Request_for_Proposal_for_Planning_Services_DRAFT-DCMBrown.docx

Request for Proposals

GENERAL PLANNING SERVICES

TO ALL INTERESTED PARTIES:

The City of Homestead is actively seeking proposals from qualified consulting firms/individuals to provide open-ended (continuing contractual) general planning services. The City anticipates awarding a continuing services contract to one (1) or more firms/individuals. Firms/Individuals selected by the City will provide general planning services on an as-need basis, based upon task orders to be issued by the City under the continuing contract. The City is seeking professional and qualified firms (at least three) to provide planning services to the City on an as needed rotating basis under a continuing contract. The initial contract term is for two years. The City will have the option to extend at its discretion for 3, one-year renewal terms; for a maximum of 5-years. Comment by Kemarr Brown: We are establishing a pool of resources. We are NOT looking for only one provider. Comment by Kemarr Brown: Do not cap ourselves. Comment by Kemarr Brown: I previously requested that Procurement establishes standard contract terms w/renewal periods.

There is no guarantee of a minimum amount of work under any continuing contract. Request for Proposal (RFP) packages shall be received by the City on or before 2:00 p.m. local time on April 30, 2025. The envelope containing the Proposal must be sealed and plainly marked “General Planning Services.” A public opening will take place on the same date and at the same time. Any Proposals received after 2:00 p.m. local time on said date will not be accepted under any circumstances. Any uncertainty regarding the time a Proposal is received will be resolved against the Proposer. Comment by Kemarr Brown: Is this standard procurement language?

We need to establish a rotating pool for work assignment Comment by Kemarr Brown: Our process is digital. Where are we getting this?

PIGGYBACKING OPTION: The City does not intend to have this contract available for “Piggybacking” by other government entities without the permission of the awarded contractor. Comment by Kemarr Brown: Why?

THE PROPOSER’S ACKNOWLEDGMENT FORM (REFER TO ATTACHMENT A - PROPOSAL RESPONSE FORMS) MUST BE EXECUTED AND SUBMITTED WITH THE PROPOSAL, AND ALL OTHER REQUIRED PROPOSAL DOCUMENTS AND FORMS SHALL BE PLACED IN A SEALED ENVELOPE. THE FACE OF THE ENVELOPE MUST CONTAIN THE ADDRESS STATED HEREIN, THE DATE AND TIME OF THE PROPOSAL OPENING, AND THE WORDS “REQUEST FOR PROPOSAL – GENERAL PLANNING SERVICES.”

An Evaluation Committee shall evaluate the proposals submitted by the firms/individuals using criteria as outlined in the RFP and recommend the best qualified firm(s)/individual(s) to the City Council. The City Council will select the proposer it considers, in its sole discretion, to be the best qualified to serve the City’s interest in these services. The City reserves the right, in its sole discretion, to withdraw this RFP, to reject any or all proposals and/or to waive irregularities on all proposals. All questions and requests for additional information in connection with this RFP and selection shall be directed in writing or email only to our Procurement Department.

INSERT CONTACT INFORMATION

CITY OF HOMESTEAD

RFP – GENERAL PLANNING SERVICES

NATURE OF SERVICES REQUIRED

PURPOSE AND SCOPE OF WORK

The City of Homestead is soliciting Proposals from qualified consulting Proposers or individuals (hereinafter, collectively referred to as “Proposer” or “Proposers”) to provide general planning services. Proposers selected by the City will provide general planning services to the City on an as-need basis. There is no guarantee of a minimum amount of work under any continuing contract. The continuing services contract will provide for a task order or similar document to be issued for each project/assignment. Comment by Kemarr Brown: Remove and make consistent as the above.

BACKGROUND

The City of Homestead is located on the east coast of Florida, in southern Miami-Dade County. The City is a residential community with a population of about 87,000 year-round residents. The City was incorporated in 1923. Comment by Kemarr Brown: Please check the census.

The City operates under the Council/Manager form of government and provides the following services: general government, police, solid waste, water and sewer, public services, public utilities, parks and recreation, and planning and growth management.

WORK TO BE PERFORMED

The City is requesting qualifications from Proposers with experience in the following potential services:

a. General Planning Services including but not limited to:

5. Planning Studies. Perform planning studies; data collection and analysis.

6. Meetings. Attend staff meetings, Land Planning Agency meetings, City Council meetings, and other City board meetings, upon request.

7. Community Communications. Meet with residents, developers, architects, property owners and the general public, as needed.

8. Architectural Services. Provide architectural peer review and application of design standards.

9. Survey and mapping.

10. Urban design.

11. Historic preservation.

12. Public Art.

13. Other urban planning roles related to City activities.

14. Architectural Style Standards

15. Design Standards-Pattern Books

16. Market Study(ies)

17. Landscape Standard

18. Design Guidelines

19. LEED Requirements

b. Traffic Engineering and Planning: Comment by Kemarr Brown: We need professionals to provide a cost estimate of traffic statements and traffic studies before we assign a project. As apart of this proposal we need to determine project scale and tie dollars to that.

