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HomeMy WebLinkAboutOrdinance No. 3237-2021KENAI CITY OF KENAI ORDINANCE NO. 3237-2021 Sponsored by: Administration AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, INCREASING ESTIMATED REVENUES AND APPROPRIATIONS IN THE GENERAL FUND — LAND ADMINISTRATION DEPARTMENT TO PROVIDE FUNDING FOR A KENAI WATERFRONT REVITALIZATION FEASIBILITY STUDY. WHEREAS, the City of Kenai 2030 Comprehensive Plan states that the City should develop land use strategies to implement a forward-looking approach to community growth and development; and, WHEREAS, the Comprehensive Plan specifically identifies the waterfront adjacent to Bridge Access Road beginning at Millennium Square to the City Dock as an area where revitalization strategies should be explored; and, WHEREAS, the City Council held a work session on August 4, 2021 to gauge the interest of the community in the revitalization of this area and to discuss the need for a feasibility report that will refine the vision of the community, determine if redevelopment of this area fits into the community's goals and objectives, determine what types of development is most appropriate, and identify how the City can best support revitalization of the area; and, WHEREAS, the estimated cost of the feasibility report, based on the preliminary scope of work and the cost of similar studies in other communities in Alaska is $75,000; and, WHEREAS, due to the unique nature of this work and the possibility that additional items may be identified that should be added to the scope of the contract, this ordinance appropriates $20,000 in contingency; and, WHEREAS, the Airport Commission reviewed the Kenai Waterfront Revitalization and Economic Incentives materials provided at the August 4, 2021 Work Session at its meeting on August 26, 2021 and recommended enactment by unanimous consent; and, WHEREAS, the Harbor Commission reviewed the Kenai Waterfront Revitalization and Economic Incentives materials provided at the August 4, 2021 Work Session at its meeting on August 23, 2021 and recommended enactment by unanimous vote; and, WHEREAS, the Planning and Zoning Commission reviewed the Kenai Waterfront Revitalization and Economic Incentives materials provided at the August 4, 2021 Work Session at its meeting on August 25, 2021 and recommended enactment by unanimous vote; and, Ordinance No. 3237-2021 Page 2 of 2 WHEREAS, the recommendation in the City of Kenai Comprehensive Plan to review revitalization strategies in this area, the public support demonstrated during the Council August 4, 2021 work session, and the transformative opportunity for economic development and community enhancement through the redevelopment of this area demonstrates that funding a feasibility study for this area is in the best interest of the residents of the City. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, as follows: Section 1. That the estimated revenues and appropriations be increased as follows: General Fund: Increase Estimated Revenues— Appropriation of Fund Balance $95.000 Increase Appropriations — Land Administration — Professional Services Section 2. Severability: That if any part or provision of this ordinance or application thereof to any person or circumstances is adjudged invalid by any court of competent jurisdiction, such judgment shall be confined in its operation to the part, provision, or application directly involved in all controversy in which this judgment shall have been rendered, and shall not affect or impair the validity of the remainder of this title or application thereof to other persons or circumstances. The City Council hereby declares that it would have enacted the remainder of this ordinance even without such part, provision, or application. Section 3. Effective Date: That pursuant to KMC 1.15.070(f), this ordinance shall take effect immediately upon enactment. ENACTED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 151 day of September, 2021. ATTEST: Heinz, MMC, City Clerk Approved by Finance •r r� Introduced: August 18, 2021 Enacted: September 1, 2021 Effective: September 1, 2021 New Text Underlined; [DELETED TEXT BRACKETED] KENAI ,enai 1 210 Fidalga Ave, Kenai, AK 99611-77941 907.283.7535 1 ww 1enai.city MEMORANDUM TO: Mayor Gabriel and Council Members FROM: Paul Ostrander, City Manager DATE: August 10, 2021 SUBJECT: Ordinance 3237-2021 —Appropriation to Fund a Kenai Waterfront Revitalization Feasibility Study At the August 4, 2021 Council work session, administration presented the framework of a process to pursue revitalization strategies on the Kenai waterfront and received testimony from the public and feedback and direction from Council. The effort to determine how the City can facilitate the redevelopment of our waterfront will be a multi-year effort with the first step being the completion of a feasibility study. Ordinance 3237-2021 will appropriate $95,000 from the City's General Fund to pay for the Study. This includes $20,000 in contingency due to the unique nature of the Study and the possibility that the scope of work may change as the project unfolds. The