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Clear Formak .4 * �n�coer n�arr� 46- iic%v A.I THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ("ITY OF \1 LUN1Y Vendor Responsibility Checklist Name olt Firm: Complete Consulting Services Group LLC Use the "Upload" button to attach PDF documentation for each section. To delete attachmentlsj, use the appropriate Delete Last Delete All "Delete" mutton to the right and then use the "Clear" button for the corresponding attachment box to clear that field. CATEGORY RESPONSE City Vendor Registration Affirmation YES State of Florida Corporation (Sunbiz) YES 1 Pacer Del 5710 Upload Clear Upload Clear T Upload Clear iSupplier Numbed 20836 CCSG Smbu.pd[ Bid/Proposal Bonn NIA Upload Clear Use the "Upload'" button to attach PDF documentation for each section. To delete attachment(s), use the appropriate Delete Last Delete All "Delete" button to the right and then use the "Clear" button for the corresponding attachment section to clear that field. PERFORMANCE/REFERENCE CHECKS ATTACHMENTS Upload System of Award Managment {SAM) NO Clear UploadClear Convicted Vendor List NO G' Debarred Contractors NO Upload Clear Suspended Contractors NO Upload Clear Suspended Vendors -State: NO & upload — 11 Clear � ',� UploadClear Scrutinized Companies List: NO _ _................. ................ _.... _.......... _...................... .......... . Upload Goopile Search: NO Clear � DocuSign Envelope IDS 86E2C2A8-097A-4A54-AE62-F92401AiE1837 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. O,'7Y OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM, Arthur Noriega V City Manager uxaio nea trr: �ays:csa - �-� AnPerez, CPPO, Director Procurement Department Recommendation: OATS: October 25. 2021 SUBJECT. REVISION No. 2 -Award Recommendation for Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals ("RFP") No. 1245391 ENCCLS UR ES: Based on the findings below, the department of Procurement ("`Procurement") hereby recommends approval for the award of a contract pursuant to Request for Proposals ("RFP") No. 1245391 to the sole responsive and responsible Proposer, Complete Consulting Services Group, LLC ("CCSG"), for the provision of Parking Surcharge Administration Consultant Services, Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. Proposers were required to meet all minimum qualification requirements established in the RFP in order to be deemed qualified to provide said services. On June 11, 2021, one (1 ) proposal was received in response to the RFP. Subsequently, the proposal was reviewed by Procurement for responsiveness and was deemed responsive. It is notable to mention that the original Evaluation Committee ("Committee"), comprised of five (5) members, was short by two (2) members one (1) internal and one (1) external; both were unable to attend due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the Proposal. The Committee met on August 10, 2021 and completed the review and evaluation of the proposal. A discussion and examination of the Proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (1 [ ) PCgos per Committee member. The final scores are listed below: C7 M -ryTTi Il � I> —A I l Cn PR 22016 ?� av DoouSign Envelope l©: 86E202A8.097A-4A54-AE62•F92401AE1237 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Technical Compensation Total Combined Proposer Score Score Score max. 255 (max. 45) (max. 300) CCSG 244 35 280 The Committee decided not to hold oral presentations, as the Proposal did not require further clarification. Following the evaluation, the Committee recommended that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. Accordingly, the Negotiating Team met with CCSG on August 23, 2021, to negotiate a contract. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, and no adverse findings related to the responsibility of CCSG. Fiscal Impact: The annual fiscal impact for the cost of Parking Surcharge Administration Consultant Services will be $700,000.00 in fees payable to CCSG. These fees are subject to the following conditions: 1. The City will pay an additional Percentage Fee, not to exceed four tenths of one percent (.4%) of total surcharge collections, in any year total surcharge collections exceed $24,000,000; and 2. The annual fees payable to CCSG shall decrease by $100,000 in any year that surcharge collections total less than $15,000,000. The terra of the contract for Parking Surcharge Administration Consultant Services is two (2) years with options to renew for three (3) additional one (1) year periods. Procurement hereby recommends award of a contract to CCSG. Your signature below will indicate approval of this recommendation. —Dr S19-4d oy, APPROVED: m`'�w�' Arthur Noriega V AP: cj October 26, 2021 1 08'59 38 EDT Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer n Erica Paschal -Darling, CPA; Director of Finance r Pablo Velez, Senior Assistant City Attorney „' Yadissa A. Calderon, CPPB, NiGP-CPP, Assistant Director, Procurement r7 ry F `0 `c'a rV f� !T� w� CA PR 22015 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAW, FLORIDA INTER -OFFICE MEMORANDUM To: Arthur Noriega V City Manager ERom: Annie Perez, CPPO, Director,, Procurement Department/ ` Chief Procurement Officer Recommendation: DATE: August 12, 2021 -SUBJEM Report of Evaluation Committee for Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals (RFP) No. 1245391 Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the Highest ranked responsive and responsible Proposer, Complete Consulting Services Croup LLC. ("CCSG"), pursuant to Request for Proposals ("RFP") No. 1245391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1 ) Proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services, Subsequently, the Proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the proposals, following the guidelines published in the RFP, However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the Proposal, A discussion and examination of the Proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member, The final scores are listed below,, PR21214 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Technical Compensation Total Combined Proposer Scare Score Score rnax.256 max.45 max.300 CCSG 244 3E 280 The Committee decided not to hold oral presentations, as the Proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations, Procurement will further review the Proposal submitted by the recommended Proposer. Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer, In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations: Charles Johnson, Ill, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive Proposal, which detailed how the services could he performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interests of the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheet. APPROVED: Arthur Norlega V AP:cj Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadlssa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR21214 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. COMPOSITE SC�CIRES RFP 1245391 Parking Surcharge Adrninistratio[ Consultant Serrrices EVALLIATION OF PROPOSALS SELECTION PROPOSERS CRITERIA Proposer and Proposer's Key Personnel's Qualifications, Experience and Past Perfoirmance Methodology and Overall Approach to Scope of Services Maxim rrj ` Max um Taal Points j�®rj Points CCSG Member S members sos� .� TOTAL TECHNICAL POINTS 85 �425— 2 uj 2 S,5 Compensation 15 41,5' 3 TOTAL TECHNICAL and COMPENSATION POINTS ��� 100 590, (Technical & Price rows above) 'L � O R SIGNATURE Chair Ar's+on RQ iewed By PRINT NAME: � j ylr� Jo'6l n.,ifiA ,l.�L a��ntaoa� THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. EVALUATION OF PROPOSALS RFP 12453911 Parking Surcharge Administration Consultant Services Armando Blanca (Citylof Miami) SELECTION Corn late PROPOSERS CRITERIIa Maximum [.'on5 Iting Polnls Services I� Groud LLC Proposer and Proposers Key Personnel's I Qualifications, Experience and Past 5o �5 Performance 9 Methodology and Overall Approach to Scope of 35 Services 3� c TCTAL TECNIIf1CAL POINTS 15_ Ja{ Pro osei's Pro osed Com ensation TOTAL TECHNICAL and PRXE POINts 1( � 4� Technical B Price rows above) i THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. EVALUATION OF PROPOSALS RFP 124539 Parking �urcharge Administration'Consultant Services Qiana Gomez (City of Coral Gables) SELECTION i Corte fete PROPOSERS CRITERIA fj Maximum Cpnslting Paints SerVlces Grou I LLC Proposer and Proposer's Key Personnel' Qualifications, Experience and Past 50 Performance Methodology and Overall Approach to Scope of 35 Services TOTAL TECHNICAL POINTS 85 IZ Pro asQr's Proposed Compensation 15 TOTAL TECHNICAL and PRICE POINTS 100' Tochnical & Price rows move � I THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. I EVALUATION OF PROPOSALS RFP 124539 Parking Surcharege Administration I Consultant Services Angel Diaz (Miami Parking Authotrity) SELECTION Coln late PROPOSERS CRITERIA Maximum Cons Itirig Pgln[a Se ces Groin LL_C__ Proposer and Proposer's Key Personnel's Qualifications, Experlenco and Past 50t Performance i Methodology and Overall Approach to Scope of Services 35 TOTAL TECHNICAL POINTS 1 85 N 15 Proposer's Proposed Compensation TOTAL TECHNICAL and PRICE POINTS Tec:hnicaP u Price tows above) I00 Critg of 4M.ami ANNIE PEREZ, CPPO Chief Procurement Officer September 13, 2021 All Responding Proposers (See Distribution List) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ARTHUR NORIEGA V City Manager SUBJECT: RFP 1245391, Parking Surcharge Administration Consultant Services Dear Proposers: The Evaluation of the proposals tendered in response to the above cited solicitation has been completed. The City Manager has recommended award as shown within the enclosed document. This notice is provided in accordance with Section 1,20 of the solicitation, and Sections 18-74 of the City of Miami Code. Our provision of this notice also serves to confirm the lifting of the Cone of Silence from this procurement action as dictated by Section 18-74 (d) (2) of the City of Miami Code. We appreciate the participation of all proposers which responded to the subject action. If you have any questions, please contact me at 305-416-1924 or cjohnson(amiamigov.com. Sincerely, lCfl.Jr_ _-1M! Charles Johnson, III Senior Procurement Contracting Manager Distribution List; Complete Consulting Services Group LLC Enclosure: City Manager's Award Recommendation Memo c: City Clerk Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Commissioners of the City of Miami FROM: Arthur Noriega V City Manager J DATE: August 12, 2021 SUBJECT: Report of Evaluation Committee for Request for Proposals (RFP) No. 1245391, Parking Surcharge Administration Consultant Services ENCLOSURES, Evaluation Committee Report Honorable Mayer and Members of the City Commission: Pursuant to Financial Integrity Principle No. 12 of the City's Code, which states, "the recommendation(s) of the evaluation committee shall be provided to the Mayor and City Commission on all such solicitations prior to presentation to the City Commission for official action," attached please find for your review, a memo from the City Manager regarding the ranking order of proposing firms, for RFP 1245391, "Parking Surcharge Administration Consultant Services," on behalf of the Finance Department ("Finance"). AP: cj C. Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director, Finance Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement PR21215 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUNI ro: Arthur Norlega V DATE: August 12, 2421 City Manager SUBJECT: Report of Evaluation Committee for Parking Surcharge Administration Consultant Services FROM: Annie Perez, CPPO, Director, + REFERENcss: Request for Proposals Procurement Department/ —` =rjY-4 (RFP) No. 1245391 Chief Procurement Officer Recommendation - Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Group LLC. (" CCSG"), pursuant to Request for Proposals ("RFP") No. 1245391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Servfces, Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provisions of Parking Surcharge Administration Consultant Services, On June 11, 2021, one (1) proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services. Subsequently, the proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the sole proposal, fallowing the guidelines published in the RFP. However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the sole proposal. A discussion and examination of the proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member, The final scores are listed below: trlCLIO PR-I214 Technical Compensation Total Combined Proposer Score Score Scare max. 255 (max, 45) 1 (max. 300) 244 1 36 280 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The Committee decided not to hold oral presentations, as the proposal did not require further clarification. Due diligence was conducted to determine the ProposeCs responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations. Procurement will further review the proposal submitted by the recommended Proposer, Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sale responsive and responsible Proposer. In the event the City and CCSG are unable to reach an agreement. negotiations with CCSG will be terminated and the Clty will re -solicit for said services. The following individuals will participate in the negotiations as the Negotiations Tears: Charles Johnson, lll, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the fallowing primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive proposal, which detailed how the services could be performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interest of the City. Copies of the score sheets for 7ch committee member are attached, as well as the composite score sheet. _ t Arthur Noriega VA Date A lam: cJ cc. Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement 1900 EI THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI, FLORIDA INTER -COPPICE MWOR.ANDUM rc�= Arthur Noriega V City Manager FROM: Annie Perez, CPPO —4f-- Director, Procurement Department DATE: July 6, 2021 FILE: SUBJECT! Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals ("RFP") No. 1245391 ENCLOSURES: The Department of Procurement ("Procurement"), on behalf of the Department of Finance ("Finance"), issued Request for Proposals ("RFP") No. 1245391 for the provision of parking surcharge administration consultant services. It is respectfully requested that you approve the following Individuals as members of the Evaluation Committee ("Committee") to evaluate and score the proposals. Each of the members of the Committee has the requisite knowledge and experience to evaluate the proposals pursuant to the RFP. Committee Chair erson(Non-Voting) Charles Johnson, Ill, Sr. Procurement Contracting Manager, Department of Procurement External Committee Members (Voting) Diana Gomez, Director of Finance, Clty of Coral Gables Roamy Valera, Chief Executive Officer, PaybyPhone Technologies, lnc, Angel Diaz, Director of Parking Operations, Miami Parking Authority Internal Committee Members (Voting Armando Blanca, Treasurer, Finance Eric Nemons, Assistant Director, Department of Code Compliance Alternate (Voting) Erica Paschal, Director, Finance (Internal) APPROV Arthur Norivga V City Manager DATE: JUL 082021 AP:cj Cc: Fernando Casamayor, Assistant City Manager and Chief Financial Officer Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAM I DOCUMENT ROUTING FORM ORIGINATING DEPARTMENT: Department of Procurement DEPT. CONTACT PERSON. Aimee Gandarilla NAME OF OTHER CONTRACTUAL PARTYIENTITY: EXT. 1906 IS TIIIS AGREEMENT A RESULT OF A COMPETITIVE FROCCIR-EIMENT PROCESS? I _IVES I __I NO TOTAL CONTRACT ANIOUN'T: $ FUNDING INVOLVED? ❑Y'CS NO TYPE OF AGREEXIENT: MANAGEMENT AGREEMENT ❑ PUBLIC WORXS AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ AIAINTENANCE AGREEI1'IENT ❑ GRANT AGRF,EiiwNT ❑ INTER-LOCAI, AGREEN ENT ❑ EXPERT CONSULTANT ACRE ENIENT ❑ LEASI AGREENIENT ❑ LICENSE AGREE_NIENT ❑ PURCILASE OR SALE AGREEMENT OTHER: (PLEASE SPECIFY) memo Evaluation Committee for the Provision of Parking Surcharge PURPOSE OF ITEM (BRIEF SUNI:MARY): Administration Consultant Services RFP 1245391 COLMMISS1ON APPROVAL DATE. FILE III: ENACTMENT NO.: III THIS DOES NOT REQUIRF C0NINIISSION APPROVAL, PLEASE EXPLAIN: ROUTING INFORMATION Date PLEASE PRINT AND SIGN Annie Perez, CPPO DIRECTOR OF PROCUREMENT 7I6121 PR 21188 SIGNATURE: Ann -Marie Sharpe RISK MANAGEMENT NIA SIGNATURE: N/A Victoria Mendez CITY ATTORNEY NIA SIGNATURE: N/A Fernando Casamayor ASSISTANT CITY MANAGER, CHIEF FINANCIAL OFFICER 7 SIGNATURE. Nxeribe the, Ph.D., PE ASSISTANT CITY MANAGER, CHIEF OF INFRASTRUCTURE N/A SIGNATURE: N/A ASSISTANT CITY MANAGER, CHIEF OF OPERATIONS Natasha Colebrook -Williams N/A SIANATURE: N/A CITY MANAGER 2021 A He j uU 0 8 gj ATu Todd Hannon CITY CLERK NIA SIGNATURE: N/A PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER Detail by Entity Name THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. "�lY+1;l�ral �j , .•1.:1 .,, I i — I, Depari-'nent:')f sia6E 17ITJISSim c1 CGr[7i7raliCn_S 1 S4erah Records / aea . •f Erfitp (Jame i search, su n hiz.orgll n q u iryl Corporati o n Searc hlSearch Re su ItDetail7 i nq ui rytyp e = Entity N ame&d i re cti o nTy pe= I n itia I &search N am a Order —CO M P L E TE C a... 112 9/13/21, 12,17 PM Detail by Entity Name Report Year Filed Date 2019 03/04/2019 THIS DOCUMENT IS A SUBSTITUTION 2020 01/27/2020 TO ORIGINAL. 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BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. JET MS1 � Co SERVICES 6R ULPIN(3 CCSG CITY OF M IAM I REQUEST FOR PROPOSAL NO. 1245391 PARKINS; SURCHARGE ADMINISTRATION CONSULTANT SERVICES COMPLETE CONSULTING SERVICES GROUP, LLC Franklin rasa 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net FEIN: 26-1651413 PROPOSAL AND RESPONSE SUBMITTAL THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Cp4PLETE CC3NSUL7-►NG CCSG SERVICES GRC: UP June 8, 2021 Mr. Charles Johnson - Purchasing Department City of Miami 444 SW 2nd Ave, 6th Floor Miami, Florida 33130 Ilia"ai. FL 311.317 305- -4300 Phone .iUS—i 3-41Dd rax n+w w. sr icrsr isrrrrhu►;tie. rru►r RE: City of Miami Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services / Complete Consulting Services Group, LLC Proposal and Response Submittal Dear Mr. Johnson: Complete Consulting Services Group, LLC ("CCSG") is pleased to submit this response to the City of Miami's Request for Proposal No, 1245391 for Parking Surcharge Administration Consultant Services (the "RFP"). As the current Parking Surcharge Administrator, CCSG has a unique and thorough understanding of the scope of work requested by the RFP and a systematic comprehension of every detail of the Cty's Parking Surcharge Program. Additionally, the CCSG team possesses the experience necessary to effectively and efficiently perform all tasks required by the RFP, has consistently delivered exceptional results for the City of Miami, and has the most comprehensive proposal for the management and implementation of the Parking Surcharge Program. This unparalleled combination of experience, proven results and holistic vision uniquely position CCSG to deliver the premier parking consulting, auditing, and enforcement assistance services that this world -class city deserves. CCSG seeks to continue to provide services to the City of Miami from its main office location at 2650 Biscayne Boulevard, Miami, Florida. Our team has over three decades of combined parking industry experience. All our team members possess parking industry experience, including parking surcharge collection experience, Just one example of our team's experience is CCSG's Certified Public Accountant (CPA), who not only is an expert in financial and accounting matters but also has extensive experience in providing the necessary audit services, such as verifying and assessing procedures and recording audits, as requested by the RFP. CCSG's technological and professional proficiency offer the City an invaluable level of parking industry and auditing/accounting experience that will result in the successful implementation of the City's Parking Surcharge Program. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Our team has a proven track record of developing and implementing strategies that substantially increase parking surcharge collections in the City of Miami, In October 2010, the City of Miami engaged CCSG with the purpose of managing its Parking Surcharge Program. One of the City's main objectives was optimizing the revenue it was entitled to receive from the Program. CCSG played an integral role in ensuring that the City's objectives were met. CCSG has the long-term vision necessary to maintain and improve the results of the Parking Surcharge Program. Our proposal to continue managing the City's Parking Surcharge Program provides a complete solution that maximizes the Program's bottom -fine contribution to the City's coffers. Our proposal is rooted in an understanding that these are fast-moving times and that the strategies and plans of yesterday may no longer provide the best solution for today's challenges. The enclosed proposal seeks to build upon CCSG's success and experience managing the Parking Surcharge Program while introducing innovative solutions that will improve the collection process and provide maximum benefits to the City. Our proposal maintains the aspects of the Program that have proven indispensable to maximizing the City of Miami's revenue and institutes an efficient, effective, and technologically sophisticated system that ensures that the City and its residents receive the optimal benefit from the Parking Surcharge Program. We have enjoyed working with the City of Miami and its residents during the past eleven (11) years and are thrilled about the opportunity to continue our cooperative and productive relationship for the benefit of our community. Should you have any questions or concerns regarding this proposal please contact me as liaison for CCSG via the following methods: Franklin Laso Complete Consulting Services Group, LLC 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net RFP # 1245391 FEIN: 26-1651413 Sincerely, Franklin Laso President Complete Consulting Services Group, LLE COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 2 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN TABLE OF CONTENTS BE SEEN AT END OF THIS DOCUMENT. 3. Executive Summary... ......................................................................... — ....... ..................................... 5 - C, 4. Overall Qualifications and Experience aj Proposer's Organizational History..................................................................................................7 bj List of Principals, Partners, Officers, Owners, and directors......................................................8 cj Previously Awarded Contracts., ............................................................ ......................................... 9 d) Certified Public Accountant....................................................,........................................ 9 e) Specific Qualifications, Project Experience, and Credentials............................................10 - 12 f) Letters of Reference from Former Clients...................................................................................13 g7 Project Manager and Key Personnel.. .............. ....................................................................... 14 hj Team Member Qualifications, Experience, and EEO Classifications ProjectTeam Leader ........ ....................................... .................................................... 15-16 Project Manager--.. Certified Public Accountant..............................................................................................17 Assistant Project Manager ........................... FieldAuditing Team....................................................................................................18 -19 ij Additional Information related to qualifications and experience.......... ...... ..... -- .... ............ - 20 1) Current or Pending Litigation—......................................................................................................20 S. Overall Approach and Methodology a) Description of Approach and Methodology................................................... ..................... 21 - 22 1) Database., ................. ............................................................................................. 23 - 34 2) Enforcement..........................................................................................................34 - 41 3) Consultation... .... ...... ............................................................................................ 42- 43 4) Communication.....................................................................................................43 - 51 5) Training. ........................................................................................................................ 52 6) Compliance .......................... .................................................................................... 53 -55 CONIPLETE CONSULTING SERVICES GROUP, LLC- RFP # 1245391 3 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. b) Procedures, Methods, and Activities Utilized by the Proposer...............................................56 c) Proposer's Plan to Allocate Sufficient Resources.......................................................................57 d) Recent, Current, and Projected Workload of Proposer.... ..... .......... ......... ........... -- ............. 57 e) Proposer's Ability and Readiness to Provide Services on October 1, 2015 ............ ....r........... 58 fy Detailed Plan to Ensure Compliance and Collections...............................................................58 gj Proposer's Overall Resources and Location.........................................................................58 - 59 h) Impediments to Independence... .... ............................................................................................. S9 ij Application of the Approach to Comparable Projects................................................................59 j) Expectations for City of Miami Participation.. ................. --- ...... . ........................................... 60 k) Key Personnel Availability and Reserve Personnel ..................... ....................... - ...... ................ 60 6. Compensation Proposal...................,......................................................................... 61 7. Addendums/Forms COMPLETE CONSUL TING SERVICES CRCI UP, LLC - RFP # 1245391 4 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 3. 'EXECUTIVE SUMMARY Complete Consulting Services Group, LLC ("CCSG") has demonstrated its reliability and competency as administrator of the City of Miami's (the "City") Parking Surcharge Program over the past eleven (11) years. During this time, CCSG's expertise, hard work, perseverance, and meticulous attentlon to detail has transformed the Parking Surcharge Program into a reliable revenue generator. CCSG shall provide parking surcharge administration and collection services to the City of Miami through enforcement, consultation, communication, training, auditing, compliance, accounting, and database development in connection with the City's Parking Surcharge Program. CCSG has collected $208,532,531 in Parking Surcharge since July 2010 up to April 2021. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $61,617, 979 more than TPN. The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected was $14,553,167 during fiscal year 2007- 2008. The $131 billion parking industry in the United States was hit hard by COVI❑-19 as demand plummeted below 70% in the months following the outbreak. [Despite the COVID- 19, CCSG collected $18,156,586 in fiscal year 2019-2020 as our offices have been open throughout this pandemic. Annual parking surcharge collections from 1999 through April 2021 are listed in the tables below: i 1 15.00% CCSG19-2a24 7*YT2D -2020-2021 1$7,800,013.00 $18,101,855.00 15.00% CCSG 2019-2019 $24,343,081.00 1.5.00% CCSG 2017-2018 $22,639,335.00 15.00% CCSG 2016-2017 $22,634,844.00 15.00% IF CCSG 2015-2015 $21,600,706.00 15.00%IF- CCSG 2014-2015 $20,510,617.00 15.00 F CCSG 2013-2014 $19,394,054.00 15-00% F CCSG 2012-2013 $18,343,255.00 15.00% CCSG 2011-2012 $17,231,975.00 15.00% CCSG 2010-2011 $15,932,796.00 15.00% CCSG - up sa µpm errs COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 5 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. TPN Fiscal Year Surcharge Collections Rate Administrator 2009-2010 $14,238,711 15.00% TPN 2008-2009 $13,980,676 15.00% TPN 2007-2008 $14,553,167 15.00% TPN 2006-2007 $14,135,187 15.00% TPN 2005-2006 $12,816,592 15.00% TPN 2004-2005 $11,489,521 15.00% Ir TPN 2003-2004 $14,533,462 2-0.00% Ir TPN 2002-2003 $13,639,162 20.00% Ir TPN 2001-2002 $12,577,039 20.00% r TPN 2000-20 F $13,406,801 20.00% TPN 1999-2000 $11,544,234 20.00% TPN $146,914,552 Franklin Laso, CCSG President MAY 28, 2021 COMPLETE CONSUL TING SER VICES GRG UP, LL C — RFP # 12453 91 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 4. CCSG's KEY PERSONNEL, QUALIFICATIONS, EXPERIENCE AND PAST PERFORMANCE aj Describe the Proposer's organizational history and structure; years Proposer and/or firm has been in business providing a similar service(s). Complete Consulting Services Group, LLC was incorporated in the State of Florida in January of 2008. The CCSG team is managed and operated by its President, Franklin Laso. CCSG has managed the City's Parking Surcharge Program, providing parking surcharge consulting, auditing, collection, and enforcement services to the City of Miami since 2010. Mr. Laso was the City of Miami's Parking Surcharge Administrator from 2004 to 2010, while working for a previous firm / administrator. Since 2010, Mr. Laso has continued his services as the City's Parking Surcharge Administrator in his capacity as President of CCSG. Below please find CCSG's organizational chart reflecting CCSG's organization and structure. ORGANIZATIONAL {CHART 2021 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 7 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. b) Provide a list of all principals, partners, officers, owners and/or di 7, including joining ventures and/or sub-consultant(s), if applicable. Mr. Franklin Laso is the sole Managing Member of Complete Consulting Services Group, LLC, Mr. Laso also serves as President of CCSG. Franklin Laso's contact information has been included in the Cover Page of this Response submittal. The key personnel and executives of Complete Consulting Services Group, LLC ("CCSG") are as follows: ■ Franklin Laso, President of CCSG • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # I Z45.391 8 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. c) Indicate whether the City has previously awarded any contracts to the Proposer/firm. If so, discuss the nature of contract, types of services performed, and term of contract. In October 2010, and January 2015, CCSG was awarded the contract to manage the Parking Surcharge Program on behalf of the City of Miami. The terms of the contracts called for two (2) years with options to renew for three (3) additional one (1) year periods. CSG has successfully administered and managed the City's Parking Surcharge Program for approximately 11 (11) years. In addition, CCSG has provided Bookkeeping and Collections Services to the Coconut Grove Business Improvement District since 2011. CCSG assists the C. Grove BID with the collection of Folio Assessments, Parking waivers, Sidewalk cafe Fees, Special events and Supplemental fees. The term of the current contract calls for three (3) years commencing March 1, 2019 with an additional two (2) year option. CCSG has also provided Bookkeeping and Collections Services for the Wynwood Business Improvement District since 2019. CCSG assists the Wynwood BID with the collection of Folio Assessments. The term of the current agreement calls for three years commencing 2019 and two (2) years option. d) Provide documentation evidencing that Proposer, Operations Manager, and/or team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant ("CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. Juan C. Pena is a key member of CCSG's team and is a licensed Certified Public Accountant (CPA) in the State of Florida. Enclosed herein please find State of Florida, Department of Business and Professional Regulation and Board of Accountancy License No. AC0025122 as issued to Juan C. Pena as a Certified Public Accountant. COMPLETE CONSULTING SERVICES GROUP, LLC -- RFP # 1245391 i) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. e) Provide specific qualifications, project experience, and crede Proposer's ability to perform the required Scope of work. Proposer must clearly describe its qualifications and experience in the provision of similar work related to the administration and/or collection of parking surcharge, particularly for a government entity. Discuss the nature of the work performed; the mature of the administration and collections and overall value of the contract; and how long Proposer performed the work, or an employee(s) of the Proposer performed the work for another entity. CCSG has managed the City of Miami's Parking Surcharge Program since 2010 and is the current contractor and administrator of the City's program. As the Parking Surcharge Administrator, CCSG is tasked with providing parking surcharge consulting, auditing, and enforcement services. Specifically, CCSG provides enforcement, consultation, communication, training, auditing, compliance, accounting, and database development on behalf of the City of Miami for all facets of parking surcharge collections, audit, and compliance. CCSG monitors over 500 parking facilities located in the City of Miami generating over $150 million in gross revenge. During the past eleven (11) years, CCSG has collected over $200 million dollars in parking surcharge fees on behalf of the City of Miami. Pursuant to the terms of the current engagement between the City and CCSG, the parking surcharge administrator has been paid a fee $700,000 in fees annually by the City of Miami for all services provided in connection with parking surcharge administration. CCSG's human capital has been, and continuous to be, the engine behind our success as the City's Parking Surcharge Administrator. Continuity of staff is one of the various advantages CCSG offers the City. CCSG's management team includes the key team members that have worked with the City of Miami during the last several years in the administration of the Parking Surcharge Program including Juan C. Pena a Certified Public Accountant. CCSG's team will guarantee that CCSG continues to maximize the parking surcharge revenue stream to the City by enhancing its compliance and audit expertise. Mr. Pena will continue to provide support in the implementation of accounting and compliance processes. CCSG's team of parking professionals has over thirty (30) years of combined experience managing parking surcharge collections and over twenty-seven (32) years of combined experience in the South Florida parking industry as further described in Section 4 (h) below. Each member of the CCSG team possesses expertise and experience in various technical fields of the parking surcharge industry, including but not limited to technology, collections, compliance, accounting, auditing, and enforcement. All of CCSG's team members are trained and experienced in the field audit and field survey processes and have obtained such experience through working in the current City of Miami engagement. This has given the CCSG team specialized experience in the City of Miami parking COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1Z45391 if) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. surcharge administration field and allowing each team member to become uniquely familiar with the City of Miami's laws and procedures, Additionally, the CCSG team has developed relationships with the public, parking operators and City of Miami staff which positions CCSG for continued success in communication with stakeholders, necessary enforcement, and identification of revenue opportunities through field audit and field surveys to achieve maximum compliance. Under CCSG's administration, the Parking Surcharge Program has collected more revenue in the Program's history and, when adjusted for average rate and surcharge differences, the City now collects approximately 25% more in parking surcharges per property than any other car - dependent, major urban center, including Los Angeles and San Francisco. CCSG has delivered these results by developing and implementing a unique and effective framework using its parking expertise, technological sophistication, and extensive administrative/accounting experience. With a combined thirty (30) years of parking surcharge collection experience and more than thirty-two (32) years combined parking industry experience, CCSG's professional team is unmatched and guarantees exceptional results to the City and continued success of the Parking Surcharge Program. Below are highlights that evidence CCSG's successes during its time (2010-Present) managing the City's Parking Surcharge Program with the objective of maximizing revenues: • CCSG has collected $202,532,518 in Parking Surcharge since July 2010. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $55,617,966 more that TPN. • The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected by was $14,553,167 during fiscal year 2007-2008. * Between October 2010 and April 2021, CCSG identified a substantial number of new parking properties which were not contributing to the Parking Surcharge Program. These new properties have generated approximately $7,014,223 in new parking surcharge revenue to the City. Since it began managing the Parking Surcharge Program in October 2010, CCSG has conducted thousands of field audits, which have identified approximately $2,25,656 in underreported parking revenue, representing approximately $337,885 of new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 11 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. • CCSG has also conducted numerous record audits of the Program during the past 11 (11) years. These record audits have revealed approximately $10,112,700 in underreported parking revenue which generated approximately $1,516,905 in additional parking surcharge fees to the City. • CCSG concentrates most of its efforts in closely monitoring properties/accounts that do not have any parking revenue control equipment, known as "Parking Surcharge Revenue at Risk." Between ❑ctober 2010 and April 2021 these properties generated $25,321,845 of the parking surcharge revenue. For instance, as a result of CCSG's efforts, parking revenue generated by surface parking lots in the vicinity of the American Airlines Arena (AAA) in fiscal year 2013-2014 increased by $2,900,000 or 150%, compared to fiscal year 2007-2008, which generated $441,973 in new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP ## 1245391 1 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 2, within the past five (5) years. Include name of reference, contact name, period of time, and overall work performed. Sufficient documentation must be provided to determine level of experience. References are subject to verification by the City as part of the evaluation process. As part of our response package to the RFP, we intended to include letters of recommendation from the current City of Miami officials regarding CCSG's performance in administering the Parking Surcharge Program, However before making a request to obtain those letters, we submitted a written question to the Procurement Department to determine if such request was permitted under the rules of the RFP and the "cone of silence". In response to that question, we were advised that requesting and receiving letters of recommendation from the City of Miami Officials would not violate any of the "cone of silence." CCSG decided not t❑ request such letters from the current City of Miami Officials because even though it would not violate the "cone of silence" there may be a "perception of a conflict of inforact " Enclosed please find two reference letters from former City of Miami administrators, who worked closely with CCSG and Mr. Franklin Laso in the management and operation of the City's Parking Surcharge Program. Mr. Daniel Alfonso worked as City of Miami Budget Director, Chief Financial Officer and City Manager and thereby was the Parking Surcharge Contract Administrator. Mr. Alfonso currently works as Vice President, Facilities Management & Public Safety at Nova Southeastern University, Mr. Jose Fernandez was the former Finance Director of the City of Miami as well as the Parking Surcharge contract administrator. Mr. Fernandez currently works as Controller at the City of Orlando. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 13 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. g) Identify the Proposer's Project Manager and key personnel assigned to this project. CCSG's entire team will be dedicated to the City of Miami's engagement for the administration of the Parking Surcharge Program. The following individuals will serve as CCSG's key personnel in the City of Miami Parking Surcharge engagement and as depicted in the organization chart below: • Franklin Laso, Project Team Leader • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager ORGANIZATIONAL CHART 2021 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # I24539I 14 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. hj Describe for each individual assigned to this engagement and the Project Manager their years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of a parking surcharge, and any other relevant information. Specifically indicate what role each would play, and what specific work will be performed by each member of the Team. Franklin Lash, Project Team Leader The CCSG team is led by the City's current Parking Surcharge Administrator, Franklin Laso. Mr. Lassa has twenty-three (2-3) years of experience in the parking industry and has managed the City of Miami Parking Surcharge Program continuously since 2004, when he was employed as Vice - President of Municipal Tax Division for the Parking Network (TPN), the previous parking surcharge administrator from 2004 to 2010. Mr. Laso has been an integral component of the administration of the Parking Surcharge Program for the past eleven (11) years. He has led CCSG since October 2010, when CCSG was awarded the contract to manage the Parking Surcharge Program. The following are some of Mr. Laso"s main responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenues. • Analyze collections and reconcile parking surcharge remittances against historical data and established thresholds to identify revenue and collection fluctuation trends. • Operate the parking surcharge collection process, including sorting, posting, and reconciliation of surcharge payments and issuance of missing and late payment notices to parking facility operators. • Plan and coordinate record audits, field audits, and field surveys of parking operations to ensure compliance with applicable City of Miami laws and regulations. • Consult City of Miami staff and administration on proposed amendments to the City's Parking Surcharge Ordinance and processes; and • Support and consult City staff in the enforcement of uncollected parking surcharge payments. Prior to joining TPN, Mr. Lase was Regional Manager for Standard Parking where he was responsible for the financial and operational success of 25 parking facilities and locations with over 300 employees. As Regional Manager, Mr. Laso oversaw a budget in excess of $30 million. Mr. Laso also served as Parking Manager for Mount Sinai Medical Center. As Parking Manager at Mount Sinai, Mr. Laso was responsible for the daily operations of the parking systems and facilities throughout its South Florida locations. Mr, Laso's ability to manage staff, maximize budgets, and implement more effective revenue control policies for the health system's parking program resulted in increased parking revenues of 50% and decreased operating expenses. As a result, Mr. Laso was successful in increasing Mount Sinai`s bottom line by enhancing net revenues generated from its parking operations. COMPLETE CONSUL TING SER'VICES CROUP, LLC — RFP # 124539I 1 5 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Mr. Laso began his career in the parking industry as Facilities Supervisor for the City of Miami's Department of Off -Street Parking (also {mown as the Miami Parking Authority, or MPA). As Facilities 'Supervisor, Mr. Laso increased the MPA's revenue by reorganizing and improving revenue controls while decreasing operating expenses, COMPLETE CONSULTING SERVICE'S GROUP, LLC - RFP # 1245391 16 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Rroiect Manager IT1381 The person to be hired's primary role in the proposed engagement with the City of Miami will be as Project Manager, tasked with assisting in managing the Test Audit Program, which includes conducting field audits and record audits. As Project Manager, he/she will prepare and conduct record audit assignments to verify parking providers' compliance with the City's Parking Surcharge Ordinance. He will continue to prepare and coordinate audit objectives, including time estimates, work -plans, and steps necessary to collect data and document findings. The Project manager will prepare and oversee the development of action plans, such as field surveys and field audits. and review daily and monthly field surveys and field audits, findings, and summary reports prepared by the Field Analysts. The project manager will work closely with Franklin Laso and Juan C. Pena, CPA, in reviewing the various audits for accuracy and methodology. The project manager will also provide training to the surcharge payers and assist with the annual parking surcharge registration for the Parking Surcharge Program. Juan C. Pena, Certified Public Accountant (CPA) Juan C. Pena is a licensed Certified Public Accountant in the State of Florida. Mr. Pena has extensive public accounting experience having been employed by a large regional public accounting firm and having internal audit experience at several Fortune 500 companies. Mr. Pena provides the level of professional accounting experience necessary to verify the test audit procedures for the Parking Surcharge Program. More importantly, Mr. Pena has ten (10) years of experience assisting in the administration of the Parking Surcharge Program for the City. Additionally, Mr. Pena has held various corporate accounting positions, including as Controller which ,provided him significant experience in developing and deploying proper internal control procedures, including ensuring controls are appropriate for Sarbanes-Oxley (SOX) compliance. In his corporate accounting positions, he acquired a strong reputation for implementing and strengthening financial controls, particularly in the areas of controls over payment and billing and collections processes. Mr. Pena's audit experience as a CPA includes experience with auditing the following: • Ten (10) of experience assisting in the admfriistration of the Parking Surcharge Program for the City. ■ Over ten t10} years conducting financial statement and operational control audits of retail establishments with annual sales of over $50 million, a Fortune 500 technology company and a Fortune 500 consumer food products company. COMPLETE CONSULTING SERVICES GROUP, LLC- RFP #! 1245391 17 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Mr. Pena's financial and operational audit experience in private industry also includes: • Financial embezzlement investigations. • Internal control testing and improvement audits in key risk areas such as cash receipts and disbursements, receivables, and inventory. • Accounting system user access control audits. • Payroll fraud investigations. • Manufacturing efficiency studies. • Sarbanes-Oxiey (SOX) internal controls implementation, testing and certification. Gloria Laso, Assistant Project Manager Gloria Laso has seven (7) years of experience assisting in the administration of the Parking Surcharge Program. Mrs. Laso will continue to be tasked with reviewing the parking surcharge payments process, including sorting, posting of surcharge payments, reconciling lockbox information with vendor surcharge payments, and ensuring the accuracy of the data -entry process. Mrs. Laso also prepares all parking surcharge correspondence and communications, including missing and late payment notifications, correspondence to vendors, and coordination of the collections process. She also assists in maintaining and tracking the Aging Report including all matters submitted to the City's Code Enforcement Department, City Attorney's Office, and abatement requests. Field Auditine Team Our Field Auditing Team is led by Mr. Delvin Rojas, Senior Field Analyst who has worked nine (9) years in the parking industry and has seven (7) years of experience assisting with the administration of the City's Parking Surcharge Program. Parking is a complex and multi -faceted industry. CCSG tackles the industry's complexity by implementing field surveys that help track fluctuating trends. Many parking providers receive most of their revenues in cash and have no revenue control or reporting processes and procedures. As a result, field audits are necessary to ensure that parking providers comply with payment of surcharge fees. The field team conducts regular field surveys and field audits to verify parking providers' compliance with the City's Parking Surcharge Ordinance, prepare daily and monthly field surveys and field audits reports and maintain and create daily report logs. The team also assists with the record audits process. COMPLETE CONSUL TING SERVICES GROUP, L L C - RFP ## 1245391 18 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The Field Auditing Team is trained in compliance. The team follows strict protocol and analysis to ensure parking operators comply with payment of surcharge fees on a daily basis. Field audits conducted by CCSG's team begins with the following initial analysis for determining compliance: • Does the ❑perator issue parking tickets? o Ensure that the parking tickets are issued in sequential order. • Does the operator issue hangtags? c Assess parking demand. ❑ Count how many tags/cars are in the property. Count cars at different times during the day to assess demand and turnover rates. • Determine what the potential revenue should be forthe property. COMPLETE CONSUL VNG SERVICES GROUP, LLC — RFP # 1245391 1 cj THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ij Provide any other information or documentation related to its qualifications and experience from which the City can benefit over the term of the contract. CCSG authored the Policies and Procedures Manual for the City of Miami's Parking Surcharge Program. The Policies and Procedures Manual provides the strategic and organizational link between CC5G`s vision and the day-to-day operations of the Parking Surcharge Program. This Manual has been prepared based on CCSG's years of experience in administering and managing the City's Parking Surcharge Program. In addition, CCSG has prepared a Test Audit Program Manual which includes detailed auditing procedures to verify that accounting records are being maintained properly and to ensure that parking operators are remitting the correct amount of parking surcharge to the City, ensuring compliance, and establishing key thresholds. Both the Policies and Procedures Manual and Test Audit Program Manual are available for review upon request. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal, involving Proposer, its partners, managers, other key staff members, and its professional activities or performance, that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. CCSG, its principal, managers, and key staff members do not have any prior or pending litigation or bankruptcies. COMPLETE CONSULTING SERVICES GROUP, L L C - RFP # 124539I 1() THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 5. OVERALL APROACH AND METHODOLOGY CCSG has the best -qualified team with a proven track record of exceptional results to ensure maximum surcharge collections. Our comprehensive surcharge administration solution and program includes the following:. • Extensive field surveys and field audits for continuous identification of properties and operators that are subject to the City's Parking Surcharge Ordinance. • Perform record audits to ensure parking operator's compliance with the City of Miami Parking Surcharge Program. • A state-of-the-art, interactive surcharge information technology (IT) solution for managing and analyzing valuable data that improves efficiency and frees up resources that can be used to maximize collections. The IT solution is further discussed in Section 5(a) of this Response. • Thorough communication with all surcharge payers as well as City administration and staff. a) Provide a detailed description of the Proposer's Approach and Methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3. Scope of Services, including the development and/or update(s) of database; enforcement; consultation; communication; training and compliance. CCSG's comprehensive surcharge administration solution contains each of the components depicted and provided in the diagram below, and described as follows: 1. Database 2. Enforcement 3. Consultation 4. Communication S. Training 6. Compliance COMPLETE CONSULTING SERVICES GROUP, L L C - RFP ## 1245391 1 1 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. KA COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 ?? THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1. Information Technology Solution (Database) During the past Eleven (11) years, COGS has invested significant financial resources to develop a customized solution to manage the City of Miami's Parking Surcharge Program. CCSG's IT solution was developed and implemented using state-of-the-art systems that reside on the cloud and use the latest Microsoft technologies, tools, and frameworks. (See diagram below) CCSG's comprehensive surcharge administration software solution incorporates the following technology components, interfaces, applications, and services: • Microsoft Azure Services • Web and Application Servers • SQL databases and data synchronization services • SQL reporting Services • Azure search and active directory services • Storage, backup and restore services. CCSG has a comprehensive IT security plan that includes back-ups and other controls to secure network information. Due to the current malware/ransomware environment, CCSG has controls such as firewalls, back-ups, scripting controls (virusjmalware scanning), training of staff to be aware not to click on potentially malicious links on emaiis. COMPLETE CONSULTING SERVICES GROUP, LLC— RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Mitrosof Cloud SerAm IAxure) www�nt i9urchsr .tm+►+ mom alftomma" /roowr4 haw Or w"as r� POW-% I["—s r r omft% f �twi 4s Gr of me" amcwk A,,,•.. - Internet try 0 1 psp syste vi • s"'"�•• ■i�Ml Ya 46"u (spud wk COMPLETE CONSULTING SERVICES GROUP, L LC — RFP # 124.5391 24 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Parking Surcharge Program (PSP) System At the center of the CCSG IT infrastructure is the "Parking Surcharge Program" (PSP) System, a proprietary software program designed by CCSG to manage the Parking Surcharge Program, The PSP system includes modules for tracking parking properties, operators, and parking surcharge revenues. The software program is user-friendly and allows CCSG personnel to access and easily input and analyze data. PSP system equips the CCSG team with the necessary tools to closely monitor the progress of the Parking Surcharge Program, including the full accounting of parking surcharge payments and remittances. The software's analytic tools empower CCSG to efficiently recognize what areas of the program can be improved and how to improve them. From a technology standpoint, the program utilizes a client/server desktop application to access the system while working in the CCSG office, and a web application to provide its clients access to the information using an internet connection. The PSP system uses MS SQL in the back end and MS Access in the front-end, and the system resides on CCSG's local servers and on the MS Azure hosting platform located on the cloud. Access to the program options and database is controlled through functionality built into the program that utilizes the standard Windows User 1Ds to determine an individual's access authority. This web -based solution is menu driven, with various levels of security to ensure data integrity and its operational workflows follow general Windows standards. The program features a standard toolbar and user interface to facilitate navigation, viewing, and/or updating database records. Main Menu Users access the PSP system via a "Main Menu," and the system is divided into the following modules: COMPLETE CONSIILTING SERVICES GROUP, LLC - RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. aer trrere, ona6 ��>k ue�isrraeroa _ _ _ angrreY'.+�F+��.a irse... �.Irw �"'�'"•:d. e�.i esr. Awn �. •r..pi.l.d Fn.M1+•[r-� 'w [rwlaMiM +.rn.eFY'A Lbw R'9K Raexeixs it�o.t LnmgeaeA a.aRse�s ompkltw Ynv.ri Srn A�aor rwh Loa lewc Complete Consulting Services Group (CCSG) i oa..•.a,as„a,� saWasn Jm% r.....Nw:., ?� a.�.nhY��re.ah. � s.wgrees�•�Ron /► ; ` aceeer pkv� Cl'1'YIYr �,1� MnW F.naerr. W has...[ SRedre..�. CWvwiard Sea.rlws - - --- - ��tw uarw+n. operadepa T6065 M.e.we. [lr�w apw.a[on Cis 14e A— A..N R,,. _ _— evEerw.., Mlth Iwswc naaerta-s uR..l.w.a R.Mck � iu] si.-s A. Properties The properties module allows users to access the properties database in order to add properties, search for properties, and navigate among all available properties in the database. The database contains essential information, such as property type, rates, contact, and a link to a GIS system that shows the location where the property is located on a map. Properties l,m ., ev ��.._.. Properties ,- ---� ...... . New Journals OperlOwner Farm Contact Cards Operators/ftners Contacts COMPLETE CONSUL TING SERVICES GROUP, LLC — RFP # 1245391 26 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. open rl— f l¢nu Property IQ Operator In ttl" Owner ID Prop10 Address OperID . 3Ca1 60 West'gler 0001 002 125 NE9th St. 00O2 address DMI 5" 3nck-cll Avenue 0155 aCaY 26946.Baysaarerive C004 t0[trR1i Won Nstrict - Area dCGiA 2699 S. Bayshare Orrve OW9 Business Tax Receipt Certificate of Use 0CQ5 M NE 1s1 Avenue W05 OOW R799"el IPlaza 0007 Property Type _7escrfption,: 1 OW M0 McFarlane Road b607 Control Leased: 0006 IM UW 14th Street ON* 'C ; trel Mors: OWK 1099 NW 13th Street 0135 0009 1401 Bnckell Ave. 00Q9 ' Clo S4E 31It3 eft Avenue 40'O • property Category _ From 0011 244 Biscayne Bind. OCQ5 7012 31,91 Cara[ Way oc:2 Prap? ty Status b Previous operator 23 3013is ayneBlvd. :Y-- „0_4 2245 NL'7 251h Ave. oC.4 operator Start Pf evinuS Operarator Start 0015 2590 Grand Avenue 0453 ,i 0016 SB33rickeffAye. 0016 Memo - - - -- OD16A =3nckellAvenge 0600 �W17 35M?IW37Ave, oc;7 OP y *17A M Noy 37A.venue 0017 301i3 1330Caral Way WAS OQi9 OC-20 30031scayre aNd. Way 11018rkkell Ave 0019 0131 SutrArea: Zip4 Maximum Capxity 0011 4953nckellAve, OC21 F C l FOW fYeWPloptYly — _ _ COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # I2¢539I ?7 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. B. Transactions The transactions module section contains the parking revenue and corresponding tax remittances. The parking revenue is categorized by type of revenue. Types of revenue include revenue from transient or daily parking, monthly parking, validation parking, metered or automated collections, event parking, and other revenue sources. A quick glance at this section provides a detailed summary of the financial condition of any property. CCSG maintains a property file for each revenue generating facility and individual records for facilities with multiple payment streams. For example, many hotels have revenue from valet parking (cash) as well as parking fees that are charged to the guests' room (folio revenue). These revenue streams are often managed by separate entities, and the surcharge payments are also remitted separately. By tracking multiple payments for the same properties independently, CCSG is able to efficiently identify missing payments or note inconsistencies with the facilities' remittances. The transactions section enables CCSG users to manage the accounting process for the parking revenue and corresponding tax remittance for every period. The accounting process is divided into the 1) Payments, 2) Surcharges and 3) Reconciliation modules. V. rO 6Cd.... 0P 10 P-F— . l0 ProP.rey n.11.. AEI 10 F*+P�Y� - a.nl..ran.. D t.4. ^J, 5—. 10 P-4.d 9— P. SO 7YW EnN.. 0a Our Pwe R....W. .3"*- 2 n.nd... t— F n r.r�....e P.nt m r..e ar N..wurr u..d Il..n.hl 7.oc1+ [k.eck r/.�.m4.r �wsul.e.r..d � 3 4mnegy.wn SweP IC S—k 10 rrnp. i6 ft.Y d F.vn. F;i-.;; TV � PMd paw _ _ 'wsch.a�p .ram P.Y^..nG PINE 1➢ 1. Payments Module The City receives payments & remittance reports from parking operators at its lockbox. The bank processes these payments and then sends a copy of the checks, the original reports, and envelopes to CCSG. The payments module is capable of handling all types of payments transactions sent by parking operators. These transactions include lockbox (checks sent by operators to a P.Q Box) and wire transfers. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 28 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Open :lain Menu Lockbox Packages Package Gate Satchs Checks A►nouast 2012-09-19 3 1.3 5191,710,28 2012-09-18 2 3 51,766.99 2012.09-17 5 42 5192,569.22 2012-09-14 2 9 $22,688.21 2012-09-13 1 7 57,570-2.2 1• 2012-09-11 2 2 ss,86960 Lockbox Package Date 12-Sep-12 New Package Lockbox Package Details Batch Checks Amount 389 3 53,379.61 Totals 3 $3,379.61 Batch Number Previous6atch Next Batch Check Payments Check # Paid By Amount Notes F 25989 0013/City ®f Miami a $2,854.94 10070 1508/Jeffrey Nunberg $59.25 167 1027/AyME Parking, LLC _+ +r $465.42 PaymentsDetails WSave and Cklse Undo And Close Delete Payment Batch ID + Payment td I (New] Check. Number Notes Date Received Amount Paid By + Used PaymentTyl>e: !17•S•1lIF Remain Credit You will only see t p and "Remain` fir Lockbox existing Payment Wire Transfer 2. The Surcharge Module The surcharge module tracks monthly surcharge transactions (standard, penalty, interest, fines, and credits) for every property. This module is capable of arranging invoiced transactions based on different categories and can filter transactions by date, areas, subareas, commissioner districts, and other fields. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 ?9 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Accounting Surcharges New WkBox Package New Deposit or Wire Transfer lockbox Package Uetais 3. Reconciliation Module The reconciliation module can verify that the surcharge amounts on the remittance reports sent by the operators match the amount written on the checks, the amount inputted as payment, and whether it includes charges such as penalties, interests, fines, and/or credits. Furthermore, the reconciliation module enables CCSG to match amounts listed on the bank package statement against invoices generated and checks received to ensure accuracy. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 30 C. Reports Module Reports THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Payments by month and Year Payments by Check Date Payments by Date and Batch # Surcharge Deposits Report Letter Reports City of Miami Reports Missing Penalties and Interest The reports module generates numerous reports that assist CCSG and the City in identifying areas for improvements and monitor the current status of various aspects of the Parking Surcharge Program. The following are some of the reports generated by this module: 1. Accounting Reports that aid CCSG in the accounting process. For example, the surcharge deposit report allows staff to validate payments based on date of receipt, type, and amount. 2.. General Payment Listing Reports that can use a specific month filter to generate and reconcile total posting records with total amount of the deposits. 3. Payment Transaction Report, where staff can verify check payments by date to understand the purpose of the check payment. 1 _l_- Li - !y- ■tea ... LR- ► _" •��. ,, 3 Year 2011 Month 1 Reception i Source Amount 01-Jan-11 Lockbox $18,714.77 03-Jan-11 Lockbox $1,545.65 04-Jan-11 Lockbox $117.62 05-Jan-11 Lockbox $3,864.92 06-Jan-11 Lockbox $4.99 07-Jan-11 Lockbox $1,884.70 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 31 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 4. Payments by Month and Year Report that provides users a report with the year, month, amount paid, amount applied, and the difference between amounts paid and amounts applied. 5. Payment by Check Date Report that provides users a report with the check number, paid by, amount, and payment type information. 5. Payments by Date and Batch Number Report that provides users with payment batches, the date entered, and the respective checks. 7. Surcharge Deposits Report that provides users a report with the year, month, source, and amount paid. 8. Missing Penalties and Interest Report that provides users a group report by operators and their respective properties with the year, month, last day to pay, first payment, due, paid, balance amounts, and notes. Property ID 0768 Period From Fine Date: 24-jut-11 Fine Due: 5500.00 Surcharge Due I55oo.00 615ave and Close �~ Undo And Close Surcharge ID 56702 Period To Adjustment Notes: Open Wain Menu 9. Letter Reports that provide users with a list of missing and/or late payments within a specified year and month. 10. Generation of City of Miami Monthly Invoice 11. Generation of Aging Report (3{0-60-90 report) CCSG provides the City of Miami monthly Parking Surcharge Collections. CCSG also submits to the City an annual Parking Surcharge Collections for every fiscal year. This report summarizes parking surcharge collections trend for the preceding fiscal year. In addition, this report includes Tables depicting Parking Surcharge Collections by Commissioner District, Areas, Zip Codes, Hotels, Hospitals, Office Buildings, Type of Property, Entertainment, Largest Surcharge Payers, as well as other reports. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 32 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. .. = CCSG Drkag S sd-geP-9— . jcy $: S ,..C,on r t So To - «'pb4aro SCrt &. Fitter Rreo•6_s . r,6 "nrt �o. marhrp +:� ..,, `.,rw R; Gtr of lit,anir Repar[s ia�" , r L.' s " �. .r _r. A ,. , ,r,,.-,__ � - -- — — - -_�f�' • ''�:1�i. open Nara menu sQ m"rge j co5errinns and Searles Peru Rwo[t----- foirrhirge Deposits Report pal+a q CaoecLa Report COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 33 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. IT SOLUTIONS Ccsgonfine.net 2. Enforcement Training Consultation CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. Enforcement Operators/Landlords Code Enforcement Department City Attorney Office Cade Enforcernerrt Board COMPLETE CONSULTING SERVICES GROUP, LLC— RFP # 1245391 34 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG follows three sub -processes in the Enforcement process: ■ Facilities Inventory • Revenue Assessment ■ Payment Collection Facilities Inventory (See diagram below) CCSG personnel use the PSP System for monitoring parking properties and parking surcharge revenues. The PSP System gives our beam easy access to a vast amount of information that can be easily analyzed to monitor the Parking Surcharge Program, as well as to identify and effectively strengthen any weak spots in the collections process. City of Miami Surcharge Program Process Facilities Inventory' Process Facilities ldentffyNew Operators must register Inventory Properties �� the property with CCSG i Obtain Additional lnformatkm from r' facm`rrtiea saes Ccsv,� End of �p6iain prover Yas� infOrrMtiOn L�, f 1 Process CQnf IT1 InfOrfnatlOrE CCSG will conduct fromfaclFltias �,� exhau tiva Field Yes No Surveys throughout City of Miami Confirm Construction CCSG calls property ��6o[x c Parking Properties Obtain r operators to clarify prope inlormation intarrrrlion? UP End of Confirm Closed Process Properties T No CCSG compares OCrSG will conduct CC5G prepares for Field No Revenue Estimation vs field Audit and Audit (Property Profile, Is mh erea c5g6 pte pares Revenue Type of Revenue °`�dncrepan ¢y Pa rk my a p e rator Estimation based on Controls, Operator revenue Feld Audit Profile) Field Aud its Process Revenue CC5G iderrtifiez and Yes 0 Assessment or selects Properties for Records Audit. Field Audit COMPLETE CONSULTING SERVICES GROUP, LLC— RFP # 1245391 35 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The PSP System maintains the following information with unique record numbers (property ID) for each parking property: Property ID # Number of Spaces Commissioner Area Facility Name Facility Operator District ZIP code Facility Address Business Tax Receipt ## Aerial photos and Parking ,Rates property photos Type of Facility Hours of operation Name of Operator Category Revenue Assessment Process Property owners and operators send Surcharge Payments & Remittance Farm Reports to the City's bank using a lockbox. The bank processes these payments and sends a copy of the checks, the original reports, and envelopes to CCSG. CCSG then enters the payment information using the copy of the checks. CCSG enters the corresponding assessment for each property using the remittance form and finally reconciles payments against assessment_ Payment Collection Process (See diagram below) CCSG makes phone calls, sends missing and late letters and/or emails to operators in order to collect outstanding amounts. If operators do not comply, cases are referred to the City for enforcement. COMPLETE CONSULTING SERVICES GROUP, LLC RFP # 1245391 36 Other Revenue Monitoring Tools CCSG also uses the following revenue monitoring tools: • CCSG's database generates exception reports, which identify payment exceptions. • CCSG monitors surcharge payments to identify if there are fluctuation treads. For instance, when there is a change in parking operators. • CCSG has developed and maintained the Parking Revenue Trend analysis, which was specifically developed for the properties/accounts that do not have any revenue control equipment. CCSG's personnel has established a benchmark that will be based on historical revenue reported by operators, CCSG's field audits, CCSG's record audit findings, and CCSG's revenue assessment. The revenue reported by the operator will be compared with the established benchmark. Please refer to chart below: COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 37 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Field Audits Field audits are the only way to have a large presence in the many events and activities that take place at the City's large entertainment venues and other parking -intensive areas, such as the American Airlines Arena, Bayside, Bicentennial Park, Adrienne Arsht Center for the Performing Arts, Marlins Park, Wynwood, and the Design District. CCSG also concentrates its field auditing efforts and resources in monitoring properties that do not have automated revenue controls, such as surface parking lots (especially in the Downtown and Coconut Grove areas), valet locations, among others. These events and types of properties produce a sizable portion of the revenue for the Parking Surcharge Program. Revenue that is mostly collected in cash and therefore harder to monitor. A full record audit of records for this type of operations does not fully reflect the actual surcharge revenue loss. Only full audits provide the ability to review the records that are not in the corporate offices of the providers. If a parking provider or owner is intentionally underreporting the revenue in a location that is operating in all cash and changing the parking rates several times during a night, records audits will not be effective. The only way to ensure that the operator reports the correct revenue to the City is to thoroughly audit the property. City of Miami Surcharge Program Process Corn fiance -Field Audits Compliance CCSG will conduct Field Audit and _ Field p-pare, rtevenue Survey Estimation based ors e nd of Field Auck _ I pm t CCSG pia pares for Field t y ' Audit {Prop*rty Prof;M, L_ V Type of Revenue No Centrals, Operator l pmsleJ c1 __T_ CCSG comperas - Field Raver a €stimatian vs ' Is g+err r e.st• ' r:_.rtisn Audits Parking ep.raror rpmrr .,•. fe>+anus -_ CCSG Idarrtifles and relents Properties for Field Ault Re£ord5 eccw Revenue assesment COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 38 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN Parking Surcharge Revenue at Risk BE SEEN AT END OF THIS DOCUMENT. "Parking Surcharge Revenue at Risk" is the parking surcharge revenue generated by properties or accounts that do not have any parking revenue control equipment. From October 2010 to April 2021, these properties generated parking surcharges of approximately $25,321,845. CCSG`s parking surcharge collections experience has proven, to no surprise, that operators who do not have any parking revenue controls are more likely to remit less than their actual share of parking surcharge and do not keep accurate records, CCSG's efforts are much better spent monitoring these locations so we can verify revenue streams that are unreported or significantly underreported. CCSG has enhanced the monitoring of the "Parking Surcharge Revenue at Risk" by allocating more personnel to the field and on the streets of the City where they are highly visible to the surcharge payers, who are keenly aware that their activities are being closely scrutinized. Record Audits (See diagram below) Every operator/owner is subject to audits for compliance, as part of the surcharge regulations of Chapter 35, Article 9 of the City Code. The criteria used by CCSG to select the properties that will be audited are as follows: revenue decrease and/or revenue discrepancies in any property. Other factors, based on findings from field audits and field surveys, include new properties, properties never audited, fallow up audits or new operators, and changes in parking operators. COMPLETE CONSUL TING SERVICES GROUP, LL C - RFP ## I245391 39 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Surcharge Program Process lance — Records Audit Compliance �I SField ury V II JLA,dits eld crr '�-► ReCOCtIS Audit ICCSG selects properties to be a udita'! • New properties I• Properties never audhad • Follow up audits Ne eaperaton A.-* doe —.se • Rexarwe diserepansaes • other r" ~' ccs will follow End of -Na -is este6lisft collection procedures Quo based on finding wiu noeffy operator of - end of ..� amounts. !�J' ba es uper•mr ��1_ gees sn�.wie?� CC54 performs Re rd Audit CCSG sands record audit notification to operator and lequa32i aGcuunting records CCSG based an findioc. will...!as par kirx aurc harge if operators does not have y -curds and opera tee will be suer bject to 5500 adm. One CcsG will perform a follow up a Record Audit in 3 months to ensure — carrvpriance I Yes '-va ss :nc bunn? No Operator has to adhere to Additionei reporting requirements CC5G also conducts follow-up record audits for repeat offenders. We take a risk -based approach In selecting properties (that is, properties that have had problems in the past get more scrutiny and get audited more often). CCSG conducts record audits to determine if the accounting records are being properly maintained. Below are items that are reviewed when available: • Monthly revenue summaries for each facility, including breakdowns for each revenue category. • Daily revenue reports. • Credit and debit card reports. • Used tickets or ticket stubs, cash register receipts, journal tapes and cashier reports. • Unused ticket inventory, ticket purchase records, and ticket loading/issuance lags. • Monthly parking sales reports. • Unused monthly card/hangtag inventory, monthly card/hangtag inventory purchase records, and active card or valid hangtag lists. • Aged trial balance reports for monthly parking. • Bank deposit slips and hank statements. • Accounting entries or records of daily activities. • Florida Department of Revenue sales tax returns. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # I24539I 40 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Parking Surcharge Assessment Whenever an operator fails to keep records from which the surcharge may be accurately computed: • CCSG will prepare a revenue estimation based on field surveys and field audits. • CCSG may also make use of a factor developed by surveying other operators of a similar type parking facility in the area. ■ If the revenue estimation is greater that the revenue reported by the operator, CCSG will assess the revenue. Administrative Fine Whenever an operator fails to maintain complete and accurate records as stipulated by the City's Parking Surcharge Ordinance; the operator may be subject to an administrative fine in the amount of $500.00. Record Audit Instruction Letter If an operator fails to complete required records properly, CCSG will send the operator an instruction letter advising them of requirements and of the operator's violation of said requirements. Additionally: ■ CCSG will keep a log of all the properties that have been assessed an administrative fine of $500 and or received a "Record Audit Instruction Letter." * CCSG will conduct a follow up record audit to ensure operator is following "Record Keeping." IF the operator continues to violate the record keeping requirements, then the operator will be required to comply with stricter reporting requirements outlined in the "Additional Record Keeping Requirements Letter," pursuant to Chapter 35, Article 9 of the City Code and Section 405 of City of Miami Parking Surcharge Regulations (please see below). Additional Reporting Requirements ■ The operator of the parking facility will be required to register their parking tickets with CCSG. CCSG will create and maintain a "Ticket Registration Log" for each property. • The operator of the parking facility will complete and submit a "Parking Surcharge Recap Monthly Report" in addition to the regular monthly remittance report. CCSG will provide a "Parking Surcharge Recap Monthly Report" to the operator, COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 41 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN 3. Consultation BE SEEN AT END OF THIS DOCUMENT. CCSG makes recommendations to the City regarding amendments that should be made to the City's Parking Surcharge Ordinance and/or procedures to facilitate collection of parking surcharge fees. Surety [fond CCSG has recommend the City of Miami the inclusion of the Surety Bond into the Parking Surcharge to ensure compliance from all the operators and guarantee the collection of any delinquent Parking Surcharge. This bond requirement will not apply to an operator that is a governmental entity (MPA). However, this bond requirement is applicable to all nongovernmental applicants operating a parking facility on behalf of a governmental entity, The Cities of San Francisco and Los Angeles have the surety bond as one of the requirements for al! the operators that manage parking facilities within the limits of each City and collect the parking tax on their behalf. In San Francisco, a parking tax collection surety bond ensures that parking lot owners and operators will abide by the laws and rules implemented by the City of San Francisco, The bond guarantees the parking lot owner or operator will follow the San Francisco's City Law Code. one of the regulations of the SF City Law Code is that all taxes and fees must be paid in full and on time to the city. New Parking Payment Alternatives Many parking operators are using several of the contact -less payment methods available today, such as Pay by Phone and Pay by Text. Most of the new payment methods do not require the operator to have parking equipment. All the customers need to do is download an application and register or just use their phone to simply text a code or visit a website. CCSG has advised the City of Miami that the Parking Surcharge Ordinance should be amended to incorporate language where the operators must be required to submit with their remittance forms the original monthly reports generated by the Payment System certified by the Service Provider. This will ensure that the Parking Surcharge Administrator receives the correct information from the operator. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # I245391 42 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Surcharge Program Process Consultation 0 4+ to Consultation Assesment (Recommendation Implementation 4. Communication CCSG communicates with its stakeholders (City of Miami Officials and personnel and parking surcharge payers) in the following ways: • Zoom or Microsoft Teams • In person • In meetings • By phone • Through the website • By email • Through letters COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 43 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 44 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Furthermore, CCGS provides its stakeholders with a series of websites including: City of Mliarni Officials, Operators, Publlric,� Stakeholders i 1 Internet www.miamiwrcharge.com • Par Idng Surcharge pr ainan ce • Par Ida C S wth arge Regulations • GO fin Reg a5t2.tr'ion • Fr equ envy Aslrea [ .uestians i reports.miamisu rch arge.com • Property Reports Paymeits • contact Us 94 — wWxCsgortline.ne a • services • About U s • Contact.I% registration.miamisarcharge_eom ' • Property Registration • About Us f • Contact Lts —y • www.ccsl;online. net: Where users can find information about CCSG, how to contact CCSG as well as services provided by CCSG. • www.miamisurcharge.com: Where users can find information about the Miami Parking Surcharge Program. • reports.miamisurcharge.com: Where users with permission from the City can access the latest reports for all properties, including information such as owners, operators, and payments. • registration. miamisurcharge.com: Where owners and operators can register new and updated information for existing properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 45 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG has implemented a "Miami Parking Surcharge" website (www.miamisurcharge.com) to improve communication with operators and provide access to the Parking Surcharge Program information to City Officials and their designees. LSl . rr PARKING FAC[LrtIFS II - SURCHARGE PROGRAM `a a Paa5v Sataat3e D• as Noe?," r5 3079 The alrR of 17w . Flww-� S—ft"a G911a . "wx W 9. Ue er,Arnq a DffW4 eacsaas NA ftNna -! WwcNros raW s 134i r04e4n rwce D ; rA of d'a H r°e'4 Faeat+ 5 +Upw -& or -1 4i:[O'r ; ..,A 'A 111. M IRHD %* 48 1, Ne. .-K w me 94 Det4nle OWN* r�1;tNlrtiN4F RE-uUUNTKAS, FORMS CAI.tUlA "S UREF47.. LINK5 T UPDATED MARCH 14, 2019 P�" usirhanjl rw.wa . rxru,'s�» b� `x-p.ej' i" r6 R4 AP r;*"4 TM 2fM ;I Nk, !rgnv. Rft- s 3M 9Fr"Ms Mr- d Aw ode .W " Ae a ! a* .~I 4a DW.0" H@1. v d Me MD. tau - a sarwcar Skrn6ay F!Cgx x �Ikaw wmwr.:ro + are VwV Q I*CWFA W Im IN , W* Wy tpLV W*% are 20Min Wt— OKW1egvSf•`-191't ¢fG!`.ciQrS rd r.Wt n v Delis ac:lSLrxee to ^-K Fw rq -, firer r�*r��-�r T*ne pwiong sum"Arwe 1i111 ys E5*4 fiNeean PerUWz She OP*T-2wr or [he parur's facPhty is fesp 4nsPh3e for W6 CQ53ecipar, ana transmrltiat of ,he yweO rge to the CPty of MIA1 q F1n4,,Ce De4zrtm9pt The site includes a "questions and Answers" section available to operators, owners, city officials, and the general public that answers frequent questions about the Parking Surcharge Program, such as: What is the Parking Surcharge? What is the Purpose of the Parking Surcharge? Who is responsible for paying the Surcharge? What Parking Revenue is Subject to the Surcharge? The site offers operators convenient access to relevant information, such as "City of Miami Parking Surcharge Ordinance," "Parking Surcharge Regulations," "Surcharge Calculations," and forms needed to register their properties and report their monthly parking surcharge, COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 46 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. s c PAR MI W1 rACILITiFS aalflYnan i rrva :.,:. '+ v SURCHARGE PR®GRAM CITY OF MIAMI PARktN,5 SURCHARGE RIEGULATIGfdS rH TrtdO[aC ridM flrr:.'.lty �[ fe+,arnr anpn___ :f Slre•;nyrgr.• ".r r:atn U,Ka•,aYG rxa'NaSr.c r�n:a: a parkarty r,ecalli� Wun� -wC Ga4 css rA77, rnl al tfae rYRc a/ Tllre�re 1>a�Ccr.T i ^ 5'y i rpr ... iNla *:ean•Ixkr�n .y ]nv+dA p.[I'�.al:Ylf! siR [hn anenunly yll:sa!nU pq Cld.els 9laltl[N � aNK 2T F yna P�Iry en Mbt{.if Aeia[,[N A :t � s ]Fr Jig 'Ai l�t3drt Goy rant rhn s+wcNa��It! +s ne a.e.:! y{hin grr4aa mvurlxps. +trthtlV[ a<'[InClltisa nc�rr�Nrr[n'ns IfYI! atr�:.a[ rrCriW'rlY GPu7nt afwlrrN Sn12 .'i:a¢raN rf .,lYna. +RMI sieavC(! xk nrhCf <07x. +reFCrGa19r prt.;,purYl yaia y �n�. yesayr axxna.q 'Ye.%i may p: et,..�rn'CL ,Iau+;:1ry ur .nrfleey7ty [CIq:Cq '.rp txecaaR *acep:3 vsrlh tY:c tiacv.vWlavn aPHYCS � 'aza[s FJCS i� .vCCaxn+flq rya IA9 IrlalezlaxLbpin'.merri n! f3rv[+nree. Ihar '3tirCiaalite is anlfK[;x m •4.admi !.'f% lyeas�,t^er �ae3a ^prra:ax �F. aCt�hef! aq r-eHeu:R w+l:r hm ,;. her awrrn sxv �yewr Icy�nrn.ny e:nN.. fNn sel.341.:�e UY� ...rwrrtahen m'.y w.:sbLiana.0 oY .v_L•evsnrey Tre .rre+nrwa asc�+eNargp rpryy3tf a1 yyWey nawam.stascfltlary�* ynYn l earytiHM9 �'dNFV:}taS 'rF :•G6'�iife p1�.rnm4a <ypCla[ICRE nU' in [..vrrCR n e.eASN rtrryn[.Arx.!yR arrOfa'kr hn SUWrn.}taR -n it-nial!] rP COMPLETE CONSULTING SERVICES C-ROUP, LLC• Parking Surcharge A+dxnlnlstratQr 26SO Biscayne BakAIevard Miami. Florida 33'I3G'-459" .. r.. .t.+.•n. i, 1 ....... �.x. .. .� .,, ..,i ,r ,. n.. yea ceSnr nsfloe• �npyrRmrnr s.Y' n.ane—fie la:• ti. It— ISSUED PURSUANT TO THE CITY OF IMIAMI PARKING FACILITIES SURCHARGE ORDiNANCE> BY THE CITY MANAGER ON APRIL 10. 2011 tt r.t. y! Ir _ PARKING FACILITIES L]RDINANCE REGULA-TIQNS FCRMS CALCULATION$ USEFULLNKS T SURCHARGE. PROGRAM L ct SURCHARGE CALCULATION Tnr arse aarrmri ar 1r& awo" ew+p"Aq aea of tare wchmgwes Inted Ir.Far w cmlgsurt ne asrrr ge ana rrusx 8i rnvsrrra .n w se:+at:ar9rRepartil+y uarnert TeCllhigtle A: Ch'h$!o total t.AiteCliohS irtttlrita? the paik:tog charye Pius the y5r'"a," the 104W ro411?Clrryfs are R]!ki!g`iO by Eh£ tOcGpr Gai SufChairge fa€e of 730-135 Technique B: The 3urcharle Tptai Laken from tree Wiv4uaj cash r"Ister tapes shamng the parklrxq €ee. 9* Surcharge chafgag, the sates tax Charged alid Pie letai rnikzctel. rk rnd1Wdu3i Surcharge recares tar earn l"d shamng the coropk#e transar.6^tm. Technique C". `tlhera lnIllVadJar Eurc?<amc [t]I'-fiC9lgn ieCarl!s Ftie cipl ktiit (1?r 5Jch U[Yn!. GtteENi p?fGBn[ r 15'.'el 6f lYpt i�nliltt {r:sr'gng !66 r'I.'.I:d by retry cuslomer will be wl!ected TeehRfque D. ;Mhen gross anuwnt includes salts tax. and surcharge (Ross.7.rmunI ;dhnded) � by 9 070 (to SJbtrad 5&Um tax) = Raamrnlrrq rinmijrr (GIvidedii by 1 15 { aubTra0mg ,Urchirge) = ulna€ amount. (mullwly) A by hgeen parr..r1t COMPLETE CONSULTING SERVICES CROUP, LLC - RFP # 1245391 47 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ' PARKING FACiUTI£S GRI)WAKE REGUL0.YtONS FORMS ICALCuLanoHs usEFUL LNK3 w SURCHARGE PROGRAM ,P c a . rro FORMS New Online Recistration Form CCtap e1B CRnsul!iny Sery css 3,1up fCCSGr rla5 impf 3me 1E4Y1 3 liew GgNP 8 €iee 5lrai pl SyS Em t4 manage Lhe a31."•u8 KH r>sG8rool tar the Cay of 1rflami Parking SurtAef s ?t4Kjram Tina Onlma Relglstralron sysrym is a %Je& ITsSwart) that aaahi@5 .vel ftfs ord`ev awfmis secure 9OC8i5 to in6 r�g'Wf a It SyVf?m 3M4 !C I" IiA1x4be5 They Gorale Via 5r!,e,Tet The system Nell Do easily ars:ess:nle 2.17 A oWp ram 03 Hera to aeress"'Now :?nlrne Regsjsalic-n Sy>Slem. If you hav,r any questions pease Qjwac Us at MO Blscayne EMlovard Mulmr. F133137 Tel. 3G5.573.43M Fax 30r-57'AICO COMPLETE CONSULTING SER VICES GROUP, LLC - RFP # 1245391 48 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. New Online Registration system (registration.mlamisurcharge.com) CCSG has developed and implemented a new online registration system to manage the annual parking surcharge registration for the Parking Surcharge Program. The online registration system is a web -based system that makes the registration process more efficient and friendly for end users. WHICH OF THE FOLLOWING REST DESCRIBES THIS FACILITY? --- Garage Attached Free Standing SPecial Event OT4 Surface Lot Is this Facility used fw Valet packing? Crow VYFFECH OF THE FOLLOWING BEST DESCRIBES THE CONTROLS FOR LEASED (MONTHLY) PARKING FOR THIS FACILITY? — Hangtags Electronic Control Cards with Access Gates Permits Or Decals Other - PleaseExplain: CHECK ALL OF THE FOLLOWING THAT DESCRIBE THE CONTROLS FOR VISITORJTRANSIENT PARKING FOR THIS FACILITY? - Manually Issued Tickets Manual Collection of Revenue s' Automatic Ticket Dispensing machine ± Attendant Operated Fee Computer Unattended Facility with Coin Machine, Meters or Honor Sox Oslser - Please Explain: FOR WHAT TYPE OF PARKING IS THIS FACILITY USED? 4----- -- Leased ;Slonthly) Parking Visitor (transient) Parking Vehicle Storage Of spaces a F of spaces a of spaces 3 r- PROPERTY OWNER INFORMATION - ._......_........_... _ I Cheek here if Owner is to receive carrespandtn[c regarding the parking surcharge Owner Id t]'i:'.: (Original E1w.er lO: ti}8s) OWNERS NAME Tmn.: "stevn CONTACT tovoOndusxo Luvy ADDRESS ZGI 5 Biscayw Bh• Suite urJ TO CITY r.htra STATE FI. zip 31T3F PHONE NUMBER V5-5732.10D FAX NUMBER M5•T12—k312 EMAlt ADDRESS love andrrsko-letiv vanswe5ter*e OPERATOR INFORMATION • Check Miry i► tiperaWr is Orr recafwe mrt'espondearcr regarding !nr puking wrcharge Operator ld 0301B (Clrig,%a€Operator l[): 030151 OPERATOR'S NAME Reg:rs klanagwnonl CxfluP. LLC CONTACT G,~w, Cantw_1 AOtiRESS I COMPLETE CONSULTING SERVICES GROUP, LLC— RFP # 1245391 49 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN Web -Based Reporting ModuleBE SEEN AT END OF THIS DOCUMENT. PSP System also offers a web -based reporting module that grants the City of Miami Finance Department secure access to the surcharge system via the Internet. All properties, contact, and payment information are easily accessible 24 hours/day at http://reports-miamisurcharge.com. I City of Miami Parking Surcharge Program lio,ne Properties--"73c'S Payments Abaft Us Welcome to the City of Miami Parking Surcharge Program This site has been designed :o offer a series of=ustorrozza and up-to•_ate reports to track parktng properties and parking surcharge revenues_ . Sefect an option from 'he menu. Input your selection and click on the'Filter' button to perform a search • Use your browser's Print button is print a report. • and Back button to return to the previo.ss page... r�If yrOu have any questions or problems vs=ng this veebsite. contact us at. 305-573-4300. or, click hereto reach us by efnatl The Report System gives City officials and their designees access to parking surcharge collection reports using the different criteria outlined below: • Property • Address Operator Contact • Area/Subarea ■ Payment Date • Category City of Miami Parking Surcharge Program LIFE of Props dff r yip • Property Type • Zip Code • Owner Contact • Commissioner District ■ Posting Date • Status (Active/Inactive) I COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 50 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Parking Surcharge Program Contact List Ajw. 1 � COMPLETE CONSULTING SERVICES GROUP, LLC - RFP 4 1245391 51 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 5. Training CCSG has developed a training program that it offers to existing surcharge payers and to new operators. The training program details the following requirements of the Parking Surcharge Ordinance: • City of Miami parking surcharge regulations. • Remittance form. • Registration form. in addition, the operator is required to sign and acknowledge a form stating that it received the training of the requirements as outlined in the Surcharge Regulations with respect to the following: • Annual registration. • Parking surcharge calculation method. • Parking surcharge remittance form. • Penalty and interest. • Records and compliance, including evidence of parking transactions with respect to manually issued tickets and mechanically issued tickets. • Field audits & field surveys. • Record audits. In the event that the operator fails to participate in the training, the operator is required to sign a form acknowledging their failure to participate. CCSG will audit operators within three (3) months of the training taking place to ensure compliance. Furthermore, in addition to training, CCSG also provides ongoing phone support to existing operators that have questions regarding compliance With the parking surcharge regulations. CONIPLETE CONSULTING SERVICES GR0UP, LLC - RFP # 1245391 '- THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. fi. Compliance To mitigate the side effects of monitoring a cash intensive industry, CCSG has developed a plan that complements record audits and ensures that the "Parking Surcharge Revenue at Risk" is closely monitored. The plan adopted by the City and CCSG required CCSG to conduct "Field Surveys" and "Field Audits" in addition to "Record Audits". The Field Surveys and Field Audits are described as follows: • Field Surveys: Identify revenue generating parking facilities. Observe the location to determine if their significant transient traffic or if the customers are mostly all day or monthly. If there is a high volume of transient traffic, it is necessary to use our parking knowledge to determine the approximate number of turns per space and the average rate. • Field Audits Count spaces and note the daily, hourly, and monthly parking rates. Count the cars and determine what the potential revenue should be for the property. • Review surcharge reports to determine if the payment history matches the observations our observations. The Field Surveys and Field Audits accomplish the following three objectives: The first objective allows CCSG to look at a much larger number of locations in a shorter period of time. • The second objective allows CCSG to quickly identify the locations that are not reporting or underreporting. The third objective provides a high level of visibility on all the properties that have a poor payment history. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 53 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Field Surveys Field surveys are generally conducted to confirm parking revenue generated by surcharge payers, identify new properties, confirm parking surcharge payer information, confirm construction parking, and confirm closed properties. In addition, field surveys are also conducted by CCSG on a daily basis to confirm, for example, parking activity, parking signs, and other details that ensure the success of the Parking Surcharge Program. CCSG also Conducts Field Surveys at all parking facilities, including properties that have regular special events, such as the American Airlines Arena, Bayside, Bicentennial, and Marlins Park; generally leading to the identification of revenue -generating parking facilities. City of Miami Surcharge Program Process Corn liance —Field Surveys Compliance Idern0v New Qperstws must realster p Properties the property with CCSG ObtaIn Additional Information from _ fegtiRa bees End of r?op �s{� CCSG will conduct 17trn Pr 1'^y¢s "y Process t�tni Creleiip`.: Field exhaustive Field Confirm information � Survey Surveys throughout from ffacities city of Miarni fa tp nfirm nsltuaion CC5G call e arkingCoProperties � ' � 0perstors to clarify information Field 11FConfirm posed Properties Audits — Yes rrsG NO 4txlun prpper �, iniOnnecion? . F ecords Audit CCSG Field Survey program places parking professionals on the street to continuously inspect, survey, and monitor parking operations in the City. Field surveys/audits are also conducted to identify locations that are not reporting or underreporting their parking revenue. The field surveys allow CCSG to look at a much larger number of locations in a shorter period of time while providing a high level of visibility in on all the properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 54 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 ;s THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. bj Discuss the procedures, methods anti/or activities to be utilized by the Team and/or Propose to perform and coordinate all the required work. CCSG uses people (CCGS's personnel), technology (CCSG's Parking Surcharge Program [PSP] System), and process and procedures (See diagram below) to provide the best customer support to the City's Parking Surcharge Program and its stakeholders (City Officials/staff, property owners/operators and residents). Please refer to section 5: Overall aroach and Methodology IT SOLUTIONS Corrrunnications Training Personal Communication Consultation I I Letter Process l I Miamisurcharge.com I Reports, miamisurcharge. com I Regi stration, m iamisu rcharge. com Ccsgonline.net COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 124539I 56 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. c) Describe in detail how Proposer ,plans to allocate sufficient resources and personnel available for committing Solicitation to a contract for the provision of the parking surcharge administration services. The Proposer is entirely dedicated to its engagement with the City of Miami. dj Provide the recent, current, and projected workload of Proposer and general workload those employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. Franklin Laso Project Team Leader 100% Juan C. Pena _ Audit and Compliance Manager 50% Richard orellana Information Service Manager 25% TBH Project Manager 1C0% Delvin Rojas Senior Field Analyst 100% Gloria Laso Assistant Project Manager 100% Laurlta Laso Assistant Project Manager -J 100% TgH Field Analyst 100% COMPLETE CONSULTING SERVICES GROUP, LLC - RFf # 1245391 57 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. e] Describe Proposer's ability and readiness to begin providing services as required herein, assuming November 1, 2021 start clate. Through this proposal CCSG has addressed each of the individual areas of importance specified in section 2 of the RFP. The CCSG team is in place and ready to execute our plan upon the City's notice. CCSG's proposal is an effective and results -driven strategy that will protect this valuable revenue stream for the City of Miami. F) Describe in detail how it plans to handle all compliance in matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the city. CCSG has worked cooperatively with parking providers and with the City of Miami to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying and work with the operator to reconcile any differences between their records and actual reporting, and the City of Miami's records and our calculations of what they should be reporting. CCSG has developed a system of documenting each contact with providers, creating an evidentiary record that can be used in enforcement proceedings, if necessary. For those parking providers who choose to not cooperate or who continue to dispute the actions against them, CCSG offers multiple opportunities to resolve the matter before referring them to the Code Enforcement Department for further enforcement action. Missing Payment Letters and Late Payment Letters are sent to providers who fail to report and remit the surcharge as well as those who do not report the surcharge in a timely fashion. The success of the enforcement program has been the result of the cooperation between City officials and CCSG, who have worked diligently toward the successful resolution of many parking surcharge disputes. gj Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision and coordinating capacity, among others. Provide proposed location within the limits of the City of Miami from where the services will be performed. The overall resources allocated to this project include experienced parking surcharge professionals and technical experts that provide support to our unique and customized PSP System. CCSG staff works with a state-of-the-art computer system that employs the latest technology available, including services on the cloud, to maximize the returns of the Parking Surcharge COMPLETE CONSULTING SERVICES GROUP, LLC — RFP It 1245391 58 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Program. Each employee has individual computers and other electronic devices with secure access that empower there to perform and exceed their goals. Our revamped websites enable all our stakeholders (City Officials, staff, and surcharge payers) to obtain just -in -time information from their electronic devices and receive additional support online. Support that allows them to manage account details directly from a secured web connection. The City will also benefit from the enhanced website with additional online reporting capabilities and data storage. We maintain a telephone answering system for non -business hours, and anyone calling during regular business hours, Monday -Friday, from gam-5pm, will speak directly with one of our professionals. All of these features wilt be housed and managed at CCSG's strategically located offices at 2650 Biscayne Boulevard in Miami. hj Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to this engagement, if applicable. CCSG has an agreement with The Public Health Trust of Miami -Dade County (the "PHT"), a surcharge payer, to provide general parking consulting services, The scope of work includes parking operations review, contract compliance, parking budget monitoring, monthly reports monitoring, and other non -attest services. It does not include review, analysis, or recommendations regarding parking rates or parking surcharge payments. CCSG's relationship with the PHT is not an impediment to independence, as defined by the American Institute of Certified Public Accountants, because the PHT is not CCSG's attest client and does not provide attest services to the PHT. CCSG is willing to provide the City of Miami with a copy Of its contract with the 'PHT at the City's request to demonstrate that the relationship between CCSG and the PHT is not an impediment to independence, as defined by the AICPA. i) Describe how the Proposer has applied the proposed project approach to comparable projects. Please Refer To Section # 5 Overall Approach And Methodolo COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 SQ THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. j) Describe the Proposer's expectations for the level of participation of the City of Miami during the term of the contract. CCSG has had a partnership with the City for the last eleven (11) years. CCSG expects t❑ continue working to improve the Parking Surcharge Program. To accomplish this goal, CCSG will continue working closely with the City to ensure parking surcharge revenue compliance, assessments, recommendations, and implementation of City rules and regulations cooperatively with various City departments, including the 'Finance Department, City Attorney's office, Code Enforcement Department, Code Enforcement Board. k) describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and ether unforeseeable events of similar nature. Describe Proposer's approach to always ensure the availability of personnel. CCSG's personnel has been working on the administration of the Parking Surcharge Program and will continue to do so. CCSG fosters a culture of empowerment and growth that incentivizes its team members to work harder in order to achieve a common goal that will guarantee the success of both the company and the individuals that compose it. Additionally, CCSG understands that cross -training is one of the proven ways to mitigate risk and ensure success. CCSG has crass trained its employees so the organization has the flexibility to respond to fluctuating workflows and is better equipped to recover quickly from disruptions and handle transitions gracefully and seamlessly. This enables CCSG to deliver uninterrupted and continuous service to the City of Miami, even during times of transition. This is why we train our employees to acquire different skill sets, so that in the rare event that a key employee decides to leave CCSG, their exit will not create any tangible disruption on the operations of the company. This training also serves as a mechanism to prepare lower rank employees to ascend within the company. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 60 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 6. CDTNIPENSATI[3N PROPOSAL Please refer to attachment C COMPLETE CONSULTING SERVICES GRDUP, LLC - RFP # 1245391 61 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. AOpENDUMSf FARMS COMPLETE CONSULTING SERVICES GROUP, LLC- RFP 0 1245391 6.2 THIS DOCUMENT IS A SUBSTITUTION 1245391 TO ORIGINAL. BACKUP ORIGINAL CAN cit�roflviiami SoE[citallonREP12d5331 BE SEEN AT END OF THIS DOCUMENT. Certifications Legal Name of Firm'. Finn's Federal Employer Identification Number (FEIN): tin � �- 165 113 Entity Type: Partnership, Sole: Proprietorship, Corporation, etc. L_ �_ 17 Year Established. Office Location: City of Miami, Miami -Dade County, or Other 2.(Z' ;-C) `'P t —,c- erne_ Pp n 1 Business Tax Receipt/Occupational License Number: Business Tax Receipt/occupational License Issuing Agency: Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or� If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response), If no subcontractor(s) will be utilized, please insert NIA.: Please list and acknowledge all addendum/addenda received. List the addendurnladdenda number and date of receipt (i.e. Addendum No. 1, 511121). If no addendum/addenda was/were issued, please insert NIA. 1 Has Proposer reviewed the attached Sample Professional Services Acknowledge that if awarded, Proposer will be required to execute the Professional Services 1 5/712021 3.28 PM P 5 THIS DOCUMENT IS A SUBSTITUTION city ofMiami TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Solicitation RFP 1245391 Request for Proposals (RFP) 1245391 Agreement in substantially the attached Form, in addition, Proposer must acknowledge that certain clauses (including #2 Term, 0 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination; Obligation Upon Tenmination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. P. t3 5[712021 3.28 PM THIS DOCUMENT IS A SUBSTITUTION 1245391 TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. I City of Miami SglicElatipn RFP 1245391 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept ar reject all or any part of this submission. Prices should be firm for a minimum of ISO days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-1 D7 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made: without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name. PROPOSERNAME: Cam � �i 2. C(r'[15")\�`rn �V-u t �5 ��C]V �/ �� C ADDRESS:12)a PHONE:- FAX-. EMAIL: QSc� P G5 Y� 1 ne CELL(Optional): 30S ^�` SIGNtqY13-Y : ' - -a TITLE: c I DATE: 5/712021 125 PM kk p. 4 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Solicitation RFP 1246391 City of Miami, Florida Contract No. RFP 1245391 (This Resolution must authorize the signatory to sign) WHEREAS, C rce rssv iJC?i a� c�, corporation, desires to enter into an agreement with the City of Miami for the purpose of performing the work described in the contract to which this resolution is attached; and WHEREAS, the Board of Directors at a duly held corporate meeting has considered the matter in accordance with the bylaws of the corporation; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS that this corporation is authorized to enter into the Agreement with the City, and the President and the Secretary are hereby authorized and directed to execute the Agreement in the name of this Corporation and to execute any other document and perform any acts in connection therewith as may be required to accomplish its purpose. IN WITNESS WHEREOF, this day off_, 202_ ("Contractor") Corporation �> (sign) Print Name:'�"�`� TITLE: r'�5 •,per ^" ` sign) Print Name: 21 Parking Surchargc Adminisiralion Consultant Services p. SQ 5I1812421 3:09 PM THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. %!-At ANNIE PEREZ, CPPO ARTHUR NORiEGA V Procurement MrectRr City N4anager ,V..QV 4, Y•�, YYY Ii .1YIi•� P ADDENDUM NO. 1 RFP 1245391 June 4, 2421 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall became an integral part of the Contract Documents. Deletions of contract language will be specified herein, Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 111 2021 at 5:04 P.M. B. The following are the inquiries received and their corresponding responses:. Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No. 02: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence. Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current 'RFP. Q3: Section 4, Submission Requirements, Subsection 5.hj requires that Proposer "Disclose any impediments to independence, as defined by the American institute of Certified Public Accountants ("AICPA") of the firm and/or empioyee(s) assigned to the engagement, if applicable". When should THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among proposer or its empioyeetsj, they should be disclosed within Proposer's Proposal, in response to Section 4.5.hj. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RF'P AND SHALL BE MADE A PART THEREOF. ON Annie Perez, CPPO, Director of Procurement City of Miami Procurement Department AP:cj cc. Fernando Casamayor. Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: CcZlr,t�le e Lca vl �m z,�]tice taol�l��DATE O�,-(_�4 - a 021 SIGNATURE:--- ($CERTIFICATE CiLj of 4EnmE THIS IS NOT A BILL OF USE FIRE SAFETY PERMIT BUSINESS NAME: COMPLETE CONSULTING SERVICES DBA: COMPLETE CONSULTING SERVICES DATE ISSUED: 07126110 VALID FROM: 10101/20 TO 09/30121 ACCOUNT NUMBER: 88217 SERVICE ADDRESS: 2650 BISCAYNE BLVD APPROVED USE: CU06 -General Commercial - Office General business office COMMENTS: RESTRICTIONS' Restrictions on this CU are informational only. For all restrictions, please contact the Office of Zoning • PLEASE DISPLAY THIS CERTIFICATES IN A CONSPICUOUS LOCATION AT OCCUPANCY ADDRESS. NUTIGE: 1'his certificate m Nan-1 rarisTeraole. W - you relocate, sell the lousiness, or change the type of business a new certificate must be obtained from Building and Zoning at 444 S.W. 2nd Avenue, 41h Floor, Phone: (305)416-1199. M0= (n O M ;0 0 zoo z D ig M M v00z D O n � ncD _ to U5 O C W v�cn O�� czc � D � Z D z z o'" NOi TRANSFERRABLE OR VALID AT ANOTHER ADDRESS 6,ll i m� UNLESS APPROVED 6Y THE PINANCE DEPARTMENT. CITY OF hMAMI 444 S.W.2 AVE fin` FLOOR, MIAMI, FL 33130. PHONE {3175)416-1918. Effective Year Oct. 1 2020 Thru Sep. 30 2021 RECEIPT FOR COMPLETE CONSULTING SERVICES ISSUED Oct 01, 2020 TOTAL FEE PAID 131.00 ,ACCOUNT NUMBER 88217 RECEIPT NUMBER 20261 NAME OF BUSINESS COMPLETE CONSULTING SERVICES DBA COMPLETE CONSULTING SERVICES LOCATION 2650 BISCAYNE BLVD IS HEREBY IN COMPLIANCE TO ENGAGE IN OR MANAGE THE OPERATION OF: ADMINISTRATIVE OFFICE Adele Valencia Code Compliance Director 1 F I. i. r] 1 +.7 i 4 %-J 1 ►-% LJ l L— L. DO NOT PAY This issuance of a business lax receipt does not pefmil The ftofdw to violate any Zoning laws of the City not does it eXempt The holder from any license or permits Ihal may be required by law. This do"nurlf does not wnstltute a certificalld't that The holder Is qualifiedto engage in the business, profession ® r pa4on 5pectl ed lwraut. The dgwment indicates payment of Ine business Iax receipt only. 021 W --I --Im0= Cn0� m�v m0 z_0 z D Z m m v0°-zi D 0 n n c D =�tn SOW v 22 0r 0z-I cDc � r � .IZz THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. State of Florida Department of State I certify from the records of this office that COMPLETE CONSULTING SERVICES GROUP LLC is a limited liability company organized under the laws of the State of Florida, filed on January 2, 2008, effective January 2, 2008. The document number of this limited liability company is L08000000468- I further certify that said limited liability company has paid all fees due this office through December 31, 2021, that its most recent annual report was filed on February 8, 2021, and that its status is active. Givers under my hand and the Great Seal of the State of Florida at Tallahassee, the Capital, this the Eighth day of February, 2021 AL40& Secretary of State 'tracking Number: 0862107982CC To authenticate this certificate,visit the following site,enter this number, and then follow the instructions displayed. https:fIservices.sunbiz.orglf ilings/Certii;cateotStatus/CertiricateAuthentication THIS DOCUMENT IS A SUBSTITUTION N STO ORIGINAL. BACKUP ORIGINAL office 04 Facilities Management BE SEEN AT END OF THIS DOCUMENT. d,(}1 {,,,i`,. •.„,. Ronda May 14, 2021 Mr. Daniel Alfonso Vice President, Facilities Management & Public Safety Nova Southeastern University 3341 College Avenue Fort Lauderdale, FL 33314 It is my pleasure to write this letter of recommendation/reference regarding the prafessional relationship I had during my tenure as the City of Miami Budget Director, Chief Financial Officer and City Manager with Mr. Franklin Laso Mr Laso has administered the City of Miami Parking Surcharge Program since 2010. He was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program- Following were some of Mr. Laso's main responsibilities in the administration of the program-. • Monitor over 500 parking facilities with over $150 million in gross revenue to ensure maximization of surcharge collections. Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any fluctuation trends. Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers- * Responsible for planning and coordinating Record Audits, 'Field Audits, and Fie!d surveys of parking operations to ensure compliance. Make recommendations on City codes, resolutions and amendments relating to City of Miami Parking Surcharge Program- Work together with City officials in the enforcement of uncollected payments. In the six years that I worked with Mr. Laso, he always displayed a high degree of integrity. responsibility, and dependability in performing the functions of administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism - Should you have any questions or with to discuss further, do not hesitate to contact me. Sincerely, Daniel Aifon"/ Vice President. Fa ,4es Management & Public Safety Nova Southeastern University d i aIfans0 CL!n0 '3 e+dLi OffCi of Facilibes Mari _ ;-iptlt 3301 College AveruEl Ft Lauderdale r`- - THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. May 17, 2011 To whom it may concern: It is my pleasure to write this letter of recommendationlrefcrcnce regarding the professional relationship I had with Mr. Franklin Laso during my tenure as the City of Miami Finance Director. Mr. Laso was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program. Below are examples of the Mr. Laso's primary responsibilities in the administration of the program: • Monitor over 500 parking facilities with over S 150 million in gross revenue to ensure compliance with City Code and maximize surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any trends, anomalies, and fluctuations. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers, • Planning and coordinate record audits, field audits. and field surveys of parking operations to ensure compliance. • Make recommendations on City code, resolutions and amendments relating to City of Miami Parking Surcharge Program, Work together with City management and staff to try to collect on outstanding payments. In the four years that I worked with Mr. Laso, he displayed a high degree of integrity, responsibility, and dependability in administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Should you have any questions or wish to discuss further, do not hesitate to contact me. I can be reached at 305.7721.8631. S`snc eiy., Jose F mmndez 5/28/2021 Licensing Portal - License Search 11:31.19 AM 512H12021 Data Contained In Search Results Is Current As Of 05/28/2021 11;29 AM. Search Results Please see our glossary of terms for an explanation of the license status shown in these search results. For additional information, including any complaints or discipline, click on the name. License Name Number Status/Expires Type License Type Name / Rank Certified Public AC0025122 Current, Active RE_N—, 3UAlu CARL-05 Primary CPA 12/31/2021 Accountant License Location Address— 140fl NE 102NO STREET MIAMI SHORES, FL 33138 Main Address': 1400 NE 102ND ST MIAMI SHORES, FL 33135 ■ denotes Main Address - This address is the Primary Address on file. Mailing Address - This is the address where the mail associated with a particular license will be sent (if different from the Fain or License Location addresses) - Lice rise Location Address - This is the address where the place of business is physically located. 2601 Blair Stone Road, Tallahassee FL 32391 Finall: Customer contact center Custonirt Contal:t renter; 65UL4$7. l3�» Tile' t2t.e.l. 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It yS911 do not voiMi to 5tipply a r+erawladl :lydtlFIY-, plti'a5e Idl'ovlflt: the Dolk ltt(Twnt With 617 CI'Mill adtlfl"3y wrik-'h U41, tit] cmjdf=:t'y�l+1d111L to tlm_ $wtiltr. W � � m0= Cl) O(1) m�v ZOO Z � D � mom Z W Z 0D� Onto n C D Cl) O W v�d;n O�� 0 cDc Z n Z MA D z tittps:llwww. m yf loridal ice nse . ccamlwl 1'I . asp? mod a=2&search= N ame&S I D = & b rd =& ty p= 5/2812021 Licensee [details Licensee Information Name: Main Address: County: License Mailing: Licenset_ocation: County: License Information License Type: Rank: License Number: Status: Licensure Date: Expires: Special Qualifications Alternate Names DBPR - PENA, JUAN CARLOS, Certified Public Accountant PENA, JUAN CARLOS (Primary Name) 1400 NE 102NO ST MIAMI SHORES Florida 33138 DADE 1400 NE 102ND STREET MIAMI SNORES FL 33138 DADE Certified Public Accountant CPA AC0025122 Cu rrentrActive 03101/1993 12/31/2021 Qualification Effective View Related License Information View License COmplatnt a 713: 25 AM 5/2W2021 260t B1air Stone Road, Tallahassee rL 32399 :: EmasIi Customer Contact Center Cu.t wo.r C witar.[ C.>_{tLer. 854,4N: l 1'tr• rhr �I,Iu of FIimcla'�, On AW-F-0 r4'010"Ve: �, v.RYfir�,F+t 2007-2010 Stat..f Fiarid.. PrYvaCy StaCai}reni 00 --I --1 m0= Cn O Cn m�v Z O0 Z mom vD� 0 n in ncD _ Cn Cl) 0C vCl) 0�� n Z cDc .IZz https:llwww_myftoridalleense,comlLicenseDetail.asp?SID=Bid=89F55DD6E1 D"'A4BFA31B1B4A13AA9A 1/2 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miarrrl Solicitation RFP 1245391 Parking Surcharge Administration Consultant Services RFP 1245391 ATTACHMENT C PRICE PROPOSAL INSTRUCTIONS: � z-- - �� The Proposer's price shall be submitted on this Form, "Price Proposal", and in the manner stated herein. Proposer is requested to fill in the applicable blank on this form and to make no other marks. The City will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The price for renewal periods shall be negotiated based upon written justification. Please enter the Proposer's price in the blank below and make no other marks. Parking Surcharge Administration Consulting Services: a +± i�I�LJ CJ per year. The Proposer's proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements, including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service(s), at any time. Should the City determine to add an additional service(s) for which pricing was not previously secured, the City shall seek the Successful Proposer to provide reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate costs) or seek another vendor for the provision of said service(s). This fee shall remain fixed and firm throughout the initial term of the Agreement. 5fTiMl 3:26 PM P. 59 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Request for Proposals (RFP) Procurement Department Miami Riverside Center 444 SW 210Avenue, fi'" Floor Miami, Florida 33130 Web Site Address: WWsv mar ov carn,proc�41rernpnt RFP Number: 1245391 Title: Issue Date/Time: RFP Closing Date/Time: Pre-Bid/Pre-Proposal Conference Pre-BirllPre-Proposal Date/Time Pre-Bid/Pre-Proposal Location: Deadline for Request for Clarification: Contracting officer: Contracting Officer E-,Nlail Address Contracting officer Facsimile Request for Proposals for Parking Surcharge Administration Consultant Services Friday, May 7, 2021 Tuesday June 8, 2021 at 5:00 PiNI Voluntary Wednesday, May 19, 2021 at I1:00ANI Virtual via Microsoft TEAMS Conference ID 908 673 243# or via phone at (786) 598-2961 Wednesday, May 26, 2021 at 5:00 PM Johnson, Charles cj oh nsonC'.miam ig+ov.co m (305) 400-5373 THIS DOCUMENT IS A SUBSTITUTION 124?391 TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Certification Statement Please quote on this form, if applicable, net prices for the ite n(s) listed. Return sigrned original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (1) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.U.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 1$-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the suction below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true. and we (I) further certify that this submission is made without prior understanding. agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or smice, and is in Al respects fair and without collusion or fraud. We (1) agree to abide by all terms and conditions of this solicitation and certify that i am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: ADDRESS: PHONE:- EMAIL: - SIGNED BY: TITLE: FAX: CELL(Optional ): DATE: THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Certifications Legal Name of Firm: Firm's Federal Employer Identification Number (FEIN): Entity Type: partnership. Sole Proprietorship, Corporation, etc. Year Established:. Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt/Occupational License Number: Business Tax. Receipt/Occupational License Issuing Agency. Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or No) 1245391 If stibcontractor(s) will be utilized, pro%ide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N A.: Please list and acknowledge all addendum'addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1. 5/1 /71). If no addendum/addenda was/were issued, please insert N/A. Has Proposer reviewed the attached Sample Professional Services Agreement? Yes 1 No Acknowledge that if awarded. Proposer will be required to execute the Professional Services THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (PFP) 12 5.i91 Agreement in substantially the attached Form. In addition, Proposer must acknowledge that certain clauses (including 42 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, ##10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination, Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 IMPORTANT NOTICE TO PROPOSERS FAILURE TO COMPLETE, SIGN, AND UPLOAD THE CERTIFICATION STATEMENT AND CERTIFICATIONS SECTION WILL RENDER YOUR PROPOSAL NON- RESPONSIVE • FAILURE TO COMPLETE AND UPLOAD ATTACHMENT C, PRICE PROPSAL WILL RENDER YOUR PROPSAL NON -RESPONSIVE ■ ATTACHMENT FILES SHALL BE NO MORE THAN 250MB IN SIZE EACH. SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES • CONTACT BIDSYNC VENDOR SUPPORT TOLL -FREE iNUNIBER 800-990-9339, EN17kIL SUPPORTu BID SYNC .CON1 OR SUPPORT.BIDSYNC.COM FOR SIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 Table of Contents Terms and Conditions ..................................... .......... .................................................... ............................................ I. General Terms and Conditions ........................... ............. ....,............. .......................... 1.1, GENERAL TERMS AND CONDITIONS ........ ........................... ......................................... ............ 2. Special Conditions ............... ... ............. ...................................... I ....... ... 2.1. PURPOSE............................................................................................................................................ 2,2. VOLUNTARY PRE -PROPOSAL CONFERENCE.............................................................................. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATIONICLARIFICATION...................................... ................ I .................... .......... 2A. TERM OF CONTRACT.............................................................. ......... ...... ............ ........ ................. 2.5. CONDITIONS FOR RENEWAL............. .................. ................ ............. 2.6. LIVING WAGE- ORDIINANCE ......................................................................................................... 2.7. PROPOSERS MINIMUM QUALIFICATIONS ............................................................................ 2.8. REFERENCES ............................................... ............ ................................ ................. .,,.. 2.9. EXECUTION OF AN AGREEMENT................................................................................................... 2,10. INSURANCE REQUIREMENTS ................... ................ ................... .................. 2.11, PROJECT MANAGER........................................................................................................................ 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S)........................................................................ 2.13. REMOVAL OF EMPLOYEESISUBCONTRACTORS...... ..,............. ................................................ 2-14. UNAUTHORIZED WORK...._.........................I,.---..............I.......... 2.15. CHANGES/ALTERATIONS ....... ............. I ....... I., ..................... ................,.................I................,....... 2.16. COMPENSATION ............................................................................I...................... 2.17. METHOD OF PAYMENT ................. ............... ..... ....... ........... ........ ...... ...... .................... ................. , 2.1 S. EVALUATIONISELECTION PROCESS AND CONTRACT AWARD ........................................... 2.19, RECORDS..... ...................................... .......... .......... ,....... ....... 2.20. ADDITIONAL SERVICES .................................................... 2.21, TRUTH IN NEGOTIATION CERTIFICATE- .................... ............ __ ....... I_' ....... — ........... I. 2.22, NON -APPROPRIATION OF FUNDS........................................................................... 2.23. FAILURE TO PERFORM.............................................................I.............. 2.24. TERMINATION ......................................... ........... .......................... ......................... 2-25. ADDITIONAL TERMS AND CONDITIONS ............... ..................................... 3. Specifications ................................................................................................................................................... 3.1. SPECIFICATIONSISCOPE OF WORK ......... .................. ................... .............. ....... I ........ ..,......,.......... 4, Submission Requirements................................................... 4.1. SUBMISSION REQUIREMENTS...................... ............................... .................. ............. 5.. Evaluation Criteria.............................................................................................._ 5.1. EVALUATION CRITERIA..........................,................,...........................,.,........I..... THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Terms and Conditions 1. General Terms and Conditions GENERAL TERMS AND CONDITIONS Request for Proposals (RFP) 1245391 Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of S25,000.00 or more. Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, 'Bequest for Qualifications, or Request for Letters of interest pursuant to the City of Miami Procurement Code and/or Florida Law. as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1 ACCEPTANCE OF GOODS, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered under this Formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It trust comply with the terms herein and be folly in accordance with specifications and of the highest quality. In the event the goo&equiptnent supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this Solicitation the use of the word "services" includes without limitation professional and personal services as that term professional and personal services is defined by the City of fvliarni Procurement Ordinance and as sett font], it, the Definitions Section 1$-73 of the City Code. 1.2 ACCEPTANCE OF OFFER - Subject to prior occurrence of all condition's precedent set forth in Section 1.83, The signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a Purchase order or notice to proceed, as applicable. In summation, execution of a Professional Services Agreement and/or Agreement. approval by a referendum as stated in this RFI , and issuance by the City of a purchase order, and/or notice to proceed, as applicable. 13 ACCEPTANCE/REJECTION -The City reserves the right to accept or reject any or all responses or parts of after open ingiclosing date and request re -issuance on the goodslservices described in the formal solicitation, In the event of such rejection. the Director of Procurement shall notify all affected Proposers and :Hake available a written explanation for the rejection. The City also reserves the right to reject the response of any Proposer: 1) Who has previously failed to properly perform tinder the terrns and conditions of a Professional Services Agreement ("PSA") and/or Agreement. 2) Who failed to deliver on time, contracts of a similar nature, 3) Who is not in a position to perform the requirements defined in this formal solicitation 4) Who has been debarred, 5) Who is on the convicted vendors list. 6) Who is indebted to the City, or 7) Who is otherwise determined to be non- responsive or non -responsible, The City further reserves the right to waive any irregularities, minor informalities, or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4 ADDENDA - It is the Proposer's responsibility to ensure receipt of all Addenda. Addenda are available on the THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 BidSync Procurement Solutions Platform ("BidSync") only, 1.5 ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6 ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all its rights, title or interest herein, without the City Manager's prior written consent. 1.7 ATTORNEY'S FEES - In comtection with any litigation. mediation and arbitration arising out of this Contract, each party shall bear their own attorney's fees through and including appellate litigation and any post judginent proceedings. 1.8 AUDIT RIGHTS RIND RECORDS RETENTION - The Successful Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three 0) years after the City_ makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. The audit and inspection pro%isions set forth in Sections I8-100 to t8-14? City Code, are deemed as being incorporated by reference herein as set forth in full, 1.9 AVAILABILITY OF CONTRACT STATE-WIDE - Any governmental, :tint -for -profit, or quasi -governmental entity in the State of Florida, may avail itself of this Contract and purchase any, and all goods/services. specified herein from the Successful Proposer at the Contract price(s) established herein, whelti permissible by 'Federal. State, and local laws, rules, and regulations. Additionally, any governmental entity outside of the State. of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal. State, and local laws, rules, and regulations. Each governmental, not -Far -profit or quasi -governmental entity which uses this Formal Solicitation and resulting Contract will establish its own Contract, place its own orders, issue its owl' purchase orders, be invoiced there froth and make its own payments, determine shipping terms and issue its own exemption certificates as required by the Successful Proposer. I.10 AWARD OF CONTRACT: A. The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket purchase order shall constitute the entire contract, unless modified in accordance with any ensuing, amendment or addenda. B. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Proposer sltiall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Proposer is in default of these contractual requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposces Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Proposer's default. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) I'-"� "41 C. The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer. These documents may either be a blanket purchase order, notice of award and/or contract award sheet. D, The City reserves the right to automatically extend this contract for up to one hundred tweltty ( 120) calendar days beyond the stated contract terrilt in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated. and awarded_ 1 f the right is exercised, the City shall notify the Proposer, in writisig, of its intent to extend the contract at the same price, terms and conditions for a specife nurrrber of days. Additional extensions over the first one hundred twenty ( 120) day extensiala may occur, it', the City and flit Successful Proposer are in mutual agreement of such extensions. E. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. F_ An PSA and/or Agreement shall be awarded to the Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result of RFP. RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an PSA and;'or Agreement with tilt Proposer, whichever is determined to be in the City's best interests. Such PSA and, or Agreement vvbich will be furnished by the City, will contain certain terms as are in the City's best interests, and will be suhiect to approval as to legal form by the City Attorney. All conditions precedent identified in Section 1.88 before any Agreement is binding. 1.11 BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required froth all Proposers, if so 'indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept the order or contracvagreement, as proposed, if it is awarded to the Proposer. Proposer shall forfeit proposal deposit to the City should the City award thv contract/agreement to the Proposer and if Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers within ten 10) days after the award and Successful Proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all deposits will be returned ou demand. 1.12 RESPONSE FORM - All forms should be completed, signed and submitted accordingly. 1.13 BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or fife an acceptable Performance Bond, when required, as provided herein, shall he just cause for the allnUlmcnt of tine award and the forfeiture of the Bid Security to tlae City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible Proposal most advantageous to the City or all responses may be rejected. 1.14 BRAND N A.MES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or Proposer catalog* number~ are specified, it is for fife purpose of establishing tine type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to ilile out other competitors'' brands or makes, the phrase "Old EQUAL" is added. When bidding/proposing an approved equal, Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc-) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation Opening closing only upon: request of the City. If samples should be requested. such samples must be received by the City no later than seven (7) calendar days after a formal request is made. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.15 CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a written explanation for the cancellation. 1.16 CAPITAL EXPENDITURES - Proposer understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Contractor must assume. The City will not be obligated to reimburse amortized or unarnortized capital expenditures, or to maintain the approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is rendering such goodslserviees, it shall not have any clai n upon the City. 1.17 CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Proposer,/Consultant, any sub-contractorlstrb-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable procceduigs or on account of any delay for any cause over which the City has no control. 1.18 COLLUSION' - Proposer, by submitting; a response, certifies that its response is made without previous understanding,, agreement or connection either with any person, firm Or corporation submitting a response for the same items/services or with the City of Miami's Procurement Department or initiating department. The Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred, and the City reserves the right to reject any and all responses where collusion may have occurred. 1.19 COMPLIANCE WITH FEDERAL, STATE AND LOCAL 'LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, competitive solicitations etc., et. al., as applicable. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods. and training selection- B. Occupational, Safety and Health Act (OSHA.), as applicable to this Formal Solicitation. C. The State of Florida Statutes. Section'?$7.133(3)(A) on Public Entity Crimes. D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E. Uniform Commercial Code (Florida Statutes, Chapter 672). F. Americans with Disabilities Act of 1990, as amended. G. National Institute of Occupational Safety I lazards (NIOSH), as applicable to this Forma Solicitation. H. National Forest Products Association tNFPA), as applicable to this Formal Solicitation. 1. City Procurement Ordinance City Code Section 19, Artie[e 111, J. Conflict of Interest, City Code Section 2-611;61. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 K. Cone of Silence, City Code Section 18-74- L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M. City Financial Policies, City Code Chapter 18, Article IX- N. City of Miami Charter Sections 3(f) (ii't) and 219-13. O. City of Miami Sale or Lease of Real Property, City Cade Chapter 18, Article V. P. City of Miami Living Wage {ordinance, Chapter 19, Article Y, City Code. Q. Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws, R. Miami -Dade County Shoreline Review Ordinance Chapter 33D, Artie le III, Miami -Dade County Code. Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local. state, and t"ederal directives, orders, regulations, and laws may be considered grounds for termination of contracts). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20 CONE OF SILENCE - Pursuant to Section 18-7 l orthe City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RI=Q, or RFLI after advertisement and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts fur the provision of goons and services and public works or improvements for amounts greater than S200,000. The Cone of Silence prohibits any communication regarding RFPs, R1=Qs, or RFL1s between potential vendors, set -vice providers, Proposers, lobbyists or consultants (among others) and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective seicetionlevaluation committee. The provision does not apply to, among other communications, oral communications with the Ctty's Procurement staff. provided the communication is limited strictly- to matters of process or procedrtre already contained in the formal solicitation document. The provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal conferences, oral presentations before selectionievaluatiott cotttmitlees. contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, or RFLI documents; or communications in connection with the collection of industry corrunents or the performance of market research regarding a particular RFP, RFQ, or RFLI, by City Procurement staff. Proposers must file a copy of any written communications with the Office of the. City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy will, the Office of the City Clerk (clerks Cm mia'sgov.com), which shall be made available to any person upon request. Written communications may be ill the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any Proposer shall render any award voidable. A violation by a particular Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Cade. Any person having personal knowledge of a violation of these provisions THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 shall report such violationl to the State Attorney and/or may file a complaint with the Miami -Dade County Ethics Comrttission. Proposers should reference Section 18-74 of the City of Miami Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence, You may contact the City Clerk at 305-250-5360. to obtain a copy of same. 1,21 CONFIDENTiALiTY - As a political subdivision and Florida municipality, tite City of Miami is subject to the Florida Sunshine Act and Public. Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22 CONFLICT OF LNTEREST - Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests an the part of the Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the proposer's firm. A.. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their trust, or perform their duties, to secure a special privilege, benefit, or exemption For itself, or others. Proposer may not disclose or use information not available to members of the general public and ,gained by reason of their position, except for infurtnation relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain or benefit of any other person or business entity. B. Proposer who is a person (every officer, official and employee of the city, including every member of any board. commission or agency of the city) as defined in Section 2-611 of the City Code. hereby acknowledges that it has not contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in representation of any third patty before any board, commission or agency of the City within the past two years. Proposer further warrants that they are not related, specifically the spouse, sons, daughter, parent, brother or sister, to: (i) any member of the commission: (ii) the mayor; (isi) any city employee; or (iv) any member of any board or agency of the City. C A violation of this section May subject the Proposer to immediate termination of any Professional Services Agreement with the City, imposition ofthe maximum fine and or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 1.23 COPYRIGHT OR PATENT RIGHTS - Proposers warrant that there has been no violation of any intellectual property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered and/or smficcs provided as a result of this f'ortnal solicitation, and Proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.21 COST INCURRED BY PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the Proposcr(s), THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.25 DEBARMENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and alter reasonable opportunity for such party to be heard. the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below. from consideration for award of city Contracts. The debarment shall be for a period of not fe+tier than three years. The City Manager shall also have the authority to suspend a Contractual Party fronn consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shrill be exercised in accordance with regulations which shall be issued by the Chief Procure' officer after approval by the City Manager, the city attorney, and the City Commission. (b) Causes for debarment or suspension. Causes for debarment or suspension include the following: (i) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. (ii) Conviction under state or federal statutes of embezzlement. theft, forgery. bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (iii) Conviction unifier state or federal antitrust statri(es arising out orthe submission of Bids or Proposals. (iv) Violation of Contract provisions, which is regarded by the Chief Procurement officer to be indicative of non -responsibility. Stith violation may include failure without good cause to perform in accordance with the ternis and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for dcbanrrent or suspension. tv) Debarment or suspension or the Contractual Party by any federal. state, local, or other governmentaI (public) agency or entity. (vi) False certification pursuant to paragraph (c) below. (vii) round in violation of a zoning ordinance for which the violation remains noncompliant. (viii) Found in violation any city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (ix) Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. (c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(v). (d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.26 DEBARRED/SUSPENDED VENDORS - An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not: 1) submit a response fora contract to provide goods or services to a public entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public wort:; 3 t Submit response on leases of real property to a public entity; 4) award or perforrn work as a contractor, supplier, subcontractor, or consultant under contract with any public entity; and 5) transact business with any public entity. 1.27 DEFAULT/FAI-LURE TO PERFORM - The City shall be the sole judge oftmonperf'ormance, which shall include any failure on the part of the successful Proposer to accept the award, to furnish required documents. and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Proposer to meet any terms of [his agreement, the City will notify the Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the def Cult within the required duce (3) days shall result in the Contract being lerminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default - A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the tithe required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B. Failure to begin the work under this Conti -tact within the time specified, C_ Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure ninety completion, D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E. Becoming insolvent„ being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors. if die insolvency, bankruptcy, or assignment renders the successful Proposer incapable of performing the work in accordance with and as required by time Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, togetlier with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28 DETERMINATION' OF RESPONSIVENESS AND RE5PONSIBIL[TY - Each proposal wilt be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A. Responsive Proposal is one which follows the requirements of the Formal Solicitation, includes all documentation, is submitted in the format outlined in the Formal Solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Proposal tenon -responsive. B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and who has the capability, as determined under Section 19-95 of the City Code, in all respects to fully perform the Contract requirements, and the integrity and reliability ofwhich give reasonable assurance of good faith and performance. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1_ Proposals will only be considered from any person or firm who are regularly engaged in the business of providing the good(s)lserviice(s) required by the Formal Solicitation, Proposer must be able to demonstrate a satisfactory record of performance and integrity, and have sufficient financial. material, equipment, facility. personnel resources, and expertise to meet all contractual requirements. ?_ The City may consider any information available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other government'I entity, in malting the award. 3. The City may require the Proposer(s) to provide documentation that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.29 DISCOUNTS OFFERED DURING TERM OF CONTRACT -Discount Prices offered in the response shall be Fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the arigutal prices quoted in the response will be accepted from successful Proposer(s) during tote terns of the contract. Such discounts shall remain in effect for a minimum of 120 days from at by the City Commission. Any discounts ❑ffered by a manufacturcr to Proposer will be passed on to the City. 1.30 DISCREPANCIES, ERRORS, AND OMISSION'S - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City`s Purchasing Department. Should it be found necessary, a written addendum m will be incorporated in the Formal Solicitation and will become part of the purchase azreentent (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following doctunents, the first of such list being the governing documents. 1) PSA andior Agreement and+or any Amendments to the PSA and/or Agreement ?) Specifications 31 Special Conditions 4) General Terms and Conditions 1.31 ENIERGENCY f DISASTER PER.FORM.A:NCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the cornmoditieslservtces defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliverlperform for the city on a priority basis during such times of emergency. 1.32 ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of INliami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the Ciry of Miami and Contractor in cases involving RFPs. RFQs, and RFLls, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Fotriial Solicitation and/or Response, the Fortttal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by die City of Miami and Contractor. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.33 ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided For your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order For any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the most advantageous Proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid proposed or at lower prices it; this Formal Solicitation. L34 EVALUATION OF RESPONSES A. Rejection of Responses The City may reject a Response for any of the following reasons 1) Proposer fails to acknowledge receipt of addenda; 2) Proposer misstates or conceals any material fact in the Response; 3) Response does not conform to the requirements of the Formal Solicitation, 4) Response requires a conditional award that conflicts with the method of award: 5) Response does not include required samples, certificates, licenses as required; and 6) Response was not executed by the Proposer's authorized agent. The foregoing is not an all-inclusive list of reasons for which a Response may be rejected. The City may reject and rc- advertise for all or any parl of the Formal Solicitation whenever it is deemed in the best interest of the City. 13_ Elimination from Consideration 1) A contract shall not be awarded to any person or firm which is in arrears tk) the City upon any debt or contract, or which is in default on a bid, paymentl performance, bond they have submitted or as the surety bond or certificate furnished has not performed despite demand they do so or otherwise upon any obligation to the City. 2) A contract may not be awarded to any person or firm which has failed to perform under the terns and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. C. Determination of Responsibility 1) Responses will only be considered from entities who are regularly engaged in the business of providing the goodslequipment,`services required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity: and, have sufficient financial, material. egUipsnent, facility, personnel resources,. and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well -established entity in line N6th the best industry practices in the industry as determined by the City. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP )1245391 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other govenumental entity in making the award. 3) The City may require the Proposcr(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35 EXCFPTiONS TO GENERAL ANi3/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be cause for a RFP. RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating negotiations_ 1.3b F.O.B. DESTINATION- Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the Proposer mast be. F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this formal Solicitation. Failure to do so may be cause for rejection of bid,,proposal. 