The City of Henderson

Transcription

1 The City of Henderson P.O. Box 716 Henderson, Kentucky Finance Department Phone: FAX: May 22, 2014 TO: FROM: SUBJECT: All Prospective Proposers Paul Titzer, Assistant Finance Director RFQ/P Community Visionary Plan and Comprehensive Plan Update Addendum #1 We are extending the RFQ/P opening date until Thursday, June 12, 2014 at 4:00 p.m. Page 2, Paragraph 1: Sealed Qualifications/Proposals will be received at the City of Henderson Municipal Center, 222 First Street, Henderson, KY until Thursday, June 5, 2014, Thursday, June 12, 2014, at 4:00 p.m., for consulting services relating to the evaluation, public input and development of a Community Visionary Plan and Updated Comprehensive Plan for the Henderson/Henderson County Planning Commission.

2 Request for Qualifications/Proposals RFQ/P # Community Visionary Plan and Comprehensive Plan Update Consultant Services Request Prepared by: City of Henderson Visionary Committee PO Box 716 Henderson, KY Phone bnewman@cityofhendersonky.org

3 REQUEST FOR CONSULTANT SERVICES COMMUNITY VISIONARY PLAN Sealed Qualifications/Proposals will be received at the City of Henderson Municipal Center, 222 First Street, Henderson, KY until Thursday, June 5, 2014, at 4:00 p.m., for consulting services relating to the evaluation, public input and development of a Community Visionary Plan and Updated Comprehensive Plan for the Henderson/Henderson County Planning Commission. The City of Henderson intends to retain the services of a qualified consultant under a contract for service to implement the aforementioned plan. The scope of work shall include but not be limited to the outline as shown in Exhibit A of this request. There is no expressed or implied obligation by the City of Henderson to reimburse responding firms for any expenses they may incur in preparing their submittals or answering this request. All proposals must be received in a sealed envelope clearly marked: RFQ/P #14-14 COMMUNITY VISIONARY PLAN prior to the deadline listed above. Any proposal received at the designated location after the required time and date specified for receipt shall be considered late and non-responsive and will not be evaluated for award. The envelope should contain the firm s name and address on the outside of the envelope. If forwarded by carrier, the sealed envelope containing the proposal must be enclosed in another envelope addressed to: City of Henderson ATTN: Paul Titzer 222 First Street Henderson, KY NO FAXED OR RFQ/PROPOSALS WILL BE ACCEPTED or EVALUATED The City of Henderson reserves the right to reject any and all proposals or to accept the proposal evaluated to be in the best interest of the City and the general public. All proposals shall be evaluated on the following criteria: qualifications, experience, references, completed projects, and cost proposals. All questions shall be addressed to the attention of William L. Buzzy Newman, Jr., at bnewman@cityofhendersonky.org or

4 Submission Content and Guidelines One (1) original printed RFQ/proposal and seven (7) additional copies along with one (1) electronic copy (compact disk) submitted with sealed envelope Each proposal must include the following: Provide the following for your company: o Official registered name (Corporate, D.B.A, Partnership, etc) o Address if different from above address. o Direct Telephone Number o Fax Number o address o Person authorized to contractually bind the organization for any proposal against this request. Provide a brief history of the company, including year established and describe its experience with visionary/community planning processes. Provides resume(s) of person(s) that will be assigned to this project. Please identify all relative experience. Describe the company s approach to completing the outlined task. Include an understanding of City of Henderson current condition as well as its goal for this project. Provide examples of projects similar to this one that your company has participated in. Include the nature of the participation. Statement of availability. Cost proposal is to be placed in a separate sealed envelope to be included separate of the RFQ and labeled Cost Proposal. Please provide one (1) original and seven (7) copies of the cost proposal with your submission. Please provide in a clearly marked format Hourly Rates and all cost associated with your proposal including all itemized cost for each discipline and a total cost. 3

5 COMMUNITY VISIONARY PROCESS TIMELINE A. Task: Develop Scope of Work for an RFQ/RFP Target Date for Advertising - May 18, 2014 Date for Receiving - June 12, 2014 Date for Review/RFP - June 18, 2014 Interviews of 3 Firms - July 9, 2014 Award Contract - July 22, 2014 B. Task: Visionary Group Meetings Kick Off Meeting with Consultant - August 13, 2014 Group Meeting(s) with Consultant - August October, 2014 C. Task: Public Meetings - August October, 2014 D. Task: Meeting to Review Information November, 2014 E. Task: Public/User Group Review of Draft Document - November December, 2014 F. Task: Final Review / Committee - February, 2015 G. Task: Final Presentation to Community for Adoption March,

6 SCOPE OF WORK The scope of work for the Visionary Plan will include, but is not limited to, the following areas: Evaluate and build upon the overall community vision and growth vision. Evaluate and update Comprehensive Plan adopted in October, Analyze current conditions (land use; economic base; infrastructure; transportation; housing; recreation; conservation; growth in the area; hazard areas such as floodplains and environmental hazards. Analyze demographics; economic and workforce readiness. Coordinate internal focus groups and input processes that involve local City and County officials; KYNDLE; existing business; agriculture; not for profit organizations; development community; local educational institutions; public library and local residents. Evaluate and utilize regional Sustainable Evansville Area Coalition (SEAC) plan. Evaluate regional transportation plans. Assessment of existing public/recreational/sports programs and facilities and provide suggestions for creating and expanding into a master plan. Evaluate desired business/industry types and designed growth design and character. Coordinate with KYNDLE overall economic development vision with the overall growth vision of the community. Develop goals, objectives and strategies in areas such as: o Identity and vision o Existing neighborhood revitalization o New residential development o Growth management and annexation policy o Parks, Recreation and Tourism o Transportation and Infrastructure o Municipal and Community Services o Economic Development 5

7 o Education and Workforce Development o Downtown Historic Business District o Riverfront redevelopment 6

8 The scope of service will be delivered through the following four main tasks: Task 1: Task 2: Kick Off Meeting Identify steering committee Project team Schedule of preliminary meeting dates Communication processes (project team and public) and deliverables Information Gathering Preliminary information gathering/coordination Visioning, goal development and constraints analysis Preliminary analysis of data Stakeholder engagement (education; workforce; business; labor; elected officials; recreation; environmental; regional; transportation; land use; infrastructure; policy; etc.) Initial public engagement meeting Public information survey (electronic and mailed) Task 2 shall include deliverables which will include public display boards and handout materials. Number of meeting required will be based upon the consultant recommendation. Task 3: Analysis and update of Comprehensive Plan Element Review and update of the Henderson City-County Planning Commission Comprehensive Plan (adopted in October, 2011) in conjunction with the information gathered in this process. The components of the plan include, but are not limited to the following: Demographics Zoning, Land Use and Development History and Character of the Community Housing and Neighborhood Development/Redevelopment Natural Environment and Open Space as a Land Use Type Parks, Recreation, Greenways, Walking and Bikeway Plans Agriculture and Rural Land Use Hazard Areas (floodplain) Transportation (vehicular, pedestrian, bike and alternate means) Facilities and Infrastructure Land Use Policy 7

9 Economic Development and Growth Policy Economic Base The number of meetings required in Task 3 with the Planning Commission staff and/or Board and the public shall be determined by the consultant. The Planning Commission staff may provide assistance with information gathering functions. Task 4: Final Plan and Development Final Plan Development Final Plan Public Meeting Plan Adoption Final Deliverables INSURANCE Prior to entering into a contract with the City of Henderson the successful proposer must provide a Certificate of Insurance showing proof of insurance, which meets or exceeds requirements set forth in Standard Hold Harmless & Indemnification Clause, And Insurance Requirements Form v.5- Professional Consultant included in this bid offering. OCCUPATIONAL LICENSE TAX Respondent must be licensed to conduct business in the City of Henderson, KY in order to complete this contract. EVALUATION PROCESS The City of Henderson reserves the right to reject any and/or all proposals or to accept the proposal evaluated to be in the best interest of the City of Henderson. The method of award will be the highest scoring evaluated proposals in accordance with procurement requirements stated in the Kentucky Revised Statues, pertaining to Model Procurement Code as adopted by the City of Henderson. The maximum points assigned to each criteria and method of scoring shall be as listed in the following table: Criteria Maximum Points Method of Scoring Qualifications 25 Firm s approach that best meets the intent of the proposal request. Experience 25 Total experience of each key person will be considered with 25 points going to the company appearing to have the 8

