1524 Renaissance Plng Group Comm Visioning/Strategic Plng15Z�
PURCHASING DEPARTMENT
TRANSMITTAL MEMORANDUM
Tuesday, July 31, 2012
To: City Clerk and City Manager
RE Executed Contract for RFQ 11/12 -09 Community Visioning And Strategic Planning for
The Renaissance Planning group Inc.
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑ Development Order ❑ Mayo si nature Ci (t t 1
0 Final Plat (original mylars) �_ - ng _ V '1 (� N V
L f C A.
❑
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Maintenance Bond
❑
Ordinance
❑
Performance Bond
❑
Resolution
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--=-- Return originals to Purchasing
❑ Return copies
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Special Instructions:
Execute contract
Marisol Ordonez
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Rendering
Safe keeping (Vault)
Payment Bond
�Ity Clerk Attest /Signature\
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Date
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DOCUMENT APPROVAL 7/31/2012 3:34 PM
Contract Agreement Name Executed Contract for RFQ 11/12 -09 Community
Visioning And Strategic Planning for The Renaissance Planning group Inc.
Approval:
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Finance Director
City Of Sanford
Agreement With The Renaissance Planning Group, Inc.
For The Provision Of Professional Planning Services Pertaining To
Community Visioning And Strategic Planning
This Agreement is made and entered into on the dates set forth below by and between
the: City of Sanford, whose address is 300 North Park Avenue; Sanford, Florida 32771; a
municipal corporation of the State of Florida, holding tax exempt status, hereinafter
referred to as the "City," and the Renaissance Planning Group, Inc., a Florida corporation
authorized to do business in the State of Florida, whose address is: 121 South Orange
Avenue, Suite 1200, Orlando, Florida 32801, sometimeshereinafter referred to as the
"Consultant ". The City and the Consultant are collectively referred to herein as the
"parties ".
Witnesseth:
Whereas, the City desires to retain the Consultant for the work identified identified in
Solicitation Number RFQ 11/12 -09 which is specific to the City's project for Community
Visioning and Strategic Planning; and
Whereas, the Consultant hereby warrants and represents to the City that it is
competent and otherwise able to provide professional and high quality services to the City;
and
Whereas, the Consultant hereby warrants and represents to the City that it is ready,
willing and able to provide services for the project identified above requiring the provision of
planning services in order to meet the needs and requirements of the City with regard to
those matters and related work; and
Whereas, the references to the provisions of services to the City may include the
provision of goods and the term "Work Order" shall include the term "Purchase Order"
herein when the context and actions of the parties so require; and
Whereas, this Agreement is not subject to the provisions of the Consultants
Competitive Negotiations Act and shall be guided and regulated by that controlling State
law in every respect and in every nature,
Now, Therefore, in consideration of the mutual covenants and agreements
hereinafter contained and other good and valuable consideration, the receipt and
sufficiency of which is hereby acknowledged, it is agreed by and between the parties
hereto as follows:
Section 1: Definitions.
Ad valorem - In proportion to the estimated value of the goods taxed.
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Agreement — This document and all subsequent work orders or related contractual
documents between the City and Consultant.
Billing Period — The period of time between project commencement to the close of the
current period, (inclusive); or from the close of the previous billing period, (exclusive), to the
close of the current period, usually concurrent with the month. In no case shall this period
be less than one calendar month except for the final Billing Period.
Bona Fide - Made or carried out in good faith; sincere.
CSC — The City of Sanford, a municipal corporation of the State of Florida holding tax
exempt status.
Consultant - To include all principals of the Consultant including, but not limited to, full and
part time employees, professional or otherwise, and all other agents employed by or for
Consultant to perform its obligations hereunder.
Description of Services - The Scope of Services for the initial work to be performed
under the provisions of this Agreement is set forth in several of the exhibits to this
Agreement. Subsequent work may be assisgned by issuance of a Work Order or Work
Orders and shall bedescribed in written paragraph form resonably describing those
services the City has directed the Consultant to provide. The description shall be written in
such a manner that the type of service is clearly provided, but broad enough that all
services reasonably expected of the Consultant, including services provided by partners,
subconsultants, and other supporting professionals, that shall be provided to the City.
Designated Representative — A person who administers, reviews, and coordinates the
provision of services. This definition applies equally to the City and to the Consultant.
Force Majeure -Force Majeure shall include, but not be limited to, hostility, revolution, civil
commotion, strike, epidemic, fire, flood, wind, earthquake, explosion, any law,
proclamation, regulation, or ordinance or other act of government, or any act of God or any
cause whether of the same or different nature, existing or future; provided that the cause
whether or not enumerated in this Agreement is beyond the control and without the fault or
negligence of the party seeking relief under this Agreement. In the context of this
Agreement, force majeure shall not prevent the Consultant from performing , or provide an
execuse for non - performance, if those matters relate to the hurricane or similar storm or
event to which the services of the Consultant are to relate in the first instance,
Law - Said phrase shall include statutes, codes, rules, and regulations of whatsoever type
or nature enacted or adopted by a governmental entity of competent jurisdiction.
Pari Materia — of the same matter; on the same subject. Laws pari materia must be
construed with reference to each other /together when related to the same matter or
subject. The provisions of a contract/agreement are to be construed together with no
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isolated construction of a particular provision such that it would defeat the overall intent of
the contract/agreement.
Submittals — Any item required by this Agreement that the Consultant must provide the
City either for inclusion as part of this Agreement or not.
Work Order - A detailed description of quantities, services, and a completion schedule
provided on a City prescribed form describing all work associated with the service to be
provided by the Consultant to the City for an agreed price referencing this Agreement by
title and date.
Section 2: Captions /Findings.
The Section headings and captions of this Agreement are for convenience and reference
only and in no way define, limit, describe the scope or intent of this Agreement or any part
thereof, or in any way affect this Agreement or construe any provision of this Agreement.
Section 3: Extent Of Agreementllntegration /Amendment.
(a) This Agreement, together with the exhibits, constitute the entire integrated
Agreement between the City and the Consultant and supersedes all prior
written or oral understandings in connection therewith. This Agreement, and
all the terms and provisions contained herein, including without limitation the
exhibits, regardless as to whether they are attached, constitute the full and
complete agreement between the parties hereto to the date hereof, and
supersedes and controls over any and all prior agreements, understandings,
representations, correspondence, and statements, whether written or oral.
The provisions of the Consultant's response and submissions thereto are
exhibits to this Agreement and are deemed to be set forth herein as if fully
set forth herein verbatim regardless of whether or not attached hereto.
(b) This Agreement may only be amended, supplemented, or modified by a
formal written amendment.
(c) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by
the parties.
Section 4: No General City Obligation.
(a) In no event shall any obligation of the City under this Agreement be or
constitute a general obligation or indebtedness of the City, a pledge of the ad
valorem taxing power of the City or a general obligation or indebtedness of
the City within the meaning of the Constitution of the State of Florida or any
other applicable laws, but shall be payable solely from legally available
revenues and funds.
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(b) The Consultant shall not have the right to compel the exercise of the ad
valorem taxing power of the City. The Consultant shall not have the right to
compel the City to submit any grant application or any application for
approval to any entity regardless of whether public or private.
Section 5: Consultant Understanding Of Services Required.
(a) Execution of this Agreement by the Consultant is a representation that the
Consultant is familiar with local conditions and with the services to be
performed and the needs of the City. The Consultant shall make no claim for
additional time or money based upon its failure to comply with this
Agreement. The Consultant has informed the City, and hereby represents to
the City, that it has extensive experience in performing and providing the
services and /or goods described in this Agreement and identified in the
exhibits and to be identified in the Work Orders, and that it is well acquainted
with the components that are properly and customarily included within such
projects and the requirements of laws, ordinances, rules, regulations, or
orders of any public authority or licensing entity having jurisdiction over City
projects. Execution of this Agreement, as well as any subsequent Work
Order, shall be an affirmative and irrefutable representation by the
Consultant to the City that the Consultant is fully familiar with any and all
requisite work conditions of the provisions of the services. The Consultant
represents that all submissions to the City are true and correct and that the
Consultant has, and shall maintain, the expertise and ability to provide
services to the City as needed and as outlined in the documents
incorporated herein.
(b) The recitals herein are true and correct and form and constitute a material
part of this Agreement upon which the parties have relied.
(c) It is agreed that nothing herein contained is intended or should be construed
as in any manner creating or establishing a relationship of co- partners
between the parties, or as constituting the Consultant (including, but not
limited to, its officers, employees, and agents) the agent, representative, or
employee of the City for any purpose, or in any manner, whatsoever. The
Consultant is to be and shall remain forever an independent contractor with
respect to all services performed under this Agreement.
(d) Persons employed by the Consultant in the provision and performance of the
services and functions pursuant to this Agreement shall have no claim to
pension, workers' compensation, unemployment compensation, civil service
or other employee rights or privileges granted to the City's officers and
employees either by operation of law or by the City.
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Section 6: General Provisions.
(a) Each party hereto represents to the other that it has undertaken all
necessary actions to execute this Agreement, and that it has the legal
authority to enter into this Agreement, and to undertake all obligations
imposed on it. The persons executing this Agreement for the Consultant
certify that they are authorized to bind the Consultant fully to the terms of this
Agreement.
(b) This Agreement is for projects relating to the provision of planning services in
order to meet the needs and requirements of the City with regard to those
matters and related work as needed to support the City's operations,
programs and projects as set forth herein and as otherwise directed by the
City.
(c) The Consultant acknowledges that the City may retain other Consultants to
provide the same types of services for diverse City projects. The City
reserves the right to select which Consultant shall provide services for City
projects. Coordination between said other consultants and the Consultant
may be necessary from time -to -time for the successful completion of work.
The Consultant agrees to provide such coordination as necessary within the
Scope of Services and with regard to each Work Order.
(d) Time is of the essence of the lawful performance of the duties and
obligations contained in this Agreement to include, but not be limited to, each
Work Order. The parties covenant and agree that they shall diligently and
expeditiously pursue their respective obligations set forth in this Agreement
and each Work Order.
(e) The Consultant will maintain an adequate and competent staff or
professionally qualified persons throughout the performance of this
Agreement to ensure acceptable and timely completion of the initial work
and the work under each Work Order.
(f) Requirements for signing and sealing plans, reports, and documents
prepared by the Consultant shall be governed by the laws and regulations of
Seminole County and State and Federal regulatory agencies.
(g) The Consultant hereby guarantees the City that all material, supplies,
services, and equipment as listed on a Purchase Order meet the
requirements, specifications, and standards as provided for under the
Federal Occupations Safety and Health Act of 1970, as from time -to -time
amended and in force on the date hereof.
(h) No claim for services furnished by the Consultant not specifically provided for
herein shall be honored by the City.
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Section 7: Codes And Design Standards.
(a) All the services to be provided or performed by the Consultant shall in the
minimum be in conformance with commonly accepted industry and
professional codes and standards, standards of the City, and the laws of any
Federal, State, or local regulatory agencies.
(b) The Consultant shall be responsible for keeping apprised of any changing
laws applicable to the services to be performed under this Agreement.
Section 8: Subconsultants /contractors.
(a) Any Consultant proposed subconsultant/contractor(s) shall be submitted to
the City for written approval prior to the Consultant entering into a
subcontract. Subconsultant/contractor information shall include, but not be
limited to, State registrations, business address, local business tax proof of
payment, and insurance certifications.
(b) The Consultant shall coordinate the provision of services and work product of
any City approved subconsultant/contractor(s) and remain fully responsible
for such services and work under the terms of this Agreement.
(c) Any subcontract shall be in writing and shall incorporate this Agreement and
require the subconsultant/contractor(s) to assume performance of the
Consultant's duties commensurately with the Consultant's duties to the City
under this Agreement, it being understood, however, that nothing herein shall
in any way relieve the Consultant from any of its duties under this
Agreement. The Consultant shall provide the Citywith executed copies of all
subcontracts.
Section 9: Assignability.
The Consultant shall not sublet, assign, or transfer any interest in this Agreement, or claims
for the money due or to become due out of this Agreement to a bank, trust company, or
other financial institution without written City approval. When approved by the City, written
notice of such assignment or transfer shall be furnished promptly to the City.
Section 10: Commencement/implementation Schedule Of Agreement.
(a) The Consultant shall commence the provision of services as described in this
Agreement immediately upon execution of this Agreement and upon the
execution of any subsequnet Work Order.
(b) The Consultant and the City agree to make every effort to adhere to the
schedules established for the various Work Orders as described in each
Work Order. However, if the Consultant is delayed at any time in the
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provision of services by any act or omission of the City, or of any employee
of the City, or by any other consultant employed by the City, or by changes
ordered by the City, or by strikes, lock outs, fire, unusual delay in
transportation, unavoidable casualties, or any other allowable cause of force
majeure, as may be permitted under this Agreement, and not resulting from
the inactions or actions of the Consultant and beyond the Consultant's
control which would not reasonably be expected to occur in connection with
or during performance or provision of the services, or by delay authorized by
the City pending a decision, or by any cause which the City shall decide to
justify the delay, the time of completion shall be extended for such
reasonable time as the City may decide in its sole and absolute discretion. It
is further expressly understood and agreed that the Consultant shall not be
entitled to any damages or compensation, or be reimbursed for any losses
on account of any delay or delays resulting from any of the aforesaid causes
or any other cause whatsoever.
Section 11: Length Of Agreement.
(a) Unless terminated, this Agreement shall be in effect until September 30,
2013 and shall automatically renew, thereafter, for one -year periods unless
action to terminate this Agreement is taken by a party consistent with the
provisions of this Agreement.
