Loading...
HomeMy WebLinkAboutR-83-01530 J-82-303 rr RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF DAVID M. GRIFFITH AND ASSOCIATES, LTD. TO PREPARE THE CENTRAL SERVICES COST ALLOCATION PLAN FOR THE CITY OF MIAMI, IN THE AMOUNT OF $13,500, WITH FUNDS THEREFORE ALLOCATED FROM THE 1983 OPERATING BUDGET OF THE DEPARTMENT OF FINANCE; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT, IN SUBSTANTIALLY THE FORM ATTACHED HERETO. WHEREAS, sealed bids were received on December 9, 1982, to prepare the Central Services Cost Allocation Plan for the City of Miami; and WHEREAS, the City Manager reports that David M. Griffith and Associates, Ltd., is the lowest responsible bid and recommends that the attached agreement be awarded to said company; and WHEREAS, the bid process was engaged in by the City in conformance with City Code Section 18-55; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The Bid Proposal from David M. Griffith and Associates, Ltd. in the amount of $13,500 is hereby accepted with funds therefor hereby allocated From the 1983 Operating Budget of the Department of Finance. Section 2. The City Manager is hereby authorized to enter into an agreement, in substantially the form attached hereto, between the City of Miami and David M. Griffith and Associates, Ltd. to prepare the Central Services Cost Allocation Plan for the City of Miami. PASSED AND ADOPTED this loth day of February , 1983. ATTEST: GCS c- RACf . ONGIE, CITY Cb"K Maurice A. Ferre MAURICE A. FERRE MAYOR CITY COMMISSION MEETING OF FEB 1.0 1033 RESOLUTION NO. t bAa...15i1; 6 le PREPARED AND APPROVED BY: ROBERT F. CLARK DEPUTY CITY ATTORNEY APPROVED hS TO FORM AND CORRECTNESS: JOST R. GARCIA-PEDROS CITY ATTORNEY -2- 0 L' CITY OF MIAMI. FLORIDA 37 INTER -OFFICE MEMORANDUM TO Howard V. Gary DATE January 17, 1983 FILE. City Manager FROM• Carlos E. Garcia. - Director of Finance SUBJECT. Agenda Item REFERENCES: CLOSURES! It is recommended that the attached resolution accepting the bid of David M. Griffith & Associates, Ltd., to prepare the Central Services Cost Allocation Plan, at a cost of $13,500, be passed and that the City Manager execute the enclosed agreement. The City of Miami needs to develop a Central Services Cost Allo- cation Plan that will identify indirect costs associated with administering Federal grants. This plan must be developed along special Federal Government guidelines in existence for this type of plan. The attached Agreement requires that the consultant must sucessfully negotiate the Indirect Cost Plan with the Federal Government, there- fore, guaranteeing that these charges will not be challanged in future years by the Federal Government. Requests for proposals were advertised in Diario Las Americas, The Miami News, and the Miami Review, on November 18, 1982. In addition, requests for proposals were mailed on November 17, 1982, to: . Arthur Anderson & Company 0 DFC Management Consultants . Arthur Young & Company . Ernst & Whinney Coopers & Lybrand 0 Peat Marwick Mitchell & Co. • David M. Griffith & Assoc.,Ltd. a Price Waterhouse & Co. . Deloitte Haskins & Sells a Touche Ross & Company Bids were received from four firms'as shown in the attached tabulation. cc: City Attorney 83--153 PROFESSIONAL SERVICES AGREEMENT This Agreement entered into as of the day of 1983, by and between the City of Miami, a municipal corporation of Dade County, Florida, hereinafter referred to as "CITY", and David M. Griffith and Associates, Ltd., hereinafter referred to as "CONSULTANT." W I T N E S S E T H: WHEREAS, the CITY requires professional services in the nature of a Central Services Cost Allocation Plan; and WHEREAS, the CONSULTANT has expressed a desire to perform a Central Services Cost Allocation Plan, and WHEREAS, the City Commission authorized the City Manager to negotiate and execute a professional service agreement by Reso- lution No. - NOW, THEREFORE, THE CITY and CONSULTANT agree as follows: 1. TERM: The CONSULTANT shall perform the work called for under Item 2 below, commencing thirty (30) days upon execution of this Agreement. The CONSULTANT shall submit a draft of the cost allocation plan within sixty (60) days of execution of this Agreement and will monitor first year recoveries to ensure all allowable recoveries are realized. 2. BASIC SERVICES: (a) The CONSULTANT shall provide the following pro- fessional services as part of this Agreement: 1. Review current Federally funded City programs and evaluate the contribution of central services for their support. 2. Review current enterprise operations and evaluate the contributions of central services to their support. W-. 83-153, 3. Review City central service expenses that can be allo- cated to an indirect cost pool. 4. Based on the reviews mentioned above, prepare a central services cost allocation plan that meets current Federal guidelines. 5. The firm shall negotiate and have accepted by the cognizant Federal agency the central services cost allo- cation plan. Negotiations shall be substantiated with comprehensive work papers, which will become the property of the City. 6. Provide instruction sessions with City personnel to ensure the perpetuation of the plan and to enable the City to annually update the indirect cost rate proposals in the most efficient manner. 7. Monitor first year recoveries to ensure all allowable recoveries are realized. 3. COMPENSATION: (a) The CITY shall ray the CONSULTANT, as compensation for the services required, a fee of $13,500, inclusive of out-of-pocket expenses, based as follows: Professional Reimbursable Engagement Task Fees Expenses Totals Preparation of Cost Allo- cation Plan $ 7,500 $ 21500 $ 10,000 Negotiation of Plan/Pre- paration of Rates 2,250 1,250 3,500 Total 9,750 3,750 13,500 4. OWNERSHIP OF DOCUMENTS: All writings, diagrams, tracing, charts, and schedules developed by CONSULTANT under this Agreement, shall be delivered to - 2 - 83--153 0 6 The CITY by said CONSULTANT upon completion of the WORK and shall become the property of the CITY, without restriction or limitation on their use. CONSULTANT agrees that all documents, records, and reports maintained and generated pursuant to this contractual re- lationship between the CITY and CONSULTANT shall be subject to all provisions of the Public Records Law, Chapter 119, Florida Statutes. It is further understood by and between the parties that any information, writings, maps, contract documents, reports or any other matter whatsoever which is given by the CITY to the CONSULTANT pursuant to this Agreement shall at all times remain the property of the CITY and shall not be used by the CONSULTANT for any other purposes whatsoever without the written consent of the CITY. 5. NON-DELEGABILITY: It is understood and agreed that the obligation under- taken by the CONSULTANT pursuant to this Agreement shall not be delegated to any other person or firm unless the CITY shall first consent in writing to the performance of such service or any part thereof by another person or firm. 6. AUDIT RIGHTS: The CITY reserves the right to audit the records of the CONSULTANT at any time during the performance of this Agreement and for a period of one year after final payment is made under this Agreement. 7. AWARD OF AGREEMENT: The CONSULTANTS warrant that they have not employed or retained any company or persons to solicit or secure this Agreement and that they have not offered to pay, paid, or agreed to pay any person or company any fee, commission, percentage, - 3 - 83-153 16 0 brockerage fee, or gifts of any kind contingent upon or resulting from the award of making this Agreement. 8. CONSTRUCTION OF AGREEtENT: The parties hereto agree that this Agreement shall be construed and enforced, according to the laws, statutes and case laws of the State of Florida. 9. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties herein, their heirs, executors, legal representatives, successors, and assigns. 10. IDEMNIFICATION: CONSULTANT shall indemnify and save the CITY harm- less from and against any and all claims, liabilities, losses, and causes of action which may arise out of CONSULTANT'S activities under this contract, including all other acts or omissions to act on the part of the CONSULTANTS or any of them, including any person acting for or on his or their behalf. 11. CONFLICT OF INTEREST: The CONSULTANT covenants that no person under its employ who presently exercises any functions or responsibilities in connection with the Agreement has any personal financial interests, direct or indirect, with the City. The CONSULTANT further cove- nants that, in the performance of this Agreement, no person having such conflicting interest shall be employed. Any such interests on the part of the CONSULTANT or its employees, must be disclosed in writing to the CITY. The CONSULTANT, in the performance of this Agreement, shall be subject to the more restrictive law and/or guide- lines regarding conflict of interest promulgated by federal, state, or local government. - 4 - 83-i53 0 U 12. INDEPENDENT CONTRACTOR: That the CONSULTANTS and its employees and agents shall be deemed to be independent contEactor, and not an agent or employee of the CITY, and shall not attain any rights or benefits under the Civil Service or Pension Ordinance of the CITY, or any rights generally afforded classified or unclassified employees; further he/she shall not be deemed entitled to the Florida Worker's Compensation benefits as an employee of the CITY. 13. TERMINATION OF CONTRACT: The CITY retains the right to terminate this Agree- ment at any time prior to the completion of the WORK without penalty to the CITY. In that event, notice of termination of this Agreement shall be in writing to the CONSULTANT who shall be paid for all WORK performed prior to the date of his receipt of the notice of termin- ation. Basis for payment shall be as set out. In no case, however, will the CITY pay the CONSULTANT an amount in excess of the total sum provided by this Agreement. It is hereby understood by and between the CITY and the CONSULTANT that any payment made in accordance with this Section to the CONSULTANT shall be made only if said CONSULTANT is in default under the terms of this Agreement, then the CITY shall in no way be obligated and shall not pay to the CONSULTANT any sum whatsoever. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed by the respective officials thereunto duly authorized, this the day and year first above written. - 5 - 83--153 16 Witnesses: Attest: City Clerk CONSULTANT By: (SEAL) CITY OF MIA14I, a municipal Corpor- ation of the State of Florida By: City Manager APPROVED AS TO FORM AND CORRECTNESS: Jose R. Garcia -Pedrosa, City Attorney Eff-M 83-IS43 6 W A14ARD OF BID Item: City of Miami Central Services Cost Allocation Plan. Reason: Recover overhead costs incurred in Administering Federal Grants. Bids Sent: 10 Bids Received: 04 Bidders: _ Cost Arthur Young & Co. $ 25,000 David M. Griffith & Assoc's, Ltd. 13,500 Deloitte Haskins & Sells 35,000 Peat Marwick Mitchell & Co. 14,500 Evaluation: All firms who responded to the Request For Proposals appear to be well qualified to perform the service. Based on cost and their recognized expertise in the field, it is recommended that David M. Griffith and Associates, Ltd., be awarded the bid. 8 3 - 1 )3. lJ 4 AWARD OF BID Item: City of Miami Central Services Cost Allocation Plan. Reason: Recover overhead costs incurred in Administering Federal Grants. Bids Sent: 10 Bids Received: 04 Bidders: Cost Arthur Young & Co. $ 25,000 David M. Griffith & Assoc's, Ltd. 13,500 Deloitte Haskins & Sells 35,000 Peat Marwick Mitchell & Co. 14,500 Evaluation: Ala firms who responded to the Request For Proposals appear to be well qualified to perform the service. Based on cost and their recognized expertise in the field, it is recommended that David M. Griffith and Associates, Ltd., be awarded the bid. 83-1501