Agenda 04-24-03COMMUNITY REDEVELOPMENT AGENCY
Workshop Meeting
Thursday, April 24, 2003 6:30 P.M.
City Library Program Room
Boynton Beach
I, Call to Order.
II. Work Shop
A. CRA Priority List
B. Events Development
C. Graphics/Web Site/Brochure Development
D. Board Member Background Criteria
E. Awards Program
F. Design Oveday Guidelines
III. Other Items:
IV. Adjournment.
Any person who decides to appeal any decision of the Community Redevelopment Board with respect to any matter considered at
this meeting will need a record of the proceedings and for such purpose may need to ensure that a verbatim record of the
proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based.
The CRA shall furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal
opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the CRA. Please contact Douglas
Hutchinson at 561-737-3256 at least twenty-four hours prior to the program or activity in order for the CRA to reasonably
accommodate your request.
MEMO
To: CRA Board
From: Douglas Hutchinson
Date: 2/08/03
Subject: CRA Activities
The CRA works on multiple tasks as a matter of daily business. Priority items get
attention first, but when these reach a waiting period in their process for various
reasons, other items are worked on until the priority item can be once again
moved forwarded.
Activities that the staff is engaged in are defined below. This is a Priority
Grouping Listing to show a logistical working task list, which means that new
priority items start as items for development then move to implementation. As
time goes on some lesser Group items move up for dead lines; i.e., the Budget
Work.
Activity Definitions:
On-Going Items are Continuing Agency Activities, Projects and
Programs.
Development Items are Projects and Programs in progress or being
developed for further consideration or work, with a defined conclusion, end
product or termination date.
On-Going Items:
· Developer Inquiries and Coordination - Work with potential
developers, real estate agents/brokers and landowners to
disseminate related information on CRA plans and opportunities.
Agency Operations - This encompasses internal work such as
accounting, insurances, contract administration, City coordination of
overlapping issues (zoning, development planning, etc.), and
external networking, building alliances, macro CRA issues.
Community interfacing with individuals, groups and entities. Grant
requests, review and administration (Fa(~ade Grant and Direct
Incentive Program). Events coordination, HR issues, Grant Source
Tracking/Application, Revision and Up-Dating of Operational
Manuals of various types, Board meeting preparations, etc.
Development Items:
Group A
· Boynton Beach BIvd Design ! Build RFQ - Contract negotiations
and final contract has been developed with Legal Staff at this time.
Way-Finding Signage Program - Next work review will 'be on sign
placement, phasing, type locations and content. Presentation
targeted for May 2003.
Ocean District Redevelopment Plan Update - City Planning
Department is drafting the plan study. Presentation to the CRA for
review and comment scheduled for May 13th.
MLK Property Acquisition Phase I - Staff has begun meetings
with the area property owners about redevelopment. Developers
and owners are being assembled for creation of development
strategies to begin projects.
CBD Parking Acquisitions - Negotiations have been underway to
acquire future public parking spaces. Project scope includes
several existing owners in the targeted Block. Comprehensive
Redevelopment Master Plan for the Block is being completed by
the private sector. Target next 30-60 days for "letter of
understanding" between the various parties.
Contract for Real Estate Services - "Piggy Back" contract for
Real Estate Services with the Urban Group has been approved.
Individual Work Tasks are being defined by Staff and TUG. Focus
will be on the tirst priority properties, three key properties for
acquisition and / or condemnation as identified by the City Planning
Department.
RFQ for Boynton Beach Blvd District Redevelopment Plan Up-
date - Real Estate Services RFQ sample documents have been
received. Re-write and editing are underway to adapt for CRA
needs. Target date for completion and Legal review is May 13th
CRA Board meeting.
Design Guideline Overlay - Staff held an initial meeting with
Corea, Valle, Valle for a "Piggy Back" Design Guideline Contract
based on Delray CRA contract. Consultant's response was
received and they have chosen to not pursue the work.
Museum Feasibility Study- Savage Creatures of Ancient Seas
Museum staff feasibility study has been completed. CRA Board
has give direction to prepare a RFQ for Feasibility, Design
Construction Analysis. RFQ will be reviewed in May.
Group B
· High S(~hool Adaptive Re-Use Task Force - City Commission
appointed Task Force Members in March. The initial meeting was
held in late March. The Task Force is to Report to City
Commission by December of 2003. A second site visit has been
completed. The RFP for Environmental and Structural analysis
have been completed and approved for advertising.
Land Development Regulation (LDR) - LDR re-write by the City
of Boynton Beach over the next several months. CRA asked to
submit concerns, ideas, etc. Staff is interfacing on re-write
language and reviewing the first draft concept.
· Target Area Demographic Studies - CDC
neighborhood demographics to give base data in
development projects. CDC Study is completed.
and MLK
support of
Financial Investment Strategies - Developing a financial
investment strategies including best investment instruments,
enabling documents and CRA operating cash-flow requirements.
Completed, in legal review. Targeted for consideration at the May,
2003 meeting.
Affordable Spaces Incentive - Program to reward projects for
inclusion of below market Retail, Commercial and Residential
spaces. Developing incentives and possible criteria guidelines for
program.
· Downtown Business District Development Book- Developing a
book of CBD Projects with information on Location, Owner
Information, Type of Project, Project Elements and Color
Renderings.
Human Resources Manual - Lori Barefoot of HRMP sent a copy
of the updated HR Manual for the CRA Board's review. The Survey
for the Salaries, Positions, Job Descriptions, Pension Plans and
other items the Board had requested will be completed on the 24th
of April and the results sent to the CRA in May.
RFQ for Outside Audit - The RFQ was given to CRA Board
members at the April 17th meeting for their review and comments.
This item will be on the .May 13th Agenda for approval.
Group C
GISMO Mapping System - Bringing in-house the mapping system
for developer support and develop a "scaled" map book. Completed
April 2003. Additional features are under development at this time
Infrastructure Size and Availability . Working with the City of
Boynton Beach on project planning to assess the growth impact on
utilities in the CRA area.
· CRA Revenue Forecasting - Develop in-house forecasting
program to better estimate CRA revenue streams.
· CRA Budgets - Developing 2003/2004 CRA Budget and
forecasting a five (5) year budget model.
CRA Brochure and Web Site Development
informational brochure and Web site. Write-ups
collected and CRA programs have just been
Considering outside RFQ for project development.
- Create
have been
approved.
Awards Program - Staff has scheduled meetings to collect
existing program materials to use as a starting point for the CRA
program.
· CRA Loan Program
Board Member Qualifications - Staff has begun drafting
experience of existing Board members and polling other entities for
their qualification criteria.
· Possible Office Options
MEMORANDUM
To:
Date:
From:
CRA Board of Directors
April 3, 2003
Douglas Hutchinson
Subject: Consideration of Event Concepts, Schedule and Budgets
In an effort to promote Boynton Beach as a lifestyle choice that can appeal to visitors
residents, and investors, staff is recommending a series of events. They will be multi
faceted in design with one aspect to enhance the many development projects
throughout the CRA Area. Further, they will assist in the establishment of Boynton
Beach as a destination location and not a drive through tunnel to other cities. This is
consistent with the CRA Goals and Objectives. (Number four "To Encourage Public
Activity"). Currently there is a total of $ 40,000.00 in the budget which has been
allocated to events. Staff is recommending that these funds are divided among the
following events.
The Event Concept is to Partner with existing entities such as the City, the Chamber of
Commerce and neighborhood associations to utilize manpower and funding more
effectively. At the same time, events will promote local business and increase social
and cultural activity for residences and visitors. The five events are strategically located
to represent and enhance each sector of the CRA. They also are spread through out
the year to maximize limited Staff resources.
Heritage Festival February 2003 This month long event held in the MLK Area has
been striving for twenty-two years "to provide celebration that motivates, empower and
inform the public of the ties that bind the community together though the enjoyment of
the arts and education". Participation this year by the CRA will be in the form of
monetary sponsorship. ($7,500.00 - 2003) Future festival development for an event
on Martin Luther King Boulevard will be pursued for the year 2004. The purpose of the
Event on MLK is to first bring new people into the Heart of Boynton to celebrate its
ethnic diversity. The second goal is to build pride in the ethnic Heritage and encourage
investment in talent, education, business and property. Third is to build an image for
the area which reflects and sustains economic activities. Bringing an event to MLK that
people spend money at encourages revisits and continued spending in area
businesses. ($15,000.00 - 2004)
"Down Town Street Dance & Cruise Night" April 5th 2003 will be held in the Ocean
District west of Federal Highway. This joint venture event is the first day of Wheels
Weekend for Boynton Beach.
