HomeMy WebLinkAboutR-98-0496J-98-560
5/15/98
RESOLUTION NO. 9 8 496
A RESOLUTION, WITH ATTACHMENT, AUTHORIZING
THE CITY MANAGER TO ISSUE A REQUEST FOR
PROPOSALS ("RFP"), IN SUBSTANTIALLY THE
ATTACHED FORM AND SUBJECT TO REVIEW BY THE
CITY ATTORNEY, TO SOLICIT PROPOSALS FOR
CONSULTING SERVICES FOR THE POLICE LIEUTENANT
EXAMINATION PROCESS FOR THE DEPARTMENT OF
HUMAN RESOURCES, AND TO SUBMIT THE MOST
ADVANTAGEOUS PROPOSAL TO THE CITY COMMISSION
FOR APPROVAL.
WHEREAS, it is necessary for the Department of Human
Resources to obtain consulting services for the promotional
examination process for the classification of Police Lieutenant;
and
WHEREAS, there is no promotional register for this
classification in existence at this time due to the expiration of
the prior register; and
WHEREAS, the City Manager and the Director of Human
Resources recommend that the Request for Proposals ("RFP")
process be implemented to obtain consulting services to develop,
implement, and score a Police Lieutenant Examination Process;
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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
IATTACHMEIMT (5)'
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CITY C4
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MAY 2 6 1998
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Section 2. The City Manager is hereby authorized to
issue a Request for Proposals ("RFP"), in substantially the
attached form and subject to review by the City Attorney, to
solicit proposals for consulting services for the Police
Lieutenant Examination process for the Department of Human
Resources, and to present the most advantageous proposal to the
City Commission for its review and approval.
Section 3. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 26th day of May , 1998.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2.36, since the Mayor did not indicate approvO c1
signing it in the designated place provided, said i , v"I`;ts�"n , c�:,
this legislation by 9 g
becomes effective with the elapse of ten (10) da s from the date of Comer ssicn ac ;t:, ?/
ism vey.
ATTEST: regarding same, without the Mayor exercI
Foeman, City Clerk
WALTER J. FOEMAN
CITY CLERK
REVIEWED BY:
_ - „ ,-,_ J'i1,
OL IREZ-S
ASSISTANT CITY
LLO
CJT�V ATTORNEY
W2579:CSK
2 98 -- 496
City of Miami
Request for Proposals
RFP
Proposal Data
RFP Number: 97-98-103
Commodity Code:
Commodity Title:
Type of Purchase:
M/WBE Set -Aside:
Sr. Buyer:
Buyer Phone:
E-Mail Address:
Issue Date:
Pre -Proposal Submission
Conference:
Day/Date:
Time:
Location/Mail Address:
Purchasing Department
Judy S. Carter, Director
Miami Riverside Center
444 SW 2"d Avenue, 6' Floor
Miami, Florida 33130
Web Site Address: httD://ci.miami.fl.us/
918-65
CONSULTING SERVICES FOR POLICE LIEUTENANT EXAMINATION PROCESS
Six (6) Month Contract with OTR for Two (2) Additional Six (6) Month Periods
N/A
Pamela Burns
305-416-1905
purchase@ci.miami.fl.us
N/A
Proposal Submission Deadline
Office of the City Clerk
City Hall
3500 Pan American Drive
Miami, Florida 33133-5504
Fax: 305-416-1925
Directions: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO USI. USI SOUTH TO 27TH AVE., TURN LEFT
PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON
PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: USI NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE
DR. (3RD TRAFFIC LIGHT), TURN LEFT, I BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT
THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
RFP Content Sections
1.0 Introduction
2.0 Specifications/Scope of Work describing what is needed
3.0 General Terms and Conditions that are general in scope
4.0 Contractual Terms and Conditions of Proposed Contract
5.0 Instructions and Evaluation Process for this RFP
6.0 Response forms and Check List to be completed, signed and submitted with Proposal
Sealed written Proposals must be received by the City of Miami, City Clerk's Office, no later than the date, time and at
the location indicated above for the Proposal Submission. Submittal of Response by fax is not acceptable. Seven 7
co ies of your proposal and response forms must be returned to the City or your proposal may be disqualified. NOTE:
This RFP does not constitute an order for the goods or services specified. The number of copies requested in this RFP
together with completed Response Forms must be returned.
PUBLIC NOTICE
Sealed Proposals will be received by the City of Miami City Clerk at his office located at City Hall, 3500
Pan American Drive, Miami, Fla. 33133 for the following:
RFP No. 97-98-103: The City of Miami ("City") is seeking proposals from a qualified Consultant to
develop and implement, for the classification of Police Lieutenant a customized
examination process, for the Department of Human Resources.
SUBMISSION DATE: , 1998 at a.m.
This Request for Proposals (RFP) is available upon request at the City of Miami, Purchasing Department,
444 S.W. 2 Avenue, Sixth Floor, Miami, Florida 33130. The telephone number is (305) 416-1904 or (305)
416-1900.
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City of Miami, Florida Consulting Services for Police Lieutenant E ation Process RFP 97-98-103
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1.0. INTRODUCTION FOR REQUEST FOR PROPOSALS
1.1. Invitation
Thank you for your interest in this Request for Proposal ("RFP") process. The City of Miami, through its
Purchasing Department invites responses which offer to provide the services described in greater detail in
Section 2.0: Specifications / Scope of Work.
1.2. Term of Contract
The successful Proposer (hereinafter, "Consultant") shall be required to execute a contract with the City,
which shall include, but not be limited to, the following terms:
a) The initial term of the Contract shall be for six (6) months, commencing on the date established in
the contract. The City shall have the option to extend the Contract for two (2) additional six (6)
month periods, at its sole discretion and at the same terms, conditions, and pricing. Proposer will
be given at least sixty (60) days prior written notice.
b) Extension of the term of the Contract beyond the initial period is an option of the City to be
exercised in its sole discretion and which does not confer any rights upon the Proposer.
c) The City shall have the right to terminate the Contract, for any reason whatsoever or at any time,
upon the sole discretion of the City.
1.3. Business Objective
City of Miami, Florida ("City"), a municipal corporation of the State of Florida, is seeking the services of
a qualified Consultant, which may be an individual, firm, corporation, joint venture, partnership or other
legal entity, to develop and implement for the classification of Police Lieutenant, a customized
examination process, for the Department of Human Resources.
1.4. Introduction
Careful attention must be paid to all requested items contained in this "Competitive Sealed Proposal,"
hereinafter referred to as Request for Proposals (RFP). Proposers are invited to submit proposals in
accordance with the requirements of this RFP. Please read the entire package before proposing. Proposers
shall make the necessary entry in all blanks provided for the responses.
The entire set of documents constitutes the RFP. The Proposer must return this document with all
information necessary to properly analyze Proposer's response in total and in the same order in which it was
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City of Miami, Florida Consulting Services for Police Lieutenant F 7tion Process RFP 97-98-/03
issued. Proposer's notes, exceptions, and comments may be rendered on an attachment, provided the same
format of this RFP text is followed. All proposals shall be returned in a sealed envelope with the RFP
number and opening date clearly stated on the outside of the envelope.
Proposers must provide a response to each requirement of the RFP. Proposals should be prepared in a
concise manner with an emphasis on completeness and clarity
1.5. Award of Contract
An award shall be made to the responsible Proposer whose proposal is determined to be the most
advantageous to the City, taking into consideration price and the evaluation factors set forth in the
Request for Proposals.
1.6. Changes / Alterations
Proposer may change or withdraw proposal at any time prior to proposal submission deadline; however, no
oral modifications will be allowed.
NOTE: (1) The bonds required above shall be issued by companies authorized to do business under the
laws of the State of Florida with a general policyholders' rating of no less than "A" and the amount of any
required bond shall not exceed 5% of the reported policyholders' surplus as reported in the latest edition of
Best's Key Rating Guide, published by Alfred M. Best Company, Inc.
1.7. Performance Bond
The Consultant must furnish a performance bond in the principal amount equivalent to the total annual
contract value prior to execution of any Contract. The bond shall be conditioned upon full performance of
all obligations imposed upon the Consultant in the proposal document and in the resulting Contract. The
bond must be executed by a company licensed to do business as a surety company in the State of Florida.
The City reserves the right to reject any and all tenders of such bonds or guarantees. Notwithstanding the
above, the City may accept, in lieu of a bond, a cashiers check, an irrevocable letter of credit drawn upon
a local bank, or cash in the amount of one hundred percent (100%) of the contract price, and made payable
to the City of Miami, Florida. The City reserves the right to demand of the Consultant a performance
bond in whatever amount is deemed sufficient to guarantee the faithful performance of the terms and
conditions of the agreement.
1.8. Sub -Consultants
A Sub -Consultant is an individual or firm contracted by the Proposer or Proposer's firm to assist in the
performance of services required under this RFP. They shall be paid through Proposer or Proposer's firm and not
paid directly by the City. Sub -consultants are allowed by the City in the performance of the services delineated
within this RFP. Proposer must clearly reflect in its Proposal any Sub -Consultants proposed to be utilized, and
provide for the Sub -Consultant the same information required of Consultant. The City retains the right to accept or
reject any Sub -Consultants proposed.
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City of Miami, Florida Consulting Services for Police Lieutenant F ition Process RFP 97-98-103
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1.9. Unauthorized Work
The Consultant shall not begin work until a City purchase order has been issued. The Purchase Order(s)
shall specify the price and period of time allotted for the completion of the work.
Time may be extended for a specific period when the cause of such delay is beyond the control of the
Proposer and provided that notice of such delay is given to the City immediately upon knowledge of
impending delay.
1.10. Contract Execution
A contract will be negotiated and executed between the Consultant (individual, firm, joint venture,
partnership or other legal entity) also referred to as "Consultant," and the City.
1.11. Discrepancies, Errors, and Omissions
Any discrepancies, errors, or ambiguities in the RFP or addenda (if any) should be reported in writing to the
City's Purchasing Department. Should it be necessary, a written addendum will be incorporated in the RFP.
The City will not be responsible for any oral instructions, clarifications, or other communications.
1.12. Disqualification
The City reserves the right to disqualify proposals before or after the submission date, upon evidence of
collusion with intent to defraud or other illegal practices on the part of the Proposer.
1.13. Proposal Receipt
Sealed proposals will be accepted in accordance with the instructions detailed on the cover of this RFP. After
that date and time, proposals will no longer be accepted. The Proposer shall file all documents necessary to
support its proposals and include them with its proposal. Proposers shall be responsible for the actual
delivery of proposals during business hours to the address indicated on the cover and in the RFP. It shall not
be sufficient to show that the proposal was mailed in time to be received before scheduled submission date
and time for receipt of proposals.
1.14. Capital Expenditures
The Consultant understands that any capital expenditures that the Consultant makes, in order to perform
the services required by the City in this RFP, is a business risk which the Consultant shall include in its
proposed price, and shall assume any additional costs. The City is not and shall not pay or reimburse any
capital expenditures or any other expenses, incurred by Proposer in anticipation of a contract award nor to
maintain the approved status of the Proposer if a contract is awarded.
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City of, Miami, Florida
Consulting Services for Police Lieutenant f -ition Process RFP 97-98-103
1.15. RFP Process Milestones
The anticipated schedule for this RFP and subsequent Contract is as follows. All dates are tentative and
subject to change.
• RFP available for distribution.......................................................................
• Due date for Questions............................................................................................
• Proposal Due Date.....................................................................................
, 1998
• Initial Meeting of Evaluation Committee...............................................................
, 1998
• Evaluation of Proposers by Evaluation Committee ................................................
, 1998
• Oral Presentations, if applicable.................................................................
, 1998
• Recommendation from Evaluation Committee to City Manager ...........................
, 1998
• Recommendation from the City Manager to the City Commission .......................
, 1998
• City Commission Approval.....................................................................................
, 1998
• City Commission Authorization to execute contract ..............................................
, 1998
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City of,t#ami. Florida
Consulting Services for Police Lieutenant E tion Process RFP 97-98-103
2.0. SPECIFICATIONS / SCOPE OF WORK
The City of Miami is seeking the services of a personnel selection Consultant to develop and implement for the
classification of Police Lieutenant a customized examination process, on behalf of the Department of Human
Resources.
The promotional process will consist of the customized examination processes for Police Lieutenant, and seniority
credit for time -in -grade. The score that will be used to establish the eligible Register for this promotional process is
be made up of two components. The first component is a weight of 80% of the Register score which results from
the Consultant's examination process; the second component is a weight of 20% from seniority points of a
candidate in accordance to Civil Service Rule 6 and FOP Union contract with the City of Miami. Approximately
120 candidates are expected to participate in the Police Lieutenant's examination process.
2.1 TESTING PROCEDURE OBJECTIVES
The testing procedure for the classification shall fulfill the following Objectives:
1. Be directly job related.
2. Be perceived as fair and objective by the candidates (thereby having a high face validity).
3. Be standardized to ensure equivalency across candidates.
4. Be developed with input from staff from the Police Department, the City's expert consultant, the Department of
Justice expert, and the Department of Human Resources.
5. Entail multiple assessment measures.
6. Meet the federal Uniform Guidelines on Employee Selection Procedures and current professional standards,
including but not limited to American Psychological Association Standards and/or Academy of Management
Standards.
The Consultant must be qualified and experienced in Police promotional system design and implementation.
2.2 PROJECT REQUIREMENTS
The Consultant shall:
1. Develop no less than three examination exercises that are appropriate to directly measuring the knowledge,
skills and abilities necessary to perform the job functions for the classification. Consultant will have input from
Police Department staff, the Department of Human Resources, the City's expert consultant, and the Department
of Justice expert in the development of examination measures.
2. Work with the Miami Police Department and Department of Human Resources to develop a book list based
upon the Job Analysis. The book list must be the sole source of examination material. This list must be
published a minimum of 90 days prior to the administration of the examination.
3. Identify percentage of job domain measured by the customized examination processes for the classification.
Identify area(s) of job domain not measured by the examination process and identify appropriate measures for
assessing that portion of job domain for the classification.
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City bf ftfiami, Florida Consulting Services for Police Lieutenant EY -lion Process RFP 97-98-103
4. Consultant and members of the Consultant's firm or agency shall be present to administer the examination
process for the classification. Location of test sites is the responsibility of the City. City staff may be also
utilized as proctors for the examination process.
5. Consultant's firm or agency, under the direct supervision of the Consultant, shall score the examination
processes and generate descriptive statistics such as means and standard deviation for each classification.
Consultant shall analyze the scores from the examination process to determine if group means differ, on ethnic
groups and/or gender, and to what extent for the classification.
6. Consultant shall recommend cutoff points on the customized examination processes for the classification. The
City's expert consultant and Department of Justice expert will be involved in all stages of examination
development and implementation, and reserve the right to review the recommended cutoff point for the
process.
7. Consultant shall provide on -site orientation program to ensure all candidates receive uniform information for
the classification. This phase will include written guidelines and rules that will govern the administration of the
examination process.
Consultant shall select, obtain and train individuals from the law enforcement community to serve as assessors,
if applicable to examination process. Appropriate ethnic and gender representation must be present among
assessors for each classification. The training of the assessors and the ethnic and gender background making
up the assessor panel must be approved by the City's expert consultant, the Department of Justice expert, and
the Department of Human Resources for each classification process. The City reserves the right to have
representation present at any and all processes that involve assessors, including but not limited to training
sessions, orientations, selection proceedings, and assessment processes. The same number of assessors must be
used to assess everyone participating in the assessment center, if applicable.
9. Consultant shall select, obtain and train individuals to serve as role players, if applicable to the examination
process. Appropriate ethnic and gender representation should be present among the role players for the
classification process.
10. Consultant shall video tape the examination processes or exercises, if applicable to the design of the proposed
examination process (e.g., assessment center exercises) and conduct ratings from video tape for each of the
classifications.
11. The Consultant shall provide candidates feedback to include a written profile of candidate's performance from
their examination processes, and a plan for improving performance that shall be developed from the score of
the candidate.
12. The Consultant shall provide to the Department of Human Resources statistics stating the content validity of
the examination process. Actual scores and validity statistics must be provided by the Proposer to the City
upon request for each candidate in the classification.
13. Use the recently conducted Job Analysis (see Attachment A) by the City's expert for the classification of Police
Lieutenant and generate a separate content validity report linking the examination process to the job analysis
results for the classification consistent with the Federal Uniform Guidelines on Employee Selection Procedures
and current professional standards.
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Citv,of Miami, Florida Consulting Services for Police Lieutenant EY ' •ation Process RFP 97-98-103
14. The Consultant shall provide three (8 hours) days of post-test consultation without charge, as well as lock their
current fee rate for consultation at time of proposal for any additional work if necessary.
15. The Consultant shall furnish all equipment, materials, supervision or supplies necessary for
completion of all the services specified in this RFP. Failure to possess the necessary materials and
equipment in order to satisfactorily perform the services may result in the default of the Proposer from
the ensuing contract.
The Consultant shall, as part of a contract with the City, agree to appear on the City's behalf as an expert witness in
the event of any litigation arising from examination process for the classification. The Consultant agrees to appear
for a total time of three (3) days ranging from approximately three (3) to eight (8) hours per day per each
classification, not including travel time, without any additional financial costs to the City. After the three (3) days
has been utilized, the Consultant shall be allowed to charge the City his or her reasonable daily rate at time of
contract for any additional days for the services relating to litigation and/or appearing as an expert witness; said
appearance and resulting costs have to be approved by the City in advance of travel. Reasonable travel expenses, a
rental car allowance, hotel accommodations, and a meal allowance for appearances arising from litigation shall be
paid to the Consultant by the City as additional costs upon approval by the City and in accordance with § 112.061,
Florida Statutes.
2.3 PROJECT SCHEDULE
Project Schedule: Included in this RFP is an anticipated project schedule of events or process milestones that
illustrates the time -frame requirements for conducting the work described above. Work is anticipated to begin the
month of September, 1998 and should conclude no later than September 30, 1999. Proposer must submit a
proposed timeline outlining the anticipated services and activities of their proposal and how long each component
will take to complete the project.
2.4 COST / FEE STRUCTURE
Proposer shall detail a budget of all costs and fees associated with the completion of this project. All costs must be
itemized on a per activity basis (e.g., information gathering, development of assessment measures, assessment
center administration, scoring, report development, travel and accommodations, daily rate of compensation for
appearance, etc.) including the overall total cost to develop and implement a customized examination process for
Police Lieutenant (i.e., video exercises, materials production, mailing, telephone and other communication costs
between the Proposer and the City) that is specific to the format proposed for project completion.
In accordance with the proposed timeline submitted in the proposal, a schedule for payment will be negotiated with
Consultant in the Contract. Payments to the Consultant will be paid based on completion of the project services
and activities and to the complete satisfaction of the City.
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City bf ,Miami, Florida Consulting Services for Police Lieutenant E• ition Process RFP 97-98-103
3.0. GENERAL TERMS AND CONDITIONS
3.1. Acceptance/Rejection
The City of Miami reserves the right to accept or reject any or all proposals or to select the Proposer, who
in the opinion of the City, will be in the best interest of and/or the most advantageous to the City. The
City also reserves the right to reject the proposal of any Proposer who has previously failed to properly
perform under the terms and conditions of a contract, to deliver on time contracts of a similar nature, and
who is not in a position to perform the requirements defined in this RFP. The City reserves the right to
waive any irregularities and technicalities and may, at its discretion, withdraw and/or re -advertise the
RFP.
3.2. Approval by Emergency Financial Oversight Board
The State of Florida has appointed an Emergency Financial Oversight Board (Oversight Board) which is
empowered to review and approve all City of Miami contracts. As a result, contracts shall not be binding
on the City until such time as they have been approved by the Oversight Board. Execution of a contract by
the City Manager shall constitute evidence of its approval by the Oversight Board.
3.3 City Not Liable for Delays
It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Consultant,
any 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.
3.4. Contact Person
The contact person for this RFP is Pamela Burns, Sr. Procurement Contracts Officer, Department of
Purchasing, who can be reached at (305) 416-1905 or (305) 416-1900.
3.5. Contract Award And City's Rights
The proposals will be evaluated by 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 experience and/or knowledge.
The City shall evaluate each proposal based upon the evaluation criteria established herein (the
"Evaluation Criteria"). A Proposer may receive the maximum number of available points or a portion of
this score depending on the merit of its proposal, as evaluated by the Committee. The City reserves the
right, in its sole discretion, to request one (1) or more Proposers to make oral presentations before the
Committee as part of the evaluation process. The Committee shall submit its recommendation to the City
Manager for acceptance. The City Manager shall make his recommendations to the City Commission
requesting the authorization to negotiate with the recommended Proposer. No Proposer shall have any
rights against the City arising from such negotiations or termination thereof.
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Consulting Services for Police Lieutenant E 7tion Process RFP 97-98-103
The City reserves the right to enter into contract negotiations with the selected Proposer. If the City and
the Proposer cannot negotiate a successful contract, the City may terminate said negotiations and begin
negotiations with another selected Proposer(s) This process will continue until a contract acceptable to the
City has been executed or all proposals are rejected. The City reserves the right to negotiate with each
responsible and responsive Proposer. No Proposer shall have any rights against the City arising from such
negotiations or termination thereof.
The decision to award a contract shall be made by the City Commission. The contract shall be in form and
substance acceptable to the City. The City Commission's decision of whether to make the award(s) and to
which Proposer(s) shall be final.
While the City Commission may direct that the City enter into a Contract with a Proposer(s), said
Contract may be conditional on the subsequent submission of other documents within the time and in the
manner specified in the contract.
The Consultant(s) shall acquire no vested rights by virtue of its selection or recommendation by the
Selection Committee. No rights at all shall accrue to the benefit of the Consultant(s) until the Contract is
executed by both parties.
The City reserves the right to reject any or all proposals, in whole or in part, and/or make award to one or
more Proposers, whichever is deemed to be in the City's best interests. The City also reserves the right to
waive any informalities, irregularities and technicalities in procedure at its sole discretion.
The City shall prepare and present the Contract for execution to the Consultant.
3.6. Cost Incurred By Proposers
All expenses involved with the preparation and submission of proposals to the City, or any work
performed in connection therewith shall be borne by the Proposer(s).
3.7. Inquiries
Any questions regarding this Proposal should be directed in writing via mail or fax to the Chief
Procurement Officer (Director of Purchasing) 444 S.W. 2nd Avenue, 6" Floor, Miami, Florida 33130.
Proposers requiring clarification or interpretation of the RFP shall make a written request to the Chief
Procurement Officer on or before the close of business . The person or firm submitting the
request will be responsible for its timely delivery. Written responses will be compiled and shall be issued
only in addendum format and distributed to all potential Proposers. Any questions regarding the process
may be addressed to Ms. Pamela Burns, Sr. Procurement Contracts Officer, at telephone (305) 416-1905,
fax (305) 416-1925, or e-mail.
3.8. Legal Requirements
This RFP is subject to all applicable federal, state, county and local laws, ordinances, rules and
regulations that in any manner affect any and all of the services covered herein. Lack of knowledge by
the Proposer shall in no way be cause for relief from responsibility.
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3.9. Minority / Women Business Enterprise M/WBE) Program
Ordinance No. 10062, as amended, entitled the Minority and Women Business Affairs and Procurement
Ordinance of the City of Miami, Florida sets forth "...a goal of awarding at least 51 percent of the City's
total annual dollar volume of all expenditures for all goods and services, to Black, Hispanic and Women
minority business enterprises on an equal basis." A minority business enterprise is defined as a business
firm "...in which at least 51 percent of said enterprise is owned by Blacks, Hispanics, or Women and
whose management and daily business operations are controlled by one or more Blacks, Hispanics or
Women." To achieve the goal established by Ordinance 10062, vendors doing business with the City are
encouraged to include minority firms as participants in their proposals.
Acceptable ways for minority participation in this Proposal are:
1. Proposers Certified by the City of Miami as M/WBE prior to proposal submission
2. Proposers who include minority/female-owned firms as subconsultants.
3. Proposers who have key professional staff members who are minorities and/or females assigned to
key positions for this engagement.
For the purposes of this RFP, a M/WBE certified entity is one which has been certified by the City of
Miami as a Black, Female, or Hispanic business enterprise prior to proposal submission. Entities which
are M/WBE certified by the Dade County Public Schools or the State of Florida, any of its agencies,
municipalities, or political subdivisions must also meet the City of Miami's M/WBE certification
requirements.
Proposers may contact the City Clerk's Office for copies of Ordinance No. 10062 and amendments.
The Purchasing Department will provide the necessary forms and instructions upon request. Please
contact can be made with Ms. Marva Wiley, M/WBE Supervisor, at (305) 416-1921.
Each Proposer shall also submit along with the Proposal an Affirmative Action Policy (AAP).
3.10. Non -Appropriation of Funds
In the event no funds or insufficient funds are appropriated and budgeted or funding is otherwise
unavailable in any fiscal period for payments due under the contract, then the City, upon written notice to
the Consultant or his/her assignee of such occurrence, shall have the unqualified right to terminate the
contract without any penalty or expense to the City.
3.11. Occupational License Requirement
Any Proposer with a business location in the City of Miami, who submits Proposal under this RFP, shall
meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the
City of Miami Charter. Proposers with a business location outside the City of Miami shall meet their local
Occupational License Tax requirements. A copy of the license must be submitted with the Proposal;
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.
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City df :1tiami, Florida Consulting Services for Police Lieutenant E- -ition Process RFP 97-98-103
3.12. Payment
Proposer must submit proposed timeline outlining the services and activities to be provided with Proposal
for project completion. Payments to the Consultant will be negotiated and paid based on completion of
project timelines to the complete satisfaction of the City.
3.13. One Proposal
Only one (1) Proposal from an individual, firm, partnership, corporation or joint venture will be
considered in response to this RFP. If it is found that a Proposer or Proposer's sub -consultant is included
with more than one (1) Proposal, all Proposals which include such Proposer shall be rejected by the City.
3.14. Proposer Qualifications
Proposers must satisfy the following requirements cited below. Failure to do so will result in the Proposal
being deemed non -responsive.
A. Proposer shall be in the business of providing goods and/or services as described in this proposal; that have
a record of performance for a reasonable period of time; and that have sufficient financial support,
equipment and organization to insure that they can satisfactorily execute the services if awarded a Contract
under the terms and conditions herein stated.
B. The City reserves the right, before awarding the contract, to require a Proposer to submit such evidence of
his/her qualifications as it may deem necessary and may consider any evidence available to it of the
financial, technical, and other qualifications and abilities of a proposer, including previous experiences of
same with the City and performance evaluation for services, in making the award in the best interest of the
City.
C. Have no record of criminal activities.
D. Proposer shall not have any member, officer, or stockholder that is in arrears or is in default of any debt or
contract involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has
failed to perform faithfully on any previous contract with the City.
3.15. Proposer Registration
It is the policy of the City that all prospective Proposers complete a "Vendor Application" indicating the
commodities/services which the Proposer can regularly supply to the City for inclusion on the City's
Proposer/bidder's list. Should a prospective Proposer not be currently listed on the City's
Proposer/bidder's list, a Vendor Application will be enclosed with the RFP package. Proposers who have
already submitted an application and secured a Vendor number from the City are not required to submit a
new Vendor application. For any questions, contact the Vendor Registration Section at (305) 416-1913.
3.16. Public Entity Crimes
A person or affiliate who has been placed on the convicted Proposer list following a conviction for a
public entity crime may not submit a Proposal on a contract to provide any goods or services to a public
entity, may not submit a Response on a contract with a public entity for the construction or repair of a
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City of aliami, Florida Consulting Services for Police Lieutenant E tion Process RFP 97-98-103
public building or public work's project, may not submit a Response on a lease of real property to a public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017 of Florida Statutes for Category Two for a period of 36
months from the date of being placed on the convicted Proposer list.
3.16. Resolution Of Protests
Any Proposer who feels aggrieved in connection with the solicitation or award of a contract may protest
in writing to the Chief Procurement Officer (Purchasing Director) who shall have the authority, subject to
the approval of the City Manager and the City Attorney, to settle and resolve a protest with final approval
by the City Commission. Proposers are alerted to Ordinance No. 11072 which describes the protest
procedures and is included in this RFP. Protests failing to meet the requirements for filing shall not be
accepted. Failure of a party to timely file shall constitute a forfeiture of such party's right to file a protest.
NO EXCEPTIONS.
3.17. Review Of Proposals For Responsiveness
Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in
the RFP. A "responsive" Proposal is one which follows the requirements of the RFP, includes all
documentation, is submitted in the format outlined in the RFP, 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. A responsible proposer is one that has the capability in all respects to
fully perform the requirements set forth in the proposal, and that has the integrity and reliability which
will assume good faith performance.
3.18. Sales Tax
The City of Miami is State Sales Tax exempt. 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 amended 1970
and all amendments thereto and shall be paid solely by the Proposer.
3.19. 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
proposal are to be mentioned, or imply the name of the City, without prior express written permission of
the City.
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4.0. SPECIAL PROVISIONS of PROPOSED CONTRACT
4.1. Authorization
Upon authorization of the City Commission, the City Manager or his designee shall negotiate all aspects
of a Contract with the selected Proposer. The City Attorney's Office will provide assistance to the City
Manager or his designee during the negotiation of the contract and must approve the Contract as to legal
form and correctness prior to the City Commission's authorization for the execution of the contract by the
City Manager. Moreover, the State of Florida has appointed an Emergency Financial Oversight Board
(Oversight Board) which is empowered to review and approve all pending City of Miami contracts. As a
result, contracts shall not be binding on the City until such time as they have been approved by the
Oversight Board. Execution of a contract by the City Manager shall constitute evidence of its approval by
the Oversight Board. The contract shall comply with all applicable laws, City Charter, and code
provisions.
4.2. General
The contract shall address, but not be limited to, the following terms and conditions:
4.2.1. Amendments to the Contract
The City Manager shall have sole authority to amend the Contract on behalf of the City.
4.2.2. Assignment Of Contract
The Consultant shall not assign or subcontract the Contract, or any portions thereof, or any part of his/her
operations, without written permission granted by the City through the City Manager, in the City's sole
discretion.
4.2.3. Audit Rights and Records Retention
The Consultant agrees to provide access to the City, or any of its duly authorized representatives, to any
books, documents, papers, and records of the contractor which are directly pertinent to this Agreement, for
the purpose of audit, examination, excerpts, and transcriptions. The Consultant shall maintain and retain
any and all of the aforementioned records for three (3) years after the City makes final payment and all
other pending matters are closed.
4.2.4. Cancellation
The City, by written notice, may terminate the Contract, in whole or in part, , when such action is in the
best interest of the City. If the Agreement is so terminated, the City shall be liable only for payment for
services rendered prior to the effective date of termination.
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City oj"Miami, Florida Consulting Services for Police Lieutenant E tion Process RFP 97-98-103
4.2.5. Compliance With Orders And Laws
Consultant(s) shall comply with all local, state, and federal directives, ordinances, rules, orders, and laws
as applicable to this RFP and subsequent contracting including, but not limited to:
4.2.5.1 Executive Order 11246,
which prohibits discrimination against any employee, applicant, or client because
of factors including, but not limited to, 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.
4.2.5.2 Occupational, Safety and Health Act (OSHA), as applicable to this RFP.
4.2.5.3 The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
4.2.5.4 Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No.
10062, 10538, and 11272, as amended, as applicable to this RFP.
4.2.5.5 Americans with Disabilities Act of 1990, as amended.
4.2.5.6 First Source Hiring Agreement, City Ordinance No. 10032, as amended, as
applicable to this RFP. Implemented to foster the creation of new, permanent jobs
for City of Miami residents.
4.2.5.7 National Institute of Occupational Safety Hazards (NIOSH), as applicable to
this RFP.
4.2.5.8 Local Preference Ordinance No. 11087, as applicable to this RFP.
4.2.5.9 Conflict of Interest, City Code, Section 2-611 & 612, as applicable to this RFP.
Lack of knowledge by the Proposer will in no way be a cause for relief from responsibility. Non-
compliance with all local, state, and federal directives, orders, and laws may be considered grounds for
termination of contract(s).
Copies of the above City Ordinances may be obtained from the City Clerk's Office.
4.2.6. Conflict Of Interest
If any individual member of a proposing team, or an employee of a proposing team/firm, or an immediate
family member of the same is also a member of any board, commission, or agency of the City of Miami,
that individual is subject to the conflict of interest provisions of the City Code, Section 2-611. The Code
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City of, Iiami, Florida Consulting Services for Police Lieutenant E, #ion Process RFP 97-98-103
states that no City of Miami officer, official, employee or board, commission or agency member, or a
spouse, son, daughter, parent, brother or sister of such person, shall enter into any contract, transact any
business with the City, or appear in representation of a third party before the City Commission. This
prohibition may be waived in certain instances by the affirmative vote of 4/5 of the City Commission,
after a public hearing, but is otherwise strictly enforced and remains effective for two years subsequent to
a person's departure from City employment or board, commission or agency membership.
This prohibition does not preclude any person to whom it applies from submitting a proposal. However,
there is no guarantee or assurance that such person will be able to obtain the necessary waiver from the
City, even if such person were the successful Proposer.
A letter indicating a conflict of interest for each individual to whom it applies shall accompany the
submission package. The letter must contain the name of the individual who has the conflict; the
relative(s), office, type of employment or other situation which may create the conflict; the board on
which the individual is or has served; and the dates of service.
4.2.7. Contract Administrator
The Contract Administrator for the contract shall be:
Name
Ms. Mary Leckband, Project Manager
Department
Human Resources
Address
444 S.W. 2°d Avenue
Seventh Floor
Miami, FL 33130
Phone Number
(305) 416-2114
4.2.8. Contract Representative
The Proposal shall include the name and telephone, and/or beeper number, in the event the contract is
awarded to Proposer, where the contract representative designated by Proposer can be reached on a daily
basis during at least regular business hours, Monday through Friday, for purposes of addressing
complaints and receiving information as to contract performance.
4.2.9. Indemnification
The Consultant shall indemnify and save harmless forever the City, and all the City's agents, officers and
employees from and against all charges or claims resulting from any bodily injury, loss of life, or damage
to property from any act, omission or neglect, by itself or its employees; the Consultant(s) shall become
the defendant in every suit brought for any of such causes of action against the City or the City's officials,
agents and employees related to this; the Proposer shall further indemnify City as to all costs, attorney's
fees, expenses and liabilities incurred in the defense of any such claims and any resulting investigation.
Please refer to Sec. 6.2. Indemnification and Insurance.
4.2.10. Insurance
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City of Miami, Florida Consulting Services for Police Lieutenant f Won Process RFP 97-98-103
Within ten (10) days after execution of contract, the Consultant shall furnish Evidence of Insurance to the
Purchasing Department. Please refer to Section 6.2 Indemnification and Insurance.
Execution of Contract and 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 RFP, the Consultant 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 Proposer fails to
submit the required insurance documents in the manner prescribed in this RFP, within fifteen (15)
calendar days after the Consultant has been made aware of Commission award, the Proposer may be in
default of the contractual terms and conditions. Under such circumstances, the Proposer may be
prohibited from submitting future proposals to the City. Information regarding any insurance requirements
shall be directed to the Risk Administrator, Risk Management Division, at (305) 416-1700. Additionally,
Consultant may be liable to the City for the cost of re -procuring the services, caused by Consultant's
failure to submit the require documents.
4.2.11. Permits, and Licenses
The Proposer shall obtain and pay for any applicable licenses, permits and inspection fees as may be
required for each assigned project. All work shall comply with all applicable laws and ordinances.
In the event any governmental restrictions may be imposed which would necessitate alterations of the
material, quality, workmanship or performance of the items offered on this proposal prior to their
delivery, it shall be the responsibility of the Consultant(s) to notify the City at once, indicating in his/her
letter the specific item/service which requires an alteration. The City reserves the right to accept any such
alteration including any price adjustment(s) occasioned thereby, or to cancel the contract at no expense or
other liability(s) to the City.
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City of Miami, Florida Consulting Services for Police Lieutenant f ition Process RFP 97-98-103
5.0. INSTRUCTIONS FOR SUBMITTING A PROPOSAL
The following information and documents are required to be provided with Proposer's Response to this
RFP. Failure to do so may deem your proposal non -responsive.
5.1. Instructions to Proposers
The purpose of this RFP is to hire a qualified Consultant to develop and implement for the classification of
Police Lieutenant a customized examination process. Therefore, only fully capable, experienced, and qualified
Proposers should submit Proposals in response to this RFP.
Throughout this RFP, the phrases "must" and "shall" will denote mandatory requirements. Any
Proposer's proposed system that does not meet the mandatory requirements is subject to immediate
disqualification.
When responding to this RFP, all Proposers shall adhere to the guidelines defined below. Any and all
proposals that do not follow the prescribed format are subject to immediate disqualification.
5.1.1. Submission Requirements
PROPOSAL FORMAT
The following documentation shall be included as a minimum in the Proposal and submitted to the City.
Instructions to Proposers: Proposers should carefully follow the format and instructions outlined below, observing
format requirements where indicated. Proposals must contain the information itemized below and in the order
indicated. This information should be provided for the Proposer and any subconsultants to be utilized for the work
contemplated by this RFP. Proposals submitted which do not include the following items may be deemed non-
responsive and may not be considered for contract award.
The response to this solicitation shall he presented in the following format. Failure to do so may deem your
Proposal non -responsive.
1. Cover Page
The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the
Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers; Title
of RFP; RFP Number; Federal Employer Identification Number or Social Security 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.
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City of Miami, Florida Consulting Services for Police Lieutenant Won Process RFP 97-98-103
3. Executive Summary:
A signed and dated summary of not more than two (2) pages containing the Qualifications, Knowledge,
Experience, Past Performance, and Organization's Approach to representing the City of Miami as contained in the
submittal. Include the name of the organization, business phone and contact person. Provide a summary of the
work to be performed by Proposer.
4. Proposer's Qualifications ("Proposer" refers to the Business Organization which employs
primary consultant and consulting team members ):
1.) Describe the firm's organizational history and structure; indicate whether the City has awarded
previously any contracts to the firm.
2.) Provide a list of all principals, owners or directors.
3.) Submit a summary listing of all full-time employees classified by name, occupational title, and
race/ethnic ity/gender.
4.) Indicate the location of the firm where the work will be performed.
5.) Letter of interest, clearly describing the members of the consulting team and explaining the
firm's interest in performing the required professional services. Include copies of resumes for
those individuals who will perform services, detailing educational background, test
development experience, and experience with content validity approach.
6.) List of current and previous clients, including the names of contact personnel and their
telephone numbers. (The City reserves the right to contact these clients as part of the
evaluation process.) Clearly state Police -related experience.
7.) List of all lawsuits and the disposition of the lawsuits relating to employment testing filed
against the firm or agency.
8.) Address the above -listed items for sub -consultant firms proposed, as applicable.
5. Primary Consultant's Experience:
1.) Letter detailing the experience of Proposer as it relates to projects of similar complexity and
scope. Clearly state Police -related experience.
2.) Qualifications summary of the Proposer in the form of a resume including educational history,
experience with content validity, test development history, and as it relates to proposed project.
3.) Provide as a minimum three (3) Letters of Reference from entity(ies) for which the Proposer
has provided a similar service in the past three (3) years.
4.) List of current and previous clients. (The City reserves the right to contact these clients as part
of the evaluation process.)
5.) Summary of all litigation experience in which the Proposer served as an expert witness in
employment -related testing.
6.) List of all lawsuits and the disposition of lawsuits filed against the Proposer relating to
employment testing.
7.) Address the above -listed items for any individual sub -consultants proposed, as applicable.
6. Description of Proposed Testiniz Processes:
1.) Summary of testing process proposed.
2.) Summary of previous relevant experience to include an explanation of the content validity
process to be utilized linking the City's Job Analyses (see Attachment A) to the examination
processes proposed, and explanation of scoring methodology for examination processes.
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3.) Names of individuals to be assigned to this project, the amount of time each will be assigned to
the project, their qualifications including academic credentials, project roles and ethnic and
gender identification.
7. Implementation Strategy
Summary of administration/implementation plan for proposed testing process.
8. Ability to Perform Work within the Contract Time Frame
Timetable for project completion including benchmarks.
9. Work Samples:
Sample exercises/work sample of the examination processes proposed.
10. Minority/Women Participation, if applicable
• For proposers seeking M/WBE consideration in the evaluation process, proposers must be certified by the City
of Miami as M/WBE prior to proposal submission date. Additionally, the following documents must be
submitted with proposal, if applicable:
• City of Miami M/WBE Certificate/letter evidencing current certification status
• City of Miami Minority/Business Affairs Registration Affidavit
• For Proposers seeking Affirmative Action consideration in the evaluation process, proposers must provide the
names of key professional staff members by race, gender and ethnicity.
11. Local Preference, if applicable
• State the Primary Office Location of the Proposer.
• Provide location from which the Consultant will be based to perform the work.
12. Affidavits / Acknowledgments
• Proposers shall complete and submit as part of its proposal all of the following forms and/or documents:
• 6.1
RFP Information Form
• 6.2
Insurance Requirements
• 6.3
Proposer Background Information
• 6.4
Minority / Women Business Affairs Registration Affidavit
• 6.5
Minority Status Information Sheet
• 6.6
Affirmative Action Policy for Equal Employment Opportunity (Sample)
• 6.7
Primary Office Location Affidavit
• 6.8
Debarment and Suspension Certificate
• 6.9
M/WBE Certification, if applicable
• 6.10
Conflict of Interest, if applicable
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THE FOLLOWING MUST BE SUBMITTED WITH YOUR PROPOSAL IN A SEPARATE SEALED
ENVELOPE. FAILURE TO DO SO MAY DEEM THE PROPOSAL NON -RESPONSIVE.
13. Cost / Fee Proposal
All costs / fees required for completion of services proposed shall be submitted with proposal and
provided in a separate sealed envelope. These costs/fees will not be reviewed until each responsive
Proposal has been evaluated according to the Evaluation criteria cited in Section 5.2. Failure to provide
costs may deem your Proposal non -responsive.
All costs to provide the total services delineated herein must be delineated on a per activity basis (e.g.,
information gathering, development of assessment measures, assessment center administration, scoring,
report development, travel and accommodations, daily rate of compensation for appearance, etc.)
including the overall total cost to develop and implement a customized examination process for Police
Lieutenant.
5.2 EVALUATION CRITERIA
Proposals first will be rated and evaluated by the Evaluation Committee on the basis of all factors other than Price
to provide services as described under Phase # 1 below. Based upon the criteria, Proposers shall be ranked in order
according to score (from high to low).
Phase # 1:
For the Technical Phase, the Evaluation Committee will first evaluate and rate all proposals on the Technical
(Quality) criteria listed in this section below. A Proposer may receive the maximum points or a portion thereof
depending on the merit of its proposal, as judged by the Committee. The evaluation process will include the
following criteria:
a.
Proposer's Experience
15
points
b.
Firm's Qualifications
15
points
c.
Description of Proposed Testing Processes
20
points
d.
Implementation Strategy
20
points
e.
Ability to Perform Work within the Contract Time Frame
20
points
f.
Work Samples
20
points
g.
Local Preference, if applicable
10
points
h.
Minority / Women Participation, if applicable
5
points
TOTAL: 125 points
Upon the completion of the technical evaluation Phase #1, including the rating and ranking, the Committee may
choose to conduct oral presentation(s) with the Proposer(s) which the Evaluation Committee deems to warrant for
further consideration based on the best rated proposal providing the highest quality of service to the City of Miami;
scores in clusters; significant breaks in scoring; and/or for the purpose of maintaining competition.
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Phase # 2:
After the Evaluation Committee re-evaluates proposals following an oral presentation, if applicable, the Committee
will then evaluate the Cost/Fee Proposals (Phase #2) of those Proposers remaining in consideration. The costs/fees
proposal submission will be assigned a maximum of 25 points.
Phase #2 will be utilized whereas the separate listing of all costs/fees to be charged by Proposer shall be opened for
the final candidates as determined by the Committee. The top rated Proposals, plus any ties, will then be rated using
Cost/Fee Proposal as a factor.
Fees charged will be evaluated in the following manner:
1. The responsive Proposal with the lowest total cost will be given the maximum number of points.
2. Each proposal will be given points proportionately in relation to the lowest costs proposed..
The cost/fee proposal will be evaluated utilizing the following formula:
Lowest Total Cost Proposed Total Points
Proposer's Cost/Fee Proposal X for Costs/Fees = Points
This point total will be calculated by dividing the lowest total cost by the proposer's costs being evaluated with the
result being multiplied by the weight (points) to arrive at a cost score of less than the full score for fees.
Meetings and/or interviews may be scheduled with any responsible and responsible Proposers for clarifications, if
any, relative to costs/fees cited in Proposal. The cost/fees for services shall then be considered for the top
candidates in accordance with the cited formula. The costs/fees charged to provide services shall not be the sole
determining factor for award.
The City reserves the right to rank more or less than three (3) candidates should it so desire under Phase #1, and
subsequently meet and/or interview the same, according to that which serves the City's best interests.
5.3. Response Format
Seven ('n bound of your complete response to this RFP must be delivered to:
Mr. Walter Foeman, City Clerk
City of Miami
Office of the City Clerk
First Floor
3500 Pan American Drive
Miami, Florida 33133
Proposals received at any other location than the aforementioned or after the proposal submission date shall be
deemed non -responsive.
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Proposals should be signed by an official authorized to bind the Proposer to the provisions contained in the
proposal. Proposals are to remain valid for at least 180 days. Upon award of a contract, the contents of the
proposal of the Consultant may be included as part of the contract, at City of Miami's discretion.
5.3.1. Trade Secrets Execution to Public Records Disclosure
All proposals submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida
Statutes. An exception may be made for "trade secrets".
If your proposal 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 RFP number 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 proposal as a "trade secret" you agree to indemnify and
hold harmless the City of Miami 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.
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Consulting Services for Police Lieutenant. ition Process RFP 97-98-103
6.0. RFP Response Forms
CHECK LIST
This checklist is provided to help you conform with all form/document requirements stipulated in this RFP.
Submitted
With Proposal
6.1 RFP Information Form
This form must be completed, signed, and returned with Proposal. YES,
6.2 Insurance Requirements
Acknowledgment of receipt of information on the insurance YES
requirements for this RFP. (Must be signed).
6.3 Proposer Background Information
This form must be completed in its entirety to verify the capability of YES
Proposer to perform the services specified in the RFP.
6.4 Minority/Women Business Affairs Registration Affidavit,
if applicable - Must be completed and signed only if one or more of YES
the owners in the business enterprise is at least 51 % owned by a
Black, Hispanic or Female.
6.5 Minority Status Information Sheet
To be completed, if applicable.
6.6 Affirmative Action Policy for Equal Employment
Opportunity
6.7 Primary Office Location Affidavit, if applicable
6.8 Debarment and Suspension Certificate
(Must be signed).
6.9 MIWBE Certification, if applicable
6.10 Conflict of Interest, if applicable
6.11 Proposer (Vendor) Application,
if applicable - All prospective Proposers should complete a Vendor
application for the commodities/services the Proposer can regularly
supply to the City. Should a prospective Proposer not be currently
listed on the City's Proposer/bidder's list, a Vendor application will
be enclosed with the RFP package. Proposers who have already
submitted an application and secured a vendor number from the City
are not required to submit a new Vendor application.
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YES
YES
YES
YES
YES
YES
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City of Miami, Florida Consulting Services for Police Lieutenant f rtion Process RFP 97-98-103
6.12 Occupational License
All Responses shall be accompanied by a copy of your current YES
license(s), as required.
6.13 Proposal Response
YES
A complete and thorough Proposal, with all required information
formatted as requested and denoted in Section 5.5.1 Submission
Requirements.
6.14 Cost / Fee Proposal - to be submitted with Proposal in a sealed YES,
envelope separate from Proposal containing all costs/fees proposed
for this project.
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City of Miami, Florida
Consulting Services for Police Lieutenant E
ition Process
RFP 97-98-103
6.1. RFP Information Form
Mailing Date: Buyer:
RFP No.: 97-98-103 Telephone:
Pamela Burns
305-416-1905
Please quote on this form(s) net prices for the item(s) attached. 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 proposal. Fees should be firm for a minimum of 90 days.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
SHORT TERM CONTRACT
FOR: CONSULTANT FOR POLICE LIEUTENANT EXAMINATION PROCESS
We have read your Request for Proposal, completed the necessary documents, and propose to furnish and
deliver, F.O.B. DESTINATION, the items or service specified herein.
number of calendar days required to complete work after Notice to Proceed or issuance
of purchase order.
number of calendar days required before commencement of work.
Delivery will be made within calendar days after receipt of purchase order.
Terms: 2%-10 days Net 30 days Additional discount of % if awarded all items.
(include cash discount for prompt payment, if any)
Contact Person/Telephone:
Warranty and/or guarantee:
All exceptions to this Proposal have been documented in the section below.
EXCEPTIONS:
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City oj'Atiami. Florida
Consulting Services for Police Lieutenant ! ition Process RFP 97-98-103
I certify that any and all information contained in this proposal is true; and I further certify that this
proposal is made without prior understanding, agreement, or connection with any corporation, firm, or
person submitting a proposal for the same materials, supplies, equipment, or services, and is in all respects
fair and without collusion or fraud. I agree to abide by all terms and conditions of the RFP, and certify
that I am authorized to sign for the Proposer. Please print the following and sign your name:
Firm's Name:
Principal Business Address:
Mailing Address:
Telephone:
Fax:
Name:
Title:
Authorized Signature:
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City of, Miami, Florida Consulting Services for Police Lieutenant E ition Process RFP 97-98-103
6.2. Indemnification and Insurance
INDEMNIFICATION
Consultant shall indemnify, defend and hold harmless the City and its officials, employees and agents
(collectively referred to as "Indemnities") and each of them from and against all loss, cost, 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 arising out of, resulting from, or in connection with (i) the performance or non-performance of
the services contemplated by the Contract 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 Consultant or
its employees, agents, or subcontractors (collectively referred to as "Consultant"), 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 Indemnities, or any of them or (ii) the
failure of the Consultant to comply with any of the provisions in the Contract or the failure of the
Consultant to conform to statutes, ordinances or other regulations or requirements of any governmental
authority, federal or state, in connection with the performance of the Contract. Proposer expressly agrees
to indemnify and hold harmless the Indemnities, or any of them, from and against all liabilities which may
be asserted by an employee or former employee of Proposer, or any of its subcontractors, as provided
above, for which the Proposer's liability to such employee or former employee would otherwise be
limited to payments under state Workers' Compensation or similar laws.
Consultant further agrees to indemnify, defend and hold harmless the Indemnities from and against (i) any
and all Liabilities imposed on account of the violation of any law, ordinance, order, rule, regulation,
condition, or requirement, in any way related, directly or indirectly, to Consultant's performance under the
Contract, compliance with which is left by the Contract to the Consultant, and (ii) any and all claims,
and/or suits for labor and materials furnished by the Consultant or utilized in the performance of the
Contract or otherwise.
Where not specifically prohibited by law, Consultant further specifically agrees to indemnify, defend and
hold harmless the Indemnities from all claims and suits for any liability, including, but not limited to,
injury, death, or damage to any person or property whatsoever, caused by, arising from, incident to,
connected with or growing out of the performance or non-performance of the Contract which is, or is
alleged to be, caused in part (whether joint, concurrent or contributing) or in whole by any act, omission,
default, or negligence (whether active or passive) of the Indemnities. The foregoing indemnity shall also
include liability imposed by any doctrine of strict liability.
The Consultant shall furnish to City of Miami, c/o Department of Purchasing, 444 SW 2°d Avenue, 61
Floor, Miami, Florida 33130, Certificate(s) of Insurance prior to contract execution which indicate that
insurance coverage has been obtained which meets the requirements as outlined below:
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City of wfiami, Florida Consulting Services for Police Lieutenant E tion Process RFP 97-98-103
A. Worker's Compensation Insurance for all employees of the Proposer as required by Florida Statute
440.
B. Public Liability Insurance on a comprehensive basis in an amount not less than $1,000,000.00
combined single limit per occurrence for bodily injury and property damage. City must be shown
as an additional insured with respect to this coverage.
C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in
connection with the work in an amount not less than statutory combined single limit per
occurrence for bodily injury and property damage.
D. Professional Liability Insurance with Minimum Limits of $1,000,000.00 per occurrence.
The City needs to be named as additional insured. BINDERS ARE UNACCEPTABLE.
The insurance coverage required shall include those classifications, as listed in standard liability insurance
manuals, which most nearly reflect the operations of the Consultant.
All insurance policies required above shall be issued by companies authorized to do business under the
laws of the State of Florida, with the following qualifications:
The Company must be rated no less than "A" as to management, and no less than
"Class X" as to financial strength, by the latest edition of Best's Key Rating
Insurance Guide or acceptance of insurance company which holds a valid Florida
Certificate of Authority issued by the State of Florida, Department of Insurance,
and are members of the Florida Guarantee Fund.
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City of Miami, Florida Consulting Services for Police Lieutenant i ation Process RFP 97-98-/03
Insurance Requirements form (page 2)
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
written advance notice to the certificate holder.
NOTE: CITY RFP NUMBER AND/OR TITLE OF RFP MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the Consultant of his liability and
obligation under this section or under any other section of this Agreement.
The Consultant shall be responsible for assuring that the insurance certificates required in conjunction
with this Section remain in force for the duration of the contractual period; including any and all option
terms that may be granted to the Proposer.
--If insurance certificates are scheduled to expire during the contractual period, the Consultant shall
be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10)
calendar days in advance of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover
the contractual period, the City shall:
A) Suspend the contract until such time as the new or renewed certificates are received by the City in
the manner prescribed in the RFP.
B) The City may, at its sole discretion, terminate the Contract for cause and seek re -procurement
damages from the Consultant in conjunction with the violation of the terms and conditions of the
Contract.
The undersigned Proposer acknowledges that (s)he has read the above information and agrees to comply
with all the above City requirements.
Proposer:
(Company name)
Date:
Signature:
Print Name:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
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City of Miami, Florida Consulting Services for Police Lieutenant E tion Process
RFP 9'-98-l03
6.3. Proposer Background Information
INSTRUCTIONS:
This questionnaire is to be included with your Response. Do not leave any questions unanswered.
When the question does not apply, write the word(s) "None", or "Not Applicable", as appropriate.
Please print.
COMPANY NAME:
COMPANY OFFICERS:
President
Secretary
1.
2.
3.
4.
5.
Vice President
Treasurer
County or Municipal Occupational License No.
(attach copy with Response)
Occupational License Classification
Occupational License Expiration Date:
Miami -Dade County Certificate of Competency No.
(attached copy if requested in RFP)
Social Security or Federal I.D. No.
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of ownership
of ownership
of ownership
of ownership
•
City of .Lliami, Florida Consulting Services for Police Lieutenant E• -lion Process
RFP 97-98-103
Proposer Background Information form (page 2)
EXPERIENCE:
6. Number of Years your organization has been in business:
7. Number of Years experience PROPOSER (person, principal of firm, owner) has had in operation
of the type required by the specifications of the RFP:
8. Number of Years experience PROPOSER (firm, corporation, proprietorship) has had in operation
of the type required by the specifications of the RFP:
9. Experience Record: List references who may be contacted to ascertain information on past and/or
present contracts, work, jobs, that PROPOSER has performed of a type similar to that required by
specifications of the City's RFP:
Contact Person:
Contact Person:
DATE OF JOB DESCRIPTION OF JOB
Phone No:
DATE OF JOB DESCRIPTION OF JOB
Phone No:
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Consulting Services for Police Lieutenant E •ion Process RFP 97-98-/03
Proposer Background Information form (page 3)
FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB
Contact Person:
Phone No:
FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB
Contact Person:
Phone No:
FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB
Contact Person:
Phone No:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORMMAYDISQUALIFY YOUR RESPONSE
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ON of Pv/iami, Florida Consulting Services for Police Lieutenant E- pion Process RFP 97-98-103
6.4. Minority/Women Business Affairs Registration Affidavit
Please Check One Box Only [ ] Hispanic [ ] Female [ ] Black [ ] Not Applicable
If business is not 51 % minority/female owned , affidavit does not apply. If not applicable, notarization is
not required.
I (We), the undersigned agree to the following conditions:
1) that we have read Section 2.25 of the General Terms and meet the fifty-one percent (51 %)
ownership and management requirement for minority/women registration status and will abide by
all of the policies and regulations governing the City of Miami Minority and Women Business
Enterprise Procedures;
2) that if at any time information submitted by the undersigned applicant in his/her Vendor
Application should prove to be false, inaccurate, or misleading, applicant's name will be struck
from the City of Miami's Bidder's list with no further consideration given to this applicant;
3) that the City of Miami maintains the right, through award of contract, to revoke the award, should
it be found that false, inaccurate or misleading information or a change in the original information
have occurred;
4) to notify the City of Miami within thirty (30) days of any change in the firm's ownership, control,
management or status as an ongoing minority/women business concern as indicated on the Vendor
Application, and that the City of Miami, upon a finding to the contrary, may render a firm's
registration with the City null and void and cease to include that firm in its registered list of
minority and women -owned businesses;
5) that the City of Miami has a right to diligently verify all information submitted by applicant in
his/her Vendor Application to monitor the status of the Minority/Women Business Enterprise,
once registered;
6) that the City of Miami may share a firm's registration information concerning its minority/women
status and its capability with other municipal or state agencies for the sole purpose of accessing the
firm to their procurement opportunities, unless otherwise specified by the firm in writing.
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City of Miami, Florida
Consulting Services for Police Lieutenant, .7tion Process RFP 97-98-103
Minority/Women Business Affairs Registration Affidavit (page 2)
I (We) certify under the penalties of perjury that the information contained in any and all application
documents submitted to the City of Miami is correct as per Ordinance No. 10062, as amended.
Firm Name:
(Name, Title & Date)
(If signing as a corporate officer, kindly affix corporate seal)
(Name, Title & Date)
This application must be signed by at least one general partner of a partnership or the proprietor of a sole
proprietorship or all partners of a joint venture.
NOTARIZATION
COUNTY, SS
COUNTY OF MIAMI-DADE Date:
That:
and acknowledged the foregoing instrument as his/her act and deed.
That he/she has produced
NOTARY PUBLIC:
My Commission Expires:
personally appeared before me
as identification.
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
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City of Miami, Florida Consulting Services for Police Lieutenant E Ttion Process RFP 97-98-103
6.5. Minority Status Information Sheet
MINORITY CLASSIFICATION AND PARTICIPATION
Please check one box only and complete any and all sections applicable to your firm.
1. Indicate Minority/Women classification of Business Enterprise
(PROPOSER): [ ] B=BLACK [ ] H=HISPANIC
[ ] F=FEMALE [ ] NM=NON-MINORITY
2. If ONE OF THE FOLLOWING, give details of Minority/Women Participation within firm(s), or
as it may apply to this RFP, if awarded. Indicate Minority/Women Classification of each
company:
A. JOINT VENTURE: Provide information regarding Minority/Women Firms participating and
the extent of participation.
% of Dollar
Firm Name Business Address Proposal Amount
B. SUBCONSULTANTS: Provide information regarding Minority/Women firms participating
and the extent of participation.
% of Dollar
Firm Name Business Address Proposal Amount
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAYDISOUALIFY YOUR RESPONSE.
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City of Miami, Florida
Consulting Services for Police Lieutenant E ion Process RFP 97-98-103
6.6. Sample Affirmative Action Policy
For Equal Employment Opportunity
AFFIRMATIVE ACTION/
EQUAL EMPLOYMENT OPPORTUNITY - POLICY STATEMENT
It is the policy of (Company Name) to base its hiring and promotions on merit, qualifications and
competency and that its personnel practices will not be influenced by an applicant's or employee's race,
color, place of birth, religion, national origin, sex, age, marital status, veteran and handicapped status.
One of the management duties of all principals at (Company Name) is to ensure that the following
personnel practices are being satisfied:
1. Take every necessary affirmative action to attract and retain qualified employees, regardless of race,
color, place of birth, religion, national origin, sex, age, marital status, veteran and handicapped
status.
2. Maintain equitable principles in the recruitment, hiring, training, compensation and promotion of
employees.
3. Monitor and review personnel practices to guarantee that equal opportunities are being provided to
all employees, regardless of race, color, place of birth, religion, national origin, sex, age, marital
status, veteran and handicapped status.
(Company Name) is committed to take affirmative action and aggressively pursue activities that will
serve to enable all employees and applicants opportunities available throughout this organization.
Clearly, the above actions cannot be accomplished as a secondary duty for any individual, despite the full
support of management. And so, to monitor our efforts, (Company Name) has assigned one of its
principals as the Affirmative Action Director to monitor all activities of this program.
Employees may contact (Name of assigned principal) at (telephone number) regarding this Affirmative
Action Policy.
DATE:
(SIGNATURE/TITLE):
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORMMAYDISQUALIFY YOUR RESPONSE.
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City of Miami, Florida
Consulting Services for Police Lieutenant E tion Process RFP 97-98-103
6.7. Primary Office Location Affidavit
riease type or print cieariy. i ms wltidavlt must be completed in full, signed and notarized only if your primary office islocated within the corporate
limits of the City of Miami.
Legal Name of Firm:
Entity Type: (check one box only) [] Partnership [] Sole Proprietorship [) Corporation
Corporation Doc. No:
Occupational License No:
PREVIOUS
Street Address:
City:
State:
Date Established:
Date of Issuance:
How long at this location:
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City of Miami, Florida Consulting Services for Police Lieutenant E rion Process RFP 97-98-103
Primary Office Location Affidavit
(page 2)
I (we) certify, under penalty of perjury, that the primary office location of our firm has not been established with the sole purpose of obtaining the advantage
granted bona fide local proposers by this section.
(Corporate Seal)
Authorize Signature
Print Name
Title
Authorize Signature
Print Name
Title
(Must be signed by the corporate secretary of a Corporation or one general partner of a partnership or the proprietor of a sole proprietorship or all partners of a
joint venture.)
STATE OF FLORIDA, COUNTY OF MIAMI-DADE
Subscribed and Sworn before me that this is a true statement this day of
Notary Public, State of Florida
Printed name of Notary Public
My Commission expires
0 Personally known to me; or 0 Produced
identification:
199
(Seal)
Please submit with your proposal copies of Occupational License, professional and/or trade License to verify local status. The City of Miami also
reserves the right to request a copy of the corporate charter, corporate income tax filing return and any other documents(s) to verify the location of
the firm's primary office.
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORMMAYDISQUALIFY YOUR RESPONSE
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6ty of Itiami, Florida Consulting Services for Police Lieutenant E !ion Process RFP 97-98-103
6.8. Debarment And Suspension
CITY OF MIAMI CODE SEC. 18-56.4
(a) Authority and requirement to debar and suspend:
After reasonable notice to an actual or prospective contractual party, and after reasonable
opportunity to 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 (3) years. The City Manager shall also have the authority to suspend
a contractor 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 include the following:
1. 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;
2. 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;
3. Conviction under state or federal antitrust statutes arising out of the submission of bids or
proposals;
4. Violation of contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. 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;
5. Debarment or suspension of the contractual party by any federal, state or other governmental
entity;
6. False certification pursuant to paragraph (c) below; or
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City of Miami, Florida Consulting Services for Police Lieutenant E tion Process RFP 97-98-103
7. 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) (5).
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 set forth above, or debarred or suspended as
set forth in paragraph (b) (5).
Company name:
Signature:
Date:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR
RF.CPONSF-
Page 41
�G
CITY OF MIAM1, FLORIDA CA=3
INTER -OFFICE MEMORANDUM
Honorable Mayor and Members
TO: of the City Commission DATE: May 26, 1998 FILE:
SUBJECT: Miami Police Department - Police
Lieutenant Promotional Exam RFP
FROM: Jose Garcia -Pedrosa REFERENCES:
City Manager /W
ENCLOSURES:
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing the City Manager to issue a Request for Proposal (RFP), in substantially the attached
form, to provide Consulting Services for the Police Lieutenant Examination Process, for the
Department of Human Resources.
we XCRI81iKI I C
The Job Analysis for Police Lieutenant was finalized April 1998. From the Job Analysis, the job
specifications are updated for the Civil Service classification of Police Lieutenant, as well as this
analysis will need to be used to develop a content valid promotional examination for the
classification.
In order to identify potential test developers, an RFP must be released that details the
specifications and scope of services needed for the promotional examination project. Services
for this project include the development of an examination using the recently conducted Job
Analysis, administration/implementation of the examination, scoring and the preparation of a
final report.
The Police Captain's examination is scheduled to take place June 15-18, 1998, and there are
currently three Captain's vacancies that will be filled. The promotion of current Police
Lieutenants to the rank of Captain will thereby cause immediate vacancies in the Civil Service
classification of Police Lieutenant. The last Eligible Register for Police Lieutenant expired on
4/29/97. The Register established from this examination process will have a maximum existence
into the year 2001.
JGP:CMC:ARB:me1
REQUESTING
ISSUANCE OF RFP
ITEM: Consulting Services for the Police Lieutenant
Examination Process
DEPARTMENT: Human Resources
TYPE: Request to Issue RFP
REASON: There is no promotional register for this classification in
existence at this time due to the expiration of the prior
register.
RECOMMENDATION: to obtain Consulting Services to develop, implement,
administer, and score the Police Lieutenant Examination
Process.
Director RZur asi
(I I �\ -�
ate
AwazdIssueRFP
98- 496