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HomeMy WebLinkAbout24499AGREEMENT INFORMATION AGREEMENT NUMBER 24499 NAME/TYPE OF AGREEMENT SSMJ, INC. DESCRIPTION EXPERT CONSULTANT AGREEMENT/VERBATIM TRANSCRIPTION OF AUDIO FILES ASSOCIATED WITH MIAMI CITY COMMISSION MEETINGS/MATTER ID: 23-1299 EFFECTIVE DATE June 27, 2023 ATTESTED BY TODD B. HANNON ATTESTED DATE 6/27/2023 DATE RECEIVED FROM ISSUING DEPT. 6/28/2023 NOTE DOCUSIGN AGREEMENT BY EMAIL DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F AL v. CITY OF MIAMI DOCUMENT ROUTING FORM Department of Procurement ORIGINATING DEPARTMENT: DEPT. CONTACT PERSON: Aimee Gandarilla EXT. 1906 NAME OF OTHER CONTRACTUAL PARTY/ENTITY: SSMJ, INC. IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? I TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? r TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑ LICENSE AGREEMENT OTHER: (PLEASE SPECIFY) YES NO ES ❑ NO ❑ PUBLIC WORKS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER -LOCAL AGREEMENT ❑ LEASE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT PURPOSE OF ITEM (BRIEF SUMMARY): EXPERT CONSULTANT AGREEMENT WITH SSMJ INC. Professional Services of the Expert Consultant to provide the Office of the City Clerk with services. COMMISSION APPROVAL DATE: FILE ID: ENACTMENT NO.: IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN: ROUTING INFORMATION Date PLEASE PRINT AND SIGN DIRECTOR OF PROCUREMENT/CHIEF PROCUREMENT OFFICER June 21, 2023 Annie Perez CPPO 1 14:42:58' EDT SIGNATURE: �acuSignetl by: —4- -'? RISK MANAGEMENT June 23, 2023 IAA l� rie22he SIGNATURE: �oocs;g. tlby Turni C e,L CITY ATTORNEY matter23-1299 June 26, 2023 Victoria Mendez 1 19:52:07 ECT—ocus;..tlby SIGNATURE: Z° °�> �F,EF9oAFbFEtl,s,_ ASSISTANT CITY MANAGER, CHIEF FINANCIAL OFFICER June 27, 2023 Larry Spring, CPA 1 12 :27:23 ED�oa SIGNATURE: s;g tlb l � s n ASSISTANT CITY MANAGER, CHIEF OF OPERATIONS Natasha Colebrook -Williams SIGNATURE: DEPUTY CITY MANAGER Nzeribe Ihekwaba, Ph.D., PE SIGNATURE: CITY MANAGER June 27, 2023 IArlthu!('eY SIGNATURE: 5,16, No„ CITY CLERK June 27, 2023 Todd Hannon 1 18:42:17 EDT SIGNATURE: °1=1- ��.m-wnc=,asn PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F IAFI I{SPAT 1 I City of Miami Office of the City Attorney Legal Services Request To: Office of the City Attorney From: Yadissa Calderon Contact Person Assistant Director Title 6/21/2023 Date: Procurement Requesting Client (305) 416-1907 Telephone Legal Service Requested: matter 23-1299 EXPERT CONSULTANT AGREEMENT WITH SSMJ INC. Complete form and forward to the Office of the City Attorney or e-mail to Legal Services. Do not assume that the Office of the City Attorney knows the background of the question and/or issue, such as opinions on the same or similar issues, the existence of relevant memos, correspondence, etc. Please attach to this form and/or e-mail all pertinent information relating to the subject. Once your request has been assigned, an e-mail will be sent to you with the Assigned Attorney's name and the issued matter identification number. All attorneys in the Office of the City Attorney shall fully comply with the Rules Regulating the Florida Bar. For Legal Services requesting an opinion from the Office of the City Attorney: nlssue opinion in writing. Publish opinion after issuance. Authorized by: Annie Perez Date response requested by: BELOW PORTION TO BE COMPLETED BY THE OFFICE OF THE CITY ATTORNEY Assigned Attorney: Date: File No. Approved by: Ultimate Client: Comments: D / R Date: Copy returned to Requesting Client Type: Matrix: Category: Copy to Ultimate Client rev. 04/14/2017 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F EXPERT CONSULTANT AGREEMENT BETWEEN THE CITY OF MIAMI, FLORIDA AND SSMJ INC. THIS AGREEMENT ("Agreement") is made and entered into this 27thday of June , 2023, effective upon signature (the "Effective Date"), by and between the City of Miami, Florida, a municipal corporation of the State of Florida ("City"), and SSMJ INC., a Florida profit corporation ("Expert Consultant"), whose address is 16425 Collins Ave, 2018, Sunny Isles Beach, Florida, 33130 WITNESSETH: WHEREAS, the City from time to time retains individuals acting as independent contractors on a contractual basis for a specific term to perform certain specialized and defined tasks for the City and which tasks, by their nature, require independent and autonomous judgment; and WHEREAS, the City must retain the professional services of the Expert Consultant to provide the Office of the City Clerk ("City Clerk") with the services defined in the Exhibit "A" Scope of Services ("Services"); and WHEREAS, the City through its City Manager's Office has deemed the Expert Consultant qualified in accordance with Sections 18-72,18-73, and 18-116 of the Code of the City of Miami, Florida, as amended ("City Code"), and the Expert Consultant agrees to perform the Services as defined and described herein; NOW, THEREFORE, pursuant to Sections 18-72, 18-73, and 18-116 of the City Code, the parties in consideration of the mutual obligations expressed herein, and for other good and valuable consideration, the receipt and sufficiency of which are acknowledged by the parties, the City and the Expert Consultant agree as follows: Section 1. Recitals and Incorporations. The foregoing recitals are true and correct and are hereby incorporated into and made a part of this Agreement. Section 2. Scope of Services. Pursuant to the City Code, the City Manager may retain an Expert Consultant and assign the same to a City Department. The Expert Consultant identified above, will be assigned to assist the City Clerk, or their designee, and shall perform the Services outlined in Exhibit "A" hereto, which is incorporated by reference and made a part of this Agreement. The Expert Consultant represents to the City, that Expert Consultant is now, upon execution of this Agreement, and, shall at all times during the term of this Agreement, remain fully qualified, competent, and capable to perform the Services under this Agreement. Section 3. Remuneration, Audit and Inspection. A. The Expert Consultant shall receive one -hundred Dollars ($100.00) per hour for the consulting Services specified in Exhibit "A". Even if there is, at the discretion of the City, an Amendment to increase the renumeration, in no event shall the total of remuneration for all Services exceed One Hundred Twenty -Five Thousand Dollars ($125,000.00) per year and shall be payable on a per diem basis. The Page 1 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D40F4CB11A9F City, in its best interest, reserves the right to request additional related services to be provided by the Expert Consultant. Any additional Services in excess, shall be negotiated and pre -approved in writing by the City Manager or designee, prior to the Services being rendered. The Expert Consultant will provide a detailed invoice listing daily work for any billing period, and will also report the number of hours worked, and tasks completed, as enumerated in Exhibit "A" during that period. B. The Expert Consultant shall not be entitled to any employment emoluments and, as such, the Expert Consultant shall be required to complete Internal Revenue Services ("IRS") Form W-9, prior to execution of this Agreement. Further, the Expert Consultant expressly acknowledges that Expert Consultant shall not acquire status, benefits, or rights as a City employee, temporary or permanent, classified or unclassified, by virtue of this Agreement. The Expert Consultant shall provide the City Manager with the completed IRS Form W-9 at the time of execution of the Agreement. C. Unless otherwise specifically provided in Exhibit "A", pursuant to the Florida Prompt Payment Act, payment will be made within forty-five (45) days after receipt of Expert Consultant's invoice, which shall be accompanied by sufficient supporting documentation and contain sufficient detail, to allow proper audit of expenditures, should