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, 2021. The agreements were initially executed in October 2018 for three (3) years and provided the option to renew for two (2) additional 2-year periods.  

Recommended Action: The City Commission adopt a resolution approving the first 2-year renewal of the contracts with the seven (7) identified General Planning Services Consultants for the period beginning October 18, 2021, and ending October 17, 2023, 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 Consultants." 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 2-year periods: 

• Calvin Giordano and Associates

• Corradino Group

• Keith

• Keith & Schnars (now KCI)

• Kimley-Horn

• Leigh Robinson Kerr & Associates

• Mellgren Planning Group (now a subsidiary of SEPI, Engineering and Construction, Inc.)

• Tindale Oliver and Associates

It is noted that on October 1, 2020, staff received written notification that KCI (formerly Keith & Schnars) is no longer providing general planning services in South Florida.

Per the original RFP, the agreements each firm entered into with the City provide for two (2) additional 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 extending their respective agreements. 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 updated fee schedule, as required by the original solicitation.

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

Approving the extension of the first 2-year renewal of the contracts with the seven (7) identified General Planning Services Consultants, for the period beginning October 18, 2021 and ending October 17, 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 FY 22 Adopted Operating Budget of the Community and Economic Development Department/ Planning & Zoning Division to provide funding for such services.