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HomeMy WebLinkAboutSubstitution Memo from City ManagerCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Honorable Mayor and DATE: September 13, 2023 Members of the City Commission ar n�n� FROM: Prthur Noriega V City Manager SUBJECT: Substitution for PH.5 — Bid Waiver - Police Extra Duty Detail Scheduling and Management Services REFERENCES. September 14, 2023 City Commission Meeting ENCLOSURE Revised Item PH.5 14309 Bid Waiver — Police Extra Duty Services Item PH.5 on the September 14, 2023, City Commission Meeting Agenda is a bid waiver to award a professional services agreement ("PSA") to RollKall Technologies, LLC, for Police Extra Duty Detail Scheduling and Management Services. The backup material to the Legislation is being substituted to distribute revised backup materials. Specifically, the Scope of Services in the Professional Services Agreement is amended to add Permanent Assignments (a type of extra -duty assignment that requires the authorization of the Chief of Police in accordance with Miami Police Department departmental policies) within the definition of Permitted Assignments, and to except entities organized for the purpose of religious activities, including, but not limited to, churches, temples, or other places of worship, and not -for -profit corporations from the greater fee imposed on Non -Permitted Assignments (8.19%). Such entities shall only pay a service fee in an amount equal to the service fee for Permitted Assignments, which is 5.89% of total invoice for Permitted Assignments. Lk30°I 3b44v naAw .-cacp-t C�, rvv("�S„ EXHIBIT A SPECIFICATIONS/SCOPE OF WORK The City of Miami's ("City") Police Department ("MPD") wishes to engage Rollkall Technologies, LLC ("Rollkall") to manage and administer its Extra -Duty Detail program ("Extra -Duty Program"). Rollkall will be responsible for the intake of all customer requests and will fully manage all temporary and permanent extra duty assignments utilizing their dedicated bilingual staff, duties will include, but are not limited to, securing extra -duty assignments, billing, collections, and scheduling for the Extra -Duty Program participants. All duties will be processed via a software that Rollkall will furnish which will allow MPD to access information and other records (the "Rollkall platform"). Assignments that require permits and approval from the City's Office of Film & Entertainment, which coordinates with Police and other relevant departments prior to approving permits, or permanent assignments that require authorization from the Chief of Police in accordance with MPD Departmental Policies (such assignments, "Permitted Assignments" and all other assignments, "Non -Permitted Assignments")) shall be forwarded to MPD for coordination using the Rollkall platform with the same level of audit and accountability as the fully managed assignments. Otherwise. Rollkall shall be entirely and wholly responsible for the operation, supervision, direction, and management. MPD will no longer have or share in such duties, which will be solely of the Rollkall. This excludes, nevertheless, the ability to modify, amend, or alter the formally issued written City regulations, Administrative Policy Memos ("APMS"), and departmental directives for the Extra -Duty Program which may only be modified with prior written approval of the City Manager and/or MPD Chief as they are matters of City policy. Rollkall expressly agrees to guarantee the timely transfer, as further described below, of all cleated chi rt payments (by direct deposit, certified or cashier's check) to the certified law enforcement officers aicipg in the Extra -Duty Program pursuant to the terms of the City's Professional Services Agreement ("PS ') inclustye of all payments pending or due at the time of expiration or cancellation of this PSA and for ninety (90) days thereafter. In the same manner, RollKall expressly guarantees the collection of all pre -payments,' and for 9se jobs that are not pre -paid, RollKall will use best commercial efforts to collect all payments from .all:third-party users. ea Rollkall, at a minimum, shall provide the following: r 1. Administer the Extra -Duty Program in a manner consistent with established MPD policies and procedures; 2. Contact Police Net Commander to determine number of officers or other rules that need to be implemented prior to confirming job 3. Provide a cloud -based application with Administrator, Officer, and Client portals, with the capability to manage service requests, and disburse opportunities to MPD officers in a manner that is fair and in accordance with MPD scheduling procedures ("System"); 4. Begin administration of the Extra -Duty Program and meet system requirements within four (4) months of the effective date of the PSA; 5. Facilitate the integration of its System with the Telestaff payroll system currently in use by MPD, and any replacement payroll system used by MPD during the duration of the contract to include all renewals and extensions; 6. Provide the MPD with weekly, monthly, annual and on -demand reports detailing the number of extra - duty hours worked, type of job and amount earned per hour and in the aggregate for each officer during each reporting period; 7. Solicit feedback from vendors and provide this information to MPD in a timely manner; 8. Unless the City approves payment after the event (i.e. LoanDepot Park, Adrianne Arsht Center for the Performing Arts of Miami -Dade County, Kaseya Center, or any reoccurring large scale events , ensure that full payment is received in advance from clients for approved extra -duty jobs; 9. Ensure that officers are paid via direct deposit, ideally within twenty-four (24) hours, but no more than four (4) business days, following the clearance of the client's payment for the applicable job; 10. Provide year-end earnings summaries and 1099 documents to officers who have worked extra -duty FEES AND ADDITIONAL TERMS: assignments when applicable; and 11. Maintain/upgrade the System as needed to ensure functionality throughout the term of the resultant contract and any/all extensions. The Rollkall platform, at a minimum, shall provide the following: 1. Have email and text capabilities to send relevant information for the extra -duty job to the officer(s) who are hired; 2. Sort, rank and automatically select applicants based on department rules or preferences with the ability to manually