the City require one to be performed. D. The City may, at reasonable times, and for a period of up to three (3) years following the date of final payment by the City to the Expert Consultant under the Agreement, audit, cause to be audited, inspect or cause to be inspected, those books and records of the Expert Consultant which are related to Expert Consultant's performance under the Agreement. The Expert Consultant agrees to maintain such books and records at a location within the City for a period of three (3) years after final payment is made under the Agreement. Section 4. Term. The Agreement shall become effective on the date on its first page and shall be for the duration of one (1) year, with two (2) one (1) year options to renew at the City's discretion. The City, acting by and through its City Manager, shall have the option to extend or terminate the Agreement for convenience, that is, for any or no cause. Section 5. Termination. This Agreement may be terminated at any time at the sole discretion of the City Manager, with or without cause. In the event of termination of this Agreement for any reason with or without cause, Expert Consultant shall not have recourse to any City Grievance or Disciplinary Procedure. In the event of termination, Expert Consultant will be compensated for actual Services rendered up to and including, date of termination. Section 6. Relationship Between Parties. A. Expert Consultant, under the terms and conditions of this Agreement, is an independent contractor and not a City employee. As Expert Consultant is an independent contractor, Expert Consultant shall not be entitled to any employment emoluments. Access and use of City property shall be at the sole discretion of the City Manager. Expert Consultant acknowledges that such access to and use of City property does not alter Expert Consultant's status as an independent contractor. B. Other than as legally required by Expert Consultant in rendering their professional opinion(s), all other documents, information, materials, reports, and work products developed by the Expert Consultant in performing the Services pursuant to this Agreement are, and shall remain, the property of the City. Page 2 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Expert Consultant understands and agrees that any information, document, report, materials, work products, or any other material whatsoever which is given by the City to Expert Consultant, or which is otherwise obtained or prepared by Expert Consultant pursuant to, or under the terms of this Agreement, is and shall at all times remain the property of the City. Expert Consultant agrees not to use any such information, document, report, work product, or material for any other purpose whatsoever without the written consent of City, which may be withheld or conditioned by the City, in its sole discretion. C. Expert Consultant shall work with the City to develop and undertake the schedule necessary to provide the Services as needed by the City. Expert Consultant acknowledges that working with the City to provide necessary scheduling for the Services does not alter their status as an independent contractor and Expert Consultant acknowledges and understands that compensation payment for their time is based upon the standards required by the IRS for payments to an independent contractor. Section 7. Indemnification. The Expert Consultant shall indemnify, save and hold harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, employees, instrumentalities, and agencies (the "Indemnitees") from all liabilities, damages, losses, judgements, 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 Expert Consultant and persons employed or utilized by Expert Consultant in the performance of this Agreement. Expert Consultant shall further indemnify, save and hold harmless, and defend (at its own cost), the Indemnitees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the Services, even if it is alleged that the Indemnitees were negligent. In the event that any action or proceeding is brought against the Indemnitees by reason of any such claim or demand, the Expert Consultant shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Expert Consultant expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Expert Consultant shall in no way limit the responsibility to indemnify, keep, save, hold harmless and defend the Indemnitees as herein provided. The indemnification provided above shall obligate the Expert Consultant 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 Indemnitees, whether performed by the Expert Consultant, or persons employed or utilized by Expert Consultant. These duties will survive the cancellation or expiration of the Agreement. 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. Expert Consultant shall require all sub -consultant agreements to include a provision that each sub - consultant will indemnify the Indemnitees in substantially the same language as this Section. The Expert Consultant 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 Expert Consultant in which the City participated either through review or concurrence of the Expert Consultant's actions. In reviewing, approving or rejecting any submissions by the Expert Consultant or other acts of the Expert Consultant, the City, in no Page 3 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F way, assumes or shares any responsibility or liability of the Expert Consultant or sub -consultant under this Agreement. Ten Dollars ($10.00) 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 Expert Consultant. Section 8. Insurance. The Expert Consultant fully understands and hereby agrees that it shall be the responsibility of the Expert Consultant to secure its own insurance coverage(s), as applicable insurance(s) will not be paid by the City on behalf of the Expert Consultant while performing the Services. Expert Consultant shall maintain insurance coverage(s) and provide evidence of such insurance coverage(s), and in such amounts, as applicable, as may be required by the City's Risk Management Department in the Exhibit "B" Insurance Requirements, the W-9, and Independent Contractor Letter, hereto and incorporated by this reference. Expert Consultant has provided the required independent contractor letter to Risk Management as part of Exhibit "B" hereto and incorporated by this reference. Section 9. Nondiscrimination. The Expert Consultant represents and warrants to the City that Expert Consultant does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Expert Consultant's performance under this Agreement on account of race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical or mental disability, political affiliation, or any other factor. Expert Consultant further covenants that no otherwise qualified individual shall, solely by reason of race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical or mental disability, political affiliation, or any other factor, be excluded from participation in, be denied services, or be subject to discrimination under any provision of this Agreement. Section 10. Non-Assiqnment, Successors, and Assiqns. The Expert Consultant's professional services are unique in nature and are not assignable. Section 11. Ownership of Documents. The Expert Consultant understands and agrees that any information, document, report, plans, budget, or any other materials whatsoever which are given by the City or on behalf of the City to Expert Consultant pursuant to or under the terms of this Agreement are, and, shall at all times remain, the property of the City. Expert Consultant agrees not to use any such information, document, report, plans, budget, or any other materials without the written consent of the City, which consent may be withheld or conditioned by the City as the owner thereof. Section 12. Public Records. A. Expert Consultant understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City agreements, subject to the provisions of Chapter 119, Florida Statutes, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable laws. Expert Consultant's failure or refusal to comply with the provisions of this section shall result in the immediate cancellation of this Agreement by the City. B. Expert Consultant shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: (1) keeping and maintaining public records that ordinarily and necessarily would be required of the City to perform this Service; (2) upon request from the City's custodian of public records, Page 4 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law; (3) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if Expert Consultant does not transfer the records to the City; (4) upon completion of the Agreement, transfer, at no cost, to the City all public records in possession of the Expert Consultant, or keep and maintain public records required by the City to perform the Services; if the Expert Consultant transfers all public records to the City upon completion of the Agreement, the Expert Consultant shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements; if the Expert Consultant keeps and maintains the public records upon completion of the Agreement, the Expert Consultant shall meet all applicable requirements for retaining public records; all records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City. Notwithstanding the foregoing, Expert Consultant shall be permitted to retain any public records that make up part of its work product solely as required for archival purposes, as required by law, or to evidence compliance with the terms of the Agreement. C. Should Expert Consultant determine to dispute any public access provision required by Florida Statutes, then Expert Consultant shall do so in accordance with the provisions of Chapter 119, Florida Statutes, at its own expense and at no cost to the City. IF THE EXPERT CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE EXPERT CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDSAMIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 S.W. 2ND AVENUE, 9TH FLOOR, MIAMI, FL 33130. THE EXPERT CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS AGREEMENT. Section 13. Award of Agreement. The Expert Consultant represents and warrants to the City that Expert Consultant has not employed or retained any person or company employed by the City to solicit or secure this Agreement, and that they have not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, finder's fee, or gift of any kind contingent upon, or in connection with, the award of this Agreement. Section 14. Compliance with Federal, State, and Local Laws. The Expert Consultant understands that agreements between private entities and local governments are subject to certain laws and regulations, including laws pertaining to open public meetings, public records, conflicts of interest, procurement procedures, record keeping, etc. Expert Consultant agrees to comply with, and to observe all applicable laws, codes, and ordinances, as they may be amended from time to time. Section 15. Notices. All notices or other communications required under this Agreement shall be in writing and shall be given by hand -delivery or by registered, or certified U.S. Mail, return receipt requested, addressed to the other party at the address indicated herein or to such other address as a party may designate by notice given, as herein provided. Notice shall be deemed given on the day on Page 5 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F which personally delivered; or if by U.S. Mail, on the fifth day after being posted or the date of actual receipt, whichever is earlier. To Expert Consultant: SSMJ INC. c/o Joe Vargas 16425 Collins Ave, 2018 Sunny Isles Beach, Florida, 33130 joe©ssmjinc.com To the Cit City Manager's Office ATTN: Arthur Noriega V, City Manager City of Miami 444 S.W. 2nd Avenue, 10th Floor Miami, Florida 33130 Office of the City Clerk ATTN: Todd Hannon, City Clerk City of Miami 3500 Pan American Drive Miami, Florida 33133 Procurement Department ATTN: Annie Perez, CPPO, Director City of Miami 444 S.W. 2nd Avenue, 6th Floor Miami, Florida 33130 Office of the City Attorney ATTN: Victoria Mendez, City Attorney City of Miami 444 S.W. 2nd Avenue, Suite 945 Miami, Florida 33130 Section 16. Contingency Clause. Funding for this Agreement is contingent upon the availability of funds and continued authorization of City activities, and the Agreement is subject to (a) amendment due to lack of funds, reduction of funds, and/or change in regulations or the Code, upon written notice, or (b) termination pursuant to Section 5 hereof. Section 17. Miscellaneous. A. The Agreement shall be construed and enforced according to the laws of the State of Florida. The parties hereto agree that venue for all federal, state, and local matters, if any, arising under the Agreement shall be in the applicable respective federal, state, and/or local courts located in Miami -Dade County, Florida. Each party waives any defense, whether asserted by motion or pleading, that the aforementioned courts are an improper or inconvenient venue. Moreover, the parties consent to the personal jurisdiction of the aforementioned courts and irrevocably waive any objections to said jurisdiction. The parties irrevocably waive any rights to a jury trial. Each party shall pay its own costs and attorney's fees. Page 6 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F B. Should any provision, paragraph, sentence, word, or phrase contained in the Agreement be determined by a court of competent jurisdiction to be invalid, illegal, or otherwise unenforceable under the laws of the State of Florida or the City of Miami, such provision, paragraph, sentence, word, or phrase shall be deemed modified to the extent necessary in order to conform with such laws, or if not modifiable, then the same shall be deemed severable, and in either event, the remaining terms and provisions of the Agreement shall remain unmodified and in full force and effect or limitation of its use. C. No waiver or breach of any provision of the Agreement shall constitute a waiver of any other breach or of any subsequent breach of the same or any other provision hereof, and no waiver shall be effective unless made in writing. D. The Agreement constitutes the sole and entire agreement between the parties hereto relating to the subject matter hereof and correctly sets forth the rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises, negotiations, or representations not expressly set forth in the Agreement, including the Exhibits hereto, are of no force and effect. No modification to, supplement of, deletion from, amendment or addition to the Agreement shall be valid unless in writing and executed by the properly authorized representatives of the parties hereto. Section 18. Survival. The parties acknowledge that the obligations in this Agreement shall survive the term, termination, and cancellation hereof. Accordingly, the respective obligations of the Expert Consultant and the City under this Agreement shall survive termination, cancellation, or expiration hereof. Section 19. Counterparts; Electronic Signatures. This Agreement may be executed in counterparts, each of which shall be an original as against either party whose signature appears thereon, but all of which taken together shall constitute but one and the same instrument. An executed facsimile or electronic scanned copy of this Agreement shall have the same force and effect as an original. The parties shall be entitled to sign and transmit an electronic signature on this Agreement (whether by facsimile, PDF, or other email transmission), which signature shall be binding on the party whose name is contained therein. Any party providing an electronic signature agrees to promptly execute and deliver to the other parties an original signed Agreement upon request. Page 7 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized, this the day and year above written. "Expert Consultant" SSMJ INC., ATTEST: ( a Florida profit corporation By. Print Name. Title. (C:nrpnra P SPA 11 9' '; CONSTANZA NINO Commission # HH 352478 ;:+1. 