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HomeMy WebLinkAboutRFQGLENN IvL=1RCOS Director ijit 4:tflflfl JOE ARRIOLA City Manager Request for Qualifications RFQ No. 04-05-132 CONSULTING SERVICES FOR THE MAYOR'S MENTORING INITIATIVE Commodity Codes: 918-38; 918-58; 924-19; 924-74; 924-77; 964-87 Issued: December 22, 2005 Questions Due: December 29, 2005 Responses Due: Monday, January 9, 2006 by 1 PM I. Overview The City of Miami ("Miami") is seeking to establish a term contract for qualified and experienced individuals capable of providing the services depicted herein. Individuals deemed qualified by the City shall be placed on a Qualified Proposer's List ("List"), and shall be utilized by the City on an as needed, when needed, basis. The City of Miami established the "Mayor's Mentoring Initiative" during the 2003-2004 school year. This initiative shined the light on the need for community involvement within the educational experience of the City of Miami Youth. The Mayor's Office has worked in collaboration with the Miami -Dade County public school system to determine the means by which the City could assist and support youth academically to the best of its ability. The current opportunities are focused on after -school programming efforts for youth in grades K-12, and are in conjunction with the Miami Learning Zone and the Miami Youth Council. The City contemplates a one (1) year contract ("Contract") with the Successful Proposer(s), The City shall have the option to extend the Contract for four (4) additional one (1) year periods, at its sole discretion, Successful Proposer(s) will be given at least thirty (30) days prior written notice. A Contract will be negotiated and executed with the Successful Proposer(s) and the City. The City shall further have the option to add additional qualified individuals to the contract on an as needed, when needed basis. City al -Miami RFO 04-05-132 II. Scope of Work Successful Proposer(s) shall be expected, at a minimum, to perform the following services. These services are not all inclusive, and may be modified or enhanced at anytime throughout the duration of the contract. 1. Provide successful implementation and collaborations of all program plans for the Miami Learning Zone. 2. Conduct bi-monthly meetings with Holmes Elementary School administration and each community -based organization (CBO). 3. Conduct monthly staff meetings. 4. Review and assess data results provided by each CBO including attendance, academic achievement, pre- and post-test for arts education, conflict resolution, and physical fitness programs. 5. Conduct on a regular basis observations of all scheduled activities. 6. Actively support the day to day functioning of the collaborations, 7. Schedule facility times, special events, and collect regular data. 8. Develop a parent newsletter from the Center and communicate relevant information through flyers and also consider via email and/or website. 9. Collect attendance and progress data on a monthly basis for 21st CCLC program participants. 10, Facilitate the Project Citizen Curriculum with Community Youth Councils. 11. Facilitate the support and collaboration of not for profit organizations in the development of action plans in relation to Project Citizen Action Plan. 12. Facilitate Mayor's Youth Council Monthly meetings. 13. Actively support and facilitate implementation of student plans for Community Showcase Events. 14. Shall understand and accept the fact that there is a time commitment involved, as the normal work hours will range from approximately 60-80 hours per week, and that much work will occur on evenings and weekends. 15. Accept the hourly rate cited herein and any increases allowed, as authorized by the City. 16. Provide any additional services as deemed necessary. The City reserves the right to add additional related services to the contract at any time as it relates to consulting services for the Mayor's Mentoring Initiative. III. Compensation The Successful Proposer(s) shall be paid at the rate of $24.00 per hour, after the submission of proper invoices for services rendered. No travel or other out of pocket expenses will be authorized by the City. An increase in the hourly rate, of not more than 10% and based upon performance and overall responsibilities, will be authorized by the City on an annual basis for each optional extension year, at the sole discretion of the City. IV. Minimum Qualifications Proposers shall satisfy each of the following requirements cited below. Failure to do so will result in the Proposal being deemed non -responsive. 2 City of Miami RFQ 04-05-132 A. Must have, at a minimum, a Bachelor's Degree in a field related to social services and/or management. B. Must have experience in the provision of similar services being sought, for a minimum of three (3) years, preferably related to the public school system or other educational system. C. Shall possess a strong understanding of the diverse needs of the entire City of Miami community. V. Deadline for Receipt of Information / Clarification Pursuant to the Cone of Silence, any request for additional information or clarification must be received in writing no later than 5:00 p.m. on Thursday, December 29, 2005. Interested individuals (Proposers) may email or fax their requests to the attention of Pamela Burns CPPB, Sr. Procurement Contracts Officer, at the City's Department of Purchasing, at pburns@ci.miami.fl.us or fax (305) 400-5026. VI. Independent Contractor The Successful Proposer(s) is considered an independent contractor, and neither the Successful Proposer(s) nor any of its' agents, representatives or employees shall be considered to be an employee of the City. VII. 