C2E-Issue RFQ Public Information Services On ROW And Facilities Construction ProCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Qualifications (RFQ) To Provide Public Information
Services On Ri ht OfWa And Facilities Construction Pro·ects.
Key Intended Outcome Supported:
Enhance external and internal communications from and within the City
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey
indicated that 79 percent of residents and 66 percent of businesses feel the amount of information they
get is the right amount
Issue: I Shall the Mayor and City Commission approve the issuance of the RFQ?
Item Summary/Recommendation:
Planned Progress, the Office of Capital Improvement Project's (CIP) Construction Management efforts,
have expanded citywide. The additional activity produced by the neighborhood right of way improvements,
structural and park facilities, as well as capital renewal and replacement projects, has generated an
exponential need for proper and timely notification to our citizens.
In order to achieve this goal, the CIP office is breaking down project-related information as follows:
1. Pre-Construction Communications -Involves developing a communications plan for the
project area and notifying stakeholders of upcoming construction.
2. Project Information -Involves executing the approved communications plan and
disseminating real-time project information.
3. Post-Construction Communications -Involves closing out the communication plan for a
project, evaluating the construction and providing lessons learned summary.
Currently, public information services are brought on board for neighborhood right of way projects via the
contractor that was awarded the job. These firms are selected at the discretion of the contractor and are
limited to provide services that have been agreed with the contractor.
This public information rotational list will serve to facilitate the assignment of services for all neighborhood
and facility projects managed by CIP. It will ensure that the individuals procured for these services are
communications professionals that have the right experience. Last, it is imperative that the CIP Office
have full control of the consultants developing and executing the communication efforts for active and
future construction projects. Having control of the public information officers will help us extend white-
glove service to the citizens impacted by our planned efforts.
Advisory Board Recommendation:
IN/A
Source of
Funds:
OBPI
Financial lm
City Clerk's Office Legislative Tracking:
ce MIAMI BEACH
53
AGENDA ITEM C ~ £
DATE 1,?.-Jf(-I I
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: December 14, 2011
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR
QUALIFICATIONS (RFQ) TO PROVIDE PUBLIC INFORMATION SERVICES
ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS.
ADMINISTRATION RECOMMENDATION
Approve issuance of the RFQ.
KEY INTENDED OUTCOMES SUPPORTED
1. Enhance external and internal communications from and within the City
2. Ensure value and timely delivery of capital projects
BACKGROUND
Planned Progress, the Office of Capital Improvement Project's (CIP) Construction Management
efforts, have expanded citywide. Neighborhood right of way improvements, structural and park
facilities, as well as capital renewal and replacement projects are underway in each of the three
(3) City districts. The additional activity produced by these projects in turn generates an
exponential need for proper and timely notification to our citizens. Keeping our residents,
business owners and civic organizations well informed and actively involved is a key factor of
CIP's ongoing and growing commitment to maintain residents informed at all times.
Communications regarding the construction process is a critical element of every project. CIP is
currently evolving its communications process and policies. The Office is reformulating itself to
be more communication driven and proactive with the residents. In order to achieve this goal,
the CIP office is breaking down project-related information as follows:
1. Pre-Construction Communications -In this phase, a plan is developed delineating how
the community will be informed throughout the life of the project. The community is
provided with information regarding when the project will commence and how
stakeholders will be affected. Meetings are held with stakeholders to introduce the
project team and contractor that will be working in the area.
2. Project Information -This phase begins concurrently with construction and is finalized
when the project is substantially completed. Residents, business owners and civic
organizations are provided weekly with information relevant to the progress of the work.
Meetings are held on an as needed basis with individual stakeholders or interested
groups.
3. Post-Construction Communications -In this phase, project-close out information is sent
out to stakeholders informing them that construction has been finalized and providing
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Commission Memorandum -Issuance of Public Information Services RFQ
December 14, 2011
Page 2 of 5
them with contact information for the various owner agencies.
