The URL can be used to link to this page

Home My WebLink About1993-08-02 - Agendas - Final• ADVERTISING AND• PROMOTION COMMISSION AGENDA August 2, 1993 6:00 p.m. I. Call to Order II. Old Business A. Approval of RPF for Feasibility Study for Convention Center III. Public Hearing IV. Adjourn • • 1.0 BACKGROUND The Fayetteville Advertising and Promotion Commission is requesting proposals for Professional Services for a feasibility/planning study to determine the need for an exhibition hall and convention center. The entire proposal process will be governed by the city of Fayetteville Administration Policy & Procedure # PUR- 13, dtd June 27, 1990. A copy of this policy is available from the issuing department by calling 521- 1710. 1.1 ISSUING DEPARTMENT This request for proposal is issued by the Advertising and Promotion Commission of the City of Fayetteville, Arkansas. Vendor questions regarding this proposal shall be addressed to Marilyn Johnson, 521-1710. 1.1.1 SELECTION COMMITTEE Representatives of the Advertising and Promotions Commission and a representative of the city of Fayetteville shall compose the committee designated to review each proposal. The city purchasing manager and the director of convention and visitor development shall be ex -officio members of the committee. 1.2 SELECTION PROCESS In evaluating the qualifications of each firm, the selection committee shall review the following: 1.2.1 Qualifications in Relation to Specific Project to be performed: Information reflecting the qualifications of the firm. Indicate specialized experience and technical competence of the firm in connection with the type and complexity of the services used. 1.2.2 Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications of the major personnel assigned to this project. List references of clients for like services • • performed. 1.2.3 Proposed Method of Doing Work: A proposed work plan indicating methods and schedules for accomplishing the work 1.2.4 Past Performance: Previous evaluations (as set forth in PUR-13.08) shall be considered a significant factor. If previous evaluations with this commission or city are not available, the firm's past performance records with others shall be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent` information. 1.2.5 Price: Vendors are to quote an estimated price for completion of each phase of project in 1.4 SCOPE OF WORK. Actual project cost will be determined at the time of bid negotiation. 1.3 PROPOSAL EVALUATION 1.3.1 In evaluating the qualifications of each firm, the review Committee shall consider the following (assigning point ranges for each element from 15% to 40%, so that the total for the five elements combined equals 100%) 1.3.1.1 Qualifications in relation to specific project to be performed 15 points; 1.3.1.2 Experience, competence, and capacity of performance 15 points; 1.3.1.3 Proposed method of doing work 30 points; 1.3.1.4 Past performance 15 points; and 1.3.1.5 Price Estimation 25 points. 1.3.2 The review committee shall evaluate all submittals and may conduct interviews with each firm submitting a proposal. The method of selection shall be for each committee member to rate the firms based on the points established in the RFP so that so that each member selects three (3) firms, rated 1,2,3. The firm with the highest number of first place votes shall be selected (if a tie occurs, the firm receiving the highest number of first and second place votes shall be • • selected. If a tie still exists, the Committee shall hold further discussions and a re -vote shall occur.) 1.3.3 The review committee or its designee shall then negotiate a contract for the services to be rendered, at compensation which the review committee, or its designee, determines to be fair and reasonable to the City, subject to the approval of the Advertising and Promotion Commission. 1.3.4 Should the review committee, or its designee, be unable to negotiate a satisfactory contract with the firm considered to be most qualified, at a price determined to be fair and reasonable to the City, negotiations with that firm shall be formally terminated. The review committee, or its designee, shall then undertake negotiations with the second most qualified firm. Should the review, or its designee, be unable to negotiate a satisfactory contract with any of the selected firms, then the review committee shall reevaluate the services including the scope and reasonable fee requirements. 1.3.5 After negotiations and review by the City Attorney, Internal Auditor, Accounting Supervisor, and Purchasing Manager, the selection committee will recommend the most advantageous contract to the Advertising and Promotions Commission for awarding. 1.4 SCOPE OF WORK The selected firm will be expected to perform the following services: 1.4.1 An analysis of present convention facilities. 1.4.2 Determination of need for a convention center, including analysis of state and regional conventions and exhibitions. 1.4.3 Proforma for convention center including but not limited to architectural program, project cost estimate, 5 year operating/maintenance and revenue budget forecast. Architectural program should address the following areas: convention center and exhibition hall, multi- purpose space, banquet facilities and parking. • • • • • 1.4.4 Siting of convention center. 1.4.5 Economic impact projection of convention center. 1.4.6 Funding of the construction of convention center. 1 5 ADDITIONAL INFORMATION FOR PROPOSERS 1.5.1 Vendors must submit ten (10) signed copies of the complete proposal.. Any descriptive literature or other materials submitted with the proposal response must be included with all copies. 1.5.2 The proposal and all copies must be signed by an official authorized to bind the vendor to resultant contract • 1.5.3 The vendor's response to this proposal will become part of any resulting contract. 1.5.4 The city reserves the right to award a contract or reject a proposal for any or all line items of a proposal received as a result of this Request for Proposal. Proposals may be rejected for one or more reasons including but not limited to the following: 1.5.4.1 Failure of the vendor to submit his proposal on or before the deadline date. 1.5.4.2 Failure of the vendor to respond to a requirement for oral or written clarification. • 1.5.4.3 Failure to supply vendor references. 1.5.4.4 Failure to signsan official proposal document. • 1.6 BID FORMAT 1.6.1 Any statement in this document which contains the words "must" or "shall" means that compliance with the intent of the statement is mandatory, and failure by the proposer to satisfy that intent will cause the bid to be rejects. • • 1.6.2 The proposer must respond to each item in PROPOSAL EVALUATION 1.3.1 paragraph and SCOPE OF WORK 1.4 of this proposal in sequence. 1.7 PROPRIETARY INFORMATION 1.7.1 Proprietary information submitted with this proposal will be processed in accordance with applicable City of Fayetteville, Arkansas procurement procedures. 1.7.2 Proposals and documents pertaining to this proposal tecome the property of the City and shall be open to public inspection subsequent to bid opening. 1.8 RESERVATIONS 1.8.1 This proposal does not commit the Advertising and Promotion Committee and/or City to award a contract, to pay cost incurred in the preparation of a bid in response to this request, or to procure or contract for services or supplies. 1.9 PROPOSAL OPENING DATE AND LOCATION 1.9.1 To be considered, proposals must be received prior to the time and date specified below at the following address: TIME: DATE: LOCATION: 10:30 AM August 31, 1993 Fayetteville Advertising and Promotion Commission c/o Chamber of Commerce P.O. Box 4216 26 W. Center Suite 215 Fayetteville, AR 72702-4216