1.0: • Expires January 23, 2027 By: Print Name: Title: (Authorized Corporate Officer) "City" CITY OF MIAMI, ATTEST. DocuSigned by: a Florida municipal corporation Deigned b,: By c ' v_ 'Tod lf3. Hannon, Cit ,--DocuSign. by: By avfluu^ Navip Arthur Noriega V, City Manager APPROVED AS TO LEGAL FORM APPROVED AS TO INSURANCE AND CORRECTNESS: ADS REQUIREMENTS: BY 12o �v B .ila victoria Mende4f,iatter 23-1299) Ann -Marie Sharpe City Attorney Risk Management Director Page 8 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Exhibit "A" SCOPE OF SERVICES Background and Qualifications SSMJ INC. ("SSMJ") is a well -established company with an outstanding reputation in the legal industry for its services in the fields of court reporting, legal transcription, and digital solutions. SSMJ transcribes legal proceedings, hearings, interviews, meetings, and any kind of audio-visual recordings to provide attorneys, and administrative staff with a verbatim transcript. SSMJ transcribers have an average of thirty (30) years of experience. The transcribers have transcribed numerous types of proceedings such as felonies, misdemeanors, civil, administrative, audio tapes, video tapes, meetings, mediations, sworn statements and depositions, at any of the different court levels. SSMJ is aware that Miami City Commission meetings involve a substantial amount of crosstalk between speakers and therefore can be challenging to transcribe. The length of the City Commission meetings to be transcribed is also significant in that transcribers will be required to listen to the meetings for extensive periods of time. SSMJ is fully confident in their ability to transcribe these dynamic meetings because of their experience working with the City of Miami on the transcription of lower board meetings, in addition to the unmatched experience that the transcribers have in this field. Scope of Services Services to be provided include the following: 1) Verbatim transcription of audio files associated with Miami City Commission meetings. 2) Proofing of verbatim transcriptions for spelling, grammar, and punctuation. 3) Production of final transcripts in a Word document format. Fees for Services One -Hundred Dollars ($100.00) per hour. Transcript orders will be completed within ten (10) to fifteen (15) days and the hourly rate will include: verbatim transcription of audio files (including listening fees); proofing of verbatim transcripts for spelling, grammar, punctuation; and the production of a final transcript in a Word document format. At client's request and at no extra cost, SSMJ will review and correct transcripts if any errors are found. Page 9 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F EXHIBIT `B" INSURANCE REQUIREMENTS -PROFESSIONAL SERVICES AGREEMENT SSMJ I. Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $1,000,000 General Aggregate Limit $ 2,000,000 Personal and Adv. Injury $ 1,000,000 Products/Completed Operations $ 1,000,000 B. Endorsements Required City of Miami listed as additional insured Contingent & Contractual Liability Premises and Operations Liability Primary Insurance Clause Endorsement II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Owned/Scheduled Autos Including Hired, Borrowed or Non -Owned Autos Any One Accident $ 1,000,000 B. 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 $100,000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit IV, Professional Liability/Errors and Omissions Coverage Combined Single Limit Each Claim $1,000,000 General Aggregate Limit $1,000,000 Retro Date Included Page 10 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D40F4CB11A9F The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: 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. Page 11 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D40F4CB11A9F INSURANCE ADDENDUM INSURANCE DEFINITIONS, REQUIREMENTS AND CONDITIONS The Vendor/Contractor agrees to provide and maintain throughout the life of this Agreement, and at Vendor/Contractor's expense, insurance coverage outlined herewith as applicable insuring all operations related to the Agreement and any extensions thereof. Workers Compensation and Employers Liability Statutory and subject to the Laws of the State of Florida. This coverage protects against lawsuits stemming from workplace accidents. It provides for medical care to injured employees, along with compensation for lost income. Commercial General Liability It protects against accidents and injuries that occur on company property or the property of a customer. It compensates an injured person or owner of property for injuries and property damages, and the cost of defending lawsuits, including legal settlements or investigations. This policy also covers claims resulting from products exposures, libel, slander, copyright infringement and other personal and advertisement injuries. Commercial Automobile Liability It protects against liability, no fault, medical payments, uninsured and underinsured motorist claims, collision and other than collision physical damage. In addition, this policy affords coverage on autos that are hired or borrowed or non -owned for use in the business. The non -owned can be autos owned by employees or members of their households. Non -Owned Auto exposures can be endorsed or added under the Commercial General Liability Policy. Professional/Errors and Omissions Liability Used by many professionals such as engineers, lawyers, accountants, stockbrokers, financial advisers, insurance agents, court reports, dentists, nurses, and teachers. It protects against the financial effects of liability lawsuits filed by clients. It basically protects professionals who cause harm to a client due to incompetence, errors, or negligence. Umbrella Liability It protects against liability and losses after primary insurance benefits have been exhausted. This supplemental coverage kicks in only after the underlined liability policies have paid their maximum benefits. Environmental Liability It protects against the financial costs of claims of injury or damage due to pollution, and other costs of cleaning up pollutants. These policies are designed to cover both property and liability risks. Page 12 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Directors and Officers Liability This coverage protects against claims from stockholders, employees, and clients that are also aimed individually at directors and officers. These claims typically stem from errors in judgement, breaches of duty, and wrongful acts in connection with company business. Cyber Liability It protects against costs of the theft, destruction, or unauthorized use of electronic data through computer viruses or network intrusions. It also adds protection to a business against such costs if a business fails to safeguard another party's electronic data. Companies sharing data outside their internal network benefit from this coverage. Commercial Property It protects against claims or damages to the insured's buildings, business personal property and personal property of others. It can also provide for loss of business income coverage or extra expenses incurred because of physical loss by a covered peril to the insured's property. Commercial Crime It protects against loss of money, securities, and other property because of a variety of criminal acts such as employee theft or embezzlement, burglary, robbery, forgery, computer fraud, kidnapping, and extortion. Crime insurance also covers money and securities against damage or destruction by almost any cause of loss, not just crime. Builders Risk It protects against damage to or destruction of buildings or other structures during their construction. Any party with a financial interest in a construction, remodeling, or repair project, benefits from this coverage. Surety