Currently, public information services are brought on board for neighborhood right of way
projects via the contractor that was awarded the job. Public information services for the
improvements to, or development of, City Facilities are sometimes brought in via the contractor
and sometimes handled in-house. The Public Information Officer (PIO) brought in by the
contractor is selected at the contractor's discretion and their hours are managed by the
agreement that the two firms make. The PIO develops and coordinates communication efforts
and reports to the project team and CIP's Public Information Specialist. They are tasked with the
following:
• Developing project-related materials that are distributed on a daily or weekly basis
• Addressing questions, concerns or comments and communicating project information to
stakeholders
• Scheduling meetings and planning events to address stakeholder concerns
ANALYSIS
This public information rotational list will serve to facilitate the assignment of these services for
all neighborhood and facility projects managed by CIP. It will additionally ensure that the
individuals procured for these services are communications professionals, or have served in a
public information capacity for two years or more, and have adequate experience. Last, it is
imperative that the CIP Office have full control of the consultants developing and executing the
communication efforts for active and future construction projects. Having control of the public
information officers will help us extend white-glove service to the citizens impacted by our
planned efforts.
SCOPE OF SERVICES
The successful firm will be tasked with the following duties and responsibilities:
• Developing Public Involvement Plans
• Developing Project-Related Informational Material
• Communicating Project Information and Addressing Concerns
• Preparing Related Media Communications and Informational Materials
• Coordinating Emergency Communications
• Developing Presentations and Talking Points
• Planning, Organizing and Attending Special Events and Meetings
• Preparing AudioNideo Presentations
• Writing Newsletters and Feature Stories
• Translating Collateral Material Developed
• Designing and Develop Templates and Graphics Informational Materials
MINIMUM REQUIREMENTS
All firms that submit a proposal for consideration must meet the minimum qualifications as
provided below. If the minimum qualifications are not met, the consultant's submittal will be
deemed non-responsive. Qualifications will be considered only from consultants that are
regularly engaged in the business of providing the professional specialization services as
described in this RFQ.
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Commission Memorandum -Issuance of Public Information Services RFQ
December 14, 2011
Page 3 of5
Interested Firms shall address the following items in the RFQ response:
Item 1. Team Experience:
• Demonstrate that proposed team members have a minimum of five (5) years of
experience in each specialty area described in the Scope of Services. Proposer
shall submit clear, supporting information to demonstrate the required
experience.
• The Proposer shall demonstrate understanding of the City's operations,
customers and target audience.
• The Proposer shall submit a minimum of three (3) and a maximum of five (5)
work samples presently and/or previously in use for prior or current clients (no
materials for Miami Beach CIP may be submitted). The material should have
been developed within the last four (4) years.
Item 2. Project Manager I Public Information Officer (PIO)'s Experience:
• Provide a comprehensive summary of the experience and qualifications of the
individual who will be selected to serve as the Project Manager and/or Public
Information Office. The Project Manger must have a minimum of three (3) years
of experience and the Public Information Officer must a minimum of two (2)
years of experience in each respective capacity.
• The Project Manager and Public Information Office must provide a list of
completed projects within the last five (5) years.
Item 4. Previous Similar Projects:
Please provide a list of a minimum often (10) projects which demonstrates the Team's
experience in providing the services as required under this RFQ and in the scope of
services for this project. Please provide the following information for each sample
project:
• Client name, address, phone number and e-mail address.
• Consultant (Public Information) name, address, phone number, fax and/or e-
mail address.
• Description of the scope of the work.
• Month and year the project was started and completed.
• Total cost and/or fees paid to your firm.
• Client's formal or informal evaluation of performance
• Role of the firm and the responsibilities.
Item 5. Qualification of Project Team:
Provide a list of the personnel/sub-consultants to be used on this project and their
qualifications. A resume of each individual, including education, experience, and any
other pertinent information shall be included for each team member including any
subcontractors, to be assigned to this project.
Item 6. Project Approach:
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Commission Memorandum -Issuance of Public Information Services RFQ
December 14, 2011
Page 4 of5
Provide a detailed description on the Project Team approach to the required services.
Information should include:
• Project specific approach to handling communication for neighborhoods versus
facilities.
• Additional cost-effective methods, currently not in use by the City, to actively
engage and keep stakeholders informed.
• Organizational Chart for the project showing roles and responsibilities for each
proposed personnel.
• Description of the Quality Assurance and Quality Control Process used by the
Proposer to ensure sufficient management of the contract and required
deliverables.
RFQ PROCESS
The procedure for response evaluation and selection is as follows:
1. Request for Qualifications issued.
2. Receipt of responses.
3. Opening of responses and determination if they meet the minimum standards of
responsiveness.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
response in accordance with the requirements of this RFQ. If further information is
desired, consultants may be requested to make additional written submissions or oral
presentations to the Evaluation Committee.
5. The Evaluation Committee will recommend to the City Manager the response or
responses acceptance of which the Evaluation Committee deems to be in the best
interest of the City. The following criteria shall be utilized by the Evaluation Committee
for the selection of the Consultant:
• (20 points) -The experience, qualifications and portfolio of the Principal Firm
• (20 points)-The experience, qualifications and portfolio of the Project Manager/
PIO, as well as his/her familiarity with this project and a thorough understanding
of the methodology and design approach to be used in this assignment.
• (20 points) -The experience and qualifications of the professional personnel
assigned to the Project Team as well as their familiarity with this project and a
thorough understanding of the methodology and design approach to be used in
this assignment.
• (10 points)-Risk Assessment Plan that reflects a clear understanding of project
objectives; a thorough review of existing conditions; familiarity with the project
site; a thorough understanding of all permitting and regulatory requirements and
impacts; and other considerations that may impact the design and construction of
the proposed improvements.
• (5 points)-Willingness to meet time and budget requirements as demonstrated
by past performance, methodology and approach.
• (5 points) -Certified minority business enterprise participation. Either the Prime
Consultant or the sub-Consultant team may qualify for proof of certification for
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Commission Memorandum -Issuance of Public Information Services RFQ
December 14, 2011
Page 5of5
minority business enterprise participation. Accepted minority business enterprise
certifications include the Small Business Administration (SBA), State of Florida,
or Miami-Dade County.
• (5 points) -Location
• (5 points)-Recent, current and projected workloads of the firms.
• (5 points)-The volume of work previously awarded to each firm by the City, with
the object of effecting an equitable distribution of contracts among qualified firms,
provided such distribution does not violate the principle of selection of the most
highly qualified firm.
• (5 points) -Past performance based on quality of the Performance Evaluation
Surveys and the Administration's due dilligence based upon reference checks
performed of the Firm(s) clients.
The City may request, accept and consider proposals for the compensation to be paid under the
contract only during competitive negotiations.
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the response or responses acceptance of
which the City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of
the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate,
approve the City Manager's recommendation(s). The City Commission may reject City
Manager's recommendation(s) and select another response or responses. In any case,
City Commission shall select the response or responses acceptance of which the City
Commission deems to be in the best interest of the City. The City Commission may also
reject all proposals.
8. Negotiations between the selected respondent and the City Manager will take place to
arrive at a contract. If the City Commission has so directed, the City Manager may
proceed to negotiate a contract with a respondent other than the top ranked respondent
if the negotiations with the top ranked respondent fail to produce a mutually acceptable
contract within a reasonable period of time.
9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
1 0. If and when a contract or contracts acceptable to the respective parties is approved by
the City Commission, the Mayor and City Clerk sign the contract(s) after the selected
respondent(s) has (or have) done so.
CONCLUSION
The Administration recommends that the Mayor and the City Commission authorize the
issuance of a Request for Qualifications (RFQ) for public information services on right of way
and facilities projects.
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