City of Hawthorne recently issued the following announcement.
The City of Hawthorne is accepting letters of interest and qualification statements for consideration in providing architectural services to plan for the historical restoration of the Hawthorne Historical Museum & Cultural Center.
Please read on for more details.
REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES
NO. 2021-01
In accordance with the provisions of Subsection 287.055, Florida Statutes, notice is hereby given that the City of Hawthorne, Florida (the City) will accept letters of interest and qualification statements for consideration until 2:00 P.M., local time, on or before, December 21, 2021, for providing architectural services to plan for the historical restoration of the Hawthorne Historical Museum & Cultural Center. It is the City's intention to contract with one qualified firm who can provide all the architectural planning services required for this project.
Copies of the solicitation package are on file at City Hall and are available on the City's webpage at www.cityofhawthorne.net under the Current Bids section or may be obtained in person from the City Clerk, 6875 SE 221st Street Hawthorne, FL 32640 (352) 481-2432.
All inquiries and questions regarding this RFQ must be made only to the contact person identified below and shall be made in writing and submitted by fax, email, or certified mail. Inquiries will be answered in writing. Addenda, if any, will be made available on the City's website.
Wendy Sapp
City of Hawthorne
PO BOX 1270
Hawthorne, FL 32640
(352) 481-2432
Qualified persons or firms desiring consideration shall submit four (4) complete sealed proposal packages, clearly marked "Sealed Proposal for Architectural Services" to the City Clerk at PO BOX 1270, Hawthorne, FL 32640 on or before the date and time stipulated above.
The City will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver any proposal by the deadline stated above. The City reserves the right to reject any or all submittals and to waive any or all non-substantial irregularities in items received whenever such rejection is in the best interest of the City, or to accept the proposal which best serves the best interest of the City.
In accordance with Florida Statutes 287.133(2)(a), any person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.
All firms are hereby placed on formal notice that neither the City Council, nor any employees of the City, nor any members of the Professional Services Review Committee are to be lobbied or queried in any manner, either individually or collectively, concerning this project. Any such activities may cause immediate disqualification for this project.
The City of Hawthorne will select and contract with the firm or firms deemed by the City to be the most qualified person(s) or firm(s) responding in accordance with the provisions of F.S.287.055 and policies of the City of Hawthorne.
PART 1- GENERAL INFORMATION
DEFINITIONS:
For the Request for Qualifications, the respondent shall mean any individual, firm, partnership, corporation, association, or other legal entity permitted by law to provide architectural services in the State of Florida. It is the City's intention to contract with one qualified person or firm who can provide all architectural services.
PURPOSE:
This Request for Qualifications (RFQ) provides guidelines for the submission of qualifications in response to the City of Hawthorne’s solicitation for respondents to provide architectural design services for providing for the restoration of the Hawthorne Historical Museum & Cultural Center. It is the City's intention to contract with one qualified firm who can provide all the architectural planning services required for this project.
ISSUING OFFICE AND LOCATION OF QUALIFICATIONS OPENING:
City of Hawthorne, 6875 SE 221st Street Hawthorne, FL 32640 (352) 481-2432.
INVITATION TO PROPOSE:
The City of Hawthorne is soliciting qualifications from respondents to provide architectural design services for the restoration of the Hawthorne Historical Museum & Cultural Center. It is the City's intention to contract with one qualified person or firm who can provide all architectural services required for this project, including site visits, field documentation, as-built drawings, schematic design, design development and construction documents.
CONTRACT AWARDS:
The City of Hawthorne anticipates entering into a contract for architectural services with one (1) respondent who submits the qualifications judged to be most advantageous to the City. The City anticipates awarding a contract to the respondent chosen but reserves the right to award in any fashion which is in the best interest of the City as solely determined by the City in its sole discretion.
The respondents understand that this RFQ does not constitute an agreement or a contract with the City. An official contract, or agreement, is not binding until the submission is reviewed and accepted by the City Council and executed by all parties.
The City reserves the right to reject all qualifications, to waive any informality, and to solicit and advertise for other qualifications.
The terms of a contract agreement will be negotiated between the City and the successful respondent(s) The consultant contract agreement shall contain all language required by law.
DEVELOPMENT COSTS:
Neither the City nor its representatives shall be liable for any expenses incurred about the preparation of a response to the RFQ. Respondents should prepare their submittals simply and economically, providing a straightforward and concise description of the respondent's ability to meet the requirements of the RFQ.
INQUIRIES:
The City will not respond to oral inquiries.
Respondents may submit written inquiries for interpretations of this RFQ to:
Wendy Sapp
City of Hawthorne
PO BOX 1270
Hawthorne, FL 32640
(352) 481-2432
The City will respond to written inquiries received at least four (4) working days prior to the date scheduled for receiving the qualifications. The City will record their responses to inquiries and any supplemental instructions in the form of written addenda. If issued, the City will post addenda on the City website at
www.cityofhawthorne.net under the Advertisements for Bids section, at least two working days before the date fixed for receiving the qualifications.
QUALIFICATIONS SUBMISSION AND WITHDRAWAL:
The City will receive qualifications at the following address:
City Clerk
City of Hawthorne
PO BOX 1270
Hawthorne, FL 32640
(352) 481-2432
To facilitate processing, mark the outside of the envelope in the lower left- hand corner as follows:
"SEALED PROPOSAL FOR ARCHITECTURAL SERVICES"
The envelope shall also include the respondent's return address in the upper left-hand corner. Respondents shall submit four (4) copies in a sealed, opaque envelope marked as noted above. The respondent may submit the qualifications by mail or in person.
NOTE: THE CITY MUST RECEIVE ALL QUALIFICATIONS BY 2:00 P.M. ON OR BEFORE December 21, 2021
The City will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver any proposal by the deadline stated above. Telephone confirmation of timely receipt of the proposal may be made by calling the City Clerk, (352) 481-2432. Qualifications received after the established deadline will not be opened and will be returned in their unopened state to the respondent.
PUBLIC OPENING: DECEMBER 21, 2021, AT 3:00 P.M. AT CITY HALL CONFERENCE ROOM
At the date and time specified, all timely qualifications packages that have been accepted by the City will be formally opened and conditionally accepted for consideration. The names of the firms submitting packages will be read aloud and recorded. Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public openings or meetings should contact the City Clerk, City of Hawthorne, 6875 SE 221st Street, Hawthorne, FL 32640, (352) 481-2432, City Clerk at least five (5) days prior to the scheduled opening date.
Respondents may withdraw their submissions by notifying the City in writing at any time prior to the opening. Respondents may submit its withdrawal in person, or by an authorized representative. Respondents and authorized representatives must provide the letter of withdrawal, picture identification, proof of authorization (in the case of authorized representatives), and provide the City with a signed receipt for the qualification package.
Qualifications, once opened, become the property of the City and will not be returned to the respondent. Qualifications, once opened, become "public records" and are subject to the provisions of the Florida Public Records Law. As such, they are subject to public disclosure in accordance with Chapter 119, Florida Statutes.
ADDENDA:
If revisions become necessary, the City will provide written addenda , which will be available to all respondents on the City's website at www.cityofhawthorne.net under the Advertisement for Bids section at least two (2) working days before the date affixed for receiving the qualifications.
INSURANCE:
The respondent, if awarded a contract, shall maintain insurance coverage reflecting the minimum amounts and conditions as required by the City.
LOBBYIST DISCLOSURE REQUIREMENT:
Any professional consultant who utilizes the services of a lobbyist is required, by responding to this request, to make full disclosure to the City concurrently with the submission.
Such disclosure shall include the following:
• The name of any lobbyist employed directly or indirectly by the consultant for influencing or attempting to influence the selection of a professional consultant by the City.
• The name, address and telephone and fax numbers of the lobbyist.
• The length of such agreement, contract, or understanding and the amount of any fee, gratuity, compensation or consideration paid or promised to be paid to the lobbyist either before or after hiring, whether the same is set out as compensation for the lobbyist or is for other services.
This disclosure shall be submitted with the qualifications and will be filed with the City Clerk and such records shall be open to the public.
PUBLIC ENTITY CRIMES:
A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit qualifications or contract with the City to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided for in SS. 287.D17 for CATEGORY TWO for a period of 36 months from the date being placed on the convicted vendor list
PART 2 - STATEMENT OF WORK
The City of Hawthorne plans to retain the services of a firm to provide architectural services for planning for the restoration of the Hawthorne Historical Museum & Cultural Center, with an anticipated construction budget of $238,000 for primarily exterior historic restoration work. A complete scope of services will be issued in the form of a contract executed by both parties and will detail the tasks to be accomplished and the associated fee.
