M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: September 17, 2014
Re: Award of Request for Qualifications (RFQ) #14-05
Professional Engineering Services
REQUEST
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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 PROFESSIONAL ENGINEERING 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# 14-32, authorizing staff to issue a Request for Qualifications (RFQ #14-05), to identify the best available consultants to provide Professional Engineering Services to the Town. (Attachment "A") The selected consultants will provide the Town professional engineering services, in the following service categories: General Civil Engineering, Transportation Planning and Engineering, Update the 2007 Stormwater Master Plan, and Landscape Architecture, as outlined in RFQ # 14-05.
This RFQ was advertised on May 30, 2014 in the Daily Business Review. (Attachment "B") A "Mandatory" pre-bid meeting was held on June 18, 2014, at Town Hall, Council Chambers. In attendance there were twenty-four (24) individuals representing twenty two (22) potential bidders. (Attachment "C"). The RFQ was due on July 11, 2014, at which time; the Town received fourteen (14) sealed proposals. (Attachment "D").
A Selection Committee was established by the Town Manager, which included the Public Works Director, Interim Community Development Director, and Stormwater Utility Manager (Attachment "E"). Individual Committee members performed preliminary screening and reviewed each of the fourteen (14) bid submittals. The evaluation criteria for the selection committee were established by RFQ # 14-05. Each Committee member awarded points in for each scoring category, outlined in the RFQ. Based on the Committee's short list rankings, five (5) firms were selected to perform Oral Presentations; August 19 thru 20, 2014 at Town Hall. Each of the selected short-list firms, were allowed thirty (30) minutes, to complete their firms Oral Presentations, before the Town's Selection Committee.
After the Oral Presentations, the members of the Committee scored each firm's presentation individually consistent with the requirements set forth in the RFQ. Thereafter, the presentation and proposal scores were calculated to determine the three (3) top ranked firms. (Attachment "D")
The firms receiving the highest total ranking (presentation (25%) and proposal (75%)) from the Committee was Marlin Engineering, R.J. Behar & Company Inc., and Stantec Consulting Services, Inc. (Attachments F.1, F.2, and F.3)
The Selection Committee's "final" rankings and total scores from the presentation is as follows:
FIRM COMBINED SCORE
Marlin Engineering 95.00
R.J. Behar & Company, Inc. 93.375
Stantec Consulting Services, Inc. 92.25
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 three (3) ranked selected firms Marlin Engineering, R.J. Behar &Company, Inc., and Stantec Consulting Services, Inc.
Attachments:
Ø Attachment A - RFQ # 14-05 - Professional Engineering Services
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.1 - Marlin Engineering Bid Submittal
Ø Attachment F.2 - R.J. Behar & Company Submittal
Ø Attachment F.3 -Stantec Consulting Services, Inc. Submittal