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Clear Form e's A..I Aftaohmers THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF _NI IANII Vendor Responsibility Checklist Name of Firm: Complete Consulting Services Group LLC Use the "Upload" button to attach PDF documentation for each section. To delete aftachment(s), use the appropriate Delete Last "Delete" button to the right and then use the "Clear" button for the corresponding attachment box to clear that field. CATEGORY RESPONSE Delete All City Vendor Registration Affirmation YES State of Florida Corporation (Sunbiz) YES D & B NO Pacer N/A Bid/Proposal Bond N/A Upload Clear Upload j Clear I Upload Clear Upload Clear iSupplier Numbe8 20836 CCSG Surrbu.pd[ Use the "Upload'" button to attach PDF documentation for each section. To delete attachment(s), use the appropriate "Delete" button to the right and then use the "Clear" button for the corresponding attachment section to clear that field. Delete Last Delete All PERFORMANCE/REFERENCE CHECKS ATTACHMENTS System of Award Mariagment (SAM) NO Convicted Vendor List NO Debarred Contractors NO Suspended Contractors NO Suspended Vendors -State: NO Upload Clear 13 Upload Clear Upload Clear Upload Scrutinized Companies List: NO Clear Upload Clear I Upload 11 Clear Goocile Search: NO I Upload Clear D'ocA NikA4 �'� DocuSign Envelope ID: 86E2C2A8-497A-4A54-AE82-F92401AE 1837 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CfTY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Arthur Noriega V City Manager uoeaio ned trr: ``ays:csa '- �-� Annle iferez, CPPO, Director Procurement Department Recommendation: DATE: October 25, 2021 SUBJECT. REVISION No. 2 - Award Recommendation for Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals ("RFP") No. 1245391 ENCCLSORES: Based on the findings below, the Department of Procurement ("Procurement") hereby recommends approval for the award of a contract pursuant to Request for Proposals ("RFP") No. 1245391 to the sole responsive and responsible Proposer, Complete Consulting Services Group, LLC ("CCSG"), for the provision of Parking Surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. Proposers were required to meet all minimum qualification requirements established in the RFP in order to be deemed qualified to provide said services. On June 11, 2021, one (1) proposal was received in response to the RFP. Subsequently, the proposal was reviewed by Procurement for responsiveness and was deemed responsive. It is notable to mention that the original Evaluation Committee ("Committee"), comprised of five (5) members, was short by two (2) members one (1) internal and one (1) external; both were unable to attend due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the Proposal. The Committee met on August 10, 2021 and completed the review and evaluation of the proposal. A discussion and examination of the Proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (lap) pc is per Committee member. The final scores are listed below: c, --" r-- I-1 Crt PR 22015 rnr) c • - ti DocuSign Envelope l©: 86E2C2A8-097A-4A54-AE62•F92401AE1837 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Proposer Technical Score (max. 255) Compensation Score (max. 45) Total Combined Score (max. 300) CCSG 244 36 280 The Committee decided not to hold oral presentations, as the Proposal did not require further clarification. Following the evaluation, the Committee recommended that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. Accordingly, the Negotiating Team met with CCSG on August 23, 2021, to negotiate a contract. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, and no adverse findings related to the responsibility of CCSG. Fiscal Impact: The annual fiscal impact for the cost of Parking Surcharge Administration Consultant Services will be $700,000.00 in fees payable to CCSG. These fees are subject to the following conditions: 1. The City will pay an additional Percentage Fee, not to exceed four tenths of one percent (.4%) of total surcharge collections, in any year total surcharge collections exceed $24,000,000; and 2. The annual fees payable to CCSG shall decrease by $100,000 in any year that surcharge collections total less than $15,000,000. The term of the contract for Parking Surcharge Administration Consultant Services is two (2) years with options to renew for three (3) additional one (1) year periods. Procurement hereby recommends award of a contract to CCSG. Your signature below will indicate approval of this recommendation. APPROVED: AP: cj Or_aSignatl oy- 1&f(w.r hhvit y.. Cmtobet 26, 2021 108'59-38 EDT Arthur Noriega V Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA; Director of Finance Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NiGP-CPP, Assistant Director, Procurement PR 2201 fi THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF INIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: Annie Perez, CPPO, Director, Procurement Department/ Chief Procurement Officer DATE: August 12, 2021 SUBJECT: Report of Evaluation Committee for Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals (RFP) No. 1245391 Recommendation: Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Group LLC. ("CCSG"), pursuant to Request for Proposals ("RFP") No. 1245391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1) Proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services, Subsequently, the Proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the proposals, following the guidelines published in the RFP, However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the Proposal. A discussion and examination of the Proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights fora maximum of one hundred (100) points per Committee member, The final scores are listed below: PR2I214 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Proposer Technical Score (max. 255) Compensation Score (max. 45) Total Combined Score (max. 300) CCSG 244 36 280 The Committee decided not to hold oral presentations, as the Proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations, Procurement will further review the Proposal submitted by the recommended Proposer. Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer, In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations: Charles Johnson, Ill, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive Proposal, which detailed how the services could be performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000,00 annually. Negotiations will determine if this is in the best interests of the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheet. APPROVED: Arthur Ncrlega V AP:cj Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR2I214 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. COMPOSITE SCIORES RFP 124539? Parking Surcharge Administratiok Consultant Services EVALUATION OF PRQPOSALS SELECTION PROPOSERS CRITERIA Maxfmurrj Points et Member Max um Total Pofnts 15 members) Proposer and Proposer's Key Personnel's Qualifications, Experience and Past Performance 50 Methodology and Overall Approach to Scope of Services 35 TOTAL TECHNICAL POINTS 85 l'0 _425- 2.S5 CCSG 1 9l'2. Compensation 15 . cis" TOTAL TECHNICAL and COMPENSATION POINTS (Technical & Price rows above) I 100 oc 2 L. 3G RANICIN� Chair arson RQ iewed By PRINT NAME: L-Ati rirr Jail404 .LPL 1' eif612int THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. EVALUATION OF PROPOSALS RFP 1245391 Parking Surcharge Administration Consultant Services Armando Blanco (City of Miami) SELECTION PROPOSERS CRITERIA Maximum Pow. Com CMSicing Sery Grou 5 lete ces LLC _ Proposer and Proposers Key Personnel's Qualifications, Experience and Past Performance i 5o '15 Methodology and Overall Approach to Scope of Services 1 35 HOE 85 35 IYTIffien Y t} TOTAL TECHNICAL POINTS I Proposer's Proposed Compensation 15 TA{ TOTAL TECHNICAL and PRICE POINTS Technical 8 Price rows shovel 1410 4 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. EVALUATION OF PROPOSALS RFP 1245391 Parking Surcharge Administration Consultant Services Qiana Gomez (City of Coral Gables) SELECTION PROPOSERS CRITERIA Maximum points Col Iete Consulting Services Grou LLC Proposer and Proposer's Key Personnel'S Qualifications, Experience and Past Performance 50 Ac Methodology and Overall Approach to Scope of Services 35 TOTAL TECHNICAL POINTS I 85 15 ; IZ 1 Proposer's Proposed Compensation TOTAL TECHNICAL and PRICE POINTS (Technical & Price rows above) 1 OQ 9(I THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Parking Surcharge Administration1Consultant Services Angel Diaz (Miami Parking Authotrity) EVALUATION OF PROPOSALS RFP 124539 SELECTION PROPOSERS CRITERIA Maximurn PaInts Como late ConS Iting Se ces Grou3 LLC Proposer and Proposer's Key Personnel Qualifications, Experience and Past 'Performance l 50 I Methodology and Overall Approach to Scvpe of Services 35 ...: :.. TOTAL TECHNICAL POINTS I 85 ' Pro oser's Pro osed Compensation 15 £; TOTAL TECHNICAL and PRICE POINTS rows & Price ws above) 100 cl Critg of 41airnni ANNIE PEREZ, CPPO Chief Procurement Officer September 13, 2021 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ARTHUR NORiEGA V City Manager All Responding Proposers (See Distribution List) SUBJECT: RFP 1245391, Parking Surcharge Administration Consultant Services Dear Proposers: The Evaluation of the proposals tendered in response to the above cited solicitation has been completed. The City Manager has recommended award as shown within the enclosed document. This notice is provided in accordance with Section 1,20 of the solicitation, and Sections 18-74 of the City of Miami Code. Our provision of this notice also serves to confirm the lifting of the Cone of Silence from this procurement action as dictated by Section 18-74 (d) (2) of the City of Miami Code. We appreciate the participation of all proposers which responded to the subject action. If you have any questions, please contact me at 305-416-1924 or cjohnsonCc_miamigov.com. Sincerely, Charles Johnson, 111 Senior Procurement Contracting Manager Distribution List; Complete Consulting Services Group LLC Enclosure: City Manager's Award Recommendation Memo c: City Clerk Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Commissioners DATE: August 12, 2021 of the City of Miami FROM: Arthur Noriega V SUBJECT: Report of Evaluation Committee City Manager � for Request for Proposals (RFP) No. 1245391, Parking Surcharge Administration Consultant Services ENCLOSURES: Evaluation Committee Report Honorable Mayor and Members of the City Commission: Pursuant to Financial Integrity Principle No. 12 of the City's Code. which states, "the recommendation(s) of the evaluation committee shall be provided to the Mayor and City Commission on all such solicitations prior to presentation to the City Commission for official action," attached please find for your review, a memo from the City Manager regarding the ranking order of proposing firms, for RFP 1245391, "Parking Surcharge Administration Consultant Services," on behalf of the Finance Department ("Finance"). AP: cj c. Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director, Finance Yadissa A, Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement PR212I5 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI, FLORIDA NTER-OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: Annie Perez, CPPO, Director, Procurement Department/ -- Chief Procurement Officer OATE: August 12, 2421 SUBJECT' Report of Evaluation Committee for Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals (RFP) No. 1245391 Recommendation.. Based on the findings below, the Department of Procurement ("Procurement"') hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Group LLC. ("CCSG"), pursuant to Request for Proposals ("RFP") No. 1245391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1) proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services. Subsequently, the proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the sole proposal, following the guidelines published in the RFP. However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the sole proposal. A discussion and examination of the proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member, The final scores are listed below: Proposer CCSG Technical Score (max. 255) 244 Compensation Score (max. 45) 36 Total Combined Score (max. 300) 280 PR21214 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The Committee decided not to hold oral presentations, as the proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations. Procurement will further review the proposal submitted by the recommended Proposer, Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations as the Negotiations Team: Charles Johnson, 111, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience. qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive proposal, which detailed how the services could be performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interest of the City. Copies of the score sheets for e ch committee member are attached, as well as the composite score sheet. APPROVED: t1 Arthur Noriega V AP: Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR21214 \l1 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI, FLORIDA INTER -COPPICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: DArE: July 6, 2021 SUBJECT: Annie Perez, CPPO _ sErsaENCES: Request for Proposals ("RFP") Director, Procurement Department No. 1245391 ENCLOSURES: Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services The Department of Procurement ("Procurement"), on behalf of the Department of Finance ("Finance"), issued Request for Proposals ("RFP") No, 1245391 for the provision of parking surcharge administration consultant services. It is respectfully requested that you approve the following individuals as members of the Evaluation Committee ("Committee") to evaluate and score the proposals. Each of the members of the Committee has the requisite knowledge and experience to evaluate the proposals pursuant to the RFP. Committee Chairperson, (Non -Voting) Charles Johnson, Ill, Sr. Procurement Contracting Manager, Department of Procurement External Committee Members (Voting) Diana Gomez, Director of Finance, City of Coral Gables Roamy Valera, Chief Executive Officer, PaybyPhone Technologies, inc. Angel Diaz, Director of Parking Operations, Miami Parking Authority Internal Committee Members (Voting) Armando Blanco, Treasurer, Finance Eric Nemons, Assistant Director, Department of Code Compliance Alternate (Voting) Erica Paschal, Director, Finance (Internal) APPROV Arthur Norega V City Manager DATE: JUL 0 8 2021 AP:cj Cc: Fernando Casamayor, Assistant City Manager and Chief Financial Officer Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR 21188 THIS DOCUMENT IS A SUBS11TUl1ON TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CITY OF MIAMI DOCUMENT ROUTING FORM Department of Procurement ORIGINATING DEPARTMENT: DEPT. CONTACT PERSON: Aimee Gandarilla EXT. 19+96 NAME OF OTHER CONTRACTUAL PARTYJENTITY: IS TIIIS AGREEMENT A RESULT OF A COMPETITIVE PROCCIREM ,N'I' PROCESS? TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? TYPE OF AGREEMENT: El MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT D LICENSE AGREEMENT OTHER: (PLEASE SPECIFY) memo YES YES ❑ PUBLIC WORKS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER-LOCAI, AGREEMENT ❑ LEASE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT NO NO PURPOSE OF ITEM (BRIEF SUMMARY):Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services RFP 1245391 COMMISSION APPROVAL DATE: FILE ID: ENACTMENT NO.: II '11IIS DOES NOT REQUIRI? COMMISSION APPROVAL, PLEASE EXPLAIN: e( ROUTING INFORMATION Date PLEASE PRINT AND SIGN DIRECTOR OF PROCUREMENT PR 21188 716121 Annie SIGNATURE: Perez, CPPO RISK MANAGEMENT N/A Ann -Marie Sharpe SIGNATURE: N/A CITY ATTORNEY N/A Victoria Mendez SIGNATURE: N/A ASSISTANT CITY MANAGER, CHIEF FINANCIAL OFFICER 7 1 Fernando Casamayor SIGNATURE: ASSISTANT CITY MANAGER, CHIEF OF INFRASTRUCTURE N/A Nzeribe the 4, Ph.D., PE SIGNATURE: N/A ASSISTANT CITY MANAGER, CHIEF OF OPERATIONS NJA Natasha Colebrook -Williams SI NATURE: N/A CITY MANAGER JUL 081021 A ATU CITY CLERK N/A Todd Hannon SIGNATURE: N/A PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER 9/13/21, 12:17 PM Detail by Entity Name THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. DepArtlner i. ! Slabs I Dr^aispr1 c7i Cnrporalions 1 Sear4h Records / Search 4y Entity Name i Detail by Entity Name Florida Limited Liability Company COMPLETE CONSULTING SERVICES GROUP LLC Filing Information Document Number L08000000468 FEWEIN Number 26-1651413 Date Filed 01/02/2008 Effective Date 01102/2008 State FL Status ACTIVE Principal Address 2650 BISCAYNE BLVD. MIAMI, FL 33137 Changed: 09/17/2010 Mailing Address 2650 BISCAYNE BLV❑. MIAMI, FL 33137 Changed: 09/17/2010 Registered Agent Name & Address LASO, FRANKLIN, President 2650 BISCAYNE BLVD. MIAMI, FL 33137 Name Changed: 03/05/2013 Address Changed: 03/10/2016 Authorized Person(s) Detail Narne & Address Title President LASO, FRANKLIN E, President 2650 Biscayne Boulevard MIAMI, FL 33137 Annual Rep4rt5 ware h, su n hiz.orgli n q u iry/Corporate o n Searc h/Search Re su ItDetail7 i nq ui rytyp e = Entity N ame&d i re cti o nTy pe= I n itia I &search N am a Order --CO M P L E TE C a... 112 9/13/21. 12:17 PM Report Year Filed Date 2019 03/04/2019 2020 01/27/2020 2021 02/08/2021 Document Images 02.'08/2021 —ANNUAL REPORT O1:_2712020 — ANNUAL REPORT 03104/ O19 -- ANNUAL REPORT O T/11/201S -- ANNUAL REPORT 0 10/2017 -- ANNUAL REPORT 03 10a'2016 — ANNUAL REPORT 01'072201 S _- ANNUAL REPORT 07_, 1 o.'2u 14 —ANNUAL REPORT 03.1)5i2(913 --ANNUAL REPORT O r'OZ.12017 — ANNUAL REPORT 02)1612011—ANNUAI REPORT 049/17.'2010 — ADDRESS CHANGE 03t 1 Etf20 10 — ANNt)AL REPORT 03,T312009 — ANNUAL REPO5 L)1±02.'20 — Flwhda Lkability View imago in PDF format View image in PDF formal View image in PDF format View image in PDF format View image in PDF format View image in PDF format View linage in PDF format View image in PDF format View image in PDF format View image in PDF format View image ?IT PDF format View image in PDF Format View image in PDF format View image in PDF format View image in PDF formal Detail by Entity Name THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. search.sunbiz.org/Inquiry/GorporationSearch/SearchResultDetaii?inquirytype=ErltityName&directionType=lnitiai&searchNameOrder=COMPLETECO.., 2/2 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. COMPLETE SERVICES GROUP NG CCSG CITY OF M IAM I REQUEST FOR PROPOSAL NO. 1245391 PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES COMPLETE CONSULTING SERVICES GROUP, LLC Franklin Laso 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net FEIN: 26-1651413 PROPOSAL AND RESPONSE SUBMITTAL THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. COMPLETE CONSULTING SERVICES GROUP CCSG 265F1 Rr,,:,n•ne fiuulevara 4lia"ai.1-'L 31.3' 31/5- 73-4;00 Phalle 105- 73--1100 Fax ww w. sr 1aaasf i surrhurge. roam June 8, 2021 Mr. Charles Johnson - Purchasing Department City of Miami 444 SW 2nd Ave, 6th Floor Miami, Florida 33130 RE: City of Miami Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services ,1 Complete Consulting Services Group, LLC Proposal and Response Submittal Dear Mr. Johnson: Complete Consulting Services Group, LLC ("CCSG") is pleased to submit this response to the City of Miami's Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services (the "RFP"). As the current Parking Surcharge Administrator, CCSG has a unique and thorough understanding of the scope of work requested by the RFP and a systematic comprehension of every detail of the City's Parking Surcharge Program. Additionally, the CCSG team possesses the experience necessary to effectively and efficiently perform all tasks required by the RFP, has consistently delivered exceptional results for the City of Miami, and has the most comprehensive proposal for the management and implementation of the Parking Surcharge Program. This unparalleled combination of experience, proven results and holistic vision uniquely position CCSG to deliver the premier parking consulting, auditing, and enforcement assistance services that this world -class city deserves. CCSG seeks to continue to provide services to the City of Miami from its main office location at 2650 Biscayne Boulevard, Miami, Florida. Our team has over three decades of combined parking industry experience. All our team members possess parking industry experience, including parking surcharge collection experience. Just one example of our team's experience is CCSG's Certified Public Accountant (CPA), who not only is an expert in financial and accounting matters but also has extensive experience in providing the necessary audit services, such as verifying and assessing procedures and recording audits, as requested by the RFP. CCSG's technological and professional proficiency offer the City an invaluable level of parking industry and auditing/accounting experience that will result in the successful implementation of the City's Parking Surcharge Program. a' -atcrs eP L Pam. CCSG THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Our team has a proven track record of developing and implementing strategies that substantially increase parking surcharge collections in the City of Miami, In October 2010, the City of Miami engaged CCSG with the purpose of managing its Parking Surcharge Program. One of the City's main objectives was optimizing the revenue it was entitled to receive from the Program. CCSG played an integral role in ensuring that the City's objectives were met. CCSG has the long-term vision necessary to maintain and improve the results of the Parking Surcharge Program. Our proposal to continue managing the City's Parking Surcharge Program provides a complete solution that maximizes the Program's bottom -line contribution to the City's coffers. Our proposal is rooted in an understanding that these are fast-moving times and that the strategies and plans of yesterday may no longer provide the best solution for today's challenges. The enclosed proposal seeks to build upon CCSG's success and experience managing the Parking Surcharge Program while introducing innovative solutions that will improve the collection process and provide maximum benefits to the City, Our proposal maintains the aspects of the Program that have proven indispensable to maximizing the City of Miami's revenue and institutes an efficient, effective, and technologically sophisticated system that ensures that the City and its residents receive the optimal benefit from the Parking Surcharge Program. We have enjoyed working with the City of Miami and its residents during the past eleven (11) years and are thrilled about the opportunity to continue our cooperative and productive relationship for the benefit of our community. Should you have any questions or concerns regarding this proposal please contact me as liaison for CCSG via the following methods: Franklin Laso Complete Consulting Services Group, LLC 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net RFP # 1245391 FEIN: 26-1651413 Sincerely, Franklin Laso President Complete Consulting Services Group, LC COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 2 TABLE OF CONTENTS THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 3. Executive Summary 5 — 6 4. Overall Qualifications and Experience a) Proposer's Organizational History 7 b) List of Principals, Partners, Officers, Owners, and Directors 8 c) Previously Awarded Contracts 9 d) Certified Public Accountant 9 e) Specific Qualifications, Project Experience, and Credentials 10 - 12 f) Letters of Reference from Former Clients 13 g) Project Manager and Key Personnel 14 h) Team Member Qualifications, Experience, and EEO Classifications Project Team Leader 15-16 Project Manager 17 Certified Public Accountant 17 Assistant Project Manager .18 Field Auditing Team 18 -19 i) Additional Information related to qualifications and experience 20 j) Current or Pending Litigation 20 5. Overall Approach and Methodology a) Description of Approach and Methodology 21 - 22 1) Database 23 - 34 2) Enforcement 34 - 41 3) Consultation 42 - 43 4) Communication 43 - 51 5) Training 52 6) Compliance .. 53 -55 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 3 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. b) Procedures, Methods, and Activities Utilized by the Proposer 56 c) Proposer's Plan to Allocate Sufficient Resources 57 d) Recent, Current, and Projected Workload of Proposer 57 e) Proposer's Ability and Readiness to Provide Services on October 1, 2015 58 f) Detailed Plan to Ensure Compliance and Collections 58 g) Proposer's Overall Resources and Location 58 - 59 h) Impediments to independence .59 i) Application of the Approach to Comparable Projects. 59 j) Expectations for City of Miami Participation 60 k} Key Personnel Availability and Reserve Personnel 60 6. Compensation Proposal 61 7. Addendums/Forms COMPLETE CONSULTING SERVICES GRO UP, LLC - RFP # 1245391 4 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 3. EXECUTIVE SUMMARY Complete Consulting Services Group, LLC ("CCSG") has demonstrated its reliability and competency as administrator of the City of Miami's (the "City") Parking Surcharge Program over the past eleven (11) years. During this time, CCSG's expertise, hard work, perseverance, and meticulous attention to detail has transformed the Parking Surcharge Program into a reliable revenue generator. CCSG shall provide parking surcharge administration and collection services to the City of Miami through enforcement, consultation, communication, training, auditing, compliance, accounting, and database development in connection with the City's Parking Surcharge Program. CCSG has collected $208,532,531 in Parking Surcharge since July 2010 up to April 2021. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $61,617, 979 more than TPN The total parking surcharge collections for fiscal year 2018-2019 024,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected was $14,553,167 during fiscal year 2007- 2008. The $131 billion parking industry in the United States was hit hard by COVID-19 as demand plummeted below 70% in the months following the outbreak. Despite the COVID- 19, CCSG collected $18,156,586 in fiscal year 2019-2020 as our offices have been open throughout this pandemic. Annual parking surcharge collections from 1999 through April 2021 are listed in the tables below: CCSG Swdvige Collections Rate Administrator Fiscal Year * YTD-2020-2021 $7,800,013.00 15.00% CCSG 2019-2020 $18,101,855.00 15.00% CCSG 2018-2019 $24,343,081.00 15.00% CCSG 2017-2018 $22,639,335.00 15.00% CCSG 2016-2017 $22,634,844.00 15.00% CCSG 2015-2016 $21,600,706.00 15.00% CCSG 2014-2015 $20,510,617.00 15.00% CCSG 2013-2014 $19,394,054.00 15.00% CCSG 2012-2013 $18,343,255.00 15.00% CCSG 2011-2012 $17,231,975.00 15.00% CCSG 2010-2011 515,932,796.00 15.00% CCSG $208,532,531.00 Up so April 2021 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 5 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. TPN Fiscal Year Surcharge Collections Rate Administrator 2009-2010 $14,238,711 15.00% TPN 2008-2009 $13,980,676 15.00% TPN 2007-2008 $14,553,167 15.00% TPN 2006-2007 $14,135,187 15.00% TPN 2005-2006 $12,816,592 15.00% TPN 2004-2005 $11,489,521 15.00% TPN 2003-2004 $14,533,462 20.00% TPN 2002-2003 $13,639,162 20.00% TPN 2001-2002 $12,577,039 20.00% TPN 2000-2001 $13,406,801 20.00% TPN 1999-2000 $11,544,234 20.00% TPN $146,914,552 Franklin Laso, CCSG President MAY 28, 2021 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 6 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 4. CCSG'S KEY PERSONNEL, QUALIFICATIONS, EXPERIENCE AND PAST PERFORMANCE a) Describe the Proposer's organizational history and structure; years Proposer and/or firm has been in business providing a similar service(s). Complete Consulting Services Group, LLC was incorporated in the State of Florida in January of 2008. The CCSG team is managed and operated by its President, Franklin Laso. CCSG has managed the City's Parking Surcharge Program, providing parking surcharge consulting, auditing, collection, and enforcement services to the City of Miami since 2010. Mr. Las° was the City of Miami's Parking Surcharge Administrator from 2004 to 2010, while working for a previous firm / administrator. Since 2010, Mr. Laso has continued his services as the City's Parking Surcharge Administrator in his capacity as President of CCSG. Below please find CCSG's organizational chart reflecting CCSG's organization and structure. ORGANIZATIONAL CHART 2021 TBH Project Manager imommtliko Amiltdant p_ Franklin Laso President °el+tn Ias Sr. Field Analyst .loan C Pena Auditing & Compliance Manager vita taste Astisiant ProjectlUanager "`Maria =� Intonation Service Manger TBH Field Anatyst COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 7 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. b) Provide a list of all principals, partners, officers, owners and/or di ectors OT rroposer, including joining ventures and/or sub-consultant(s), if applicable. Mr. Franklin Laso is the sole Managing Member of Complete Consulting Services Group, LLC, Mr. Laso also serves as President of CCSG. Franklin Laso's contact information has been included in the Cover Page of this Response submittal. The key personnel and executives of Complete Consulting Services Group, LLC ('CCSG") are as follows: • Franklin Laso, President of CCSG • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. c) Indicate whether the City has previously awarded any contracts to the Proposer/firm. If so, discuss the nature of contract, types of services performed, and term of contract. In October 2010, and January 2015, CCSG was awarded the contract to manage the Parking Surcharge Program on behalf of the City of Miami. The terms of the contracts called for two (2) years with options to renew for three (3) additional one (1) year periods. CSG has successfully administered and managed the City's Parking Surcharge Program for approximately 11 (11) years. In addition, CCSG has provided Bookkeeping and Collections Services to the Coconut Grove Business Improvement District since 2011. CCSG assists the C. Grove BID with the collection of Folio Assessments, Parking waivers, Sidewalk cafe Fees, Special events and Supplemental fees. The term of the current contract calls for three (3) years commencing March 1, 2019 with an additional two (2) year option. CCSG has also provided Bookkeeping and Collections Services for the Wynwood Business Improvement District since 2019. CCSG assists the Wynwood BID with the collection of Folio Assessments. The term of the current agreement calls for three years commencing 2019 and two (2) years option. d) Provide documentation evidencing that Proposer, Operations Manager, and/or team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant ("CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. Juan C. Pena is a key member of CCSG's team and is a licensed Certified Public Accountant (CPA) in the State of Florida. Enclosed herein please find State of Florida, Department of Business and Professional Regulation and Board of Accountancy License No. AC0025122 as issued to Juan C. Pena as a Certified Public Accountant. COMPLETE CONSULTING SERVICES GROUP, LLC -- RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. e) Provide specific qualifications, project experience, and crede LI.4.1 .11,41. ,.•1G11,.,11.,L,-111., 1.11L Proposer's ability to perform the required Scope of work. Proposer must clearly describe its qualifications and experience in the provision of similar work related to the administration and/or collection of parking surcharge, particularly for a government entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract; and how long Proposer performed the work, or an employee(s) of the Proposer performed the work for another entity. CCSG has managed the City of Miami's Parking Surcharge Program since 2010 and is the current contractor and administrator of the City's program. As the Parking Surcharge Administrator, CCSG is tasked with providing parking surcharge consulting, auditing, and enforcement services. Specifically, CCSG provides enforcement, consultation, communication, training, auditing, compliance, accounting, and database development on behalf of the City of Miami for all facets of parking surcharge collections, audit, and compliance. CCSG monitors over 500 parking facilities located in the City of Miami generating over $150 million in gross revenue. During the past eleven (11) years, CCSG has collected over $200 million dollars in parking surcharge fees on behalf of the City of Miami. Pursuant to the terms of the current engagement between the City and CCSG, the parking surcharge administrator has been paid a fee $700,000 in fees annually by the City of Miami for all services provided in connection with parking surcharge administration. CCSG's human capital has been, and continuous to be, the engine behind our success as the City's Parking Surcharge Administrator. Continuity of staff is one of the various advantages CCSG offers the City. CCSG's management team includes the key team members that have worked with the City of Miami during the last several years in the administration of the Parking Surcharge Program including Juan C. Pena a Certified Public Accountant. CCSG's team will guarantee that CCSG continues to maximize the parking surcharge revenue stream to the City by enhancing its compliance and audit expertise. Mr. Pena will continue to provide support in the implementation of accounting and compliance processes. CCSG's team of parking professionals has over thirty (30) years of combined experience managing parking surcharge collections and over twenty-seven (32) years of combined experience in the South Florida parking industry as further described in Section 4 (h) below. Each member of the CCSG team possesses expertise and experience in various technical fields of the parking surcharge industry, including but not limited to technology, collections, compliance, accounting, auditing, and enforcement. All of CCSG's team members are trained and experienced in the field audit and field survey processes and have obtained such experience through working in the current City of Miami engagement. This has given the CCSG team specialized experience in the City of Miami parking COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 1 f� THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. surcharge administration field and allowing each team member to become uniquely familiar with the City of Miami's laws and procedures. Additionally, the CCSG team has developed relationships with the public, parking operators and City of Miami staff which positions CCSG for continued success in communication with stakeholders, necessary enforcement, and identification of revenue opportunities through field audit and field surveys to achieve maximum compliance. Under CCSG's administration, the Parking Surcharge Program has collected more revenue in the Prograrn's history and, when adjusted for average rate and surcharge differences, the City now collects approximately 25% more in parking surcharges per property than any other car - dependent, major urban center, including Los Angeles and San Francisco. CCSG has delivered these results by developing and implementing a unique and effective framework using its parking expertise, technological sophistication, and extensive administrative/accounting experience. With a combined thirty (30) years of parking surcharge collection experience and more than thirty-two (32) years combined parking industry experience, CCSG's professional team is unmatched and guarantees exceptional results to the City and continued success of the Parking Surcharge Program. Below are highlights that evidence CCSG's successes during its time (2010-Present) managing the City's Parking Surcharge Program with the objective of maximizing revenues: • CCSG has collected $202,532,518 in Parking Surcharge since July 2010. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $55,617,966 more that TPN. The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected by was $14,553,167 during fiscal year 2007-2008. Between October 2010 and April 2021, CCSG identified a substantial number of new parking properties which were not contributing to the Parking surcharge Program. These new properties have generated approximately $7,014,223 in new parking surcharge revenue to the City. • Since it began managing the Parking Surcharge Program in October 2010, CCSG has conducted thousands of field audits, which have identified approximately $2,25,656 in underreported parking revenue, representing approximately $337,885 of new parking surcharge revenue to the City. COMPLETE CONSUL TING SERVICES GROUP, LLC — RFP # 1245391 11 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. • CCSG has also conducted numerous record audits of the Program during the past 11 (11) years. These record audits have revealed approximately $10,112,700 in underreported parking revenue which generated approximately $1,516,905 in additional parking surcharge fees to the City. • CCSG concentrates most of its efforts in closely monitoring properties/accounts that do not have any parking revenue control equipment, known as "Parking Surcharge Revenue at Risk."' Between ❑ctober 2010 and April 2021 these properties generated 525,321,845 of the parking surcharge revenue. For instance, as a result of CCSG's efforts, parking revenue generated by surface parking lots in the vicinity of the American Airlines Arena (AAA) in fiscal year 2013-2014 increased by $2,900,000 or 150%, compared to fiscal year 2007-2008, which generated $441,973 in new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 12 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 2, within the past five (5) years. Include name of reference, contact name, period of time, and overall work performed. Sufficient documentation must be provided to determine level of experience. References are subject to verification by the City as part of the evaluation process. As part of our response package to the RFP, we intended to include letters of recommendation from the current City of Miami officials regarding CCSG's performance in administering the Parking Surcharge Program, However before making a request to obtain those letters, we submitted a written question to the Procurement Department to determine if such request was permitted under the rules of the RFP and the "cone of silence". In response to that question, we were advised that requesting and receiving letters of recommendation from the City of Miami Officials would not violate any of the "cone of silence." CCSG decided not t❑ request such letters from the current City of Miami Officials because even though it would not violate the "cone of silence" there may be a "perception of a conflict of interest." Enclosed please find two reference letters from former City of Miami administrators, who worked closely with CCSG and Mr. Franklin Laso in the management and operation of the City's Parking Surcharge Program. Mr. Daniel Alfonso worked as City of Miami Budget Director, Chief Financial Officer and City Manager and thereby was the Parking Surcharge Contract Administrator. Mr. Alfonso currently works as Vice President, Facilities Management & Public Safety at Nova Southeastern University, Mr. Jose Fernandez was the former Finance Director of the City of Miami as well as the Parking Surcharge contract administrator. Mr. Fernandez currently works as Controller at the City of Orlando. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 13 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. g) Identify the Proposer's Project Manager and key personnel assigned to this project. CCSG's entire team will be dedicated to the City of Miami's engagement for the administration of the Parking Surcharge Program. The following individuals will serve as CCSG's key personnel in the City of Miami Parking Surcharge engagement and as depicted in the organization chart below: • Franklin Laso, Project Team Leader • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager ORGANIZATIONAL CHART 2021 Franklin Last) President Juan C Pena Auditing & Compliance Nana R hard C1r ira= lnfhrmatian Service Manager --151.orkrbeer— habitant Pnalect Delwin Rojas Sr. Fled Analyst 1aur*ta Faso Assistant Project Manager ThH Field Analyst COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 14 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. h) Describe for each individual assigned to this engagement and the Project Manager their years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of a parking surcharge, and any other relevant information. Specifically indicate what role each would play, and what specific work will be performed by each member of the Team. Franklin Laso, Project Team Leader The CCSG team is led by the City's current Parking Surcharge Administrator, Franklin Laso. Mr. Laso has twenty-three (23) years of experience in the parking industry and has managed the City of Miami Parking Surcharge Program continuously since 2004, when he was employed as Vice - President of Municipal Tax Division for the Parking Network (TPN), the previous parking surcharge administrator from 2004 to 2010. Mr. Laso has been an integral component of the administration of the Parking Surcharge Program for the past eleven (11) years. He has led CCSG since October 2010, when CCSG was awarded the contract to manage the Parking Surcharge Program. The following are some of Mr. Lases main responsibilities in the administration of the program: Monitor over 500 parking facilities with over $150 million in gross revenues. • Analyze collections and reconcile parking surcharge remittances against historical data and established thresholds to identify revenue and collection fluctuation trends. • Operate the parking surcharge collection process, including sorting, posting, and reconciliation of surcharge payments and issuance of missing and late payment notices to parking facility operators. • Plan and coordinate record audits, field audits, and field surveys of parking operations to ensure compliance with applicable City of Miami laws and regulations. • Consult City of Miami staff and administration on proposed amendments to the City's Parking Surcharge Ordinance and processes; and • Support and consult City staff in the enforcement of uncollected parking surcharge payments. Prior to joining TPN, Mr. Laso was Regional Manager for Standard Parking where he was responsible for the financial and operational success of 25 parking facilities and locations with over 300 employees. As Regional Manager, Mr. Laso oversaw a budget in excess of $30 million. Mr. Laso also served as Parking Manager far Mount Sinai Medical Center. As Parking Manager at Mount Sinai, Mr. Laso was responsible for the daily operations of the parking systems and facilities throughout its South Florida locations. Mr, Laso's ability to manage staff, maximize budgets, and implement more effective revenue control policies for the health system's parking program resulted in increased parking revenues of 50% and decreased operating expenses. As a result, Mr. Laso was successful in increasing Mount Sinai`s bottom line by enhancing net revenues generated from its parking operations. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 15 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Mr. Laso began his career in the parking industry as Facilities Supervisor for the City of Miami's Department of Off -Street Parking (also known as the Miami Parking Authority, or MPA). As Facilities Supervisor, Mr. Laso increased the MPA's revenue by reorganizing and improving revenue controls while decreasing operating expenses, COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 1 r, Project Manager (TBH) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The person to be hired's primary role in the proposed engagement with the City of Miami will be as Project Manager, tasked with assisting in managing the Test Audit Program, which includes conducting field audits and record audits. As Project Manager, he/she will prepare and conduct record audit assignments to verify parking providers' compliance with the City's Parking Surcharge Ordinance. He will continue to prepare and coordinate audit objectives, including time estimates, work -plans, and steps necessary to collect data and document findings. The Project manager will prepare and oversee the development of action plans, such as field surveys and field audits. and review daily and monthly field surveys and field audits, findings, and summary reports prepared by the Field Analysts. The project manager will work closely with Franklin Laso and Juan C. Pena, CPA, in reviewing the various audits for accuracy and methodology. The project manager will also provide training to the surcharge payers and assist with the annual parking surcharge registration for the Parking Surcharge Program. Juan C. Pena, Certified Public Accountant (CPAI Juan C. Pena is a licensed Certified Public Accountant in the State of Florida. Mr. Pena has extensive public accounting experience having been employed by a large regional public accounting firm and having internal audit experience at several Fortune 500 companies. Mr. Pena provides the level of professional accounting experience necessary to verify the test audit procedures for the Parking Surcharge Program. More importantly, Mr. Pena has ten (10) years of experience assisting in the administration of the Parking Surcharge Program for the City, Additionally, Mr. Pena has held various corporate accounting positions, including as Controller which provided him significant experience in developing and deploying proper internal control procedures, including ensuring controls are appropriate for Sarbanes-Oxley (SOX) compliance. In his corporate accounting positions, he acquired a strong reputation for implementing and strengthening financial controls, particularly in the areas of controls over payment and billing and collections processes. Mr. Pena's audit experience as a CPA includes experience with auditing the fallowing: • Ten (10) of experience assisting in the administration of the Parking Surcharge Program for the City. • Over ten (10) years conducting financial statement and operational control audits of retail establishments with annual sales of over $50 million, a Fortune 500 technology company and a Fortune 500 consumer food products company. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 17 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Mr, Pena's financial and operational audit experience in private industry also includes: • Financial embezzlement investigations. • Internal control testing and improvement audits in key risk areas such as cash receipts and disbursements, receivables, and inventory. • Accounting system user access control audits. • Payroll fraud investigations. • Manufacturing efficiency studies. • Sarbanes-Oxiey (SOX) internal controls implementation, testing and certification. Gloria Laso, Assistant Project Manager Gloria Laso has seven (7) years of experience assisting in the administration of the Parking Surcharge Program. Mrs. Laso will continue t❑ be tasked with reviewing the parking surcharge payments process, including sorting, posting of surcharge payments, reconciling lockbox information with vendor surcharge payments, and ensuring the accuracy of the data -entry process. Mrs. Laso also prepares all parking surcharge correspondence and communications, inctuding missing and late payment notifications, correspondence to vendors, and coordination of the collections process. She also assists in maintaining and tracking the Aging Report including all matters submitted to the City's Cade Enforcement Department, City Attorney's Office, and abatement requests. Field Auditing Team Our Field Auditing Team is led by Mr. Delvin Rojas, Senior Field Analyst wh❑ has worked nine (9) years in the parking industry and has seven (7) years of experience assisting with the administration of the City's Parking Surcharge Program. Parking is a complex and multi -faceted industry. CCSG tackles the industry's complexity by implementing field surveys that help track fluctuating trends. Many parking providers receive most of their revenues in cash and have no revenue control or reporting processes and procedures. As a result, field audits are necessary to ensure that parking providers comply with payment of surcharge fees. The field team conducts regular field surveys and field audits to verify parking providers' compliance with the City's Parking Surcharge ❑rdinance, prepare daily and monthly field surveys and field audits reports and maintain and create daily report logs. The team also assists with the record audits process. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 18 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The Field Auditing Team is trained in compliance. The team follows strict protocol and analysis to ensure parking operators comply with payment of surcharge fees on a daily basis. Field audits conducted by CCSG's team begins with the following initial analysis for determining compliance: • Does the ❑perator issue parking tickets? o Ensure that the parking tickets are issued in sequential order, • Does the operator issue hangtags? • Assess parking demand. ❑ Count how many tags/cars are in the property. o Count cars at different times during the day to assess demand and turnover rates. • Determine what the potential revenue should be for the property. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 i 9 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ij Provide any other information or documentation related to its qualifications and experience from which the City can benefit over the term of the contract. CCSG authored the Policies and Procedures Manual for the City of Miami's Parking Surcharge Program. The Policies and Procedures Manual provides the strategic and organizational link between CCSG`s vision and the day-to-day operations of the Parking Surcharge Program. This Manual has been prepared based on CCSG's years of experience in administering and managing the City's Parking Surcharge Program. In addition, CCSG has prepared a Test Audit Program Manual which includes detailed auditing procedures to verify that accounting records are being maintained properly and to ensure that parking operators are remitting the correct amount of parking surcharge to the City, ensuring compliance, and establishing key thresholds. Both the Policies and Procedures Manual and Test Audit Program Manual are available for review upon request. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal, involving Proposer, its partners, managers, other key staff members, and its professional activities or performance, that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. CCSG, its principal, managers, and key staff members do not have any prior or pending litigation or bankruptcies. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 -)4) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 5. OVERALL APROACH AND METHODOLOGY CCSG has the best -qualified team with a proven track record of exceptional results to ensure maximum surcharge collections. Our comprehensive surcharge administration solution and program includes the following: • Extensive field surveys and field audits for continuous identification of properties and operators that are subject to the City's Parking Surcharge Ordinance. • Perform record audits to ensure parking operator's compliance with the City of Miami Parking Surcharge Program. • A state-of-the-art, interactive surcharge information technology (IT) solution for managing and analyzing valuable data that improves efficiency and frees up resources that can be used to maximize collections. The IT solution is further discussed in Section 5(a) of this Response. • Thorough communication with all surcharge payers as well as City administration and staff. a) Provide a detailed description of the Proposers Approach and Methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3. Scope of Services, including the development and/or update(s) of database; enforcement; consultation; communication; training and compliance. CCSG's comprehensive surcharge administration solution contains each of the components depicted and provided in the diagram below, and described as follows: 1. Database 2. Enforcement 3. Consultation 4. Communication 5. Training 6. Compliance COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 ? 1 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1 Database Update and Development COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1. information Technology Solution (Database) During the past Eleven (11) years, CCGS has invested significant financial resources to develop a customized solution to manage the City of Miami's Parking Surcharge Program. CCSG's IT solution was developed and implemented using state-of-the-art systems that reside on the cloud and use the latest Microsoft technologies, tools, and frameworks. (See diagram below) CCSGs comprehensive surcharge administration software solution incorporates the following technology components, interfaces, applications, and services: • Microsoft Azure Services • Web and Application Servers • SQL databases and data synchronization services • SQL reporting Services • Azure search and active directory services • Storage, backup and restore services. CCSG has a comprehensive IT security plan that includes back-ups and other controls to secure network information. Due to the current malware/ransomware environment, CCSG has controls such as firewalls, back-ups, scripting controls (virusjmalware scanning), training of staff to be aware not to click on potentially malicious links on emaiis. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 23 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Microsaf Cloud Services IAzu Vito 'far fr dti>er At, as or o fi of Paolo arlielok, Operators, AA& Itohoholilori 0fficc365 wwwJn4srnixsrdw le.com • • 114.111•4 Urbino M*rAr. • M••r•• • reres• •- Internet 3[1110.Cue #< ReDom-5 le 1Si Aapple ateksear Us." ewwr,elaprlik+r mot • Seel&G> • Mew& VS * Ss et report- owooniouniurra mot oryfirogiouroorolowelino.amo • Aeperil te.•i'ili • Merl Ur . Fedor! ✓ hope•% leper% ✓ Nome Oa ✓ {erMwi 4a COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 24 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Parking Surcharge Program (PSP) System At the center of the CCSG IT infrastructure is the "Parking Surcharge Program" (PSP) System, a proprietary software program designed by CCSG to manage the Parking Surcharge Program. The PSP system includes modules for tracking parking properties, operators, and parking surcharge revenues. The software program is user-friendly and allows CCSG personnel to access and easily input and analyze data. PSP system equips the CCSG team with the necessary tools to closely monitor the progress of the Parking Surcharge Program, including the full accounting of parking surcharge payments and remittances. The software's analytic tools empower CCSG to efficiently recognize what areas of the program can be improved and how to improve them. From a technology standpoint, the program utilizes a client/server desktop application to access the system while working in the CCSG office, and a web application to provide its clients access to the information using an internet connection. The PSP system uses MS SQL in the back end and MS Access in the front-end, and the system resides on CCSG's local servers and on the MS Azure hosting platform located on the cloud. Access to the program options and database is controlled through functionality built into the program that utilizes the standard Windows User IDs to determine an individual's access authority. This web -based solution is menu driven, with various levels of security to ensure data integrity and its operational workflows follow general Windows standards. The program features a standard toolbar and user interface to facilitate navigation, viewing, and/or updating database records. Main Menu Users access the PSP system via a "Main Menu," and the system is divided into the following modules: COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Mat.tu,; tlww... - Y.aT6srs ear aemaki n.i sae. ca ra le sea Clewed a. aw.a erne ief Cala. Id. end ea,.. Awn Complete Consulting Services Group (CCSG) Sr. asaumiaed Searches • s•�r. - s Operational idols ✓ q...n try aka- awl Rata• latex Rawae, w nerp v.m.tn, mar barn..! Revaieat la,e Reaper pnpn,ar Nal vrpn l ewwaaae ar " -:... ' a:.. SwWga (lasses are.% Garr Ha. da.oea & dererdMatees Hama. e•e Rcpart aa.,rbarar irpaW. M•aaPra [l.aa apwralon rare. a.e Rewau. add Rapar! deearowaea r•b Acton, rweerta-s mama SIB 'wow Dave+..••a MS *. iy all -ad s A. Properties The properties module allows users to access the properties database in order to add properties, search for properties, and navigate arnong all available properties in the database. The database contains essential information, such as property type, rates, contact, and a link to a G15 system that shows the location where the property is located on a map. Properties Properties New Journals Oper j4wner Form Contact Cards Operators/Owners Contacts COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 26 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Open Nam f icrw Property ID Operator 10 _ riante Chortler ID Prop ID Address Oper ID Gestera! Rates ,ics ?-c-e.:�--- OW 1 60 west =lagler 0001 . x-02 125NE9thST. CC-02 Address .. 3 949 3tickeil Avenue 0155 9064 2694 5. Bayrt ore t va COOS. District Area SutrArea: . bpa iX01A 2699 5. Bay shore Drive 0009 Business Tax Receipt Certificate of Use Maximum Capacity 0005 222 YE 1st Avenue 0005 0036 9739&Rckeif'Naze MO Property Type Desorption: i C007 2990 MCFarlatie Road X07 Control Leased: 0006 1099 NNW 14th Street 0009 ''. ;AIroI Visitors: 0003C 1099 NW 13th Street 0134 0009 1401 Bnckell Ave. 0009 0010 948Bride 11Avenue 00:0 From To W:1 244 Biscayne Blvd. 0555 property Category Xt2 3191 C-eral Wpy CC:2 vrap Arty Status b previous Operator - - X13 301 Biscayne Blvd. X t : W11 2246 NW 25th Ave. 0 1-1 Operator Start previous Opera rater Start 7015 2590 Grand Avenue 0445 , j 0016 S88 Bricked Ave. 0016 Memo - 10016A 3E8 3rrcheil Avenue 0600 0017 3500 NW 37 Ave, OC:7 y 0017A 3.500 filti 37Avenue 0017 0010 1330Coral Way 001E 0020 leaBiscayneBlvd. Way 0131 0020 1101$nciceilAve. 0131 0021 495 Brrckell Ave, 9C21 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # I24539I 27 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. B. Transactions The transactions module section contains the parking revenue and corresponding tax remittances. The parking revenue is categorized by type of revenue. Types of revenue include revenue from transient or daily parking, monthly parking, validation parking, metered or automated collections, event parking, and other revenue sources. A quick glance at this section provides a detailed summary of the financial condition of any property. CCSG maintains a property file for each revenue generating facility and individual records for facilities with multiple payment streams. For example, many hotels have revenue from valet parking (cash) as well as parking fees that are charged to the guests' room (folio revenue). These revenue streams are often managed by separate entities, and the surcharge payments are also remitted separately. By tracking multiple payments for the same properties independently, CCSG is able to efficiently identify missing payments or note inconsistencies with the facilities' remittances. The transactions section enables CCSG users to manage the accounting process for the parking revenue and corresponding tax remittance for every period. The accounting process is divided into the 1) Payments, 2) Surcharges and 3) Reconciliation modules. Prep ID Odd.... oc- IC Properly ID ►toorwry red...• oParaaer m oe«am. Simms owner Men.. Orator 10 SursM•a.. Swcna.p NOM. M.w Sure/tame ?Loot P..yiry i rre.r.n rx..r Rom Suck I0 Pooled gnarl %mica SO TIM. Inrdmilon Oa.. Dos Peel Poymools 2 Dow o.p ut. so.rwa Pandora P,y.^..R PMt m Pad My r...e.a.r Wool ..main Par.n..n OWIs kmenanllartosou swzham.s..a Pay.n.nta sates. PO PINE ID 3 OtOrisais Now Leek*. Pas ..p. CMdt Numbs O.sM.e.M.d ID Preµ AS Wwleti Fran* Pout; To Th . Own 4 1. Payments Module The City receives payments & remittance reports from parking operators at its lockbox. The bank processes these payments and then sends a copy of the checks, the original reports, and envelopes to CCSG. The payments module is capable of handling all types of payments transactions sent by parking operators. These transactions include lockbox (checks sent by operators to a P.O Box) and wire transfers. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 28 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Lockbolr Packages Package Date Batch* 3 2 5 2 1 2012-09-19 2012-09-18 2012-09-17 2012-09-14 2012-09-13 Open Main Menu Chucks 14 3 42 9 7 Amount $191, 710.28 51,766.99 5192,569.22 522,688.21 57,570.2.2 2012-09-12 $3,379.61 2012-09-11 2 2 Lockbox Package Date 12-Sep-12 Batch Number n-}, Check Payments 55,869.60 New Package PreviousBatch Lockbox Package Details Batch Checks 389 3 Amount 53,379.61 Totals 3 $3,379.61 Next Batch Check # 1 25989 10070 Paid By Amount Notes 0013/City of Miami 52,854.94 I1508/Jeffrey Nunberg i..i $59.25 167 r1027/AyME Parking, LLC 115465.42 You will only see Deposits and "Remain' fi existing Payment Lo ckbox Wiree Transfer 2. The Surcharge Module The surcharge module tracks monthly surcharge transactions (standard, penalty, interest, fines, and credits} for every property. This module is capable of arranging invoiced transactions based on different categories and can filter transactions by date, areas, subareas, commissioner districts, and other fields. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 ?9 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Accounting Surcharges New lockBox Package lockbox Package Detais New Deposit or Wire Transfer 3. Reconciliation Module The reconciliation module can verify that the surcharge amounts on the remittance reports sent by the operators match the amount written on the checks, the amount inputted as payment, and whether it includes charges such as penalties, interests, fines, and/or credits. Furthermore, the reconciliation module enables CCSG to match amounts listed on the bank package statement against invoices generated and checks received to ensure accuracy. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 30 C. Reports Module THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Reports Payments by Month and Year Payments by Date and Batch # Letter Reports Missing Penalties and Interest Payments by Check Date Surcharge Deposits Report City of Miami Reports The reports module generates numerous reports that assist CCSG and the City in identifying areas for improvements and monitor the current status of various aspects of the Parking Surcharge Program. The following are some of the reports generated by this module: 1. Accounting Reports that aid CCSG in the accounting process. For example, the surcharge deposit report allows staff to validate payments based on date of receipt, type, and amount. 2. General Payment Listing Reports that can use a specific month filter to generate and reconcile total posting records with total amount of the deposits. 3. Payment Transaction Report, where staff can verify check payments by date to understand the purpose of the check payment. Reception Surcharge Deposits Re Year 2011 Month Source Amount 01-Jan-11 03-Jan-11 04-Jan-11 05-Jan-11 06-Jan-11 07-Jan-11 Lockbox Lockbox Lockbox Lockbox Lockbox $18, 714.7 7 $1,545.65 $117.62 $3,864.92 $4.99 Lockbox $1,884.70 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 3I THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 4. Payments by Month and Year Report that provides users a report with the year, month, amount paid, amount applied, and the difference between amounts paid and amounts applied. 5. Payment by Check Date Report that provides users a report with the check number, paid by, amount, and payment type information. 5. Payments by Date and Batch Number Report that provides users with payment batches, the date entered, and the respective checks. 7. Surcharge Deposits Report that provides users a report with the year, month, source, and amount paid. 8. Missing Penalties and Interest Report that provides users a group report by operators and their respective properties with the year, month, last day to pay, first payment, due, paid, balance amounts, and notes. 615ave and Close .- Undo And Close Property ID 0768 Surcharge ID Period From TIM - Period To Fine Date: 24-JuI.11 - Adjustment Notes: Fine Due: 5500 00 Surcharge Due 15500.00 56702 31-Mar-11 Open Rain Menu 9. Letter Reports that provide users with a list of missing and/or late payments within a specified year and month. 10. Generation of City of Miami Monthly Invoice 11. Generation of Aging Report (30-60-90 report) CCSG provides the City of Miami monthly Parking Surcharge Collections. CCSG also submits to the City an annual Parking Surcharge Collections for every fiscal year. This report summarizes parking surcharge collections trend for the preceding fiscal year. In addition, this report includes Tables depicting Parking Surcharge Collections by Commissioner District, Areas, Zip Codes, Hotels, Hospitals, Office Buildings, Type of Property, Entertainment, Largest Surcharge Payers, as well as other reports. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 32 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. :ups Cr'ippeortr $ei+[Cipn lr to it:.. 'net h-.wares Sect &. Finer s ..n .,r ,,1 a; Or? of Munn Reports 1;' nprl3rra� ir' •;P Res ones iaL," r-r .7,e. Open Ham Meng j.aa: Replare t Go To Find { Seiert re $ ij -s. : ..: Y- CSG Parking k*�90 wr "en Formarbrp Surcharge/CoIertions and Seri'ir-e Periods Report Surcharge Deposits Report parking Cdleown Report COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 33 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Enforcement Facilities Inventory Revenue Assessment J Payment Collection i IT SOLUTIONS Compliance Field Surveys I Field Aud its IRecords Audits Comunnications Personal Communication Letter Process Miamisurcharge.corn �— Rep orts. m i a misu rch are e. com Rog i stratio n.m is m isu reh arge. ran Ccsgonline.net Training Consultation 2. Enforcement CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. Enforcement Code Enforcement Department City Attorney Office COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 34 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG follows three sub -processes in the Enforcement process: • Facilities Inventory • Revenue Assessment • Payment Collection Facilities Inventory (See diagram below) CCSG personnel use the PSP System for monitoring parking properties and parking surcharge revenues. The PSP System gives our team easy access to a vast amount of information that can be easily analyzed to monitor the Parking Surcharge Program, as well as to identify and effectively strengthen any weak spots in the collections process. City of Miami Surcharge Program Process Facilities Inventory Process w N fJ Facilities Inventory CCSG will conduct exhaustive Field Surveys throughout Crty of Miami 1 Eyed of 1 Process ) Identify New Properties Obtain Additional Information from facirrtiea Confirm information from facilities Confine Construction Parking Properties Confirm Closed Properties CCSG compares Is there a c5gt,\}.�� Revenue Estimation vsy Ndncrepan¢yr' Parking operator revenue Yes ■ Revenue Assessment or Records Audit. Operators must register the property with CCSG CCSG will conduct field Audit and prepares Revenue Estimation based on Field Audit !does cc r End oft Obtain prover",„ Yes es inFOrmAtiva?, ! 1 ti Process' r No } CCSG calls property operators to clarify information ■ CCSG prepares for Field Audit (Property Profile, Type of Revenue Controls, Operator Profile} 4- CCSG identifies and selects Properties for t- Field Audit Yes No i Field Aud its Process COMPLETE CONSULTING SERVICES GROUP, LLC— RFP # 1245391 35 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The PSP System maintains the following information with unique record numbers (property ID) for each parking property: Property ID # Number of Spaces Commissioner Area Facility Name Facility Operator District ZIP code Facility Address Business Tax Receipt # Aerial photos and property photos Parking Rates Type of Facility Hours of operation Name of Operator Category Revenue Assessment Process Property owners and operators send Surcharge Payments & Remittance Form Reports to the City's bank using a Iockbox. The bank processes these payments and sends a copy of the checks, the original reports, and envelopes to CCSG. CCSG then enters the payment information using the copy of the checks. CCSG enters the corresponding assessment for each property using the remittance form and finally reconciles payments against assessment_ Payment Collection Process (See diagram below) CCSG makes phone calls, sends missing and late letters and/or emails to operators in order to collect outstanding amounts. If operators do not comply, cases are referred to the City for enforcement. COMPLETE CONSULTING SERVICES GROUP, LLC RFP # 1245391 36 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Surcharge Program Process Payment Collection Process IParking Operators Payment Collection Process Parlu ne Operators fll Operator send Remittance form mltra nee Form and Payment (Check) to Bank Y ra ra CO Y Bank Sends ftemlttance forms, envelopesand - - grapy of checks en CCSG Sank receives form and Payment and i psaeeases rran.s..ction. CCSG ccsG j Payments Surcharge Reconciliation receives Remittance farm., Process Process -- Process envelopes and cows of Cheek11 I Y r f oS6 enters payment trunsections Into PSP CCSG enters Surcharge 1 CC5G reconciles all 1 hosed CCSG sacs information proeasslns system: • Lockbox transactions into. PSP processing system: • Sranda rd properties on payments and surcharges entered • Wure tram fees • Penally a Interest • Manual deposits _ • dine{ & Credies r Communication Process Other Revenue Monitoring Tools CCSG also uses the following revenue monitoring tools: • CCSG's database generates exception reports, which identify payment exceptions. • CCSG monitors surcharge payments to identify if there are fluctuation trends. For instance, when there is a change in parking operators. • CCSG has developed and maintained the Parking Revenue Trend analysis, which was specifically developed for the properties/accounts that do not have any revenue control equipment. CCSG's personnel has established a benchmark that will be based on historical revenue reported by operators, CCSG's field audits, CCSG's record audit findings, and CCSG's revenue assessment. The revenue reported by the operator will be compared with the established benchmark. Please refer to chart below: COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 37 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Field Audits Field audits are the only way to have a large presence in the many events and activities that take place at the City's large entertainment venues and other parking -intensive areas, such as the American Airlines Arena, Bayside, Bicentennial Park, Adrienne Arsht Center for the Performing Arts, Marlins Park, Wynwood, and the Design District. CCSG also concentrates its field auditing efforts and resources in monitoring properties that do not have automated revenue controls, such as surface parking lots (especially in the Downtown and Coconut Grove areas), valet locations, among others. These events and types of properties produce a sizable portion of the revenue for the Parking Surcharge Program. Revenue that is mostly collected in cash and therefore harder to monitor. A full record audit of records for this type of operations does not fully reflect the actual surcharge revenue loss. Only full audits provide the ability to review the records that are not in the corporate offices of the providers. If a parking provider or owner is intentionally underreporting the revenue in a location that is operating in all cash and changing the parking rates several times during a night, records audits will not be effective. The only way to ensure that the operator reports the correct revenue to the City is to thoroughly audit the property. City of Miami Surcharge Program Process Compliance - Field Audits Compliance Field Survey Field Audits Records Audit CCSG prepares for Field Audit (Property Profile, } Type of Revenue + Controls, Operator Prarslej CCSG Identifies and elects Properties for Field Audit CCSG will conduct Field Audit and prepares ftevenue Estimation based on Field Audit CCSG comprras Revenue Estimation vs ' Is rive., a e.514 ' Parking aperator revenue Yes Revenue assesment COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 38 Parking Surcharge Revenue at Risk THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. "Parking Surcharge Revenue at Risk" is the parking surcharge revenue generated by properties or accounts that do not have any parking revenue control equipment. From October 2010 to April 2021, these properties generated parking surcharges of approximately $25,321,845. CCSG's parking surcharge collections experience has proven, to no surprise, that operators who do not have any parking revenue controls are more likely to remit less than their actual share of parking surcharge and do not keep accurate records, CCSG's efforts are much better spent monitoring these locations so we can verify revenue streams that are unreported or significantly underreported, CCSG has enhanced the monitoring of the "Parking Surcharge Revenue at Risk" by allocating more personnel to the field and on the streets ❑f the City where they are highly visible to the surcharge payers, who are keenly aware that their activities are being closely scrutinized. Record Audits (See diagram below) Every operator/owner is subject to audits for compliance, as part of the surcharge regulations of Chapter 35, Article 9 ❑f the City Code. The criteria used by CCSG to select the properties that will be audited are as follows: revenue decrease and/or revenue discrepancies in any property. Other factors, based on findings from field audits and field surveys, include new properties, properties never audited, follow up audits or new operators, and changes in parking operators. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 39 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Surcharge Program Process Compliance — Records Audit Compliance Field Survey Field Audits Records Audit CCSG selects properties to be audtte cE • New properties • Properties never audited �• Follow up audits • Nowo paraton Revenue decrease • Revenue discrepancies • Other Yes End of ), tress opereWr `}_ .No fkMOSSJ ''r pay? by es operator gees the awit?. No CCU/ based on findings will ncttfy operator of due amount. CCSG performs Record Audit CCSG sends record audit �# notification to operator and requests amosxsting rtaards CCS will follow establish collection procedures CCSG based on findnga will parking surcharge if operators doss not have eny records and operator wall be subiect to 5500 adm, fine CCSG will perform a follow up a Rocord Audit in 3 months to ensure cornpfiance End of Process n.. ae,ai„ r -pa ss tnc aor , N. Operator hes to adhere to Additional reporting requirements CCSG also conducts follow-up record audits for repeat offenders. We take a risk -based approach in selecting properties (that is, properties that have had problems in the past get more scrutiny and get audited more often). CCSG conducts record audits to determine if the accounting records are being properly maintained. Below are items that are reviewed when available: • Monthly revenue summaries for each facility, including breakdowns for each revenue category. • Daily revenue reports. • Credit and debit card reports. • Used tickets or ticket stubs, cash register receipts, journal tapes and cashier reports. • Unused ticket inventory, ticket purchase records, and ticket loading/issuance logs. • Monthly parking sales reports. • Unused monthly card/hangtag inventory, monthly card/hangtag inventory purchase records, and active card or valid hangtag lists. • Aged trial balance reports for monthly parking. • Bank deposit slips and bank statements. • Accounting entries or records of daily activities. • Florida Department of Revenue sales tax returns. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # I24539I 40 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Parking Surcharge Assessment Whenever an operator fails to keep records from which the surcharge may be accurately computed: • CCSG will prepare a revenue estimation based on field surveys and field audits. • CCSG may also make use of a factor developed by surveying other operators of a similar type parking facility in the area. • If the revenue estimation is greater that the revenue reported by the operator, CCSG will assess the revenue. Administrative Fine Whenever an operator fails to maintain complete and accurate records as stipulated by the City's Parking Surcharge Ordinance; the operator may be subject to an administrative fine in the amount of $500.00. Record Audit Instruction Letter If an operator fails to complete required records properly, CCSG will send the operator an instruction letter advising them of requirements and of the operator's violation of said requirements. Additionally: • CCSG will keep a log of all the properties that have been assessed an administrative fine of $500 and or received a "Record Audit Instruction Letter." • CCSG will conduct a follow up record audit to ensure operator is following "Record Keeping." If the operator continues to violate the record keeping requirements, then the operator will be required to comply with stricter reporting requirements outlined in the "Additional Record Keeping Requirements Letter," pursuant to Chapter 35, Article 9 of the City Code and Section 405 of City of Miami Parking Surcharge Regulations {please see below). Additional Reporting Requirements • The operator of the parking facility will be required to register their parking tickets with CCSG. CCSG will create and maintain a "Ticket Registration Log" for each property. • The operator of the parking facility will complete and submit a "Parking Surcharge Recap Monthly Report" in addition to the regular monthly remittance report. CCSG will provide a "Parking Surcharge Recap Monthly Report" to the operator, COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 4l 3. Consultation THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG makes recommendations to the City regarding amendments that should be made to the City's Parking Surcharge Ordinance and/or procedures to facilitate collection of parking surcharge fees. Surety Bond CCSG has recommend the City of Miami the inclusion of the Surety Bond into the Parking Surcharge to ensure compliance from all the operators and guarantee the collection of any delinquent Parking Surcharge. This bond requirement will not apply to an operator that is a governmental entity (MPA). However, this bond requirement is applicable to all nongovernmental applicants operating a parking facility on behalf of a governmental entity. The Cities of San Francisco and Los Angeles have the surety bond as one of the requirements for al! the operators that manage parking facilities within the limits of each City and collect the parking tax on their behalf. In San Francisco, a parking tax collection surety bond ensures that parking lot owners and operators will abide by the laws and rules implemented by the City of San Francisco, The bond guarantees the parking lot owner or operator will follow the San Francisco's City Law Code. One of the regulations of the SF City Law Code is that all taxes and fees must be paid in full and on time to the city. New Parking Payment Alternatives Many parking operators are using several of the contact -less payment methods available today, such as Pay by Phone and Pay by Text. Most of the new payment methods do not require the operator to have parking equipment. All the customers need to do is download an application and register or just use their phone to simply text a code or visit a website. CCSG has advised the City of Miami that the Parking Surcharge ❑rdinance should be amended to incorporate language where the operators must be required to submit with their remittance forms the original monthly reports generated by the Payment System certified by the Service Provider. This will ensure that the Parking Surcharge Administrator receives the correct information from the operator. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 42 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Surcharge Program Process Consultation Consultation Consultation 4. Communication CCSG communicates with its stakeholders (City of Miami Officials and personnel and parking surcharge payers) in the following ways: • Zoom or Microsoft Teams • In person • In meetings • By phone • Through the website • By email • Through letters COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 43 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Surcharge Program Process Communication City of Miami Communications Person 4 ► Phone EMaii e r Meetings Letters a Web Enabled Reports i Parking surcharge Payers Webxite R _ Phone EMaii 1 - Meetings Letters ■ Training COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 44 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Furthermore, CCGS provides its stakeholders with a series of websites including: City of Miami Officials, Operators, Public Stakeholders Internet www.mianiisurcha rge.com • Par icing Surcharge Or Kinance • Par eine SUrth a I g. Regulations • [mine Reghtrat;on • Grequentty Asken Questions 111116 reports.miarnisu rch arge.com ✓ Property Reports • Payments • Contact Us w ww. ccs goril i ne. n et • services • About Us • Contact. Us registratiOn. miamisurc'harge_corn • Property Registratinn • About Us • Contact !is • www.ccsgonline.net: Where users can find information about CCSG, how to contact CCSG as well as services provided by CCSG. • www.miamisurcharge.com: Where users can find information about the Miami Parking Surcharge Program. • reports.miamisurcharge.com: Where users with permission from the City can access the latest reports for all properties, including information such as owners, operators, and payments. • registration.miamisurcharge.com: Where owners and operators can register new and updated information for existing properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 45 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG has implemented a "Miami Parking Surcharge" website (www.miamisurcharge.com) to improve communication with operators and provide access to the Parking Surcharge Program information to City Officials and their designees. 414, PARKING FACILITIES SURCHA RGE PROGRAM aeF s en1,41Wevice1or NLIEk Pansp '1111,510 D• Nr+ r.vamrRrl 15 575 rag r435 2r MUM tien/Y7 8uyleNe G9ears-e is .Seabee owsa Ue eraeno a mores, 4acsaaxrs the evens.MC?Nrpe rat! s 15s3 Mitten cower Tr.4 Operator et the non.; FaCaSl a oriparsee . u`n OW And 73rxs of !e ?•wMance to Ma On or Metro Franc Csoareserit aaa5'e Ne 'thin 7 esti to ,ntat S.P.g.7 '! ;he aribriere Rieb J:r'e ' •' :ne Pep MG Wll Nettie. i151411e AM - a -111. 01ZtN1*AHC,F REGLItatI7N5i n(NdMS C L41AA11UN5 115rEF131..UNK5• WELCOME TOTHE CITY OF MIAMI SURCHARGE NEW WEBSITE! UPDATED MARCH 14, 2019 air -5V i1-11i rw.waarce rxru,'sl i,r •er nes 11, lNa 4CY rM Or ggy4 Int Min lathe . Ratans ns ya,meras en. r9.tt. after ,ere :an are eV ern! are swat, 1V oerober tromthe d Me Mer ner ras a Selweer Sunday Fades or 5tere norm. Warn are ler er 110110.511 on 7+0 snl aersirs may' tOLFAMS are 2C01' in MON'. 5tt515, erquxe•`rxt pronsors ror repeat ma+aars +wtv Neal ecxwrxee w p1e rWury Demarge rjr 1i P183Efire,rl,c-mrr 25-333 The Pationg Surenarge Rate rs 15'4 (trite en Per¢1.14 • me 0p►ramr at the parkrrg racrlrty ee responsible rpr if[e enneCtIRn anal transmittal Of the suinnar$e to he Crty et Miami Finance Department The site includes a "Questions and Answers" section available to operators, owners, city officials, and the general public that answers frequent questions about the Parking Surcharge Program, such as: What is the Parking Surcharge? What is the Purpose of the Parking Surcharge? Who is responsible for paying the Surcharge? What Parking Revenue is Subject to the Surcharge? The site offers operators convenient access to relevant information, such as "City of Miami Parking Surcharge Ordinance," "Parking Surcharge Regulations," "Surcharge Calculations," and forms needed to register their properties and report their monthly parking surcharge. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 46 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. PAR XI NG FACILITIES SURCHARGE PROGRAM I1.1T1000C 11CaN e9Nr`f1431.1r 00r.7.1rl CITY OF IVAIAMl PAPKIOJG SURCHARGE REGULATIONS f11r:.'.1ev �� 1•e,,arnr anon___ a SI11.;nyrgy tor 0a0N 0oolonce regerO.acrkn.:a: a pa(Wny raealINy Mnen1,1 .9 Ce4 are rAn. 1nr el 10e r11Re err fifteen W oe, .t f Nie .ss eeere e11rI111*1.^..A p.111,elan11R Inn aueeOrity gianeete pq C1Ma1* 9yeateRfte $ teat 271 y2 P911y en M6er.tf A1V[,IN A Soo 3Fr 'Ai Jig 05t3• drt Gay C0aele ihn sea£113n)et 1s ne•..eel uwa I1,91s larveeleve..lane VI .14.1.090 Incr00001 ter Inn c{r1.1 aI 0totee0y trOu1ne a0Qreir 513I2 .7ra¢r4N 1'r •e'ec•.1. 1110S11 90l49C0 rk al0C' <071..n1Ce90r 9r der991+11 yaia yr.at,y .infer aa.2 n xuvnlaa et Me , p: <.trn'CL .Iae1;:111 ue ,nrll.eyTv 024* 111 '.rp tncaar race010Me :s welt the .99t0lion or ta0e1s 1JCrr0 .4uctnulflq 11t Ir19 1r141.la0apin'.rnee,i o! f3rvera,re. 1T11 '3tieel al1le 1s 1.07eet;1 to a.alin !a% Neas41.ner eael, CI. Dee low .N.01.1.11.13 aq corium vr14r1 n.a .;. her a+.yn 1Aa 441y15u1r It4a1a41y e:,1N.. INN x i.101:1!1ril ...rwrnany.n rn'.y p4 ;spxlann.p pY eeele aalry Ine e.e.On e, a osche,gp re2y40 et w rwey el.ro.ercna1402 coon 11.0011M9 0)1041 rtar 'rF 117. 13Rc 4per91*4E tea' 4n 4..vrrClf n e.tnym renol.A1 10 sllelaerl to, 1UWn4teece COMPLETE CONSULTING SERVICES GROUP, LLC. Parking Surcharge Administrator 2650 Biscayne Boulevard Mier ml, Florida 33137-4590 Cea eel,. nr 1h.r din pyrtmrnr 1,1 'inane- .0e enT C-i. et %.10.1,11 ISSUED PURSUANT TO THE CITY OF A.41AIVIII PARKING FACILITLES SURCHARGE ORDINANCE> BY THE CITY MANAGER ON APRIL 10. 2011 r.3iw ........o-<. .1 ., arncr.11.q'• ': 1=0F lt1 'rt PARKING FACILITIES SURCHARGE PROGRAM LIRDINANCE REGUL4110 *..S FCRMS CALCULATIONS IJSEFIJLLI*KS SURCHARGE CALCULATION SURCHARGE CALCULATION Tree .^T a'a arse aarrmri art'11a 1wsnayt MNp4*'ry14 ant er the rysungLeth In11d 44:1, w comptee ne a11r.$arge aria miAlt,1 rnv-slrra .n 4, se:lat:ar4e-Nrpartiny parplt Technique A: Wham Io1a1 colteclIons include the parking charge plus the SJr^pryle the total cnllectrons are ruuMietied by the ;pc3p pixel Surcharge raleat 130435 Technique B: The Surcharge Total !axon !rest the aid'iyldu3 cash register tapes shaving the parking tee, qv, Surcharge Charged, 11se sales tat Charged and Me !alai cailOe!ed. or 1ndridual Surcharge recares for eal:n kiwi showing the complete oransaceon. Technique Cr Where Inllnld sat Surcharge COI'-fiCllgn recants are nor keel Ittr each UC!se!. Gtteen percent r i5?i;l 6f root aril pH harking tee paid by the customer will be Collected Technque D: When gross amount includes series tax and slircbe rge Gross a.rriouni Whirled) 1 by 1 070 PO sufltr3CI sala.S lax) = Remaining mount (opined); by 1 1S (Jab/recline surcharge, = t mal arinunt. (murboly),r by h1114Jn patient (15%). COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 47 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. �i. 0ft PARKING FACiUTIES SURCHARGE PROGRAM GRUlkAHCE REGULATIONS FLIRMs CA LCULUFtoNS USEFUL LwK3 w SURCHARGE FORMS New Online Registration Form Cerrrpole Consu7hny Servrcas C'nup (CCSG) rlas ,mpfnrrenteil a new Onlne Registration System to City of frtiami Parking Swrilr9rgs'rcgram ' Lhe airuat property regrstrar9n tar the Tine Online Rejistrarren System ss a W b-DazHt system that on -tier" apelater5 9n1or ow iets secure access to the regcstr aeon iyStem erC 10 Ifte fmJperSes Ivey operate ya Ottertet The system will Oe eassly surtesstbte 14'7 al http "rgpstralion Mansur go Corn C1itt Hera to access the'New Onlne Regs saber System. IT you nave any questions p!Easa COMIC,. US at 24i70 6isCare Buulesarri Muxnr. FI 33137 Tel .3G5-573.43 O Fax 105-573.41M COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 48 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. New Online Registration System (registration.miamisurcharge.com) CCSG has developed and implemented a new online registration system to manage the annual parking surcharge registration for the Parking Surcharge Program. The online registration system is a web -based system that makes the registration process more efficient and friendly for end users. WHICH OF THE FOLLOWING REST DESCRIBES THIS FACILITY? '- Garage - Attached Free Standing Special Event Only Surface Lot Ls this facility used for Valet Patkingl Other —WHICH OF THE FOLLOWING BEST DESCRIBES THE CONTROLS FOR LEASED (MONTHLY) PARKING FOR THIS FACIL Y? -----€ Hanytags Electronic Control Cards with Access Gates Permits or Decals Other • PleaseExplain: CHECK ALL OF THE FOLLOWING THAT DESCRIBE THE CONTROLS FOR VISITOR/TRANSIENT PARKING FOR THIS FACILITY?— Manually Issued Tickets Manual [affection of Revenue Automatic Ticket Dispensing Machine ± Attendant Operated Fee Computer Unattended Facility with Coin Machine, Meters ar Honor Sae Other - Please Explain: FOR WHAT TYPE OF PARKING IS THIS FACU1TY USED? ' leased ;Monthly: Parking Visitor ftransient) Parking Vehicle Storage of spaces a x of spaces : x of spaces 3 -- PROPERTY OWNER INFORMATION Cheek here if Owner is to receive correspondence regarding the parking surcharge Owner Id iiirri: (Original Owner ID: 0588) OWNERS NAME Tnamvesikrn CONTACT 1.uvDOnctusato too/ ADDRESS 2CI 8 Biscayne Elh• Stele 03tO CITY Mom STATE Fi. ZIP 311 $ PHONE NUMBER SOS -it -24CO FAX NUMBER 1O-772-4t'.2 EMA4t ADDRESS lave oodusko-lowittvanswester t corn —OPERATOR INFORMATION • Check here i►Operator is to receive corresporrderrce regarding the parking surcharge Operator Id 03018 (origirta€ Operator ID:O3OLS OPERATOR'S NAME Rwias klarsagernynl Group. LLC CONTACT Gunert; Contact ADDRESS I COMPLETE CONSULTING SERVICES GROUP, LLC— RFP # 1245391 49 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Web -Based Reporting Module PSP System also offers a web -based reporting module that grants the City of Miami Finance Department secure access to the surcharge system via the Internet. All properties, contact, and payment information are easily accessible 24 hours/day at http://reports. miamisurcha rge.com. City of Miami Parking Surcharge Program ficone Properties Payments About Us Welcome to the City of Miami Parking Surcharge Program This site has been designed to offer a series of _ustarnized a up-to•,ate reF.orf.s to track par ,tng properties one parking surcharge revenues_ . select an option from the menu. • Input your selection and click on the 'Filter' button to perforrn a search • Use your browse+'s Print button to print a report. • and Back button to return to the previous page... If you have any questions or Problems vsatg this website. contact us at. 305-573-4300. or, dick here to reach us by mat! The Report System gives City officials and their designees access to parking surcharge collection reports using the different criteria outlined below: • Property • Address • Operator Contact • Area/Subarea • Payment Date • Category • Property Type • Zip Code • Owner Contact • Commissioner District • Posting Date • Status (Active/Inactive) City of Miami Parking Surcharge Program List of Proparttss COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 50 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Parking Surcharge Program Clare Contact List COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 51 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 5. Training CCSG has developed a training program that it offers to existing surcharge payers and to new operators. The training program details the following requirements of the Parking Surcharge Ordinance: • City of Miami parking surcharge regulations. • Remittance form. • Registration form. in addition, the operator is required to sign and acknowledge a form stating that it received the training of the requirements as outlined in the Surcharge Regulations with respect to the following: • Annual registration. • Parking surcharge calculation method. • Parking surcharge remittance form. • Penalty and interest. • Records and compliance, including evidence of parking transactions with respect to manually issued tickets and mechanically issued tickets. • Field audits & field surveys. • Record audits. In the event that the operator fails to participate in the training, the operator is required to sign a form acknowledging their failure to participate. CCSG will audit operators within three (3) months of the training taking place to ensure compliance. Furthermore, in addition to training, CCSG also provides ongoing phone support to existing operators that have questions regarding compliance with the parking surcharge regulations. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 6. Compliance To mitigate the side effects of monitoring a cash intensive industry, CCSG has developed a plan that complements record audits and ensures that the "Parking Surcharge Revenue at Risk" is closely monitored. The plan adopted by the City and CCSG required CCSG to conduct "Field Surveys" and "Field Audits" in addition to "Record Audits". The Field Surveys and Field Audits are described as follows: Field Surveys: Identify revenue generating parking facilities. Observe the location to determine if their significant transient traffic or if the customers are mostly all day or monthly. If there is a high volume of transient traffic, it is necessary to use our parking knowledge to determine the approximate number of turns per space and the average rate. • Field Audits: Count spaces and note the daily, hourly, and monthly parking rates. Count the cars and determine what the potential revenue should be for the property. • Review surcharge reports to determine if the payment history matches the observations our observations. The Field Surveys and Field Audits accomplish the following three objectives: • The first objective allows CCSG to look at a much larger number of locations in a shorter period of time. • The second objective allows CCSG to quickfy identify the locations that are not reporting or underreporting. • The third objective provides a high level of visibility on all the properties that have a poor payment history. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 53 Field Surveys THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Field surveys are generally conducted to confirm parking revenue generated by surcharge payers, identify new properties, confirm parking surcharge payer information, confirm construction parking, and confirm closed properties. In addition, field surveys are also conducted by CCSG on a daily basis to confirm, for example, parking activity, parking signs, and other details that ensure the success of the Parking Surcharge Program. CCSG also conducts Field Surveys at all parking facilities, including properties that have regular special events, such as the American Airlines Arena, Bayside, Bicentennial, and Marlins Park; generally leading to the identification of revenue -generating parking facilities. City of Miami Surcharge Program Process Compliance — field Surveys Compliance Field Survey Field Audits Re cords Audit CCSG will conduc exhaustive Field Surveys throughout City of M tam i i Identify New Properties Obtain Additional Information from facilities Confirm tnformatien from feciities Confirm Construction Parkirrg Properties Confirrn posed Properties Operators must register the property with CC5G Akio. ccsw • tr?htein prayer j —Ys End of �FnForeysiorr.:' Process No CC5G calls property operators to clarify information No otruin proper •..nionnerion? Yes CCSG Field Survey program places parking professionals on the street to continuously inspect, survey, and monitor parking operations in the City. Field surveys/audits are also conducted to identify locations that are not reporting or underreporting their parking revenue. The field surveys allow CCSG to look at a much larger number of locations in a shorter period of time while providing a high level of visibility in on all the properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 54 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. COMPLETE CONSULTING SERVICES GROUP, LLC — REP # 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. b) Discuss the procedures, methods and/or activities to be utilized by the Team and/or Propose to perform and coordinate all the required work. CCSG uses people (CCGS's personnel), technology (CCSG's Parking Surcharge Program [PSP] System), and process and procedures (See diagram below) to provide the best customer support to the City's Parking Surcharge Program and its stakeholders (City Officials/staff, property owners/operators and residents). Please refer to section 5: Overall Approach and Methodology Enforcement Facilities Inventory Revenue Assessment Payment Collection IT SOLUTIONS Compliance Field Surveys Field Audits 4— Records Audits Comunnications Personal Communication Letter Process 14- IMiamisurcharge.com Rep orts. m i a misu rc harg e. com 14— Rog; station, m lamisu rcharge.ccm I4— Ccsgonline.net Training Consultation COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 56 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing Solicitation to a contract for the provision of the parking surcharge administration services. The Proposer is entirely dedicated to its engagement with the City of Miami. d) Provide the recent, current, and projected workload of Proposer and general workload those employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. Franklin Laso Juan C. Pena Richard Oreliana TBH Delwin Rojas Gloria Laso Laurlta Laso TBH lob Title Project Team Leader Audit and Compliance Manager Information Service Manager Project Manager Senior Field Analyst Assistant Project Manager Assistant Project Manager Field Analyst 100% 100% 100% COMPLETE CONSULTING SERVICES GROUP, LLC - RFP 1245391 57 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. e) Describe Proposer's ability and readiness to begin providing services as required herein, assuming November 1, 2021 start date. Through this proposal CCSG has addressed each of the individual areas of importance specified in section 2 of the RFP. The CCSG team is in place and ready to execute our plan upon the City's notice. CCSG's proposal is an effective and results -driven strategy that will protect this valuable revenue stream for the City of Miami. F} Describe in detail how it plans to handle all compliance in rnatters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. CCSG has worked cooperatively with parking providers and with the City of Miami to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying and work with the operator to reconcile any differences between their records and actual reporting, and the City of Miami's records and our calculations of what they should be reporting. CCSG has developed a system of docurnenting each contact with providers, creating an evidentiary record that can be used in enforcement proceedings, if necessary. For those parking providers who choose to not cooperate or who continue to dispute the actions against them, CCSG offers multiple opportunities to resolve the matter before referring them to the Code Enforcement Department for further enforcement action. Missing Payment Letters and Late Payment Letters are sent to providers who fail to report and remit the surcharge as well as those who do not report the surcharge in a timely fashion. The success of the enforcement program has been the result of the cooperation between City officials and CCSG, who have worked diligently toward the successful resolution of many parking surcharge disputes. g) Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision and coordinating capacity, among others. Provide proposed location within the limits of the City of Miami from where the services will be performed. The overall resources allocated to this project include experienced parking surcharge professionals and technical experts that provide support to our unique and customized PSP System. CCSG staff works with a state-of-the-art computer system that employs the latest technology available, including services on the cloud, to maximize the returns of the Parking Surcharge COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 5S THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Program. Each employee has individual computers and other electronic devices with secure access that empower them to perform and exceed their goals. Our revamped websites enable all our stakeholders (City Officials, staff, and surcharge payers) to obtain just —in -time information from their electronic devices and receive additional support online. Support that allows them to manage account details directly from a secured web connection. The City will also benefit from the enhanced website with additional online reporting capabilities and data storage. We maintain a telephone answering system for non -business hours, and anyone calling during regular business hours, Monday -Friday, from gam-5pm, will speak directly with one of our professionals. All of these features wilt be housed and managed at CCSG's strategically located offices at 2650 Biscayne Boulevard in Miami. h) Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to this engagement, if applicable. CCSG has an agreement with The Public Health Trust of Miami -Dade County (the "PHT"), a surcharge payer, to provide general parking consulting services, The scope of work includes parking operations review, contract compliance, parking budget monitoring, monthly reports monitoring, and other non -attest services. It does not include review, analysis, or recommendations regarding parking rates or parking surcharge payments. CCSG's relationship with the PHT is not an impediment to independence, as defined by the American Institute of Certified Public Accountants, because the PHT is not CCSG's attest client and does not provide attest services to the PHT. CCSG is willing to provide the City of Miami with a copy of its contract with the PHT at the City's request to demonstrate that the relationship between CCSG and the PHT is not an impediment to independence, as defined by the AICPA. i) Describe how the Proposer has applied the proposed project approach to comparable projects. Please Refer To Section # 5 Overall Approach And Methodology COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 si) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. j) Describe the Proposer's expectations for the level of participation of the City of Miami during the term of the contract. CCSG has had a partnership with the City for the last eleven (11) years. CCSG expects t❑ continue working to improve the Parking Surcharge Program. To accomplish this goal, CCSG will continue working closely with the City to ensure parking surcharge revenue compliance, assessments, recommendations, and implementation of City rules and regulations cooperatively with various City departments, including the 'Finance Department, City Attorney's Office, Code Enforcement Department, Code Enforcement Board. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of similar nature. Describe Proposer's approach to always ensure the availability of personnel. CCSG's personnel has been working on the administration of the Parking Surcharge Program and will continue to do so. CCSG fosters a culture of empowerment and growth that incentivizes its team members to work harder in order to achieve a common goal that will guarantee the success of both the company and the individuals that compose it. Additionally, CCSG understands that cross -training is one of the proven ways to mitigate risk and ensure success. CCSG has cross trained its employees so the organization has the flexibility to respond to fluctuating workflows and is better equipped to recover quickly from disruptions and handle transitions gracefully and seamlessly. This enables CCSG to deliver uninterrupted and continuous service to the City of Miami, even during times of transition. This is why we train our employees to acquire different skill sets, so that in the rare event that a key employee decides to leave CCSG, their exit will not create any tangible disruption on the operations of the company. This training also serves as a mechanism to prepare lower rank employees to ascend within the company. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 1)0 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 6. COMPENSATION PROPOSAL Please refer to attachment C COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 61 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 7. ADDENDUMS/ FORMS COMPLETE CONSULTING SERVICES GROUP, LLC- RFP # 1245391 (;' THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1245391 City of Miami Soi[citation RFP 1245391 Certifications Legal Name of Firm: c ?\.k C-05(1 , tir-11 Ge^su►ces -a0 1--Lci Firm's Federal Employer Identification Number (FEIN): ,tin .�— 1651. 4-13 Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other eVa t 5 c �1rn� �"�L�LcZ'ti]Ct t Business Tax Receipt/Occupational License Number: Business Tax Receipt/Occupational License Issuing Agency: t�t Q f L p4-Y-t'► Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes orOD If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response), If no subcontractor(s) will be utilized, please insert NIA.: \3\ iNt Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 5/1/21). If no addendum/addenda was/were issued, please insert N/A. Has Proposer reviewed the attached Sample Professional Services Agreem Acknowledge that if awarded, Proposer will be required to execute the Professional Services Q. 5 5/7t2021 3:28 PM THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Solicitation RFP 1245391 Request for Proposals (RFP) 1245391 Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination; Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. P. 6 517l2021 3.28 PM THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1245391 City of Miami Solicitation REP 1245391 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: \ ]CCe�lt�]�s We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the subinitter. Please print the following and sign your name. PROPOSER NAME: C.cyrn -�i e C_ocl s cies C,v41/43 / ADDRESS: 3...LEr0 VIASC se3a04\`.1(vo PHONE: 5 - 430n FAX: ?i 45 593- 41 (O EMAIL: \ 3c i,C .Ct5 11'f) e.1le~FCELL(Optional}: -4C9 SIG. TITLE: '[ C 5 l DATE: IL 5/712021 3:28 PM p. 4 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Solicitation REP 1245391 City of Miami, Florida Contract No. RFP 1245391 CORPORATE RESOLUTION (This Resolution must authorize the signatory to sign) WHEREAS,Czir \e z cSZrisvl - rrJ T vt�� aa,1Ci corporation, desires to enter into an agreement with the City of Miami for the purpose of performing the work described in the contract to which this resolution is attached; and WHEREAS, the Board of Directors at a duly held corporate meeting has considered the matter in accordance with the bylaws 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 t day of 06 , 202 �c�rn 1�1e 11 1.\-tr, Cie3v,ce A TITLE: r� 5 •,�� ti ` llc (`"Contractor") (State) Corporation (I-L. (sign) Print Name: 7i Parking Surcharge Administration Consultant Services 5/18/2021 3:09 PM p.S0 ANNIE PEREZ, CPPO Procurement Director THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Citg of Miami ADDENDUM NO. 1 ARTHUR NORIEGA V City Manager RFP 1245391 June 4, 2021 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 11, 2021 at 5:00 P.M. B. The following are the inquiries received and their corresponding responses:. Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No. Q2: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence. Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. 03; Section 4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disclosed within Proposer's Proposal, in response to Section 4.5,h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Annie Perez, CPPO, Director of Procurement City of Miami Procurement Department AP:cj cc. Fernando Casamayor. Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the proposal. NAME OF FIRM:Cc ncAz)e. Cen5j\ r (1. )1Q1ce (Y,00`i)l_L_DATE: Oftz,-CA-ad21 S(GNATURE: IiiD of 4EnmE THIS IS NOT A BILL CERTIFICATE OF USE FIRE SAFETY PERMIT BUSINESS NAME : DBA: DATE ISSUED: VALID FROM: ACCOUNT NUMBER: SERVICE ADDRESS: APPROVED USE: COMPLETE CONSULTING SERVICES COMPLETE CONSULTING SERVICES 07/26/10 10101/20 TO 09/30/21 88217 2650 BISCAYNE BLVD CU06 -General Commercial - Office General business office COMMENTS: RESTRICTIONS: Restrictions on this CU are informational only. For all restrictions, please contact the Office of Zoning • PLEASE DISPLAY THIS CERTIFICATE IN A CONSPICUOUS LOCATION AT OCCUPANCY ADDRESS. NUTC;E: lhss certifiCate Is Non -I rariSteraoie. It' - - you relocate, sell the business, or change the type of business a new certificate must be obtained from Building and Zoning at 444 S.W. 2"d Avenue, 4'Floor, Phone: (305)416-1199. co —I rn O mn O rn— z2 • z - > rn r Z co ✓ D O C) rnX � c (7)O — o 2 n z c • D rn z> -I z THIS DOCUMENT IS A SUBSTITUTION Tat! of *Mimi NOT TRANSFERRABLE OR VALID AT ANOTHER ADDRESS UNLESS APPROVED BY THE FINANCE DEPARTMENT. CITY OF MIAMI 444 S.W.2 AVE fins FLOOR. MIAMI, FL 33130', PHONE (305)416.191B. Effective Year Oct. 1 2020 Thru Sep. 30 2021 RECEIPT FOR COMPLETE CONSULTING SERVICES ISSUED Oct 01, 2020 TOTAL FEE PAID 131.00 ACCOUNT NUMBER 88217 RECEIPT NUMBER 20261 NAME OF BUSINESS COMPLETE CONSULTING SERVICES DBA COMPLETE CONSULTING SERVICES LOCATION 2650 BISCAYNE BLVD IS HEREBY IN COMPLIANCE TO ENGAGE IN OR MANAGE THE OPERATION OF: ADMINISTRATIVE OFFICE Adele Valencia Code Compliance Director i i( l i. N i +,7 i 1% l I r't I-T DO NOT PAY This issuance of a business lex receipt does not permit the holder to violate any zoning laws of the City not does it eXerript the holder Prom any license or permits trial may be required by law. This document does not constitute a certification that the holder is quaIFPledto engage in the business, profession or xcupahon specified heroin. The document indicates payment of Itte business lax receipt only. 2021 CO - -I mO= O)O(7) mv m�0 zn z > m r m v0°-zi O n c D � cn (OW v —cn OOP C) z -I c>c M r —I 1z THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. State of Florida Department of State I certify from the records of this office that COMPLETE CONSULTING SERVICES GROUP LLC is a limited liability company organized under the laws of the State of Florida, filed on January 2, 2008, effective January 2, 2008. The document number of this limited liability company is L08000000468. I further certify that said limited liability company has paid all fees due this office through December 31, 2021, that its most recent annual report was filed on February 8, 2021, and that its status is active. Given under my hand and the Great Seal of the State of Florida at Tallahassee, the Capital, this the Eighth day of February, 2021 Secretary of State Tracking Number: 0862107982CC To authenticate this certilicate,visit the following site,enter this number, and then follow the instructions displayed. h tt ps :f Ise ry is es. s u n b iz.o rg/Fi li ngs/Certi ficate OfS tatus/C erti ficateAu thenti ratio n NSU Pforida NC'VA 7.7.J--r==s„ =wN THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Office of Facilities Management '!',01 May 14, 2021 Mr. Daniel Alfonso Vice President, Facilities Management & Public Safety Nova Southeastern University 3301 College Avenue Fort Lauderdale, FL 33314 It is my pleasure to write this letter of recommendation/reference regarding the professional relationship I had during my tenure as the City of Miami Budget Director, Chief Financial Officer and City Manager with Mr. Franklin Laso Mr Laso has administered the City of Miami Parking Surcharge Program since 2010. He was the assigned Project Team Leader. and he was an integral component in the administration of the Parking Surcharge Program- Following were some of Mr Laso's main responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenue to ensure maximization of surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any fluctuation trends. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers ▪ Responsible for planning and coordinating Record Audits, Field Audits, and Field Surveys of parking operations to ensure compliance. • Make recommendations on City codes, resolutions and amendments relating to City of Miami Parking Surcharge Program- Work together with City officials in the enforcement of uncollected payments. In the six years that I worked with Mr. Laso, he always displayed a high degree of integrity, responsibility, and dependability in performing the functions of administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Shouldyou have any questions or with to discuss further, do not hesitate to contact me. Sincerely. Daniel Alfons Vice President, Fac(es Management & Public Safety Nova Southeastern University dialfonso�'cr7,rlov'a edu Office of FacilibeS Mane,_, ,er1t 3301 Collecie Avenue Ft Latidtarda1 r, THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. May 17, 2021 To whom it may concern: It is my pleasure to write this letter of recornmendationlrefcrence regarding the professional relationship I had with Mr. Franklin Laso during my tenure as the City of Miami Finance Director. Mr. Laso was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program. Below are examples of the Mr. Laso's primary responsibilities in the administration of the program: • Monitor over 500 parking facilities with over S 150 million in gross revenue to ensure compliance with City Code and maximize surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any trends, anomalies, and fluctuations. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers, • Planning and coordinate record audits, field audits. and field surveys of parking operations to ensure compliance. • Make recommendations on City code, resolutions and amendments relating to City of Miami Parking Surcharge Program, Work together with City management and staff to try to collect on outstanding payments. In the four years that I worked with Mr. Laso, he displayed a high degree of integrity, responsibility, and dependability in administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Should you have any questions or wish to discuss further, do not hesitate to contact me. I can be reached at 305.772.8631. Jose F rnandez 5/28/2021 Licensing Portal - License Search 11:31.19 AM 5/2812021 Data Contained In Search Results Is Current As Of 05/28/2021 11:29 AM. Search Results Please see our glossary of terms for an explanation of the license status shown in these search results. For additional information, including any complaints or discipline, click on the name. License Type Certified Public Accountant Name Name Type PENA,. JUAN CARLOS Primary License Location Address*: Main Address': 1400 NE 102ND ST MIAMI SHORES, FL 33136 License Number/ Status/Expires Rank AC0025122 Current, Active CPA 12/31/2021 1400 NE 102NO STREET MIAMI SHORES, FL 33138 ■ denotes Main Address - This address Is the Primary Address on file. Mailing Address - This is the address where the mail associated with a particular license will be sent (if different from the Fain or License Location addresses} - License Location Address - This is the address where the place of business is physically located. 2641 Blair Stone Road, Tallahassee FL 32399 .. Finale: Customer Contact Center ; : truseoniri Contact tenter! 65u.467. l3r» Tile Solt of Fiends rs aii MVI::FG eltipWV¢•I Capyriolit 2007-2010 State of Florida. Privacy Statement lhlit reCti rd �, 1! QV cln ,101 wane yliur- lrl154 dd(I1C -% rt:la;NSttd in respome to 4 b utilIr.re5ei d§ rcoauute,, &. not s,3n.1 ele/:frr9 riir= ii1.,1i In !his ai5I61 y. hISSear1, Gentssrt I1 tO ti(e. by pi' • binder br f ltsnda Iary nail. I you n✓ive am pt Y �17'Y.1, breriyc'ei IIS'Erlsed Linder Chapter 455. F.S. riLMI p -oode l el by SIa11,t�•�Irisl mail. it you nave any ciueTiEltln S, {HHase eonr�i:e �s9--1F17.!_i95. 'Fuli1, in +u �.i:t:llcn d55,2'75(I I., flsrnUY Slat+lt r24, ��Stt:ttk�ee S7a:lul+gi 1., _ IJeparlrtietrl will, an email aralrt±ss if they have one. Ind (elidtls prov100 may be tufted *or LITN:lat cumniurneutlrsn lsltti ills: licenser• liaw aver email nlldres eb are pirh4C record, 11 you do riot NIS1i tv supply a t,uriaual uliclrir.s, pliaye Isruvtdr: Ihr [7elrartaWlit tali so 011111ll atiurr bl wnlr.h can Li: ms11 .M7+ld1ie to elm- uurllrr• 1N3IN1100a SIHl dO aN3 1V N33S 38 NV3 1VNIOI JO dfl)13V8 1VNIOI IO 01 NOI1l1I1S8fS V SI 1N3INfl3Oa SIHl https:llwvyw. m yf loridal ice nse . comlwl 1'1. asp2 mod a=2&search=Name&S I IJ = &bra =81y p= 5/28/2021 DBPF - PENA, JUAN CARLOS, Certified Public Accountant a 7: 33: 25 AM 5/2812021 Licensee Details Licensee Information Name: Main Address: County: License Mailing: LicenseLocation: County: License Information License Type: Rank: License Number: Status: Licensure Date: Expires: Special Qualifications Alternate Names PENA, JUAN CARLOS (Primary Name) 1400 NE 102ND ST MIAMI SHORES Florida 33138 DADE 1400 NE 102ND STREET MIAMI SHORES FL 33138 DADE Certified Public Accountant CPA AC0025122 Cu rrent,Active 03/01/1993 12/31/2021 Qualification Effective View Related License Information View License Complaint 260t Blair Stone Road, Tallahassee FL 32399 ; : Efriasl: Customer Contact Center Cu.trrm r Co itact Ir. Fioresha AAgtt° diriplute: Copyright 2007-201.0 State of Florida. Privacy Staten+ent frttps://www_myfloridalicense.comlLicenseDetail.asp?S ID=Bid=89F550D6EBD6FQA4BFA31 B1 B4A13AA9A CO --I --I mO_ Cn O Cn m-v Z O° Z — DiDE m- m ✓ D� O n in -nc> - -0 cn cnOc DJ D—Cl) C')Z-i c>c El rn Z.71 Z Z 1/2 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. City of Miami Solicitation RFP 1245391 Parking Surcharge Administration Consultant Services RFP 1245391 ATTACHMENT C pRlCE PROPOSAL INSTRUCTIONS: The Proposer's price shall be submitted on this Form, "Price Proposal", and in the manner stated herein. Proposer is requested to fill in the applicable blank an this form and to make no other marks. A. Parking Surcharge Administration Consulting Services, The City will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The price for renewal periods shall be negotiated based upon written justification. Please enter the Proposer's price in the blank below and make no other marks. • Parking Surcharge Administration Consulting Services: a $ 1±Df CVO CJ O per year. The Proposer's proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements, including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service(s), at any time. Should the City determine to add an additional service(s) for which pricing was not previously secured, the City shall seek the Successful Proposer to provide reasonable costs) 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). This fee shall remain fixed and firm throughout the initial term of the Agreement. 51712021 3:25 PM p. 59 1245391 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. RFP Number: Title: City of Miami Request for Proposals (RFP) Issue Date/Time: RFP Closing Date/Time: Pre-Bid/Pre-Proposal Conference: Pre-Bid/Pre-Proposal /Pre -Proposal Date/Tire: Pre-Bid/Pre-Proposal Location: Deadline for Request for Clarification: Contracting Officer: Contracting Officer Contracting Officer E-Mail Address: Facsimile: Procurement Department Miami Riverside Center 444 SW 2"Avenue, fi11' Floor Miami. Florida 33130 Web Site Address: www.miamEuov.cam.PracUrement 1245391 Request for Proposals for Parking Surcharge Administration Consultant Services Friday, May 7, 2021 Tuesday June 8, 2021 at 5:00 PM Voluntary Wednesday, May 19, 2021 at 11:00AM Virtual via Microsoft TEAMS Conference ID 908 673 243# or via phone at (786) 598-2961 Wednesday, May 26, 2021 at 5:00 PM Johnson, Charles cjohnson( miamigov.com (305) 400-5373 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1245391 Certification Statement Pease 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 (1) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.U.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (1) certify that any and all information contained in this submission is true: and we (I) further certify that this submission is made without prior understanding. agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the subrnitter. Please print the following and sign your name: PROPOSER NAME: ADDRESS: PHONE: FAX: EMAIL: CELL(Optional): SIGNED BY: TITLE: DATE: THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 1245391 Certifications Legal Name of Firm: Firm's Federal Employer Identification Number (FEIN): Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt/Occupational License Number: Business Tax Receipt/Occupational License Issuing Agency: Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or No) If subcontractor(s) will be utilized, pros idc their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum'addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1. 5/1121). if no addendum/addenda was/were issued, please insert N/A. Has Proposer reviewed the attached Sample Professional Services Agreement? Yes / No Acknowledge that if awarded. Proposer will be required to execute the Professional Services THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (REP) 1245391 Agreement in substantially the attached Form. In addition, Proposer must acknowledge that certain clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination; obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 IMPORTANT NOTICE TO PROPOSERS • FAILURE TO COMPLETE, SIGN, AND UPLOAD THE CERTIFICATION STATEMENT AND CERTIFICATIONS SECTION WILL RENDER YOUR PROPOSAL NON- RESPONSIVE • FAILURE TO COMPLETE AND UPLOAD ATTACHMENT C, PRICE PROPSAL WILL RENDER YOUR PROPSAL NON -RESPONSIVE ■ ATTACHMENT FILES SHALL BE NO MORE THAN 250MB IN SIZE EACH. SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES • CONTACT BIDSYNC VENDOR SUPPORT TOLL -FREE NUMBER 800-990-9339, E!w1.+.IL SUPPORTu BIDSYNC.COM, OR SUPPORT.BIDSYNC.COM FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (REP) 1245391 Table of Contents Terms and Conditions 1. General Terms and Conditions 1.1. GENERAL TERMS AND CONDITIONS 2. Special Conditions 2.1. PURPOSE 2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE 2,3, DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION /CLARIFICATION 2.4. TERM OF CONTRACT 2.5. CONDITIONS FOR RENEWAL 2.6. LIVING WAGE ORDINANCE 2.7. PROPOSERS MINIMUM QUALIFICATIONS 2.8. REFERENCES 2.9. EXECUTION OF AN AGREEMENT 2,10. INSURANCE REQUIREMENTS 2.1 l . PROJECT MANAGER 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) 2.13. REMOVAL OF EMPLOYEES/SUBCONTRACTORS 2.14. UNAUTHORIZED WORK 2.15. CHANGES/ALTERATIONS 2.16. COMPENSATION 2.17. METHOD OF PAYMENT 2.18. EVALUATIONISELECT1ON PROCESS AND CONTRACT AWARD 2.19. RECORDS 2.20. ADDITIONAL SERVICES 2.21, TRUTH IN NEGOTIATION CERTIFICATE 2,22, NON -APPROPRIATION OF FUNDS 2.23, FAILURE TO PERFORM 2.24. TERMINATION 2.25. ADDITIONAL TERMS AND CONDITIONS 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK 4, Submission Requirements 4.1. SUBMISSION REQUIREMENTS 5.. Evaluation Criteria 5.1. EVALUATION CRITERIA THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 Terms and Conditions 1. General Terms and Conditions 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 S25,000.00 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, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this Solicitation the use of the word "services" includes without limitation professional and personal services as that term professional and personal services is defined by the City of Miami Procurement Ordinance and as set forth in the Definitions Section 1$-73 ofthe City Code. 1.2 ACCEPTANCE OF OFFER - Subject to prior occurrence of ail condition's precedent set forth in Section 1.88, The signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a purchase order or notice to proceed., as applicable. In summation, execution of a Professional Services Agreement and/or Agreement. approval by a referendum as stated in this RFP, and issuance by the City of a purchase order, and/or notice to proceed, as applicable. 1.3 ACCEPTANCE/REJECTLON -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 Procurement shall notify all affected Proposers and make available a written explanation for the rejection. The City also reserves the right to reject the response of any Proposer: 1) Who has previously failed to properly perform under the terms and conditions of a Professional Services Agreement ("PSA") and/or Agreement, 2) Who failed to deliver on time, contracts of a similar nature. 3) Who is not in a position to perform the requirements defined in this formal solicitation 4) Who has been debarred, 5) Who is on the convicted vendors list, 6) Who is indebted to the City. or 7) Who is otherwise determined to be non- responsive or non -responsible. The City further reserves the right to waive any irregularities, 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 Proposer's responsibility to ensure receipt of all Addenda. Addenda are available on the THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 BidSync Procurement Solutions Platform ("BidSync") only. 1.5 ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6 ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all its rights, title or interest herein, without the City Manager'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 proceedings. 1.8 AUDIT RIGHTS AND RECORDS RETENTION - The Successful 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 Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three l3) 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. The audit and inspection provisions set forth in Sections 18-100 to 18-102, City Code, are deemed as being incorporated by reference herein as set forth in full, 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 goodsisery ices. specified herein from the Successful Proposer at the Contract priccls) established herein, when permissible by Federal. State. and local laws, rules, and regulations. Additionally, any governmental entity outside of the- State of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer at the Contract prices) 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 Contract wilt establish its own Contract, 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 exernption certificates as required by the Successful Proposer. 1.10 AWARD OF CONTRACT: A. The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket purchase order shall constitute the entire contract, unless modified in accordance with any ensuing amendment or addenda. B. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. 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 Proposer is in default of these contractual requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposer's Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Proposer's default. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245 391 C. The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer. These documents may either be a blanket purchase order, notice of award and/or contract award sheet. D. The City reserves the right to automatically extend this contract for up to one hundred twenty i 120) calendar days beyond the stated contract term in order to provide City departments with continua! service and supplies while a new contract is being solicited, evaluated, and awarded_ l f the right is exercised, the City shall notify the 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 (12©) day extension may occur, if, the City and the Successful Proposer are in mutual agreement of such extensions. E. 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. F_ An PSA and/or Agreement shall be awarded to the Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result ofa RFP. RFQ. or RFL1, the City reserves the right to execute or not execute, as applicable, an PSA and/or Agreement with the Proposer, whichever is determined to be in the City's best interests. Such PSA and/or Agreement which 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 forth by the City Attorney. All conditions precedent identified in Section 1.88 before any Agreement is binding. 1.11 BID BOND/ BID SECURITY - A cashier's or cenifted 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 Proposers, if so indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept the order or contract/agreement, as proposed, if it is awarded to the Proposer, Proposer shall forfeit proposal deposit to the City should the City award the contract/agreement to the Proposer and if Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers within ten (10) days after the award and Successful Proposer's acceptance of award. If sixty (50) days have passed after the date of the formal solicitation closing date, and no contract has been awarded. all deposits will be returned on detnand. 1.12 RESPONSE FORM - All forms should be completed, signed and submitted accordingly. 1.13 BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or file an acceptable Performance Bond. when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered. not as a penalty, but in mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible 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 Proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minitnum standard of design, efficiency, grade or quality of goods only. When the City does not wish to title out other competitors' brands or makes, the phrase "Old EQUAL" is added. When bidding/proposing an approved equal, 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 itemtsl bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation openinglclosing only upon request of the City. if samples should be requested, such samples must he received by the City no later than seven (7) calendar days after a formal request is made. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.15 CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a written explanation for the cancellation. 1.16 CAPITAL EXPENDITURES - Proposer 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 he obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services. it shall not have any claim upon the City. 1.17 CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the 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 - 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 Procurement Department or initiating department. The Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. 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 responses where collusion may have occurred. 1.19 COrMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local govelnments are subject to certain laws and regulations. including laws pertaining, to public records, conflict of interest, records keeping, competitive solicitations etc., et. al., as applicable. 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 I lazards (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 111. J. Conflict of Interest. City Code Section 2-611;61. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 K. Cone of Silence, City Code Section 18-74. L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M. City Financial Policies, City Code Chapter 18, Article IX. N. City of Miami Charter Sections 3(f) (iii) and 29-B. O. City of Miami Sale or Lease of Real Property, City Code Chapter 18, Article V. P. City of Miami Living Wage Ordinance, Chapter 18, Article X, City Code, Q. Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws, R. Miami -Dade County Shoreline Review Ordinance Chapter 33D, Article III, Miami -Dade County Code. Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local. state, and federal directives, orders, regulations, and laws may be considered grounds for termination of contracts). 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 REP, RFQ, or RFLI after advertisement and terminates at the time the City Manager issues a written recomrnendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts fur the provision of goods and services and public works or improvements for amounts greater than S200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, or fFL1s between potential vendors, service providers, Proposers, lobbyists or consultants (among others) 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's Procurement 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 visitslinspections, pre -proposal conferences, oral presentations before seLectionlevaluation 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 connnunications 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 REP, RFQ, or RFLI documents; or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, or RFLI, by City Procurement staff. Proposers 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 (clerks@ rniamutgov.com), 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 shall render any award voidable. A violation by a particular Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Cade. Any person having personal knowledge of a violation of these provisions THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request far Proposals (RFP) 1245391 shall report such violation to the State Attorney and/or may file a complains with the Miami -Dade County Ethics Commission. Proposers 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 3O5-250-536O, to obtain a copy of same. 1.21 CONFIDENTIALITY - As a political subdivision and Florida municipality, 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 nu application when disclosure is required by Florida law or upon court order. 1.22 CONFLICT OF LNTEREST - 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 Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Proposer's firm. A. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their trust, or perform their duties, to secure a special privilege. benefit, or exemption for itself, or others. Proposer may not disclose or use information not available to members of the general public and gained by reason of their position, except for information relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain or benefit of any other person or business entity. B. Proposer who is a person (every officer, official and employee of the city, including every member of any board. commission or agency of the city) as defined in Section 2-611 of the City Code, hereby acknowledges that it has not contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Proposer further warrants that they are not related, specifically the spouse. son, daughter, parent, brother or sister, to: (ii 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 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 - Proposers warrant that there has been no violation of any intellectual property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered and/or services provided as a result of this formal solicitation, and 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 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 Proposer(s), THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 124539l 1.25 DEBARMENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard. the City Manager, after consultation with the Chief Procurement Officer and the city attonicy, shall have the authority to debar a Contractual Party, for the causes listed below, front 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 Contracnal Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment deteniiinatiou. 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: (i) 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. (ii) 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. Oil) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (iv) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non -responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (v) Debarment or suspension of the Contractual Party by any federal. state, local, or other governmental (public) agency or entity. (vi) False certification pursuant to paragraph (c) below. (vii) Found in violation of a zoning ordinance for which the violation remains noncompliant. (viii) Found in violation any city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (ix) 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. le) 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)(v). (d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision staling 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 party's right to seek judicial relief. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 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: 1) submit a response fora contract to provide goods or services to a public entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public work; 3) Submit response on leases of real property to a public entity; 4) award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity; and 5) transact business with any public entity. 1.27 DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge ofnonperforntance, which shall include any failure on the part of the successful 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 Proposer to meet any terms of this agreement, the City will notify the 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 conTect 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 constintte default! A. Failure to perform the work or deliver the goods/services required under the Contract andlor 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 comm thug any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors. if the insolvency, bankruptcy, or assignment renders the successful 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 and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28 DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A. Responsive Proposal 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 Proposal non -responsive. B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perfomt the Contract requirements, and the integrity and reliability of which give reasonable assurance ofpood faith and performance. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1_ Proposals will only be considered from any person or firm who are regularly engaged in the business of providing the goods)/service(s) required by the Formal Solicitation. 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. 2_ The City may consider any information available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity, in making the award. 3. The City may require the Proposer(s) to provide documentation 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. 1.29 DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Pnces 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 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 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 Fomial 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) PSA and/or Agreement and/or any Amendments to the PSA andior Agreement 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 RID 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 RFL1s, 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 ternns and conditions contained in the Formal Solicitation and/or Response. the Formal Solicitation and then the Response shall control, This Contract may he modified only by a written agreement signed by the City of Miami and Contractor. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 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 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 A. Rejection of Responses The City may reject a Response for any of the following reasons i) Proposer fails to acknowledge receipt of addenda; 2) Proposer misstates or conceals any material tact 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 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 shalt not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is in default on a bid, payment/ performance, bond they have submitted or as the surety bond or certificate furnished has not performed despite demand they do so 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. 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 temps "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. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 2} The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3) The City may require the 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 RFL1 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 Proposer must be. F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bidiproposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bidiproposal. 1.37 FIRM PRICES - The Proposer warrants that prices, terms. and conditions quoted in its response will he firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain lion 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 NIINIMUNI WALE AND CITY OF MJANII LIVING WAGE ORDINANCE - A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Proposer's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPi") 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 list. It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Ivlinimuni Wage Law. at any given point in time during the term of the Bid Contract. IF impacted, Proposer must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rates). Failure to submit this information at the time of bid submittal constitute Successful Proposer's+Contractor's acknowledgetnent and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful. Proposer/Contractor must provide for any, and all information to make a wage and contractual price increase( s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 the other exclusions provided by Section 18-557 of the City Code. If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide services, a living wage of no less than $ I5.00 per hour without health benefits; or a wage of no less than $13,19 an hour. with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Section 18-557 of the City Code fora complete and thorough description of the City of Miami Living Wage Ordinance. 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 panics agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective attomey's fees. 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 (IIHI) and:or Protected Health Information (PHI) shall comply with the health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the sane restrictions and conditions that apply to the Proposer and reasonable assurances that IIHI,PH1 will be held confidential; E. Making Protected Health Information (PHI) available to the custoter; 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. Pl-II shall maintain its protected status regardless of the fonn and method of transmission (paper records, and/or electronic transfer of data). The Proposer must give its customers writ -ten 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/save harmless and defend at its own costs and expense the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasouable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the tern 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 will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of *725.05 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 indemnity 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 oldie 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 FORNLATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the spaces provided in the Formal Solicitation, Further, as may be specified elsewhere, each 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 provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45 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 alter bid closing. whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following recommendation for award. 1.46 INSURANCE - Within ten (101 days after receipt or Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Department. it 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." THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 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. lithe 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 Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 3105-416- 1.604. The 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 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 subtnittcd 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 tic in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." 13. Cite 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''0) 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 Proposers a separate Manufheturer's Certification of all statements made in the bidlproposaL Failure to provide such certification may result in the rejection ofbid/proposal or termination of-contract/agreement, for which the Proposer must bear full liability. l.50 MODIFICATIONS OR CHANGES 1N PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Eotnnal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Procurement of the City of Miami, Florida through the issuance of a change order. addendum. amendment, or supplement to the contract. purchase order or award sheet as appropriate. 1.51 MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Proposer grants now or in the future to a similarly situated local government. 1.52 NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (REP) 1245391 relationship between the parties. 1.53 NONCONFORMANCE TO -CONTRACT CONDITIONS - Items may he tested for compliance with specifications under the direction of the Honda 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 Proposer's expense. These non- conforming items not delivered as per delivery date in the response and/or Purchase Order may result in Proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor_ Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54 NONDiSCRIMJNATION - 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, 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, Proposer shall not discriminate against any person on the basis ofrace. color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55 NiON-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 additionai contracts for these herein goods and/or services, and to make use of other competitively bid (goverrunental) 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 Proposer(s) to receive ail 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 ten'ns, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56 NOTICE REGARDING "CURES" - Proposals submitted with irregularities. deficiencies, and/or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals 1RFP1, Invitation to Sid (ITR), Invitation for Bids (IFB), Invitation to Quote (ITQ), Requests for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. any solicitation issued after May 6, 2019. shall comply with APM 2-19, APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by the proposer, and are not waivable by the city. PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS RFP/Q SHALL RESULT IN A NON -RESPONSIVE DETERMINATION. The City will not give consideration to the curing of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q. Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the Evaluation/Selection Process. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.57 OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture. with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1. Article I of the City ofMiarni 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 Proposer to supply the license to the City during the evaluation period. but prior to award. L58 ONE PROPOSAL - Only one i I) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.59 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 Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever without the written consent of the City. 1.60 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_ 1.61 PERFORMANCEIPAVMENT BOND - A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. 1.62 PREPARATION OF RESPONSES - 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 Pruposer's risk. A. Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response and print in ink or type the name of the Proposer, address. and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, where required.. B. If so required, the unit price for each unit offered shall be shown. and such price shall include packaging, handling and shipping, and F.O.B. Ivliami delivery inside City premises unless otherwise specified. Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Proposer to its employees, If applicable. a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In ease of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Proposer must state a definite time, if required, in calendar days for delivery of goods andior services. D. The 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 firrn's name and by an officer or employee having authority to bind the company or firm by hisiher 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 Proposer's response may be included as part of the contract. at the City's discretion. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 G. The City of Miami's Response Forms shall be used at all times. Use of any other forms will result in the rejection of the response. ANY REQUIRED ATTACHMENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE. 1.63 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. 1.64 PRODUCT SUBSTITUTES - hi the event a particular good (that has been awarded and approved) becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representativc(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. 1.65 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 ply any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract. 1.66 PROMPT PA\'IHENT - 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. 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 Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Proposer Tails 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. W hen the City is entitled to a cash discount. the period of computation will continence 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 dues not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts oft` the original prices quoted on the Price Sheet will be accepted from successful Proposers during the term of the contract. 1.67 PROPERTY - Property owned by the City of Miami Ls 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'vliami. 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.. 1.68 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. 1.69 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: A. Submit a Bid to provide any goods or services to a public entity. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals tRFP) 1245391 B. Submit a Bid on a contract with a public entity for the construction or repair of a public buntline or public work. C. Submit responses on teases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier. subcontractor, or consultant under a contract with any public entity. E. Transact business with any public entity in excess of the threshold amount provided in Section 287.017, CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.70 PUBLIC RECORDS - Proposer 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 Code. Section 1 S, Article 1.11, and agrees to allow access by the City and the public, to all documents subject to disclosure under applicable law. Successful Proposer shall additionally comply with the provisions of Section 119.0701, Florida Statutes, titled "Contracts; public records". Proposer shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service. B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. E. All electronically stored public records must be provided to the City in a format compatible with the City's in formation technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATTNG TO THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDS uMt1AMIGOV.COM, OR REGULAR MAIL AT CITY OF MIA 1 OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, M1AMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MiAlMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT. 1.71 QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.72 QUALITY OF WORKJSERVICES - 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. 1.73 REMEDIES PRIOR TO AWARD (Sec.. 18-106) - If prior to Contract award it is determined that a formal THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 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. 1.74 RESOLUTION OF CONTRACT DISPUTES (See. 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 disputes between the Proposer and the City which arise under. or by virtue of a Contract between their; provided that, in cases involving an amount greater than S23,000. the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to disputes 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 written report stating the reasons for the action taken by the City Commission. or the City Manager, which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this Section. 1.75 RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 1S-104): 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 S25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. Protest ofsolicitotintr. a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the chief procurement officer. A written notice of intent to tile a protest shall be filed with the chief procurement officer within three days after the request for proposals. request for qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any prospective bidder who intends to contest bid specifications or a bid 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 bid 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. Protest of award. a_ Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest to die 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 proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer 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; or THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 121539€ b. 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 alter 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 tile a protest is considered filed when received by the chief procurement officer. c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five 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 fora the basis far 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 tiling 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 nut shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. Authority t4 resolve protests; hearing ollicels1_ Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code, The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the city commission, to resolve protests tiled in accordance with this section, no later than five working days following the Cling of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. (I) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right of protest, Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to protest followed by an actual protest as provided in subsection 18-104(a), The notice of intent to protest and the actual protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in subsection 1 C-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timcframes will result in an administrative dismissal of the protest. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 (3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurement officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest award., shall have a right to intervene and be heard_ (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of which party first called hinter to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing officer shall consider the written protest and supporting documents and evidence appended thereto, supporting documents or evidence from any intervenor. and the decision or recommendation as to the soficitation or award being protested, as applicable. The protesting party. and any intervenor, must file all pertinent documents supporting his/her protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total of one day. c. The hearing officer shall consider the evidence presented at the hearing. [n any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the hearing and issue a final order within the time limits set forth by this section. d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether the decision was arbitrary, capricious. an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager. the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a final order consisting ofhis/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f The decisions of the hearing officer are final in ternis ofcity decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. Compliance with filing requirements. Failure of a party to tinkly file either the notice of intent to file a protestor the written protest, together with the required THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 filing fee as provided in subsection (), with the chief procurement officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. Stay ofprocurentenrs 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. Costs. All costs acenting from a protest shall be assumed by the protestor. 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 S5,000.00, whichever is less, which Fling fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. Ira 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 above_ trifle protest is denied, the filing fee shall be rorf'cited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. (Ord. No. 12271, 2, 8 22-02; Ord. No. 13629, § 2, 9-8-16). 1.76 SAlIPLES - Samples of items, when required. must be submitted within the time specified at no expense to the City. If not destroyed by testing, Proposers) 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. 1.77 SELLING, TRANSFERRING OR ASSIGNING RESPOiNSIBILITiES - Proposer 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. 1.78 SERVICE AND WARRANTY - When specified, the Proposer shall define all warranty, service and replacements that will be provided. 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. 1.79 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_ AlI workmanship and services are to be first quality. All interpretations of these specifications shall be made upon the basis of this statement, If your fire has a current contract with the State of Florida, Department of General Services, to supply the items on this solicitation, the Proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of proposal. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.80 SUBMISSION AND RECEIPT OF RESPONSES - Electronic Proposal submittals to this RFP are to be submitted through BidSync Electronic Bidding System ("BidSync") until the date and time as indicated in the Solicitation. The responsibility for submitting a Proposal on/or before the stated closing time and date is solely and strictly the responsibility of the Proposer, The City will in no way be responsible for delays caused by technical difficulties or caused by any other occurrence. Electronic Proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as individual files and labeled. Any Proposals received and time stamped through BidSync, prior to the Proposal submittal deadline shall be accepted as a timely submittal; anything thereafter will be rejected. Additionally, BidSync will not allow for the electronic Proposal submittal after the closing date and time has lapsed. Proposals will be opened promptly at the time and date specified. 1. Must register, free of charge, with BidSync Electronic Bidding System ("BidSync') to establish an account in order to have access to vices and or respond to any solicitations issued by the City of Miami's Procurement Department ('.City" ). ?_ Shall submit all Proposals electronically, Hard copy Bid submittals will not be accepted. NO EXCEPTIONS. 3. Must submit the Certification Statement and associated solicitation documents which define requirements of items and/or services to be purchased and must be completed and submitted as outlined within the solicitation via BidSync. The use of any other forms and/or the modification of City forms will result in the rejection of the Proposer's Proposal submittal. 4. Shall erasure that the Certification Statement is fully completed and provided with your Proposal. Failure to comply with these requirements may cause the Proposal to be rejected. 5, Must ensure that an authorized agent of the Proposer's firth signs the Certification Statement and submits it electronically. FAILURE TO SIGN THE CERTIFICATION STATEMENT SHALL DEEM THE PROPOSAL NON -RESPONSIVE. 6. May be considered non -responsive if Proposals do not conform to the terms and conditions of this solicitation. 1.81 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, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08,, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Proposer. 1.82 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 detcmtincd by the City to be in breach of any of the terms and conditions of the contract. B. The City has detcrmin.ed 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_ 1.83 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a 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 oldie goods/services and pursuant to Section 218,74, Florida Statutes and other applicable law. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Request for Proposals (RFP) 1245391 1.84 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 hors unless otherwise specified in the Special Conditions. 1.85 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. 1.86 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 f irm'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 arty award to a plaintiff for damages, costs or attorney's fees and for costs and attoniey's fees incurred by the City by reason of any legal action challenging your claim. 1.87 UNAUTHORIZED WORK OR DELIVERY OF GOODS - Neither the qualified Proposer(sl 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 Proposcrls) shall not be paid for any work peritinned or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.88 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. 1.89 VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, 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. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for the Administration of the City's Parking Surcharge Program, as specified herein, from a source(s), that will provide prompt and efficient service, fully compliant with the terms, conditions and stipulations of the Solicitation, 2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE A Virtual Voluntary pre -proposal conference will be held on Wednesday, May 19, 202l to 1 I :00 a.m., via Teams Conference ID 908 673 2434 or via phone {786) 598-2961. 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 he performed. All questions and answers affecting the scope of work/specifications of the RFP will be included in an addendum, that will be distributed through BidSync, following the Pre -Proposal Conference to all the attendees. Because the City considers the Pre -Proposal Conference to be critical to understanding the Solicitation requirements, attendance is highly recommended. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION / CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted electronically via the Bidsync Portal, All questions must be received no later than Wednesday, May 26, 2021 (a, 5:00 PM. Al] responses to questions will be sent to all prospective hidders.lproposcrs in the form or an addendum, NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer qualified to provide the services requested herein (the "Successful Froposer") shall be required to execute a contract ("Contract") with the City, which shall include, but not be limited to, the following terms: (11 The term of the Contract shall be for two (2) years with an option to renew for three (3) additional one (1) 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. 2.5. 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 2.6. LIVING WAGE ORDINANCE The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100 000 annually, and that have been competitively solicited and awarded on, or after ]anuaiy 1, 2017 by the City. "Service Contract"' means a contract to provide services to the City, excluding, however, professional services as THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. defined by the "Consultants Competitive Negotiation Act" set forth in FL Stat. 5 287.055, and Section 18-87 of the City Code, andior the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A, and is located in the Documents Section of BidS►'nc. Please refer to Attachment A, Section 18-557 in the Solicitation. If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than S15.00 per hour without health benefits; or a wage of no less than S13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A. attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 2,7. PROPOSERS' NIIN'NI CAI QUALIFICATIONS For a Proposer to be deemed responsive the foliowing minimum qualification requirements cited below shall be satisfied. In determining said responsiveness, each such minimum qualification requirement shall be addressed in detail in the Proposal submittal. Failure to meet each such following minimum qualification requirement and/or failure to provide sufficient detailed documentation concernine the same, shall result in the Proposal being deemed non -responsive. Proposers Shall; A. Have at least ten (10) years' experience. with the same Federal Employer Identification Number, providing parking surcharge administration andior parking fee collection services, similar in scope as described in Section 3.1, Specifications/Scope of Services. particularly for a governmental entity. quasi - governmental entity, or not -for -profit entity of similar size: B. Be an active registered corporation with the State of Florida Department of State. Division of Corporations; C. Have an Operations Manager and team merberts) holding a current CPA license issued by the State of Florida, Department of Business and Professional Regulations, Board of Accountancy, as of the proposal due date; and D. Have never filed for bankruptcy, be in sound financial condition, have no record of civil litigation or pending lawsuits involving criminal activities ofa moral turpitude. and shall not have conflicts of interest with the City. Additionally: Neither the Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City. Submittals that do not respond completely to all requirements shall be considered non -responsive and eliminated from the process. 2.8. REFERENCES Each proposal MUST be accompanied by a list ofrivo (2) references for projects performed. for government clients, which shall include for each project, the name of the organization, dates covering the term of the contract; description of the scope of work; client contact person and phone number, and statement of whether Proposer was THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. the prirne contractor or subcontractor. 2.9 EXECUTION OF AN AGREEMENT The Successful Proposer, evaluated and ranked in accordance with the requirements of this Solicitation. shall be awarded an opportunity to negotiate a Professional Services Agreement ("PSA") with the City. The City reserves the right to execute or not execute, as applicable a PSA with the Successful Proposer in substantially the same form as the sample PSA included as part of this solicitation. Such PSA will be furnished by the City, will contain certain terms as are in the City"s best interest, and will be subject to approval as to legal by the City Attorney. 2.10. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers.. agents, directors, and/or employees, from ail liabilities, damages, losses, judgments, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted Work, even if it is alleged that the Cite, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer 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 the Successful Proposer to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer, or persons employed or utilized by Successful Proposer. These duties will survive the cancellation or expiration of the Contract_ This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and: or 7 5.08, Florida Statutes, as applicable and as amended. Successful Proposer shall require all subcontractors(s) agreements to include a provision that each subcontractor(s) will indemnify the City in substantially the same language as this Section. The Successful Proposer 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 Successful Proposer in which the City participated either tlu-ough review or concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by the Successful Proposer or other acts of the Successful Proposer, the City, in no way. assumes or shares any responsibility or liability of the Successful Proposer or subcontractors) under this Contract. Ten dollars (S 10) oldie payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer, Note; Insurance Definitions, Conditions and Additional Requirements are provided as Attachment B to this solicitation which is located in the Documents Section of BidSytc.. The Successful Proposer shall tiirnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, 6th THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Floor, Ivfianii, Florida 33130. Certificate(s) of Ens ranee which indicate that insurance coverage has been obtained which meets the requirements as outlined below: Commercial General Liability A, Limits of Liability Bodily Injury and Property Damage Liability B. Each Occurrence General Aggregate Limit Personal and Adv. Injury Products/Completed Operations Endorsements Required City of Miami listed as additional insured Contingent & Contractual Liability Premises and Operations Liability Primary Insurance Clause Endorsement Il. Business Automobile Liability S 1,000.000 $ 2,000.000 S 1,000,000 $ 1,000,000 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. Endorsements Required City of Miami fisted as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of Subrogation Employer's Liability A. Limits of Liability S1,000,000 for bodily injury caused by an accident, each accident $1,000,000 for bodily injury caused by disease, each employee $1,000.000 for bodily injury caused by disease. policy limit, IV. Professional Liability.!Errors and Omissions Coverage Combined Single Limit Each Claim $ 5.000,000 General Aggregate Limit $ 5,000,000 Retro Date Included V. Valuable Papers and Records $ 100,000 THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. VI. Crime Employee Theft, forgery and Alteration City of Miami listed as loss payee Vil. Umbrella Liability Each Occurrence Policy Aggregate $ 1,000,000 $ 1,000,000 $ 1,000,000 Consultant agrees to maintain professional liability/Errors & Omissions coverage for a minimum of 2 years after termination of the contract period subject to continued availability of commercially reasonable teens and conditions of such coverage. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance with policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: 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 for certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. 2.11. PROJECT MANAGER Upon award, Successfiil Proposer shall report and work directly with Erica T. Paschal -Darling, Finance Director, or designee, who shall be designated as the Project Manager for the City. 2.12. SUBCONTRACTOR(S) OR SUBCONSIJLTANT(S) A Sub -Consultant, herein known as Sub -Contractors) is an individual or firm contracted by the Proposer or Proposer's fire} to assist in the performance of services required under this Solicitation. Sub -Contractors shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub-Contractor(s) to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful Proposer(s) or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractors) shall be borne solely by the Successful Proposer(s) and insurance for each Sub-Contractor(s) must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither Successful Proposers) nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include in their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five; 5) working days after the identification of the award to the Successful Proposer(sl, the Successful Proposer(s) shall provide a list confirming the Sub -Contractors that the Successful Proposers) intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership. and other information required of Proposer. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2.13. REMOVAL OF EMPLOYEES / SUBCONTRACTORS All employees of the Successful Proposer and Subcontractor(sl"s, if applicable. shall be considered to be, at all times, employees of the Successful Proposer and Subcontractor(s) under its sole direction and not employees or agents of the City. The Successful Proposer and Subcontractor(s) shall supply competent and capable employees. The City may require the Successful Proposer or Subcontractors) to remove an employeels) the City deems careless. incompetent, insubordinate or otherwise objectionable and whose continued employment under this contract is not in the best interest of the City_ 2.14. UNAUTHORIZED WORK The Successful Proposer shall not begin work until a Purchase Order and/or a Notice to Proceed are received. 2.15. 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. 2.16, COMPENSATION Surcharge amounts shall be paid to the City at the rate of 15% of all revenues derived from any fce, charge, or exchange for the parkin, of a motor vehicle in or any parking facility in the City. for which a fee. charge or exchange is made on an hourly, daily, weekly, monthly, yearly, event. validation programs, valet or any other basis. The Successful Proposer shall submit surcharge amounts 115% of all revenues generated) to the City by the loth business day following the end of each month. The Successful Proposer shall submit, along with surcharge amounts, a detailed monthly statement which will include the amount of revenue collected that month, and a calculation detailing the City's share (15° ° of all revenues generated) ache revenue. The City in tun will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The Proposer shall propose the Fixed Fcc of no more than 5700,000.00 annually in its Price Proposal, which is attached to this Solicitation as Attachment C and is located in the Documents Section of BidSync. Notwithstanding the above, in the event that the surcharge amounts paid to the City exceed SSS21,000,000.00 annually, the City shall pay the Proposer a Percentage Fee, not to exceed .1 percent (.1%) or one tenth (I/10) of one percent (1%). Further, in the event the surcharge amounts paid to the City drop below S15,000.0000.00 annually, the amount payable to the Proposer as an annual Fixed Fee, shall decrease by S 100,000.00. The Proposer proposed annual Fixed Fee will he considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements. including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service, at any time. Should the City add an additional service for which pricing was not previously secured, the City shall seek the Successful Proposer to provide reasonable cost(s) fir 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 a Price Proposal (Attachment C) as required shall disgrrali/v Proposer from consideration.. Attachment C located in the Documents Section. of BidSpnc. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2.17.11'1ETHOD OF PAYMENT Payment will be made upon receipt and acceptance of invoices. No partial down payments will be made. 2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) 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 ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge. shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The 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 Corrunittee and shall be recorded: (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposerts) shall have any rights against the City arising from such negotiations thereof; (8) The City Manager reserves the right to reject the Cotruninee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof. (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a final contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (t0) The City Manager shall then submit his or her award recommendation and negotiated contract(s) to the City Commission for approval. Written notice shall be provided to all Proposers. ( 11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner, Ctnrent 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 Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City ,Manager's award recommendation and negotiated contract(s), 2. Reject all proposals; 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4, Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the City Commission. The decision of the City Commission shalt be final. Written notice of the award shall be given to the Successful Proposer THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 2.19. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.20. ADDITIONAL SERVICES Services not specifically identified in this request may be added to any resultant contract upon successful negotiation and mutual consent of the contracting parties. 2.21. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting aereement by the Successful Proposer shall act as the execution oftruth-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 tune 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 (I) year following the end of the Agreement. 2.22. 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 the Successful Proposer or his/her assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firtn(s ). 2.23. FAILURE TO PERFORM Should it not be possible to reach the Successful Proposer and/or should remedial action not be taken within forty- eight (48) hours of any failure to perform according to specifications, the City reserves the tight to declare Successful Proposer in default of the contract or make appropriate reductions in the contract payment. 2.24. TERMINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract. and does not cure the default within thirty (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 Successful Proposer shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if. (t) it is determined for any reason that the Successful Proposer was not in default or (2) the Successful 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 thirty (30) days prior written notice when it is in the best interest of the City of M-fiami. If this Contract is for supplies, products, equipment, or software, and so terminated for the convenience by the City of Miami the Successful Proposer will be compensated in accordance with an agreed upon adjustment of cast. 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. 2.25. ADDITIONAL TERMS AND CONDITIONS THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 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 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 Proposer's authorized signature affixed to the Proposers 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 tenns and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 3 SPECIFICATIONS / SCOPE OF WORK I. OVERVIEW The City of Miami ('City") is seeking to secure a qualified and experienced Proposer for the administration of its Parking Surcharge Program. The City has been authorized to collect a Parking Surcharge ("Surcharge") since October 2000. The City's Parking Surcharge Ordinance ["Ordinance") is Unposed upon each user entering a parking transaction. The Operator of the Parking Facility is responsible for the collection and transmittal of the Surcharge to the City's Finance Department. Effective October 1, 2004. the Surcharge rate was reduced to 15% pursuant to Article IX of the City Code (Ordinance #12563). City of Miami Ordinances 12563 and 13063 place a surcharge of 15% on the gross revenues derived from any fee, charge, or exchange for the sale. lease, or rental of space at parking facilities within the City. The administration of the City's surcharge program requires knowledge oftlte parking operations industry, a field that is extremely unique. As such. the City is seeking the services of a qualified and experienced Proposer with the ability to ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. in conformance with the City's regulations. Florida Statutes, § 166.271 provides that any municipality with a resident population in excess of 200,000 and more than 20% of the real property that is exempt front ad valorem taxes. and that is located in a county with a population of more than 500,000, may impose and collect, subject to referendum approval by voters in the municipality. a discretionary per vehicle surcharge of up to 15% of the amount charged for the sale, lease, or rental of space at parking facilities within the municipality that are open for use to the general public. Voters in the City have approved the imposition of the surcharge. The Ordinance is intended to impose and levv a surcharge on the sale. lease, or rental of space at parking facilities in the City at the rate of 15% of the revenues derived from any fee, charge or exchange For the parking of a motor vehicle in or on any parking facility in the City for which a fee, charge or exchange is made on an hourly, daily, weekly, monthly, yearly, event. validation programs" valet or any other basis. Thenet proceeds of the Surcharge collected shall be deposited in the general fund subject to appropriation pursuant to the budget and fiscal provisions of the annual budget process. Any individual, partnership, association, corporation, or other entity which owns, controls, conducts, leases, operates, or causes to be operated a parking facility which offers parking accommodations for a fee, charge, or exchange is responsible for paying the surcharge in accordance with Ordinance 12563 and 13063. The intent of this is to place the burden for collection of the Surcharge on the owner of the facility in addition to the entity that operates the facility, if different from the owner. II. KOPF. OF SERVICES Upon execution of a Contract. the City shall provide the successful Proposer with the database of revenue surcharge generators. The Successful Proposer shall maintain sufficient resources and personnel available for the duration of the contract_ including any extensions or renewals, for the provision of the parking surcharge administration services. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. The Successful Proposer shall, at a minimum, perform the follo« in crVices: a) Database development b) Enforcement; c) Consultation; d) Communication; ci Training, and; f) Compliance. The fallowing are the tasks under each of the above services: 1. Database Development;, The Successful Proposer shall: a) Immediately commence collection and/or update existing data through the use of handheld devices, computer matches, visual observation, and any other means available to assure maximum compliance. b) Develop and;or update a database that includes all revenue surcharge generators. The database shall also include reference information and specific information including property location, nurnber of spaces. types or customers. proximity t0 special events, and weekend customers. The information shall be specific to each of the five (5) Commission Districts established within the City. e) Develop and implement electronic reporting and surcharge payment within the first twelve (1 2) months of the contract. Notes: l_ The City shall make available property records and business license records for its use in development of a list of potential customers by industry (e.g., restaurant, tow truck, hospital, etc.), 2, The City shall provide the Successful Proposer with daily deposit information via fax. email, or any other mutually agreed upon means. 3_ The database shall be the property of the City and shall be surrendered to the City within 15 days at the expiration of a. contract, and in a form acceptable to the City, 2. F,oreement The Successful Proposer shall: a) Ensure the necessary monitoring and analysis to maximize the collections of the City's parking surcharge, including but not limited to, surveillance and audits. b) Conduct test audits designed specifically for each category of customer. c) Develop a strategy for maximizing compliance among special areas of concern, particularly as it relates to special events and valet parkers. Successful Proposer shall also visit areas used for special events and valet porkers, and visit areas used for special events at a frequency that is mutually acceptable to both parties. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. d> Ensure that, alter the US. Mail forwards compliance information. the property lease files shall be audited to determine warding regarding vehicle storage. of Identify valets and enter sante into the database, and/or update the database, based on the City business license records for restaurants. and based on the observations of Successful Proposers inventory clerks. fl When appropriate, escalate non -compliant operators to the City for further enforcement action with the Finance Department. Office of Code Compliance. and/or Office of the City Attorney, as necessary. 3. Consultation The Successful Proposer shall: at Make recommendations to the City regarding amendments that should be made to enabling ordinances and/or procedures to facilitate collection of surcharges. b) Ensure the Administration program complies with all local, state, and federal collection laws. 4. Communication The Successful Proposer shall: a) Provide detailed, custom-made reports to the City upon demand. Such reports should include GIS mapping, if requested. Examples include the City of Miami Surcharge Collections Comparison Report by Fiscal Year. the City of Miami Parking Surcharge Registration Report, and weekly non- compliant reports,. b) Maintain capability on a remote basis for the City to access required data via the web from the Successful Proposer. c) Design and maintain, at the Successful Proposer's expense, a web page that contains all relevant information regarding the parking surcharge, including necessary forms in a downloadable format and;or instruction_ d) Ensure that the aforementioned web page is developed, updated, and maintained in a current status. All web page contents must be submitted to the City For approval prior to posting. Initial web page contents andior web page updates shall be submitted to the City for review within two (2) weeks of Contract execution. g) Review and respond to the City, with approval and/or comments for amendment. Such responses should occur within five (5) business days of submission. The City shall ensure that the City web page links to the web page developed by the Successful Proposer. e) Upon execution of the Contract, establish an office within the corporate limits of the City of Miami and, within ten (l0) business days of execution, have a staffed Phone Bank Hotline, Monday through Friday, with personnel trained and knowledgeable on all aspects of the surcharge. The Miami Office THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. shall have a minimum staff of five (5) permanent employees with bilingual anchor trilingual capabilities. Furthermore, the Miami Office shall have a phone system that responds to Frequently Asked Questions to supplement the Phone Bank, providing answers when a live professional is not present or available. f} Develop a direct marketing mailer for each category of customer (i.e., lease, valet, restaurant, vehicle storage facility). The City and Successful Proposer shall agree on the appropriate categories within thirty (30) days of execution of an agreement, 5. Trainfnv The Successful Proposer shall: al Develop training programs designed specifically for each user group. Each training program shall be developed and administered by parking professionals, b) implement public training programs to educate the revenue surcharge generators and encourage voluntary compliance. Note: The City reserves the right to add. delete or modify the scope of services at any time during the contract period ►with the Successful Proposer. 6. Compliance The Successful Proposer shall ensure that all compliance procedures implemented by the Successful Proposer are in conformity with accounting principles generally accepted in the United States of America, the Charter and Code of the City of Miami, the City of Miami Parking Surcharge Regulations, and all relevant state regulations. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 4, Submission Requirements 4.1, SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements as indicated. Proposals should contain the information itemized below and in the order indicated. This information should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The Proposal shall be written in sufficient detail to penult the City to conduct a meaningful evaluation of the proposed services. However. overly elaborate responses are neither requested nor desired, Proposals must be submitted through BidSync Electronic Bidding System ("BidSync") no later than the date and time indicated within the RFP, in order to be considered. Faxed documents are not acceptable. Emailed submissions are not acceptable. Hardcopy submissions are not acceptable. Proposals must be timely submitted through BidSyne, or the Proposal wilt be disqualified. Untimely or misdelivered submittals will not he considered. NO EXCEPTIONS. The responses to this solicitation shall be presented in the following format, Failure to do so may deem your Proposal non -responsive. A. Include the signed RFP Certification Statement. B. Include in detail, evidence that clearly demonstrates Proposer meets or exceeds the minimum qualification requirements, pursuant to Section 2.7, Proposer's Minimum Qualifications 1. Cover Pace The Cover Page should include the Proposer's name; Contact Person for the RFP: Firm's Liaison for the Contract: Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable Entail addresses; Title of RFP: RFP Number; and Federal Employer Identification Number. 2. Table of Contents The table of contents should outline. in sequential order, the major sections of the Proposal as listed below, including all other relevant documents requested for submission. All pages of the Proposal, including the enclosures, should he clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two (2) pages containing Proposers overall Qualifications and Experience and Technical Qualifications, as contained in the submittal. Proposer shall include the name of the organization, business phone and contact person and a summary of the work to be performed. 4. Proposer and Proposer's Ker Personnel, Qualifications. Experience and Past Performance a) Describe the Proposer's organizational history and structure and the number of years the Proposer has been in business providing a similar service(s), b) Provide et list of all principals, partners, officers. owners and!our directors of Proposer, including joint ventures and/or sub-consultant(s), if applicable. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. c) Indicate whether the City has previously awarded any contracts to the Proposer. If so, discuss the nature of contract, types of services performed, and the term of the contract. d) Provide documentation evidencing that Proposer, Operations Manager, andlor team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant (`CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida. as of the proposal due date. e) Provide specific qualifications, project experience, and credentials that demonstrate the Proposer's ability to perform the required scope of work. Proposer must clearly describe its qualifications, experience and past performance in the provision of similar work related to the administration andi or collection of a parking surcharge, particularly for a governmental entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract; and how long the Proposer performed the work. Include a discussion of whether the Proposer as an entity performed the work or an employee(s) of the Proposer performed the work for another entity. f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 3, Specifications/Scope of Work, within the past five (5) years. Include the name of the references. contact names, periods of time, and overall work performed, Sufficient documentation must be provided to determine the Proposer's level of experience. References are subject to verification by the City as part of the evaluation process. g) Identify the Proposer's Operations Manager and Key Personnel to be assigned to this project. 11) Describe, for each individual assigned to this engagement and the Operations Manager, the years of experience and qualifications providing services or similar scope, particularly as it relates to the administration and/or collection ofa parking surcharge, and any other relevant information. Specifically indicate what role each member would play, and what specific work will be performed by each member of the Team. i) Provide any other information or documentation related to the Proposer's qualifications and experience from which the City can benefit over the term of the contract. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal. involving Proposer, its partners, nmanag*ers, other key staff members, and its professional activities or performance„ that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. 5. Overall Approach and Methodology a) Provide a detailed description of the Proposer's approach and methodology to efficiently and effectively performing the services during this engagement. particularly as they relate to each element as required in Section 3, Scope of Services, includin4w the development and/or update(s) of a database; enforcement; consultation; communication; training; and compliance. b) Discuss the procedures, methods and/or activities to be utilized by the Team andlor Proposer to perform and coordinate all oldie required work. c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. to a contract for the provision of the parking surcharge administration services. d) Provide the recent, current, and projected workload of the Proposer, and the general workload of those key employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. ei Describe Proposer's ability and readiness to begin providing services as required herein, assuming a November I, 2021 start date, 1) Describe in detail how Proposer plans to handle all compliance matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. g)Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision. and coordinating capacity, among others. Provide the proposed location within the corporate limits of the City of Miami from where the services will be performed. hi) Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to the engagement. if applicable. i) Describe how the Proposer has applied the proposed project approach to comparable projects. j) Describe the Proposer's expectations for the level of participation of the City during the term of the contract. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that Proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of a similar nature. Describe the Proposer's approach to ensure the availability of personnel at all times. 6. Compensation Proposal a) Provide a Compensation Proposal as an annual fixed fee of no more than S700,000_00. Refer to Section 2.16. Compensation. for more information. The Price Proposal can be found in BidSync as Attachment C to this Solicitation. THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine of the proposal is responsive to the submission requirements outlined in this solicitation. A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the fomiat outlined in this solicitation, is of timely submission, and has appropriate signatures as applicable. failure to comply with these requirements may result in the proposals being deemed non- responsi ve. Proposals will be evaluated by an Evaluation Committee ("Committee") which shall evaluate and rank proposals on criteria listed below, The Committee is comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights fora maximum of one hundred (100) points per Committee member. Below are the criteria and weight: CRITERIA AND POINTS Proposer and Proposer's Key Personnel's Qualifications, Experience, and Past Performance. (50 Points) Methodology and Overall Approach to Scope of Services Compensation Proposal (35 Points) (15 Points) THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. ANNIE PEREZ, CPPO Procurement Director (titti 4iiiarni ADDENDUM NO, 1 ARTHUR NORIEGA V Cory manage,- RFP 1245391 June 4, 2021 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged_ Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 11, 2021 at 5:00 P.M. B. The following are the inquiries received and their corresponding responses: Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No 02: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence_ Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. Q3: Section 4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should THIS DOCUMENT IS A SUBSTITUTION TO ORIGINAL. BACKUP ORIGINAL CAN BE SEEN AT END OF THIS DOCUMENT. Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disclosed within Proposer's Proposal, in response to Section 4.5.h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF, AP:cj Annie Perez, CPPO, Director of Procurement City of Miaml Procurement Department cc. Fernando Casamayor, Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant ❑irector of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM SIGNATURE: DATE: i Clear Form P4. as CITY OF MIAMI View All Attachments SUBSTITUTED Vendor Responsibility Checklist Name of Firm: Complete Consulting Services Group LLC Use the "Upload" button to attach PDF documentation for each section. To delete attachment(s), use t • appropriate "Delete" button to the right and then use the "Clear" button for the corresponding attachment box to clear - at field. CATEGORY City Vendor Registration Affirmation YES State of Florida Corporation (Sunbiz) YES D&B Pacer Bid/Proposal Bond NO N/A Upload Clear Upload Clear _ Upload N/A I F Clear Upload Clear SPONSE Delete Last Delete All iSupplier Number: 20836 CCSG Sunbiz.pdf Use the "Upload" button to attach PDF documentation for = . ch section. To delete attachment(s), use the appropriate "Delete" button to the right and then use the "Clear" button .r the corresponding attachment section to clear that field. PERFORMANCE/REF RENCE CHECKS S stem of Award M. a•ment SAM NO Convicte Vendor List NO Deb. red Contractors NO •s.ended Contractors NO Suspended Vendors -State: NO Scrutinized Companies List: NO Google Search: NO Upload Delete Last Delete All ATTACHMENTS Clear mg Upload Clear Upload Clear mil Upload Clear mg Upload Clear mil Upload Clear Upload Clear ." DocuSign Envelope ID: D544A002-0618-4C05-AEB3-BB3FC6E774CD CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Arthur Noriega V City Manager Annie Perez, CPPO, Director Procurement Department Recommendation: DATE: October 8, 2021 SUBJECT: REVISED - Award Recommendation f Parking Surcharg Administration •nsultant Services REFERENCES: ENCOLSURES: Request ("RFP") f r Proposals o. 1245391 Ev- ation Committee R ort, Score Sheets Based on the findings below, the Department of Pro rement ("Procurement") hereby recommends approval for the award of a contract pursuant • Request for Proposals ("RFP") No. 1245391 to the sole responsive and responsible Proposer Complete Consulting Services Group, LLC ("CCSG"), for the provision of Parking Surcharge i :ministration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of ("Finance"), issued RFP No. 1245391 under experienced and qualified firms for the pro Services. Proposers were required to m the RFP in order to be deemed quaff. proposal was received in response Procurement for responsiveness a e City of Miami's ("City") Finance Department II and open competition, to obtain proposals from sion of Parking Surcharge Administration Consultant t all minimum qualification requirements established in d to provide said services. On June 11, 2021, one (1) the RFP. Subsequently, the proposal was reviewed by was deemed responsive. It is notable to mention that th- original Evaluation Committee ("Committee"), comprised of five (5) members, was short by o (2) members one (1) internal and one (1) external; both were unable to attend due to extenuating circumstances. The remaining three (3) Committee members voted unanimo4sly to move forward with the evaluation of the Proposal. The Committee met • August 10, 2021 and completed the review and evaluation of the proposal. A discussion and - amination of the Proposal occurred, and a consensus was reached by the Committee purs -nt to the guidelines published in the RFP. The evaluati n criteria were given respective weights for a maximum of one hundred (100) points per Com tee member. The final scores are listed below: PR 21224 DocuSign Envelope ID: D544A002-0618-4C05-AEB3-BB3FC6E774CD Proposer Technical Score (max. 255) Compensation Score (max. 45) Total Combined Score (max. 300) CCSG 244 36 280 / The Committee decided not to hold oral presentations, as the Proposal did not require rther clarification. Following the evaluation, the Committee recommended that the City ter into negotiations with CCSG, the sole responsive and responsible Proposer. Accor•ingly, the Negotiating Team met with CCSG on August 23, 2021, to negotiate a contract. Due diligence was conducted to determine the Proposer's responsibility, it luding verifying corporate status, that there were no performance or compliance issues, and o adverse findings related to the responsibility of CCSG. Fiscal Impact: The annual fiscal impact for the cost of Parking Surcharge Adminis ation Consultant Services will be $700,000.00 in fees payable to CCSG. These fees are subje- to the following conditions: 1. The City will pay an additional Percentage Fee, no o exceed four tenths of one percent (.4%) of total surcharge collections, in : ny year total surcharge collections exceed $22,000,000; and 2. The annual fees payable to CCSG shall decrease by $100,000 in any year that surcharge collections total less than $15,000,000. The term of the contract for Parking Surcharge with options to renew for three (3) additional ministration Consultant Services is two (2) years ne (1) year periods. Procurement hereby recommends awd of a contract to CCSG. Your signature below will indicate approval of this recommenda •n. APPROVED: Arthur Nori AP:cj October 12, 2021 1 09:09:49 EDT a V Date cc: Fernando Cas. ayor, Assistant City Manager/Chief Financial Officer Erica Pasch. Darling, CPA, Director of Finance Pablo Vele , Senior Assistant City Attorney Yadissa Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR 22002 SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: Annie Perez, CPPO, Director, Procurement Department/ Chief Procurement Officer DATE: August 12, 2021 SUBJECT: Report of Evaluation Committee for Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals (RFP) No. 1245391 Recommendation: Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Group LLC. ("CCSG"), pursuant to Request for Proposals ("RFP") No. 124.5391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1) Proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services. Subsequently, the Proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the proposals, following the guidelines published in the RFP. However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the Proposal. A discussion and examination of the Proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member. The final scores are listed below: PR21214 SUBSTITUTED Proposer Technical Score (max. 255) Compensation Score (max. 45) Total Combined Score (max. 300) CCSG 244 36 280 The Committee decided not to hold oral presentations, as the Proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations, Procurement will further review the Proposal submitted by the recommended Proposer. Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations: Charles Johnson, III, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive Proposal, which detailed how the services could be performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interests of the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheet. APPROVED: Arthur Noriega V AP:cj Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR21214 SUBSTITUTED COMPOSITE SCORES RFP 1245391 Parking Surcharge Administration Consultant Services EVALUATION OF PROPOSALS (nem.beri SELECTION PROPOSERS CRITERIA Maximu Maxi um Total Points er Points Member ; 5 members) CC SG Proposer and Proposer's Key Personnel's Qualifications, Experience and Past Performance 50 142 Methodology and Overall Approach to Scope of Services 35 102- TOTAL TECHNICAL POINTS 85 2.55 2 -y Compensation 15 3G TOTAL TECHNICAL and COMPENSATION POINTS (Technical & Price rows above) RANKING Chair erson aiJ Re iewed By 100 Soo 0 PRINT NAME: (t j i ) / T ci,n,t) )7r,-i (>n'k 0/10/2021 SUBSTITUTED EVALUATION OF PROPOSALS 1 RFP 1245391 Parking Surcharge Administration Consultant Services Armando Blanco (City of Miami) SELECTION PROPOSERS CRITERIA Maximum Points Comilete Consulting Services Grou LLC Proposer and Proposers Key Personnels! Qualifications, Experience and Past Performance 50 y5 Methodology and Overall Approach to Sc6pe Services of 35 3 TOTAL TECHNICAL POINTS Proposer's Proposed Compensation 85 15 0 A' TOTAL TECHNICAL and PRICE POINTS (Technical & Price rows above) 100 0 EVALUATION OF PROPOSALS RFP 124539 Parking urcharge Administration Consultant Services Diana Gomez (City of Coral Gables) SELECTION PROPOSERS CRITERIA Maximum Points Com'lete Consulting Services Group LLC Proposer and Proposer's Key Personnel' Qualifications, Experience and Past Performance 50 Methodology and Overall Approach to Scope Services TOTAL TECHNICAL POINTS of 35 85 15 • ( . 2 Proposer's Proposed Compensation TOTAL TECHNICAL and PRICE POINTS (Technical & Price rows above) 100 9( SUBSTITUTED EVALUATION OF PROPOSALS RFP 124539 Parking Surcharge AdministrationrConsultant Services Angel Diaz (Miami Parking Authotrity) SELECTION PROPOSERS CRITERIA Maximum Points ComIete Cons Services Grout) Iting LLC Proposer and Proposer's Key Personnel's Qualifications, Experience and Past Performance 50 Methodology and Overall Approach to Scope Services of 35 TOTAL TECHNICAL POINTS Proposer's Proposed Compensation 85 ' 15 TOTAL TECHNICAL and PRICE POINTS (Technical & Price rows above) 100 'Eau IIf 4Tharni ANNIE PEREZ, CPPO SUBSTITUTED ARTHUR NORIEGA V Chief Procurement Officer City Manager • September 13, 2021 All Responding Proposers (See Distribution List) SUBJECT: RFP 1245391, Parking Surcharge Administration Consultant Services Dear Proposers: The Evaluation of the proposals tendered in response to the above cited solicitation has been completed. The City Manager has recommended award as shown within the enclosed document. This notice is provided in accordance with Section 1.20 of the solicitation, and Sections 18-74 of the City of Miami Code. Our provision of this notice also serves to confirm the lifting of the Cone of Silence from this procurement action as dictated by Section 18-74 (d) (2) of the City of Miami Code. We appreciate the participation of all proposers which responded to the subject action. If you have any questions, please contact me at 305-416-1924 or cjohnson©miamigov.com. Sincerely, Charles Johnson, III Senior Procurement Contracting Manager Distribution List: Complete Consulting Services Group LLC Enclosure: City Manager's Award Recommendation Memo c: City Clerk Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Commissioners DATE: August 12, 2021 of the City of Miami FROM: Arthur Noriega V City Manager //` SUBJECT: Report of Evaluation Committee for Request for Proposals (RFP) No. 1245391, Parking Surcharge Administration Consultant Services ENCLOSURES: Evaluation Committee Report Honorable Mayor and Members of the City Commission: Pursuant to Financial Integrity Principle No. 12 of the City's Code, which states, "the recommendation(s) of the evaluation committee shall be provided to the Mayor and City Commission on all such solicitations prior to presentation to the City Commission for official action," attached please find for your review, a memo from the City Manager regarding the ranking order of proposing firms, for RFP 1245391, "Parking Surcharge Administration Consultant Services," on behalf of the Finance Department ("Finance"). AP: cj c. Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director, Finance Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement PR21215 SUBSTITUTED CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: Annie Perez, CPPO, Director, Procurement Department) Chief Procurement Officer DATE; August 12, 2021 SUBJECT: Report of Evaluation Committee for Parking Surcharge Administration Consultant Services REFERENCES Request for Proposals (RFP) No. 1245391 Recommendation: Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked responsive and responsible Proposer, Complete Consulting Services Group LLC. ("CCSG''), pursuant to Request for Proposals ("RFP") No. 1245391, Section 2.18 of the Solicitation titled, Evaluation/Selection Process and Contract Award, for the provision of Parking surcharge Administration Consultant Services. Background: On May 7, 2021, Procurement, on behalf of the City of Miami's ("City") Finance Department ("Finance"), issued RFP No. 1245391 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Parking Surcharge Administration Consultant Services. On June 11, 2021, one (1) proposal was received in response to the RFP. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide said services. Subsequently, the proposal was reviewed by Procurement for responsiveness, and was deemed responsive. The Evaluation Committee ("Committee") met on August 10, 2021, and has completed the review and evaluation of the sole proposal. following the guidelines published in the RFP. However, as a notable mention, two (2) Committee members, one (1) internal and one (1) external, were unable to participate in the evaluation process due to extenuating circumstances. The remaining three (3) Committee members voted unanimously to move forward with the evaluation of the sole proposal. A discussion and examination of the proposal occurred, and a consensus was reached by the Committee pursuant to the guidelines published in the RFP. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member. The final scores are listed below: Proposer Technical Score (max. 255) Compensation Score (max. 45) Total Combined Score (max. 300) CCSG 244 36 280 PR21214 SUBSTITUTED The Committee decided not to hold oral presentations, as the proposal did not require further clarification. Due diligence was conducted to determine the Proposer's responsibility, including verifying corporate status, that there were no performance or compliance issues, nor any adverse findings related to the responsibility of CCSG. Prior to negotiations, Procurement will further review the proposal submitted by the recommended Proposer. Negotiations: The Committee recommends that the City enter into negotiations with CCSG, the sole responsive and responsible Proposer. In the event the City and CCSG are unable to reach an agreement, negotiations with CCSG will be terminated and the City will re -solicit for said services. The following individuals will participate in the negotiations as the Negotiations Team: Charles Johnson, III, Sr. Procurement Contracting Manager, Procurement Erica Paschal -Darling, CPA, Director, Finance Armando Blanco, Treasurer, Finance Diana Gomez, Finance Director, City of Coral Gables Consensus Statement: The Committee recommends CCSG for the following primary reasons: 1) CCSG and its key personnel have the necessary relevant experience, qualifications, and past performance history to provide the services required in the RFP, at the level required by the City; and 2) CCSG submitted a comprehensive proposal, which detailed how the services could be performed in a manner that will meet the City's needs. CCSG's proposed compensation is $700,000.00 annually. Negotiations will determine if this is in the best interest of the City. Copies of the score sheets for e ch committee rnember are attached, as well as the composite score sheet. APPROVED: Arthur Noriega V ' AP:cj Date cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Pablo Velez, Senior Assistant City Manager Yadissa A. Calderon, CPPB, N1GP-CPP, Assistant Director, Procurement Pf 1214 SUBSTITUTED TO : FROM : CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Arthur Noriega V City Manager Annie Perez, CPPO Director, Procurement Department DATE: July 6, 2021 SUBJECT: FILE : Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services REFERENCES: Request for Proposals ("RFP") No. 1245391 ENCLOSURES: The Department of Procurement ("Procurement"), on behalf of the Department of Finance ("Finance"), issued Request for Proposals ("RFP") No. 1245391 for the provision of parking surcharge administration consultant services. It is respectfully requested that you approve the following individuals as members of the Evaluation Committee ("Committee") to evaluate and score the proposals. Each of the members of the Committee has the requisite knowledge and experience to evaluate the proposals pursuant to the RFP. Committee Chairperson, (Non -Voting) Charles Johnson, III, Sr. Procurement Contracting Manager, Department of Procurement External Committee Members (Voting) Diana Gomez, Director of Finance, City of Coral Gables Roamy Valera, Chief Executive Officer, PaybyPhone Technologies, Inc. Angel Diaz, Director of Parking Operations, Miami Parking Authority Internal Committee Members (Voting) Armando Blanco, Treasurer, Finance Eric Nemons, Assistant Director, Department of Code Compliance Alternate (Voting) Erica Paschal, Director, Finance (Internal) APPROV Arthur Norga V City Manager DATE: JUL 0 8 2021 AP:cj Cc: Fernando Casamayor, Assistant City Manager and Chief Financial Officer Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Procurement PR 21188 I SUBSTITUTED CITY OF MIAMI DOCUMENT ROUTING FORM ORIGINATING DEPARTMENT: Department of Procurement DEPT. CONTACT PERSON: Aimee Gandarilla NAME OF OTHER CONTRACTUAL PARTY/ENTITY: EXT. 1906 IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑ LICENSE AGREEMENT YES YES ❑ PUBLIC WORKS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER -LOCAL AGREEMENT ❑ LEASE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT OTHER: (PLEASE SPECIFY) memo PURPOSE OF ITEM (BRIEF SUMMARY): Evaluation Committee for the Provision of Parking Surcharge Administration Consultant Services RFP 1245391 NO NO COMMISSION APPROVAL DATE: FILE ID: ENACTMENT NO.: IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN: Date PLEASE PRINT AND SIGN DIRECTOR OF PROCUREMENT PR 21188 7/6/21 Annie Perez, CPPO SIGNATURE: RISK MANAGEMENT N/A Ann -Marie Sharpe SIGNATURE: N/A CITY ATTORNEY N/A Victoria Mendez SIGNATURE: N/A ASSISTANT CITY MANAGER, CHIEF FINANCIAL OFFICER 7/s-h4 Fernando Casamayor SIGNATURE:: ASSISTANT CITY MANAGER, CHIEF OF INFRASTRUCTURE N/A Nzeribe Ihekvval , Ph.D., PE SIGNATURE: N/A ASSISTANT CITY MANAGER, CHIEF OF OPERATIONS CITY MANAGER JUL CITY CLERK N/A 082021 N/A Natasha Colebrook -Williams SIGNATURE: N/A Todd Hannon SIGNATURE: N/A PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER 9/13/21, 12:17 PM Detail by Entity Name SUBSTITUTED an official Siate c+ PIMA K44119 Department of State / Division of Corporations / Search Records / Search by Entity Name / Detail by Entity Name Florida Limited Liability Company COMPLETE CONSULTING SERVICES GROUP LLC Filing Information Document Number L08000000468 FEI/EIN Number 26-1651413 Date Filed 01/02/2008 Effective Date 01/02/2008 State FL Status ACTIVE Principal Address 2650 BISCAYNE BLVD. MIAMI, FL 33137 Changed: 09/17/2010 Mailing Address 2650 BISCAYNE BLVD. MIAMI, FL 33137 Changed: 09/17/2010 Registered Agent Name & Address LASO, FRANKLIN, President 2650 BISCAYNE BLVD. MIAMI, FL 33137 Name Changed: 03/05/2013 Address Changed: 03/10/2016 Authorized Person(s) Detail Name & Address Title President LASO, FRANKLIN E, President 2650 Biscayne Boulevard MIAMI, FL 33137 Annual Reports search sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=Initial&search NameOrder=COMPLETECO... 1/2 9/13/21, 12:17 PM Report Year Filed Date 2019 03/04/2019 2020 01/27/2020 2021 02/08/2021 Document Images 02/08/2021 -- ANNUAL REPORT 01/27/2020 -- ANNUAL REPORT 03/04/2019 -- ANNUAL REPORT 01/11/2018 -- ANNUAL REPORT 02/10/2017 -- ANNUAL REPORT 03/10/2016 -- ANNUAL REPORT 01/07/2015 -- ANNUAL REPORT 02/10/2014 -- ANNUAL REPORT 03/05/2013 -- ANNUAL REPORT 04/03/2012 -- ANNUAL REPORT 02/16/2011 -- ANNUAL REPORT 09/17/2010 -- ADDRESS CHANGE 03/19/2010 -- ANNUAL REPORT 03/18/2009 -- ANNUAL REPORT 01/02/2008 -- Florida Limited Liability View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format Detail by Entity Name SUBSTITUTED Florida Department of State, Division of Corporations search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=Initial&search NameOrder=COM PLETECO... 2/2 SUBSTITUTED COMPLETE CONSULT/NE C CSG SERVICES GROUP CITY OF M IAM I REQUEST FOR PROPOSAL NO. 1245391 PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES COMPLETE CONSULTING SERVICES GROUP, LLC Franklin Laso 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net FEIN: 26-1651413 PROPOSAL AND RESPONSE SUBMITTAL I SUBSTITUTED COMPLETE CONSULT/NG SERVICES GROUP CCSG 2650 Biscayne Boulevard Miami, FL 33137 305-573-4300 Phone 305-573-4100 Fax www.miamisurcharge.com June 8, 2021 Mr. Charles Johnson - Purchasing Department City of Miami 444 SW 2nd Ave, 6th Floor Miami, Florida 33130 RE: City of Miami Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services / Complete Consulting Services Group, LLC Proposal and Response Submittal Dear Mr. Johnson: Complete Consulting Services Group, LLC ("CCSG") is pleased to submit this response to the City of Miami's Request for Proposal No. 1245391 for Parking Surcharge Administration Consultant Services (the "RFP"). As the current Parking Surcharge Administrator, CCSG has a unique and thorough understanding of the scope of work requested by the RFP and a systematic comprehension of every detail of the City's Parking Surcharge Program. Additionally, the CCSG team possesses the experience necessary to effectively and efficiently perform all tasks required by the RFP, has consistently delivered exceptional results for the City of Miami, and has the most comprehensive proposal for the management and implementation of the Parking Surcharge Program. This unparalleled combination of experience, proven results and holistic vision uniquely position CCSG to deliver the premier parking consulting, auditing, and enforcement assistance services that this world -class city deserves. CCSG seeks to continue to provide services to the City of Miami from its main office location at 2650 Biscayne Boulevard, Miami, Florida. Our team has over three decades of combined parking industry experience. All our team members possess parking industry experience, including parking surcharge collection experience. Just one example of our team's experience is CCSG's Certified Public Accountant (CPA), who not only is an expert in financial and accounting matters but also has extensive experience in providing the necessary audit services, such as verifying and assessing procedures and recording audits, as requested by the RFP. CCSG's technological and professional proficiency offer the City an invaluable level of parking industry and auditing/accounting experience that will result in the successful implementation of the City's Parking Surcharge Program. compLETE SERVICES GROUP CCSG SUBSTITUTED Our team has a proven track record of developing and implementing strategies that substantially increase parking surcharge collections in the City of Miami. In October 2010, the City of Miami engaged CCSG with the purpose of managing its Parking Surcharge Program. One of the City's main objectives was optimizing the revenue it was entitled to receive from the Program. CCSG played an integral role in ensuring that the City's objectives were met. CCSG has the long-term vision necessary to maintain and improve the results of the Parking Surcharge Program. Our proposal to continue managing the City's Parking Surcharge Program provides a complete solution that maximizes the Program's bottom -line contribution to the City's coffers. Our proposal is rooted in an understanding that these are fast-moving times and that the strategies and plans of yesterday may no longer provide the best solution for today's challenges. The enclosed proposal seeks to build upon CCSG's success and experience managing the Parking Surcharge Program while introducing innovative solutions that will improve the collection process and provide maximum benefits to the City. Our proposal maintains the aspects of the Program that have proven indispensable to maximizing the City of Miami's revenue and institutes an efficient, effective, and technologically sophisticated system that ensures that the City and its residents receive the optimal benefit from the Parking Surcharge Program. We have enjoyed working with the City of Miami and its residents during the past eleven (11) years and are thrilled about the opportunity to continue our cooperative and productive relationship for the benefit of our community. Should you have any questions or concerns regarding this proposal please contact me as liaison for CCSG via the following methods: Franklin Laso Complete Consulting Services Group, LLC 2650 Biscayne Boulevard Miami, Florida 33137 Phone: 305-573-4300 Fax: 305-573-4100 Email: flaso@ccsgonline.net RFP # 1245391 FEIN: 26-1651413 Sincerely, Franklin Laso President Complete Consulting Services Group, LLC COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 2 SUBSTITUTED TABLE OF CONTENTS 3. Executive Summary 5 — 6 4. Overall Qualifications and Experience a) Proposer's Organizational History 7 b) List of Principals, Partners, Officers, Owners, and Directors 8 c) Previously Awarded Contracts 9 d) Certified Public Accountant 9 e) Specific Qualifications, Project Experience, and Credentials 10 - 12 f) Letters of Reference from Former Clients 13 g) Project Manager and Key Personnel 14 h) Team Member Qualifications, Experience, and EEO Classifications Project Team Leader 15-16 Project Manager 17 Certified Public Accountant 17 Assistant Project Manager 18 Field Auditing Team 18 -19 i) Additional Information related to qualifications and experience 20 j) Current or Pending Litigation 20 5. Overall Approach and Methodology a) Description of Approach and Methodology 21 - 22 1) Database 23 - 34 2) Enforcement 34 - 41 3) Consultation 42 - 43 4) Communication 43 - 51 5) Training 52 6) Compliance 53 -55 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 3 SUBSTITUTED b) Procedures, Methods, and Activities Utilized by the Proposer 56 c) Proposer's Plan to Allocate Sufficient Resources 57 d) Recent, Current, and Projected Workload of Proposer 57 e) Proposer's Ability and Readiness to Provide Services on October 1, 2015 58 f) Detailed Plan to Ensure Compliance and Collections 58 g) Proposer's Overall Resources and Location 58 - 59 h) Impediments to Independence 59 i) Application of the Approach to Comparable Projects 59 j) Expectations for City of Miami Participation 60 k) Key Personnel Availability and Reserve Personnel 60 6. Compensation Proposal 61 7. Addendums/Forms COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 4 SUBSTITUTED 3. EXECUTIVE SUMMARY Complete Consulting Services Group, LLC ("CCSG") has demonstrated its reliability and competency as administrator of the City of Miami's (the "City") Parking Surcharge Program over the past eleven (11) years. During this time, CCSG's expertise, hard work, perseverance, and meticulous attention to detail has transformed the Parking Surcharge Program into a reliable revenue generator. CCSG shall provide parking surcharge administration and collection services to the City of Miami through enforcement, consultation, communication, training, auditing, compliance, accounting, and database development in connection with the City's Parking Surcharge Program. CCSG has collected $208,532,531 in Parking Surcharge since July 2010 up to April 2021. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $61,617, 979 more than TPN. The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected was $14,553,167 during fiscal year 2007- 2008. The $131 billion parking industry in the United States was hit hard by COVID-19 as demand plummeted below 70% in the months following the outbreak. Despite the COVID- 19, CCSG collected $18,156,586 in fiscal year 2019-2020 as our offices have been open throughout this pandemic. Annual parking surcharge collections from 1999 through April 2021 are listed in the tables below: CCSG illalL Fiscal Year Surcharge Collections Rate Administrator * YTD-2020-2021 $7,800,013.00 15.00% CCSG 2019-2020 $18,101,855.00 15.00% CCSG 2018-2019 $24,343,081.00 15.00% CCSG 2017-2018 $22,639,335.00 15.00% CCSG 2016-2017 $22,634,844.00 15.00% CCSG 2015-2016 $21,600,706.00 15.00% CCSG 2014-2015 $20, 510, 617.00 15.00% CCSG 2013-2014 $19,394,054.00 15.00% CCSG 2012-2013 $18,343,255.00 15.00% CCSG 2011-2012 $17,231,975.00 15.00% CCSG 2010-2011 $15,932,796.00 15.00% I CCSG $208,532,531.00 * Up to April 2021 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 5 SUBSTITUTED TPN Fiscal Year Surcharge Collections Rate Administrator 2009-2010 $14,238,711 15.00% TPN 2008-2009 $13,980,676 15.00% TPN 2007-2008 $14,553,167 15.00% TPN 2006-2007 $14,135,187 15.00% TPN 2005-2006 $12,816,592 15.00% TPN 2004-2005 $11,489,521 15.00% TPN 2003-2004 $14,533,462 20.00% TPN 2002-2003 $13,639,162 20.00% TPN 2001-2002 $12,577,039 20.00% TPN 2000-2001 $13,406,801 20.00% TPN 1999-2000 $11,544,234 20.00% TPN $146,914,552 Franklin Laso, CCSG President MAY 28, 2021 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 6 SUBSTITUTED 4. CCSG's KEY PERSONNEL, QUALIFICATIONS, EXPERIENCE AND PAST PERFORMANCE a) Describe the Proposer's organizational history and structure; years Proposer and/or firm has been in business providing a similar service(s). Complete Consulting Services Group, LLC was incorporated in the State of Florida in January of 2008. The CCSG team is managed and operated by its President, Franklin Laso. CCSG has managed the City's Parking Surcharge Program, providing parking surcharge consulting, auditing, collection, and enforcement services to the City of Miami since 2010. Mr. Laso was the City of Miami's Parking Surcharge Administrator from 2004 to 2010, while working for a previous firm / administrator. Since 2010, Mr. Laso has continued his services as the City's Parking Surcharge Administrator in his capacity as President of CCSG. Below please find CCSG's organizational chart reflecting CCSG's organization and structure. BH Project Manager ORGANIZATIONAL CHART 2021 Franklin Laso President Juan C Pena Auditing & Compliance Manager Richard Oreliana Information Service Manager vin Rojas Sr. Field Analyst Laurita Laso Assistant Project Manager TBH Field Analyst COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 7 SUBSTITUTED b) Provide a list of all principals, partners, officers, owners and/or directors of Proposer, including joining ventures and/or sub-consultant(s), if applicable. Mr. Franklin Laso is the sole Managing Member of Complete Consulting Services Group, LLC. Mr. Laso also serves as President of CCSG. Franklin Laso's contact information has been included in the Cover Page of this Response submittal. The key personnel and executives of Complete Consulting Services Group, LLC ("CCSG") are as follows: • Franklin Laso, President of CCSG • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Orellana, Information Services Manager COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 8 SUBSTITUTED c) Indicate whether the City has previously awarded any contracts to the Proposer/firm. If so, discuss the nature of contract, types of services performed, and term of contract. In October 2010, and January 2015, CCSG was awarded the contract to manage the Parking Surcharge Program on behalf of the City of Miami. The terms of the contracts called for two (2) years with options to renew for three (3) additional one (1) year periods. CSG has successfully administered and managed the City's Parking Surcharge Program for approximately 11 (11) years. In addition, CCSG has provided Bookkeeping and Collections Services to the Coconut Grove Business Improvement District since 2011. CCSG assists the C. Grove BID with the collection of Folio Assessments, Parking waivers, Sidewalk cafe Fees, Special events and Supplemental fees. The term of the current contract calls for three (3) years commencing March 1, 2019 with an additional two (2) year option. CCSG has also provided Bookkeeping and Collections Services for the Wynwood Business Improvement District since 2019. CCSG assists the Wynwood BID with the collection of Folio Assessments. The term of the current agreement calls for three years commencing 2019 and two (2) years option. d) Provide documentation evidencing that Proposer, Operations Manager, and/or team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant ("CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. Juan C. Pena is a key member of CCSG's team and is a licensed Certified Public Accountant (CPA) in the State of Florida. Enclosed herein please find State of Florida, Department of Business and Professional Regulation and Board of Accountancy License No. AC0025122 as issued to Juan C. Pena as a Certified Public Accountant. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 9 SUBSTITUTED e) Provide specific qualifications, project experience, and credentials that demonstrate the Proposer's ability to perform the required scope of work. Proposer must clearly describe its qualifications and experience in the provision of similar work related to the administration and/or collection of parking surcharge, particularly for a government entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract; and how long Proposer performed the work, or an employee(s) of the Proposer performed the work for another entity. CCSG has managed the City of Miami's Parking Surcharge Program since 2010 and is the current contractor and administrator of the City's program. As the Parking Surcharge Administrator, CCSG is tasked with providing parking surcharge consulting, auditing, and enforcement services. Specifically, CCSG provides enforcement, consultation, communication, training, auditing, compliance, accounting, and database development on behalf of the City of Miami for all facets of parking surcharge collections, audit, and compliance. CCSG monitors over 500 parking facilities located in the City of Miami generating over $150 million in gross revenue. During the past eleven (11) years, CCSG has collected over $200 million dollars in parking surcharge fees on behalf of the City of Miami. Pursuant to the terms of the current engagement between the City and CCSG, the parking surcharge administrator has been paid a fee $700,000 in fees annually by the City of Miami for all services provided in connection with parking surcharge administration. CCSG's human capital has been, and continuous to be, the engine behind our success as the City's Parking Surcharge Administrator. Continuity of staff is one of the various advantages CCSG offers the City. CCSG's management team includes the key team members that have worked with the City of Miami during the last several years in the administration of the Parking Surcharge Program including Juan C. Pena a Certified Public Accountant. CCSG's team will guarantee that CCSG continues to maximize the parking surcharge revenue stream to the City by enhancing its compliance and audit expertise. Mr. Pena will continue to provide support in the implementation of accounting and compliance processes. CCSG's team of parking professionals has over thirty (30) years of combined experience managing parking surcharge collections and over twenty-seven (32) years of combined experience in the South Florida parking industry as further described in Section 4 (h) below. Each member of the CCSG team possesses expertise and experience in various technical fields of the parking surcharge industry, including but not limited to technology, collections, compliance, accounting, auditing, and enforcement. All of CCSG's team members are trained and experienced in the field audit and field survey processes and have obtained such experience through working in the current City of Miami engagement. This has given the CCSG team specialized experience in the City of Miami parking COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 10 SUBSTITUTED surcharge administration field and allowing each team member to become uniquely familiar with the City of Miami's laws and procedures. Additionally, the CCSG team has developed relationships with the public, parking operators and City of Miami staff which positions CCSG for continued success in communication with stakeholders, necessary enforcement, and identification of revenue opportunities through field audit and field surveys to achieve maximum compliance. Under CCSG's administration, the Parking Surcharge Program has collected more revenue in the Program's history and, when adjusted for average rate and surcharge differences, the City now collects approximately 25% more in parking surcharges per property than any other car - dependent, major urban center, including Los Angeles and San Francisco. CCSG has delivered these results by developing and implementing a unique and effective framework using its parking expertise, technological sophistication, and extensive administrative/accounting experience. With a combined thirty (30) years of parking surcharge collection experience and more than thirty-two (32) years combined parking industry experience, CCSG's professional team is unmatched and guarantees exceptional results to the City and continued success of the Parking Surcharge Program. Below are highlights that evidence CCSG's successes during its time (2010-Present) managing the City's Parking Surcharge Program with the objective of maximizing revenues: • CCSG has collected $202,532,518 in Parking Surcharge since July 2010. The previous Parking Surcharge Administrator (The Parking Network or TPN) collected $146,914,552 during the same time frame. Thus, CCSG has collected $55,617,966 more that TPN. • The total parking surcharge collections for fiscal year 2018-2019 ($24,343,081) represents the highest amount of parking surcharge collected in the history of the Parking Surcharge Program. By way of comparison, the highest amount collected by was $14,553,167 during fiscal year 2007-2008. • Between October 2010 and April 2021, CCSG identified a substantial number of new parking properties which were not contributing to the Parking Surcharge Program. These new properties have generated approximately $7,014,223 in new parking surcharge revenue to the City. • Since it began managing the Parking Surcharge Program in October 2010, CCSG has conducted thousands of field audits, which have identified approximately $2,25,656 in underreported parking revenue, representing approximately $337,885 of new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 11 SUBSTITUTED • CCSG has also conducted numerous record audits of the Program during the past 11 (11) years. These record audits have revealed approximately $10,112,700 in underreported parking revenue which generated approximately $1,516,905 in additional parking surcharge fees to the City. • CCSG concentrates most of its efforts in closely monitoring properties/accounts that do not have any parking revenue control equipment, known as "Parking Surcharge Revenue at Risk." Between October 2010 and April 2021 these properties generated $25,321,845 of the parking surcharge revenue. For instance, as a result of CCSG's efforts, parking revenue generated by surface parking lots in the vicinity of the American Airlines Arena (AAA) in fiscal year 2013-2014 increased by $2,900,000 or 150%, compared to fiscal year 2007-2008, which generated $441,973 in new parking surcharge revenue to the City. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 12 SUBSTITUTED f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 2, within the past five (5) years. Include name of reference, contact name, period of time, and overall work performed. Sufficient documentation must be provided to determine level of experience. References are subject to verification by the City as part of the evaluation process. As part of our response package to the RFP, we intended to include letters of recommendation from the current City of Miami officials regarding CCSG's performance in administering the Parking Surcharge Program. However before making a request to obtain those letters, we submitted a written question to the Procurement Department to determine if such request was permitted under the rules of the RFP and the "cone of silence". In response to that question, we were advised that requesting and receiving letters of recommendation from the City of Miami Officials would not violate any of the "cone of silence." CCSG decided not to request such letters from the current City of Miami Officials because even though it would not violate the "cone of silence" there may be a "perception of a conflict of interest." Enclosed please find two reference letters from former City of Miami administrators, who worked closely with CCSG and Mr. Franklin Laso in the management and operation of the City's Parking Surcharge Program. Mr. Daniel Alfonso worked as City of Miami Budget Director, Chief Financial Officer and City Manager and thereby was the Parking Surcharge Contract Administrator. Mr. Alfonso currently works as Vice President, Facilities Management & Public Safety at Nova Southeastern University. Mr. Jose Fernandez was the former Finance Director of the City of Miami as well as the Parking Surcharge contract administrator. Mr. Fernandez currently works as Controller at the City of Orlando. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 13 SUBSTITUTED g) Identify the Proposer's Project Manager and key personnel assigned to this project. CCSG's entire team will be dedicated to the City of Miami's engagement for the administration of the Parking Surcharge Program. The following individuals will serve as CCSG's key personnel in the City of Miami Parking Surcharge engagement and as depicted in the organization chart below: • Franklin Laso, Project Team Leader • Juan C. Pena, CPA, Auditing and Compliance Manager • Richard Oreliana, Information Services Manager ORGANIZATIONAL CHART 2021 H Project Manager Franklin Laso President Juan C Pena Auditing & Compliance Manager Richard Orellana Information Service Manager Gloria Laso Assistant Project Manager Delvin Rojas Sr. Field Analyst Laurita Laso Assistant Project Manager TBH Field Analyst COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 14 SUBSTITUTED h) Describe for each individual assigned to this engagement and the Project Manager their years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of a parking surcharge, and any other relevant information. Specifically indicate what role each would play, and what specific work will be performed by each member of the Team. Franklin Laso, Project Team Leader The CCSG team is led by the City's current Parking Surcharge Administrator, Franklin Laso. Mr. Laso has twenty-three (23) years of experience in the parking industry and has managed the City of Miami Parking Surcharge Program continuously since 2004, when he was employed as Vice - President of Municipal Tax Division for the Parking Network (TPN), the previous parking surcharge administrator from 2004 to 2010. Mr. Laso has been an integral component of the administration of the Parking Surcharge Program for the past eleven (11) years. He has led CCSG since October 2010, when CCSG was awarded the contract to manage the Parking Surcharge Program. The following are some of Mr. Laso's main responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenues. • Analyze collections and reconcile parking surcharge remittances against historical data and established thresholds to identify revenue and collection fluctuation trends. • Operate the parking surcharge collection process, including sorting, posting, and reconciliation of surcharge payments and issuance of missing and late payment notices to parking facility operators. • Plan and coordinate record audits, field audits, and field surveys of parking operations to ensure compliance with applicable City of Miami laws and regulations. • Consult City of Miami staff and administration on proposed amendments to the City's Parking Surcharge Ordinance and processes; and • Support and consult City staff in the enforcement of uncollected parking surcharge payments. Prior to joining TPN, Mr. Laso was Regional Manager for Standard Parking where he was responsible for the financial and operational success of 25 parking facilities and locations with over 300 employees. As Regional Manager, Mr. Laso oversaw a budget in excess of $30 million. Mr. Laso also served as Parking Manager for Mount Sinai Medical Center. As Parking Manager at Mount Sinai, Mr. Laso was responsible for the daily operations of the parking systems and facilities throughout its South Florida locations. Mr. Laso's ability to manage staff, maximize budgets, and implement more effective revenue control policies for the health system's parking program resulted in increased parking revenues of 50% and decreased operating expenses. As a result, Mr. Laso was successful in increasing Mount Sinai's bottom line by enhancing net revenues generated from its parking operations. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 15 SUBSTITUTED Mr. Laso began his career in the parking industry as Facilities Supervisor for the City of Miami's Department of Off -Street Parking (also known as the Miami Parking Authority, or MPA). As Facilities Supervisor, Mr. Laso increased the MPA's revenue by reorganizing and improving revenue controls while decreasing operating expenses. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 16 SUBSTITUTED Project Manager (TBH) The person to be hired's primary role in the proposed engagement with the City of Miami will be as Project Manager, tasked with assisting in managing the Test Audit Program, which includes conducting field audits and record audits. As Project Manager, he/she will prepare and conduct record audit assignments to verify parking providers' compliance with the City's Parking Surcharge Ordinance. He will continue to prepare and coordinate audit objectives, including time estimates, work -plans, and steps necessary to collect data and document findings. The Project manager will prepare and oversee the development of action plans, such as field surveys and field audits. and review daily and monthly field surveys and field audits, findings, and summary reports prepared by the Field Analysts. The project manager will work closely with Franklin Laso and Juan C. Pena, CPA, in reviewing the various audits for accuracy and methodology. The project manager will also provide training to the surcharge payers and assist with the annual parking surcharge registration for the Parking Surcharge Program. Juan C. Pena, Certified Public Accountant (CPA) Juan C. Pena is a licensed Certified Public Accountant in the State of Florida. Mr. Pena has extensive public accounting experience having been employed by a large regional public accounting firm and having internal audit experience at several Fortune 500 companies. Mr. Pena provides the level of professional accounting experience necessary to verify the test audit procedures for the Parking Surcharge Program. More importantly, Mr. Pena has ten (10) years of experience assisting in the administration of the Parking Surcharge Program for the City. Additionally, Mr. Pena has held various corporate accounting positions, including as Controller which provided him significant experience in developing and deploying proper internal control procedures, including ensuring controls are appropriate for Sarbanes-Oxley (SOX) compliance. In his corporate accounting positions, he acquired a strong reputation for implementing and strengthening financial controls, particularly in the areas of controls over payment and billing and collections processes. Mr. Pena's audit experience as a CPA includes experience with auditing the following: • Ten (10) of experience assisting in the administration of the Parking Surcharge Program for the City. • Over ten (10) years conducting financial statement and operational control audits of retail establishments with annual sales of over $50 million, a Fortune 500 technology company and a Fortune 500 consumer food products company. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 17 SUBSTITUTED Mr. Pena's financial and operational audit experience in private industry also includes: • Financial embezzlement investigations. • Internal control testing and improvement audits in key risk areas such as cash receipts and disbursements, receivables, and inventory. • Accounting system user access control audits. • Payroll fraud investigations. • Manufacturing efficiency studies. • Sarbanes-Oxley (SOX) internal controls implementation, testing and certification. Gloria Laso, Assistant Project Manager Gloria Laso has seven (7) years of experience assisting in the administration of the Parking Surcharge Program. Mrs. Laso will continue to be tasked with reviewing the parking surcharge payments process, including sorting, posting of surcharge payments, reconciling lockbox information with vendor surcharge payments, and ensuring the accuracy of the data -entry process. Mrs. Laso also prepares all parking surcharge correspondence and communications, including missing and late payment notifications, correspondence to vendors, and coordination of the collections process. She also assists in maintaining and tracking the Aging Report including all matters submitted to the City's Code Enforcement Department, City Attorney's Office, and abatement requests. Field Auditing Team Our Field Auditing Team is led by Mr. Delvin Rojas, Senior Field Analyst who has worked nine (9) years in the parking industry and has seven (7) years of experience assisting with the administration of the City's Parking Surcharge Program. Parking is a complex and multi -faceted industry. CCSG tackles the industry's complexity by implementing field surveys that help track fluctuating trends. Many parking providers receive most of their revenues in cash and have no revenue control or reporting processes and procedures. As a result, field audits are necessary to ensure that parking providers comply with payment of surcharge fees. The field team conducts regular field surveys and field audits to verify parking providers' compliance with the City's Parking Surcharge Ordinance, prepare daily and monthly field surveys and field audits reports and maintain and create daily report logs. The team also assists with the record audits process. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 18 SUBSTITUTED The Field Auditing Team is trained in compliance. The team follows strict protocol and analysis to ensure parking operators comply with payment of surcharge fees on a daily basis. Field audits conducted by CCSG's team begins with the following initial analysis for determining compliance: • Does the operator issue parking tickets? o Ensure that the parking tickets are issued in sequential order. • Does the operator issue hangtags? o Assess parking demand. o Count how many tags/cars are in the property. o Count cars at different times during the day to assess demand and turnover rates. • Determine what the potential revenue should be for the property. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 19 SUBSTITUTED i) Provide any other information or documentation related to its qualifications and experience from which the City can benefit over the term of the contract. CCSG authored the Policies and Procedures Manual for the City of Miami's Parking Surcharge Program. The Policies and Procedures Manual provides the strategic and organizational link between CCSG's vision and the day-to-day operations of the Parking Surcharge Program. This Manual has been prepared based on CCSG's years of experience in administering and managing the City's Parking Surcharge Program. In addition, CCSG has prepared a Test Audit Program Manual which includes detailed auditing procedures to verify that accounting records are being maintained properly and to ensure that parking operators are remitting the correct amount of parking surcharge to the City, ensuring compliance, and establishing key thresholds. Both the Policies and Procedures Manual and Test Audit Program Manual are available for review upon request. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal, involving Proposer, its partners, managers, other key staff members, and its professional activities or performance, that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. CCSG, its principal, managers, and key staff members do not have any prior or pending litigation or bankruptcies. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 20 SUBSTITUTED 5. OVERALL APROACH AND METHODOLOGY CCSG has the best -qualified team with a proven track record of exceptional results to ensure maximum surcharge collections. Our comprehensive surcharge administration solution and program includes the following: • Extensive field surveys and field audits for continuous identification of properties and operators that are subject to the City's Parking Surcharge Ordinance. • Perform record audits to ensure parking operator's compliance with the City of Miami Parking Surcharge Program. • A state-of-the-art, interactive surcharge information technology (IT) solution for managing and analyzing valuable data that improves efficiency and frees up resources that can be used to maximize collections. The IT solution is further discussed in Section 5(a) of this Response. • Thorough communication with all surcharge payers as well as City administration and staff. a) Provide a detailed description of the Proposer's Approach and Methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3. Scope of Services, including the development and/or update(s) of database; enforcement; consultation; communication; training and compliance. CCSG's comprehensive surcharge administration solution contains each of the components depicted and provided in the diagram below, and described as follows: 1. Database 2. Enforcement 3. Consultation 4. Communication 5. Training 6. Compliance COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 21 SUBSTITUTED Database Update and Development COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 22 SUBSTITUTED 1. Information Technology Solution (Database) During the past Eleven (11) years, CCGS has invested significant financial resources to develop a customized solution to manage the City of Miami's Parking Surcharge Program. CCSG's IT solution was developed and implemented using state-of-the-art systems that reside on the cloud and use the latest Microsoft technologies, tools, and frameworks. (See diagram below) CCSG's comprehensive surcharge administration software solution incorporates the following technology components, interfaces, applications, and services: • Microsoft Azure Services • Web and Application Servers • SQL databases and data synchronization services • SQL reporting Services • Azure search and active directory services • Storage, backup and restore services. CCSG has a comprehensive IT security plan that includes back-ups and other controls to secure network information. Due to the current malware/ransomware environment, CCSG has controls such as firewalls, back-ups, scripting controls (virus/malware scanning), training of staff to be aware not to click on potentially malicious links on emails. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 23 SUBSTITUTED Microsof Cloud Services (Azure) Oq1 of Ml. O Operators, Alwllitatobsidon 446 Internet *igt Web Swat • Mil Isibmpallime • Perlis p• __ • Mae tatMra111•e e keen* itt [Ple111111.641111inileharts corn • . • •ev. , • I • C.11111108 PSP System Appies.1 Sawa Sewn M • .rsbe 41 resistralio Miiirilittinthirp.con • PhilOW8I R•yit4•r, ! Alm* us • (Marl 'IA COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 24 SUBSTITUTED Parking Surcharge Program (PSP) System At the center of the CCSG IT infrastructure is the "Parking Surcharge Program" (PSP) System, a proprietary software program designed by CCSG to manage the Parking Surcharge Program. The PSP system includes modules for tracking parking properties, operators, and parking surcharge revenues. The software program is user-friendly and allows CCSG personnel to access and easily input and analyze data. PSP system equips the CCSG team with the necessary tools to closely monitor the progress of the Parking Surcharge Program, including the full accounting of parking surcharge payments and remittances. The software's analytic tools empower CCSG to efficiently recognize what areas of the program can be improved and how to improve them. From a technology standpoint, the program utilizes a client/server desktop application to access the system while working in the CCSG office, and a web application to provide its clients access to the information using an internet connection. The PSP system uses MS SQL in the back end and MS Access in the front-end, and the system resides on CCSG's local servers and on the MS Azure hosting platform located on the cloud. Access to the program options and database is controlled through functionality built into the program that utilizes the standard Windows User Ds to determine an individual's access authority. This web -based solution is menu driven, with various levels of security to ensure data integrity and its operational workflows follow general Windows standards. The program features a standard toolbar and user interface to facilitate navigation, viewing, and/or updating database records. Main Menu Users access the PSP system via a "Main Menu," and the system is divided into the following modules: COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 25 SUBSTITUTED Properties Oyrrairi n,� fs,.�rr. lConta<tl Transactions Online Registration Property Comparison I tellers 01.6W tds aid Pass (o Completed Propertles Non -Completed ` Grmyed-Worn Re'Poet I Properties Report ` Completed Properties Completed Properties Report with Tuns. Into Complete Consulting Services Group (CCSG) Reports Payments by lionlh sect lc,ar Payments by Check Oat: ,Payments by Dal and Lateli Smdmrge Deposits Report Operational Tools Letter Reports Hisn.rp Penalties and Interest 1letapdta City of Miami Reports SuMotive Analysis Clean flperal ors Cil Les Nei Revenue Audit Rental. Open/Ownc r rrilh Aare Propertied Mane I18 Wens Developed by R.ntedr,. Inc le) 2011 •JOli A. Properties The properties module allows users to access the properties database in order to add properties, search for properties, and navigate among all available properties in the database. The database contains essential information, such as property type, rates, contact, and a link to a GIS system that shows the location where the property is located on a map. Properties Properties New Journals Oper jOwner Form Contact Cards OperatorsfOwners Contacts COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 26 SUBSTITUTED Property Open Ian Mena Operator10 Prop ID Address 9001 60 West Flagler 0002 125 NE 9th St. 0003 999 Brickell Avenue 0004 2699 5. Bayshore Drive 0004A 2699 5. Bayshore Drive 0005 222 NE 1st Avenue 0006 R799 Brickell Plaza 0007 2980 McFarlane Road 0008 1099 NW loth Street 0008C 1099 NW 14th Street 0009 1401 BrickeII Ave, 0010 848 Brickell Avenue 0011 244 Biscayne Blvd. 0012 3191Coral Way 0013 301 Biscayne Blvd. 0014 2246 NW 25th Ave. 0035 '2890 Grand Avenue 0016 888 Brickell Ave. 0016A 888 BrickelI Avenue 0017 3500 NW 37 Ave. 0017A 3500NW37Avenue 0018 1330Coral Way 0019 300 Biscayne Blvd. Way 0020 111101 Bricke II Ave. 0021 495 Brickel I Ave. Filter OperlD General 0041 n 0002 0155 0004 0009 Business Tax Receipt 0005 0007 Property Type 0007 0009 0139 0009 0010 0005 0012 0013 0914 0495 0016 0600 0017 0017 0018 0019 0131 0021 New Property Rates Contacts Journal Property Type 32 Link Address Commission District Area Certificate of the Description, Control leased: Control Visitors: Property Category Property Status Operator Start i Memo From Previous Operator Previous Operarator start SubArea: Maximum Capacity To ., Zip4 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 27 SUBSTITUTED B. Transactions The transactions module section contains the parking revenue and corresponding tax remittances. The parking revenue is categorized by type of revenue. Types of revenue include revenue from transient or daily parking, monthly parking, validation parking, metered or automated collections, event parking, and other revenue sources. A quick glance at this section provides a detailed summary of the financial condition of any property. CCSG maintains a property file for each revenue generating facility and individual records for facilities with multiple payment streams. For example, many hotels have revenue from valet parking (cash) as well as parking fees that are charged to the guests' room (folio revenue). These revenue streams are often managed by separate entities, and the surcharge payments are also remitted separately. By tracking multiple payments for the same properties independently, CCSG is able to efficiently identify missing payments or note inconsistencies with the facilities' remittances. The transactions section enables CCSG users to manage the accounting process for the parking revenue and corresponding tax remittance for every period. The accounting process is divided into the 1) Payments, 2) Surcharges and 3) Reconciliation modules. =11111 Ma. Menu Prep 1D Address OperlD Prupeny ID Property Name ' Owner ID Property Address Owner Name Operator ID Opaeamr Nelms 1 FlIter 100000 Surcharges Surcharge Detail New Surcharge New Pen way /Interest New Line Surch ID Parlcd From P.P.'S To Type Emission Date Due Pohl Remain Status 2 Payments Payment Details New Deposits or Wee 1 ' Transfers Payment PMT ID Paid By Amount Used 3 Remain Surch New Wcirbys Package Cheek Number Date Racolyed Raconcl Nihon Surch ID 1 Surcharges vs. Payments PMT ID Surch ID Prep. 10 Paged From Palled To Typo Dim Paid 4 1. Payments Module The City receives payments & remittance reports from parking operators at its lockbox. The bank processes these payments and then sends a copy of the checks, the original reports, and envelopes to CCSG. The payments module is capable of handling all types of payments transactions sent by parking operators. These transactions include lockbox (checks sent by operators to a P.O Box) and wire transfers. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 28 SUBSTITUTED Lockbox Packages open mak, Menu Lockbox Packages Package Date Batchs Lockbox Package Details 2012-09-19 3 14 $191,710.28 ABatch 2012-09-18 2 3 $1,766.99 i-- 2012-09-17 5 42 $192,569.22 Checks Amount 389 3 $3,379.61 2012-09-14 2 9 $22,688.21 2012-09-13 1 7 $7,570.22 orals 3 $3,379.51 2012-09-11 7 2 $5,869.60 )n1) nn 1n - 1„,} "SSA i1C -'i6 Lockbox Package Dats12-Sep-12 New Package Batch Number - PreviousBatch Next Batch - - - Check Payments Check # Paid By Amount Notes 25989 0013/City of Miami I •" I $2,854.94 10070 11508/Jeffrey Nunberg $59.25 167 f 1027/AyME Parking, LLC •"• I$465.42 l PaymentsDetails Deposits or W 7 Batch ID Check Number Date Received Amount Paid By Used Remain gSave and Close L' Undo And Close Delete Payment Payment Id Notes P! PaymentType: You will only see and "Remain" fie existing Paymen Deposit Credit F Deposits Lockbox Wire Transfer i 2. The Surcharge Module The surcharge module tracks monthly surcharge transactions (standard, penalty, interest, fines, and credits) for every property. This module is capable of arranging invoiced transactions based on different categories and can filter transactions by date, areas, subareas, commissioner districts, and other fields. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 29 SUBSTITUTED Accounting Surcharges lockbox Package Details New LockBox Package flew Deposit or Wire Transfer 3. Reconciliation Module The reconciliation module can verify that the surcharge amounts on the remittance reports sent by the operators match the amount written on the checks, the amount inputted as payment, and whether it includes charges such as penalties, interests, fines, and/or credits. Furthermore, the reconciliation module enables CCSG to match amounts listed on the bank package statement against invoices generated and checks received to ensure accuracy. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 30 SUBSTITUTED C. Reports Module Reports Payments by Month and Year Payments by Date and Batch # Letter Reports Missing Penalties and Interest Payments by Check Date Surcharge Deposits Report City of Miami Reports The reports module generates numerous reports that assist CCSG and the City in identifying areas for improvements and monitor the current status of various aspects of the Parking Surcharge Program. The following are some of the reports generated by this module: 1. Accounting Reports that aid CCSG in the accounting process. For example, the surcharge deposit report allows staff to validate payments based on date of receipt, type, and amount. 2. General Payment Listing Reports that can use a specific month filter to generate and reconcile total posting records with total amount of the deposits. 3. Payment Transaction Report, where staff can verify check payments by date to understand the purpose of the check payment. 1 City of Miami Parking Surcharge Program Surcharge Deposits Report Reception Year 2011 Source Month 1 Amount 01-Jan-11 Lockbox $18,714.77 03-Jan-11 Lockbox $1,545.65 04-Jan-11 Lockbox $117.62 05-Jan-11 Lockbox $3,864.92 06-Jan-11 Lockbox $4.99 07-Jan-11 Lockbox $1,884.70 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 31 SUBSTITUTED 4. Payments by Month and Year Report that provides users a report with the year, month, amount paid, amount applied, and the difference between amounts paid and amounts applied. 5. Payment by Check Date Report that provides users a report with the check number, paid by, amount, and payment type information. 6. Payments by Date and Batch Number Report that provides users with payment batches, the date entered, and the respective checks. 7. Surcharge Deposits Report that provides users a report with the year, month, source, and amount paid. 8. Missing Penalties and Interest Report that provides users a group report by operators and their respective properties with the year, month, last day to pay, first payment, due, paid, balance amounts, and notes. Properties Fines Property ID Period From Fine Date: Fine Due: Surcharge Due 0758 I24-Jul-11 f $500.00 $500.00 Save and Close Surcharge ID Period To Adjustment Notes: Undo And Close 56702 f 31-Mar-11 ISc.00 Open Main Menu 9. Letter Reports that provide users with a list of missing and/or late payments within a specified year and month. 10. Generation of City of Miami Monthly Invoice 11. Generation of Aging Report (30-60-90 report) CCSG provides the City of Miami monthly Parking Surcharge Collections. CCSG also submits to the City an annual Parking Surcharge Collections for every fiscal year. This report summarizes parking surcharge collections trend for the preceding fiscal year. In addition, this report includes Tables depicting Parking Surcharge Collections by Commissioner District, Areas, Zip Codes, Hotels, Hospitals, Office Buildings, Type of Property, Entertainment, Largest Surcharge Payers, as well as other reports. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 32 SUBSTITUTED Home ,)Remove Sort II en, V. Spelling %Selection - 1%Toggle Fill, iAl Save Pa_;z 4 5 'Advanced Ile - AVI -h i{ Oelilc mo, c!iphoard Sort & Filter Records City of Miami Reports'f,E Gty of Miami invoices-1, invoice Surcharge Deposits Report 1 Miami in p.)r Replace . Go TO Find 4 Select Flnd Surcharge/Collections and Service Periods Report Parking Collection Report B I U CCSG Parking Surcharge Program Text Formatting • COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 33 SUBSTITUTED r IT SOLUTIONS Enforcement Compliance Comunnications Training Facilities Field Personal Communication I Inventory Surveys 1411— Consultation Letter Process Revenue Field Miamisurcharge.com Fri -- Assessment Audits Repor .miamisurchargc.com Payment Records Collection Audits Reg istration. miamisurcharge.com w Ccsgonline.net b 2. Enforcement CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. Enforcement Operators/Landlords Code Enforcement Department City Attorney Office Code Enforcement Board 1 COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 34 SUBSTITUTED CCSG follows three sub -processes in the Enforcement process: • Facilities Inventory • Revenue Assessment • Payment Collection Facilities Inventory (See diagram below) CCSG personnel use the PSP System for monitoring parking properties and parking surcharge revenues. The PSP System gives our team easy access to a vast amount of information that can be easily analyzed to monitor the Parking Surcharge Program, as well as to identify and effectively strengthen any weak spots in the collections process. City of Miami Surcharge Program Process Facilities Inventory Process CCSG Facilities Identify New Operators must register Inventory Properties the property with CCSG Obtain Additional ► information from facilities '' es C End of 11. proper Yes s� information? Process nfor Confirm information I. CCSG will conduc exhaustive Field 1 I from faciities Ir Yes Surveys throughout - No ,+ City of Miami 1 �! Confirm Construction Parking Properties CCSG calls property es C operators to clarify -- Obtain proper information information? (a-- End of Confirm Closed t Process ) Properties No No Is there a<916 CCSG compares Revenue Estimation vs CCSGwill conduct Field Audit and Revenue CCSG prepares for Field Audit {Property Profile, Type Revenue Parking operator 4— prepares 4— of 4— discrepancy ? revenue Estimation based on Field Audit Controls, Operator Profile) Field c c — Audits Process Revenue CCSG identifies and Yes Assessment I. or Records Audit selects Properties for Field Audit s COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 35 SUBSTITUTED The PSP System maintains the following information with unique record numbers (property ID) for each parking property: Property ID # Number of Spaces Commissioner Area Facility Name Facility Operator District ZIP code Facility Address Business Tax Receipt # Aerial photos and property photos Parking Rates Type of Facility Hours of operation Name of Operator Category Revenue Assessment Process Property owners and operators send Surcharge Payments & Remittance Form Reports to the City's bank using a lockbox. The bank processes these payments and sends a copy of the checks, the original reports, and envelopes to CCSG. CCSG then enters the payment information using the copy of the checks. CCSG enters the corresponding assessment for each property using the remittance form and finally reconciles payments against assessment. Payment Collection Process (See diagram below) CCSG makes phone calls, sends missing and late letters and/or emails to operators in order to collect outstanding amounts. If operators do not comply, cases are referred to the City for enforcement. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 36 SUBSTITUTED City of Miami Surcharge Program Process Payment Collection Process co CO Payment Collection Process a 0 OD Parking Operators fill Operators send Remittance form C °mitre nee form and Payment (Check) to Bank d Y C Bank sends Remittance Bank receives form CO wm forms, envelopes and copy of cheeks to CCSG a and Payment and processes transac Ion CCSG Payments Surcharge Reconciliation receives Remittance forms, Process ii. Process Process envelopes and copys of check `r 1 i j CCSG enters payment transactions into PSP CCSG enters Surcharge CCSG reconciles all based on 0 usorts information CCSG ts infti processing system: • Lockbox _ transactions intoP5P processing system: . Standard properties payments and surcharges entered tJ • Wire transfers . Penalty & Interest • Manual deposits • Fines & Credits Communication Process Other Revenue Monitoring Tools CCSG also uses the following revenue monitoring tools: • CCSG's database generates exception reports, which identify payment exceptions. • CCSG monitors surcharge payments to identify if there are fluctuation trends. For instance, when there is a change in parking operators. • CCSG has developed and maintained the Parking Revenue Trend analysis, which was specifically developed for the properties/accounts that do not have any revenue control equipment. CCSG's personnel has established a benchmark that will be based on historical revenue reported by operators, CCSG's field audits, CCSG's record audit findings, and CCSG's revenue assessment. The revenue reported by the operator will be compared with the established benchmark. Please refer to chart below: COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 37 SUBSTITUTED Field Audits Field audits are the only way to have a large presence in the many events and activities that take place at the City's large entertainment venues and other parking -intensive areas, such as the American Airlines Arena, Bayside, Bicentennial Park, Adrienne Arsht Center for the Performing Arts, Marlins Park, Wynwood, and the Design District. CCSG also concentrates its field auditing efforts and resources in monitoring properties that do not have automated revenue controls, such as surface parking lots (especially in the Downtown and Coconut Grove areas), valet locations, among others. These events and types of properties produce a sizable portion of the revenue for the Parking Surcharge Program. Revenue that is mostly collected in cash and therefore harder to monitor. A full record audit of records for this type of operations does not fully reflect the actual surcharge revenue loss. Only full audits provide the ability to review the records that are not in the corporate offices of the providers. If a parking provider or owner is intentionally underreporting the revenue in a location that is operating in all cash and changing the parking rates several times during a night, records audits will not be effective. The only way to ensure that the operator reports the correct revenue to the City is to thoroughly audit the property. City of Miami Surcharge Program Process — Field Audits ICompliance Compliance CCSG will conduct Field Field Audit and Revenue • Survey — prepares Estimation based on Field Audit -- End of 1 CCSG prepares for Field process ,J u7 • Audit (Property Profile, Type of Revenue Controls, Operator , I No V Profile) V CCSG compares Field RevenueEstimation vs is th cre a s576` Audits Parking operator revenue ' discrepancy? -► CCSG identifies and selects Properties for Field Audit Records — r ■ Audit vas Revenue assesment COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 38 SUBSTITUTED Parking Surcharge Revenue at Risk "Parking Surcharge Revenue at Risk" is the parking surcharge revenue generated by properties or accounts that do not have any parking revenue control equipment. From October 2010 to April 2021, these properties generated parking surcharges of approximately $25,321,845. CCSG's parking surcharge collections experience has proven, to no surprise, that operators who do not have any parking revenue controls are more likely to remit less than their actual share of parking surcharge and do not keep accurate records. CCSG's efforts are much better spent monitoring these locations so we can verify revenue streams that are unreported or significantly underreported. CCSG has enhanced the monitoring of the "Parking Surcharge Revenue at Risk" by allocating more personnel to the field and on the streets of the City where they are highly visible to the surcharge payers, who are keenly aware that their activities are being closely scrutinized. Record Audits (See diagram below) Every operator/owner is subject to audits for compliance, as part of the surcharge regulations of Chapter 35, Article 9 of the City Code. The criteria used by CCSG to select the properties that will be audited are as follows: revenue decrease and/or revenue discrepancies in any property. Other factors, based on findings from field audits and field surveys, include new properties, properties never audited, follow up audits or new operators, and changes in parking operators. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 39 SUBSTITUTED City of Miami Surcharge Program Process Compliance — Records Audit Compliance' End of Yes Dees oer pamr No- ■ CCS will follow Process% p establish collection fprocedures ■ Field Survey Yes CCSG based on findings will Field is I notify operator of due amounts. 1 End of-) `Process H Audits Mo t ID l) Does operator .ssthe audit. Yes lj Records Audit hoes operamr f CCSG based on findings will assess ss the audit. it parking surcharge if operators does CCSG selects properties to be CCSG performs Record Audit not have any records and operator will be subject to $500 adm. fine audited: • New properties • Properties never audited Na I +I • Follow up audits Operator hesto • New operators Revenue decrease • Revenue discrepancies • Other CCSG sends record audit notification to operator and requests accounting records v CCSG will perform a follow up a Record Audit in 3 momhs to ensure compliance adhere to Additional+ reporting requirements CCSG also conducts follow-up record audits for repeat offenders. We take a risk -based approach in selecting properties (that is, properties that have had problems in the past get more scrutiny and get audited more often). CCSG conducts record audits to determine if the accounting records are being properly maintained. Below are items that are reviewed when available: • Monthly revenue summaries for each facility, including breakdowns for each revenue category. • Daily revenue reports. • Credit and debit card reports. • Used tickets or ticket stubs, cash register receipts, journal tapes and cashier reports. • Unused ticket inventory, ticket purchase records, and ticket loading/issuance logs. • Monthly parking sales reports. • Unused monthly card/hangtag inventory, monthly card/hangtag inventory purchase records, and active card or valid hangtag lists. • Aged trial balance reports for monthly parking. • Bank deposit slips and bank statements. • Accounting entries or records of daily activities. • Florida Department of Revenue sales tax returns. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 40 SUBSTITUTED Parking Surcharge Assessment Whenever an operator fails to keep records from which the surcharge may be accurately computed: • CCSG will prepare a revenue estimation based on field surveys and field audits. • CCSG may also make use of a factor developed by surveying other operators of a similar type parking facility in the area. • If the revenue estimation is greater that the revenue reported by the operator, CCSG will assess the revenue. Administrative Fine Whenever an operator fails to maintain complete and accurate records as stipulated by the City's Parking Surcharge Ordinance; the operator may be subject to an administrative fine in the amount of $500.00. Record Audit Instruction Letter If an operator fails to complete required records properly, CCSG will send the operator an instruction letter advising them of requirements and of the operator's violation of said requirements. Additionally: • CCSG will keep a log of all the properties that have been assessed an administrative fine of $500 and or received a "Record Audit Instruction Letter." • CCSG will conduct a follow up record audit to ensure operator is following "Record Keeping." If the operator continues to violate the record keeping requirements, then the operator will be required to comply with stricter reporting requirements outlined in the "Additional Record Keeping Requirements Letter," pursuant to Chapter 35, Article 9 of the City Code and Section 405 of City of Miami Parking Surcharge Regulations (please see below). Additional Reporting Requirements • The operator of the parking facility will be required to register their parking tickets with CCSG. CCSG will create and maintain a "Ticket Registration Log" for each property. • The operator of the parking facility will complete and submit a "Parking Surcharge Recap Monthly Report" in addition to the regular monthly remittance report. CCSG will provide a "Parking Surcharge Recap Monthly Report" to the operator. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 41 SUBSTITUTED 3. Consultation CCSG makes recommendations to the City regarding amendments that should be made to the City's Parking Surcharge Ordinance and/or procedures to facilitate collection of parking surcharge fees. Surety Bond CCSG has recommend the City of Miami the inclusion of the Surety Bond into the Parking Surcharge to ensure compliance from all the operators and guarantee the collection of any delinquent Parking Surcharge. This bond requirement will not apply to an operator that is a governmental entity (MPA). However, this bond requirement is applicable to all nongovernmental applicants operating a parking facility on behalf of a governmental entity. The Cities of San Francisco and Los Angeles have the surety bond as one of the requirements for all the operators that manage parking facilities within the limits of each City and collect the parking tax on their behalf. In San Francisco, a parking tax collection surety bond ensures that parking lot owners and operators will abide by the laws and rules implemented by the City of San Francisco. The bond guarantees the parking lot owner or operator will follow the San Francisco's City Law Code. One of the regulations of the SF City Law Code is that all taxes and fees must be paid in full and on time to the city. New Parking Payment Alternatives Many parking operators are using several of the contact -less payment methods available today, such as Pay by Phone and Pay by Text. Most of the new payment methods do not require the operator to have parking equipment. All the customers need to do is download an application and register or just use their phone to simply text a code or visit a website. CCSG has advised the City of Miami that the Parking Surcharge Ordinance should be amended to incorporate language where the operators must be required to submit with their remittance forms the original monthly reports generated by the Payment System certified by the Service Provider. This will ensure that the Parking Surcharge Administrator receives the correct information from the operator. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 42 SUBSTITUTED City of Miami Surcharge Program Process Consultation Consultation Consultation w Assesmerrt Recommendation Implemernation 4. Communication CCSG communicates with its stakeholders (City of Miami Officials and personnel and parking surcharge payers) in the following ways: • Zoom or Microsoft Teams • In person • In meetings • By phone • Through the website • By email • Through letters COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 43 SUBSTITUTED City of Miami Surcharge Program Process Communication City of Miami Communications Person Phone v r EMail Meetings Letters f Web Enabled Reports J Parking Surcharge Payers Website Phone 4 r EMail Meetings 4 Letters Training COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 44 SUBSTITUTED Furthermore, CCGS provides its stakeholders with a series of websites including: City of Miami Officials, Operators, Public Stakeholders 0 11-/ gal Internet www.miamisurcharge.com Par lung Surcharge Ordinance Par king Surcharge Regulations • Oninc Registration • frequently Asked Questions J repo rts.miarnisurcharge.cor m • Property Reports • Payments • Contact Us www.cesgonline.net • services • About Us Contact Us registration.miamisurcharge.co ~ • Property Registration • About Us • Contact Us 1 • www.ccsgonline.net: Where users can find information about CCSG, how to contact CCSG as well as services provided by CCSG. • www.miamisurcharge.com: Where users can find information about the Miami Parking Surcharge Program. • reports.miamisurcharge.com: Where users with permission from the City can access the latest reports for all properties, including information such as owners, operators, and payments. • registration.miamisurcharge.com: Where owners and operators can register new and updated information for existing properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 45 SUBSTITUTED CCSG has implemented a "Miami Parking Surcharge" website (www.miamisurcharge.com) to improve communication with operators and provide access to the Parking Surcharge Program information to City Officials and their designees. PARKING FACILITIES SURCHARGE PROGRAM ORDINANCE REGULATIONS FORMS CALCULATIONS USEFUL LINKS WELCOME TO THE CITY OF MIAMI SURCHARGE NEW WEBSITE! wpMt I' a ►� 1�1� rr1'�llti awl' ` (A" a• - 1r w . r : of t4f '' �a -I �'' a. The City of Miami 00(1300 ado amended the Cary o1 Morn Parting Surcharge Ordinance en November 15, 2018. The City of Miami Parrnng Surcharge Ordinance is imposed upon each User enlenng a parting transaction. The Parking Surcharge rate is 15% itheen percent} The Operator of the Parking Facility is responsible for the collection and rransmrnal of the Surcharge to the Cory of Karol Finance 0epanment Please be advised mat the section related to the payment due date has been changed and waif became eflechve July 20. 2011 The UPDATED MARCH 14, 2019 parting surcnarge remittance formic} must be received by Pm C,ty on or before the 20m of the month. Returns an0 payments received after me 20111 are late and are subject to penalties. However, if the 20th Yells on a Saturday, Sunday, Federa or State Holiday, returns are timely d received an the first working day fob:rung me 201E In addition, Minder requirement provisions Tor repeat offenders stave been incorporated to the Parting Surcharge Ordinance Freese refer to section 35347 • The Parking Surcharge Rate is 15 a (Meer Percent] • The Operator of the parking facility Is responsible for the collection and transmittal of the surcharge to the City of MIa1n1 finance Department. The site includes a "Questions and Answers" section available to operators, owners, city officials, and the general public that answers frequent questions about the Parking Surcharge Program, such as: What is the Parking Surcharge? What is the Purpose of the Parking Surcharge? Who is responsible for paying the Surcharge? What Parking Revenue is Subject to the Surcharge? The site offers operators convenient access to relevant information, such as "City of Miami Parking Surcharge Ordinance," "Parking Surcharge Regulations," "Surcharge Calculations," and forms needed to register their properties and report their monthly parking surcharge. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 46 SUBSTITUTED Ts gal PARKING FACILITIES • SURCHARGE. PROGRAM IN TRO DUO TION ORDINANCE REGULATIONS FORMS CALCULATIONS USEFUL LINKS CITY OF MIAMI PARKING SURCHARGE REGULATIONS The City of Mlarnl Tmpp5es a surcharge ror each parking transaction at a parking Facility within the City of Miami at Vie rale of fifteen percent (15s4) bar each transaction. This surcharge Is levied pursuant to the authority granted by Florida Statute § 166.271 and City of Miami Article X. See. 35-341 10 35-347, City Code Tile surcharge Is based upon gross revenue. without deduction therefrom Tor The cost oT property bouglll and/or soli. materials used. labor. service or Other Cost. Interest or dl5CCunr paid_ Or any ether expense that may be InCtIrred Olrectly Or Indirectly related 10 these receipts with the exceptibn 01 sales taxes. NOTE According to the Merida Department a1 Revenue. the Sur00arge IS SUblect to Sales lax However. each Opesatei IS aoyised to consult with his or her own tax advisor regarding sales tax. Additional inTormatlon may be obtained by accessing the parking surcharge webslle at wwweilarnisurcllarge. co Inquiries relevant [0 specitiC business operallons net answered in these regulations should be submitted In writing t0' COMPLETE CONSULTING SERVICES GROUP. LLC. Parking Surcharge Administrator 2650 Biscayne Boulevard Miami, Florida 33137-4590 Principal resppnslorllly for surcharge administration in the City of Mtaml is held by the Director of the Department of Finance of the City of Miami, Fie ride ISSUED PURSUANT TO THE CITY OF MIAMI PARKING FACILITIES SURCHARGE ORDINANCE› - BY THE CITY MANAGER ON APRIL 10, 2011 Click on The LIEIr It y00 would like to see the Parking Surcharge Reg ulallons Document In PDF PARKING FACILITIES SURCHARGE PROGRAM ORDINANCE REGULATIONS FORMS CALCULATIONS USEFUL LINKS T SURCHARGE CALCULATION SURCHARGE CALCULATION The City will accept payment of the surcharge employing one orate techniques listed helow to compute the surcharge and must he nonmsten1 in each surehargo-reporting period Technique A: Where total collections include the parking charge plus the Surcharge. the total collections are multiplied by the reciprocal Surcharge rate of 130435. Technique B: The Surcharge total taken from the individual rash register tapes showing the parking fee, the Surcharge charged, the sales tax charged and the total collected; or individual Surcharge records for each ticket showing the complete transaction. Technique C: Where individual Surcharge collection records are not kept for each ticket, fifteen percent (15%) of the entire parking tee paid by the customer will be collected Technique D: When gross amount includes sales tax and surcharge Grass amount (divided) / by 1.070 (to subtract sales tax) = Remaining amount (divided) ! by 1.15 (subtracting surcharge). Final amount, (multiply) x by fifteen percent (15%). COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 47 SUBSTITUTED PARKING FACILITIES SURCHARGE PROGRAM ORDINANCE REGULATIONS FORMS CALCULATIONS USEFUL LINKS V SURCHARGE FORMS FORMS New Online Registration Form Complete Consulting Services Group (CCSG) has implemented a new Online Registration System to manage the annual properly registration for the City of Miami Parking Surcharge Program The Online Registration System is a Web•based system that enables operators andfor owners secure access to the registration system and to the properties they operate via Internet. The system will be easily accessible 24/7 et http/lreglstration miamisurcharge corn Click Here to access the' New Online Registration'• System li you have any questions, please contact us at 2650 Biscayne Boulevard Miami, FI 33137 Tel.305-573-4300 Fax 305-573-4100 COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 48 SUBSTITUTED New Online Registration System (registration.miamisurcharge.com) CCSG has developed and implemented a new online registration system to manage the annual parking surcharge registration for the Parking Surcharge Program. The online registration system is a web -based system that makes the registration process more efficient and friendly for end users. WHICH OF THE FOLLOWING BEST DESCRIBES THIS FACILITY? Garage I Attached Free Standing Special Event Only Surface Lot Is this facility used for Valet Parking? Other =WHICH OF THE FOLLOWING BEST DESCRIBES THE CONTROLS FOR LEASED (MONTHLY) PARKING FOR THIS FACILITY? Hangtags Permits or Decals Electronic Control Cards with Access Gates Other - Please Explain: CHECK ALL OF THE FOLLOWING THAT DESCRIBE THE CONTROLS FOR VISITOR/TRANSIENT PARKING FOR THIS FACIUTY?` Manually Issued Tickets • Automatic Ticket Dispensing Machine Unattended Facility with Coin Machine, Meters or Honor Box Other - Please Explain: Manual Collection of Revenue Attendant Operated Fee Computer FOR WHAT TYPE OF PARKING IS THIS FACILITY USED? d Leased (Monthly) Parking Visitor (transient) Parking Vehicle Storage a of spaces a a of spaces 0 a of spaces PROPERTY OWNER INFORMATION Check here if Owner is to receive correspondence regarding the parking surcharge Owner Id 0988 (Original Owner ID: 0988) OWNER'S NAME Transwestem CONTACT LovoOndusko - Levy ADDRESS 201 5 Biscayne Bhr., Suite #910 CITY Miami STATE FL ZIP 33131 PHONE NUMBER 305-573-2400 FAX NUMBER 305-772-4612 EMAIL ADDRESS love ondusko-tevygtranswestem corn —OPERATOR INFORMATION Check here if Operator is to receive correspondence regarding the parking surcharge Operator Id 0301 B (Original Operator ID: 0301B) OPERATOR'S NAME Regus Management Group, LLC_ CONTACT Genenc Contact ADDRESS COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 49 Web -Based Reporting Module SUBSTITUTED PSP System also offers a web -based reporting module that grants the City of Miami Finance Department secure access to the surcharge system via the Internet. All properties, contact, and payment information are easily accessible 24 hours/day at http://reports.miamisurcharge.com. City of Miami Parking Surcharge Program Properties Contacts Payments About Us Welcome to the City of Miami Parking Surcharge Program This site has been designed to offer a series of customized and up-to-date reports to track parking properties and parking surcharge revenues. • Select an option from the menu. • Input your selection and click on the "Filter" button to perform a search • Use your browser's Print button to print a report. • and Back button to return to the previous page... If you have any questions or problems using this website, contact us at: 305-573-43Go. or. dick here to reach us by email The Report System gives City officials and their designees access to parking surcharge collection reports using the different criteria outlined below: • Property • Address • Operator Contact • Area/Subarea • Payment Date • Category • Property Type • Zip Code • Owner Contact • Commissioner District • Posting Date • Status (Active/Inactive) ity of Miami Parking Surcharge Program K m, Prupe.tla Coedsds Paso.. AGM Us List of Properties COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 50 SUBSTITUTED City of Miami Parking Surcharge Program Home Properbas Coraacls Payments About Ups Contact List Filler Prapmey oddRSS Areuswnrea c,Pmmwm9a Property omre,P uevsuneura commoi:rim COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 51 5. Training SUBSTITUTED CCSG has developed a training program that it offers to existing surcharge payers and to new operators. The training program details the following requirements of the Parking Surcharge Ordinance: • City of Miami parking surcharge regulations. • Remittance form. • Registration form. In addition, the operator is required to sign and acknowledge a form stating that it received the training of the requirements as outlined in the Surcharge Regulations with respect to the following: • Annual registration. • Parking surcharge calculation method. • Parking surcharge remittance form. • Penalty and interest. • Records and compliance, including evidence of parking transactions with respect to manually issued tickets and mechanically issued tickets. • Field audits & field surveys. • Record audits. In the event that the operator fails to participate in the training, the operator is required to sign a form acknowledging their failure to participate. CCSG will audit operators within three (3) months of the training taking place to ensure compliance. Furthermore, in addition to training, CCSG also provides ongoing phone support to existing operators that have questions regarding compliance with the parking surcharge regulations. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 52 SUBSTITUTED 6. Compliance To mitigate the side effects of monitoring a cash intensive industry, CCSG has developed a plan that complements record audits and ensures that the "Parking Surcharge Revenue at Risk" is closely monitored. The plan adopted by the City and CCSG required CCSG to conduct "Field Surveys" and "Field Audits" in addition to "Record Audits". The Field Surveys and Field Audits are described as follows: • Field Surveys: Identify revenue generating parking facilities. Observe the location to determine if their significant transient traffic or if the customers are mostly all day or monthly. If there is a high volume of transient traffic, it is necessary to use our parking knowledge to determine the approximate number of turns per space and the average rate. • Field Audits: Count spaces and note the daily, hourly, and monthly parking rates. Count the cars and determine what the potential revenue should be for the property. • Review surcharge reports to determine if the payment history matches the observations our observations. The Field Surveys and Field Audits accomplish the following three objectives: • The first objective allows CCSG to look at a much larger number of locations in a shorter period of time. • The second objective allows CCSG to quickly identify the locations that are not reporting or underreporting. • The third objective provides a high level of visibility on all the properties that have a poor payment history. COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 53 SUBSTITUTED Field Surveys Field surveys are generally conducted to confirm parking revenue generated by surcharge payers, identify new properties, confirm parking surcharge payer information, confirm construction parking, and confirm closed properties. In addition, field surveys are also conducted by CCSG on a daily basis to confirm, for example, parking activity, parking signs, and other details that ensure the success of the Parking Surcharge Program. CCSG also conducts Field Surveys at all parking facilities, including properties that have regular special events, such as the American Airlines Arena, Bayside, Bicentennial, and Marlins Park; generally leading to the identification of revenue -generating parking facilities. City of Miami Surcharge Program Process Compliance — Field Surveys CCSG C Compliance _� Identify New li'Properties O Operators must register the property with CMG Obtain Additional "es C facilities End of `I ( (CObtain SO will conduct proper yes Field information?. Process 1.Survey exhaustive Field Confirm information surveys throughout a from facilities City of Miami ) No C Confirm Construction Parking Properties CCSG calls property operators to clarify information Field Audits 1 Confirm dosed Properties Yos Does Obtain CCSO proper NV information? Records Audit CCSG Field Survey program places parking professionals on the street to continuously inspect, survey, and monitor parking operations in the City. Field surveys/audits are also conducted to identify locations that are not reporting or underreporting their parking revenue. The field surveys allow CCSG to look at a much larger number of locations in a shorter period of time while providing a high level of visibility in on all the properties. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 54 SUBSTITUTED CCSG has worked cooperatively with parking providers and with various City Departments (Code Enforcement Department, City Attorney's Office, and Code Enforcement Board) (See diagram below) to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying, and work with the operator to reconcile any differences between their records and actual reporting, and the City's records and our calculations of what should be reported. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 55 SUBSTITUTED b) Discuss the procedures, methods and/or activities to be utilized by the Team and/or Propose to perform and coordinate all the required work. CCSG uses people (CCGS's personnel), technology (CCSG's Parking Surcharge Program [PSP] System), and process and procedures (See diagram below) to provide the best customer support to the City's Parking Surcharge Program and its stakeholders (City Officials/staff, property owners/operators and residents). Please refer to section 5: Overall Approach and Methodology Enforcement Facilities Inventory • Revenue Assessment. Payment Collection IT SOLUTIONS Compliance Field Surveys Field Aud its Records Audits Comunnications Personal Communication Letter Process Miamisurcharge.com Repnrts.miamisurcharge.eom 14— Registration.miamisurcharge.com14— Ccsgonline.net Training Consultation i COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 56 SUBSTITUTED c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing Solicitation to a contract for the provision of the parking surcharge administration services. The Proposer is entirely dedicated to its engagement with the City of Miami. d) Provide the recent, current, and projected workload of Proposer and general workload those employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. � I Franklin Laso Job Title Project Team Leader Juan C. Pena Richard Orellana TBH Delvin Rojas Gloria Laso Faurita Laso TBH Participation on the project J Audit and Compliance Manager 1 Information Service Manager Project Manager Senior Field Analyst Assistant Project Manager Assistant Project Manager Field Analyst 100% 50% 25% 100% 100% 100% 100% 100% COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 57 SUBSTITUTED e) Describe Proposer's ability and readiness to begin providing services as required herein, assuming November 1, 2021 start date. Through this proposal CCSG has addressed each of the individual areas of importance specified in section 2 of the RFP. The CCSG team is in place and ready to execute our plan upon the City's notice. CCSG's proposal is an effective and results -driven strategy that will protect this valuable revenue stream for the City of Miami. f) Describe in detail how it plans to handle all compliance in matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. CCSG has worked cooperatively with parking providers and with the City of Miami to verify the accuracy of our list of non -complying properties. We communicate directly with the operator of each property identified as non -complying and work with the operator to reconcile any differences between their records and actual reporting, and the City of Miami's records and our calculations of what they should be reporting. CCSG has developed a system of documenting each contact with providers, creating an evidentiary record that can be used in enforcement proceedings, if necessary. For those parking providers who choose to not cooperate or who continue to dispute the actions against them, CCSG offers multiple opportunities to resolve the matter before referring them to the Code Enforcement Department for further enforcement action. Missing Payment Letters and Late Payment Letters are sent to providers who fail to report and remit the surcharge as well as those who do not report the surcharge in a timely fashion. The success of the enforcement program has been the result of the cooperation between City officials and CCSG, who have worked diligently toward the successful resolution of many parking surcharge disputes. g) Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision and coordinating capacity, among others. Provide proposed location within the limits of the City of Miami from where the services will be performed. The overall resources allocated to this project include experienced parking surcharge professionals and technical experts that provide support to our unique and customized PSP System. CCSG staff works with a state-of-the-art computer system that employs the latest technology available, including services on the cloud, to maximize the returns of the Parking Surcharge COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 58 SUBSTITUTED Program. Each employee has individual computers and other electronic devices with secure access that empower them to perform and exceed their goals. Our revamped websites enable all our stakeholders (City Officials, staff, and surcharge payers) to obtain just —in -time information from their electronic devices and receive additional support online. Support that allows them to manage account details directly from a secured web connection. The City will also benefit from the enhanced website with additional online reporting capabilities and data storage. We maintain a telephone answering system for non -business hours, and anyone calling during regular business hours, Monday -Friday, from 9am-5pm, will speak directly with one of our professionals. All of these features will be housed and managed at CCSG's strategically located offices at 2650 Biscayne Boulevard in Miami. h) Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to this engagement, if applicable. CCSG has an agreement with The Public Health Trust of Miami -Dade County (the "PHT"), a surcharge payer, to provide general parking consulting services. The scope of work includes parking operations review, contract compliance, parking budget monitoring, monthly reports monitoring, and other non -attest services. It does not include review, analysis, or recommendations regarding parking rates or parking surcharge payments. CCSG's relationship with the PHT is not an impediment to independence, as defined by the American Institute of Certified Public Accountants, because the PHT is not CCSG's attest client and does not provide attest services to the PHT. CCSG is willing to provide the City of Miami with a copy of its contract with the PHT at the City's request to demonstrate that the relationship between CCSG and the PHT is not an impediment to independence, as defined by the AICPA. i) Describe how the Proposer has applied the proposed project approach to comparable projects. Please Refer To Section # 5 Overall Approach And Methodology COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 59 SUBSTITUTED j) Describe the Proposer's expectations for the level of participation of the City of Miami during the term of the contract. CCSG has had a partnership with the City for the last eleven (11) years. CCSG expects to continue working to improve the Parking Surcharge Program. To accomplish this goal, CCSG will continue working closely with the City to ensure parking surcharge revenue compliance, assessments, recommendations, and implementation of City rules and regulations cooperatively with various City departments, including the Finance Department, City Attorney's Office, Code Enforcement Department, Code Enforcement Board. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of similar nature. Describe Proposer's approach to always ensure the availability of personnel. CCSG's personnel has been working on the administration of the Parking Surcharge Program and will continue to do so. CCSG fosters a culture of empowerment and growth that incentivizes its team members to work harder in order to achieve a common goal that will guarantee the success of both the company and the individuals that compose it. Additionally, CCSG understands that cross -training is one of the proven ways to mitigate risk and ensure success. CCSG has cross trained its employees so the organization has the flexibility to respond to fluctuating workflows and is better equipped to recover quickly from disruptions and handle transitions gracefully and seamlessly. This enables CCSG to deliver uninterrupted and continuous service to the City of Miami, even during times of transition. This is why we train our employees to acquire different skill sets, so that in the rare event that a key employee decides to leave CCSG, their exit will not create any tangible disruption on the operations of the company. This training also serves as a mechanism to prepare lower rank employees to ascend within the company. COMPLETE CONSULTING SERVICES GROUP, LLC — RFP # 1245391 60 SUBSTITUTED 6. COMPENSATION PROPOSAL Please refer to attachment C COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 61 SUBSTITUTED 7. ADDENDUMS/ FORMS COMPLETE CONSULTING SERVICES GROUP, LLC - RFP # 1245391 62 City of Miami 1245391 Solicitation RFP 1245391 Certifications SUBSTITUTED Legal Name of Firm: e. Cc`(.1,'1 \ krlt) Sep v ces Firm's Federal Employer Identification Number (FEIN): ck,) j 1. LC, Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Ode Office Location: City of Miami, Miami -Dade County, or Other .26 ISC CN1/4.A1-1(2r vtc\)(1.1 Business Tax Receipt/Occupational License Number: - Business Tax Receipt/Occupational License Issuing Agency: i Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or to If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 5/1/21). If no addendum/addenda was/were issued, please insert N/A. 5-1.)0J `-tr Has Proposer reviewed the attached Sample Professional Services Agreeme !do Acknowledge that if awarded, Proposer will be required to execute the Professional Services 5/7/2021 3:28 PM P. 5 City of Miami Solicitation RFP 1245391 SUBSTITUTED Request for Proposals (RFP) 1245391 Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination; Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. k_C1C����©fie ���-�5-a.1^oLoai 5/7/2021 3:28 PM p. 6 City of Miami 1245391 Solicitation RFP 1245391 Certification Statement SUBSTITUTED Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: E..XC_?A'IQ ns We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: CC'Vr1 >a1�2 CONCI S v Wtn. v ce S ,c ©Q LLC ADDRESS: L6-0 1A1SC,dkr e Sa?Jt.J 1 zuc��cc PHONE: 80.5' 5 9-3 ^ 4,300 FAX: 3 - 593" 49 CEO EMAIL: SIG TITLE: ac C 5 l cvf CELL(Optional): ac) - DATE: 5/7/2021 3:28 PM p. 4 SUBSTITUTED City of Miami Solicitation RFP 1245391 City of Miami, Florida Contract No. RFP 1245391 CORPORATE RESOLUTION (This Resolution must authorize the signatory to sign WHEREAS,Crwn eAe. Cens1/4A-trrj Servrce_ tchy corporation, desires to enter into an agreement with the City of Miami for the purpose of performing the work described in the contract to which this resolution is attached; and WHEREAS, the Board of Directors at a duly held corporate meeting has considered the matter in accordance with the bylaws 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, thisf_day of a„ , 202 1 . („ NeliNkeNe Censk31V%rj�e,eiv tce Print Name: Fe° - i t _c ("Contractor") (State) Corporation (L1Lc) TITLE: (sign) Print Name: 21 Parking Surcharge Administration Consultant Services 5/18/2021 3:09 PM p. 80 SUBSTITUTED ANNIE PEREZ, CPPO Procurement Director ARTHUR NORIEGA V City Manager ADDENDUM NO. 1 RFP 1245391 June 4, 2021 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 11, 2021 at 5:00 P.M. B. The following are the inquiries received and their corresponding responses: Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No. Q2: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence. Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. Q3: Section 4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should SUBSTITUTED Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disclosed within Proposer's Proposal, in response to Section 4.5.h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Annie Perez, CPPO, Director of Procurement City of Miami Procurement Department AP:cj cc. Fernando Casamayor, Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM:C. mP%At. Cssn5v\Vi`x'1 Nice (Stlu��f1.L>c DATE: 06-04 021 SIGNATURE: _ t iaf SUBSTITUTED uxttt THIS IS NOT A BILL CERTIFICATE OF USE FIRE SAFETY PERMIT BUSINESS NAME : DBA: DATE ISSUED: VALID FROM: ACCOUNT NUMBER: SERVICE ADDRESS: APPROVED USE: COMMENTS: RESTRICTIONS: COMPLETE CONSULTING SERVICES COMPLETE CONSULTING SERVICES 07/26/10 10/01/20 TO 09/30/21 88217 2650 BISCAYNE BLVD CUO6 -General Commercial - Office General business office Restrictions on this CU are informational only. For all restrictions, please contact the Office of Zoning • PLEASE DISPLAY THIS CERTIFICATE IN A CONSPICUOUS LOCATION AT OCCUPANCY ADDRESS. NOTICE: This certificate is'Nori=l tatisterable:lE"' you relocate, sell the business, or change the type of business a new certificate must be obtained from Building and Zoning at 444 S.W. 2nd Avenue, 4th Floor, Phone: (305)416-1199. eitu nf Aliarrti SUBSTITUTED NOT TRANSFERRABLE OR VALID AT ANOTHER ADDRESS UNLESS APPROVED BY THE FINANCE DEPARTMENT, CITY OF MIAMI 444 S.W.2 AVE 6TH FLOOR, MIAMI, FL 33130, PHONE (305)416-1918. Effective Year Oct. 1 2020 Thru Sep.. 30 2021 RECEIPT FOR COMPLETE CONSULTING SERVICES ISSUED Oct 01, 2020 TOTAL FEE PAID 131.00 ACCOUNT NUMBER 88217 RECEIPT NUMBER 20261 NAME OF BUSINESS COMPLETE CONSULTING SERVICES DBA COMPLETE CONSULTING SERVICES LOCATION 2650 BISCAYNE BLVD IS HEREBY IN COMPLIANCE TO ENGAGE IN OR MANAGE THE OPERATION OF: ADMINISTRATIVE OFFICE Adele Valencia Code Compliance Director 1 rill •79I 1111,./ 1 L11111 DO NOT PAY This issuance of a business tax receipt does not permit the holder to violate any zoning laws of the City nor does it exempt the holder from any license or permits that may be required by law. This document does not constitute a certification that the holder is qualified to engage in the business, profession or occupation specified herein. The document indicates payment of the business tax receipt only. 2021 SUBSTITUTED State of Florida Department of State I certify from the records of this office that COMPLETE CONSULTING SERVICES GROUP LLC is a limited liability company organized under the laws of the State of Florida, filed on January 2, 2008, effective January 2, 2008. The documentnumber of this limited liability company is L08000000468. I further certify- that said limited liability company has. paid all fees due this office through December 31, 2021, that its most recent annual report was filed on February 8, 2021, and that its status is active. Given under my hand and the Great Seal of the State of Florida at Tallahassee, the Capital, this the Eighth day of February, 2021 *414 Secretary of State Tracking Number: 0862107982CC To authenticate this certificate,visit the following site,enter this number, and then follow the instructions displayed. https: //services.s unbiz.org/Filings/CertificateOfstatu s/CertificateAuthentication NSU Florida NOVA SOUTHEAS { tRN UNIVERSITY SUBSTITUTED Mr. Daniel Alfonso Vice President, Facilities Management & Public Safety Nova Southeastern University 3301 College Avenue Fort Lauderdale, FL 33314 Office of Facilities Management 3301 College Avenue rt Lauderdale, Florida 33344-7796 May 14, 2021 It is my pleasure to write this letter of recommendation/reference regarding the professional relationship I had during my tenure as the City of Miami Budget Director, Chief Financial Officer and City Manager with Mr. Franklin Laso. Mr. Laso has administered the City of Miami Parking Surcharge Program since 2010. He was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program. Following were some of Mr. Laso's main responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenue to ensure maximization of surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any fluctuation trends. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers. • Responsible for planning and coordinating Record Audits, Field Audits, and Field Surveys of parking operations to ensure compliance. • Make recommendations on City codes, resolutions and amendments relating to City of Miami Parking Surcharge Program. Work together with City officials in the enforcement of uncollected payments. In the six years that I worked with Mr. Laso, he always displayed a high degree of integrity, responsibility, and dependability in performing the functions of administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Should you have any questions or with to discuss further, do not hesitate to contact me, Sincerely, Daniel Alfons Vice President, Fa Pies Management & Public Safety Nova Southeastern University dialfonso@nova.edu Office of Facilities Management, 3301 College Avenue Ft. Lauderdale, FL 33314 SUBSTITUTED May 17, 2021 To whom it may concern: It is my pleasure to write this letter of recommendation/reference regarding the professional relationship I had with Mr. Franklin Laso during my tenure as the City of Miami Finance Director. Mr. Laso was the assigned Project Team Leader, and he was an integral component in the administration of the Parking Surcharge Program. Below are examples of the Mr. Laso's primary responsibilities in the administration of the program: • Monitor over 500 parking facilities with over $150 million in gross revenue to ensure compliance with City Code and maximize surcharge collections. • Analyze collections by comparing parking surcharge remittances with historical data and established thresholds to identify any trends, anomalies, and fluctuations. • Oversee process of sorting, posting and reconciliation of surcharge payments and send missing and late letters to surcharge payers. • Planning and coordinate record audits, field audits, and field surveys of parking operations to ensure compliance. • Make recommendations on City code, resolutions and amendments relating to City of Miami Parking Surcharge Program. Work together with City management and staff to try to collect on outstanding payments. In the four years that I worked with Mr. Laso, he displayed a high degree of integrity, responsibility, and dependability in administering the Parking Surcharge Program. I was pleased with the quality of service, his technical expertise as well as level of professionalism. Should you have any questions or wish to discuss further, do not hesitate to contact me. I can be reached at 305.772.8631. Sinc ely, 407 Jose ernandez 5/28/2021 Licensing Portal - License Search 11:31:19 AM 5/28/2021 Data Contained In Search Results Is Current As Of 05/28/2021 11:29 AM. Search Results Please see our glossary of terms for an explanation of the license status shown in these search results. For additional information, including any complaints or discipline, click on the name. License Type Certified Public Accountant Name Name Type PENA, JUAN CARLOS Primary License Number/ Status/Expires Rank AC0025122 Current, Active CPA 12/31/2021 License Location Address*: 1400 NE 102ND STREET MIAMI SHORES, FL 33138 Main Address*: 1400 NE 102ND ST MIAMI SHORES, FL 33138 * denotes Main Address - This address is the Primary Address on file. Mailing Address - This is the address where the mail associated with a particular license will be sent (if different from the Main or License Location addresses). License Location Address - This is the address where the place of business is physically located. 2601 Blair Stone Road, Tallahassee FL 32399 :: Email: Customer Contact Center :: Customer Contact Center: 850.487.1395 SUBSTITUTED The State of Florida is an AA/EEO employer. Copyright 2007-2010 State of Florida. Privacy Statement Under Florida law, email addresses are public records. If you do not want your email address released in response to a public -records request, do not send electronic mail to this entity. Instead, contact the office by phone or by traditional mail. If you have any questions, please contact 850.487.1395. *Pursuant to Section 455.275(1), Florida Statutes, effective October 1, 2012, licensees licensed under Chapter 455, F.S. must provide the Department with an email address if they have one. The emails provided may be used for official communication with the licensee. However email addresses are public record. If you do not wish to supply a personal address, please provide the Department with an email address which can be made available to the public. https://www.myfloridalicense.com/w111.asp?mode=2&search=Name&SID=&brd=&typ= 1/1 5/28/2021 DBPR - PENA, JUAN CARLOS, Certified Public Accountant SUBSTITUTED 11:33:25 AM 5/28/2021 Licensee Details Licensee Information Name: Main Address: County: License Mailing: LicenseLocation: County: License Information License Type: Rank: License Number: Status: Licensure Date: Expires: Special Qualifications Alternate Names PENA, JUAN CARLOS (Primary Name) 1400 NE 102ND ST MIAMI SHORES Florida 33138 DADE 1400 NE 102ND STREET MIAMI SHORES FL 33138 DADE Certified Public Accountant CPA AC0025122 Cu rrent,Active 03/01/1993 12/31/2021 Qualification Effective View Related License Information View License Complaint 2601 Blair Stone Road, Tallahassee FL 32399 :: Email: Customer Contact Center :: Customer Contact Center: 850.487.1395 The State of Florida is an AA/EEO employer. Copyright 2007-2010 State of Florida. Privacy Statement https://www.myfloridalicense.com/LicenseDetail.asp?SID=&id=89F56DD6EBD6F0A4BFA31 B1 B4A13AA9A 1/2 City of Miami Parking Surcharge Administration Consultant Services INSTRUCTIONS: ATTACHMENT C PRICE PROPOSAL Solicitation RFP 1245391 RFP 1245391 SUBSTITUTED The Proposer's price shall be submitted on this Form, "Price Proposal", and in the manner stated herein. Proposer is requested to fill in the applicable blank on this form and to make no other marks. A. Parking Surcharge Administration Consulting Services The City will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The price for renewal periods shall be negotiated based upon written justification. Please enter the Proposer's price in the blank below and make no other marks. • Parking Surcharge Administration Consulting Services: $10D0,00 per year. The Proposer's proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements, including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service(s), at any time. Should the City determine to add an additional service(s) for which pricing was not previously secured, the City shall seek the Successful 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). This fee shall remain fixed and firm throughout the initial term of the Agreement. 5/7/2021 3:28 PM p. 59 SUBSTITUTED 1245391 City of Miami Request for Proposals (RFP) Procurement Department Miami Riverside Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Site Address: www.miamigov.com/procurement RFP Number: Title: 1245391 Request for Proposals for Parking Surcharge Administration Consultant Services Issue Date/Time: Friday, May 7, 2021 RFP Closing Date/Time: Tuesday June 8, 2021 at 5:00 PM Pre-Bid/Pre-Proposal Conference: Voluntary Pre-Bid/Pre-Proposal Date/Time: Wednesday, May 19, 2021 at 11:OOAM Pre-Bid/Pre-Proposal Location: Virtual via Microsoft TEAMS Conference ID 908 673 243# or via phone at (786) 598-2961 Deadline for Request for Clarification: Wednesday, May 26, 2021 at 5:00 PM Contracting Officer: Johnson, Charles Contracting Officer E-Mail Address: cjohnson@miamigov.com Contracting Officer Facsimile: (305) 400-5373 Certification Statement 1245391 SUBSTITUTED Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: ADDRESS: PHONE: FAX: EMAIL: CELL(Optional): SIGNED BY: TITLE: DATE: Certifications 1245391 SUBSTITUTED Legal Name of Firm: Firm's Federal Employer Identification Number (FEIN): Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt/Occupational License Number: Business Tax Receipt/Occupational License Issuing Agency: Business Tax Receipt/Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or No) If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 5/1/21). If no addendum/addenda was/were issued, please insert N/A. Has Proposer reviewed the attached Sample Professional Services Agreement? Yes / No Acknowledge that if awarded, Proposer will be required to execute the Professional Services SUBSTITUTED Request for Proposals (RFP) 1245391 Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records, #9 Compliance with Federal, State and Local Laws, # 10 Indemnification/Hold Harmless/Duty to Defend, #13 Termination; Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not Liable for Delays) are non-negotiable. SUBSTITUTED Request for Proposals (RFP) 1245391 IMPORTANT NOTICE TO PROPOSERS • FAILURE TO COMPLETE, SIGN, AND UPLOAD THE CERTIFICATION STATEMENT AND CERTIFICATIONS SECTION WILL RENDER YOUR PROPOSAL NON- RESPONSIVE • FAILURE TO COMPLETE AND UPLOAD ATTACHMENT C, PRICE PROPSAL WILL RENDER YOUR PROPSAL NON -RESPONSIVE • ATTACHMENT FILES SHALL BE NO MORE THAN 250MB IN SIZE EACH, SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES • CONTACT BIDSYNC VENDOR SUPPORT TOLL -FREE NUMBER 800-990-9339, EMAIL SUPPORT(&BIDSYNC.COM, OR SUPPORT.BIDSYNC.COM FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES. SUBSTITUTED Request for Proposals (RFP) 1245391 Table of Contents Terms and Conditions 1. General Terms and Conditions 1.1. GENERAL TERMS AND CONDITIONS 2. Special Conditions 2.1. PURPOSE 2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 2.4. TERM OF CONTRACT 2.5. CONDITIONS FOR RENEWAL 2.6. LIVING WAGE ORDINANCE 2.7. PROPOSERS MINIMUM QUALIFICATIONS 2.8. REFERENCES 2.9. EXECUTION OF AN AGREEMENT 2.10. INSURANCE REQUIREMENTS 2.11. PROJECT MANAGER 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) 2.13. REMOVAL OF EMPLOYEES/SUBCONTRACTORS 2.14. UNAUTHORIZED WORK 2.15. CHANGES/AL 1'ERATIONS 2.16. COMPENSATION 2.17. METHOD OF PAYMENT 2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 2.19. RECORDS 2.20. ADDITIONAL SERVICES 2.21. TRUTH IN NEGOTIATION CERTIFICA I'E 2.22. NON -APPROPRIATION OF FUNDS 2.23. FAILURE TO PERFORM 2.24. TERMINATION 2.25. ADDITIONAL PERMS AND CONDITIONS 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS 5. Evaluation Criteria 5.1. EVALUATION CRITERIA SUBSTITUTED Request for Proposals (RFP) 1245391 Terms and Conditions 1. General Terms and Conditions 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, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this Solicitation the use of the word "services" includes without limitation professional and personal services as that term professional and personal services is defined by the City of Miami Procurement Ordinance and as set forth in the Definitions Section 18-73 of the City Code. 1.2 ACCEPTANCE OF OFFER - Subject to prior occurrence of all condition's precedent set forth in Section 1.88, The signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a purchase order or notice to proceed, as applicable. In summation, execution of a Professional Services Agreement and/or Agreement, approval by a referendum as stated in this RFP, and issuance by the City of a purchase order, and/or notice to proceed, as applicable. 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 Procurement shall notify all affected Proposers and make available a written explanation for the rejection. The City also reserves the right to reject the response of any Proposer: 1) Who has previously failed to properly perform under the terms and conditions of a Professional Services Agreement ("PSA") and/or Agreement, 2) Who failed to deliver on time, contracts of a similar nature, 3) Who is not in a position to perform the requirements defined in this formal solicitation 4) Who has been debarred, 5) Who is on the convicted vendors list, 6) Who is indebted to the City, or 7) Who is otherwise determined to be non- responsive or non -responsible. The City further reserves the right to waive any irregularities, 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 Proposer's responsibility to ensure receipt of all Addenda. Addenda are available on the SUBSTITUTED Request for Proposals (RFP) 1245391 BidSync Procurement Solutions Platform ("BidSync") only. 1.5 ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6 ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all its rights, title or interest herein, without the City Manager'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 proceedings. 1.8 AUDIT RIGHTS AND RECORDS RETENTION - The Successful 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 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. The audit and inspection provisions set forth in Sections 18-100 to 18-102, City Code, are deemed as being incorporated by reference herein as set forth in full. 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 Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Additionally, any governmental entity outside of the State of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer 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 Contract will establish its own Contract, 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 Proposer. 1.10 AWARD OF CONTRACT: A. The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket purchase order shall constitute the entire contract, unless modified in accordance with any ensuing amendment or addenda. B. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. 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 Proposer is in default of these contractual requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposer's Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Proposer's default. SUBSTITUTED Request for Proposals (RFP) 1245391 C. The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer. These documents may either be a blanket purchase order, notice of award and/or contract award sheet. D. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated, and awarded. If the right is exercised, the City shall notify the 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 Proposer are in mutual agreement of such extensions. E. 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. F. An PSA and/or Agreement shall be awarded to the 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 PSA and/or Agreement with the Proposer, whichever is determined to be in the City's best interests. Such PSA and/or Agreement which 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. All conditions precedent identified in Section 1.88 before any Agreement is binding. 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 Proposers, if so indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept the order or contract/agreement, as proposed, if it is awarded to the Proposer. Proposer shall forfeit proposal deposit to the City should the City award the contract/agreement to the Proposer and if Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers within ten (10) days after the award and Successful 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 deposits will be returned on demand. 1.12 RESPONSE FORM - All forms should be completed, signed and submitted accordingly. 1.13 BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible 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 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 mle out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. SUBSTITUTED Request for Proposals (RFP) 1245391 1.15 CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a written explanation for the cancellation. 1.16 CAPITAL EXPENDITURES - Proposer understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17 CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the 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 - 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 Procurement Department or initiating department. The Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. 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 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, competitive solicitations etc., et. al., as applicable. 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. SUBSTITUTED Request for Proposals (RFP) 1245391 K. Cone of Silence, City Code Section 18-74. L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M. City Financial Policies, City Code Chapter 18, Article IX. N. City of Miami Charter Sections 3(f) (iii) and 29-B. O. City of Miami Sale or Lease of Real Property, City Code Chapter 18, Article V. P. City of Miami Living Wage Ordinance, Chapter 18, Article X, City Code. Q. Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws. R. Miami -Dade County Shoreline Review Ordinance Chapter 33D, Article III, Miami -Dade County Code. Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, regulations, 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, or RFLI 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, or RFLIs between potential vendors, service providers, Proposers, lobbyists or consultants (among others) 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's Procurement 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 conferences, oral presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, or RFLI documents; or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, or RFLI, by City Procurement staff. Proposers 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 (clerks@miamigov.com), 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 shall render any award voidable. A violation by a particular 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 SUBSTITUTED Request for Proposals (RFP) 1245391 shall report such violation to the State Attorney and/or may file a complaint with the Miami -Dade County Ethics Commission. Proposers 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 and Florida municipality, 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 - 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 Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Proposer's firm. A. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their trust, or perform their duties, to secure a special privilege, benefit, or exemption for itself, or others. Proposer may not disclose or use information not available to members of the general public and gained by reason of their position, except for information relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain or benefit of any other person or business entity. B. Proposer who is a person (every officer, official and employee of the city, including every member of any board, commission or agency of the city) as defined in Section 2-611 of the City Code, hereby acknowledges that it has not contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Proposer further warrants that they are 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 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 - Proposers warrant that there has been no violation of any intellectual property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered and/or services provided as a result of this formal solicitation, and 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 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 Proposer(s). SUBSTITUTED Request for Proposals (RFP) 1245391 1.25 DEBARMENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable 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: (i) 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. (ii) 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. (iii) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (iv) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non -responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (v) Debarment or suspension of the Contractual Party by any federal, state, local, or other governmental (public) agency or entity. (vi) False certification pursuant to paragraph (c) below. (vii) Found in violation of a zoning ordinance for which the violation remains noncompliant. (viii) Found in violation any city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (ix) 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)(v). (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 party's right to seek judicial relief. SUBSTITUTED Request for Proposals (RFP) 1245391 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: 1) submit a response fora contract to provide goods or services to a public entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public work; 3) Submit response on leases of real property to a public entity; 4) award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity; and 5) 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 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 Proposer to meet any terms of this agreement, the City will notify the 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 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 and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28 DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A. Responsive Proposal 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 Proposal non -responsive. B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perform the Contract requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance. SUBSTITUTED Request for Proposals (RFP) 1245391 1. Proposals will only be considered from any person or firm who are regularly engaged in the business of providing the good(s)/service(s) required by the Formal Solicitation. 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. 2. The City may consider any information available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity, in making the award. 3. The City may require the Proposer(s) to provide documentation 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. 1.29 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 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 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) PSA and/or Agreement and/or any Amendments to the PSA and/or Agreement 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. SUBSTITUTED Request for Proposals (RFP) 1245391 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 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 A. Rejection of Responses The City may reject a Response for any of the following reasons: 1) Proposer fails to acknowledge receipt of addenda; 2) Proposer misstates 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 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 in default on a bid, payment/ performance, bond they have submitted or as the surety bond or certificate furnished has not performed despite demand they do so 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. 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. SUBSTITUTED Request for Proposals (RFP) 1245391 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3) The City may require the 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 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. 1.37 FIRM PRICES - The 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 AND CITY OF MIAMI LIVING WAGE ORDINANCE - A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Proposer's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPI") for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated, shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January 1st. It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Minimum Wage Law, at any given point in time during the term of the Bid Contract. If impacted, Proposer must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of bid submittal constitute Successful Proposer's/Contractor's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful Proposer/Contractor must provide for any, and all information to make a wage and contractual price increase(s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F. S. § 287.055, and Section 18-87 of the City Code, and/or SUBSTITUTED Request for Proposals (RFP) 1245391 the other exclusions provided by Section 18-557 of the City Code. If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Section 18-557 of the City Code for a complete and thorough description of the City of Miami Living Wage Ordinance. 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. In any action or proceeding each party shall bear their own respective attorney's fees. 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 (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the 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. PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The 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/save harmless and defend at its own costs and expense 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 intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will SUBSTITUTED Request for Proposals (RFP) 1245391 indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43 FORMATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each 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 provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45 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 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." SUBSTITUTED Request for Proposals (RFP) 1245391 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 Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416- 1604. The 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 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 and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49 MANUFACTURER'S CERTIFICATION - The City reserves the right to request from 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 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 Procurement of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate. 1.51 MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Proposer grants now or in the future to a similarly situated local government. 1.52 NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar SUBSTITUTED Request for Proposals (RFP) 1245391 relationship between the parties. 1.53 NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Proposer's expense. These non- conforming items not delivered as per delivery date in the response and/or Purchase Order may result in Proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54 NONDISCRIMINATION - 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, 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, Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55 NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful Proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56 NOTICE REGARDING "CURES" - Proposals submitted with irregularities, deficiencies, and/or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals (RFP), Invitation to Bid (ITB), Invitation for Bids (IFB), Invitation to Quote (ITQ), Requests for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. any solicitation issued after May 6, 2019, shall comply with APM 2-19. APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by the proposer, and are not waivable by the city. PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS RFP/Q SHALL RESULT IN A NON -RESPONSIVE DE TERMINATION. The City will not give consideration to the curing of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q. Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the Evaluation/Selection Process. SUBSTITUTED Request for Proposals (RFP) 1245391 1.57 OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Proposer to supply the license to the City during the evaluation period, but prior to award. 1.58 ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.59 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 Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever without the written consent of the City. 1.60 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. 1.61 PERFORMANCE/PAYMENT BOND - A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. 1.62 PREPARATION OF RESPONSES - 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 Proposer's risk. A. Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response and print in ink or type the name of the Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, where required. B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D. The 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 Proposer's response may be included as part of the contract, at the City's discretion. SUBSTITUTED Request for Proposals (RFP) 1245391 G. The City of Miami's Response Forms shall be used at all times. Use of any other forms will result in the rejection of the response. ANY REQUIRED ATTACHMENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE. 1.63 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. 1.64 PRODUCT SUBSTITUTES - In the event a particular good (that has been awarded and approved) 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. 1.65 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. 1.66 PROMPT PAYMENT - 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. 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 Proposer must enter zero (0) for the percentage discount to indicate no discount. If the 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 entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful Proposers during the term of the contract. 1.67 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. 1.68 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. 1.69 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: A. Submit a Bid to provide any goods or services to a public entity. SUBSTITUTED Request for Proposals (RFP) 1245391 B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work. C. Submit responses on leases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. E. Transact business with any public entity in excess of the threshold amount provided in Section 287.017, CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.70 PUBLIC RECORDS - Proposer 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 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. Successful Proposer shall additionally comply with the provisions of Section 119.0701, Florida Statutes, titled "Contracts; public records". Proposer shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service. B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. E. All electronically stored public records must be provided to the City in a format compatible with the City's information technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAP 1ER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDS(MIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT. 1.71 QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.72 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. 1.73 REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal SUBSTITUTED Request for Proposals (RFP) 1245391 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. 1.74 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 disputes between the Proposer and the City which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to disputes 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 written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this Section. 1.75 RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 18-104): 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 $25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. Protest of solicitation. a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the request for proposals, request for qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any prospective bidder who intends to contest bid specifications or a bid 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 bid 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. Protest of award. a. Any actual proposer who perceives itself aggrieved in connection with the recommended award of 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 two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer 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; or SUBSTITUTED Request for Proposals (RFP) 1245391 b. 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. c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five days after the date the notice of protest was filed. A written protest is considered filed when received by the chief procurement officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the chief procurement officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. Authority to resolve protests; hearing officer(s). Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code. The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the city commission, to resolve protests filed in accordance with this section, no later than five working days following the filing of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. (1) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right of protest. Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to protest followed by an actual protest as provided in subsection 18-104(a). The notice of intent to protest and the actual protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in subsection 18-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timeframes will result in an administrative dismissal of the protest. SUBSTITUTED Request for Proposals (RFP) 1245391 (3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurement officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award, shall have a right to intervene and be heard. (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of which party first called him/her to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing officer shall consider the written protest and supporting documents and evidence appended thereto, supporting documents or evidence from any intervenor, and the decision or recommendation as to the solicitation or award being protested, as applicable. The protesting party, and any intervenor, must file all pertinent documents supporting his/her protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total of one day. c. The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the hearing and issue a final order within the time limits set forth by this section. d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether the decision was arbitrary, capricious, an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager, the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a final order consisting of his/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f. The decisions of the hearing officer are final in terms of city decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. 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 SUBSTITUTED Request for Proposals (RFP) 1245391 filing fee as provided in subsection (f), with the chief procurement officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. Stay ofprocurements 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. Costs. All costs accruing from a protest shall be assumed by the protestor. 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 $5,000.00, 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 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. (Ord. No. 12271, § 2, 8-22-02; Ord. No. 13629, § 2, 9-8-16). 1.76 SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, 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. 1.77 SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Proposer 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. 1.78 SERVICE AND WARRANTY - When specified, the Proposer shall define all warranty, service and replacements that will be provided. 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. 1.79 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 are 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 Proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of proposal. SUBSTITUTED Request for Proposals (RFP) 1245391 1.80 SUBMISSION AND RECEIPT OF RESPONSES - Electronic Proposal submittals to this RFP are to be submitted through BidSync Electronic Bidding System ("BidSync") until the date and time as indicated in the Solicitation. The responsibility for submitting a Proposal on/or before the stated closing time and date is solely and strictly the responsibility of the Proposer. The City will in no way be responsible for delays caused by technical difficulties or caused by any other occurrence. Electronic Proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as individual files and labeled. Any Proposals received and time stamped through BidSync, prior to the Proposal submittal deadline shall be accepted as a timely submittal; anything thereafter will be rejected. Additionally, BidSync will not allow for the electronic Proposal submittal after the closing date and time has lapsed. Proposals will be opened promptly at the time and date specified. 1. Must register, free of charge, with BidSync Electronic Bidding System ("BidSync") to establish an account in order to have access to view and/or respond to any solicitations issued by the City of Miami's Procurement Department ("City"). 2. Shall submit all Proposals electronically. Hard copy Bid submittals will not be accepted. NO EXCEPTIONS. 3. Must submit the Certification Statement and associated solicitation documents which define requirements of items and/or services to be purchased and must be completed and submitted as outlined within the solicitation via BidSync. The use of any other forms and/or the modification of City forms will result in the rejection of the Proposer's Proposal submittal. 4. Shall ensure that the Certification Statement is fully completed and provided with your Proposal. Failure to comply with these requirements may cause the Proposal to be rejected. 5. Must ensure that an authorized agent of the Proposer's firm signs the Certification Statement and submits it electronically. FAILURE TO SIGN THE CERTIFICATION STATEMENT SHALL DEEM THE PROPOSAL NON -RESPONSIVE. 6. May be considered non -responsive if Proposals do not conform to the terms and conditions of this solicitation. 1.81 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, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Proposer. 1.82 TERMINATION -The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B. The City has determined that such termination will be in the best interest of the City to terminate the contract for its own convenience; C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.83 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a 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. SUBSTITUTED Request for Proposals (RFP) 1245391 1.84 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. 1.85 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. 1.86 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 1.87 UNAUTHORIZED WORK OR DELIVERY OF GOODS - Neither the qualified 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 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. 1.88 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. 1.89 VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, 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. SUBSTITUTED 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for the Administration of the City's Parking Surcharge Program, as specified herein, from a source(s), that will provide prompt and efficient service, fully compliant with the terms, conditions and stipulations of the Solicitation. 2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE A Virtual Voluntary pre -proposal conference will be held on Wednesday, May 19, 2021 @ 11:00 a.m., via Teams Conference ID 908 673 243# or via phone (786) 598-2961. 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 affecting the scope of work/specifications of the RFP will be included in an addendum, that will be distributed through BidSync, following the Pre -Proposal Conference to all the attendees. Because the City considers the Pre -Proposal Conference to be critical to understanding the Solicitation requirements, attendance is highly recommended. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION / CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted electronically via the Bidsync Portal. All questions must be received no later than Wednesday, May 26, 2021 @ 5:00 PM. All responses to questions will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer qualified to provide the services requested herein (the "Successful Proposer") 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 shall be for two (2) years with an option to renew for three (3) additional one (1) 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. 2.5. 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 2.6. LIVING WAGE ORDINANCE The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as SUBSTITUTED defined by the "Consultants Competitive Negotiation Act" set forth in FL. Stat. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A, and is located in the Documents Section of BidSync. Please refer to Attachment A, Section 18-557 in the Solicitation. If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 2.7. PROPOSERS' MINIMUM QUALIFICATIONS For a Proposer to be deemed responsive the following minimum qualification requirements cited below shall be satisfied. In determining said responsiveness, each such minimum qualification requirement shall be addressed in detail in the Proposal submittal. Failure to meet each such following minimum qualification requirement and/or failure to provide sufficient detailed documentation concerning the same, shall result in the Proposal being deemed non -responsive. Proposers Shall: A. Have at least ten (10) years' experience, with the same Federal Employer Identification Number, providing parking surcharge administration and/or parking fee collection services, similar in scope as described in Section 3.1, Specifications/Scope of Services, particularly for a governmental entity, quasi - governmental entity, or not -for -profit entity of similar size; B. Be an active registered corporation with the State of Florida Department of State, Division of Corporations; C. Have an Operations Manager and team member(s) holding a current CPA license issued by the State of Florida, Department of Business and Professional Regulations, Board of Accountancy, as of the proposal due date; and D. Have never filed for bankruptcy, be in sound financial condition, have no record of civil litigation or pending lawsuits involving criminal activities of a moral turpitude, and shall not have conflicts of interest with the City. Additionally: Neither the Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City. Submittals that do not respond completely to all requirements shall be considered non -responsive and eliminated from the process. 2.8. REFERENCES Each proposal MUST be accompanied by a list of two (2) references for projects performed for government clients, which shall include for each project, the name of the organization, dates covering the term of the contract; description of the scope of work; client contact person and phone number, and statement of whether Proposer was SUBSTITUTED the prime contractor or subcontractor. 2.9 EXECUTION OF AN AGREEMENT The Successful Proposer, evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a Professional Services Agreement ("PSA") with the City. The City reserves the right to execute or not execute, as applicable a PSA with the Successful Proposer in substantially the same form as the sample PSA included as part of this solicitation. Such PSA will be furnished by the City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal by the City Attorney. 2.10. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgments, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted Work, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer 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 the Successful Proposer to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer, or persons employed or utilized by Successful Propo ser. These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Proposer shall require all subcontractors(s) agreements to include a provision that each subcontractor(s) will indemnify the City in substantially the same language as this Section. The Successful Proposer 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 Successful Proposer in which the City participated either through review or concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by the Successful Proposer or other acts of the Successful Proposer, the City, in no way, assumes or shares any responsibility or liability of the Successful Proposer or subcontractor(s) under this Contract. Ten dollars ($10) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer. Note: Insurance Definitions, Conditions and Additional Requirements are provided as Attachment B to this solicitation which is located in the Documents Section of BidSync. The Successful Proposer shall furnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, 6th SUBSTITUTED Floor, Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: L Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability B. Each Occurrence General Aggregate Limit Personal and Adv. Injury Products/Completed Operations Endorsements Required City of Miami listed as additional insured Contingent & Contractual Liability Premises and Operations Liability Primary Insurance Clause Endorsement II. Business Automobile Liability $ 1,000,000 $ 2,000,000 $ 1,000,000 $ 1,000,000 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. Endorsements Required City of Miami listed as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of Subrogation Employer's Liability A. Limits of Liability $1,000,000 for bodily injury caused by an accident, each accident $1,000,000 for bodily injury caused by disease, each employee $1,000,000 for bodily injury caused by disease, policy limit, IV. Professional Liability/Errors and Omissions Coverage Combined Single Limit Each Claim $ 5,000,000 General Aggregate Limit $ 5,000,000 Retro Date Included V. Valuable Papers and Records $ 100,000 SUBSTITUTED VI. Crime Employee Theft, forgery and Alteration City of Miami listed as loss payee VII. Umbrella Liability Each Occurrence Policy Aggregate $ 1,000,000 $ 1,000,000 $ 1,000,000 Consultant agrees to maintain professional liability/Errors & Omissions coverage for a minimum of 2 years after termination of the contract period subject to continued availability of commercially reasonable terms and conditions of such coverage. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance with policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: 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. 2.11. PROJECT MANAGER Upon award, Successful Proposer shall report and work directly with Erica T. Paschal -Darling, Finance Director, or designee, who shall be designated as the Project Manager for the City. 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) A Sub -Consultant, herein known as Sub-Contractor(s) is an individual or firm contracted by the Proposer or Proposer's firm to assist in the performance of services required under this Solicitation. Sub -Contractors shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub-Contractor(s) to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful Proposer(s) or prior to contract execution. Any and all liabilities regarding the use of a Sub-Contractor(s) shall be borne solely by the Successful Proposer(s) and insurance for each Sub-Contractor(s) must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither Successful Proposer(s) nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this 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 Successful Proposer(s), the Successful Proposer(s) shall provide a list confirming the Sub -Contractors that the Successful Proposer(s) intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. SUBSTITUTED 2.13. REMOVAL OF EMPLOYEES / SUBCONTRACTORS All employees of the Successful Proposer and Subcontractor(s)'s, if applicable, shall be considered to be, at all times, employees of the Successful Proposer and Subcontractor(s) under its sole direction and not employees or agents of the City. The Successful Proposer and Subcontractor(s) shall supply competent and capable employees. The City may require the Successful Proposer or Subcontractor(s) to remove an employee(s) the City deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment under this contract is not in the best interest of the City. 2.14. UNAUTHORIZED WORK The Successful Proposer shall not begin work until a Purchase Order and/or a Notice to Proceed are received. 2.15. 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. 2.16. COMPENSATION Surcharge amounts shall be paid to the City at the rate of 15% of all revenues derived from any fee, charge, or exchange for the parking of a motor vehicle in or any parking facility in the City, for which a fee, charge or exchange is made on an hourly, daily, weekly, monthly, yearly, event, validation programs, valet or any other basis. The Successful Proposer shall submit surcharge amounts (15% of all revenues generated) to the City by the loth business day following the end of each month. The Successful Proposer shall submit, along with surcharge amounts, a detailed monthly statement which will include the amount of revenue collected that month, and a calculation detailing the City's share (15% of all revenues generated) of the revenue. The City in turn will pay the Successful Proposer an annual Fixed Fee in an amount not -to -exceed $700,000.00, for the administration of the parking surcharge program. The Proposer shall propose the Fixed Fee of no more than $700,000.00 annually in its Price Proposal, which is attached to this Solicitation as Attachment C and is located in the Documents Section of BidSync. Notwithstanding the above, in the event that the surcharge amounts paid to the City exceed $21,000,000.00 annually, the City shall pay the Proposer a Percentage Fee, not to exceed .1 percent (.1%) or one tenth (1/10) of one percent (1%). Further, in the event the surcharge amounts paid to the City drop below $15,000,0000.00 annually, the amount payable to the Proposer as an annual Fixed Fee, shall decrease by $100,000.00. The Proposer proposed annual Fixed Fee will be considered during the evaluation and scoring process. Notes: a) The City reserves the right to negotiate the final compensation arrangements, including at the time of any contract renewal or extension periods. b) The City reserves the right to add or delete any service, at any time. Should the City add an additional service for which pricing was not previously secured, the City shall seek the Successful 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 a Price Proposal (Attachment C) as required shall disqualify Proposer from consideration. Attachment C is located in the Documents Section ofBidSvnc. SUBSTITUTED 2.17. METHOD OF PAYMENT Payment will be made upon receipt and acceptance of invoices. No partial down payments will be made. 2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) 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 ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The 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 Committee and shall be recorded; (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City arising from such negotiations thereof; (8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof; (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a final contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract(s) to the City Commission for approval. Written notice shall be provided to all Proposers. (11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement 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 Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; 3. Reject all proposals and instmct the City Manager to reissue a solicitation; or 4. Reject all proposals and instmct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the City Commission. The decision of the City Commission shall be final. Written notice of the award shall be given to the Successful Proposer. SUBSTITUTED 2.19. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.20. ADDITIONAL SERVICES Services not specifically identified in this request may be added to any resultant contract upon successful negotiation and mutual consent of the contracting parties. 2.21. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the Agreement. 2.22. 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 the Successful Proposer or his/her assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firm(s). 2.23. FAILURE TO PERFORM Should it not be possible to reach the Successful Proposer and/or should remedial action not be taken within forty- eight (48) hours of any failure to perform according to specifications, the City reserves the right to declare Successful Proposer in default of the contract or make appropriate reductions in the contract payment. 2.24. TERMINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract and does not cure the default within thirty (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 Successful 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 Successful Proposer was not in default or (2) the Successful 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 thirty (30) days prior written notice when it is in the best interest 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 Successful 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 2.25. ADDITIONAL TERMS AND CONDITIONS SUBSTITUTED 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 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 Proposer's authorized signature affixed to the 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. SUBSTITUTED 3 SPECIFICATIONS / SCOPE OF WORK I. OVERVIEW The City of Miami ("City") is seeking to secure a qualified and experienced Proposer for the administration of its Parking Surcharge Program. The City has been authorized to collect a Parking Surcharge ("Surcharge") since October 2000. The City's Parking Surcharge Ordinance ("Ordinance") is imposed upon each user entering a parking transaction. The Operator of the Parking Facility is responsible for the collection and transmittal of the Surcharge to the City's Finance Department. Effective October 1, 2004, the Surcharge rate was reduced to 15% pursuant to Article IX of the City Code (Ordinance #12563). City of Miami Ordinances 12563 and 13063 place a surcharge of 15% on the gross revenues derived from any fee, charge, or exchange for the sale, lease, or rental of space at parking facilities within the City. The administration of the City's surcharge program requires knowledge of the parking operations industry, a field that is extremely unique. As such, the City is seeking the services of a qualified and experienced Proposer with the ability to ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City, in conformance with the City's regulations. Florida Statutes, § 166.271 provides that any municipality with a resident population in excess of 200,000 and more than 20% of the real property that is exempt from ad valorem taxes, and that is located in a county with a population of more than 500,000, may impose and collect, subject to referendum approval by voters in the municipality, a discretionary per vehicle surcharge of up to 15% of the amount charged for the sale, lease, or rental of space at parking facilities within the municipality that are open for use to the general public. Voters in the City have approved the imposition of the surcharge. The Ordinance is intended to impose and levy a surcharge on the sale, lease, or rental of space at parking facilities in the City at the rate of 15% of the revenues derived from any fee, charge or exchange for the parking of a motor vehicle in or on any parking facility in the City for which a fee, charge or exchange is made on an hourly, daily, weekly, monthly, yearly, event, validation programs, valet or any other basis. The net proceeds of the Surcharge collected shall be deposited in the general fund subject to appropriation pursuant to the budget and fiscal provisions of the annual budget process. Any individual, partnership, association, corporation, or other entity which owns, controls, conducts, leases, operates, or causes to be operated a parking facility which offers parking accommodations for a fee, charge, or exchange is responsible for paying the surcharge in accordance with Ordinance 12563 and 13063. The intent of this is to place the burden for collection of the Surcharge on the owner of the facility in addition to the entity that operates the facility, if different from the owner. H. SCOPE OF SERVICES Upon execution of a Contract, the City shall provide the successful Proposer with the database of revenue surcharge generators. The Successful Proposer shall maintain sufficient resources and personnel available for the duration of the contract, including any extensions or renewals, for the provision of the parking surcharge administration services. SUBSTITUTED The Successful Proposer shall, at a minimum, perform the following services: a) Database development b) Enforcement; c) Consultation; d) Communication; e) Training, and; f) Compliance. The following are the tasks under each of the above services: 1. Database Development: The Successful Proposer shall: a) Immediately commence collection and/or update existing data through the use of handheld devices, computer matches, visual observation, and any other means available to assure maximum compliance. b) Develop and/or update a database that includes all revenue surcharge generators. The database shall also include reference information and specific information including property location, number of spaces, types of customers, proximity to special events, and weekend customers. The information shall be specific to each of the five (5) Commission Districts established within the City. c) Develop and implement electronic reporting and surcharge payment within the first twelve (12) months of the contract. Notes: 1. The City shall make available property records and business license records for its use in development of a list of potential customers by industry (e.g., restaurant, tow truck, hospital, etc.). 2. The City shall provide the Successful Proposer with daily deposit information via fax, email, or any other mutually agreed upon means. 3. The database shall be the property of the City and shall be surrendered to the City within 15 days at the expiration of a contract, and in a form acceptable to the City. 2. Enforcement The Successful Proposer shall: a) Ensure the necessary monitoring and analysis to maximize the collections of the City's parking surcharge, including but not limited to, surveillance and audits. b) Conduct test audits designed specifically for each category of customer. c) Develop a strategy for maximizing compliance among special areas of concern, particularly as it relates to special events and valet parkers. Successful Proposer shall also visit areas used for special events and valet parkers, and visit areas used for special events at a frequency that is mutually acceptable to both parties. d) Ensure that, after the U.S. Mail forwards compliance information, the property lease files s audited to determine wording regarding vehicle storage. 1 be e) Identify valets and enter same into the database, and/or update the database, based on the ty business license records for restaurants, and based on the observations of Successful Proposer's inventory clerks. f) When appropriate, escalate non -compliant operators to the City for further en rcement action with the Finance Department, Office of Code Compliance, and/or Office of the City Attorney, as necessary. 3. Consultatioi The Successful Proposer shall: a) Make recommendations to the City regarding amendments that sho d be made to enabling ordinances and/or procedures to facilitate collection of surcharges. b) Ensure the Administration program complies with all local, :' ate, and federal collection laws. 4. Communication The Successful Proposer shall: a) Provide detailed, custom-made reports to the Cirj upon demand. Such reports should include GIS mapping, if requested. Examples include the ' ity of Miami Surcharge Collections Comparison Report by Fiscal Year, the City of Miami P. ing Surcharge Registration Report, and weekly non- compliant reports. b) Maintain capability on a remote basi for the City to access required data via the web from the Successful Proposer. c) Design and maintain, at the S cessful Proposer's expense, a web page that contains all relevant information regarding the p ing surcharge, including necessary forms in a downloadable format and/or instruction. d) Ensure that the afore - ntioned web page is developed, updated, and maintained in a current status. All web page conte must be submitted to the City for approval prior to posting. Initial web page contents and/or w- . page updates shall be submitted to the City for review within two (2) weeks of Contract execut . n. g) Review an respond to the City, with approval and/or comments for amendment. Such responses should o ur within five (5) business days of submission. The City shall ensure that the City web page links to e web page developed by the Successful Proposer. e) U on execution of the Contract, establish an office within the corporate limits of the City of Miami d, within ten (10) business days of execution, have a staffed Phone Bank Hotline, Monday through Friday, with personnel trained and knowledgeable on all aspects of the surcharge. The Miami Office SUBSTITUTED shall have a minimum staff of five (5) permanent employees with bilingual and/or trilingual capabilities. Furthermore, the Miami Office shall have a phone system that responds to Frequently Asked Questions to supplement the Phone Bank, providing answers when a live professional is not present or available. f) Develop a direct marketing mailer for each category of customer (i.e., lease, valet, restaurant, vehicle storage facility). The City and Successful Proposer shall agree on the appropriate categories within thirty (30) days of execution of an agreement. 5. Trainin' The Successful Proposer shall: a) Develop training programs designed specifically for each user group. Each training program shall be developed and administered by parking professionals. b) Implement public training programs to educate the revenue surcharge generators and encourage voluntary compliance. Note: The City reserves the right to add, delete or modify the scope of services at any time during the contract period with the Successful Proposer. 6. Compliance The Successful Proposer shall ensure that all compliance procedures implemented by the Successful Proposer are in conformity with accounting principles generally accepted in the United States of America, the Charter and Code of the City of Miami, the City of Miami Parking Surcharge Regulations, and all relevant state regulations. SUBSTITUTED 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements as indicated. Proposals should contain the information itemized below and in the order indicated. This information should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are neither requested nor desired. Proposals must be submitted through BidSync Electronic Bidding System ("BidSync") no later than the date and time indicated within the RFP, in order to be considered. Faxed documents are not acceptable. Emailed submissions are not acceptable. Hardcopy submissions are not acceptable. Proposals must be timely submitted through BidSync, or the Proposal will be disqualified. Untimely or misdelivered submittals will not be considered. NO EXCEPTIONS. The responses to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non -responsive. A. Include the signed RFP Certification Statement. B. Include in detail, evidence that clearly demonstrates Proposer meets or exceeds the minimum qualification requirements, pursuant to Section 2.7, Proposer's Minimum Qualifications 1. Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable Email addresses; Title of RFP; RFP Number; and Federal Employer Identification Number. 2. Table of Contents The table of contents should outline, in sequential order, the major sections of the Proposal as listed below, including all other relevant documents requested for submission. All pages of the Proposal, including the enclosures, should be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two (2) pages containing Proposer's overall Qualifications and Experience and Technical Qualifications, as contained in the submittal. Proposer shall include the name of the organization, business phone and contact person and a summary of the work to be performed. 4. Proposer and Proposer's Key Personnel, Qualifications. Experience and Past Performance a) Describe the Proposer's organizational history and structure and the number of years the Proposer has been in business providing a similar service(s), b) Provide a list of all principals, partners, officers, owners and/or directors of Proposer, including joint ventures and/or sub-consultant(s), if applicable. SUBSTITUTED c) Indicate whether the City has previously awarded any contracts to the Proposer. If so, discuss the nature of contract, types of services performed, and the term of the contract. d) Provide documentation evidencing that Proposer, Operations Manager, and/or team member(s) assigned to the City's engagement for auditing and compliance assigned to the City's engagement is currently licensed as a Certified Public Accountant ("CPA") by the State of Florida, Department of Business & Professional Regulation and Board of Accountancy to practice in the State of Florida, as of the proposal due date. e) Provide specific qualifications, project experience, and credentials that demonstrate the Proposer's ability to perform the required scope of work. Proposer must clearly describe its qualifications, experience and past performance in the provision of similar work related to the administration and/or collection of a parking surcharge, particularly for a governmental entity. Discuss the nature of the work performed; the nature of the administration and collections and overall value of the contract; and how long the Proposer performed the work. Include a discussion of whether the Proposer as an entity performed the work or an employee(s) of the Proposer performed the work for another entity. f) Provide a minimum of two (2) references on letterhead from former clients, for the provision of services similar in scope as described in Section 3, Specifications/Scope of Work, within the past five (5) years. Include the name of the references, contact names, periods of time, and overall work performed. Sufficient documentation must be provided to determine the Proposer's level of experience. References are subject to verification by the City as part of the evaluation process. g) Identify the Proposer's Operations Manager and Key Personnel to be assigned to this project. h) Describe, for each individual assigned to this engagement and the Operations Manager, the years of experience and qualifications providing services of similar scope, particularly as it relates to the administration and/or collection of a parking surcharge, and any other relevant information. Specifically indicate what role each member would play, and what specific work will be performed by each member of the Team. i) Provide any other information or documentation related to the Proposer's qualifications and experience from which the City can benefit over the term of the contract. j) Provide information concerning any prior or pending litigation or proceedings, either civil or criminal, involving Proposer, its partners, managers, other key staff members, and its professional activities or performance, that Proposer has been involved in which may affect the performance of the services to be rendered herein, if applicable. State the nature of the litigation, a brief description of each case, the outcome or projected outcome, and the monetary amounts involved. Discuss any bankruptcies involving Proposer, its partners, manager(s), or other key staff members, if applicable. 5. Overall Approach and Methodology a) Provide a detailed description of the Proposer's approach and methodology to efficiently and effectively performing the services during this engagement, particularly as they relate to each element as required in Section 3, Scope of Services, including the development and/or update(s) of a database; enforcement; consultation; communication; training; and compliance. b) Discuss the procedures, methods and/or activities to be utilized by the Team and/or Proposer to perform and coordinate all of the required work. c) Describe in detail how Proposer plans to allocate sufficient resources and personnel available for committing SUBSTITUTED to a contract for the provision of the parking surcharge administration services. d) Provide the recent, current, and projected workload of the Proposer, and the general workload of those key employees to be assigned to this engagement. Discuss in general the anticipated percentage of time to be dedicated to this engagement by each assigned staff member. e) Describe Proposer's ability and readiness to begin providing services as required herein, assuming a November 1, 2021 start date. I) Describe in detail how Proposer plans to handle all compliance matters and ensure that all revenues subject to the surcharge are collected at the appropriate rate and remitted to the City. g)Discuss the Proposer's and/or Proposer's Team's overall resources, including equipment, supervision, and coordinating capacity, among others. Provide the proposed location within the corporate limits of the City of Miami from where the services will be performed. h) Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants of the firm and/or employee(s) assigned to the engagement, if applicable. i) Describe how the Proposer has applied the proposed project approach to comparable projects. j) Describe the Proposer's expectations for the level of participation of the City during the term of the contract. k) Describe the Proposer's assurance that the key personnel described in its proposal shall be available to perform the services described, and that Proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, and other unforeseeable events of a similar nature. Describe the Proposer's approach to ensure the availability of personnel at all times. 6. Compensation Proposal a) Provide a Compensation Proposal as an annual fixed fee of no more than $700,000.00. Refer to Section 2.16, Compensation, for more information. The Price Proposal can be found in BidSync as Attachment C to this Solicitation. SUBSTITUTED 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine of the proposal is responsive to the submission requirements outlined in this solicitation. A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has appropriate signatures as applicable. failure to comply with these requirements may result in the proposals being deemed non- responsive. Proposals will be evaluated by an Evaluation Committee ("Committee") which shall evaluate and rank proposals on criteria listed below. The Committee is comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights for a maximum of one hundred (100) points per Committee member. Below are the criteria and weight: CRITERIA AND POINTS Proposer and Proposer's Key Personnel's Qualifications, Experience, and Past Performance. (50 Points) Methodology and Overall Approach to Scope of Services Compensation Proposal (35 Points) (15 Points) SUBSTITUTED 1Itj af ��ittmi ANNIE PEREZ, CPPO Procurement Director ARTHUR NORIEGA V City Manager ADDENDUM NO. 1 RFP 1245391 June 4, 2021 REQUEST FOR PROPOSALS FOR PARKING SURCHARGE ADMINISTRATION CONSULTANT SERVICES This Addendum becomes a part of the subject solicitation. The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The deadline for submission of proposals has been changed to Friday, June 11, 2021 at 5:00 P.M. B. The following are the inquiries received and their corresponding responses: Q1: Is either a Bid Bond or Performance Bond required in relation to this RFP or its resulting contract? Al: No. Q2: Proposer is considering including letter(s) of recommendation from current City of Miami officials and/or employees. Would requesting these letters of reference constitute a violation of the Cone of Silence? A2: No. requesting/receiving letters of reference from City of Miami officials/employees for services performed in the past/present does not violate the Cone of Silence. Such letters of reference can be submitted with Proposals. However, no information can be requested or exchanged with these City officials/employees regarding the current RFP. Q3: Section 4, Submission Requirements, Subsection 5.h) requires that Proposer "Disclose any impediments to independence, as defined by the American Institute of Certified Public Accountants ("AICPA") of the firm and/or employee(s) assigned to the engagement, if applicable". When should SUBSTITUTED Proposers disclose this information and provide documentation evidencing that no such impediment to independence exists? A3: Should any impediments to independence, as defined by the AICPA, exist among Proposer or its employee(s), they should be disclosed within Proposer's Proposal, in response to Section 4.5.h). THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Annie Perez, CPPO, Director of Procurement City of Miami Procurement Department AP:cj cc. Fernando Casamayor, Assistant City Manager, Chief Financial Officer Erica Paschal -Darling, CPA, Director of Finance Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: DATE: SIGNATURE: