HomeMy WebLinkAboutRequest for ProposalsANNIE PEREZ, CPPO DANIELJ. ALFONSO
Procurement Director City Manager
ADDENDUM NO. 3
DATE: April 28, 2015
TO: ALL PROSPECTIVE PROPOSERS
SUBJECT: SOLICITATION NO.: RFQ 472340
TITLE: Agenda and Meeting Management System
This Addendum becomes a part of the subject solicitation.
The following are the inquiries received and the corresponding responses:
1. How many agenda management templates are required for the new service?
Answer: Please refer to Attachment A, Agenda and Meeting Management System
Requirements, Section 4, regarding the agenda management templates. The number of
templates required would depend heavily on the proposed solution. If the templates are
conditionally formatted based on the meeting body and the agenda item, and other variables,
the requirement may be achieved by one template. The City should be able to use separate
logo for meeting bodies, and agenda items to be numbered using different sequence with
prefixes or no prefixes. The City is requesting flexibility in the template and associating
templates to meeting bodies. Currently, the City uses the existing system for five meeting
bodies and envision using the proposed system for the remaining boards, which may total 30.
2. a) How many end users and how many individuals will be trained on the Agenda Management
System? b) Users. c) Administrators. d) Train the Trainers
Answers: The number of individuals to be trained on the System are as follows:
a) and b) End users/Users — 40; c) Administrators 4; and d) Train the Trainers - 6
3. How many audio / video files (approximate number of files and approximate average file size)
will be transferred to the new Web Hosted site?
Answer: No audio files will be transferred. Historically, since 2010, there are 172 video files
and 160 GB. The files are both Windows Media and MP4 format. The City began using MP4
format as of approximately August, 2014. Windows Media files average 900 MB, MP4 files
average approximately 2.5GB.
4. What file format(s) will the older files be delivered to the selected Proposer for the new Web
Host site?
Answer: WMV format.
5. Regarding the recording software, a) How many separate audio channels are required? b)
How many separate video channels are required?
Answers: a) There are eight (8) separate audio channels. b) There is one (1) separate video
channel.
6. Regarding the audio sound system — what mixer/ server processor is used to provide the
separate channels of audio to the recording software?
Answer: All audio goes through a Lectrosonics AM16/12 Automatic Matrix Mixer. Please
include in the proposal if any changes are being proposed.
7. Regarding the video systems, a) what is the brand and model number the video cameras? b)
How is the video signal provided to the recording software?
Answer: a) Panasonic AW E600 3/2 Pan Tilt Cameras. b) All video signals get routed through
a VikinX V6464 Video Router. The City is currently working on updating the Panasonic
Robotic Cameras.
8. Regarding the presentation technology, a) what is the format (VGA or HDMI). b) How is that
specific video provided to the recording software?
Answer: a) VGA. b) All video signals get routed through a VikinX V6464 Video Router. Please
include in proposal any changes that are being proposed for the new solution.
9. If a Proposer has an existing standard software, will the City consider customizing the existing
software to mirror the City's existing processes?
Answer: Refer to Section 3.1 (B). Pursuant to this Section, the City reserves the right to
purchase the software products separately or may contract with one vendor to provide a complete
software solution that integrates the four components.
All other information remains the same.
APPROVED:
A
ez, CPPO, Director of Procurement Dat
AP:Io
c, Lydia Osborne, CPPO, Assistant Director of Procurement
Shinymol Kondayil, IT Customer Service Manager
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ADDENDUM NO. 2
April 22, 2015
REQUEST FOR PROPOSALS (RFP) NO.: 472340
AGENDA AND MEETING MANAGEMENT SYSTEM
TO: ALL PROSPECTIVE PROPOSERS:
This addendum becomes a part of the subject Request for Proposal (RFP).
The following is an inquiry received and the corresponding response:
1. Is Appendix A available in Word or Excel?
Answer: Yes. Appendix A, Agenda and Meeting management Requirements is attached
as a word document.
All other information remains the same.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE CONTRACT DOCUMENT
AND SHALL BE MADE A PART THEREOF.
/i dia 63botne
Lydia Osborne, CPPO,
Assistant Director of Procurement
City of Miami Procurement Department
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: All Prospective Proposers
DATE: April 15, 2015
SUBJECT: Agenda and Meeting
Management System
FROM: Annie Perez, CPPO, Director REFERENCES: RFP No. 472340
Procurement Department ENCLOSURES:
ADDENDUM NO. 1
This Addendum becomes a part of the subject solicitation.
A. Please find attached the attendance sheet for the Pre -proposal Conference for the subject
solicitation.
B. The following are the inquiries received and the corresponding responses:
1. In Section 4.1.C, Proposed Approach and Methodology to Providing the Services,
Question #14 asks for a projected time schedule assuming a September 1, 2015
implementation date. Is the implementation to begin on that date or to be completed by
that date?
Answer: The implementation date here refers to the start date, as we anticipate
awarding a contract prior to September 1, 2015.
2. In Section 4.1, Submission Requirements, require that the signed RFP Certification
Statement be included. Where can that document be found?
Answer: The Certification Statement is located at the beginning (page 2) of the
solicitation package.
3. Are Proposers required to have a local office in Miami or is the Local Office Certification
form to be filled out only by vendors that do have a local office?
Answer: Proposers are not required to have a local office to respond to this solicitation.
If the Proposer has a local office however, the City of Miami Local Office Certification
form needs to be completed.
4. Would the City of Miami allow the Proposer to separate the streaming from the agenda
management piece, if the Proposer agrees to integrate into the City's selected agenda
management provider?
Answer: The City is seeking one vendor to provide a complete system. However, the
City reserves the right to purchase the software products separately or may contract with
one vendor to provide the complete solution that integrates the four components of the
current system.
All other information remains the same.
APPROVED:
Annie Piz; CPPO, Director
AP:Ic
c: Lydia Osborne, CPPO, Assistant Director of Procurement
Shinymol Kondayil, IT Customer Service Manager
Date
ATTENDANCE SHEET
RFP/RFQ NUMBER: RFP 472340 Agenda and Meeting Management System
LOCATION: MRC, 444 SW 2nd Avenue, 6th Floor Large Conference Room
PURPOSE: Pre -Proposal Conference
DATE: 30-Mar-15
Completing this attendance sheet is optional.
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City of Miami
Request for Proposals
(RFP)
Purchasing Department
Miami Riverside Center
444 SW 2nd Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
RFP Number: 472340,3
Title: Request for Proposals for Agenda and
Meeting Management System
Issue Date/Time: 28-APR-2015
RFP Closing Date/Time: 04-MAY-2015 @ 14:00:00
Pre -Bid Conference: Voluntary
Pre -Bid Date/Time: Monday, March 30, 2015 at 10:00 AM
Pre -Bid Location: Miami Riverside Center (MRC), 444 SW
2 Avenue, l0th FL Large Conference
Room, Miami, FL 33130
Deadline for Request for Clarification: Friday, April 24, 2015 at 5:00 PM
Buyer: Osborne, Lydia
Hard Copy Submittal Location: City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
Buyer E-Mail Address:
Buyer Facsimile:
LOsborne@miamigov.com
Page 1 of 49
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 principalowners 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 allterms 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 DISOUALIFY THIS BID.
Page 2 of 49
Certifications
Legal Name of Firm:
Contact Name, Phone Number, Fax, and Email Address:
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:
Will Subcontractor(s) be used? (Yes or No)
Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and
date of receipt (i.e. Addendum No. 1, 7/1/07). If no addendum/addenda was/were issued, please insert
N/A.
If Proposer has a Local Office, as defined under Chapter 18/Articlle III, Section 18-73 of the City Code,
has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office
Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the
Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Sectionof this
solicitation)
Has Proposer reviewed the attached Sample Professional Services Agreement (PSA)?
Page 3 of 49
Does Proposer acknowledge that the attached Sample PSA is an example of the standard Agreement
used in conjunction with the services related to this solicitation, and shall not be amended?
Page 4 of 49
Line: 1
Description: Disregard this line item. Please refer to Appendix B.
Category: 20987-00
Unit of Measure: Dollar
Unit Price: $
Number of Units: 1 Total: $
Page 5 of 49
Request for Proposals (RFP) 472340,3
Table of Contents
Terms and Conditions 7
1. General Conditions 7
1.1. GENERAL TERMS AND CONDITIONS 7
2. Special Conditions 27
2.1. PURPOSE 27
2.2. OBJECTIVE 27
2.3. VOLUNTARY PRE -PROPOSAL CONFERENCE 27
2.4. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION 28
2.5. TERM OF CONTRACT 28
2.6. CONDITIONS FOR RENEWAL 28
2.7. MINIMUM QUALIFICATION REQUIREMENTS 28
2.8. PREFERRED QUALIFICATION REQUIREMENTS 29
2.9. NON -APPROPRIATION OF FUNDS 29
2.10. CONTRACT EXECUTION 29
2.11. FAILURE TO PERFORM 29
2.12. INSURANCE REQUIREMENTS 29
2.13. CONTRACT ADMINISTRATOR 32
2.14. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) 32
2.15. COMPLETE PROJECT REQUIRED 33
2.16. PRIMARY CLIENT (FIRST PRIORITY) 33
2.17. TERMINATION 33
2.18. ADDITIONAL TERMS AND CONDITIONS 33
2.19. UNAUTHORIZED WORK 34
2.20. CHANGES/ALTERATIONS 34
2.21. METHOD OF PAYMENT 34
2.22, COMPENSATION PROPOSAL 34
2.23. ADDITIONS/DELETIONS OF ITEMS/PRODUCTS 34
2.24. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 35
2.25. RECORDS 35
2.26. AMENDMENTS TO THE CONTRACT 36
2.27. TRUTH IN NEGOTIATION CERTIFICATE 36
3. Specifications 37
3.1. SCOPE OF WORK 37
4. Submission Requirements 42
4.1. SUBMISSION REQUIREMENTS 42
5. Evaluation Criteria 49
5.1. EVALUATION CRITERIA 49
Page 6 of 49
Request for Proposals (RFP) 472340,3
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 remainthe 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 7 of 49
Request for Proposals (RFP) 472340,3
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 voidits 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 docurnents 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 depai tinents 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.
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Request for Proposals (RFP) 472340,3
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 RFLI, 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 Perfoiivance 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 specifiedby 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. CITYNOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable
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Request for Proposals (RFP) 472340,3
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.
Lack of knowledge by the bidder/proposer willin 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
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:
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Request for Proposals (RFP) 472340,3
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 performhis/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
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
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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 actualor prospective Contractual
Party, and after reasonable opportunity for 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.
(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
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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 constructionor 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.
All costs andcharges 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 may become due on
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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.
1.34. EVALUATION OF RESPONSES
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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 Formal 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 any previous 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
rejection of bid/proposal.
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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. 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 and 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 lst.
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 Wage Law will not impact its
prices throughout the term of contract and waiver of any contractual price increase request(s). The City reserves the
right to request and successful bidder/proposer must provide for any and all information to make a wage and
contractual price increase(s) determination.
1.39. 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.
1.40. 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.
1.41. 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 (11:HI) 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-permitteduse 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 IIHI/PHI 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.
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Request for Proposals (RFP) 472340,3
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.
1.42 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
attorney's fees, to the extent caused by the negligence, recklessness or intentionalwrongful 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 permittedwork, 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
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 willsurvive 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.
1.43. FORMATION 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.
1.44. 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 providedby 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.
1.45. 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
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Request for Proposals (RFP) 472340,3
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.
1.46. 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, the contractor 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 ditected to the Risk Administrator, Department 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
granted to the Bidder/Proposer.
1.47. 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).
1.48. 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 andfinal 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.
1.49. 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.
1.50. 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
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the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet
as appropriate.
1.51. 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.
1.52. 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 nonconforming 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.
1.53. 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
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,
maritalstatus or national origin. All persons having appropriate qualifications shall be afforded equal opportunity
for employment.
1.54. 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.
1.55. 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 1 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.
1.56. ONE PROPOSAL Only one (1) Response from an individual, firm, partnership, corporation or joint venture
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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".
1.57. 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.
1.58. 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.
1.59. PERFORMANCE/PAYMENT BOND —A Contractor may 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.
1.60. 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.
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,0.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 shallbe 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
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OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE.
1.61. 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.
1.62. 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.
1.63. 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.
1.64. 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,
whichever is later.
When the City is entitledto 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 periodcommencing 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.
1.65. 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.
1.66. 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.
1.67. 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
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287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor
list.
1.68. 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 shall additionally comply with the provisions of
Section 119.0701, Florida Statutes, entitled "Contracts; public records". 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.
1.69. 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 shallbe
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.
1.70. QUALITY OF WORK/SERVICES . The work/services performed must be of the highest quality and
workmanship. Materials furnished to complete the service shall be new and of the highest quality except as
otherwise specified in this Solicitation.
1.71. REMEDIES PRIOR TO AWARD (See. 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.
1.72. 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; providedthat, 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. If a dispute is not resolved by mutual consent, the City Manager shall promptly
render a writtenreport stating the reasons for the action taken by the City Commission or the City Manager which
shall be finaland 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.
1.73. 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 withthe 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
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Request for Proposals (RFP) 472340,3
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 Department 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
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 shallnot
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 :Cling.
(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.
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(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 patty's right to file a
protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having
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.
(f) 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.
1.74.SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to
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.
1.75. 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.
1.76. 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.
1.77. 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.
1.78. 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,
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Request for Proposals (RFP) 472340,3
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. US 1 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. PARKING IS 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
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.
1.79. 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.
1.80. 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.
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Request for Proposals (RFP) 472340,3
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.
1.81. 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.
1.82. 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.
1.83. 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.
1.84.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
"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.
1.85. 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.
1.86. 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.
1.87. 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.
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Request for Proposals (RFP) 472340,3
2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for an Agenda and Meeting Management System, 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. OBJECTIVE
The goal of this Request for Proposal (RFP) is to provide the City with technology to streamline aspects of public
meeting preparation and management. The system should include an automated process to create, track, modify,
monitor, approve and archive all agenda items (legislative and non -legislative) produced by the City's administration
for various meeting bodies for specific meeting dates and times. These can include but are not limited to resolutions,
ordinances, discussion items, and reports of both primary legislative body (e.g. City Commission), secondary
legislative bodies (e.g, CRA), quasi-judicial bodies and other City agencies and boards; The City is looking for a
fully integrated solution which provides the following:
a) Management of legislative items, agendas, and minutes of meetings of City Commission and various other
Meeting Bodies of the City;
b) Web Streaming of Public Meetings (to include a separate audio only recording device);
c) Management and compliance tracking of members in various Boards, Agencies, and Committees.
The proposed solution shall:
a) Be an expandable, mobile enabled, modular design to readily incorporate additional enhancements in the future;
b) Be configurable with no need for costly customization;
c) Be developed, tested and maintained using a high -quality software development methodology for long-term
reliability and technical efficiency;
d) Offer data integrity in a secure, redundant, always available system with business continuity, disaster recovery,
data -backup and restore, archive retention and disposal practices.
Proposers may present a single system that provides for each of the three components listed above or form a
partnership or joint venture with other Proposers to provide a fully integrated system.
2.3. VOLUNTARY PRE -PROPOSAL CONFERENCE
A Voluntary pre -proposal conference will be held on Monday, March 30, 2015 at 10:00 AM, at Miami Riverside
Center (MRC), 444 SW 2 Avenue, loth FL Large Conference Room, Miami, FL 33130. A discussion of the
requirements of the solicitation will occur at that time. Each potential Proposer is required, prior to submitting a
Proposal, to acquaint itself thoroughly with any and all conditions and/or requirements that may in any manner
affect the work to be performed. All questions and answers adversely affecting the scope of work/specifications of
the RFP will be included in an addendum following the conference to allthe attendees. Because the City considers
the conference to be critical to understanding the solicitation requirements, attendance is highly recommended
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Request for Proposals (RFP) 472340,3
2.4. 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 Department, Attn: Lydia Osborne, PhD, CPPO, CPPB; fax: (305) 400-5025 or
email: losbome@miamigov.com. The solicitation title and number shall be referenced on all correspondence. All
questions must be received no later than Friday, April 24, 2015 at 5:00 PM. 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.
2.5. TERM OF CONTRACT
The proposer(s) qualified to provide the service(s) requested herein (the "Selected 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 five (5) years with an option to renew for two (2) additional five (5)
year 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 proposer. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.6. 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
2.7. MINIMUM QUALIFICATION REQUIREMENTS
Each firm interested in responding to this Request for Proposals must provide the information on the firm's
qualifications and experience, qualifications of the project team, Project Manager's experience, and previous similar
projects.
Additionally, Proposer must:
(1) be an established firm for a minimum of five (5) years, and Proposer, or its owner(s) and/or principal(s), must
have a minimum of five (5) years, related experience;
(2) the individual proposed as the Project Manager must have a minimum of five (5) years experience in providing
the type of services list herein, and have successfully completed projects of similar scope and size, while serving as
project manager on similar projects on a minimum of three (3) previous occasions.
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Refer to "Instructions for Submitting a Response: (Section 4.1., Submission Requirements)." Submittals that do not
respond completely to all requirements may be considered non -responsive and eliminated from the process.
2.8. PREFERRED QUALIFICATION REQUIREMENTS
a) The Proposer's project team should have at least five (5) years of recent experience in successful implementation
of system of a similar scope and size.
b) Proposer should have a proven track record in producing quality in software development and customer service.
c) Proposer should have at least five (5) years experience assisting clients with transitioning from a different
software system.
2.9. 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).
2.10. 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. 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.
2.11. FAILURE TO PERFORM
Should it not be possible to reach the selected Proposer or selected Proposer's Project Manager 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 selected Proposer in default of the contract or make appropriate reductions in the contract
payment.
2.12. INSURANCE REQUIREMENTS
INDEMNIFICATION
Selected Proposer 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 selected Proposer's performance under
the provisions of the contract, including all acts or omissions to act on the part of selected Proposer, including any
person performing under this Contract for or on selected Proposer'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
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attributable to the negligence or misconduct 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 selected Proposer shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th Floor,
Miami, Florida 33130, Certificate(s) ofinsurance which indicate that insurance coverage has been obtained which
meets the requirements as outlined below:.
I. Commercial General Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability
Each Occurrence $1,000,000
General Aggregate Limit $ 2,000,000
Personal and Adv. Injury $ 1,000,000
Products/Completed Operations $ 1,000,000
B. Endorsements Required
City of Miami listed as additional insured
Primary Insurance Clause Endorsement
Contingent & Contractual Liability
Premises and Operations Liability
II. Business Automobile Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability
Combined Single Limit
Owned/Scheduled Autos
Including Hired, Borrowed or Non -Owned Autos
Any One Accident $ 1,000,000
B. Endorseents Required
Cty of Miami listed as an additional insured
III. Worker's Compensation
Limits of Liability
Statutory -State of Florida
Waiver of Subrogation
Employer's Liability
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Request for Proposals (RFP) 472340,3
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
IV. Errors and Omissions Coverage (if applicable)
Combined Single Limit
Each Claim $1,000,000
General. Aggregate Limit $1,000,000
Retro Date Included
V. Umbrella liability (Excess Follow Form)
A. Limits of Liability
Each Occurrence $1,000,000
Policy Aggregate $1,000,000
City of Miami listed as an additional insured
The above policies shall provide the City of Miami with written notice of cancellation or material change
from the insurer in accordance to policy provisions.
Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all
insurance policies required above:
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 selected Proposer.
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,
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
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advance notice to the certificate holder.
NOTE: CITY RFP NUMBER AND/OR TITLE OF RFP MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the selected Proposer 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 selected Proposer 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 RFP.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from
the selected Proposer in conjunction with the General and Special Terms and Conditions of the RFP.
The selected Proposer 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 selected Proposer.
2.13. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Shiny Antony Kondayil, IT Customer Service Manager,
who shall be designated as the Contract Administrator.
2.14. SUBCONTRACTOR(S) OR SUBCONSULTANT(S)
A sub -Consultant, herein known as sub-Contractor(s) is an individual or firm contracted by the selected Proposer's
firm to assist in the performance of services required under this Solicitation. A Sub -Contractor shall be paid through
selected 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 selected Proposer or prior to contract execution. Any and all
liabilities regarding the use of a sub -contractor shall be borne solely by the selected Proposer and insurance for each
sub -contractor must be maintainedin good standing and approved by the City throughout the duration of the
Contract. Neither selected Proposer nor any of its sub -contractors are considered to be employees or agents of the
City. Failure to list all sub -contractors andprovide the required information may disqualify any proposed
sub -contractors from performing work under this Solicitation. 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 selected Proposer, the selected Proposer shall
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provide a list confirming the sub -contractors that the selected 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 selected Proposer
2.15. COMPLETE PROJECT REQUIRED
These specifications describe the various items or classes of work required, enumerating or defining the extent of
same necessary, but failure to list any item or classes under scope of the several sections shall not relieve the
contractor from furnishing, installing or performing such work where required by any part of these specifications, or
necessary to the satisfactory completion of the project.
2.16. PRIMARY CLIENT (FIRST PRIORITY)
The selected 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
selected 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. TERMINATION
A. FOR DEFAULT
If selected Proposer 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 selected Proposer 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
selected Proposer was not in default or (2) the selected Proposer'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 selected Proposer 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.
2.18. 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
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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.
2.19. UNAUTHORIZED WORK
The Successful Proposer(s) shall not begin work until a Purchase Order is received.
2.20. 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.
2.21. METHOD OF PAYMENT
All payments are contingent upon completion of the required services. Completion shall be measured as fulfillment
of all services required, including submission to an acceptance by the City of any deliverables, unless otherwise
negotiated.
2.22.. COMPENSATION PROPOSAL
Each Proposer shall detail, on Appendix B, Price Proposal. Schedule, located in the Header Section of this RFP, any
and all fees and costs to provide the required services as listed herein. Proposer shall additionally provide a detailed
list of all costs to provide all services as detailed in Section 3.0 Specifications/Scope of Work, as proposed. The City
reserves the right to add or delete any service, at any time. Should the City determine to add an additional service for
which pricing was not previously secured, the City shall seek the selected Proposer to provide reasonable cost(s) for
same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek
another vendor for the provision of said service(s).
Failure to submit compensation proposal as required shall disqualify Proposer from consideration.
2.23. ADDITIONS/DELETIONS OF ITEMS/PRODUCTS
Although this Solicitation identifies specific items/products to be serviced, it is hereby agreed and understood that
any item/products may be added/deleted to/from this contract at the option of the City. When an addition to the
contract is required, the successful Proposer(s) under this contract shall be invited to submit price quotes for these
new services/items/products. If these quotes are comparable with market prices offered for similar
services/items/products, they shall be added to the contract whichever is in the best interest of the City and an
addendum and a separate purchase order shall be issued by the City.
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2.24. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD
The procedure for response evaluation, selection and award is as follows:
(1)
(2)
(3)
Solicitation issued.
Receipt of responses.
Opening and listing of all responses received.
(4) Procurement staff will review each submission for compliance with the submission requirements of the
Solicitation, including verifying that each submission includes all documents required.
(5) An Evaluation Committee, appointed by the City Manager, comprised of appropriate City Staff and members of
the community, as deemed necessary withthe appropriate technical expertise and/or knowledge, shall meet to
evaluate each response in accordance with the requirements of this Solicitation and based upon the evaluation
criteria as specified herein.
(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
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 Department 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 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 recommendthat 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).
2.25. RECORDS
During the contract period, and for a least five (5) subsequent years thereafter, Selected Proposer shall provide City
access to all files and records maintained on the City's behalf.
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2.26. AMENDMENTS TO THE CONTRACT
No modification, amendment, or alteration in the terms and conditions contained herein shall be effective unless
contained in a written document prepared with the same or similar formality as this contract and executedby the
City Manager, Director, or designee.
2.27. TRUTH IN NEGOTIATION CERTIFICATE
Execution of the resulting agreement by the selected 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.
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3. Specifications
3.1. SCOPE OF WORK
A. BACKGROUND
The City currently uses four separate systems to provide video streaming, multichannel audio recording and public
meeting agenda and minutes preparation of legislative items produced by the City's administration, and management
and compliance tracking of various board members. The functionalities of the current systems are as follows:
1) Legistar (the Legislative Document Management System) is used for agenda and minutes preparation for City
Commission and various boards in the City. The agenda consists of a number of legislative items (resolutions,
ordinances, discussion items, reports, and hearing items). Each legislative item can be uniquely identified by a file
identification number, and eachadopted legislative item can be uniquely identified using an enactment number. The
system can provide certified copies of approved legislative items.
2) For the Record Limited (FTR), (an audio -recording software), enables capture of audio recording using various
channels, while delivering features such as confidence monitoring and simultaneous archiving and backup. The
software combines multiple microphone sources into a single file that is instantly replicated to another storage
location for safekeeping. This system is used for transcribing verbatim or summary minutes for Commission and
various other boards.
3) Granicus (a video recording software) enables the live and on demand video streaming of City Commission
Meetings.
4) People and Office Management System (POMS), a homegrown system enables the management of meeting
body memberships, attendance, various compliances of board members, reporting, public notices of meetings, and
various types of letters/notifications to board members.
The systems are used by various departments throughout the City which include: Offices of Elected Officials,
Agenda Office, Law Department, City Clerk's Office, Planning and Zoning, Civil Service Board, Civilian
Investigative Panel, Community Redevelopment Agency, Communication, Information Technology, and other City
Departments.
B. SCOPE OF SERVICES
The City is seeking one vendor to provide a complete System that will replace all of the four software components
that comprise the current City Clerk Suite system (Legistar, VTR, Granicus, and POMS). The City reserves the right
to purchase the software products separately or may contract with one vendor to provide a complete software
solution that integrates the four components. If the proposal requires the use of sub -contractors, partners, and/or
third -party services, the Proposer must clearly state this inthe proposal. The selected Proposer shall have primary
project and service liability for all products and services which shall collectively meet the requirements herein. The
selected Proposer shall remain solely responsible for the performance of the System, including work of firm's
subcontractors. If the Proposer is a reseller, the City reserves the right to require separate maintenance agreements
with each supplier, to ensure that the City has continuity in the event the Proposers relationship with a supplier is
severed.
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3.2 SYSTEM REOUIREMENTS
The requirements of the System are presented in Appendix A, located in the Header Section of this RFP, titled
Agenda, Meeting and Boards Management System Requirements. The requirements are divided into fourteen
sections:
1. General Requirements and Support;
2. Agenda Items/Legislative Files;
3. Agenda Items Approval Work Flow;
4. Agenda Management;
5. Minutes Management;
6. Reports Requirements;
7. Meeting Management Audio Recording;
8. Roll Call and Voting Management;
9. Web Streaming of Public Meetings Requirements;
10. Boards, Agencies and Committees Management System;
11. Integration with ERMS (Laserfiche);
12. Documentation;
13. Security; and
14. Administrative Support.
Note: The Proposer shall return Appendix A, completed, following the instructions as specified in the Introduction
Section of the attachment.
In addition, the System shall:
1) Streamline the preparation of the agenda, manage the ongoing process of moving items to appropriate later
dates, as well as create and make available on the web an electronic agenda package with all meetings -related
ordinances, resolutions, motions, reports, etc.
2) Manage the legislative item from creation, routing, approaval, meeting submission for signature and eventual
web access after passage at the meeting.
3) Make public meeting information more accessible, transparent, and provide cost savings to the City by
reducing the use of paper and streamlining the document and agenda creation process.