Bonds Surety bonds are three party contracts. The principal, the party that undertakes the obligation, pays for the issuance of a bond by a surety company. The bond provides capital to guarantee the obligation will be performed. The obligee is the party that receives the benefit of the bond If the obligation is improperly performed. Valuable Papers It pays for the cost to reconstruct damaged or destroyed valuable papers and records. Typically defined to include almost all forms of printed documents or records, with the exception of money or securities, and data and media which is usually excluded. Additional Requirements The Vendor/Contractor must furnish the City of Miami Departments of Procurement and Risk Management, located at 444 S.W. 2nd Avenue Miami, Florida 33130, original certificates of insurance to be in force on the date of this Agreement, and renewal certificates of insurance thereafter. All policies indicated on the certificate must be in compliance with all Agreement requirements. The failure of the Page 13 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F City to obtain the applicable or corresponding certificates from Vendor/Contractor is not a waiver by the City of any requirements for the Vendor/Contractor. The Vendor/Contractor must furnish certificates of insurance listing the City as an additional insured. All insurance certificates must be signed, dated, and reference the City Agreement number. The insurance must provide for thirty (30) days prior written notice to be given to the City in the event coverage is substantially changed, canceled, or not renewed. Any deductibles or self -insured retentions on referenced insurance coverages must be borne by Vendor/Contractor. The Vendor/Contractor further agrees to have insurers waive their rights of subrogation against the City, its employees, elected officials, agents, representatives, instrumentalities, or agencies. The coverages and limits furnished by Vendor/Contractor in no way limit the Vendor/Contractor's liabilities and responsibilities specified within the Agreement or law. Any insurance or self-insurance programs maintained by the City shall not contribute with insurance provided by the Vendor/Contractor under the Agreement. The required insurance to be carried is not limited by any limitations expressed in the indemnification language in this Agreement or any limitation placed on the indemnity in this Agreement given as a matter of law. If the Vendor/Contractor is a joint venture or limited liability company, the insurance policies must name the joint venture or limited liability company and each of its separate constituent entities as named insureds. The Vendor/Contractor must require all subcontractors to provide the insurance required herein. All subcontractors are subject to the same insurance requirements as the Vendor/Contractor, unless otherwise specified in this Agreement. If the Vendor/Contractor or subcontractor desire additional coverages, the party desiring the additional coverages is responsible for the acquisition and cost. Notwithstanding any provision in the Agreement to the contrary, the City's Department of Risk Management maintains and reserves the right to modify, delete, alter, or change these requirements. Page 14 of 15 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F EXHIBIT `°C CORPORATE RESOLUTION (This Resolution needs to authonze the s!gratory to sign) WHEREAS �� � (corporation name), a k''1 �(State) corporation (°Corporation), desires to enter into an agreement with the City of Miami ("City") for the purpose of performing the Services descnbed in the Agreement to which this resolution 15 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 BARD C)F DIRECTORS that this Corporation is authorized to enter into the Agreement with the City of Miami, and that h (individual), the 1163\3a i , T (title) of this Corporation and ttie 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 rf:quirre(1 ID accomplish its purpose. 1'1 IN WITNESS WHEREOF, this day of .J ("Expert Consultant') A(n) By (State) Corporation (Sign) Print Name Title F1 Page 15 of 15 , 2023 Corporate Secretary!u��� NINO ` �E Commission # (Aff x Corpc ita .- Expires January 23, 2027 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D40F4CB11A9F AR b® CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) O6/14/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Hiscox Inc. 5 Concourse Parkway Suite 2150 Atlanta GA, 30328 CONTACT P : O PHONE (888) 202-3007 FAX E-MAIL contact@hiscox.com ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: Hiscox Insurance Company Inc 10200 INSURED SSMJ Inc 16425 Collins Ave #2018 North Miami Beach, FL 33160 INSURER B : INSURERC: INSURERD: INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR W VD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLIa? - P (Me ) LIMITS A X COMMERCIAL GENERAL LIABILITY Y P102.011.689.1 06/ G- 04/10/2024 EACH OCCURRENCEDAMAGE $ 1,000,000 CLAIMS -MADE X OCCUR RENTED PREM SESO(Ea occurrence) $ 100,000 MED EXP (Any one person) $ 5,000 PERSONAL&ADVINJURY $ 1,000,000 GEN'LAGGREGATELIMITAPPLIESPER: X POLICY OTHER: PRO JECT LOC GENERAL AGGREGATE $ 2,000,000 PRODUCTS-COMP/OPAGG $ S/T Gen. Agg. $ AUTOMOBILE LIABILITY SCHEDULED ` \ V COMBINED SINGLE LIMIT ) $ BO(Ea DILY BODILYY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE accident) $ $ UMBRELLALIAB EXCESS LIAR O OCCUR CLAIMS -MADE O `�I J EACH OCCURRENCE $ AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION EMPLOYERS' LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE (Mandatoryin ER EXCLUDED? in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y/N O PER STATUTE OTH- ER ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ N DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Miami is an additional insured with respect to the GL on PNC basis subject to policy terms and conditions. CERTIFICATE HOLDER CANCELLATION City of Miami 444 SW 2nd Ave 6th Floor Miami, FL 33130 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F ssmi Ms. Yadissa Calderon, Assistant Director Procurement Department 444 S.W. 2nd Ave., 6th Floor Miami, Florida 33130 Subject: Expert consultant Agreement — Exhibit B (Insurance Requirements) Dear Ms. Calderon: �0 I wanted to inform you that no automobiles will be used, nor will they shred when it comes to fulfilling the scope of services outlined in the Expert Consultant Agr nt. All work and communications between SSMJ INC. and the City Clerks Office 0 e performed remotely, !,o 6/12/23 electronically and telephonically. If you have any questions regarding this informatio i<C> Sincerely, OJ Joe Vargas, 4e Transcript Supervise SSMJ INC. joe@ssmjinc.com 1 305.742.1093 e do not hesitate to contact me. SSMJ INC. 1305.742.1093 I joe@ssmjinc.com DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F A 3 b® CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDmYY) 04/07/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Hiscox Inc. 520 Madison Avenue 32nd Floor New York, New York 10022 CONTACT P : O PHONE (888) 202-3007 FAX E-MAIL contact@hiscox.com ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: Hiscox Insurance Company Inc 10200 INSURED SSMJ Inc 16425 Collins Avenue 2018 Sunny Isles Beach, FL 33160 INSURER B : INSURERC: INSURER D : INSURERE: INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR W VD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLI P (MN ) LIMITS COMMERCIAL GENERAL LIABILITY OMED G- EACH OCCURRENCE $ CLAIMS -MADE OCCUR DAMAGERENTED PREMISESO(Ea occurrence) $ EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PRO JECT PER: LOC GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $ AUTOMOBILE LIABILITY SCHEDULEDBODILY ` \ 14. COMBINED SINGLE LIMIT L ) $ BO(Ea BODILYY INJ INJURY (Per person) $ INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ UMBRELLA LIAB EXCESS LIAB O OCCUR CLAIMS -MADE O �I J EACH OCCURRENCE $ AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION EMPLOYERS' LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE R/M EMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y/N O PER STATUTE OTH- ER ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE -POLICY LIMIT $ A Professional Liability P101.738.366.1 04/10/2023 04/10/2024 Each Claim: $ 1,000,000 Aggregate: $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION City of Miami 444 SW 2nd Ave Miami, FL 33130 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F From: Ouevedo, Terry To: Gandarilla. Aimee Cc: Gomez Jr., Francisco (Frank); Aviles. Yesenia; joe@SSMJINC Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk"s Office (Matter ID No. 23-1299) Date: Friday, June 16, 2023 8:50:01 AM Attachments: image001.pnq image003.pnq image004.pnq image005.pnq image006.pnq GM Aimee, The certificates are adequate. Regards, J City of Miami Risk Management Department 9th Floor 444 SW 2nd Avenue Miami, Florida 33130 (305) 416-1641 Office (305) 416-1710 Fax TquevedoOmiamigov.com Sewusy, soda a.e 7140¢cawsc4 anti 41' From: Gandarilla, Aimee <AGandari @miamigov.com> Sent: Friday, June 16, 2023 8:05 AM To: Quevedo, Terry <TQuevedo@miamigov.com> Cc: Gomez Jr., Francisco (Frank) <FGomez@miamigov.com>; Aviles, Yesenia <YAviles@miamigov.com>; joe@SSMJINC <joe@ssmjinc.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Good morning Terry, Please advise. Thank you, Qintex gandavuQa. Procurement Assistant City of Miami Department of Procurement 444 SW 2nd Avenue, 6th floor, Miami, FL 33130 P(305) 416-1906 F(305) 400-5338 Eagandarilla@miamigov.com https://miamigov.com/Government/Departments-Organizations/Procurement DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F "Serving, Enhancing, and Transforming our Community" From: Quevedo, Terry <TQuevedo@miamigov.com> Sent: Thursday, June 15, 2023 6:45 PM To: Gandarilla, Aimee <AGandarilla@miamigov.com> Cc: Gomez Jr., Francisco (Frank) <FGomez( miamigov.com>; Aviles, Yesenia <YAviles( miamigov.com>; joe@SSMJINC <ioe( ssmjinc.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Aimee �" .9 That's fine, we will move without the exemption letter since they havp� than 4 employees. We still need the PL certificate holder be revised to reflect thewOoMiami. Thank you CeG!Pd� City of Miami Risk Management Department 9th Floor Q 444 SW 2nd Avenue (< Miami, Florida 33130 O (305) 416-1641 Offi (305) 416-1710 F, Tquevedo@miaov.com -:Serarry, S etacc ry, atird %a orthry ata garderdatrc From: Gandarilla, Aimee <AGandarilla@miamigov.com> Sent: Thursday, June 15, 2023 11:53 AM To: Quevedo, Terry <TQuevedo@miamigov.com> Cc: Gomez Jr., Francisco (Frank) <FGomez( miamigov.com>; Aviles, Yesenia <YAviles( miamigov.com>; joe@SSMJINC <ioe( ssmjinc.com> Subject: FW: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Good morning Terry, Please see below response from Mr. Vargas. DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Thank you, Qintex candaftitta Procurement Assistant City of Miami Department of Procurement 444 SW 2nd Avenue, 6th floor, Miami, FL 33130 P(305) 416-1906 F(305) 400-5338 Eagandarilla@miamigov.com https://miamiciov.com/Government/Departments-Organizations/Procurement mlerElmo 1 it "Serving, Enhancing, and Transforming our Community" From: joe@SSMJINC <joePssmjinc.com> Sent: Thursday, June 15, 2023 11:45 AM To: Gandarilla, Aimee <AGandarillaPmiamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter II co 9(;) )3-1299) CAUTION: This is an email from an external source. Do not clicks or open attachments unless you recognize the sender and know the(c tteent is safe. Good morning: I just called the Florida Department of Financial Ser again and they told me that the they don't do letter of exemption for business but for offic o the business, the only person that I can do a letter of exemption for SSMJ INC. would be A argas, which I explained is my wife that does the administrative paperwork for the company. Do you want Mabel Vargas to have a letter of exemption? She is the only one who can have one for SSMJ INC. let me know and I submit the application for her, they told me it uld take about a week to get the letter. They explain that because we don't have more th it we are not obligated to file workers comps. Let me know Thanks Regards, Joe Vargas I Business Consultant I SSMJ INC. Miami I Raleigh PH: 305.742.1093 SSITIJ DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F This message may contain legally privileged and/or confidential information. If you are not the intended recipient(s), or the employee or agent responsible for delivery of this message to the intended recipient(s), you are hereby notified that any dissemination, distribution or copying of this message is strictly prohibited. If you have received this message in error, please immediately notify the sender and delete this e-mail message from your computer. From: Gandarilla, Aimee <AGandarillaPmiamigov.com> Sent: Wednesday, June 14, 2023 2:57 PM To: joe@SSMJINC <ioePssmjinc.com> Subject: FW: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Joe, see below. Thank you, aianee gaundafcitea Procurement Assistant City of Miami Department of Procurement 444 SW 2nd Avenue, 6th floor, Miami, FL 33130 `• ` P(305) 416-1906 F(305) 400-5338 Eagandarilla@miamigov.com https://miamigov.com/Government/Departments-Organizations/Prima ent tire, {,H .t/ O ;4' % J ♦f II ,I "Serving, Enhancing, and Transforming our Co4rOty" From: Quevedo, Terry <TQuevedoPmi)gov.com> Sent: Wednesday, June 14, 2023 cfM To: Gandarilla, Aimee <AGanda miamigov.com> Cc: Gomez Jr., Francisco (Fr Z'FGomezPmiamigov.com>; Aviles, Yesenia <YAvilesPmiamigov.corrr Subject: RE: SSMJ, Irzgxpert Consultant to City Clerk's Office (Matter ID No. 23-1299) Aimee, Co Yes, please provide us with exemption letter with the company name to comply with the requirements. and revise the PL certificate. Thanks, C- tetiedo City of Miami Risk Management Department 9th Floor nd DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F 444 SW 2 Avenue Miami, Florida 33130 (305) 416-1641 Office (305) 416-1710 Fax TquevedoPmiamigov.com -:Serarry, S rarruory, atird %a orthry ata garsusur�rc From: Gandarilla, Aimee <AGandarillaPmiamigov.com> Sent: Wednesday, June 14, 2023 2:39 PM To: Quevedo, Terry <TQuevedoPmiamigov.com> Cc: Gomez Jr., Francisco (Frank) <FGomez(@miamigov.com>; Aviles, Yesenia <YAvilesPmiamigov.com> Subject: FW: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 2,-1299) Hi Terry, Please see below in regards to the workers comp. Thank you, aintee gaYulcviiaa Procurement Assistant City of Miami Department of Procurement 444 SW 2nd Avenue, 6th floor, Miami, FL 33130 P(305) 416-1906 F(305) 400-5338 Eagandarilla@mi https://miamigov.com/Government/Departments-O "Serving, Enhancing, and Tran old t'ig our Community" J .com ations/Procurement From: joe@SSMJINC < ssm'inc.com> Sent: Wednesday, J 4, 2023 2:35 PM To: Gandarilla, AimedAGandarillaPmiamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) CAUTION: This is an email from an external source. Do not click links or open attachments unless you recognize the sender and know the content is safe. I call the workers comp division of the Florida Department of Financial Services and they told me that I can't get a letter of exemption since I work as a 1099 under SSMJ Inc. My wife is the only officer on the company and she only does the administrative stuff like billing and taxes. I'm the one who has been doing all the work for the last 18 years that we have been in business. Do you need a letter of exemption from her, she would be the only one who can get one. Let me know DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Regards, Joe Vargas, Supervisor Transcript/IT Department Absolute Digital Inc. 305.379.4741 x7005 ABSCLUTE DIGITAL INC. This message may contain legally privileged and/or confidential information. If you are not the intended recipient(s), or the employee or agent responsible for delivery of this message to the intended recipient(s), you are hereby notified that any