intervene in the selection of applicants at any time; 3. Integrate with MPD payroll system to keep track of all officers' on -duty schedules; 4. Provide access to application programming interface ("API") to enable additional custom reporting and peripheral application integration as necessary; 5. Allow the creation of custom categories for jobs; 6. Employ a validation process to ensure jobs meet MPD requirements; 7. Distinguish between special event/temporary job/permanent/ status; 8. Provide one billing portal to receive payments from companies/vendors/persons requesting extra -duty police services; 9. Automatically notify applicants and assigned officers of job changes or cancellations; 10. Facilitate two-way messaging between administrator(s) and officer(s)/client(s); 11. Automatically prepare client invoices based on officer -submitted timesheets; 12. Generate reports for tracking of individual officers' hours worked and fees collected; 13. Allow for rules to be set to ensure that officers do not exceed the weekly extra -duty time/jobs limits per MPD policies; 14. Ensure that extra -duty assignments do not conflict with officers' regular work schedules; 15. Apply different rates for extra -time work based upon factors such as the nature of the job, hours, officer rank/certifications; 16. Facilitate digital payments (ACH & Credit Card) between clients and officers in a single transaction within the application; 17. Facilitate digital payments (ACH) of administrative surcharges to the City; 18. Allow for multiple hires/removals at the same time; 19. Generate a staffing roster for each job; and 20. Such other related or ancillary duties as may be assigned by the MPD Chief. 21. Require clients to agree to certain terms and conditions, attached and incorporated as Exhibit G, prior to posting jobs. RollKall will require clients to maintain such insurance coverage(s) as may be_required") by the City, such insurance coverage(s) being attached hereto as Exhibit "F," and require clients tO show evidence of requisite insurance coverage(s), including, but not limited to Workers' Compensation, prior to the start of jobs, or elect to purchase same, at the client's expense, from RollKall as an additional service (as set forth below). The City of Miami shall be added as an additional, insured and named as a certificate holder on all polices. c.`1 ` ^V ry City acknowledges and agrees that the aggregate fees payable to officers, the City or MPD by clients ("RK Payments") in connection with officer assignments hereunder ("Jobs") include: (i) for Permitted Assignments, a service fee to Rollkall in an amount equal to 5.89% of the aggregate total of such RK Payments, (ii) for Non -Permitted Assignments, a service fee to Rollkall in an amount equal to 8.19% of the aggregate total of such RK Payments, however, entities organized for the purpose of religious activities, including, but not limited to, churches, temples, or other places of worship, and not -for -profit corporations shall only pay a service fee in an amount equal to the service fee for Permitted Assignments specified above, (iii) if Client pays via credit card, a 2.99% processing fee, and (iv) applicable sales, use, and excise taxes, and any other similar taxes, duties, and charges of any kind imposed by any federal, state, or local governmental or regulatory authority on any amounts payable hereunder. This fee is inclusive of: • 1099 Aggregation and reporting for officers and businesses • Payment processing to the Officers Officers and/or clients may agree individually to purchase additional services through the RollKall platform at their own expense. These services may include, but will not be limited to: • Expedited payment for services • Insurance • Banking & Treasury Services • Workers Compensation In connection with City's and MPD's use of and access to the RollKall Platform, the City acknowledges that the City and/or MPD will be required to provide to RollKall sensitive information related to the identity, residence, compensation and other personally identifiable information of extra -duty officers that are authorized by the City to provide services in connection with the Extra -Duty Program (any such information, the "Information" and any such officers, the "Authorized Officers"). Department further acknowledges that the Information may be accessible by Authorized Officers, clients, the City, and MPD (collectively, "Authorized Users"). The City and RollKall agree, subject to the requirements of Chapter 119, Florida Statutes, as amended, or other applicable law governing disclosure of public records: (i) to use the Information only in connection with the Extra -Duty Program, (ii) not to disclose the Information to any other person or entity and (iii) to use commercially reasonable efforts to maintain the confidentiality of the Information. The City shall be responsible for maintaining the current status of Authorized Officers on the RollKall platform and shall restrict access to the RollKall platform solely to its active Authorized Users. The City acknowledges and agrees that: (i) the RollKall platform only enables connections between Authorized Users for the fulfillment of Jobs, (ii) RollKall is not responsible for the performance of Authorized Users, nor does it have control over the quality, timing, legality, failure to provide, or any other aspect whatsoever of Jobs, Authorized Officers, clients, nor of the integrity, responsibility, qualifications or any of the actions or omissions whatsoever of any Authorized Users, (iii) RollKall makes no representations about the suitability, reliability, timeliness, or accuracy of the Jobs requested and services provided by Authorized Users identified through the RollKall platform whether in public, private, or offline interactions, and (iv) RollKall will not be responsible for the action of any Authorized Users with respect to the Information posted on the R011Kall platform. In the event that the City suspects or otherwise becomes aware that any unauthorized party may be using the RollKall platform or the Information in a manner not authorized hereunder, the City shall immediately notify RollKall thereof. For the avoidance of doubt, RollKall will not be responsible for any Authorized User's use of the RollKall platform in a manner not authorized hereunder or the actions of Authorized Users with respect to any of the Information posted in the RollKall platform.