HomeMy WebLinkAboutR-03-0190J-03-095
02/27/03190
2/27/03„„
RESOLUTION NO. 03 ` V
A RESOLUTION OF THE MIAMI CITY COMMISSION,
WITH ATTACHMENT(S), ACCEPTING THE CITY
MANAGER'S APPROVAL OF THE FINDINGS AND
RECOMMENDATIONS OF THE EVALUATION COMMITTEE,
PURSUANT TO REQUEST FOR QUALIFICATIONS
NO. 01-02-222 AS TO THE MOST QUALIFIED FIRM
FOR THE DEVELOPMENT OF A COMPREHENSIVE
EMERGENCY MANAGEMENT PLAN; AUTHORIZING THE
CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT, IN SUBSTANTIALLY THE
ATTACHED FORM, WITH DAVISLOGIC INC., D/B/A
ALL HANDS CONSULTING, FOR THE PROVISION OF
PART A SERVICES, IN AN AMOUNT NOT TO EXCEED
$397,606, AND THE PROVISION OF PART B
SERVICES, IN AN AMOUNT NOT TO EXCEED
$180,534; ALLOCATING FUNDS FROM CAPITAL
IMPROVEMENT PROJECTS ENTITLED, "ALL HAZARDS
COMPREHENSIVE EMERGENCY MANAGEMENT PLAN,”
PROJECT NO. 313854, ACCOUNT CODE
NO. 289401.6.340 ($241,917), AND "BUSINESS
CONTINUITY," PROJECT NO. 311507 ACCOUNT CODE
NO. 469401.6.270 ($155,689), FOR PART A
SERVICES, AND FROM VARIOUS DEPARTMENT
ACCOUNTS FOR PART B SERVICES, FOR A TOTAL
CONTRACT AMOUNT NOT TO EXCEED $578,140,
SUBJECT TO BUDGETARY APPROVAL.
WHEREAS, the City of Miami ("City") issued Request for
Qualifications No. 01-02-222 seeking qualified firms for the
creation of an all -hazards, Comprehensive Emergency Management
Plan ("CEMP"); and
�iiCn�oaD
�anODOW -0
A1d8NU4D Bpi
-Q33,q
L AV, v ti0 H ��iJ
My COM OSSION
MEET= of
FEB 7 7 7Pnl
Resolution No.
03"' 190
WHEREAS, this strategic planning process which will
culminate in the creation and delivery of a City -Wide CEMP, will
facilitate the implementation of nationally based
"best practices" policies and procedures into the operations and
service delivery of the City to its residents and visitors; and
WHEREAS, the City's ability to effectively respond to
critical events that potentially disrupt the continuity of
government services will be directly enhanced by the
aforementioned process; and
WHEREAS, in additional to addressing natural and
technological hazards, this process will enhance the City's
ability to respond to and recover from manmade threats such as
those from Weapons of Mass Destruction and other terrorist
threats; and
WHEREAS, the Evaluation Committee evaluated the proposals
received, and ranked DavisLogic Inc., d/b/a All Hands Consulting
as the top-ranked firm;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Page 2 of 4
03- 190
Section 2. The City Manager's approval of the findings
and recommendations of the Evaluation Committee, pursuant to
Request for Qualifications No. 01-02-222, that the most qualified
firm for the development of a City -Wide Comprehensive Emergency
Management Plan ("CEMP"), is DavisLogic Inc., d/b/a All Hands
Consulting, is accepted.
Section 3. The City Manager is authorized!/ to execute a
Professional Services Agreement, in substantially the attached
form, with DavisLogic Inc., d/b/a All Hands Consulting, for the
provision of Part A Services, in an amount not to exceed
$397,606, and the provision of Part B Services, in an amount not
to exceed $180,534, with funds allocated from Capital Improvement
Projects entitled "All Hazards Comprehensive Emergency Management
Plan," Project No. 313854, Account Code No. 289401.6.340
($241,917), and "Business Continuity," Project No. 311507,
Account Code No. 469401.6.270 ($155,689), for Part A Services,
and from various Department Accounts for Part B Services, subject
to budgetary approval, for a total contract amount not to exceed
$578,140.
1� The herein authorization is further subject to compliance with
all requirements that may be imposed by the City Attorney,
including but not limited to those prescribed by applicable City
Charter and Code provisions.
Page 3 of 4
4)3- iso
Section 4. This Resolution shall become effective
immediately upon its adoption and signature of the Mayoral
PASSED AND ADOPTED this 27th day of
ATTEST:
PRISCILLA A. THOMPSON
CITY CLERK
2003.
APPR,pVfD A, O F ! AND CORRECTNESS
FWJ^DRO VILARELLO
CI2017 ATTORNEY
6861:tr:AS:BSS
zi If the Mayor does not sign this Resolution, it shall become
effective at the end of ten calendar days from the date it was
passed and adopted. If the Mayor vetoes this Resolution, it shall
become effective immediately upon override of the veto by the
City Commission.
Page 4 of 4 03-
1, ga
PROFESSIONAL SERVICES AGREEMENT
This Agreement is entered into this _ day of November, 2002 (but effective as of
) by and between the City of Miami, a municipal corporation of the State
of Florida ("City") and DavisLogic Inc., dba All Hands Consulting, a Maryland corporation
("Provider").
RECITALS:
A. The City has issued a Request for Proposal ("RFQ") for the provision of
Comprehensive Emergency Management Planning Services ("Services") and Provider's proposal
("Proposal"), in response thereto, has been selected as the most qualified proposal for the
provision of the Services. The RFQ and the Proposal are sometimes referred to herein,
collectively, as the Solicitation Documents, and are by this reference incorporated into and made
a part of this Agreement.
B. The Commission of the City of Miami, by Resolution No. - ,
adopted on , 2003, approved the selection of Provider and authorized the City
Manager to execute a contract, under the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and promises herein
contained, Provider and the City agree as follows:
TERMS:
1. RECITALS: The recitals are true and correct and are hereby incorporated into and made
a part of this Agreement.
A
09-- 190
2. TERM: The term of this Agreement shall be one (1) year commencing on the
effective date hereof.
3. OPTION TO EXTEND: The City shall have the option to extend the term hereof for
one (1) year, subject to availability and appropriation of funds.
4. SCOPE OF SERVICE:
A. Provider agrees to provide the Services as specifically described, and under the
special terms and conditions set forth in Attachment "A" hereto, which by this reference is
incorporated into and made a part of this Agreement. Should the City determine additional
services are required in addition to those reflected in Attachment "A," an addendum to this
Agreement must be executed by all parties.
B. Provider represents and warrants to the City that: (i) it possesses all
qualifications, licenses and expertise required under the Solicitation Documents for the
performance of the Services; (ii) it is not delinquent in the payment of any sums due the City,
including payment of permit fees, occupational licenses, etc., nor in the performance of any
obligations to the City, (iii) all personnel assigned to perform the Services are and shall be, at all
times during the term hereof, fully qualified and trained to perform the tasks assigned to each;
and (iv) the Services will be performed in the manner described in Attachment "A".
5. COMPENSATION:
A. The amount of compensation payable by the City to Provider shall be based on the
rates and schedules described in Attachment `B" providing said services delineated as Part A
services for a total amount not to exceed $238,267; and should the City determine to implement
Part B services, thereby authorizing an additional amount not to exceed $358,541.00 and which
I
ContractRFQ01-02-222ComprehensiveEmergencyMgmtPl an 1 2
03- 190
by this reference is incorporated into this Agreement; provided, however, that in no event shall
the amount of compensation exceed $596,807.00.
B. Unless otherwise specifically provided in Attachment `B", payment shall be made
within forty five (45) days after receipt of Provider's invoice, which shall be accompanied by
sufficient supporting documentation and contain sufficient detail, to allow a proper audit of
expenditures, should City require one to be performed. If Provider is entitled to reimbursement
of travel expenses (i.e. Attachment `B" includes travel expenses as a specific item of
compensation), then all bills for travel expenses shall be submitted in accordance with Section
112.061, Florida Statutes.
6. OWNERSHIP OF DOCUMENTS: Provider understands and agrees that any
information, document, report or any other material whatsoever which is given by the City to
Provider or which is otherwise obtained or prepared by Provider pursuant to or under the terms
of this Agreement is and shall at all times remain the property of the City. Provider agrees not to
use any such information, document, report or material for any other purpose whatsoever without
the written consent of City, which may be withheld or conditioned by the City in its sole
discretion.
7. AUDIT AND INSPECTION RIGHTS:
A. The City may, at reasonable times, and for a period of up to three (3) years
following the date of final payment by the City to Provider under this Agreement, audit, or cause
to be audited, those books and records of Provider which are related to Provider's performance
under this Agreement. Provider agrees to maintain all such books and records at its principal
place of business for a period of three (3) years after final payment is made under this
Agreement.
ContractRFQO l-02-222ComprehensiveEmergencyMgmtPl an 1 3
- 03— 100
B. The City may, at reasonable times during the term hereof, inspect Provider's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether
the goods or services required to be provided by Provider under this Agreement conform to the
terms hereof and/or the terms of the Solicitation Documents, if applicable. Provider 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 Section 18-55.2 of the Code of the City of Miami, Florida, as
same may be amended or supplemented, from time to time.
8. AWARD OF AGREEMENT: Provider 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 Agreement 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 Agreement.
9. PUBLIC RECORDS: Provider 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 agrees to allow access by the City and the public
to all documents subject to disclosure under applicable law. Provider's failure or refusal to
comply with the provisions of this section shall result in the immediate cancellation of this
Agreement by the City.
10. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Provider
understands that agreements between private entities and local governments are subject to certain
laws and regulations, including laws pertaining to public records, conflict of interest, record
a
ContractRFQ01-02-222ComprehensiveEmergencyMgmtpian1 4 ryry
��1� 190
keeping, etc. City and Provider agree to comply with and observe all applicable laws, codes and
ordinances as they may be amended from time to time.
11. INDEMNIFICATION: Provider shall indemnify, defend and hold harmless the
City and its officials, employees and agents (collectively referred to as "Indemnitees") and each
of them from and against all loss, costs, penalties, fines, damages, claims, expenses (including
attorney's fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or
death of any person or damage to or destruction or loss of any property specifically arising out of,
resulting from, or in connection with (i) the performance or non-performance of the services
contemplated by this Agreement which is or is alleged to be directly or indirectly caused, in
whole or in part, by any act, omission, default or negligence (whether active or passive) of
Provider or its employees, agents or subcontractors (collectively referred to as "Provider"),
regardless of whether it is, or is alleged to be, caused in whole or part (whether joint, concurrent
or contributing) by any act, omission, default or negligence (whether active or passive) of the
Indemnitees, or any of them or (ii) the failure of the Provider to comply with any of the
paragraphs herein or the failure of the Provider to conform to statutes, ordinances, or other
regulations or requirements of any governmental authority, federal or state, in connection with
the performance of this Agreement. Provider expressly agrees to indemnify and hold harmless
the Indemnitees, or any of them, from and against all liabilities which may be asserted by an
employee or former employee of Provider, or any of its subcontractors, as provided above, for
which the Provider's liability to such employee or former employee would otherwise be limited
to payments under state Workers' Compensation or similar laws.
12. DEFAULT: If Provider fails to comply with any term or condition of this Agreement,
or fails to perform any of its obligations hereunder, then Provider shall be in default. Upon the
d
ContractRFQ01-02-222ComprehensiveEmergencyMgmtPlan 1 5
03- 190
occurrence of a default hereunder the City, in addition to all remedies available to it by law, may
immediately, upon written notice to Provider, terminate this Agreement whereupon all payments,
advances, or other compensation paid by the City to Provider while Provider was in default shall
be immediately returned to the City. Provider understands and agrees that termination of this
Agreement under this section shall not release Provider from any obligation accruing prior to the
effective date of termination. Should Provider be unable or unwilling to commence to perform
the Services within the time provided or contemplated herein, then, in addition to the foregoing,
Provider shall be liable to the City for all expenses incurred by the City in preparation and
negotiation of this Agreement, as well as all costs and expenses incurred by the City in the re -
procurement of the Services, including consequential and incidental damages.
13. RESOLUTION OF CONTRACT DISPUTES: Provider understands and agrees that
all disputes between Provider and the City based upon an alleged violation of the terms of this
Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to
Provider being entitled to seek judicial relief in connection therewith. In the event that the
amount of compensation hereunder exceeds $50,000, the City Manager's decision shall be
approved or disapproved by the City Commission. Provider shall not be entitled to seek judicial
relief unless: (i) it has first received City Manager's written decision, approved by the City
Commission if the amount of compensation hereunder exceeds $50,000, or (ii) a period of sixty
(60) days has expired, after submitting to the City Manager a detailed statement of the dispute,
accompanied by all supporting documentation (90 days if City Manager's decision is subject to
City Commission approval); or (iii) City has waived compliance with the procedure set forth in
this section by written instruments, signed by the City Manager.
ContractRFQ01-02-222ComprehensiveEmergencyMgmtPlan 1 6
03- 190
14. CITY'S TERMINATION RIGHTS:
A. The City shall have the right to terminate this Agreement, in its sole discretion, at
any time, by giving written notice to Provider at least five (5) business days prior to the effective
date of such termination. In such event, the City shall pay to Provider compensation for services
rendered and expenses incurred prior to the effective date of termination. In no event shall the
City be liable to Provider for any additional compensation, other than that provided herein, or for
any consequential or incidental damages.
B. The City shall have the right to terminate this Agreement, without notice to
Provider, upon the occurrence of an event of default hereunder. In such event, the City shall not
be obligated to pay any amounts to Provider and Provider shall reimburse to the City all amounts
received while Provider was in default under this Agreement.
15. INSURANCE: Provider shall, at all times during the term hereof, maintain such
insurance coverage as may be required by the City. All such insurance, including renewals, shall
be subject to the approval of the City for adequacy of protection and evidence of such coverage
shall be furnished to the City on Certificates of Insurance indicating such insurance to be in force
and effect and providing that it will not be canceled during the performance of the services under
this contract without thirty (30) calendar days prior written notice to the City. Completed
Certificates of Insurance shall be filed with the City prior to the performance of services
hereunder, provided, however, that Provider shall at any time upon request file duplicate copies
of the policies of such insurance with the City.
If, in the judgment of the City, prevailing conditions warrant the provision by Provider of
additional liability insurance coverage or coverage which is different in kind, the City reserves
the right to require the provision by Provider of an amount of coverage different from the
ContractRFQ01-02-222ComprchemiveEmergencyMgmtPlan 1 7
03- 190
amounts or kind previously required and shall afford written notice of such change in
requirements thirty (30) days prior to the date on which the requirements shall take effect.
Should the Provider fail or refuse to satisfy the requirement of changed coverage within thirty
(30) days following the City's written notice, this Contract shall be considered terminated on the
date that the required change in policy coverage would otherwise take effect.
16. NONDISCRIMINATION: Provider represents and warrants to the City that Provider
does not and will not engage in discriminatory practices and that there shall be no discrimination
in connection with Provider's performance under this Agreement on account of race, color, sex,
religion, age, handicap, marital status or national origin. Provider further covenants that no
otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age,
handicap, marital status or national origin, be excluded from participation in, be denied services,
or be subject to discrimination under any provision of this Agreement.
17. MINORITY AND WOMEN BUSINESS AFFAIRS AND PROCUREMENT
PROGRAM: The City has established a Minority and Women Business Affairs and
Procurement Program (the "M/WBE Program") designed to increase the volume of City
procurement and contracts with Blacks, Hispanic and Women -owned business. The M/WBE
Program is found in Ordinance No. 10062, a copy of which has been delivered to, and receipt of
which is hereby acknowledged by, Provider. Provider understands and agrees that the City shall
have the right to terminate and cancel this Agreement, without notice or penalty to the City, and
to eliminate Provider from consideration and participation in future City contracts if Provider, in
the preparation and/or submission of the Proposal, submitted false of misleading information as
to its status as Black, Hispanic and/or Women owned business and/or the quality and/or type of
minority or women owned business participation.
ContractRFQ0I-02-222ComprehensiveEmergencyMgm[Plan l 8
03-- 190
18. ASSIGNMENT: This Agreement shall not be assigned by Provider, in whole or in
part, without the prior written consent of the City's, which may be withheld or conditioned, in the
City's sole discretion.
19. NOTICES: All notices or other communications required under this Agreement shall
be in writing and shall be given by hand -delivery or by registered or certified U.S. Mail, return
receipt requested, addressed to the other party at the address indicated herein or to such other
address as a party may designate by notice given as herein provided. Notice shall be deemed
given on the day on which personally delivered; or, if by mail, on the fifth day after being posted
or the date of actual receipt, whichever is earlier.
TO PROVIDER:
Steven C. Davis
DavisLogic Inc., dba
All Hands Consulting
10025 Maple Avenue
Columbia, Md. 21046
TO THE CITY:
Chief Joseph R. Fernandez
Department of Fire -Rescue
City of Miami
444 SW 2nd Avenue, loth Floor
Miami, Florida 33130
20. MISCELLANEOUS PROVISIONS:
A. This Agreement shall be construed and enforced according to the laws of the State
of Florida.
B. Title and paragraph headings are for convenient reference and are not a part of this
Agreement.
C. No waiver or breach of any provision of this Agreement shall constitute a waiver
of any subsequent breach_ of the same or any other provision hereof, and no waiver shall be
effective unless made in writing.
D. Should any provision, paragraph, sentence, word or phrase contained in this
Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise
ContractRFQ01-02-222ComprehensiveEmergencyMgmtPlan 1 9
03- 190
unenforceable under the laws of the State of Florida or the City of Miami, such provision,
paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to
conform with such laws, or if not modifiable, then same shall be deemed severable, and in either
event, the remaining terms and provisions of this Agreement shall remain unmodified and in full
force and effect or limitation of its use.
E. This Agreement constitutes the sole and entire agreement between the parties
hereto. No modification or amendment hereto shall be valid unless in writing and executed by
properly authorized representatives of the parties hereto.
21. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties
hereto, their heirs, executors, legal representatives, successors, or assigns.
22. INDEPENDENT CONTRACTOR: Provider has been procured and is being
engaged to provide services to the City as an independent contractor, and not as an agent or
employee of the City. Accordingly, Provider shall not attain, nor be entitled to, any rights or
benefits under the Civil Service or Pension Ordinances of the City, nor any rights generally
afforded classified or unclassified employees. Provider further understands that Florida
Workers' Compensation benefits available to employees of the City are not available to Provider,
and agrees to provide workers' compensation insurance for any employee or agent of Provider
rendering services to the City under this Agreement.
23. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the
availability of funds and continued authorization for program activities and is subject to
amendment or termination due to lack of funds, reduction of funds and/or change in regulations,
upon thirty (30) days notice.
ContractRFQO 1-02-222ComprehensiveEmergencyMgmtPlan 1 10 r
24. REAFIRMATION OF REPRESENTATIONS: Provider hereby reaffirms all of the
representations contained in the Solicitation Documents.
25. ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and
only agreement of the parties relating to the subject matter hereof and correctly set forth the
rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises,
negotiations, or representations not expressly set forth in this Agreement are of no force or effect.
26. COUNTERPARTS: This Agreement may be executed in two or more counterparts,
each of which shall constitute an original but all of which, when taken together, shall constitute
one and the same agreement.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed by their respective officials thereunto duly authorized, this the day and year above
written.
ATTEST:
Priscilla A. Thompson, City Clerk
ATTEST:
Print Name:
Title: Corporate Secretary
ContractRFQO i-02-222ComprehensiveEmergencyMgmtPlan l
"City"
CITY OF MIAMI, a municipal
corporation
Carlos A. Gimenez, City Manager
"Provider"
DavisLogic Inc., dba All Hands Consulting,
a Maryland corporation
By:
Print Name: Steven C. Davis
Title: Vice President
II
03- 190
APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
CORRECTNESS: REQUIREMENTS:
ALEJANDRO VILARELLO
City Attorney
Elliot Fixler
Acting Administrator
Risk Management Division
ContractUQ01-02-222CompmhensiveEmergencyMgm[Plan 1 12
03- 190_
Attachment "A" — Scope of Worl
All Hands Consulting Professional Services Agreement for City of Miami Comprehensive
Emergency Management Planning Services project
The following outline summarizes the All Hands Consulting Scope of Work for the City of
Miami Comprehensive Emergency Management Planning Services project. This Scope of
Work is divided into two parts. Part A will be initiated upon contract signing. Part B is
contingent on notice to proceed by the City of Miami.
Part A
Phase I - Project Initiation
1. Hold a kick-off meeting.
2. Obtain background information.
3. Analyze current situation.
4. Conduct a Hazard Vulnerability Analysis -
Phase II - Mitigation Planning
1. Survey of Mitigation Projects and Initiatives
2. Identification of Hazards.
3. Develop Local Mitigation Strategy
Phase III - Response and Recovery
1. Determine City's "Concept of Operations":
2. Determine CEMP structure, format, and content.
3. Identify planning process participants and development of planning process workbook.
4. Receive questionnaire/planning process workbooks from City, compile information and
data for inclusion into CEMP.
5. Develop an ESF "primary/support" responsibility matrix.
6. Design EOC organization chart
7. Produce a first draft of the CEMP.
8. Produce a second draft of the CEMP
9. Prepare final draft.
10. Produce final Plan.
11. Summary Report.
Phase IV — Readiness
1. Prepare and conduct initial drills and training
2. Provide After Action Reviews
ContractRFQol-02-222ComprehensiveEmergencyMgmtPlant 13
03- 190
Attachment "A" — Scope of Woe
All Hands Consulting Professional Services Agreement for City of Miami Comprehensive
Emergency Management Planning Services project
Part B
Phase V — Implementation
1. Emergency Management Program Review (CAR)
2. Circulate for comment, answer questions
3. Attend meetings with staff City staff, to review comments
4. Develop FOGS
5. Conduct Table Top Exercise and Drills
6. Provide After Action Reviews
7. Monitor Implementation of Plan
8. Develop strategic workplan
Phase VI - COOP and COG
1. Launch the Project
2. Review existing plans, orders of succession
3. Attend meetings appropriate staff to review comments
4. Conduct Risk Assessment
5. Conduct EOC Review
6. Conduct High-level Business Impact Analysis (Define business requirements determine
RPO & RTO)
7. Conduct Technology Assessment
8. Conduct Business Strategy Review
9. Draft the Business Continuity Plan (To include technology map, IT Plan, business
requirements, and linkage to business areas)
10. Develop COOP/COG Plan
11. Present the COOP Plan and Determine Next Steps
N
ContractRFQO I -02-222Comprehens iveEmergencyMgmtPlan I 14
- 03- 190
All Hands Consulting
Attachment B
The following table outlines the All Hands Consulting pricing structure for the City of Miami Comprehensive Emergency
Management Planning Services project.
All Hands Consulting will invoice the City of Miami on a monthly basis based for actual hours worked at the rates displayed below.
Each invoice will include reimbursable expenses and shall be accompanied by sufficient supporting documentation.
Payment will be made by the City of Miami within thirty (30) days after receipt of the invoice.
Hold a kick-off meeting.
5
$
85
S
3,400
S
- S
3,400
Obtain background information.
4
$
851$
2,720
S
- S
2,720
Analyze current situation.
3
S
851$
2,04O.S
- $
2,040
Conduct a Hazard Vulnerability Analysis
Survey of Mitigation Projects and Initiatives
40
5
S
S
851S
85
S
27,200
3,400
S
S
- $
- S
27,200
3,400
Identification of hazards.
8
S
85
S
5,440
S
- S
5,440
Develop Local Mitigation Strategy 1
Determine City's "Concept of Operations":
42 1
2
IS
$
851S
85
S
28,560
1,360
S
S
- Fs
- $
-28.5601
1,360
Determine CEMP structure, format, and content.
6
$
85
S
4,080
S
- $
4,080
Identify planning process participants and development of
P12nninz Process workbook.
8
S
85
S
5,440
S
- S
5,440
Receive questionnaire/planning process workbooks from City,
compile information and data for inclusion into CEMP.
4
S
85
S
2,720
S
- S
2,720
Develop an ESF "primary/support" responsibility matrix.
2
S
85
$
1,360
S
- S
1,360
Design EOC organization chart
2
S
85
S
1,360
S
- S
1,360
Produce a first draft of the CEMP.
32
S
85
S
21,760
S
- S
21,760
Produce a second draft of the CEMP
15
S
85
S
10,200
S
- S
10,200
Prepare final draft.
15
S
85
S
10,200
S
- S
10,200
Produce final Plan.
20
S
85
S
13,6001S
-
13,600
Summary Report.
5
$
85
S
3,400
S
Is
- S
3,400
Phase IN' - Readiness
12
Rate
IS-
8,160
S
8,100
Prepare and conduct initial drills and training
10
IS
851S
6,8001S
IS
6,800
Provide After Action Reviews
2 1
IS
851S
1,3601$
IS
1,360
Prepared by Steve Davis 12/19/2002 Page 1
03- 190
All Hands Consulting
Attachment B
Emergency Management Program Review (CAR)
20
S
85
S
-
S
13,600
S
13,600
Circulate for comment, answer questions
4
S
85
$
-
S
2,720
S
2,720
Attend meetings with staff City staff, to review comments
4
$
85
S
-
S
2,720
S
2,720
Develop FOGs
40
$
85
S
-
S
27,200
S
27,200
Conduct Table Top Exercise and Drills
35
IS
85
S
-
S
23,8001S
23,800
Provide After Action Reviews
5
IS
85
S
-
$
3,400
IS
3,400
Monitor Implementation of Plan
15
IS
88
S
-
S
10,560
IS
10,560
Develop strategic workplan
=W
Launch the Project
20
5
IS
S
85
165
S
S
-
-
$
S
13,600
Ku�
6,600
IS
S
13,600
6,600
Review existing plans, orders of succession
4
S
85
S
-
S
2,720
S
2,720
Attend meetings appropriate staff to review comments
8
S
85
S
-
S
5,440
S
5,440
Conduct Risk Assessment
5
S
165
S
-
S
6,600
S
6,600
Conduct EOC Review
30
S
85
S
-
IS
20,400
S
20,400
Conduct High-level Business Impact Analysis (Define business
requirements determine RPO & RTO)28
S
165
S
-
S
36,960
S
36,960
Conduct Technology Assessment
8
S
165
S
-
S
10,560
S
10,560
Conduct Business Strategy Review
5
S
165
S
-
S
6,600
S
6,600
Draft the Business Continuity Plan (To include technology map,
IT Plan business requirements, and linkage to business areas
20
S
165
S
-
S
26,400
S
26,400
Develop COOP/COG Plan
30
S
1281S
-
$
30,600
S
30,600
Present the COOP Plan and Determine Next Steps
Travel Expenses anti Supplies
Air Travel
Da% S
24
5
Da% S
30
S
RAe
S
165
500
1 S
S
S
-
33,766
12,000
IS
S
S
6,6001$
38,466
15,000
S
S
6,600
2,2 i
27,000
Per Diem
120
140
S
40
S
4,800
S
5,600
S
10,400
Lodging
100
110
$
90
S
91000
S
91900
S
18,900
Mileage
40
40
S
24
S
966
S
966
S
1,932
Car Rental
20
20
2501S
5,0001S
5,000
S
10,000
Misc. Supplies, Parking, etc.
Project Summary
Consulting Fees (Phases)
I)x's
230
Da N S
291
IS
Rate
IS 2,000
S 156,400
S 2,000
S 257,080
S 4,000
S 413,480
Travel and Expenses (from above)
S
33,766
S
38,466
S
72,232
Project Management
17
20
S
165
S
22,440
S
26,400
S
48,840
Administrative Support
10
10
S
30
S
2,400
S
2,400
S
4,800
Documentation
5
5
S
40
$
1,600
$
1,600
S
3,200
Contingency (10%)
S
21,661
$
32,595
S
54,255
TOTALS
262
326
S 238,267
S 358,541
S 596,807
Prepared by Steve Davis 12/19/2002 Page 2
03- 1440
Budgetary Impact Analysis
1. Department Fire -Rescue Division: Disaster Management &Public Affairs
2
7
Agenda Item # (if available)
Title and brief description of legislation or attach ordinance/resolution:
Resolution approving the findings of the Evaluation Committee pursuant to RF #01-02-222,
DevelpRment of a Comprehensive Emergency Management Plan (CENT)' authorizing the City
Manager to execute the attached professional services aweement with Davis Logic Inc, dba All
Hands Consulting for a total amount not to exceed $397,606 for the provision of Part A services.
Is this item related to revenue? NO: X YES ! (If yes, skip to item #7.)
5. Are there sufficient funds in Line Item?
YES: X Index Code 289401 & 469401 Minor Obj. Code 340 & 270 Amount: $397.606
Account Code No. 289401.6.340 ($241,917); Account Code No. 469401.6.270 ($155,689)
NO: _ Complete the following questions:
0
VJ
Q
Source of funds: Amount budgeted in the Line Item $
Balance in Line Item $
Amount needed in the Line Item $
Q Pr ;—t A -4e .:.;11 11P rrnnefPrrPri frnm the fnllnurina line. item C:
ACTION ACCOUNT NUMBER
ACCOUNT NAME TOTAL
Index/Minor Object/Project No.
V t
From
$
From
$
From
$
To
$
Any additional comments?
Funding for this project are available from the Capital Improvement Project entitled "All Hazards
`e;y �.
Deoardnent Di ctor/Desiim
FOR DEPARTMENT OF
A ET USE ONLY
Verified by:
V t
Verified by:
r
ector/Designee
7
Chief of Strategi 1 dge ' dC
Budget Analyst
Performance/Designee
2/ 03
Date
Date
Date
03- 190
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Michael A. Rath, Acting Director
Department of Purchasing
FROM: Chief William W. Bryson, Director
Department of Fire -Rescue
DATE: January 10, 2003 FILE:
SUBJECT: Comprehensive Emergency
Management Plan
REFERENCES:
ENCLOSURES: Commission Meeting Resolution
The City of Miami Department of Fire -Rescue has verified that funding is available to award a
contract for Comprehensive Emergency Management Planning (CENT) to DavisLogic Inc., dba
All Hands Consulting, the top ranked firm, pursuant to approved RFQ # 01-02-222,
Development of a Comprehensive Emergency Management Plan, for Part A services, in an
amount not to exceed $397,606.
The funds for Part A of this project are available from the Capital Improvement Project entitled
"All Hazards Comprehensive Emergency Management Plan", Project No. 313854, Account
Code No. 289401.6.340 ($241,917) and Capital Improvement Project entitled "Business
Continuity", Project No. 31150�ccount Code No. 469401.6.270 ($155,689).
ITD Approval: /
Let4dVIUnmis, Chief Information Officer
Budget Approval: T..
Larry M. n of of S-"'
egic Pl mg,
Budgeting and Performance
CIP Approval:
CIP Approval:
W WB/MLK/JRF/jam
FM.006.doc
15; /,)�
Date
Z
ate
2-5-03
Date
7/(r/o
Date
03- 190
CITY OF MIAMI, FLORIDA
EVALUATION OF RFQ NO. 01-02-222 9272002
COMPREHENSIVE EMERGENCY MANAGEMENT PLAN
Raters
# 1: William P. Johnson, Assistant Director, Miami -Dade County Office of Emergency Management
# 2: Eric Yuhr, Assistant FireChief, Miami Beach Department of Fire -Rescue
# 3: Joseph R. Fernandez, Assistant Fire Chief, City of Miami Department of Fire -Rescue
Approved by: Approved by:
Michael A. Rath, Acting Director Director / Designee
Department of Purchasing
Date: 1` ��4-?> Date:
03- 190
Rater 1 Rater 2 Rater 3
Total Average
RanldnP:
KPMG LLP
77.00
78.00
83.00
238.00
79.33
2
ABS Consulting
62.00
68.00
69.00
199.00
6633
* Firm not short-listed
Marsh
55.00
63.00
61.00
179.00
59.67
* Finn not short-listed
DRC, Inc.
49.00
66.00
65.00
180.00
60.00
* Firm not short-listed
Davis Logic / All Hands
80.00
80.00
86.00
246.00
82.00
1
ICF Consulting
67.00
75.00
77.00
219.00
73.00.
5
URS Corporation
75.00
80.00
81.00
236.00
78.67
4
Management Advisory Group
52.00
66.00
72.00
190.00
6333
* Finn not short-listed
PBS & J
79.00
79.00
79.00
237.00
79.00
3
John N. Sabourin
*** Deemed Non -Responsive to RFQ *•*
Raters
# 1: William P. Johnson, Assistant Director, Miami -Dade County Office of Emergency Management
# 2: Eric Yuhr, Assistant FireChief, Miami Beach Department of Fire -Rescue
# 3: Joseph R. Fernandez, Assistant Fire Chief, City of Miami Department of Fire -Rescue
Approved by: Approved by:
Michael A. Rath, Acting Director Director / Designee
Department of Purchasing
Date: 1` ��4-?> Date:
03- 190
PROFESSIONAL SERVICES AGREEMENT
This Agreement is entered into this _ day of February, 2003 (but effective as of
by and between the City of Miami, a municipal corporation of the State
of Florida ("City") and DavisLogic Inc., dba All Hands Consulting, a Maryland corporation
("Provider").
RECITALS:
A. The City has issued a Request for Proposal ("RFQ') for the provision of
Comprehensive Emergency Management Planning Services ("Services") and Provider's proposal
("Proposal"), in response thereto, has been selected as the most qualified proposal for the
provision of the Services. The RFQ and the Proposal are sometimes referred to herein,
collectively, as the Solicitation Documents, and are by this reference incorporated into and made
a part of this Agreement.
B. The Commission of the City of Miami, by Resolution No. - ,
adopted on , 2003, approved the selection of Provider and authorized the City
Manager to execute a contract, under the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and promises herein
contained, Provider and the City agree as follows:
TERMS:
1. RECITALS: The recitals are true and correct and are hereby incorporated into and made
a part of this Agreement.
03- IJO
2. TERM: The term of this Agreement shall be one (1) year commencing on the
effective date hereof.
3. OPTION TO EXTEND: The City shall have the option to extend the term hereof for
one (1) year, subject to availability and appropriation of funds.
4. SCOPE OF SERVICE:
A. Provider agrees to provide the Services as specifically described, and under the
special terms and conditions set forth in Attachment "A" hereto, which by this reference is
incorporated into and made a part of this Agreement. Should the City determine additional
services are required in addition to those reflected in Attachment "A," an addendum to this
Agreement must be executed by all parties.
B. Provider represents and warrants to the City that: (i) it possesses all
qualifications, licenses and expertise required under the Solicitation Documents for the
performance of the Services; (ii) it is not delinquent in the payment of any sums due the City,
including payment of permit fees, occupational licenses, etc., nor in the performance of any
obligations to the City, (iii) all personnel assigned to perform the Services are and shall be, at all
times during the term hereof, fully qualified and trained to perform the tasks assigned to each;
and (iv) the Services will be performed in the manner described in Attachment "A".
5. COMPENSATION:
A. The amount of compensation payable by the City to Provider shall be based on the
rates and schedules described in Attachment "B" providing said services delineated as Part A
services for a total amount not to exceed $397,606.00; and should the City determine to
implement Part B services, thereby authorizing an additional amount not to exceed $180,534.00
ComprehensiveEmergencyMgmtPlanV3 2
03- 190
reference is incorporated into this agreement; provided, however, that in no event shall the
amount of compensation exceed $578,140.00.
B. Unless otherwise specifically provided in Attachment "B", payment shall be made
within forty five (45) days after receipt of Provider's invoice, which shall be accompanied by
sufficient supporting documentation and contain sufficient detail, to allow a proper audit of
expenditures, should City require one to be performed. If Provider is entitled to reimbursement
of travel expenses (i.e. Attachment `B" includes travel expenses as a specific item of
compensation), then all bills for travel expenses shall be submitted in accordance with Section
112.061, Florida Statutes.
6. OWNERSHIP OF DOCUMENTS: Provider understands and agrees that any
information, document, report or any other material whatsoever which is given by the City to
Provider or which is otherwise obtained or prepared by Provider pursuant to or under the terms
of this Agreement is and shall at all times remain the property of the City. Provider agrees not to
use any such information, document, report or material for any other purpose whatsoever without
the written consent of City, which may be withheld or conditioned by the City in its sole
discretion.
7. AUDIT AND INSPECTION RIGHTS:
A. The City may, at reasonable times, and for a period of up to three (3) years
following the date of final payment by the City to Provider under this Agreement, audit, or cause
to be audited, those books and records of Provider which are related to Provider's performance
under this Agreement. Provider agrees to maintain all such books and records at its principal
place of business for a period of three (3) years after final payment is made under this
Agreement.
ComprehensiveHmergencyMgmtPlanV3 3 03— 19it
B. The City may, at reasonable times during the term hereof, inspect Provider's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether
the goods or services required to be provided by Provider under this Agreement conform to the
terms hereof and/or the terms of the Solicitation Documents, if applicable. Provider 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 Section 18-55.2 of the Code of the City of Miami, Florida, as
same may be amended or supplemented, from time to time.
8. AWARD OF AGREEMENT: Provider 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 Agreement 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 Agreement.
9. PUBLIC RECORDS: Provider 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 agrees to allow access by the City and the public
to all documents subject to disclosure under applicable law. Provider's failure or refusal to
comply with the provisions of this section shall result in the immediate cancellation of this
Agreement by the City.
10. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Provider
understands that agreements between private entities and local governments are subject to certain
laws and regulations, including laws pertaining to public records, conflict of interest, record
ComprehensiveEmergencyMgmtPlanV3 4
keeping, -etc. City and Provider agree to comply with and observe all applicable laws, codes and
ordinances as they may be amended from time to time.
11. INDEMNIFICATION: Provider shall indemnify, defend and hold harmless the
City and its officials, employees and agents (collectively referred to as "Indemnitees") and each
of them from and against all loss, costs, penalties, fines, damages, claims, expenses (including
attorney's fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or
death of any person or damage to or destruction or loss of any property specifically arising out of,
resulting from, or in connection with (i) the performance or non-performance of the services
contemplated by this Agreement which is or is alleged to be directly or indirectly caused, in
whole or in part, by any act, omission, default or negligence (whether active or passive) of
Provider or its employees, agents or subcontractors (collectively referred to as "Provider"),
regardless of whether it is, or is alleged to be, caused in whole or part (whether joint, concurrent
or contributing) by any act, omission, default or negligence (whether active or passive) of the
Indemnitees, or any of them or (ii) the failure of the Provider to comply with any of the
paragraphs herein or the failure of the Provider to conform to statutes, ordinances, or other
regulations or requirements of any governmental authority, federal or state, in connection with
the performance of this Agreement. Provider expressly agrees to indemnify and hold harmless
the Indemnitees, or any of them, from and against all liabilities which may be asserted by an
employee or former employee of Provider, or any of its subcontractors, as provided above, for
which the Provider's liability to such employee or former employee would otherwise be limited
to payments under state Workers' Compensation or similar laws.
12. DEFAULT: If Provider fails to comply with any term or condition of this Agreement,
or fails to perform any of its obligations hereunder, then Provider shall be in default. Upon the
ComprehensiveEmergencyMgmtPianV3 5 03- 190
occurrence of a default hereunder the City, in addition to all remedies available to it by law, may
immediately, upon written notice to Provider, terminate this Agreement whereupon all payments,
advances, or other compensation paid by the City to Provider while Provider was in default shall
be immediately returned to the City. Provider understands and agrees that termination of this
Agreement under this section shall not release Provider from any obligation accruing prior to the
effective date of termination. Should Provider be unable or unwilling to commence to perform
the Services within the time provided or contemplated herein, then, in addition to the foregoing,
Provider shall be liable to the City for all expenses incurred by the City in preparation and
negotiation of this Agreement, as well as all costs and expenses incurred by the City in the re -
procurement of the Services, including consequential and incidental damages.
13. RESOLUTION OF CONTRACT DISPUTES: Provider understands and agrees that
all disputes between Provider and the City based upon an alleged violation of the terms of this
Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to
Provider being entitled to seek judicial relief in connection therewith. In the event that the
amount of compensation hereunder exceeds $50,000, the City Manager's decision shall be
approved or disapproved by the City Commission. Provider shall not be entitled to seek judicial
relief unless: (i) it has first received City Manager's written decision, approved by the City
Commission if the amount of compensation hereunder exceeds $50,000, or (ii) a period of sixty
(60) days has expired, after submitting to the City Manager a detailed statement of the dispute,
accompanied by all supporting documentation (90 days if City Manager's decision is subject to
City Commission approval); or (iii) City has waived compliance with the procedure set forth in
this section by written instruments, signed by the City Manager.
14. CITY'S TERMINATION RIGHTS:
ComprehensiveEmergencyMgmtPlanV3 6 190
A. The City shall have the right to terminate this Agreement, in its sole discretion, at
any time, by giving written notice to Provider at least five (5) business days prior to the effective
date of such termination. In such event, the City shall pay to Provider compensation for services
rendered and expenses incurred prior to the effective date of termination. In no event shall the
City be liable to Provider for any additional compensation, other than that provided herein, or for
any consequential or incidental damages.
B. The City shall have the right to terminate this Agreement, without notice to
Provider, upon the occurrence of an event of default hereunder. In such event, the City shall not
be obligated to pay any amounts to Provider and Provider shall reimburse to the City all amounts
received while Provider was in default under this Agreement.
15. INSURANCE: Provider shall, at all times during the term hereof, maintain such
insurance coverage as may be required by the City. All such insurance, including renewals, shall
be subject to the approval of the City for adequacy of protection and evidence of such coverage
shall be furnished to the City on Certificates of Insurance indicating such insurance to be in force
and effect and providing that it will not be canceled during the performance of the services under
this contract without thirty (30) calendar days prior written notice to the City. Completed
Certificates of Insurance shall be filed with the City prior to the performance of services
hereunder, provided, however, that Provider shall at any time upon request file duplicate copies
of the policies of such insurance with the City.
If, in the judgment of the City, prevailing conditions warrant the provision by Provider of
additional liability insurance coverage or coverage which is different in kind, the City reserves
the right to require the provision by Provider of an amount of coverage different from the
amounts or kind previously required and shall afford written notice of such change in
ComprehensiveEmergencyMgmtP1=V3 7 (} 3— 190
requirements thirty (30) days prior to the date on which the requirements shall take effect.
Should the Provider fail or refuse to satisfy the requirement of changed coverage within thirty
(30) days following the City's written notice, this Contract shall be considered terminated on the
date that the required change in policy coverage would otherwise take effect.
16. NONDISCRIMINATION: Provider represents and warrants to the City that Provider
does not and will not engage in discriminatory practices and that there shall be no discrimination
in connection with Provider's performance under this Agreement on account of race, color, sex,
religion, age, handicap, marital status or national origin. Provider further covenants that no
otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age,
handicap, marital status or national origin, be excluded from participation in, be denied services,
or be subject to discrimination under any provision of this Agreement.
17. MINORITY AND WOMEN BUSINESS AFFAIRS AND PROCUREMENT
PROGRAM: The City has established a Minority and Women Business Affairs and
Procurement Program (the "M/WBE Program") designed to increase the volume of City
procurement and contracts with Blacks, Hispanic and Women -owned business. The M/WBE
Program is found in Ordinance No. 10062, a copy of which has been delivered to, and receipt of
which is hereby acknowledged by, Provider. Provider understands and agrees that the City shall
have the right to terminate and cancel this Agreement, without notice or penalty to the City, and
to eliminate Provider from consideration and participation in future City contracts if Provider, in
the preparation and/or submission of the Proposal, submitted false of misleading information as
to its status as Black, Hispanic and/or Women owned business and/or the quality and/or type of
minority or women owned business participation.
ComprehensiveEmergencyMgmtPlanV3 8 t,
18. ASSIGNMENT:
This Agreement shall not be assigned by Provider, in whole or in
part, without the prior written consent of the City's, which may be withheld or conditioned, in the
City's sole discretion.
19. NOTICES: All notices or other communications required under this Agreement shall
be in writing and shall be given by hand -delivery or by registered or certified U.S. Mail, return
receipt requested, addressed to the other party at the address indicated herein or to such other
address as a party may designate by notice given as herein provided. Notice shall be deemed
given on the day on which personally delivered; or, if by mail, on the fifth day after being posted
or the date of actual receipt, whichever is earlier.
TO PROVIDER:
Steven C. Davis
DavisLogic Inc., dba
All Hands Consulting
10025 Maple Avenue
Columbia, Md. 21046
TO THE CITY:
Chief Joseph R. Fernandez
Department of Fire -Rescue
City of Miami
444 SW 2nd Avenue, 10'h Floor
Miami, Florida 33130
20. MISCELLANEOUS PROVISIONS:
A. This Agreement shall be construed and enforced according to the laws of the State
of Florida.
B. Title and paragraph headings are for convenient reference and are not a part of this
Agreement.
C. No waiver or breach of any provision of this Agreement shall constitute a waiver
of any subsequent breach of the same or any other provision hereof, and no waiver shall be
effective unless made in writing.
D. Should any provision, paragraph, sentence, word or phrase contained in this
Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise
ComprehensiveEmergencyMgmtPlanV3 9 03-
190
9 0
a7 tl
unenforceable under the laws of the State of Florida or the City of Miami, such provision,
paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to
conform with such laws, or if not modifiable, then same shall be deemed severable, and in either
event, the remaining terms and provisions of this Agreement shall remain unmodified and in full
force and effect or limitation of its use.
E. This Agreement constitutes the sole and entire agreement between the parties
hereto. No modification or amendment hereto shall be valid unless in writing and executed by
properly authorized representatives of the parties hereto.
21. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties
hereto, their heirs, executors, legal representatives, successors, or assigns.
22. INDEPENDENT CONTRACTOR: Provider has been procured and is being
engaged to provide services to the City as an independent contractor, and not as an agent or
employee of the City. Accordingly, Provider shall not attain, nor be entitled to, any rights or
benefits under the Civil Service or Pension Ordinances of the City, nor any rights generally
afforded classified or unclassified employees. Provider further understands that Florida
Workers' Compensation benefits available to employees of the City are not available to Provider,
and agrees to provide workers' compensation insurance for any employee or agent of Provider
rendering services to the City under this Agreement.
23. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the
availability of funds and continued authorization for program activities and is subject to
amendment or termination due to lack of funds, reduction of funds and/or change in regulations,
upon thirty (30) days notice.
ComprehensiveEmergencyMgmtPlanV3 10
03-- 190
24. REAFIRMATION OF REPRESENTATIONS: Provider hereby reaffirms all of the
representations contained in the Solicitation Documents.
25. ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and
only agreement of the parties relating to the subject matter hereof and correctly set forth the
rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises,
negotiations, or representations not expressly set forth in this Agreement are of no force or effect.
26. COUNTERPARTS: This Agreement may be executed in two or more counterparts,
each of which shall constitute an original but all of which, when taken together, shall constitute
one and the same agreement.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed by their respective officials thereunto duly authorized, this the day and year above
written.
ATTEST:
Priscilla A. Thompson, City Clerk
"City"
CITY OF MIAMI, a municipal
corporation
LE
Joe Arriola, City Manager
"Provider"
ATTEST: DavisLogic Inc., dba All Hands Consulting,
a Maryland corporation
By:
Print Name: Print Name: Wendy L. Davis
Title: Corporate Secretary Title: President
ComprehensiveEmeMencyMgmtPlanV3 11
0�- 190
APPROVED AS TO FORM AND
CORRECTNESS:
ALEJANDRO VILARELLO
City Attorney
APPROVED AS TO INSURANCE
REQUIREMENTS:
Elliot Fixler
Acting Administrator
Risk Management Division
ComprehensiveEmergencyMgmtP1anV3 12
03- 190
Attachment "A" -- Scope of Work
All Hands Consulting Professional Services Agreement for City of Miami Comprehensive
Emergency Management Planning Services project
The following outline summarizes the All Hands Consulting Scope of Work for the City of
Miami Comprehensive Emergency Management Program
Part A
Phase I - Project Initiation and Baseline Assessment
1. Launch the Project
2. Hold a kick-off meeting, obtain background info
3. Analyze current situation.
4. Attend meetings with staff to gather information
5. Review existing plans, orders of succession
6. Conduct Risk Assessment
7. Conduct a Hazard Vulnerability Analysis
8. Conduct High-level BIA
9. Conduct Technology Assessment
10. Conduct Business Strategy Review
11. Conduct EOC Review
Phase II - Response and Recovery
1. Determine City's "Concept of Operations":
2. Determine CEMP structure, format, and content.
3. Identify planning process participants and development of planning process workbook.
4. Receive questionnaire/planning process workbooks from City, compile information and
data for inclusion into CENIP.
5. Develop an ESF "primary/support" responsibility matrix.
6. Design EOC organization chart
7. Produce a first draft of the CEMP (incl. COOP/COG)
8. Develop Functional Continuity Plans
9. Develop FOGS
10. Produce a second draft of the CENT
11. Prepare final draft Plan.
12. Produce final Plan.
13. Produce Summary Report.
14. Present the Plan and Determine Next Steps
ComprehmsiveEmergencyMgmW1=V3 13
03- 190
Attachment "A" — Scope of Work
All Hands Consulting Professional Services Agreement for City of Miami Comprehensive
Emergency Management Planning Services project
Part B
Phase III - Mitigation Planning
1. Survey of Mitigation Projects and Initiatives
2. Identification of Hazards.
3. Develop Local Mitigation Strategy
Phase IV — Readiness
1. Prepare and conduct initial drills and training
2. Provide After Action Reviews
Phase V — Implementation
1. Emergency Management Program Review (CAR)
2. Circulate for comment, answer questions
3. Attend meetings with staff City staff, to review comments
4. Conduct Table Top Exercise and Drills
5. Provide After Action Reviews
6. Monitor Implementation of Plan
7. Develop strategic workplan
ComprehensiveEmergeneyMgmtPlanV3 14
03- 190
All Hands Consulting
Attachment B
The following table outlines the All Hands Consulting pricing structure for the City of Miami Comprehensive Emergency
Management Planning Services project.
All Hands Consulting will invoice the City of Miami on a weekly basis based for actual hours worked at the rates displayed below.
Each invoice will include reimbursable expenses and shall be accompanied by sufficient supporting documentation.
Payment will be made by the City of Miami within thirty (30) days after receipt of the invoice.
Phase/Task
Phase I - Project Initiation
Launch the Project
Staffl)aNs
Part A
133
4
StaffDi%s
Part B
I Rate
S
Rate
125
Cost
S
S
Est.
Part A
17,400
4,000
Cost Est.
Part B
S
$ -
Extended
S
S
I
Cost
38,640
4,000
Hold a kick-off meeting, obtain background information.
4
$
125
S
4,000
$ -
S
4,000
Analyze current situation.
4
S
125
$
4,000
$ -
S
4,000
Attend meetings with staff to gather information
6
S
125
$
6,000,$-
-
$
6,000
Review existing plans, orders of succession
3
$
85
$
2,040
$ -
$
2,040
Conduct Risk Assessment
5
$
160
$
6,400
$ -
S
6,400
Conduct a Hazard Vulnerability Analysis
40
$
85
$
27,200
$ -
$
27,200
Conduct High-level BIA
24
IS
160
$
30,720
$ -
IS
30,720
Conduct Technology Assessment
8
$
1601S
10,240
$ -
$
10,240
Conduct Business Strategy Review
5
$
160
$
6,400
$ -
S
6,400
Conduct EOC Review
Phase 11 - Response and Recovery
Determine City's "Concept of Operations":
30
1
2
$
i Rate
$
851S
85
S
S
20,400
166,400
1,360
$ -
S
$ -
$
S
S
20,400
166,400
1,360
Determine CEMP structure, format, and content.
6
$
85
S
4,080
$ -
S
4,080
Identify planning process participants and development of
planning process workbook.
8
$
85
$
5,440
$ -
S
5,440
Receive questionnaire/planning process workbooks from City,
compile information and data for inclusion into CEMP.
4
$
85
S
2,720
$ -
S
2,720
Develop an ESF "primary/support" responsibility matrix.
2
$
85
S
1,360
$ -
S
1,360
Design EOC organization chart
2
$
85
$
1,360
S -
S
1,360
Produce a first draft of the CEMP (incl. COOP/COG)
46
$
110
$
40,480
S -
S
40,480
Develop Functional Continuity Plans
30
$
160
$
38,400
$ -
$
38,400
Develop FOGs
40
$
85
IS
27,200
$ -
S
27,200
Produce a second draft of the CEMP
12
$
110
$
10,560
$ -
S
10,560
Prepare final draft Plan.
12
$
110
$
10,560
$ -
S
10,560
Produce final Plan.
16
$
110
S
14,080
$ -
S
14,080
Produce Summary Report.
5
$
110
$
4,400
$ -
S
4,400
Present the Plan and Determine Next. Steps
5
$
-111100.S
4,400
$ -
$
4,400
Prepared by Steve Davis 2/4/2003 Page 1
03- 190
All Hands Consulting
Attachment B
Survey of Mitigation Projects and Initiatives
5
S
85
S
-
S
3,400
S
3,400
Identification of hazards.