dissemination, distribution or copying of this message is strictly prohibited. If you have received this message in error, please immediately tify the sender and delete this e-mail message from your computer. J.1d Og• c; From: Gandarilla, Aimee <AGandarillaPmiamigov.com> CCO Sent: Wednesday, June 14, 2023 12:52 PM O To: joe@SSMJINC <ioePssmjinc.com> ��O� Subject: RE: SSMJ, Inc - Expert Consultant to City Clerj�i'I'fce (Matter ID No. 23-1299) If you are exempt from workers compensati Petter of exemption will be accepted. ,C Thank you, Qintex gandavtita Procurement Assistant City of Miami Department of Proc 444 SW 2nd Avenue, 6th floor, P(305) 416-1906 F(305) 400- https://miamigov.com/Gov L 33130 agandarilla@miamigov.com t/Departments-Organizations/Procurement "Serving, Enhancing, and Transforming our Community" From: joe@SSMJINC <ioePssmjinc.com> Sent: Wednesday, June 14, 2023 12:03 PM To: Gandarilla, Aimee <AGandarillaPmiamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) CAUTION: This is an email from an external source. Do not click links or open attachments unless you recognize the sender and know the content is safe. It is a S corp and it is just me. DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Thanks Regards, Joe Vargas I Business Consultant I SSMJ INC. Miami I Raleigh PH: 305.742.1093 SSMJ This message may contain legally privileged and/or confidential information. If you are not the intended recipient(s), or the employee or agent responsible for delivery of this message to the intended recipient(s), you are hereby notified that any dissemination, distribution or copying of this message is strictly prohibited. If you have received this message in error, please immediately notify the sender and delete this e-mail message from your computer. From: Gandarilla, Aimee <AGandarillaPmiamigov.com> Sent: Wednesday, June 14, 2023 11:49 AM To: joe@SSMJINC <ioel@ssmjinc.com> Subject: FW: SSMJ, Inc - Expert Consultant to City Clerk' Hi Joe, Please see below from our Risk Managemer>tl''Sartment. 41/O O cP Thank you, aeeAssistanto Procurement City of Miami Department of Procu( t 444 SW 2nd Avenue, 6th floor, "AFL 33130 P(305) 416-1906 F(305) 400 agandarilla@miamigov.com https://miamigov.com/Gov r1t/Departments-Organizations/Procurement � eiq s > Y X • IIL111 11i1E1 4 II 1 / 0 u % t� ( Matter ID No. 23-1299) "Serving, Enhancing, and Transforming our Community" From: Quevedo, Terry <TQuevedoPmiamigov.com> Sent: Wednesday, June 14, 2023 11:46 AM To: Gandarilla, Aimee <AGandarillal@miamigov.com> Cc: Aviles, Yesenia <YAvilesl@miamigov.com>; Gomez Jr., Francisco (Frank) <FGomezPmiamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Aimee, DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Is this a company or an individual?, as we are missing Worker's Comp statutory coverage. Also the PL certificate needs to reflect the City of Miami as certificate holder. Thanks City of Miami Risk Management Department 9th Floor 444 SW 2nd Avenue Miami, Florida 33130 (305) 416-1641 Office (305) 416-1710 Fax TquevedoPmiamigov.com Sewc4, SIa c.6,9, a4d %� aor From: Gandarilla, Aimee <AGandarillal@miamigov.com> O Sent: Wednesday, June 14, 2023 11:39 AM To: Quevedo Terry <TQuevedol@miamigov com> (<9 cc Cc: Aviles, Yesenia <YAvilesl@miamigov.com>; Gom Arancisco (Frank) <FGomezl@miamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to,irk's Office (Matter ID No. 23-1299) Good Te rry, Please advise if there is anythingcf(si g. Thank you, V ai�nee gandcavuae� Procurement Assistant City of Miami Depart ofProcurement 444 SW 2nd Avenu floor, Miami, FL 33130 P(305) 416-1906 F( 400-5338 Eagandarilla@miamigov.com https://miamigov.com/Government/Departments-Organizations/Procurement "Serving, Enhancing, and Transforming our Community" From: Gomez Jr., Francisco (Frank) <FGomez( miamigov.com> Sent: Wednesday, June 7, 2023 7:06 AM To: Velez, Pablo <pvelezPmiamigov.com>; Hannon, Todd <thannonl@miamigov.com> Cc: Ewan, Nicole <newanl@miamigov.com>; Calderon, Yadissa <ycalderonl@miamigov.com>; Gandarilla, Aimee <AGandarillal@miamigov.com>; Cabrera, Paola <PCabreral@miamigov.com> DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Good morning All, Attached, please find revised Exhibit B which is more suitable for the risk in question. Please replace the one in file. Thanks, Frank Gomez, PIAM, CPI I Property & Casualty Manager City of Miami Risk Management (305) 416-174o Office (305) 416-176o Fax fgomez@miamigov.com rb 41/ r,\CP � JO J(</ N, O "Serving, Enhancing, and TransforOtVour Community" Q P 49 From: Velez, Pablo <pvelezPmiamigov.com> Sent: Tuesday, June 6, 2023 4:06 PM To: Hannon, Todd <thannonl@miamigov.com> Cc: Gomez Jr., Francisco (Frank) <FGomez( miamigov.com>; Ewan, Nicole <newanPmiamigov.com>; Calderon, Yadissa <ycalderonPmiamigov.com>; Gandarilla, Aimee <AGandarillaPmiamigov.com>; Cabrera, Paola <PCabreraPmiamigov.com> Subject: FW: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Todd, Good afternoon. DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F As I'm sure you're aware, the insurance requirements, the coverages, and the amounts for the same are determined by Risk Management. That stated, I've copied Frank Gomez and he'll be able to address, specifically, the need for the Personal Auto Liability for what is the "remote" provision of the transcription services that will be provided for the City Commission Meetings. Again, thank you. Pablo R. Velez Senior Assistant City Attorney City of Miami Office of the City Attorney 444 S.W. 2nd Avenue, Suite 945 Miami, Florida 33130 Telephone: 305-416-1882 Facsimile: 305-400-5071 PVelez@miamigov.com Legal Assistant: Paola Cabrera, (305) 416-1841 Disclaimer: This e-mail is intended only for the ual(s) or entity(s) named within the message. This e-mail might contain legally privileged a\ :nfidential information. If you properly received this e-mail as a client or retained expert_.ase hold it in confidence to protect the attorney -client or work product privileges. Should the in person or party, that action could of this message is not the inten recipient, you are hereby n communication is prohi Electronic Communi received in error ed recipient forward or disclose this message to another itute a waiver of the attorney -client privilege. If the reader ecipient, or the agent responsible to deliver it to the intended that any review, dissemination, distribution or copying of this by the sender and to do so might constitute a violation of the ns Privacy Act, 18 U.S.C. section 2510-2521. If this communication was ologize for the intrusion. Please notify us by reply e-mail and delete the original message. othing in this e-mail message shall, in and of itself, create an attorney -client relationship with the sender. Under Florida Law, e-mail addresses and the contents of the e-mail are public records. If you do not want your e-mail address, or the contents of the e-mail, released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. Please consider the environment before printing this e-mail. From: Hannon, Todd <thannonl@miamigov.com> Sent: Tuesday, June 6, 2023 2:35 PM To: Velez, Pablo <pvelezPmiamigov.com>; Calderon, Yadissa <ycalderonPmiamigov.com> Cc: Gandarilla, Aimee <AGandarillaPmiamigov.com>; Ewan, Nicole <newanPmiamigov.com>; Cabrera, Paola <PCabreraPmiamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Thank you Pablo! Yadissa, when time permits, please let me know what the next steps are to move this agreement forward. As mentioned in a previous email, all work associated with this agreement will be done remotely so I'm not sure if Personal Automobile Liability will needed by the consultant. Thanks again everyone for your assistance! Todd B. Hannon City Clerk Office of the City Clerk City of Miami P: 305-250-5366 F: 305-858-1610 E: thannon a miamigov.com W: www.miamigov.com/cityclerk Attention: All communications (including email addresses) sent and received throu considered public record. The Florida Public Records Act (FPRA) requires the C. inspection and to provide copies upon request. Please govern yourself acc From: Velez, Pablo <pvelez(Wmiamigov.com> Sent: Tuesday, June 6, 2023 2:04 PM To: Hannon, Todd<thannonPmiamigov.conk;Oderon, Yadissa <ycalderonPmiamigov.com> Cc: Gandarilla, Aimee <AGandarilla@mia—m1goNom>; Ewan, Nicole <newanPmiamigov.com>; Cabrera, Paola <PCabrera mami ov. Subject: RE: SSMJ, Inc - Expert Con an to City Clerk's Office (Matter ID No. 23-1299) Ov \9 City of Miami's email system are make all public records available for Todd and Yadissa, Good afternoon. I horAll�is well. �J J Attached please find the draft Agreement that was provided, inclusive of my tracked revisions. Should you have any questions or need anything else, please let us know. As always, thank you. Pablo R. Velez Senior Assistant City Attorney City of Miami Office of the City Attorney 444 S.W. 2nd Avenue, Suite 945 Miami, Florida 33130 DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Telephone: 305-416-1882 Facsimile: 305-400-5071 PVelez@miamigov.com Legal Assistant: Paola Cabrera, (305) 416-1841 Disclaimer: This e-mail is intended only for the individual(s) or entity(s) named within the message. This e-mail might contain legally privileged and confidential information. If you properly received this e-mail as a client or retained expert, please hold it in confidence to protect the attorney -client or work product privileges. Should the intended recipient forward or disclose this message to another person or party, that action could constitute a waiver of the attorney -client privilege. If the reader of this message is not the intended recipient, or the agent responsible to deliver it to the intended recipient, you are hereby notified that any review, dissemination, distribution pying of this communication is prohibited by the sender and to do so might constitute a ion of the Electronic Communications Privacy Act, 18 U.S.C. section 2510-2521. If t gizommunication was received in error we apologize for the intrusion. Please notify us by rN -mail and delete the original message. Nothing in this e-mail message shall, in and of it create an attorney -client relationship with the sender. Under Florida Law, e-mail addreand the contents of the e-mail are public records. If you do not want your e-mail address, or I ntents of the e-mail, released in response to a public records request, do not send elect rip ail to this entity. Instead, contact this office by phone or in writing. Please consider the environment before printin t s nail. iS From: Velez, Pablo <pvelezPmiamigov.c Sent: Tuesday, June 6, 2023 10:35 AMIR? To: Hannon, Todd <thannonPmia '1j v.com>; Cabrera, Paola <PCabreraPmiamigov.com> Cc: Calderon, Yadissa <ycaldero r iamigov.com>; Gandarilla, Aimee <AGandarillaPmiamigov.co *van, Nicole <newanPmiamigov.com> Subject: Re: SSMJ, Inc E�,Consultant to City Clerk's Office (Matter ID No. 23-1299) 4Z` Todd, Good morning. I hope all is well. My apologies for not getting to this sooner. I'll get this back to Procurement today and will copy you on the same. Thank you for your patience with this. Get Outlook for iOS From: Hannon, Todd <thannon(Wmiamigov.com> DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F Sent: Tuesday, June 6, 2023 9:21:02 AM To: Velez, Pablo <pvelezPmiamigov.com>; Cabrera, Paola <PCabreraPmiamigov.com> Cc: Calderon, Yadissa <ycalderonPmiamigov.com>; Gandarilla, Aimee <AGandarillaPmiamigov.com>; Ewan, Nicole <newanPmiamigov.com> Subject: RE: SSMJ, Inc - Expert Consultant to City Clerk's Office (Matter ID No. 23-1299) Good morning Pablo and Paola, I wanted to check in on the status of Matter ID No. 23-1299. Would you happen to have a timeframe within which the expert consultant agreement will be reviewed? I was hoping to finalize an agreement with the expert consultant within the next week or two. Thank you! Todd B. Hannon City Clerk Office of the City Clerk City of Miami P: 305-250-5366 F: 305-858-1610 E: thannon(aimiamigov.com W. www.miamigov.com/cityclerk rb ��` O �O J Attention: All communications (including email addresses) senl�neceived through the City of Miami's email system are considered public record. The Florida Public Records Act (FPRA, requires the City to make all public records available for inspection and to provide copies upon request. Please govern yourself accordingly. From: Gandarilla, Aimee <AGandariliaPmiamigov.com> Sent: Monday, May 15, 2023 10:06 AM To: Hannon, Todd <thannon ` migov.com> Subject: FW: SSMJ, Inc - Expert Consultant to City Clerk's Office FYI Thank you, Wince gandcavtieea Procurement Assistant City of Miami Department of Procurement 444 SW 2nd Avenue, 6th floor, Miami, FL 33130 P(305) 416-1906 F(305) 400-5338 Eagandarilla@miamigov.com https://miamigov.com/Government/Departments-Organizations/Procurement "Serving, Enhancing, and Transforming our Community" DocuSign Envelope ID: F785FDA0-6FB3-4849-8B21-D4OF4CB11A9F From: Diaz, Daylet <DDiaz(Wmiamigov.com> Sent: Monday, May 15, 2023 10:02 AM To: Calderon, Yadissa <ycalderonPmiamigov.com>; Gandarilla, Aimee <AGandarillaPmiamigov.com> Cc: Velez, Pablo <pvelezl@miamigov.com>; Cabrera, Paola <PCabreraPmiamigov.com> Subject: SSMJ, Inc - Expert Consultant to City Clerk's Office The above matter has been assigned to Pablo R. Velez, Assistant City Attorney, as Matter ID No. 23-1299. In the future when sending document(s) to the Office of the City Attorney relating to this matter, please ascertain that they are directed to the assigned attorney and that reference is made to the Matter ID Number. If you need any further assistance on this matter, please do not hesitate tcy ct our office at 305-416-1800. r,:^Q V CCI V c(s) named within the message. This e-mail might rly received this e-mail as a client or retained expert, Daylet Diaz, Administrative Assistant I City of Miami Office of the City Attorney Telephone: 305-416-1842 Facsimile: 305-400-5071 E-mail: ddiaz@miamigov.com Disclaimer: This e-mail is intended only for the individual(s) contain legally privileged and confidential information. If yo please hold it in confidence to protect the attomey-client or w k roduct privileges. Should the intended recipient forward or disclose this message to another person or party, that ac 1 c; ild constitute a waiver of the attorney -client privilege. If the reader of this message is not the intended recipient, o agent responsible to deliver it to the intended recipient, you are hereby notified that any review, dissemination, disution or copying of this communication is prohibited by the sender and to do so might constitute a violation of the El: ij iCommunications Privacy Act, 18 U.S.C. section 2510-2521. If this communication was received in error we ap or the intrusion. Please notify us by reply e-mail and delete the original message. Nothing in this e-mail messag �',,��'„' and of itself, create an attorney -client relationship with the sender. Under Florida law, e-mail addresses are puti�"klrecords. If you do not want your e-mail address released in response to a public records request, do not seryd. moronic mail to this entity. Instead, contact this office by phone or in writing. Please consider the enviropit before printing this e-mail. Olivera, Rosemary From: Gandarilla, Aimee Sent: Wednesday, June 28, 2023 8:29 AM To: Hannon, Todd Cc: Lee, Denise; Olivera, Rosemary; Brown, Sadie; Cabrera, Paola Subject: EXPERT CONSULTANT AGREEMENT SSMJ INC. (MATTER 23-1299) Attachments: EXPERT CONSULTANT AGREEMENT SSMJ INC. (MATTER 23-1299).pdf Good morning Todd, Please find attached the fully executed copy of an agreement from DocuSign that is to be considered an original agreement for your records. Thank you, airnee garcdwriaa Procurement Assistant City of Miami Department of Procurement 444 SW 2' Avenue, 6th floor, Miami, FL 33130 P(305) 416-1906 F(305) 400-5338 Eagandarilla@miamigov.com https://miamigov.com/Government/Departments-Organizations/Procurement ,.- cap. 1 ti -},png, Enhancing, and Transforming our Community" 1