The qualified firm shall demonstrate similar experience with (3) municipalities and (3) historic restoration/renovation projects similar or greater in size to this proposed project.
The City has a preference to support local businesses. Firms within 90 miles of the City Hall site will be given special considered.
PART 3 - INSTRUCTIONS FOR PREPARING SUBMISSIONS. RULES FOR SUBMISSIONS
The submission must name all persons, entities or join ventures interested in the project. The proposal must declare that it is made without collusion with any other person, or entity, submitting a proposal pursuant to the RFQ.
SUBMISSION FORMAT:
Responses to each of the following topics must be limited to a maximum of two pages and all text must be 12 pt. type. Should further clarification or examples (beyond 2 pages) be necessary, an appendix may be added to the back of the proposal provided it is properly referenced within the two-page description. Unreferenced or poorly organized appendices will not be considered.
Letter of Transmittal:
• This letter will summarize in a brief and concise statement, the respondent's qualifications for a historical project.
• An official authorized to negotiate for the respondent must sign the letter of transmittal.
• Office Location:
• The location of the office that will have responsibility for this project.
• The key personnel in that office.
• Project Team:
• The respondent shall provide the City with the resumes of all primary individuals involved .
• The respondent must supply a copy of all appropriate Florida business license(s).
• In addition, the respondent must indicate the type of organization (i.e., individual, partnership, corporation, joint venture, etc.) and year established.
• Identify principals of the firm.
• Identify proposed project manager.
• Project Understanding:
• Describe your understanding of the City's needs and the methods you will use to ensure proper completion of the work proposed.
• Previous Experience with Similar Projects:
• Summarize previous experience of the key personnel with projects that are similar in nature and scope to the proposed work.
• The qualified firm shall demonstrate similar experience with (3) municipalities and (3) historic restoration/renovation projects similar in size to this proposed project.
• Qualification Summary:
• Summarize what you consider are the qualifications of your firm and/or team that make you the most qualified firm to perform the work associated with this project.
• References:
• Provide three references for municipal projects successfully completed.
• Other Information:
• This section shall be for other information the respondent wishes to include but is limited to 4 pages.
• Florida Small and Minority Business Status:
• State whether you are a certified minority/women business enterprise MWBE as defined by the Florida Small and Minority Business Assistance Act or designated as a Local Developing Business LDB.
PART 4- EVALUATION OF SUBMISSIONS: EVALUATION METHOD AND CRITERIA:
The City shall be the sole judge of its own best interest, the submission and the resulting negotiated agreement. In all instances, the City's decision will be final. As part of the submittal package, firms are asked to submit statements of qualifications, experience, and references of other projects that have involved their respective firms.
The City's evaluation criteria will include, but not be limited to, consideration of the following:
- Overall capabilities and experience of both firm and key individuals.
- Specific experience of firm and key individuals in assisting municipalities with similar statements of work.
- Knowledge of, and approach to performing the statement of work.
- Location of the firm.
- Past project references.
The City will evaluate the written qualifications submitted by the firms regarding the proposed project. The City may require presentations regarding their qualifications, approach to the statement of work, and ability to furnish the required services. The City reserves the right to select qualified firms based on the received responses.
NEGOTIATIONS:
After the City ranks the firms, City staff will take the proposed ranking to the City Council for approval and permission to start negotiating with the top ranked firm(s). After staff concludes negotiations with the firm(s) selected by the City Council, staff will present the results of the negotiations to the City Council with its recommendation. If the City Council determines that staff is unable to negotiate a satisfactory contract with the firm(s) considered to be the most qualified at a price the City determines to be fair, competitive, and reasonable, negotiations with that firm, or firms, shall be formally terminated. Should the City be unable to negotiate a satisfactory contract with the selected firm(s), the City may select additional firms in order of their competence and qualifications and continue negotiations until an agreement is reached. However, the City reserves the right to reject all qualifications, waive any irregularities and solicit and re-advertise for other qualifications.
Original source can be found here.
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