HomeMy WebLinkAboutRFPCity of Miami
Request for Proposals
RFP
Department of Capital Improvements & Transportation
Dianne Johnson
Governmental Affairs & Contracts Administrator
Miami Riverside Center
444 SW 2"d Avenue, 8th Floor
Miami, Florida 33130
RFP Number:
RFP Title:
Project Number:
Type of Purchase:
MIWBE Set -Aside:
Contact:
Contact Fax:
E-Mail Address:
Issue Date:
04-05-019
PROGRAM MANAGEMENT SERVICES FOR THE CAPITAL
IMPROVEMENT AND TRANSPORTATION PROGRAM,
N/A
MULTI -YEAR CONTRACT, SUBJECT TO AVAILABILITY OF FUNDS
N/A
Cecelia Wilson
Clerk IV, Department of Capital Improvements & Transportation
305-416-2153
cwilson@ci.miami.fl.us
February 15th, 2005
DEADLINE FOR REQUESTS FOR ADDITIONAL INFORMATION / CLARIFICATION:
Friday, March 4th, 2005
PROPOSAL SUBMISSION DEADLINE
Day/Date: Friday, March 18th , 2005
Time: 10:00 AM
Location/Mail Address:
Office of the City Clerk
City Hall, 1st Floor
3500 Pan American Drive
Miami, Florida 33133-5504
Directions: FROM THE NORTH: 1-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO SW 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: US1 NORTH TO SW 27TH AVENUE, TURN RIGHT, 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.
RFP TABLE OF CONTENTS
1.0 Introduction to Request For Proposals (RFP) Process
2.0 RFP Scope of Services
3.0 RFP General Conditions
4.0 Special Conditions of The Proposed Contract(s)
5.0 Instructions for Submitting a Response
6.0 RFP Response Forms Including Checklist
7.0 Evaluation & Selection Process
Sealed written Responses 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 receipt. Submittal of Response by fax is no'
acceptable. One original and six (6) copies plus one (1 copy in digital form (on CD-ROM in pdf file
or similar format), of your response and sets of response forms must be returned to the City or your
response may be disqualified.
RFP No. 04-05-019
CITY OF MIAMI
PUBLIC NOTICE
Sealed Responses will be received by the City of Miami, City Clerk's office located at
City Hall, First Floor, 3500 Pan American Drive, Miami, Florida 33133 until March 18th,
2005 at 10:00 AM for the fallowing:
RFP No: 04-05-019
PROFESSIONAL PROGRAM MANAGEMENT SERVICES FOR THE CAPITAL
IMPROVEMENTS AND TRANSPORTATION PROGRAM
Due Date and Time: Friday, March 18th, 2005 at 10:00 A.M.
Any Proposals received after the above stated date and time or delivered to a different
address/ department/ division will not be considered and will be returned to the bidder
unopened.
RFP documents containing detailed requirements will be available upon request on or
after Tuesday, February 15th, 2005 via e-mail or in person. For an electronic version,
send a written request via e-mail or regular mail to:
Cecelia Wilson
cwilson@ci.miami.fl.us
Department of Capital Improvements & Transportation
444 S.W. 2nd Avenue, 8th Floor
Miami, Florida 33130
You may obtain the documents in person, in either digital format or printed copy, during
regular business hours, at the City of Miami, Department of Capital Improvements &
Transportation, 444 S.W. 2nd Avenue, 8th Floor, Miami, Florida, telephone (305) 416-
1255.
The City of Miami reserves the right to waive any informalities or minor irregularities;
reject any and all Proposals which are incomplete, conditional, obscure, or which
contain additions not allowed for; accept or reject any proposal in whole or in part with
or without cause; and accept the proposal(s) which best serves the City.
THIS RFP SOLICITATION IS SUBJECT TO THE "CONE OF SILENCE" IN
ACCORDANCE WITH CITY OF MIAMI CODE SECTION 18-74
Ad Req No. 07786
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RFP No. 04-05-019
NOTICE TO PROSPECTIVE PROPOSERS
RFP NO: 04-05-019
ISSUE DATE: February 15tn 2005
DUE DATE: March 18th, 2005 at 10:00 A.M.
PROGRAM MANAGEMENT SERVICES
FOR CITY OF MIAMI CAPITAL IMPROVEMENT & TRANSPORTATION PROGRAM
NO RESPONSE
If you are not submitting a response at this time, please detach this sheet from the RFP
documents, complete the information requested, mark the RFP number on the outside of
the envelope, and return to the address listed on the cover (page 1) of this RFP.
NO SUBMITTAL FOR REASON(S) CHECKED AND/OR INDICATED:
❑ Our company does not provide this type of service.
❑ We cannot meet the requirements of this scope of work.
❑ Our company is not interested in submitting a proposal at this time.
❑ Due to prior commitments, the firm is unable to take on this additional work.
❑ OTHER. (Please specify):
We do ❑ do not ❑ want to be retained on your mailing list for future projects for this type of
service.
Signature:
Title:
Company:
Address:
Note: Failure to respond, either by submitting a proposal or this completed form, may result in
your company being removed from the City's bid / RFQ / RFP notification list.
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RFP No. 04-05-019
SECTION 1.0 - INTRODUCTION TO RFP PROCESS
1.1. Invitation
Thank you for your interest in this Request for Proposals ("RFP") process. The City of Miami
("City"), through its Capital Improvements & Transportation Department ("The Department")
invites responses ("Proposals" or "Responses") which offer to provide the services described in
Section 2.0: "Scope of Services" of this RFP. This proposal is being issued pursuant to the City
of Miami Procurement Ordinance, more specifically, Section 18-86 "Competitive Negotiations /
Competitive Sealed Proposals", of the City of Miami Code.
1.2. Term of Contract
The proposer(s) deemed best qualified to provide the service(s) requested herein (the
"Successful Proposer(s)") shall be offered the opportunity to negotiate and subsequently
execute a contract ("Contract") with the City, which shall include, but not be limited to, the
following terms:
A. The term of the contract for the services described herein shall be for a period of
three (3) years, subject to continued satisfactory performance and to the availability
of funds, and the City would have the option to renew for up to three (3) additional
one-year periods.
B. The City shall have the option to extend or terminate the Contract for convenience,
that is, for any or no cause.
C. A hold harmless, indemnity, and release provision.
D. A no damages for delay clause.
E. A non-discrimination clause.
F. A right to audit clause.
G. A local venue, waiver of jury trial and permissive counterclaim clause.
1.3. Deadline for Receipt of Requests for Additional Information / Clarification
Pursuant to the City's Cone of Silence Ordinance, any request for additional information or
clarification must be received in writing no later than 5:00 p.m. Wednesday, March 2nd, 2005.
Proposers may fax, mail or e-mail their requests to the attention of Cecelia Wilson, at the City's
Department of Capital Improvements and Transportation, 444 S.W. 2nd Avenue, 8th Floor,
Miami, Florida 33130. The facsimile number is (305) 416-2153 or email: cwilsonCcr�ci.miami.fl.us.
This RFP is subject to the "Cone of Silence" in accordance with Section 18-74 of the City Code
(Ordinance No. 12271). A copy of this Ordinance is available upon request.
1.4. Cone of Silence
Pursuant to Section 18-74 of the City of Miami (Ordinance No. 12271), a "Cone of Silence" is
imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the
City Manager issues a written recommendation to the Miami City Commission. The Cone of
Silence shall be applicable only to Contracts for the provision of goods and services and for
public works or city improvements for amounts greater than $200,000.
The Cone of Silence prohibits anv communication regarding RFPs, RFQs, RFLIs or IFBs (bids)
between, among others:
• Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional
staff including, but not limited to, the City Manager and the City Manager's staff, the Mayor, City
Commissioners, or their respective staffs;
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RFP No. 04-05-019
• Potential vendors, service providers, bidders, lobbyist or consultants, any member of the City's
professional staff, City Department Directors or their respective staffs and any member of this
respective selection/evaluation committee
The provision does not apply to, among other communications:
• Oral communications with the City purchasing staff regarding Minority/Women Business,
Enterprise (M/WBE) and local vendor outreach programs, provided the communication is limited
strictly to matters of process or procedure already contained in the solicitation document;
• The provisions of the Cone of Silence do not apply to oral communications at duly noticed site
visits/inspections, pre -proposal or pre -bid conferences, oral presentations before
selection/evaluation committees, contract negotiations during any duly noticed public meeting, or
public presentations made to the Miami City Commission during a duly noticed public meeting; or
• Communications in writing or by email at any time with any City employee, official or member of
the City Commission unless specifically prohibited by the applicable RFP, RFQ or bid documents.
• Communications in connection with the collection of industry comments or the performance of
market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff.
• Protests cognizable under the Purchasing Ordinance
Proposers or bidders must file a copy of any written communications with the Office of the City
Clerk, which shall be made available to any person upon request. The City shall respond in
writing and file a copy with the Office of the City Clerk, which shall be made available to any
person upon request. Written communications may be in the form of e-mail, with a copy to the
Office of the City Clerk at JCerratoV ci.miami.fl.us
In addition to any other penalties provided by law, violation of the Cone of Silence by any
proposer or bidder shall render any award voidable. A violation by a particular Bidder,
Proposer, Offeror, Respondent, Lobbyist or Consultant shall subject same to potential
debarment pursuant to the City Code. Any person having personal knowledge of a violation of
these provisions shall report such violation to the State Attorney and/or may file a complaint with
the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of
Miami Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence. Please review
City of Miami Code Section 18-74 (Ordinance No. 12271) for a complete and thorough
description of the Cone of Silence. You may contact the City Clerk at (305)250-5360 or go to
www.municode.com to obtain a copy of same.
1.5. Additional Information or Clarification
Requests for additional information or clarifications must be made in writing and received by
Department staff specified on the cover sheet of this RFP, in accordance with RFP Section 1.3
"Deadline For Receipt Of Requests for Additional information / Clarifications" and Section 1.4
"Cone of Silence". The request must contain the RFP number and title, Proposer's name, name
of Proposer's contact person, address, phone number, and facsimile number.
Electronic facsimiles requesting additional information of this RFP will be received by
Department staff at the fax number specified on the cover sheet. Facsimiles must have a cover
sheet which includes, at a minimum, the Proposers name, name of Proposer's contact person,
address, number of pages transmitted, phone number, facsimile number, and RFP number and
title.
The City will issue responses to inquiries and any other corrections or amendments it deems
necessary in the form of written addenda issued prior to the Proposal Submission Date.
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RFP No, 04-05-019
Proposers should not rely on any representations, statements or explanations other than those
made in this RFP or in any written addendum to this RFP. Where there appears to be conflict
between the RFP and any addenda issued, the last addendum issued shall prevail.
1.6. Submittal Instructions
Careful attention must be given to all requested items contained in this RFP. Proposers are invited
to submit Responses in accordance with the requirements of this RFP, PLEASE READ THE
ENTIRE SOLICITATION BEFORE SUBMITTING A PROPOSAL. Proposers shall make the
necessary entries in all blanks of the forms provided for the responses.
The entire set of documents constitutes the RFP. The Proposer must return the required RFP
forms and addenda documents in the same order in which as issued, with all information
necessary for the City to properly analyze Proposer's response in total. Proposer's notes,
exceptions, and comments may be rendered on an attachment, provided the same format of this
RFP text is followed. Responses shall be submitted in a sealed envelope or package with the RFP
number and opening date clearly noted on the outside of the envelope.
Proposers must provide a response to each requirement of the RFP. Responses should be
prepared in a concise manner with an emphasis on completeness and clarity. Further detailed
instruction is provided in Section 5 of this RFP.
1.7. Changes / Alterations
Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline;
however, no oral modifications will be allowed. Written modifications shall not be allowed after the
proposal deadline.
1.8. Sub-Contractor(s) or Sub-Consultant(s)
A Sub -Consultant, herein known as Sub -Contractor, is an individual or firm contracted by the
Proposer or Proposer's firm to assist in the performance of services required under this RFP. A
Sub -Contractor shall be paid through Proposer or Proposer's firm and not paid directly by the
City. Sub -Contractors are allowed by the City in the performance of the services delineated
within this RFP. Proposer must clearly reflect in its Proposal the major Sub -Contractors to be
utilized in the performance of required services. The City retains the right to accept or reject any
Sub -Contractors proposed in the response of Successful Proposer(s) or prior to contract
execution. Any and all liabilities regarding the use of a Sub -Contractor shall be borne solely by
the Successful Proposer(s) and insurance for each Sub -Contractors must be maintained in
good standing and approved by the City throughout the duration of the Contract. Neither
Successful Proposer(s) nor any of its Sub -Contractors are considered to be employees or
agents of the City. Failure to list all Sub -Contractors and provide the required information may
disqualify any proposed Sub -Contractors from performing work under this RFP.
Proposers shall provide in their Responses the requested Sub -Contractor information and
include the same relevant information for each Sub -Contractor that is required of the Proposer.
The information shall include, at a minimum, the name, location of the place of business for
each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may
result from this RFP, any applicable licenses, references, ownership, and other information
required of Proposer. Prior to award and/or execution of a contract, the Successful Proposer(s)
shall confirm the Sub -Contractors that the Successful Proposer(s) intends to utilize in the
Contract, if applicable. Changes to SubContractors may be made only with the advance
approval of the City.
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RFP No, 04-05-019
1.9. Discrepancies, Errors, and Omissions
Any discrepancies, errors, or ambiguities in the RFP or addenda (if any) should be reported in
writing to the Department in the manner prescribed in the manner prescribed in RFP Section 1.5.
Should it be necessary, a written addendum will be incorporated to the RFP. The City will NOT be
responsible for any oral instructions, clarifications, or other communications.
1.10. Evaluation & Selection
Proposals will be evaluated according to the criteria presented in Section 7.0 of this RFP by a
Selection/Evaluation Committee (the "Committee") appointed and by the City Manager and
comprised of City Staff, and if deemed appropriate by the City Manager, outside parties with
pertinent experience. The Committee's findings and recommendation will be forwarded to the City
Manager for his review and approval. Generally, the findings will identify, in rank order, the firm or
firms deemed best qualified and /or having submitted the proposal that is most advantageous to
the City, with a recommendation that award be made to the top -ranked firm. Note that firms ranked
below the top ranking may be afforded an opportunity for award in the event that contract
negotiations with the previously ranked firm(s) are not successful.
After reviewing the Committee's recommendation, the City Manager may: approve the
Committee's recommendation and forward to the City Commission for its review and approval,
reject the Committee's recommendation and instruct the Committee to re-evaluate and make
further recommendations, reject all proposals, or recommend that the City Commission reject all
proposals. After reviewing the City Manager's recommendation, the City Commission may:
approve the City Manager's recommendation and authorize contract negotiations; reject all
proposals; reject all proposals and direct the City Manager to solicit new proposals; or reject all
proposals and instruct the City Manager to competitively negotiate with at least three (3) firms or
individuals possessing the ability to perform the required services, and obtain information from
those firms or individuals regarding their experience, qualifications and proposed fee, with the City
Manager to make a subsequent recommendation to the City Commission.
1.11. Award of Contract
Award shall be made to the responsive and responsible proposer whose proposal is most
advantageous to the City as determined by the Selection / Evaluation Committee, City Manager
and/or City Commission, as applicable, in accordance with the evaluation criteria contained in
the RFP, RFLI or RFQ. A Contract (the "Contract" or "Agreement") may be awarded to the
Proposer(s) by the City Commission, or City Manager, as applicable, based upon the
qualification requirements and criteria reflected herein. The City reserves the right to execute or
not execute, as applicable, a Contract with the Proposer(s) that is determined to be in the City's
best interests. Such contracts will be furnished by the City, will contain certain terms as are in
the City's best interests, and will be subject to approval as to legal form by the City Attorney.
It is anticipated that the City will select and award a single contract to a single firm that will have
one or more sub -consultants as part of its consulting team; however, the City reserves the right
to award multiple contracts if deemed by the City to be in its best interest.
1.12. Contract Negotiation & Execution
Contract will be negotiated and executed between the Successful Proposer(s) and the City. In
the event that the City and the top -ranked proposer are unable to negotiate an agreement that
is, in the opinion of the City Manager, fair and reasonable, negotiations with that firm shall be
terminated. The City Manager may then undertake negotiations with the next ranked firm or
firms, in sequential order, until an agreement is achieved.
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1.13. Unauthorized Work
The Successful Proposer(s) shall not begin work until a City Purchase Order is received. The
Purchase Order(s) shall specify the price and period of time allotted for the completion of the
work.
1.14. Disqualification
The City reserves the right to disqualify Responses before or after the submission date, upon
evidence of collusion with intent to defraud or other illegal practice on the part of the Proposer.
1.15. Receipt of Proposals (Submittals)
Sealed Proposals will be accepted in accordance with the instructions detailed on the cover of this
RFP. After that date and time, Proposals will not be accepted. The Proposer shall file all
documents necessary to support its Proposal and shall include them with its Proposal. Proposers
shall be responsible for the actual delivery of Proposals during business hours to the exact address
indicated on the cover and in the RFP. Responses that are not received by the CITY CLERK'S
OFFICE by the deadline established in the RFP shall not be accepted or considered by the City.
1.16. Proposer Expenditures
The Successful Proposer(s) understands that any expenditure that the Successful Proposer(s)
makes in order to perform the services required by the City in this RFP are a business risk. The
City shall not pay or reimburse any expenditure or any other expense incurred by any Proposer
in anticipation of a Contract award or to maintain the approved status of the Successful
Proposer(s) if a Contract is awarded.
NOTE: The terms "Successful Proposer" and "Consultant" are sometimes used interchangeably
herein to refer to the entity that ultimately enters into an agreement with the City for the services
sought by this RFP.
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RFP No. 04-05-019
SECTION 2.0 - RFP SCOPE OF SERVICES
2.1 PURPOSE
This Request for Proposals is being issued to obtain technical proposals and qualifications from
professional firms with the capability and experience to programmatically manage and
administer planned capital improvement, transportation improvement and construction
projects of the City of Miami, under the direction of the Department of Capital Improvements
and Transportation (the "Department").
The City of Miami voters approved a $255 million funding initiative in 2001 entitled the
Homeland Defense and Neighborhood Improvement Bond Program to fund capital equipment,
construction improvements and infrastructure needs. Additionally, the City is slated to receive
up to $10 million annually from Miami -Dade County's '/ cent Transportation Surtax for
transportation and transit improvements, and up to $100 million from the recently approved
County General Obligation Bond for park facilities, museums, and additional transportation -
related projects. This amounts to a Capital Improvement Program of over $500 million to be
implemented within 5 to 8 years by the City of Miami. A copy of the current Five -Year Capital
Improvement Plan is available on request)
The types of projects to which these services pertain are detailed below. Essentially, the
Consultant selected to provide Program Management services to the City will be responsible for
the administrative and functional management of the overall capital and transportation
improvement program, plus specific management oversight of the vertical and horizontal
construction project programs, encompassing planning and design as well as construction
activities. The scope and duration of an individual project under the Capital Improvement and
Transportation Program may extend up to multiple years. The greatest level of activity for the
overall capital improvement program is expected to require from five to seven years. The
consultant will not be given detailed management responsibilities for the purchase of capital
equipment by any client department except for the fiscal monitoring of those projects and
including them in the annual Capital and Transportation Improvement Plan.
It is intended that the Consultant function as an extension of the Department's resources by
providing qualified technical and professional personnel to perform the duties and
responsibilities assigned under the terms of the agreement. Consultant shall not duplicate work
that is performed by City Staff, but shall focus its efforts in developing staffing and other
program efficiencies that the City may elect to permanently incorporate in the Capital
Improvement Program delivery process. The extent to which a Proposer demonstrates staffing
efficiencies within its consulting team and compensation strategies that offer economy to the
City with no loss of quality, and other program efficiencies will be a consideration in the
evaluation of proposals.
2.2 SCOPE OF WORK
2.2.1 General
The services required will include, but are not necessarily limited to, the following:
• Overall administrative program management services for the capital and
transportation improvement program.
• Programmatic management of vertical construction projects, generally
consisting of new construction, renovation and/or expansion of park and recreational
facilities, community centers, administrative offices and facilities, fire stations and
support facilities, police facilities, stadiums, exhibition center(s), other performance
venues, and marinas.
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• Programmatic management of horizontal construction projects, generally
consisting of new construction, repair and/or reconstruction of underground storm
and/or sanitary sewer systems and components such as pump stations, force mains,
injection wells and disposal outfalls; maintenance to canals and other waterbodies;
rights -of -way and streetscape improvements (roads, sidewalks and swale areas)
including, without limitation, street grading, pavement milling, paving, curb and gutter
installation, signing and marking, signalization, sidewalks, pavers, irrigation systems,
lighting and landscaping, hardscape, and waterway improvements and maintenance.
The selected firm will be responsible to work in cooperation with officials of the City, the
Department, client departments and agencies, and with the City's consulting engineers
and/or architects to supervise and administer the design and construction of assigned
projects, and will be responsible for overall program management..
The City, at its option, may elect to expand, reduce or delete the extent of work element,
described in this scope of services, provided such action does not alter the intent of the
agreement. The Department may request Consultant services on an as -needed basis,
There is no guarantee that any or all of the services described in this document will be
assigned during the term of this agreement. Further, the Consultant is providing these
services on a non-exclusive basis. The Department, at its option, may elect to have any of
the services set forth herein performed by other consultants or Department staff.
2.2.2 Administrative Program Management:
The CONSULTANT, as Overall Program Manager, will provide complete and
comprehensive coordination and management, including, but not limited to, the following
services and/or activities:
• Well -documented recommendations on the most effective methods to implement the
overall program.
• Advise as to the most effective method(s) of contracting for the various aspects of the
program and/for specific projects from among options available under the City Code and
State Statute, such as conventional competitive procurement practices (RFP/RFQ
Consultant Competitive Negotiations Act procedures for professional design services
and basic Invitations to Bid, "Design -Build", or "Construction Manager -at -Risk"), or a
combination of these; and Job Order Contracting, direct purchase of materials and other
potential delivery methods.
• Develop comprehensive program work plans, schedules and budgets.
• Coordinate project design, procurement, contract negotiation and contract administration
activities.
• Update and manage the existing computer application used for program management
and fiscal monitoring program known as the Miami Program Control System, based on
the Transportation Automated Control System originally developed for the City of
Jacksonville.
• Assist with the migration of data and program software to the new City's new ERP, and
continue with information systems management after migration.
• Develop financial projections, monitor and track program funds, financing and cash
flows.
• Assist with the development of program and materials and financial data for potential
financing options, including investment bonds, which may be utilized to implement the
program.
• Furnish regular progress and status reports on the program at intervals determined by
the Director.
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RFP No. 04-05-019
• Recommend efficiencies within department staffing and maintain staffing efficiencies
within the Consulting Team.
• Assist with the development of procedures and procedure manuals for various program
activities and processes.
• Develop or assist with the development of standard documents and/or forms utilized in
the implementation of the program (such as legislation, procurement documents, uniform
specifications, contract general conditions, individual project analyses, resident notices
and newsletters).
• Assist with the development and implementation of a contractor and consultant
performance review program.
• Develop or assist with the development of a document management system for the
program; maintain documentation and correspondence relating to the program that is
accessible and will be owned by the City.
• Assist with the preparation of the annual Capital and Transportation Improvement Plan.
• Assist with the overall coordination of the City's program with other governmental
agencies, such as the Florida Department of Transportation (FDOT), Miami -Dade
County Public Works and Water and Sewer Departments, utility companies, regulatory
agencies and with private developers.
• Prepare estimated man -power requirements and estimates of resource costs for
proposed services.
• Prepare official minutes for scope of services and other meetings for the Department's
approval and dissemination.
• Assist with the development and implementation of other staff development programs,
mentor department staff.
2.2.3 Horizontal And Vertical Construction Program Management
The CONSULTANT, as Horizontal or Vertical Construction Program Manager, will provide
comprehensive services and/or activities that are exemplified in the list below:
a) General Project Administration and Fiscal Activities
• Provide value engineering throughout project life cycles.
• Prepare monthly cash draw projections, monitor monthly project expenditures.
• Review, monitor and approve payment requisitions from contractors and/or consultants.
Insure timely submission of payment requisitions to meet cash flow commitments.
• Monitor project funding, prepare financial projections as required.
• Provide progress reports and status information on assigned project(s) to City officials at
frequencies identified by Director or Designee.
• Communication & Outreach: Attend and address meetings with City officials,
neighborhood groups, and private citizens concerning projects, respond to questions and
concerns about the project at City Commission meetings, assist the City with public
information, notifications and public meetings required in relation to assigned design
construction projects.
• Information Management, Document Control: Maintain files of all documentation and
correspondence relating to the program and specific projects in an orderly system which
will be submitted to the City upon completion of the project.
• Should legal issues arise relating to a project, provide records, depositions and
testimony about affected projects if necessary on a supplementary fee basis.
• Provide consulting services on other matters relating to the projects and/or program.
• Assist with devising and/or confirming detailed project scopes with staff and client
departments, commensurate with funding.
• Maintain project data within the MCPS application or its successor program.
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b) Design & Production Activities
• Coordinate, with City staff, the design, preparation of construction documents,
procurement/bidding and establishment of construction schedules.
• Develop work plans, schedules and budgets for assigned projects, develop production
schedules for the program and assigned projects.
• Review plans and specifications at progress intervals; provide peer and constructability
reviews.
• Perform cost benefit studies/analysis of materials substitution (value engineering).
• Insure handicapped accessibility and maintain documentation/justification when full
compliance cannot be achieved.
• Facilitate and/or obtain all Federal, State and local permits or approvals (from agencies
such as Miami -Dade Water and Sewer, DERM, Environmental, and Department of
Health), and all Building permits necessary for the construction of the projects.
• Facilitate comprehensive utility coordination to insure conflict resolution and coordination
among City and various utility capital plans.
• Assist with devising and/or confirming detailed project scopes with staff and client
departments, commensurate with funding. It is absolutely imperative that design
estimates be accurate to allow cash flow commitments to be met. Consultant should
consider prioritization and design alternates as contingency measures to insure that
cash flow commitments are achieved.
• Coordinate and assist in hosting of periodic meetings at frequencies determined by the
Director or Designee with consultants to insure best practices by City and industry.
c) Bids and Contracts
• Prepare and/or assist with the preparation of solicitation documents (RFPs, RFQs,
Invitations to Bid).
• Review and tabulate construction bids, consultant proposals and like documents.
• Review appropriateness of consultant fee proposals with Department personnel as
appropriate.
• Participate in providing input and assist with the selection/evaluation of consultants,
contractors, and other service providers.
• Assist with preparation of award documents, and grant applications and contracts, and
with the administration of grants.
• Ensure compliance by all parties under contract with safety, hiring minority or
disadvantage businesses as well as unemployed City of Miami residents, and affirmative
action policies.
• Participate and assist or coordinate negotiations with consultants regarding price
proposals and/or adjustments in time for performance of services which may result in
supplemental services.
d) Construction
• Provide coordination between active construction projects in the same or adjacent areas.
• Review and monitor traffic plans, and provisions to safeguard existing facilities during
construction.
• Visit the jobsites regularly to monitor construction progress.
• Review and approve Requests for Change Orders.
• Ensure compliance by all contractors with safety and affirmative action policies.
• Oversee consultants providing construction engineering observation services for
assigned projects.
• Manage construction contracts.
• Oversee work of Construction Engineering Observation consultants.
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• Perform and implement claims avoidance analysis. Proactively coordinate with
contractors to minimize potential claims and disturbances to public.
• Conduct special inspections including all major construction trades.
• Review, monitor and approve payment requisitions from the contractor and consultant.
• Monitor monthly construction -related expenditures.
• Coordinate and assist in hosting of periodic meetings at frequencies determined by the
Director or Designee with contractors to insure best practices by City and industry.
2.3 WORK FLOW AND ASSIGNMENT OF TASKS
It is envisioned that areas of responsibilities and specified tasks will be assigned by the
Department director at the commencement of the contract, as part of routine management
meetings, and on an as needed basis throughout the term of the Agreement.
2.4 LOCATION AND RESOURCES
Consultant shall provide all resources required by its staff in the performance of work under the
Agreement, including, without limitation, equipment, computers, printers, personal digital
assistants, telephones, vehicles, and furniture. Consultant and City shall mutually determine the
optimum physical location of Consultant staff for the duration of the agreement.
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3.0. RFP GENERAL CONDITIONS
3.1. Acceptance / Rejection
The City reserves the right to accept or reject any or all Proposals or to select the Proposer(s)
that, in the opinion of the City, is/are in its best interest and/or is the most advantageous to the
City. The City also reserves the right to reject the Response of any Proposer(s) 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. City Not Liable for Delays
It is further expressly understood 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 that may result from an injunction or other legal or equitable proceeding or
for any cause over which the City has no control. The agreement will include no damage for
delay clause.
3.3. Contract Award and City's Rights
The City reserves the right, as it determines to be in its best interest, to accept or reject any or
all responses to this RFP, waive informalities, technicalities, minor irregularities, and/or to
request new proposals for the services specified in the RFP.
3.4. Cost Incurred By Proposers
All expenses involved with the preparation and submission of Responses to the City, or any
work performed in connection therewith shall be borne by the Proposer(s).
3.5. Legal Requirements
This RFP is subject to all applicable federal, state, county, city and local laws, codes,
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.
3.6. COMMUNITY BENEFIT PROGRAMS PARTICIPATION
The use of registered M/WBE, SBE, CSBE and/or DBE firms and firms located within the City of
Miami is strongly encouraged. For this contract, the City of Miami has established a goal of 10%
participation from among local, minority, woman, small, and disadvantaged business
enterprises. This non -binding goal is intended to represent a percentage of the estimated value
of the contract.
NOTE: Firms not currently registered as a vendor with the City of Miami shall commence
registration within 15 days after Notice of Award.
3.6.1. Minority / Women Business Enterprise (MIWBE) Program
Chapter 18 Article III of the City Code (Ordinance No. 10062, as amended), entitled the
Minority and Women Business Affairs and Procurement Program 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
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Blacks, Hispanics or Women." To achieve the goal established by Ordinance 10062,
vendors doing business with the City are encouraged to include minority and/or woman
owned firms as participants in their Proposals. Documentation (photo copies) of
registration and/or certification shall be submitted with the proposal. The City will accept
registration and/or certification issued by other government agencies within Florida,
much as those programs in affect for the State of Florida, FDOT, Miami -Dade County
Broward County or Monroe County.
3.6.2. Small and Disadvantaged Business Enterprise Participation
The City strongly encourages consultants to secure the participation of small
businesses, disadvantaged businesses and/or other community small business entities
that are currently registered and/or certified by other government agencies within
Florida, much as those programs in affect for the State of Florida, FDOT, Miami -Dade
County, Broward County or Monroe County. Currently effective (photo copies)
documentation of such registration and/or certification shall be submitted with the
proposal.
3.6.3. Local Firm Participation
The participation of firms located within the City of Miami is encouraged and may be
considered during the evaluation process for the provision of a specific service(s).
3.6.4. First -source Hiring Agreements.
(a) The commission approved implementation of the first -source hiring agreement
policy and requires as a condition precedent to the execution of service contracts for
facilities, services, and/or receipt of grants and loans, for projects of a nature that create
new jobs, the successful negotiation of first -source hiring agreements between the
organization or individual receiving said contract and the authorized representative,
unless such an agreement is found infeasible by the city manager and such finding
approved by the city commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their
derivations shall have the following meanings:
Authorized representative means the Private Industry Council of South Florida/South
Florida Employment and Training Consortium, or its successor as local recipient of
federal and state training and employment funds.
Facilities means all publicly financed projects, including but without limitation, unified
development projects, municipal public works, and municipal improvements to the
extent they are financed through public money services or the use of publicly owned
property.
Grants and loans means, without limitation, urban development action grants
(UDAG), economic development agency construction loans, loans from Miami
Capital Development, Incorporated, and all federal and state grants administered by
the city.
Service contracts means contracts for the procurement of services by the City which
include professional services.
Services include, without limitation, public works improvements, facilities,
professional services, commodities, supplies, materials and equipment.
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(c) The authorized representative shall negotiate each first -source hiring agreement.
(d) The primary beneficiaries of the first -source hiring agreement shall be
participants of the City training and employment programs, and other residents of the
City.
3.7. Non -Appropriation of Funds
In the event that insufficient funds are appropriated and budgeted or funding is otherwise
unavailable in any fiscal period for services to be performed 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. No
guarantee, warranty or representation is made that any particular work or any project(s) will be
assigned to any firm(s).
3.8. Occupational License Requirement
Any Proposer with a business location in the City, who submits a Proposal under this RFP, shall
meet the City's Occupational License requirements in accordance with Chapter 31-26 of the
City of Miami Code. Proposers with a business location outside the City of Miami shall meet the
applicable local Occupational License 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.
3.9. Payment
Payments to the Successful Proposer(s) shall be made in arrears, based on work performed to
the satisfaction of the City. No advance payments will be made at any time. The frequency of
payments may be monthly, quarterly or other internal mutually agreeable to the parties.
Payment shall be made within 45 days of receipt of an invoice for services/goods performed and
pursuant to Florida Statute 218.74 (Florida's Prompt Payment Act) and other applicable laws.
3.10. One Proposal
Only one (1) Proposal from an individual, firm, partnership, corporation or joint venture will be
considered in response to this RFP. Sub -Consultants may submit with more than one
consulting team.
3.11. Minimum Qualification Requirements
Each firm interested in responding to this Request for Proposals must provide information on
the firm's qualifications and experience, qualifications of the project team, members and staff,
Program / Project Manager's experience, and previous work of similar size, scope and
complexity. See Section 5.0 "Instructions for Submitting a Response: (Submission
Requirements) for further direction. Submittals that do not respond completely to all
requirements may be considered non -responsive and eliminated from the process.
The Proposer (Prime Consultant) must have at least eight (8) years prior program management
experience overseeing capital improvement programs of similar size, scope and complexity.
The Proposer's Overall Program Manager must have a minimum of five (5) years experience in
a professional field managing similarly complex multiple projects and/or programs of
comparable magnitude and scope.
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3.12. Proposer Registration
It is the policy of the City that all prospective Proposers register as a BidderNendor 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, you may register via the internet at:
httixlegov.ci.miami.fl.us/bids/bids.asp. For any questions, contact the Vendor Registration
Section at (305) 416-1913.
3.13. Public Entity Crimes
A person or affiliate who has been placed on the convicted Proposer/Bidder list following e
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 public building or public works 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 Bidder / Proposer list.
3.14. Resolution of Protests
Any actual or prospective contractual party who feels aggrieved in connection with the
solicitation or award of a contract may protest in writing to the Chief Procurement Officer
(address and email below) who shall have the authority, subject to the approval of the City
Manager and the City Attorney, to settle and resolve a protest subject to final approval by the
City Commission. Bidders are alerted to Section 18-103 of the City's Ordinance No. 12271
describing the protest procedures. 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. Contact: amarcosaci.miami.fl.us City of Miami Purchasing
Department, 444 S.W. 2nd Avenue, 6th Floor, Miami, Florida 33130, telephone (305) 416-1910.
3.15. Review of Responses 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.
3.16. Sales Tax
The City 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, as amended, and shall be paid solely by the Proposer.
3.17. Employees are Responsibility of Successful Proposer(s)
All employees of the Successful Proposer(s) and its sub -consultants shall be considered to be,
at all times, solely employees of the Successful Proposer(s), or its sub -consultants, under its
sole direction and not an employee or agent of the City. The Successful Proposer(s) shall
supply competent and physically capable employees. The City may require the Successful
Proposer(s) to remove an employee the City deems careless, incompetent, insubordinate or
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otherwise objectionable and whose continued employment under this contract is not in the best
interest of the City. Each employee shall have and wear proper identification.
All the services required herein shall be performed by the Successful Proposer(s), and all
personnel engaged in performing the services shall be fully qualified to perform such services.
All personnel of the Successful Proposer(s) must be covered by Workers Compensation,
unemployment compensation and liability insurance, a copy of which is to be provided to the
City. No personnel of the Successful Proposer may receive any City employment benefit.
3.18. Use of Name
No advertising, sales promotion or other publicity materials containing information obtained from
this Proposal may be used by Proposer, nor shall such materials mention, or imply the name of
the City, without prior express written permission of the City Manager or the City Commission.
3.19. Collusion
The Proposer, by submitting a Proposal, certifies that its Proposal is made without previous
understanding, agreement or connection either with any person, firm, or corporation submitting
a Proposal for the same services, or with the Department. The Proposer certifies that its
Proposal is fair, without control, collusion, fraud, or other illegal action. The Proposer further
certifies that it is in compliance with the conflict of interest and code of ethics laws. The City will
investigate all situations where collusion may have occurred and the City reserves the right to
reject any and all Responses where collusion may have occurred.
3.20. Ownership of Documents
Proposer understands and agrees that any information, document, report or any other material
whatsoever which is given by the City to Successful Proposer(s) or which is otherwise obtained
or prepared by Successful Proposer(s) pursuant to or under the terms of the RFP and
subsequent agreement, if any, is and shall at all times remain the property of the City.
Successful Proposer(s) agrees not to use any such information, document, report or material for
any other purpose whatsoever without the written consent of the City, which may be withheld or
conditioned by the City in its sole discretion.
3.21. Unauthorized Work
Neither the qualified Proposer(s) nor any of his/her employees shall perform any work unless
duly authorized by the Contract Administrator or his designated representative. The qualified
Proposer(s) shall not be paid for any work performed outside the scope of the contract or for
any work performed by an employee not otherwise previously authorized.
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4.0 CONDITIONS OF THE PROPOSED CONTRACT(S)
4.1. Authorization
Upon authorization of the City Commission (if required), the City Manager or his authorized
designee shall negotiate all aspects of the Contract with the Successful Proposer(s). 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 (if required) for the execution of the Contract by the City
Manager. The Contract shall comply with all applicable laws, City Charter, and Code provisions,
The contract shall include certain clauses which will safeguard the interests of the City including,
without limitations, cancellation for convenience, hold harmless/indemnity, no damages for
delay and no adverse interest to the City clauses.
4.2. General
The Contract shall address, but not be limited to, the following terms and conditions:
4.2.1. AMENDMENTS TO THE CONTRACT(S)
The City Manager shall have sole authority to amend the Contract on behalf of the City,
upon prior authorization of the City Commission where required or as may be otherwise
delegated to City Manager.
4.2.2. ASSIGNMENT OF CONTRACT
The Successful Proposer(s) shall not assign 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. COMPLIANCE WITH LAWS; CANCELLATION FOR NON-COMPLIANCE
The Successful Proposer(s) shall comply with all local, state, and federal directives,
ordinances, rules, orders, and laws as applicable to this RFP. Non-compliance with all
local, state, and federal directives, orders, and laws may be considered grounds for
termination of Contract.
4.2.4. 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, that individual is subject to the conflict of interest
provisions of the City Code, Section 2-611.
The Code states that no City 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(s).
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A letter identifying 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.
4.3. CONTRACT ADMINISTRATOR
The Contract Administrator for the Contract shall be:
Name Mary H. Conway, P.E., Director, or Designee
Department Department of Capital Improvement and Transportation
Address 444 S.W. 2nd Avenue, 8th Floor
Miami, Florida 33130
4.4. CONSULTANT/ PROJECT MANAGER
For each key service area, Proposer shall include the name and telephone, and/or cellular
number of the firm's intended Program / Project Manager. In the event the contract is awarded
to Proposer, the Program Manager(s) designated by the Successful Proposer(s), shalt loci
available at one of the listed contact numbers on a daily basis during regular business hours, at
least, Monday through Friday, for purposes of addressing complaints and receiving information
as to Contract performance. The City reserves the right to approve or reject any changes
proposed Project Manager.
4.5. INDEMNIFICATION
The Successful Proposer(s) shall agree to 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 losses, costs, penalties, fines, damages, claims, expenses (including attorney's
fees), 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 the Indemnities, or any of them or
(ii) the failure of the Successful Proposer(s) to comply with any of the requirements specified
within the Contract, or the failure of the Successful Proposer(s) to conform to statutes,
ordinances, or other regulations or requirements of any governmental authority, federal or state,
in connection with the performance under the Contract. Successful Proposer(s) 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 Successful
Proposer(s), or any of its subcontractors, if applicable and as provided above, for which the
Successful Proposer(sys liability to such employee or former employee would otherwise be
limited to payments under state Workers' Compensation or similar laws. The Indemnifications
will be interpreted to comply with §725.06, Florida Statutes. These Indemnification Provisions
shall be interpreted and construed to comply with §725.06 and/or §725.08, Florida Statutes, as
applicable.
4.6. INSURANCE
Within fifteen (15) days after notification of award, the Successful Proposer(s) shall furnish
Evidence of Insurance to the Capital Improvements Department for approval by the Risk
Management Department. Both departments are located at City of Miami, 444 SW 2 Avenue,
Miami, FL 33130. Please refer to Section 6.3 Indemnification and Insurance.
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Execution of a Contract 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 Successful Proposer(s) 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
Successful Proposer(s) fails to submit the required insurance documents in the manner
prescribed in this RFP, within fifteen (15) calendar days after the Successful Proposer(s) has
been made aware of Commission award, the Proposer may be deemed in default of the
contractual terms and conditions. Under such circumstances, the Successful Proposer(s) may
be prohibited from submitting future Proposals to the City. Information regarding any insurance
requirements shall be directed to the Risk Management Administrator, Risk Management
Department, at (305) 416-1700. Additionally, Successful Proposer(s) may be liable to the City
for the cost of re -procuring the services, caused by Successful Proposer(s)'s failure to submit
the required documents.
4.7. HOLD HARMLESS
The Successful Proposer(s) shall hold harmless and indemnify the City for any errors in the
provision of services and for any fines which may result from the fault of the Successful
Proposer(s).
4.8. AUDIT RIGHTS AND RECORDS RETENTION
The Successful Proposer(s) agrees to provide access to the City, or to any of its duly authorized
representatives, to any books, documents, papers, and records of the Successful Proposer(s)
which are directly pertinent to this Contract, for the purpose of audit, examination, excerpts, and
transcriptions. The Successful Proposer(s) shall maintain and retain any and all books,
documents, papers and records pertinent to the Contract for three (3) years after the City makes
final payment under the Contract and all other pending matters are closed. Successful
Proposer(s)'s failure to adhere to, or refusal to comply with, this condition shall result in the
immediate cancellation of the Contract by the City. Documents, materials and the like developed
or received pursuant to this contract may be subject to Florida Public Record Law, Section 119,
Florida Statutes
4.9. PROPOSER'S WARRANTY
Proposer warrants that no one was paid a fee, commission, gift, or other consideration
contingent upon receipt of an award for the services specified herein.
4.10. OWNERSHIP OF DOCUMENTS
❑ocuments, materials, specifications, plans, reports and the like that are developed or received
pursuant to this contract are the property of the City with no restriction as to their use. The
Successful Proposer(s) is permitted to make and maintain duplicate copies of the files, records,
documents, etc. if the Successful Proposer(s) is desirous of such records subsequent to
contract termination.
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5.0. INSTRUCTIONS FOR SUBMITTING A RESPONSE
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 Submission Requirements
The following documents must be submitted as part of the response to this RFP:
Each submittal must contain the following documents, each fully completed, and signed as
required. Submittals which do not include all required documentation, or are not submitted in
the required format, or do not have the appropriate signatures on each document, may be
deemed to be non -responsive. Non -responsive submittals will receive no further consideration.
5.1.1 CONTENTS OF PROPOSAL STATEMENT
1. Table of Contents
The table of contents should outline in sequential order the major areas of the submittal,
including enclosures. All pages must be consecutively numbered and correspond to the
Table of Contents.
2. Proposal Letter
Provide an introductory letter summarizing the proposal contents; in general narrative
form and addressing the scope of work, the proposed approach to the work, the staffing
plan and any other information called for by the RFP.
3. Technical Proposal & Staffing Plan (Narrative)
Provide a moderately detailed yet concise narrative discussing the elements described
below. This section of the proposal shall not exceed 20 pages in length, 8-1/2" x 11",
minimum font- size comparable to 11 point Arial. (Resumes, Forms and photocopied
registrations, licenses and the like do not count toward the 20 page limit)
a) The Team's Knowledge of Project Issues and Technical Approach -
Relate the team's understanding of scope requirements, key program issues and
strategies, available technology, traditional, trend and alternative program
methodology and procedures, particularly for delivery of construction and design
services; capacity to develop and implement long term solutions for the City
program; and the role of, and impacts on the community
b) Management Approach -
Describe the logic & comprehensiveness of approach, orchestration of key activities,
efficient use of manpower, methods and procedures, communication and
coordination among agencies, office location(s), strategies for controlling schedule &
budget, key management's role in project/program control process, and Quality
Assurance/Quality Control plan
c) Personnel and Staffing Plan
An overview of relevant experience in managing programs of same and similar
magnitude and scope, the organization, roles & qualifications of individuals and sub -
consultants, primary contacts (overall program manager, vertical and horizontal
program managers), past claims or judgments entered against the individual or firm,
current workload of key staff, proposed office location(s) and accessibility, proposed
professional development of City staff and labor -loading requirements, Particular
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emphasis shall be given to management and staffing efficiencies, and compensation
strategies that afford economy to City with no loss of quality.
d) Proposed Community Benefits
Detail the extent to which proposal directly incorporates the participation of minority
or women -owned firms, small and/or disadvantaged business entities, and/or
business located within the City of Miami. Further identify existing or proposed
efforts to employ local residents should a contract be awarded.
4. Documentation of Qualifications and Experience
Provide evidence and supporting documentation as described below.
a) Qualifications of the Firm
Identify the firm's number of years of experience in providing professional services in
program management, as a capital improvement and construction program manager.
Copies of Licenses and any other pertinent information shall be submitted. The
minimum qualification requirements for this RFP are listed in Section 2.0.
Respondents must submit the Proposer's Qualification Statement and may provide
the Standard Form 254 (or Form 330) and other documentation which demonstrates
their ability to satisfy all of the minimum qualification requirements.
b) Qualifications of the Project Team
Respondents must submit the Proposer Qualification Statement and may provide
Standard Form 255 (or Form 330). Respondents must identify the members of the
consulting team (firms comprising the Prime Consultant and Sub Consultants) and
the key personnel to be used on the program, their qualifications and area(s) of
expertise. A brief resume including education, experience, licenses and any other
pertinent information shall be included for key personnel of each team member,
including sub -consultants. Provide any other documentation which demonstrates
their ability to satisfy all of the minimum qualification requirements. Submittals which
do not contain such documentation may be deemed non -responsive.
c) Program Manager's Experience
Provide a comprehensive summary of the experience and qualifications of the
individual(s) who will serve as the Program Manager for the City. The individual
MUST have a minimum of five (5) years' experience in a professional field, managing
similarly complex, multiple projects and/or programs of comparable magnitude and
scope.
d) Previous Similar Work
A list of similar programs must be submitted. information should include:
• Client Name, contact person, address, phone number.
• Description of work.
• Date(s) of program duration
• Total of fees paid to firm.
• Total cost of the construction/capital improvement program.
5. Evidence of Community Benefits
Proposers shall demonstrate efforts to achieve the established 10% participation goal as
follows.
a. Special Business Enterprise Participation
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Proposers are asked to provide copies of all currently effective registrations andlor
certifications from government agencies within the State of Florida identifying the
firm or team member as a minority or woman owned business entity, a Community
Small Business Entity and/or a Disadvantaged Business Entity. Agencies may
include, but are not limited to the City of Miami, State of Florida, Miami -Dade
County School Board or Miami -Dade County. Where applicable, the following
document(s) should also be submitted with Proposal,
• City of Miami Minority/Business Affairs Registration Affidavit or an Affidavit of
registration from one of the above listed entities
b. Local Firm Participation
Complete the attached Local Office Location Affidavit ONLY if your office is located
within the municipality which is the City of Miami. (Check your Occupational
License if unsure.) Complete this form for any local firm participating as a sub -
consultant.
Identify the location from which the Consultant proposes to be based to perform
the work.
c. First Source Hiring
Complete the attached First Source Hiring form identifying potential employment
opportunities, if any, which would be offered to City of Miami residents.
6. Acknowledgment of Addenda and Respondent Information Forms
Consultant shall acknowledge receipt of addenda and submit all forms described in
Section 6 "RFP Response Forms" and in the Check List (Section 6) "RFP Response
Forms" (See Check List, Section 6.0).
5.1.2 SUBMITTAL GUIDELINES
1. General
Any firm(s) involved in a joint venture in a Proposal will be evaluated individually, as
each firm of the joint venture would have to stand on its own merits.
Proposer must clearly identify 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 proposed Sub -Consultants.
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 these guidelines defined
below. Any and all Responses that do not follow the prescribed format are subject to
immediate disqualification.
2. Forms
Proposals shall include completed Response forms, including all required forms included
with this RFP. Please refer to Checklist(s) for guidance on the information and
documentation to be provided with Response.
23
RFP No. 04-05-019
Forms and Acknowledgments
Proposers shall complete and submit as part of its Proposal all of the following forms
and/or documents that are found in Section 6 of this RFP:
6.1 RFP Information Form
6.2 Certificate of Authority
6.3 Insurance Requirements
6.4 Local Office Location Affidavit (if applicable)
6.5 Debarment and Suspension Certificate
6.6 Statement of Compliance with First Source Hiring Policy
6.7 Proposers Qualification Statements
6.8 Copy of Proposer's Occupational License
6.9 Documentation of current M/WBE, CSBE, or DBE Certifications from issuing
agency/agencies.
6.10 Conflict of Interest, if applicable
6.11 Complete Proposal, including all required documentation such as licenses,
narrative, letter of interest and table of contents.
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED DOCUMENTATION
MAY DISQUALIFY PROPOSER.
5.2. Response Format and Directions
One (1) original and six (6) bound copies, plus one digital copy (in pdf file format), of your
complete response to this RFP must be delivered to:
Ms. Priscilla A. Thompson, City Clerk
City of Miami
Office of the City Clerk
3500 Pan American Drive
First Floor
Miami, Florida 33133
Responses must be clearly marked on the outside of the package referencing
RFP NO. 04-05-019
Program Management Services for the Capital Improvements and
Transportation Program
Responses received after the date and time stated in the RFP will not be accepted and shall
be returned unopened to Proposer.
Responses received at any other location than the aforementioned or after the Proposal
submission date and time shall be deemed non -responsive.
Responses should be signed by an official authorized to bind the Proposer to the provisions given
in the Proposal. Responses are to remain valid for at least 180 days. Upon award of a Contract,
the contents of the Proposal of the Successful Proposer(s) may be included as part of the Contract,
at the City's discretion.
Proposers must provide a response to each issue. Responses should be prepared in a concise
manner with an emphasis on completeness and clarity.
24
RFP No. 04-05-019
6.0. RFP RESPONSE FORMS
CHECK LIST
This checklist is provided to help you conform to all form/document requirements stipulated in
this RFP and attached herein.
Submitted Wtth
Proposal
6.1
RFP Information Form
This form must be completed, signed, and returned with Proposal.
YES
6.2
Certificate of Authority, to be completed, signed and returned with Proposal.
Complete applicable form only.
6.2.1. Certificate of Authority (If Corporation)
6.2.2. Certificate of Authority (If Partnership)
6.2.3. Certificate of Authority (If Joint Venture)
6.2.4. Certificate of Authority (If Individual)
YES
6.3
Insurance Requirements
Acknowledgment of receipt of information on the insurance requirements for
this RFP (must be signed)
YES
6.4
Primary Office Location Affidavit, if applicable
YES
6.5
Debarment and Suspension Certificate (must be signed)
YES
6.6
Statement of Compliance with First Source Hiring Policy
YES
6.7
Proposers' Qualification Statement
YES
6.8
Proof of current Occupational License
YES
6.8
Proof of current SBE, CSBE, DBE Certifications or Registrations,
if applicable
See 3.6 of General Conditions and 5.1.1-5 of Instructions for Submitting a
Response
Provide copy of registrations.
YES
6 .10
Conflict of interest letter, if applicable
See 4.2.5 of Special Conditions of Proposed Contract
YES
6 .11
Complete proposal including all required documents
(table of contents, proposal letter, technical proposal/narrative, licenses,
Standard Forms 254 & 255 0r 330, etc)
See Section 5.0 Instructions for Submitting a Response.
YES
25
RFP No. 04-05-019
6.1. RFP INFORMATION FORM
RFP NO. 04-05-019: Program Management Services for the Capital and
Transportation Improvement Program
I certify that any and all information contained in this RFP is true; and I further certify
that this RFP is made without prior understanding, agreement, or connections with any
corporation, firm or person submitting a RFP 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 firm. Please print the following and sign your name:
Firm's Name:
Principal Business Address:
Telephone: Fax:
E-mail address:
Name:
Title:
Authorized Signature:
26
RFP No. 04-05-019
6.2.1 CERTIFICATE OF AUTHORITY
(IF CORPORATION)
STATE OF
) SS:
COUNTY OF )
I HEREBY CERTIFY that during a meeting of the Board of Directors of the
a corporation existing under the laws of the State of , held on
20 , the following resolution was duly passed and adopted:
"RESOLVED, that, as President of the Corporation, be and is hereby authorized to execute the Proposal
dated, , 20 , to the City of Miami and this corporation and that their
execution thereof, attested by the Secretary of the Corporation, and with the Corporate Seal affixed, shall
be the official act and deed of this Corporation."
I further certify that said resolution is now in full force and effect.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation
this , day of , 20 .
Secretary:
(SEAL)
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
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RFP No. 04-05-019
6.2.2 CERTIFICATE OF AUTHORITY
(IF PARTNERSHIP)
STATE OF )
SS:
COUNTY OF
I HEREBY CERTIFY that during a meeting of the Partners of the
organized and existing under the laws of the State of , held on
, 20 , the following resolution was duly passed and adopted:
"RESOLVED, that, , as of the Partnership, be
and is hereby authorized to execute the Proposal dated, 20 , to the City of
Miami and this partnership and that their execution thereof, attested by the
shall be the official act and deed of this Partnership."
I further certify that said resolution is now in full force and effect.
IN WITNESS WHEREOF, I have hereunto set my hand this day of , 20
Secretary:
(SEAL)
FAILURE TO COMPLETE, SIGN AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
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RFP No, 04-05-019
6.2.3 CERTIFICATE OF AUTHORITY
(IF JOINT VENTURE)
STATE OF )
) SS:
COUNTY OF )
I HEREBY CERTIFY that during a meeting of the Principals of the
organized and existing under the laws of the State of
held on , 20 , the following resolution was duly passed
and adopted:
"RESOLVED, that, as of the Joint
Venture be and is hereby authorized to execute the Proposal dated, 20 , to
the City of Miami official act and deed of this Joint Venture."
further certify that said resolution is now in full force and effect.
IN WITNESS WHEREOF, I have hereunto set my hand this day of
, 20
Secretary:
(SEAL)
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE.
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RFP No. 04-05-019
6.2.4 CERTIFICATE OF AUTHORITY
(IF INDIVIDUAL)
STATE OF
SS:
COUNTY OF )
HEREBY CERTIFY that as an individual, 1
and/or as a d/b/a (doing business as)
existing under the laws of the State of Florida.
(Name of Individual)
(if applicable)
"RESOLVED, that, as an individual and/or dlb/a (if applicable), be and is hereby authorized to execute the
Proposal dated, , 20 , to the City of Miami as an individual and/or d/b/a (if
applicable) and that my execution thereof, attested by a Notary Public of the State, shall be the official
act and deed of this attestation."
I further certify that said resolution is now in full force and effect.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of Notary Public this
, day of , 20
NOTARY PUBLIC:
Commission No.:
personally know the individual/do not know the individual (Please Circle)
Driver's License #
(SEAL)
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE.
30
RFP No. 04-05-019
6.3. INDEMNIFICATION AND INSURANCE
INDEMNIFICATION
Successful Proposer(s) 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 Successful
Proposer(s) or its employees, agents, or subcontractors (collectively referred to as "Proposer"),
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 Successful Proposer(s) to comply with any of the provisions in the
Contract or the failure of the Successful Proposer(s) 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. Successful Proposer(s) expressly agrees to indemnify and hold harmlese
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 Successful
Proposer(s)'s liability to such employee or former employee would otherwise be limited to payments
under state Workers' Compensation or similar laws.
Successful Proposer(s) 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 Successful Proposer(s)'s
performance under the Contract, compliance with which is left by the Contract to the Proposer, and (ii)
any and all claims, and/or suits for labor and materials furnished by the Successful Proposer(s) or utilized
in the performance of the Contract or otherwise.
Where not specifically prohibited by law, Successful Proposer(s) 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.
INSURANCE
The Successful Proposer(s) shall furnish to City of Miami, c/o Capital improvement Department, 444 SW
2nd Avenue, 8th 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:
COMMERCIAL GENERAL LIABILITY
A. Limits of Liability
Bodily Injury and Property
Combined Single Limit
Each Occurrence $1,000,000
General Aggregate Limit $2,000,000
Personal and Adv. Injury $1,000,000
Products/Completed Operations $1,000,000
B. Endorsements Required
City of Miami included as an Additional Insured
Employees included as insured
Contractual Liability
31
RFP No. 04-05-019
Waiver of Subrogation
Premises) Operations
Care, Custody and Control Exclusion Removed
II. AUTOMOBILE BUSINESS
A. Limits of Liability
Bodily Injury and Property Damage Liability
Combined Single Limit
Any Auto
Including Hired, Borrowed or Non -Owned Autos
Any One Accident
B. Endorsements Required
City of Miami included as an Additional Insured
Employees included as insured
Waiver of Subrogation
III. WORKER'S COMPENSATION
Limits of Liability
Statutory -State of Florida
$ 1,000,000
IV. PROFESSIONAL LIABILITY/ERRORS AND OMISSIONS COVERAGE
Combined Single Limit
Each Occurrence $1,000,000
General Aggregate Limit $1,000,000
Deductible- not to exceed 10%
The City is required 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 Successful Proposer(s).
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.
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 Successful Proposer(s) of his liability
and obligation under this section or under any other section of this Agreement.
The Successful Proposer(s) 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 Successful Proposer(s).
--If insurance certificates are scheduled to expire during the contractual period, the Successful
Proposer(s) 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.
32
RFP No. 04-05-019
--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 Successful Proposer(s) in conjunction with the violation of the terms and
conditions of the Contract.
The undersigned Proposer acknowledges that they have read the above information and agrees to
comply with all the above City requirements.
Proposer: Signature:
(Company name)
Date: Print Name:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE.
33
RFP No. 04-05-019
6.4. LOCAL OFFICE LOCATION AFFIDAVIT
(COMPLETE ONLY IF FIRM IS LOCATED WITHIN THE CITY OF MIAMI - DUPLICATE FOR ALL
APPLICABLE TEAM MEMBERS)
Please type or print clearly. This Affidavit must be completed in full, signed and notarized ONLY if your office is located
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:
Date of Issuance:
Date Established: Occupational License No:
01:FICE LOCATION
Present Street Address:
City:
State: How long at this location:
The Intention of this section is to benefit local bona fide bidders/proposers to promote economic development within the
corporate limits of the City of Miami.
I (we) certify, under penalty of perjury, that the office location of our firm has not been established with the sole purpose of obtaining
the advantage granted bona fide local bidders/proposers by this section.
Authorized Signature
Print Name
Title
Authorized 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
[] Personally known to me; or
Subscribed and Sworn before me that this is a true statement this day of 200 [] Produced
identification:
Notary Public, State of Florida My Commission expires
Printed name of Notary Public
Please submit with your bid 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 office location.
34
RFP No. 04-05-019
6.5. DEBARMENT AND SUSPENSION
(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
Responses;
4. Violation of contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of non -responsibility. Such violation may include failure without good cause to
perform in accordance with the terms and conditions of a contract or to perform within the
time limits provided in a contract, provided that failure to perform caused by acts beyond the
control of a party shall not be considered a basis for debarment or suspension;
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
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 has 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:
Sig nature:
Date:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
35
RFP No. 04-05-019
6.6. STATEMENT OF COMPLIANCE WITH FIRST SOURCE HIRING
POLICY
Proposer certifies that (s)he has read and understood the provisions of City of Miami Ordinance No.
10032 (Section 18-105 of the City Code) pertaining to the implementation of a "First Source Hiring
Agreement."
Proposer will complete and submit the following questions as part of the RFP Proposal.
Violations of this Ordinance may be considered cause for annulment of a Contract between the
Successful Proposer(s) and the City of Miami.
A. Do you expect to create new positions in your company in the event your company was awarded a
Contract by the City?
Yes No
B. In the event your answer to Question "A' is yes, how many new positions would you create to perform
this work?
C. Please list below the title, rate of pay, summary of duties, number of positions, and expected length or
duration of all new positions which might be created as a result of this award of a Contract.
RATE OF PAY
POSITION/TITLE hourly/Weekly DUTIES
EXPECTED
NUMBER OF LENGTH OR
POSITIONS DURATION
1)
2)
3)
4)
5)
6)
7)
8)
(Use additional sheets if necessary)
PROPOSER NAME:
SIGNATURE/TITLE:
DATE:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY PROPOSAL.
36
RFP No. 04-05-019
6.7 PROPOSERS QUALIFICATION STATEMENT
INSTRUCTIONS:
This questionnaire is to be included with your proposal. Do not leave any questions unanswered.
When the question does not apply, write the word(s) "None", or "Not Applicable", as appropriate. Please
print.
COMPANYNAME:
COMPANY OFFICERS:
President
Vice President
Secretary
Treasurer
COMPANY OWNERSHIP:
LICENSES:
% of ownership
% of ownership
% of ownership
% of ownership
1. County or Municipal Occupational License No.
(attach copy with bid)
2, Occupational License Classification
3. Occupational License Expiration Date:
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No.
EXPERIENCE:
6. Number of Years your organization has been in business:
7. Number of Years experience BIDDER/PROPOSER (person, principal of firm, owner) has had in
operation of the type required by the specifications of the Bid or RFP:
8, Number of Years experience BIDDER/PROPOSER (firm, corporation, proprietorship) has had in
operation of the type required by the specifications of the Bid or RFP:
FORM TO BE COMPLETED BY PRIME AND SUBS
37
RFP No. 04-05-019
Proposers Qualification Statement (Page 2 of 2)
9. Experience Record: List references who may be contacted to ascertain information on pasi
and/or present contracts, work, jobs, that BIDDER/PROPOSER has performed of a type similar to
that required by specifications of the City's Bid or RFP with whom you have done business with in
the past three (3) years:
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.:
FIRM NAME/ADDRESS
DATE OF JOB DESCRIPTION OF JOB
CONTACT PERSON: PHONE NO.:
FIRM NAMEIADDRESS
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 FULLY COMPLETE, AND RETURN THIS FORM MAY DISQUALIFY YOUR PROPOSAL.
38
RFP No. 04-05-019
7.0 EVALUATION/SELECTION PROCESS
7.1 PROCEDURE
The procedure for response evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of responses.
3. Opening and listing of all responses received by City Clerk.
4. Verification of Responsiveness: Verification by City staff of the responsiveness
of all proposals, that is, their compliance with the submission requirements of the
RFP, including submission of all required documents.
5. A Selection/Evaluation Committee appointed by the City Manager shall meet to
evaluate each certified response in accordance with the requirements of this RFP
and the Evaluation Criteria given below. The Committee may select in rank order
a number of firms (generally a minimum of 3) deemed to be the most highly
qualified to perform the required service, unless fewer than three proposals are
received. At the Committee's option, it may short-list a number of respondents
and require those proposers to provide brief presentations and/or to submit to an
interview prior to final ranking and selection.
6. The Evaluation Committee shall forward its findings and recommendation to the
City Manager identifying, in rank order, the response or responses which it
deems to be in the best interest of the City.
7. After reviewing the recommendation(s) of the Evaluation Committee, the City
Manager may: approve the Committee's recommendation and forward to the City
Commission for its review and approval, reject the Committee's recommendation
and instruct the Committee to re-evaluate and make further recommendations,
reject all proposals, or recommend that the City Commission reject all proposals.
8. After reviewing the City Manager's recommendation, the City Commission may:
approve the City Manager's recommendation and authorize contract negotiations;
reject all proposals; reject all proposals and direct the City Manager to solicit new
proposals; or reject all proposals and instruct the City Manager to competitively
negotiate with at least three (3) firms or individuals possessing the ability to perform
the required services, and obtain information from those firms or individuals
regarding their experience, qualifications and proposed fee, with the City Manager
to make a subsequent recommendation to the City Commission.
7.2 EVALUATION CRITERIA
Responses shall be evaluated solely upon the following criteria and weight:
Knowledge of Project Issues/Technical Approach
Extent to which proposal demonstrates: understanding of scope
requirements, key program issues and strategies, available
technology, traditional, trend and alternative program
methodology and procedures, capacity to develop and
implement long term solutions for the City program; and the role
and impacts on the community.
40 points maximum
39
RFP No, 04-05-019
Management Approach
Extent to which proposal contains/or demonstrates: logic and
comprehensiveness in its approach, skilled orchestration of key
activities, efficient and economical use of manpower, methods
and procedures, communication and coordination among team
members and affected agencies, office location(s), strategies for
controlling schedule & budget, key management's role in project
control process, Quality Assurance/Quality Control plan.
Personnel and Staffing Plan
Extent to which proposal demonstrates: relevant experience in
programs of same and similar magnitude and scope, optimal,
organization, roles & qualifications of individuals and sub-,
consultants, primary contacts (overall program manager, vertical
and horizontal program managers), past claims or judgments
entered against the individual or firm, current workload of key
staff, proposed office location(s) and accessibility, proposed
professional development of City staff and labor -loading
requirements, management and staffing efficiencies and
compensation strategies that afford economy with no loss of
quality.
Preliminary Program Schedule
Identification of program management milestones, efficiencies
and time saving techniques.
20 points maximum
30 points maximum
10 points maximum
100 points maximum
40