10 most applicable experience in years. Each subsequent proposal will be ranked in accordance. References 25 Up to 5 points will be assigned for each favorable reference provided. Completed Projects 25 Evaluation of projects that were completed by the firm with support. Total 100 The evaluation will be conducted with respect to all submitted material with exception of cost. The top three (3) firms will be selected for either an onsite interview or other media means. Site interviews will be evaluated along with the cost proposals submitted originally. The evaluation will be based upon the following criteria: Criteria Maximum Points Method of Scoring Firm s oral/visual presentation. 20 Firm s ability to provide visual and oral presentation on their vision for Henderson. Sliding scale of Firm s documentation of completed projects similar in nature. Firm s ability to answer questions by the committee. 20 Firm s ability to demonstrate successful projects thru approved visionary plans. Sliding scale of Excellent 30 Good 20 Satisfactory 10 Unacceptable 0 Firm s cost proposal. 30 Lowest cost proposal 30 Second low cost 20 Third low cost - 10 Total 100 Prior to a contract being awarded to the lowest responsible and responsive offeror, a resident bidder of the Commonwealth of Kentucky shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder. 9

11 RESPONSIBILITY OF PROPOSER FORM This form must be completed in full and submitted with proposal. Misrepresentation or failure to complete will automatically disqualify proposal. All information is confidential and exempt from the Open Records Law, pursuant to KRS 45A.395. NAME Phone# ( ) ADDRESS Street or PO Box City State Zip Code 1. Type of services/supplies provided in normal course of business: 2. Length of time in business: 3. Experience in providing bid-required services/supplies: 4. Currently a party/defendant in lawsuit(s)? ( ) Yes ( ) No If yes, explain. 5. State past history as party/defendant in lawsuit(s) 6. Name of contract/product liability insurance carrier: Limits: $ 7. If construction bid: (a) how many other projects currently ongoing? (b) how many bids currently submitted elsewhere? (c) have books been audited by CPA? ( ) Yes ( ) No Date of last audit 8. List of reference (public or private) and contact person for whom similar services/supplies provided: Name of Firm Address Contact Person Name of Firm Address Contact Person Name of Firm Address Contact Person Note: If more space is needed, please attach separate sheet(s). I,, do solemnly swear that to the best of my knowledge and belief the above is true and accurate statement of facts. Signed Date State of County of Sworn to and subscribed before, me, a Notary Public, this day of, My commission expires Notary Public 10

12 STANDARD HOLD HARMLESS & INDEMNIFICATION CLAUSE, AND INSURANCE REQUIREMENTS FORM v.5 - PROFESSIONAL CONSULTANT - I. PROFESSIONAL HOLD HARMLESS AND INDEMNIFICATION CLAUSE Service Provider agrees to indemnify and hold harmless the City of Henderson and Henderson County Fiscal Court, its elected and appointed officials, officers, employees, agents and successors in interest from all claims, damages, losses and expenses including court costs, attorneys' fees, to the extent arising out of or resulting, directly or indirectly, from the Service Provider s (or Service Provider s subcontractor s) performance or breach of the contract, including claims resulting from negligent acts, errors or omissions. This Hold Harmless and Indemnification Clause shall in no way be limited by any financial responsibility or insurance requirements and shall survive the termination of this Contract. II. INSURANCE The Service Provider shall not commence work under this Contract until all insurance required under the Contract Document has been obtained and copies of policies or certificates thereof are submitted to and approved by the City of Henderson s Finance Department. The Service Provider shall not allow any subcontractor to commence work until the insurance required of such subcontractor has been obtained and copies of Certificates of Insurance retained by Service Provider evidencing proof of coverage. Prior to commencing work, the Service Provider shall maintain continuous liability coverage written on an occurrence basis or, if a claims made basis, with an extended coverage provision (ERP) option of not less than three years. Coverage will be provided through insurance companies licensed to do business in the State of Kentucky with a Best Rating of A- or better. Without limiting Service Provider s indemnification requirements, it is agreed that Service Provider shall maintain in force at all times during the performance of this agreement the following policy or policies of insurance covering its operations, and require subcontractor, if subcontracting is authorized, to procure and maintain these same policies until final acceptance of the work by the City of Henderson. The City of Henderson may require Service Provider to supply proof of subcontractor s insurance via Certificate of Insurance, or at City of Henderson s option, actual copies of policies. 11

