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„ti 11.C.2. RFQ AUTHORIZATION FOR TRAFFIC IMPACT ANALYSIS CONSULTANT FOR NEW COUNTY ADMINISTRATION BUILDING PLANNING General Services Director Tom Frame advised of recent meetings with City of Vero Beach and their concerns of increased traffic and reviewed a Memorandum of November 13, 2002: Date: November 13, 2002 To: The Honorable Board of County Commissioners Thru: James E. Chandler, County Administrator From Thomas W. Frame, General Services Director Subject: Request to Seek Traffic Impact Consultant BACKGROUND: When going out for certain design or engineering services, local govemmental agencies are required to secure those services under the provisions of the Consultant's Competitive Negotiation Act (CCNA). Specifically, the details are addressed under the requirements of Section 278.055 F.S. This section of the law requires that a Request for Qualifications be solicited to receive responses from, the most qualified firms. This is the procedure that wi11 be followed for the selection of architectural and engineering design services for the new administration building. There is an exception for the selection process outline under s.287.055 and it is when a study or planning activity is less than what is defined in the statutes as CATEGORY TWO. That amount is less than $25,000. Presently, we are need of a study to evaluate certain traffic impacts generated by the nature of the proposed new building. Staff has been coordinating intemally and with staff of the City of Vero Beach. Chris Mora, the County Traffic Engineer has prepared a scope of work. It is anticipated that the cost of the study will be less than $10 000, thus not being subject to the normal procurement process under CCNA. What staff would like to do is contact at least three qualified engineering firms and submit an RFQ to them. Based on their response, staff would then like to negotiate a contract with the firm believed to best qualified a nd m ost r esponsive. U pon c ompletion o f t hat n egotiation, t he p roposed c ontract w ould b e brought to the Board for its approval. This process would comply with the requirements of the Florida Statutes. Unfortunately, the County Purchasing Manual requires the compliance with the terms of CCNA even if not required by the Florida Statutes. It is the opinion that this will only increase the time required to initiate this planning process and will not enhance either quality of the study for reduce the costs. The Purchasing Manual further states that a member of the Board shall be on the selection committee. RECOMMENDATION: Staff recommends that Board waive the normal procedure within the Purchasing Manual and authorize staff to seek out at least three qualified funis to prepare a traffic impact analysis and negotiate a proposed contract to be brought back to the Board for its approval. November 19, 2002 52