1.37 FIRM PRICES - The Proposer warrants that prices, terms. and conditions quoted in its response will be firm throughout [lie duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm ['or the period of perfornance or resulting purchase orders or contracts, which are to be performed or supplied over a period of time. 1,38 FLORIDA MINIMUM WAGE AND CITY OF MIAI.11 LIVING WAGE ORDINANCE - A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay emplovee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Proposces/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPP') for urban wage eanicrs and clerical workers, CPl-W. or a successor index as calculated by the United States Department of Labor. Each adjusted mininium wage rate calculated, shall be determined and published by the Agency Workforce Innovation ore September 30th of each year and take effect on the following January tat. It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Minimum Wage Law, at any given point in tine during the term of the Bid Contract. If impacted, Proposer must provide, with its bid, employee natmc(s), job title(s)7 job description(s), and current pay ratc(s). Failure to submit this information at the time of bid submittal constitute Successful Proposer's+Contractor's acknowledgement and understanding that the Florida Minimum Wage Low will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful. Proposer'Contractor must provide for any, and all information to make a wane and contractual price increase(s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wade Ordinance for City Service Contracts Kith a total contract value exceeding $100.000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by tile "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ]request for Proposals (RFP) 1245391 the other exclusions provided by Section 18-557 of the City Code. If a solicitation requires services, effective on January- 1, 2017. Contractors must pay to all its employees, who provide services, a II -ing Waal' of no less than S 15.00 per hour without health benefits; or a wake of no less than $13.19 an hour. with health benefits. This language is only a sunnnary of the key provisions of the City of Miami Living Wage Ordinance. Please review Section 18-557 of the City Cade for a complete and thorough description of the City of Miami Living Wage Ordinance. 1.39 GOVERNING LAW AND N'ENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Bade County. Florida. In any action or proceeding each party shall bear their own respective attorney's fees. I A0 HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall nor in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.41 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (11HI) and,'nr Protected Health Information (PEII) shall comply with the health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HiPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures, C. Reporting to die City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Proposer and reasonable assurances that IIHI.THI will be held confidential; E. Making Protected Health Information (PHI) available to the customer; F. Making P141 available to the customer for review and amendment; and incorporating any amendments requested by the customer; G. Making PHI available to the City of Miami for an accounting of disclosures; and H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Proposer must give its customers written notice of its privacy information practices including, specifically, a description of the types ofuses and disclosures that would be made with protected health information. 1.42 INDEMNIFICATION - Contractor shall indemnify, hold/save harmless and defend at its own costs and expense the City, its officials, officers, agents. directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attorney's fees, to [Ire extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City.. its officials and or employees were negligent. These indemnifications shall survive the teen of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City_ The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The inde.nmification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide f°or such defense, at City's option, any and all claims of liability and all suits and actions of every name and dcsrripiion which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that Elie City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43 FOR:11ATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this provision. 1.44 INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No, 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45 INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision or intended decision or within ail days after bid closin-. whichever is earlier. Bid/Proposal results will be tabulated and may be famished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available an the City's Web Site following recommendation for award. 1.45 IYSUR.ANCE - Within ten (10) days after receipt urNotice of Award, die successful Contractor, shall furnish Evidence of Insurance to the Purchasing 'Department, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall be listed as an "Additional Insured." THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the. Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance d0CUrnents in the manner prescribed in this Solicitation within Fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 3051316- 1604, The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. 1.47 iNV°OICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity,. unit price, extended price, etc.); and in compliance with Chapter 2l4 of the Florida Statutes (Prompt Payment Act). 1.48 LOCAL PREFERENCE A. City Code Section 18-85.. states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid subinilted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, theft that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to tlic lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tic in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, ill the exercise of the reasonable professional discretion of the City Manager, director of the using ar ency, and the Chief Procurement Of7iccr, include a rave (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5 ") percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49 MANUFACTURER'S CERTIFICATION - The City reserves the right to request from Proposers a separate Manufacturer's Certification of all statements made in the bidlproposal. Failure to provide such certification may result in the rejection ofbid/proposal or termination of contract'agreeanent, for which the Proposer must bear full liability. 1.50 MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to niodify this Formal Solicitation and resultant purchase orders or contracts, if applicable. shall be binding upon the City unless trade in writing by the Director of Procurement of the City of Miami, Florida through the issuance of a change order, addendum, atriendinent, or supplement to the contract, purchase order or award sheet as appropriate. 1.51 MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Proposer grants now or in the future to a similarly situated local government. 1.52 NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 relationship between the parties. 1.53 NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance: with specifications under the direction of the Florida Department of Agriculltu-e and Consumer Services or by other appropriate testing Laboratories as detennined by the City. The data derived from any test for compliance with specifications is public record and open to examination therein ut accordance with Chapter 119, Florida Statutes. Items delivered not confirming to specifications may be rejected and retuned at Proposer's expense. These non- conforming items not delivered as per delivery date in the response andlor Purchase Order may result in Proposer being found in default In which event any and all re -procurement costs may be charged against the defaulted contractor_ Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54 NONDISCR1LIVI1NATION - Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Proposer agrees that no other -,vise qualities] individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to. discrimination tinder any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Proposer shall not discriminate against any person on the basis of race. color, religion, disability, age, sex, marital staters or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment, 1.55 NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive. and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (goveLrunental) contracts, agreements, or other similar sources for the purchase of these goods and,'or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute (lie exclusive rights of the successful Proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition. any and all commodities, ep,uipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the tends, conditions and awards rendered under this solicitation.. unless such, purchases are determined to be in the best interest of the City. 1.56 :NOTICE REGARDING "CURES" - Proposals subutitted with irregularities. deficiencies, and/Or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals (RFP), Invitation to Sid (ITB), Invitation for Bids (IFB), Invitation to Quote (ITQ), RINILICsts for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. any solicitation issued after May 6, 2019. shall comply with APM 2-19. APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by the proposer, and are not waivable by the city. PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS RFPiQ SHALL RESULT IN A NON -RESPONSIVE DETERMINATION, The City will not give consideration to the caring of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q. Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the Evaluation/Selection Process. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.57 OCCUPATIONAL LICENSE - Any person, finn, corporation or joint venture. with a business location in the Citv of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1. Article I of the City of Miarni Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response, however, the City may at its sale option and in its best interest allow the Proposer to supply the license to the City during the evaluation period, but prior to award. 1.58 ONE PROPOSAL - Only one { 1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.59 ONVNI ERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, hies, or any other matter whatsoever which is given by the City to the successful. Proposer pursuant to this formal solicitation shall at a]l times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever without the written consent of the City. 1.60 PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then dne remainder of this Contract or the application of such provision to persons or circumstances otherthan those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law_ 1.61 PERFORMANCE/PAIS-MENT BOND - A Contractor may be required to furnish a Pcrfbrmatnce/Payment Bond as part of (lie requirements of this Contract, in an nmount equal to arc hundred percent (100%) of the contract price. 1.62 PREPARATION OF RESPONSES - Proposers are expected to examine the specifications, required delivery, drawings, fund all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided %with ink. Failure to do so will be at the Proposer's risk. A. Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response and print in ink or type the name of the Proposer, address. and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry. where required.. B3 If so required, the unit price for each unit offered shall be shown, and such price shall include packaging., handling and shipping, and F.O.B. lviiarni delivery inside City premises unless otherwise specified. Proposer shall include in the response all taxes, insurance, social security. workmen's compensation, and any other benefits nonnall_y paid by the Proposer to its employees. If applicable, a tErrit price shall be entered in the: "Ltnit Price" column for each itenn. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D. The Proposer should retain a copy of all response documents for future reference. E. All responses, as described, must be fully completed and typed or printed ire ink and rnust be signed in ink with the firm's name and by an officer or employee having authority to bind the company oi- firm by his/her signature. Bids/Proposals Inaving any erasures or corrections must be initialed in ink by person signing the response or (lie response may be rejected. F. Responses are to remain valid for at least 180 days, Upon award of a contract, the content of the Successful Proposer's response may be included as part of the contract. at the City's discretion. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 G. The City of Miami's response Forms shall be used at all times. Use of any other forms will result in the rejection of the response. ANY REQUIRED ATTACHNIENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE. 1.63 PRICE ADJUSTMENTS - Any price decrease effectuated during the contract period either by reason of market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.64 PRODUCT SUBSTITUTES - hi the event a particular good (that has been awarded and approved} becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of deliveryand that tine new product meets or exceeds all quality requirements. 1.65 CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay„ paid,. or agreed to pry any person any fee, commission, percentage, brokerage fee, or gift of any hind contingent upon or in connection with, the award of this Contract. 1.66 PROMPT P'AYINIENT - Proposers may offer a cash discount for prompt payment; however. discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Proposers arc required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered. the Proposer must enter zero (0) for the percentage discount to indicate no discount. Ir the Proposer rails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will continence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the crash discount period shall commence on the (late final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date It is detcrmined by the City that a Gash discount applies. Price discounts oft` the original prices quoted oft the Price Sheet will be accepted from successful Proposers during the tern of the contract. 1.67 PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification., study, etc., shall remain the property of the City of Nliami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor, Damages ❑ccun-ing to such property While in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market value, less depreciation of the property, if any.. L68 PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract. all covenants, conditions and provisions of the resulting= Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.69 PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list, following a conviction for a public entity crime may not: A. Subunit a Bid to provide any goods or services to a public entity. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work. C. Submit responses on leases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier. subcontractor, or consultant under a contract with any public entity. F, Transact business with any public entity ism excess of the threshold amount provided in Section 287.017. CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.70 PUBLIC RECORDS - Proposer understands that the public shall have access, at all reasonable times. to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City Code. Section IS, Article Ill, and agrees to allow access by time City and the public, to all documents subject to disclosure under applicable law. Successful Proposer shall additionally comply with the provisions of Section 1 19.0701, Florida Statutes, titled "Contracts; public records". Proposer shall additionally comply with Section 1 19.071)], Florida Statutes, including without [imitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service- B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. F. All electronically stored public records must be provided to the City in a format compatible with the City's in formmntion technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDNG THE APPLICATION OF CHAPTER 1 1.9, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGR_EEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1860, VIA EMAIL AT PUB LiCRECORDS[ri MIANtIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY. 444 SW ?ND AVENUE, 9TH FL. ivilAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIANU DEPARTLIENT WHO IS ADMINISTERING THIS CONTRACT. 1.71 QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, A_ND EQUIPMENT -All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bicl'proposed must be of the latest snake or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified ism this Solicitation. 1.72 QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Iblaterials furnished to complete the service shall be new and of the Iliglmest quality except as otherwise specified in this Solicitation. 1.73 REiIEDIES PRIOR TO AWARD (See. 18-106) - If prior to Contract award it is determined that a formal THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 124 53 91 solicitation Or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. 1.74 RESOLUTION OF CONTRACT DISPUTES (See. 18-105) A. Authority to resolve Contract disputes. The City Manager, after Obtaining the approval of the City Attorney, shall have the authority to resolve disputes between the Proposer and the City which arise under. or by virtue of a Contract between their; provided that, in cases invo(vutg an amount greater than S23,000, the City Comtnissiou must approve the Citv Mana�ter's decision. Such authority extends, without limitation, to disputes based upon breach of Contract, mistake, misrepresentation, or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. B. Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be filial and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief'without first having followed the procedure set forth in this Section. 1.75 RESOLUTION OF PROTESTER SOLICITATIONS AND AWARDS (SECTION I8-104): Rizltt to protest. The fallowing procedures shall be used for resolution ol'protested solicitations and awards except for purchases of goods. supplies, equipment, and services, the estimated cost of which does not exceed S25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. Protest of.solrcitolion, a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed ,N6th the chief procurement officer within three days after the request for proposals, request For qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or Any prospective bidder who intends to contest bid specifications or a bid solicitation may protest to the chief procurement officer, A written notice of intent to file a protest shall be tiled with the chief procurement otficer within three days after the bid solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer. Protest of award a_ Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest to die chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. trail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 b. Any actual responsive and responsible bidder whose bid is lover than that of the recommended bidder may protest to the chief procurerttent officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days alter receipt by the bidder of the notice of the city's determination of non -responsiveness or non - responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chicf procurement officer. c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five days after the date the notice of protest was filed. A written protest is considered filed when received by the chief procurement officer. The written protest may not challenge the relative weight Oftlte evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing fee as provided in subsection (f). This shall fort the basis for review of the written protest and no facts, grounds. documentation or evidence not contained in the protester's submission to the chief' procurement officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by lids section, the clay of the act, event or default from which the designated period of time begins to nut shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday„ Sunday or legal holiday. lnterrucdiate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. . f tithorih, ro resolve prolesis: hearing a1 icertsl_ Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code, The city manager shall appoint a hearing officer, fi•om a separate list of potential hearing officers pre -approved by the city commission, to resolve protests tiled in accordance with this section, net later than five working days following the Cling oCa bid protest. The hearing officer shall have the au1110rity to settle and resolve any written protest. The hearing Officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. y ( I ) Hearing officer. The hearing officer may be a special master as defined in chapter ?, article X, section ?-S 11 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g, expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is exchtdcd from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right of protest.. Anv actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved Nvitln the decision of the city regarding (lie protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to pretest Collowed by an actual protest as provided in subsection 18-104(a), The notice of intent to protest and the actual protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in subsection IS- I04(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timcframes will result in an administrative dismissal of the protest. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 (3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurcinent officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate wily the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award, shall have a right to intervene and be heard- (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and ,place of the hearing. The notice of hearing shall be sent by certified snail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of\% hich party first called him, her to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business day%. The hearing officer shall consider the written protest and suppartin)r documents and evidence appended thereto, supporting documents or evidence from any intervenor. and the decision or recommendation as to the solicitation or award being protested, as applicable. The protesting party, and any intervenor, moist fiic all pertinent documents supporting hisllier protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a tnaximuin of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure ilia[ the hearing shall not exceed a total of one day. c, The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer detcrtinities to be necessary to conclude the ]tearing and issue a final order within the time limits set forth by this section. d. The hearing officer shall detennine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether die decision was arbitrary, capricious. an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager, the City Attorney, any intervenor, the Chief Procuremetit Officer, and the person requesting said hearing a final order consisting of his/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f The decisions of the hearing officer are final in temis of city decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. Coinpliarice ivilh filing requi+•ementc. Failure of a party to finely file either the notice of intent to file a protest or the written protest, together with the required THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals {RFP) 1245391 filing fee as provided in subsection (f), with the chief procurement officer within the time provided in subsection (a). above, shall constitute a forfeiture of such party's right to rile a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. Stay' gl'procur•emenls dia-ing pi-otests. Upon receipt ora written protest fled pursuant to the requirements of this section, the city shall not proceed Further with the solicitation or with the award of the contract until the protest is resolved by the chief procurcment officer or the city commission as provided in subsection (b) above, unless [fie city manager makes a written determination that the solicitation process or the contract award must be contirnred without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. Casts. All costs accruing from a protest shall be assumed by the protestor. Filing fee The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the bid or proposed contract, or $5,000.00, whichever is less, which Fling fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the chief procurement officer and: or the city commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection above_ If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. (Ord. No. 12271, § 2, 8 22-02; Ord. No. 13639, § 2, 9-$-16). 1.76 SAlIPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. if not destroyed by testing, Proposer(5) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result. in the samples becoming the property of the City. 1,77 SELLING, TRANSFERRING OR ASSIGNING RESPOi\SIBILIT[ ES - Proposer shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any pan of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through [lie proper officials, which may be withheld or conditioned, in the City's sole discretion. 1.78 SERVICE AND WAMXNTY - A lien specified, the Proposer shall define all warranty, service and replacements that will be provided. Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,. should be submitted with your response. 1.79 SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concen-iing any point shall be regarded m meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used_ All workmanship and services are to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Department of General Services. to supply the items on this solicitation, the Proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of proposal. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.80 SUBMISSIONAND D RECEIPT OF RESPONSES - Electronic Proposal submittals to this RFP are to be submitted through BidSync Electronic Bidding System ("BidSync") until the date and time as indicated in the Solicitation. The responsibility for submitting a Proposal on/or before the stated closing time and date is solely and strictly the responsibility of the Proposer, The City will in no way be responsible for delays caused by technical difficulties or caused by any other occurrence. Electronic Proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as individual files and labeled. Any Proposals received and time stamped through BidSync, prior to the Proposal submittal deadline sltall be accepted as a timely submittal; anything thereafter will be rejected.. Additionally, BidSync will not allow for the electronic Proposal submittal after the closing date and time has lapsed. Proposals will be opened promptly at the time and date specified. I. 141us1 register, free of charge, with BidSync Electronic Bidding 5ystetn ("BidSync") to establish an account in order to have access to view and, or respond to any solicitations issued by the City of Miami's Procurement Department ("City"). ?_ Shall submit all Proposals electronically, Hard copy Bid submittals will not be accepted. NO EXCEPTIONS. 'a. !dust submit the Certifcationa Statement and associated solicitation documents which define requirements of items and/or services to be purchased and must be completed and submitted as outlined within the solicitation via BidSync. The use of any other forms and/or the modification of City forms wiII result in the rejection of the Proposer's Proposal submittal. 4. Shall erasure that the Certification Statement is fully completed and provided with your Proposal. Failure to comply with these requirements may cause the Proposal to be rejected. 5, 1Wlnst ensure that an authorized agent of the Proposer's limn signs the Certification Statement and submits it electronically. FAILURE TO SIGN THE CERTIFICATION STATENI ENT SHALL DEEM THE PROPOSAL NON -RESPONSIVE. 6, 11day be considered non -responsive if Proposals do not conform to the terms and conditions of this solicitation. 1.81 TAXES - The City OEM iarni is exempt from any taxes imposer] by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Proposer. 1.82 TERNIENATION -The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply! A. Tlac contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B. The City has determined that such tet7nination will be in the best interest of the City to terminate the contract for its own convenience; C. Funds are not available to covet' the cost of the goods and/or services, The City's obligation is contingent upon the availability of appropriate funds_ 1.83 TERMS OF PAYNI ENT - Payment tv ill be made by the City after the goods and/or services awarded to a Proposer have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by [lie City of Mi iami. Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance or the goo&- sen ices and pursuant to Section 218,74, Florida Statutes and other applicable law. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1 45391 1.84 TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless othenvise specified in the Special Conditions. 1.85 TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichever comes first. 1.86 TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE - All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made. for "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 mast be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your f irnr's trance and the Solicitation number and title marked oar the. outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for anv award to a plaintiff for damages, costs or attorney's fees and for casts and attorney's fees incurred by the City by reason of any legal action challenging your claim. 1.87 UNAUTHORIZED WORK OR DELIVERY OF GOODS - Neitlrerte qualified Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received by the Contractor. The qualified Proposcr(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorizcd. 1.88 USE 0F:ANIE - The City is not engaged in research for advertising, -sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing infurrnation obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City lvianageror the City Commission. 1.8VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, Proposers ttxtst indicate any variances from the solicitation specifications and/or conditions, no matter how slight. if variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for the Administration of the City's Parking Surcharge Pro -ram, as specified herein, from a sotrrce(s), that will provide prompt and efficient service, fully compliant with the terms, conditions and stipulations of the Solicitation. 2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE A Virtual Voluntary pre -proposal conference will be held on Wednesday, May 19. 2021 I~a 11,00 a.m., via Teams Conference ID 909 673 2434 or via phone {786) 598-2961. A discussion of the requirements of the Solicitation will occur at that time. Each potential Proposer is required, prior to submitting a Proposal, to acquaint itself thoroughly with any anti all conditions and/or requirements that may in any manner affect the work to be performed. All questions and answers affecting the scope ofevorkrspecifications of the RFP will be included in an addendum, that will be distributed through BidSync, following the Pre -Proposal Conference to all the attendees. Because the Citv considers the Pre -Proposal Conference to be critical to understanding the Solicitation requirements, attendance is highly recomrrrcnded. 2.3. DEADLINE FOR RECEIPT OF BEQUEST FOR ADDITIONAL INFORMATION 1 CLARIFICATION Any questions or clari fications concerning this solicitation shall be submitted electronically via the Bidsync Portal. All questions must be received no later than Wednesday, May 26, 2021 (a, 5:00 PM. All responses to questions will be sent to all prospective bidders.lproposcrs in the form of an addendum. NO QUESTIONS WILL BE RECEIVFD VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer qualified to provide the services requested herein (the "Successful Proposer") shall be required to execute a contract ("Contract") with the City, which shall include, but not be limited to, the following terms: (11 The terns of the Contract shall be for two (2) years with an option to renew for three (3) additional one (1 ) year periods. (2) The City shall have the option to extend or terminate the Contract. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.5. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions establishes! herein. (2) Availability of funds 2.6. LIViNG WAGE ORDINANCE The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after ]anuary 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. defined by the "Consultants Competitive Negotiation Act" set forth in FL_ Stat. 5 287.055, and Section 18-87 of the City Code, and,or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A and is located in the Documents Section of MdS►'nc. Please refer to Attachment A Section 18-557 in the Solicitation. If a solicitation requires ServiCe5, effective on 7:uxrary 1, 2017, contractors lutist pay to all its employees, who provide services, a living wage of no less than $15.00 per Inonr Without health benefits: or a wage of no less than S13.19 an hour, With health benefits. This language is only a SUmmary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 2.7. PROPOSERS' NIINIMUNI QUALIFICATIONS For a Proposer to be deemed responsive the following minimum qualifi ation requirements cited below shall be satisfied. In determining said responsiveness, each such minimum qualitication requirement small be addressed in detail in the Proposal submittal. Failure to meet each such following minimum qualification requirement and/or failure to provide sufficient detailed documentation concerning the same. shall result in the Proposal being deemed} non -responsive. Proposers Shall; A. Have at least ten (10) years' experience, with the saute Federal Employer Identification Dumber, providing parking Surcharge administration and/or parking fee collection services, similar in scope as described in Section 3.1, Spcciiication&Scope of Services. particularly for a governmental entity, quasi - governmental entity, or not-for-prolit entity of simiiar size; B, Be an active registered corporation with the State of Florida Department of State. Division of Corporations: C. Have an Operations Manager and team memberts) holding a current CPA license issued by the State of Florida, Department of Business and Professional Regulations. Board of Accountancy, as of the proposal due date: and D. Have never filed For bankruptcy, be in sound financial condition, have no record of civil litigation or pending, lawsuits involving criminal activities of moral turpitude. and shall not have conflicts of interest with the City. Additionally: Neither the Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract. or othenvise), nor have failed to perform faithfully on any previous contract with the City. Submittals that do not respond completely to all requirements shall be considered non -responsive and eliminated from the process. 2.8. REFERENCES Each proposal MUST be accompanied by a list oftvvo (2) references for projects performed for government clients, which shall include for each project, the name of the organization, bates covering the term of the contract; description of die scope of work: client contact person and phone number, and statement of whether Proposer was THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. the prime contractor or subcontractor. 2.9 EXECUTION OF A;N AGREEMENT The Successful Proposer, evaluated and ranked in accordance with the requirements of this Solicitation. shall be awarded an opportunity to negotiate a Professional Services Agreement ("PSA") with the City. The City reserves the right to execute or not execute, as applicable a PSA with the Successful Proposer in substantially the same form as the sample PSA included as part of this solicitation. Such PSA will be furnished by the City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal by the City Attorney. 2.10. INSURANCE REQUIREIVIENTS INDEMNIFICATION Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cast and expense), the City, its officers. agents, directors, and;'or employees, from all liabilities, damages, losses, judgments, and costs, including, but not limited to, reasonable attorney"s fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of SUCCCSSf d Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its Officials and./or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitied Work, even if it is alleged that the City, its officials, and/or employees were negligent. III the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice front the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Proposer to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any an([ all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer, or persons employed or utilized by Successfal Proposer. These duties will survive the cancellation or expiration of the: Contract_ This Section Avill be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and, or 725.08, Florida Statutes, as applicable and as amended. Successful Proposer shall require all subcontractors(s) agreements to include a provision that each subcontractor(s) will indemnify the City in substantially the same language as this Section. The Successful Proposer agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Proposer in which the City participated either through review or concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by the Successful Proposer or other acts of the SucGe50111 Proposer, the City, in no way. assumes or shares any responsibility or liability of the Successful Proposer or subcontractor(s) under this Contract. Ten dollars (S 10) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer, Note; Insurance Definitions, Conditions and Additional Requirements are provided as Attachment B to this solicitation which is located in the Documents Section of BidSvnc.. The Successful Proposer sliali furnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, hth THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Floor, Miami. Florida 33130. Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: Commercial General Liability A. Limits afLiability Bodily Injury and Property Damage liability Each Occurrence 5 1,000,000 General Aggregate Limit $ ?,000.000 Personal and Adv. Injury S 1,000,000 Products/Completed Operations $ 1,000,000 B. Endorsements Required City of Miami listed as additional insured Contingent & Contractual Liability Premises and Operations Liability Primary Insurance Clause Endorsement il. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Skide Limit Owned/Scheduled Autos Including Hired, Bon•oNv-ed or Ion -Owned Autos Any Onc Accident $ 1,000,000 B. Endorsements Required City of Miami listed as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of Subrogation Employer's Liability A. Limits of Liability $1,000..000 for bodily injury caused by an accident, each accident S1,000,000 fur bodily injury caused by disease, each employee S 1,000.000 for bodily injury caused by disease, policy limit, IV. Professional Liability.!Errors and Omissions Coverage Combined Single Limit Each Claim $ 5.000,000 General Aggregate Limit $ 5,000,000 Retro Date Included V. Valuable Papers and Records $ 100,000 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Vl. Crime Employee Theft, forgery and Alteration $ 1,000,000 City of Miami listed as loss payee V11. Umbrella Liability Each OGCurrence $ 1,000,000 Policy Aggregate $ 1,000,000 Consultant agrees to maintain professional liability/Errors & Omissions coverage for a minimum of 2 years after termination of the contract period subject to continued availability of commercially reasonable terms and conditions of such coverage. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance with policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A-" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey. or its equivalent. All policies and for ccrtifivates of insurance are subject to review and verification by Risk Management prior to insurance approval. 2.11. PROJECT ivtANAGER Upon award, Successful Proposer shall report and work directly with Erica T. Paschal -Darling, Finance Director, or designee, who shall be designated as the Project Manager for the City. 2.12.. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) A Sub -Consultant, herein known as Sub -Contractors) is an individual or ftnri contracted by the Proposer or Proposer's firm to assist in the performance of services required under this Solicitation, Sub -Contractors shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub -Contractors) to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful Proposer(s) or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractors) shall be borne solely by the Successful Proposcr(s) and insurance for each Sub-Contractor(O must be maintained in goad standing and approved by the City throughout the duration of the Contract. Neither Successful Proposcr(s) nor any of its Sub -Contractors arc considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualiA, any proposed Sub -Contractors from perfonning work unifier this Solicitation. Proposers shall include its their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the Successful Proposer(s), the Successful Proposer(s) shall provide a list confirming the Sub -Contractors that the Successful Proposer(s) intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2.13. REMOVAL OF EMPLOYEES / SUBCONTRACTORS All employees of the Successful Proposer and Subcontractor(s)`s, if applicable. shall be considered to be, at all times, employees of the Successful Proposer and Subcontractor(s) under its sole direction and not employees or agents of the City. The Successful Proposer and Subcontractors) shall supply competent and capable employees. The; City may require the Successful Proposer or Subcontractors) to remove an employee(s) the City deems careless, incompetent, insubordinate or otherwise objectionable and whose continued etnploytnent Linder this contract is not in the best interest of die City_ 2.14, UNAUTHORIZED WORK The Successful Proposer shall not begin work until a Purchase Order and/or a Notice to Proceed are received. 2.15. CHANGESIALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline. 2.16. COMPENSATION Surcharge amounts shall be paid to the City at the rate of 15°0 of all revenues derived from any fee, charge, or exchange for the parkin, of a motor vehicle in or any parking facility in the City, for which a fee, charge or exclange is made on an hourly, daily, weekly, monthly.. yearly, event, validation programs, valet or any other basis. The Successful Proposer shall submit surcharge amounts { 15","(, of all revenues generated) to the City by the loth business day finllowing. tite end of each month. The Successful Proposer shallsubmit, along with surcharge amounts, a detailed monthly statement which will include the amount of revenue collected that month, and a calculation detailing the City's share (15°o of all revenues bcnerated) ofthe revenue. The City in turn will pay the Successful Proposer an ansrLtal Fixed Fee in an amount not -to -exceed $700.000.00, for the administration of the parking surcharge program. The Proposer shall propose the Fixed Fee of no more than 5700,000.00 annually in its Price Proposal, which is attached to this Solicitation as Attachment C and is located In the Documents Section of BidSync. Notwithstanding the above, in the event that [lie surcharge vnourris paid to the City exceed S21,000,000.00 annually, the City shall pay taro Proposer a Percentage Fee, not to exceed .I percent (.1%) or one tenth (1/10) of one percent (1%). Further, in the event the surcharge amounts paid to the City drop below 515.000.0000,00 annually, the amount payable to the Proposer as an annual Fixed Fee, shall decrease by S 100,000.00. The Proposer proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes. - a) The City reserves the right to negotiate the final compensation arrangements. including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service, at any time. Should the City add an additional service for which pricing was not previously secured, the City shall seek the Successful Proposer to provide reasonable cost(s) Forsame. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek another vendor for the provision of said service(sl. Failure to submil et Price Proposal 1.4ttachmerrt Q as regrrirert shall disgualfly Proposer from consideratioir. .Jttuchurent C is located in the Documents Section of'BidSpsy. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2.17. METHOD OF PAYMENT Payment will be made upon receipt and acceptance of invoices. No partial down payments will be inadc. 2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows- (1) Solicitation issued; (?) Receipt of responses; (3) Opening and listing of all responses received; (4) Procurement staff will review each submission for compliance with the submission requirements of the solicitation, including verifying that each submission includes all documents required; (5) An Evaluation Committee ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and,'or knowledge. shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (5) The Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the convenience of the Corrunittee and shall be recorded; (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposerts) shall have any tights against the City arising from such negotiations thereof, (8) The City Manager reserves the right to reject the Coirunittee's recommendation to negotiate, and instruct the Committee to rc-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination diereof: (9) If the City Managcr accepts the Committee's recommendation to negotiate, Procurement will negotiate a final contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract(s) to the City Commission for approval. Written notice shall be provided to all Proposers. ( 11) If the City Manager accepts the award recommendation, the City Managers recommendation for award of contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner, Current Solicitations :and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of"Award To" fields. If "various" is indicated hi die Recommendation of "Award To" field, the Proposer must contact the Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City ,Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firnns relating to experience, qualifications and the proposed cost or fee for said serviecs, and make a recommendation to the City Commission. The decision of (lie City Commission shall be final. Written notice of the award shall be given to the Successful Proposer THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2A9. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide Citv access to all files and records maintained on the City's behalf. 2.20. ADDITIONAL SERVICES Services not specifically identified in this request may be added to any resultant contract upon successful negotiation and mutual consent of the contracting parties. 2.21. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other Factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude; any sigiiifcant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and rather factual unit costs. All such contract adjustments shall be made within one (t ) year following the end of the Agreement. 2.22. NON-APPROPRI,tTION OF FUNDS In the event no funds or insufficient hinds are appropriated and budgeted or are other -vise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to the Successful Proposer or his/her assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firms). 2.23. FAILURE TO PERFORM Should it not be possible to reach the Successful Proposer anchor should remedial action not be taken within forty- ei,ht (48) hours of any failure to perform according to specifications, the City reserves the tight to declare Successful Proposer in default of the contract or matte appropriate reductions in the contract payment. 2.24. TER4IINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract and does not cure (lie default within thirty (30) days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Successful Proposer shall be liable for damages including the excess cost of procuring similar supplies or services; provided that if, (1 ) it is determined for anv reason that the Successful Proposer was not in default or (2) the Successful Proposer's failure to perform is without his or his Subcontractor's control, fault or negligence. the termination will be deemed to be a tennination for the convenience of the City of Miami. 8. FORCONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon thirty (30 ) days prior written notice when it is in the best interest of the City of Miami. If this Contract is For supplies, products, equipment, or software, and so terminated for the convenience by the City ofMiatni the Successful Proposer will be compcnsatcd in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.25. ADDITIONAL TERMS AND CONDITIONS THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. No additional terms and conditions included as part of your solicitation response shall be evaluated or considered. and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposers acknowledgment foryn attests to this. If a Professional Services Agreement ("PSA") or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terns and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 3 SPECIFICATIONS I SCOPE OF WORK I. OVER`'IEW The City of Miami ("City") is seeking to secure a qualified and experienced Proposer for the administration of its Parking Surcharge Program. The City has been authorized to collect a Parking Surcharge ("Surcharge") since October 2000. The City's Parking Surcharge Ordinance ("Ordinance") is imposed upon each user entering a parking transaction. The Operator of the Parking Facility is responsible for the collection and transmittal of the Surcharge to the City's Finance Department. Effective October 1, 2004. the Surcharge rate was reduced it) l5°/r, pursuant to Article IX of the City Cade (Ordinance #12563y City of Miami Ordinances 12563 and 13063 place a surcharge of I5',* on the gross revenues derived from any fee, charge, or exchange for the sale, lease, or rental of space at parking facilities within the City. The administration of"the City's surcharge program requires knowledge ofthe parking operations industry, a field that is extremely unique. As such. the City is seeking the services of a qualified and experienced Proposer with the ability to ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City, in conformance with the City's regulations. Florida Statutes, § 166.271 provides that any municipality with a resident population in excess of 200,000 and more than 20% of the real property that is exempt from ad valorem taxes, and that is located in a county with a population of more than 500,000, may impose and collect, subject to referendum approval by voters in the municipality. a discretionary per vehicle surcharge of up to 15'!ro of the amount charged for the sale, least, or rental of space at parking facilities within the municipality that are open for use to the general public. Voters in the City have approved the imposition of the surcharge. The Ordinance is intended to impose and lery a surcharge on the sale, lease, or rental oFspace at parking facilities in the City at the rate of 1511,a of the revenues derived from any fee, charge or exchange Far the parking of a motor vehicle in or on any parking facility in the City for which a Few, charge or exchange is trade on an hourly, daily, weekly, monthly, yearly, event, validation progranis" valet or any other basis_ The net proceeds of the Surcharge collected shall be deposited in the general fund subject to appropriation pursuant to the budget and fiscal provisions of the annual budget process. Any individual, partnership, association, corporation, or other entity which owns, controls, conducts, leases, operates, Or causes to be operated a parking facility which offers ,parking accommodations for a fee, charge, or exchange is responsible for paying the surehar;;e in accordance with Ordinance 1?56.3 and 13063. The intent of this is to place the burden for collection of the Surcharge on the owner of the facility in addition to the entity that operates the facility, if different from the owner. Upon execution of a Contract, the City shall provide the successful Proposer with the database of revenue surcharge generators. The Successful Proposer shall maintain sufficient resources and personnel available for the duration of the contract. including any extensions or renewals, for the provision of the parking surcharge administration services. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The Successful Proposer shall, at a minimum, perform the follo« ing, sci-s ices,_ a) Database development b) Enforcement; c) Consultation; d) Communication; c) Training, and; 0 compliance. The fallowing are the tasks under each of the above services: 1. Database D -velnLILU The Successful Proposer shall: a) Immediately commence collection and/or update existing data through the use of handheld devices, computer matches, visual observation, and any other:rteans available to assure maximum compliance. b) Develop and -or update a database that includes all revenue surcharge generators, The database shall also include reference information and specific information including property location, number of spaces, types Of custorner'S, proximity to Special events, and weekend customers. The information shall be specific to each of the five (5) Commission districts established within the City, c) Develop and implement electronic: reporting and surcharge payment within the first twelve( 12) inonths of the contract. r Notes: l_ The City shall make available property records and business license records for its use in development of a list of potential customers by industry (e.g., restaurant, tow trr.rck, hospital, etc.), ?. The City shall provide the Successful Proposer with daily deposit information via fax, email, or any other mutually agreed upon means. 3_ The database shall be the property of the City and shall be surrendered to the City within 15 days at the expiration of a contract, and in a f'orrn acceptable to the City, ?. Ell;lorcement The Successful Proposer shall: a) Ensure the necessary monitoring and analysis to maximize the colleetions of the City's parking surcharge, including but not limited to, surveillance and audits. b) Conduct test audits designed specifically for each category of customer. 0 Develop a strategy for maximizing compliance among special areas of concern, particularly as it relates to special events and valet packers. Successful Proposer shall also visit areas used for special events and valet parkers, and visit areas used for special events at a frequency that is mutually acceptable to both parties. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. d> Ensure that, alter the US, Mail forwards compliance inrornation. the ,property lease files shall be audited to determine wording regarding vehicle storage. of Identify valets and enter sank into the database, an&or update the database, based ❑n the City business license records for restaurants, and based on the observations of Successful Proposers inventory clerks. fl When appropriate, escalate non -compliant operators to the City for further enforcement action with the Finance Department. Office of Code Compliance. and/or Office taf the City Attorney, as necessary, I The Successful Proposer shall: a) Make recommendations to the City regarding amendments that should be made to enabling ordinances and;'or procedures to faciIitatc collection of sLereharges. b) Ensure the Administration pro`rirn complies with all local, state, and fedeaaI col[ection laws. 4. f_=munjy jjiuj The Successful Pruposer shall: ay Provide detailed, custom-made reports to the City upon demand. Such reports should include GIS mapping, if requested. Examples include the City of Miami Surcharge Collections Comparison Report by Fiscal Year. the City of Miiami Parking Surcharge Registration Report, and weekly non- compliant reports,. b) Maintain capability on a remote basis for the City to access required data via the web from kite Successful Proposer. c) Desiwn and maintain, at the Successful Proposer's expense, a web page that contains all relevant information regarding the parking surcharge, including necessary forms in a downloadable format and/or instruction_ d) EnSttre that the aforementioned web page is developed, updated, and maintained in a current status. All web page contents must be submitted to the City for approval prior to posting. Initial web page contents and or web page updates shall be submitted to the City for review within two (?) weeks of Contract execution- g) Review and respond to the City, with approval and/or comments for amendment. Such responses should occur within live (S) business days of submission. The City shall ensure that the City web page links to the web page developed by the Successful Proposer. e) Upon execution of the Contract, establish an office within the corporate limits of the City of Miami and, within ten (10) business days of execution, have a staffed Phone Bank Hotline, Monday through Friday, with personnel trained and knowledgeable oil all aspects of the surcharge. The Miami Office THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. shall have a minimum staff of five (5) permanent employees with bilingual anchor trilingual capabilities. Furthermore, the Miami Office shall have a phone system that responds to Frequently Asked Questions to supplement the Phone Bank, providing answers when a live professional is not present or available. f) Develop a direct marketing mailer for each category ofc:ustorncr (i.e., lease., valet, restaurant, vehicle storage facility). The City and Successful Proposer shall agree on the appropriate categories within thirty (30) days of execution of an agreement, 5. The Successful Proposer shall: al Develop training programs designed specifically for each user group. Each training program shall be developed and administered by parking professionals. b) Implement public training programs to educate the revenue surcliarve generators and encourage voluntary compliance. :Vote: The City reserves the right to add, delete or modify the scope of services at any time during the contract period with the Successful Proposer. 6. Q lr� ianee The Successful Proposer shaiI ensure that a[] compliance procedures implemented by the Successful Proposer are in conformity with accounting principles generally accepted in the United States of America, the Charter and Cade of the City of Miami, the. City of Miami Parking Surcharge Regulations, and all relevant state regulations. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements as indicated. Proposals should contain the infonnation itetnized below and in the order indicated. This information should be provided for the Proposer and ally sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are neither requested nor desired. Proposals must be submitted through BidSync Electronic Bidding System ("BidSync") no later than the date and time indicated within the RFP, in order to be considered. Faxed documents are not acceptable. Entailed submissions are not acceptable. Hardcopy submissions are not acceptable. Proposals must be timely submitted through BidSync, or the Proposal will be disqualified. Untimely or misdelivered submittals will not he considered. NO EXCEPTIONS. The responses to this solicitation shall be presented in the following format, Failure to do so may decin your Proposal non -responsive. A. Include the signed RFP Certification Statement, B. Include in detail. evidence that clearly demonstrates Proposer meets or exceeds the minimum qualification requirements, pursuant to Section 2.7, Proposer's Minimum Qualifications 1. Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP: F'irm's Liaison for the Contract: Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable Entail addresses, Title. of RFP: RFP Number: and Federal Employer identificalion Number. 2. Table of Contents The table of contents should outline, in sequential order, the major sections of die Proposal is listed below, inchtdin- all other relevant documents requested for submission. All pages of tine Proposal, including the enclosures, should he clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two(2) pages containing Proposer's overall Qualifications and Experience and Technical Qualifications, as Contained in the submittal. Proposer shall include the name of the organization, business phone and contact person and a summary of the work to be performed. 4. Proposer and Proposer's Key Personnel, Qualifications. Ex erience and Past Performance a) Describe the Proposer's organizational history and structure: and the number of years the Proposer has been in business providing a similar service(s), b) Provide a list of all principals, partners, officers, owners and/or directors of Proposer. including joint ventures and/or sub-consultant(s), if applicable. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. c) Indicate whether the City has previously awarded any contracts to the Proposer. If so, discuss the nature of contract, types of services performed, and the term of the contract. d) Provide documentation evidencing that Proposer, Operations Manager, and/or learn mentber(s) assigned to the City's engagement for auditing and compliance assignied to the +C4's engagement is currently licensed as a Certified Public Accountant (`CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. e) Provide specific qualifications, project experience, and credentials that demonstrate the Proposer's ability to perform the required scope of work. Proposer must clearly describe its qualifications, experience and past performance in the provision of similar work related to the adminimalion andior collection of parking surcharge, particularly for a governmental entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract, and hots long the Proposer performed the work. Include a discussion of whether the Proposer as an entity performed the work or an employee(s) of the Proposer performed the work for another entity. f) Provide a minimum of two (2) references can letterhead Born former clients, for the provision of services similar iu scope as described in Section 3, Specifications/Scope of Work, within the past five (5) _years. Include the name of the references, contact names, periods of time, and overall work performed, Sufficient documentation must be provided to detennnine the Proposer's level of experience. References are subject to verification by the City as part of the evaluation process. g) Identify the Proposcr's Operations rvianager and Key Personnel to be assigned to this project. It) Describe, for each individual assigned to this engagement and the. 0 erations Manager, the years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of parking surcharge, and any other relevant information. Specifically indicate what role each member wvould play, and what specific work will be performed by each member of the Team. i) Provide any other information or documentation related to the Proposer's qualifications and experience from which the City can benefit over the term of the contract. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal. involving Proposer, its partners, ntana-crs, other key slaffmembers, and its professional activities or performance„ that Proposer has been involved in which may affect the performance of the services to he rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, rnanager(s), or other key staff members, if applicable. 5. Overall Approach and Methodolo2 a) Provide a detailed description of the Proposer's approach and methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3, Scope of Services, including the development and/or update(s) of a database; enforcement; consultation, communication; training, and compliance. b) Discuss the procedures, methods and/or activities to be utilized by the Team and/or Proposer to perform and coordinate all of the required work. c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. to a contract for the provision of the parking surcharge administration services. d) Provide the recent, current, and projected workload of the Proposer, and the general workload of those key employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff metnber. e'J Describe Proposer's ability and readiness to begin providing services as required herein, assuming a ".November 1, 2021 start date, t) Describe in detail how Proposer plans to handle all compliance matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. -)Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision, and coordinating capacity, among others. Provide the proposed location within the corporate limits or the City of Miami from where the services will be performed. l0ffisclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to the engagement. if applicable. i) Describe how the Proposer has applied the proposed project approach to comparable projects. j) Describe the Proposer's expectations for the level of participation of the City during the term of the contract. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that Proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of a similar nature. Describe the Proposer's approach to ensure the availability of personnel at all times. 6. Compensation Proposal a) Provide a Compensation Proposal as an annual Fixed fee of no more than S700,000-00. Defer to Section 2.16, Compensation, for more information. The Price Proposal can be founts in BidSync as Attachment C to this Solicitation. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine of the proposal is responsive to the submission requirements outlined ill this solicitation. A responsive proposal is one which follows the requirements of the solicitation, includes ali required doCUmentation, is submitted in the format outlined in this solicitation, is of timely submission, and has appropriate signatures as applicable. failure to comply will, these requirements may result in the proposals being deemed non- responsi ve. Proposals will be evaluated by an Evaluation Committee ("Committee'*) which shall evaluate and rank proposals oil criteria listed below. The Committee is comprised of appropriate City personnel and members of' the community, as deemed necessary, will, the appropriate experience and/or knowledge. The criteria are itemized will, their respective weights fora maxinmun, of one hundred ( 100) points per Committee member. Below are the criteria and wei-ght: 14 IV DI "A IEV MIA M WIN 0 Proposer and Proposer's key Personnel's Quillifications. Experience, and Past Performance. (510 Points) Methodology and Oveiali Approach to Scope of Services (35 Points) Compensation Proposal (15 Points) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Of ���zzint ANNIE PEREZ, CPPO ARTHLiR NORIEGA V Procurerper)t Direct �r City Manager o% r� e� •f II ■ Y •� ADDENDUM NO. 1 RFP 1245391 June 4, 2021 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged_ Please note the contents herein and reflect same on the documents you have on hand. A. 3 The deadline for subrnission of proposals has been changed to Friday, June 11 2021 at 5:00 P.M. — The following are the inquiries received and their corresponding responses: Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? A l : No_ Q2: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: Na. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence_ Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. Q3: Section 4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disGIosed within Proposer's Proposal, in response to Section 4.5.h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RF'P AND SHALL BE MADE. A PART THEREOF, Annie Perez, CPPO, Director of Procurement AP:cj City of Miaml Procurement Department cc. Fernando Casamayor, Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATURE: DATE: Clear Form 7y * IN G0RP URA ILD *� 18 10 \ 0 y i View All Attachments SUBSTITUTED CITY OF MIAMI Vendor Responsibility Checklist Name of Firm: Complete Consulting Services Group LLC Use the "Upload" button to attach PDF documentation for each section. To delete attachment(s), use thX appropriate Delete Last "Delete" button to the right and then use the "Clear" button for the corresponding attachment box to clear tyat field. CATEGORY SPONSE Delete All City Vendor Registration Affirmation YES iSupplier Number: 2083E Upload CCSG Sunbiz.pdf State of Florida Corporation (Sunbiz) YES Clear D & B NO Upload �' Clear � Upload Pacer N/A F Clear Upload Bid/Proposal Bond N/A �� Clear Use the "Upload" button to attach PDF documentation for ch section. To delete attachment(s), use the appropriate I Delete Last "Delete" button to the right and then use the "Clear" button r the corresponding attachment section to clear that field. PERFORMANCE/REF RENCE CHECKS I ATTAC System of Award M ac ment (SAM) NO Convicte I'Vendor List NO Deb red Contractors NO Wspended Contractors NO uspended Vendors -State: NO Scrutinized Companies List: NO Google Search: NO Upload Clear Upload Clear Upload Clear, Upload Clear , Upload Clear , Upload Clear Upload Clear Delete All DocuSign Envelope ID: D544A002-0618-4C05-AEB3-BB3FC6E774CD Arthur Noriega V City Manager CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE SUBJECT: Annie Perez, CPPO, Director REFERENCES: Procurement Department ENCOLSURES: Recommendation: October 8, 2021 REVISED - Award Recommendation f Parking Surcharg Administration nsultant Services Request f r Proposals ("RFP") o.1245391 ation Committee rt, Score Sheets Based on the findings below, the Department of Pro rement ("Procurement") hereby recommends approval for the award of a contract pursuant Request for Proposals ("RFP") No. 1245391 to the sole responsive and responsible Proposer Complete Consulting Services Group, LLC ("CCSG"), for the provision of Parking Surcharge ministration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of e City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under II and open competition, to obtain proposals from experienced and qualified firms for the pro sion of Parking Surcharge Administration Consultant Services. Proposers were required tom t all minimum qualification requirements established in the RFP in order to be deemed qualif d to provide said services. On June 11, 2021, one (1) proposal was received in response the RFP. Subsequently, the proposal was reviewed by Procurement for responsiveness a was deemed responsive. It is notable to mention that th original Evaluation Committee ("Committee"), comprised of five (5) members, was short by o (2) members one (1) internal and one (1) external; both were unable to attend due to extenuating circumstances. The remaining three (3) Committee members voted /amination ly to move forward with the evaluation of the Proposal. The Committee ust 10, 2021 and completed the review and evaluation of the proposal. A discussion anof the Proposal occurred, and a consensus was reached by the Committee pursguidelines published in the RFP. The evaluati n criteria were given respective weights for a maximum of one hundred (100) points per CommXtee member. The final scores are listed below: PR 21224 DocuSign Envelope ID: D544A002-0618-4C05-AEB3-BB3FC6E774CD Technical Compensation Total Combined Proposer Score Score Score max.255 max.45 max.300 CCSG 244 36 280 The Committee decided not to hold oral presentations, as the Proposal did not require Arther clarification. Following the evaluation, the Committee recommended that the City ter into negotiations with CCSG, the sole responsive and responsible Proposer. Accor Ingly, the Negotiating Team met with CCSG on August 23, 2021, to negotiate a contract. Due diligence was conducted to determine the Proposer's responsibility, !pttluding verifying corporate status, that there were no performance or compliance issues, and o adverse findings related to the responsibility of CCSG. Fiscal Impact: The annual fiscal impact for the cost of Parking Surcharge Adminis ation Consultant Services will be $700,000.00 in fees payable to CCSG. These fees are subjeA to the following conditions: 1. The City will pay an additional Percentage/Fee,noo exceed four tenths of one percent (.4%) of total surcharge collectioyear total surcharge collections exceed $22,000,000; and 2. The annual fees payable to CCSG shall de100,000 in any year that surcharge collections total less than $15,000,000. The term of the contract for Parking Surcharge Abministration Consultant Services is two (2) years with options to renew for three (3) add/n. ne (1) year periods. Procurement hereby recommends aa contract to CCSG. Your signature below will indicate approval of this recommends D-V— br. APPROVED: 5AW wuy, Arthur Norie� AP:cj a October 12, 2021 1 09:09:49 EDT Date cc: Fernando Cas ayor, Assistant City Manager/Chief Financial Officer Erica Pasch Darling, CPA, Director of Finance Pablo Vele , Senior Assistant City Attorney Yadissa . Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR 22002 SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: Arthur Noriega V DATE: August 12, 2021 City Manager SUBJECT: Report of Evaluation Committee for Parking Surcharge Administration F, Consultant Services FROM: Annie Perez, CPPO, Director, ,inn .. REFERENCES: Request for Proposals Procurement Department/ (RFP) No. 1245391 Chief Procurement Officer Recommendation: Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Group LLC. ("CCSG"), pursuant to Request for Proposals ("RFP") No. 124.5391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1) Proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services. Subsequently, the Proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the proposals, following the guidelines published in the RFP. However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the Proposal. A discussion and examination of the Proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member. The final scores are listed below: PR21214 SUBSTITUTED Technical Compensation Total Combined Proposer Score Score Score max.255 max.45 max.300 CCSG 244 36 280 The Committee decided not to hold oral presentations, as the Proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations, Procurement will further review the Proposal submitted by the recommended Proposer. Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations: Charles Johnson, III, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive Proposal, which detailed how the services could be performed in a manner that will rneet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interests of the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheet. APPROVED: Arthur Noriega V AP:cj Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR21214 SUBSTITUTED COMPOSITE SCORES RFP 1245391 Parking Surcharge Administration Consultant Services EVALUATION OF PROPOSALS rne^^bL�1 E SELECTION PROPOSERS CRITERIA Maximu Maxi um Total Points er Points CCSG Member 5 members) i Proposer and Proposer's Key Personnel's Qualifications, Experience and Past Perfo� mance 50 Ij� Methodology and Overall Approach to Scope of Services 35 lv2 TOTAL TECHNICAL POINTS 85 —425— 2 Gj r 2 55 Compensation 15 ,76' q,:� .36 TOTAL TECHNICAL and COMPENSATION POINTS (Technical & Price rows above) 1 100 �50 � 0 RANKING SIGNATURE a Chair ersrron / �'Vl k JL Ro iewed 8y PRINT NAME: ----- -!cant) � I ii-n 'n� 8/10/2021 SUBSTITUTED EVALUATION OF PROPOSALS RFP 1245391 Parking Surcharge Administration Consultant Services Armando Blanco (Cityof Miami) SELECTION Complete PROPOSERS CRITERIA Maximum COnSlplting Points Sery Ces Grour LLC Proposer and Proposer's Key Personnel' Qualifications, Experience and Past 50 y5 Performance Methodology and Overall Approach to Scope of ServicesHE ! 35 3 TOTAL TECHNICAL POINTS I 85 91 Proposer's Proposed Compensation 15 M TOTAL TECHNICAL and PRICE POINTS 100 0 Technical & Price rows above I _ I i I i I I VALUATION OF PRCiPOSA RFP 124539' Parking -lurcharge Administration #Cons ull Diana Gomez (City of Coral Gat SELECTION Com)lete PROPOSERS CRITERIA Maximum Consulting Points Services I Group LLC Proposer and Proposer's Key Personnel' Qualifications, Experience and Past 50 Performance Methodology and Overall Approach to Scope of 35 i Services TOTAL TECHNICAL POINTS 1 85 �2 Proposer's Proposed Com ensatior TOTAL TECHNICAL and PRICE POINT'S 15 100 Technical & Price rows above 1 SUBSTITUTED EVALUATION OF PROPOSALS RFP 12453911 Parking Surcharge AdministrationConsultantServices Angel Diaz (Miami Parking Authotrity) SELECTION Comlete PROPOSERS CRITERIA Maximum Cons Iting Points Sery ces Group LLC Proposer and Proposer's Key Personnel's Qualifications, Experience and Past 50 Performance Methodology and Overall Approach to Scope of 35 Services TOTAL TECHNICAL POINTS I 85 Proposer's Proposed Compensation, 15 TOTAL TECHNICAL and PRICE POINTS 100 Technical & Price rows above f SUBSTITUTED City of CMI-amt ANNIE PEREZ, CPPO ARTHUR NORIEGA V Chief Procurement Officer City Manager nor •r � erw September 13, 2021 All Responding Proposers (See Distribution List) SUBJECT: RFP 1245391, Parking Surcharge Administration Consultant Services Dear Proposers: The Evaluation of the proposals tendered in response to the above cited solicitation has been completed. The City Manager has recommended award as shown within the enclosed document. This notice is provided in accordance with Section 1.20 of the solicitation, and Sections 18-74 of the City of Miami Code. Our provision of this notice also serves to confirm the lifting of the Cone of Silence from this procurement action as dictated by Section 18-74 (d) (2) of the City of Miami Code. We appreciate the participation of all proposers which responded to the subject action. If you have any questions, please contact me at 305-416-1924 or ciohnson(a)miamigov.com. Sincerely, Charles Johnson, III Senior Procurement Contracting Manager Distribution List: Complete Consulting Services Group LLC Enclosure: City Manager's Award Recommendation Memo c: City Clerk Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Commissioners of the City of Miami FROM: Arthur Noriega V City Manager DATE: August 12, 2021 SUBJECT Report of Evaluation Committee for Request for Proposals (RFP) No. 1245 39 1, Parking Surcharge Administration Consultant Services ENCLOSURES: Evaluation Committee Report Honorable Mayor and Members of the City Commission; Pursuant to Financial Integrity Principle No. 12 of the City's Code, which states, "the recommendation(s) of the evaluation committee shall be provided to the Mayor and City Commission on all such solicitations prior to presentation to the City Commission for official action," attached please find for your review, a memo from the City Manager regarding the ranking order of proposing firms, for RFP 1245391, "Parking Surcharge Administration Consultant Services," on behalf of the Finance Department ("Finance"). AP: cj Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director, Finance Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement PR2121 -] SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: Arthur Noriega V DATE; August 12, 2021 City Manager SUBJECT: Report of Evaluation Committee for Parking Surcharge Administration Consultant Services FROM. Annie Perez, CPPO, Director, REFERENCES, Request for Proposals Procurement Department/ — (RFP) No. 1245391 Chief Procurement Officer Recommendation: Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Croup LLC. (°CCSG"), pursuant to Request for Proposals ("RFP") No. 1245391, Section 2.18 of the Sol;citation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1) proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services. Subsequently, the proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the sole proposal. following the guidelines published in the RFP. However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the sole proposal. A discussion and examination of the proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member. The final scores are listed below: Technical Compensation Total Combined Proposer Score Score Score max. 255 max, 45 max. 300 CCSG 244 35 280 PR21214 SUBSTITUTED The Committee decided not to hold oral presentations, as the proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations, Procurement will further review the proposal submitted by the recommended Proposer. Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations as the Negotiations Team Charles Johnson, III, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darting, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City, and 2) CCSG submitted a comprehensive proposal, which detailed how the services could be performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interest of the City. Copies of the score sheets for e ch committee member are attached, as well as the composite score sheet. APPROVED: Arthur Noriega Date AP:cj cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darting, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR—) 1214 SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: Annie Perez, CPPO 4- Director, Procurement Department DATE: July 6, 2021 FILE: SUBJECT: Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals ("RFP") No. 1245391 ENCLOSURES: The Department of Procurement ("Procurement"), on behalf of the Department of Finance ("Finance"), issued Request for Proposals ("RFP") No. 1245391 for the provision of parking surcharge administration consultant services. It is respectfully requested that you approve the following individuals as members of the Evaluation Committee ("Committee") to evaluate and score the proposals. Each of the members of the Committee has the requisite knowledge and experience to evaluate the proposals pursuant to the RFP. Committee Chairperson, (Non -Voting) Charles Johnson, III, Sr. Procurement Contracting Manager, Department of Procurement External Committee Members (Votinq) Diana Gomez, Director of Finance, City of Coral Gables Roamy Valera, Chief Executive Officer, PaybyPhone Technologies, Inc. Angel Diaz, Director of Parking Operations, Miami Parking Authority Internal Committee Members (Voting) Armando Blanco, Treasurer, Finance Eric Nemons, Assistant Director, Department of Code Compliance Alternate (Voting) Erica Paschal, Director, Finance (Internal) APPROV Arthur NoriQga V City Manager DATE: JUL 0 8 2021 AP:cj Cc: Fernando Casamayor, Assistant City Manager and Chief Financial Officer Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR 21188 SUBSTITUTED CITY OF MIAMI DOCUMENT ROUTING FORM ORIGINATING DEPARTMENT: Department of Procurement DEPT. CONTACT PERSON: Aimee Gandarilla NAME OF OTHER CONTRACTUAL PARTY/ENTITY: EXT. 1906 IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? YES NO TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? I IYESHNO TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑ LICENSE AGREEMENT ❑ PUBLIC WORDS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER -LOCAL AGREEMENT ❑ LEASE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT OTHER: (PLEASE SPECIFY) memo PURPOSE OF ITEM (BRIEF SUMMARY): Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services RFP 1245391 COMMISSION APPROVAL DATE: FILE ID: ENACTMENT NO.: IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN: ROUTING- INF_-ORMATION, . _.. ._. . Date PLEASE PRINT AND SIGN Annie Perez, CPPO DIRECTOR OF PROCUREMENT 7/6/21 PR 21188 SIGNATURE: Ann -Marie Sharpe RISK MANAGEMENT N/A SIGNATURE: N/A Victoria Mendez CITY ATTORNEY N/A SIGNATURE: N/A Fernando Casamayor ASSISTANT CITY MANAGER, CHIEF FINANCIAL OFFICER / 1� t} SIGNATURE: /'%o Nzeribe Iheibe, Ph.D., PE ASSISTANT CITY MANAGER, CHIEF OF INFRASTRUCTURE N/A SIGNATURE: N/A ASSISTANT CITY MANAGER, CHIEF OF OPERATIONS N/A Natasha Colebrook -Williams SIGNATURE: N/A CITY MANAGER jUll. 0 8 2021 CITY CLERK N/A Todd Hannon SIGNATURE: N/A PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER 9/13/21, 12:17 PM Detail by Entity Name SUBSTITUTED r �t fujofI gj t�� u�}trlal Si�rrs c+} I7v sy��ilYd� Department of State / Division of Corporations / Search Records / Search by Entity Name / Detail by Entity Name Florida Limited Liability Company COMPLETE CONSULTING SERVICES GROUP LLC Filing Information Document Number L08000000468 FEI/EIN Number 26-1651413 Date Filed 01/02/2008 Effective Date 01/02/2008 State FL Status ACTIVE Principal Address 2650 BISCAYNE BLVD MIAMI, FL 33137 Changed: 09/17/2010 Mailing Address 2650 BISCAYNE BLVD. MIAMI, FL 33137 Changed: 09/17/2010 Registered Agent Name & Address LASO, FRANKLIN, President 2650 BISCAYNE BLVD. MIAMI, FL 33137 Name Changed: 03/05/2013 Address Changed: 03/10/2016 Authorized Persons) Detail Name & Address Title President LASO, FRANKLIN E, President 2650 Biscayne Boulevard MIAMI, FL 33137 Annual Reports search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetaiI?inquirytype=EntityName&directionType=Initial&search NameOrder=COMPLETECO... 1 /2 9/13/21 12:17 PM Report Year Filed Date 2019 03/04/2019 2020 01 /27/2020 2021 02/08/2021 Document Images 02/08/2021 --ANNUAL REPORT View image in PDF format 01/27/2020 -- ANNUAL REPORT View image in PDF format 03/04/2019 -- ANNUAL REPORT 01/11/2018 -- ANNUAL REPORT 02/10/2017 -- ANNUAL REPORT 03/10/2016 -- ANNUAL REPORT 01/07/2015 -- ANNUAL REPORT 02/10/2014 -- ANNUAL REPORT View image in PDF format View image in PDF format View image in PDF forma View image in PDF format View image in PDF format View image in PDF format 03/05/2013 -- ANNUAL REPORT View image in PDF format 04/03/2012 -- ANNUAL REPORT View image in PDF format 02/16/2011 --ANNUAL REPORT View image in PDF format 09/17/2010 -- ADDRESS CHANGE View image in PDF format 03/19/2010 -- ANNUAL REPORT View image in PDF format 03/18/2009 -- ANNUAL REPORT View image in PDF format 01/02/2008 -- Florida Limited Liability View image in PDF format Detail by Entity Name SUBSTITUTED Florida Department of State, Division of Corporations search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetaiI?inquirytype=EntityName&directionType=Initial&search NameOrder=COM PLETECO... 2/2 CaMpLETE CONSUL7ING SERVICES GROUP SUBSTITUTED CCSG CITY OF M IAM I REQUEST FOR PROPOSAL NO. 1245391 PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES COMPLETE CONSULTING SERVICES GROUP, LLC Franklin Laso 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net FEIN: 26-1651413 PROPOSAL AND RESPONSE SUBMITTAL SUBSTITUTED ain G CCSG COMPLETE CONSl1LT1lV SERVICES GROUP June 8, 2021 Mr. Charles Johnson - Purchasing Department City of Miami 444 SW 2nd Ave, 6th Floor Miami, Florida 33130 2650 Biscayne Boulevard Miami, FL 33137 305-573-4300 Phone 305-573-4100 Fax www.miamisurcharge.com RE: City of Miami Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services / Complete Consulting Services Group, LLC Proposal and Response Submittal Dear Mr. Johnson: Complete Consulting Services Group, LLC ("CCSG") is pleased to submit this response to the City of Miami's Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services (the "RFP"). As the current Parking Surcharge Administrator, CCSG has a unique and thorough understanding of the scope of work requested by the RFP and a systematic comprehension of every detail of the City's Parking Surcharge Program. Additionally, the CCSG team possesses the experience necessary to effectively and efficiently perform all tasks required by the RFP, has consistently delivered exceptional results for the City of Miami, and has the most comprehensive proposal for the management and implementation of the Parking Surcharge Program. This unparalleled combination of experience, proven results and holistic vision uniquely position CCSG to deliver the premier parking consulting, auditing, and enforcement assistance services that this world -class city deserves. CCSG seeks to continue to provide services to the City of Miami from its main office location at 2650 Biscayne Boulevard, Miami, Florida. Our team has over three decades of combined parking industry experience. All our team members possess parking industry experience, including parking surcharge collection experience. Just one example of our team's experience is CCSG's Certified Public Accountant (CPA), who not only is an expert in financial and accounting matters but also has extensive experience in providing the necessary audit services, such as verifying and assessing procedures and recording audits, as requested by the RFP. CCSG's technological and professional proficiency offer the City an invaluable level of parking industry and auditing/accounting experience that will result in the successful implementation of the City's Parking Surcharge Program. �G(VCJNG CCSG SERVICES -] SUBSTITUTED Our team has a proven track record of developing and implementing strategies that substantially increase parking surcharge collections in the City of Miami. In October 2010, the City of Miami engaged CCSG with the purpose of managing its Parking Surcharge Program. One of the City's main objectives was optimizing the revenue it was entitled to receive from the Program. CCSG played an integral role in ensuring that the City's objectives were met. CCSG has the long-term vision necessary to maintain and improve the results of the Parking Surcharge Program. Our proposal to continue managing the City's Parking Surcharge Program provides a complete solution that maximizes the Program's bottom -line contribution to the City's coffers. Our proposal is rooted in an understanding that these are fast-moving times and that the strategies and plans of yesterday may no longer provide the best solution for today's challenges. The enclosed proposal seeks to build upon CCSG's success and experience managing the Parking Surcharge Program while introducing innovative solutions that will improve the collection process and provide maximum benefits to the City. Our proposal maintains the aspects of the Program that have proven indispensable to maximizing the City of Miami's revenue and institutes an efficient, effective, and technologically sophisticated system that ensures that the City and its residents receive the optimal benefit from the Parking Surcharge Program. We have enjoyed working with the City of Miami and its residents during the past eleven (11) years and are thrilled about the opportunity to continue our cooperative and productive relationship for the benefit of our community. Should you have any questions or concerns regarding this proposal please contact me as liaison for CCSG via the following methods: Franklin Laso Complete Consulting Services Group, LLC 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net RFP # 1245391 FEIN: 26-1651413 Sincerely, *-- Franklin Laso President Complete Consulting Services Group, LLC COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 2 SUBSTITUTED TABLE OF CONTENTS 3. Executive Summary............................................................................................................................5-6 4. Overall Qualifications and Experience a) Proposer's Organizational History..................................................................................................7 b) List of Principals, Partners, Officers, Owners, and Directors......................................................8 c) Previously Awarded Contracts........................................................................................................9 d) Certified Public Accountant.........................................................................................................9 e) Specific Qualifications, Project Experience, and Credentials............................................10 - 12 f) Letters of Reference from Former Clients...................................................................................13 g) Project Manager and Key Personnel............................................................................................14 h) Team Member Qualifications, Experience, and EEO Classifications ProjectTeam Leader...................................................................................................15-16 ProjectManager................................................................................................................17 Certified Public Accountant..............................................................................................17 Assistant Project Manager...............................................................................................18 Field Auditing Team....................................................................................................18 -19 i) Additional Information related to qualifications and experience.............................................20 j) Current or Pending Litigation.........................................................................................................20 5. Overall Approach and Methodology a) Description of Approach and Methodology........................................................................21 - 22 1) Database.................................................................................................................23 - 34 2) Enforcement..........................................................................................................34 - 41 3) Consultation...........................................................................................................42 - 43 4) Communication.....................................................................................................43 - 51 5) Training.........................................................................................................................52 6) Compliance..............................................................................................................53 -55 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 3 SUBSTITUTED b) Procedures, Methods, and Activities Utilized by the Proposer...............................................56 c) Proposer's Plan to Allocate Sufficient Resources.......................................................................57 d) Recent, Current, and Projected Workload of Proposer............................................................57 e) Proposer's Ability and Readiness to Provide Services on October 1, 2015 ............................58 f) Detailed Plan to Ensure Compliance and Collections...............................................................58 g) Proposer's Overall Resources and Location.........................................................................58 - 59 h) Impediments to Independence.....................................................................................................59 i) Application of the Approach to Comparable Projects................................................................59 j) Expectations for City of Miami Participation...............................................................................60 k) Key Personnel Availability and Reserve Personnel.....................................................................60 6. Compensation Proposal.........................................................................................................................61 7. Addendums/Forms COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 4 SUBSTITUTED 3. EXECUTIVE SUMMARY Complete Consulting Services Group, LLC ("CCSG") has demonstrated its reliability and competency as administrator of the City of Miami's (the "City") Parking Surcharge Program over the past eleven (11) years. During this time, CCSG's expertise, hard work, perseverance, and meticulous attention to detail has transformed the Parking Surcharge Program into a reliable revenue generator. CCSG shall provide parking surcharge administration and collection services to the City of Miami through enforcement, consultation, communication, training, auditing, compliance, accounting, and database development in connection with the City's Parking Surcharge Program. CCSG has collected $208,532,531 in Parking Surcharge since July 2010 up to April 2021. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $61,617, 979 more than TPN. The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected was $14,553,167 during fiscal year 2007- 2008. The $131 billion parking industry in the United States was hit hard by COVID-19 as demand plummeted below 70% in the months following the outbreak. Despite the COVID- 19, CCSG collected $18,156,586 in fiscal year 2019-2020 as our offices have been open throughout this pandemic. Annual parking surcharge collections from 1999 through April 2021 are listed in the tables below: Fiscal Year Surcharge Collections Administrator * YTD-2020-2021 $7,800,013.00 15.00% CCSG 2019-2020 $18,101,855.00 15.00% CCSG 2018-2019 $24,343,081.00 15.00% CCSG 2017-2018 $22,639,335.00 IL 15.00% 1 CCSG 2016-2017 $22,634,844.00 IL 15.00% 1 CCSG 2015-2016 $21,600,706.00 11 15.00% 1 CCSG 2014-2015 $20, 510, 617.00 IL 15.00% 1 CCSG 2013-2014 $19,394,054.00 IL 15.00% 1 CCSG 2012-2013 $18,343,255.00 15.00% 1 CCSG 2011-2012 $17,231,975.00 IL 15.00% 1 CCSG 2010-2011 $15,932,796.00 15.00% CCSG 0: 00 up W wpru tuti COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 5 SUBSTITUTED TPN Fiscal Year Surcharge Collections Rate Administrator 2009-2010 $14,238,711 15.00% TPN 2008-2009 $13,980,676 15.00% TPN 2007-2008 $14,553,167 15.00% TPN 2006-2007 $14,135,187 15.00% TPN 2005-2006 $12,816,592 15.00% TPN 2004-2005 $11,489, 521 15.00% TPN 2003-2004 $14,533,462 20.00% TPN 2002-2003 $13,639,162 20.00% TPN 2001-2002 $12,577,039 20.00% TPN 2000-2001 $13,406,801 20.00% TPN 1999-2000 $11,544,234 20.00% TPN $146,914,552 Franklin Laso, CCSG President MAY 28, 2021 COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 SUBSTITUTED 4. CCSG's KEY PERSONNEL, QUALIFICATIONS, EXPERIENCE AND PAST PERFORMANCE a) Describe the Proposer's organizational history and structure; years Proposer and/or firm has been in business providing a similar service(s). Complete Consulting Services Group, LLC was incorporated in the State of Florida in January of 2008. The CCSG team is managed and operated by its President, Franklin Laso. CCSG has managed the City's Parking Surcharge Program, providing parking surcharge consulting, auditing, collection, and enforcement services to the City of Miami since 2010. Mr. Laso was the City of Miami's Parking Surcharge Administrator from 2004 to 2010, while working for a previous firm / administrator. Since 2010, Mr. Laso has continued his services as the City's Parking Surcharge Administrator in his capacity as President of CCSG. Below please find CCSG's organizational chart reflecting CCSG's organization and structure. ORGANIZATIONAL CHART 2021 COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 7 -] SUBSTITUTED b) Provide a list of all principals, partners, officers, owners and/or directors of Proposer, including joining ventures and/or sub-consultant(s), if applicable. Mr. Franklin Laso is the sole Managing Member of Complete Consulting Services Group, LLC. Mr. Laso also serves as President of CCSG. Franklin Laso's contact information has been included in the Cover Page of this Response submittal. The key personnel and executives of Complete Consulting Services Group, LLC ("CCSG") are as follows: • Franklin Laso, President of CCSG • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 8 SUBSTITUTED c) Indicate whether the City has previously awarded any contracts to the Proposer/firm. If so, discuss the nature of contract, types of services performed, and term of contract. In October 2010, and January 2015, CCSG was awarded the contract to manage the Parking Surcharge Program on behalf of the City of Miami. The terms of the contracts called for two (2) years with options to renew for three (3) additional one (1) year periods. CSG has successfully administered and managed the City's Parking Surcharge Program for approximately 11 (11) years. In addition, CCSG has provided Bookkeeping and Collections Services to the Coconut Grove Business Improvement District since 2011. CCSG assists the C. Grove BID with the collection of Folio Assessments, Parking waivers, Sidewalk cafe Fees, Special events and Supplemental fees. The term of the current contract calls for three (3) years commencing March 1, 2019 with an additional two (2) year option. CCSG has also provided Bookkeeping and Collections Services for the Wynwood Business Improvement District since 2019. CCSG assists the Wynwood BID with the collection of Folio Assessments. The term of the current agreement calls for three years commencing 2019 and two (2) years option. d) Provide documentation evidencing that Proposer, Operations Manager, and/or team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant ("CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. Juan C. Pena is a key member of CCSG's team and is a licensed Certified Public Accountant (CPA) in the State of Florida. Enclosed herein please find State of Florida, Department of Business and Professional Regulation and Board of Accountancy License No. AC0025122 as issued to Juan C. Pena as a Certified Public Accountant. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 9 SUBSTITUTED e) Provide specific qualifications, project experience, and credentials that demonstrate the Proposer's ability to perform the required scope of work. Proposer must clearly describe its qualifications and experience in the provision of similar work related to the administration and/or collection of parking surcharge, particularly for a government entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract; and how long Proposer performed the work, or an employee(s) of the Proposer performed the work for another entity. CCSG has managed the City of Miami's Parking Surcharge Program since 2010 and is the current contractor and administrator of the City's program. As the Parking Surcharge Administrator, CCSG is tasked with providing parking surcharge consulting, auditing, and enforcement services. Specifically, CCSG provides enforcement, consultation, communication, training, auditing, compliance, accounting, and database development on behalf of the City of Miami for all facets of parking surcharge collections, audit, and compliance. CCSG monitors over 500 parking facilities located in the City of Miami generating over $150 million in gross revenue. During the past eleven (11) years, CCSG has collected over $200 million dollars in parking surcharge fees on behalf of the City of Miami. Pursuant to the terms of the current engagement between the City and CCSG, the parking surcharge administrator has been paid a fee $700,000 in fees annually by the City of Miami for all services provided in connection with parking surcharge administration. CCSG's human capital has been, and continuous to be, the engine behind our success as the City's Parking Surcharge Administrator. Continuity of staff is one of the various advantages CCSG offers the City. CCSG's management team includes the key team members that have worked with the City of Miami during the last several years in the administration of the Parking Surcharge Program including Juan C. Pena a Certified Public Accountant. CCSG's team will guarantee that CCSG continues to maximize the parking surcharge revenue stream to the City by enhancing its compliance and audit expertise. Mr. Pena will continue to provide support in the implementation of accounting and compliance processes. CCSG's team of parking professionals has over thirty (30) years of combined experience managing parking surcharge collections and over twenty-seven (32) years of combined experience in the South Florida parking industry as further described in Section 4 (h) below. Each member of the CCSG team possesses expertise and experience in various technical fields of the parking surcharge industry, including but not limited to technology, collections, compliance, accounting, auditing, and enforcement. All of CCSG's team members are trained and experienced in the field audit and field survey processes and have obtained such experience through working in the current City of Miami engagement. This has given the CCSG team specialized experience in the City of Miami parking COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 10 SUBSTITUTED surcharge administration field and allowing each team member to become uniquely familiar with the City of Miami's laws and procedures. Additionally, the CCSG team has developed relationships with the public, parking operators and City of Miami staff which positions CCSG for continued success in communication with stakeholders, necessary enforcement, and identification of revenue opportunities through field audit and field surveys to achieve maximum compliance. Under CCSG's administration, the Parking Surcharge Program has collected more revenue in the Program's history and, when adjusted for average rate and surcharge differences, the City now collects approximately 25% more in parking surcharges per property than any other car - dependent, major urban center, including Los Angeles and San Francisco. CCSG has delivered these results by developing and implementing a unique and effective framework using its parking expertise, technological sophistication, and extensive administrative/accounting experience. With a combined thirty (30) years of parking surcharge collection experience and more than thirty-two (32) years combined parking industry experience, CCSG's professional team is unmatched and guarantees exceptional results to the City and continued success of the Parking Surcharge Program. Below are highlights that evidence CCSG's successes during its time (2010-Present) managing the City's Parking Surcharge Program with the objective of maximizing revenues: • CCSG has collected $202,532,518 in Parking Surcharge since July 2010. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $55,617,966 more that TPN. • The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected by was $14,553,167 during fiscal year 2007-2008. • Between October 2010 and April 2021, CCSG identified a substantial number of new parking properties which were not contributing to the Parking Surcharge Program. These new properties have generated approximately $7,014,223 in new parking surcharge revenue to the City. • Since it began managing the Parking Surcharge Program in October 2010, CCSG has conducted thousands of field audits, which have identified approximately $2,25,656 in underreported parking revenue, representing approximately $337,885 of new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 11 SUBSTITUTED • CCSG has also conducted numerous record audits of the Program during the past 11 (11) years. These record audits have revealed approximately $10,112,700 in underreported parking revenue which generated approximately $1,516,905 in additional parking surcharge fees to the City. • CCSG concentrates most of its efforts in closely monitoring properties/accounts that do not have any parking revenue control equipment, known as "Parking Surcharge Revenue at Risk." Between October 2010 and April 2021 these properties generated $25,321,845 of the parking surcharge revenue. For instance, as a result of CCSG's efforts, parking revenue generated by surface parking lots in the vicinity of the American Airlines Arena (AAA) in fiscal year 2013-2014 increased by $2,900,000 or 150%, compared to fiscal year 2007-2008, which generated $441,973 in new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 12 SUBSTITUTED f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 2, within the past five (5) years. Include name of reference, contact name, period of time, and overall work performed. Sufficient documentation must be provided to determine level of experience. References are subject to verification by the City as part of the evaluation process. As part of our response package to the RFP, we intended to include letters of recommendation from the current City of Miami officials regarding CCSG's performance in administering the Parking Surcharge Program. However before making a request to obtain those letters, we submitted a written question to the Procurement Department to determine if such request was permitted under the rules of the RFP and the "cone of silence". In response to that question, we were advised that requesting and receiving letters of recommendation from the City of Miami Officials would not violate any of the "cone of silence." CCSG decided not to request such letters from the current City of Miami Officials because even though it would not violate the "cone of silence" there may be a "perception of a conflict of interest." Enclosed please find two reference letters from former City of Miami administrators, who worked closely with CCSG and Mr. Franklin Laso in the management and operation of the City's Parking Surcharge Program. Mr. Daniel Alfonso worked as City of Miami Budget Director, Chief Financial Officer and City Manager and thereby was the Parking Surcharge Contract Administrator. Mr. Alfonso currently works as Vice President, Facilities Management & Public Safety at Nova Southeastern University. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 13 SUBSTITUTED g) Identify the Proposer's Project Manager and key personnel assigned to this project. CCSG's entire team will be dedicated to the City of Miami's engagement for the administration of the Parking Surcharge Program. The following individuals will serve as CCSG's key personnel in the City of Miami Parking Surcharge engagement and as depicted in the organization chart below: • Franklin Laso, Project Team Leader • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager ORGANIZATIONAL CHART 2021 COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 14 SUBSTITUTED h) Describe for each individual assigned to this engagement and the Project Manager their years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of a parking surcharge, and any other relevant information. Specifically indicate what role each would play, and what specific work will be performed by each member of the Team. Franklin Laso, Project Team Leader The CCSG team is led by the City's current Parking Surcharge Administrator, Franklin Laso. Mr. Laso has twenty-three (23) years of experience in the parking industry and has managed the City of Miami Parking Surcharge Program continuously since 2004, when he was employed as Vice - President of Municipal Tax Division for the Parking Network (TPN), the previous parking surcharge administrator from 2004 to 2010. Mr. Laso has been an integral component of the administration of the Parking Surcharge Program for the past eleven (11) years. He has led CCSG since October 2010, when CCSG was awarded the contract to manage the Parking Surcharge Program. The following are some of Mr. Laso's main responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenues. • Analyze collections and reconcile parking surcharge remittances against historical data and established thresholds to identify revenue and collection fluctuation trends. • Operate the parking surcharge collection process, including sorting, posting, and reconciliation of surcharge payments and issuance of missing and late payment notices to parking facility operators. • Plan and coordinate record audits, field audits, and field surveys of parking operations to ensure compliance with applicable City of Miami laws and regulations. • Consult City of Miami staff and administration on proposed amendments to the City's Parking Surcharge Ordinance and processes; and • Support and consult City staff in the enforcement of uncollected parking surcharge payments. Prior to joining TPN, Mr. Laso was Regional Manager for Standard Parking where he was responsible for the financial and operational success of 25 parking facilities and locations with over 300 employees. As Regional Manager, Mr. Laso oversaw a budget in excess of $30 million. Mr. Laso also served as Parking Manager for Mount Sinai Medical Center. As Parking Manager at Mount Sinai, Mr. Laso was responsible for the daily operations of the parking systems and facilities throughout its South Florida locations. Mr. Laso's ability to manage staff, maximize budgets, and implement more effective revenue control policies for the health system's parking program resulted in increased parking revenues of 50% and decreased operating expenses. As a result, Mr. Laso was successful in increasing Mount Sinai's bottom line by enhancing net revenues generated from its parking operations. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 15 SUBSTITUTED Mr. Laso began his career in the parking industry as Facilities Supervisor for the City of Miami's Department of Off -Street Parking (also known as the Miami Parking Authority, or MPA). As Facilities Supervisor, Mr. Laso increased the MPA's revenue by reorganizing and improving revenue controls while decreasing operating expenses. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 16 SUBSTITUTED The person to be hired's primary role in the proposed engagement with the City of Miami will be as Project Manager, tasked with assisting in managing the Test Audit Program, which includes conducting field audits and record audits. As Project Manager, he/she will prepare and conduct record audit assignments to verify parking providers' compliance with the City's Parking Surcharge Ordinance. He will continue to prepare and coordinate audit objectives, including time estimates, work -plans, and steps necessary to collect data and document findings. The Project manager will prepare and oversee the development of action plans, such as field surveys and field audits. and review daily and monthly field surveys and field audits, findings, and summary reports prepared by the Field Analysts. The project manager will work closely with Franklin Laso and Juan C. Pena, CPA, in reviewing the various audits for accuracy and methodology. The project manager will also provide training to the surcharge payers and assist with the annual parking surcharge registration for the Parking Surcharge Program. Juan C. Pena, Certified Public Accountant (CPA) Juan C. Pena is a licensed Certified Public Accountant in the State of Florida. Mr. Pena has extensive public accounting experience having been employed by a large regional public accounting firm and having internal audit experience at several Fortune 500 companies. Mr. Pena provides the level of professional accounting experience necessary to verify the test audit procedures for the Parking Surcharge Program. More importantly, Mr. Pena has ten (10) years of experience assisting in the administration of the Parking Surcharge Program for the City. Additionally, Mr. Pena has held various corporate accounting positions, including as Controller which provided him significant experience in developing and deploying proper internal control procedures, including ensuring controls are appropriate for Sarbanes-Oxley (SOX) compliance. In his corporate accounting positions, he acquired a strong reputation for implementing and strengthening financial controls, particularly in the areas of controls over payment and billing and collections processes. Mr. Pena's audit experience as a CPA includes experience with auditing the following: • Ten (10) of experience assisting in the administration of the Parking Surcharge Program for the City. • Over ten (10) years conducting financial statement and operational control audits of retail establishments with annual sales of over $50 million, a Fortune 500 technology company and a Fortune 500 consumer food products company. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 17 SUBSTITUTED Mr. Pena's financial and operational audit experience in private industry also includes: • Financial embezzlement investigations. • Internal control testing and improvement audits in key risk areas such as cash receipts and disbursements, receivables, and inventory. • Accounting system user access control audits. • Payroll fraud investigations. • Manufacturing efficiency studies. • Sarbanes-Oxley (SOX) internal controls implementation, testing and certification. Gloria Laso, Assistant Project Manager Gloria Laso has seven (7) years of experience assisting in the administration of the Parking Surcharge Program. Mrs. Laso will continue to be tasked with reviewing the parking surcharge payments process, including sorting, posting of surcharge payments, reconciling lockbox information with vendor surcharge payments, and ensuring the accuracy of the data -entry process. Mrs. Laso also prepares all parking surcharge correspondence and communications, including missing and late payment notifications, correspondence to vendors, and coordination of the collections process. She also assists in maintaining and tracking the Aging Report including all matters submitted to the City's Code Enforcement Department, City Attorney's Office, and abatement requests. Field Auditing Team Our Field Auditing Team is led by Mr. Delvin Rojas, Senior Field Analyst who has worked nine (9) years in the parking industry and has seven (7) years of experience assisting with the administration of the City's Parking Surcharge Program. Parking is a complex and multi -faceted industry. CCSG tackles the industry's complexity by implementing field surveys that help track fluctuating trends. Many parking providers receive most of their revenues in cash and have no revenue control or reporting processes and procedures. As a result, field audits are necessary to ensure that parking providers comply with payment of surcharge fees. The field team conducts regular field surveys and field audits to verify parking providers' compliance with the City's Parking Surcharge Ordinance, prepare daily and monthly field surveys and field audits reports and maintain and create daily report logs. The team also assists with the record audits process. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 18 SUBSTITUTED The Field Auditing Team is trained in compliance. The team follows strict protocol and analysis to ensure parking operators comply with payment of surcharge fees on a daily basis. Field audits conducted by CCSG's team begins with the following initial analysis for determining compliance: • Does the operator issue parking tickets? o Ensure that the parking tickets are issued in sequential order. • Does the operator issue hangtags? o Assess parking demand. o Count how many tags/cars are in the property. o Count cars at different times during the day to assess demand and turnover rates. • Determine what the potential revenue should be for the property. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 19 -] SUBSTITUTED i) Provide any other information or documentation related to its qualifications and experience from which the City can benefit over the term of the contract. CCSG authored the Policies and Procedures Manual for the City of Miami's Parking Surcharge Program. The Policies and Procedures Manual provides the strategic and organizational link between CCSG's vision and the day-to-day operations of the Parking Surcharge Program. This Manual has been prepared based on CCSG's years of experience in administering and managing the City's Parking Surcharge Program. In addition, CCSG has prepared a Test Audit Program Manual which includes detailed auditing procedures to verify that accounting records are being maintained properly and to ensure that parking operators are remitting the correct amount of parking surcharge to the City, ensuring compliance, and establishing key thresholds. Both the Policies and Procedures Manual and Test Audit Program Manual are available for review upon request. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal, involving Proposer, its partners, managers, other key staff members, and its professional activities or performance, that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. CCSG, its principal, managers, and key staff members do not have any prior or pending litigation or bankruptcies. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 20 SUBSTITUTED 5. OVERALL APROACH AND METHODOLOGY CCSG has the best -qualified team with a proven track record of exceptional results to ensure maximum surcharge collections. Our comprehensive surcharge administration solution and program includes the following: • Extensive field surveys and field audits for continuous identification of properties and operators that are subject to the City's Parking Surcharge Ordinance. • Perform record audits to ensure parking operator's compliance with the City of Miami Parking Surcharge Program. • A state-of-the-art, interactive surcharge information technology (IT) solution for managing and analyzing valuable data that improves efficiency and frees up resources that can be used to maximize collections. The IT solution is further discussed in Section 5(a) of this Response. • Thorough communication with all surcharge payers as well as City administration and staff. a) Provide a detailed description of the Proposer's Approach and Methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3. Scope of Services, including the development and/or update(s) of database; enforcement; consultation; communication; training and compliance. CCSG's comprehensive surcharge administration solution contains each of the components depicted and provided in the diagram below, and described as follows: 1. Database 2. Enforcement 3. Consultation 4. Communication 5. Training 6. Compliance COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 21 SUBSTITUTED COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 22 SUBSTITUTED 1. Information Technology Solution (Database) During the past Eleven (11) years, CCGS has invested significant financial resources to develop a customized solution to manage the City of Miami's Parking Surcharge Program. CCSG's IT solution was developed and implemented using state-of-the-art systems that reside on the cloud and use the latest Microsoft technologies, tools, and frameworks. (See diagram below) CCSG's comprehensive surcharge administration software solution incorporates the following technology components, interfaces, applications, and services: • Microsoft Azure Services • Web and Application Servers • SQL databases and data synchronization services • SQL reporting Services • Azure search and active directory services • Storage, backup and restore services. CCSG has a comprehensive IT security plan that includes back-ups and other controls to secure network information. Due to the current malware/ransomware environment, CCSG has controls such as firewalls, back-ups, scripting controls (virus/malware scanning), training of staff to be aware not to click on potentially malicious links on emails. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 23 SUBSTITUTED Microsof Cloud Services (Azure) Wood a Uqpw IQ w*-w , wftaff rp • frr�l�rr*e tier of mlow amdak oppow w+a pum t 3 ka. Internet ' .,. NRhw1a cam • PSP System - r4a sy�.. c.•"a k. ��tYon m�•m�tuRMRif.i�w ! (•nWi'Ih COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 24 SUBSTITUTED Parking Surcharge Program (PSP) System At the center of the CCSG IT infrastructure is the "Parking Surcharge Program" (PSP) System, a proprietary software program designed by CCSG to manage the Parking Surcharge Program. The PSP system includes modules for tracking parking properties, operators, and parking surcharge revenues. The software program is user-friendly and allows CCSG personnel to access and easily input and analyze data. PSP system equips the CCSG team with the necessary tools to closely monitor the progress of the Parking Surcharge Program, including the full accounting of parking surcharge payments and remittances. The software's analytic tools empower CCSG to efficiently recognize what areas of the program can be improved and how to improve them. From a technology standpoint, the program utilizes a client/server desktop application to access the system while working in the CCSG office, and a web application to provide its clients access to the information using an internet connection. The PSP system uses MS SQL in the back end and MS Access in the front-end, and the system resides on CCSG's local servers and on the MS Azure hosting platform located on the cloud. Access to the program options and database is controlled through functionality built into the program that utilizes the standard Windows User IDs to determine an individual's access authority. This web -based solution is menu driven, with various levels of security to ensure data integrity and its operational workflows follow general Windows standards. The program features a standard toolbar and user interface to facilitate navigation, viewing, and/or updating database records. Main Menu Users access the PSP system via a "Main Menu," and the system is divided into the following modules: COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 25 SUBSTITUTED pmpertdrs rlew JPIm1a6 I r � O�rfOM9�FOilY Op*Yatrl n,�i]..ar.. lCmta<tc Tra�msaadioas F .f �Sudlenpe ' Mew fncklox PeckKe Ucw Oepos�! ar -r-•' J WY'e SPRItl(ef� /J.. iO�ODI,�� iYe - LIpNSe'llNd+tst Repwfes T=!7—Y It h Payms byflttk 0.",yW dLtd, Srwd—WDepmots Report teCter Raparls Cl[y dMwmi Rewrta R Mbtsly Pb. kR a®d Interest — S..f. a Awarysb Custowsized Seardres Peyaleets list Report lmumel Ai}L Report Properties Lhl R,P l Mkelaaean Aeyorts ea Rejwrts Online Registratim Operational Tools OePelc ids mm4 Pass - Piopertyfompn"ij Letters LAeelf 11 IlelaRala CM flperN arc too {— {il Y?s eel Re — Aotl.0 RrWrl. (, fampMrd ProPCrCin Non-Lorn�eted Grouped -Warr Repro Properties Rq rt Completed P-P-tes om'io ncr x46 M.4vC P-P.1" Completed Properties H... Ile Yx.rs Report with suss. I.F. Complete Consulting Services, Group (CCSG) UC ~e dby RYatedk I—(C)2011.p11 A. Properties The properties module allows users to access the properties database in order to add properties, search for properties, and navigate among all available properties in the database. The database contains essential information, such as property type, rates, contact, and a link to a GIS system that shows the location where the property is located on a map. Properties -. �,nY�„..............„„., �+ Properties Oper/Owner Form Operators/Owners Contacts Jew IournaIs Contact Cards �j r COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 26 SUBSTITUTED Open Hain Menu Operator10 Prop10 Address OperIO cool ba West FlaRler 0001 � 0002 125 NE9th St. OW2 0003 999 Brickell Avenue 0155 0004 2699 S. Bayshore Drive 0004 0004A 2699 S. Bayshore Drive 0009 WO 222 NE 1st Avenue M05 I7006 R799 Brickell Plaza 0007 0007 2980 McFarlane Road 0007 0008 1099 NW 14th Street 0009 C008C 1099 NW 14th Street 0139 0009 1401 Brickell Ave. 0009 0010 848 Brickell Avenue 0010 0011 244 Biscayne Blvd. 0005 0012 3191Coral Way 0012 0013 301 Biscayne Blvd. 0013 0014 2246 NW 25th Ave. 0014 0015 '2890 Gra nd Aven ue 0495 0016 888 Brickell Ave. DO16 0016A 888 Brickell Avenue 0600 0017 3500 NW 37 Ave. DO17 0017A 350ONW37Avenue 0017 0018 1330Cora I Way Geis 0019 300 Biscayne Blvd. Way 0019 0020 1101 Brickell Ave. 0131 0021 495 BrickelI Ave. OC21 i Filter New Property v Name ownerWi General Rates Contacts Journal Property Type apLink Address commission District Area Business Tax Receipt Certificate of Use Property Type Dcs rt ip ioion, [gntrvl Leased: Control Visitors: SubArea: maximum Capacity PropertyCategory �— From Property Status Previous Operator F— operatorStarti PreviousoperaratorStart l Memo ., Z1p4 COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 27 SUBSTITUTED B. Transactions The transactions module section contains the parking revenue and corresponding tax remittances. The parking revenue is categorized by type of revenue. Types of revenue include revenue from transient or daily parking, monthly parking, validation parking, metered or automated collections, event parking, and other revenue sources. A quick glance at this section provides a detailed summary of the financial condition of any property. CCSG maintains a property file for each revenue generating facility and individual records for facilities with multiple payment streams. For example, many hotels have revenue from valet parking (cash) as well as parking fees that are charged to the guests' room (folio revenue). These revenue streams are often managed by separate entities, and the surcharge payments are also remitted separately. By tracking multiple payments for the same properties independently, CCSG is able to efficiently identify missing payments or note inconsistencies with the facilities' remittances. The transactions section enables CCSG users to manage the accounting process for the parking revenue and corresponding tax remittance for every period. The accounting process is divided into the 1) Payments, 2) Surcharges and 3) Reconciliation modules. Prop 1D "dreaa 1 neea...—a. op., M 1. Payments Module P—Party ID Property Name Property Add— — - . Owner Name Operator ID OPeramr Name Surcharge. Surcharge Details New Surcharge New Penalty/Interest Surch iD Pariod Prom Prriad To Type Emisalan Data Due Paid owner lD _.- New Line Remafn Status Paymema Payment Detail. New c. -its yr Wire New L—id— Package Tr...te r. Payment PMT ID Pald By A cunt Used Remeln Surch cheek Numher Date Rec.b-d 3 Recancl liatEon Surch ID Surch ID Prep. 10 Period From Palled To Type Due Paid Surcharges vr. Payrnentt PMT ID P 4 The City receives payments & remittance reports from parking operators at its lockbox. The bank processes these payments and then sends a copy of the checks, the original reports, and envelopes to CCSG. The payments module is capable of handling all types of payments transactions sent by parking operators. These transactions include lockbox (checks sent by operators to a P.O Box) and wire transfers. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 28 SUBSTITUTED �, . s - Open Main Menu Lockbox Packages Package Date Batchs Lockbox Package Details 2012-09-19 3 14 $191,710.28 Batch Checks Amount 2012-09-18 2 3 $1,766.99 389 3 $3,379.61 2012-09-17 5 42 $192,569.22 2012-09-14 2 9 $22,688.21 o[als 3 $3,379.51 2012-09-13 1 7 $7,570.22 2012-09-11 7 2 $5,869.60 �ni n nn i n.— Lockbox Package Da 12-Sep-12 E New Package Batch Number = Previou&Batch dd Next Batch Check Payments - Check # Paid By Amount Notes 25989 0013/City of Miami $2,854.94 10070 1508/Jeffrey Nunberg $59.25 167 1027/AyME Parking, LLC � $465.42 PaymentsDetails Batch ID Check Number Date Received Amount Paid By Used Remain r, .. Save and Close `� Undo And Close Delete Payment Payment Id J r Notes Payment7ype: r • • , credit You will only see and "Remain" fie Lockbox u existing Paymen Wire Transfer 2. The Surcharge Module The surcharge module tracks monthly surcharge transactions (standard, penalty, interest, fines, and credits) for every property. This module is capable of arranging invoiced transactions based on different categories and can filter transactions by date, areas, subareas, commissioner districts, and other fields. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 29 SUBSTITUTED Accounting Surcharges New LockBox Package flew Deposit or r ..,� Wire Transfer t Lockbox Package Details 3. Reconciliation Module The reconciliation module can verify that the surcharge amounts on the remittance reports sent by the operators match the amount written on the checks, the amount inputted as payment, and whether it includes charges such as penalties, interests, fines, and/or credits. Furthermore, the reconciliation module enables CCSG to match amounts listed on the bank package statement against invoices generated and checks received to ensure accuracy. COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 30 SUBSTITUTED C. Reports Module 1.11 " Payments by Month and Year .04: r Payments by Date and Batch # Letter Reports Missing Penalties and Interest Payments by Check Date Surcharge Deposits Report City of f,liami Reports The reports module generates numerous reports that assist CCSG and the City in identifying areas for improvements and monitor the current status of various aspects of the Parking Surcharge Program. The following are some of the reports generated by this module: 1. Accounting Reports that aid CCSG in the accounting process. For example, the surcharge deposit report allows staff to validate payments based on date of receipt, type, and amount. 2. General Payment Listing Reports that can use a specific month filter to generate and reconcile total posting records with total amount of the deposits. 3. Payment Transaction Report, where staff can verify check payments by date to understand the purpose of the check payment. Year 2011 Month 1 Reception Source Amount 01-Jan-11 Lockbox $18,714.77 03-Jan-11 Lockbox $1,545.65 04-Jan-11 Lockbox $117.62 05-Jan-11 Lockbox $3,864.92 06-Jan-11 bDckbax $4.99 07-Jan-11 Lockbox $1,884.70 COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 31 SUBSTITUTED 4. Payments by Month and Year Report that provides users a report with the year, month, amount paid, amount applied, and the difference between amounts paid and amounts applied. S. Payment by Check Date Report that provides users a report with the check number, paid by, amount, and payment type information. 6. Payments by Date and Batch Number Report that provides users with payment batches, the date entered, and the respective checks. 7. Surcharge Deposits Report that provides users a report with the year, month, source, and amount paid. 8. Missing Penalties and Interest Report that provides users a group report by operators and their respective properties with the year, month, last day to pay, first payment, due, paid, balance amounts, and notes. Save and Close .,Undo And Close Open Main Menu Property ID 0768 Surcharge ID 56702 Period From i Period To 31-Mar-11 Fine Date. I24-Jul-11 Adjustment 50.00 Notes: Fine Due: $500.00 Surcharge Due $500.00 9. Letter Reports that provide users with a list of missing and/or late payments within a specified year and month. 10. Generation of City of Miami Monthly Invoice 11. Generation of Aging Report (30-60-90 report) CCSG provides the City of Miami monthly Parking Surcharge Collections. CCSG also submits to the City an annual Parking Surcharge Collections for every fiscal year. This report summarizes parking surcharge collections trend for the preceding fiscal year. In addition, this report includes Tables depicting Parking Surcharge Collections by Commissioner District, Areas, Zip Codes, Hotels, Hospitals, Office Buildings, Type of Property, Entertainment, Largest Surcharge Payers, as well as other reports. COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 32 SUBSTITUTED 1ww...— i.al► a�wrerrr.. tanere � 3U�GPW Mlflna 30.6[)904[e 3(1_6fh4a Raport Alllahala All Enrelopas Remeinly Repent a{d Prored�re. i ut. i lnq rx. �, •I^4 P...PNgP.y�.K. fNtl II A1 1`1 " h ' jj CCSG Parking Surcharge Program Home l �5 ...�t wv� :icReplace ;.RemoveSort — Spelling .3 _6py if Selection - 1T Toggle Flit 69Save -P Go To+ Pa_:z R[Fi e5h a�. Midte Find B I U A 4 'Advanced - AVI- i{ [)elilc 4 Select' y c!irhaara Sort &Filter Records Find text Formatring A� 7A� City of Miami REportS ''�\ Gtyor Mla5u Invoite5 i,jF— MWmi Ifl— Cltv-o--Ma�miOpen Fla6t fienu invoice - Surcharge Deposits Report Surcharge/Colections and Service Periods Report Pa ekftrg calfection Report 11111111 COMPLETE CONSULTING SERVICES GROUP, LLC - RIP # 1245391 33 SUBSTITUTED IT SOLUTIONS Enforcement Eliance Comunnications Training rr---- _F� Personal Communication Facilities Field Consultation Inventory Surveys Letter Process Revenue Field Miamisurcharge.com Assessment Audits Reports. miamisumharge. com Payment Records Collection Audits Registration.miamisurcharsex— Ccsgonline.net 2. Enforcement CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. Enforcement Operators/Landlords Code Enforcement Department City Attorney Office Code Enforcement Board COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 34 SUBSTITUTED CCSG follows three sub -processes in the Enforcement process: • Facilities Inventory • Revenue Assessment • Payment Collection Facilities Inventory (See diagram below) CCSG personnel use the PSP System for monitoring parking properties and parking surcharge revenues. The PSP System gives our team easy access to a vast amount of information that can be easily analyzed to monitor the Parking Surcharge Program, as well as to identify and effectively strengthen any weak spots in the collections process. City of Miami Surcharge Program Process Facilities Inventory Process Facilities Identify New Operators must register Inventory Properties the property with CCSG Obtain Additional Information from facilities es C Obtain proper Yes End of inforrr®tian? Process Confirm information CCSG will conduct from facilities exhaustive Field Na Yes Surveysthrouehout City of Miami Confirm Construction Parking Properties CCSG calls property et operators to clarify Obtain proper information infonrut�n? U U End of Confirm Clased Process Properties No No CCSG will conduct CCSG prepares for field e CCSG compars Field Audit and Audit (Property Profile., Revenue Estimation vs Is there8<5% prepares Revenue 4 Type of Revenue discrepancy? Parking operator Estimationbased on Controls, Operator - revenue Field Audit Profile) Field Audits Process Revenue CCSG identifies and Yes Assessment or selects Properties for Records Audit Field Audit COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 35 SUBSTITUTED The PSP System maintains the following information with unique record numbers (property ID) for each parking property: Property ID # Number of Spaces Commissioner Area Facility Name Facility Operator District ZIP code Facility Address Business Tax Receipt # Aerial photos and property photos Parking Rates Type of Facility Hours of operation Name of Operator Category Revenue Assessment Process Property owners and operators send Surcharge Payments & Remittance Form Reports to the City's bank using a lockbox. The bank processes these payments and sends a copy of the checks, the original reports, and envelopes to CCSG. CCSG then enters the payment information using the copy of the checks. CCSG enters the corresponding assessment for each property using the remittance form and finally reconciles payments against assessment. Payment Collection Process (See diagram below) CCSG makes phone calls, sends missing and late letters and/or emails to operators in order to collect outstanding amounts. If operators do not comply, cases are referred to the City for enforcement. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 36 SUBSTITUTED City of Miami Surcharge Program Process Payment Collection Process Payment Collection d Process a Pa king Operators fill - Operators send Remittance form C and Payment (Check) to Bank Y emittance form M A d Y Bank receives form Bank sends Remittance C N forms, envelopes and and Payment and wm copy of checks to CCSG processes transaction Payments Surcharge tion CC 9G receives Remittame forms, Process Process envelopes and copy%of check 7%= CCSG enters payment CCSG enters Surcharge es alltransactions into PSP into PSP ed ontransactions processingsystem:processing system: ndu CCSG sorts information Lockbox Standard tered Q • Wire transfers Penalty & Interest - • Manual de posits Fines & Credits Communication Process Other Revenue Monitoring Tools CCSG also uses the following revenue monitoring tools: • CCSG's database generates exception reports, which identify payment exceptions. • CCSG monitors surcharge payments to identify if there are fluctuation trends. For instance, when there is a change in parking operators. • CCSG has developed and maintained the Parking Revenue Trend analysis, which was specifically developed for the properties/accounts that do not have any revenue control equipment. CCSG's personnel has established a benchmark that will be based on historical revenue reported by operators, CCSG's field audits, CCSG's record audit findings, and CCSG's revenue assessment. The revenue reported by the operator will be compared with the established benchmark. Please refer to chart below: COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 37 SUBSTITUTED Field Audits Field audits are the only way to have a large presence in the many events and activities that take place at the City's large entertainment venues and other parking -intensive areas, such as the American Airlines Arena, Bayside, Bicentennial Park, Adrienne Arsht Center for the Performing Arts, Marlins Park, Wynwood, and the Design District. CCSG also concentrates its field auditing efforts and resources in monitoring properties that do not have automated revenue controls, such as surface parking lots (especially in the Downtown and Coconut Grove areas), valet locations, among others. These events and types of properties produce a sizable portion of the revenue for the Parking Surcharge Program. Revenue that is mostly collected in cash and therefore harder to monitor. A full record audit of records for this type of operations does not fully reflect the actual surcharge revenue loss. Only full audits provide the ability to review the records that are not in the corporate offices of the providers. If a parking provider or owner is intentionally underreporting the revenue in a location that is operating in all cash and changing the parking rates several times during a night, records audits will not be effective. The only way to ensure that the operator reports the correct revenue to the City is to thoroughly audit the property. City of Miami Surcharge Program Process Compliance -- Field Audits Compliance CCSG will conduct Field Audit and Field prepares Revenue Survey Estimation Gas ed on Field Audit CCSG prepares for Field ! Pnarasss �/ Audit (Property Profile, Type of Revenue No u7 Controls, Operator V Pile) V Field CCSG compares Revenue Estimation vs tstn crea ss76 ' Audits Parking operator revenue disweoancy� r CCSG identifies and - selects Properties for Field Audit Records Audit Ycs Revenue assesment _j COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 38 Parking Surcharge Revenue at Risk SUBSTITUTED "Parking Surcharge Revenue at Risk" is the parking surcharge revenue generated by properties or accounts that do not have any parking revenue control equipment. From October 2010 to April 2021, these properties generated parking surcharges of approximately $25,321,845. CCSG's parking surcharge collections experience has proven, to no surprise, that operators who do not have any parking revenue controls are more likely to remit less than their actual share of parking surcharge and do not keep accurate records. CCSG's efforts are much better spent monitoring these locations so we can verify revenue streams that are unreported or significantly underreported. CCSG has enhanced the monitoring of the "Parking Surcharge Revenue at Risk" by allocating more personnel to the field and on the streets of the City where they are highly visible to the surcharge payers, who are keenly aware that their activities are being closely scrutinized. Record Audits (See diagram below) Every operator/owner is subject to audits for compliance, as part of the surcharge regulations of Chapter 35, Article 9 of the City Code. The criteria used by CCSG to select the properties that will be audited are as follows: revenue decrease and/or revenue discrepancies in any property. Other factors, based on findings from field audits and field surveys, include new properties, properties never audited, follow up audits or new operators, and changes in parking operators. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 39 CCSG also conducts follow-up record audits for repeat offenders. We take a risk -based approach in selecting properties (that is, properties that have had problems in the past get more scrutiny and get audited more often). CCSG conducts record audits to determine if the accounting records are being properly maintained. Below are items that are reviewed when available: • Monthly revenue summaries for each facility, including breakdowns for each revenue category. • Daily revenue reports. • Credit and debit card reports. • Used tickets or ticket stubs, cash register receipts, journal tapes and cashier reports. • Unused ticket inventory, ticket purchase records, and ticket loading/issuance logs. • Monthly parking sales reports. • Unused monthly card/hangtag inventory, monthly card/hangtag inventory purchase records, and active card or valid hangtag lists. • Aged trial balance reports for monthly parking. • Bank deposit slips and bank statements. • Accounting entries or records of daily activities. • Florida Department of Revenue sales tax returns. COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 40 SUBSTITUTED Parking Surcharge Assessment Whenever an operator fails to keep records from which the surcharge may be accurately computed: • CCSG will prepare a revenue estimation based on field surveys and field audits. • CCSG may also make use of a factor developed by surveying other operators of a similar type parking facility in the area. • If the revenue estimation is greater that the revenue reported by the operator, CCSG will assess the revenue. Administrative Fine Whenever an operator fails to maintain complete and accurate records as stipulated by the City's Parking Surcharge Ordinance; the operator may be subject to an administrative fine in the amount of $500.00. Record Audit Instruction Letter If an operator fails to complete required records properly, CCSG will send the operator an instruction letter advising them of requirements and of the operator's violation of said requirements. Additionally: • CCSG will keep a log of all the properties that have been assessed an administrative fine of $500 and or received a "Record Audit Instruction Letter." • CCSG will conduct a follow up record audit to ensure operator is following "Record Keeping." If the operator continues to violate the record keeping requirements, then the operator will be required to comply with stricter reporting requirements outlined in the "Additional Record Keeping Requirements Letter," pursuant to Chapter 35, Article 9 of the City Code and Section 405 of City of Miami Parking Surcharge Regulations (please see below). Additional Reporting Requirements • The operator of the parking facility will be required to register their parking tickets with CCSG. CCSG will create and maintain a "Ticket Registration Log" for each property. • The operator of the parking facility will complete and submit a "Parking Surcharge Recap Monthly Report" in addition to the regular monthly remittance report. CCSG will provide a "Parking Surcharge Recap Monthly Report" to the operator. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 41 SUBSTITUTED 3. Consultation CCSG makes recommendations to the City regarding amendments that should be made to the City's Parking Surcharge Ordinance and/or procedures to facilitate collection of parking surcharge fees. Surety Bond CCSG has recommend the City of Miami the inclusion of the Surety Bond into the Parking Surcharge to ensure compliance from all the operators and guarantee the collection of any delinquent Parking Surcharge. This bond requirement will not apply to an operator that is a governmental entity (MPA). However, this bond requirement is applicable to all nongovernmental applicants operating a parking facility on behalf of a governmental entity. The Cities of San Francisco and Los Angeles have the surety bond as one of the requirements for all the operators that manage parking facilities within the limits of each City and collect the parking tax on their behalf. In San Francisco, a parking tax collection surety bond ensures that parking lot owners and operators will abide by the laws and rules implemented by the City of San Francisco. The bond guarantees the parking lot owner or operator will follow the San Francisco's City Law Code. One of the regulations of the SF City Law Code is that all taxes and fees must be paid in full and on time to the city. New Parking Payment Alternatives Many parking operators are using several of the contact -less payment methods available today, such as Pay by Phone and Pay by Text. Most of the new payment methods do not require the operator to have parking equipment. All the customers need to do is download an application and register or just use their phone to simply text a code or visit a website. CCSG has advised the City of Miami that the Parking Surcharge Ordinance should be amended to incorporate language where the operators must be required to submit with their remittance forms the original monthly reports generated by the Payment System certified by the Service Provider. This will ensure that the Parking Surcharge Administrator receives the correct information from the operator. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 42 SUBSTITUTED City of Miami Surcharge Program City of Miami Surcharge Program Process Consultation Consultation c 0 9 c 0 V Assesmertt De--mmendat�an fmplemernaton 4. Communication CCSG communicates with its stakeholders (City of Miami Officials and personnel and parking surcharge payers) in the following ways: • Zoom or Microsoft Teams • In person • In meetings • By phone • Through the website • By email • Through letters COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 43 SUBSTITUTED City of Miami Surcharge Program Process Communication Communications Person Phone _ EMail Meetings V Letters Web Enabled Reports V! L w 7� Website Rhone co a W L M EMail Meetings L t1Q' = Letters Training Y L CL COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 44 SUBSTITUTED Furthermore, CCGS provides its stakeholders with a series of websites including: City of Miami officials, Operators, Public Stakehoiders 1 Internet www. m i a m i su rch a rge.com Par king Surcharge ordinance Par king Surcharge Regulations Onfne Registration • Frequently Asked 4uest"rons www.ccsgoniine.nei Se"k es • About us + Contact Us registration.miarnisurcharge.com + Property Registration • About Us + Contact Us • www.ccsgonline.net: Where users can find information about CCSG, how to contact CCSG as well as services provided by CCSG. • www.miamisurcharge.com: Where users can find information about the Miami Parking Surcharge Program. • reports. miamisurcharge.com: Where users with permission from the City can access the latest reports for all properties, including information such as owners, operators, and payments. • registration. miamisurcharge.com: Where owners and operators can register new and updated information for existing properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 45 SUBSTITUTED CCSG has implemented a "Miami Parking Surcharge" website (www.miamisurcharge.com) to improve communication with operators and provide access to the Parking Surcharge Program information to City Officials and their designees. ,o% �G PARKING FACILITIES SURCHARGEPROGRAM r The City of Miami Commission amended the Cdy of Miami Papang Surcharge Ordinance an November 75, 2018. The City o1 Miami Parrnng Surcharge Coln.... is imposed upon each User entenng a parMmg transaction, The Parking Surcharge rate is 15-4 thgeen percent) The Operator of the Parking Facility is esponsible Poi the collection and transmittal of the Surcharge u be Dry of Miami Finance Uepanment Please be advised but the section related to the payment due date has been changed and IF becorrle effective July 20. 2011 The ORDINANCE REGULATIONS FORMS CALCULATIONS USEFUL LINKS � UPDATED MARCH 14, 2019 Parking surcharge re nrianoe formic} must be received by the City on or before the 20m of the monili Returns and paymenls received offer the 20M are late and aid sublecl le penaltres. However, if the 20th lats on a Saturday, Sunday, Federal or State Holiday, retums are timely d received - the prsf working day roll —log me 201h' in adddion, strider requirement pr-ons for repeat offenders nava been incorporated to the Parking Surcharge Ordinance Freese refer to secfco 35-347 The Parking Surcharge Rate is 15 a (Trheen Percentl The operator otthe parking facility Is responsible for the collection and transmittal of the surcharge to the City of MIJMI flnanCe Department. la The site includes a "Questions and Answers" section available to operators, owners, city officials, and the general public that answers frequent questions about the Parking Surcharge Program, such as: What is the Parking Surcharge? What is the Purpose of the Parking Surcharge? Who is responsible for paying the Surcharge? What Parking Revenue is Subject to the Surcharge? The site offers operators convenient access to relevant information, such as "City of Miami Parking Surcharge Ordinance," "Parking Surcharge Regulations," "Surcharge Calculations," and forms needed to register their properties and report their monthly parking surcharge. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 46 SUBSTITUTED PARKINGFACILITIES OROMIAM-E REGUr TIONS FORMS CALCULATIONS USEFUL LINKS _ S'URCI-IARG£ PROGRAM may' t CITY OF MIAMI PARKING SURCHARGE REGULATIONS 1Nnxo DLlcnoN The City of Miarmt Imppses a Su rr_harge rpr each pa rrr4ng erarvsaeuory at a paikMg FaWi[y w11111n [rte Clly qT tNtardl at Vre rate oT rfreen pertenE riSX) ipr aeh [ransaellon. This surcharge M levied pursuant 1. the 3UM.nty granted by Florida Statute § 15 271 and City of Miami Artlele X. Sec 35-341 la 35-36T, Cny C.de Tne surcharge Its bbsed upon gross rexenue. without deductl.n M.