draft scope of work for the feasibility study is under development and will be provided for the September 1, 2021 Council meeting. Generally, the scope will be focused on the following: • Evaluate market conditions and identify opportunities for potential revitalization of the area • Review and recommend any necessary changes to existing plans, zoning, and/or regulations • Engage community and develop vision, core concepts, and priorities • Assess infrastructure needs to support redevelopment • Identify economic investments and incentives that encourage development • Prepare examples of conceptual plans for potential site redevelopment alternatives • Prepare financial analysis to evaluate the feasibility of redevelopment concepts It is evident from public testimony that there is significant interest in development of this area to achieve its full potential. Because of the transformative opportunity that development of this area has for the City, a Study that will identify how the City can best support revitalization of the area is an important first step. Thank you for your consideration. U KENAI City of Kenai 1 210 Fidalgo Ave, Kenai, AK 99611-7794 1907.283.7535 1 www6naixity MEMORANDUM TO: Mayor Gabriel and Council Members FROM: Paul Ostrander, City Manager DATE: August 24, 2021 SUBJECT: Ordinance 3237-2021 — Appropriation to Fund a Kenai Waterfront Revitalization Feasibility Study On August 18, Administration committed to providing a more developed scope of work for the Kenai Waterfront Redevelopment Assessment and Feasibility Study at the September 1 City Council Meeting. Ordinance 3237-2021 will appropriate $95,000 from the City's General Fund to pay for the Study. This appropriation includes $20,000 in contingency to allow for additional work under the Scope of Services. The attached Draft Request for Proposals (RFP), which includes the scope of services, is provided for your information and will be finalized by Administration before the RFP is issued. The RFP requires proposers to submit a base bid for the Kenai Waterfront Feasibility Study and a deductive alternate for Conceptual Plans and Financial Feasibility Analysis, allowing the City to award any combination of the base bid and deductive alternate that provides the best value to the residents of Kenai. Attachment KENAI CITY OF KENAI REQUEST FOR PROPOSALS (RFP) Kenai Waterfront Redevelopment Assessment and Feasibility Study ISSUED September 3, 2021 PROPOSAL DELIVERY DEADLINE 5:00 PM October 1, 2021 Issued By: CITY OF KENAI Administration 210 Fidalgo Avenue Kenai, AK 99611 Point of Contact: Christine Cunningham ccunningham@kenai.city (907) 283-8223 CITY OF KENAI 210 FIDALGO AVENUE �. KENAI, ALASKA 99611-7794 KENAI(907) 283-8223 REQUEST FOR PROPOSALS (RFP) Project Name: Kenai Waterfront Redevelopment Assessment and Feasibility Study Proposal Documents Available: Friday, September 3, 2021 Last Day for Questions: Friday, September 24, 2021 @ 5:00 p.m. Proposal Due Date: Friday, October 1, 2021 @ 5:00 p.m. at City Hall SCOPE OF WORK: Kenai Waterfront Redevelopment Assessment and Feasibility Study Proposers must contact Administration at (907) 283-8223 to be placed on the list to receive addenda. RFP documents can be obtained on the City of Kenai website at www.kenai.city or at City Hall at 210 Fidalgo Avenue, Kenai, AK 99611. Publish: Anchorage Daily News — September 3-5 and 10-12, 2021 Peninsula Clarion — September 3-5 and 10-12, 2021 REQUEST FOR PROPOSALS (RFP) INSTRUCTIONS 1.0 GENERAL INFORMATION 1.1 Introduction The City of Kenai, Alaska is seeking proposals from qualified Proposers for a Kenai Waterfront Redevelopment Assessment and Feasibility Study. The City of Kenai is considering redevelopment strategies for the Kenai Waterfront Area to maximize the potential of the area to support a thriving business, residential, recreational and cultural community. This approximately 160 -acre area includes both City -owned and privately -owned uplands and tidelands located in the area adjacent to Bridge Access Road beginning at Millennium Square, located east of the Kenai Senior Center, to the Kenai City Dock within the City of Kenai near the mouth of the Kenai River where it meets Cook Inlet. The successful proposal(s) will provide for an evaluation of market conditions for potential revitalization of the area, review existing plans, zoning, and/or regulations to identify constraints and opportunities, utilize community engagement to develop vision, core concepts, and priorities, perform an assessment of infrastructure needs to support redevelopment, identify potential City economic investments and incentives to encourage development, prepare conceptual plans for potential site redevelopment alternatives, and provide a financial analysis to evaluate the feasibility of redevelopment concepts. The City has budgeted a total of $95,000 for Kenai Waterfront Redevelopment Assessment and Feasibility Study. 