(b) Should the City wish to not have this Agreement automatically renewed, the
City shall provide written notice to the Consultant thirty days prior to the
automatic renewal subject; however, to the completion of all pending Work
Orders. The City's decision whether or not to renew this Agreement is a
decision in which the City is vested with full and plenary discretion and
authority.
Section 12: Description Of Services.
(a). The Consultant agrees to provide planning services in accordance with the
Scope of Service described in the exhibits and all Work Orders and other
directions consistent with this Agreement issued by the City to the Consultant
from time -to -time. The Consultant shall provide to the City all labor, services,
equipment, materials, and supplies necessary to accomplish the provision of
the services set forth herein. The initial work and any work described in
subsequent Work Orders shall be accomplished in accordance with the time
requirements established with the City.
(b) The Consultant shall provide professional services to and for the benefit of
the City in support of its projects in order to meet the needs and
requirements of the City with regard to those matters and related work.
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Section 13: Consultant Responsibilities.
(a) The Consultant shall be responsible for the professional quality, accepted
standards, technical accuracy and the coordination of all services furnished
by the Consultant under this Agreement as well as the conduct of its staff,
personnel, employees, and agents. The Consultant shall work closely with
the City on all aspects of the provision of the services. With respect to
services, the Consultant shall be responsible for the quality, technical
accuracy, competence, methodology, accuracy, and the coordination of all of
the following which are listed for illustration purposes and not as a limitation:
documents, analysis, reports, data, plans, plats, maps, surveys,
specifications, and any and all other services of whatever type or nature
furnished by the Consultant under this Agreement. The Consultant shall,
without additional compensation, correct or revise any errors or deficiencies
in its plans, analysis, data, reports, designs, drawings, specifications, and
any and all other services of whatever type or nature.
(c) The Consultant shall furnish a Consultant Designated Representative to
administer, review, and coordinate the provision of services under each Work
Order as well as the services required by the City as a general matter.
(d) Neither City review, approval, or acceptance of, nor payment for, any of the
services required under this Agreement shall be construed to operate as a
waiver of any rights or of any cause of action arising out of the performance
of this Agreement. The Consultant shall be and shall remain liable to the City
in accordance with applicable law for all damages to the City caused by the
Consultant's negligent or improper performance or failure to perform any of
the services furnished under this Agreement.
(e) The rights and remedies of the Consultant provided for under this
Agreement, are in addition to any other rights and remedies provided by law.
(e) In the event the Consultant fails to comply with the terms and conditions of
this Agreement, the City shall notify the Consultant's Designated
Representative in writing so that the Consultant may take remedial action.
(f) Time is of the essence in the performance of all services provided by the
Consultant under the terms of this Agreement and each and every Work
Order.
Section 14: City Rights And Responsibilities.
(a) The City shall reasonably cooperate with the Consultant in a timely fashion at
no cost to the Consultant as set forth in this Section.
(b) The City shall furnish a City Designated Representative to administer,
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review, and coordinate the provision of services under each Work Order.
(c) The City shall make City personnel available where, in the City's opinion,
they are required and necessary to assist the Consultant. The availability
and necessity of said personnel to assist the Consultant shall be determined
solely at the discretion of the City.
(d) The City shall furnish the Consultant with existing data, records, maps, plans,
specifications, reports, fiscal data, and other engineering information that is
available in the City's files that is necessary or useful to the Consultant for
the performance of the Work. All such documents conveyed by the City shall
be, and remain the property of, the City and shall be returned to the City
upon completion of the Work to be performed by the Consultant.
(e) The City shall, if it so desires, examine all Consultant reports, sketches,
drawing, estimates, proposals, and other documents presented to the City
and indicate the City's approval or disapproval within a reasonable time so as
not to materially delay the provisions of the services of the Consultant.
(f) The City shall provide access to and make provisions for the Consultant to
enter upon public and private lands as required for the Consultant within a
reasonable time to perform work as necessary to complete the Work Order.
(g) The City shall transmit instructions, relevant information, and provide
interpretation and definition of City policies and decisions with respect to any
and all materials and other matters pertinent to the services covered by this
Agreement.
(h) The City shall give written notice to the Consultant whenever the City's
Designated Representative knows of a development that affects the services
provided and performed under this Agreement, timing of the Consultant's
provision of services, or a defect or change necessary in the services of the
Consultant.
(i) The rights and remedies of the City provided for under this Agreement are in
addition to any other rights and remedies provided by law; the City may
assert its right of recovery by any appropriate means including, but not
limited to, set -off, suit, withholding, recoupment, or counterclaim, either
during or after performance of this Agreement.
(j) The City shall be entitled to recover any and all legal costs including, but not
limited to, attorney fees and other legal costs that it may incur in any legal
actions it may pursue in the enforcement of the terms and conditions of this
Agreement or the responsibilities of the Consultant in carrying out the duties
and responsibilities deriving from this Agreement.
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(k) The failure of the City to insist in any instance upon the strict performance of
any provision of this Agreement, or to exercise any right or privilege granted
to the City hereunder shall not constitute or be construed as a waiver of any
such provision or right and the same shall continue in force.
(1) Neither the City's review, approval or acceptance of, nor payment for, any of
the services required shall be construed to operate as a waiver of any rights
under this Agreement nor or any cause of action arising out of the
performance of this Agreement and the Consultant shall be and always
remain liable to the City in accordance with applicable law for any and all
damages to the City caused by the Consultant's negligent or wrongful
provision or performance of any of the services furnished under this
Agreement.
(m) All deliverable analysis, reference data, survey data, plans and reports, or
any other form of written instrument or document that may result from the
Consutant's services or have been created during the course of the
Consultant's performance under this Agreement shall become the property of
the City after final payment is made to the Consultant.
(n) In the event the City fails to comply with the terms and conditions of this
Agreement, the Consultant shall notify the City's Designated Representative
in writing so that the City may take remedial action.
Section 15: Waiver.
The failure of the City to insist in any instance upon the strict performance of any provision
of this Agreement, or to exercise any right or privilege granted to the City hereunder, shall
not constitute or be construed as a waiver of any such provision or right and the same shall
continue in force.
Section 16: Force Majeure.
Neither party shall be considered in default in performance of its obligations hereunder to
the extent that performance of such obligations, or any of them, is delayed or prevented by
force majeure. The principle of force majeure is limited in this Agreement as otherwise
noted in this Agreement.
Section 17: Standards Of Conduct.
(a) The Consultant warrants that it has not employed or retained any company
or person, other than a bona fide employee working solely for the Consultant,
to solicit or secure this Agreement and that the Consultant has not paid or
agreed to pay any person, company, corporation, individual, or firm other
than a bona fide employee working solely for the Consultant, any fee,
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commission, percentage, gift, or any other consideration, contingent upon or
resulting from the award of making this Agreement.
(b) If the City determines that any employee or representative of the Consultant
is not satisfactorily performing his or her assigned duties or is demonstrating
improper conduct pursuant to any assignment or work performed under this
Agreement, the City shall so notify the Consultant, in writing. The Consultant
shall immediately remove such employee or representative of the Consultant
from such assignment.
(c) The Consultant hereby certifies (in this writing) that no undisclosed conflict of
interest exists with respect to the Agreement, including, but not limited to,
any conflicts that may be due to representation of other clients, customers or
vendees, other contractual relationships of the Consultant, or any interest in
property that the Consultant may have. The Consultant further certifies that
any conflict of interest that arises during the term of this Agreement shall be
immediately disclosed in writing to the City. Violation of this Section shall be
considered as justification for immediate termination of this Agreement.
(d) The Consultant shall not engage in any action that would create a conflict of
interest for any City employee or other person during the course of
performance of, or otherwise related to, this Agreement or which would
violate or cause others to violate the provisions of Part III, Chapter 112,
Florida Statutes, relating to ethics in government.
(e) The City will not intentionally award publicly- funded contracts to any
Consultant who knowingly employs unauthorized alien workers, constituting a
violation of the employment provisions contained in 8 U.S.C. Section
1324a(e) Section 274A(e) of the Immigration and Nationally Act (INA)]. The
City shall consider the employment by the Consultant of unauthorized aliens,
a violation of Section 274A (e) of the INA. Such violation by the Consultant
of the employment provisions contained in Section 274A (e) of the INA shall
be grounds for immediate termination of this Agreement by the City. The
Consultant shall maintain an ongoing and thorough employment practice to
ensure that illegal aliens are not employed by the Consultant.
(f) The Consultant shall comply with the requirements of the Americans with
Disabilities Act (ADA), and any and all related Federal or State laws which
prohibits discrimination by public and private entities on the basis of
disability.
(g) The Consultant shall not discriminate on the grounds of race, color, religion,
sex, or national origin in the performance of work under this Agreement or
violate any laws pertaining to civil rights, equal protection, or discrimination.
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(h) If the Consultant or an affiliate is placed on a discriminatory vendor list, such
action may result in termination by the City. The Consultant shall certify,
upon request by the City that it is qualified to submit a bid under Section
287.134 (2) (c), Florida Statutes, relating to public entity crimes.
(i) If the Consultant or an affiliate is placed on the convicted vendor list following
a conviction for a public entity crime, such action may result in termination by
the City. The Consultant shall certify, upon request by the City, that is
qualified to submit a bid under Section 287.133(2)(a), Florida Statutes,
relating to public entity crimes.
Q) The Consultant shall certify, upon request by the City, that the Consultant
maintains a drug free workplace policy in accordance with Section 287.0878,
Florida Statutes. Failure to submit this certification may result in termination.
(k) The Consultant agrees to comply with Federal, State, and local
environmental, health, and safety laws and regulations applicable to the
services provided to the City. The Consultant agrees that any program or
initiative involving the work that could adversely affect any personnel
involved, citizens, residents, users, neighbors or the surrounding
environment will ensure compliance with any and all employment safety,
environmental and health laws.
(1) If applicable, in accordance with Section 216.347, Florida Statutes, the
Consultant shall not use funds provided by this Agreement for the purpose of
lobbying the Legislature, the Judicial Branch, or State agency.
(m) The Consultant shall not publish any documents or release information
regarding this Agreement to the media without prior approval of the City.
(n) The Consultant shall ensure that all services are provided to the City after
the Consultant has obtained, at its sole and exclusive expense, any and all
permits, licenses, permissions, approvals or similar consents.
(o) The Consultant shall ensure that all taxes due from the Consultant are paid
in a timely and complete manner including, but not limited to, the City's local
business tax.
Section 18: Notices.
(a) Whenever either party desires to give notice unto the other, it must be given
by written notice, sent by registered United States mail, with return receipt
requested, addressed to the party for whom it is intended, at the place last
specified, and the place for giving of notice shall remain such until it shall
have been changed by written notice in compliance with the provisions of this
Section.
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(b) For the present, the parties designate the following as the representative
places for giving of notice, to -wit:
(1) For the City:
City Manager
300 North Park Avenue
Sanford, Florida 32771
With a copies to:
Mr. Nicholas McRay
Economic Development Director
300 North Park Avenue
Sanford, Florida 32771
Purchasing Manager
300 North Park Avenue
Sanford, Florida 32771
(2) For the Consultant
Renaissance Planning Group, Inc.,
121 South Orange Avenue
Suite 1200
Orlando, Florida 32801
(c) Written notice requirements of this Agreement shall be strictly construed and
such requirements are a condition precedent to pursuing any rights or
remedies hereunder. The Consultant agrees not to claim any waiver by City
of such notice requirements based upon City having actual knowledge,
implied, verbal or constructive notice, lack of prejudice, or any other grounds
as a substitute for the failure of the Consultant to comply with the express
written notice requirements herein. Computer notification (e -mails and
message boards) shall not constitute proper written notice under the terms of
the Agreement.
Section 19: Designated Representatives.
(a) The City Manager or the Designated Representative represents the City in all
matters pertaining to and arising from the work and the performance of this
Agreement.
(b) The City Manager or the Designated Representative shall have the following
responsibilities:
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(1) Examination of all work and rendering, in writing, decisions indicating
the City's approval or disapproval within a reasonable time so as not
to materially delay the work of the Consultant;
(2) Transmission of instructions, receipt of information, and interpretation
and definition of City's policies and decisions with respect to design,
materials, and other matters pertinent to the work covered by this
Agreement;
(3) Giving prompt written notice to the Consultant whenever the City
knows of a defect or change necessary in the project; and
(c) Until further written notice, the City's Designated Representative for this
Agreement is:
Nicholas McRay
Economic Development Director
City of Sanford
300 North Park Avenue
Sanford, Florida 32771
Phone: 407.688.5015
Email: mcrayn @sanfordfl.gov
(d) Until further written notice, the Consultant's Designated Representative for
this Agreement is:
Whit Blanton
Renaissance Planning Group, Inc.,
121 South Orange Avenue
Suite 1200
Orlando, Florida 32801
Phone: 407.487.0061
Email: wblanton @citiesthatwork.com
Section 20: Work Orders.
(a) Aside from the initial work set forth in the exhibits, the provision of services to
be performed under this Agreement may commence upon the issuance of a
Work Order from the City to the Consultant. Each Work Order shall reference
this agreement by title and date, include a detailed description of quantities,
services, and a completion schedule, and will be provided on Consultant
letterhead. Services described in said Work Order will commence upon the
issuance of a City Notice -To- Proceed. After the fact Work Orders may be
issued to document work that is accomplished in truly exigent circumstances,
but the presumption under this Agreement shall be that there is adequate
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time to formalize work assignments.
