AGENDA MEMORANDUM

 

 

Meeting Date:           December 8, 2008

 

From:                          Mike Thornton, Purchasing Manager             

 

Subject:                      Resolution authorizing an agreement with James P. Senatore, Architect for condominium renovation design services

 

 

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of a professional services agreement with James P. Senatore, Architect for the total amount of $32,000.00.

 

Analysis:

The purpose of this solicitation is to establish a professional services agreement with a firm to provide professional design services as provided by FS 287.055, the Consultant’s Competitive Negotiations Act (CCNA). 

The scope of professional services includes all services related to architectural design and permitting plans for converting the Kristen Court apartment complex into condominium units.

 

On July 21, 2008, the Purchasing Division issued Request for Proposal (RFP) 80432 inviting interested and qualified firms to submit Technical Proposals/Qualifications Statements which demonstrated the professional qualifications and competence of their organization by responding to specific evaluation criteria published in the RFP, by which their proposals would be judged against to determine which would be best to serve the needs of the City. 

 

On August 19, 2008, the City received qualification statements from three design firms.  An evaluation committee consisting of staff from the Public Works, Environmental Services, Planning and Purchasing which were familiar with architect-engineering, management, and acquisition matters evaluated the responses which should have detailed their organization’s qualifications, specialized experience and technical competence in relation to the four evaluation elements of the RFP.

 

The issuance, evaluation, and negotiation of this solicitation has been conducted in compliance with the CCNA, Florida Statute 287.055 governing the “Acquisition of professional architectural, engineering, landscape architectural or surveying and mapping services,” which contains policy and procedural requirements to be followed when soliciting, evaluating and selecting contractors to perform professional services.  The CCNA requires the evaluation of current statements of qualifications and performance data, together with those that may be submitted by other firms regarding the proposed project demonstrating their qualifications, approach to the project, and ability to furnish the required services.

 

To comply with the CCNA the solicitation included established evaluation criterion elements successfully used to conduct similar CCNA type procurements previously.  The criterion, based on the scope of work, with their relative importance emphasized by maximum obtainable point values were:

·         Experience based on similar Residential Renovation projects - 35 points 

·         Experience of key personnel - 25 points

·         Project management experience - 25 points

·         Overall impression of experience and capabilities - 15 points

 

In the tradition of fundamental source selection principles which stress the need to adhere strictly to the evaluation criteria set forth in the RFP and following the evaluation and scoring methodology in the source selection/technical evaluation plan, the proposals were evaluated by the committee in a fair, uniform, and objective manner solely in accordance with the CCNA and evaluation criteria.

The result of those evaluations is detailed in the ranking list included here.

 

SUMMARY OF RANKING

 

Surveying Firm                                                           Rank

GatorSktch Architects, Inc., Clermont, FL

    1

Community Builders Group, LLC, Leesburg, FL

    2

Senatore Architects, Leesburg, FL

    3

 

 

For each firm evaluated, raw point scores assigned by each member were totaled and converted to a ranking.  The rankings for each firm were totaled and then converted to an overall ordinal score.  Using this method has proven to minimize the effects of large variances in any one evaluators’ scoring. 

 

During a consensus meeting the evaluators noted and discussed the strengths, weaknesses, and deficiencies; and the disparity of scores where the firms did not achieve at least 80 percent of the available points.  In this regard, the cause is mainly attributed to the lack of relevant information regarding competence and qualifications which the firms did not include in their responses.  

 

Task Order and Price discussions were initiated with the highest ranked firm, GatorSktch Architects, Inc., on September 25, 2008.  Following meetings and correspondence it became apparent an acceptable price could not be negotiated, in that the lowest rate finally established exceeded the available design budget by 400 percent.

 

As provided by CCNA, due to the unsuccessful negotiations with the highest ranked firm, the negotiation team considered initiating discussions with the second highest ranked firm, Community Builders Group, LLC.  However, the team became aware this firm would not be eligible for an award due to its delinquent indebtedness to the City.  This indebtedness warranted the firm be disqualified as not responsible.

 

Based on the above events and allowable provisions of CCNA, Task Order and Price discussions were initiated with the third highest ranked firm James P. Senatore, Architects on October 14, 2008, resulting in a Task Order and Flat Fee rate being established which was within the available design budget and acceptable to both parties as fair and reasonable.

 

Options:

1.         Approve execution of an agreement with Senatore Architects; or

2.         Not approve the selected firm and cancel the solicitation; whereby the City would not have a firm to perform residential renovation design services.

 

Fiscal Impact:

The funds for this project are available in the account number listed.

 

Submission Date and Time:    12/4/2008 4:20 PM____

 

Department:  Housing & Economic Dev._

Prepared by: Terry Pollard__________                     

Attachments: Yes ___X___   No   ______

Advertised:    Yes____________________                     

Dates:             July 20, 2008__________                                

Attorney Review :       Yes  X_  No __ __

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________JB______                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. 554-5540-554.31-10_____

 

Project No.   KC0000______________

 

WF No.          WF0571039 / 001______

 

Budget           $45,000.00____________

 

Available       $41,961.32_____________

 


 

 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH JAMES P. SENATORE, ARCHITECT TO PROVIDE CONDOMINIUM RENOVATION DESIGN SERVICES OBLIGATED PURSUANT TO REQUEST FOR PROPOSALS 80432; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with JAMES P. SENATORE, ARCHITECT whose address is 1317 SUMTER STREET, LEESBURG FLORIDA 34748 for condominium renovation design services pursuant to Invitation to Bid 80432.

 

             THAT this resolution shall become effective immediately.

 

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _8th____ day of __December_______ 2008.

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

__________________________

City Clerk