1.2 Background The City of Kenai incorporated as a home -rule city in 1960, and today is an All -America City with moderate population growth and an economy that provides a high quality of life for residents with abundant natural and cultural assets to attract visitors. Overlooking the mouth of the Kenai River, Kenai has views of Cook Inlet as well as miles of beaches, two mountain ranges and four active volcanoes. The Kenai Waterfront Area presents a transformative opportunity for economic development and community enhancement. Commercial salmon canneries became a significant economic factor in the late 1800s. The first cannery at Kenai, the Northern Packing Company, was established in 1888. From then on at least one and often two or three canneries operated at the mouth of the Kenai River. Since 2003, the City's comprehensive plans have responded to the diminishing role of commercial fisheries and a declining oil and gas industry with a specific provision in the City of Kenai Imagine Kenai 2030 Comprehensive Plan to develop land use strategies to implement a forward-looking approach to community growth and development and includes revitalization for the area adjacent to the Bridge Access Road beginning at Millennium Square to the boat landing. The City owns ten of the 28 parcels located in the Kenai Waterfront Area (Map in Appendix A), with six of the parcels under long-term leases for commercial fishing dock facilities, fish processing, and associated accessory structures and parking. Two parcels, containing the City Dock and Tarbox Wildlife Viewing Platform to the north provide for public use and access. All of the properties located in the Kenai Waterfront Area are currently zoned Heavy Industrial. City water and sewer are available along Bridge Access Road and natural gas and electric serve the developed properties. As the City begins to develop tools to incentivize development or redevelopment in Kenai, such k. s as Property Tax Exemption for Economic Development and Depreciated Property Redevelopment that will incentivize large-scale capital investment or substantial redevelopment in Kenai, a focus on strategic infrastructure improvements that will attract large-scale investment in Kenai specific to the Kenai Waterfront Area provide an exciting opportunity to engage the community and pursue revitalization strategies on the Kenai waterfront. 1.3 Questions Any questions regarding this proposal must be submitted in writing to Christine Cunningham by 5:00 p.m. on Friday, September 24, 2021. Questions may be emailed to ccunningham@kenai.city. The subject line of the email must read: "Questions: Kenai Waterfront Redevelopment Assessment and Feasibility Study RFP." Verbal requests for information or clarification will not be accepted. All questions will be answered and distributed to all prospective proposers via addendum. To receive project addenda, you must be on the plan holder's list. To be placed on the plan holder's list, contact Administration either by phone at (907) 283-8223 or email ccunningham@kenai.city. Downloading projects from the City web site does not automatically place you on the plan holder's list. 1.4 Preparation Costs The City shall not be responsible for proposal preparation cost, nor for cost including attorney fees associated with any (administrative, judicial or otherwise) challenge to the determination of the highest ranked proposer and/or award of agreement and/or rejection of proposal. By submitting a proposal, each proposer agrees to be bound in this respect and waives all claims to such costs and fees. 2.0 RULES GOVERNING COMPETITION 2.1 Examination of Proposals Proposers should carefully examine the entire Request for Proposal (RFP) and any addenda thereto, and all related materials and data referenced in the RFP. Proposers should become fully aware of the nature of the work and the conditions likely to be encountered in performing the work. 2.2 Proposal Acceptance Period Proposals must be irrevocable for ninety (90) days following the submission date. 2.3 Confidentiality The content of all proposals will be kept confidential until the selection of the Proposer is announced. At that time, the selected proposal is open for review by the competing proposers, excluding any tabulations and evaluations thereof. After the award of an Agreement, all proposals, tabulations and evaluations will then become public information. 2.4 Tax Compliance Certificate. The City requires that businesses or individuals contracting to do business with the City be in compliance with City tax provisions. No contract will be awarded to any individual or business who is found to be in violation of the City Code of Ordinances in the several areas of taxation. Prior to award of the contract, the successful Proposer will be required Lr r-� to submit a completed Tax Compliance Certificate, signed by both the Proposer and by Kenai Peninsula Borough Finance Department personnel. See Attachment B. 2.5 Licenses and Certifications. Proposers, if in current possession of, shall include with their proposals copies of all licenses, certificates, registrations and other credentials required for performance under the contract. Prior to and throughout the term of any agreement resulting from this RFP, documentation must be current and must have been issued by or under authority of the State of Alaska or, if documentation is from an outside jurisdiction, such documentation must be accepted as valid by the State of Alaska for performance in Alaska. Such documentation shall include, but is not limited to, Alaska business license, and applicable professional licenses, registrations, and certificates. Failure to submit all required documentation may result in rejection of the proposal 2.6 News Releases News releases pertaining to the award resulting from the RFP shall not be made without prior written approval of the City of Kenai City Manager. 