REQUEST FOR PROPOSALS. for. Retail/Business Recruitment Firm

Transcription

1 REQUEST FOR PROPOSALS for Retail/Business Recruitment Firm CITY OF MILTON, FL August 17, 2016 C:\Users\lmccafferty\Desktop\FILES DESKTOP\Purchasing\BIDS RFP'S AND RFQ'S\Retail Recruitment RFP July 2016\RFP Retail Business Strategy FINAL docx P a g e 1 o f 7

2 City of Milton P.O. Box 909 MILTON, FL Phone:(850) Fax: (850) M E M O R A N D U M TO: FROM: RE: Interested Parties Lori McCafferty, Purchasing Agent RFP RETAIL/BUSINESS RECRUITMENT FIRM DATE: August 17, The City of Milton is accepting proposals from qualified firms to provide Retail/Business Recruitment Services. Attached you will find information for preparing and submitting your proposal for the effort. All information is available at For assistance gaining access to this site, contact customer support at All proposers must review the Scope of Services and Project Description as described in this document to ensure their ability to perform as indicated. The deadline for submitting your proposal is Wednesday, September 14, 2016, at 2:00 p.m. CST, at City Hall, 6738 Dixon Street, Milton, Florida. Documents mailed via the U.S. Post office should be sent to P.O. Box 909, Milton, FL All interested parties are welcome to attend the bid opening. Questions should be submitted in writing and directed to Lori McCafferty at lori.mccafferty@ci.milton.fl.us at least one (1) week prior to the bid closing date. If necessary, an addendum to the bid with questions and answers will be made available at for all parties to review. Lori McCafferty Lori McCafferty, Purchasing Agent C:\Users\lmccafferty\Desktop\FILES DESKTOP\Purchasing\BIDS RFP'S AND RFQ'S\Retail Recruitment RFP July 2016\RFP Retail Business Strategy FINAL docx P a g e 2 o f 7

3 Instructions for Submitting Proposals A. All proposals must be sealed and clearly marked with the bid title. Proposals must be received by Wednesday, September 14, 2016 at 2:00 p.m. (CST) Proposers must submit one (1) original, one (1) electronic version and three (3) copies of proposal documents B. All Proposals must be delivered to: Mailing address: City of Milton P.O. Box 909 Attn: Purchasing Department Milton, FL Dixon Street Milton, Florida Questions concerning the "RFP" should be directed to Lori McCafferty, (850) or by to: or. Responding firms not selected will be notified. C. Proposals must be sealed and marked: PROPOSAL FOR RETAIL/BUSINESS RECRUITMENT D. Bids must be complete and include the following forms, which are included as attachments #1 & #2 These forms can also be found on the City of Milton s Website on the Purchasing Page: [1] (FS (3)(A) Public Entity Crime Form; [2] Certificate Regarding Debarment, Suspension, and other Responsibility Matters - Primary Covered Transactions). [3] Non-Collusion Affidavit. The successful bidder will be required to submit additional forms and a certificate of insurance coverage. All proposals submitted shall be subject to acceptance or rejection and the City of Milton specifically reserves the right to accept or reject any or all proposals, to waive any technicalities and formalities in the proposal process and award the bid in part or in any manner deemed to be in the best interest of the City. The City of Milton is exempt from sales tax. Interested Parties shall submit all required forms and information simultaneously with sealed proposal, which forms and information become a part of the property of the City of Milton and will not be returned to the firm unless a written request to withdraw is received prior to SEPTEMBER 14, 2016@ 2:00 p.m. (CST) Interpretations of the proposal, clarification of proposal specifications and requirements or changes to the RFP which have a material effect will be documented and communicated to bidders only by written addenda posted on P a g e 3 o f 7

4 REQUEST FOR PROPOSALS for RETAIL/BUSINESS RECRUITMENT FIRM PURPOSE/OBJECTIVE; The purpose of this Request for Proposals is to obtain the services of a qualified firm or business to provide assistance with retail attraction and development that meet the city s vision for the community. The City of Milton seeks to enter into an agreement with a firm with extensive experience (small community experience preferred) and knowledge of retail recruitment and is interested in developing a strategy that maximizes the retail/business potential for the City of Milton. The firm will represent the City of Milton s interest at Local, State and National associates and conventions. The City will enter into negotiations with the top ranked firm and execute a contract upon completion of negotiation of fees and contract terms, and City Council approval. If the City is unsuccessful in negotiating a contract with the top ranked firm on the final list, the City may then negotiate with the second and then third ranked firm until a contract is executed, or the City may decide to terminate the selection process. The City of Milton anticipates that this project will help revitalize the area and define Milton as a unique, vibrant commercial district and regional destination location. I. BACKGROUND/DEMOGRAPHIC DATA: 1. The City of Milton is located in the Northwest Panhandle of Florida and serves an area of square miles with a population of approximately 9,400. The City s fiscal year begins on October 1st and ends on September 30th. More detailed information on the government and its finances can be found in the City of Milton s Comprehensive Annual Financial Report for the year ending September 30, 2015 and in the City s annual budget for fiscal year 2016 adopted 9/17/2015. Copies of these documents may be viewed on the City website at MiltonFl.org II. SCOPE OF SERVICES: A. The firm selected shall be required to provide the following services to the City. Specific professional services required shall include, but not be limited to: a. Retail market and analysis study. b. Conduct Market Research to include: Market and retail gap analysis Retail peer identification and analysis Consumer attitude and behavior Preliminary contact with local real estate brokers and retailer representatives to obtain their insights and opinions about the city. Conduct meetings with stakeholders, including Community Redevelopment Agency (CRA) members, city staff and property/business owners through individual or group meetings. P a g e 4 o f 7