This event is proposed to be an annual 2 day event. The first day of the event Saturday
April 5th includes: a Classic Car and Motor Cycle Cruise, Skills Contest and ends with a
fifties style Street dance for all ages.
Downtown attendees will dance to classic rock and roll music and participate in costume
contest, hula, contest and dance contest while sampling the food and crafts of local
vendors. A Kids Zone at the event will include Clowns, Caricature and Bounce House.
The Second day April 6th features "The Car Show" which is hosted and planned by the
Chamber of Commerce.
The "Wheels Weekend" concept was developed jointly by BODA, the Chamber and the
CRA to create an event that generate extended visitation to the Boynton area. The
Chamber's Car Show was not held in the Downtown, however, the Chamber was asked
to think about elements of the Car Show being placed in the Downtown by City Manager
Kurt Bressner. This Spring the efforts paid off a word has spread about the two day
event. The CRA has received numerous calls confirming participants coming for both
days and spending the night. A two day event generates an additional $170.00 per
person over a single day event. Of great merit is the fact that the majority of
participants were from out of the Region Businesses downtown have directly benefited
in revenues and many others have been discovered by the visitors into the area.
($7,500- 2003)
Scuba Festival July 26th & 27th 2004 or 2005: Proposed for the Marina District East of
Federal Highway; to capitalize on Boynton Beach's existing reputation for great diving
and sport fishing. This event is proposed to be an annual 2 day event that will begin to
attract visitors to the CBD. This event will be designed to celebrate Boynton's linkage to
the water. Contests, Vendors and Art will be themed to support the event's focus.
($15,000.00 - 2004)
Holidays on the Avenue December 6th 2003 Proposed to be held on Ocean Avenue
and will serve as a replacement for the relocated Holiday Parade. This will be a one
day event designed to provide continuity in the Holiday events that are offered in the
City and direct some of that pedestrian traffic to the Ocean Business district. The event
design will be to support retailer's efforts and continue to build "Downtown" as a visible
festival area. ($7,500.00 2003/2004 next years budget) The event will be coordinated
with several other City events including the Holiday Parade on Federal Highway. The
events will strongly bring the Holidays back to Downtown, the heart of the community.
MLK Corridor Christmas D~cor The CRA will seek to upgrade or in some cases, bring
new Holiday d6cor to the MLK/ Seacrest area. The spreading of Holiday D6cor
encourages both locals and visitors to explore neighborhoods. This program re-
enforces pride in neighborhoods and furthers the effort to build quality of life in all areas.
This was 'part of the budget line item with festivals and events. ($5,000.00 2003/2004
next years budget).
Please find attached a draft sample of the "Wheels Weekend" Cruise Night Event
Manual. Each event will have a manual developed and reviewed/updated each year.
Event Manual
Boynton Beach
Community Redevelopment Agency
Boynton. BeaCh
Wheels Weekend Street Dance & Car Cruise
Saturday April 5th, 2003
Ocean Ave and Federal HWY Downtown Boynton Beach
Contact: Annette Gray
561-737-3256
Outline
I Event Concept
a. Concept
b. Goal
c. Projected Attendance
1 Number
2 Demographics
H Event Schedule
a. Dates/hours
b. Schedule of Activities
III Grounds A. Site Map
B. Vendors
C. Booths
D. Security
E. Barricades
F. Streets/Parking
G. Utilities
IV Entertainment A. Feature Stage
B. Supporting Acts
C. Local
D. Paid
V Finance
a. Fund Raising
b. Sponsorship
c. Fees
d. Vendors
e. Ticket Pricing
f. Underwriting
g. Budget
h. Cash Handling System
V Staffing/Volunteers
VII Promotion
a. Merchandise
b. Event Public Relation
c. Contests
d. Judging
e. MC/Personalities
Event Concept: Wheels Weekend is aa annual 2 day event. The first day of the event Saturday
April 5th 2003 includes: a 22 mile car and cycle cruise, skills contest at the Motorola parking lot
and ends with a Fifties style dance for all ages at Federal Highway and Ocean Avenue.
Attendees will dance to classic Rock and Roll music, participate in costume contest, hula contest
and dance contest, while sampling the food and crafts of local vendors. Kids Zone will include
Clowns, Caricatures and a Bounce House. Day two April 6th 2003 is a Car show complete with
Classics, Hot Rods, Antique, Mini Trucks, Sports & Specialty cars and a new section for
Motorcycles.
Event Goal: The Boynton Beach CRA in conjunction with the City of Boynton Beach, the
Boynton Beach Chamber of Commerce, and the Boynton Beach Ocean District Association has
made a commitment to creating events that will result in Boynton Beach becoming a destination
location as well as to promote local businesses and increase the social and Cultural activity for
local residence. The event's multiple locations and multiple day scheduling encourages repeat
visits to the Boynton Beach area. Further, the two day event has the potential to generate
overnight stays, which has large economic impacts.
Projected Attendance
A) Number 800
B) Demographics Family Oriented Event with a nostalgic over tone.
Event Schedule
Stage:
Trash Container:
Barricades:
Port 0 Lets
1:00 PM
2:00 PM
2:00 PM
3:00 PM
3:00 PM
3:00 PM
3:00 PM
4:00 - 5:00 PM
4:00
4:30
4:30- 5:00 PM
5:00 PM
5:30 PM
5:00 - 6:00 PM
6:00 PM
6:00 -7:00 PM
6:00 - 11:00 PM
7:00 -7:30
Contact Boynton: Tom Balfe
Location Federal Highway & Ocean Avenue
Tom Balfe
NW comer 4th (street empty lot)
George Mantel 742-6587
NW comer 4th street (empty lot)
April 5th 2003
Lunch Ellies Fifties Diner/Car Registration
Stage with Cover Setup
Generator Delivery & Set up
Leave Ellie's for 22 mile Cruise
Generator/Lights
Load in Sound & Lights
Block Streets
Vendor Set up Begin on Ocean.
Load in Dillingers
Car skills competition
(MAD DADS)
(City Crew)
(Unique Production)
Stage set up and sound check Unique Promotions
Car Line up to enter downtown
Cars Leave Motorola Parking Lot and Cruise to Dance Arrive over Ocean
Bridge.
CD Playing Music on Stage
(Skip Kelly Kool 105)
(Veterans Park MAD DADS)
MC Welcome First Band
Dillengers
Bounce house and Kids Zone
Hula & Twist Contest l~rize give away
(Phil 561-742-6440)
(Unique Production)
(MAD r)ADS)
(c~)
(Unique Productions)
~ r)ADs)
Peter (954-410-0388)
7:00 - 9:00 PM
7:30- 8:30 PM
8:30- 9:00 PM
9:00- 10:00 PM
9:00- 11:00 PM
11:00 - 12:00 AM
Caricature Sketches (Veterans Park John Burges)
ELVIS
Set Change ( Twist, Best Costume Contest
Prize give away MC get the crowd going Skip Kelly)
MR. Brian & Boppets (Veterans Park)
Head Liners (Peter Unique Production)
Break Down & Clean UP (Committee Members MAD DADS)
Event Car Cruise/Skills Contest Schedule
April 5th 2003
Let's Go to the Hop Car Cruise Directions
1:00 Meet at Ellie's Diner/Registration (2410 N Federal Highway Boynton Beach (561) 276-1570)
3:00 Depart Ellie's
Right (South) on Federal Highway
Right (west) on NE 1st Street (Downtown By-Pass)
Right (north) on NE 2nd Ave and go to the circle
Left (west) on N E 2nd Street.
Left (south)on Swinton
Left (east) on l0th St and Cross Tracks
Right (south) on Old Dixie Highway
Left (east) on Spanish River Blvd
Left (north) on N Ocean Blvd. (A1A)
Left (west) on Atlantic
Right (north) on Swinton
Right (east) on George Bush Blvd.
Left (north) on A1A
Right (east) on Tropical Drive
Left (north) on Old Ocean Blvd.