Provide expertise to support the City in the technical tasks of all areas of urban and transportation planning to guide public policy planning, decision making, and investments related to transportation, transit-oriented development (TOD), and other mobility needs.

c. LEED and Sustainability Consulting (Professional and Design Service in Addition to Architecture):

Provide general LEED (or other certification agency as approved by the City) consulting to include assisting in selection of appropriate LEED goals for specific projects; assist in development of LEED project components and providing acceptable product specifications for those components; review all LEED related component submissions; develop and maintain LEED tracking score cards.

d. Graphic Design:

Provide all graphic design services which could be required for way-finding programs, educational graphics, building elevations or other related work.

e. Economic Development Planning and Research:

Provide expertise to support the City Council’s economic development program including researching and developing long-term objectives, strategies, and approaches to urban redevelopment and revitalization; analysis of business incentives and economic impact; economic analysis reports using Regional Economic Models, Inc. software and other economic research tools; and assessing tax revenue and economic impacts of redevelopment / revitalization projects. Provide professional support if needed to research, compile, analyze and interpret data on economic, labor, and demographic conditions and trends.

f. Landscape Design Plan Review and Inspections Services:

Provide professional landscape architecture plan review and inspection services by a registered Landscape Architect and/or Arborist on an as-needed basis. Services may include but are not limited to:

1) Plan check review of concept and construction landscape plans and park plans, technical studies, and technical specifications and perform in accordance with the design policies and standard plans.

2) Attendance at development/planning case meetings, as requested

3) Site Inspections.

4) Scheduling and Tracking Inspections.

5) Review Cost Estimates; and

6) Advise staff on new landscaping regulations and/or standards. If Proposer’s personnel are assigned to City, the assigned personnel shall be at a minimum a registered Landscape Architect or Arborist.

g. Perform other planning duties as assigned or directed by the Development Services Director or City Manager.

These tasks are not to be construed as a complete statement of all duties to be performed. Proposers may be required to perform other job-related duties as required. City shall have the right, in its sole and absolute discretion, to require additional services that are consistent with the scope of services and those activities typically performed by general planning Proposers and for which the Proposer(s) are experienced, qualified, and able to perform. All services shall be performed and completed in compliance with Florida law, the Florida Building Code, the City’s Charter and Code of Ordinances, and all other applicable codes, laws, rules, and regulations governing these services.

MINIMUM QUALIFICATIONS

1. Proposers must meet the following minimum qualifications in order to be considered responsive to this RFP:

a. As of the submission deadline, the Proposer shall have a minimum of three (3) years of experience satisfactorily providing the same or similar services requested under this RFP. Prior experience working with municipalities or other public entities preferred.

b. As of the submission deadline, the Proposer (if a corporation or limited liability company) shall be registered with the Florida Secretary of State and be in good standing.

2. Any Proposer that does not meet these minimum requirements shall not be eligible to be considered for placement on the list of qualified on-call Proposer

SUB-PROPOSERS

A Sub-Proposer is an individual or Proposer contracted by the Proposer to assist in the performance of services required under this RFP. A Sub-Proposer shall be paid through Proposer and not paid directly by the City. Sub-Proposers are permitted by the City in the performance of the services pursuant to the Contract. Proposer must clearly reflect in its RFP the Sub-Proposer(s) to be utilized in the performance of required services. The City retains the right to accept or reject any Sub-Proposer. Any and all liabilities regarding the use of a Sub-Proposer shall be borne solely by the successful Proposer and insurance for each SubProposer must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither the Successful Proposer nor any of its Sub-Proposers are considered employees or agents of the City. Failure to list all Sub-Proposers and provide the required information may disqualify any proposed Sub-Proposer from performing work pursuant to this RFP.

Proposers shall include in their Proposals the requested Sub-Proposer information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the successful Proposer(s), the Proposer shall provide a list of Proposers that the successful Proposer intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, and location of the place of business for each Sub-Proposer, the services the Sub-Proposer will provide relative to any Contract that may result from this RFP, Sub-Proposer’s hourly rates or fees, any applicable licenses, insurance, references, ownership, and other information required of the Proposer.

CONTRACTS, BILLING AND PAYMENT

1. The selected Proposer(s) will be expected to enter into a formal agreement at the time of the contract award. The selected Proposer(s) will also be expected to submit a scope of services for the purpose of carrying out a formal contract. A Scope of services and pricing shall be included in the award contract.