5 B. The development of a Retail Strategic/Recruitment Plan. C. The development of a Strategic Retail Prospect List and marketing documents. D. Aggressive and proactive retail recruitment on behalf of the City of Milton. III. PROJECT DESCRIPTION: a. The successful firm/individual will conduct a site assessment of the City s market trade area and profile the customer s buying habits, lifestyle characteristics and media habits across segment customers. The results of the assessment will be used to guide the elected officials and staff of the city to make decisions and commitments for the City s retail sector and shape goals and policy long term. The assessment should take into consideration and include: -Population and growth trends -Existing retail firms -Retail development in similar cities -Ethnicities -Competition -Retail leakage/surplus --Retail trends b. The firm or individual selected will be expected to address the following concerns/issues: 1. Develop profiles of customers in the trade area based on buying habits, media habits, and lifestyle characteristics 2. Assess the retail potential of selected sites in the City of Milton 3. Match the customer profiles with profiles of specific retailers and restaurants that would consider the City for a location or expansion. 4. Prepare marketing packages for each of the retailers/restaurants identified and identify the individual in companies who makes location decisions 5. Make other recommendations as seen pertinent to the assessment 6. Provide a retail leakage / surplus analysis 7. Provide on-going support to the City throughout the recruitment process. 8. Provide long-term partnership access to GIS and staff to help optimize marketing efforts 9. Provide information on consumer preferences and spending patterns. IV. OVERVIEW OF PROJECT REQUIREMENTS: Benefits of Partnership Please confirm ability to provide the following firm/individual differentiators: Personalized Content Long-Term Partnership Exclusive Access P a g e 5 o f 7

6 V. FIRMS QUALIFICATIONS To be considered, the applicant shall provide a description of experience to include: A summary description of your firm, including size, locations of offices and areas of specialty; Firms ability to provide services; points of contact, biographies of individuals providing services; list of municipal clients being served by the firm on similar projects. Firm should provide demonstrated insight into retail concepts, trends, and decision making processes. Firms should include any details or information that will assist the City in making a selection. The criteria for ranking is outlined on Page 7 of this document. VI. SCHEDULE OF WORK PERFORMANCE & TERM: Firms are advised that the capacity to initiate and coordinate all professional services in a timely and efficient manner is a significant factor. The selected firm will be required to commence services immediately after selection. Firms who cannot meet this project schedule will be automatically eliminated from further consideration. Proposals should include ALL fees and costs associated with the completion of this project. The City of Milton intends to negotiate a firm fixed fee contract or "cost not to exceed" type contract. All responding firm s qualifications will be evaluated and the firm deemed by the City to be the most qualified will be selected. VII. PROPOSAL CONTENT AND FORMAT 1. The Request for Proposals shall include a one-page cover letter, plus a maximum of 12 pages to address the RFP evaluation criteria (maximum excludes exhibits). 2. Exhibits shall be attached and shall include: [A] Identification of key personnel and their affiliation to the project [B] Resumes & qualifications for each team member, limited to a maximum length of two pages [C] Pricing and Fee Schedule [D] A list of municipal clients served on similar projects with like market conditions, with name and contact information; and, [E] A project procedure and work schedule. 3. Certification Forms Required (forms to be submitted with proposal) [a] Non Collusion Affidavit [b] Certification Regarding Debarment, Suspension, and Other Responsibility Matters & [c] Public Entity Crimes Statement (All forms can also be found on the City s website at MiltonFl.org under (Government, Departments, Purchasing bottom of page) P a g e 6 o f 7

7 VIII. REVIEW AND RANKING PROCESS/ EVALUATION CRITERIA: It is the intent of the City of Milton to evaluate the qualifications of all responding firms and select the offeror whose proposal is deemed most advantageous to the City (The criteria under which each proposal will be evaluated is outlined below). Once the proposals have been reviewed and ranked, the City will seek authorization to negotiate. IX. EVALUATION CRITERIA/FACTORS: CRITERIA POINTS AVAILABLE Experience & Qualifications of firm, team & key personnel 40 Innovative approaches used on similar projects 20 Pricing and Fee Schedule 20 Knowledge & experience in similar market areas 18 Certified Minority Firm. (Yes =2 pts. / No = 0 pts.) 2 TOTAL = 100 C:\Users\lmccafferty\Desktop\FILES DESKTOP\Purchasing\BIDS RFP'S AND RFQ'S\Retail Recruitment RFP July 2016\RFP Retail Business Strategy FINAL docx P a g e 7 o f 7