4) Provide the public with full information about upcoming meetings, show video of the meetings and of votes
taken and manage the meetings live.
) Provide a searchable archive to meetings, video, votes and related documents as discussed and/or approved.
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6) If the proposed application is a Software as a Service (SaaS):
• The application must be hosted in a SOC 2 Type II compliance facility;
• The minimum network bandwidth must be 100Mbps;
• The data must be encrypted in transit to and from the service provider;
• The application must be physically hosted in USA, east coast is preferred;
• The application should have a secure API/Web service to pull and push data;
• The application architecture must be resilient and be able to auto -scale;
• The application must provide data integrity
3.3 TECHNICAL REOUIREMENTS
The System must be able to work within the City's current network environment and existing computers/devices. It
should also be American Disability Act compliant. The Proposer must have the capacity to implement and support
the system including planning, training and documentation. The system should meet the City's Web Design
Standards. The City's current computing environment consists of:
1) Internet Connection:100 Mbps download and 100 Mbps upload;
2) Wide -Area network with more than 2000 active end users/devices;
3) There may be at least 50-100 concurrent users;
4) Microsoft Active Directory;
5) Operating Systems: Windows, Android and iOS;
6) Web Browsers: Internet Explorer, Opera, Firefox and Safari;
7) Devices: Workstations, Tablets, and Mobile Devices
The City expects that the proposed System shall interface or integrate with the following systems:
1) Laserfiche
2) Microsoft Office 365
3) Geographic Information System (GIS)
The video streaming system must support:
a) Stream live to Mobile/HTML5;
b) Flash for Non HTMLS compliant browsers;
c) At least 500 Simultaneous Live Viewers (SLV);
d) Unlimited Storage;
e) Audio only channel;
f) Broadcast LIVE in HD;
g) Broadcast on Facebook;
h) Custom. Player Watermarks;
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Request for Proposals (RFP) 472340,3
i) Closed captions;
j) Stream Live to Roku;
k) Channel Subscriptions;
1) Section 508 (ADA) compliant;
m) Responsive design; and
n) Must have the ability to be embedded on web pages.
3.4 MAINTENANCE SERVICES
The selected Proposer shall provide all maintenance services for the proposed System throughout the term of the
contract, including any extensions, or optional renewal periods. At a minimum, maintenance services shallinclude
updates and upgrades to the System to maintain compatibility with future City hardware and software infrastructure.
Upgrades should be provided at no additional cost to the City. Maintenance services on the software component
shall include corrections of any substantial defects, fixes of any minor bugs, and fixes due to any conflicts with
mandatory operating system security patches as well as upgrades to new version releases. All environments,
production and non -production, including testing and staging, shall also be covered under Maintenance services.
3.5 TECHNICAL SUPPORT SERVICES
The selected Proposer shall be responsible for providing technical support services to ensure optimal performance of
the proposed System. The City's escalation process is outlined below:
Severity
Definition
Response
Time
Resolution
Time
Status Frequency
Update
1= Very Critical
Commission meeting is in progress. A module
that is required for the meeting management is
non -responsive.
15 minutes
1 hour
15 minutes
2=Critical
A major component of the System is in a
non -responsive state and severely affects the
productivity or operations.
lhour
4 hours
lhour
3=Urgent
Any component of the System failure or loss of
functionality not covered in Severity 1 above,
which is hindering operations, such as, but not
limited to: excessively slow response time,
functionality degradation; error messages;
backup problems, or issues affecting the use of a
module or the data.
2 hours
8 hours
2 hours
4=Important
Lesser issues, questions, or items that minimally
impact the work flow.
4 hours
72 hours
4 hours
5=Minor
Issues, questions or items that don't affect the
work flow. Issues that can easily be scheduled
such as an upgrade or patch.
24 hours
One month for
an acceptable
fix, until final
resolution
Weekly status call
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The selected Proposer should make on -site support available to address very critical, critical and urgent issues (see
above table).
3.6 TRAINING SERVICES
Training is considered an essential element of this project. On -site training shall be required for all users that will
utilize the system. The selected Proposer shall provide on -site training on the proposed System for a minimum of 50
users. The training sessions should cover the various user groups, which will be grouped as follows: a) users who
search for legislative items; b) users who create and or modify items; c) users who create agendas; and users who
create minutes. Training will be required so that all departments listed in Section 3.1 understand the vital
functionalities of the System. The duration of the training required for each user group may depend on the
complexity of the solution. In addition, a selected group of five person shall be provided with "Train the Trainer"
training. The selected Proposer shall provide all necessary documentation of the proposed System, customized and
configured for the City, in both hard copy and in an electronic format.
3.7 PROPOSED PRICE
The Proposer shall provide a complete cost breakdown for system design, software, hardware, maintenance,
training, system implementation, and any additional services required on the Appendix B, Price Proposal Schedule.
The Proposer shall also list and describe in detail;
1) The projected maintenance costs involved in the proposed system.
2) The cost to train additional "basic" or "advanced" users in the future including descriptions and costs for
documentation materials, consulting, installation, travel and per diem.
3) Pricing for optional items associated with the system.
The Proposer shall provide the one-time costs for the proposed system for each of the five years in the initial five (5)
year term, in addition to each of the five years in the two, five year option -to -renew periods. The Proposer shall
include anticipated travel expenses, base and optional features, describing their functionality and benefits, as well as
other issues that impact pricing. Estimate all cost areas and indicate where there could be variance from the
presented price and the reasons for variance.
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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.
ALL RESPONSES WILL BE SUBMITTED IN HARDCOPY FORMAT ONLY TO INCLUDE ONE
ORIGINAL, SEVEN (7) COPIES, AND ,ONE ELECTRONIC COPY (CD OR FLASH DRIVE). NO
ON-LINE SUBMITTALS WILL BE ACCEPTED.
The responses to this solicitation shall be presented in the following format. Failure to do so may deem your
Proposal non -responsive. The Proposer shall:
a) Include the signed. RFP Certification Statement.
b) Include in detail, evidence that clearly demonstrates Proposer meets the minimum qualification
requirements, pursuant to Section 2.7. Proposer's Minimum Qualifications
c) Cover Page
The Cover Page should include the Proposer's name; Contact Person; 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.
d) 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.
e) Proposer Information
The Proposer shall complete the following requirements. The responses shall be written in sufficient detail to permit
the City to conduct a meaningful evaluation of the proposed System. However, overly elaborate responses are not
requested or desired.
4.1.A. Proposer's Experience and Past Performance
1. Describe the Proposer's past performance and experience within the past five (5) years, state the number of
years that the Proposer has been in existence, the current number of employees, and what qualifies the Proposer to
provide the City with an Agenda and Meetings Management System to manage the process of submitting, recording
and approving legislation produced by the City's administration.
2. What is the Proposer's total number of installations of the proposed application/software product? What was
the total installations in cities which are comparable to the City of Miami? Provide documentation that the Proposer
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Request for Proposals (RFP) 472340,3
has at least five years experience assisting clients with transitioning from a different software.
3. Provide a detailed description of three (3) comparable contracts (similar in scope of services to those requested
herein) which the Proposer has either ongoing or completed within the past five (5) years from the date of this
solicitation. Two of these should be from a governmental entity. The description should identify for each project:
i. client,
ii. description of work,
iii. dates covering the term of the contract,
iv. client contact person and phone number,
v. statement of whether Proposer was the prime contractor or subcontractor, and
vi. the results of the project.
Where possible, list and describe those projects performed for government clients or similar size private entities.
4. Provide information concerning any prior or pending litigation, either civil or criminal, involving a
governmental agency or which may affect the performance of the services to be rendered herein, or ongoing
maintenance or support if its product and services, in which the Proposer, any of its employees or subcontractors is
or has been involved within the last three years.
4.1.B. Key Personnel and Subcontractors Performing Services
5. Provide an organization chart showing all key personnel, including the lead individual (Proposer's Project
Manager), with titles, to be assigned to this project. This chart must clearly identify the Proposer's employees and
those of the subcontractors or sub -consultants and shall include the roles and involvement levels and durations of the
key personnel. All key personnel include all partners, managers, seniors and other professional staff that will
perform work and/or services in this project.
6. Provide the experience and past performance of the key personnel (do not include lead individual) identified in
the organization chart. Provide documentation that the individuals have at least five (5) years recent experience in
successful implementation of system of a similar scope and size.
7. Identify the lead individual to be assigned to this project. Address relevant experience to this kind of work and
to the specific work they will do for the City. Include the following:
a. Specific examples of similar projects completed by the lead individual.
b. Contact name, telephone number, and email address for each example cited.
8. Describe the experience, qualifications and other vital information, including relevant experience on previous
similar projects, of all key personnel (excluding key individual), including those of subcontractors, who will be
assigned to this project.
9. How many employees are involved in providing direct technical support for the proposed application software
product?
Page 43 of 49
Request for Proposals (RFP) 472340,3
10. List the names and addresses of all first tier subcontractors, if applicable, and describe the extent of work to be
performedby each first tier subcontractor. Describe the experience, qualifications and other vital information,
including relevant experience on previous similar projects, of the subcontractors who will be assigned to this project.
11. Provide resumes, if available with job descriptions and other detailed qualification information on all key
personnel who will be assigned to this project, including any key personnel of subcontractors.
Note: After proposal submission, but prior to the award of any contract issued as a result of this Solicitation,
the Proposer has a continuing obligation to advise the City of any changes, intended or otherwise, to the key
personnel identified in its proposal.
4.1.C. Proposed Approach and Methodology to Providing the Services
12. Give a detailed description of the System you are proposing. Include software modules and
hardware/infrastructure required to operate the System. For each product module you are including in your
proposal, provide a detailed description of its purpose, benefits andkey features. Illustrate the dependencies
between modules. Additionally, please indicate wherever a module is required or optional. Explain why the
proposed system best meets the needs of the City of Miami.
13. Describe Proposer's approach and work plan to efficiently and effectively perform the services described
herein, Describe how Proposer has applied the proposed project approach in comparable contracts. Define your
criteria to determine when installation is complete.
14. Provide Proposer's projected time schedule, identifying specific key tasks, deliverables and duration that
comply with the requirement outlined in the Scope of Services. Describe Proposer's ability and readiness to begin
providing services as requested herein, assuming a September 1, 2015 implementation date. Describe in detail what
approach you propose for planning and training for this system. Propose an implementation schedule which you
think is reasonable to achieve, including the process of systems integration you propose. Specifically:
a) Provide a proposal schedule for planning, training and implementation steps.
b) Describe what type of training and the number of people to be trainedthat is included in the initial installation.
c) Describe the training available in the delivery of end user training as well as the documentation resources that
are available with your system.
d) Describe how you will schedule and provide for training of end users, technical staff, and system
administrators including initial training, consultation, and follow-up training.
e) Describe what types of additional training may be available as it relates to the System.
15. Describe Proposer's assurance that the key personnel, including the lead individual, described in its proposal
shall be available to perform the services described herein, and that the Proposer has sufficient reserve personnel to
adequately perform the services in the event of illness, accident, or other unforeseeable events of a similar nature.
Describe Proposer's approach to ensure the availability of personnel at all times, including Proposer's contingency
plan, if any.
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Request for Proposals (RFP) 472340,3
16. Describe your maintenance procedures. Clearly outline how the software will be maintained, including bug
fixes, feature and technology upgrades, and assimilation of state of the art technologies. What is included in the
annual maintenance contract?
17. Describe how the implementation of your proposed System will impact the City and City's staff. Include in
your response items such as the impact on workloads, increases/decreases in staffing, and changes to job
descriptions/responsibilities. (City job positions and descriptions can be provided to prospective vendor upon
request).
18. Describe your software and ongoing training support. Describe the extent and nature of software support
services, including Web -based and telephone support and consulting support. How does your firm handle product
upgrades? How are customer requested enhancements handled? Does the proposer have a telephone access number
for technical phone support? What are the hours of support and location of support staff? What is the guaranteed
response time for telephone support? Do you have the ability to provide direct remote support (dial up or internet)?
What is your policy for the provision of on -site support?
19. Describe the details and duration of any manufacturer's warranty on proposed hardware and software in this
system including how often your firm provides product updates. All software and hardware warranties should
provide for the operability of the system.
20. What is your service commitment to customers and measurements used? Describe internal performance
metrics used to quantify key customer support responsiveness, such as issues resolved on first call or average time to
reach issue resolution. Do you maintain a client accessible Internet Knowledge Base of known issues and frequently
asked questions? Explain your procedure for resolving customer problems.
21. Both system level and user documentation must be provided. List and describe the available documentation
that is included in the proposal pricing in this RFP and the media on which it is published.
22. How often do you provide product updates? Include your firm's willingness and plan for keeping its products
current. Current is defined as continuously adding or replacing products to take advantage of new technology and
complying with emerging industry standards. Describe the process by which user input is incorporated into new
product releases.
23. Describe your software licensing structure in detail. Do so for each product or module if they differ from one
another. (Describe in details whether it will be an enterprise license, read/write licenses, full licenses, named or
concurrent licenses, heavy/light user licenses, unlimited licenses, etc.)
24. Describe in detail all hardware and infrastructure required for the City to implement the proposed software
system and provide a diagram of the recommended hardware configuration and minimum requirements.
25. Describe Proposer's expectation for the level of participation of the City during the project. Describe the
level of the City staff expertise required to support the suggested hardware. If your firm is acting as a hardware
reseller, describe the details and duration of any manufacturer's warranties on proposed hardware/device.
Page 45 of 49
Request for Proposals (RFP) 472340,3
26. Identify any potential performance impact to the existing LAN/WAN and provide recommendations to
minimize any performance impact, identify any potential performance impact on bandwidth and provide
recommendations to minimize any performance impact. Identify any other system issues. List minimum client
workstation requirements.
27. Are audited or otherwise verifiable financial statements available upon request? Any Proposer recommended
for negotiations may be required to provide to the City: Its most recent certified business financial statements as of a
date not earlier than the endof the Proposer's preceding official tax accounting period, together with a statement in
writing, signed by a duly authorized representative, stating that the present financial condition is materially the same
as that shown on the balance sheet and income statement submitted, or with an explanation for a material change in
the financial condition. A copy of the most recent business income tax return will be accepted if certified financial
statements are unavailable.
28. Provide a narrative discussing the proposed system's capabilities, and include the following points:
1) What are the primary benefits of your solution?
2) How have you made sure that your product is advancing?Describe improvements over time.
3) What are the primary restrictions of your technology?
4) Describe some of the user friendly features of the system that make it easy to learn and work with.
5) Describe how your solution meets the goals of transparency and citizen involvement. For documents that
require exemption from public disclosure, describe how your solution meets this need.
6) Does the proposed solution provide standard Microsoft Windows functionality such as copy, cut and paste
functionality, spell check, etc.?
7) Describe the techniques used for data entry in your solution. Are there any efficiencies built into the data
entry system and if so what are they? How do you validate that agenda items have been entered properly?
8) How do you track the changes in legislations (We use strikethroughs to remove and underlines to mark
changes in legislations; please refer to the footnotes in Legislations given in Appendix A)? How does this interfere
with the MS word tracking of changes?
9) Describe how redaction of social security numbers, addresses, and other proprietary information can be
achieved in your system.
10) Describe your system search functionality.
11) Describe how youdeal with templates or boiler plates. How do you customize these items?
12) Can your system generate PDFs? If so please describe.
13) How are approval levels implemented in your system; how is it automated?
• Can a group of items be approved and if so how?
• Can a user configure the process, and if so how?
• How are approval overrides handled and tracked inyour system?
14) What encoding formats does your system support for video streaming?
15) What video players do you support?
16) What platforms for video do you support (iPad, Android, mobile, other)?
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Request for Proposals (RFP) 472340,3
17) What is the process for configuring workflows in your system?
• Are there default workflows?
• What mechanisms does your system use to allow modifications to items that are currently in the approval
cycle?
• How are these items re-routed for final review?
• What level of revision tracking functionality does the system provide?
• What level of versioning functionality does the system provide?
• How do you view change history of an agenda item and indicate the type of information available on
change history?
18) How does your system support quality control processes in the creation and approval of agenda items and
agenda documents?
19) How does your system provide enactment numbers? Describe in details how enactment numbers will be
given to items that are acted upon by Commission multiple times. How will enactment numbers be given to items
of other boards? Does it allow separate number sequence for various boards? Explain. them.
20) List all technologies/devices required for your application to rum.
21) Provide any other relevant technical information which you see as a benefit to the City in implementing your
system. This could include, your systems performance standards, testing and acceptance, and differentiation from
other systems available in the marketplace.
22) What is your capacity for live, and on -demand video streaming? How many simultaneous users can be
served by your system?
23) What kind of content storage is available in your system?
24) How will your system handle business continuity, disaster recovery, and data backup and restore, archive
retention and disposal practices?
25) If you are proposing a hosted system, please detail your system up time, the redundant data centers, and the
ability of your system to integrate with other systems.
26) If you are proposing a SaaS system, please detail:
• What is the uptime SLA (Service Level Agreement) provided?
• Where the application is physically hosted?
• Do you have a Disaster Recovery (DR) plan?
• How often do you test that plan?
• Where DR site is physically hosted?
27) Do you offer an iOS or Android app? If so, is any data stored on the mobile device?
28) Does the application provide a desktop client for data synchronization? If so, describe the type of data that is
being synchronized.
29) Does the application require any software to run on any of the customer's enterprise servers? If so, describe
the function of the software and the nature of its communication with your SaaS application.
30) Does the application support the automated import of identities (e.g. from Active Directory)?
31) Does the application support authentication filtering based on device and/or IP address?
32) Is all data encrypted in transit to and from the service provider? If only a subset is encrypted, describe the
details of the delineation.
33) What kind of data can be obtained programmatically through an API? (Identity attributes data? User
access/entitlements? etc.)
Page 47 of 49
Request for Proposals (RFP) 472340,3
Page 48 of 49
Request for Proposals (RFP) 472340,3
5. Evaluation Criteria
5.L EVALUATION CRITERIA
Evaluation Criteria
Proposals will be evaluated and ranked by an Evaluation/Selection Committee which will evaluate and rank
proposals on criteria listed below. The Evaluation/Selection Committee will be comprised of appropriate City
personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge,
striving to ensure that the Evaluation/Selection Committee is balanced with regard to both ethnicity and gender. The
criteria are itemized with their respective weights for a maximum total of one hundred (100) points per
Evaluation/Selection Committee member.
Technical and Price Criteria and Points
1. Proposer's relevant experience, qualifications, and past Performance (refer to Section 4.1.A); (30 Points)
2. Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will
be assigned to this project, and experience and qualifications of subcontractors (refer to Section 4.1.B; (20 points)
3. Proposer's approach and methodology to providing the services requested in this Solicitation (refer to Section
4.1.C); (35 points)
4. Proposer's proposed price (refer to Section 4.1.D); (15 points)
Page 49 of 49
CITY OF MIAMI LOCAL OFFICE CERTIFICATION
(City Code, Chapter 18, Article III, Section 18-73)
Solicitation Type and Number: (i.e. IFQ/IFB/RFPIRFQ/RFLI No. 123456)
Solicitation Title:
(Bidder/Proposer) hereby certifies compliance with the Local Office
requirements stated under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as
amended.
Local office means a business within the city which meets all of the following criteria:
(1) Has had a staffed and fixed office or distribution point, operating within a permanent structure with a
verifiable street address that is located within the corporate limits of the city, for a minimum of twelve (12)
months immediately preceding the date bids or proposals were received for the purchase or contract at issue; for
purposes of this section, "staffed" shall mean verifiable, full-time, on -site employment at the local office for a
minimum of forty (40) hours per calendar week, whether as a duly authorized employee, officer, principal or
owner of the local business; a post office box shall not be sufficient to constitute a local office within the city;
(2) If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a
term of no less than twelve (12) months, been in effect for no less than the twelve (12) months immediately
preceding the date bids or proposals were received, and be available for review and approval by the chief
procurement officer or its designee; for recently -executed leases that have been in effect for any period less than
the twelve (12) months immediately preceding the date bids or proposals were received, a prior fully -executed
lease within the corporate limits of the city that documents, in writing, continuous business residence within the
corporate limits of the city for a term of no less than the twelve (12) months immediately preceding the date bids
or proposals were received shall be acceptable to satisfy the requirements of this section, and shall be available for
review and approval by the chief procurement officer or its designee; further requiring that historical, cleared rent
checks or other rent payment documentation in writing that documents local office tenancy shall be available for
review and approval by the chief procurement officer or its designee;
(3) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were
received for the purchase or contract at issue, a current business tax receipt issued by both the city and Miami -
Dade County, if applicable; and
(4) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were
received for the purchase or contract at issue, any license or certificate of competency and certificate of use
required by either the city or Miami -Dade County that authorizes the performance of said business operations;
and
(5) Has certified in writing its compliance with the foregoing at the time of submitting its bid or proposal to be
eligible for consideration under this section; provided, however, that the burden of proof to provide all supporting
documentation in support of this local office certification is borne by the business applicant submitting a bid or
proposal.
1
FORM -City of Miami Local Office Certification
7/22/2013
PLEASE PROVIDE THE FOLLOWING INFORMATION:
Bidder/Proposer Local Office Address:
Does Bidder/Proposer conduct verifiable, full-
time, on -site employment at the local office
for a minimum of forty (40) hours per
YES
NO
calendar week?
If Bidder/Proposer's Local Office tenancy is
pursuant to a lease, has Bidder/Proposer
enclosed a copy of the lease?
YES
NO
r
N/A
Has Bidder/Proposer enclosed a copy of the
Business Tax Receipt (BTR) issued by the
City of Miami and Miami -Dade County?
City of Miami:
L
YES
NO
❑
Exempt
Cite Exemption:
Miami -Dade County:
ri
YES
NO
Exempt
Cite Exemption:
Has Bidder/Proposer enclosed a copy of the
license, certificate of competency and
certificate of use that authorizes the
performance of Bidder/Proposer' s business
operations?
Y
YES
N
NO
Bidder/Proposer's signature below certifies compliance with the Local Office requirements stated under
Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended.
Print Name (Bidder/Proposer Authorized Representative)
Signature
Date
2
FORM -City of Miami Local Office Certification
7/22/2013
STATE OF FLORIDA
COUNTY OF
Certified to and subscribed before me this day of , 20 , by
(NOTARY SEAL)
(Signature of Notary Public -State of Florida)
(Name of Notary Typed, Printed, or Stamped)
Personally Known OR Produced Identification
Type of Identification Produced
3
FORM -City of Miami Local Office Certification
7/22/2013
City of Miami,
Agenul r, and Meeting Management System Regniremeno
RFP No. 472340
APPENDIX A:
Agenda, and Meeting Management System
REQUIREMENTS
Agenda Office
Law Department
City Clerk's Office
Planning & Zoning
Civil Service Board
Civilian Investigative Panel
Community Redevelopment Agencies
Communication
Information Technology Department
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City of Miami, AgentIz;"and Meeting Management System Requirems RFP No. 472340
TABLE OF CONTENTS
DEFINITIONS 4
1 GENERAL REQUIREMENTS AND SUPPORT 5
2 AGENDA ITEMS / LEGISLATIVE FILES 12
3 AGENDA ITEMS APPROVAL WORKFLOW 19
4 AGENDA MANAGEMENT 21
5 MINUTES MANAGEMENT 28
6 REPORTS REQUIREMENTS 34
7 MEETING MANAGEMENT- AUDIO RECORDING 36
8 ROLL CALL AND VOTING MANAGEMENT 38
9 WEB STREAMING OF PUBLIC MEETINGS REQUIREMENTS 40
10 BOARDS, AGENCIES AND COMMITTEES MANAGEMENT SYSTEM 48
11 INTEGRATION WITH ERMS 54
12 DOCUMENTATION 55
13 SECURITY 57
14 ADMINISTRATION/SUPPORT 61
15 APPENDIX A -CURRENT ACTIONS FOR VARIOUS BOARDS 62
16 APPENDIX B- SAMPLE MASTER REPORT 64
17 APPENDIX C - SAMPLE MAYOR SIGNATURE REPORT 70
18 APPENDIX D: SIMPLE USE CASE - SUBMITTING AN AGENDA ITEM 72
19 APPENDIX E: SUMMARY SHEET AND FACT SHEETS 73
20 APPENDIX F: SAMPLE AGENDA 76
21 APPENDIX G: - SAMPLE HEARING NOTICE 97
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City of Miami,
Agenda, and Meeting Management System Requirements " RFP No. 472340
INTRODUCTION
This document contains the requirements identified for the Agenda and Meeting Management
System noted in RFP No. 472340.
Legend:
The Type column identifies the requirement as M- Mandatory, P- Preferred, and 0- Optional.
Compliance needs to be completed with one (1) of three (3) possible values:
C = Feature is currently provided by proposed system
A = Feature will be added to the proposed system as part of this project
N = Feature will not be made available in the proposed system
Vendor Comment or Description MUST be completed for all items flagged with a Compliance type
of "A Provide a brief (less than 125 words) narrative of how the proposed system will address the
requirement.
Vendor Comment or Description MAY be completed for all items flagged with a Compliance type
of "C" or "N". Provide a brief (less than 125 words) narrative if desired.
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City of Miami,
Agen it and Meeting Management System Requirem is RFP No. 472340
ONS
Meeting
Bodies
City Commission and other Boards in the City that meet on
scheduled dates are referred as meeting bodies.
Legistar
Legistar is the Legislative Document Management System currently used
by the City of Miami for agenda and minutes preparation for City
Commission and various boards in the City. The agenda consists of a
number of legislative items (resolutions, ordinances and discussion items).
Each legislative item can be uniquely identified by a File Id. Each adopted
legislative item can be uniquely identified using an Enactment number.
Laserfiche
Laserfiche is the Electronic Records Management System currently used
by the City of Miami.
Meeting Types
Code
Meeting Types are Regular, Planning and Zoning, Special, Budget
Hearing, Work Shop, Board Meeting, etc.
Document
Type Code
Document Types are Agenda, Marked Agenda, Minutes, Legislation
Reports,
Legislative
files
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City of Miami,
Agenaa, and Meeting Management System Requirements RFP No. 472340
1 GENERAL REQUIREMENTS AND SUPPORT
The system should provide the following:
Req #
Requirements
Type
Compliance Comments
1.
General Requirements and Support
1.1,
A system to manage the meeting
agendas of City Commission, agencies,
boards and committees.
M
1.2.
A system to manage the pre -approval of
agenda items based on configurable
predefined workflow rules.
M
1.3.
A system to manage meetings of City
Commission, agencies, boards and
committees.
M
1.4.
A system to manage the meeting
minutes of City Commission, agencies,
boards and committees.
M
1.5.
A system to manage the post -meeting
processing of agenda items. This will
include tracking of directives made by
commissioners during commission
meetings. This will also include tracking
of transmittals made by city clerk or
other officials.
M
1.6.
A system to record and archive audio of
the meetings of City Commission and
other boards
M
1.7.
A system to record, stream and archive
video of meetings of City Commission,
agencies, boards and committees. (See
Section 9)
M
1.8.
A system to manage the electronic
records such as documents, videos,
audios, presentations, charts, plans,
etc... of City of Miami on Windows
platform and other industry standard
platforms.
M
1.9.
A system to manage the various board
appointments and compliances of
Board members. See Section 10 for
more details
M
1.10.
Create an index of agenda items
distributed at meetings of City
Commission and other boards
M
1.11.
Provide Context -sensitive help function.
Provide tool tips for easy learning of the
system
M
1.12.
Live and on -demand audio and video of
meetings, linked to appropriate meeting
M
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City of Miami,
Agenda, and Meeting Management System Regtcir /tents RFP No. 472340
agendas, minutes and legislative file(s).
1.13.
Generate reports detailing statistics on
internal usage of the application,
especially the video streaming.
P
1.14.
Ability to integrate with Microsoft
Exchange, Active Directory, other
applications within MS framework and
platform as well as open source
platforms.
M
1.15.
Ability to set and configure required
fields (mandatory fields) for legislative
files and alert users and administrators
when required fields are filled, ensuring
business rules are adhered to.
M
1.16.
Provide a system dashboard and
analytics
P
1.17.
Provide easily configurable custom look
to match with City's websites.
M
1.18.
Interactive Calendar for past, upcoming
and on demand (archived) events with
the ability to filter by meeting bodies.
M
1.19.
Intuitive video player with bookmarks
from minutes for meetings items
M
1.20.
Flexibility in the following:
a. creating new user accounts,
b. assigning groups and roles,
c. removing users and groups,
d. delegating users, and
e. Setting up approval workflow.
M
1.21.
Import non -text -searchable PDFs as
searchable PDFs.
M
1.22.
Track and report, deadlines for
submission of Agenda items, publishing
of meeting agenda, publishing of
Meeting minutes and other similar
deadlines for each of the meeting body.
M
1.23.
Automate agenda item review and
approval processes.
M
1.24.
Provide methods for electronic
signature/digital signature, its
verification and other approval and
notification process
M
1.25.
Ability to spell check agenda, minutes
and the legislative files, attachments
etc. and provide suggestions for
correction similar to the spell check in
Word.
M
1.26.
Ability to include accent words in
legislative files, agenda, minutes etc. for
Latin words.
M
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City of Miami,
Agenda, and Meeting Management System Retiuirernents RFP No. 472340
1.27.
Publish content into Microsoft Word
[Office 2013, Windows 7, Windows 8)
and PDF (version 9.0 and above
documents, plain text documents, and
formats manageable on tablets and
other mobile devices.
M
1.28.
Ability to support flexible query
capability for ad -hoc reporting based on
user -defined criteria on SQL Reporting
Service 2008 R2 and above, and/or
similar industry standard services and
competing products.
M
1.29.
The vendor shall collaborate with the
City of Miami IT Department (ITD),
Department of Communications and
Office of the City Clerk, and other
Departments in the City during each of
the various phases of the project.
M
1.30.
The system shall provide the copy and
paste capability to any word processing
software similar to the copy and paste
feature of MS word and Acrobat.
M
1.31.
The system shall have scalability for a
potential expansion of up to 50%o in the
number of City users of this system.
M
1.32.
Provide enterprise licenses (unlimited)
M
1.33.
The system should capture the server
date and time for all time stamp
records.
M
1.34.
The system shall provide users with
clear and useful error messages from
an error -handling module especially
when the system is down.
M
1.35,
The system shall provide users with
clear and useful warning, informational
and notice messages when erroneous
data is entered.
M
_
1.36.
The system shall provide both visual
and audio notification of error messages
with a user option to suppress the audio
notification. An example of audio
response is a "beep" sound.
P
1.37.
The system shall provide a pop-up
calendar for selection of dates during
data entry with ability to key -in the date.
M
1.38.
The project time schedule must allow at
least two months for the City of Miami to
test a full implementation through both
complete visual inspection and random
sampling techniques to assure a 100%
M
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City of Miami,
Agenda, and Meeting Management System Require?rents RFP No. 472340
accurate integration before the City
Accepts final product.
For example, City tests will include
verification of access to various
documents and the associated video, at
minimum, the following categories:
a) Agenda Creation
b) Meeting management
c) Electronic Voting
d) Minutes Preparation
e) Post meeting management —
Certification of legislation
f) Meeting video time -stamp editing
g) Agenda to the video records in the
system,
h) Marked Agenda to the video records
in the system.
i) Verbatim minutes to the video in the
system.
j) The access to the hyperlinks within
the agenda/marked agenda/minutes
documents
1.39.
The system shall provide the ability to
schedule various routine activities for
automatic execution at specified and
recurring dates and times. Examples of
such activities will include (but not be
limited to):
(a) Database backup,
(b) Database compression,
For example, an authorized user in City
of Miami must be able to schedule a
series of administrative tasks, each of
which can occur on any date and time
with minimal/no interruption to the use
of application during work hours.
P
1.40.
The vendor shall support User
Acceptance Test on the final production
environment with City of Miami
production data in matching quantities
(Complete agenda packet can be more
than 3000 pages). (Formal system
acceptance and sign -off would depend
on the success of this test.)
M
1.41.
The vendor shall provide and execute a
M
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City of Miami,
Agenda, and Meeting Management System Requirthnents RFP No. 472340
accommodates separate environments
for production, development, testing,
disaster recovery and training. The
configuration shall allow a particular
system component to exist in two
simultaneous (prefer three), secure
versions:
(a) a production version,
(b) a revised version undergoing
testing, and
(c) a development version with the
revision to the component undergoing
active setup, table modification, or script
development work by system or
database administrators.
The vendor's proposal shall include the
provision of all software licenses
required to make fully operational this
multi -tiered environment.
The training environment should be.
able to access either the production
environment software or the testing
environment software. Training shall be
conducted for new employees using the
production software and training data.
Pre -install of tested software may
require the training environment to
access pre -production software.
1.42.
The system shall support local desktop
printing as well as e-printing.
M
1.43.
The system shall support local desktop
print to fax and print to file functions for
reports and other printed output.
P
1.44.
The system may have an automated
method for "print to email" for sending a
file to a selected email address
integrated with MS exchange and/or
City's electronic mail solutions.
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1.45.
The system shall provide the capability
for what is normally called "auto -fill" for
automatically completing data entry on
select fields.
The "auto -fill" capability shall be
available for street addresses also.
Ideally, each user should have the
capability to individually
activate/deactivate the "auto -fill" feature.
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1.46.
The system shall allow entry of non-
Case sensitive search criteria. For
example, to search for last name of
"McDaniel" the user could enter
"mcdaniel".
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1.47.
The system shall have screens with a
consistent look, object location, and
navigation across modules.
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1.48.
The application user interface must
utilize standard 1024 x 768 screen
resolution. The entire application
window ("real estate") must be visible in
one or more windows with minimal or
no mouse movements or scrolling
required to view the entire window. The
font used should not be less than 11
point with ability to change the view
settings. Also, provide users the ability
to change the text size.
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1.49.
The system shall provide unique
identification numbers for each video
document.
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1.50.
The system shall provide the capability
to capture, a minimum of following
dates:
a) The original date of uploading the
video and document
b) The effective date of last update to
record
c) The system transaction date when a
record is added or changed.
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1.51.
Provide unlimited bandwidth for
streaming archived content from
external vendor site.
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1.52.
Provide method for automatic shifting of
user access from in-house storage to
external vendor site storage based
upon traffic volume or type of user (i.e.
internal staff vs. citizen)
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1.53.
Ability to stream live content from
internal source for City staff viewing on
City's Intranet
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Ability to stream archived content from
internal source for City staff viewing on
City's Intranet.
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1.54.
Ability to store City Commission and
other public meetings at External
Storage (Storage space outside of City
of Miami) at no additional cost.
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1.55.
Ability to set desired retention schedule
for all content for the City on the local
as well as external server based on the
State stipulated retention schedule and
City's policies.
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1.56.
The City desires that the application is
operationally compatible with other
common web based and mobile
applications. In particular, the video
streaming application must be
operationally compatible with word
processing and electronic mail. This
level of operational compatibility would
be evidenced by a situation in which an
authorized user can have open on the
device the video streaming application
and a word processing application at
the same time (although one window
might be minimized). Further, the
authorized user is able to "select" and
"copy" information from a video
streaming display or screen display and
"paste" the information into the open
word-processing application.
All vendor -provided software shall be
capable of successfully operating on
servers and desktop systems that are
running concurrently most common
software suites (word processing, e-
messaging, and spreadsheet and
database applications.)
The system shall not adversely impact
the operation of the concurrently loaded
desktop suite software and/or other web
based applications. The vendor -
provided system shall not require a
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reboot of the client workstation in order
to leave or deactivate a session of the
vendor software and open or activate a
session in one of the common desktop
applications.
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City of Miami,
A nda, and Meeting Management System RequireMents
RFP No. 472340
2 AGENDA ITEMS / LEGISLATIVE FILES
The system should provide the following:
Req #
Requirements
Type
Compliance
Comments
2.
2.1.
Ability to create multiple types of
legislative files (ex. Ordinances,
resolutions, discussion items,
presentations, proclamations, etc.) for
different meeting bodies.
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2.2.
Ability to create various types of
configurable legislative templates for
various types of legislative files for
different meeting bodies.
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2.3.
Ability to create large legislative files
with tables (ex. Budget items)
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2.4.
Ability to have configurable multiple
sections in the text of the legislation
(Title, body, footnotes, fiscal impact,
impacts, etc. (Configurable))
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2.5.
Ability to mark various sections of the
legislation for inclusion in printing with
various reports. (Configurable) For
example, to include the title, body and
the footnote sections in a certification
report and omitting other sections such
as impact, fiscal impact, etc. (see
above).
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2.6.
Ability to capture single or multiple
sponsors for the file ( Sponsors can be
one department, multiple departments,
mayor, one commissioner or multiple
commissioners, or an entity outside of
the organization)
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2.7.
Ability to capture cost, indices, account
code(s), affected district(s), affected
streets, GIS maps etc. associated with
the legislative file (custom fields).
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2.8.
Ability to capture the requesting
department(s) for legislative file and
print it on agenda.
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2.9.
Ability to make the legislative file
available on/off web in real time and the
action is captured in the event log/audit
log.
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2.10.
Ability to convert supporting documents
(images, spread sheets, word does,
PowerPoint, Visio, GIS map etc.,) to
PDF, and attach to the legislative file.
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City of Miami,
(_
Agenda, and Meeting Management System Requirements RFP No. 472340
Some of these documents may have to
be included in the hearing notices and
mechanism should be in the system to
mark/identify the document for inclusion
in hearing notices.
2.11.
Ability to associate attachments
(supporting documents, substitution
documents, supplemental/addendum
documents, exhibits, etc.) with various
versions of the legislative file.
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2.12.
Ability to mark the attachments
(exhibits) as part of legislation and to be
included in the certification of the
legislation.
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2.13.
Ability to arrange the order in which the
attachments will appear and print in
agenda (provides a simple drag & drop
like feature).
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2.14.
Ability to make the attachments
available on/off web
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2.15.
Ability to share the same supporting
documents with multiple legislative files,
and notify if any change is made to an
attachment that is shared by legislative
files.
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2.16.
Ability to redact contents that are
exempt from s. 119.07(1) and s. 24(a),
Art. I of the State Constitution in
attachments.
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2.17.
Ability to indicate to the internal user
about the proprietary nature involved in
a legislative file attachment(s).
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2.18.
Ability to restrict public from accessing
attachments of proprietary nature.
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2.19.
Ability to create, manage and track
multiple and appropriate versions of
legislative files. Ability to easily identify
which version of the legislation is in
agenda and change if necessary
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2.20.
Ability to make a copy of a legislative
file with all supporting documents
(attachments) in order to create a new
similar legislative file(s) and/or to create
newer version of the same file.
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2.21.
Ability to compare the different versions
of same Legislative file(s)
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2.22.
_
Ability to cross reference legislative files
using link or tag the referenced
legislative file(s) and/or attachments.
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2.23.
Ability to create the
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advertisement/public notice for the
item(s) prior to the agenda date based
on predefined templates based on
legislative file types. Some sections of
the Legislative files may be used for this
purpose.
2.24.
Ability to create item summary report,
fact sheets, etc. using templates, to be
attached to the legislative file(s).
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2.25.
Ability for formatting the legislative file
(Underlining, Bold, Strikethroughs, etc.)
In legislations, as given in the foot note
for legislations, we use strikethroughs to
mark deletions and underlines to show
insertions so that it can be codified
correctly.
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2.26.
Ability to use templates to create
legislative files based on the board
membership information in the system
(Board items)
For example: if there are few upcoming
appointments for a board (vacancies or
exceeded the allowed absences), then
the system should create a legislative
file using a template to be placed in the
agenda.
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2.27.
Ability to have enactment number(s) for
legislative files. (Enactment numbers
could be given at lower board(s).
Enactment number format may differ for
each board. (Some samples of
enactment numbers are: Civilian
Investigative Panel --_ CIP-YY-NNN
SEOPW Community Redevelopment
Agency -- CRA-YY-NNN
Midtown Community Redevelopment
Agency— MCRA-YY-NNN
City Commission Resolutions -- R-YY-
NNNN
City Commission Ordinance MMMMM ,
a continuous number )
Enactment number could be given at
higher board
Enactment number could be given to
the file that was appealed in court and
remanded to commission for action)
Please see some examples and more
details below.
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City of Miami,
Agenuea, and Meeting Management System Requirements RFP No. 472340
2.28.
Example:
• Legislative file (version `M') was
recommended for approval by
Planning and Zoning Appeals Board
(PZB) gets an enactment number
PZAB-R-11-123 where 11 for two
digit year and 1234 a four digit
number.
• This same file was adopted
(possibly version `M' + n where n>0)
at the commission meeting and gets
an enactment number R-11-3425 in
the format R-YY-NNNN where YY
stands for two digit year and NNNN
for a four digit number automatically
incremented by 1.
• This same file (version `M' + x) could
be appealed in court and brought
back to PZAB and get another
enactment number PZAB-R-11-324
and enactment date.
• Further, this file (yet another
version) could be adopted with or
without modification at commission
meeting requiring to get another
enactment number (R-12-2345) and
enactment date
Note: These actions could happen in a
single year or multiple years keeping or
changing the year part of enactment
number as case may be.
Note 2: Lower board (example
Planning, Zoning and Appeals Board)
may require enactment number given to
files that are passed.
Note 2: Lower board (example
Planning, Zoning and Appeals Board)
may opfi to provide enactment number
to files that are failed.
Note 3: City Commission (Primary
Legislative Body) does not require
enactment number is given to files that
are failed.
2.29.
Ability to create one single packet of
legislation, summary report,
attachments, exhibits etc., to email or
print to the electronic document
management system (currently
Laserfiche), maintaining the order of the
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documents. The system should also
have the ability to easily control the
order of documents/attachments in the
packets.
2.30.
Ability to use Electronic signature to
certify the legislation report for each
board.
0
2.31.
Ability to prevent making changes to
fully executed legislations. Fully
executed legislations are the once that
are adopted and passed, reviewed and
approved by law department for form
and correctness, mayor signed, and city
clerk attested.
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2.32.
Ability to create the certification
language and the signature line for
legislations as well as minutes.
Ability to create standard certification
language for each meeting body with
different signatories (template for each
board) and provide ability to edit the
certification language as needed.
Certification language for City
Commission Resolution/Ordinance is
as follows:
"I, Priscilla A. Thompson, City Clerk of
the City of Miami, Florida, and keeper of
the records thereof, do hereby certify
that this constitutes a true and correct
copy of IMATTERTYPE No.
IENUMBER, with attachments,
(RESULT by the IACTINGBODY on
IACTDATE."
"IMATTERTYPE" is Resolution OR
Ordinance, "(RESULT" is passed or
failed, "IACTINGBODY" is City
Commission and "IACTDATE" is the
date the matter was adopted.
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2.33.
Ability to create certified copy of
legislation and prompt the user for the
documents (exhibits, summary reports,
supporting documents, etc.,) to be
included along with certified legislation.
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2.34.
Ability to send legislation reports using
MS Outlook 2013 & higher (integrate
with Active directory) and/or using City's
electronic mailing system.
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City of Miami,
Ag ruta, and Meeting Management System Requirements RFP No. 472340
2.35.
Ability to select single or multiple
legislative files from the result set of a
search and obtain various reports
(legislation, matter summary, master
report, etc.) of the selected legislative
file(s).
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2.36.
Ability to create configurable reports
with legislation history including votes,
verbatim minutes etc.
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2.37.
Ability to capture and display the mover,
seconder and the votes in the history of
the legislative files.
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2.38.
Ability to work on the legislative file
concurrently on different versions by
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different users.
2.39.
Ability to link the video clipping of the
discussion of the item during meeting(s)
to the legislative files. Note: It is
possible that the item was discussed at
various times within a meeting. So,
system should have the ability to
combine all clippings or provide the list
of clippings.
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2.40.
Seamless easy integration with
electronic records management system
(currently Laserfiche)
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2.41.
Ability to watermark all pages of
legislation report as draft until it is fully
executed.
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2.42.
Ability to select multiple files and make
them available on/off the web.
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2.43.
Ability to provide simple check box
options to be selected to include
verbose notes, action notes, vote
records, directive notes, lower board
actions, action history, etc. along with
the legislation reports.
Sample given below. Prefer to have
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them configurable using control tables.
Include the following along with the
legislation report (check appropriate
box)
Verbatim
■ Action Notes
■ Vote Records
■ Directive Notes
Lower Boards Actions
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RFP No. 472340
■ Action history
■ Review and Approval History
2.44.
Ability to mark the video clippings and
set the retention schedule for those
video clippings.
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2.45.
Ability to choose the destination of the
report (screen, email, adobe, electronic
document management system, the
agenda application, printer, etc.)
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2.46.
Ability to select multiple files or to tag
multiple files from a file location and
attach as supporting documents to a
legislative item. file or to tag those
multiple files
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2.47.
Ability to rescind a resolution or an
ordinance.
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2.48.
Ability to create a sub agenda by a user
with the list of items of their choice
maintaining the same item numbers as
that of the complete agenda.
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2.49.
Ability to mark item as tabled. Tabled
items are discussed in the same
meeting on the same day at a later
time.
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City of Miami,
Agemta, and Meeting Management System Requirements RFP No. 472340
3 AGENDA ITEMS APPROVAL WORKFLOW
Req #
Requirements
Type
Compliance
Comments
3.
Agenda Items approval Work Flow
3.1.
Ability to configure unlimited user
defined work flows for legislative file
types
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3.2.
Ability for email notifications in workflow
using MS Mail Exchange service (MS
Outlook). Currently City uses MS Office
2010 and MS Office 2007 and/or using
City's electronic mailing system.
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3.3.
Ability to track documents through
workflow process
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3.4.
Ability to have multi -level (multiple
criteria, multiple approvers) workflow.
Simple use case is given in Appendix D
® Section 18
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3.5.
Ability to insert attachments (supporting
documents) for items in any step of the
workflow
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3.6.
Ability to withdraw item(s) and/or
attachment(s) to items from the
workflow when priority shifts.
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3.7.
Ability for criteria -based notification of
workflow (for example, delay of
approval triggers notification )
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3.8.
Ability for appropriate notification of
workflow events (approval/rejection of
legislative items) via email and/or
reports or option media.
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3,9.
Ability for workflow re-routing, based on
inadequate response time, or escalation
due to timeliness, holiday or illness.
This would allow the assignment of
approvals to designees.
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3.10.
Provide authorized users with the ability
to create standard and ad hoc
workflows for the approval process.
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3.11.
Ability to track the status of each
agenda item by report or dashboard.
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3.12.
Ability to change a user assigned to a
role without requiring that a workflow be
reconfigured. Reassignment of role or
membership in a group within the
system. Historical tracking needs to be
in place to track changes.
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3.13.
Ability to implement or assign dynamic
roles for a user and capture the role in
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Anda, and Meeting Management System Regan. izents RFP No. 472340
approvals/disapprovals. Dynamic role
is a person who is not normally in the
work flow but is required during special
circumstance, such as Acting City
Manager, Interim Director etc.
3.14.
Ability to tightly integrate the work flow
with e-forms An e-form must be capable
of triggering a workflow process. In
order to place an item in the agenda for
people who do not have access to the
system, he/she should be able to fill in
an e-form and submit to the agenda
office/city manager/designee. Receipt of
that form should create a legislative file
in the system based on the action of the
agenda coordinator/designee.
0
3.15.
Ability to notify users of jobs in the
workflow queue through the system and
their e-mail system.
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3.16.
The workflow shall not limit in any way
the type and size of electronic files that
can be attached to the flow.
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3.17.
Ability to approve multiple legislative
files at the same time with selection and
click (to be used by department
heads/assistant manager/manager).
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3.18.
Ability to indicate approved and
unapproved changes in revised
documents without affecting the use of
strikethroughs and underlines we use
for legislation modifications.
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3.19.
Ability for departments to restart work
flow.
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City of Miami,
Ageiz-aa, and Meeting Management System Requirements RFP No. 472340
4 AGENDA MANAGEMENT
Req #
Requirements
Type
Compliance
Comments
4.
4.1.
Ability to create meeting agendas.
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4.2.
Ability to create multiple meeting agendas for
the same date and time.
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4.3.
Ability to update meeting agendas.
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4.4.
Ability to merge agenda items and attachments
into an Agenda package whose file size
generally exceeds 150MB in the current
system. ( Sometimes complete agenda could
go beyond 3000 pages)
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4.5.
Ability to group the agenda items (Resolutions,
First Reading Ordinances, Second Reading
Ordinances, etc.)
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4.6.
Ability to mark items in agenda as companion
items.
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4.7.
Ability to define various sections in agenda
(Consent Agenda, Resolutions, First Reading
Ordinances, Second Reading Ordinances,
Board Appointments, etc.)
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4.8.
_
Ability to have standard paragraphs or
disclosure Notes to appear in all agenda.
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4.9.
Ability to configure the standard paragraphs or
disclosure Notes to appear in all agenda.
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4.10.
Ability to add or remove sections from agenda
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4.11.
Ability to auto number the items in the entire
agenda
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4.12.
Ability to auto number a section of the agenda
without affecting the numbers on other sections
of the agenda.
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4.13.
Ability to update the item number as items are
added/removed from a section in agenda.
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4.14.
Ability to create agenda in the current format
(see APPENDIX F: Section 14) and any other
desired format using user defined template.
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4.15.
Ability to print the requesting department/body
in the agenda.
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4.16.
Ability to print the agenda item type (resolution,
ordinance, etc.) in the agenda.
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4.17.
Ability to configure to print the status of the
agenda items (first reading, second reading,
emergency ordinance, etc.) for all or some
agenda item types.
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4.18.
Ability to select the version of the file to be
placed in agenda
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4.19.
Ability to provide the option to print the version
of the agenda item on the agenda
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4.20.
Ability to add page breaks easily.
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g _�� > b' Y 0
4.21.
Ability to auto -adjust page breaks when new
page breaks are added.
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4.22.
Ability to add/delete sections in the agenda
once the draft agenda is created.
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4.23.
Ability to add single or multiple files under a
section after the draft agenda is created.
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4.24.
Ability to move agenda items between the
sections or within sections (Drag and Drop).
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4.25.
Ability to provide the option to print the simple
history of the item (previous actions taken and
its result) on the agenda.
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4.26.
Ability to provide the option to print the simple
history of the item (previous actions taken in a
lower board and its result) on the agenda.
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4.27.
Ability to provide the option to print the vote
details of the previous action(s) taken on the
item in a commission meeting or in a lower
board.
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4.28.
Ability to configure the history lines to be
printed on agendas for each of meeting body.
Each legislative file may have many history
lines such as, approval history line, city
commission action history lines, lower board
history lines, law department review and
approval history lines. All of these histories may
not be included in the agenda. Currently the
history of actions taken at the commission
meetings and its result along with mover and
seconder are printed on the agenda (see
sample agenda). The system should provide
the ability to choose which history lines
should be included in the agenda of each of
the meeting bodies. For example, City
Commission agenda, the history lines of all
past actions, the versions and the results of the
action by the City Commission should be
printed. And the recommendation from the
lower board also should be printed on the
agenda. Sample page of City Commission
Agenda is below.
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City of Miami,
Ag r.aa, and Meeting Management System Requirements RFP No. 472340
4.29.
city Commleelnn Reeling ASt8da January
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SR.2 ORDINANCE SECOND RE
11.05507 AN ORDINANCE CFTHE MIAMI CTIY COMMISSION AMENDING
CHAPTER 53 OF THE CODE OFTIIE CITYCf MRMI, FLORIDA, AS
cify Aranurr'. office AMENDED, ENTiELEO'STADIUMS AND CONVENTION CENTERS/IN
GENERAL, MORE PARTICULARLY BY AMENDING SECTION 53-1 TO
INCREASE THE RATE OF SURCHARGE PAYMENT ON PAID
ADMISSIONS, ALLOWING THE 5URCHARGETOAPPLY+NHERE
TICKETED EVENTS OCCUR IN THE PUBLIC RIGHT-OF-WAY, AND
PROVIDING FORA CERTAIN PORTION CFINETICKET SURCHARGE TO
BE ALLOCATE) SPECIFICALLY TO FUND PARADES, COMMUNITY
EVENTS, AND COMMUNITY PROGRAMS, AS APPROVED BY THE
COMMISSION; CONTAINING A SEVERABILITY CLAUSE AND PROVIDING
FOR AN EFFECTIVE DATE.
SPONSOR: COMMISSIONER MICHELLE SPENCE-JONES
DATE: OCTOBER 27, 2011
MOVER: COMMISSIONERSPENCE-ZONES
SECONDER: VICE CHAIRMAN CAROLLO
VOTE: AYES: 5 - COMMISSIONER(S) GORT, SARNOFF,
CAROLLO, SUAREZ AND SPENCE-JONES
ACTION: CONTINUED —PASSED
DATE: NOVEMBER 17, 2011
MOVER: COMMISSIONER SPENCE-JONES
SECONDER: VICE CHAIRMAN CAROLLO
VOTE: AYES: '3-COMMISSIONER(S)GORT,CAROLLO AND
SPENCE-JONES
NOES: 1-COMMISSIONERS) SARNOFF
ABSENT: 1-COMMISSIONERS) SUAREZ
ACTION: PASSED ON FIRST READING -PASSED
DATE: DECEMBER 15,2811
MOVER: COMMISSIONER SUAREZ
SECONDER: COMMISSIONER SARNOFF
VOTE: AYES: 4-COMMISSIONER(S)GORT,SARNOFF,
CAROLLO AND SUAREZ.
ABSENT: '1- COMMISSIONERS) SP ENCE-JONES
ACTION: CONTINUED —PASSED
END OF ORDINANCES -:SECOND READINGS
4.30.
Ability to create multiple agenda templates for
each board.
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4.31.
Ability to track the changes in agenda
templates. (track when the templates have
changed)
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4.32.
Ability to prepare the summary document
and/or fact sheets for each agenda item
(Summary sheet, fact sheet etc. Samples
attached See Appendix E: Section 13)
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4.33.
Ability to print the agenda item number on each
of the agenda packet and number the agenda
packet pages, restarting the paging for each
agenda item.
_
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4.34.
Ability to associate and print single or multiple
sponsors of an agenda item in the agenda.
(Sponsors can be one department, multiple
departments, mayor, one commissioner or
multiple commissioners)
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4.35.
Ability to provide notifications of and enforce
Agenda submission deadlines.
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4.36.
Ability to create an agenda summary with the
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ability to drill down to a detailed document.
4.37.
Ability to automatically produce a table of
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contents for the agenda with page numbers.