8
IS
85
S
IS
5,440
IS
5,440
Develop Local Mid ation Strat
i
42
15
85
S
IS
28,560
1 S
28,%0
-
Prepare and conduct initial drills and training
1 10
Is
110
S
-
S
8,800
IS
8,800
Provide After Action Reviews
2
1 $
851S
-
IS
1,3601S
1,360
Emergency Management Program Review (CAR)
20
$
85
$
-
$
13,600
S
13,600
Circulate for comment, answer questions
4
$
85
$
-
$
2,720
$
2,720
Attend meetings with staff City staff, to review comments
4
$
85
$
-
S
2,720
$
2,720
Conduct Table Top Exercise and Drills
35
S
85
$
-
$
23,800
$
23,800
Provide After Action Reviews
5
$
85
$
-
$
3,400
$
3,400
Monitor Implementation of Plan
18
$
110
$
-
$
15,840
S
15,840
Develop strategic workplan
22
S
110
S
-
S
19,360
$
19,360
Air Travel
40
18
$
370
$
14,800
$
6,660
S
21,460
Per Diem
200
90
$
40
S
8,000
$
3,600
$
11,600
Lodging
200
60
$
80
$
16,000
$
4,800
$
20,800
Mileage
60
10
$
24
$
1,449
S
242
$
1,691
Car Rental
20
10
$
2501S
5,000
IS
2,500IS
7,500
Misc. Supplies, Parking, etc.
I
IS
390001$
190001S
4,000
Consulting Fees (Phases)
323
175
S 283,800
S 129,000
S 334,040
Travel and Expenses (from above)
S
48,249
$
18,802
$
67,051
Project Management
20
10
$
160
$
25,600
S
12,800
S
38,400
Administrative Support
15
8
$
30
S
3,600
S
1,920
$
5,520
Documentation
5
5
S
40
S
1,600
IS
1,600
$
3,200
Contingency (10%)
S
34,757
$
16,412
$
519169
TOTALS
$ 397,606
$ 180,534
S 578,140
Prepared by Steve Davis 2/4/2003 Page 2
03- 190
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Carlos A. Gimenez DATE: October 25, 2002 FILE:
City Manager
SUBJECT: RFQ # 01-02-222
Comprehensive Emergency
Management Plan
FROM: REFERENCES:
Joseph R. Fernandez ENCLOSURES:
Assistant Fre Chief
As the chairperson of the evaluation committee for RFQ .#01-02-222 (Citywide
Comprehensive Emergency Management Plan), I respectfully recommend that
you approve the below listed consultants in the order as shown.
The evaluation committee met three (3) times with the final meeting occurring
on Thursday, October 24�h, 2002. Five out of ten consultants were invited to
make oral presentations on October 2e, and the committee subsequent to the
presentations rendered a final decision.
Your approval of the committee's recommendation is respectfully requested.
The firms are in hierarchical order as follows:
1. Davis Logic/All Hands
2. K.P.M.G.
3. PBS&J
4. URS
IRF/It
Approval Isapproval: Date:
ime , City Manager
03- 190
REQUESTING ACCEPTANCE
OF RFQ NO. 01-02-222
ITEM: Comprehensive Emergency Management Plan
DEPARTMENT: Fire -Rescue
TYPE: Request to accept Recommendation and Proposal
REASON: It is recommended that the proposal of DavisLogic,
Inc. d/b/a All Hands Consulting, the top ranked
firm, be accepted for the provision of
Comprehensive Emergency Management Planning
Services; authorizing the City Manager execute a
Professional Services Agreement, as attached, for a
total amount not to exceed $397,606 for the
provision of Part A services, with funding provided
from the Capital Improvement Project entitled "All
Hazards Comprehensive Emergency Management
Plan", Project No. 313854 , Account Code No.
289401.6.340 ($241,917) and Capital
Improvement Project entitled "Business
Continuity", Project No. 311507, Account Code
No. 469401.6.270 ($155,689). Further
authorizing the provision of Part B services from
DavisLogic Inc., dba All Hands Consulting, in an
amount not to exceed $180,534, for a total
contract award amount not to exceed $578,140.
Funding for Part B services will be allocated from
various departmental accounts, subject to availability
of funds.
Q h/
2-4�� -
Director of Purchasing
2({73
ate
AwardRFQ01-02-222EnwrgencyP1= 03-
3_ :i 9 0
FEB -20--2003 19:12 CITY MqMqGERS OFFICE 305 416 1019 P.01
r�
TO: Honomb(e Mayor
Members of the t
rn4 oe An -it
Chief Ate
Crry OF WWI. F.OP00A
nvT C:E MEMMANDUM
Comffossion
CA -12
DATE,-. FEB 2 0
SU&J cr:
Management
�..s
City Manager e,,,RM
Resolution
Emergency
it is respectfully rec xnmended that the City Commission adopt thea shed resolution,
approving the flnd ngs of the Evaluation Committee pursuant to�Q 001-02-222tDevelopment of a omprehensive Emergency Management Plan (CEMP); authoring
the City Manager to execute the attached professional seagreement wrfth
DavisLogic Inc., db AEI Hands Consulting for a dotal amount not= $3970606 for
the provision of services, with funding provided from tete Ca031 improvement
Project entitled -All azards Carnprehensive Emergency Management Plan", Proje�dt 1+.
323854, Account No. 289QI.6.340 ($241,917) and Capital ent Project
entitled "Business 'nutty+", Protect No. 311507, Account Code : 461ML6.170
($155,689). Furth authoring the provision of services from DavisLogic Inc.,
dba All Hands Car► ulting, in anamountnot toaoeed $380,534, tr a total contract
award amount not exceed $578,140. Funding for Pay# $ services will. be allocated
from various depa ental accounts, subject to ava{tability of funds. I
&A.9-K-G.P. 0 ND
The City of Mia RFQ* 01-02-22,2 see King qualified firms for�the creation of an
all -hazards, Cov�e Emergency Management Plan (CEM P . The Evaluation
Committee recoan Hands Consulting Inc, as it was the top racked firm. This
strategic planni:Trmnlpmnd
which culminates in the creation and del- of a Citi -Vide
Comprehensivey Management Plan (CEMP), will facilitate implementation
of nationally bprances" polies and procedures into operwons and
service delivery of Miami to its residerds and visitors. Thirapproacih will be
applied thees of emergency management as outlinedy the Federal
Emergency MaAgency (FEMA); Mitigation, Preparedness, Ptegx nse and
Recovery. j
03- 190
v
FEB -20-2003 le :12 C I TY MANAGERS OFFICE 30.5 416 1019 P.02
Honorable Mayor
Members of the t
P"e2of2
Commission
The City's abiiity ef�Fe�Ctively reWond W critical events that po
continuity of 9 merit services will be directly enhanced by
process. In addl to addressing nabsral and technological hm
enhance the City's bNily to respond to and catcher f torn manor+
those from Weapo of Mass Destruction (WMD) and other terrorist
1
sally disrupt the
afarenreriboned
this process will
'iShrea t such as
The attached n'afed Pr&6 iorrsl Services agreement dell les a two-part
approach. In Pa A, DavKogic Inc., dba AN Hands Consuttft VAN develop a
Comprest - re mergwxy Management Plan (CEMP), Continuity of
Operationg/Contfn " of Government plans (COOP and COG) fir a amount not to
exceed $397,606. uld the City determine to proceed with the ision of Part 8
services, Disasters Mitigation Planning, Capability Assessrnerrts, nded Business
Corrtinuity Piannin City -Wide disaster exerclses, driUs, critiques and after action
reports for a total amount not td exceed $ 180,534, additional npdmg would be
identified from va us department accounts, and when sa+dfunding is identlfled,
DavisL.ogic Inc., All Hands Consulting would provide said Part 8 I
ry * pursuant to
the attached.
1 ;
Discal impact — N1 ne — $udgeted stem.
CAG �J MU RF/jam
I
i
FM.gOS.doC
TOTAL P.02
03— t11=a