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Home My WebLink About08/23/2005 Blue Sheet Thornydale Business Assistance Program TOWN COUNCIL MEETING INFORMA TION TOWN OF MARANA MEETING DATE: August 23, 2005 AGENDA ITEM: B.l TO: MAYOR AND COUNCIL FROM: James R. DeGrood, P.E. Assistant Town Manager SUBJECT Presentation: Relating to the Thornydale Road Improvement Project and the Thornydale Business Assistance Program DISCUSSION Staff is preparing to bid the Thomydale Road Improvement Project which will result in the reconstruction of Thomydale Road south of Orange Grove Road to the Canada Del Oro Wash. During and after construction, this project will directly affect the access to the businesses fronting Thomydale Road and will indirectly affect the access to the businesses along Orange Grove Road, Costco Drive and Horizon Hills Drive. The businesses affected by the access, both small and large retailers, generate annual sales tax revenues exceeding $4 million annually. The majority of the businesses directly affected by the work are small businesses, which are often unable to deal with the effects that construction may have on business volume. The Thomydale Business Assistance Program is intended to provide professional business consulting services to these businesses to lessen the financial impact of the construction project. The Program will provide assistance with business plan revisions, inventory recommendations, debt and credit recommendations, and liaison services between the business community, the contractor and the Town. The Request for Statement of Qualifications (SOQ) encourages innovative responses. Teams consisting of business and marketing consultants are encouraged. One unique aspect of the scope of work is that the consultant is to identify any ordinances or codes which may be temporarily waived during the construction period to give relief to the businesses impacted. In addition, the selected consultant will assist in the collective marketing of the Thomydale Road business district during the duration of the construction activities RECOMMENDATION Due to the effectiveness of previous business assistance programs in the region, staff recommends proceeding with the Thomydale Business Assistance Program. SUGGESTED MOTION I move to direct staff to advertise for the SOQ on the Thomydale Business Assistance Program. ~I"~:;~'~'~' ~. 't_f;?_~, ~'~~~:.,~~"~~~. P.aR~ .J~_L I .... ';I'.-'~il ",",.?i ~: ." )~~~~. .- . ;',< ~ . .... ~ . ... ... ~ I!,. ~'i ".", t .... i". .p-f:J L';- -" ~ ~ ---fcr?4tl. ...~ -, '1 ,~ Il,ir. ... . ~A~~~. -- . . '.. t _'... '_ - f> '. . . .:'!r.1.......--~ ,.' , ...'l-~~. ,..._ ".~~~,~~ ~ 1 '--.- .. .' ,. ... bl.' ,. ... -, -- . ~ 'a; #' . -..... .-....,.,._~_)....I~..:..; ~'~1'.. ~'... ~.Ji '"'"'-w.... .,' - . ' , . .. ,.."" III'~ ~!' . 'l . ~;.,~ .t. . .. '. ( rI .. ....;..~,....L\4-.-. . 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""\ "".~.~q'~-~~"'!4 IKONOS satellite 1 \', --' '.:''-:- 1/' .\ ~ v!, ~.-;., 11 -, ' . magery (Q Space Imaging, LLC) Caplure<l JLr1e 2004_ -, - l1 ~ '.~'.#-: - C 8105 TClVIN Of MARANA TOWN OF MARANA DEPARTMENT OF PUBLIC WORKS 11555 WEST CIVIC CENTER DRIVE TUCSON, ARIZONA 85653.7003 REQUEST FOR STATEMENT OF QUALlFICA TIONS/PROPOSALS FOR THE THORNYDALE BUSINESS ASSISTANCE PROGRAM PROJECT NO. 2002-58 August 2005 REQUEST FOR STATEMENTS OF QUALIFICATIONS/PROPOSALS FOR THE THORNYDALE BUSINESS ASSISTANCE PROGRAM **************************************************** TABLE OF CONTENTS DESCRIPTION PAGE TABLE OF CONTE NTS ..................................................................... ....................................... i PUBLIC NOTICE FOR REQUEST FOR STATEMENTS OF QUALI FICA TION S/PROPOSALS ................ .................................. .......................................... 1 INFORMATION COPY TO CONSULTANTS ............................................................................ 2 STATEMENT OF QUALIFICATIONS/PROPOSAL FORMAT AND EVALUATION CRITERIA......................................................................................................... 4 SECTION I, COVER LETTER ...............................................................................................4 SECTION II, EVALUATION CRITERIA ................................................................................. 5 A. FIRM AND INDIVIDUAL QUALIFICATIONS AND EXPERIENCE ON SIMILAR OR IDENTICAL WORK (35 POINTS)..............................................................................................5 B. PROPOSED WORK PLAN METHODOLOGY (35 POINTS)..................................................... 5 C. PRESENTATION OF SCENARIO RESPONSE (20 Points)...................................................... 6 D. PRICE PROPOSAL (10 Points) ................................................................................................. 6 ATTACHMENT A, SCOPE OF WORK ..................................................................................... 7 TOWN OF MARANA DEPARTMENT OF PUBLIC WORKS PUBLIC NOTICE FOR REQUEST FOR STATEMENTS OF QUALIFICATIONS/PROPOSALS FOR PUBLIC RELATIONS CONSULTANTS INTERESTED IN THE THORNYDALE BUSINESS ASSISTANCE PROGRAM IN THE TOWN OF MARAN A PIMA COUNTY, ARIZONA Statements of Qualifications/Proposals Due: Thursday, September 22, 2005 at 4:00 P.M. The TOWN OF MARAN A , DEPARTMENT OF PUBLIC WORKS, is accepting Proposals from public relations consultants to provide Public Relations Consulting Services for the THORNYDALE BUSINESS ASSISTANCE PROGRAM. The Town of Marana will be reconstructing Thornydale Road, between Orange Grove Road on the south and the Canada Del Oro River on the north. This roadway improvement project is scheduled to commence in the first quarter of 2006, and will expand the existing roadway to three (3) lanes in each direction, together with a new median, landscaping and turn lanes. The selected Consultant shall provide independent analysis of the problems faced by the businesses affected by the Thornydale Road Construction Project. The Consultant shall identify business specific strategies to reduce the adverse impact of the construction activities, recommendations to the Town regarding temporary code relief which may improve business conditions during the period of work and assist in the collective marketing of the Thornydale Road Business District during the duration of the construction activities. Statements of Qualifications (SOQ)/Proposals will be accepted up to but no later than 4:00 P.M., Local Time, on Thursday, September 22,2005, in the office of the Town Clerk, Marana Municipal Complex, 11555 West Civic Center Drive, A 1, 15t Floor, Marana, Arizona 85653. SOQ/Proposals submitted after the time and date specified herein will not be accepted. All SOQ/Proposals received by the Town in accordance with the requirements herein will be processed to identify eligible Consultant firms for the selection process. The information package for the Request for SOQ/Proposals for the THORNYDALE BUSINESS ASSISTANCE PROGRAM will be available for pick up at the office of the Director of Public Works, between the hours of 8:00 AM-5:00 PM, Monday-Friday, excluding those days recognized as legal holidays by the Town of Marana. A pre-submittal conference is scheduled for 9:00 A.M., Tuesday, September 13, 2005, at the office of the Director of Public Works. Written technical questions regarding this project must be submitted prior to the pre-submittal conference and may be faxed to 520-382-2640, Attention Kevin Thornton. JOCEL YN BRONSON, Town Clerk Town of Marana, Arizona 85653 Date: Publication Dates: August 29, 30, 31 and September 1, 2005 1 Thornydale Business Assistance Program INFORMATION COPY TO CONSULTANTS Request for Statement of Qualifications/Proposals For Public Relations Consultants Interested In The THORNYDALE BUSINESS ASSISTANCE PROGRAM In The Town Of Marana Pima County, Arizona Statements of Qualifications/Proposals Due: Thursday, September 22,2005 at 4:00 P.M. SOQ/Proposals expressing interest in the Program will be accepted up to but no later than 4:00 P.M., Local Time, on the date shown above, at the office of the Town Clerk, Marana Municipal Complex, 11555 West Civic Center Drive, A 1, 151 Floor, Marana, Arizona 85653, all in accordance with the provisions contained herein. SOQ/Proposals submitted after the time and date specified herein will not be accepted. All SOQ/Proposals received by the Town in accordance with the requirements herein will be processed to identify eligible Consultant firms for the selection process. The Town of Marana will be reconstructing Thornydale Road, between Orange Grove Road on the south and the Canada Del Oro River on the north. This roadway improvement project is scheduled to commence in the first quarter of 2006, and will expand the existing roadway to three (3) lanes in each direction, together with a new median, landscaping and turn lanes. Improvements to the intersections at Orange Grove Road, Costco Drive and Horizon Hills Drive will be a part of this Project, including new traffic signals. Experience in the region has shown that businesses in close proximity to roadway improvement projects typically encounter reductions in revenues during the period of construction, and that business consulting services, advertising and promotional assistance may improve their business performance during the period of construction activities. Business consulting services in the form of business plan preparation assistance, and recommendations for inventory control, expense reduction and alternative marketing approaches may benefit the existing businesses affected by the construction project. Similarly, promotion of the Thornydale Road Business District, collective marketing, theme advertising material and signage may encourage consumer spending patterns that might otherwise be negatively impacted by the construction activities. The goal of this Request for SOQ/Proposals is to engage a Consultant to provide independent analysis of the problems faced by the businesses affected by the Thornydale Road Construction Project. The Consultant shall identify business specific strategies to reduce the adverse impact of the construction activities, recommendations to the Town regarding temporary code relief which may improve business conditions during the period of work and assist in the collective marketing of the Thornydale Road Business District during the duration of the construction activities. See ATTACHMENT A, Scope of Work, for additional information. 2 Thornydale Business Assistance Program The SOa/Proposal format herein shall be followed when expressing interest in this Project. SOa/PROPOSALS NOT FOLLOWING THE CORRECT FORMAT WILL BE REJECTED AND WILL NOT BE GIVEN ANY FURTHER CONSIDERATION. Six (6) copies of the SOQ/Proposal are required by the Town of Marana. All six (6) copies shall be contained in a sealed envelope or box and marked "THORNYDALE BUSINESS ASSISTANCE PROGRAM" and shall be addressed to: Director of Public Works Town of Marana Department of Public Works 11555 West Civic Center Drive Marana, Arizona 85653-7003 The Consultant's name and address shall be inscribed in the upper left corner of the envelope. Subsequent to the Town's evaluation of the submitted and accepted SOa/Proposals, the Town will select three (3) among those submitted and accepted for further consideration. From those selected for further consideration, the Town reserves the sole right to select one (1) firm in accordance with the following: . Select one (1) Firm from the three (3) under consideration . Invite one (1), two (2) or all three (3) firms in for oral interviews in order to select one (1) firm The Town of Marana reserves the right to reject any and all SOa/Proposals and to waive any irregularity or informality in any SOa/Proposal to the extent permitted by law. The Town of Marana further reserves the right to hold all SOa/Proposals for ninety (90) calendar days after the submittal date specified hereinabove. SOa/Proposals may be withdrawn by written notice, on the consultant's letterhead stationary, received by the Director of Public Works, Town of Marana, at any time before the exact time and date specified for submittals hereinabove. A submittal may be withdrawn in person by any consultant or its authorized representative if, before the exact time set for submittal of SOa/Proposals, the identity of the person requesting withdrawal is established and that person signs a receipt for the submittal. Withdrawn SOa/Proposals may be resubmitted and/or replaced at any time prior to the submittal time and date as specified hereinabove. This Request for SOa/Proposals does not obligate the Town of Marana to any cost incurred in the preparation of and the submission of the SOa/Proposal nor to enter into a Contract with any of the firms or consultants. PARTNERSHIPS (JOINT-VENTURES) WILL NOT BE CONSIDERED. 3 Thornydale Business Assistance Program TOWN OF MARANA STATEMENT OF QUALIFICATIONS/PROPOSAL FORMAT AND EVALUATION CRITERIA FOR THE THORNYDALE BUSINESS ASSISTANCE PROGRAM There is a nineteen (19) Daqe limitation which must follow the format outlined hereinbelow. The submittal package is to include the following: 1. A cover letter not exceeding two (2) DaqeS in length. 2. A narrative responding to the various evaluation criteria not to exceed twelve (12) ~ in length. 3. A maximum of five (5) DaqeS of supportive material such as figures, charts, tables and photographs. NOTE: . A page shall be 8~ X 11 inches, printed on one (1) side only. . If dividers are utilized, they MUST be left blank except for text identifying the title or they will be counted as pages. . Fold out pages are not allowable. · Back cover MUST be left blank. . Type font should be "Aria I" or comparable, minimum font size 11 (uncondensed), single line spacing, and comply with the original software specifications regarding letter and line spaces. This includes the introductory letter and data that supports information in the text that is outlined or boxed. The only exceptions to the type size requirements are graphs, charts, maps, and captions. Margins should be one inch or greater. Submittals exceeding the page limitations or failing to follow the section format instructions outlined above will be rejected and the Consultant notified in writing of the reason(s) for rejection. The following describes more specifically, the content of each section. SECTION I. COVER LETTER (Maximum of 2 pages) The cover letter should be addressed to: Director of Public Works Town of Marana Department of Public Works 11555 West Civic Center Drive Marana, Arizona 85653-7003 The cover letter should contain the following items: · An expression of the Consultant's interest in being selected for the Project. · A statement confirming the commitment of the key personnel identified in the submittal to the extent necessary to meet the Town of Marana's quality and schedule expectations. · A summary of key points regarding the Consultant's qualifications. 4 Thornydale Business Assistance Program SECTION II. EVALUATION CRITERIA (Maximum of 12 pages) SOQ/Proposal evaluation criteria are listed in the relative order of importance. The contract award will be made to the responsible and responsive offeror whose SOQ/Proposal is determined to be the most advantageous to the Town based on the following evaluation criteria: A. FIRM AND INDIVIDUAL QUALIFICATIONS AND EXPERIENCE ON SIMILAR OR IDENTICAL WORK (35 points) The Offeror shall identify proposed staff members including names and specific assignments and the designated Project Manager, staff-hour estimates attributable to each Key Staff Member and general support staff, resumes of Key Staff Members including detailed descriptions of involvement with projects of similar or identical Scopes. The Offeror shall detail Key Personnel's experience on at least three projects of similar nature or similar elements of work with dates of completion, client contacts and telephone numbers. The Offeror must provide a detailed description of services rendered which involved the proposed Project Manager and Key Personnel. The Town reserves the right to make any additional investigations as it deems necessary to establish the competency and financial stability of any firm submitting a SOQ/Proposal. B. PROPOSED WORK PLAN METHODOLOGY (35 Points) The Offeror shall prepare a detailed Method of Approach to the Scope which indicates the work proposed to be performed by the offeror. This section should confirm offeror's understanding of this RFP. Offeror should clearly outline the scope and objectives of Offeror's proposed assistance as it relates to the scope and objectives of the total project as well as milestones and product deliverables. Offeror must describe the recommended approach and work plan regarding the actual tasks your firm will provide. Offeror should clearly distinguish tasks that offeror will undertake as distinguished from those which are the responsibility of the Town or contractor. Offeror must explain how their management and administrative process will ensure that appropriate levels of attention are given, that work is properly performed, and that milestones are met on a timely basis as proposed. Offeror must present a Plan that clearly explains how they will manage and control all proposed activities, the resulting timetables, and deliverables. Offeror shall furnish anticipated costs that address all conceivable needs to include but not limited to mailings and public meeting attendance. Separately, Offeror shall complete the attached Price Page indicating hourly charges for all other necessary activities. Offeror must identify and track measurable performance criteria of the businesses accepting consulting services. 5 Thornydale Business Assistance Program C. PRESENTATION OF SCENARIO RESPONSE (20 Points) Offeror shall provide a description of how the Consultant would provide services to the businesses in each of the following two scenarios: 1. A print shop which plans to relocate to the area during the construction activity requests help in keeping existing customers and adding new clients at its new location 2. A restaurant staying in its present location requests help in adjusting to the potential loss of business during construction in order to remain profitable through the course of construction. D. PRICE PROPOSAL (10 Points) The Offeror shall provide a firm fixed fee cost proposal for the Thornydale Business Assistance Program for all work performed in the proposed work plan. This fixed fee must include but is not limited to direct and indirect costs for labor, materials, printing, postage, etcetera. A schedule of billing rates shall also be included for work which may be authorized in addition to the proposed work plan. The Thornydale Road project has an estimated construction cost of $7,000,000. The Town has tentatively identified the cost of the Thornydale Business Assistance Program at 1 % of the total construction cost. 6 Thornydale Business Assistance Program ATTACHMENT A Thornydale Business Assistance Program Scope of Work 7 Thornydale Business Assistance Program Thornydale Business Assistance Program SCOPE OF WORK I. Consultant's Responsibilities 1. The Consultant shall be capable of providing business consulting services to those businesses affected by the roadway improvement Project. The Consultant shall identify and seek to satisfy the needs and desires of business operators affected by the specified project, in an effort to maintain business stability during and after construction. 2. The Consultant shall provide equipped and staffed office space, as well as be on call to provide onsite consulting and related services to any business requesting business assistance. 3. The Consultant must make initial contact with all identified businesses affected by the roadway improvement project to assess their needs. The Consultant must also organize at least one general meeting to described the consulting process and ascertain interest in receiving assistance. 4. The Consultant shall prepare a brochure describing the consulting services program and distribute it to all affected businesses. In addition, the Consultant shall offer participating companies seminars on topics appropriate for group discussion. 5. The Consultant shall provide individual consulting services in such areas as: Inventory Control Cash Flow Management Market Analysis Advertising and Promotion 6. The Consultant shall coordinate closely with all Town of Marana staff, Town Departments, contractors, and outside consultants involved in the construction and management of the improvement project. To assess the progress of the program, the Consultant must report monthly to the Assistant Town Manager, or as warranted by the nature of the subject. 7. The Consultant shall submit written monthly reports describing the number of group and individual consulting sessions, the type of assistance provided, and any problems encountered in the course of managing the program, and monthly billings to the Assistant Town Manager for review and approval. II. Town's Responsibilities 1. The Town shall adequately and expeditiously consider any deficiencies in the Thornydale Road Project that are noted by the Consultant. 2. The Town shall review any recommendations for code or ordinance relief which may provide temporary benefit to businesses adversely affected by the proposed construction activities. 3. The Town shall consider any changes in construction sequences, timing or other work zone issues which may mitigate business concerns while maintaining a safe and efficient Construction Project Schedule. 8