Left (west) on Corrine (Must Turn)
Right (north) on A1A
Left (west) on Ocean Avenue
Right (north) on Federal Highway
Left (west) on Gateway
Left (south) on Motorola Blvd. into Motorola
4:30 Skills competition Motorola Parking lot
5:30 Depart Motorola Parking lot for downtown Street dance
Left (south) on Congress
Left (east) on Wolbright
Left (north) on A1A
Right into Ocean Front Park (police escort from Park across bridge to street dance)
6:00 PM- 11:00 PM Street Dance & Car Display
Sunday Car Show
Hotel Accommodations Holiday Inn Catalina special Rate 69.00 1601 N Congress Ave
Boynton Beach (561) 73 7-4600 Mention the Car Show
Vendors
Committee Chair: Annette Gray
Phone Number: 561-236-8838
Volunteer to assist: MADDAD
Send Vendor Packets
A: Site Maps/Space assignment
B: Payment: NA
C: receipts: NA
D Trash Responsibilities: Vendor
Provisions
A: Electrical Street Lamps/Generator
B: Heat Lamps: NA
C: Tents Sizes NA
Set up:
4:00 PM (please be on time streets will be blocked)
Directions:
95 to Boynton Beach blvd east right on Federal hwy right on Ocean
(After unloading se below for parking)
Vendor parking
Ocean west to 4th left immediate right into lot on
the comer
Vendor List & Space Assignment
NAME
Alex Mignone
Gary Calabro
Hospice of PBC
Juan Gutierrez
Ernestine Arrington
Black Queen Inc
Brenda Ezeilo
Executive Club of Boynton
Frances Katz
Terry Katz
Trish Cole:
City of Boynton Beach
Jack Dulaney
TYPE PHONE # Space #
Snow cone hot dogs 561-723-9546 9B
Art 561-588-0554 12
Raffle Harley 561-227-5296 10
Spanish Food 561-541-0613 17
Hats 561-736-3825 5
African Art& Jewelry 954-726-2708 6
Food 561-637-2302 8
Soda & Water 561-704-8514 14
Oral Higene/Pet Care 561-241-1762 13
Kettle Corn 561-368-7575 9
Mary Kay 561-279-4390 15
Pen Pals for Troops 561-742-6010 4
Nas Car Uniforms 561- 707 -5017 7
561-740-0907 18
561- 758- 2721 Park
561- 737-3256 1
561-385-4074 3
561-434-9211 16
561-742-4519 2
S Florida Magic Co. Magic Tricks & Gags
Cristabelle the Clown & Friends
CRA T Shirts
Gigts Gadgets & Giveaways Promo Items
Sharon Jones Ceramic art Tiles
Mose Barbeque
City Logistics/Grounds/Site Map
Committee Chair:
Phone Number:
Volunteer to Assist:
Phone Number:
Annette Gray
561-737-3256
Susan Vielhauer
561-737-3256
Security (City Police)
Police
Who: Sgt. Paul Sheridan 561-742-6105
Where: Federal and ocean Convenience Store Rail Road Track 4th and Ocean
When: (6- 11 pm)
Cost: NA
Street Blocking/Parking
Street Blocking: Drop Barricades George ManteH (implemented by MAD DADS
Volunteers)
Street Si~naee: NA
How Much: NA
Where: City Marquees
When: two weeks prior
Utilities
Electrical & facilities Management Oakley Ogg/Rich Figea 561-436-3604
1 Generator
1 bucket truck with lights.
Port 0 Lets:
Company::
Cost:
Location::
3
800-864-5387
303.00 (1 male 1 female one handicap)
NW Corner 4th and Ocean
Lost and Found
At Fire Station
Trash Receptacles: Volunteer:
Wine & Beer License: NA
Insurance: CRA
Stage: with Cover Tom Balfe/Glenda 561-436-4099
Fire First Aid Station:
Who: Bob Borden (2 man personnel) 561-436-1965
Where: City Parking lot
When: (6-10 pm)
Chuck Magazine:
Bob Borden:
Paul Sheridan:
Tom Balfe:
Tom Balfe:
Richard Figea:
Sharon Golden
Wayne Segal
Carisse Weise
George Mantel:
George Mantel:
Certificate of Liability Insurance (Attached)
2 personnel unit Fire 5:00 Pm - 11:00 PM
5 Police officers 5:00 Pm -12:00 Am
1 Stage with cover: (Comer of Federal hwy & Ocean Ave)
1 Trash Container (NW Comer Ocean & 4th empty lot)
1 Bucket Track/lights Veterans park/Stage lights
Advertising on the Civic Center, Hester Center, & Little League
Park Marquees
Advertisement on City Phone messaging system
Advertisement on the City Hall Marquee
25 orange cones, for skills contest to be held at the Motorola Site
(We will take them over & return them)
Street Barricades
We are requesting that the following streets are barricaded: (Public
Works department) East Ocean Ave at Federal Highway- Detour
north to Boynton Beach Boulevard and south 5th avenue to enable
vehicular traffic to cross raikoad tracks. East Ocean Avenue at NE
4th Street (street closed) East Ocean Avenue at SE 4th Street
(street closed) East Ocean Avenue at NE 3rd Street (detour north
or south on 3rd street 3rd Street is opened to vehicular traffic)
Ocean Avenue at SE 3rd Street (detour north or south on 3rd street
3rd street is open to vehicular traffic. Alley Way SE 3rd Street
Mark Law: Electrician & Generator: I will be contacting Facilities Management to
request the following: an electrician, a generator and lights.
Public Parking is indicated on the area map; however we have contacted 1st Congregational
United Church of Christ for permission to use their lot as an additional public parking facility.
Entertainment
Entertainment Liaisons:
Name: Annette Gray
Phone Number: 561- 737-3256
Performer Assigned to: Both
Volunteer to Assist: NA
Stage Manager:
Name: Peter Smith ( Unique Productions)
Phone Number: 561-330-2220
Performer Assigned to: Both
Volunteer to Assist: Annette Gray
Supporting Acts:
Performer: Dillengers (Contact Scott pager 243-5285)
Cost: 900.00
Number in Party:
Travel Arrangements: Driving
Hotel Accommodations: NA
Performance Time: 1 Hour 6:15 - 7:15 Pm
Special Requests: NA
Supporting Acts:
Performer: Scott Ringersen (Elvis)
Cost: 600.00
Number in Party: 1
Travel Arrangements: Driving
Hotel Accommodations: NA
Performance Time: 1 Hour 7:30 - 8:30 Pm
Special Requests: NA
Headliners: Feature Stage
Performer: Delusions
Cost: 1200.00
Number in Party:
Travel Arrangements: Driving
Hotel Accommodations: NA
Performahce Time: 2 hours 9:00 11:00 PM
Special Requests:
Children Entertainment
Committee Chair:
Phone Number
Volunteer to assist
Phone Number
Location: Veterans Park
Balloon Artist Cristabell Clown, Face Painting, Stilt Walkers
Bounce House 125.00
Mr Brian & the Boppers 275.00
Mr Dave (Cartoonist~ 150.00 ~ --~ 'C~a
Fund Raising: NA
Sponsorship:
Committee Chair:
?hone Number:
Volunteer to Assist:
Phone Number:
Donor #1:
Amount:
Contact:
Donor #2:
Amount:
Contact:
Signage: NA
Trades: NA
Packets: A
Receipts for tax write off
Vendors: NA
Ticket Pricing: NA
Underwriting:
CRA: 7500.00
BODA: 1000.00
Cash Handling System:
Finance
Fees
Entertainment
Main Act:
Supporting Act:
Supporting Act:
MC kool 105
Children:
(Delusions)
(Dellingers)
(Skip Kelly)
(Bounce House)
Cristabelle the Clown & friends
Production/sound:
Mr. Dave (Cartoonist)
Mr. Brian & the Boppets
Budget
Police: 4 officers 8hrs ~ 34.00 per hr
Fire:
Port O Lets: 1 male 1 female 1 handicap
Promotions:
Boynton Beach times (inserts) 56.95/M ~ 5,000
T Shirts: 844.00-Sponsor 280.00
Photography:
MADDADS
1200.00
600.00
900.00
200.00
125.00
200.00
1200.00
150.00
275.00
1360.00
225.00
303.00
285.00
564.00
200.00
200.00
Volunteers
MADDAD Members: Marilyn Ashford 561-441-4371
5 1:00 - 5:00 5 Members 4:00PM - ll:00PM
Assignments Name
Phone
Time
Ellie's Rally
Ellie's Rally
Ellie's Rally
Ellie's Rally
Street Blocking
Entertainment
Vendor Assistance
Car Skills
Car Skills
Car Skills
Bounce House
Douglas Hutchinson
Buck Buchanan
Annette Gray
MAD DADS (5 people)
MAD DADS
Annette Gray
Annette Gray
Douglas Hutchinson
MAD DADS 5 people)
Buck Buchanan
MAD DADS (3 people)
Lost & Found Booth MAD DADS (2 people)
T Shirt/Information Susan Vielhauer
T Shirt Sales Booth Ginny Foot
Break Down Everyone
561-312-84222
561-704-5954
561-236-8838
561-441-4371
561-441-4371
561-236-8838
561-236-8838
561-312-8422
561-441-4371
561-704-5954
561-441-4371
561-441-4371
561-236-8838
561-737-2299
12:30 pm
3:00 pm
4:00 pm
4:00pm
4:30 pm
6-11 pm
6-11 pm
6-8 pm
8-10.pm
11- ll:30pm
Marketing/Promotion
Merchandisin~
Committee Chair:
Phone Number:
Shirts:
Vendor
Cost
Quantity
Radio:
Contact:
Phone:
Fax:
Broadcast:
Newspapers:
Contact:
Delray Beach Neighborhood Post
Sun Sentinel:
Phone:
Fax:
Public Relations:
Contact:
Sunny 104.3
Bill Adams
561-686-9505
561-965-1102
PSA
Palm Beach Post
Gayle Howden Vice President Community
Relations 561-820-4131
Ken Bohanen 561-820-4494
Ellisa Kramer 561-279-3450
Contact: Sam or Linda
561-243:6522
561- 272-3189
LB Ltd & Associates Inc.
Bruce Lewis 561-833-8080
Clear Channel Radio:
Listines
Show Time Magazine:
TGIF Magazine:
City Link Magazine:
Boynton Beach Times:
Kelly Burns 561-616-6641
561-737-0110
561-820-4708/Fax 561-820-4445
pb-entertain~pbpost, com
Laura Kokus lkokus(~ci0/linkmagazlne.com
800-275-8820/561-791-7790 ext 216 Greg
Signage:
BANNER
E-mail Blast:
Fax Blast:
Flyers:
Community Events Calendar:
Rainbow Marketing Inc
Rainbow Marketing lnc
Distributed By BODA AND CRA
Community Website/Digital Cities/Chamber website/Go PBI
MC/Personalities Skip Kelley Kool 105
MEMO
DATE: April 3, 2003
TO:
Board of Director
FROM:
Doug Hutchinson
SUBJECT: Discussion on CRA Logo Design, Website, and Brochure and
Direction for Possible RFQ
The expertise in designing an exceptional CRA Logo and Brochure along with
designing a user friendly Website requires time, knowledge and graphic design
ability. Color, design and layout are all important factors in the media that is
presented by the CRA to the public. The CRA web site will be a significant
interface with the public and perhaps the most visible representation of the CRA
and Boynton Beach. The concept of using a "Web Page Marker" simple software
is not the best option for the CRA. These programs develop pages that while
they may look fine, do not take issues such as load time, sight priorities, etc. into
account. For a public entity it is critical that the page be durable, easy to use,
graphically crisp, quick to load, easy to maintain and update. To assure a Web
Site of quality and durability, and due to the demands of the current staff time
and the lack of knowledge in advanced web design abilities, staff feels it would
be in the best interest of the CRA to contract these web and graphics services
out.
Staff is seeking direction for the CRA Board in reference to Developing a RFQ for
these services.
MEMO
To:
From:
Subject:
Date:
CRA Board
Douglas Hutchinson, Executive Director
Board Qualifications for Appointment
4/18/03
The CRA Board wishes to establish more detailed criteria for Board member
selection. It is important to maintain a quality Board with diverse, but focused
professional attributes for the CRA. The CRA Board's recommendations need to
remain comprehensive and of quality to help guide the City with our charged
duties.
Existing board criteria is set by state statute and establishes items such as
Place of residence and ownershiP to be eligible for Board Appointment.
additiOnal criteria herein would enhance the basic statute. (Attached)
These
Demographic Diversity: The current seven person Board has one of the best
demographic mixes; i.e., two women and minodty leadership. The variety of age
of the Board members is also excellent. The economic aspects are diverse and
should also have bearing for future appointments. Therefore, the task of Board
Member replacement would need to have considerable thought to maintain this
demographic balance.
Experience: The current CRA Board make-up seems to be very balanced and
the Board members bring substantial experience to the CRA.
There are two Board members which are Real Estate Agents with
extensive experience. The criteria would further suggest that at least 5
years of experience be required of a licensed Florida Real Estate Agent.
Additional criteria would be for active participation in professional
.organizations. (such as local, regional or state associations)
One Board member has substantial Real Estate Development
experience. This is very different from a real estate sales back ground.
We would look to have a background of at least 5 years of development
experience and a diverse portfolio of projects completed. Additional
criteria would be for active participation in professional organizations.
(such as local, regional or state associations; i.e., UIL )
One Board member is a Licensed Architect. It is suggested that the
position carry a 5 year experience criteria and a diverse portfolio of work
product. Additional criteria would be for active participation in professional
organizations. (such as local, regional or state associations)
· One Board member is a Professional Planner. Background should
include public, private and urban work projects with 5 years of experience.
Additional criteria would be for active participation in professional
organizations. (such as local, regional or state associations)
· One Board member is Finance Professional. The CRA manages large
amounts of public funds. Additionally, finance instruments such as loans,
bonds, etc. are routinely subject of CRA business. Experience of at least
5 years in finance, banking and/or investments required. Additional
criteria would be for active participation in professional organizations.
(such as local, regional or state associations)
· One Board member is a former City commissioner and Community
Minority Activist. The experience of City operations, community issues
and leadership brings a community perspective to the Board.
Other professionals that could contribute to the Board would include
Accountants, Lawyers, and Engineers (Civil, Landscape, etc.). These need
to be specific alternatives to other Board criteria; i.e., substitute an engineer for
the architect, but not for the finance background.
Please consider all the aspects of the CRA Board composition and direct staff to
develop additional language for clarity on criteria. Also remember that the City
Commission has to meet state statutes, find willing volunteers, and are confined
to a very small area. It is Staffs opinion that a more balanced Board, as a whole,
would be very difficult to assemble.
Memo
To:
From:
Subject:
Date:
CRA Board
Douglas Hutchinson
Awards Program
April 18, 2003
The following is the outline that we started with to develop an Awards Program
for the CRA. Obviously it will be modified for our use; however, it does open
eyes to the amount of work it takes for a first class program.
The Staff should have a rough draft of a program for the CRA by the June
meeting. Please forward any comments about criteria, process, categories, Etc.
prior to the meeting..
AWARDS PROGRAM GOALS
Set clear goals for each portion of the program
Overall · Set a budget
· Create a Board or Council to oversee program - create decision-making process
· Establish subcommittees
· Identify Chair and co-chairs to manage the subcommittees
· Set a timeline for the program
· Identify program sponsors and partners
· Identify ways that entrants will receive recognition
I. Call for Entries
· Determine roles / criteria for Call for Entries
· Establish entry categories
· Establish fees and offer an Early-Bird Special
· Identify categories for special awards - ie Best of Show; Judges' Special Award;
Energy-Efficiency Award; etc.
II. Creative Team
· Develop a name and logo for the program
· Develop an ad or promotional campaign
· Identify ways to promote the special publication
· Create a Call for Entries
· Create various mailers as teasers
· Crehte a program for the banquet
· Create and invitations
llI. Team Promo
· Identify sources to receive Call for Entries
· Coordinate a Breakfast to pitch the program to potential entrants or contacts
· Meet with publisher to set parameters for publication
· Develop promo packet of materials to solicit entries and sponsors
· Create a pool of potential judges
· Send out a Call for Judges to those in the pool
· Select unbiased expert panel
· Create scoring criteria sheets
· Determine judging process for special awards - ie, Best of Show
· Identify CPA firm to tabulate scores
· Select look of the award and get bids fi:om trophy companies
V. Event
· Identify appropriate location for event
· Prepare and print invitations and program
· Get bids and select entertainment and emcee
· Get bids and select florist, photographer, etc.
· Coordinate all activities related to event
VI. PR / Publication
· Develop partnership agreement
· Develop ad rate sheet
· Develop co-promotional programs with other media partners
· Coordinate with local newspapers, radio and television to promote the program
Sub-Committee Job Descriptions
Call for Entries Subcommittee is responsible for: · Creating a Call for Entries form; and
· Creating Entry forms for each category.
