M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: November 20, 2013
Re: Award of Request for Qualifications (RFQ) #13-07 General Planning Services
REQUESTtitle
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, RELATING TO PROFESSIONAL SERVICES; APPROVING THE QUALIFICATIONS OF THE FIRMS TO PROVIDE GENERAL PLANNING SERVICES TO THE TOWN; AUTHORIZING THE TOWN MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH SUCH QUALIFYING FIRMS; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
The Town Council adopted Resolution# 12-60, authorizing staff to issue a Request for Qualifications (RFQ #13-07), to identify the best available consultants to provide General Planning Services to the Town. (Attachment A) The selected consultants will prepare and review technical documents, review traffic studies and development applications, and support Town staff.
This RFQ was advertised on August 30, 2013 in the Daily Business Review. (Attachment B) A “mandatory” pre-bid meeting was held on Monday, September 16, 2013, at Town Hall, Council Chambers. In attendance there were ten (10) people representing nine (9) potential bidders. (Attachment C) The RFQ was due on October 11, 2013, at which time, the Town received four (4) sealed proposals. (Attachment D)
A Selection Committee was established by the Town Manager, which included the Community Development Director, Parks and Recreation Director, and Town Planner. The Committee performed primary screening and reviewed of each submittal. The evaluation criteria for the selection committee were established by RFQ # 13-07. Each Committee member was awarded points in five (5) different scoring categories. Based on the Committee ranking three (3) firms (Calvin, Giordano & Associates, Iler Planning and the Corradino Group were short-listed for presentation. (Attachment E) On Thursday, October 31, 2013, the short-listed firms made a presentation to the Selection Committee.
After the meeting, the members of the Committee evaluated each firm’s presentation individually consistent with the requirements set forth in the RFQ #13-07. Thereafter, the presentation and proposal scores were calculated to determine the two (2) top ranked firms. (Attachment F)
The firm receiving the highest total ranking (presentation (25%) and proposal (75%)) from the Committee was Calvin, Giordano & Associates, and Iler Planning. (Attachments G.1 and G.2) These firms provide the technical expertise and knowledge to assist the Town with its planning needs, especially in the areas of comprehensive planning and traffic engineering. In addition, the professionals assigned to this contract have extensive experience and planning knowledge and have participated on similar assignments for communities within south Miami-Dade County.
The Selection Committee’s “final” rankings and total scores from the presentation is as follows:
FIRM SCORE
Calvin, Giordano & Association 277
Iler Planning 269.7
The Corradino Group 269.2
On November 8, 2013, Mr. Joseph M. Corradino, AICP, President, the Corradino Group, Inc. submitted a letter to the Town Manager requesting that all three firms shortlisted be included in the recommendation to the Council. A copy of Mr. Corradino’s letter is provided in Attachment H.
RECOMMENDATION
We recommend approval of the attached Resolution containing the Selection Committee’s recommendations and authorization for the Town Manager to negotiate a Professional Services Agreement (PSA) with the top ranked selected firms Calvin, Giordano & Associates, and Iler Planning.
Attachments:
Ø Attachment A - Request for Qualification Number 13-07
Ø Attachment B - Daily Business Review Advertisement
Ø Attachment C - Mandatory Pre-Bid Meeting Sign-in Sheet
Ø Attachment D - Selection Committee Appointment Memorandum
Ø Attachment E - Selection Committee Proposal Review and Short-Listing Memorandum
Ø Attachment F - Selection Committee Presentation Ranking Memorandum
Ø Attachment G.1 - Calvin Giordano & Associates Proposal
Ø Attachment G.2 - Iler Planning Proposal
Attachment H - Letter to Town Manager from The Corradino Group