HomeMy WebLinkAboutRequest for ProposalsCity of Miarni
Request for Proposals
(RFP)
Purchasing Department
Miami Riverside Center
444 SW 2nd Avenue, eih Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
RFP Number: 316283,2
Title: Request for Proposals for Chief Fire
Officer, Capt. & Lt. Examination
Processes
Issue Date/Time: 21-MAY-2012
RFP .Closing Date/Time: 06/13/2012 @ 13:00:00
Pre -Bid Conference: None
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification: Friday, June 1, 2012 @ 5:00 p.m.
Buyer: Suarez, Maritza
Hard Copy Submittal Location:
Buyer E-Mail Address:
Buyer Facsimile:
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
msuareznu,ci.miami.fl.us
(305) 400-5025
Page 1 of 48
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part -.of this submission. Prices should be firm for a
minimum of 180 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
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, or debarred or suspended as set in section
18-107 or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME.
ADDRESS •
PHONE: FAX
EMAIL: BEEPER.
SIGNED BY•
TITLE: DATE•
FAILURE TO COMPLETE. SIGN. AND RETURN THIS FORM SHALL DISQUALIFY THIS BID.
Page 2 of 48
Certifications
Legal Name of Firm:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other
Occupational License Number:
Occupational License Issuing Agency:
Occupational License Expiration Date:
•
Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No.
10032 (Section 18-11.0 of the City Code) pertaining to the implementation of a "First Source Hiring
Agreement.": (Yes or No)
Do you expect to create new positions in your company in the event your company was awarded a
Contract by the City? (Yes or No)
In the event your answer to question above is yes, how many new positions would you create to
perform this work?
Please list 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.
Will Subcontractor(s) be used? (Yes or No)
Page 3 of 48
Line: 1
Description: Disregard this line item. Please refer to the Submission Requirements, Section 4.1.,
12. Price Proposal
Category: 91885-00
Unit of Measure: Dollar
Unit Price: $ Number of Units: 1 Total: $
Page 4 of 48
Request for Proposals (RFP) 316283,2
Table of Contents
Terms and Conditions 6
1. General Conditions 6
1.1. GENERAL TERMS AND CONDITIONS 6
2. Special Conditions . 27
2.1. PURPOSE 27
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION 27
2.3. TERM OF CONTRACT 27
2.4. CONDITIONS FOR RENEWAL 27
2.5. NON -APPROPRIATION OF FUNDS 27
2.6. PROPOSER'S MINIMUM QUALIFICATIONS 27
2.7. CONTRACT EXECUTION 28
2.8. FAILURE TO PERFORM 28
2.9. INSURANCE REQUIREMENTS 28
2.10. PRE-BID/PRE-PROPOSAL CONFERENCE 30
2.11. CONTRACT ADMINISTRATOR 30
2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) 30
2.13. SPECIFICATION EXCEPTIONS 31
2.14. TERMINATION . 31
2.15. ADDITIONAL TERMS AND CONDITIONS 31
2.16. PRIMARY CLIENT (FIRST PRIORITY) 32
2.17. CHANGES/ALTERATIONS 32
2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 32
2.19. ADDITIONAL SERVICES 33
2.20. RECORDS 33
2.21. TRUTH IN NEGOTIATION CERTIFICATE 33
3. Specifications 34
3.1. SPECIFICATIONS/SCOPE OF WORK 34
4. Submission Requirements 43
4.1. SUBMISSION REQUIREMENTS 43
5. Evaluation Criteria 47
5.1. EVALUATION CRITERIA 47
Page 5 of 48
Request for Proposals (RFP) 316283,2
Terms and Conditions
1. General Conditions
1.1. GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services
with an estimated aggregate cost of $25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for
Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida
Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein.
1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this formal
solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the
good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be
fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order
upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall be
considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon issuance by the
City of a purchase order.
1.3. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or parts of
after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the
event of such rejection, the Director of Purchasing shall notify all affected bidders/proposers and make available a
written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer
who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time
contracts of a similar nature, and who is not in a position to perform the requirements defined in this formal
solicitation. The City further reserves the right to waive any irregularities or minor informalities or technicalities in
any or all responses and may, at its discretion, re -issue this formal solicitation.
1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are available
at the City's website at: http://www.ci.miami.fl.us/procurement
1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate response
from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate response offers a
different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an
alternate response, the Bidder/Proposer shall complete a separate Price Sheet form and shall mark "Alternate
Response". Alternate response shall be placed in the same response. This provision only applies to formal
solicitations for the procurement of goods, services, items, equipment, materials, and/or supplies.
1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of
the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's prior written consent.
1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract,
each party shall bear their own attorney's fees through and including appellate litigation and any post judgment
Page 6 of 48
Request for Proposals (RFP) 316283,2
proceedings.
1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to provide access
at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers,
and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit,
examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall maintain and retain any and all of
the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final
payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition
shall result in the immediate cancellation of this contract by the City.
1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or
quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all
goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s) established herein,
when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not -for -profit or quasi -governmental entity which uses this formal solicitation and resulting bid
contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders,
be invoiced there from and make its own payments, determine shipping terms and issue its own exemption
certificates as required by the successful bidder(s)/proposer(s).
1.10. AWARD OF CONTRACT:
A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement, amendment or
addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or designee in the
instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference to Businesses with
Drug -Free Workplace Programs.
C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified
in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its contractual
obligation if such documents are not submitted in a timely manner and in the form required by the City. Where
Bidder/Proposer is in default of these contractual requirements, the City, through action taken by the Purchasing
Department, will void its acceptance of the Bidder's/Proposer's Response and may accept the Response from the
next lowest responsive, responsible Bidder or Proposal most advantageous to the City or re -solicit the City's
requirements. The City, at its sole discretion, may seek monetary restitution from Bidder/Proposer and its
bid/proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Bidder's/Proposer's default.
D. The term of the contract shall be specified in one of three documents which shall be issued to the successful
Bidder/Proposer. These documents may either be a purchase order, notice of award and/or contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar
days beyond the stated contract term in order to provide City departments with continual service and supplies while
a new contract is being solicited, evaluated, and/or awarded. If the right is exercised, the City shall notify the
Bidder/Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific
number of days. Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City
and the Successful Bidder/Proposer are in mutual agreement of such extensions.
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon
completion of the expressed or implied warranty periods.
Page 7 of 48
Request for Proposals (RFP) 316283,2
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis, or such
combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon the
minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFL1, the City reserves the
right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the ,
City's best interests. Such agreement 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.
1.11. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety
company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is
required from all bidders/proposers, if so indicated under the Special Conditions. This check or bond guarantees
that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it is awarded to
bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award contract/agreement to
Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the right to reject any and all
surety tendered to the City. Bid deposits are returned to unsuccessful bidders/proposers within ten (10) days after
the award and successful bidder's/proposer's acceptance of award. if sixty (60) days have passed after the date of the
formal solicitation closing date, and no contract has been awarded, all bid deposits will be returned on demand.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted
accordingly.
1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement and/or file
an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the
award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in
mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or
Proposal most advantageous to the City or all responses may be rejected.
1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of establishing
the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not
wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an
approved equal, Bidders/Proposers will submit, with their response, complete sets of necessary data (factory
information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the
item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise
specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the
City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If
samples should be requested, such samples must be received by the City no later than seven (7) calendar days after
a formal request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing.
In the event of bid/proposal cancellation, the Director of Purchasing shall notify all prospective bidders/proposers
and make available a written explanation for the cancellation.
1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or
prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the
contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures,
or to maintain the approved status of any contractor. If contractor has been unable to recoup its capital expenditures
during the time it is rendering such goods/services, it shall not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable
Page 8 of 48
Request for Proposals (RFP) 316283,2
for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for,
or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable
proceedings or on account of any delay for any cause over which the City has no control.
1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, firm or corporation submitting a response
for the same items/services or with the City of Miami's Purchasing Department or initiating department. The
Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action.
Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City
will investigate all potential situations where collusion may have occurred and the City reserves the right to reject
any and all bids/responses where collusion may have occurred.
1.19'. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts
between private entities and local governments are subject to certain laws and regulations, including laws pertaining
to public records, conflict of interest, records keeping, etc. City and Contractor agree to comply with and observe all
applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but
not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of
race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment
practices, rate of pay or other compensation methods, and training selection.
B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
E. Uniform Commercial Code (Florida Statutes, Chapter 672).
F. Americans with Disabilities Act of 1990, as amended.
G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
I. City Procurement Ordinance City Code Section 18, Article III.
J. Conflict of Interest, City Code Section 2-611;61.
K. Cone of Silence, City Code Section 18-74.
L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
M. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation.
Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a condition
precedent to the execution of service contracts including professional services.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility. Non-compliance
with all local, state, and federal directives, orders, and laws may be considered grounds for termination of
contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, 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
Page 9 of 48
Request for Proposals (RFP) 316283,2
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, 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 and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
oral communications with the City purchasing staff, provided the communication is limited strictly to matters of
process or procedure already contained in the formal 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, RFLI or IFB (bid) documents (See Section
2.2. of the Special Conditions); or 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.
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.
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 penalties 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 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at
305-250-5360, to obtain a copy of same.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida Sunshine Act
and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application
when disclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST — Bidders/Proposers, by responding to this Formal Solicitation, certify that to
the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially
interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such
interests on the part of the Bidder/Proposer or its employees must be disclosed in writing to the City. Further, you
must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or
more of the total assets of capital stock in your firm.