A draft Call for Entry form is submitted to the Creative Subcommittee for design.
A. Call for Entries Form - Use feedback from various sources to determine
what is desired.
2. identify categories
3. set entry fees, factoring in the cost of judging, trophies and the awards
banquet
4. set deadlines
B. Data Entry Forms - Create Entry Forms for each category.
1. Determine the information needed from entrants
2. Determine mount of photography
3. Set format of the forms
Timeline: The majority of this subcommittee's involvement occurs early in the
process of preparing for the competition. This subcommittee's work is concluded by the
deadline for entries, when Entry Kits are mailed to entrants.
Creative Subcommittee is responsible for developing the creative campaign to
promote the program, including the logo, slogan, look and message. The creative
campaign consists of these phases:
· promotion of the Call for Entries to entrants
· publicizing finalists to the public
· promotion of the publication and banquet
A. Promoting the Call for Entries - The subcommittee prepares an advertising
campaign to promote the Call for Entries, encouraging professionals to enter.
The campaign includes the design / layout of the Call for Entries and follow-
up teaser cards to remind potential entrants. The campaign also includes ads
encouraging entrants to compete.
B. Publicizing the finalists - Once the judging scores are tabulated and finalists
are announced, the subcommittee develops a second ad identifying the new
finahsts, building momentum for the announcement of the winners.
C. Advertising the publications and the banquet - Working in cooperation
with publisher, the subcommittee formulates marketing items and strategies to
promote the special publication highlighting the winners. The subcommittee
also helps design/layout the banquet invitations and banquet program
Timeline: This subcommittee is involved throughout the entire process of the
competition. The heaviest involvement occurs during the Summer, in the early
development of the campaign, and again right before the banquet in the Spring.
Team Promo is responsible for developing and implementing a plan to solicit
Entries and identify parmers and sponsors.
A. Materials:
1. Promo Packet - The subcommittee prepares a promotional packet for
subcommittee members to use in soliciting entries.
2. Contact List - The subcommittee helps develop a contact list to solicit
3. Other Contact Lists - The subcommittee helps develop a contact list of
other possible sources of entries including, but not limited to, realtors,
mortgage lenders, ad and p.r. agencies, sales and marketing
professionals, title companies, interior designers, architects, and
landscape architects.
B. Outreach Efforts:
1. Develop Phone Chain to contact/visit key individuals/firms on lists to
solicit entries.
2. P.R. and Ad Agency Breakfast - Identify a date/time and location for
the P.R. and Ad Agency Breakfast to pitch the competition to potential
entrants - Committee develops a presentation, and identifies special
incentives for entering.
Timeline: The majority of this subcommittee's involvement occurs early in the
competition just before and after the release of the Call for Entries and teaser cards. This
subcommittee's work is concluded by the deadline for entries.
Judging Subcommittee is responsible for:
· determining policy on how entries will be judged;
identifying a qualified panel of judges;
· organizing judging sheets and other materials for judging;
· scheduling entries to be judged;
· coordinating the judging of special awards
· arran~ng travel, accommodations and transportation for judges; and
· arranging for scores to be tabulated.
Setting Policy - The subcommittee determines policy on how entries will be
judged, including the judging of Special Awards and Best of Show.
Appropriate language can be incorporated into the Call for Entries.
B. Identify Judges - The subcommittee establishes a database 'pool' of judges.
The subcommittee malls a Call for Judges to all judges in the 'pool.' The
subcommittee reviews and accepts a panel to judge the competition
maintaining a balance of builders, architects, and other professionals. Several
extra judges are put on stand-by in case of cancellations and/or the need for
more judges due to additional, last-minute entries.
C. Develop Judging Sheets and Other Materials - The subcommittee
reviews/updates the judging criteria. The subcommittee ensures the necessary
materials are ready for the judging:
1. Completed and numbered entry k/ts;
2. Numbered sets of judging sheets sorted by judge/team;
3. Engraved blue ribbons;
4. Program information and agenda for judges;
5. Clipboards and pens, slide viewers
D. Schedule Entries for Judging - The subcommittee sorts entries by product
type and price range. Entries are then assigned to judging teams. Judging -
routes are created for judges to know the order of site visits for the entries
assigned to their team. Direction sheets are written to guide judging teams
to/fi:om each entry site in the most time-effective manner. Entrants are
notified as to when their entry site will be visited/judged. Each judging team
is assigned a driver to escort them to the sites. Drivers are sohcited fi:om the
committee and sponsors. Drivers/judging teams are given:
1. a lunch and toll stipend
2. a set of judging sheets with clipboard and pen per judge;
3. blue ribbons to issue at each site;
4. route sheet
5. written directions (for each day) and area maps; and
6. a snack bag
E. Coordinate Judging of Best of Show - The subcommittee identifies the
entries that fmaled for Best of Show. A route is created to visit the sites of all
finalists. Finalists are notified of the Best of Show judging. Judges visit the
sites of all Best of Show finalists with a score sheet. A winner is chosen by
the end of the judging.
F. Schedule travel, accommodations and transportation for judges - The
subcommittee oversees all arrangements for the judges
1. travel stipends for each judge;
2. coordinate travel itineraries, hotel accommodations, and transportation
needs to / fi:om the airport;
3. identify individuals to pick-up and drop-off judges at the airport;
4. arrange hotel accommodations
5. arrange meals for the judges
6. coordinate a Judges Dinner honoring the judges;
7. identify transportation for the judges to/fi:om the Judges Dinner;
8. purchase engraved gifts for the judges; and
9. order Welcome Baskets for each judge to be delivered to hotel.
Ge
Tabulation of Scores - The subcommittee is responsible for identifying and
arranging for a certified public accounting firm to tabulate all scores to
eliminate any score tampering and ensure that the judging is fair and impartial.
Timeline: The majority of this subcommittee's involvement occurs during the middle
of the competition. This subcommittee's work culminates with the judging period and
concludes once the scores are tabulated and finalists are announced.
Event Subcommittee is responsible for organizing the banquet. The subcommittee's
work is divided into two phases:
· preparation for the banquet, and
· execution of the awards banquet
A. Planning of Banquet -
· identify location for the banquet
· Coordinate menu, comp rooms, a/v, valet, bar service, staging, room
availability, layout, etc.
· identify and secure musical entertainment for the evening;
· identify and secure an emcee(s) for the evening;
· identify and secure photographers for the evening;
· identify trophy vendor and secure trophies;
· determine and secure the type of centerpieces and other decorations;
· develop text for invitations and oversee their design and mailing;
· oversee design of programs, including collecting advertising and
reviewing text;
· prepare scripts for emcee(s) and other VIPs
· oversee guest reservations and create database of all guests attending;
· create table seating chart;
· produce place seating cards and drink tickets/chips for each guest;
· produce table tents identifying corporate name(s) for each table;
· request payment for all vendors;
· confirm guarantee with hotel; communicate any special meal requests;
· oversee preparation and mailing of packets for winners containing
congratulatory letter, logo slicks, trophy reorder form, survey form and
information to order photography.
B. Execution of Banquet
· ensure all vendors are paid the evening of the banquet;
· ensure there is sufficient committee help during set-up and
registration;
· check that all trophies are delivered, accurate, in show order and
labeled with the table number where they are to be delivered;
· ensure table tents and programs are placed on tables; and
· confirm the arrival and set-up of the band, emcee(s), decorations, and
photographer.
Timeline: The majority of this subcommittee's involvement occurs toward the end of
the competition and culminates with the banquet.
Publication Subcommittee
· identify program partners such as newspaper, television and radio
· identify publisher for special publication
· coordinate the editorial and advertising for special publication
Co-promote program with Partners -
· Meet with media to explore mutually-beneficial ways of co-promoting
the Awards program
· oversee development of radio and television spots for promotion of the
program.
Coordinate Editorial and Advertising for Special Publications
· develop a list of winner stories and reader-fiSendly articles, as needed,
for the special publications;
· identify writer(s) for the articles;
· ensure articles and slides/pictures are submitted to publisher in a
timely manner; and
· persuade entrants to advertise in the special publications
Timeline:
competition.
publication.
This subcommittee is involved throughout the entire process of the
The heaviest involvement occurs in preparation for the release of the
VIII. Public Relations Subcommittee is responsible for working in conjunction
with The Miami Herald to develop and coordinate a public relations campaign
with other media sources.