2.7 Disposition of Proposals All materials submitted in response to this RFP will become the property of the City of Kenai. One copy shall be retained for the official files of the City of Kenai and will become public record after award of an Agreement. 2.8 Oral Change/Interpretation No oral change, or interpretation, of any provision contained in this RFP is valid. Written addenda will be issued when changes, clarifications, or amendments to proposal documents are deemed necessary by the City. Proposer shall acknowledge receipt of addenda in their transmittal letter. Only a proposal acknowledging receipt of all addenda may be considered responsive, unless the unacknowledged addenda, in the opinion of the City Manager, would have no material effect on the terms of the proposal. The City Manager may elect to allow a proposer to acknowledge receipt of addenda after opening proposals. 2.9 Modification of Proposals Modifications will be accepted by the City, and binding upon the responding Proposer, where the modification: i. Is received by the City prior to the deadline for RFP responses. Attached documents to any modification must adhere to the same requirements as for proposal submission. The subject line for any proposal modification must read: Kenai Waterfront Redevelopment Assessment and Feasibility Study RFP — [NAME OF PROPOSING ENTITY] Proposal Modification ii. Is signed by the same individual who signed the original submittal. r The modification document shall include a copy of each page of the original submittal which the responding Proposer seeks to modify, with the modification and the respondent's signature clearly set out in ink on each page. Should there be more than one submittal modification from a responding Proposer, the last modification received prior to the deadline shall be opened and applied to the submittal. All earlier modifications shall be returned to the responding Proposer. Any modification, which fails to meet any requirement of this section, shall be rejected and the submittal shall be considered as if no modification had been attempted. 2.10 Replacement of Submitted Proposals Replacements will be accepted by the City, and binding upon the responding Proposer, only if it is received by the City at the place designated for submission prior to the scheduled deadline and meets all other RFP conditions. 2.11 Late Submissions Proposals received after the date and time specified in this RFP will not be considered. 2.12 Withdrawal of Proposals At any time prior to the scheduled closing time for receipt of RFP submittals, any responding Proposer may withdraw their submittal, either personally or by written request. However, a proposal may not be withdrawn after opening without the written consent of the City. 2.13 Acceptance — Rejection of Proposals The City may reject any or all proposals if the City Manager determines that it is in the best interest of the City and may waive irregularities, other than the requirements for timeliness and manual signature, if the irregularities do not affect the competitive advantage of any proposer. 2.14 Conflicts of Interests No member of the governing body of the City of Kenai or other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the carrying out of the project shall have any personal interests, direct or indirect, in any ensuing agreement as a result of this Request for Proposal, without first disclosing his/her potential conflict, by submitting a letter to the Clerk's Office establishing their "intent to do business with the City." The Proposer for itself and its principal employees, officers, agents, directors or shareholders covenants that neither the Proposer nor any of the listed classes of individuals has nor shall acquire any interest, direct or indirect, in the project, direct or indirect, to which the agreement pertains which would conflict in any manner or degree with the performance of its work hereunder. The selected proposer further covenants that in its performance of the agreement no person having such interest shall be employed, without first disclosing his/her potential conflict. 2.15 Award of Agreement It is the intent of the City to enter into an agreement with the highest-ranking proposer. This proposal contains a base bid for the Kenai Waterfront Feasibility Study and a deductive alternate for the Conceptual Plans and Financial Feasibility Analysis, under the Scope of Services. The total cost of the base bid and the cost of deductive alternate to be awarded shall be used to determine each proposer total cost for awarding the cost evaluation points in Section 5.2 of this RFP. 3.0 SCOPE OF SERVICES 3.1 Services to be Performed The City of Kenai requires the following assessment and feasibility analysis to be conducted for the Kenai Waterfront Redevelopment: Kenai Waterfront Feasibility Study Project Meetings Engage City personnel to discuss the project, scope, project plan and timelines and acquire necessary materials (e.g. mapping, zoning, available lands information). Establish project meetings at the beginning of the process with additional meetings to be scheduled as necessary. Attend City Council and Planning and Zoning Commission meetings to present the final Feasibility Study and attend any additional public meetings as necessary. ii. Communications Maintain communication with designated City personnel to provide regular updates and discuss the progress of the project. Communication will be provided to the City Council, Planning and Zoning Commission, and public as necessary throughout the project. iii. Community Engagement Engage the Kenai community to develop vision, core concepts, and priorities, including an initial meeting with the City of Kenai Administrative team to develop a program to work with members of the public and identify a multifaceted community engagement strategy and process that is transparent and inclusive. iv. Elements of Study Develop a comprehensive feasibility study, including the following elements: 1) Engage Kenai community and develop vision, core concepts, and priorities 2) Evaluate market conditions and identify opportunities for potential revitalization of the area 3) Review and assess existing plans and area characteristics, including infrastructure, access, zoning, and regulations to identify development l_J constraints and provide recommended changes to support a thriving business, residential, recreational and cultural community 4) Review existing infrastructure and assess infrastructure needs to support redevelopment, including roads, water, sewer, stormwater, electrical, alternative power generation, and broadband infrastructure 5) Identify economic strategies, including private public partnerships, external funding opportunities, improvement districts, and incentives that encourage redevelopment of the area 6) Develop an implementation strategy and recommendations V. Final Report Provide five (5) bound copies and an electronic version of the final feasibility study in an accessible file format. The final report should include results of public involvement, background review, assessment of existing conditions, risks and opportunities related to redevelopment, infrastructure needs, redevelopment strategies and concepts to revitalize and incentivize redevelopment, recommendations regarding zoning or land and development code changes and potential economic incentive programs, conceptual development design options, and potential for combinations of uses and activities to support revitalization of the area to maximize the potential to support a thriving business, residential, recreational and cultural community Conceptual Plans and Financial Feasibility Analysis i. Prepare examples of conceptual plan(s) for potential site redevelopment alternative(s) that are reproducible and in an accessible file format ii. Prepare financial analysis to evaluate the feasibility of redevelopment alternative(s) 3.2 Contract Formation Contract(s) in this matter will not be formed until executed by all parties including the City of Kenai City Manager. Performance under the contract(s) will not begin until the contract(s) is fully executed by all parties. A sample professional services agreement is provided as an attachment to this RFP. Terms and conditions of these agreements are subject to negotiation with successful Proposer(s), except the Insurance and Indemnification Requirements in subsection A, below: A. Insurance and Indemnification Requirements Proposer must, at Proposer's own expense, throughout the term of the Agreement(s) secure and maintain the following insurance: L Comprehensive general liability insurance, including premises, all operations, property damage, personal injury and death, broad -form contractual coverage with a per occurrence limit of not less than $1,000,000 combined single limit; ii. Worker's compensation insurance with coverage for all employees engaged in work under this Agreement as required by AS 23.30.045 (Proposer is responsible for worker's compensation insurance for any subcontractor who directly or indirectly provides services under the Agreement); and, lJ iii. Comprehensive automobile liability insurance covering all owned, hired, and non -owned vehicles with coverage limits not less than $1,000,000 combined single limit per occurrence. All insurance required must also meet the following requirements: i. For comprehensive general liability and automobile liability insurance, name the City of Kenai as an additional insured; ii. For worker's compensation insurance, general liability, and automobile liability insurance, where possible, include a waiver of subrogation so that the insurer waives all rights