A. Bidder/Proposer further agrees not to use or attempt to use any knowledge, property or resource which may
be within his/her/its trust, or perform his/her/its duties, to secure a special privilege, benefit, or exemption for
himself/herself/itself, or others. Bidder/Proposer may not disclose or use information not available to members of
the general public and gained by reason of his/her/its position, except for information relating exclusively to
governmental practices, for his/her/its personal gain or benefit or for the personal gain or benefit of any other person
Page 10 of 48
Request for Proposals (RFP) 316283,2
or business entity.
B. Bidder/Proposer hereby acknowledges that he/she/it has not contracted or transacted any business with the
City or any person or agency acting for the City, and has not appeared in representation of any third party before any
board, commission or agency of the City within the past two years. Bidder/Proposer further warrants that he/she/it
is not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission;
(ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City.
C. A violation of this section may subject the Bidder/Proposer to immediate termination of any professional
services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law.
Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on
Ethics.
1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation of
copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services
provided as a result of this formal solicitation, and bidders/proposers agree to hold the City harmless from any and
all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - 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
Bidder(s)/Proposer(s).
1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual
Party, and after reasonable opportunityfor 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 years. The City Manager shall also have the authority to suspend a Contractual Party 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. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or subcontract.
(2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or
destruction of records, receiving stolen property, or any other offense indicating a lack of business
integrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. Such violation may include failure without good cause to perform in
accordance with the terms and conditions of a Contract or to perform within the time limits provided in a
Contract, provided that failure to perform caused by acts beyond the control of a party shall not be
considered a basis for debarment or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
Page 11 of 48
Request for Proposals (RFP) 316283,2
(6) False certification pursuant to paragraph (c) below.
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which
the violation remains noncompliant.
(8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a
civil penalty or fine is due and owing to the city.
(9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party performing city Contracts.
(c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that
neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the
violations set forth above or debarred or suspended as set forth in paragraph (b)(5).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a
written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided
promptly to the Contractual Party, along with a notice of said parry's right to seek judicial relief.
1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of Florida
debarred or suspended vendor list may not submit a response on a contract to provide 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 work, may not submit response on leases of real property to a public entity, may not award or perform
work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not
transact business with any public entity.
1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall
include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify the
Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to
remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall
result in the Contract being .terminated and upon the City notifying in writing the contractor of its intentions and the
effective date of the termination. The following shall constitute default:
A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time
required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree
specified in the Contract.
•
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely
completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an
assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful
Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
Page 12 of 48
Request for Proposals (RFP) 316283,2
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated,
together with the cost of completing the work, shall be deducted from any monies due or which inay become due on
this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it is
responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is one which
follows the requirements of the formal solicitation, includes all documentation, is submitted in the format outlined in
the formal solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure
to comply with these requirements may deem a Response non -responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response
shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions.
Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s)/Proposer(s)
during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by
the City Commission Any discounts offered by a manufacturer to Bidder/Proposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal
Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be
found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the
purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications,
or other communications.
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving precedence to the
following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31. EMERGENCY./ DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster
situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this
formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform
for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of
Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written
agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and
represents the entire understanding and agreement between the parties with respect to the subject matter hereof and
supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the
extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the
Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may
be modified only by a written agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your guidance
only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The
City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates
may be used by the City for purposes of determining the low bidder or most advantageous proposer meeting
specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower
prices in this Formal Solicitation.
Page 13 of 48
Request for Proposals (RFP) 316283,2
1.34. EVALUATION OF RESPONSES
A.Rejection of Responses
The City may reject a Response for any of the following reasons:
1) Bidder/Proposer fails to acknowledge receipt of addenda;
2) Bidder/Proposer mistates or conceals any material fact in the Response ;
3) Response does not conform to the requirements of the Fornial Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
'5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder's/Proposer(s) authorized agent.
The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and
re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the
City.
B. Elimination From Consideration
1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or
which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions
of anyprevious contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with
the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing the
goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to demonstrate a
satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility,
personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as
used herein shall be construed to mean a fully equipped and well established entity in line with the best industry
practices in the industry as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications and
abilities of a Bidder/Proposer, including past performance (experience) with the City or any other governmental
entity in making the award.
3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an authorized
representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal
Solicitation.
1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to
the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be
cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and
conditions of the resulting agreement it may lead to terminating negotiations.
1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by
the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in
the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for
Page 14 of 48
Request for Proposals (RFP) 316283,2
rejection of bid/proposal.
1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its response will
be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices
will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed
or supplied over a period of time.
1.38. FIRST -SOURCE HIRING AGREEMENT (Sec. 18-110)
(a) The Commission approves 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 includes, without limitation, public works improvements, facilities, professional services, commodities,
supplies, materials and equipment.
(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.
1.39. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24, states that
employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly,
it is the contractor's arid its' subcontractor(s) responsibility to understand and comply with this Florida constitutional
minimum wage requirement and pay its employees the current established hourly minimum wage rate, which is
subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and
clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each
adjusted minimum wage rate calculated shall be determined and published by the Agency Workforce Innovation on
September 30th of each year and take effect on the following January 1st.
At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full responsibility to
determine whether any of its employees may be impacted by this Florida Law at any given point in time during the
term of the contract. If impacted, bidder/proposer must furnish employee name(s), job title(s), job description(s),
and current pay rate(s). Failure to submit this information at the time of submitting a response constitute successful
bidder's/proposer's acknowledgement and understanding that the Florida Minimum Wagc Law will not impact its
prices throughout the term of contract and waiver of any contractual price increase request(s). The City reserves the
Page 15 of 48
Request for Proposals (RFP) 316283,2
right to request and successful bidder/proposer must provide for any and all information to make a wage and
contractual price increase(s) determination.
1.40. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws
of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall
take place in Miami -Dade County, Florida.
1.41. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for
convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way
the expressed terms and provisions hereof.
1.42. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or
entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of
"individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the
Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards.
HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to:
A. Use of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IIHUPHI will be held confidential;
E. Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested
by the customer;
G. Making PHI available to the City of Miami for an accounting of disclosures; and
H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or
electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its privacy information
practices including specifically, a description of the types of uses and disclosures that would be made with protected
health information.
1.43. INDEMNIFICATION - Contractor shall indemnify , hold harmless and defend the City, its officials,
officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to,
reasonable attomey's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct
of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will
indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any
civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it
is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term
of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or
demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel
satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this
Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided.
The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate,
supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of
Page 16 of 48
Request for Proposals (RFP) 31 6283,2
liability and all suits and actions of every name and description which may be brought against City whether
performed by Contractor, or persons employed or utilized by Contractor.
This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under
the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06
and/or §725.08, Fla. Statues, as amended from time to time as applicable.
Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City.
The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may
result from any actions or omissions of the Contractor in which the City participated either through review or
concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or
other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or
Sub -Contractor, under this Agreement.
1.44. INFORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must furnish all information
requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each
Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and
Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted
with a previous response or on file with the Buyer will not satisfy this provision.
1.45. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and
perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services
required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal
Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the
performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in
accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be
amended or supplemented from time to time.
1.46. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not
be made available until such time as the City provides notice of a decision or intended decision or within 30 days
after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via
fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's
Web Site following recommendation for award.
1.47. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish
Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall
demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the
Contractor 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 Contractor fails to submit the required insurance documents in the manner
prescribed in this Solicitation within fifteen (.15) calendar days after receipt Notice of Award, .thecontractor shall be
in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances,
the Bidder/Proposer may be prohibited from submitting future responses to the City. Information regarding any
insurance requirements shall be directed to the Risk Administrator, Depat tnient of Risk Management, at 444 SW
2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604.
The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in effect for the duration of the contractual period; including any and all option terms that may be
Page 17 of 48
Request for Proposals (RFP) 316283,2
granted to the Bidder/Proposer.
1.48. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered
(i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida Statutes (Prompt
Payment Act).
1.49. LOCAL PREFERENCE
A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid
price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as
defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that
non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to
submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local
bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the.lowest best and
final bid. In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award
shall be made to the local bidder."
B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable
professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer,
include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in
Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local
office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply.
1.50. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from bidders/proposers a
separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such
certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the
bidder/proposer must bear full liability.
1.51. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or
understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be
binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida through
the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet
as appropriate.
1.52. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or
construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other
similar relationship between the parties.
1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with
specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other .
appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with
specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes.
Items delivered not conforming to specifications may be rejected and returned at Bidder's/Proposer's expense.
These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in
bidder/proposer being found in default in which event any and all re -procurement costs may be charged against the
defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from
the City of Miami's Supplier's list.
1.54. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex, color, age,
religion, national origin, marital status, or disability in connection with its performance under this formal
solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall solely by reason of
Page 18 of 48
Request for Proposals (RFP) 316283,2
his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation
in, be denied benefits of, or be subjected to, discrimination under any program or activity.
In connection with the conduct of its business, including performance of services and employment of personnel,
Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex,
marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity
for employment. •
1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best
interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein
goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other
similar sources for the purchase of these goods and/or services as may be available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the
• successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction with this
Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with construction
projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms,
conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best
interest of the City.
1.56. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational
License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a
location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the
license must be submitted with the response; however, the City may at its sole option and in its best interest allow
the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award.
1.57. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture
will be considered in response to this Formal Solicitation. When submitting an alternate response, please refer to the
herein condition for "Alternate Responses May Be Considered".
1.58. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records,
files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer pursuant to this
formal solicitation shall at all times remain the property of the City and shall not be used by the Bidder/Proposer for
any other purposes whatsoever without the written consent of the City.