(b) The services required to be performed by a Work Order shall clearly defined,
the Work Order and shall be issued on a "Fixed Fee" basis. The Consultant
shall perform all services required by the Work Order but in no event shall
the Consultant be paid more than the negotiated Fixed Fee amount stated
therein.
(c) The Consultant agrees to adhere to the schedules established in the various
Work Orders issued under this Agreement.
(d) The Consultant may invoice the amount due based on the percentage of
total work Order services actually performed and completed; but in no event
shall the invoice amount exceed a percentage of the Fixed Fee amount
equal to a percentage of the total services actually completed.
(e) The parties may negotiate other forms of compensation aside from the fixed
fee basis if the parties find such method to be necessary and desirable
based upon the particular project.
Section 21: Change Orders.
(a) The City may revise the Description of Services set forth in any particular
Work Order.
(b) Revisions to any Work Order shall be authorized in writing by the City as a
Change Order. Each Change Order shall include a schedule of completion
for the services authorized. Change Orders shall identify this Agreement and
the appropriate Work Order number. The Change Orders may contain
additional instructions or provisions specific upon certain aspects of this
Agreement pertinent to the services to be provided. Such supplemental
instructions or provisions shall not be construed as a modification of this
Agreement. An Agreement between the parties on and execution of any
Change Order shall constitute a final settlement and a full accord and
satisfaction of all matters relating to the change and to the impact of the
change on unchanged goods and /or work, including all direct and indirect
costs of whatever nature, and all adjustments to the Consultant schedule.
(c) If instructed by the City, the Consultant shall change or revise work that has
been performed, and if such work is not required as a result of error,
omission or negligence of the Consultant, the Consultant may be entitled to
additional compensation. The Consultant must submit for City approval a
revised proposal with a revised fee quotation. Additional compensation, if
any, shall be agreed upon before commencement of any such additional
work and shall be incorporated into the work by Change Order to the Work
Order.
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Section 22: Compensation.
(a). Compensation to the Consultant for the services performed in the initial work
as set forth in the exhibits shall be the fixed fee of $149,774.00.
(b) Compensation to the Consultant for the services performed on each Work
Order shall be as set forth the Work Order /Change Order. The unit rates of
compensation shall be as agreed to by the parties. With regard to services or
goods that are not specifically agreed upon at the time that this Agreement is
entered by the parties, the City and the Consultant shall negotiate pricing.
(c) The City shall not pay for reimbursable items such as gas, tolls, mileage,
meals, etc. and other items not directly attritbutable to items produced for
each Work Order.
(d) Work performed by the Consultant without written approval by the City's
Designated Representative shall not be compensated. Any work performed
by the Consultant without approval by the City is performed at the
Consultant's own election.
(e) In the event the City fails to provide compensation under the terms and
conditions of this Agreement, the Consultant shall notify the City's
Designated Representative in order that the City may take remedial action.
(f) The Consultant hereby grants the City Most Favored Nation status such that
the Consultant shall never charge the City for a service an amount which
exceeds the lowest price that it provides the same service to another city or
county in Florida.
Section 23: Invoice Process.
(a) Payments shall be made by the City to the Consultant when requested as
work progresses for services furnished, but not more than once monthly.
The initial work shall be invoiced as work proceeds. Each Work Order shall
be invoiced separately. The Consultant shall render to the City, at the close
of each calendar month, an itemized invoice properly dated, describing all
services rendered, the cost of the services, the name and address of the
Consultant, Work Order Number, Contract Number and all other information
required by this Agreement.
(b) Invoices which are in an acceptable form to the City and without disputable
items will be processed for payment within thirty days of receipt by the City.
(c) The Consultant will be notified of any disputable items contained in invoices
submitted by the Consultant within fifteen days of receipt by the City with an
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explanation of the deficiencies.
(d) The City and the Consultant will make every effort to resolve all disputable
items contained in the Consultant's invoices.
(e) Each invoice shall reference this Agreement, the appropriate Work Order
and Change Order if applicable, the billing period, and include the Project
Status Report for the period being billed.
(f) The Florida Prompt Payment Act shall apply when applicable.
(g) Invoices are to be forwarded directly to:
Finance Director
City Of Sanford
300 North Park Avenue
Sanford, Florida 32771
Section 24: Termination Of Agreement.
(a) The City may terminate this Agreement or any Work Order for convenience
at any time.
(b) The City may also terminate this Agreement upon the City determining that
any one or more of the following reasons exist:
(1) If, in the City's opinion, adequate progress under a Work Order,
specially, or this Agreement, generally, is not being made by the
Consultant; or
(2) If, in the City's opinion, the quality of the services provided by the
Consultant is /are not in conformance with commonly accepted
professional standards, standards of the City, the requirements of
Federal or State regulatory agencies, and the Consultant has not
corrected such deficiencies in a timely manner as reasonably
determined by the City; or
(3) The Consultant or any employee or agent of the Consultant is indicted
or has a direct charge issued against him for any crime arising out of
or in conjunction with any work that has been performed by the
Consultant; or
(4) The Consultant becomes involved in either voluntary or involuntary
bankruptcy proceedings, or makes an assignment for the benefit of
creditors; or
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(5) The Consultant violates the Standards of Conduct provisions herein
or any provision of State or local law or any provision of the City Code
of Conduct.
(c) In the event of any of the causes described in this Section, the City's
Designated Representative may send a certified letter requesting that the
Consultant show cause why the Agreement or any Work Order should not be
terminated. If assurance satisfactory to the City of corrective measures to be
made within a reasonable time is not given to the City within fourteen
calendar days of the receipt of the letter, the City may consider the
Consultant to be in default, and may immediately terminate this Agreement
or any Work Order in progress under this Agreement.
(d) In the event that this Agreement or a Work Order is terminated for cause and
it is later determined that the cause does not exist, then this Agreement or
the Work Order shall be deemed terminated for convenience by the City and
the City shall have the right to so terminate this Agreement without any
recourse by the Consultant.
Section 25: Termination By Consultant For Cause.
(a) The Consultant may terminate this Agreement if the City fails to pay the
Consultant in accordance with this Agreement.
(b) In the event of either of the causes described in Subsection (a), the
Consultant shall send a certified letter requesting that the City show cause
why the Agreement should not be terminated. If adequate assurances are
not given to the Consultant within fourteen calendar days of the receipt of
said show cause notice, the Consultant may consider the City to be in
default, and may immediately terminate this Agreement.
Section 26: Termination By The City Without Cause.
(a) Notwithstanding any other provision of this Agreement, the City shall have
the right at any time to terminate this Agreement in its entirely without cause,
or terminate any specific Work Order without cause, if such termination is
deemed by the City to be in the public interest, provided that thirty calendar
days prior written notice is given to the Consultant of the City's intent to
terminate.
(b) In the event that this Agreement is terminated, the City shall identify any
specific Work Order(s) or work being terminated and the specific Work
Order(s) or work to be continued to completion pursuant to the provisions of
this Agreement.
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(d) This Agreement will remain in full force and effect as to all authorized Work
Order(s) that is /are to be continued to completion.
Section 27: Payment In The Event Of Termination.
In the event this Agreement or any Work Order is terminated or canceled prior to final
completion payment for the unpaid portion of the services provided by the Consultant to
the date of termination and any additional services shall be paid to the Consultant.
Section 28: Action Following Termination.
Upon receipt of notice of termination, given by either party, the terminated party shall
promptly discontinue the provision of all services, unless the notice provides otherwise.
Section 29: Suspension.
(a) The performance or provision of the Consultant's services under any Work
Order under this Agreement may be suspended by the City at any time.
(b) In the event the City suspends the performance or provision of the
Consultant's services hereunder, the City shall so notify the Consultant in
writing. Such suspension becoming effective upon the date stated in the
notice. The City shall pay to the Consultant within thirty days all
compensation which has become due to and payable to the Consultant to
the effective date of such suspension. The City shall thereafter have no
further obligation for payment to the Consultant for the suspended provision
of services unless and until the City's designated representative notifies the
Consultant in writing that the provision of the services of the Consultant
called for hereunder are to be resumed by the Consultant.
(c) Upon receipt of written notice from the City that the Consultant's provision of
services hereunder are to be resumed, the Consultant shall continue to
provide the services to the City.
Section 30: Alternative Dispute Resolution (ADR).
(a) In the event of a dispute related to any performance or payment obligation
arising under this Agreement, the parties agree to exhaust any alternative
dispute resolution procedures reasonably imposed by the City prior to filing
suit or otherwise pursuing legal remedies.
(b) The Consultant agrees that it will file no suit or otherwise pursue legal
remedies based on facts or evidentiary materials that were not presented for
consideration to the City in alternative dispute resolution procedures orwhich
the Consultant had knowledge and failed to present during the City
procedures.
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(c) In the event that City procedures are exhausted and a suit is filed or legal
remedies are otherwise pursued, the parties shall exercise best efforts to
resolve disputes through voluntary mediation. Mediator selection and the
procedures to be employed in voluntary mediation shall be mutually
acceptable to the parties. Costs of voluntary mediation shall be shared
equally among the parties participating in the mediation.
Section 31: Severability.
(a) If any term, provision or condition contained in this Agreement shall, to any
extent, be held invalid or unenforceable, the remainder of this Agreement, or
the application of such term, provision or condition to persons or
circumstances other than those in respect of which it is invalid or
unenforceable, shall not be affected thereby, and each term, provision, and
condition of this Agreement shall be valid and enforceable to the fullest
extent permitted by law when consistent with equity and the public interest.
(b) All provisions of this Agreement shall be read and applied in pari materia with
all other provisions hereof.
(c) Violation of this Agreement by the Consultant is recognized by the parties to
constitute irreparable harm to the City.
Section 32: Controlling Laws/Venue /Interpretation.
(a) This Agreement is to be governed by the laws of the State of Florida.
(b) Venue for any legal proceeding related to this Agreement shall be in the
Eighteenth Judicial Circuit Court in and for Seminole County, Florida and the
City shall, at all times, have and maintain the home venue privilege.
(c) This Agreement is the result of bona fide arms length negotiations between
the City and the Consultant and all parties have contributed substantially and
materially to the preparation of the Contract. Accordingly, this Agreement
shall not be construed or interpreted more strictly against any one party than
against any other party.
Section 33: Indemnity.
(a) To the fullest extent permitted by law, the Consultant shall indemnify, hold
harmless, and defend the City, its agents, servants, officers, officials, and
employees, or any of them, from and against any and all claims, damages,
losses, and expenses including, but not limited to, attorneys fees and other
legal costs such as those for paralegal, investigative, and legal support
services, and the actual costs incurred for expert witness testimony arising
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out of or resulting from the performance or provision of services required
under this Agreement, provided that same is caused in whole or part by the
error, omission, negligent act, failure to act, malfeasance, misfeasance,
conduct, or misconduct of the Consultant, its agents, servants, officers,
officials, employees, or subConsultants.
(b) In accordance with Section 725.06, Florida Statutes, adequate consideration
has been provided to the Consultant for this obligation, the receipt and
sufficiency of which is hereby specifically acknowledged.
(c) Nothing herein shall be deemed to affect the rights, privileges, and
immunities of the City as set forth in Section 768.28, Florida Statutes.
(d) In claims against any person or entity indemnified under this Section by an
employee of the Consultant or its agents or subConsultants, anyone directly
or indirectly employed by them or anyone for whose acts they may be liable,
the indemnification obligation under this Section shall not be limited by a
limitation on amount or type of damages, compensation, or benefits payable
by or for the Consultant or its agents or subConsultants, under Workers
Compensation acts, disability benefits acts, or other employee benefit acts.
(e) The execution of this Agreement by the Consultant shall obligate the
Consultant to comply with the indemnification provision in this Agreement;
however, the Consultant must also comply with the provisions of this
Agreement relating to insurance coverages.
(f). To the extent that services provided by the Consultant to the City under this
Agreement relate to the "planning, design, construction, administration,
study, evaluation, consulting, or other professional and technical support
services furnished in connection with any actual or proposed construction,
improvement, alteration, repair, maintenance, operation, management,
relocation, demolition, excavation, or other facility, land, air, water, or utility
development.
Section 34: Insurance.
The City's insurance requirements applicable to contracts are specified on the City's
Website at: http : / /www.sanfordfl.gov /index.htmi . The Coverage Standard applicable to
this Agreement is identified as: MP- 11012, required coverage is as indicated for Worker's
Compensation. Commercial General Liability, Comprehensive Auto Liability and
Professional Liability. The indicated insurance coverages, terms and conditions, as set
forth on the City's Website, are hereby incorporated into this contract.
Section 35: Equal Opportunity Em ployment/Non -Disc rim ination.
The Consultant agrees that it will not discriminate against any employee or applicant for
employment for work under this Agreement because of race, color, religion, sex, age,
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national origin, or disability and will take affirmative steps to ensure that applicants are
employed and employees are treated during employment without regard to race, color,
religion, sex, age, national origin, or disability. This provision shall include, but not be
limited to, the following: employment, upgrading, demotion or transfer; recruitment
advertising; layoff or termination; rates of pay or their forms or compensation; and selection
for training, including apprenticeship. The Consultant, moreover, shall comply with all the
requirements as imposed by the Americans with Disability Act, the regulations of the
Federal government issued thereunder, and any and all requirements of Federal or State
law related thereto.
Section 36: Access To Records /Audit/Public Records.
(a) The Consultant shall maintain books, records, documents, time and costs
accounts, and other evidence directly related to its provision or performance
of services under this Agreement. All time records and cost data shall be
maintained in accordance with generally accepted accounting principles.
(b) The Consultant shall maintain and allow access to the records required
under this Section for a minimum period of five years after the completion of
the provision or performance services under this Agreement and date of final
payment for said services, or date of termination of this Agreement.
(c) The City reserves the right to unilaterally terminate this Agreement if the
Consultant refuses to allow public access to all documents, papers, letters,
or other materials subject to provisions of Chapter 119, Florida Statutes, and
other applicable law, and made or received by the Consultant in conjunction,
in any way, with this Agreement.
(d) The City may perform, or cause to have performed, an audit of the records of
the Consultant before or after final payment to support final payment under
any Work Order issued hereunder. This audit shall be performed at a time
mutually agreeable to the Consultant and the City subsequent to the close of
the final fiscal period in which services are provided or performed. Total
compensation to the Consultant may be determined subsequent to an audit
as provided for in this Section, and the total compensation so determined
shall be used to calculate final payment to the Consultant. Conduct of this
audit shall not delay final payment as required by this Section.
(e) In addition to the above, if Federal, State, County, or other entity funds are
used for any services under this Agreement, the Comptroller General of the
United States or the Chief Financial Officer of the State of Florida, or the
County of Seminole, or any representative, shall have access to any books,
documents, papers, and records of the Consultant which are directly
pertinent to services provided or performed under this Agreement for
purposes of making audit, examination, excerpts, and transcriptions. Also,
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the Consultant shall adhere to, and comply with, any and all grant conditions
imposed.
(f) In the event of any audit or inspection conducted reveals any overpayment
by the City under the terms of the Agreement, the Consultant shall refund
such overpayment to the City within thirty days of notice by the City of the
request for the refund.
(g) The Consultant agrees to fully comply with all State laws relating to public
records as determined by the City.
(h) The Consultant agrees that if any litigation, claim, or audit is started before
the expiration of the record retention period established above, the records
shall be retained until all litigation, claims, or audit findings involving the
records have been resolved and final action taken.
Section 37: Counterparts.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which, taken together, shall constitute one and the same
document.
Section 38: Exhibits.
Each exhibit, if any, referred to and attached to this Agreement is an essential part of this
Agreement. The exhibits, if any, and any amendments or revisions thereto, even if not
physically attached hereto, shall be treated as if they are part of this Agreement. The City
shall determine the contents of this Agreement relative to exhibits.
SIGNATURE PAGE FOLLOWS
Page 23 of 24
In Witness Whereof, the parties hereto have made and executed this Agreement on the
respective dates under each signature: the City through its City Commission taking official
action and the Consultant signing by and through its duly authorized corporate officer
having the full and complete authority to execute same.
Authorized Corporate Attestjng P�uthority
Printed Name: V6.k A , (k Set ecjS
Renaissance P ning roup, Inc.
By:
Whi Blanton
Authorized Corporate Officer
Witness
Printed Name: Ale- SJ14e
Attest:
;.�LL ♦ .l �i .
mr. 146 M III - •p -
By: - CyJ
No N. B 77ap e, Jr.
Date: /-�
Approved as to form and legal s
Iliam L. Colbert City Atto
Z !A)diC n/ 6PZ
4ZIq
Page 24 of 24
City of Sanford Community Vision and Strategic Plan
Scope of Services
INTRODUCTION
The City of Sanford is initiating a community vision process and developing a strategic plan to set a clear
course for the future that links vision to strategies, actions and outcomes. It is an opportunity to engage
the public and, through a process of developing and articulating a compelling vision, incorporate new
ideas and concepts into creating a strong and vibrant city that is poised to contribute to the overall
region's growth and prosperity. The objective of the Community Vision and Strategic Plan is to examine
a wide range of community development, planning and economic - related issues facing the City of
Sanford and define a vision to help set priorities and guide strategic actions designed to address those
issues. The study process will engage the broadest possible spectrum of the public and stakeholders in a
consensus - building effort that builds upon core community values as a basis for examining how to best
position Sanford for lasting economic success and improved quality of life that reaches all parts of the
community. The vision must balance forward - leaning economic growth with respect for the
preservation of important civic, historic, natural and cultural resources that are part of the City's
heritage. The results of the process will serve as a guide for potential changes in the City's plans,
programs, and priorities, as well as forging stronger partnerships with various organizations to achieve
desired outcomes for the community in both the near term and longer term.
This Community Vision and Strategic Plan project will ensure that each of the City's functional plans is
aligned and that each one is focused on implementing a shared vision. Each of these existing plans
addresses important issues within the City. The process of creating a vision will synthesize and guide
updated elements of these plans as necessary to clearly convey and mutually reinforce a coherent
citywide strategy, define needed capital improvements or public services, and establish clear priorities
for action based on available and anticipated revenue sources.
This scope of services reflects the issues and requirements defined in the City of Sanford's consultant
selection process for the Community Vision and Strategic Plan, including its Request for Proposals and
the written approach and oral presentation prepared by Renaissance Planning Group that served as a
basis for ranking as the preferred consultant team. Renaissance Planning Group, in association with
Place Alliance and Highlands Engineering (the Consultant), will undertake the following work activities to
accomplish the City of Sanford Community Vision and Strategic Plan.
SCOPE OF SERVICES
Figure 1 presents a graphic overview of the process the Community Vision and Strategic Plan will follow.
The Consultant will employ a four -step approach toward problem solving that is designed to address
Sanford's specific needs for development of a community vision and strategic plan.
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REVISED SCOPE June 25, 2012 RENAISSANCE PLANNING GROUP
The steps entail:
Step 1— Set the Context; focuses on targeted outreach efforts to confirm stakeholder objectives
and issues, identify values and assess current plans. This step asks the key questions "Where
are we now ?" and "Where are we going ?"
Step 2 — Imagine Outcomes, involves defining desired outcomes and examining possible
alternatives for how to achieve results. This step asks the question "Where do we want to be ?"
Step 3 — Develop the Evidence, includes analysis and presentation of information designed to
confirm the vision and direction of the community. This step helps to define critical targets and
benchmarks that will help the City monitor its progress over time. It asks the question "How do
we get there ?"
Step 4 — Tell the Story, consists of formal presentations and feedback by the public, advisory
boards and elected officials. The storytelling step produces the final vision and strategic plan
documents that clearly convey both near term and longer term actions for achieving the vision.
The process reflects an interactive dialogue with the community through various methods to enable
imagination of possible outcomes and analysis of scenarios to support a desired vision. The project will
occur in two phases, with the first phase establishing the context based on values and previous plans,
and identifying a working vision. The second phase adds detail and necessary refinements to the
working vision through analysis and evaluation, and development of the strategic plan. The process
culminates with development of key messages and identification of specific actions to carry out the
vision through the City's on -going planning, budgeting and economic development activities.
Figure 1—
Steps in
the
Visioning
Process
Imagining Defining Telling
tc
Ouomes the
the
Vision Story
Explore Develop
Options Evidence
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REVISED SCOPE June 25, 2012 1 RENAISSANCE PLANNING GROUP
Phase I — Setting Context and Imagining Outcomes
The first phase will establish the context for a community vision and explore future scenarios that will
guide development of the vision, including a base scenario that reflects current trends. Phase I will
consist of the following tasks:
Task 1 — Project Initiation
To begin the project, the Consultant will facilitate a kick -off meeting with appropriate City
representatives to discuss the study's context, community engagement process and desired outcomes,
as well as coordination of available data and prior or current planning efforts. This initial task will also
entail a review and refinement, as necessary, of the project schedule and milestones for task
deliverables, along with other related information such as preferred map and document formats. In
preparation for the studio, the Consultant will submit a draft Public Involvement Plan that outlines
specific strategies and steps to engage the broader community and key stakeholders in the visioning
process, with the objective of bringing new voices to the dialogue. The kick -off meeting will provide an
opportunity to review and discuss the Public Involvement Plan, confirm responsibilities and make any
necessary adjustments.
Following the kick -off meeting, the Consultant will make a kick -off presentation at a meeting with the
Sanford City Commission to outline the overall process, including the role of the steering committee,
and seek the Commission's input on the composition of the steering committee and their charge.
The Consultant will provide guidance to City staff to establish an initial Plan Information Network (PIN)
of community contacts, such as neighborhoods, businesses, non - profit community -based organizations,
religious and educational institutions and other groups that the Consultant will maintain and expand
throughout the project. The City will have responsibility for initially developing a complete list of
contacts to the best of its ability. The purpose of the PIN is to expand the involvement of participants in
the process to the broadest and most diverse extent practical. The PIN is a contacts database that
identifies not only the name and methods of contact with key individuals or groups, but also when and
where organizations meet, and how they share information internally (e.g., newsletter, web site, social
media, etc.). The Consultant will also outline a framework for using MindMixer as a basis for on -line
community dialogue for the vision, which will be used in connection with the PIN to share information
and capture public input.
With the Consultant's and Commission's guidance, City staff will have the lead responsibility of forming
a vision and strategic plan steering committee ideally comprised of a cross - section of city advisory
boards and geographic representation of residents. With facilitated meetings, the steering committee
will be able to understand cross -over issues and assess trade -offs as the vision is developed and
supporting strategies, actions and priorities identified. This will help create a group of "champions" who
will be able to convey important principles and desired outcomes to their respective boards and
constituencies, and help broaden the base of support for the vision and its strategic recommendations.
The Steering Committee will be able to review and comment on the draft Public Involvement Plan prior
to its execution. City staff and steering committee members will also assist with development of the PIN
contacts list.
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REVISED SCOPE June 25, 2012 RENAISSANCE PLANNING GROUP
Deliverables: Refined schedule and milestones, draft Public Involvement Plan, City Commission
presentation, maintain a Plan Information Network and framework for the MindMixer site.
Task 2 - Setting Context
The Consultant will undertake two primary activities as part of this task: 1) Defining values through
initial public involvement efforts, and 2) Reviewing existing plans, programs and policies to provide a
context for the City's current situation and direction if existing plans do not change. These activities are
described below.
2.1 Focus Group Discussions, Small Community Forums and Stakeholder Interviews
The Consultant will engage in discussions with stakeholders to introduce them to the community vision
process and facilitate discussion that will help to define the values that will serve as a basis to guide
future direction in Sanford. These discussions will also entail a process of imagining future outcomes in
the City that respond to key issues and opportunities. These discussions will primarily take three forms:
focus group meetings consisting of 5 -12 participants, one -on -one interviews and small group forums
held in the community among neighbors or other community interests. The focus group discussions will
seek to involve a representative and diverse cross - section of City interests, such as downtown
businesses and property owners, neighborhoods, community groups and the like.
The Consultant will develop a discussion guide for review by staff, and will prepare a summary of the
conversations as a step toward a synthesis of findings. The Consultant will work in partnership with City
staff to organize and invite participation in the group discussions, which will each take 1 -2 hours to
conduct, and will be held in a variety of settings that best fit the needs of participants. The Consultant
will participate in up to eight (8) focus group discussions or small community forums, both of which will
be supplemented by up to 10 additional one -on -one interviews. The Consultant will work with
community -based organizations and City staff to schedule the community forums and invite
participants. The interviews are reserved for certain stakeholders in the City who may not be able to
attend one of the focus group meetings or with whom an individual meeting may be more candid or
productive.
In addition, as part of this task, the Consultant will meet individually with each City of Sanford elected
official to understand their perspectives and expectations for outcomes from the process. This will be
critical to obtaining a clear commitment from the Commissioners on the approach and work products.
The Consultant will also interview key City staff, such as selected department heads and senior staff, as a
means of identifying and assessing roles, responsibilities and opportunities for alignment of vision and
actions.
2.2 Establish Interactive On -line Media Presence
Building upon the framework established in Task 1, the Consultant will assist City of Sanford staff with
establishing an on -line interactive public engagement mechanism using MindMixer and other tools, as
appropriate. MindMixer is a web -based platform that enables participants to become active in their
community's decision - making by providing citizens access to share ideas, solve challenges and interact
with community leaders at any time, from anywhere. The Consultant will work with MindMixer
representatives to brand the site for Sanford's vision and strategic planning process. People will be able
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n RENAISSANCE PLANNING GROUP
REVISED SCOPE June 25, 2012
to access the MindMixer forum directly or from the City's web site. The Consultant will prepare content
and graphics, and will work with City staff to create interactive features for people to request and
review information, provide input on study materials and answer questions, as well as review
presentations and maps, etc. The Consultant will provide content updates at least twice monthly, with
updates as necessary timed with specific events or activities, such as public meetings and completed
interim work products. The MindMixer site will provide a dynamic forum for interactive discussion about
the vision and strategic plan process and its potential outcomes. MindMixer is can be accessed via social
media tools like Facebook, and will be monitored for appropriate content and to maintain acceptable
decorum. The media will help to provide a coordinated and interactive forum for developing the
community vision.
In addition, as part of public workshops or meetings, the Consultant will explore the use of electronic
polling technology to enable participants to express preferences anonymously and instantly. Various
approaches will be considered and chosen based on the particular strategy and need for the public
forum. The Consultant will brief City staff on the options and recommend a preferred approach for
staff's approval.
2.3 Where Are We Now? — Review of Existing Plans
The long range vision is intended to embrace and build upon the existing plans or studies in Sanford that
currently guide and regulate growth and development in the City. These plans include the
Comprehensive Plan, functional master plans, Community Redevelopment Area plan, district or corridor
plans and various studies that have been commissioned by the City. The Consultant will conduct a
thorough examination of these plans, their relationship to one another and how they may convey a set
of common themes or strategies to guide the emerging vision. As a group these plans will help set the
context and starting point for the vision and strategic planning process.
The initial technical analysis will focus on defining a baseline for the City. Working in concert with City
staff, Renaissance will assemble all available data for the planning area and organize a library of data
resources for the project. The baseline will include a demographic profile based on 2010 Census data,
summary of validated regional socio- economic data, existing conditions assessment including
employment and housing distribution and density, vacant land, potential redevelopment parcels,
existing and future land use and built form, and common impacts related to transportation, housing and
the environment. The first task will be to build the 'Virtual Present,' a GIS -based computer model that
digitally recreates current conditions as closely as possible. This will, essentially, be the canvas for
painting the community vision.
However, the vision will likely need to address other issues beyond the built environment, including
issues of equity, community and social services, safety, job training, etc. The Consultant will identify
these elements in the interviews and review of plans, policies and programs. As these kinds of social or
civic issues emerge, the Consultant will meet with City staff to review the work plan and determine
whether adjustments in the scope of services or skills of key personnel may be warranted to ensure
adequate response as part of the development of the vision and strategic plan. To the extent that this is
a replacement of anticipated services and not an addition, there will be no effect on the project cost.
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RENAISSANCE PLANNING GROUP
REVISED SCOPE June 25, 2012 d
2.4 Where Are We Going? — Policy Future
Using existing plans and the Land Development Code, the Consultant will build a Policy or Trend Future
scenario for the City of Sanford. This will consist of a spatial model using tools like GIS and Sketch -up
that can reflect development potential, allowable heights and site coverage currently permitted. The
result will be a future that reflects current plans and policies at build -out. This model can be analyzed
for its revenue generating potential, service demands and likely traffic impacts (expressed in terms of
vehicle miles of travel — VMT— per person). The findings will be presented to the steering committee as
background information and will provide a basis against which alternatives can be measured.
2.5 Public Workshop
The Consultant will organize an initial public workshop to present the Trend Future and obtain initial
feedback from citizens on their preferred future for the City. The community -wide forum will help
obtain initial input on broader goals, objectives, and desired outcomes for the vision and subsequent
actions, including feedback on ideas and strategies employed in other cities. The workshop will entail
both values -based and map -based exercises to gather input from the public and will include:
• Special places to preserve or retain current character;
• Where density and /or economic growth should occur;
• Areas of stability, areas of change;
• Transportation options;
• Bicycle / pedestrian connections;
• Public safety;
• Parks, recreation and open space, and
• Other issues of concern.
Prior to the workshop, the Consultant will assist the City with preparation of traditional and non-
traditional outreach /invitation materials, such as a flyer, email announcements and a press release, as
well as use of social media, to publicize the event and invite participation from the general public and
specific groups. The Consultant will use the PIN contacts list as well as other methods to generate
interest, and will coordinate with City staff to ensure participation from elected officials, key
stakeholders and community representatives. The Consultant will prepare an agenda, presentation
materials, hand -outs and other methods for staff review to enable participants to provide guidance early
in the visioning process. After the workshop, the Consultant will synthesize the results of the public
workshop and present them to the steering committee and City Commission for review and ratification
of community values as background for developing alternative scenarios and a preferred citywide vision
for Sanford, including its downtown and target economic development areas.
Deliverables Summary and Synthesis document addressing the focus group, interview and community
forum findings to highlight shared values, MindMixer set -up, design and content, along with public input
methods and materials, Virtual Present base representation of existing conditions, a Policy Future
scenario based on existing plans /codes; workshop outreach materials, workshop summary and a 2nd
presentation to the City Commission.
6, RENAISSANCE PLANNING GROUP
REVISED SCOPE June 25, 2012
Task 3 - Imagining Outcomes
Based on the community values and planning context identified in the previous task, the Consultant will
prepare a working vision map (or map series) of the City's target areas that will serve as a basis for
exploring potential scenarios for the built environment and refining the vision so it can serve as a
meaningful guide for specific outcomes. The vision map will be based on the synthesis of existing plans
and input from stakeholder discussions in small groups, interviews, the initial public workshop, and
ideas employed in other cities. The following activities will occur as part of this task:
3.1 Where Do We Want To Be?
The Consultant will develop Community Elements that will illustrate the development patterns currently
allowed and additional elements from the public workshop and other forums that could potentially be
incorporated into the long range vision for Sanford. Community Elements are the land use patterns,
transportation characteristics and open space features that make up different place types throughout
the City. These will be based on existing buildings in the City or new forms, such as mixed -use
developments, which are compatible with local values. These will be illustrated and described in terms
of building height, density, mix of uses, construction costs and other economic parameters. The
Consultant will review these with City staff and the steering committee, making appropriate
modifications based on their input. These will be the building blocks of the vision, and will not only help
visualize the future, but also quantify it.
Tools and Models
Visualization, fiscal and economic benefits, and connectivity are important elements of the community
vision and strategic plan. The Consultant will work closely with City of Sanford staff during the Project
Initiation task and prior to each steering committee meeting and public forum to define the number and
type of visual images to be used. For large scale, area -wide illustrations, the Consultant will use tools like
Visual Nature Studio, a program that illustrates terrain, aerial photographs, vegetation and can
incorporate any GIS data available. It has the capability of showing building mass in context and overall
relationships of land uses. For more detailed work, the Consultant will use Google Sketch -Up, a tool
designed for buildings and groups of buildings in their context. This is helpful in ground level
illustrations that convey building mass for scale. Through the public engagement forums, the Consultant
will produce a limited number of photorealistic or hand -drawn illustrations that show conceptions of the
character of places as they evolve. For cost efficiency, the Consultant team will also employ precedent
photos of existing buildings (not necessarily in Sanford), along with a limited number of original
perspective illustrations and similar graphics.
The Consultant will also apply Community Viz, a decision- support tool. Community Viz allows definition
and monitoring of the mix of uses, number of households and employees, square feet of usable space as
well as parking demand, water retention and common transportation and environmental impacts. This
tool provides a basis for mapping target areas for change in land use /urban form and enables the use of
quantitative performance measure to help guide the decision - making process.
7 y
REVISED SCOPE June 25, 2012 RENAISSANCE PLANNING GROUP
3.2 Develop Design Studies for Target Areas
With the basis of the Policy /Trend Future and a working vision map established based on community
values and input from the first workshop, the Consultant will undertake a series of conceptual design
studies for selected target areas and potential "catalyst sites" as a basis to refine and further develop a
preferred community vision for Sanford that addresses a wide range of issues. The Consultant will focus
on up to six distinct target areas, which will range in size and scale, but will be sufficiently large to
capture a range of land uses, transportation options, and their influence on various neighborhoods. The
Consultant will schedule meetings or interviews with catalyst site stakeholders (property owners or their
representatives) as part of identifying, evaluating and developing concepts for the catalyst sites. The
design studies will entail the illustration of alternative outcomes for each target area, including potential
catalyst sites that could provide a foundation for redevelopment or new development in the area.
Through these design studies, the Consultant will provide an initial level of value engineering and
economic analysis to examine strengths, weaknesses and opportunities to screen potential catalyst sites
based on site development potential or barriers, market dynamics and infrastructure. The Consultant
will meet with City staff and the steering committee to review and discuss the target area design
concepts prior to obtaining feedback from the public.
Deliverables Working vision map for the City and its target areas; palette of existing and new
Community Elements for use in developing scenarios, alternative design concepts for up to five target
areas.
Phase II - Telling the Story
The second phase of the project entails the analysis needed to support the selection of a preferred
vision and development of key messages with supporting data that will guide a strategic plan to
reinforce the City's direction. Phase II will consist of the following tasks:
Task 4 — Town Hall Meeting and Refinement of Design Concepts
With feedback from staff and the steering committee, the Consultant will refine the design concepts in
preparation for a Town Hall meeting to gain public feedback on preferences on the concepts. The Town
Hall meeting will be facilitated by the Consultant's project manager and supported by its urban design
specialists, who will discuss the concepts with participants. The Town Hall meeting will feature
interactive sessions using tools to provide visual feedback on building heights, densities, and the
relationship to existing buildings in the district and target areas. Alternative plans are likely to emerge
through public review that can be comparatively analyzed and presented back to the steering
committee to assist in choosing preferred vision elements. This will take place in a subsequent meeting.
The preferences emerging from the Town Hall will be refined and illustrated for presentation to the
steering committee, and ultimately to the City Commission. The City will be responsible for securing an
appropriate venue for the Town Hall meeting. The Consultant will employ a community outreach
strategy as in the first workshop to invite broad -based and targeted community participation. The
Consultant will review and summarize the feedback and use it as a basis for refining the vision and
developing the strategic plan. The Consultant will post all materials on the project web site prior to the
Town Hall and following the meeting to show outcomes and refinements, as appropriate.
8
REVISED SCOPE June 25, 2012 RENAISSANCE PLANNING GROUP
OR
Deliverables Materials and summary of the Town Hall meeting, including prior advertisements and a
draft community vision with specific illustrations and graphics depicting concepts for the City's target
areas, multimodal mobility and identification of potential changes in policy.
Task 5 - Prepare Community Linkages Strategy
Following the Town Hall meeting, the Consultant will prepare a community linkages strategy that deals
with the economic, social and physical connectivity of the community. The focus of this task is to foster
stronger connections between city neighborhoods and target areas, in terms of economic benefit,
community interaction and cohesion, and multimodal accessibility, mobility and safety. This will entail
both a physical plan and a set of programs or initiatives designed to overcome barriers that may serve to
separate the community geographically, economically and socially. The community linkages strategy will
illustrate how the community vision results in a better connected community, a stronger sense of
identity and a framework for strengthening Sanford not only as a regional destination, but its unique
community and neighborhood focal points that help to define the community.
Deliverables A multimodal transportation map (or map series) with supporting data and analysis
presented in a PowerPoint slide show to define project needs, a policy framework and guidelines for
physical and social connectivity, program elements to foster economic linkages.
Task 6 - Economic Strategy
In parallel with the Community Linkages Strategy in support of the vision, the Consultant will conduct an
economic analysis that will help the City more fully understand the potential for new development
activity or redevelopment in the target areas. In this task, the Consultant will work from a framework of
place priorities versus policy priorities based on the findings and recommendations developed to this
point in the process.
Each place priority generates questions and issues to address within each policy priority, and vice versa.
For example, what sort of development review process, utility infrastructure, and incentives are needed
to successfully guide development in target areas? Meanwhile, what are the implications of developing
those areas (and defining priorities) or the prospects for and scale of infill and redevelopment elsewhere
in the community (including the other place priorities)? The same policy questions can be asked
regarding the other places. Such multifaceted, interdependent questions are fundamental to crafting
the City's economic development vision, and that vision is but one element of the broader community
vision. By its very nature, a sustainable economy cannot be developed in isolation from other systems
and priorities; rather, it is fully integrated into the policies, values, and achievements that have made
Sanford the place that it is today and can be in the future.
This task will entail a market position analysis of the defined target areas, as well as any other
development areas defined during the public engagement and design process to help guide the vision
for the type of uses and intensity of land development activity. The Consultant will assess and develop
guidance for criteria for development within areas designated for change to streamline review and
regulation procedures that will help encourage investment in these focused areas, with intensity
thresholds defined to be consistent with the Community Linkages Strategy. The Consultant will also
9 RENAISSANCE PLANNING GROUP
REVISED SCOPE June 25, 2012 1
assess the City's infrastructure to determine where needed capital improvements must be planned and
prioritized to support future development in the target areas. Water and sewer and other services to
support development and redevelopment must be anticipated and the costs and funding mechanisms
identified. This will assure that an orderly progression of development is accompanied by the
infrastructure necessary to support it. The Consultant will evaluate the public investment strategies
needed to support the vision, including examination of existing and potential funding sources that can
help achieve the vision, and how those investments can help secure the economic benefits of
implementing the vision. The Consultant will produce an economic strategy framework white paper and
in PowerPoint format for staff and steering committee review that entails the findings from the market
potential analysis, evaluation of infrastructure needs, the identification of economic strategies and
assessment of public investment options to support the vision.
The market position analysis will use readily available demographic /economic data across a broad range
of variables to describe current conditions and recent trends in Sanford related to its attractiveness in
the local market and potential for development for typical land uses and real estate product types. The
Consultant will supplement the data analysis with insights and information gained from focus groups
and individual interviews with stakeholders and other persons with local knowledge /interest in the
market dynamics of the Sanford area. Any previous or ongoing economic development initiatives, such
as cluster strategies, Seminole Way, etc. will be addressed as a useful component of the analysis and an
important thing for synchronization with the community vision. The intent is to create a market profile
of Sanford and its potential opportunities for comparison and contrast with the goals and values
expressed by the community and the imagined outcomes that are documented in the working vision
map. The market profile will both enrich the visioning process and provide a "reality check" on concepts
that are brought forward for consideration.
The market position analysis will inform and help shape the planning for the target areas and potential
catalyst sites by identifying opportunities and constraints and framing possible land use /development
programs at a generalized level. The scope of services does not anticipate detailed site - specific or area -
specific market studies that would test the feasibility of the plan concepts or provide recommendations
on pricing, development quantities, absorption, phasing, or other components of a development plan.
Deliverables Positioning assessment for up to five locations; Economic strategy PowerPoint
presentation.
Task 7 - How Do We Get There?
In this task, the Consultant will prepare the "instruction manual" for how the vision is to be carried out
through the City's planning, economic development and other departments or programs. This will build
upon the Town Hall meeting and prior tasks addressing community linkages and economic strategies.
The preferred vision and guidance on the potential amendments to the Comprehensive Plan and Land
Development Code (LDC) will be presented for review by the steering committee.
10 RENAISSANCE PLANNING GROUP
REVISED SCOPE June 25, 2012
7.1 Key Projects and Strategies Map
The Consultant will produce a draft project and strategies map (or map series), which will be supported
by a project reference list that provides planning -level details on projects and strategies needed to carry
out the vision. The map(s) and table will be organized by target area and overall (for items that are not
geographically defined), and will serve as a basis for setting priorities and aligning with existing and
potential revenue sources.
7.2 Policies and Performance Measures
The Consultant will assemble appropriate data, inventory and analysis, along with potential policy
changes for the City's use. A key part of the vision is the ability to measure progress toward its desired
outcomes using indicators that represent the spectrum of major issues. The Consultant will identify a set
of performance measures /indicators, along with benchmarks and targets based on prior analysis, using
readily available data. Changes to enable the preferred scenario could affect a number of existing plans
in the City.
7.3 Public Open House
Based on input from the steering committee, the Consultant will present the preferred vision and
strategic plan to the public in an Open House format with supporting illustrations and character
sketches to fully describe the underlying concepts, implications, benefits, linkages and urban form that
will emerge from the vision. The focus of the meeting is twofold: identify any critical refinements or
modifications needed, and define priorities. The Consultant will develop an exercise for meeting
participants to identify priorities by target area and overall, both in terms of the built environment and
policy /program considerations. The input from this Open House will be integrated, as appropriate, into
the recommended strategic plan recommendations that will be moved forward to the City Commission
for final consideration.
7.4 Meetings
To help explain some of the key concepts to identified stakeholders and community groups, the
Consultant will work with City staff to schedule up to five individual or group briefings to enable a more
deliberative review and discussion of issues that may be controversial or viewed as somewhat risky.
These meetings will entail listening and dialogue to understand any concerns and ways they may be
addressed.
Deliverables Draft set of recommended policy and program changes, performance measures,
benchmarks and targets, and a key projects /strategies map and reference table. Outreach materials to
invite participation in the Open House; web site content update; summary addressing the focus Open
House feedback.
Task 8 - Telling the Story
The Consultant will produce a summary report documenting the process and outcomes of the
Community Vision and Strategic Plan, along with key supporting messages, through words, numbers and
pictures that tell a compelling story about how the City of Sanford can realize its desired future. This will
incorporate the materials developed in prior tasks, including identifying the key changes that will be
necessary to achieve the preferred vision. The documentation for the strategic plan will include specific
11 °
REVISED SCOPE June 25, 2012 RENAISSANCE PLANNING GROUP
action items, a timetable for each based on the City's fiscal capacity and partnerships with other
entities, responsibilities (e.g., lead, support or contributing) and a means of measuring progress on an
annual or bi- annual basis. The Consultant will review and introduce selected "best practices" from other
local governments that may be appropriate for consideration by the City of Sanford.
In support of the document, the Consultant will prepare a camera -ready fold -out vision poster that
provides a quick reference to the City's vision in words, numbers and pictures. The poster will include a
Citywide vision map (likely using insets for more detailed areas), and a combination of words, numbers
and vignette images or pictures to reinforce key messages for targeted areas or districts that support
the overall vision. It will be the City's responsibility to produce the desired quantity of the vision poster,
but the Consultant will work directly with the City's preferred printing vendor to develop the poster with
appropriate specifications to ensure ease of production. The Consultant will also provide guidance to the
City about potential strategies to convey the vision and strategic plan to city residents and businesses
through various means that help spread the word to increase awareness and buy -in, share the initiatives
and solicit continued feedback as those efforts move forward.
All products will be provided in digital format, including any GIS data layers that are developed in the
process. Images developed during the visioning process will be provided digitally in full size for the
City's future use.
Deliverables Draft final report (in electronic Word or PDF format) for staff review and comment, 25
bound copies of the final report reflecting review comments from staff; draft and final print -ready
electronic versions of the summary vision poster for the City's reproduction needs, all work products,
including maps, tables, spreadsheets, tools and reports, in digital form on CD or DVD.
Task 9 - Process Meetings and Presentations
In addition to the public involvement activities described in Task 2, the first workshop, Town Hall
meeting and final open house public meeting, the Consultant will participate in the following meetings
and briefings to support the study process:
9.1 Coordination Meetings with City Staff
Close coordination with City staff of various departments is essential for engagement and buy -in for the
vision concerning affected functional areas of City government. The Consultant will participate in various
meetings with City staff as needed to ensure a high level of internal coordination and the efficient flow
of information. Meetings may be held via telephone /conference call or in person as necessary and when
convenient. These in- person meetings will likely occur prior to or immediately after other project
activities to prepare or debrief. City staff will be responsible for ensuring that the appropriate staff
members participate in the meetings.
9.2 Steering Committee Meetings
The Consultant will participate in up to six steering committee meetings to obtain input to guide the
visioning process and feedback on preliminary findings and draft work products. The Consultant will
work with City staff to prepare the agenda items and materials for the steering committee's timely
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RENAISSANCE PLANNING GROUP
REVISED SCOPE June 25, 2012 (911;
review, and will follow up each meeting with a list of action items developed in consultation with City
staff.
9.2 Briefings / Presentations to Appointed and Elected Boards
The Consultant will conduct up to four presentations to the Sanford City Commission. One presentation
will be made early in the vision process to provide an overview of the study process and seek direction
on the composition of the steering committee, and to obtain guidance and other input for consideration
in subsequent steps of the process. A second presentation will occur to review or ratify the values
identified in early steps of the project. The remaining presentations will occur later in the schedule to
present the draft and final vision, along with supporting strategic plan recommendations for
consideration, feedback and approval. The Consultant will work with City staff to prepare agenda packet
materials in a timely manner prior to each of these schedule presentations.
Task 10 - Optional Additional Services
During the course of this project, it will be extremely important for the City and Consultant to be
dynamic and respond quickly to emerging issues or requests for information that may arise. While the
above tasks anticipate some level of interactive adjustments in the scope of work to ensure flexibility,
there may be some additional, directly related, consultant services needed that are not anticipated at
this time. This task accounts for possible assignments that the City of Sanford may request of the
Consultant in support of the community vision and strategic plan. The cost for such services will be
estimated based on the hourly rate schedule included at the end of this scope of work.
Schedule
Figure 2 presents the draft study schedule, which will be subject to review and refinement as part of the
Task 1, Project Initiation. The Consultant will commence work immediately upon receipt of written
notice to proceed issued by the City of Sanford, and will complete work within 12 months. The schedule
anticipates preliminary action by the City Commission in the March -April 2013 time frame. The schedule
may be adjusted or extended upon mutual agreement between the Consultant and City staff.
Salford Community vision and Strategic Man
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A KIKk -oft M..bng * Comm ny W«W. p W Cry Com _ 0 3—" Con. - * D.1-rabl.
Figure 2 - Draft Study Schedule
13
REVISED SCOPE June 25, 2012 RENAISSANCE PLANNING GROUP
Budget
The work will be conducted on a lump sum, percent complete basis, with an invoice and progress report
submitted each month based on the percentage of work accomplished. The estimated work effort by
task is shown in the attached Fee Schedule. An hourly rate schedule is provided for contingencies that
may arise for additional meetings or additional technical analysis, upon mutual consent between the
City's project manager and the Consultant.
If requested by the City, additional services beyond those identified in this scope of services will be
reimbursed to the Consultant on a time and materials basis, per an approved hourly rate schedule.
Direct expenses (mileage, rental car, fuel, tolls, per diem, etc.) will be reimbursed at cost. Further, the
City may choose to engage the Consultant for complementary follow -on services that help implement
aspects of the final vision plan. These services would be negotiated separately as part of an individual
task work order.
14
REVISED SCOPE June 25, 2012 k RENAISSANCE PLANNING GROUP
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Item No.
/ 5 2,q
CITY COMMISSION MEMORANDUM 12.107.F
JULY 9, 2012 AGENDA
To: Honorable Mayor and Members of the City Co ' ion
PREPARED BY F. William Smith, Purchasing Manager
SUBMITTED BY Norton N. Bonaparte, Jr., City Manager
S UBJECT: Professional Services for Community V' ion' g and Strategic Planning
Services
SYNOPSIS:
Approval of staff's recommended rankings for professional services related to Community
Visioning and Strategic Planning project and delegation of authority to the City Manager to
negotiate and execute a contract is being requested.
FISCALISTAFF'ING STATEMENT:
City Manager delegated authority to negotiate a contract for services that would be in an amount
not to exceed $150,000. Funds are available from Economic Development 001 - 0102 - 559- 31 -00.
BACKGROUND:
RFQ 11/12 -09 was issued for professional services related to the City's Community Visioning and
Strategic Planning project with a thirty (30) day response window for interested firms to respond.
City staff evaluated proposals submitted by the five (5) respondents in accordance with
competitive procedures as summarized by attachment, Scoring and Ranking Information. The
initial scoring resulted in a short-list of three (3) firms who were invited to provide presentations.
Upon completion of the presentations, the firms were ranked by the scoring team with number 1
being: Renaissance Planning Group, number 2 being Littlejohn Engineering, and number 3 being
Kramer and Little, LLC. This ranking is hereby submitted to the City Commission for approval to
complete the process as recommended below.
LEGAL REVIEW:
Provided by the City Attorney.
RECOMMENDATION:
City staff recommends that the ranking indicated above be approved and that the City Commission
delegate authority to the City Manager to negotiate and execute a contract with the firm ranked
number 1 in a not to exceed amount of $150,000.
SUGGESTED MOTION:
"I move to approve staff's ranking of respondents to RFQ 11/12 -09 and to authorize the City
Manager to negotiate and execute a contract for services with the number one ranked firm in an
amount not to exceed $150,000."
Attachment: RFQ 11/12 -09 Scoring and Ranking Information
COMMUNITY VISIONING AND STRATEGIC PLANNING SERVICES
SCORING AND RANKING INFORMATION
Short - Listed Firms
RENAISSANCE
LITTLEJOHN
KRAMER &
Response Submission Form
PART 1 General
1.01 Description
The following Request for Statements of Qualifications, for the (11) RFQ 11/12 -09 Community
Visioning and Strategic Planning: This Response is submitted by (2)
Renaissance Planning Group, Inc.
121 South Orange Avenue, Suite 1200, Orlando, FL 32801
(P) 407.487.0061 ext. 113 (F) 407.487.0058 wblanton@citiesthatwork.com
(1) Title and Solicitation number as shown in the Invitation
(2) Name, address, telephone, fax number and emall of Proposer.
1.02 The Undersigned:
A. Acknowledges receipt of:
Addenda: Number 1 Dated 3/5/2012
Number 2 Dated 3119/2012
B. Has examined the Solicitation Documents and understands that in submitting
his /her Response, he /she waives all right to plead any misunderstanding
regarding the same.
C. Understands that the responsibility for delivering the submission to the CITY on
or before the specified date and time will be solely and strictly the responsibility
of the Respondent. The City will not be responsible for delays caused by the
United States Postal Office or a delay caused by any other occurrence. Offers by
telephone, fax, email or other electronic means will not be accepted. It is
understood that any deviation from a completed, signed (original signatures)
proposal delivered on or before the designated time, date and place, as provided
herein, to the City will be resolved against the individual or firm submitting the
response.
D. Agrees:
1. To hold this Offer open for 60 calendar days after the opening date.
2. By signing this document the responding individual or firm hereby agrees
to negotiate in good faith, to be bound by specifications, terms,
conditions, scheduling, pricing and representations as stated and
submitted with this form and /or as established by subsequent
negotiations. However, it is understood that the City reserves the right to
declare any submission nonresponsive if exceptions to specifications,
terms, conditions, etc. of the solicitation are not acceptable in the opinion
of the City to meet the requirements of said solicitation.
3. To enter into and execute a contract with the City, if awarded on the basis
of this Offer and /or subsequent negotiations agreed upon by the City and
the Bidder/Proposer.
4. To accomplish the work or service in accordance with any Contract
resulting from this request.
1.03 Miscellaneous Requirements and Affirmations
Statements of Qualifications shall be submitted using the attached forms and in
compliance with the instructions provided with this request.
. Number of originals and complete copies to submit:
a. Two originals
b. Eight copies
c. One electronic thumb drive in pdf format
d. One CD or DVD disc in pdf format.
1.04 Protests
Protests, if any, shall be submitted in compliance with City Purchasing Policy in all
respects. Failure to file protest to the Purchasing Manager within the requirements a
and time prescribed by the Purchasing Policy of the City of Sanford, shall constitute a
waiver of proceedings.
sealed this 28th day of March
Bidder /rrropo 'ser Sy ig+�fure) Date
Whit Blanton, Vice President
Printed Name and Title
Corporate /Company Seal
On the Envelope Containing Your Submission:
The Return address — Your Company Name and Address
Address or Deliver To:
William Smith, Purchasing Manager
City of Sanford
P.O. Box 1788 (300 N. Park Avenue, Room 236)
Sanford, FL 32772
In the Lower Left Corner of the Envelope, Provide the Following:
RFQ Number: RFQ 11/12 -09 Community Visioning and Community Planning
Open Date: March 28, 2012 Open Time: 2:00 p.m. (Non - Public)
This Form Must Be Completed and Returned with your Submission
Disputes Disclosure Form
Answer the following questions by answering "YES" or "NO ". If you answer "YES ", please explain in the
space provided, please add a page(s) if additional space is needed.