2. The City expects to sign a firm fixed price contract with the successful proposer for a five (5) year period with the expectation that an additional contract will be awarded for 2 additional one-year periods subject to the mutual consent of the City Manager and the proposer and approval of the City Council.

3. The total amount of compensation will be negotiated with the selected Proposer. No minimum amount of work or compensation will be assured to the retained Proposer(s).

Section 1: INTRODUCTION LETTER (not to exceed three pages) An introductory letter, introducing the Proposer including the corporate name (if applicable), address and telephone number of principal office, number of years in business and staff size. Include a reproduction of Corporate Charter Registration, if applicable. Indicate the primary person responsible for this project. Introduction shall be signed by an individual authorized to bind the firm.

Section 2: APPROACH TO THE SCOPE OF SERVICES (unlimited pages) The proposal shall include a description of the proposed general services engagement, with any exhibits or documentation deemed essential, addressing the following:

1) Overall approach and methods to accomplish the general planning services;

2) Working knowledge of the City of Homestead;

3) Describe the current work load of each person who will be involved in the Proposal;

4) Summarize other Proposer resources available to meet the City’s needs;

5) Provide information regarding any proposed innovative concepts that may enhance value and quality of the proposed work; and

6) Any favorable cost containment approaches or additional or alternative ideas that may be successful if implemented by the City.

Section 3: WORK EXPERIENCE The proposal shall include past performance, including the total number of similar entities to which the Proposer has provided general planning services. The Proposer shall list a minimum of three (3) projects it has worked on in the past five (5) years of similar scope and complexity. Emphasis should be on planning services provided for municipal clients within the State of Florida. The descriptions shall include: the client’s reference and contact information; key project staff; summary of the work performed; the contract amount; the schedule; and the project’s achievements, milestones and hardships. The Proposer may submit both as a prime and/or serve as a sub-Proposer under another Proposal.

Provide a minimum of five (5) references for which the Proposer provided a similar general planning service within the past five years of the scope and nature required by this RFP similar in size to the City of Homestead. These references must include, as a minimum: name of company; contact person; address; e-mail address; and telephone number. References shall include the general description of the project, the dates, and whether time lines were met.

Letters of Commendations or Recommendation may be included in this section.

Section 4: KEY STAFF EXPERIENCE AND QUALIFICATIONS Proposers shall submit the following information (for Proposer and any sub-Proposers) as described in the sections below:

1) Staffing levels at office locations;

2) Total staff available for this Proposal and the anticipated percentage of general planning work to be performed by various levels of staff including organizational chart.

3) Experience and qualifications of all key Proposer and Sub-Proposer players (Provide resumes and licenses of all persons who will be involved in the engagement of the general planning services.); and

4) List of tasks to be subcontracted out;

EVALUATION CRITERIA

Criteria Points Qualifications and Experience / Ability of Professional Personnel / Financial Availability of qualified personnel The quality of the firm’s professional personnel to be assigned to the engagement and the quality of the firm’s support personnel and continuity of staff.

Ability to perform additional services and provide technical support throughout the period of engagement Ability to meet set standards Previous contracting experience with the City and other governmental agencies Evidence of a capable and well-organized engagement team and management plan Evidence of insurance and/or bonding capacity Demonstrated experience performing municipal general planning services

Quality of Services Conveyance of a willingness to work with City staff to maximize resources The ability to satisfactorily convey, via the completeness and responsiveness of their Proposal, a depth of understanding of the Scope of Work and the firm’s capacity to accomplish it successfully High quality level of services to be provided to City Technical Approach to the Project/Scope of Work Approach to the Project and Methodology Understanding of City needs Technical Soundness of the proposal Applicability of the services offered Meeting the City's operational requirements

Fee Pricing Structure Fee Schedule work sheet Any other Costs

Other Overall completeness, clarity, and quality of proposal Location of firm Volume of Work in process

PROPOSER CHECKLIST

Note:

1) This Exhibit must be included in RFP immediately after the Letter of Transmittal.

2) RFP Package must be put together in the order set forth in this checklist.

3) Any supplemental materials must appear after those listed below and be tabbed “Additional RFP Information” ___________ Title Page ___________ Table of Contents ___________ Letter of Transmittal ___________ Copy of this Checklist (Exhibit A) ___________ Introduction Letter ___________ Approach to Scope of Services ___________ Work Experience ___________ Key Staff Experience and Qualifications ___________ Litigation and/or Terminations ___________ Cost Details

FORMS

______ Proof of Licenses ______ Information Statement (Exhibit B) ______ Nonocclusive Affidavit (Exhibit C) ______ Drug Free Workplace form (Exhibit D) ______ Scrutinized Companies Certification (Exhibit E) ______ Public Entity Crimes Form (Exhibit F) ______ Reference Form (Exhibit G) ______ Fee Schedule (Exhibit H)