AWARDS PROGRAM TIMELINE
Identify partners (ie magazine, newspaper, radio Station, tv station)
· Identify sponsors (companies not entering but wanting exposure with entrants)
· Identify ways that entrants will receive exposure and recognition (special section in
the newspaper, printed publication, advertising, trophies, Press Releases, event)
· Develop promo campaign - possibly use Ad agency or PR firm
· Complete draft of Call for Entries
· Submit Call for Entries and promo mailers to printer
· Develop a pool of unbiased experts to invite to serve as a judge in the competition
(builders and architects outside the area preferred)
· Review printed materials
· Mail Call for Entries
· Mail Teaser Card 1
· Mail Teaser Card 2
· Early Bird Special deadline for Call for Entries
· Mail Teaser Card 3
· Deadline for Entry Applications
· Select a panel of judges (quantity needed determined by number of entries)
Follow up with all entrants regarding Entry Kits
· Deadline for Return of Entry Kits
· 1-2Day Judging - onsite recommended
With publisher, set deadlines for editorial and ad space (let publisher handle ad sales)
Prepare stories about winners
Supply Winners Stories and photography to publisher
Awards Banquet - hand out awards and disseminate publication
Release of Special Publication to public
·
·
·
·
·
Product Types I-VI
Price Classifications 1-37
Category .4 - Builder's Overall Product
FOR YOUR INFORMATION:
Only products in City of Boynton Beach may be entered.
Deadline to remm completed Entry K/ts is
Judging will take place ?. Entrants will be notified when to expect judges.
Entry materials become the property of the competition and will not be returned.
RULES: To ensure the competition is organized and fair, please:
1. provide all information and materials requested.
2. ensure materials fit in the entry booklet and/or in the plastic sleeves provided.
3. identify all materials with the assigned entry number located on the upper right side of this page.
4. provide two (2) sets of all photos
MATERIALS TO SUBMIT IN KIT:
1. Floorplan(s): provide 8" x 10" floorplan(s), including all levels.
2. Illustrative Site Plan: provide 8" x 10" photos, drawings or reproductions showing all improvements, including
buildings, roads, parking lots, recreational facilities, buffers and open spaces.
3. Elevation(s): provide 8" x 10" eleVation(s).
4. Photographs: provide a minimum of 2 and maximum of 6 that are representative of your entry.
OPTIONAL MATERIALS:
1. a Site Inventory featuring 8" x 10" photos, drawings or reproductions of brochure plans showing existing site
boundaries, topography, vegetation, unique features and improvements.
2. an 8" x 10" Landscape Plan.
3. a Materials List including sample swatches, furniture and furniture placement where possible.
4. any other pertinent materials needed for judging.
STATISTICAL INFORMATION:
Base Sales or Rental Price (as of? without options)
Finished Square Footage (Under Air)
Total Price per Square Foot Including Land (Under Air)
(Divide square footage into price of home)
Developed Land Value Per Unit
$
$
$
Product Types I-VI
Price Classifications 1-37
Category A - Builder's Overall Product
ENTRY BIOGRAPHY
1. Profile your target market (e.g., empty-nester, young professionals, move-up buyers, families)
Highlight unique features (and services for Product Type V - Condo-Hotels) - Bullet Points (Give eight bullet
points describing the entry - maximum eight words or less per bullet)
3. In paragraph format, describe your entry including unique use of space, Hghting, architectural details, interior
design, landscaping, site characteristics and unusual constraints. (maximum 80 words)
4. Directions to Entry - Be specific. Use major roads and highways when possible (max. 40 words).
JUDGING SCORE SHEET
BUILDER'S OVERALL PRODUCT
Sales or Rental Price (as of ? w/o options)
Total Price per sq. foot
Type of product:
If Residential:
If Commercial:
If Remodel/Rehab:
(as of ?)
~Residential Commercial
~Custom Production
~,Retail ~Office ~lndustrial
Single Family Multi-Family
A/C sq. ft
Lot Value
Remodel/Rehab/Conversion
~Hospitality Mixed Use
Commercial Hospitality
DIRECTIONS:
One (1) is the lowest score.
OVERALL CRITERIA
1. Curb appeal
Exterior design
3. Relationship to the lot
4. Integration of parking or garage
as a design element
5. Hardscape design and quality
6. Landscape compliments architecture
7. Integration of outdoor living spaces
8. Impact at entrance
9. Appropriate finishes and materials
Please score EVERY criteria. Do not leave any blank.
Ten (10) is the highest score.
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
1 2 3 4 5 6
7 8 9 10
7 8 9 10
7 8 9 10
7 8 9 10
7 8 9 10
7 8 9 10
7 8 9 10
7 8 9 10
7 8 9 10
JUDGING SCORE SHEET
BUILDER'S OVERALL PRODUCT (pg. 2 of 3)
10.
11.
12.
13.
14.
15.
Room sizes suited for intended use 1
Overall functional floor plans 1
Relationship between living / sleeping 1
or work / common areas
Quality of craftsmanship 1
Quality of finishes 1
Overall look of project 1
KITCHEN
1. Usable layout of working area 1
2. Suitable eating area 1
· 3. Special design features 1
4 Lighting (Both natural and artificial) 1
5. Pantry / Storage 1 2
6. Appropriate cabinets / appliances for 1
price and use
BATHROOM(S)
1. Overall design / functionality
2. Color coordination / flair
3. Relationship to sleeping / living /
working areas
4. Lighting (Both natural and artificial)
5. Accessories and' design touches
6. Appropriate cabinets / tops / fixtures
SUPPORT SPACES
1. Laundry or workroom location
and functionality
2 Storage (Closets/cabinets and other)
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9 10
1 2 3 4 5 6 7 8 9
1 2 3 4 5 6 7 8 9
10
10
JUDGING SCORE SHEET
BUILDER'S OVERALL PRODUCT (pg. 3 of 3)
IF REMODEL / REHAB / CONVERSION:
1, Improvement over previous 1
2. Enhancement of existing features 1
2 3 4 5 6 7 8 9 10
2 3 4 5 6 7 8 9 10
Judges Comments:
I did not judge because:
~
Outstanding feature award:
Judge's signature:
Date:
Time:
FOR ACCOUNTING FIRM ONLY:
Total Score:
MEMO
To: CRA Board
From: Douglas Hutchinson
Date: 04/18/03
Subject: Design Guideline Overlay
Design Guideline Overlay- Staff held an initial meeting with Corea, Valle, Valle
for a "Piggy Back" Design Guideline Contract based on Delray CRA contract.
Consultant's response was received and they have chosen to not pursue the
work.
Several comments have been made by various members about what we really
want for design guidelines. Staff is seeking specific Direction for RFQ Language
for our search. Attached is Delray's RFQ to use as a starting point.
DELRAY BEACH
COMMUNITY REDEVELOPMENT
AGENCY
DELRAY BEACH COMMUNITY REDEVELOPMENT AGENCY
DESIGN GUIDELINES REQUEST FOR PROPOSAL (RFP)
PURPOSE: The Delray Beach Community Redevelopment Agency (CRA) is
requesting professional architectural and planning consulting services to complete the
directives of the Downtown Delray Beach Master Plan scheduled for adoption on March
19, 2002. The scope of the project will entail the creation of design guidelines and land
development regulations for the study areas of the Master Plan.
BACKGROUND: The City of Delray Beach, in conjunction with the Treasure Coast
Regional Planning Council (TCRPC) and interested citizens developed a Master Plan
for the CitY's downtown area. The goal of the Master Plan is to create a framework that
'will facilitate development and investment in private land as well as in public
infrastructure, preserve the city's heritage, enhance its livability and sense of unity and
maintain its design quality, both architectural and urban. The Master Plan also
acknowledges the diversity and dynamics of Delray Beach through the following three
(3) districts which contain distinct characteristics and lifestyles:
1. The West Atlantic Neighborhood Distdct
2. The Central Core District
3. The Beach District
A draft .copy of the Master Plan, which includes a description of each District, is
provided in Attachment A. The focus of this RFP is on developing city-wide design
guidelines and land development regulations for these districts.
Responses to. RFP Guidelines:
Fifteen (15) copies of the proposal must be submitted in accordance with the
instructions contained in this RFP document and must be received in the CRA Office,
104 West'~Atlantic Avenue, Delray Beach, FL 33444, no later than Monday, April
22, 2002, by 4:00 p.m.. Responses received after this time will not be considered. A
list of Respondents will be available within twenty-four (24) hours after receipt of
proposals. Proposals must be submitted in a sealed envelope clearly marked on the
outside as Design Guidelines RFP. All proposals received prior to or at this time will be
logged in the order received. IN ACCORDANCE WITH THE PROVISIONS OF THE
AMERICAN WITH DISABILITIES ACT (ADA), THIS DOCUMENT MAY BE
REQUESTED IN AN ALTERNATE FORMAT.
Page I of 10
Evaluation Criteria:
Responses must contain sufficient information to easily determine the experience,
knowledge, skills, and abilities of the project team. Preference will be given to those
respondents who are able to demonstrate appropriate experience with legal, land use,
transportation engineering, zoning, and architectural issues, and the ability to complete
the project in a timely manner. Please organize the responses to the following
evaluation criteria in the order provided below:
A. Knowledge/Experience/Qualifications
Maximum points (20)
Knowledge of Subject Area. Indicate the extent of knowledge in developing
innovative and flexible land development methods; sustainable development principles
and practices; smart growth principles; familiarity with Florida Legislation and practices;
and development of land development regulations for infill and redevelopment areas.
Required Project Experience. Provide written examples of related work, including the
project approach, results, status, and costs of services for each. Submittals must
include a minimum of two (2) examples of experiences in all of the following areas
performed by the team within the past five (5)-years:
1. Creating successful property development regulations and design guidelines
such as those described herein.
2. Handling and resolving complex land development issues.
3. Conducting public meetings and engaging public participation.
4. Oral and visual presentations to key groups, large and small meetings, as well
as public workshop and hearings.
5. Managing land development regulation changes of this scope in North America.
Submit verifiable references demonstrating the firm's experience in the development of
design guidelines within the past five years (5), with the following information listed for
each reference:
1. Name of Client
2. Address
3. Contact name
4. Telephone and fax numbers
5. Dates of service
6. Project Description
Failure to provide at least one (1) such reference will result in significant reduction in
evaluation score.
Page 2 of 10
Project Team Qualification. Submit a title sheet, which includes the name, address
and overview of the primary firm and any subcontractors that will be part of the project
team, including, but not limited to, name, title, address, phone number and resume of
the principals and managers involved in the project.
Key Personnel. Document experience, expertise, and background of the project team
in the area of planning, zoning, architectural design, community redevelopment, and
transportation engineering as well as legal experience related to development and
defense of land development regulations for the past five (5) years. Submit complete
qualification statements of the key personnel who will be responsible for the Downtown
Master Plan Design Guidelines. Identify similar projects in which the key personnel
have been directly involved and the function of the key personnel.
B. Methodology/Timeline
Maximum Points (30)
· Methodology. Respondent shall outline the methodology to be utilized to c. ollect,
organize, analyze and develop the design guidelines to address the needs and
concerns of the City and its citizens and accomplish the goals of the Master Plan. The
methodology must also indicate the strategy for obtaining input' from citizens and the
development community (i.e. architects, builders). Incorporate key personnel and their
role in this project.
Timeline. A proposed timeline anticipated for the overall project is required as part of
the response. The attached suggested phasing schedule may be used as a reference.
C. Performance/Accessibility
Maximum Points (20)
Performance. A statement of the overall ability to complete the project with quality
technical work Within a fixed schedule is required. Current and future commitments
should also be included in the statement.
Accessibility. This project requires ongoing coordination between the selected Project
Team and the CRA. Provide a statement of degree of the team's accessibility to
perform the scope of services as required herein.
Leg.al. History/Liability Insurance/
Disclosure Statement
Maximum Points (5)
Legal History. Provide a list of any lawsuits against the company for the past five (5)
years, summarizing allegations, results, and status if currently active. If there are none,
a statement to that effect should be provided.
Liability Insurance. Provide a statement indicating proof of professional liability
insurance in an amount of at least $1,000,000 and a statement indicating proof of
workers' compensation and automobile insurance provided by a carrier or company
acceptable to the CRA.
Disclosure Statement. Provide a statement of disclosure indicating any conflicts of
interest or affiliations with property owners or their representatives that would be
affected by the regulations, or on behalf of any individual to be involved in the project,.
due to other clients, contracts, or property interests that-would be affected by the
participation in this project.
E. Technology Capabilities
Maximum Points (5)
Overview of computer resources utilized to produce high quality reports, graphic, and
illustrations. The selected consultant will be required to demonstrate conformance with
CRA and City Standards. The CRA and City utilizes the latest versions of Microsoft
Word for word processing, Autodesk AutoCAD, Adobe Photoshop, and Powerpoint for
graphics, and Frontpage for web development.
F. Cost Proposal
Evaluation of this criterion is based on reasonableness of c.ost relative to quality of
service provided as indicated .... _The cost proposal .shall not be used as an evaluation
criterion by the Short-list Committee .... However, the. CRA Board has the discretion to
consider the cost proposal for award of the contract.
Selection Committee Procedure:
Each Short-list Committee member shall review each proposal against the evaluation
cdteda listed above and rank the respondents. Upon completion of the members' review,
the Short-list Committee shall meet to rank and score the respondents accordingly.
The short, list will be comprised of respondents with the top three (3) scores. The short-
listed firms will be required to present their proposal to the CRA Board. At minimum;
short-listed firms will be requested to submit: Proposed outline for the LDR; model
language; and model illustrations. Following the presentations, the CRA Board shall
review, discuss, and vote to award the contract to the most qualified consultant team.
Proposal Requirements:
Proposal should contain all of the documents listed above, each fully completed, and
signed as required. Proposals submitted which do not comply and/or include the
required items in the RFP may be deemed non-responsive and will not be considered
for contract award.
Additional Instruction to Proposers:
Proposals shall contain a Table of Contents. The Table of Contents should outline in
sequential order all of the areas of the proposal, and all pages of the proposal including
the enclosures, must be clea[', numbered, and consecutively correspond to the Table of
Contents. All documents shall be in 8.5" x 11" portrait format.
Page 4 of 10
The CRA reserves the right to select a consultant from the responses received, to
support in whole or in pad the recommendation of the Selection Committee, to schedule
interviews with one or more respondents as a prelude to preparation of a "shod-list," to
schedule interviews with one or more respondents as a prelude to selection of a
consultant, or to reject all proposals. In addition, the CRA reserves the right to split the
implementation into different sections and to award specific sections to the best-
qualified consultant. The CRA also reserves the right to approve all subcontractors.
Attachments:
A. Draft Downtown Delray Beach Master Plan
B. Summary chart of LDR Sections Substantially Affected by the Guidelines.
C. LDRTable of Contents
.age 5 of 40 I H
SCOPE OF SERVICES
T. he Downtown Delray Beach Master Plan fulfills the directives 'of the following-elements
of the City of Delray Beach Comprehensive Plan: Future Land Use, Transportation,
Housing. Capital Improvement, Open Space and Recreation, Public Facilities, and
Conservation. Substantial revision to the City's Land Development Regulations (LDR)
is required to implement the Master Plan. The selected consultant Will be responsible
for reviewing the adopted Master Plan to fully determine the extent of the revisions.
The selected team will be responsible for creating design guidelines and land
development regulations for the three districts and recommending modifications to the
existing LDR to implement the Master Plan. The selected team will also be required to
graphically depict these regulations and standards and revise/create definitions for
consistency with the Master Plan. Graphic depictions shall consist of both ,illustrations
and visual preference .studies. These regulations, standards, definitions and graphics
will be incorporated into the LDR. To ensure a consistent m.ethod for evaluating and
approving quality development, the selected team will be responsible for developing and
--modifying existi.ng performance_ standards_ or...other means of. evaluating new
development and recommending modification to the development review process.
The selected team will also be expected to participate in community and stakeholder
input meetings and workshops, meetings of the Downtown Master Plan Implementation
Committee and its subcommittees, Planning and Zoning and other applicable advisory
board meetings, and City Commission workshops and adoption hearings. The Planning
and Zoning Board is an advisory board responsible for reviewing LDR revisions and is
comprised of citizens appointed by the City Commission.
The project consists of the following components: Design Guidelines and Land
Development Regulations, Other Development Standards, and Modification to existing
LDR standards. Other related aspects of the Master Plan such as the West Atlantic
Neighborhood District, the West Atlantic Avenue Redevelopment Plan, Historic
Preservation Plan, and the NW/SW 5th Avenue Beautification may be re-evaluated by
the CRA and City Commission as priority items and may need to be incorporated into
this project following adoption of the Downtown Master Plan. The selected firm(s) may
be requested to develop these provisions through a separate contract. Each
component is outlined below.
As
Desi.qn Guidelines and' Land Development Re.qulations. Formulation of unique
property development regulations and standards are required for the three districts
identified above. Illustrations and visual preference studies will be required to
depict these regulations and their standards.
The property development regulations and standards must incorporate the
following design guidelines:
a. Building design, standards, including, but 'not limited to, massing, "scale,
pattern, rhythm, material, color, placement, orientation, and build-to
lines/setbacks, where feasible and appropriate, to provide spatial
definitions along streets and fronting on public open space, such as
square or greens and to create a sense of place for the pedestrian and the
community.
b. Public space amenities, including, but not limited to, wide sidewalks,
lighting, seating, signage, gathering space, water features, and
landscaping.
c. Strong pedestrian systems that link building and community open space
and encourage pedestrians to walk between land uses. The pedestrian
system must also include significant landscape treatment, including trees,
- -_plants and hardscapeto delineate the pedestrian system.
d. Architectural treatment:
1) To ensure new development is compatible v~ith the surrounding area
and enhance.the appearance of~the streetscape in the-community.
2) To utilize architectural features to reduce the mass/scale and uniform
monolithic appearance of large buildings.
3) To ensure that the architectural composition of new deVelopment
incorporates architectural features that provide visual interest, while
allowing design flexibility.
e. Utilization of vertical integration such as residential over office and retail
uses, office uses over retail uses, or other compatible combinations of
uses may be allowed.
f. Provisions for transition areas must be established. These must address
how the development is treated at the periphery and edge, adjacent to
less intense residential neighborhoods or natural areas. Alternative
development patterns to landscape buffers should be used in these
transition areas and should include lower intensity and density uses, with
building height and design comparable to the adjacent district. These
transitions should integrate new development into the community,
preserve existing native vegetation and neighborhood character to the
greatest extent' possible, and provide strong pedestrian and bicycle
linkages and access.
g. Creation of distinct sense of identity and delineation of the pedestrian
system within and along public spaces and streetscapes.. This is
accomplished by placing human-scaled pedestrian elements along these
spaces which include, but are not limited to, unique lighting fixtures,
seating, gathering spaces, water features, statuary/public art, and
landscaping.
h. Establishment 6f linkages from the commercial center to adjacent land
uses, convenient access to transit stops, and off-site pedestrian and
bicycle systems.
B. Other Development Standards
1. Sign and Landscape Code
The Consultant shall make recommendations to the City for revisions to the
sign and landscape code standards for consistency with the design
guidelines.
Community Oriented Policing Program/Crime Prevention Through
Environmental Design (CPTED)
In support of the community policing program of the Police Department, the
LDR must incorporate CPTED guidelines, a community design program which
is aimed at reducing opportunities for criminal activity by increasing visibility
from buildings, along streets, and in public areas.
Modification to Exisfinq LDR Standards. The selected firm(s) Will be
responsible for restructuring and reorganizing sections of the LDR that apply to the
downtown area into a format that is easier to use and interpret.
The reorganization shall include elimination of redundancy, excess verbiage and
ambiguities. The revised format will include an expanded use of charts, tables,
graphics, and illustrations. The draft and final ordinances shall be in the standard
strikeout and underline format.
ADDITIONAL REQUIREMENTS
The Consultant is responsible for all research required for this Study. A total of two (2)
bound copies of the Final Document are requested, one (1) unbound original, and one
(1) reproducible electronic version once the final document is accepted by the CRA and
the City.
The anticipated completion date for the project is March 31, 2003. The Consultant is
responsible for adhering to the scope of services and work program. As tasks are
finalized, they are to be presented to the CRA staff for their review and acceptance pdor
to the release of funds for payment.
The Consultant will be required to attend at least ten (10) City and five (5) CRA Board
meetings. These will include presentation of the Guidelines before the City advisory
boards, Delray Beach Dowrltown Master Plan Implementation Committee, and City
Commission at workshops and public hearings.
Page 8 of l0
I Cl, I
SCHEDULE OF PAYMENTS
The Scope of Services to be completed by Consultant .as defined in the .RFP consists of
specific requirements which shall be clearly identified on a phase,by-phase basis upon
submission to the CRA of certain "Deliverables" as expressly indicated below.
Compensation for the work tasks stated herein shall be in accordance with the
following:
Deliverables shall be defined as progress reports, specific reports, work program,
graphics, illustrations, documentation of meetings attended, assessment study reports,
analysis reports, summary reports, recommendation reports and related draft reports,
draft and final ordinances, and verifiable back-up data. All final documents shall be in
8.5" x 11" portrait format.
Consultant..s..h_all provide __requirpd _deliverables, in the form of a written ~ummary of
information and completed study, as identified in the SCope of Services, for Phases I
through V. The following suggested schedule may overlaP an'd items may be modified
as necessary: .
PHASE I
^)
c)
D)
E)
F)
Item 1 - Work Program
Item 2 - Existing Documentation Analysis
Item 3 - Assessment of Conditions
Item 4 - Public Engagement/Communication Strategy
Item 5 - Initial Community and Stakeholders, Advisory Boards, and Commissions
Input Meetings
Item 6 - Summary Assessment of Existing Conditions
Target Completion Date:
Compensation for Phase I:
June 30, 2002
20% of contract amount
PHASE II
A)
B)
C)
D)
E)
F)
G)
Target Completion Date:
Compensation for Phase I1:.
Item 7 - Collaborative Session with CRA and City Staff on Existing LDR
Item 8 - Summary Assessment of Existing LDR
Item 9 - Comparison of Existing and Proposed LDR Work Session with
CRA and City Staff
Item 10 - Summary Assessment of Required LDR Modifications
Item 11 - Submission of Proposed LDR Annotated Outline
Item 12 -Work Session with CRA and City Staff on Annotated Outline
Item 13 - Submission of Revised Annotated Outline
July 3i, 2002
20% of contract amount
PHASE III- PROPOSED DESIGN GUIDELINES AND LDR DEVELOPMENT
A)
B)
C)
D)
Item 14 - Work Session with Implementation Committee, CRA and City Staff on
Illustrations and Visual Preference Study of Design Guidelines and LDR
Item 15 - Illustrations and Visual Preference Study of Design Guidelines and
LDR Development
Item 16 - Public Workshop on Illustrations and Visual Preference Study of Design
Guidelines and LDR
Item 17 - Documentation and Assessment of Public Workshop
Target Completion Date:
Compensation for Phase II1:
October 31, 2002
20% of contract amount
PHASE IV- REVISION OF LDR
A) Item 18 - Draft Design Guidelines and LDR (including supportive graphics and
illustrations)
B) ..... Item._19 - Work SeSsion with Implementation Committee, CRA and City Staff on
..... Dra[tDocuments
c)
D)
E)
F)
Item 20- Public Workshop 0n--D~ft-[~ocUment~'
Item 21 - Documentation and Assessment of Public Workshop
Item 22 - Presentation to Implementation Committee, Advisory Boards, and CRA
and City Commissions
Item 23 - Revision to Draft Documents
Target Completion Date:
Compensation for Phase IV:
January 31, 2003
20% of contract amount
PHASE V - FINAL ADOPTION OF LDR
^)
B)
c)
D)
E)
F)
G)
H)
Item 24 - Finalize Ordinance, Summary Report and Documentation
Item 25 - Presentation of Final'Ordinance to Implementation
Stakeholders, City and CRA Boards
Item 26- Documentation/Report Summary
Item 27- Revision of Proposed Ordinance
Item 28 - First Reading of Ordinance
Item 29 - Revision of Proposed Ordinance
Item 30 - Adoption Hearing of Ordinance
Item 31 - Submission of Adopted Ordinance,
Illustrations and
reproduction).
Committee,
Supporting Graphics and
Electronic Documentation (ready for distribution and
Target Completion Date:
Compensation for Phase IV:
March 31, 2003
20% of contract amount (final payment)
P:\Urban Planning~Arch-Design Guidelines\RFP\RFP (final-revised without cost for Short-list Committee).doc
Page 10 of 10