-T-no Tor Site cost .T properly bought and/or sold, materlals ...d, lab. 1. service w other Cost. Interest or disCount paid_ O! any other a%p.nse Iha[ Tay be InCprled dlre[[ly Or IndlrecSly rel.... to these —pis with the a%cept'lon of sales to%B5. —TE ACedfding m the F15fiea oEpai rmn 81 RBNBh dE. ihE SrlfGhafgB IS SrlbtE[t tC Sa1B5 laX Howe — with his or h.r own tax advisor regarding sales lax. Additional Information may be obtained by accessing the parking surcharge webslle at vrtrvw.ritlamisurCnargC.CO m InQutdes relevant to spl-MC business operallans not answered in Ihese regulations should be submitted In wrhing to COMPLETE CONSULTING SERVICES GROUP. LLC. Parking Surcharge Administrator 2650 Biscayne Boulevard Miami, Florida 33*137-3590 orinclpal respu— ouuy for surcharge odor ul—raticn in the City of Nleaml Is held oy the Director of the Department of Finance of the City of Miami, "ClICa ISSUED PURSUANT TO THE CITY OF MIAM1 PARKING FACILITIES SURCHARGE ORDINANCES BY THE CITY MANAGER ON APRIL 10, 2011 Click on lrle Llinlr Ir ya. would Ilk. to see the P.rking Surcharge Regulallons O.cumenl In POF ,'ttS4�j�� tar I! I � S PARKING Fit CILITIFS ORDINANCE REGt1LATIDNS FORMS CALCULATIONS USEFUL LINKS � SURiHARGE PR©GRAM �� C71_ 41 tip SURCHARGE CALCULATION The City will accept paymenl of Iha shechargir employing one of the techniques listed below to compute the suedrarge and must be consistent in each surcharga-reponBlg period Technique A: Where total collections include the parking charge plus the Surcharge, the total co6lections are multiplied by the reciprocal Surcharge rate of .130435. Technique B: The Surcharge total taken from the individual rash register tapes showing the parking fee, the Surcharge charged, the sales tax charged and the total collected. or individual Surcharge records for each ticket showing the complete transaction. Technique C: Where individual Surcharge collection records are not kept for each ticket, fifteen percent (15%) of the entire parking fee paid by the customer will be collected Technique D: When gross amount includes sales tax and surcharge Grass amount (divided) I by 1.070 (to subtract sales tax) = Remaining amount (divided) I by 1.15 (subtracting surcharge) = Final amount, (mulliply) x by fifteen percent (15%). COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 47 SUBSTITUTED PARKING FACILITIES SURCHARGE PROGRAM i ORDINANCE REGULATIONS FORMS CALCULATIONS USEFUL LINKS? FORMS New Online Registration Form Complete Consulting Services Group (CCSG) has implemented a new Online Registration System to manage the annual property registration for the City of Miami Parking Surcharge Program The Online Registration System is a Web based system that enables operators andfor owners secure access to the registration system and to the properties they operate via Internet. The system will be easily accessible 2417 at http.61regislration miamisurcharge com Click Here to access the "New Online Registration" System If you have any questions, please contact us at 2650 Biscayne Boulevard Miami, F133137 Tel.305-573-4300 Fax 305-573-4100 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 48 SUBSTITUTED New Online Registration System (registration.miamisurcharge.com) CCSG has developed and implemented a new online registration system to manage the annual parking surcharge registration for the Parking Surcharge Program. The online registration system is a web -based system that makes the registration process more efficient and friendly for end users. Garage Attached Free Standing Special Event Only Surface Lot Is this facility used for Valet Parking? Other =WHICH OF THE FOLLOWING BEST DESCRIBES THE CONTROLS FOR LEASED (MONTHLY) PARKING FOR THIS FACILITY? Hangtags Electronic Control Cards with Access Gates Permits or Decals Other - Please Explain: -CHECK ALL OF THE FOLLOWING THAT DESCRIBE THE CONTROLS FORVISITOR/TRANSIENT PARKING FOR THIS FACILI Yt Manually Issued Tickets Manual Collection of Revenue Automatic Ticket Dispensing Machine Attendant Operated Fee Computer Unattended Facility with Coin Machine, Meters or Honor Box Other - Please Explain: FOR WHAT TYPE OF PARKING 15 THIS FACILITY USED? - a Leased (Monthly) Parking Visitor (transient) Parking Vehicle Storage u of spaces a At of spaces 11 a of spaces PROPFRTV OWNER INFORMATION Check here If Owner is to receive correspondence regarding the parking surcharge Owner Id D988 (Original Owner ID: 0980) OWNER'S NAME Transwestem CONTACT LovoOndusko - Levy ADDRESS 201 S Biscayne Blv., Suite #910 CITY Miami STATE FL ZIP 33131 PHONE NUMBER 305-573-2400 FAX NUMBER 305-772-4612 EMAIL ADDRESS love ondusko-tevy0transwestern_com -OPERATOR INFORMATION w Check here if Operator is to receive correspondence regarding the parking surcharge Operator Id 0301 B (Original Operator ID_ 0301B) OPERATOR'S NAME Regus Management Croup, LLC_ CONTACT Genenc Contact ADDRESS j COMPLETE CONSULTING SERVICES GROUP, LLC — RIP # 1245391 49 Web -Based Reporting Module SUBSTITUTED PSP System also offers a web -based reporting module that grants the City of Miami Finance Department secure access to the surcharge system via the Internet. All properties, contact, and payment information are easily accessible 24 hours/day at http://reports.miamisurcharge.com. = City of Miami Parking Surcharge Program Properties Contacts Payments About Us Welcome to the City of Miami Parking Surcharge Program i This site has been designed to offer a series of customized and up-to-date reports to track parking properties and parking surcharge revenues. • Select an option from the menu. • Input your selection and click on the "Filter" button to perform a search • Use your browser's print button to print a report. and Back button to return to the previous page... If you have any questions or problems using this website, contact us at: 305-573-4300. or, click here to reach us by email The Report System gives City officials and their designees access to parking surcharge collection reports using the different criteria outlined below: • Property • Address • Operator Contact • Area/Subarea • Payment Date • Category 44 �E,i City of Mamil Parking Surcharge Program H_ P_P . emlxts vay�& uaw us List of Properties r. Y — oiler • Property Type • Zip Code • Owner Contact • Commissioner District • Posting Date • Status (Active/Inactive) can _M' mega. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 50 SUBSTITUTED L of Miami Parking Surcharge Program s CwAwt; frmwnb Abcut Us .w,yddeuow All 4aoress erevs+meura commoacia COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 51 S. Training SUBSTITUTED CCSG has developed a training program that it offers to existing surcharge payers and to new operators. The training program details the following requirements of the Parking Surcharge Ordinance: • City of Miami parking surcharge regulations. • Remittance form. • Registration form. In addition, the operator is required to sign and acknowledge a form stating that it received the training of the requirements as outlined in the Surcharge Regulations with respect to the following: • Annual registration. • Parking surcharge calculation method. • Parking surcharge remittance form. • Penalty and interest. • Records and compliance, including evidence of parking transactions with respect to manually issued tickets and mechanically issued tickets. • Field audits & field surveys. • Record audits. In the event that the operator fails to participate in the training, the operator is required to sign a form acknowledging their failure to participate. CCSG will audit operators within three (3) months of the training taking place to ensure compliance. Furthermore, in addition to training, CCSG also provides ongoing phone support to existing operators that have questions regarding compliance with the parking surcharge regulations. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 52 SUBSTITUTED 6. Compliance To mitigate the side effects of monitoring a cash intensive industry, CCSG has developed a plan that complements record audits and ensures that the "Parking Surcharge Revenue at Risk" is closely monitored. The plan adopted by the City and CCSG required CCSG to conduct "Field Surveys" and "Field Audits" in addition to "Record Audits". The Field Surveys and Field Audits are described as follows: • Field Surveys: Identify revenue generating parking facilities. Observe the location to determine if their significant transient traffic or if the customers are mostly all day or monthly. If there is a high volume of transient traffic, it is necessary to use our parking knowledge to determine the approximate number of turns per space and the average rate. • Field Audits: Count spaces and note the daily, hourly, and monthly parking rates. Count the cars and determine what the potential revenue should be for the property. • Review surcharge reports to determine if the payment history matches the observations our observations. The Field Surveys and Field Audits accomplish the following three objectives: • The first objective allows CCSG to look at a much larger number of locations in a shorter period of time. • The second objective allows CCSG to quickly identify the locations that are not reporting or underreporting. • The third objective provides a high level of visibility on all the properties that have a poor payment history. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 53 SUBSTITUTED Field Surveys Field surveys are generally conducted to confirm parking revenue generated by surcharge payers, identify new properties, confirm parking surcharge payer information, confirm construction parking, and confirm closed properties. In addition, field surveys are also conducted by CCSG on a daily basis to confirm, for example, parking activity, parking signs, and other details that ensure the success of the Parking Surcharge Program. CCSG also conducts Field Surveys at all parking facilities, including properties that have regular special events, such as the American Airlines Arena, Bayside, Bicentennial, and Marlins Park; generally leading to the identification of revenue -generating parking facilities. CCSG Field Survey program places parking professionals on the street to continuously inspect, survey, and monitor parking operations in the City. Field surveys/audits are also conducted to identify locations that are not reporting or underreporting their parking revenue. The field surveys allow CCSG to look at a much larger number of locations in a shorter period of time while providing a high level of visibility in on all the properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 54 SUBSTITUTED CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 55 SUBSTITUTED b) Discuss the procedures, methods and/or activities to be utilized by the Team and/or Propose to perform and coordinate all the required work. CCSG uses people (CCGS's personnel), technology (CCSG's Parking Surcharge Program [PSP] System), and process and procedures (See diagram below) to provide the best customer support to the City's Parking Surcharge Program and its stakeholders (City Officials/staff, property owners/operators and residents). Please refer to section 5: Overall Approach and Methodology IT SOLUTIONS Training Consultation COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 56 SUBSTITUTED c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing Solicitation to a contract for the provision of the parking surcharge administration services. The Proposer is entirely dedicated to its engagement with the City of Miami. d) Provide the recent, current, and projected workload of Proposer and general workload those employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. I'W Job Title 1W Participation on Franklin Laso II Proiect Team Leader II 100% Juan C. Pena II Audit and Compliance Manager II 50% Richard Orellana II Information Service Manager II 25% TBH 11 Project Manager 11 100% Delvin Rojas 11 Senior Field Analyst 100% Gloria Laso EAssistant Project Manager 100% Laurita Laso Assistant Project Manager 100% TBH Field Analvst 100% COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 57 SUBSTITUTED e) Describe Proposer's ability and readiness to begin providing services as required herein, assuming November 1, 2021 start date. Through this proposal CCSG has addressed each of the individual areas of importance specified in section 2 of the RFP. The CCSG team is in place and ready to execute our plan upon the City's notice. CCSG's proposal is an effective and results -driven strategy that will protect this valuable revenue stream for the City of Miami. f) Describe in detail how it plans to handle all compliance in matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. CCSG has worked cooperatively with parking providers and with the City of Miami to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying and work with the operator to reconcile any differences between their records and actual reporting, and the City of Miami's records and our calculations of what they should be reporting. CCSG has developed a system of documenting each contact with providers, creating an evidentiary record that can be used in enforcement proceedings, if necessary. For those parking providers who choose to not cooperate or who continue to dispute the actions against them, CCSG offers multiple opportunities to resolve the matter before referring them to the Code Enforcement Department for further enforcement action. Missing Payment Letters and Late Payment Letters are sent to providers who fail to report and remit the surcharge as well as those who do not report the surcharge in a timely fashion. The success of the enforcement program has been the result of the cooperation between City officials and CCSG, who have worked diligently toward the successful resolution of many parking surcharge disputes. g) Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision and coordinating capacity, among others. Provide proposed location within the limits of the City of Miami from where the services will be performed. The overall resources allocated to this project include experienced parking surcharge professionals and technical experts that provide support to our unique and customized PSP System. CCSG staff works with a state-of-the-art computer system that employs the latest technology available, including services on the cloud, to maximize the returns of the Parking Surcharge COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 58 SUBSTITUTED Program. Each employee has individual computers and other electronic devices with secure access that empower them to perform and exceed their goals. Our revamped websites enable all our stakeholders (City Officials, staff, and surcharge payers) to obtain just —in -time information from their electronic devices and receive additional support online. Support that allows them to manage account details directly from a secured web connection. The City will also benefit from the enhanced website with additional online reporting capabilities and data storage. We maintain a telephone answering system for non -business hours, and anyone calling during regular business hours, Monday -Friday, from 9am-5pm, will speak directly with one of our professionals. All of these features will be housed and managed at CCSG's strategically located offices at 2650 Biscayne Boulevard in Miami. h) Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to this engagement, if applicable. CCSG has an agreement with The Public Health Trust of Miami -Dade County (the "PHT"), a surcharge payer, to provide general parking consulting services. The scope of work includes parking operations review, contract compliance, parking budget monitoring, monthly reports monitoring, and other non -attest services. It does not include review, analysis, or recommendations regarding parking rates or parking surcharge payments. CCSG's relationship with the PHT is not an impediment to independence, as defined by the American Institute of Certified Public Accountants, because the PHT is not CCSG's attest client and does not provide attest services to the PHT. CCSG is willing to provide the City of Miami with a copy of its contract with the PHT at the City's request to demonstrate that the relationship between CCSG and the PHT is not an impediment to independence, as defined by the AICPA. i) Describe how the Proposer has applied the proposed project approach to comparable projects. Please Refer To Section # 5 Overall Approach And Methodology COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 59 SUBSTITUTED j) Describe the Proposer's expectations for the level of participation of the City of Miami during the term of the contract. CCSG has had a partnership with the City for the last eleven (11) years. CCSG expects to continue working to improve the Parking Surcharge Program. To accomplish this goal, CCSG will continue working closely with the City to ensure parking surcharge revenue compliance, assessments, recommendations, and implementation of City rules and regulations cooperatively with various City departments, including the Finance Department, City Attorney's Office, Code Enforcement Department, Code Enforcement Board. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of similar nature. Describe Proposer's approach to always ensure the availability of personnel. CCSG's personnel has been working on the administration of the Parking Surcharge Program and will continue to do so. CCSG fosters a culture of empowerment and growth that incentivizes its team members to work harder in order to achieve a common goal that will guarantee the success of both the company and the individuals that compose it. Additionally, CCSG understands that cross -training is one of the proven ways to mitigate risk and ensure success. CCSG has cross trained its employees so the organization has the flexibility to respond to fluctuating workflows and is better equipped to recover quickly from disruptions and handle transitions gracefully and seamlessly. This enables CCSG to deliver uninterrupted and continuous service to the City of Miami, even during times of transition. This is why we train our employees to acquire different skill sets, so that in the rare event that a key employee decides to leave CCSG, their exit will not create any tangible disruption on the operations of the company. This training also serves as a mechanism to prepare lower rank employees to ascend within the company. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 60 6. COMPENSATION PROPOSAL SUBSTITUTED Please refer to attachment C COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 61 SUBSTITUTED 7. ADDENDUMS/ FORMS COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 62 City of Miami 1245391 Solicitation RFP 1245391 Certifications Legal Name of Firm: Firm's Federal Employer Identification Number (FEIN): Entity Type: Partnership, Sole Proprietorship, Corporation, etc. L l_Q__ Year Established: Office Location: City of Miami, Miami -Dade County, or Other SUBSTITUTED LL 6 9b 'P'�s t.jr VA'le1Y' rt _ � % 1� Business Tax Receipt/Occupational License Number: Business Tax Receipt/Occupational License Issuing Agency: L(Z),,rnI Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or(o If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 5/1/21). If no addendum/addenda was/were issued, please insert N/A. .9 Has Proposer reviewed the attached Sample Professional Services Acknowledge that if awarded, Proposer will be required to execute the Professional Services 5/7/2021 3.28 PM p. 5 City of Miami Solicitation RFP 1245391 SUBSTITUTED Request for Proposals (RFP) 1245391 Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination; Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. 5/7/2021 3:28 PM p. 6 1245391 City of Miami Solicitation RFP 1245391 Certification Statement SUBSTITUTED Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). , EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submttter. Please print the following and sign your name: PROPOSER NAME: CC)YY-11�1��e�—�- � 03N- PHONE: 80E- 6 i �) ^ Am o FAX: J ' S 3 " Al 0 C-) EMAIL: SI CELL(Optional): 80'301 TITLE: � 15 S A� ce� DATE: &�;�-�;L a4Z) =�- 5/7/2021 3:28 PM kL p. 4 SUBSTITUTED city of Miami Solicitation RFP 1245391 City of Miami, Florida Contract No. RFP 1245391 CORPORATE RESOLUTION (This Resoiution must authorize the signatory to sign) WHEREAS, A- Ser corporation, desires to enter into'an agreement with the City of Miami for the purpose of performing the work described in the contract to which this resolution is attached; and WHEREAS, the Board of Directors at a duly held corporate meeting has considered the matter in accordance with the bylaws of the corporation; NOW, •- RESOLVED BY THE :•A-r OFJDIRECTORS corporation is authorized to enter into the Agreement with the City, and the President and the Secretary are hereby authorized and directed to execute the Agreement in the name of this Corporation and to execute any other document and perform any acts in connection therewith as may be required to accomplish its purpose. IN WITNESS WHEREOF, thiday of ;2�, , 421 e e ► v tce ("Contractor") A Vgm3 (State) Corporation (sign) Print Name:t$w�� TITLE: (sign) Print Name: 21 Parking Surcharge Administration Consultant Services 5/18/2021 3:09 PM p. 80 SUBSTITUTED ANNIE PEREZ, CPPO Procurement Director Tal �# �E{imi r eh i f� t�: fiexxt 11 fix ARTHUR NORIEGA V City Manager ADDENDUM NO. 1 RFP 1245391 June 4, 2021 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 11', 2021 at 5:00 P.M. B. The following are the inquiries received and their corresponding responses: Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No. Q2: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence. Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. Q3: Section .4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should SUBSTITUTED Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: ' Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disclosed within Proposer's Proposal, in response to Section 4.5.h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Annie Perez, CPPO, Director of Procurement City of Miami Procurement Department AP:cj cc. Fernando Casamayor, Assistant City Manager, Chief financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM:C.;z:Yng%,\e. QCw5 ,M 5z;,iyic_e C�Sou��f1.L>� DATE: ©z Q)4-�-02i SIGNATURE: SUBSTITUTED NOTICE:- I � THIS IS NOT A BILL yPerof business the ewicertifcatehm change ' 1rn' ��Ju1ra Y obtained from Building and Zoning at 444 S.W. CERTIFICATE OF USE. - Znd Avenue, 41h.Floor, Phone: (305)416-1199. FIRE SAFETY PERMIT BUSINESS NAME: COMPLETE CONSULTING SERVICES DBA: COMPLETE CONSULTING SERVICES DATE ISSUED: 0126/10 VALID FROM: 10/01/20 TO 09/30/21 ACCOUNT NUMBER: 88217 SERVICE ADDRESS: 2650 BISCAYNE BLVD APPROVED USE: CU06 -General Commercial - Office General business office COMMENTS: RESTRICTIONS: Restrictions on this CU are informational only. For all restrictions, please contact the Office of Zoning 9 i • PLEASE DISPLAY THIS CERTIFICATE IN A CONSPICUOUS LOCATION AT OCCUPANCY ADDRESS. SUBSTITUTED � 1 �11 �7 la7 IV\J 1 I'1 1.71LL NOT TRANSFERRABLE OR VALID AT ANOTHER ADDRESS t�xtt DO NOT PAY UNLESS APPROVED BY THE FINANCE DEPARTMENT, CITY OF MIAMI 444 S.W.2 AVE 6TM FLOOR, MIAMI, FL 33130, PHONE (305)416-1918. Effective Year Oct. 1 2020 Thru Sep. 30 2021 RECEIPT FOR COMPLETE CONSULTING SERVICES This issuance of a business tax receipt does not permit the holder to violate any zoning laws of the TOTAL FEE PAID 131.00 city nor does it exempt the holder from any license ISSUED Oct 01, 2020 or permits that may be required by law. This document does not constitute a certification that the holder is qualified to engage in the business, profession or occupation specified herein. The document indicates payment of the business tax receipt only. ACCOUNT NUMBER 88217 RECEIPT NUMBER 20261 NAME OF BUSINESS COMPLETE CONSULTING SERVICES DBA COMPLETE CONSULTING SERVICES LOCATION 2650 BISCAYNE BLVD IS HEREBY IN COMPLIANCE TO ENGAGE IN OR MANAGE THE OPERATION OF: ADMINISTRATIVE OFFICE Adele Valencia Code Compliance Director 1 SUBSTITUTED State of Florida Department of State. I certify from the .records of this office that COMPLETE CONSULTING SERVICES GROUP LLC is a limited liability company organized under the laws of the State of Florida, filed on January 2, 2008, effective January 2, 2008. The dootiment.number of this limited liability company is L08000000468. I further certify- that said limited liability company has. paid all fees due this office through December.31, 2021, that its'most recent annual report Was filed on February 8, 2021, and that its status is active. Given under my hand and the Great Seal of the State of Florida at Tallahassee, the Capital, this the Eighth day of February 2021 lot — Secretary of State Tracking Number: 0862107982CC To authenticate this certificate,visit the following site,enter this number, and then follow the instructions displayed. https://services.sunbiz.org/Filings/CertificateOfStatus/CertificateAuthentication ■ NSU Office of Facilities Management SUBSTITUTED 3301 College Avenue Florida rt Lauderdale, Florida 33344-7796 NOVA SOUTHEASTERN UNIVERSITY May 14, 2021 Mr. Daniel Alfonso Vice President, Facilities Management & Public Safety Nova Southeastern University 3301 College Avenue Fort Lauderdale, FL 33314 It is my pleasure to write this letter of recommendation/reference regarding the professional relationship I had during my tenure as the City of Miami Budget Director, Chief Financial Officer and City Manager with Mr. Franklin Laso. Mr. Laso has administered the City of Miami Parking Surcharge Program since 2010. He was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program. Following were some of Mr. Laso's main responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenue to ensure maximization of surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any fluctuation trends. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers. • Responsible for planning and coordinating Record Audits, Field Audits, and Field Surveys of parking operations to ensure compliance. • Make recommendations on City codes, resolutions and amendments relating to City of Miami Parking Surcharge Program. Work together with City officials in the enforcement of uncollected payments. In the six years that I worked with Mr. Laso, he always displayed a high degree of integrity, responsibility, and dependability in performing the functions of administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Should you have any questions or with to discuss further, do not hesitate to contact me, Sincerely, Daniel AlfonsG(/ Vice President, Fa ies Management & Public Safety Nova Southeastern University dialfonso(d}nova.edu Office of Facilities Management, 3301 College Avenue. Ft. Lauderdale, FL 33314 SUBSTITUTED May 17, 2021 To whom it may concern: It is my pleasure to write this letter of recommendation/reference regarding the professional relationship I had with Mr. Franklin Laso during my tenure as the City of Miami Finance Director. Mr. Laso was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program. Below are examples of the Mr. Laso's primary responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenue to ensure compliance with City Code and maximize surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any trends, anomalies, and fluctuations. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers. • Planning and coordinate record audits, field audits, and field surveys of parking operations to ensure compliance. • Make recommendations on City code, resolutions and amendments relating to City of Miami Parking Surcharge Program. Work together with City management and staff to try to collect on outstanding payments. In the four years that I worked with Mr. Laso, he displayed a high degree of integrity, responsibility, and dependability in administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Should you have any questions or wish to discuss further, do not hesitate to contact me. I can be reached at 305.772.8631. Sinc elv, Jose ernandez 5/28/2021 Licensing Portal - License Search 11:31:19 AM WWO21 SUBSTITUTED Data Contained In Search Results Is Current As Of 05/28/2021 11:29 AM. Search Results Please see our glossary of terms for an explanation of the license status shown in these search results. For additional information, including any complaints or discipline, click on the name. Name License License Type Name Type Number/ Status/Expires Rank Certified Public PENA, JUAN CARLOS Primary AC0025122 Current, Active Accountant CPA 12/31/2021 License Location Address*: 1400 NE 102ND STREET MIAMI SHORES, FL 33138 Main Address*: 1400 NE 102ND ST MIAMI SHORES, FL 33138 * denotes Main Address - This address is the Primary Address on file. Mailing Address - This is the address where the mail associated with a particular license will be sent (if different from the Main or License Location addresses). License Location Address - This is the address where the place of business is physically located. 2601 Blair Stone Road, Tallahassee FL 32399 :: Email: Customer Contact Center :: Customer Contact Center: 850.487.1395 The State of Florida is an AA/EEO employer. Copyright 2007-2010 State of Florida. Privacy. Statement Under Florida law, email addresses are public records. If you do not want your email address released in response to a public -records request, do not send electronic mail to this entity. Instead, contact the office by phone or by traditional mail. If you have any questions, please contact 850.487.1395. *Pursuant to Section 455.275(1), Florida Statutes, effective October 1, 2012, licensees licensed under Chapter 455, F.S. must provide the Department with an email address if they have one. The emails provided may be used for official communication with the licensee. However email addresses are public record. If you do not wish to supply a personal address, please provide the Department with an email address which can be made available to the public. https://www.myfloridalicense.com/wl11.asp?mode=2&search=Name&SID=&brd=&typ= 1/1 5/28/2021 Licensee Details Licensee Information Name: Main Address: County: License Mailing: License Location: County: License Information License Type: Rank: License Number: Status: Licensure Date: Expires: Special Qualifications Alternate Names DBPR - PENA, JUAN CARLOS, Certified Public Accountant PENA, JUAN CARLOS (Primary Name) 1400 NE 102ND ST MIAMI SHORES Florida 33138 DADE 1400 NE 102ND STREET MIAMI SHORES FL 33138 DADE Certified Public Accountant CPA AC0025122 Cu rrent,Active 03/01/1993 12/31/2021 Qualification Effective View Related License Information View License Complaint 11:33:25 AM 5/2a/2021 2601 Blair Stone Road, Tallahassee FL 32399 :: Email: Customer Contact Center :: Customer Contact Center: 850.487.1395 The State of Florida is an AA/EEO employer. Copyright 2007-2010 State of Florida. Privacy. Statement SUBSTITUTED https://www.myfloridalicense.com/LicenseDetaii.asp?SID=&id=89F56DD6EBD6FOA4BFA3l 131 B4A13AA9A 1/2 City of Miami Solicitation RFP 1245391 Parking SurchargeAdministrationConsultant Services RFP 1245391 SUBSTITUTED ATTACHMENT C PRICE PROPOSAL � INSTRUCTIONS: C z—,- The Proposer's price shall be submitted on this Form, "Price Proposal", and in the manner stated herein. Proposer is requested to fill in the applicable blank on this form and to make no other marks. A. Parking Surcharge Administration Consulting Services The City will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The price for renewal periods shall be negotiated based upon written justification. Please enter the Proposer's price in the blank. below and make no other marks. • Parking Surcharge Administration Consulting Services: o $ �w 0 . C) © per year. The Proposer's proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements, including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service(s), at any time. Should the City determine to add an additional service(s) for which pricing was not previously secured, the City shall seek the Successful Proposer to provide reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right to. negotiate cost(s) or seek another vendor for the provision of said service(s). This fee shall remain fixed and firm throughout the initial term of the Agreement. 5/7/2021 3:28 PM P. 59 SUBSTITUTED 1245391 YOA. City of Miami Request for Proposals !' " ~(RFP) RFP Number: Title: Issue Date/Time: RFP Closing Date/Time: Pre-Bid/Pre-Proposal Conference: Pre-Bid/Pre-Proposal Date/Time: Pre-Bid/Pre-Proposal Location: Deadline for Request for Clarification: Contracting Officer: Contracting Officer E-Mail Address: Procurement Department Miami Riverside Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Site Address: www.miami.gov.com/procurement 1245391 Request for Proposals for Parking Surcharge Administration Consultant Services Friday, May 7, 2021 Tuesday June 8, 2021 at 5:00 PM Voluntary Wednesday, May 19, 2021 at 11:OOAM Virtual via Microsoft TEAMS Conference ID 908 673 243# or via phone at (786) 598-2961 Wednesday, May 26, 2021 at 5:00 PM Johnson, Charles cj ohnson@miamigov.com Contracting Officer Facsimile: (305) 400-5373 1245391 Certification Statement SUBSTITUTED Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm fora minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: ADDRESS: PHONE: FAX: EMAIL: SIGNED BY: TITLE: CELL(Optional): DATE: 1245391 Certifications I SUBSTITUTED Legal Name of Firm: Firm's Federal Employer Identification Number (FEIN): Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt/Occupational License Number: Business Tax Receipt/Occupational License Issuing Agency: Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or No) If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 5/1/21). If no addendum/addenda was/were issued, please insert N/A. Has Proposer reviewed the attached Sample Professional Services Agreement? Yes / No Acknowledge that if awarded, Proposer will be required to execute the Professional Services SUBSTITUTED Request for Proposals (RFP) 1245391 Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain clauses (including 42 Term, 46 Audit and Inspection Rights and Records Retention, 48 Public Records, 49 Compliance with Federal, State and Local Laws, # 10 Indemnification/Hold Harmless/Duty to Defend, # 13 Termination; Obligation Upon Termination, # 15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. -] SUBSTITUTED Request for Proposals (RFP) 1245391 IMPORTANT NOTICE TO PROPOSERS • FAILURE TO COMPLETE, SIGN, AND UPLOAD THE CERTIFICATION STATEMENT AND CERTIFICATIONS SECTION WILL RENDER YOUR PROPOSAL NON- RESPONSIVE • FAILURE TO COMPLETE AND UPLOAD ATTACHMENT C, PRICE PROPSAL WILL RENDER YOUR PROPSAL NON -RESPONSIVE • ATTACHMENT FILES SHALL BE NO MORE THAN 250MB IN SIZE EACH, SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES • CONTACT BIDSYNC VENDOR SUPPORT TOLL -FREE NUMBER 800-990-9339, EMAIL SUPPORT(&BIDSYNC.COM, OR SUPPORT.BIDSYNC.COM FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES. SUBSTITUTED Request for Proposals (RFP) 1245391 Table of Contents SUBSTITUTED Terms and Conditions 1. General Terms and Conditions GENERAL TERMS AND CONDITIONS Request for Proposals (RFP) 1245391 Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of $25,000.00 or more. Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1 ACCEPTANCE OF GOODS, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this Solicitation the use of the word "services" includes without limitation professional and personal services as that term professional and personal services is defined by the City of Miami Procurement Ordinance and as set forth in the Definitions Section 18-73 of the City Code. 1.2 ACCEPTANCE OF OFFER - Subject to prior occurrence of all condition's precedent set forth in Section 1.88, The signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a purchase order or notice to proceed, as applicable. In summation, execution of a Professional Services Agreement and/or Agreement, approval by a referendum as stated in this RFP, and issuance by the City of a purchase order, and/or notice to proceed, as applicable. 1.3 ACCEPTANCE/REJECTION - The City reserves the right to accept or reject any or all responses or parts of after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of such rejection, the Director of Procurement shall notify all affected Proposers and make available a written explanation for the rejection. The City also reserves the right to reject the response of any Proposer: 1) Who has previously failed to properly perform under the terms and conditions of a Professional Services Agreement ("PSA") and/or Agreement, 2) Who failed to deliver on time, contracts of a similar nature, 3) Who is not in a position to perform the requirements defined in this formal solicitation 4) Who has been debarred, 5) Who is on the convicted vendors list, 6) Who is indebted to the City, or 7) Who is otherwise determined to be non- responsive or non -responsible. The City further reserves the right to waive any irregularities, minor informalities, or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4 ADDENDA - It is the Proposer's responsibility to ensure receipt of all Addenda. Addenda are available on the SUBSTITUTED Request for Proposals (RFP) 1245391 BidSync Procurement Solutions Platform (`BidSync") only. 1.5 ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6 ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all its rights, title or interest herein, without the City Manager's prior written consent. 1.7 ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract, each parry shall bear their own attorney's fees through and including appellate litigation and any post judgment proceedings. 1.8 AUDIT RIGHTS AND RECORDS RETENTION - The Successful Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. The audit and inspection provisions set forth in Sections 18-100 to 18-102, City Code, are deemed as being incorporated by reference herein as set forth in full. 1.9 AVAILABILITY OF CONTRACT STATE-WIDE - Any governmental, not -for -profit, or quasi -governmental entity in the State of Florida, may avail itself of this Contract and purchase any, and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Additionally, any governmental entity outside of the State of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Each governmental, not -for -profit or quasi -governmental entity which uses this Formal Solicitation and resulting Contract will establish its own Contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the Successful Proposer. 1.10 AWARD OF CONTRACT: A. The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket purchase order shall constitute the entire contract, unless modified in accordance with any ensuing amendment or addenda. B. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Proposer shall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Proposer is in default of these contractual requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposer's Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Proposer's default. SUBSTITUTED Request for Proposals (RFP) 1245391 C. The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer. These documents may either be a blanket purchase order, notice of award and/or contract award sheet. D. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated, and awarded. If the right is exercised, the City shall notify the Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific number of days. Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful Proposer are in mutual agreement of such extensions. E. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. F. An PSA and/or Agreement shall be awarded to the Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an PSA and/or Agreement with the Proposer, whichever is determined to be in the City's best interests. Such PSA and/or Agreement which will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attorney. All conditions precedent identified in Section 1.88 before any Agreement is binding. 1.11 BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all Proposers, if so indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept the order or contract/agreement, as proposed, if it is awarded to the Proposer. Proposer shall forfeit proposal deposit to the City should the City award the contract/agreement to the Proposer and if Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers within ten (10) days after the award and Successful Proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all deposits will be returned on demand. 1.12 RESPONSE FORM - All forms should be completed, signed and submitted accordingly. 1.13 BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible Proposal most advantageous to the City or all responses may be rejected. 1.14 BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or Proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. -] SUBSTITUTED Request for Proposals (RFP) 1245391 1.15 CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a written explanation for the cancellation. 1.16 CAPITAL EXPENDITURES - Proposer understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17 CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 1.18 COLLUSION - Proposer, by submitting a response, certifies that its response is made without previous understanding, agreement or connection either with any person, firm or corporation submitting a response for the same items/services or with the City of Miami's Procurement Department or initiating department. The Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred, and the City reserves the right to reject any and all responses where collusion may have occurred. 1.19 COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, competitive solicitations etc., et. al., as applicable. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E. Uniform Commercial Code (Florida Statutes, Chapter 672). F. Americans with Disabilities Act of 1990, as amended. G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation. H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation. L City Procurement Ordinance City Code Section 18, Article III. J. Conflict of Interest, City Code Section 2-611;61. SUBSTITUTED Request for Proposals (RFP) 1245391 K. Cone of Silence, City Code Section 18-74. L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M. City Financial Policies, City Code Chapter 18, Article IX. N. City of Miami Charter Sections 3(f) (iii) and 29-13. O. City of Miami Sale or Lease of Real Property, City Code Chapter 18, Article V. P. City of Miami Living Wage Ordinance, Chapter 18, Article X, City Code. Q. Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws. R. Miami -Dade County Shoreline Review Ordinance Chapter 33D, Article III, Miami -Dade County Code. Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, regulations, and laws may be considered grounds for termination of contract(s). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20 CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RFQ, or RFLI after advertisement and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, or RFLIs between potential vendors, service providers, Proposers, lobbyists or consultants (among others) and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective selection/evaluation committee. The provision does not apply to, among other communications, oral communications with the City's Procurement staff, provided the communication is limited strictly to matters of process or procedure already contained in the formal solicitation document. The provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal conferences, oral presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, or RFLI documents; or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, or RFLI, by City Procurement staff. Proposers must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk (clerksAmiamigov.com), which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any Proposer shall render any award voidable. A violation by a particular Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions SUBSTITUTED Request for Proposals (RFP) 1245391 shall report such violation to the State Attorney and/or may file a complaint with the Miami -Dade County Ethics Commission. Proposers should reference Section 18-74 of the City of Miami Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360, to obtain a copy of same. 1.21 CONFIDENTIALITY - As a political subdivision and Florida municipality, the City of Miami is subject to the Florida Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22 CONFLICT OF INTEREST - Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Proposer's firm. A. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their trust, or perform their duties, to secure a special privilege, benefit, or exemption for itself, or others. Proposer may not disclose or use information not available to members of the general public and gained by reason of their position, except for information relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain or benefit of any other person or business entity. B. Proposer who is a person (every officer, official and employee of the city, including every member of any board, commission or agency of the city) as defined in Section 2-611 of the City Code, hereby acknowledges that it has not contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Proposer further warrants that they are not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission; (ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City. C. A violation of this section may subject the Proposer to immediate termination of any Professional Services Agreement with the City, imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 1.23 COPYRIGHT OR PATENT RIGHTS - Proposers warrant that there has been no violation of any intellectual property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered and/or services provided as a result of this formal solicitation, and Proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24 COST INCURRED BY PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the Proposer(s). SUBSTITUTED Request for Proposals (RFP) 1245391 1.25 DEBARMENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission. (b) Causes for debarment or suspension. Causes for debarment or suspension include the following: (i) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. (ii) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (iii) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (iv) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non -responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (v) Debarment or suspension of the Contractual Party by any federal, state, local, or other governmental (public) agency or entity. (vi) False certification pursuant to paragraph (c) below. (vii) Found in violation of a zoning ordinance for which the violation remains noncompliant. (viii) Found in violation any city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (ix) Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. (c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(v). (d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. SUBSTITUTED Request for Proposals (RFP) 1245391 1.26 DEBARRED/SUSPENDED VENDORS - An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not: 1) submit a response fora contract to provide goods or services to a public entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public work; 3) Submit response on leases of real property to a public entity; 4) award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity; and 5) transact business with any public entity. 1.27 DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Proposer to meet any terms of this agreement, the City will notify the Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default: A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B. Failure to begin the work under this Contract within the time specified. C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Proposer incapable of performing the work in accordance with and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28 DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A. Responsive Proposal is one which follows the requirements of the Formal Solicitation, includes all documentation, is submitted in the format outlined in the Formal Solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Proposal non -responsive. B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perform the Contract requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance. SUBSTITUTED Request for Proposals (RFP) 1245391 1. Proposals will only be considered from any person or firm who are regularly engaged in the business of providing the good(s)/service(s) required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity, and have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. 2. The City may consider any information available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity, in making the award. 3. The City may require the Proposer(s) to provide documentation that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.29 DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the original prices quoted in the response will be accepted from successful Proposer(s) during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the City Commission. Any discounts offered by a manufacturer to Proposer will be passed on to the City. 1.30 DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) PSA and/or Agreement and/or any Amendments to the PSA and/or Agreement 2) Specifications 3) Special Conditions 4) General Terms and Conditions 1.31 EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for the city on a priority basis during such times of emergency. 1.32 ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by the City of Miami and Contractor. SUBSTITUTED Request for Proposals (RFP) 1245391 1.33 ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided for your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the most advantageous Proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation. 1.34 EVALUATION OF RESPONSES A. Rejection of Responses The City may reject a Response for any of the following reasons: 1) Proposer fails to acknowledge receipt of addenda; 2) Proposer misstates or conceals any material fact in the Response; 3) Response does not conform to the requirements of the Formal Solicitation; 4) Response requires a conditional award that conflicts with the method of award; 5) Response does not include required samples, certificates, licenses as required; and 6) Response was not executed by the Proposer's authorized agent. The foregoing is not an all-inclusive list of reasons for which a Response may be rejected. The City may reject and re - advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City. B. Elimination from Consideration 1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is in default on a bid, payment/ performance, bond they have submitted or as the surety bond or certificate furnished has not performed despite demand they do so or otherwise upon any obligation to the City. 2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. C. Determination of Responsibility 1) Responses will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well -established entity in line with the best industry practices in the industry as determined by the City. SUBSTITUTED Request for Proposals (RFP) 1245391 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3) The City may require the Proposer(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35 EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating negotiations. 1.36 F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the Proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid/proposal. 1.37 FIRM PRICES - The Proposer warrants that prices, terms, and conditions quoted in its response will be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed or supplied over a period of time. 1.38 FLORIDA MINIMUM WAGE AND CITY OF MIAMI LIVING WAGE ORDINANCE - A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Proposer's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPI") for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated, shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January Ist. It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Minimum Wage Law, at any given point in time during the term of the Bid Contract. If impacted, Proposer must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of bid submittal constitute Successful Proposers/Contractor's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful Proposer/Contractor must provide for any, and all information to make a wage and contractual price increase(s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or SUBSTITUTED Request for Proposals (RFP) 1245391 the other exclusions provided by Section 18-557 of the City Code. If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Section 18-557 of the City Code for a complete and thorough description of the City of Miami Living Wage Ordinance. 1.39 GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective attorney's fees. 1.40 HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.41 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Proposer and reasonable assurances that IIHI/PHI will be held confidential; E. Making Protected Health Information (PHI) available to the customer; F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G. Making PHI available to the City of Miami for an accounting of disclosures; and H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits. PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Proposer must give its customers written notice of its privacy information practices including specifically, a description of the types of uses and disclosures that would be made with protected health information. 1.42 INDEMNIFICATION - Contractor shall indemnify, hold/save harmless and defend at its own costs and expense the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will SUBSTITUTED Request for Proposals (RFP) 1245391 indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43 FORMATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this provision. 1.44 INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45 INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision or intended decision or within 30 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following recommendation for award. 1.46 INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall be listed as an "Additional Insured." SUBSTITUTED Request for Proposals (RFP) 1245391 Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416- 1604. The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. 1.47 INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity, unit price, extended price, etc.); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.48 LOCAL PREFERENCE A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49 MANUFACTURER'S CERTIFICATION - The City reserves the right to request from Proposers a separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the Proposer must bear full liability. 1.50 MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Procurement of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate. 1.51 MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Proposer grants now or in the future to a similarly situated local government. 1.52 NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar SUBSTITUTED Request for Proposals (RFP) 1245391 relationship between the parties. 1.53 NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Proposer's expense. These non- conforming items not delivered as per delivery date in the response and/or Purchase Order may result in Proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54 NONDISCRIMINATION - Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55 NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful Proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56 NOTICE REGARDING "CURES" - Proposals submitted with irregularities, deficiencies, and/or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals (RFP), Invitation to Bid (ITB), Invitation for Bids (IFB), Invitation to Quote (ITQ), Requests for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. any solicitation issued after May 6, 2019, shall comply with APM 2-19. APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by the proposer, and are not waivable by the city. PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS RFP/Q SHALL RESULT IN A NON -RESPONSIVE DETERMINATION. The City will not give consideration to the curing of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q. Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the Evaluation/Selection Process. SUBSTITUTED Request for Proposals (RFP) 1245391 1.57 OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Proposer to supply the license to the City during the evaluation period, but prior to award. 1.58 ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.59 OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files, or any other matter whatsoever which is given by the City to the successful Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever without the written consent of the City. 1.60 PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law. 1.61 PERFORMANCE/PAYMENT BOND - A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. 1.62 PREPARATION OF RESPONSES - Proposers are expected to examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be at the Proposer's risk. A. Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response and print in ink or type the name of the Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, where required. B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D. The Proposer should retain a copy of all response documents for future reference. E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the response may be rejected. F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Proposer's response may be included as part of the contract, at the City's discretion. SUBSTITUTED Request for Proposals (RFP) 1245391 G. The City of Miami's Response Forms shall be used at all times. Use of any other forms will result in the rejection of the response. ANY REQUIRED ATTACHMENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE. 1.63 PRICE ADJUSTMENTS - Any price decrease effectuated during the contract period either by reason of market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.64 PRODUCT SUBSTITUTES - In the event a particular good (that has been awarded and approved) becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements. 1.65 CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract. 1.66 PROMPT PAYMENT - Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful Proposers during the term of the contract. 1.67 PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market value, less depreciation of the property, if any. 1.68 PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.69 PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list, following a conviction for a public entity crime may not: A. Submit a Bid to provide any goods or services to a public entity. SUBSTITUTED Request for Proposals (RFP) 1245391 B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work. C. Submit responses on leases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. E. Transact business with any public entity in excess of the threshold amount provided in Section 287.017, CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.70 PUBLIC RECORDS - Proposer understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City Code, Section 18, Article III, and agrees to allow access by the City and the public, to all documents subject to disclosure under applicable law. Successful Proposer shall additionally comply with the provisions of Section 119.0701, Florida Statutes, titled "Contracts; public records". Proposer shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service. B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. E. All electronically stored public records must be provided to the City in a format compatible with the City's information technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDSAMIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT. 1.71 QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.72 QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise specified in this Solicitation. 1.73 REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal SUBSTITUTED Request for Proposals (RFP) 1245391 solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. 1.74 RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) A. Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the City Attorney, shall have the authority to resolve disputes between the Proposer and the City which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to disputes based upon breach of Contract, mistake, misrepresentation, or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. B. Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this Section. 1.75 RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 18-104): Right to protest. The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. Protest ofsolicitation. a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the request for proposals, request for qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any prospective bidder who intends to contest bid specifications or a bid solicitation may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the bid solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer. Protest of award. a. Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or SUBSTITUTED Request for Proposals (RFP) 1245391 b. Any actual responsive and responsible bidder whose bid is lower than that of the recommended bidder may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the bidder of the notice of the city's determination of non -responsiveness or non - responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U. S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer. c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five days after the date the notice of protest was filed. A written protest is considered filed when received by the chief procurement officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the chief procurement officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. Authority to resolve protests; hearing officer(s). Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code. The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the city commission, to resolve protests filed in accordance with this section, no later than five working days following the filing of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. (1) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right of protest. Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to protest followed by an actual protest as provided in subsection 18-104(a). The notice of intent to protest and the actual protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in subsection 18-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timeframes will result in an administrative dismissal of the protest. SUBSTITUTED Request for Proposals (RFP) 1245391 (3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurement officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award, shall have a right to intervene and be heard. (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of which party first called Wm/her to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing officer shall consider the written protest and supporting documents and evidence appended thereto, supporting documents or evidence from any intervenor, and the decision or recommendation as to the solicitation or award being protested, as applicable. The protesting party, and any intervenor, must file all pertinent documents supporting his/her protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total of one day. c. The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the hearing and issue a final order within the time limits set forth by this section. d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether the decision was arbitrary, capricious, an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager, the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a final order consisting of his/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f. The decisions of the hearing officer are final in terms of city decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or the written protest, together with the required -] SUBSTITUTED Request for Proposals (RFP) 1245391 filing fee as provided in subsection (f), with the chief procurement officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting parry shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. Stay ofprocurements duringprotests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the contract until the protest is resolved by the chief procurement officer or the city commission as provided in subsection (b) above, unless the city manager makes a written determination that the solicitation process or the contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. Costs. All costs accruing from a protest shall be assumed by the protestor. Filing fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the bid or proposed contract, or $5,000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the chief procurement officer and/or the city commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. (Ord. No. 12271, § 2, 8-22-02; Ord. No. 13629, § 2, 9-8-16). 1.76 SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, Proposer(s) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of the City. 1.77 SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Proposer shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. 1.78 SERVICE AND WARRANTY - When specified, the Proposer shall define all warranty, service and replacements that will be provided. Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your response. 1.79 SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship and services are to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on this solicitation, the Proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of proposal. SUBSTITUTED Request for Proposals (RFP) 1245391 1.80 SUBMISSION AND RECEIPT OF RESPONSES - Electronic Proposal submittals to this RFP are to be submitted through BidSync Electronic Bidding System ("BidSync") until the date and time as indicated in the Solicitation. The responsibility for submitting a Proposal on/or before the stated closing time and date is solely and strictly the responsibility of the Proposer. The City will in no way be responsible for delays caused by technical difficulties or caused by any other occurrence. Electronic Proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as individual files and labeled. Any Proposals received and time stamped through BidSync, prior to the Proposal submittal deadline shall be accepted as a timely submittal; anything thereafter will be rejected. Additionally, BidSync will not allow for the electronic Proposal submittal after the closing date and time has lapsed. Proposals will be opened promptly at the time and date specified. 1. Must register, free of charge, with BidSync Electronic Bidding System ("BidSync") to establish an account in order to have access to view and/or respond to any solicitations issued by the City of Miami's Procurement Department ("City"). 2. Shall submit all Proposals electronically. Hard copy Bid submittals will not be accepted. NO EXCEPTIONS. 3. Must submit the Certification Statement and associated solicitation documents which define requirements of items and/or services to be purchased and must be completed and submitted as outlined within the solicitation via BidSync. The use of any other forms and/or the modification of City forms will result in the rejection of the Proposer's Proposal submittal. 4. Shall ensure that the Certification Statement is fully completed and provided with your Proposal. Failure to comply with these requirements may cause the Proposal to be rejected. 5. Must ensure that an authorized agent of the Proposer's firm signs the Certification Statement and submits it electronically. FAILURE TO SIGN THE CERTIFICATION STATEMENT SHALL DEEM THE PROPOSAL NON -RESPONSIVE. 6. May be considered non -responsive if Proposals do not conform to the terms and conditions of this solicitation. 1.81 TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Proposer. 1.82 TERMINATION -The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B. The City has determined that such termination will be in the best interest of the City to terminate the contract for its own convenience; C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.83 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a Proposer have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami. Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law. SUBSTITUTED Request for Proposals (RFP) 1245391 1.84 TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in the Special Conditions. 1.85 TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichever comes first. 1.86 TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE - All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by the City by reason of any legal action challenging your claim. 1.87 UNAUTHORIZED WORK OR DELIVERY OF GOODS - Neither the qualified Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received by the Contractor. The qualified Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.88 USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City Manager or the City Commission. 1.89 VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, Proposers must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. SUBSTITUTED 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for the Administration of the City's Parking Surcharge Program, as specified herein, from a source(s), that will provide prompt and efficient service, fully compliant with the terms, conditions and stipulations of the Solicitation. 2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE A Virtual Voluntary pre -proposal conference will be held on Wednesday, May 19, 2021 @ 11:00 a.m., via Teams Conference ID 908 673 243# or via phone (786) 598-2961. A discussion of the requirements of the Solicitation will occur at that time. Each potential Proposer is required, prior to submitting a Proposal, to acquaint itself thoroughly with any and all conditions and/or requirements that may in any manner affect the work to be performed. All questions and answers affecting the scope of work/specifications of the RFP will be included in an addendum, that will be distributed through BidSync, following the Pre -Proposal Conference to all the attendees. Because the City considers the Pre -Proposal Conference to be critical to understanding the Solicitation requirements, attendance is highly recommended. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION / CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted electronically via the Bidsync Portal. All questions must be received no later than Wednesday, May 26, 2021 @ 5:00 PM. All responses to questions will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer qualified to provide the services requested herein (the "Successful Proposer") shall be required to execute a contract ("Contract') with the City, which shall include, but notbe limited to, the following terms: (1) The term of the Contract shall be for two (2) years with an option to renew for three (3) additional one (1) year periods. (2) The City shall have the option to extend or terminate the Contract. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.5. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions established herein. (2) Availability of funds 2.6. LIVING WAGE ORDINANCE The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as SUBSTITUTED defined by the "Consultants Competitive Negotiation Act" set forth in FL. Stat. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A, and is located in the Documents Section of BidSvnc. Please refer to Attachment A, Section 18-557 in the Solicitation. If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 2.7. PROPOSERS' MINIMUM QUALIFICATIONS For a Proposer to be deemed responsive the following minimum qualification requirements cited below shall be satisfied. In determining said responsiveness, each such minimum qualification requirement shall be addressed in detail in the Proposal submittal. Failure to meet each such following minimum qualification requirement and/or failure to provide sufficient detailed documentation concerning the same, shall result in the Proposal being deemed non -responsive. Proposers Shall: A. Have at least ten (10) years' experience, with the same Federal Employer Identification Number, providing parking surcharge administration and/or parking fee collection services, similar in scope as described in Section 3.1, Specifications/Scope of Services, particularly for a governmental entity, quasi - governmental entity, or not -for -profit entity of similar size; B. Be an active registered corporation with the State of Florida Department of State, Division of Corporations; C. Have an Operations Manager and team member(s) holding a current CPA license issued by the State of Florida, Department of Business and Professional Regulations, Board of Accountancy, as of the proposal due date; and D. Have never filed for bankruptcy, be in sound financial condition, have no record of civil litigation or pending lawsuits involving criminal activities of a moral turpitude, and shall not have conflicts of interest with the City. Additionally: Neither the Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City. Submittals that do not respond completely to all requirements shall be considered non -responsive and eliminated from the process. 2.8. REFERENCES Each proposal MUST be accompanied by a list of two (2) references for projects performed for government clients, which shall include for each project, the name of the organization, dates covering the term of the contract; description of the scope of work; client contact person and phone number, and statement of whether Proposer was SUBSTITUTED the prime contractor or subcontractor. 2.9 EXECUTION OF AN AGREEMENT The Successful Proposer, evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a Professional Services Agreement ("PSA") with the City. The City reserves the right to execute or not execute, as applicable a PSA with the Successful Proposer in substantially the same form as the sample PSA included as part of this solicitation. Such PSA will be furnished by the City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal by the City Attorney. 2.10. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgments, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted Work, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Proposer to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer, or persons employed or utilized by Successful Proposer. These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Proposer shall require all subcontractors(s) agreements to include a provision that each subcontractor(s) will indemnify the City in substantially the same language as this Section. The Successful Proposer agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Proposer in which the City participated either through review or concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by the Successful Proposer or other acts of the Successful Proposer, the City, in no way, assumes or shares any responsibility or liability of the Successful Proposer or subcontractor(s) under this Contract. Ten dollars ($10) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer. Note: Insurance Definitions, Conditions and Additional Requirements are provided as Attachment B to this solicitation which is located in the Documents Section of BidSync. The Successful Proposer shall furnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, 6th SUBSTITUTED Floor, Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: L Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $ 1,000,000 General Aggregate Limit $ 2,000,000 Personal and Adv. Injury $ 1,000,000 Products/Completed Operations $ 1,000,000 B. Endorsements Required City of Miami listed as additional insured Contingent & Contractual Liability Premises and Operations Liability Primary Insurance Clause Endorsement IL Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Owned/Scheduled Autos Including Hired, Borrowed or Non -Owned Autos Any One Accident $ 1,000,000 B. Endorsements Required City of Miami listed as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of Subrogation Employer's Liability A. Limits of Liability $1,000,000 for bodily injury caused by an accident, each accident $1,000,000 for bodily injury caused by disease, each employee $1,000,000 for bodily injury caused by disease, policy limit, IV. Professional Liability/Errors and Omissions Coverage Combined Single Limit Each Claim $ 5,000,000 General Aggregate Limit $ 5,000,000 Retro Date Included V. Valuable Papers and Records $ 100,000 -] SUBSTITUTED VI. Crime Employee Theft, forgery and Alteration $ 1,000,000 City of Miami listed as loss payee VIL Umbrella Liability Each Occurrence $ 1,000,000 Policy Aggregate $ 1,000,000 Consultant agrees to maintain professional liability/Errors & Omissions coverage for a minimum of 2 years after termination of the contract period subject to continued availability of commercially reasonable terms and conditions of such coverage. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance with policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A °' as to management, and no less than "Class V' as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. 2.11. PROJECT MANAGER Upon award, Successful Proposer shall report and work directly with Erica T. Paschal -Darling, Finance Director, or designee, who shall be designated as the Project Manager for the City. 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) A Sub -Consultant, herein known as Sub-Contractor(s) is an individual or firm contracted by the Proposer or Proposer's firm to assist in the performance of services required under this Solicitation. Sub -Contractors shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub-Contractor(s) to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful Proposer(s) or prior to contract execution. Any and all liabilities regarding the use of a Sub-Contractor(s) shall be borne solely by the Successful Proposer(s) and insurance for each Sub-Contractor(s) must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither Successful Proposer(s) nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include in their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the Successful Proposer(s), the Successful Proposer(s) shall provide a list confirming the Sub -Contractors that the Successful Proposer(s) intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. SUBSTITUTED 2.13. REMOVAL OF EMPLOYEES / SUBCONTRACTORS All employees of the Successful Proposer and Subcontractor(s)'s, if applicable, shall be considered to be, at all times, employees of the Successful Proposer and Subcontractor(s) under its sole direction and not employees or agents of the City. The Successful Proposer and Subcontractor(s) shall supply competent and capable employees. The City may require the Successful Proposer or Subcontractor(s) to remove an employee(s) the City deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment under this contract is not in the best interest of the City. 2.14. UNAUTHORIZED WORK The Successful Proposer shall not begin work until a Purchase Order and/or a Notice to Proceed are received. 2.15. CHANGES/ALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline. 2.16. COMPENSATION Surcharge amounts shall be paid to the City at the rate of 15% of all revenues derived from any fee, charge, or exchange for the parking of a motor vehicle in or any parking facility in the City, for which a fee, charge or exchange is made on an hourly, daily, weekly, monthly, yearly, event, validation programs, valet or any other basis. The Successful Proposer shall submit surcharge amounts (15% of all revenues generated) to the City by the loth business day following the end of each month. The Successful Proposer shall submit, along with surcharge amounts, a detailed monthly statement which will include the amount of revenue collected that month, and a calculation detailing the City's share (15% of all revenues generated) of the revenue. The City in turn will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The Proposer shall propose the Fixed Fee of no more than $700,000.00 annually in its Price Proposal, which is attached to this Solicitation as Attachment C and is located in the Documents Section of BidSync. Notwithstanding the above, in the event that the surcharge amounts paid to the City exceed $21,000,000.00 annually, the City shall pay the Proposer a Percentage Fee, not to exceed .1 percent (1%) or one tenth (1/10) of one percent (1%). Further, in the event the surcharge amounts paid to the City drop below $15,000,0000.00 annually, the amount payable to the Proposer as an annual Fixed Fee, shall decrease by $100,000.00. The Proposer proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements, including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service, at any time. Should the City add an additional service for which pricing was not previously secured, the City shall seek the Successful Proposer to provide reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek another vendor for the provision of said service(s). Failure to submit a Price Proposal (Attachment 0 as required shall disqualify Proposer from consideration. Attachment C is located in the Documents Section ofBidSync. SUBSTITUTED 2.17. METHOD OF PAYMENT Payment will be made upon receipt and acceptance of invoices. No partial down payments will be made. 2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) Opening and listing of all responses received; (4) Procurement staff will review each submission for compliance with the submission requirements of the solicitation, including verifying that each submission includes all documents required; (5) An Evaluation Committee ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the convenience of the Committee and shall be recorded; (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City arising from such negotiations thereof, (8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof, (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a final contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract(s) to the City Commission for approval. Written notice shall be provided to all Proposers. (11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of "Award To" fields. If "various" is indicated in the Recommendation of "Award To" field, the Proposer must contact the Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the City Commission. The decision of the City Commission shall be final. Written notice of the award shall be given to the Successful Proposer. SUBSTITUTED 2.19. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.20. ADDITIONAL SERVICES Services not specifically identified in this request may be added to any resultant contract upon successful negotiation and mutual consent of the contracting parties. 2.21. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the Agreement. 2.22. NON -APPROPRIATION OF FUNDS In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to the Successful Proposer or his/her assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firm(s). 2.23. FAILURE TO PERFORM Should it not be possible to reach the Successful Proposer and/or should remedial action not be taken within forty- eight (48) hours of any failure to perform according to specifications, the City reserves the right to declare Successful Proposer in default of the contract or make appropriate reductions in the contract payment. 2.24. TERMINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract and does not cure the default within thirty (30) days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Successful Proposer shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Successful Proposer was not in default or (2) the Successful Proposer's failure to perform is without his or his Subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon thirty (30) days prior written notice when it is in the best interest of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so terminated for the convenience by the City of Miami the Successful Proposer will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.25. ADDITIONAL TERMS AND CONDITIONS SUBSTITUTED No additional terms and conditions included as part of your solicitation response shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposer's acknowledgment form attests to this. If a Professional Services Agreement ("PSA") or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. SUBSTITUTED 3 SPECIFICATIONS / SCOPE OF WORK I. OVERVIEW The City of Miami ("City") is seeking to secure a qualified and experienced Proposer for the administration of its Parking Surcharge Program. The City has been authorized to collect a Parking Surcharge ("Surcharge') since October 2000. The City's Parking Surcharge Ordinance ("Ordinance") is imposed upon each user entering a parking transaction. The Operator of the Parking Facility is responsible for the collection and transmittal of the Surcharge to the City's Finance Department. Effective October 1, 2004, the Surcharge rate was reduced to 15% pursuant to Article IX of the City Code (Ordinance #12563). City of Miami Ordinances 12563 and 13063 place a surcharge of 15% on the gross revenues derived from any fee, charge, or exchange for the sale, lease, or rental of space at parking facilities within the City. The administration of the City's surcharge program requires knowledge of the parking operations industry, a field that is extremely unique. As such, the City is seeking the services of a qualified and experienced Proposer with the ability to ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City, in conformance with the City's regulations. Florida Statutes, § 166.271 provides that any municipality with a resident population in excess of 200,000 and more than 20% of the real property that is exempt from ad valorem taxes, and that is located in a county with a population of more than 500,000, may impose and collect, subject to referendum approval by voters in the municipality, a discretionary per vehicle surcharge of up to 15% of the amount charged for the sale, lease, or rental of space at parking facilities within the municipality that are open for use to the general public. Voters in the City have approved the imposition of the surcharge. The Ordinance is intended to impose and levy a surcharge on the sale, lease, or rental of space at parking facilities in the City at the rate of 15% of the revenues derived from any fee, charge or exchange for the parking of a motor vehicle in or on any parking facility in the City for which a fee, charge or exchange is made on an hourly, daily, weekly, monthly, yearly, event, validation programs, valet or any other basis. The net proceeds of the Surcharge collected shall be deposited in the general fund subject to appropriation pursuant to the budget and fiscal provisions of the annual budget process. Any individual, partnership, association, corporation, or other entity which owns, controls, conducts, leases, operates, or causes to be operated a parking facility which offers parking accommodations for a fee, charge, or exchange is responsible for paying the surcharge in accordance with Ordinance 12563 and 13063. The intent of this is to place the burden for collection of the Surcharge on the owner of the facility in addition to the entity that operates the facility, if different from the owner. Upon execution of a Contract, the City shall provide the successful Proposer with the database of revenue surcharge generators. The Successful Proposer shall maintain sufficient resources and personnel available for the duration of the contract, including any extensions or renewals, for the provision of the parking surcharge administration services. SUBSTITUTED The Successful Proposer shall, at a minimum, perform the following services: a) Database development b) Enforcement; c) Consultation; d) Communication; e) Training, and; f) Compliance. The following are the tasks under each of the above services: 1. Database Development: The Successful Proposer shall: a) Immediately commence collection and/or update existing data through the use of handheld devices, computer matches, visual observation, and any other means available to assure maximum compliance. b) Develop and/or update a database that includes all revenue surcharge generators. The database shall also include reference information and specific information including property location, number of spaces, types of customers, proximity to special events, and weekend customers. The information shall be specific to each of the five (5) Commission Districts established within the City. c) Develop and implement electronic reporting and surcharge payment within the first twelve (12) months of the contract. Notes: 1. The City shall make available property records and business license records for its use in development of a list of potential customers by industry (e.g., restaurant, tow truck, hospital, etc.). 2. The City shall provide the Successful Proposer with daily deposit information via fax, email, or any other mutually agreed upon means. 3. The database shall be the property of the City and shall be surrendered to the City within 15 days at the expiration of a contract, and in a form acceptable to the City. 2. Enforcement The Successful Proposer shall: a) Ensure the necessary monitoring and analysis to maximize the collections of the City's parking surcharge, including but not limited to, surveillance and audits. b) Conduct test audits designed specifically for each category of customer. c) Develop a strategy for maximizing compliance among special areas of concern, particularly as it relates to special events and valet parkers. Successful Proposer shall also visit areas used for special events and valet parkers, and visit areas used for special events at a frequency that is mutually acceptable to both parties. d) Ensure that, after the U.S. Mail forwards compliance information, the property le/files1 be audited to determinewording regarding vehicle storage. e) Identify valets and enter same into the database, and/or update the database, based on ness license records for restaurants, and based on the observations of Successful Protory clerks. f) When appropriate, escalate non -compliant operators to the City for further en rcement action with the Finance Department, Office of Code Compliance, and/or Office of the City Attorney, as necessary. 3. Consultation The Successful Proposer shall: a) Make recommendations to the City regarding amendments that sho d be made to enabling ordinances and/or procedures to facilitate collection of surcharges. b) Ensure the Administration program complies with all local,,Aate, and federal collection laws. 4. Communication The Successful Proposer shall: a) Provide detailed, custom-made reports to the Ci upon demand. Such reports should include GIS mapping, if requested. Examples include the ity of Miami Surcharge Collections Comparison Report by Fiscal Year, the City of Miami P ing Surcharge Registration Report, and weekly non- compliant reports. b) Maintain capability on a remote basi for the City to access required data via the web from the Successful Proposer. c) Design and maintain, at the S cessful Proposer's expense, a web page that contains all relevant information regarding the p ing surcharge, including necessary forms in a downloadable format and/or instruction. d) Ensure that the afore ntioned web page is developed, updated, and maintained in a current status. All web page conte must be submitted to the City for approval prior to posting. Initial web page contents and/or w page updates shall be submitted to the City for review within two (2) weeks of Contract executin. g) Review anrespond to the City, with approval and/or comments for amendment. Such responses should o ur within five (5) business days of submission. The City shall ensure that the City web page links toyfhe web page developed by the Successful Proposer. e) U on execution of the Contract, establish an office within the corporate limits of the City of Miami d, within ten (10) business days of execution, have a staffed Phone Bank Hotline, Monday through Friday, with personnel trained and knowledgeable on all aspects of the surcharge. The Miami Office SUBSTITUTED shall have a minimum staff of five (5) permanent employees with bilingual and/or trilingual capabilities. Furthermore, the Miami Office shall have a phone system that responds to Frequently Asked Questions to supplement the Phone Bank, providing answers when a live professional is not present or available. f) Develop a direct marketing mailer for each category of customer (i.e., lease, valet, restaurant, vehicle storage facility). The City and Successful Proposer shall agree on the appropriate categories within thirty (30) days of execution of an agreement. 5. mining The Successful Proposer shall: a) Develop training programs designed specifically for each user group. Each training program shall be developed and administered by parking professionals. b) Implement public training programs to educate the revenue surcharge generators and encourage voluntary compliance. Note: The City reserves the right to add, delete or modify the scope of services at any time during the contract period with the Successful Proposer. 6. Compliance The Successful Proposer shall ensure that all compliance procedures implemented by the Successful Proposer are in conformity with accounting principles generally accepted in the United States of America, the Charter and Code of the City of Miami, the City of Miami Parking Surcharge Regulations, and all relevant state regulations. SUBSTITUTED 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements as indicated. Proposals should contain the information itemized below and in the order indicated. This information should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are neither requested nor desired. Proposals must be submitted through BidSync Electronic Bidding System ("BidSync") no later than the date and time indicated within the RFP, in order to be considered. Faxed documents are not acceptable. Emailed submissions are not acceptable. Hardcopy submissions are not acceptable. Proposals must be timely submitted through BidSync, or the Proposal will be disqualified. Untimely or misdelivered submittals will not be considered. NO EXCEPTIONS. The responses to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non -responsive. A. Include the signed RFP Certification Statement. B. Include in detail, evidence that clearly demonstrates Proposer meets or exceeds the minimum qualification requirements, pursuant to Section 2.7, Proposer's Minimum Qualifications L Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP; Finn's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable Email addresses; Title of RFP; RFP Number; and Federal Employer Identification Number. 2. Table of Contents The table of contents should outline, in sequential order, the major sections of the Proposal as listed below, including all other relevant documents requested for submission. All pages of the Proposal, including the enclosures, should be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two (2) pages containing Proposer's overall Qualifications and Experience and Technical Qualifications, as contained in the submittal. Proposer shall include the name of the organization, business phone and contact person and a summary of the work to be performed. 4. Proposer and Proposer's Kev Personnel, Qualifications. Experience and Past Performance a) Describe the Proposer's organizational history and structure and the number of years the Proposer has been in business providing a similar service(s), b) Provide a list of all principals, partners, officers, owners and/or directors of Proposer, including joint ventures and/or sub-consultant(s), if applicable. SUBSTITUTED c) Indicate whether the City has previously awarded any contracts to the Proposer. If so, discuss the nature of contract, types of services performed, and the term of the contract. d) Provide documentation evidencing that Proposer, Operations Manager, and/or team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant ("CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. e) Provide specific qualifications, project experience, and credentials that demonstrate the Proposer's ability to perform the required scope of work. Proposer must clearly describe its qualifications, experience and past performance in the provision of similar work related to the administration and/or collection of a parking surcharge, particularly for a governmental entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract; and how long the Proposer performed the work. Include a discussion of whether the Proposer as an entity performed the work or an employee(s) of the Proposer performed the work for another entity. f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 3, Specifications/Scope of Work, within the past five (5) years. Include the name of the references, contact names, periods of time, and overall work performed. Sufficient documentation must be provided to determine the Proposer's level of experience. References are subject to verification by the City as part of the evaluation process. g) Identify the Proposer's Operations Manager and Key Personnel to be assigned to this project. h) Describe, for each individual assigned to this engagement and the Operations Manager, the years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of a parking surcharge, and any other relevant information. Specifically indicate what role each member would play, and what specific work will be performed by each member of the Team. i) Provide any other information or documentation related to the Proposer's qualifications and experience from which the City can benefit over the term of the contract. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal, involving Proposer, its partners, managers, other key staff members, and its professional activities or performance, that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. 5. Overall Approach and Methodology a) Provide a detailed description of the Proposer's approach and methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3, Scope of Services, including the development and/or update(s) of a database; enforcement; consultation; communication; training; and compliance. b) Discuss the procedures, methods and/or activities to be utilized by the Team and/or Proposer to perform and coordinate all of the required work. c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing SUBSTITUTED to a contract for the provision of the parking surcharge administration services d) Provide the recent, current, and projected workload of the Proposer, and the general workload of those key employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. e) Describe Proposer's ability and readiness to begin providing services as required herein, assuming a November 1, 2021 start date. t) Describe in detail how Proposer plans to handle all compliance matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. g)Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision, and coordinating capacity, among others. Provide the proposed location within the corporate limits of the City of Miami from where the services will be performed. h) Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to the engagement, if applicable. i) Describe how the Proposer has applied the proposed project approach to comparable projects. j) Describe the Proposer's expectations for the level of participation of the City during the term of the contract. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that Proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of a similar nature. Describe the Proposer's approach to ensure the availability of personnel at all times. 6. Compensation Proposal a) Provide a Compensation Proposal as an annual fixed fee of no more than $700,000.00. Refer to Section 2.16, Compensation, for more information. The Price Proposal can be found in BidSync as Attachment C to this Solicitation. SUBSTITUTED 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine of the proposal is responsive to the submission requirements outlined in this solicitation. A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has appropriate signatures as applicable. failure to comply with these requirements may result in the proposals being deemed non- responsive. Proposals will be evaluated by an Evaluation Committee ("Committee") which shall evaluate and rank proposals on criteria listed below. The Committee is comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights for a maximum of one hundred (100) points per Committee member. Below are the criteria and weight: CRITERIA AND POINTS Proposer and Proposer's Key Personnel's Qualifications, Experience, and Past Performance. (50 Points) Methodology and Overall Approach to Scope of Services (35 Points) Compensation Proposal (15 Points) SUBSTITUTED (gitiv o� ANNIE PEREZ, CPPO Procurement Director P z I+ y V ADDENDUM NO. 1 RFP 1245391 June 4, 2021 ARTHUR NORIEGA V City Manager REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 11, 2021 at 5:00 P.M. B. The following are the inquiries received and their corresponding responses: Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No. Q2: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence. Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. Q3: Section 4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should SUBSTITUTED Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disclosed within Proposer's Proposal, in response to Section 4.5.h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Annie Perez, CPPO, Director of Procurement City of Miami Procurement Department ma cc. Fernando Casamayor, Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATURE: DATE: