with Scrutinized Companies certification (Exhibit F).

Completed Prohibition Against Contingent Fees certification (Exhibit G).

The City of DeBary reserves the right to waive any informality or minor irregularity, reject any or all Proposals at any time, to abandon this project or procurement, or to re-advertise this RFP. The selection, if made, will be to the most responsive and responsible proposer as determined by the City of DeBary, in its sole discretion. The respondent understands that this RFP does not constitute an agreement or a contract with the City. An official contract or agreement requires acceptable forms and terms as determined by the City, review by the City staff, formal acceptance by the City Council, and execution by all parties. Any proposer which submits in its proposal to the City any information which is determined by the City to be substantially inaccurate, misleading, exaggerated, or incorrect shall be disqualified from consideration. Further, the City also reserves the right to reject the proposal of any firm who has previously failed in the proper performance of an award or to deliver on time contracts of a similar nature, or who, in the City’s opinion, is not in a position to perform properly under any award.

H. INQUIRIES

The City will not respond to oral inquiries. Respondents may submit written inquiries regarding this RFP to:

Mike Jones, Purchasing Manager Mailing address: City of DeBary

16 Colomba Road DEBARY, Florida 32713

RFP NO: 05-20

mjones@debary.org

The City will respond to written inquiries received at least nine (9) working days prior to the date scheduled for receiving the qualifications as outlined in the Schedule on the cover of this Request for Proposals. The City will record their responses to inquiries and any supplemental instructions in the form of written addenda. If issued, the City will post any written addendums on VendorLink and the City Website at least five (5) working days before the date fixed for receiving the qualifications. Any ambiguities or inconsistencies in this RFP or any related procurement documents for the project shall be brought to the attention of the City Purchasing Manager prior to the submission due date; failure to do so, on the part of the proposer will constitute an acceptance by the proper of any subsequent City decision or interpretation relating to same.

I. SELECTION PROCESS

The respondent’s proposals will be evaluated by a City of DeBary evaluation team, which may include representatives from the Growth Management, Public Works, Parks and Recreation, Finance, and Administration Departments including the City Manager.

The members of the evaluation team will rate the consultants and forward the top candidate to the City Council for approval.

The City may require interested firms or teams to make presentations to further expound on their qualifications to perform the requested services. If so, additional information will be provided to the firms/teams selected to make presentations regarding the parameters for the presentations.

The City recognizes fair and open competition as a basic tenet of public procurement and encourages participation by minority and women business enterprises.

The evaluation and rating of responses to this RFP will include the following weighted criteria:

WEIGHTED CRITERIA SCORE (1-10) X FACTOR = TOTAL

1. Qualifications and prior experience of personnel, including sub-consultants that will be involved directly in all elements of the work. Evaluation of team structure and the ability to perform all of the services required.

Max. 10 ________ x 2.5 ______ = Max. 25

2. Firm’s experience with projects and tasks similar to those listed in this request, including references:

Max. 10 ______ x 2.5 ______ = Max. 25

3. Understanding of local conditions.

Max. 10 ______ x 0.5 ______ = Max. 5

4. Availability (including location) and current work load:

Max. 10 _______ x 0.5 ______ = Max. 5

5. Project Approach:

Max. 10 ______ x 3.0 ______ = Max. 30

6. Consideration of Minority and/or Women-owned Business Enterprise status:

Max. 10 ______ x 1.0 ______ = Max. 10

Total possible points = 100

The final Contract negotiated between the Firm and City will incorporate the contents of this “Request for Proposal”, the qualifications submitted by the Firms and any other terms or conditions that the parties may agree to include by way of negotiation. If City staff is unable to negotiate a satisfactory contract with the first ranked Firm, City staff will terminate negotiations with the first ranked Firm and undertake negotiations with the second ranked Firm and so forth until a satisfactory contract is agreed upon for the project. After a Contract has been formally received, approved and executed by the City Council, the Firm will be issued an “Authorization to Proceed” for any project assigned to the firm.

J. Insurance and Bonds

1. Prior to commencement of its work and services, the selected proposer shall furnish to City, policies of insurance and appropriate certificates evidencing that the below described insurance is in force and fully paid. All insurance policies and certificates provided for hereunder shall become a part of this Contract and the policies and insurance company issuing same must be acceptable to City. The successful proposer shall purchase and maintain insurance of the following types of coverage and limits of liability:

1.1. Commercial General Liability (CGL) with limits of insurance not less than

$1,000,000 each occurrence and $2,000,000 annual aggregate.

1.1.1. If the CGL coverage contains a General Aggregate Limit, such General

Aggregate shall apply separately to each project.

1.1.2. CGL coverage shall be written on ISO Occurrence Form CG 00 01 1093 or a substitute form providing equivalent coverage and shall cover liability arising from premises, operations, independent contractors, products-completed operations, and personal and advertising injury.

1.1.3. City and all other parties required by the City shall be included as additional insureds on the CGL, the endorsement used must provide a scope of coverage equivalent to or broader than the ISO CG 20 10 and 2037 forms. This insurance for the additional insureds shall be as broad as the coverage provided for the named insured successful proposer. It shall apply as Primary Insurance before any other insurance or self-insurance, including any deductible, maintained by, or provided to, the additional insured. Insurance must be primary and non-contributory.

1.1.4. The successful proposer shall maintain CGL coverage for itself and all additional insureds for the duration of the Project and maintain Completed Operations coverage for itself and each additional insured through the longer of the applicable statute of limitations or repose period for construction defects and products liability claim in the state where the Work is performed after completion of the Work.

1.2. Automobile Liability

1.2.1. Business Auto Liability with limits of at least $1,000,000 each accident.

1.2.2. Business Auto coverage must include coverage for liability arising out of all owned, leased, hired and non-owned automobiles.

1.2.3. City and all other parties required of the City shall be included as additional insureds on the auto policy.

1.3. Commercial Umbrella

1.3.1. Umbrella limits must be at least $1,000,000.

1.3.2. Umbrella coverage must include as insureds all entities that are additional insureds on the CGL.

1.3.3. Umbrella coverage for such additional insureds shall apply as primary before any other insurance or self-insurance, including any deductible, maintained by, or provided to the additional insured other than the CGL, Auto Liability and Employers Liability coverages maintained by the Contractor.

1.4. Workers' Compensation and Employers Liability

1.4.1. Employers Liability Insurance limits of at least $500,000 each accident for bodily injury by accident and $500,000 each employee for injury by disease

1.4.2. Where applicable, U.S. Longshore and Harborworkers Compensation Act Endorsement shall be attached to the policy.

1.4.3. Where applicable, the Maritime Coverage Endorsement shall be attached to the policy.

1.4.4. To the extent that the successful proposer does not have worker’s compensation insurance coverage, proposer hereby warrants and represents that proposer is not required to have such coverage under Florida law or any other law. Failure to carry worker’s compensation insurance where required by law shall constitute a material breach of this Agreement. The successful proposer’s indemnification and hold harmless obligations set forth in any resulting contract shall expressly include but are not limited to any and all claims by any injured employee of proposer, regardless of the merits of such claim.

None of proposer’s employees, agents, officers, representatives, or subcontractors shall be considered employees of the City for purposes of worker’s compensation or for any other purpose.

1.5. Builder's Risk Insurance

The City and/or Owner may pay for and/or maintain a Builder's Risk Insurance policy insuring the Work against damages and loss by fire, storm, theft, and other such causes from which the proposer shall receive his pro-rata share in the event of a loss. However, the City assumes no responsibility for any loss excluded from Builder's Risk Insurance, or for payment of any deductibles regardless of whether the City or Owner paid for or provided the Builder's Risk Insurance. If the Owner or City has not purchased insurance satisfactory to proposer, proposer may, as its sole option and expense, purchase and maintain a policy insuring its Work against damages and loss by fire, storm, theft and other such causes to protect the interest of the proposer.

2. Certificates of Insurance acceptable to the City shall be filed with the City prior to commencement of the successful proposer's Work and Services. Attached to each Certificate of Insurance shall be a copy of the Additional Insured Endorsement that is part of the successful proposer's Commercial General Liability Policy. City's receipt of successful proposer's proof of insurance as required above at the beginning of the Project, and at any other time that the insurance required by the Contract Documents is required to be in place, is an express condition precedent to the successful proposer's right to commence work and the successful proposer's right to payment at any time.

3. Coverages, whether written on an occurrence or claims-made basis, shall be maintained without interruption from date of commencement of the successful proposer's Work and Services until date of final payment and termination of any coverage required to be maintained after final payment to the successful proposer.

4. These certificates and the insurance policies required by this paragraph shall contain a provision that coverages afforded under the policies will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the City. If any of the foregoing insurance coverages are required to remain in force after final payment, an additional certificate evidencing continuation of such coverage shall be submitted with the final application for payment. If proposer receives notice that any of its insurance carriers intend to cancel, non-renew, or materially change any of the policies required to be maintained by the proposer for any reason, it must immediately give written notice of the same to City.

Furthermore, if proposer cancels, non-renews, or materially changes any of the policies required to be maintained by the Contract for any reason, it must give written notice to City thirty (30) days in advance of such changes becoming effective. The use of "Leased Employees" or a Professional Employer Organization to administer Workers' Compensation shall expressly constitute a material change. The successful proposer's failure at any time to have insurance coverage of the types and amounts listed herein is a material breach of contract and a default justifying termination of any resulting contract relating to this RFP.

5. Waiver of Subrogation. Successful proposer shall waive all rights against City, Owner and Architect and their agents, officers, directors and employees for recovery of damages to the extent these damages are covered by proposer's commercial general liability, commercial umbrella liability, business auto liability or Workers' Compensation and employer’s liability insurance maintained per requirements stated above.

6. It is expressly agreed and understood by and between the successful proposer and City that all insurance, whether issued on a primary or excess basis, afforded the additional insureds shall be primary insurance to any other insurance available to City and that any other insurance carried by City shall be in excess of all other insurance carried by the proposer and shall not contribute to or be combined with the proposer's insurance. Proposer further agrees to provide endorsements on its insurance policies that shall state the foregoing.

7. If required, bonds must be for the total amount of this any resulting agreement.

The City requires the bonding company to have an A.M. Best Financial Strength Rating of A- or better, a Financial Size of V or greater, and listed in the Department of the Treasury's Listing of Certified Companies. Bonds will only be accepted on forms acceptable to the City. The cost to supply the bonds shall be borne by the successful proposer, if such bonds are required.

8. Independent contractors or consultants performing work under contract or providing other services to the City must be required to defend and hold the City harmless from any loss, injury, or damage occurring during the performance of work and to indemnify the City Officials for any loss they suffer as a result of the negligence of the contractor, consultant, affiliate, or service provider including the employees, agents, and sub-contractors of each. Under the terms and conditions of a contract or agreement for services, the contractor, consultant, vendor, and/or others are required to show evidence of adequate insurance coverage by furnishing to the City a Certificate or Certificates of Insurance indicating compliance with all requirements.

L. CONSULTANT REQUIREMENTS

The consultant firm and its principal(s) in charge of the project must:

1) Have demonstrated experience in providing the type of assistance requested in the Request for Proposal.

2) Be available to commence the services requested within ten (10) days after contract award.

3) Agree to allow duly authorized agents of the City access to any books, documents, papers or records which are directly pertinent to this project for the purpose of making audit examinations, excerpts, and transcriptions and to maintain all required records for two (2) years after the city’s final payment and all other pending matters are closed.

4) Assure that all deliverables under any resulting contract be, without exception:

a. Available for duplication, dissemination, and use by the City of DeBary as needed without restrictions or liability for copyright, royalties or usage fees;

b. Provided in an electronic format (CD, USB Flash Drive, or External Hard Drive); and

c. Uniquely developed to meet the needs and requirements of the City of DeBary and not copies of deliverables developed under previous contracts. Additionally, technical specifications must be compatible with MICROSOFT Office 2010, and reflect the City’s GIS Coordinate System (at least ArcGIS Release 10 and NAD_1983_STATE_PLANE, FLORIDA_EAST_FIPS 0901_FEET).

5) Submit all required information at time of submittal. The City reserves the right to request clarification on items but will not accept additional information after the submittal deadline that is not a part of a direct request from the City.

6) Submission of standard GSA form 330 is required.

7) Provide all deliverables within a specified timeframe.

8) Provide at least one community meeting with project renderings and a final presentation to City Council.