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 public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, RFLI or IFBs (bids) between vendors, representatives, City staff, and others, per said Ordinance. The Cone of Silence shall apply to this RFQ. VIII. 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 Director of Purchasing/Chief Procurement Officer who shall have the authority, subject to the approval of the City Manager and the City Attorney, to settle and resolve a protest with final approval by the City Commission. 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. IX. Audit and Retention of Records During the Contract period, and for at least five (5) subsequent years thereafter, Successful Proposer(s) shall maintain and provide City access to all files and records maintained on the City's behalf in connection with performing the services described herein for audit and examination purposes. 3 City of Miami RFQ 04-05-132 X. 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 City's Purchasing Department or initiating 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 Proposals where collusion may have o ccurred. XI. 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's liability to such employee or former employee would otherwise be limited to payments under state Workers' Compensation or similar laws. XII. 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). XIII. Suspension or Termination of Services The City Manager or City Commission shall have the right to suspend or terminate any or all of the services covered under the Contract upon giving thirty (30) days advance written notice to the Successful Proposer(s). XIV. Method of Award The City shall establish a Qualified Proposer's List for placement of all pre -qualified Proposers (aka "Successful Proposer" or "Consultant") for said consulting services. The names of all pre - qualified Proposers shall be submitted to the City Commission for approval. 4 Ciry of Miami RFQ 04-05-132 Specific periodic work assignments will be identified by the City on an as needed, when needed basis. The City reserves the right to add additional pre -qualified Proposers to the List at intervals as determined necessary by the City throughout the duration of the Contract in order to ensure availability and expediency of work. Each Proposer who seeks to be added to the List will be evaluated, consistent with the requirements of this RFQ, to determine qualifications. XV. Award of Work Assignments to Pre -Qualified Proposers When work assignments are identified, Successful Proposers will be considered, depending upon the need and the qualifications and experience of the Successful Proposer(s). When the City identifies a work assignment, a Successful Proposer(s) from the List will be contacted to provide said services. The City offers no guarantee as to the number or frequency of work assignments or the overall amount of compensation to be received by the Successful Proposer(s) under the terms of the Contract-. XVI. Submission Requirements Proposers shall provide, at a minimum, the following information and documentation with its Proposal to determine if he/she meet the minimum qualification requirements. A. Provide a detailed resume. Include Proposer's contact information, including address, phone, and email address. B. Submit a copy of Degree which reflects his or her academic major and the educational institution. C. Detail its experience related to the provision of similar services. Include discussion of experience with the public school system social services, and working with a governmental entity(s), within the past five (5) years. Include a list of clients for which Proposer has provided these overall services of a similar nature, and include name of reference, contact name, period of time, and overall services provided. References are subject to verification by the City. D. Discuss his/her understanding of the needs of the diverse community of Miami, particularly as it relates to the services being sought at this time. E. Provide any other information as necessary. XVII. Receipt of Responses Provide one (1) original and three (3) copies of signed and dated Proposal with required documentation to the Office of the City Clerk, Attn: Priscilla A. Thompson, 3500 Pan American Drive, First Floor, Miami, Florida 33133 no later than Monday, January 9, 2006 at 1 PM. Responses must be clearly marked on the outside of the envelope/package referencing RFQ #04-05-132: CONSULTING SERVICES FOR THE MAYOR'S MENTORING INITIATIVE. Failure to submit Response by the due date and time, and at the location specified above, will disqualify Proposer. 5