13 The insurance to be procured and maintained and the minimum Limits of Liability shall be as follows, unless different Limits are specified by addendum to the Contract: 1. COMMERCIAL GENERAL LIABILITY, via the Occurrence Form, with a $1,000,000 Combined Single Limit for any one occurrence for Bodily Injury, Personal Injury and Property Damage. The insurance certificate shall show coverage limits for the following: a. General Aggregate b. Products/Completed Operations c. Personal & Advertising Injury d. Each Occurrence e. Medical Expenses (Any one person) f. Damage to Rented Premises (Each Occurrence) 2. WORKERS' COMPENSATION insuring the employers' obligations under Kentucky Revised Statutes Chapter 342 at Statutory Limits. 3. PROFESSIONAL LIABILITY INSURANCE (Either A or B below) with a $1,000,000 Limit of Liability per occurrence and a minimum $2,000,000 per annual aggregate. A) A Liability policy covering your firm's general practice (a Practice policy). OR B) Separate Project Errors and Omissions Insurance specifically insuring each Project The following policies are to contain or be endorsed to contain the following provisions: Commercial General Liability Coverage a) The City of Henderson, its elected and appointed officials, employees, and volunteers are added as an Additional Insured as respects liability arising out of activities performed by or on behalf of the Service Provider entering into this contract for service including the insured s general supervision of the premises owned, occupied or used by the Service Provider entering into this contract. b) The insurance coverage for the Service Provider entering into a contract shall be primary insurance as respects liability arising out of activities performed by or on behalf of the Service Provider entering into this contract for service including the insured s general supervision of the premises owned, occupied or used by the Service Provider entering into this contract. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, agents and successors and volunteers shall be excess of the Service Provider s insurance coverage and shall not contribute to it. 12

14 c) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected and appointed officials, employees, agents and successors and volunteers. All Coverage a) Each insurance policy required shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the City. b) Any deductibles or self-insured retentions must be declared to and approved by the City. c) Certificates of Insurance as required above shall be furnished to: CITY OF HENDERSON Finance Department 222 First Street Henderson, Kentucky FAX: (270) Miscellaneous Approval of the insurance by the City of Henderson shall not in any way relieve or decrease the liability of the Service Provider hereunder. It is expressly understood that the City of Henderson does not in any way represent that the specified Limits of Liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the Service Provider. The City shall not be obligated to review such insurance certificates, policies and endorsements, or to advise Service Provider of any deficiencies in such documents, and such receipt shall not relieve the Service Provider from or be deemed a waiver of the City s right to insist on strict fulfillment of Service Provider s obligations herein. OSHA Compliance The Service Provider entering into a contract agrees to comply with all appropriate federal and state OSHA laws, rules and regulations. The Service Provider entering into the contract shall have a safety policy based upon the applicable regulatory standards. Company Name or Name of Service Provider: Authorized Service Provider Signature: Date: It is expressly understood that no employer/employee relationship is created by this agreement nor does it cause Service Provider to be an officer or official of the City of Henderson. By executing this agreement, the parties hereto certify that its performance will not constitute or establish a violation of any statutory or common law principle pertaining to conflict of interest, nor will it cause unlawful benefit or gain to be derived by either party. 13

15 City of Henderson, Kentucky Invitation to Bid RFQ/P No PRICING SHEET Base Proposal per RFQ/P: Task No.: Task Description: Proposed Price: 1 Kick Off Meeting $ 2 Information Gathering $ 3 Analysis and Update of Comprehensive Plan Element $ 4 Final Plan and Development $ Hourly Rates for Key Personnel: $ Addendum received (the addendum number received or the word none if no addendum received) Non-Collusive Bid Statement: The undersigned bidder, having fully informed himself regarding the accuracy of the statements made herein, certifies that: (1) The bid has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with any other vendor of materials, supplies, equipment, or services described in the bid, designed to limit independent bidding or competition, and (2) The contents of the bid have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid, and will not be communicated by any such person prior to the official opening of the bid. Affix seal below if bid is by corporation. Signature of Authorized Official Name and Title (printed) Legal Name of Business Address Address Telephone Number Date This seal was herewith affixed in the presence of: Signature Title F 14

16 City of Henderson, Kentucky Invitation to Bid RFQ/P No REQUIRED AFFIDAVIT FOR BIDDERS CLAIMING KENTUCKY RESIDENT BIDDER STATUS The bidder or offeror hereby swears and affirms under penalty of perjury that, in accordance with KRS 45A.494(2), the entity bidding is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding: 1. Is authorized to transact business in the Commonwealth; 2. Has for one year prior to and through the date of advertisement a. Filed Kentucky corporate income taxes; b. Made payments to the Kentucky unemployment insurance fund established in KRS ; and c. Maintained a Kentucky workers compensation policy in effect. The City of Henderson reserves the right to request documentation supporting a bidder s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination. Signature Printed Name Title Date Company Name Address Subscribed and sworn to before me by (Affiant) (Title) of (Company Name) this day of, 20. Notary Public [seal of notary] My commission expires: 15