Lauren Pruss, AICP

Assistant Director of Community and Economic Development

Peter M. Schwarz, AICP

Director of Community and Economic Development

Issue Statement: The City periodically requires planning services for the preparation of specialized reports, studies, comprehensive assessments of projects that, due to size, impacts and complexity, require multiple cities, county, and state actions/approvals and/or require reports and studies of a specialized nature. The City's agreements for Planning Services with various planning firms expire on October 17, 2023. The agreements were initially executed in October 2018, via resolution R-2018-151, for three (3) years and provided the option to renew for two (2) additional two (2) year periods. If approved, this will be the final two (2) year agreement.

Recommended Action: The City Commission adopt a resolution approving the final two-year renewal of the contracts with the seven (7) identified General Planning Services consultants for the period beginning October 18, 2023, and ending October 17, 2025, and authorizing the appropriate City officials to execute amendments to the consulting agreements. 

Background:  On February 8, 2018, the City issued a Request for Proposals (RFP) to secure a list of qualified consultants for these services. In March 2018, eight (8) Planning consulting firms submitted proposals and were found to be responsible and responsive proposers to provide general planning services in response to City's RFP #030218-0-2018/MIT "General Planning Services." On October 17, 2018, the City Commission awarded contracts to the following firms for an initial period of three (3) years with the option to renew for two (2) additional two (2) year periods: 

• Calvin Giordano & Associates

• Corradino Group

• Keith & Associates

• Keith & Schnars (now KCI) (AGREEMENT NOT RENEWED IN FY21)

• Kimley-Horn

• Leigh Robinson Kerr & Associates

• Tindale Oliver & Associates (assigned to Alfred Benesch & Company)
• The Mellgren Planning Group (assigned to SEPI, then reassigned to TranSystems)

It is noted that on October 1, 2020, staff received written notification that KCI (formerly Keith & Schnars) was no longer providing general planning services in South Florida. Accordingly, this agreement is not included in this Resolution.

Per the original RFP, the agreements each firm entered into with the City provide for two (2) additional two (2) year renewal periods, at terms and conditions mutually acceptable to both parties.

Staff has contacted seven (7) of the firms, and each submitted documentation indicating their interest in renewing their respective agreements for the final 2-year term.  It is noted however, that the eighth firm, Keith & Schnars (now owned by KCI), had previously notified the City that they were not providing general planning services in South Florida. Therefore, staff did not contact that firm for an extension.

Each of the firms submitted a response with an updated fee schedule, as required by the original solicitation.  Three (3) of the firms propose no change to their billing rates.  The remaining four (4) firms proposed increases from six (6) percent to fourteen (14) percent and one (1) firm added a higher title classification increasing the range of pay for planning personnel. 

Lastly, it is noted that SEPI, Inc. has been acquired by TranSystems. The principal staff and office location remain in place, and staff has reviewed, and consents to the assignment of the existing agreement to TranSystems. 

Approving the renewal of the second two (2) year contract term with the seven (7) identified General Planning Services consultants, for the period beginning October 18, 2023, does not have immediate financial impact.  Cost will be incurred when services are requested from any of the seven (7) identified consultants on a per need basis.  

Sufficient funds for General Planning Services are included in the professional services account of the proposed FY 24 Operating Budget of the Community and Economic Development Department/Planning & Zoning Division to provide funding for such services which will be available once approved by the City Commission.