1.59. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or
circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such
provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and
each provision of this Contract shall be valid and enforced to the fullest extent permitted by law.
1.60. PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a Performance/Payment
Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract
price.
1.61. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to
examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed
amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be
at the Bidder's/Proposer's risk.
Page 19 of 48
Request for Proposals (RFP) 316283,2
A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The Bidder/Proposer
shall sign the Response and print in ink or type the name of the Bidder/Proposer, address, and telephone number on
the face page and on each continuation sheet thereof on which he/she makes an entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging,
handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Bidder/Proposer
shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits
normally paid by the Bidder/Proposer to its employees. If applicable, a unit price shall be entered in the "Unit
Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended
Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit
price will be presumed correct.
C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods and/or
services.
D. The Bidder/Proposer should retain a copy of all response documents for future reference.
E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with
the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature.
Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the
response may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful
Bidder's/Proposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS
OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY
OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE.
1.62. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by reason of
market change or on the part of the contractor to other customers shall be passed on to the City of Miami.
1.63. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product
becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's
authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is
approved in advance of delivery and that the new product meets or exceeds all quality requirements.
1.64. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents and warrants to the City that it has not employed or retained any person or company employed
by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any
fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of
this Contract.
1.65. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for the
percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is understood and
agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City,
Page 20 of 48
Request for Proposals (RFP) 316283,2
whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or
receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to
damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount
is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash
discount with the period commencing on the date it is determined by the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders/proposers
during the term of the contract.
1.66. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property
furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami.
Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the
Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the
Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible
for replacement value of the property at the current market value, less depreciation of the property, if any.
1.67. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants,
conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties
hereto and their respective heirs, legal representatives, successors and assigns.
1.68. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a response 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 work, may not submit responses on leases 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, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor
list.
1.69. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to all
documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes,
and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor's failure or refusal to comply with the provision
of this section shall result in the immediate cancellation of this Contract by the City.
1.70. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials
used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be
new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of
workmanship, unless as otherwise specified in this Solicitation.
1.71. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and
workmanship. Materialsfurnished to complete the service shall be new and of the highest quality except as
otherwise specified in this Solicitation.
1.72. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal
solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by
the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to
comply with the law.
Page 21 of 48
Request for Proposals (RFP) 316283,2
1.73. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall
have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue
of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City
Commission must approve the City Manager's decision. Such authority extends, without limitation, to controversies
based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shall be invoked by
a Contractual Party by submission of a protest to the City Manager.
(b) Contract dispute decisions.,lf a dispute is not resolved by mutual consent, the City Manager shall promptly
render a written report stating the reasons for the action taken by the City Commission or the City Manager which
shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along
with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to
such judicial relief without first having followed the procedure set forth in this section.
1.74. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards
except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed
$25,000.
Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing.
1.Protest of Solicitation.
i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief
Procurement Officer within three days after the Request for Proposals, Request for Qualifications or Request for
Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered
filed when received by the Chief Procurement Officer; or •
ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the
Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement
Officer within three days after the solicitation is published in a newspaper of general circulation. A notice of intent
to file a protest is considered filed when received by the Chief Procurement Officer.
2. Protest of Award.
i. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after
receipt by the proposer of the notice of the City Manager's recommendation for award of Contract, which will be
posted on the, City of Miami Purchasing Depattuient website, in the Supplier Corner, Current Solicitations and
Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by
selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and
Recommendation of Award To fields. If "various" is indicated in the Recommendation of Award To field, the
Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. It shall be the
responsibility of the Bidder/Proposer to check this section of the website daily after responses are submitted to
receive the notice; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief
Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non
responsiveness or non responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile
or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when
Page 22 of 48
Request for Proposals (RFP) 316283,2
received by the Chief Procurement Officer.
iii. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer within five
(5) days after the date the notice of protest was filed. A written protest is considered filed when received by the
Chief Procurement Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning
points in making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation
or the award is based, and shall include all pertinent documents and evidence and shall be accompanied by the
required Filing Fee as provided in subsection (f). This shall form the basis for review of the written protest and no
facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement
Officer at the time of filing the protest shall be permitted in the consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed
by this section, the day of the act, event or default from which the designated period of time begins to run shall not
be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday
in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday.
Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of
the City Manager and the city attorney, to settle and resolve any written protest. The Chief Procurement Officer
shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said
decision to the City Commission within 30 days after he/she receives the protest. In cases involving more than
$25,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the
City Commission after a favorable recommendation by the city attorney and the City Manager.
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or
the written protest, together with the required Filing Fee as provided in subsection (f), with the Chief Procurement
Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a
protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without firsthaving
followed the procedure set forth in this section
(d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this
section, the city shall not proceed further with the solicitation or with the award of the Contract until the protest is
resolved by the Chief Procurement Officer or the City Commission as provided in subsection (b) above, unless the
City Manager makes a written determination that the solicitation process or the Contract award must be continued
without delay in order to avoid an immediate and serious danger to the public health, safety or welfare.
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
(I) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's
check payable to the city in an amount equal to one percent of the amount of the Bid or proposed Contract, or
$5000.00, whichever is -less, which filing fee shall guarantee the payment of -all costs which may be adjudged against
the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer
and/or the City Commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed
under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of
costs for the administrative proceedings as prescribed by subsection (e) above.
1.75. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to
Page 23 of 48
Request for Proposals (RFP) 316283,2
the City. if not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense,
within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of
the City.
1.76. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign,
transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion
of the performance required by this contract, except under and by virtue of written permission granted by the City
through the proper officials, which may be withheld or conditioned, in the City's sole discretion.
1.77. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty, service and
replacements that will be provided. Bidders/Proposer must explain on the Response to what extent warranty and
service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your
response.
1.78. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be regarded
as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct
type, size and design are to be used. All workmanship and services' is to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on
this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply with this request
will result in disqualification of bid/proposal.
1.79. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via the
Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American
Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP,
RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend the solicitation closing; however, no
award will be made at that time.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or
package must show the hour and date specified for receipt of responses, the solicitation number and title, and the
name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the requisite Response
Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed
non -responsive.
Directions to City Hall:
FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE., TURN LEFT,
PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT
ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: US1 NORTH TO 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. PARKINGIS ON RIGHT.
B. Facsimile responses will not be considered.
C. Failure to follow these procedures is cause for rejection of bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the
responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by the United States mail
Page 24 of 48
Request for Proposals (RFP) 316283,2
delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be
returned unopened, and will not be considered for award.
E. Late responses will be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions
are subject to rejection.
G. Modification of responses already submitted will be considered only if received at the City before the time and
date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in
writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent
submission which alters the responses.
H. If hardcopy responses are submitted at the same time for different solicitations, each response must be placed
in a separate envelope, box, or package and each envelope, box or package must contain the information previously
stated in 1.82.A.
1.80. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government.
Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers should be aware of the
fact that all materials and supplies which are purchased by the Bidder/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 all
amendments thereto and shall be paid solely by the Bidder/Proposer.
1.81. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate this
contract by written notice to the contractor effective the date specified in the notice should any of the following
apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract.
B. The City has determined that such termination will be in the best interest of the City to terminate the contract for
its own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon
the availability of appropriate funds.
1.82. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a
Bidder/Proposer have been received, inspected, and found to comply with award specifications, free of damage or
defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and
acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law.
1.83. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The
City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within
the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless
otherwise specified in the Special Conditions.
1.84. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipment or used the goods, whichever comes first.
1.85.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to
the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for
Page 25 of 48
Request for Proposals (RFP) 316283,2
"trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from
Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION,"
with your firm's name and the Solicitation number and title marked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person.
By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the
City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by
the City by reason of any legal action challenging your claim.
1.86. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor
any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is
issued and received by the Contractor. The qualified Bidder(s)/Proposer(s) shall not be paid for any work performed
or goods delivered outside the scope of the contract or any work performed by an employee not otherwise
previously authorized.
1.87. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity
purposes. No advertising, sales promotion or other publicity materials containing information obtained from this
Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City
Manager or the City Commission.
1.88. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers must
indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are
not stated on their Response, it will be assumed that the product fully complies with the City's specifications.
Page 26 of 48
Request for Proposals (RFP) 316283,2
2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for Consultant Services for Chief Fire Officer, Captain and
Lieutenance Examination Processes, as specified herein, from a source(s) of supply that will give prompt and
efficient service fully compliant with the terms, conditions and stipulations of the solicitation.
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Depattuient, Attn: Maritza Suarez, CPPB; fax: (305) 400-5025 or email: msuarez@ci.miami.fl.us.
The solicitation title and number shall be referenced on all correspondence. All questions must be received no later
than Friday, June 1, 2012 @ 5:00 p.m.. All responses to questions will be sent to all prospective bidders/proposers
in the form on an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID
DEADLINE.
2.3. TERM OF CONTRACT
The proposer(s) qualified to provide the service(s) requested herein (the "Successful Proposer(s)") shall be required
to execute a contract ("Contract") with the City, which shall include, but not be limited to, the following terms:
(1) The term of the Contract(s) shall be for four (4) years with an option to renew for two (2) additional two (2)
years periods.
(2) The City shall have the option to extend or terminate the Contract.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder/proposer. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.4. CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
(1) Continued satisfactory performance compliance with the specifications, terms and conditions established
herein.
(2) Availability of funds
2.5. NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal
period for payments due under this contract, then the City, upon written notice to Contractor or his 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 or any project(s) will be awarded to any firm(s).
2.6. PROPOSER'S MINIMUM QUALIFICATIONS
Page 27 of 48
Request for Proposals (RFP) 3l 6283,2
The following represent the minimum qualification requirements for a Proposer to be deemed responsive by the
City, and Proposers shall satisfy each of the following minimum requirements cited below. Each of these minimum
qualifications must be addressed in detail in Proposal submission to determine Proposer's responsiveness. Failure to
meet each of the following qualification requirements, and/or failure to provide sufficient detail and/or
documentation in its Proposal to determine responsiveness by the City, will result in the Proposal being deemed
non -responsive.
A. Proposer shall have been providing the services as described in this RFP for a minimum of three (3) years as
evidenced by their date of incorporation, and shall provide proof of active status or documentation evidencing
proposer is currently seeking active status with the Florida Department of State, Division of Corporation;and have
sufficient financial support, equipment and organization to insure that it can satisfactorily execute the services if
awarded a Contract under the terms and conditions herein stated.
B Both the Primary Consultant and the one additional member from the Primary Consultant's firm or agency shall
have a minimum of a Masters degree in Industrial and Organizational Psychology or closely related field.
C. Proposer shall have no record of judgments, bankruptcies, pending lawsuits against the City or criminal
activities involving moral turpitude, and not have any conflicts of interest that have not been waived by the City
Commission.
D. Neither Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or in default of any
debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on
any previous contract with the City.
2.7. CONTRACT EXECUTION
The selected Proposer(s) evaluated and ranked in accordance with the requirements of this Solicitation, shall be
awarded an opportunity to negotiate a contract ("Contract") with the City in substantially the attached form labeled
"Attachment B - Professional Services Agreement" and available via the Header section to this RFP. The City
reserves the right to execute or not execute, as applicable a Contract with the selected Proposer(s) that is determined
to be most advantageous and in the City's best interest. Such Contract 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.
2.8. FAILURE TO PERFORM
Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48
hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in
default of the contract or make appropriate reductions in the contract payment.
2.9. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and all
claims, liabilities, losses, and causes of action, which may arise out of bidder's performance under the provisions of
the contract, including all acts or omissions to act on the part of bidder, including any person performing under this
Contract for or on bidder's behalf, provided that any such claims, liabilities, losses and causes of such action are not
attributable to the negligence or misconduct of the City and, from and against any orders, judgments or decrees
which may be entered and which may result from this Contract, unless attributable to the negligence or misconduct
Page 28 of 48
Request for Proposals (RFP) 316283,2
of the City, and from and against all costs, attorneys' fees, expenses and liabilities incurred in the defense of any
such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th Floor, Miami,
Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the
requirements as outlined below:
(1) Worker's Compensation
Limits of Liability.- Statutory - State of Florida
Waiver of Subrogation
Employer's Liability
A. Limits of Liability
$100,000 for bodily injury caused by an accident, each accident
$100,000 for bodily injury caused by disease, each employee
$500,000 for bodily injury caused by disease, policy limit
(2) Commercial General Liability:
A. Limits of Liability
Bodily Injury and Property Damage Liability - Each Occurrence: $1,000,000.00
General Aggregate Limit: $2,000,000.00 .
Personal and Adv. Injury. Products and Completed Operations: S1,000,000.00
B. Endorsements Required:
City of Miami included as an Additional insured.
Primary Insurance Clause Endorsement
Contingent & Contractual Liability
Premises and Operations Liability
(3) BusinessAutomobile Liability
A. Limits of Liability
Bodily injury and property damage liability combined single limits. Owned/Scheduled
Autos, including hired, borrowed or non -owned autos used in connection with the work - $1,000,000.00
B. Endorsements Required:
City of Miami included. as an Additional Insured
(4) Professional Liability/Error's & Omissions
Each Claim - S1,000,000
General Aggregate Limit - $1,000,000
Retro Date includee
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 bidder.
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 V" as to financial strength,
Page 29 of 48
Request for Proposals (RFP) 31 6283,2
by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its
equivalent. All policies and/or certificates of insurance are subject to review and verification by Risk Management
prior to insurance approval.
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 BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation under this
section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible
for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance
of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover the
contractual period, the City shall:
(4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner
prescribed in the Invitation To Bid.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from
the Bidder in conjunction with the General and Special Terms and Conditions of the Bid.
The Bidder 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 Bidder.
2.10. PRE-BID/PRE-PROPOSAL CONFERENCE
None
2.11. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Eyran Kraus, Ph.D., who shall be designated as the
Contract Administrator.
2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S)
A Sub -Consultant, herein known as Sub-Contractor(s) is an individual or firm contracted by the Proposer or
'Proposer's firm to assist in the performance of services required under this Solicitation. 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 Solicitation. 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 or prior to contract execution. Any and
all liabilities regarding the use of a Sub -Contractor shall be borne solely by the Successful Proposer 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 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 Solicitation.
Page 30 of 48
Request for Proposals (RFP) 316283,2
Proposers shall include in their Responses the requested Sub -Contractor information and include all relevant
information required of the Proposer. In addition, within five (5) working days after the identification of the award
to the Successful Proposer, the Successful Proposer shall provide a list confirming the Sub -Contractors that the
Successful Proposer intends to utilize in the Contract, if applicable. The list 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 Solicitation, any applicable licenses, references, ownership, and other information
required of Proposer.
2.13. SPECIFICATION EXCEPTIONS
Specifications are based on the most current literature available. Bidder shall notify the City of Miami Purchasing
Depai tment, in writing, no less than ten (10) days prior to solicitation closing date of any change in the
manufacturers' specifications which conflict with the specifications. For hard copy bid submittals, bidders must
explain any deviation from the specifications in writing as a footnote on the applicable specification page and
enclose a copy of the manufacturer's specifications data detailing the changed item(s) with his/her submission. For
electronic bid submittals, bidders must explain in the Header Section or by an Attachment and, if applicable, enclose
a scanned copy of the manufacturer's specifications data detailing the changed item(s) with his/her submission.
Additionally, bidders must indicate any options requiring the addition of other options, as well as those which are
included as a part of another option. Failure of bidders to comply with these provisions will result in bidders being
held responsible for all costs required to bring the item(s) in compliance with contract specifications.
2.14. TERMINATION
A. FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within 30 days after
written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice
without penalty to the City of Miami. In such event the Contractor shall be liable for damages including the excess
cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Contractor
was not in default or (2) the Contractor's failure to perform is without his or his subcontractor's control, fault or
negligence, the termination will be deemed to be a termination for the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in
the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so
terminated for the convenience by the City of Miami the Contractor will be compensated in accordance with an
agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami
shall be liable only for payment in accordance with the payment provisions of the Contract for those services
rendered prior to termination.
2.15. ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included as part of your solicitation response shall be evaluated or considered,
and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this
solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in
Page 31 of 48
Request for Proposals (RFP) 316283,2
transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General
Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that
the bidder's/proposer's authorized signature affixed to the bidder's/proposer's acknowledgment form attests to this. if
a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as
part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the
terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be
considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to
this PSA or Agreement.
2.16. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s)/proposer(s) agree upon award of this contract that the City of Miami shall be its primary
client and shall be serviced first during a schedule conflict arising between this contract and any other contract
successful bidder(s)/proposer(s) may have with any other cities and/or counties to perform similar services as a
result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency
impacting various areas during or approximately the same time.
2.17. 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 following the proposal deadline.
2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD
The procedure for response evaluation, selection and award is as follows:
(1) Solicitation issued.
(2) Receipt of responses -- response submittals shall be inclusive of a Technical Proposal and a Price Proposal each
of which shall be in properly labeled, separately sealed envelopes.
(3) Opening and listing of all responses received.
(4) Purchasing staff will review each submission for compliance with the submission requirements of the
Solicitation, including verifying that each submission includes all documents required. The Purchasing staff will
open, review, and evaluate the Price Proposals and assign points based on the price Evaluation Criteria identified
herein RFP.
(5) An Evaluation Committee, appointed by the City Manager, comprised of appropriate City Staff and members of
the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to
evaluate each response -- specifically, the Technical Proposal -- in accordance with the requirements of this
Solicitation and based upon the Evaluation Criteria as specified herein. At said meeting and immediately thereafter
the evaluation of each response, the Purchasing staff shall provide the Evaluation Committee with the points that
were assigned to each of the Price Proposals for inclusion of the same as part of the total score and rank each
Proposer will receive from the Evaluation Committee.
(6) The Evaluation Committee reserves the right, in its sole discretion, to request Proposers to make oral
presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the
convenience of the Evaluation Committee and shall be recorded.
(7) The Evaluation Committee reserves the right to rank the Proposals and shall submit its recommendation to the
Page 32 of 48
Request for Proposals (RFP) 316283,2
City Manager for acceptance. if the City Manager accepts the Committee's recommendation, the City Manager's
recommendation for award of contract will be posted on the City of Miami Purchasing Depat tinent website, in the
Supplier Comer, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City
Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation_
of Award Posting Date and Recommendation of Award To fields. if "various" is indicated in the Recommendation
of Award To field, the Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. The
City Manager shall make his recommendation to the City Commission requesting the authorization to negotiate
and/or execute an agreement with the recommended Proposer(s). No Proposer(s) shall have any rights against the
City arising from such negotiations or termination thereof.
(8) The City Manager reserves the right to reject the Committee's recommendation, and instruct the Committee to
re-evaluate and make another recommendation, reject all proposals, or recommend that the City Commission reject
all proposals.
(9) The City Commission shall consider the City Manager's and Evaluation Committees' recommendation(s) and,
if appropriate and required, approve the City Manager's recommendation(s). The City Commission may also reject
any or all response.
(10) If the City Commission approves the recommendations,. the City will enter into negotiations with the selected
Proposer(s) for a contract for the required services. Such negotiations may result in contracts, as deemed
appropriate by the City Manager.
(11) The City Commission shall review and approve the negotiated Contract with the selected Proposer(s).
2.19. ADDITIONAL SERVICES
Services not specifically identified in this request may be added to any resultant contract upon successful
negotiation and mutual consent of the contracting parties.
2.20. RECORDS
During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide
City access to all files and records maintained on the City's behalf.
2.21. TRUTH IN NEGOTIATION CERTIFICATE
Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation
certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting
Agreement are accurate, complete, and current at the time of contracting. The original contract price and any
additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was
increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract
adjustments shall be made within one (1) year following the end of the Agreement.
Page 33 of 48
Request for Proposals (RFP) 316283,2
3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
The City is seeking the services of a personnel selection Consultant to develop and implement a series of customized
examination processes with a parallel form for each exercise for each exam administration, for each of the
classifications of Chief Fire Officer, Fire Captain and Fire Lieutenant, on behalf of the Department of Human
Resources.
During the initial four (4) year term of the contract, it is anticipated the Successful Proposer shall provide (i.e.,
develop, administer, score and report on) three (3) to.four (4) examinations for the classification of Chief Fire
Officer, three (3) to four (4) examinations for the classification of Fire Captain, and three (3) to four (4)
examinations for the classification of Fire Lieutenant. For each optional two (2) year term of the contract if
extended by the City, it is anticipated the Successful Proposer shall provide one (1) examination for the
classification of Chief Fire Officer, one (1) examination for the classification of Fire Captain, and one (1)
examination for the classification of Fire Lieutenant. However, it should also be noted that should it be in the City's
best interests, and at its sole option, the number of examinations may increase, or decrease accordingly, at anytime
throughout the term of the contract, including all extension terms, based upon the needs of the City at that time.
The promotional processes for each classification will consist of customized examination processes, and seniority
credit for time -in -grade. The scores that will be used to establish the Eligible Register for these promotional
processes will be made up of two components. The first component is a weight of 80% of the overall score from the
Consultant's examination process; the second component is a weight of 20% of the candidate's seniority points.in
accordance with Civil Service Rule 6, and if applicable, International Association of Fire Fighters, AFL-CIO, Local
587 (IAFF) Union contract with the City. The following are approximations for Chief Fire Officer and Fire
Lieutenant of the number of candidates expected to sit and participate, for each examination process and during each
of the anticipated four (4) year contract period(s): 40 for Chief Fire Officer and 120 for Fire Lieutenant. However,
be advised these numbers may be for more or less, depending upon need.
The number of anticipated candidates for Fire Captain is estimated at 110. The actual number of candidates expected
to sit and participate in any given examination process may vary such that a hurdle process may be required for
some test cycles and not for other test cycles.
3.1 TESTING PROCEDURE OBJECTIVES
The testing procedure for each classification over the life of the contract shall:
1. Be based on a corresponding job analysis for the targeted position.
2. Be directly job -related.
3. Be reasonably perceived as fair and objective by the candidates.
4. Be standardized to ensure comparability of scores across candidates.
5. Be developed with input from staff from the Department of Fire -Rescue and the Department of Human
Resources.
6. Entail multiple assessment measures.
7. Meet the Federal "Uniform Guidelines on Employee Selection Procedures" and current professional standards,
including but not limited to, the Society for Industrial and Organizational Psychology "Principles for the Validation
and Use of Personnel Selection Procedures", and/or American Educational Research Association/American
Psychological Association/National Council on Measurement in Education "Standards for Educational and
Psychological Testing".
The Consultant must be qualified and experienced in the design and implementation of Fire -Rescue promotional
Page 34 of 48
Request for Proposals (RFP) 316283,2
systems.
3.2 PROJECT REQUIREMENTS
The Consultant shall:
1. Abide by timetables outlined herein over the life of the contract and for each classification, with the
understanding that timetables outlined herein may be superseded by provisions outlined in the current International
Association of Fire Fighters, AFL-CIO, Local 587 (IAFF) Labor Agreement. These timetables are estimates only
and subject to change. The City shall provide reasonable written notice of any changes to specified timetable.
2. Conduct an analysis to determine whether a job -analysis is required for the first testing cycle and, if needed,
conduct initial and legally defensible lob -analysis according to current professional and legal standards within 90
calendar days after the execution of the Agreement for each of the classifications of Chief Fire Officer, Fire Captain
and Fire Lieutenant.
3. Develop an examination that is appropriate to directly measure the knowledge, skills, abilities, and other
characteristics (KSAOs) identified in the job analysis(es) as necessary to perform the job functions within 130
calendar days of the completion of the job analysis(es) for each of the classifications of Chief Fire Officer, Fire
Captain and Fire Lieutenant.
4. Develop no less than three (3) examination exercises for each examination and for each classification that is
appropriate to directly measure the knowledge, skills, abilities, and other characteristics (KSAOs) that are identified
in the job analysis(es) within 130 calendar days of the completion of the job analysis(es) necessary to perform the
job functions for the classifications of Chief Fire Officer and Fire Captain. Consultant will have input from subject
matter experts (SME) from the Department of Fire -Rescue including final review of exercises. The Department of
Human Resources (DHR) will also have input into the development of examination measures and must approve
exercises after Fire -Rescue Department SME approval. Each examination process must have a preparation
manual/study guide published and delivered to DHR in electronic format by the test Consultant, with sample
exercises, at least 60 days prior to the administration of the examination. All exercises must require responses
which are recorded by the candidate on paper and/or verbally to live assessors.
5. Develop no less than three (3) written examinations for each examination that are appropriate to directly
measure theknowledge, skills, abilities, and other characteristics (KSAOs) that are identified in the job analysis
within 130 calendar days of the completion of the job analysis necessary to perform the job functions for the
classification of Fire Lieutenant. The written examinations shall assess the job knowledge of candidates and will be
based on the sources identified by the book committee comprised of an equal number representatives from
Fire -Rescue Management and the Bargaining Unit. Consultant will have input from subject matter experts (SME)
from the Depai tinent of Fire -Rescue. The Department of Human Resources (DHR) will also have input into the
development of examination measures and must approve exercises after Fire -Rescue Department SME approval.
Each examination process must have a preparation manual/study guide published and delivered to DHR in electronic
format by the test Consultant, with sample exercises, at least 60 days prior to the administration of the examination.
All exercises must require responses which are recorded by the candidate on paper in multiple-choice and/or
matching and/or scenario format(s) with at least four (4) reasonable alternative answers.
6. Develop a parallel form for each exam exercise for each exam for each classiflcation for each day of testing
that exceeds a one (1) day administration period. In addition, develop one (1) extra form for each and every exercise
beyond the number of days of testing that will not be used during the test administration process. For the
classification Fire Lieutenant, develop one (1) parallel exam for each and every administered written examination
with the same number, and type, of questions each of which must be unique (or different) from the first
examination.
7. Work with the Department of Fire -Rescue and Department of Human Resources to develop one (1) book list
for each examination and for each classification based upon a current Job Analysis, if not already developed. The
Page 35 of 48
Request for Proposals (RFP) 316283,2
book lists must be the sole source of examination material for each classification. Each list for each examination
and for each classification must be published a minimum of 90 days prior to the administration of the exam. Source
materials are to be compared with the job analysis data to ensure that all items, exercises, etc. are drawn from
included source materials and are representative of the job content. Parallel exercises must also be developed by the
Primary Consultant's firm or agency from the booklist. Provide written rationale to the Department of Human
Resources, Testing and Validation Section for each recommendation as to the number of job knowledge questions
generated for each written exam and written rationale for the -number of questions per book list source generated for
each written exam.
8. Identify percentage of job domain measured by each customized examination process and for each
classification (e.g., simulation, role-play) within 60 days prior to the first day of the administration of the exam.
Identify area(s) of job domain not measured by each examination process and identify appropriate measures for
assessing that portion of job domain for the classification. Reviews must be based on the current job analysis for the
appropriate classification.
9. Prepare andsubmit for approval to the Department of Human Resources all candidate instructions for all
appropriate exercises for all appropriate classifications,in electronic format at least 21 calendar days prior to the first
examination date.
10. The Project Manager, or the individual as proposed and responsible to work directly with the City on an
as -needed basis throughout the life of the contract to perform the scope of services and administer the
examination(s) (identified herein as the Primary Consultant), and at least one additional member from the Primary
Consultant's firm or agency shall be present for all days and exercises of the on -site test administration for each
exercise, for each 'examination process and for each classification. Both the Primary Consultant and the one
additional member from the Primary Consultant's firm or agency shall have a minimum of a Masters degree in
Industrial and Organizational Psychology or closely related field. The number of staff from the Consultant's firm or
agency shall be appropriate in a number commensurate with the logistical needs of each situation. The Primary
Consultant will be in possession of all materials needed during the duration of the test administration of each
exercise for each examination for each classification. Location of test sites is the responsibility of the City. City
staff approved by the Department of Human Resources may be used as proctors for the examination process. The
number of City staff approved by the Department of Human Resources may be used as proctors for the examination
process will vary with a minimum of four (4) City staff members available for each exercise, for each examination
process and for each classification.
11. Successfully implement a hurdle examination process for Fire Captain in the event that the number of candidates
expected to sit and participate in any given examination within the contracted time frame necessitates a hurdle
process.
12. Primary Consultant's firm or agency, under the direct supervision of the Primary Consultant, shall support the
appeal process in place for all written examinations by conducting a thorough review of all appeals submitted during
the appeal process and by providing a written report to the Supervisor of the Testing Division of the DHR in a
confidential manner within 30 calendar days after the last day of the written appeal process. The written
"Recommendations Report" shall include, but not limited to, the following for all appealed questions: the original
item,.source(s),.keyed.answer,_a_summa y of. candidate arguments, Psychometric results (proportion selected, overall
point-biserial correlations, point-biserial correlations for low and high test performers and overall), conclusion and
recommendation (e.g., keep as originally keyed, double -key, delete.)
13. Primary Consultant's firm or agency, under the direct supervision of the Primary Consultant, shall score each
examination for each classification and generate descriptive statistics beginning with means and standard
deviations. Primary Consultant shall analyze the scores from each examination process to determine the extent to
which group means differ by ethnicity/race and by gender for each classification, present said analyses to DHR for
review, and include said analyses in the final report. Analyses to include, but not limited to: adverse impact,
Page 36 of 48
Request for Proposals (RFP) 316283,2
validity, and exercise and examination reliability by sub -dimension and overall, item difficulty, item descriptives,
and item homogeneity, etc., where applicable.
14. Primary Consultant shall ensure that all scoring calculations and results are error free and completed within 14
days after the last exam administration for an examination process that does not include an appeal or hurdle process.
Primary Consultant shall ensure that all scoring calculations and results are error free and completed within 14 days
after the final determination of the written exam appeal committee for an examination process that includes an
appeal process. Should a hurdle process be required, Primary Consultant shall ensure that all final scoring
calculations and results are error free and completed within 14 days after the last exam administration.
15. Data entry and scoring is to be completed by at least two different individuals working independently with
results matched for agreement. Any and all discrepancies in data -entry, scoring calculations, and scoring results
shall be resolved quickly in a fair and unbiased manner by the Primary Consultant who shall have a minimum of a
Masters degree in Industrial and Organizational Psychology or closely related field.
16. Primary Consultant shall recommend a cutoff score within 14 days after the administration of the exam that
includes a hurdle process and provide written rationale for each recommendation given including the establishment
of the cutoff score. •All cutoff scores recommended by the Primary Consultant must be based on the results of an
appropriate validation study conducted according to professional standards. The Department of Human Resources
reserves the right to review and approve the recommended cutoff point for each examination process.
17. Primary Consultant or qualified consultant's representative shall provide an on -site orientation program for each
examination, for each classification to ensure that all candidates receive uniform information for the applicable.
examination 40 days prior to the administration of the exam. The orientation will include written guidelines and
rules that will govern.each exam administration of each examination process for each classification and a "Questions
and Answers" packet for each exam process for each classification. Each "Questions and Answers" packet must be
submitted by the Primary Consultant to the Department of Human Resources, Testing and Validation Section staff at
least 30 days prior to each test administration for each classification and will summarize the questions and issues
raised at the on -site orientation with acceptable responses to each question.
18. Consultant shall contact, screen, select, secure, obtain, train and ensure the presence of individuals from the
Fire -Rescue community to serve as assessors/role players/raters for each exercise, for each exam for each
classification, where applicable, pending approval of the Department of Human Resources, Testing and Validation
Section. All assessors will be from (a) United States agencies, (b) comparable in size and/or selected demographics
(e.g., ethnicity, race, gender) to the Depai talent of Fire -Rescue, (c) outside of the State of Florida, and (d) of the
same rank or higher rank as the classification being tested. Every effort must be made by the Primary Consultant to
ensure that each exam process for each classification has appropriate ethnic/racial and gender representation among
assessors used in exercises for each classification. The selection and training of potential assessors/role
players/raters and the ethnic/racial and gender background making up the assessor panel must be approved by the
Department of Human Resources for each classification process a minimum of 45 days prior to each exam
administration for each classification. The Department of Human Resources reserves the right to require that
consultants use separate role players from that of assessors. It is preferred that individuals serve as either an•
assessor or a role player but not in both capacities. A minimum of three (3) assessors must participate in training
and.assessment.for all exercises with..the.exception of the Letter or. Memo Writing, Simulation, or _other DHR
approved exercise(s) for which a minimum of two (2) assessors must participate in training and assessment. The
City reserves the right to require that the Primary Consultant contact, screen, select, secure, obtain, train and ensure
the presence of an additional assessor and/or role player and/or- rater for each exercise for each exam for each
classification to serve as an alternate should a primary assessor and/or role player and/or rater be unable to carry out
their duties as an assessor and/or a role player and/or a rater, respectively. Primary consultant will develop and
otherwise prepare and administer assessors/role players/raters training materials and administer training for
assessors/role players/raters. The Primary Consultant or consultant's representative shall photocopy, duplicate,
Page 37 of 48
Request for Proposals (RFP) 316283,2
collate, organize, prepare and otherwise be responsible for all related clerical duties surrounding the preparation of
assessor/role player/rater materials for the purpose of training and administration and for additional assessors/role
players/raters where proposed and appropriate to the task. The City reserves the right to have representation present
from the Department of Human Resources at any and all processes that involve assessors/role players/raters,
including but not limited to orientations and/or training sessions and/or selection proceedings and/or assessment
processes and/or scoring. The same number of assessors/role players/raters must be used to assess everyone
participating in a specific exercise requiring assessors/role players/raters for each classification, respectively and as
applicable. Candidates will be scored by the same assessors/role players/raters for each exercise of each exam for
each classification. The cost of one alternate assessor and/or rater and a sufficient number of role players shall be
included in the pricing, should the Proposer's submission require the use of assessors and/or role players and/or
raters.
19. The Primary Consultant shall provide candidates, within 45 days after the last exam administered for each
classification, with proper feedback to include a written profile of candidate's performance from their examination
processes, and a plan for improving performance that shall be developed from candidate score(s) for each exam and
for the classifications of Chief Fire Officer and Fire Captain. This feedback must be specific to the performance in
each exercise and the scoring guidelines for each exercise, in order for the candidates to learn what could have been .
said/done that would have improved his or her score(s); this will be provided so that candidates can improve on their
performance on future examinations. If a hurdle examination process is administered, only those who competed in
the entire process (i.e., all exercises) shall receive written feedback.
20. The Primary Consultant shall provide evidence (e.g., statistics) supporting the content validity and reliability of
each exam for each classification in a separate final report to the Department of Human Resources, Testing and
Validation Section. Actual scores for each candidate including, but not limited to raw, standardized, and computed, .
must be provided to the City for each candidate for each exam in each classification within 14 days following
completion of the exam administration. In addition, the Primary Consultant shall provide recommendations in the
final report for each exam for each classification to assist the City with preparing examination candidates for future
processes. This report should include sufficient information to assist the City in developing future training programs
for promotional candidates after for each exam for each classification.
21. The Primary Consultant shall establish the content validity for each examination for each classification by
'documenting the links between the Job Analysis and examination process and exercises in accordance with the
Federal "Uniform Guidelines on Employee Selection Procedures" and current professional standards including, but
not limited to, the Society for Industrial and Organizational Psychology "Principles for the Validation and Use of
Personnel Selection Procedures", and/or American Educational Research Association/American Psychological
Association/National Council on Measurement in Education "Standards for Educational and Psychological Testing".
This information shall be included in each final report along with documentation of exam development,
administration, scoring for all exams, exercises, components, etc. Submit a camera-ready copy and electronic copy
of the final validation report within 60 days after the last day of each examination administration. The final report
shall also include a detailed explanation of any and all controls and safeguards used to eliminate rater errors or other
biases and ensure accurate analytical interpretation and completeness and all documents provided to candidates and
assessors, role players and raters (e.g., test plan, study/prep guide, Questions and Answer Packet, assessor/role
player/rater training manuals, assessor/role player/rater rating materials).
22. The Primary Consultant or qualified individual from the Consultant's firm or agency shall provide three (8
hours) days of post-test consultation inclusive in proposed fees, as well as maintaining fixed and firm fees
throughout the initial term of the contract for the Specifications/Scope of Work cited herein, including any
additional work as necessary. The Primary Consultant shall, as part of the Contract, agree to appear on the City's
behalf as an expert witness in the event of any litigation arising from any of the examination processes for each
classification. The Primary Consultant agrees to appear for a total time of three (3) days up to eight (8) hours per
Page 38 of 48
Request for Proposals (RFP) 316283,2
day without any additional financial costs to the City. The Primary Consultant shall be responsible for
transportation, lodging, and meals. After the three (3) days has been utilized, the Primary Consultant shall be
allowed to charge the City his orher reasonable daily rate at time of Contract for any additional days for the services
relating to litigation and/or appearing as an expert witness; said appearance and resulting costs have to be approved
by the City in advance of travel. The consultant shall be responsible for travel' time, transportation, lodging and
meals during the first three (3) days of post-test consultation. Reasonable travel expenses, a rental car allowance,
hotel accommodations, and a meal allowance for appearance(s) arising from litigation shall be paid to the Primary
Consultant by the City as additional costs upon approval by the City and in accordance with § 112.061, Florida
Statutes.
23. The Primary Consultant shall propose a fixed and firm lock rate for all exams within the time period of the
contract.
24. The Primary Consultant shall furnish all equipment, materials, supervision or supplies necessary for completion
of all the services specified in this RFP. Failure to possess the necessary materials and equipment in order to
satisfactorily perform the services may result in the default/termination of contract and/or postponement of
payments and/or postponement of test. Consequently, the Primary Consultant must develop, validate, and
administer, etc. a new examination with all applicable exercises at no cost to the City within an expedient time
frame. Should a re -administration occur as a result of default herein, the Primary Consultant agrees to waive any
and all fees related to Item #22 regarding fee charges beyond the three 8-hour days of service for expert testimony
and/or litigation arising as a result of the re-examination for each classification.