of subrogation against the City of Kenai for payments made under the policy; iii. Provide Owner with at least 30 days' written notice before any termination, cancellation, or material change in insurance coverage is effective; and, iv. Be issued by a company/corporation currently rated "A-" or better by A.M. Best. Proposer must indemnify, defend, and hold harmless the City and its agents, employees, and/or insurers from claim, loss, damage, liability, including injury and death or expense in any way related to any act or omission of Proposer or Proposer's employees, agents, or invitees arising out of Proposer 's performance of services under the Agreement(s), except to the extent any negligence of City or its employees or agents is a proximate cause of any injury or damage. If a third party asserts a claim against Proposer and City, Proposer and the City shall seek in good faith to achieve Agreement to an apportionment of fault as between them without an independent of litigation. This provision shall survive expiration or termination of any Agreement(s). 4.0 PROPOSAL AND SUBMISSION REQUIREMENTS To achieve a uniform review process and obtain the maximum degree of comparability, it is required that the proposals be organized in the manner specified below. 4.1 Proposal Format Proposals are to be prepared in such a way as to provide a straight forward, concise delineation of the Proposer's capabilities to satisfy the requirements of this RFP. 4.2 Proposal Submission Five (5) copies of the complete proposal package (which shall include the Tax Compliance Certificate, along with all other enclosures as requested in the Request for Proposal) are to be submitted no later than 5:00 p.m. local time on October 1, 2021, to the City of Kenai at 210 Fidalgo Avenue, Kenai, AK 99611, in a sealed envelope. Proposal responses shall be comprised of two documents placed in separate sealed envelopes. One shall contain only the RFP Cost Proposal on the Cost Proposal Form and must be titled: "Kenai Waterfront Redevelopment Assessment and Feasibility Study RFP — [NAME OF PROPOSING ENTITY] Cost Proposal." The second shall contain all other response materials and must be titled: "Kenai Waterfront Redevelopment Assessment and Feasibility Study RFP—[NAME OF PROPOSING ENTITY] RFP Response." The City reserves the right to establish any and all elements or terms of this proposal. All proposals submitted shall be binding upon the contractor if accepted by the City. 4.3 Letter of Transmittal Briefly state your Proposer's understanding of the project's purpose and services to be performed and make a positive commitment to provide the services as specified. List name(s) of the person(s) who are authorized to make representations for your Proposer, their titles, address, and telephone numbers. The letter must be signed by a corporate officer or other individual who has the authority to bind the Proposer. The letter must acknowledge all addenda, if any. 4.4 Profile of the Proposer's Management and Key Staff Describe your organization and key staff experience and qualifications in the area of planning and community development, strategic planning and analysis, economic development, and communications. Identify key staff who will provide services on behalf of the Proposer. Resumes should be included for each individual(s) referenced. 4.5 Scope of Services Section Provide narrative(s) on how your organization will fulfill the Scope of Services and provide the required services. 4.6 Proposer's Experience /References Detail the firm's experience in the same or similar areas of expertise, stability, and its adaptability to provide the required services. The proposal shall include a list of five (5) references for services performed by the Proposer similar to this engagement. The City will contact references to ascertain the Proposer 's performance, specifically in the areas of knowledge and expertise, customer satisfaction, and conformance to a similar Scope of Services as this engagement. 4.7 Cost Proposal r--, Complete the Cost Proposal Form included as Attachment A Cost proposals must be for a lump sum for all services, inclusive of all out-of-pocket costs, and open for acceptance by the City for a period of not less than ninety (90) calendar days from the date the proposal is due. A proposal will be rejected if it contains a material alteration or erasure, which is not initialed by the signer of the proposal. The cost proposal page must be placed in a separate sealed envelope and marked "Kenai Waterfront Redevelopment Assessment and Feasibility Study RFP — [NAME OF PROPOSING ENTITY] Cost Proposal." 4.8 Signature Requirements The proposal transmittal letter must be signed. A proposal may be signed by; an officer or other agent of a Proposer, if authorized to sign agreements on its behalf; a member of a partnership; an owner of a privately -owned Proposer; or other agent if properly authorized by a power of attorney or equivalent document. The name and title of the individual(s) signing the proposal must be clearly shown immediately below the signature. 