See sample below
CONTENTS
PR, 9AOA.M. PRESENTATIONS ANDPROCLAMATIONS
PR.1 Protocol Item
Presidents Supermarket
El Dorado Furniture
Angels of Hope Toy Drive
INVOCATION AND PLEDGE OF ALLEGIANCE
MV. MAYORALVETOES
AM. APPROVING THE MINUTES OF THE FOLLOWING MEETINGS:
Regular Meeting of December 15, 2611
Planning and Zoning Meeting of December 15, 2011
END OF APPROVING MINUTES
CA, CONSENT AGENDA
CA 1 Execute Agmt- NMMA BoatShow
CA.2 Auth.AlloationFunds- Miami -Dade County Association
CA.3 Establishing Revenue Joint Law Enforcement Operations
END OFCONSENTAGENDA
PH. PUBLIC HEARINGS
9:OO A,M.
PH,1 Approving Allocation Funds HOPWA
PH.2 Auth. Transfer CUM Funds- Code Enforcement Activities
PH 3 Approving Procurement- Physio•Contral External Defibrillators
PH.4 ApprovinProcurement-911Workstatlons
PH.5 Auth, & Execute Amendment- Global Spectrum Limited
PH.6 Auth Grant Easement Coconut Grove ConventionCenter
END OF PUBLIC HEARINGS
SR. `ORDINANCES- SECOND READING !
4
SR1 Amend G Code Financial IntegrityPdnciples Mwµ m
'Amend.
SR.2....,..,..,.., City Code- Increase Rate Surcharge Payment
END OF ORDINANCES SECOND READINGS
FR, ORDINANCES -FIRST READING
FR 1 Amend City Code Repair/Right-Of-Way Dedications
4.38.
Ability to print a portion vs. the entirety of an
M
agenda package with the selected attachments
(supporting documents).
4.39.
Ability to provide limited access to certain
M
agenda items and associated documentation.
4.40.
Ability to restrict items being made public (Only
for temporary period of time).
M
4.41.
Ability to make the agenda available on the
M
web very easily. Once an agenda is created
provide the ability for a user to publish the
agenda to the web with associated links to
supporting documents.
4.42.
_
Ability to add additional comments on the web
M
whenever the agenda is revised after its first
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City of Miami,
( ('
Agerraa, and Meeting Management System Requirements RFP No. 472340
publication. Ability to handle supporting
documents that were missed on the first day of
publication of agenda (Five business days prior
to commission meeting.) Ability to mark them
as late items.
4.43.
Ability to create supplemental agendas
M
4.44.
Ability to create the calendar of meetings for a
M
4.45.
Ability to cancel/reschedule a meeting in the
M
4.46.
Ability to continue a meeting in the calendar
M
4.47.
Ability to protect all legislative files from editing
M
4.48.
Ability to prevent the attachments that are
included in any agenda and or minutes from
deletion. However, they may be marked and
amended and/or removed from the agenda
M
4.49.
Ability to create agenda based on the template
for each meeting body.
M
4.50.
Ability to create agenda drafts.
M
4.51.
Ability to create links to, or associate
supporting material for meetings, with Agenda
Item document. Ability to create hyperlinks to
each of the supporting documents for all
agenda items in the agenda. Ability to create
bookmarks/hyperlinks to each of the agenda
M
4.52.
Ability to allow flexible reformatting of the
document, such as font, indentation,
M
4.53.
Ability to allow pending items to be placed on
the agenda with or without notes ("As Is"
cases).
M
4.54.
Ability to print entire Agenda and all
attachments with configurable numbering.
M
4.55.
Allow supporting materials to be attached to an
Agenda item during the "scanning process"
(Directly Scanned to Item).
M
4.56.
System provides a post meeting capability for
M
4.57.
Provides ability to use workflow in post meeting
M
4.58.
System provides an Interface that allows a user
to download the complete Agenda and/or a
M
4.59.
Ability to make notes on Agendas and any
M
4.60.
Provide automatic notification when a
M
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City of Miami, Agenda, and Meeting Management System Requirents RFP No. 472340
a
an Agenda Item or document
4.61.
Ability to allow versioning of agenda's and
agenda items; allow process steps such as
M
4.62.
Ability to allow agenda items to be moved with
all associated attachments from one agenda to
M
4.63.
Ability to see the status and result of each of
M
4.64.
Ability to automatically convert attachments
(supporting documents) to agenda items to
PDF for printing and public distribution.
M
4.65.
Ability to support annotations to attachments.
M
4.66.
Ability to allow revision control of attachments.
M
4.67.
Ability to use electronic signatures.
0
4.68.
Ability to select individual pages and/or
sections of a document to be viewed, routed,
M
4.69.
Ability to provide an agenda review and
approval screen with a log of items that were
reviewed for each meeting.
M
4.70.
Ability to support flexible query capability for
ad -hoc reporting based on user -defined criteria
M
4.71.
Ability to provide a well -documented, user-
friendly query and report writing tool (Include
M
4.72.
Agenda templates shall include preloaded
drop -down designations for all
Board/Committee/Subcommittee and an option
M
4.73.
The proposed system shall be of a non-
M
4.74.
Agenda templates will include a checklist of
standard items, including roll call, public
presentation and order of the day. As needed,
the checklist of standard items can be edited
M
4.75.
The agenda automation package shall have the
ability to publish a finalized agenda to the Web
with all associated attachments as links to the
appropriate agenda item. This process must
be accomplished using a single mouse click
(Create document with bookmarks similar to
way PDF doc is created). If any of the
documents in the link is replaced proper
M
4.76.
The agenda automation package shall have the
M
4.77.
The agenda automation package shall have
M
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Agetrtia, and Meeting Management System Requireirwnts RFP No. 472340
redaction capability.
4.78.
Ability to create draft agenda while items are
pending approvals.
M
4.79.
The agenda automation package shall maintain
and make available the history of all agenda
items that have been copied to other agendas.
M
4.80.
The agenda automation package shall allow
actions to be added for each agenda item. The
actions can be added manually for each item or
selected from a pre -configured list tied to each
M
4.81.
The agenda automation package shall have the
P
4.82.
Seamless integration with Electronic Records
Management System (ERMS) (currently
Laserfiche)
M
4.83.
Ability to create agendas accessible by state-
of -the -art tablets and/or mobile devices such as
M
4.84.
Ability to watermark all pages of the agenda
M
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City of Miami, A &la, and Meeting Management System Regan. inents RFP No. 472340
5 MINUTES MANAGEMENT
Req #
5.
Requirements
Type Compliance Comments
5.1.
Ability to take roll calls
M
5.2.
Ability to take multiple roll calls on single
meeting
5.3. Ability to mark multiple items as consent items
and take one single consent vote electronically
and/or verbally.
5.4. Ability to unmark items that are marked as
consent.
M
M
M
5.5.
5.6.
5.7.
5.8.
5.9.
5.10.
5.11.
5.12.
5.13.
Ability to take vote on individual items that
were originally placed under consent items
Ability to give enactment numbers (resolution
numbers) to all those items that were adopted
and passed in consent. Examples of current
format of enactment number: R-YY-NNNN;
Prefix + Sequence + Suffix)
Ability to break tie votes or manage tie votes.
Ability to predefine exceptions in vote
requirements (4/5, 5/5, etc.)
Ability to NOT to give enactment number when
the item fails
Ability to automatically generate the
enactment number based on the agenda item
type when adopted and passed
Ability to give unique enactment number (out
of sequence).
Ability to remove or modify enactment
numbers by users with security privileges.
Ability to provide multiple enactment numbers
to an item — Items that may be challenged in
court after its adoption in commission may
come back to commission for further action.
This may require providing another enactment
number for a different version of the item.
(Please see a sample Master Report Appendix
_R•_Cartinn I fT
M
M
P
M
M
M
M
M
M
5.14.
Ability to provide enactment numbers at single
or multiple lower boards following a predefined
format and sequence. (Examples of current
format: PZAB-R-YY-NNNN; CRA-R-YY-
NNNN; Prefix + Sequence + Suffix)
M
5.15. Ability to start new sequence for enactment
numbers every year for city commission and
other boards
M
5.16. Ability to configure same or separate
enactment number sequence for each matter
type and board except for ordinances.
M
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City of Miami,
Ageri rca, and Meeting Management System Require>nents
RFP No. 472340
5.17.
Ability to take item in any random order during
M
5.18.
item
is
reconsider
continue
the
Ability
on
possible
possible
adopt
same
actions
4N FEvl -
to take
the same
actions
to
the item
the
the
meeting.
given
VItM1 N }:?'
multiple
meeting
attached
table
on the
item,
item, but
below.
mvW.4rMN
actions on the same
agenda. (List of
See Appendix A). It
an item during meeting,
same meeting, then
make a motion to
finally to adopt during
Some sample set of
^' l Y ;' f"rSA `Y."
M
4/1412011
CityCommissar
DEFERRED
1
Pass
No
4114t201i
C 1 Commrsgcn
REWOSIOERE
.,
1 . r ?
,
rasa
. _.
4/14/2011
CityCammissian
ADOPTED
1
Pass
..
Co
1/23/2010
CityCanndssron
AD0PTE6
2
Pa
902010,t
yCcamsssen.,
RECONSIDERED s ,.. ,
2 ...f.
902010
CltyCaaNstn
ADOPTEDKRIMOD¢TCATIONS
3
Pa
5.19.
Ability to show two separate votes for
emergency ordinances and other items when
two separate votes are to be taken during the
M
5.20.
Ability to handle items that may be vetoed by
mayor.
M
5.21.
Ability to approve the minutes of multiple
previous meetings and capture the date on
which the minutes are approved. The minute
approved date should be associated will all
related records such as video, audio, log
M
5.22.
Ability to add items that were not included in
the agenda (Non agenda Items) to the
minutes.
M
5.23.
Ability to maintain multiple versions of the
agenda item. The agenda item that was
introduced in agenda might be different from
the one that was adopted. The system should
be able to track the versions that was in
agenda and that is adopted during meeting
M
5.24.
Ability to add unlimited verbatim text and
perform spell check and correction on
M
5.25.
Ability to print various minutes reports with
and/or without the verbose text. Currently,
Marked agenda and Verbatim minutes are the
two reports used without and with verbose
M
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City of Miami,
A e`tda, and Meeting Management System Requi tents RFP No. 472340
5.26.
Ability to enter directives from the commission
for each item and ability to track them.
M
5.27.
Ability to do key word and date range
searches on verbose text.
M
5.28.
Ability to publish the verbatim minutes to the
web, and lock the minutes from any changes
to be made except by authorized users. Ability
to create the marked agenda which includes
only the actions, votes, directives and special
motions; which is separate from the verbose
text and the verbatim minutes.
M
5.29.
Ability to capture the verbatim minutes from
the audio using speech recognition software
as guideline for transcribers
P
5.30.
Ability to Zink the video and audio clipping(s)
for the item from meeting. The item may be
discussed at various times during a single
meeting or multiple meetings.
M
5.31.
Ability to maintain a calendar and update the
calendar to display the availability of minutes.
This could be the single calendar on the web
used for the meeting dates and agenda
publishing.
M
5.32.
Ability to create meeting minutes template.
M
5.33.
Ability to create an attendee list for each
meeting based on the membership in boards
and commission. The attendee list should
track the attendee name and title. Or the
Ability to generate and save the attendance
report from the roll call
M
5.34.
_
Ability to add sections and agenda items and
give item numbers to the newly added items to
the minutes without affecting any other
agenda or minutes settin.s.
M
5.35.
Ability to create unlimited standard paragraphs
or default texts that could be used using HOT
Keys (shortcuts) for motions, directives, action
notes/summary, etc.
Some sample texts are: "A motion was made
by Vice Chairman Carollo/Commissioner
Suarez/Commissioner Spence -Jones/
Commissioner Gort [NAME], seconded by
Vice Chairman Carollo/Commissioner
Suarez/Commissioner Spence -Jones/
Commissioner Gort [NAME], and was passed
unanimously, with Vice Chairman
Carollo/Commissioner Suarez/Commissioner
Spence -Jones/ Commissioner Gort [NAME]
absent, to waive the residency requirements in
M
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City of Miami,
Ag{ haa, and Meeting Management System RequireMents RFP No. 472340
Section 2-884(a) by a four/fifths (4/5) vote of
the members of the full City Commission, as it
relates to [Member Name] as a member of the
[Board Name]"
HOT KEY : "ALT + I" : "ANY PERSON WHO
RECEIVES COMPENSATION,
REMUNERATION OR EXPENSES FOR
CONDUCTING LOBBYING ACTIVITIES IS
REQUIRED TO REGISTER AS A LOBBYIST
WITH THE CITY CLERK PRIOR TO
ENGAGING IN LOBBYING ACTIVITIES
BEFORE CITY STAFF BOARDS,
COMMITTEES, OR THE CITY COMMISSION.
A COPY OF THE APPLICABLE ORDINANCE
IS AVAILABLE AT THE OFFICE OF THE
CITY CLERK (MIAMI CITY HALL), LOCATED
AT 3500 PAN AMERICAN DRIVE, MIAMI,
FLORIDA 33133."
5.36.
Ability to configure and modify meeting minute
M
5,37.
Ability to select agenda item(s) and make
minute entries or notes
M
5.38.
Ability to make notes public or private (Private
p
5.39.
Ability to record motions and to log mover and
seconder
M
5,40.
Ability to take and record votes on individual
items (Votes could be Aye (Yes), Nay (No),
Absent, Abstain, N/A — used for alternate
members in a board.) The system should be
M
5.41.
Ability to take action on items in random order
desired
M
5.42.
Ability to take action on individual item or
entire agenda sections and take vote.
(Sometimes all items in a section are
continued by a single motion, and the system
should provide the ability to capture the mover
and seconder for these items that are
continued). These are not consent items in
agenda.
M
5.43.
Ability to track, add and time speakers.
M
5.44.
Ability to perform spell check and provide
suggestions similar to MS word spell check.
Also provide ability to add words to the
dictionary (prefer).
M
5.45.
Ability to switch between meetings and take
action on agenda items from multiple
M
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City of Miami,
Athda, and Meeting Management System Requir 'dents RFP No. 472340
meetings. It is possible that there are two or
more agendas on the same day and items are
taken randomly from any of the agenda. So,
the system should have ability to handle this.
5.46.
Ability to change the voting order for each
meeting as may be needed (Ability to change
the order of members for taking votes).
P
5.47.
Ability to add and/or delete members from
committee rosters on -the -fly for specific
meetings so that attendance and votes can be
recorded properly.
Alternate members can vote whenever there is
no quorum. There should be ability to
accommodate this.
M
5.48.
Ability to take multiple motions for a single
item, including substitute motions.
M
5.49.
Integrate with an electronic wireless roll call
and voting system
M
5.50.
View Vote Result as members vote, and make
it public once all members have voted.
M
5.51.
Manual override of votes, roll call, motions
taken using the electronic wireless system.
M
5.52.
Ability for the voting solution to be compatible
with a touch -screen interface.
M
5.53.
Ability to create a request to speak during
commission meeting and View all Speakers in
queue in order as requested for each item (For
Lobbyists and constituents could request to
speak on a particular item once the agenda is
published on the web. This could be a
supplement to the speaker sheet that is
collected during the commission meeting by
the City Clerk staff).
P
5.54.
Add and/or Delete Speakers in "Request to
Speak" Queue
M
5.55.
Mechanism to capture the request to speak
and associate it to a speaker category.
P
5.56.
Ability to send request to speak notification to
the City Clerk and to the Commission Chair.
P
5.57.
Ability to have unlimited number of speakers.
M
5.58.
Ability to create configurable motion strings
M
from the motions, actions, votes, and make
them automatically appear in minutes.
Sample motion string is: "Motion made by
{Mover Name with title or role in the meeting
body}, seconded by {Seconder Name with title
or role in the meeting body}, that the
matter/item be {ACTION NAME]
PASSED/FAILED by the following/above
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City of Miami,
Agettaa, and Meeting Management System Requirements RFP No. 472340
vote."
5.59.
The minutes can be taken in real-time along
with the streaming video or after the meeting
M
5.60.
Ability to produce linked minutes in user
desired format. The end user may click on
any item within the Minutes document to link
to the audio/video. (Note: the item may be
discussed at various times during meetings
and hence may require linking multiple links).
M
5.61.
Clerk will be able to go directly to any motion,
vote, or note in meeting and listen to
corresponding audio for easy editing. All
agenda items will be linked individually to
audio/video.
M
5.62.
Ability to watermark all pages of the minutes
M
5.63.
Ability to add signature lines for approval in
the minutes report. Sample format of the
signature lines currently used by the Civil
Service Board is given below.
'Duey to scheduling confiotsj.
ADJOURNMENT:
7ta Clannan egad fern at to ADJOURN Mich tmuited as Wham:
Motion by Member Silverman, seconded by Member Dames, to APP
PAS&ED by the four} Wring vote.
Aye: Kaplan,. Silveri -ran, de la Q. MIMES end May
Tim mee gADJOURNED t12Op,, Atied; was taken41227-1231p
SIGNATURE:
M
Miguel M. de la0, Chairperson
ATTE ST:
Tishria L. Mindingall, Executive Secretary
5.64.
Ability to hyperlink all items and supporting
M
5.65.
Ability to go to the details of a legislative file
from a hyperlinked item in minutes.
M
5.66.
Ability to make complete minutes with all
attachments similar to the complete agenda
(This needs to be done once all items in the
minutes are completed including the
attachments and all the legislative files are
reviewed and approved).
M
5.67.
Ability to indicate the missing supporting
documents
P
5.68.
Ability to print the version of the file in minutes
M
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City of Miami, A nda, and Meeting Management System Requir Fr ants RFP No. 472340
6 REPORTS REQUIREMENTS
Req #
Requirements
Type
Compliance
Comments
6.
6.1.
Ability to generate various reports
6.2.
Ability to generate a report to get the
signature of Mayor for all/some adopted
legislations. This report should have the
File ID, action, version and the
enactment number for each of the item
that was passed and a provision to
mark "sign" or "veto" for each item. This
report should have a signature line for
Mayor, and attestation line for City
Clerk. The resolutions that are of
administrative nature does not require
Mayor Signature — Board appointments,
election results etc. does not require
Mayor Signature. (See Appendix C for
sample report)
M
6.3.
The Names of Mayor, City Clerk,
Commissioners, Board Members, City
Manager, City Attorney, etc., should not
be hard coded in any report.
M
6.4.
Ability to format the reports
M
6.5.
Ability to create new reports
M
6.6.
Ability to create reports on voting
records, body header records (Boyd
header is the list of members and
administrative staff names that is
printed in the cover page of agenda
and/or minutes.)
M
6.7.
Ability to create reports on the valid
actions for each of the agenda item
types for each of the boards
M
6.8.
Ability to create hearing notices (See
Appendix G: Section 15) for legislative
files.
M
6.9.
Ability to run meeting reports; number of
meetings scheduled, cancelled, etc. for
a date range.
M
6.10.
Ability to create meeting continuance
report or meeting reschedule report
M
6.11.
Ability to run report on various directives
given to various departments by
Commission during meeting.
M
6.12.
Ability to create attendance report on
various boards
M
6.13.
Ability to run reports on legislative files
that are adopted but pending review
M
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City of Miami, Age1 a, and Meeting Management System Require rents RFP No. 472340
and approval from Office of City
Attorney
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City of Miami, Anita, and Meeting Management System Regnirrents RFP No. 472340
7 MEETING MANAGEMENT- AUDIO RECORDING
Req #
Requirements
Type
Compliance
Comments
7.
7.1.
Ability for audio recording of the
meeting using 4/8/16 channels
M
7.2.
Ability to log notes of the meeting.
M
7.3.
Ability to link each of the notes to the
exact point in the recorded audio
M
7.4.
Ability to convert the entire audio, or
portion of the audio (user selected) to
formats like MP3, wav, and any
industry standard formats.
M
7.5.
Ability to play -back audio for
transcribing purposes.
M
7.6.
Ability to turn off/on, single or multiple
channels.
M
7.7.
Ability to use foot pedal for playing,
forward, rewind the audio.
M
7.8.
Ability to copy a portion of the audio
while it is being recorded
M
7.9.
Ability to publish the audio of the
meeting to the meeting calendar on the
web.
M
7.10.
Ability to convert the log notes to word
document for editing
M
7.11.
Ability to edit the log notes
M
7.12.
Ability to have customizable Word Lists
and Hot Keys for speakers, actions,
quick notes, etc. to take log notes.
M
7.13.
Ability to record meetings for various
meeting bodies
M
7.14.
Ability to configure the location for
archival of the audio
M
7.15.
Ability to record meetings that takes
place in locations other than the
commission chambers
M
7.16.
Ability to search and receive content
M
7.17.
Ability to spell check the log notes (with
ability to ignore or include the
acronyms used by user)
M
7.18.
Ability to adjust playback volume on
each channel
M
7.19.
Ability to archive log notes
M
7.20.
Ability to adjust playback speed
M
7.21.
Ability to have compact view of Log
notes and Player
M
7.22.
Ability to switch between log notes of
meetings.
M
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City of Miami,
Ageneaa, and Meeting Management System Requirements RFP No. 472340
7.23.
Instant access to specific recordings
without fast -forwarding or rewinding
M
7.24.
Ability to seal recordings
M
7.25.
Ability to manually migrate or back-up
content to offline storage
M
7.26.
Concurrent archiving of the recording
to at least two or three locations
M
7.27.
Ability to listen to any combination of
_
M
7.28.
Preserve tone automatically during
high speed play -backs
M
7.29.
Ability to provide low or no audio
recording alarms
M
7.30.
Ability to provide audible and visual
notification for a paused recording
M
7.31.
Ability to provide "Confidence
Monitoring" - capable of playing audio
while recording is taking place to
ensure that recording is actually
M
7.32.
Ability to indicate that recording is
taking place by means of an
independent dialog box that counts up
with a timer.
M
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City of Miami,
A enda, and Meeting Management System Requirements RFP No. 472340
8 ROLL CALL AND VOTING MANAGEMENT
Req #
8.
8.1.
8.2.
8.3.
8.4.
8.5.
8.6.
8.7.
8.8.
8.9.
8.10.
8.11.
Requirements
Provide an electronic roll call and voting
system; preferably wireless
Display the summary of the item under
consideration — sometimes multiple
items (companion items)
Customize the roll call or voting devices
with meeting body membership list
Ability to allow the "member device" to
move and second items.
Ability to Record/capture and Display
the mover and seconder
Ability to manage request to speak
Ability to disclose voting results only
after all votes are taken
Ability to predefine and configure the
exceptions in voting requirements (4/5,
5/5, simple majority, supermajority)) and
disclose voting results based on the
predefined voting requirements
Record and display the meeting
activities
Item under consideration
Action taken and results
Easy control to what is displayed on the
plasma screens
Ability to display more than one screen
shot on different screens (One
displaying the item, one showing the
votes, etc.)
8.12. Integrate the electronic roll call and
voting system with the "minutes" module
Type Compliance
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Comments
8.13.
VI LI IG NI vr.Ivvvv vJvw.....
Easy to connect and transfer the
electronic voting solution/application
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8.14.
Ability to configure hand held device to
be used by multiple members (from
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8.15.
Ability that this system does not
interfere with
WI-FI network and devices, Wireless
microphones, Emergency radio
communications, and any other wireless
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8.16.
Ability to capture votes simultaneously
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8.17.
Ability to provide a separate device with
features to manage meetings for
chairman/leader device machine with
features to manage meeting
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8.18.
Ability to manage gavel -to -gavel
changes
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8.19.
Ability to have flawless identification of
user from the wireless voting key pad or
touch screen
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8.20.
Ability to scroll time -certain items on
screen and ability to customize the
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City of Miami, A Mida, and Meeting Management System Regnir i tents RFP No. 472340
9 WEB STREAMING OF PUBLIC MEETINGS REQUIREMENTS
Req
Requirements
Type
Compliance
Comments
9.
9.1.
Provide a system to Multicast real time
streaming of commission meetings and
other public meetings that are televised
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9.2.
Provide Multicast live streaming of City
of Miami cable television programs 24/7
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9.3.
Provide a web streaming system that
interfaces with Video format: SDI
(Serial Digital Interface) SMPTE 259M,
NTSC, 75 ohm BNC connector
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9.4.
Provide a web streaming that interfaces
with Audio Format: Analog Stereo,
Balanced, Line level, XLR type
connector, Impedance >15K ohm,
Maximum Input Level 24 dBu.
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9.5.
Provide the ability to preface or tag any
video segment with specified city
message or promotion
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9.6.
The system shall be able to use
Microsoft Windows Media Player.
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9.7.
The system shall be able to serve Flash
on non HTML5 compliant browsers.
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9.8.
The system shall be able to serve the
HTML5 player to mobile devices and
newer browsers.
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9.9.
The system shall be able to use Quick
Time for Mac Users, and other open
standard media formats
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9.10
The system shall be able to video
stream meetings concurrently.
9.11
Identify the agenda Items as they occur
in the meeting
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9.12
Provide the ability for closed captioning
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9.13
The system shall be able to provide
easy mechanism to download portions
of video using various applications like
iTunes and other open standard formats
in a reasonable time.
9.14
Ability to provide us with an
embeddable player (preferably in
HTML5) and other open standard media
players those are accessible on iPads,
and other mobile devices.
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9.15
The system shall allow Video Library
Management by individual meeting
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bodies.
9.16
The system shall provide the ability for
authorized city staff to easily carry out
the following tasks associated with
maintenance of video library:
1. add new meetings to the library,
2. replace a document associated with
a meeting in the library,
3. delete meetings from the library
(mark meetings to be deleted from
the library)
4. Mark documents associated with a
meeting to be deleted when the
meeting is marked for deletion or
leave it there to associate with
another video.
5. print various reports with alternative,
user -selectable sort orders
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9.17
The system must allow a convenient
means for the search to be limited to a
date range.
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9.18
The system shall provide the ability to
copy meetings
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9.19
The system shall provide ability to
combine meetings that span across
multiple d ys.
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9.20
The system shall provide ability to trim
meetings to remove advertisements,
and other video portions that are
relevant to the meeting.
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9.21
The systems video library feature
should be able to manage large
meetings that may be of 12-18 hours of
duration and may span between days.
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9.22
The document being added and
associated with a video can be stored in
Draft status until an authorized user
finalizes, approves and publishes it.
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9.23
The user should be able to dissociate a
document (agenda, marked agenda and
minutes) to a video file in the library and
associate a new and updated document
and add that document to the library
and vice versa.
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9.24
The system shall provide the ability for
users to assign a Meeting Type Code
and a Document Type Code to each
meeting record in the Meeting
Document Library and Video Library.
These codes shall indicate what type of
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meeting and what type of document(s)
are associated with the meeting video.
This code should be configurable and
table driven.
If changes are made to the code, then
the start date and end date for the code
change shall be captured and
maintained.
For Example, the document code can
be
City Commission Agenda — CCAG
City Commission Marked Agenda —
CCMA
City Commission Meeting Minutes —
CCMM
The Meeting type could be some code
to represent various types of meetings
as Regular, Special, Budget Hearing,
Supplemental, Board, Work Shop,
Training, and the like.
9.25
The system shall provide users and
citizens with the ability to look up
meetings and corresponding videos by
whole or partial meeting body name.
For example, users must be able to look
up and retrieve a meeting by searching
on "Commission" or by searching on
"City'"" where the * constitutes a wild
card search. The system may use
industry standard wild card characters.
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9.26
The system's Video Library feature shall
be able to manage large meeting
agendas that have a single meeting
date, but many agenda items and
multiple versions for the item and
various supporting documents
(attachments) associated with it.
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9.27
The system should be able to manage
multiple agendas associated with a
single video. For example, there might
be more than one agenda for a single
day meeting.
Explain if the entire meeting (one video)
is associated with two or more
agendas/minutes OR if the video is split
to accommodate the separate agendas
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on the same meeting day.
9.28
The system shall provide the capability
to add and update meeting documents
(agendas, marked agendas, and
minutes) to document library and
associate documents to video library.
There might be more than one
document associated with one video
file.
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9.29
The system shall provide authorized
users and citizens the ability to look up
meetings, its corresponding documents
and Zink to the file on the web (Web
portion of the legislative file and ERMS)
to look up for legislation and/or
attachments (the supporting documents
for the legislation) by user -defined
criteria. This should open a new
window keeping the video streaming
window opened behind.
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9.30
The system shall NOT be in such a
manner as to require City to re -name
or re -number its legislative file Ids, or
Enactment numbers.
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9.31
The system shall allow an authorized
user to find, update and delete meetings
and/or documents. Deletion of a
document can mean logical deletion if it
is associated with a video or physical
deletion if, for instance, a meeting set-
up is started in error and there has been
no activity associated with that meeting.
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9.32
The system shall prevent complete and
permanent deletion of a meeting, its
documents, and video from the Library.
The permanent deletion access may be
allowed only to System administrator.
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9.33
The system shall be able to
accommodate at least 500 meetings per
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year (Normal meeting duration will be 8-
10 hours and at least a few meetings
that may be of 16-18 hours duration).
Meeting Type (Comments), Document
Type, Meeting Body, Meeting Date,
Meeting Time are required fields for
each Meeting. The system will track
and visually present user information
such as the create date; create user,
recent activity date, and activity user.
9.34
The system shall allow user to add a
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new meeting with all or partial data
associated with the particular meeting
including meeting name, meeting date,
meeting time, meeting comment, etc...
9.35
The system shall provide the capability
to delete meeting documents
associated with the video file(s) in the
library records.
The delete function shall be available
such as to NOT physically delete the
documents record in order to allow
accurate historical reporting. For
example, if a document associated with
a video is not correct, and if it was
replaced by another document, then the
original document should not be
physically deleted from the system. It
should be kept for history purposes.
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9.36
The system shall provide the ability for
authorized users to record meetings
and maintain history indefinitely, with
the capability to selectively archive such
data and indicate that the archived
meeting exists,
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9.37
The system shall be able to
accommodate additional meeting
bodies, should new meeting bodies
meeting be televised.
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9.38
The system shall be able to record
trainings that are given to elected
officials, board members, etc. and use it
for refresher training purposes.
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9.39
The system shall provide the capability
for authorized users to generate a
statistical report of activity as it
manages the system.
The system should report on the web
streaming usage grouped by internal
and external users.
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9.40
The system shall allow the city
employee to generate reports and view
them on the screen, with actual and
accurate data, prior to deciding to print
the report. The system shall also allow
the user the ability to print selected
pages of the report.
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9.41
The system shall provide the ability for
authorized users to read, search, copy
and print system logs that report various
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system conditions, such as error
conditions, system failures, time outs,
traffic volume, and user usage.
The system shall provide the ability for
the authorized users to maintain,
archive, and purge the system log
information.
The system shall provide the option for
access to specified system information
by authorized city staff.
9.42
The system shall provide for optimal
load balancing and fault tolerance
distributed over multiple servers. For
example, the access for a user from a
particular location shall automatically
switch over to an alternate designated
server in the case of hardware/software
failure or excessive system load.
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9.43
The proposed hardware and
configuration must provide the response
times specified below for these
interactive functions:
The vendor shall consider the following
assumptions.
a) Normal user count of 400 users
b) Peak user count of 1,000 users
c) Meeting Day user count of 5,500
users
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9.44
If redundant servers are required, each
server instance must be able to operate
completely independent of the other
locations, if necessary.
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9.45
Provide ADA compliant closed
captioning
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9.46
The system, in connection with
hardware, software, supplies, and/or
services under contract, shall comply
with all applicable requirements and
provisions of the Americans with
Disabilities Act (ADA)
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9.47
The website should be Section 508
compliance of ADA
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9.48
Archive commission and all public
meetings stored external to City (at the
vendor's media storage site) for a
minimum of one-year for on demand
viewing via internet.
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9.49
Archive Commission and all public
meetings stored on City's Internal
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Network using City's Storage
Infrastructure.
9.50
Allow indexing of video content in real-
time during live recording and
broadcasts
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9.51
Ability to generate video index based
upon meeting agenda sections and
items in real-time and offline.
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9.52
Provide user friendly interface to
generate video indexing of archived
content
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9.53
Provide Simultaneous offline editing
while web streaming live
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9.54
Provide ability to seamlessly view listing
of available video content internal to
the City, by type and/or date (Le.
commission meeting, information video)
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9.55
Provide ability to seamlessly view listing
of available video content external to
the City, by type and/or date (i.e.
Commission meeting, information video)
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9.56
Provide end user keyword searching of
indexed archived video from the City's
library of video archives
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9.57
Provide end user keyword searching of
the titles (the title of legislation) of all
content (i.e. documents- agenda,
minutes, etc. and slides) linked to video
archives
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9.58
Provide end user keyword searching of
the closed captions of all content (i.e.
documents, slides) linked to video
archives
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9.59
Provide ability to open various types of
hyperlinked documents from the
agenda, minutes, etc. that are
associated with the video
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9.60
Links documents (agenda and/or
minutes) to archived video, directly
associating them with indexed
segments of video content
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9.61
The vendor's integration strategy and
process shall include methods for
conversion and migration of data such
as meeting documents from Legistar,
meetings in video media, records from
Laserfiche, if necessary.
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9.62
Ability to integrate with the agenda and
minutes management software in taking
roll call, votes, actions, automatically
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RFP No. 472340
assign enactment numbers for passed
items, minutes, etc.
9.63
All recorded actions (Motions, votes,
Roll call, Notes, etc.) will be time
stamped to video.
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9.64
Provide ability to mark few committee
members as nonvoting members.
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9.65
Automatic publishing of agenda,
minutes and video with few mouse
clicks.
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9.66
Combine summary and verbatim notes
with comments, documents and agenda
items to create a single source to
access information about a specific
meeting
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9.67
Provide automated tools for generating
meeting minutes:
Explain how the integration with the
application that generates the minutes
can be accomplished;
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City of Miami, Ada, and Meeting Management System Requirements RFP No. 472340
10 BOARDS, AGENCIES AND COMMITTEES MANAGEMENT SYSTEM
Provide a module in the proposed system that will enable the City Clerk to manage the
membership of various boards, Agencies, and Committees and their. compliances. City has
currently 35 boards and 349 members.
The generic requirements are below:
Req #
Requirements
Type
Compliance
Comments
10.
10.1.
Ability to capture the Board Information and
various descriptive data relative to the
board like
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1. Enabling Code/Ordinance etc.
2. Authority
3. Appointments
4. Number of voting members
5. Number of alternate
members
6. Compensation
7. Appointments (how appointments
are made)
8. Attendance requirements
9. Indemnification
10. Meetings — How often the meetings
to be held
11. Officers
12. Procedures
13. Purpose
14. Qualifications
15. Vacancies
16. Terms, maximum number of years a
person can serve in a board, can it
be waived, and number of years in
each term.
17. Report
18. City Staff Liaison
19. Assigned Attorney
20. Maximum consecutive term allowed
to serve in the board
21. Whether the body meets
22. Default meeting location
23. Meeting time
24. Body Active from date
25. Body Inactive date from
26. Body Liaison
27. Contact Information
28. Body type (Board, Trust, Agency,
etc.)
29. State Board or City Board
10.2.
Ability to capture various requirements for
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each of the boards
10.3.
Ability to capture various compliances
(Annual Reports, Oath, Ethics, Real
Property disclosures, Financial Disclosure,
Employment, etc.) and the forms that needs
to be submitted for each of these for each
of the boards.
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10.4.
Ability to capture various waivers and votes
required for waiving them.
(Waivers are: excessive absences, terms,
employment, residency, etc. and Votes are
4/5 or 5/5)
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10.5.
Ability to capture/record various forms to be
used to meet each of the compliances
and/or requirements
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10.6.
Ability to set reminders for sending the
various compliance packets to the
members
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10.7.
Ability to create various packets of
documents (welcome packets, compliance
packets, and other such packets) to be
send to the members of each board.
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10.8.
Ability to capture how the attendance
should be counted along with the number of
allowed absences. Capture whether the
absences be counted per year or per term.
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10.9.
Ability to capture the personal information
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10.10.
Ability to prevent from entering duplicate
entries
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10.11.
Ability to capture home address, work
address and mark them as
primary/alternate
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10.12.
Ability to mark individual's information as
confidential.
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10.13.
Ability to prevent printing address and other
contact information of individuals who are
marked as confidential
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10.14.
10.15.
Ability to capture the office information
(name of the board, role in the board, voting
status, start date, end date, original
appointment date, resolution number/memo
of appointment, resolution date, termination
date, termination reason, term serving, seat
number/category, appointer name,
remarks/comments/notes, etc..)
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10.16.
Ability to capture the various waivers and
the date it was granted to the board
members.
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10.17.
Ability to capture the original term end date
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and the extended term end and the actual
term end date for the each term
10.18.
Ability to capture the nomination information
of the member.
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10.19.
Ability to capture the various compliances
based on the board compliance
requirements.
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10.20.
Ability to assign the appointment date and
appointment resolution numbers for multiple
members and multiple boards.
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10.21.
Ability to generate and print the welcome
letters based on templates, to members,
and ability to save those letters in the
Electronic Records management System
(ERMS) and apply metadata.
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10.22.
Ability to automatically capture/record the
dates when the welcome letters are send.
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10.23.
Ability to provide reminders to the user
about the members who has not submitted
the required completed forms.
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10.24.
Ability to generate thank you letters from
predefined templates for all members
whose term ended for one reason or other.
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10.25.
Ability to send reminder letters and/or
emails to board members based on
templates. These letters are to be sent
when their term terminates with at least a
30 day notice.
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10.26.
Ability to attach the packets for the boards
to the email and save the letters to ERMS.
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10.27.
Ability to change the role of a member
within a term period without creating a new
office record: Within a term, a member may
become vice chair and chair of the board.
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10.28.
Ability to track the role changes within a
board and within city.
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10.29.
Ability to track the appointer
(Commissioners may appoint members to
various boards. The members appointed
by them may continue to serve until the
incoming commissioner appoints someone
to that position. Also, it is possible that a
commissioner may become a Mayor. The
system should be able to differentiate the
appointments made by the elected official
who was a commissioner and Mayor.)
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10.30.
10.31.
Ability to schedule meetings and maintain a
calendar on the web
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10.32.
Ability to cancel a meeting and maintain the
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cancelled meeting information on the
calendar and notify the City Clerk's office
automatically of when a board meeting has
been cancelled and/or rescheduled.
10.33.
Ability to track the changes made to the
calendar and access this log easily.
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10.34.
Ability to trace the user name and time in
the audit/tracking log when the changes are
made to calendar
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10.35.
Ability to capture the meeting cancellation
reason and report them
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10.36.
Ability to run report on the number of
meetings scheduled, held, and cancelled
for a date range.
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10.37.
Attendance Requirements
10.38.
Ability to capture the attendance of the
members in a meeting.
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10.39.
Ability to mark a particular absence as
"excused" or NOT to be counted against the
number of absences
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10.40.
Ability to count the consecutive absences
for each member in a given term and report
them.
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10.41.
Ability to count the number of absences for
each member in a calendar year and report
them.
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10.42.
Ability to count the number of absences for
each member in a given term and in a given
year.
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10.43.
Ability to select multiple members of a
board and mark them as present/absent for
a given date.
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10.44.
Ability to make comments for the
attendance (ex. Late arrival etc.)
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10.45.
Ability to capture the attendance from the
roll call for all boards that may use the
system for agenda and minutes.
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10.46.
Letters
10.47.
Ability to create unlimited letter types
(welcome, thank you, oath, disclosure
information, etc.)
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10.48.
Ability to create multiple templates for the
same type of letter (more than one template
for welcome letter depending on the board).
For example,
"Welcome Letter 1.doc and Welcome Letter
2.doc are two templates of the letter type
welcome." Now the system should prevent
assigning these two templates to a board
as it may confuse the user.
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10.49.
Ability to create various types of templates
(welcome letters, thank you letters, oaths,
disclosure information letters, reminders,
requirements waiver letters etc.)
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10.50.
Ability to use a single template for multiple
boards
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10.51.
Ability to assign which letter template to be
used for each type for a board.
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10.52.
Ability to use electronic signature.
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10.53.
Ability to prepare the packets (which may
include letter, forms, etc.) for each type of
letter (welcome, thank you, etc.) and make
it as one file for emailing/printing and
sending.
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10.54.
Ability to track the dates the packets are
emailed/mailed
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10.55.
Ability to remind or warn the user of
pending letters to be sent based on the
appointment or resignation or predefined
dates for disclosure letters.
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10.56.
Ability to capture the various compliances
for each board member.
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10.57.
Ability to add disclosure requirements
and/or other requirements.
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10.58.
Ability to capture the date of compliance.
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10.59.
Ability to capture form(s) submitted for
compliance (It is possible that the multiple
forms are submitted on a single date for
compliance)
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10.60.
Ability to have the predefined list of
compliance forms
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10.61.
Ability to add compliance forms
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10.62.
Ability to add comments to the compliance
record (no signature, pages missing, not
the correct form, etc.)
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10.63.
Ability to check and warn whether the form
submitted satisfies the disclosure
requirements.
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10.64.
Ability to create various custom reports with
ability to drill down.
1. Current membership
2. Past members for a date range
3. Members appointed after a specific
date
4. Board Member history
5. Members serving in multiple boards
6. Members appointed by a specific
appointer
7. Various Compliance report
8. Various noncompliance report
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9. Absence report
10. Liaisons reports
11. Upcoming appointments for an
appointer
12. Upcoming appointments for a board
13. Reports on meetings
14. Members appointed in a specific
year
15. Board members serving on a
specific date (ex: yearend)
10.65.
Ability to hide the confidential information
from all reports.
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City of Miami, Ag ada, and Meeting Management System Requirnents RFP No. 472340
11 INTEGRATION WITH ERMS
Provide integration with our current enterprise wide Electronic Rerecords Management System
(ERMS) which is Laserfiche.
The City has all resolutions, ordinances, meeting agendas, minutes, etc. in Laserfiche.
Currently, the integration with Laserfiche is not automated. The system should provide a
seamless integration with Laserfiche with minimal manual intervention.
Req #
Requirement
Req
Type
Compliance
Comments
11.
The following documents need to be stored in
Laserfiche.
1. All agendas
2. All minutes
3. All Legislations
4. All discussion items
5. All reports
6. All public notices pertaining to
commission and boards meetings.
7. All notifications that are send to board
members
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12 DOCUMENTATION
Req #
Requirement
Req
Type
Compliance
Comments
12.
Documentation Requirements
12.1.
The vendor must provide a written Business
Continuity Plan. This plan will be a product
from analysis of the requirements and
interviews with key project stakeholders. The
model will contain but not be limited to:
1. Recovery Strategies;
2. Disaster Recovery Plan;
3. Planning, and Implementation;
4. Testing, Maintenance, and Training.
This plan will be used to develop the
implementation plan of the system.
12.2.
The system documentation provided by the
vendor shall contain sufficient database
schematic documentation to identify all of the
tables and a description of which tables can
and must be maintained. A data model,
including all data elements, entity relationship
diagram, logical relationships and a diagram
shall also be provided.
12.3.
The system shall include a complete set of (a)
technical documentation, (b) database and
application documentation, and (c) end user
documentation that will be delivered and
considered as an integral part of the software
solution. It shall be acceptable for the vendors
to submit complete online sets of this
documentation, integrated with its software
solution, in meeting this requirement. Any
online documentation shall be indexed and
searchable.
12.4.
The vendor must provide a Security
Architecture Model. This model will be a
product from analysis of the requirements and
interviews with key project stakeholders. The
model will contain but not be limited to:
1 Security policy, procedures, standards,
baselines, and guidelines;
2 Risk analysis to assess availability,
integrity, and confidentiality of protected
information resources;
3 Information classification and controls;
4 Encryption, Authentication, and
Authorization plans;
5 Establish roles, responsibilities and
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Ag " da, and Meeting Management System Requir tents REP No. 472340
access controls;
6 Development, operations, physical,
network, security;
7 Business Continuity Plan;
8 Security Test Plans;
9 Breach recover plan;
10 Establish metrics for continued
monitoring.
This plan will be used to develop the design,
development, implementation, and retirement
of security technology and tools.
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City of Miami,
Ag rraa, and Meeting Management System Requirements RFP No. 472340
13 SECURITY
Req #
Requirements
Type
Compliance
Comments
13.
13.1.
Authentication
The system should support Microsoft
Active directory as authentication
method.
The system must support a single
sign on (only one user -id and
password needed to fully utilize the
system).
M
13.2.
Authorization
The system shall provide the system
administrator(s) the ability to grant
different levels of access and
authorization privileges and
mechanism to identify who gets what
access, such as Role -Based access
rights.
For example, the application must
allow a city staff member to have a
different level of access and
authorization to various modules in
the system.
By way of further example, a
designated city user might have full
access and authorization privileges
to view, modify, and delete data
using the modules in the system.
However, the system must provide
the ability for system administrators
to restrict a user's access and
authorization privileges within the
documents and video library
modules (for example, only allowing
read-only access).
13.3.
The transaction audit log shall record
the identification of the user and date
and time of the attempted operation.
M
13.4.
_
The system architecture shall
support centralized administration of
application security features, roles
and permissions.
M
13.5.
The system architecture and
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Agenda, and Meeting Management System Requirements
RFP No. 472340
components should be flexible
enough to allow interoperability with
external security components such
as firewalls, content filtering,
intrusion prevention, etc.
13.6.
The vendor shall participate in the
development of a clear, enforceable
security policy for the system, with
input from City staff.
M
13.7.
In case if the solution must use its
own credentials, it must provide full
password management policy. It
should include:
• First -logos change
• Periodic change, per policy/role
• Admin reset
• Self-service
The system should support
limitations to length, repetition, and
choice of passwords. The system
should limit location of access such
as server, city workstation, or laptop
for changing passwords.
M
13.8.
The system should also support
automated display to the user of
Date and Time of last system
access.
M
13.9.
The system administration module
should have separate access rights
to manage Applications general
Global settings, Local Program
Settings and other administrative
settings.
M
13.10.
The system shall log all user
transactions in a user transaction
audit log including data such as
"before" and "after" copies of the
change whenever there is change
made by user.
P
13.11.
The system should capture pertinent
information relative to the citizen
access of the system for analytics.
P
A
13.12.
Each audit log entry shall include
additional audit trail information such
as the type, reason, date, time, and
user.
M
13.13.
Only the system administrator and
users authorized by the system
M
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Agen a, and Meeting Management System Requirements RFP No. 472340
administrator shall have access to
read, search, copy, print, archive and
purge the transaction audit log once
retention period is met.
13.14.
The system shall provide a database
security management capability that
allows at least two persons,
identified by the City, to act as
security and recovery managers,
controlling access and authorization
privileges for all other users. This
capability will also leave an audit trail
of changes that identify persons and
changes made to the database.
It shall be the responsibility of the
vendor to specify and support City to
successfully implement this security
capability during the implementation.
It shall be the responsibility of the
vendor to support in the
implementation the database
management system in such a
mariner that no one can circumvent
the application software in such a
manner as to gain unauthorized
access to the underlying database.
M
13.15.
The software shall have the ability
for the system administrator to
establish granular role -based access
permissions to various files, and or
tables in the database. For example,
the security managers might decide
to establish "read-only" data access
for all users in one department to
every element of every record in the
database.
However, only a limited number of
authorized users in the city might be
able to "update" any data record in
the File Library, but not have the
ability to "delete" any record in the
file. Only limited number of users
might be authorized to view, add,
create, delete, and print the address
library file.
This requirement shall provide the
system security administrator an
automated mechanism to establish
M
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City of Miami,
Agenda, and Meeting Management System Require ents RFP No. 472340
and maintain security and access
controls for all files and tables used
within the solution.
13.16.
The system shall allow field -level
security at the user level. For
example, certain users may not have
privileges to modify particular fields
on a screen, while other users might
have the rights.
M
13.17.
The system will support separation
of duties so that separate steps may
be performed by different, identified
personnel creating a need for
collusion in order to manipulate the
system or data (i.e. deletion of
system objects, assigning privileges,
authorization, and authentication, or
any data change). All changes and
users will be included in the audit
log.
M
13.1.8.
The system shall provide the system
administrator the ability to control
which authorized users can edit and
view the comment fields associated
with a video record.
M
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City of Miami, Agenaa, and Meeting Management System Requirements RFP No. 472340
14 ADMINISTRATION/SUPPORT
Req #
Requirements
Type
Compliance
Comments
14.
14.1.
Provide 24/7 Support to Systems Administrator(s)
and technical staff.
M
14.2.
Provide 24/7 Support to end City staff users
P
14.3.
Provide summary reports about detailed site
content usage (i.e. content popularity, # of
streaming requests per month, concurrent live
streaming requests, etc.) in the format and
frequency determined by the City
P
14.4.
Allow for media Clip Administration tools to edit,
trim and merge video.
P
14.5.
Monitor the feed 24/7 and prompt for appropriate
action to resolve any issue in FOUR Hours.
M
14.6.
Provides custom website screens to match City
look and feel for listing indexed content and display
of video player as part of implementation
M
14.7.
Training, Maintenance and Support
M
14.8.
Provide training to all users
M
14.9.
Provide Training Manuals
M
14.10.
Provide a mechanism to capture public meetings
conducted outside of the commission chambers for
streaming video.
M
14.11.
Link documents (agenda and or minutes — which
may have hyperlinks embedded in it ) from Meeting
Management System to archived video directly
associating documents/files with indexed segments
of video content
P
14.12.
Support the city in creating Standard Operating
Procedures for each of the meeting body
M
14.13.
Support City in modifying the standard operating
procedures based on the policy changes.
M
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City of Miami,
Agenda, and Meeting Management System Require 'ents
RFP No. 472340
15 APPENDIX A — CURRENT ACTIONS FOR VARIOUS BOARDS
ADOPTED
ADOPTED as an emergency measure, waiving the requirement for two separate readings
ADOPTED as an emergency measure, with modifications, waiving the requirement for two
separate readings
ADOPTED WITH MODIFICATIONS
ADOPTED, Notwithstanding the Mayor's Veto
AMENDED
AMENDING
APPROVE
APPROVED
APPROVED WITH CONDITIONS
BACK TO FIRST READING
CLOSED
CLOSED AS EXONERATED
CLOSED AS NO FINDING
CLOSED AS NOT SUSTAINED
CLOSED AS SUSTAINED
CLOSED AS UNFOUNDED
CONTINUED
CORRESPONDENCE MADE
DEFERRED
DELIVERED
DENIED
DENIED BY PZAB,
DENIED BY THE ZONING BOARD,
DIRECTED
DISCUSSED
DISMISSED WITHOUT PREJUDICE
DISSMISSED WITH PREJUDICE
FAILED
HEARD
HEARING TO BE CONTINUED
INDEFINITELY DEFERRED
MOTION
MOTION TO DEFER
MOTION TO DENY
NO ACTION TAKEN
NO ACTION TAKEN on the vetoed item
NO MAYORAL VETOES
NOT PRESENTED
NOTIFIED
PASSED ON FIRST READING
PASSED ON FIRST READING WITH MODIFICATIONS
PRESENTED
RECEIVED AND FILED
Recommended Approval
Recommended Approval with Conditions
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City of Miami,
Agenua, and Meeting Management System Requirements
RFP No. 472340
Recommended Approval with Modifications
Recommended Denial
RECONSIDERED
REMANDED TO FIRST READING DUE TO SUBSTANTIAL CHANGES
REMANDED TO HISTORIC & ENVIRONMENTAL PRESERVATION BOARD
REMANDED TO PLANNING ADVISORY BOARD
REMANDED TO ZONING BOARD
REPEALED
REPEALING
RESCHEDULE
RESCIND
RESCINDED
RESCINDED BY ADMINISTRATIVE ORDER
RESCINDING
Returned unsigned by the Mayor
Review Pending
Reviewed and Approved
Reviewed and Disapproved
SETTLED
Signed and Attested by City Clerk
Signed by the CRA Chair
Signed by the Mayor
TABLED
Vetoed by the Mayor
WITHDRAWN
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City of Miami, Agenda, and Meeting Management System Requir !dents RFP No, 472340
16 APPENDIX B- SAMPLE MASTER REPORT
This sample report will provide an example of multiple versions, multiple enactment numbers,
enactment numbers at lower boards, enactment number at commission level, and multiple
attachments.
File Number: C14431208
Version: 12
City of Miami
Master Report
File Number: 04-01202
File Type: Resolution
Reference:
Requester Cost
File Name: Class II Appeal -5101 Wagillund
2E4l0 Pan American Edge
Miami, FL 3313
weiw.nitamigmi.com
Status Passed
cDritratTkij Body: Office of the C7
Clerk
Introduced: 1 0/20i2004
Rnal ACtiOn: 05t27;2010
Titte:
A RESOLUTION OF TBE MIAMI CITYCOMESSION, WITH ATTACEEENT(S1 DENIM
THE APPEAL BY MEMO= CIVIOASSOCIATIW INC AND ROD ALONSO, RON
STEBEINS3 CCM' CRAWFORD AN13 ELVIS CRI12; AFRRMINGTHE DECISION OF=
EON -WO BOARD, THEREBY APPFLOVINO, THE CLASS It SPEClAL PERMIT API] LICATIONNO.
03-030, IS SUED BYTBE PLADENDDIRECTORONTELY 21, MN TO ALLOWNEW
CONSTRUCTM, SUBJECT TO THE MODIFICATIMS AS AREPROWERD
LOCATED AT APPRCEMIATELY 501 BISCAYNE BOULEVARD, UAW, FLORD3A_
"tt • '• .Y ,
Notes: f"Fyo*-g-kf-*:op,:p4-cq:, 2-6
a-c4,0,A4igqi
IJir
Code Sections: Agenda Date: 0E127201E
indexes: Agenda Mosher
Sporksors: Enactment:Date: 05.1271:201E
Attachments: 04-01208 Zoning itglep.pa04-0120EAenal EnachnertNumber: ,R-10-0220
Map.pdt04-01208ZB 1044414 Reso.PDF,04-01208
Exhibit A.PDP,04-0 1208 Class I I Appeal
Letter.PDF,C4012D8 Clew II Referral.PDF.04-0 1208
Class II :Final Decision.PDF,04-01208 UDRB
iReso.PDF,04-01208 Leftslation (Vesion
2).PDF,04-0 1208 Legislation Weision 2).PDF,0401208
Exhibit A.PDP,M1208ZB Apeill
.Letter,PDP,040 12E18
Plans.PDP,04-01208-Subrittel-l.pdf,04-01208-Stibmill
41-2.pdf01-01208-Eubrriftl-pdf,04-01208-Submittal-
44cif,04,0121:18-Subtriltiall-Marcus-5.pdt04-012Sub
Mittal-6.pdf,0401208-Subefrits1-7.odf,VIDEO
4-012080C 1 1-184J4 Fad Sheetpdt04-01208 CC
00-26415ra ctSheetpdt 0441208 CC 07-28-05 Fad
Sheet pdf,04-01208 0C 07-28-05 Fact
Sheetpdf0401208-suhrnitlaipdf04-01208-subeiltell.
pdf,0401208ZB 02-20-07faciShettpcif,0401208 Ea
04-09,07 Fact Sheetpdt04-01208 ZB 05-21-07 Fad
Eiheetpdf044:11200ZB 07-08-01Fact
Sheetpdf0-4-012082B07-09-07Reso.PDF,04-012till
Orly Attorney
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Doou crenis.pdf,04-01200 October4, 2001 ZB
Tremor:10.ga, Ci.1-0 1200 CO I 0-2507 Legislation
(Version 0).pdf,04-0 1203 OC 1 0-254.17Legialation
ftfersion 7).pdt04-012080C 1 0-25-07 Fact
Streetp ciFC14-01208 CC 02-23-07-Fact
Sheetp &Ali-01203Z ribrrittal-Cornponclence-Arthur
J, Marcus.pc1F,04431200-Su,brcritiaWerno-Rafael
Suarez-ftives.pdf,04-0 1200-Subrnittal-Ghronelcgy.pctf0
1-01200-Subnitial-Oorresponderioe-Susan.E.