25. All work shall be performed by, or under the direct supervision of, the Primary Consultant. All associates used
on each project are to have a minimum of a Masters degree in Industrial and Organizational Psychology or closely
related field. Work of a clerical nature or involving data -entry shall not require associates with a minimum of a
Masters degree in Industrial and Organizational Psychology or closely related field. Scoring calculations and results
shall be ensured by the Primary Consultant who shall have a minimum of a Masters degree in Industrial and
Organizational Psychology or closely related field. All work performed must conform to the ethical and
professional guidelines,principles, and standards outline in the Federal "Uniform Guidelines on Employee Selection
Procedures" and current professional standards including, but not limited to, the Society for Industrial and
Organizational Psychology "Principles for the Validation and Use of Personnel Selection Procedures", and/or
American Educational Research Association/American Psychological Association/National Council on
Measurement in Education "Standards for Educational and Psychological Testing".
26. Should the Primary Consultant leave the employ of the Successful Proposer during the initial and extension
term(s) of the contract, as applicable, the City reserves the right to approve, or not approve, its replacement. In
addition, the City reserves the right to seek a replacement of the Primary Consultant, should the City determine
he/she is not performing in accordance with the terms and conditions of the scope of work/services.
3.3. PROJECT SCHEDULE -
The project schedule as identified herein is subject to change by the City throughout the duration of the contract,
including extensions. However, the initial three (3) to four (4) examinations for Chief Fire Officer, Fire Captain and
Fire Lieutenant during the initial four (4) years of the contract are expected to be completed by the end of 2016,
inclusive of an initial two (2) examinations for Chief Fire Officer, Fire Captain and Fire Lieutenant by the end of
2013.
Project Schedule: Included in this RFP is an anticipated project schedule of events or process milestones that
illustrates the time -frame requirements for conducting the work described above. Work is anticipated, following
successful contract execution, to begin the month of November 2012 for the administration of the initial set of
examinations for the classifications of Chief Fire Officer, Fire Captain and Fire Lieutenant. Proposer must submit a
proposed timeline outlining the anticipated services and activities of their proposal and duration, subject to
Page 39 of 48
Request for Proposals (RFP) 316283,2
Department of Human Resources' approval within 130 calendar days of the earliest exam date. Proposed timeline
shall include, but is not limited to, treatment of the following areas: details of exam format(s), job analytic task
groups by exam component, description of all exams/exercises/components, candidate performance evaluation, test
development, KSAOs per task group and per exam component, target ability and knowledge areas by exercise,
project schedule, etc.
See below a more detailed, approximate timeline for the administration of the examinations for the three (3)
classifications. These dates are approximate only, and subject to change. The development, administration and
scoring of subsequent examination processes (i.e., the second and third promotional examination processes) forthe
Chief Fire Officer, Fire Captain and Fire Lieutenant classifications is subject to contract renewal by the City at its
discretion.
[Project schedule will be based upon the timeline provided by Purchasing.]
CHIEF FIRE OFFICER
Activity
Anticipated Date(s)
Conduct Job Analysis for Exam #1
September 2012 — November 2012
Written Exam and Oral Board
Development for Exam #1
December 2012 — March 2013
Administer Exam #1
April 2013
Establish Eligibility Register #1
June 2013
Written Exam and Oral Board
Development for Exam #2
February 2014 — May 2014
Administer Exam #2
June 2014
Establish Eligibility Register #2
August 2014
Written Exam and Oral Board
Development for Exam #3
March 2016 — June 2016
Administer Exam #3
July 2016
Establish Eligibility Register #3
September 2016
Written Exam and Oral Board
Development for Exam #4
April 2018 — July 2018
Administer Exam #4
August 2018
Establish Eligibility Register #4
October 2018
* Per Article 10 of the IAFF Labor Agreement.
FIRE CAPTAIN
Page 40 of 48
Request for Proposals (RFP) 316283,2
Activity
Anticipated Date(s)
Conduct Job Analysis for Exam #1
September 2012 — November 2012
Written Exam and Oral Board
Development for Exam #1
December 2012 — March 2013
Administer Exam #1
May 2013
Establish Eligibility Register #1
July 2013
Written Exam and Oral Board
Development for Exam #2
March 2014 — June 2014
Administer Exam #2
July 2014
Establish Eligibility Register #2
September 2014
Written Exam and Oral Board
Development for Exam #3
April 2016 — July 2016
Administer Exam #3
August 2016
Establish Eligibility Register #3
October 2016
Written Exam and Oral Board
Development for Exam #4
May 2018 — August 2018
Administer Exam #4
September 2018
Establish EIigibility Register #4
November 2018
* Per Article 10 of the IAFF Labor Agreement.
FIRE LIEUTENANT
Activity
Anticipated Date(s)
Conduct Job Analysis for Exam #1
September 2012 —November 2012
Written Exam and Oral Board
Development for Exam #1
January 2013 — April 2013
Administer Exam #1
May 2013
Establish Eligibility Register #1
July 2013
Written Exam and Oral Board
Development for Exam #2
May 2014 — August 2014
Page 41 of 48
Request for Proposals (RFP) 316283,2
Administer Exam #2
September 2014
Establish Eligibility Register #2
November 2014
Written Exam and Oral Board
Development for Exam #3
July 2017 — October 2017
Administer Exam #3
November 2017
Establish Eligibility Register #3
January 2018
The 4th Fire Lieutenant process is anticipated to occur after the expiration (8 years) for the new contract.
Page 42 of 48
Request for Proposals (RFP) 316283,2
4. Submission Requirements
4.1. SUBMISSION REQUIREMENTS
Proposers shall carefully follow the format and instruction outlined below, observing format requirements where
indicated. Proposals should contain the information itemized below and in the order indicated. This information
should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this
Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may
not be considered for contract award.
The response to this solicitation shall be presented in the following format. Failure to do so may deem your
Proposal non -responsive.
ALL RESPONSES WILL BE SUBMITTED IN HARDCOPY FORMAT ONLY TO INCLUDE ONE
ORIGINAL AND SEVEN (7) COPIES. NO ON-LINE SUBMITTALS WILL BE ACCEPTED.
1. Cover Page
The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the Contract;
Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable
Email addresses; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number.
2. Table of Contents
The table of contents should outline, in sequential order, the major sections of the Proposal as listed below,
including all other relevant documents requested for submission. All pages of the Proposal, including the enclosures,
should be clearly and consecutively numbered and correspond to the table of contents.
3. Executive Summary:
A signed and dated summary of not more than two (2) pages containing the Proposer's Qualifications; Primary
Consultant's Experience; Description of Proposed Testing Processes; Implementation Strategy; Ability to Perform
Work within the Contract Time Frame; and Work Samples, as contained in the submittal. Proposer should include
the name of the organization, business phone, fax, and email address, contact person, and Primary Consultant.
4. Proposer's Qualifications ("Proposer" refers to the Business Organization which employs primary
consultant and consulting team members l:
a) Describe the Proposer's organization, history and background, tax status, principals, owners, board of directors
and/or board of trustees, and number of professionals employed, by EEO job classification, ethnicity, race and
gender.
b) Provide date Proposer was incorporated/organized; State(s) incorporated/organized in;
c) Describe the firm's organizational history and structure; indicate whether the City has awarded previously any
contracts to the firm.
d) Submit a summary list of all full-time employees, who will be assigned to the City's project, by name,
occupational title, EEO job classification, ethnicity, race and gender.
e) Indicate the location of the firm where the work will be performed.
f) Describe the members of the consulting Team and explaining the firm's interest in performing the required
professional services. Include copies of resumes for those individuals who will perform services, detailing
educational background, test development experience, and experience with content validity approach.
g) List current and previous clients, including the names of contact personnel and their telephone numbers. (The
City reserves the right to contact these clients as part of the evaluation process.) Clearly state Fire -related
Page 43 of 48
Request for Proposals (RFP) 316283,2
experience.
h) Provide two (2) letters of reference letterhead preferably from governmental entities of a similar size and for
whom similar services have been performed, for the past three (3) years. Letters should reflect experience in
performing similar work in the past, and should contain the nature of the work performed by the Proposer; the date
the work was performed; value of contract if known; quality of work performed; and the timeliness for the initiation
and completion of this work. All references may be verified by the City for authenticity and quality of work
performed by Proposer.
i) List all lawsuits and the disposition of the lawsuits relating to employment testing filed against the firm or
agency.
j) Address the above -listed items for sub -consultant firms proposed, as applicable. Provide a current resume of
any Sub -Consultants. Include by EEO job classification, ethnicity, race and gender. Should Proposer propose to
utilize a Sub-Consultant(s) to perform any of the services, and Proposer must identify Sub-Consultant(s) and those
services to be performed. Proposer must provide Sub-Consultant(s) qualifications and experience in detail,
highlighting the experience in various subjects/issues as addressed in this RFP and those services anticipated to be
performed by the Sub-Consultant(s). The City reserves the right to contact any reference as part of the evaluation
process.