1. Has your firm, or any of its officers, received a reprimand of any nature or been suspended
by the Department of Professional Regulation or any other regulatory agency or professional
association within the last five (5) years? No
2. Has your firm, or any member of your firm, been declared in default, terminated or removed from
a contract or job related to the services your firm provides in the regular course of business within
the last five (5) years? No
3. Has your firm had filed against it or filed any requests for equitable adjustment, contract claims or
litigation in the past five (5) years that is related to the services your firm provides in the regular
course of business? No If yes, the explanation must state the nature of the request for
equitable adjustment, contract claim or litigation, a brief description of the case, the outcome or
status of suit and the monetary amounts or extended contract time involved.
I hereby certify that all statements made are true and agree and understand that any misstatement or
misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of
the project identified.
Am'(�;WOIanni Aa Cry o rx-
3/28/2012
Whit Blanton, Vice President
Printed or Typed Name and Title
FORM NO. DSPT 12,204
This Form Must Be Completed and Returned with your Submission
RFQ 11/12 -09 Community Visioning and Strategic Planning
Drug -Free Work Place
The undersigned, in accordance with Florida Statute 287.087 hereby certifies that the firm named below does:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy
of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
proposed a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide
by the terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the
United States or any state, for a violation occurring in the workplace no later than five (5) days
after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee who
is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through implementation
of this section.
Whit Blanton, Vice President
Printed or Typed Name and Title
FORM NO. DFWP 14.204
This Form Must Be Completed and Returned with your Submission
RFQ 11/12 -09 Community Visioning and Strategic Planning
Conflict of Interest Statement
1 Whit Blanton, Vice President of Renaissance Planning Group deposes and states that
Name of Affiant Name of Company
2. The above named entity Is submitting an Expression of Interest for the City project
identified below.
3. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based
upon his own knowledge.
4. The Affiant states that only one submittal for the above project is being submitted and that the above
named entity has no financial interest in other entities submitting proposals for the same project.
5. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in
connection with the entity's submittal for the above project. This statement restricts the discussion of
pricing data until the completion of negotiations and execution of the Agreement for this project.
6. Neither the entity nor its affiliates, nor any one associated with them, is presently suspended or
otherwise Ineligible from participating in contract lettings by any local, state, or federal agency.
7. Neither the entity, nor its affiliates, nor any one associated with them have any potential conflict of
interest due to any other clients, contracts, or property interests for this project.
8. 1 certify that no member of the entity's ownership, management, or staff has a vested interest In any
aspect of or Department of the City.
9. 1 certify that no member of the entity's ownership or management is presently applying for an
employee position or actively seeking an elected position with the City of Sanford.
10. In the event that a co ict of interest is identified in the provision of services, 1, on behalf of the above
named entity, will i tely tify ity in writing.
3!28/12
Signature of Atli Date
Wh Blanton Vice President
Typed or Printed Name of Affiant Title
State of Florida, County of orange
On this 28 day of March 20 , before me, the undersigned Notary Public of the State of Florida,
ersgn Iy appear
p (1a 8 1 T (An and �`—
(Name(s) of Individuals who appeared before notary)
whose name(s) Islare Subscribed to the within instrument, and he /she/they acknowledge that he /she/they exec ted it.
WITNESS my hand
and official seal.
OTARY PUB K, STATE OF FLORIDA
NOTARY PUBLIC Q V
SEAL OF OFFICE: / t ///���SCo
(Name of Notary Public: Print, Stamp, or lype as Commissioned.)
KARP A. f!r(IAilE4f
NOTARY PUBLIC
STATE OF FLOPAW
t ormW EE1207M
Expires 8/10/2018
FORM NO. CFI 18.204
This Form Must Bc Completed and Returned with your Submission
RFQ 11/12 -09 Community Visioning and Strategic Planning
Florida Statutes On Public Entity Crimes
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL
AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted to The City
by Whit Blanton, Vice President
on behalf of Renalssance Planning Group
whose business address is: 121 South Orange Avenue, Suite 1200, Orlando, FL, 32801
and (if applicable) its Federal Employer Identification Number (FEIN) is 59- 3594725 (If the entity has no FEIN,
include the Social Security Number of the individual signing this statement: }.
I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes. means a violation of
any state or federal law by a person with respect to and directly related to the transaction of business with any public
entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to,
any bid or contract for goods or services, any lease for real property, or any contract for the construction or repair of a
public building or public work, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
3. 1 understand the 'convicted" or 'conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of
guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of
record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non jury
trial, or entry of a plea of guilt or nolo contendere.
4. 1 understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes. means:
A predecessor or successor of a person convicted of a public entity crime: or
An entity under the control of any natural person who is active in the management of the entity and who has
been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives,
partners, shareholders, employees, members, and agents who are active in the management of an affiliate.
The ownership by one person of shares constituting a controlling interest in another person, or a pooling of
equipment or income among persons when not fair market value under an arm's length agreement, shall be a
prima facie case that one person controls another person. A person who knowingly enters into a joint venture
with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity
organized under the laws of any state or of the United States with the legal power to enter into a binding contract and
which bids or applies to bid on contracts let by a public entity, or which otherwise transacts or applies to transact
business with a public entity. The term "person" Includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of an entity.
6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this
sworn statement. (Please indicate which statement applies.)
X Neither the entity submitting this sworn statement, nor any of its officers, director, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the
entity were charged with and convicted of a public entity crime after July 1, 1989.
The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the
entity was charged with and convicted of a public entity crime after July 1, 1989.
The entity submitting this sworn statement, or one of its officers, directors, executives, partners, shareholders,
employees, members, or agents who are active in the management of the entity, or any affiliate of the entity was
charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent
proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order
RFQ 11112 -09 Community Visioning and Strategic Planning
entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn
statement on the convicted vendor list. (Attach a copy of the final order.)
1 UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY
IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID
THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM
REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE
THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIOA STATUTES FOR CATEGORY TWO OF ANY CHANGE
IN THE INFORMATION CONTAINED IN THIS FORM. r ` W J --�
%(sigfldtum"
State of Florida
County Of Orange
On this 28th day of March , 20 1 2 , before me, the undersigned Notary Public of the State of Florida,
personally appea�'� &- b l rffm
and
(Name(s) of Individuals who appeared before notary)
whose name(s) is /are Subscribed to the within instrument, and he /she/they acknowledge that he /she /they executed it.
WITNESS my hand
and official seal o
N ARY PUBLI , STATE OF LORIDA
NOTARY PUBLIC
SEAL OF OFFICE: I or ! " M
-q
(Name of Notary Public: Print, Stamp, ype as Commissioned.)
N A. PEAVEY `!Personally known to me, or
NOTARY PUBLIC _ Produced identification:
STATE OF FLORIDA
C,plytttlt7 (type of Identification Produced)
Expltets 8110120 DID take an oath, or
DID NOT take an oath.
FORM NO. PEC 15.204
3/28/2012
(date)
This Form Must Be Completed and Returned with your Submission
RFQ 11/12 -09 Community Visioning and Strategic Planning
Offeror's Qualification Statement
SUBMITTED BY NAME: Renaissance Planning Group
CHECK ONE: _Individual — Partnership A_Corporation ,Other
State the true, exact, correct and complete name of the company, partnership, corporation, trade or fictitious name
under which you do business and the address of the place of business.
The correct name of the Offeror is:
Renaissance Planning Group, Inc.
The address of the principal place of business
is: 121 South Orange Avenue, Suite 1200
Orlando, FL 32801
2. If Offeror is a corporation, answer the following:
a. Date of Incorporation: August 12, 1999
b. State of Incorporation: Florida
C. President's Name: Chris Sinclair AICP
d. Vice President's Name: Whit Blanton AICP
e. Secretary's Name: Katharine Ange, AICP
f. Treasurer's Name: Frank Kalpakis, AICP
g. Name and address of Resident Agent: N/A
3. If Offeror is an individual or a partnership, answer the following:
a. Date of Organization: N/A
b. Name, Address and Ownership Units of all Partners: NIA
C. State whether general or limited partnership: N/A
If Offeror is other than an individual, corporation or partnership, describe the organization and
give the name and addres
If Offeror is operation under a fictitious name, submit evidence of compliance with the Florida Fictitious Name Statute
Information attached: Yes „X_NA
6. How many years has your organization been in business under its present business name? 13 years
a. Under what other former names has your organization
operated?
RFQ 11/12 -09 Community Visioning and Strategic Planning
7. Indicate registration, license number or certificate numbers for the businesses or professions which are the subject of
the Proposal/Bid. Please attach certificate of competency and /or state registration.
Florida State Corporation: P99000073599
8. Have you ever failed to complete any work awarded to you? If so, state when, where and why.
None
State the names, telephone numbers and last known addresses of three (4) owners,
individuals or representative of owners with the most knowledge of work which you have performed or goods you have
provided on similar projects within the last five years (government owners are preferred as references). It is noted that
the experience claimed here must be associated with the company named above. Additional or other relevant
experience may be included on a separate sheet provided by the offeror. The City reserves the right to require
additional information and to conduct any investigation deemed necessary to evaluate the offer and the Offeror being
considered for an award.
See Attachment A
(name) (address) (phone number)
(name) (address) (phone number)
(name) (address) (phone number)
(name) (address) (phone number)
10. List the pertinent experience of the key individuals of your organization (continue on insert sheet, if necessary).
See Attachment A
11. State the name of the individual who will have personal supervision of the work:
Whit Blanton, Vice President
12. State the names and addresses of all businesses and /or individuals who own an interest of more than five percent (5 %)
of the Offeroes business and indicate the percentage owned of each such business and/or individual:
See Attachment A
13. State the names, addresses and the type of business of all firms that are partially or wholly owned by the Offeror:
N/A
14. State the name of the Surety Company which will be providing the bond, and name and address of agent:
N/A
RFQ 11/12 -09 Community Visioning and Strategic Planning
15. Bank References:
M &I Marshall & Ilsley Bank - 150 N Orange Ave, STE 101, Orlando FL 32801
(bank) (address)
(bank) (address)
(bank) (address)
THE INFORMATION INDICATED IN ITEM 16 IS NOT REQUESTED AT THIS TIME, HOWEVER, THE CITY RESERVES THE RIGHT TO REQUEST
THIS INFORMATION.
16. Attach a financial statement including Offeror's latest balance sheet and income statement showing the following items:
a. Current Assets (e.g., cash, joint venture accounts, accounts receivable, notes receivable, accrued income,
deposits, materials, real estate, stocks and bonds, equipment, furniture and fixtures, inventory and prepaid
expenses).
b. Net Fixed Assets
C. Other Assets
d. Current Liabilities (e.g., accounts payable, notes payable, accrued expenses, provision for income taxes,
accrued salaries, real estate encumbrances and accrued payroll taxes)
e. Other Liabilities (e.g., capital, capital stock, authorized and outstanding shares par values, earned surplus, and
retained earnings)
f. State the name of the firm preparing the financial statement and date thereof.
g. This financial statement must be for the identical organization named on page
one? If not, explain the relationship and financial responsibility of the
organization whose financial statement is provided (e.g., parent, subsidiary). Please note, that the CITY
reserves the right to reject financial statement(s) submitted by other than the organization named on page one.
TILE OFFEROR ACKNOWLEDGES AND UNDERSTANDS THAT THE INFORMATION CONTAINED IN RESPONSE TO TITS QUALIFICATIONS
STATEMENT SHALL. BE RELIED UPON BY TIfE CITY IN AWARDING TIIE CONTRACT AND SUCH INFORMATION IS WARRANTED BY
OFFEROR TO BE TRUE. THIS DISCOVERY OF ANY OMISSION OR MISSTATEMENT THAT MA'T'ERIALLY AFFECTS THE OFFEROR'S
THE A( W Q UA L IFICATIONS E L �O 1Y.A1 ID AT E J1r AWARD AND /OR CONTR CITY TO REJECT THE BID OR PROPOSAL, AND IF A I'ER
Date
Whit Blanton, AICP President
Typed or Printed Name of Afriant Title
State of Florida, County of Orange . On this 28th day of March 2012 before me, the
undersigned Notary Public of the State of Florida, personally appeared
t oh &- bIQhlon and r—
(Name(s) of Individuals who appeared befi
whose name(s) is/are Subscribed to the within Instrument, and
WITNESS my hand
and official seal. „►1/h . ,
Ulm
acknowledge that he /she /they executed it.
NOTARY PUBLIC, STATE OF FLORIDA
NOTARY PUBLIC SEAL OF OFFICE:
of Notary Public: Print, Slatnp, or Type as
X Personally known to me, or ` Produced identification:
_ DID take an oath, or ,_ DID NOT take an oath.
Form No. SOQ 25.204
(Type of Identification Produced)
RFQ 11/12 -09 Community Visioning and Strategic Planning
KARE A. PEAVEY
NOTARY KOM
STATE OF FLORIDA
Com"EE1207
t>�iros 8110tZ018
City of Sanford, Florida
INSURANCE REQUIREMENTS OUTLINED BELOW APPLICABLE TO CONTRACTS FOR SERVICES WHEN
THE CONTRACTOR PERFORMS ON OR OFF CITY PREMISES
• MP- 11012: When contract cost not to exceed $500,000,180 days and no unusual
hazards exist
Vendor, Contractor, bidder shall provide, to the City of Sanford "City," prior to commencing any work, a
Certificate of Insurance which verifies coverage in compliance with the requirements outlined below. Any
work initiated without completion of this requirement shall be unauthorized and the City will not be
responsible (Ref: items 17 and 18, standard terms and conditions included with City of Sanford Purchase
Order),
2. The City reserves the right, as conditions warrant, to modify or increase insurance requirements outlined
below as may be determined by the project, conditions and exposure.