5.0 EVALUATION PROCESS AND CRITERIA 5.1 Evaluation Process A committee of individuals representing the City of Kenai will evaluate the proposals. The committee will rank the proposals as submitted. The City of Kenai reserves the right to award an agreement solely on the written proposal. A sample agreement(s) is attached with all terms subject to negotiation. The City also reserves the right to request oral interviews with the highest ranked Proposers (short list). The purpose of the interviews with the highest ranked Proposers is to allow expansion upon, and possible refinement of the written responses. If interviews are conducted, a maximum of three (3) Proposer s will be short-listed. A second score sheet will be used to score those Proposer s interviewed if oral interviews are conducted. The final recommendation for selection will be based on the total of all evaluators scores achieved on the second rating. The same categories and point ranges will be used during the second evaluation as for the first. The Proposer, whose proposal is ranked highest by the evaluation committee, may be invited to enter into final negotiations with the City for the purposes of agreement award. 5.2 Criteria A committee of individuals representing the City of Kenai will perform evaluation of the proposal. The factors to be evaluated and the points available for each are as follows: 1. Demonstrated understanding of the project's purpose and intended outcomes (20 points) 2. Proposed work plan and the degree to which it meets the requirements of this RFP (20 points) 3. Experience with similar projects and proposer's references (25 points) 4. Qualifications and resumes of the key staff assigned (15 points) 5. Cost (20 points) Committee members will independently review the proposals and award points for above factors 1 — 4. Factor 5 will be scored by the committee as a whole using the following formula: Lowest total cost proposal x 20 = Points Awarded Proposer total cost proposal This proposal contains a base bid and a deductive alternate, the total cost of the base bid and the cost of deductive alternate to be awarded shall be used to determine each proposer total cost for awarding the cost evaluation points 6.0 APPEAL PROCEDURE Any party submitting a bid or proposal for an agreement with the City and who believes that they are adversely affected by the City's relevant ordinances, regulations, procurement process, or by any acts of the City in connection with the award of a City agreement, may file an appeal in accordance with the appeal procedures outlined in Kenai Municipal Code KMC 7.15.120. The City's Code may be viewed online at https://kenai.municipal.codes/KMC/7.15.120 7.0 TIMELINE Proposal Documents Available: Last Day for Questions: Proposal Due Date: Proposal Evaluation and Interviews (if necessary) Completed: Notice of Intent to Award: Contract Execution: Begin Services: 8.0 SELECTION PROCESS September 3, 2021 September 24, 2021 @ 5:00 p.m. October 1, 2021 @ 5:00 p.m. Week of October 4, 2021 October 11,2021 October 22, 2021 November 1, 2021 The Proposer with the highest total evaluation points may be invited to enter into agreement negotiations with the City of Kenai. If an agreement cannot be reached with the highest ranked Proposer, the City shall notify the proposer and terminate the negotiations. If proposals are submitted by one or more other proponents who are determined to be qualified, negotiations may then be conducted with such other proposers in the order of their respective rankings. This process may continue until successful negotiations are achieved. The City of Kenai reserves the right to reject any and all proposals submitted. L� COST PROPOSAL FORM Proposer acknowledges receipt of Addenda No(s) , and hereby represent that if awarded a contract, will enter into and execute a contract with the City of Kenai for the Professional Services referenced in the Request for Proposals at the compensation stated below. Cost proposal is a lump sum and open for acceptance by the City for a period of not less than ninety (90) calendar days from the date the proposal is due. BASE BID TOTAL: (All services detailed in Section 3.0 — Scope of Services and inclusive of all out-of-pocket expenses) Numerical amount (Amount Written in Words) DEDUCTIVE ALTERNATE: (Elimination of services to provide Conceptual Plans and Financial Feasibility Analysis. To be clear, the number below is the amount to deduct from the Base Bid, it is not a total amount.) Numerical amount (Amount Written in Words) In the event the Base Bid exceeds the Owner's budget for the Services, Owner reserves the right to award to any combination of Base Bid and Deductive Alternate that provides the best value to the City. An Agreement shall not be formed and no rights shall exist under the Agreement until the final Agreement is fully executed by all parties. By executing this Proposal, I certify that I have the authority to bind the Company or Business Entity submitting this proposal. Name of Company or Business Entity Signature Print Name Address Address Date Title Phone Fax Email Address Cost Proposal is to be submitted in a separate sealed envelope u