Trenott.prit04-01200-Blibrdittal-PowerPoint
PresentationEhris Ortizoctf,04-41121:13 CC 04-22-10
Legislation (Version 10)g (W.044120,3 CC 04-22-10
Legislation (Version 1 1 ).pdf04-01208 OC 04-M-10
Fact Sheet.pcff,0401208: CC Fully -Executed Legislaton
(Version 1 0)43 df,04-01200 OC Futly-Executecl
Legislation (Version 1 1),pdr,04-012030C 00-27-10
Fact Sheet.pcfr,044:11020-Subniffal-Mike Sasire.pelf,
History of Legislative File
..tritT-. Athaay:
Date: Atton:
Stet To: Due Date:
Ftettmo Rano:
taster
3 City Commission
3 Office of the Mayor
3 CH' _ the lirlyClerit
3 City Cornrnission
3 Ottrt the QtyAltamey
Office of the City Attorney
2 Office of the CityAtterney
1ulity Commtsson
1
City Commission
3
ritnnet tne mayor
3 Office c4 the CityCerk
4 AkOikalit4
4 Zoning Board
•etty of Miami
mom
Ayes: 4 Coottrusalowtsj'ticezato., Winton, Samcdtm. and Allen
Ai:dent 11 Corm tastonertsilliegatacto
2J0 Y2034 Signed by the Mayor Off of the City
Clark
21 02117.104 Stalled and Attorted
by Oily Clerk
149AMIMPANAPW?
17/10217J4 lietteend
Approved
efir24,M eviewedand
Approved
05,124t2005 eviewed end
Approved
%I:4V Ait44 VINMINVW
97MAN AANTINIM1
k;,19MM ADOPTED
Ayes: 4 Cornrairdocer(a)Goazalec, Warm, Sandecsmd Allen
Absent 1 Cornatissione(s)Resiat
dar23,r2110b agned. by trte Mawr' Mineot ttte uity
Clerk
Pass
Pass
00/26,2005 aped and Atteartd
try City Clark
97P,AMT PANTOM Fess
Ayes: 7 iMeiniter Angsr4:! Mender Chades,94.mat; Minter Deana
Hentendez-:AoPie, meisonJuverrel MairiberMigrel A.aa„tAg.
[Montier Non Cordortand MemberHretEtertini
Absent MeraterJoswn 3V,,RrEgg,
04/0912007 CONTINUE)
Pass
Aldred on :MOO/
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City of Miami, Agenda, and Meeting Management System Regtureinents RFP No. 472340
10 Moe oil. Itte CityAtorney
Office of the CityAttaney
11
CAPOO.:
PRIPAMOOP
12 Office cif ihe Mayor
PszarPoPtScrantritild,
4 Zoning Board
4 Zoning Board
5 City Comniesion
8 PAZION1g0
uttice at the Mawr
Ayes'. Member An:544We, MetnbeetatiesgA10510 Waite Joseph
Mow& tiirpeson Juvertalt.M, M eater Mail A.:WeanalMearber
COrnernrce Skiver
Absent 3 :Member Deara tterrerar,m-Acoa.a iMeMber lionCodon MenberNet
Seib
05121t2O07 COMMIE!) Pass
Ayes.: 9 Member MO woo Member Chalks MenterJapp [Lois
Lope& Memtet Jeseah Citirpasto Itivirod -Hr,ja[,[ Merger lapel
A. WO, Member [RoniCair&O;Merriter Br ec Bea andMemter Cornetica
Stifver
Absent 1 MernterikaceiNernanft-Acosta
0710902.897 AMR WED: Pass
3 Member Ang44wAki, Member Ctarles„.; - • [ -atter Joseph
CIAK [Citairpaem Javenairrn M eater [ A.,,c*I‘e, !Menter
'ROArt CO .itIMembes Stet Bann andiMerater Deraille.SWei
1 Member...low itwisilppez
1 Molter llama VerrandmAcoste
Ayes:
UM:
Absent
10125/2007INUERNITELY
DEFERRED,
P22P74033WTH
NtgAtttO,
Ays: 4 Commine(s) Sarooff, Sanchez, liegelado andSpe
Absent: 1 Commrtssioner(s) Cionzilez
00,f03/2.008 tpre d by 8* Maw Latce ,ot The City
Clerk
3 Office off the CityClerk 0311012= Signed and Attat-d
by City Clerk
8 Office of the City Attorney 94/93=8 Reviemedavi
Approved
Rota: Modifkations made hyLav
9 Office of the CityAttomey 94r21/2010 a:Tarsier:1i
Approved
wzirmiu lierwaredand
Approved
0411/2010 Reilausdand
Approved
91229 PARTPW.
Ayes: 3 Commissioner(s) Sort, Same and Dann I I
Absent: 2 Com Miss'ionets) Caro& erd Scam
Pass
Pass
LEW71.X019 Aciae1PrkWTHPass
Ayes: ,43 L:ucimmitrnt[icats) Carono, tiort, Saloon Buarevand Dem t I
9C0712010 Sigoed by The Mayor Office of die City
cIaik
12 Once ot the Uitycteri: 0010 :72010 Signe:1mnd Mated
by City Clerk
12 Office of the City Money 87/M2010 Reviezredand
Approved
NetH LA I tC[11,/3 MLELIY LAW
coor malt Fagea
Aldred on lint/Nil
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City of Miami, Agenua, and Meeting Management System Requirements RFP No. 472340
Text of L islative Fite 04-0120B
A !RESOLUTION OF THEMI AMI CITY COMM ISS parA ATTACHMENT(S), DENYING THEAPPEALBY
MORNIMSIDECIVIC ASSOCIATION, INC. AND !ROD ALONSO;RON STEBBINS., SCOTT CRAWFORD AND
ELVIS CRUZ; AFFERMINGTHE DECIS ION OF THE ZONING BOARD, THEREBYAPPROVINGTHE CLASS II,
SPEC I ALP ERMI T APPL !CATION NO. 0340 03, ISSUED BYTHE PLANNI,NGDIRECTOR ON JULY21, 2004,TO
ALLOWNEWOONSTRUCTION, SUBJECT TO THEMOD IFICATIONS AS. AREPiROMED HEREI,N, LOCATED
AT APPROXIMATELY-5101 BISCAYNEBOULEVARD,MIAL41, FLORIDA.
WHEREAS, an appeal cif the Zoning Board deckion ofOctober 4, 2004, Which denied the appeal challenging
the issuance of the Clam II Spetial Permit a nd g ranted theaass I I Special ,Perrnitforth eproposed:proect to be
butht101 Biscayne Boulevard, Miami', Ronda, filed by the .MarningaideCivio Association, Inc and Rad Norma,
,Ron Stebbirs, Scott Crawford and Elvis Cruz; and
WHEREAS, the Orty Commkalan, a .5m-careful considera Jinn of this matter, including, legal argurrientof counsel
%Title !respective parties, and the eVidence presented at theZoning Board, finds theapplication for Class II Special
Perrnit does meetthe applicable irequirements i1 Zoning Ord Inmate Na 11000, as amen dad rZoning Ordinance%
and dew it a dvisable a nd in the be4 interest ftheg enerel welf,are ftil e City Offollarril a rid its inhabit,' anis to deny
the appeal and affirm, subject to certain corxiitons a rid modificationsproslded herein, thedecision of th Zoning
Board and the Planning !Directorand deny the appeal &Class I I Special Permit asheraineffer set faith; and
WHEREAS, the City Commission has made mrtain mitten findings and determinations based o:n the
proVisions of§1305 of theZoning Ordinance, which provide, 1n part, that conditional apprivals may bemadewh en
certain conditions arerequired in orderforspecial permitsta bath und in compliance With all applicable criteria , and
they have been ,used to eppmve, the Glass II Specie !Perot farthis new con Struction, suited to the cordillera and
safeguards setforth in Septkin 1305 of the Zoning Ord inance.;
NOW, 711E.REFORE, BE IT RESOLVE.DBY THECOMMISSIONOF TFiE rryoF MIAMI, !FLORIDA
ae„.ottp4„, The Teaitak and find contained in the Preanibileto this Resrilution are adopted by referenceand
inixuporafed a sif fully set forth in this Section
Avg:19,02,, The detkion oftheZonlng Board t,o cle:ny the appeal byMominikideCNic Association, Inc. ond
Rod Aionso Ron Stehbine Scott Cra Ward and Elvis Cruz, of Clam I I Speciel Permit appllcafionfle. 03-0309es ued
by the Planning !Dire -dorm lily 21, 2004, to alkiw ;new construction for the pi tiieityloosteri atmtay5101
'Biscayne Boulevard, Mierni, Flo, ;rick, vs legally d,...oriberl in attached m:ExhitriitA,'Is affirmed , and to allow the Class II
Special Pennith Wm Fad and approved; protkling• howeve r, it is subject to the mad Neatens, co nrfrtkans and
sa fegutii setforth herein.
aection,3x Section 1305 of theZoning Ordinance, asit elcisted in 2003 When this application was filed. forth is
Class II Spedal 1,7:enTrit forth liairE0i, to be located a 0101 Biscayne Boulevard , a s proposed by the Applican tare
arnong theapplicebleregtilationsforthis Palled. The City Osmoisgon talesnofice of theproVisions §1305in
their consideration ofthis appeal based on therecard recelited from theaning !Board (this decision is based upon
the irecord train theZoning Board a.rid %merit& ohu mei). The.C40ornrriission takes natice of the folloWing
sections of Meaning Ordinanceas exkted in 2003:
(Ord. No. 108E3,
Conskl erationsg einerally; standards, findin gs a nd detemiinations required.
As a pp mpriate th e ature fthe special permitinvolved nd thepatimila circum-Aancesof the case, the
fallowing considerakris and standanis shall apply generally, in adAition to any other standaidaand requirement
set forth concerning thedass or kind of pewit being considered. City agent, agencies, cubes rds charged with
decisions concerning spade] pemits shell ma c r cause to be made, written findingsa nd determinatiors
concerning such of the following metiers as are appricable In the case , shall fe Sect such conAd eration s a od
standards specifically in the reooni, and shell he ed by suet' considerations and
R4 Prirnaa on :MAIM
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City of Miami,
Agenda, and Meeting Management System Requirements RFF No. 472340
staaclats.in theirderielana MS tO issuance of pernih, with arwithout canittiorm end safeguards orderr
applications.
1305.1., Ingress and egress.
Review fora d equecy Shell be given ta ingess and egress to tlh aproperty Br struclure and t.l.zP• thereon with
pa rticularrefere•noeto gut motive and pedestfian safety end convenience, baffle flow and contra and acoSin
case of fire orotherernergency.
1 305.2. gystmetparking and loading.
Review tbraciec uscy shall be given to oflateAparking and loading facifiti as related to adjace ntstreets, with
particularreference to automuive and peciestian safely and convenience, internal traffic flows nd control,
arrangement in relation term:own caseof fire or atheremergeroy, and screening and la:ndscaping.
1305.3. Refusea.nd service execs.
Review foradequscy Shall begiven thelocation, scale, design, and sareeningefrefuse and seri:imams; tothe
mannerin which l'efuseis to ha stored ; and tottakgamegand timing ofrafisecollention arid deliveries stdpmenis,
arotherserviceactivilles, es such Matters relate to the locatiori a nd nature ciftreeson adjoining properties and tote
location and character/a f adjoining public ways
1 305.4. •tigria mrodliglitire . .
Review fbradecfusoyzham begiven thentiniber, size, diens afar, location, and Oriente-fon of proposed signs, and
of proposed Eglifing forst mend paernees' , With partotilarrefer-enceta trafflosafety tare, a d corripatibility and
• ,
harmony Mth adjoining end nearbYprcipertY and tbecharacterof thee*. • , ,;
1 305.5.'Utilities.
, • ,
Revlew foraclequacy shall be giVen id required, with parlicularreferenceteavallability and caPadty of
SyStaritS, location ofoonn potions, anal potentially a &arse Si:spr-amma arotheradverse effects on adjoining and
nearby property an d theaharacter of the area. ' '" • .
1 305.6. !Drain% " •-
Review foreideqbacy Shell b e given to'provision fordrattail% With partiodlarreferanteteeffect onadjoining and
nearby pripertiet ordain general drain rage. SySterns rtri Meares . Where Majordratinageyalurnie appearlik4 Cod
capacity ofavallable systems is found Imaginal or inadequate, consideration' shell be given to passibilitli for
rechargeof roundwatersu poly an theproperty, temporary irstention With gradual diwheige, oratherreme del
1 305.7. ;Preservation afnatural feettnes.
Review farappropriatens shell ibegiven proVelon for the presepeiton ore:misting vegetation and gedlogical
fea tureswdienever possible
Control of'polarrtiallyadoemeeffect generally.
In addition tate Tetitamihaf MetalP Aetna, find:Meted above, as eponym: tete the. partioulerdass firkin of special
parmit and" the circ urretanc afthe pa diculaicase, review forappnapilateneasahall 134 giventapotentially ctverse
effects generaly pri adjairing ind nearby prpeedies. Me area the neighborhood"; or the city, oftfieuSe Mr occupancy
as. !proposed, aritelocatkii...borstructon, dmign, Character, Scale or manner of opefatian. Where spah !potentialy
adverse effecfrare founakaansideratonshal begiven tospeciel remedial measures.' appro-priate in the parficUer
circumstances oftheresainCluding screening orbutaing, land-Scaping, mire] of mannerorthatte of cPer.aticm,
alteration of proposed d-.;tn orconAruction of bawng5, relocation fproposed open soaoecralteraSan of use of
etchspace, orsuch othenmeasures as are required t.o. assure th sudi :potential adverse effects will be eBniinated
or rain icited te the maximum 0:dart reaSonsbly feasible andthat the i..eaciciiccupency will be Ontripalble and
harmoniout With otherdevalopment in thee ma ta. a degree Whitt wH avoid" SE istrifisi deceleration of the valueof
nee
The agent, agency, orbodyofthe city designated by this zoning ordnanceas having resporebility forissuanceor
denial of each trf the ciceses especial pennitsset out In this article 1 3 shall ha ve authority toattach tothegrant c4
any suah special pemit su eh conditbnsand safeguards as may ben ecessaly forthepurpases of the zoning
ordinance. in the partkularcase
The City Commis...4km alsotakes notice oft '9073 .1 a nd t 907.3.2 of Zoning Ordinance 1 1000 as it existed in 2003
as fo Bows:
307.3 ..Selbacle and ileigtris mgarcang a buting lots.
S07.3.1 . Rule =caning sethaeks whereabutting lots h aved riffeentzonin designations. In - the tlipeof case. the
MOM rest -lams condition appliesto all development an both Sid of the. di4rici bounden"
yrMJ
PageS
Parnild. on flt14/Oft
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{
City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340
ar
907.3:.. Ruconcerning heightof buldingsabutting residential! district. Wheradistricts aIIo ing building heights
over forty (40I)feetabut residential distractsonthe rear, such a dditirsti beightsh all set became (1)foot in the
horizontal for every t(2)addttionalfeetinthevertical dimens"io-n.
,gegiog,41, :Based upon the applicable pleVi neat Zoning Ordinance `I 1000 n effect in 2003 discussed byte
COLITISel fartheApplicantr Developerandfcrtheor.final;AppellantinalusiveoftheNo:rningskle As lation,.
Inc. and .furtherbasedo.nthe record distributed to -the Oily Commission for this appellate hearing inconjunction with
argLaments ofcounsel for the respective pa idenfrfredstove the following findings offast and deta min granssat
farttrbeioware imacieby the Oily Car sion With respect to the sut ctpro ..
(1) The Zoning Board in its 2004decision referenced in V *Mt Resolution did ncitapplythe correctlawoir
Misapplied thelaw,1.e. did not observe the essential require meats °fie win its 2004decsion, failing to req uire any
setback at ell for the Prnjecton this Property in that, the Properly abuts the MornirngsideNeighborhood, a single
fsm7yresidentaldistrict, therncstreWeise setback was =required under§307.3.2'aaftheZcningOrdinancethen
in effect, orsitems lively,the sAtatt, should have been included fir the Project asrequiredby§B07.3.1:
(?) The Zoning Boa rd in its 2004 decision did not apply the correct 4w„ .e. did nota t>serve the essential
requirernentsoflaw in rts2004decision, in falling tocorsiderthe§ 13t15corsiderstiarsre!tefrveto this Projector! the
Property, .notably iinfalfngtoaddressorcon dertheCosntolofPotentallyAdverseImpactsunder§ 1305.3ofa
ninety (90) foot rkell directly adoce.nt tosin gle: tinily homes; and
(3) On appeal the Ctiy Cumnission ma3 affirm, leverse ormoditethe deerskin of theZoning Board andlin lightof
the foregoing lbea arty Commission denW the B Appeal�6ut mod1f the dec"raon of the ZQrirgrd to require a
thirty-f footheghtOmitfor.intProject asr he:Propesrty..
These findings have.beenansdebythe Gay Obromission t€rapprove.th"rsinsolent, asmodified, with con ditions stated
in this Resolution..
a g This Re lu;t shell be effecikelmrnedaielyupons adoption and signature oftha: Vas,
11
{1 lathe Mayor does not sign tilt Resciution.. it shall tiecomeeffectrve at the end of ten calendsrdaystra m the date
it was passed andadopted. Ifthe Msyorvetoes this Resdiut n, it shall become steam immediately upon mentiade
of the veto by theCm+ion..
Ctryontilaml
Frrracd,cw .ffJP4 erp
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City of Miami, Agenda, and Meeting Management System Require' ents RFP No. 472340
17 APPENDIX C — SAMPLE MAYOR SIGNATURE REPORT
The first and last pages of the Mayor Signature Report are given below. The cover letter for this
report also needs to be generated automatically.
City of Miami
Mayor Signature Report
Meeting Date: October 13, 2011
Ct. HAti
a5.03 Pan ovrerl= Otte
Mul, L3.3133
WYMIT13311VMODETI
Fite IiIusTtber nee 'Enaotmerkt Number
VI-007Se Resialkstibrk
Enaanterit T4a Ft-11-0384
ARESOLUTION, OF THEIMIAMI CITY COMMISSION, WITH ATTACHMENT'tS),
AUTHORIZING 'THE CITY ,MAMGER TO :EIKISCUTEAREVOCABLE LICENSE.
AGREENtarr, IN SUBSTANTIALLY THEATTACHIED FORM , 13ETWEEN THECI-De
OF 'MIAMI ,rCITY'l AND THEIDADE HERITAGETRUST, INC.. AFL
NON-PROFIT CORPORATION el_10341SEE1, FOR THE USE OF APP.ROXIMATELY
1,457 SQUAREFEET OF CITY -OWNED morortv LOCMED AT 190
SOUTHEAST 12 TERRACE, MIAMI. FLORIDA, IFoR THE PURPOSE OF
PROVIDING SAFE FOR LICEN`TT'S OPERATION , COMMENCING FROM THE
EFFECTIVE DATE, WITH THE LICENSEE TO ]RAYAMONTHLYUSE,FEE to THE
C.NTY or iFL5TY iDOLLARS {SEC), !PLUS:STATE OF FLORIDA:USE Vat IF
APFlinAFti WITH ADDITIONAL TERMSAND CONDITIONS.060 MORE
FAFMCLELARLY SET iFORT11 INSAO AGREEMENT .
sign
11-00S41 Resokkktord Ertactrrient No: R-11 5
ARESOLUTION OF THE TWIANA CITY COMMISSION AUTHORIZING FAYII4ia4r TO
C.A. fruTECHANICAL, IN AN AMOUNT NOT TO EICCEED $1:a73,327, FOR
EIVITERGENth'Al CONDMOKAING REFAIRSAT wzitauscrrr OF MIAMI FOUCE
DEPARTMENT FACIUTIES THE =0,000 CONTRACTAMOUNT:
ALLOCATING FUNDS FROM, THE GENERAL FUND, ACCOUNT NO.
00001.1S1601.548000.0000.
Sign, El
met. El
Pages 2-18 are not included
in this rineiirnent.
clEynflitarol:
Paga 1- Or IA- PrIrMICtra II/M2011
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City of Miami, Agentia, and Meeting Management System Requirements RFP No. 472340
File Number Title lEnaotment Number
11410972 iReseitution Eneobnent fte:R41.43419
ARESOLIJ11QN OF THE MIMI! CITie COIMI MON !FA -TENDING THE HOURS OF
SALE FOR ALCOHOLIC BEVERAGES FOR CONSUMPTION ON THE PREASES
OF CHURCHILL'S LevtON CITYOASIS, LOCATED AT 5501iNORTHEAST 2ND
MENUE, MIAMI, FLORIDA, 10 ACCOMODATE THE RUGBY WORLD CUP,ON
OCTOBER 15, 2)11, FROM200 AM TO&OOAM OCTOBER 115, 2111, FROM
300 AM TO 8:00 AM OCTOBER 21, 2011, iFROM200 AM TO 5:00 A.M, AND
OCTOBER 2)11, FROM 3:00 AM. TO 0.00AM, FURSUANT TO CHAPTER
*ARTICLE 11SEOTION 43, ENTITLED 'ALCOHOLIC BEVERAGES/IN
GENERALMOURS DURING WHICH SALES:ALLOWED; EUNDArSALES.7
Sin
1Mayor Tomas Fiegalado Date
Mayor
The 5 Fosters of the rnayne indiostis revise and actien fa the bens
(R-11-0394, R-1140395, IR-1141M9, iR-11-0289, R-11-0393, R-11-0397,
R-11-0400, IR-11-0401, iR-114141Z R-11-0403, R-11-0404. R-1141405,
R-11-0393, 13209, R-11-0407, R-11-0406, R-1141402, R-1143409
R-11-0412, iR-1143410, R-11-0411, R-114)417, R-11-0418, R-11-0419,
R-11-0420, R-11-0421], iR-11-0422, Ft-11-0423, R-11-0424, R-11-042
R-114)42), R-1141427, R-11-0420, R-11-0429, R-11-0420, R-11-0431,
R-11-0432, R11-0433, R-11-0434, 1R-11-043 R-11-0435, iR-11-0437,
R-11-0420, R-11-0439, R-114413, R-11-0414, R-11-0415, iR-11-0418), If
arty item net indicate a detertriinatico to signor vetch the Items:hall he
deemed to take effect ID days from the date ef the City ComrnissionActiort.
ATTEST;
Priscilla A. Thompson Date
City Clerk
Cry Dr Mara
Pogo nor i Mama al, 11.15121711
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City of Miami,
Agenda, and Meeting Management System Require rents
RFP No. 472340
18 APPENDIX D: SIMPLE USE CASE — SUBMITTING AN AGENDA ITEM
1. Department Director or liaison submits an agenda Item for the Commission meeting
a. Item may need to be reworded or additional documentation provide.
2. If item requires budget or Purchasing approval, must be reviewed by budget
3. If the item requires an agreement or contract it must be reviewed and accept by Law
a. LSR is required
b. Negotiations with Vendor
c. Contract ready for Manager's signature.
4. The Department must submit signed template for item requiring signatures from
a. Director
b. Budget/CIP
c. Purchase
d. Risk if needs
e. Operational or Infrastructure Chief Signature ( Alice Bravo/ Cabrera
f. City Manager
5. Item is approved for Commission meeting
6. If legislation require for submission under item 3, Law crafts or writes the legislation for
the item.
7. Legislation is sent for review and acceptance
a. Lawyer crafting legislation
b. Chief Deputy Attorney
c. City Attorney
8. Item is reviewed by Agenda Officer.
a. Review backup documentation
i. Summary form
ii. Bid approvals (if needed)
1. RFP results
2. IFQ Results
iii. Agreements or Contracts (if needed)
iv. Public notice (if needed)
1. Sole Source/Bid waiver of Competitive bidding
2. Public hearing notice
v. Review Legislation
9. Agenda is proofed for submission and printing
10. Agenda is printed, published on web and distributed to City Offices. (5 Business days)
11. Agenda item -
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� d
Agenda, and Meeting Management System Requirements RFP No. 472340
19 APPENDIX E: SUMMARY SHEET AND FACT SHEETS
Sample Summary Sheet
rya
•
a.�
Date: 12%12/11
AGENDA ITEM SUMMARY FORM
FILEID: 9l_011%
Requesting Department: CiP
'Commission MeetingDate: 1/12/12 Distriet(s) Impacted: All
Type: Resolution ❑ Ordinance ® Emergency Ordinance ® Discussion Item ❑ Other
Subject: Resolution to approve Amendment No. I to the Professional Services Agreements with A&P
Consulting Transportation Engineers, Corp., ADA Engineering, Inc., and the Corradino Group, Inc., for
the provision of Miscellaneous Construction Engineering and Inspection Services.
Purpose of Item:
To authorize an increase to the Professional Services Agreements. (Agreements) with A&P Consulting
Transportation Engineers, Corp., ADA Engineering, Inc., and the Corradino Group, Inc,, for the provision of
Construction Engineering and Inspection Services, in an amount not to exceed $500,000, thereby increasing
the total contract amount for each firm from $500,000, to an amount not to exceed $1,000,000. Further
authorizing the City Manager to execute Amendment No, 1 to the Agreements with each firm, •
Law Department
Matter ID No.
Background Information:
•
On May 24, 2011, pursuant to Request for ,Qualifications No. 09-10-016, the City of Miami ("City")'executed
Professional Services Agreements ("Agreements") with A&P Consulting Transportation' Engineers, Corp.,
ADA Engineering, Inc., and the Corradino Group, Inc., for the provision of Miscellaneous Construction
Engineering and Inspection Services in an amount not to exceed $500,000.
The original- expenditure limits of $500,000 per firm has diminished by varied but significant amounts based
on the volume of work assigned to each firm and the complexity of the projects assigned. •
The current 'remaining contract balance is not sufficient to cover the costs anticipated for various ongoing
projects such as Mary Brickell. Village Drainage Improvements, Downtown Streetscape (west portion) and
multiple Miami River Greenway Projects.
It is therefore -necessary to enter into Amendment No. 1 with each firm, increasing the agreements by
$500,000, from $500,000 to a final not to exceed amount of S1,000,000.
Budget Impact Analysis
NO Is this item related to revenue? •
YES Is this item an expenditure? If so, please identify funding source below. •
General Account No:
Special Revenue Account No:
CIP Project No: Various
NO Is this item funded by homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
° Maintenance Cost:
Total Fiscal Impact: '
Mal Approvals
(SIGN AND DATE)
CIF' • • N/A Budget
Magi's n".._IL41:0111tRa.
Grants/A Risk Management
Dept. Director
hief
2-Z2 1( City Manager
Page lofl
• af�pa
N/A
A
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City of Miami,
Sample Fact Sheet
File ID.:
Title:
Location:
Applicantis):
Zoning:
Purpose:
FinciiIng(s):
1Planning and.Zoning
Department
Recommendation:
Analysis:
Planning, Zoning and
Appeals Board:
Note(s):
City COMMiSS1 0111
Agenda, and Meeting Management System RequtreMents RFP No. 472340
CITY COMM/SSION
FACT SHEET
1G-11:1096eno
PZ.1
A RESOLUTION OF THE. MIAMI OF THE MIAMI CITY COMMISSION, WITH
ATTACHMENT(S), APPROVING A !MODIFICATION TO A DECLARATION
OF RESTRICTIVE COVENANTS DATED .MARCH .31„ 1997 AND
RECORDED IN OFFICIAL RECORDS BOOK 17604, PAGES 3735-3770 OF
THE PUBLIC !RECORDS OF MIAMI-DADE COUNTY, FLORIDA, FOR THE
PROPERTY LOCATED AT APPROXIMATELY 1900 BRICKELL AVENUE,
MIAMI„ FLORIDA..
Approximately 1900 iBrickell Avenue [Commissioner Marc David Sarnaff -
District 2]
Carlos J. Gimenez, Esquire, cm behalf of
Dr. •Jorge Suarez -Menendez, Owner
121 Alhambra Plaza, 102' Floor
Coral Gables, FL 33134
(305) 282-4433
T5-R Urban Center Zone (Miami 21)
R-3 Multifamily MediUm-Density Residential {Ordnance 11000)
This proposed modification WEI amend certain restrictions to the existing
covenant.
Approval with conditions.
See supporting documentation.
Recommends approval with conditions on January 19, 2611 by.a vote of 9-0.
See Exhibit "1for conditions.
Deferred on March 24, 2011, May 26, 2011 and Juty 28, 2011.
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City of Miami,
Agenda, and Meeting Management System Requiredients RFP No. 472340
20 APPENDIX F: SAMPLE AGENDA
[Meeting
Tate and
[Name of
City of Miami
City Hail
3500 Pan American Drive
Miami, FL 33133
www.miamigov. COM
Meeting Agenda
Thursday, April 12, 20/2
9:00 AM
REGULAR
DRAFT
City Hail Commission Chambers
City Commission
Tomas Regalado, Mayor
Francis Suarez, Chairman
Marc David Samok Vice -Chairman
Wifrerlo {Willy) Gam Commissioner District One
Frank Caiorkf, Commissioner Disnrict Three
MkhelfeSpence-Jones, Commissioner Markt Five
Johnny Marline; City Manager
Julie a Bro., Ciiy Attorney
Priscilla A. Thompson, Cy Clerk
Location
Names of
the
of
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City Commission
Meeting Agorida April 12.2012
ANY PERSON WHO ACTS AS A LOBBYIST PURSUANT TO CITY OF MIAMI ORDINANCE NO.
11469, CODIFIED IN CHAPTER 2, ARTICLE VI OF THE 'CITY CODE, MUST REGISTER WITH THE
CITY CLERK, PRIOR TO ENGAGING IN LOBBYING ACTIVITIES BEFORE CITY STAFF, BOARDS
AND COMMITTEES AND THE CITY COMMISSION. A COPYOF SAID ORDINANCE IS AVAILABLE
IN THE OFFICE OF THE CITY CLERK, •CITY HALL.
ANY PERSON OR ENTITY REQUESTING APPROVAL, RELIEF OR 'OTHER ACTION FROM THE
CITY COMMISSION OR ANY OF rrs BOARDS, AUTHORITIES, AGENCIES, COUNCILS OR
COMMITTEES CONCERNING ANY ISSUE, SHALL DISCLOSE IN iwriniG, AT THE
COMMENCEMENT (OR CONTRIDANCE) OF THE HEARING(S) ON THE ISSUE THE FOLLOWING
INFORMATION:
1. 'WHETHER ANY CONSIDERATION HAS. BEEN PROVIDED OR COMMITTED„ DIRECTLY, OR
ON ITS BEHALF, TO ANY' ENTITY OR PERSON FOR AN .AGREEMENT TO SUPPoDT
WITHHOLD OBJECTION TO THE REQUESTED APPROVAL, RELIEF OR ACM Standard Text
2. TO WHOM THE CONSIDERATION HAS BEEN: PROVIDED OR COMMITTED
a. THE NATURE OF THE CONSIDERATION,.AND That 1S placed on
4. A DESCRIPTION OF WHAT 15 BEING REQUESTED IN 'EXCHANGE. FOR Tlik.
CONSIDERATION.
THE DISCLOSURE FORM WHICH IS AVAILABLE FROM THE CRY CLERK MUST BE READ INTO
THE RECORD BY THE REQUESTING PERSON OR ENTITY PRIOR TO SUBMISSION TO THE
SECRETARY/CLERK OF THE RESPECTIVE BOARD.
PURSUANT TO SECTION 4(g)(5) OF THE CHARTER OF MIAMI1 FLORIDA„ THE MAYOR MAY
VETO CERTAIN 'ITEMS APPROVED BY THE CITY COMMISSION WITHIN TEN CALENDAR DAYS
FOLLOWING THE COMMISSION ACTION. THE COMMISSION MAY, AFTER THE VETO
'OCCURS, OVERRIDE SUCH VETO BY A FOUR -FIFTHS VOTE OF THE COMMISSIONERS THEN
P RESENT,.
ANY PERSON MAKING IMPERTINENT OR SLANDEROUS REMARKS OR WHO BECOMES
BOISTEROUS WHILE ADDRESSING THE COMMISSION, SHALL. BE BARRED FROM FURTHER
AUDIENCE BEFORE THE COMMISSION BY THE PRESIDING OFFICER,UNLESS PERMISSION
TO CONTINUE OR AGAIN ADDRESS THE COMMISSION BE GRANTED BY THE MAJORITY
VOTE OF THE CON/MISSION MEMBERS !PRESENT. NO .CLAPPING, APPLAUDING, HECKLING
OR VERBAL OUTBURSTS IN SUPPORT OR OPPOSITION TO A SPEAKER OR HIS OR HER
REMARKS SHALL BE PERMITTED, NO SIGNS OR PLACARDS SHALL BE ALLOWED IN THE
COMMISSION CHAMBERS.. PERSONS EXITING THE COMMISSION CHAMBER SHALL DO SO
QUIETLY.
THIS PRINTED AGENDA IS DISTRIBUTED AT LEAST !FIVE DAYS BEFORE THE. MEETING, AND
THE MATERIAL IN CONNECTION WITH EACH 'ITEM APPEARING ON THE AGENDA IS
AVAILABLE FOR INSPECTION DURING, BUSINESS HOURS AT THE OFFICE OF THE CITY
CLERK. IN CITY HALL, AT AGENDA OFFICE/MIAMI RIVERSIDE CENTER, OR ON-LINE AT
WWW14 IAMIGOV.COM.
ANY PERSON WHO SEEKS TO ADDRESS THE CITY COMMISSION ON ANY HEM APPEARING
:IN THE. FOLLOWING PORTIONS OF THIS AGENDA: "CONSENT AGENDA; 'PUBLIC
HEARINGS; OR "PUBLIC DISCUSSION" IS INVITED TO, DO SO AND SHALL AS SOON AS
POSSIBLE INFORM THE CITY CLERK OF HISIHER DESIRE TO SPEAK, GIVING THE CITY
OP clidiatut P.?P'
PritrktimaIMMI
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City Commission
Keeling Agenda
April t2..2012
CLERK HISIIIER NAME. ATTHETIMETHE THE I EM IS HEARD, THAT PERSON SHOULD
APPROACH THE MICROPHONE t"itiu w. rr TO BE RECOGNIZED BY THE PRESIDING OFFICER.
x x * * • s x x x rt m x x it s : a x * .x
Formal :action may be taken on any itern discussed or added to this Agenda. .Any person, or
persons, welshing to appeal any decisionn made by the City Commission with respect to any
matter considered: at this meeting or hearing, will require a verbatim record of the proceeding
upon which the appeal is based.. Any person with a disability requiring auxiliary aids and
services for meetings may call the City Clerk's Office, 250 53E1, with` requests at least two
business clays before the meeting date.
* * * * 'Y % t
* .! * 3 k R * * aE' * ,k x *
The City Commission has established :a policy that the lunch' recess will :begin at the
conclusion of deliberations of the agenda item being considered at Noon; further,
Commissionmeetings. shall adjourn (a) at the conclusion of deliberation of :the agenda item
being considered at 10 00 p.m., unless the time is extended by unanimous :agreement of .the
members of the City Commission` then present or lb) at the conclusion of the regularly.
scheduled agenda, whichever occurs first. This rule does not apply when the City
Commission is engaged in its annual budget hearings (Ordinance 12586).
Ciry:c rgrear i
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City:Commission
Ming Agenda April IZ,2012.
CONTENTS
Items ;may be heard in the numbered
sequence or as announced by the Commission
PR - PRESENTATIONS AND PROCLAMATIONS
AM - APPROVING MINUTES
MV - MAYORAL VETOES
CA - CONSENT AGENDA
Item 1 which is comprised of items _Through may be heard
in the number sequence or as announced by the Commission
PH - PUBLIC HEARINGS
SR - SECOND READING ORDINANCES
FR - FIRST READING ORDINANCES
RE - RESOLUTION'S
BC - BOARDS AND COMMITTEES
DI - DISCUSSION ITEIVIS.
MAYOR AND COMMISSIONERS" -ITEMS
M - (MAYOR'S ITEMS
Di - DISTRICT 1 ITEMS
D2 - DISTRICT.2 ITEMS
EX - !DISTRICT 3 ITEMS
134 - !DISTRICT 4 ITEMS
DS - DISTRICT S 'ITEMS
RV 4
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ClIrCourunission
Meeting Agenda April 12, 2E112
9:0CIAA1 INVOCATION AND PLEDGE OF ALLEGIANCE
PRESENTATIONS AND PROCLAMATIONS
APPROVING THE MINUTE OF THE FOLLOWING MEETING:
Regular Meeting of March 8, 2012
END OF APPROVING MINUTES
MAYORAL VETOES
(Pursuant to Section 4()(5) •of the charter of Miami, Florida, Item(s) vetoed by
placed by the city clerk as the frst substantive Rem(s) for the cornmissilon consideration.)
fShall be
$
I S. gld gen) 12
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City Cntskm
Meeting Allem:Li April 12. 2012
CONSENT AGENDA
Unless a member 0 the city -Commission wishes to remove a specific Item from this portion of the
agerida, items CA through CA..(tast number) constitute the Consent Agenda_ These resolutions are
self-explanatory and are not expected to -require addftionalireView or discussion_ " -
recorded as individually numbered resolutions., adopted Unanimously by -the followStandard Text that
"...that the Consent Agenda comprised of items CA.1 through CA.(rast number) be adopted...*
The Presiding Officer or City Clerk shall state the folrowing: "'Before the vote on adopting items
included in the ConsentAgenda is taken, is there anyone present who is an objector or proponent that
wishes to speak on .any item in the ConsentAgenda. Hearing none, the vote on the adoption of the
Consent Agenda will now betaken_
CA.1
1.2-013.2513
Dgpartmen. . fPalict
CA.2
12-00259
Department of Falco
RESOLUTION
A RESOLUTION OF THE MIAMI -CITY ,COMMISSION, WITH
ATFACHMENT(S), AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE LEASE AGREEMENT, IN SUBSTANTIALLY THE
ATTACHED FORM, BETNEEN THE CITY OF MIAMI! AND MIAMI-DADE
COUNT(FORME NORTH DISTRICT POLICE STATION LOCATED AT
1000 NORTHWEST 162ND STREET, MIAMI, FLORIDA331.27, TO COMPLY
WITH THE FEDERAL EMERGENCY NLANAGEMENTAGENCYS CFENIA")
GRANT CONDITIONS OF 1EXECUTING A MODEL ACKNOWLEDGEMEINFF
OF CONDITIONS FOR 1MITIGATION OF PROPERTY IN A SPECIAL FLOOD
HAZARD AREMNITH FEW GRANT FUNDS, IN SUBSTANTIALLY THE
ATTACHED FORM.
RESOLUTION
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH
ATTACHMENT(S), AUTHORIZING THE CIT( MANAGER TO ACCEPT.AN
ASSIGNMENT OF A PROFESSIONAL SERVICES AGREEMENT, IN
SUBSTANTIALLY THE ATTACHED FORM, FROM JAMES DEL VALLE TO
JEW FORENSIC SERVICES INC., AMENDING THE ORIGINAL
PROFESSIONALSERVICES AGREEMENT DATED JUNE 13, 20
CA3 RESOLUTION
12-00260 A:RESOLUTION OF THE MIAMI CM COMMISSION. ACCEPTING THE
BIDS RECEIVED FEBRUARY 7, 2012 PURSUANT TO INVITATION FOR
Dthnntof BID Na 290252, FROM VARIOUS RESPONSIVEAND RESPONSIBLE
litrehas* BIDDERS, FOR THE SOUTHEAST :FLORIDA GOVERNMENTAL
PURCHASING COOPERATIVE FOR THE PURCHASE OF AUTOMOTIVE
OILS, LUBRICANTS AND GREASES,. iON AN AS NEEDED CONTRACTUAL
BASIS, FOR AN INITIAL 'CONTRACT PERIODOF ONE (1) VOA, WITH
THE OPTION TO RENEW FOR THREE(3) ;ADDITIONAL ONE-YEAR
PERIODS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF
FUNDS FROM THE USER DEPARTMENTS AND AGENCIES, SUBJECT TO
THE AVAILABILITY OF FUNDS AND !BUDGETARY APPROVAL AT THE
TIME OF NEED; AUTHORIZING ADDITIONAL SUPPLIERS TO THE
CONTRACTAS DEEMED IN THE BEST INTEREST OF THE CITY OF
MIAML
9%fiatut
Pgsv • .:',PrinValextra17,1012
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City of Miami, Agitida, and Meeting Management System Requirents RFP No. 472340
City Commission
Meeting Agenda April 12, 2 i2
CAS RESOLUTION
A RESOLUTION OF THE MIIAMI CITY COMMISSION, WITH
ATTACHMENT(S), GODESIG`NATING SOUTHWEST25TH AVENUE FROM
COS WAYMOLITHWEST22NDSTFEErTOSOLTIHi ES1': 7TH
STREET, I IAML FL RIDA, AS TEC MARIUS L. RF EROAVENIUE;"
FURTHER DIRECTING THE CITY MANAGER TO INSTRUCT THE
DIRECTOR OF PUBLIC WORKS TO TRA ISMITA DOPY OF THIS
RESOLUTION TO THE HEREIN DESI GNA1 ED !OFFICES.
12-00290
Sponsors of
the item
Tt cnn1r1 hp
SPONSORS: HONORABLE MAYOR TOMAS REGALADO
CRALRMAN FRANCIS S.UAREZ
END O.F CONSENT AGENDA
rafaOJIi V7d1:l
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City of Miami, Agettaa, and Meeting Management System Requirements RFP No. 472340
City COMIlliSSi011
Meeting Agenda April 12. 2012
PIL1
12-00262
Department of Public
FciIii
PUBLIC HEARING
RESOLUTION
A ,RESOLUTION OF THE MIAMI CITY COMMISSION, 7fAIITH
ATTACHMENT(S)„ AUTHORIZING THE CITY MANAGER TO EXECUTE A '
GRANT OF EASEMENT, IN SLIBSTANTLALLY THE ATTACHED FORK TO
FLORIDA, POWER AND .LIGHT COMPANY A FOR -PROFIT !FLORIDA
CORPORATION, FOR A PERPETUAL, NON7-ExcLustvE iEASEMENT OF
AN APPROXIMATELY TEN (10) FOOT WIDE STRIP OF CITY OF MIAMI
(CEW) OWNED PROPERTY LOCATED AT 1415 SOUTHWEST 32
AVENUE, MIAMI, FLORIDA (ALSO KNOWN AS !CORAL GATE PARK), AS
MORE PARTICULARLY DESCRIBED IN EXHISIVA7, ATIACHED AND
INCORPORATED, FOR THE!CONSTRUCTION, OPERATION AND
MAINTENANCE OF ELECTRIC UTILITY FACILITIES, WITH THE !RIGHT TO
RECONSTRUCT,. IMPRO'VE, ADD TO, ENLARGE„ CHANGE .AND REMOVE
ALL OR ANY OF THE FACILMES AND FOR NO OTHER FACILITIES"
INSTALLATIONS UNLESS SPECIFICALLY REQUESTED BY THE CITY,
WITHIN SAID EASEMENT.
END OF PUBLIC HEARNG
aryl/loud PRE o'.9'
..Ptiralana 22MIJI
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City of Miami, Agenda, and Meeting Management System Regnir : tints RFP No. 472340
City'ConunIs ion
Meeting Agenda Aped 12, 201:2
ORDINANCES -SECOND READING
Note Any proposed! :ordinkan • lisp as an iterofor second realm En 61mis section may be adopted
as are emergency measure tipon being determined by the City Commission.
S RA
12-110256
Office of the Icy
Amy
History of
the item
ORDINANCE • SECOND READING
AN ORDINANCE OF THE MIAMI CFTC' COMMISSION AMENDING
CHAPTER 101: ARTICLE IV OP THE CODE OF THE CITY OF MFAh+II,.
FLORIDA, AS AMENDED, ENTITLED "BUILDINGS/REGISTRATION OF
VACANT„ BU(31 TED, UNSE LJRED OR ABANDONED STRUCTURES",
MORE PARTICULARLY BY AMENDING SECTION 1 6, ENTITLED
'ENFORCEMENT, AUTHORIZING LEVY ACOLLECTION: OF SPECIAL
ASSESSMENT: LIEN ; AND PROVIDING FOR THE ENFORCEMENT
THEREOF; CONTAINING A SEVERABILITY CLAUSE AND PROVIDING
FOR AN IMMEDIATE EFFECTIVE DATE
DATE:
MOVER:
SECONDER;
VOTE:
ACTION
INIARCI-I,22„ .2012
COMMISSIONER. SP"ENCE-JONES
COMMISSIONER ci,apt LO
AYE.S.:5-COMMilSSIOr COMMISSIONERIS) GORT,SARNOFF,
CAROLI.0, SUAREZAN SPENCE-JONES
PASSED ON FIRST READING -PASSED
Piqgg
:fA
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City of Miami, Agenua, and Meeting Management System RequireMents RFP No. 472340
City Commission
Meeting Agenda April 12, 2012
SR1 ORDINANCE SECOND IREADING
124)010 AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING
CHAPTER 10LARTICIE ,OF THE CODE OF THE CITY. OF MM.
Memagtes Wee. FLORIDA, AS AMENDEDENTITLED 'BUILDINGS/REGISTRATION OF
VACANT, BLIGHTED, UNSECURED OR ABANDONED STRUCTURES",
MORE PARTICULMLY BYdAMENDING SECTION 111163 ENTITLED
"RESPONSIBILITIES OF OWNERS OF VACANT, BLIGHTER
UNSECURED OR ABANDONED STRUCTURES!, TO ADD META=
-COVERINGS TO THE LIST OF 1MATERIALS USED TO SECURE
BLIGHTED, UNSECURED OR ABANDONED STRUCTURES; AND
PROVIDING FORTHE ENFORCEMENT THEREOF; CONTAINING A
SEVERABILITY CLAUSE AND PROVIDING FOR.AN IMMEDIATE
EFFECTIVE DATE
History of
the item
DATE:
MOVER:
SECONDER:
VOTE:
ACTION:
FEBRUARY 23, 2012
COMMISSIONER GORT
COMMISSIONER SPENCE-JONES
AYES: 4 - rommlssxmcrgs) &QRT, SARNOFF,
SUAREZ AND SPENCE-JONES
ABSENT: 1 - COMMISSIONER(S) CAROLLO
PASSED ON FIRST READING —PASSED
DATE: MARCH 8, 2012:
MOVER: COMMISSIONER CAROLLO
SECONDER: COMMISSIONER GORT
VOTE: AYES: 5 - COMMISSIONER[S) GORT, SARNOFF,
CAROLLO, SUAREZ AND SPENCE-JONES
ACTION: CONTINUED —PASSED
END OF ORDINANCES - SECOND READINGS
.CV•tiariami Pozg
Pitirkdonglii14,0,2
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City of Miami, Agenda, and Meeting Management System Requir 'tents RFP No. 472340
City :Cornmission
Meeting Agenda April 12, 2Wt
ORDINANCES - FIRST READING
Note: Any proposed ordnance listed as an item for first reading in this section mayadopted
emergency measure upon being so determined by the City Commission_
FR.1
11-00567
Manageeg Office
ORDINANCE
TO BE WITHDRAWN BY THE ADNINFSTRATION
Ati ORDNANCE OF THE MIAMI CITY COMMISSION AMENDING
CHAPTER 39/ARTICLE B OF THE CODE OF THE UNICE MLAMI,
FLORIDA, AS AMENDED, ENTITLED "PEDDLERS AND 1MNERANT
VENDORSISIDEWALK AND STREET VENDORS", TO ELIMINATE
SIDEWALK AND STREb VENDING WITHIN THE MAMI ARENA;
PROHIBITING VENDING IN THE BISCAYNE BOULEVARD SPECIAL
VENDING DISTRICTS AND TO ABOLISH THE LOTTERY SYSTEM AS A.
MEANS OF ASSIGNINGVENDOM TO SPECIFIC VENDING ZONES
CONTAINING A,.SEVERABILITY CLAUSE AND PROVIDING AN EL-17 ECTIVE
DATE.
• an,
DATE;
MOVER:
SECONDER:
VOTE:
ACTION:
DATE:
MOVER:
SECON DER:
VOTE:
ACTION:
JULY 14, 2011
COMMISSIONER SARNOFF
VICE CHAIR CAROM()
AYES: 4 - COMMISSIONER(S) GoRT, SARNOFF,
CAROLLO AND DUNN II
ABSENT: 1 COMMISSIONERIS) SUAREZ
DEFERRED —PASSED
.FIRST READING
OCTOBER 13, 2011
COMMISSIONER SUAREZ
VICE CHAIR CAROLLO
AYES: 4 - COMMISSIONER(S) GORT, SARNOFF,
CAROLLO AND SUAREZ
ABSENT: COMMISSIONER(S) SPENCE-jONES
INDEFINITELY DEFERRED --PASSED
00'seloUgli
Pop 12 Pyfroa MVO'
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City of Miami,
Ageo,ta, and Meeting Management System Requirentmts RFP No, 472340
City ,COMITil5Sioll
Meeting Agenda April 12. 2012
FR.2 ORDINANCE FIRST READING
12-00240 AN ORDINANCE OF THE MIAMI crry COMMISSION AMENDING
CHAPTER 2/ARTICLE IX OF THE CODE OFTHE CITY OF MIAMI,
Distort:trent of blic FLORIDA, AS AMENDED, ENTITLED "ADMINISTRATIoNicn-Y-OWNED
Facilities PROPERTY, MORE PARTICULARLY BY CREATING SECTION 2-779,
ENTITLED 'SIGNS ON CITY -OWNED PROPERTY,' TO PERMIT THE
PLACEMENT OF OUTDOOR ADVERTISING SIGNS OW CITY OF MIAMI
OWNED PROPERPi, SUBJECT TO TH E APPROVAL OF THE CM'
MANAGER AND THE DIRECTOR OF PLANNING AND ZONING;
CONTAINING A SEVERABILITY CLAUSE AND PROVIDING FOR AN
EFFECTIVE DATE.
DATE: MARCH 8, 2012
MOVER: COMMISSIONER CAROLLO
SECONDER: COMMISSIONER GORT
VOTE: AYES: 5 - COMMISS !OREM) GORT, SARNOFF„
CAROLLO, SUAREZ AND SPENCEJONES
ACTION: CONTINUED —PASSED
FR.3 ORDINANCE FIRST READING
12-003AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING
30
CHAPTER .54I/ARTICLE 1 OF THE CODE OF THE CITY OF MIAMI,
Department of FLORIDA, ,ASAMENDED„IE.NTITLED "STREETS AND SIDEVVALKSIIN
Off -Street Parking GENERALIPLACING. SIGNS ON ANY PORTION OF PUBLIC
RIGHT-OF-WAY, STREET OR SIDEWALK SURFACE', MORE
PARTICULARLY BY AMENDING SECTION .54-9„1BYADDING SECTION (F),
TO PERMIT THE PLACEMENT OF SIGNS ]OR ADVERTISING ON CITY OF
1%111AMI, OR.AN AGENCY OF THE CITY OF MIAMI, ,OWNED FACILITIES OR
FIXTURES LOCATED WITHIN THE RIGHT-OF-WAY: CONTAINING A
SEVERABILITif CLAUSE AND PROVIDING FOR AN EFFECTIVE: DATE
FR.4 ,ORDINANCE FIRST READING
12-00075 IMPACT FEES
Dp1mrntof
Plannitig
END OF FERST READING ORDINANCES
06P 44fisaini
•,PreVedonn2Mle
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City of Miami,
Ag lida, and Meeting Management System Requirements
RFP No. 472340
•City Gornmissinn
Meeting Agenda Awl 12, 2012
REA
12-00270
Apartment of
Fire-Roscue
RESOLUTIONS'
RESOLUTION
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH
ATTACHMENIT(S) ADDING THE AGENCIES OF THE BROWARD COUNTY
SHERIFFS OFFICE AND11-1E PALM BEACH MUNN SHERIFFS
OFFICE, AS PARTICIPATING.AGENCIES IN THE MIN MI URBAN AREA
SECURITY INMATIVE rUASI") GRANT PROGRAM FISCAL YEAR 2010,
PURSUANT TO RESOLUTION Na 11-04743, ADOPTED NOVEMBER 17,
.2011; AUTHORIZING THE CITY MANAGERTO EXECUTE MEMORANDA
OF AGREEMENTS, IN SUBSTANTIALLY ATTACHED FORM, WM-I THE
PARTIES RESPONSIBILMES IN CONNECTION WITH THE
DEVELOPMENT AND SUPPORT OF THE MI PROJECTADMINISTERED
BYTHE CIIY OF MIAMI DEPARTMENT OF FIRE -RESCUE.
RE2 RESOLUTION
12410263 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH
AITACHMENT(S), ACCEPTING THE BID RECEIVED JANUARY 11, 2012,
DnniofFu1hc PURSUANT TO 'INVITATION FOR BIDS Na 1142-015, FROM SUPERIOR
Ffierksf LANDSCAPING & LAWN SERVICES, INC.., THE LOWEST RESPONSIVE
AND RESPONSIBLE BIDDER, FORTHE PROJECT ENTITLED 13ISCAYNE
BOULEVARD MAINTENANCE CONTRACT, M-0039"„ FORA ONE (1) YEAR
PERIOD IN AN ANNUAL AMOUNT NOT TO EXCEED $301,730; FURTHER
AUTHORIZING FOUR (4) ADDITIONAL OIE: (1) YEAR ;OPTIONS TO
RENEW, IN AN ANNUAL AMOUNTNOT TO EXCEED ,5301,730;
ALLOCATING SAID FUNDS, FROM ACCOUNT NUMBERS
00001.20400.0.534000110 AND 0E1001.201000.53400100, FOR FISCAL
YEAR :2012, WITH FUTURE FISCAL YEAR FUNDING SUBJECT ONLY TO
BUDGETARY APPROVAL; AUTHORIZING THE .CITY MANAGER TO
EXECUTE A CONTRACT, IN SUBSTANTIALLY THE ATTACHED FORM
FOR SAID PROJECT; FURTHER AUTHORIZING THE CITY MANAGER TO
EXECUTE SAID ,OPTIONS TO RENEW SUBJECT TO THE AV'AILABILITY
OF FUNDING AND THE. CONTRACTOR'S PERFORMANCE.
CiorgrA,,EaTAI
Ninmhus 41ZW12
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City of Miami, Agertaa, and Meeting Management System Requireinents RFP Na 472340
G7rEy :Commission
iMeeeng Aggntla Apra 12,. 2012
RE.19
12-00342
Depatlestrit of
Man tk: :tient and
Budget
RESOLUTION
FISCAL YEAR 2010-1 CLOSEOUT BIJDGETADJUSTMENTS.
END OF RESOLUTIONS
applAliatal
Page .4' Priistedpar 30Z1M.17
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City of Miami,
Ag tida, and Meeting Management System Requir ents RFP No. 472340
_
City Commission
Meeting Agenda April 12, 21112
BC.:1
12-002a3
CYriee of the City
aerk
BC2
12-00204
Office fthe city
avk
BC3
12-0331
Offico erihe
an*
BOARDS AND, COMMFFTEES
RESOLUTION
A RESOLUTION OF THE MIA I CITY COMMISSION APPOINTING
CERTAN INDIVIDUALS AS MEMBERS OF THE ARTS AND
ENTERTAINMENT COUNCIL FOR TERMS iDESIGNATED HEREIN.
APPOINTEES -
NOMINATED BY:
Mayor Tames Regale&
Mayor TomasRegatado
Chairman Francis Suarez
RESOLUTION
A RESOLUTION OF THE IMAM' ,CITY -COMMISSION APPOINTING A
CERTAIN INDIVIDUAL AS A MEMBER OF THE BAYFRONT PARK
MANAGEMENTTRUST FOR A TERM AS DESIGNATED HEREIN.
APPOINTEE: NOMINATED BY:
Chairman Frantio Suarez
RESOLUTION
A RESOLUTION OF THE MIMI CITY COMMISSION CONFIRMING THE
ELECTION AND APPOINTMENT OF CERTAIN INDIVIDUALS AS
MEMBERS OF THE CIVIL SERVICE BOARD FOR TERMS AS
DESIGNATED HEREIN.
ELECTED. REPRESENTATIVES: SEATS REPRESENTED:
Sean Moy Seat #1
Christine a Gomez Seat #2
APPOINTEES
NOMINATED BY:
OarnniEssion-At-Lrge
Commission -At -Large
Comnassion-At-Large
Chy
ppag2;:' Printelen .1.akian
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City of Miami, Agehtaa, and Meeting Management System Reduireihents RFP No. 472340
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City of Miami, Ag 'ada, and Meeting Management System Requir ihents RFP No. 472340
City ,CiUTHIVINSitlifis
Meeting Agenda April 12, 21)12
BC,20
12-00308
Office ofthe
add;
RESOLUTION
A RESOLUTION OF THE MIAMI CITY COMMISSION APPOINTING A
CERTAIN INDIVIDUAL AS A MEMBER OF THE WATERFRONT
ADVISORY BOARD FOR A TERM AS DESIGNATED HEREIN.
APPOINTEE: NOMINATED BY:
Chaignan FF211C14 Suarez
END, OF IBOARDS AND COMMITTEES
04,431.fiagni
Age 1$4 Pthtiet I go 1V10.11
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City of Miami, Agerma, and Meeting Management System Requiremcnts RFP No. 472340
City C01116111155100
Meeting Agenda April i 2, 2012
DISCUSSION ITEMS
NOTE: Legislation may result from City Gommissicn consideration of anyCommission DiscusSion
Item.
This porilon of the agenda is separately designated as being available for the purpose of providing
and securing City Commission information, direction, and guidance in significant pending and
concluded matters, including matters not specifically set forth In this section.
11 is anticipated that no input from anyone other than the City personnel is needed or mected while
the City Commission is considering any matter in this portion of the Agenda; accordingty, no member
of the public may address the City Commission during this time.
DIM DISCUSSION ITEM
124)0077 DISCUSSION CONCERNING THE CITY ATTORNEYS PREPARATION
OF VARIOUS RESOLUTIONS FOR CHARTERAMENDMENTS THAT
CHANGE THE DATES OF THE art OF MIAMI'S ELECTIONS TO
COINCIDE WITH COUNTYWIDE ELECTIONS.
DATE: MARCH 1, 2042
ACTION: NOACTION TAKEN
DI.2
12-00297
Department offia
Resources
DATE: MARCII 22, 2012
MOVER:. COMMISSIONER CAROLLO
SECONDER: COMMISSIONER SP.ENCE-JONES
VOTE: AYES: 5 - COMMISSIONER(S) GORT, SARNOFF,
CARO LLO, SUAREZ AND SPENCE-JONES
DEFERRED —PASSED
ACTKIN:
DISCUSSION ITEM
DISCUSSION REGARDING AN.ANALYSIS OF ALL THE POSITIONS
WITHIN EACH CITY DEPARTMENTTO DETERMINE WHICH :POSITIONS
SHOULD BE EXCLUDED FROM THE CLASSIFIED SERVICE AND
INCLUDED IN THE UNCLASSIFIED SERVICE
END OF DISCUSSION ITEMS
ArriNPaqm n1,1010
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to -
City of Miami, Ag iida, and Meeting Management System RequiNnents RFP No. 472340
City Calunissinn
Meeting Agenda April 12, 212
MAYOR A,N D COMM 5SONERS ITEMS
CITYWIDE
HONORABLE MAYOR TOMAS REGALADO
END OF CLTYWIDE rrEms
Ciar4Afirmi
l'4ge Pen.' t*.r1 114=12
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City of Miami,
Agek.aa, and Meeting Management System Requirenzents RFP No. 472340
City Commission
Meeting Agenda Pipri112,.21112
DISTRICT1
COMMISSIONER WIFREDO tWELLY) G
END OF DISTRICT 1
Each Elected
official has a
ctorommini
AV: 34
Perntrdau 1,21,1012
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City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340
21 APPENDIX G: - SAMPLE HEARING NOTICE
CITY OF MIAMI.
NOTICE OF PUBLIC HEARING
Notice to the Public, Subject Property Owner(s) and Owners of Real Estate within 500 Feet
A public hearing will be Feld before the City Commission as follows:
Date: Thursday, April 26,, 2012 Time:2:00 PM Place: City Hall, 3500 Pan American Drive
Petition for:
File 12-00002ac CLOSING, VACATING, ABANDONING AND DISCONTINUING AN ALLEY
ABUTTING THE 3860 SW 40 ST, 3880, 3884 & 3890 BIRD AV, 3025 & 3035 SW 39 AV, 3030 &
3040 SW 38 CT.
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City of Miami, Florida Agenda and Meeting ManagementSvst,_.. RFP No.472340
Appendix B
Price Proposal Schedule
INSTRUCTIONS:
The Proposer's price shall be submitted on this form "Price Proposal Schedule", and in the manner stated
herein. Proposer is requested to fill in the applicable blanks on this form and to make no other marks. If
proposing more than one solution, Proposer must complete one Price Proposal Schedule for each
solution.
1. Total One -Time Costs for Initial Term (Years 1 through 5)
The Proposer shall state its price for providing the Agenda and Meeting Management System as.
stated in Section 3, Scope of Work. The proposed price shall be a not -to -exceed flat rate and shall
include all tasks deemed necessary to provide the system. The proposed price shall include all fees,
including one-time and recurring, and value added options.
Description
Proposed One -Time Cost
Year
1
Year
2
Year
3
Year
4
Year
5
1
System Design
$
$
$
$
$
2
Software (initial cost)
$
$
$
$
$
3
Hardware
$
$
$
$
$
4
Installation/Customization
$
$
$
$
$
5
Data Migration
$
$
$
$
$
6
Infrastructure
$
$
$
$
$
7
Training (including all training
materials)
$
$
$
$
$
8
Implementation/Testing
$
$
$
$
$
9
Maintenance (annual recurring)
$
$
$
$
$
10
Administrative/Technical
Support
$
$
$
$
$
11
Travel Expenses
$
$
$
$
$
12
Other One -Time Costs
Total Price For Each Year
$
$
$
$
$
Total One -Time Cost for Initial Term (Years 1-5)
Total price should be the aggregate price for the five years
listed above.
Notes:
1) The City reserves the right to correct and re -calculate any errors found in Proposer's calculation.
2) Proposer should use a separate paper to itemize any recurring annual and monthly costs for maintenance and
support. Include base and optional features, as well as other issues that impact pricing, The total cost for the
recurring maintenance cost should match row $ above.
3) Proposer should use a separate paper to itemize the anticipated travel expenses necessary for this contract.
The total cost for travel should match row 11 above.
4) Proposer should use a separate paper to itemize all other one-time costs, including, but not limited to:
enhancements, proposes modules, third party software, etc. The total cost for one-time costs should match row 12
above.
2. Option to Renew Years (Two, Five -Year Periods)
1
Miami -Dade County, Florida
Agenda and Meeting Management
RFP No.472340
The Proposer shall state its price below for the cost of maintenance and technical support during the
optional renewal years.
Description
Annual Fee
Total Price for each
5 Year OTR Period
Year 6
Maintenance and
Technical Support
Year 7
Maintenance and Technical Support
Year 8
Maintenance and
Technical Support.
Year 9
Year 10
Year 11
Year 12
Year 13
Year 14
Year 15
Maintenance and Technical Support
Maintenance and
Technical Support
Total Price for First OTR Period (years 6-10)
Maintenance and Technical Support
Maintenance and Technical Support
Maintenance and Technical Support
Maintenance and Technical Support
Maintenance and Technical Support
$
$
Total Price for Second OTR Period (years 11-15)
3. Additional. Services
The Scope of Work outlined herein identifies the work that the selected Proposer shall perform under
the Agreement. To address future City requests for any additional work; modifications, or changes
outside of the scope of work, please provide not -to -exceed hourly rates for personnel who will be
assigned to this contract.
Personnel
Not -To -Exceed Hourly Rates
Project Manager/Lead Person
$
Programmer :
$
$
$
$
$
$
$
$
*Use additional paper if required
Notes:
1.
The rates above in Sections 1 shall be fixed and firm for the initial contract term. The rates for the
option -to -renew years shall be negotiated 90 days prior to the renewal of the contract for each option to
renew period. Any extensions to the Agreement will be at the then current rates.
2. All out-of-pocket expenses, including employee travel, per diem and miscellaneous costs and fees,
should be included in the Proposer's price, as they will not be reimbursed separately by the City. Refer
to CH.112.061 of the Florida Statutes regarding adherence to travel expenses.
3. Sections 1 through 3 will be used to determine the price points for the price criteria as indicated in
Section 5.1, Evaluation Criteria of this Solicitation.
4. Notwithstanding the proposed hourly rates in Sections 3 above, the City reserves the right to negotiate
the not -to -exceed pricing on a project by project basis, at the City's sole discretion.
5. The positions identified in the table above shall be the same as the key positions identified in the
Proposer's proposal. The City expects that the personnel in those positions will be performing the
services.
City of Miami, Florida RFP No. 472340
SAMPLE PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (Agreement) is entered into this — day of
, 2015 (but effective as of ) by and between the City of
Miami, a municipal corporation of the State of Florida ("City") and,
an — corporation ("Contractor").
RECITAL
WHEREAS, the City has issued a Request for Proposal ("RFP") No. 472340 for the
provision of an Agenda and Meeting Management System ("System"), and Contractor's proposal
("Proposal") in response thereto, has been selected as the most qualified proposal for the
provision of the System. The RFP and the Proposal are sometimes referred to herein,
collectively, as the Solicitation Documents, and are by this reference incorporated into and made
a part of this Agreement.
WHEREAS, the order of precedence whenever there is conflicting or inconsistent
language between documents is as follows: (1) Professional Services Agreement with the Scope
of Work and all Exhibits and other relevant Agreements expressly referenced and attached as
Exhibits; (2) Addenda/Addendum to the Request for Proposals; (3) Request for Proposals; and
(4) Contractor's response to the Request for Proposals.
WHEREAS, The Commission of the City of Miami, by Resolution No.
adopted on , 2015, approved the selection of Contractor and authorized the
City Manager to execute an Agreement, under the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and promises herein
contained, Contractor and the City agree as follows:
TERMS
1. RECITALS: The recitals are true and correct and are hereby incorporated into and
made a part of this Agreement.
2. TERM: The term of this Agreement shall be for five (5) years with options for two
(2) additional five (5) year periods commencing on the effective date which shall be when this
Agreement is fully executed.
3. OPTION TO EXTEND: The City shall have one (1) option(s) to extend the term
hereof for a period of one (1) year, subject to availability and appropriation of funds. City
Commission approval shall not be required as long as the total extended term does not exceed
one (1) year.
4. SCOPE OF SERVICES:
A. Contractor agrees to provide the Services as specifically described, and under the
special terms and conditions set forth in Attachment "A" hereto, which by this reference is
incorporated into and made a: part of this Agreement.
B. Contractor represents and warrants to the City that: (i) it possesses all
qualifications, licenses and expertise required under the Solicitation Documents for the
performance of the Services; (ii) it is not delinquent in the payment of any sums due the City,
including payment of permit fees, occupational licenses, etc., nor in the performance of any
obligations to the City; (iii) all personnel assigned to perform the Services are and shall be, at all
times during the term hereof, fully qualified and trainedto perform the tasks assigned to each;
and (iv) the Services will be performed in the manner described in Attachment "A".
5. COMPENSATION:
A. The amount of compensation payable by the City to Contractor shall be based on
the rates and schedules described in Attachment "B" hereto, which by this reference is
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incorporated into this Agreement; provided, however, that in no event shall the amount of
compensation throughout the contract term and renewal options cumulatively exceed $
B. Unless otherwise specifically provided in Attachment "B", payment shall be made
within forty five (45) days after receipt of Contractor's proper invoice, as that term is defined by
the Local Government Prompt Payment Act, Section 218.70, et. seq., Florida Statutes, which
shall be accompanied by sufficient supporting documentation and contain sufficient detail, to
allow a proper audit of expenditures, should City require one to be performed. If Contractor is
entitled to reimbursement of travel expenses (i.e., Attachment "B" includes travel expenses as a
specific item of compensation), then all bills for travel expenses shall be submitted in accordance
with Section 112.061, Florida Statutes.
6. OWNERSHIP OF DOCUMENTS: Contractor understands and agrees that any
information, document, report or any other material whatsoever which is given by the City to
Contractor or whichis otherwise obtained or prepared by Contractor exclusively for the
City pursuant to or under the terms of this Agreement is and shall at all times remain the
property of the City. Contractor retains ownership of any information, documents, reports, or
any other material that was not developed exclusively for the City. Documents created by
Contractor for the City based on a boilerplate document will have joint ownership in that the
custom document will be owned by the City and the boilerplate will be owned by the
Contractor. Contractor agrees not to use any information, document, report or material
produced exclusively for the City for any other purpose whatsoever without the written consent
of City, which may be withheld or conditioned by the City in its sole discretion. The
Contractor will retain ownership of original boilerplate documents not produced exclusively for
the City.
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7. AUDIT AND INSPECTION RIGHTS:
A. The City may, at reasonable times, and for a period of up to three (3) years
following the date of final payment by the City to Contractor under this Agreement, audit, or
cause to be audited, those books and records of Contractor which are related to Contractor's
performance under this Agreement. Contractor agrees to maintain all such books and records at
its principal place of business for a period of three (3) years after final payment is made under
this Agreement. All audits shall be subject to and made in accordance with the provisions of
Section 18-102 of the Code of the City of Miami, Florida, as same may be amended or
supplemented from time to time.
B. 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 or services required to be provided by Contractor under this Agreement conform to the
temms hereof and/or the terms of the Solicitation Documents, if applicable. 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 Section 18-100 and 18-101 of the Code of the City of
Miami, Florida, as same may be amendedor supplemented, from time to time.
8. AWARD OF AGREEMENT: 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 Agreement 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 Agreement.
9. PUBLIC RECORDS: Pursuant to the provisions of § 119.0701 Fla. Stat.
Contractor must comply with the Florida public records laws, specifically the Contractor must:
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A. Keep and maintain public records that ordinarily and necessarily would be required by
the public agency in order to perform the service.
B. Provide the public with access to public records on the same terms and conditions that the
public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as otherwise provided by law.
C. Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
D. Meet all requirements for retaining public records and transfer, at no cost, to the public
agency all public records in possession of the Contractor upon termination of the contract and
destroy any duplicate public records that are exempt or confidential and exempt from public
records disclosure requirements. All records stored electronically must be provided to the public
agency in a format that is compatible with the information technology systems of the public
agency.
10. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Contractor
understands that agreements between private entities and local governments are subject to certain
laws, codes, rules and regulations, including, without limitation, laws pertaining to public
records, conflict of interest, record keeping, etc. City and Contractor agree to comply with and
observe all applicable laws, codes and ordinances as they may be amended from time to time.
11. INDEMNIFICATION: Contractor shall indemnify and hold harmless the City and
its officials, employees and agents (collectively referred to as "Indemnitees") and each of them
from and against all loss, costs, penalties, fines, damages, claims, expenses (including attorney
fees) or liabilities (collectively referred to as "Liabilities") arising out of, resulting from, or in
connection with (i) the performance of the services contemplated by this Agreement when the
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services provided contain professional errors, omission, or negligence on the part of the
Contractor or its employees, agents or subcontractors (collectively referred to as "Contractor") or
(ii) the failure of the Contractor to conform to statutes, ordinances, legal codes, contract
requirements, other regulations of any governmental authority, federal, municipal or state, in
connection with the performance of this Agreement. The Contractor is not responsible to defend
the City in legal actions within the scope of (i) or (ii) above, and shall only indemnify the City in
the situation where: (a) the test submitted by the Contractor under this Agreement is found to be
not in compliance with Civil Service Rules, or with federal or state statutes; (b) any services or
materials furnished by the Contractor under this Agreement is determined to be legally
defective; or (c) the Contractor is found to have committed professional errors, omissions, or
negligence when the claims are adjudicated, and not just alleged. The Contractor shall be liable
and agrees to pay the City's cost of such defense, inclusive of its attorney's fees, if the
circumstances in (a), (b), or (c) above are determined to exist by a court of competent
jurisdiction.
12. DEFAULT: If Contractor fails to comply with any term or condition of this
Agreement, or fails to perform any of its obligations hereunder, then Contractor shall be in
default. Upon the occurrence of a default hereunder the City, in addition to all remedies
available to it by law, may immediately, upon written notice to Contractor, terminate this
Agreement whereupon all payments, advances, or other compensation paid by the City to
Contractor while Contractor was in default shall be immediately returned to the City. Contractor
understands and agrees that termination of this Agreement under this section shall not release
Contractor from any obligation accruing prior to the effective date of termination. Should
Contractor be unable or unwilling to commence to perform the Services within the time provided
or contemplated herein, then, in addition to the foregoing, Contractor shall be liable to the City
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for all expenses incurred by the City in preparation and negotiation of this Agreement, as well as
all costs and expenses incurred by the City in the procurement of the Services, including
consequential and incidental damages.
13. RESOLUTION OF CONTRACT DISPUTES: Contractor understands and agrees
that all disputes between Contractor and the City based upon an alleged violation of the terms of
this Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to
Contractor being entitled to seek judicial relief in connection therewith. In the event that the
amount of compensation hereunder exceeds $25,000, the City Manager's decision shall be
approved or disapproved by the City Commission. Contractor shall not be entitled to seek
judicial relief unless: (i) it has first received City Manager's written decision, approved by the
City Commission if the amount of compensation hereunder exceeds $25,000, or (ii) a period of
sixty (60) days has expired, after submitting to the City Manager a detailed statement of the
dispute, accompanied by all supporting documentation (90 days if City Manager's decision is
subject to City Commission approval); or (iii) City has waived compliance with the procedure
set forth in this section by written instruments, signed by the City Manager.
14. CITY'S TERMINATION RIGHTS:
A. The City shall have the right to terminate this Agreement, in its sole discretion, at
any time, by giving written notice to Contractor at least five (5) business days prior to the
effective date of such termination. In such event, the City shall pay to Contractor compensation
for services rendered and expenses incurred prior to the effective date of termination. In no
event shall the City be liable to Contractor for any additional compensation, other than that
provided herein, or for any consequential or incidental damages.
B. The City shall have the right to terminate this Agreement, without notice to
Contractor, upon the occurrence of an event of default hereunder. In such event, the City shall
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not be obligated to pay any amounts to Contractor and Contractor shall reimburse to the City all
amounts received while Contractor was in default under this Agreement.
15. INSURANCE: Contractor shall, at all times during the term hereof, maintain
insurance coverage and limits of insurance in accordance to Insurance Exhibit C. All such
insurance, including renewals, shall be subject to the approval of the City for adequacy of
protection and evidence of such coverage shall be furnished to the City on Certificates of
Insurance indicating such insurance to be in force and effect and providing that it will not be
canceled during the performance of the services under this contract without thirty (30) calendar
days prior written notice to the City. Completed Certificates of Insurance shall be filed with the
City prior to the performance of services hereunder, provided, however, that Contractor shall at
any time upon request file duplicate copies of the policies of such insurance with the City.
If, in the judgment of the City, prevailing conditions warrant the provision by Contractor
of additional liability insurance coverage or coverage which is different in kind, the City reserves
the right to require the provision by Contractor of an amount of coverage different from the
amounts or kind previously required and shall afford written notice of such change in
requirements thirty (30) days prior to the date on which the requirements shall take effect.
Should the Contractor fail or refuse to satisfy the requirement of changed coverage within thirty
(30) days following the City's written notice, this Contract shall be considered terminated on the
date that the required change in policy coverage would otherwise take effect.
16. NONDISCRIMINATION: Contractor represents and warrants to the City that
Contractor does not and will not engage in discriminatory practices and that there shall be no
discrimination in connection with Contractor's performance under this Agreement on account of
race, color, sex, religion, age, handicap, marital status or national. origin. Contractor further
covenants that no otherwise qualified individual shall, solely by reason of his/her race, color, sex,
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religion, age, handicap, marital status or national origin, be excluded from participation in, be
denied services, or be subject to discrimination under any provision of this Agreement.
17. ASSIGNMENT: This Agreement shall not be assigned by Contractor, in whole or in
part, without the prior written consent of the City's, which may be withheld or conditioned, in
the City's sole discretion.
18. NOTICES: All notices or other communications required under this Agreement shall
be in writing and shall be given by hand -delivery or by registered or certified U.S, Mail, return
receipt requested, addressed to the other party at the address indicated herein or to such other
address as a party may designate by notice given as herein provided. Notice shall be deemed
given on the day on which personally delivered; or, if by mail, on the fifth day after being posted
or the date of actual receipt, whichever is earlier.
TO CONTRACTOR: TO THE CITY:
Daniel J. Alfonso
City Manager
3500 Pan American Drive
Miami, Florida 33133
Victoria Mendez
City Attorney
444 SW 2nd Avenue, 9th Floor
Miami, Florida 33130
Christopher. Rose
Finance Director
City of Miami
444 SW 2nd. Avenue, 6th Floor
Miami, Florida 33130
19, MISCELLANEOUS PROVISIONS:
A. This Agreement shall be construed and enforced according to the laws of the State
of Florida. Venue in all proceedings shall be in Miami -Dade County, Florida and the parties
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agree to the use of this venue. In any civil action or other proceedings between the parties
arising out of the Agreement, each party shall bear its own attorney's fees.
B. Title and paragraph headings are for convenient reference and are not a part of
this Agreement.
C. No waiver or breach of any provision of this Agreement shall constitute a waiver
of any subsequent breach of the same or any other provision hereof, and no waiver shall be
effective unless made in writing.
D. Should any provision, paragraph, sentence, word or phrase contained in this
Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise
unenforceable under the laws of the State of Florida or the City of Miami, such provision,
paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to
conform with such laws, or if not modifiable, then same shall be deemed severable, and in either
event, the remaining terms and provisions of this Agreement shall remain unmodified and in full
force and effect or limitation of its use.
E. This Agreement constitutes the sole and entire agreement between the parties
hereto. No modification or amendment hereto shall be valid unless in writing and executed by
properly authorized representatives of the parties hereto.
20. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties
hereto, their heirs, executors, legalrepresentatives, successors, or assigns.
21. INDEPENDENT CONTRACTOR: Contractor has been procured and is being
engaged to provide services to the City as an independent contractor, and not as an agent or
employee of the City. Accordingly, Contractor shall not attain, nor be entitled to, any rights or
benefits under the Civil Service or. Pension Ordinances of the City, nor any rights generally
afforded classified or unclassified employees. Contractor further understands that Florida
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Workers' Compensation benefits available to employees of the City are not available to
Contractor, and agrees to provide workers' compensation insurance for any employee or agent of
Contractor rendering services to the City under this Agreement.
22. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the
availability of funds and continued authorization for program activities and the Agreement is
subject to amendment or termination due to lack of allocated and available funds, reduction or
discontinuance of funds or change in laws, codes, rules, policies or regulations, upon thirty (30)
days notice.
23. REAFFIRMATION OF REPRESENTATIONS: Contractor hereby reaffirms all of the
representations contained in the Solicitation Documents.
24. ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and
only agreement of the parties relating to the subject matter hereof and correctly set forth the
rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises,
negotiations, or representations not expressly set forth in this Agreement are of no force or
effect.
25. COUNTERPARTS: This Agreement may be executed in two or more counterparts,
each of which shall constitute an original but all of which, when taken together, shall constitute
one and the same agreement.
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IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by
their respective officials thereunto duly authorized, this the day and year above written.
"City"
CITY OF MIAMI, a municipal
ATTEST: corporation
By:
Todd Hannon, City Clerk Daniel J. Alfonso, City Manager
ATTEST:
Print Name:
Title: Company Secretary
"Contractor"
corporation
By:
Print Name:
Title: President
APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
CORRECTNESS: REQUIREMENTS:
Victoria Mendez
City Attorney
Director
Risk Management
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CORPORATE RESOLUTION
WHEREAS, ("Contractor") wishes to enter
into a Professional Services Agreement ("Agreement") with the City of Miami ("City");
WHEREAS, the Board of Directors, at a duly held meeting of the Contractor has
considered the matter in accordance with the By -Laws of the Corporation;
NOW, 'THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS that
this corporation is authorized to enter into the Agreement with the City, and the President and the
Secretary are hereby authorized and directed to execute the Agreement in the name of this
Corporation and to execute any other document and perform any acts in connection therewith as
may be required to accomplish its purpose.
IN WITNESS WHEREOF, this day of , 2015.
, ("Contractor")
An (State) Corporation
Print Name:
(sign)
Corporate Secretary
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By: (s
Print Name:
TITLE:
gn)