Outline of Requirements:
Certification:
It is noted that the City has a contractual relationship with the named vendor, contractor or provider (collectively
referred hereinafter as Contractor) applicable to a purchase order, work order, contract or other form of commitment
by the City of Sanford, whether in writing or not and has no such contractual relationship with the Contractor's
insurance carrier. Therefore, the onus is on the Contractor to insure that they have the insurance coverage
RFQ 11112 -09 Community Visioning and Strategic Planning
UP TO VENDOR POLICY LIMITS, BUT
COVERAGE REQUIRED
WITH MINIMUM POLICY
LIMITS OF:
Workers' Compensation
Employers Liability $ 500,000
*Certificates of exemption are not acceptable in lieu of workers
Each Accident $ 500,000
Disease $ 500,000
compensation insurance
Commercial General Liability shall include- Bodily injury liability,
Property Damage liability; Personal Injury liability and
$1,000,000 Per Occurrence
Advertising injury liability Coverages shall include: Premises✓
$1,000,000 General Aggregate
Operations; Products/Completed Operations, Contractual liability;
Independent Contractors, Explosion; Collapse; Underground
Comprehensive Auto Liability, CSL, shall Include "any auto' or
$ 1,000,000 Combined Single Limit
shall include all of the following: owned, leased, hired, non -owned
$1,000,000 General Aggregate
autos, and scheduled autos.
Professional Liability (when required)
$1,000,000 Minimum
Builder's Risk (when required) shall include theft, sinkholes, off
site storage, transit, installation and equipment breakdown.
100% of completed value of additions
Permission to occupy shall be included and the policy shall be
and structures
endorsed to cover the interest of all parties, including the City of
Sanford, all contractors and subcontractors
Garage Keepers (when required)
$1,000,000 Aggregate: No per vehicle
maximum preferred
Garage Liability (when required)
$1,000,000 Combined Single Limit
$1,000,000 General Aggregate
Certification:
It is noted that the City has a contractual relationship with the named vendor, contractor or provider (collectively
referred hereinafter as Contractor) applicable to a purchase order, work order, contract or other form of commitment
by the City of Sanford, whether in writing or not and has no such contractual relationship with the Contractor's
insurance carrier. Therefore, the onus is on the Contractor to insure that they have the insurance coverage
RFQ 11112 -09 Community Visioning and Strategic Planning
specified by the City
to meet all contractual obligations and expectations of the City. Further, as the Contractor's insurance coverage is a
matter between the vendor and its insurance carrier, the City will turn to the Contractor for relief as a result of any
damages or alleged damages for which the Contractor is responsible to indemnify and hold the City harmless. It is
understood that the Contractor may satisfy relief to the City for such damages either directly or through its insurance
coverage; exclusions by the insurance carrier not withstanding, the City will expect relief from the Contractor.
• The insurance limits indicated above and otherwise referenced are minimum limits
acceptable to the City. Also, all contractor policies shall to be considered primary to
City coverage and shall not Contain co- insurance provisions.
• All policies, except for professional liability policies and workers compensation policies shall
name the City of Sanford as Additional Insured,.
Professional Liability Coverage, when applicable, will be defined on a case by case basis.
• In the event that the insurance coverage expires prior to the completion of the project, a
renewal certificate shall be issued 30 days prior to said expiration date.
• All limits are per occurrence and must include Bodily Injury and Property Damage.
• All policies must be written on occurrence form, not on claims made Form, except for
Professional liability.
• Self insured retentions shall not be allowed on any liability coverage .
• In the notification of cancellation: The City of Sanford shall be endorsed onto the
policy as a cancellation notice recipient. Should any of the above described policies
be cancelled before the expiration date thereof, notice shall be delivered to the City
of Sanford in accordance with the policy provisions.
• All insurers must have and
• It is the responsibility of the Contractor to responsible to ensure that all Subcontractors
retained by the Prime Contractor shall provide coverage as defined herein before and
after and are the responsibility of said Prime Contractor in all respects.
• Any changes to the coverage requirements indicated above shall be approved by the City
of Sanford, Risk Manager
• Address of "Certificate Holder" is: City of Sanford; Attention: Purchasing Manager;
P.O. Box 1788 (300 N Park Avenue); Sanford, FL 32771 Phone: 407.688.5028/5030
FAX: 407.688.5021
• All certificates of insurance, notices, etc. must be provided to the above address.
Certification:
The Undersigned accepts and agrees to meet all of the insurance coverage requirements, terms, conditions and
certification(s) stated herein before and after and further agrees to maintain and provide the designated coverage
during the life of the identified document. Also, when the coverage requirements stated herein before and after are
specifically referenced by applicable solicitation, purchase order or contract document, those terms, conditions and
coverage requirements are incorporated into that document as if fully set forth in verbatim .
nalssence Planning Group
Authorized Signature
Whit Blanton
Printed Name
3/28/2012
Date
Vice President
Title
RFQ 11/12 -09 Community Visioning and Strategic Planning
COMPLIANCE WITH THE PUBLIC RECORDS LAW, 435 -11
Upon award recommendation or ten (10) days after opening, submittals become "public records" and shall be subject to public
disclosure consistent with Chapter 119, Florida Statutes. Proposers /Bidders must invoke the exemptions to disclosure provided
by law as applicable to the response to the solicitation, must identify the data or other materials to be protected, and must state
the reasons why such exclusion from public disclosure is necessary. The submission of a proposal authorizes release of your
firm's credit data to the City of Sanford.
If the company submits information exempt from public disclosure, the company must. identify with specificity which
pages /paragraphs of their bid /proposal package are exempt from the Public Records Act, identifying the specific exemption
section that applies to each. The protected information must be submitted to the City in a separate envelope marked
accordingly.
By submitting a response to this solicitation, the company agrees to defend, indemnify and hold the City harmless in the event
we are forced to litigate the public records status of the company's documents.
Whit Blanton, Vice President
Typed or Printed Name of Atfient Title
State of Florida, County of orange On this 28th day of March , 20 12 , before me, the
undersigned Notary Public of the State of Florida, personally appeared
Wh 6(Ord and
(Name(s) of individuals who appeared before notary)
whose name(s) is /are Subscribed to
WITNESS my hand and official seal.
NOTARY PUBLIC
SEAL OF OFFICE:
KMEN A. PEAS
pIpITARY mo-IC
STATE OF FONDA
• EE120TIO
cam
• E*109 811012015
the within instru ent, and he/s /they acknowledge that he /she /they executed it.
140TARY P BLIC, STATE OF I FLORIDA
MKO, / Veq
(Name of Notary Public: Print, Stamp, or Type as Commissioned.)
P ersonally known to me, or _ Produced identification
(Type of Identification Produced)
DID take an oath, or
_ DID NOT take an oath
This Form Must Be Completed and Returned with your Submission
RFQ 11/12 -09 Community Visioning and Strategic Planning
Non - collusion Affidavit of Offeror /Bidder 435 -6
The undersigned, by signing this document hereby certifies that the company named below hereby is or does:
1. States that the entity named below and the individual signing this document has submitted
the attached bid or proposal:
2. He is fully informed respecting the preparation and contents of the attached proposal and of
all pertinent circumstances respecting such proposal;
3. Said bid or proposal is genuine and is not a collusive or sham bid or proposal;
4. Neither the said bidder or proposer nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, has in any way
colluded, conspired, connived or agreed, directly or indirectly with any other bidder,
proposer, firm or person to submit a collusive or sham bid or proposal in connection with the
Contract for which the attached bid or proposal has been submitted or to refrain from bidding
or proposing in connection with such Contract, or has in any manner, directly or indirectly,
sought by agreement or collusion or communications or conference with any other bidder,
proposer, firm or person to fix the price or prices in the attached bid or proposal or of any
other bidder of proposer, or to fix any overhead, profit or cost element of the bid or proposal
price or the bid or proposal price of any other bidder or proposer, or to secure through any
collusion, conspiracy, connivance or unlawful agreement any advantage against the City
of Sanford or any person interested in the proposed Contract.
5. The price or prices quoted in the attached bid or proposal are fair and proper and are not
tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the
bidder or proposer or any of its agents, representatives, owners, employees, or parties in
interest, incluftig theJadividbal.signing this document.
Whit Blanton, Vice President
Typed or Printed Name of Af6ant Title
State of Florida, County of orange On this 28th day of March 20 1 2 , before me, the
undersigned Notary Public of the State of Florida, personally appeared
4 and
( Name(s) of individuals who appeared before notary)
whose name(s) is/are Subscribed to the within instrLtment, and he /s a /they acknowledge that he/she/they executed it.
WITNESS my hand and official seal.
Q RY U C $TyTE
NOTARY PUBLICSEAL OF OFFICE: r V�C!C OF FLORIDA
(Name of Notary Public: Print, Stamp, or Tybe as Commissioned.)
N A 0"V& ✓ Personally known to me, or Produced identification
NOTARY PUBLIC — —
STATE OF 01jMDA
sal"Commill! EE120170
F�cplres 811012015 (Type of Identification Produced)
_ DID take an oath, or
_ DID NOT take an oath
FORM No. AC 5.908 This Form Must Be Completed and Returned with your Submission
RFQ 11/12 -09 Community Visioning and Strategic Planning
Attachment A
Chris Sinclair
901 Hanley Alley
Orlando, FL 32803
34% owner
Whit Blanton
2343 Woodcrest Drive
Winter Park, FL 32792
23% owner
Glen Duke
521 South Primrose Drive
Orlando, FL 32803
9% owner
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RENAISSANCE PLANNING GROUP
ACTIVITY CENTER IMPLEMENTATION PLAN
ALACHUA COUNTY, FLORIDA
contact:
Steve Lachnicht, AICP
Principal Planner
Alachua County
Department of Growth Management
10 SW 2nd Avenue, 3rd Floor
Gainesville, FL 32601 -6294
(P) 352.374.5249
(F) 352. 338 -3224
slachnicht @alachuacounty.us
�i - 1 &TFUrrzT*'j ! u
Dates of Service:
December 2003 - June 2006
DOWNTOWN MOBILITY STUDY
CITIES OF BRADENTON AND PALMETTO, FLORIDA
Contact
Claude Tankersley
Director
City of Bradenton
Public Works
14119th Street West
Bradenton, FL 34205
(P) 941.708.6300, ext. 222
(F) 941.708.6310
claude.tankersley @cityofbradenton.com
of off
Dates of Service:
November 2007 - May 2010
WATERFRONT DESIGN GUIDELINES, HARBOR MASTER
PLAN AND COMPREHENSIVE PLAN IMPLEMENTATION
TOWN OF CAPE CHARLES, VIRGINIA
Coma
Joe Vaccaro
Town Manager
Cape Charles Municipal Building
2 Plum Street
Cape Charles, VA 23310
(P) 757.331.3259, ext. 20
(F) 757.331.04820
townmanager@capecharles.org
Total Value ofServicas:
$70,000
January 2006 - January 2007
US BUSINESS 98 HERITAGE CORRIDOR STUDY AND
MASTER PLAN
PANAMA CITY DOWNTOWN IMPROVEMENT BOARD
Contact
Toni Shamplain
Program Manager
Panama City Community Redevelopment Agency
803 Jenks Avenue, Suite 6
Panama City, FL 32401
(P) 850.215.3879
(F) 850.215.3860
thamplain@panamacitycra.org
$210,000
Dates of Service:
October 2005 - June 2006
PLACEALLIANCE
CITY OF LORAIN OHIO
PROJECT NAME: DOWNTOWN TECHNOLOGY DISTRICT VISION
PLAN
LOCATION: CITY OF LORAIN, OHIO
OWNER: CITY OF LORAIN, OHIO
CONTACT: REYNALDO CARRION
ACTING DIRECTOR
Community Development Department
200 West Erie Avenue, 5th Floor
Lorain, Ohio 44052
(440) 204 -2020 Office
(440) 204 -2080 Fax
rev carrion @citvoflorain.or_g
PROJECT MANAGER:
ALLIANCE
COST OF PROJECT:
BUDGET:
COMPLETION DATE:
VICTOR PALACIOS, ADES USA
MARC NEWMAN, PLACE
$30,000
$30,000
February 2012
TOWN OF PRATTSVILLE, NEW YORK
PROJECT NAME: REBUILDING PRATTSVILLE ACTION PLAN
LOCATION: PRATTSVILLE, NEW YORK
OWNER: TOWN OF PRATTSVILLE
CONTACT: Warren Hart, AICP
Director
Greene County Economic Development,
Tourism & Planning
411 Main Street
Catskill NY 12414
0 518 - 719 -3290
f 518 - 719 -3789
whart@discovergreene.com
PROJECT MANAGER
PLANNING
ALLIANCE
COST OF PROJECT:
BUDGET:
COMPLETION DATE
MARGARET IRWIN, RIVER STREET
MARC NEWMAN, PLACE
$45,000
$45,000
NOVEMBER 2011
CITY OF OCALA, FLORIDA
PROJECT NAME: OCALA VISION PLAN
LOCATION: OCALA, FLORIDA
OWNER: CITY OF OCALA
CONTACT: Peter Lee, AICP
Chief Planning Officer
Growth Management Department
151 SE Osceola Avenue
Ocala, FI 34471
352 - 629 -8404
glee @oca lafl.org
PROJECT MANAGER: MIKE DANIELS, CITY OF OCALA
MAURICIO CASTRO, PLACE
ALLIANCE
COST OF PROJECT:
BUDGET:
COMPLETION DATE:
$60,000
$60,000
NOVEMBER 2011