5. Primary Consultant's Experience:
a) Detail all experience of Primary Consultant as it relates to projects of similar complexity and scope. Clearly
state Fire -related experience, particularly as it relates to examination processes for Chief Fire Officer, Fire Captain
and Fire Lieutenant.
b) Provide a Qualifications summary of the Primary Consultant who will be designated as the lead individual(s)
to conduct the work for the City in the form of a resume including educational history, experience with content
validity, test development history, and as it relates to proposed project. Clearly identify the nature of the work he/she
will perform.
c) Provide a complete list of clients for which Primary Consultant has provided similar services as required in
this RFP. This list should include those governmental entities of a similar size and diverse population to the City for
which services have been performed during the past three (3) years. Include the overall value of the contract, dates
of engagement, overall tasks performed, and include the address, phone number(s) and contact persons within each
organization. The City reserves the right to contact any reference as part of the evaluation process.
d) Provide summary of all litigation experience in which the Primary Consultant served as an expert witness in
employment -related testing.
e) List all lawsuits and the disposition of lawsuits filed against the Primary Consultant relating to employment
testing.
6. Description of Proposed Testing Processes:
a) Provide summary of testing processes proposed for each classification of Chief Fire Officer, Fire Captain and
Fire Lieutenant.
b) Provide summary .of previous. relevant .experience to include an explanation of the content validity-process.to
be utilized linking the City's Job Analyses to each of the Chief Fire Officer, Fire Captain and Fire Lieutenant
examination processes proposed, and explanation of scoring methodology for examination processes.
c) Provide the names of individuals to be assigned to this project, the amount of time each will be assigned to the
project, their qualifications including academic credentials, project roles and ethnic and gender identification.
7, Implementation Stratery
Provide Summaries of administration/implementation Plans for proposed testing processes for Chief Fire Officer,
Page 44 of 48
Request for Proposals (RFP) 316283,2
Fire Captain and Fire Lieutenant.
8. Ability to Perform Work within the Contract Time Frame
Provide timetable for project completion including benchmarks. List timetable utilizing calendar date(s) per activity
completion for Chief Fire Officer, Fire Captain and Fire Lieutenant, for the initial set of examination processes for
the classification of Chief Fire Officer, Fire Captain and Fire Lieutenant.
9. Work Samples:
Provide sample exercises/work sample of each of the examination process proposed, for Chief Fire Officer, Fire
Captain and Fire Lieutenant.
10. Local Preference, if applicable
For Proposers seeking local preference consideration in the evaluation process, the following information must be
provided with proposal.
a. State the Primary Office Location of the Propoer.
b. Provide location from which the Proposer will be based to fperform the work.
In order to receive any local preference points, the proposer must have a local office as defined in the Code of the
City of Miami. Proposer must submit a copy of the City of Miami Business Tax Receipt and Certificate of Use at
the time of proposal submittal if claiming local preference.
11. Trade Secrets Execution to Public Records Disclosure
All Proposals submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An
exception may be made for "trade secrets."
If the Proposal cohtains information that constitutes a "trade secret", all material that qualifies for exemption from
Chapter 119 must be submitted in a separate envelope, on each page clearly identified as "TRADE SECRETS
EXCEPTION," with your firm's name and the RFP number marked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person.
By your designation of material in your Proposal as a "trade secret" you agree to indemnify and hold -harmless the
City for any award.to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by
the City by reason of any legal action challenging your claim.
THE FOLLOWING MUST BE SUBMITTED WITH YOUR PROPOSAL IN A SEPARATE SEALED
ENVELOPE. FAILURE TO DO SO MAY DEEM THE PROPOSAL NON -RESPONSIVE.
12. Price Proposal
The Price Proposal Form attached hereto and labeled Attachment A, shall be provided as part of the response
submittal in a properly labeled, separately sealed envelope. Proposer shall provide an all-inclusive Cost/Fee Per
Examination;inclusive of all proposed costs, on a per classification basis, for the work as proposed by Proposer.
In addition to the Price Proposal Form, the proposed Cost/Fee Per Examination shall be provided which details, for
each exam and for each classification, a clear accounting and breakdown of all costs and fees associated with the
completion of this project. All costs must be itemized on a per activity basis including job analysis (e.g.,
information -gathering; development of assessment measures, -oral -board administration, scoring, -report development,
travel and accommodations, daily rate of compensation for appearance, etc.) including the overall total cost for each
to develop and implement a customized examination process for Chief Fire Officer, Fire Captain and Fire Lieutenant
(e.g., materials production, mailing, telephone, other communication costs between the Proposer and the City) that is
specific to the format proposed for project completion.
During the initial four (4) year term of the contract and where it is anticipated, the Successful Proposer shall provide
three (3) to four (4) examinations for the classification of Chief Fire Officer, three (3) to four (4) examinations for
Page 45 of 48
Request for Proposals (RFP) 316283,2
the classification of Fire Captain, and three (3) to four (4) examinations for the classification of Fire Lieutenant. The
fees proposed by Proposer(s) and negotiated with the City shall remain fixed and firm. However, subject to further
negotiations with the City, the City may authorize a cost of living increase not to exceed 5% for each set of
examination processes for Chief Fire Officer, Fire Captain and Fire Lieutenant thereafter, during the initial and/or
any extension terms, excluding the initial proposed fees for a Job Analysis(es) for each classification.
Failure to provide costs/fees shall deem your Proposal non -responsive.
Page 46 of 48
Request for Proposals (RFP) 31 6283,2
5. Evaluation Criteria
5.1. EVALUATION CRITERIA
The Evaluation Committee shall evaluate, score, and rank all responsive proposals as follows:
A. Technical Proposal (80 Points)
Concerning this initial phase of the evaluation, the Evaluation Committee will evaluate and rate all proposals based
on the criteria listed immediately below in this section. A Proposer may receive the maximum number of points or a
portion thereof dependent upon the merit of its Technical Proposal, as determined by the Evaluation Committee.
This phase of the evaluation process will consist of a review of the Propo'ser's Qualifications, Primary Consultant's
Experience, Description of Proposed Testing Processes, Implementation Strategy, Ability to Perform Work within
the Contract Time Frame, Work Samples, and Local Preference (if applicable), to assure quality services.
Upon completion of this phase of the evaluation, including the scoring and ranking, the Committee may choose to
conduct oral presentation(s) with the Proposer(s), which the Evaluation Committee warrants for further
consideration.
B. Price Proposal (20 Points)
Concerning this phase of the evaluation, Price Proposals shall be analyzed based on a comparison of the "Price
Proposals" received. The lowest "Price Proposal" shall be given the whole of the maximum possible twenty (20)
points.
Concerning the "Price Proposal" attached herein the Header section of this RFP, the "Total Estimated Examinations"
is based on a four (4) year usage analysis. For each classification, the multiplication of the "Cost/Fee Per
Examination", and the previously referenced "Total Estimated Examinations" results in the "Extended Amounts".
The "Extended Amounts" Total constitutes the Proposer's "Price Proposal" and is then applied to the following
formula to determine the Proposer's "Price Proposal Points":
(LOWEST "PRICE PROPOSAL"/PROPOSER'S "PRICE PROPOSAL") x 20 POINTS (MAXIMUM
PRICE PROPOSAL POINTS) = PROPOSER'S "PRICE PROPOSAL POINTS"
This calculation will yield the "Proposer's Price Proposal Points" at an amount equal to or less than the total possible
"Maximum Price Proposal Points".
The points from both of the aforementioned phases of the evaluation will be added resulting in the Total Points for
the whole of the Proposer's response submittal. The Evaluation Committee reserves the right to score and rank
more or less than three (3) firms as it may deem in the City's best interest.
CRITERIA POINTS
A. Technical Proposal 80
1. Proposer's Qualifications (10 points)
2. Primary Consultant's Experience (10 points)
3. Description of Proposed Testing Processes (10 points)
4. Implementation -Strategy (15 points)-
5. Ability to Perform Work within the Contract Time Frame (15 points)
6. Work Samples (15 points)
7. Local Preference, if applicable (5 points)
B. Price Proposal 20
TOTAL 100
Page 47 of 48
RFP No. 316283 Attachment B
ATTACHMENT "B"
A. Project Costs
B. Discounts
C. Project Rates
D. Payment Schedule
M:PSATemplate2012-2020 Fire -Rescue Promotional Exam Contract (If8rm Ia).docx
RFP No. 316283
Attachment A
PRICE PROPOSAL FORM
REQUEST FOR PROPOSALS (RFP) 316283 FOR CHIEF FIRE OFFICER, CAPTAIN AND LIEUTENANT
EXAMINATION PROCESSES
CLASSIFICATIONS
Chief Fire Officer.
Fire Captain
Fire Lieutenant
COST/FEE PER
EXAMINATION
104,085.00
115,581.00
71,731.00
TOTAL ESTIMATED
EXAMINATIONS
4
4
TOTAL PRICE PROPOSAL
EXTENDED AMOUNTS
416,340.00
462,324.00
286,924.00
1,165,588.00
FOR EACH CLASSIFICATION, THE MULTIPLICATION OF THE "COST/FEE PER EXAMINATION", AND THE "TOTAL
ESTIMATED EXAMINATIONS" RESULTS IN THE "EXTENDED AMOUNTS". THE "EXTENDED AMOUNTS" TOTAL
CONSTITUTES THE PROPOSER'S "TOTAL PRICE PROPOSAL" AND IS THEN APPLIED TO THE FOLLOWING FORMULA
TO DETERMINE THE PROPOSER'S "PRICE PROPOSAL POINTS": (LOWEST "PRICE PROPOSAL"/PROPOSER'S "PRICE
PROPOSAL") x 20 POINTS (MAXIMUM PRICE PROPOSAL POINTS) = PROPOSER'S "PRICE PROPOSAL POINTS".
Company Name: EB Jacobs , LLC
Company Contact Signature:
Company Contact Name: Janet Echemendia, President
1/2012