ITB-20-055-05 P.I.E Management LLCCO NTRA C T NO . 20-055-05
MIAMI BEACH
Procurement Department, 1755 Meridian Avenue, 3" Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305673-7490
SENT VIA E-MAIL TO: skendrick@piemanagement.com
March 6, 2020
Stacy Kendrick
P.I.E. Management, LLC
400 Monroe, Suite 41 O
Detroit, Michigan 48226
Phone: 313-285-8398
RE: NOTICE OF AWARD OF CONTRACT PURSUANT TO INVITATION TO BID (1TB) NO. 2020-
055-AY, FOR TEMPORARY STAFFING SERVICES.
Dear Ms. Kendrick:
On December 17, 2019, P.I.E. Management, LLC., (the "Contractor") submitted to the City of Miami
Beach, Florida (the "City") a response to the above-referenced 1TB. The 1TB stipulates, pursuant to
Section 0200, Sub-Section 16, Binding Contract, that the approval of the City Manager's
recommendation by the Mayor and City Commission shall constitute a binding Contract between
the City and the awarded bidder.
This letter shall serve as official notice from the City that the Mayor and Commission at its February
12, 2020 meeting approved the City Manager's recommendation, pursuant to the ITB, to award a
contract to P.I.E. Management, LLC., (the "Contractor") for temporary staffing Services in the
following line items:
• Administrative Services • Industrial Services
No services may be performed until such time as the City has issued a Purchase Order.
If you have any questions regarding this letter of notification of award, you may contact Valerie Velez,
Contract Analyst, Procurement Department, at ValerieVelez@miamibeachfl.gov or at 305.673.7490.
Otherwise, all other questions should be addressed to the Contract Manager for this contract, Ramon
Suarez, Human Resources Department at RamonSuarez@miamibeachfl.gov or (305) 673-7000 ext. 2%08.
.hé E_.A:I JI: enis
, Director Procurement Department
[0"
AD/ME/AG
WVe are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.
A TT A C H M E N T A
R E S O L U T IO N C O M M IS S IO N IT E M S A N D C O M M IS S IO N
M E M O R A N D U M
Com petitive Bid Reports - C2 A
MIAMI BEACH
COMMISSION MEMORANDUM
TO:
FROM:
DATE:
Honorable Mayor and Members of the City Commission
Jimmy L. Morales, City Manager
February 12, 2020
SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (1TB) NO. 2020-
055-AY FOR TEMPORARY STAFFING SERVICES.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida approve the City Manager's
recommendation pertaining to bids received, pursuant to 1TB 2020-055-AY, for temporary staffing services.
BACKGROUND/HISTORY
The Human Resources Department currently utilizes temporary staffing agencies to fill short-term staffing needs of departments.
Some of the benefits of utilizing short-term staffing include quickly addressing operational needs, scheduling flexibility, and reduced
overtime costs. The current contracts with temporary staffing agencies expire on or about February 25, 2020. To seek replacement
contracts, the Administration issued Invitation to Bid (1TB) 1TB 2020-055-AY. The 1TB includes two categories of temporary workers:
office and industrial (trades, sanitation, etc.).
The 1TB, as is the case with most temporary staffing arrangements, is structured as to allow maximum flexibility in recruiting the best
candidates for the requirements of the requesting department. Costs are usually calculated as the total of the negotiated hourly rate
for the employee multiplied by the percentage mark-up (overhead, insurance, profit, etc.) that each firm has submitted in response to
the 1TB. Typically, the Human Resources Department will work with the firm offering the lowest mark-up and will only proceed to other
firms when no qualified candidate can be recruited. For this reason, it is important to have a pool of firms available to the Human
Resources Department. This is especially true in the current tight labor market.
ANALYSIS
The 1TB was issued on November 13, 2019, with bid opening date of December 20, 2019. The Procurement Department issued bid
notices to 2,230 companies utilizing www.bidsync.com website. 139 prospective bidders accessed the advertised solicitation. The
notices resulted in the following responses for various items. See Attachment A for the mark-up rates proposed by each bidder.
Administrative
4 Best Business Corp.
Best Candidates LLC dba Creative Staffing
Diskriter, I ne.
EDS Service Solutions, LLC
Information Systems Consultants, Inc.
Integrity Trade Services LLC
P.I.E. Management, LLC
Precision Staffing, Inc. dba AP Recruiters &
Associates
SoftHQ, Inc.
Westaff
Industrial
4 Best Business Corp.
Corporate Temps, Inc.
Ebyte Technologies, I ne.
Employment Solutions of New York, I ne.
Integrated Staffing
Athena Consulting
Corporate Temps, Inc.
Ebyte Technologies, Inc.
Employment Solutions of New York, I ne.
Integrated Staffing
Manpower
Packplus Inc. dba Josmar Medical
Staffing
Redcon Solutions Group LLC
Tech Army LLC
Worksquare, LLC
Best Candidates LLC dba Creative
Staffing
Dis kriter, I ne.
EDS Service Solutions, LLC
Information Systems Consultants, I ne.
Integrity Trade Services LLC
Packplus Inc. dba Josmar Medical
P.I.E. Management, LLC Staffing
Precision Staffing, Inc. dba AP Recruiters
&Associates Redcon Solutions Group LLC
SoftHQ, Inc. Worksquare, LLC
Staff has verified that the bids subm itted m et the requirem ents of the 1T B and can be considered.
FINAN CI AL INFOR MATION
The costs of the related services are subject to funds availability approved through the City's budgeting process.
CONCLUSION
It is important to have a robust pool of firms able to provide the departments with qualified temporary personnel as needed.
Therefore, after reviewing the bids received and the evaluation of staff, I recommend that the Mayor and City Commission approve
the award of the following contractors pursuant to 1TB 2020-055-AY for Temporary Staffing Services. In assigning work, the
Administration will endeavor to utilize the contractors with the lowest percentage markup, as noted in Attachment A, first before
proceeding to other contractors in order of percentage mark-up.
For administrative services:
4 Best Business Corp.
Athena Consulting
Employment Solutions of New York, Inc.
Worksquare, LLC
P.I.E. Management, LLC
Diskriter, I ne.
Best Candidates LLC dba Creative Staffing
for industrial services:
4 Best Business Corp.
Employment Solutions of New York, Inc.
Diskriter, Inc.
Best Candidates LLC dba Creative Staffing
P.I.E. Management, LLC
Integrity Trade Services LLC
Applicable Area
Citywide
Is this a Resident Right to
Know item ?
Yes
Legislative Tracking
Human Resources Procurement
Does this item utilize G,O,
Bond Funds?
No
ATTACHMENTS
Description
D Attachment A
ATTACHMENT A BID TABULATION 1TB 2020-055-AY
'Athena Consulting
'Employment Solutions of New York, Inc.
'Worksquare, LLC
•p .I.E. Management, LLC
'Diskriter, Inc.
'Best Candidates LLC dba Creative Staffing
Precision Staffing, Inc. dba AP Recruiters & Associates
Integrity Trade Services LLC
Westaff
Ebyte Technologies, Inc.
Packplus Inc. dba Josmar Medical Staffing
Redcon Solutions Group LLC
SoftHQ, Inc.
Information Systems Consultants, Inc.
Manpower
Corporate Temps, Inc.
Integrated Staffing
Tech Army LLC
EDS Service Solutions, LLC
'4 Best Business Corp. 19.49%
19.50% 'Employment Solutions of New York, Inc. 22.00%
21.00% 'Diskriter, Inc. 23.25%
21.00% 'Best Candidates LLC dba Creative Staffing 23.30%
21.50% "P.I.E. Management, LLC 25.00%
21.65% 'Integrity Trade Services LLC 25.30%
21.70% Precision Staffing, Inc. dba AP Recruiters & Associates 28.00%
23.00% Redcon Solutions Group LLC 28.00%
23.80% Ebyte Technologies, Inc. 29.50%
23.90% Packplus Inc. dba Josmar Medical Staffing 30.00%
28.00% Worksquare, LLC 31.00%
28.00% SoftHQ, Inc. 33.00%
28.00% Corporate Temps, Inc. 37.00%
30.00% Information Systems Consultants, Inc. 38.00%
31.00% Integrated Staffing 41.00%
32.00% EDS Service Solutions, LLC 50.00%
34.00%
37.00%
44.97%
45.00%
'denotes award recommendation
A, AA4 /44\
[THIS PAGE IS INTENTIONALLY LEFT BLANK]
tostet#esset#steteste9es%er99c~09c%teert
1TB 2020055A
MIA MI BE A CH
TABLE OF CONTENTS
SOLICITATION SECTIONS:
0100 NOT UTILIZED .
0200 INSTRUCTIONS TO BIDDERS & GENERA L CONDITIONS .
0300 BID SUBMITTAL INSTRUCTIONS & FORMAT .
APPENDICES:
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS
APPENDIX B "NO BID" FORM
APPENDIX C SPECIFICATIONS
APPENDIX D SPECIAL CONDITIONS
APPENDIX E COST PROPOSAL FORM
APPENDIX F INSURANCE REQUIREMENTS
SECTION 0200 INSTRUCTIONS TO BIDDERS
1. GENERAL.
This Invitation to Bid (1TB) is issued by the City of Miami Beach, Florida (the "City), as the means for prospective
Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "bid") to the City for the
City's consideration as an option in achieving the required scope of services and requirements as noted herein. All
documents released in connection with this solicitation, including all appendixes and addenda, whether included
herein or released under separate cover, comprise the solicitation, and are complementary to one another and
together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful
Bidders(s) (the "contractor[s]") if this 1TB results in an award.
The City utilizes BidSync (www.bidsync.com) for automatic notification of solicitation opportunities and document
fulfillment. Any prospective bidder who has received this 1TB by any means other than through BidSync is solely
responsible for registering immediately with BidSync to assure it receives any addendum issued to this 1TB.
Additionally, prior to submittal of the bid, bidder shall verify that it has received and complied with all addenda issued.
Failure to receive an addendum, or comply with an addendum requirement, may result in disqualification of
bid submitted.
2. PURPOSE.
The purpose of this bid is to establish a contract, by means of sealed bids, with qualified firm(s) to provide temporary
administrative and industrial staffing services, as specified herein as further defined in Appendix C. There is no
specific projected budget for the services. However, during the last 3 fiscal years, the City's average expenditure for
temporary staffing services has been $2,400,000.
The City's Living Wage Ordinance (found on the following link:
https://library.municode.com/fl/miami beach/codes/code of ordinances?nodeld=SPAGEOR CH2AD ARTVI
PR DIV6LIWARESECOEM) shall be applicable to any resulting agreement. The successful bidder(s) shall be
required to comply with the ordinance requirements and submit all requested payroll data through the City's
compliance portal, LCP Tracker (LCPTracker.com).
3. SOLICITATION TIMETABLE. The tentative schedule for this solicitation is as follows:
ITB Issued November 13, 2019
Pre-Bid Meeting November 22, 2019 at 10:00 am
Deadline for Receipt of Questions December 10, 2019 at 05:00 pm
Responses Due December 17, 2019 at 03:00 pm
Tentative Commission Approval Authorizing Award January 2020
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
%)q) E t [) r ·'lg [ +
4] (1 te[@] o1[!
Additionally, the City Clerk is to be co ied on all communications via e-mail at: RafaelGranado miamibeachfl. ov;
or via facsimile: 786-394-4188.
1TB 2020055AY
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
4. PRE-BID MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-bid meeting or site visit(s)
may be scheduled.
A Pre-Bid conference will be held as scheduled in Solicitation Timeline above at the following address:
City of Miami Beach
Procurement Department
Conference Room
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not
mandatory. Proposers interested in participating in the Pre-Bid Submission Meeting via telephone must follow these
steps:
(1) Dial the TELEPHONE NUMBER: 1- 888-557-8511 (Toll-free North America)
(2) Enter the MEETING NUMBER: 6916771
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this
1TB expressing their intent to participate via telephone.
5. PRE-BID INTERPRET A TIONS. Oral information or responses to questions received by prospective Bidders are
not binding on the City and will be without legal effect, including any information received at pre-bid meeting or site
visit(s). Only questions answered by written addenda will be binding and may supersede terms noted in this
solicitation. Addendum will be released through BidSync.
6. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been forwarded to the City Commission by the City Manager are under the
"Cone of Silence." The Cone of Silence ordinance is available at
http://library.municode.com/index.aspx?clientl D= 13097 &state I D=9&statename=Florida. Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the
Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.
7. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http://ywy.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures/
• CO N E O F SILE NC E ..................................................................... CITY CO D E SEC T IO N 2-486
• PR O T E S T PR O C ED UR ES ............................................................ CIT Y CO D E SE CTI ON 2-371
• DEB A R M E NT P R O C E ED IN G S ....................................................... CITY CO D E SECT IO NS 2-397T HR O UG H 2-485.3
• LO B B Y IS T REG IST RA T IO N A ND DIS C LO S U R E O F FE ES .................. CIT Y CO D E SECT IO NS 2-481 THR O UG H 2-406
• CA M P A IG N CO NTR IB UT IO NS B Y V E N D O R S ................................... CIT Y CO D E SECT IO N 2-487
• C A M P A IG N CO NTR IB UT IO N S B Y LO B B Y IS TS O N P R O CU R E M ENT
IS S U E S ...................................................................................... C ITY CO D E SEC T IO N 2-488
• RE Q U IR E M E NT FO R CIT Y CO NTR A CTO R S TO PR O V ID E EQ UA L
1LAMAI
BENEFITS FOR DOMESTIC PARTNERS.......................................... CITY CODE SECTION 2-373
• LIVING WAGE REQ UIREMENT...................................................... CITY CODE SECTIONS 2-407T HROUGH 2-410
• P R E FER EN C E FO R FLO R IDA SM A LL BUS IN ES S E S O W N E D A ND
CO NTR O LLE D BY V E T ER A NS A ND TO S TA TE-CER T IFIED SERVICE-
DIS A BLE D V ET ERA N BUS IN E S S ENTERPRISES............................. CITY CODE SECTION 2-374
• FA LS E CLA IM S O R D IN A NC E ......................................................... CITY CO D E SECT IO N 70-300
• A CC E P TA NC E O F G IFT S , FA V O R S & SER V IC E S .............................. CITY CO D E SE CT IO N 2-449
8. EXAMINATION OF SOLICITATION DOCUMENTS AND SITE: It is the responsibility of each Bidder, before
submitting a Bid, to:
• Examine the solicitation thoroughly.
• Visit the site or structure, as applicable, to become familiar with conditions that may affect costs, progress,
performance or furnishing of the Work.
• Take into account federal, state and local (City and Miami-Dade County) laws, regulations, permits, and
ordinances that may affect costs, progress, performance, furnishing of the Work, or award.
• Study and carefully correlate Bidder's observations with the solicitation.
• Notify the Procurement Director of all conflicts, errors or discrepancies in the solicitation of which Bidder
knows or reasonably should have known.
• The submission of a Bid shall constitute an incontrovertible representation by Bidder that Bidder has
complied with the above requirements and that without exception, the Bid is premised upon performing and
furnishing the Work required by the solicitation and that the solicitation documents are sufficient in scope
and detail to indicate and convey understanding of all terms and conditions for performance and furnishing
of the Work.
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF BIDS. The City reserves the right to postpone the deadline
for submittal of bids and will make a reasonable effort to give at least three (3) calendar days written notice of any
such postponement to all prospective Bidders through BidSync.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the bid due
date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and
proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code
Section 2-371 shall be barred.
11. JOINT VENTURES. Joint Ventures are not allowed. The City will only contract with the prime contractor.
Proposals may, however, identify other sub-contractors or sub-consultants to the prime contractor.
12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
37 48, the City shall give a preference to a responsive and responsible bidder which is a small business concern
owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within
five percent (5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goods or
contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the
adjusted prices of two (2) or more bidders which are a small business concern owned and controlled by a veteran(s)
or a service-disabled veteran business enterprise constitute the lowest bid pursuant to an 1TB or oral or written
request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and
service, then the award shall be made to the service-disabled veteran business enterprise.
13. CONTRACT PRICE. Bid Price is to include the furnishing of all labor, materials, equipment including tools,
services, permit fees, applicable taxes, overhead and profit for the completion of the Work except as may be
otherwise expressly provided in the solicitation.
14. METHOD OF AWARD. Following the review of bids and application of vendor preferences, the lowest
MIA M/BEA CH
responsive, responsible bidder(s) meeting all terms, conditions, and specifications of the 1TB will be recommended
for award by bid item, bid group, or for the entirety of all bid items, as deemed in the best interest of the City, to the
City Manager for his consideration. After considering the staff recommendation for award, the City Manager shall
exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems
to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s) and,
may approve or reject the City Manager's recommendation(s). The City Commission may also reject all bids
received. In determining the lowest and best bidder, and in addition to price, Section 2-369 of the City Code provides
that the City may consider the following:
• The ability, capacity and skill of the bidder to perform the Contract.
• Whether the bidder can perform the Contract within the time specified, without delay or interference.
• The character, integrity, reputation, judgment, experience and efficiency of the bidder.
• The quality of performance of previous contracts.
• The previous and existing compliance by the bidder with laws and ordinances relating to the
Contract.
15. MÚLTIPLE AWARD. The City may award two or more vendors (primary, secondary, tertiary, or higher), as
available, by line item, by group or in its entirety, beginning with lowest, responsive, responsible bidder (primary),
followed by the second lowest, responsive, responsible bidder (secondary), and continuing with other responsive,
responsible bidders in order of next best cost. The City will endeavor to utilize vendors in order of award. However,
the City may utilize other vendors in the event that: 1) a contract vendor is not or is unable to be in compliance with
any contract or delivery requirement; 2) it is in the best interest of the City to do so regardless of reason.
Bidder acknowledges and agrees that this Contract and the award of any work hereunder, is non-exclusive, and the
City may, at its sole and absolute discretion, award similar services or work to other firms under contract with the
City (either as a co-primary contractor, or as secondary or tertiary contractors). No Purchase Order shall be issued
to Contractor, and no work or Services shall be authorized under this Agreement, except at City's sole discretion.
Contractor shall have no entitlement to perform any services hereunder, or to be compensated for any Services,
unless set forth in a written Purchase Order.
16. BINDING CONTRACT. The signed bid shall be considered an offer on the part of the bidder, which offer shall be
deemed accepted upon award of the bid by the City Commission, or as delegated by the City Commission. Said
award shall constitute a binding Contract between the City and the awarded bidder(s). In case of default on the part
of the successful bidder, after said award, the City may take such action as it deems appropriate, including legal
action, for damages or specific performance. The Contract shall include the solicitation, any and all addenda issued
by the City and the Bid Proposal submitted the by bidder. In any discrepancy between the documents, the order of
preference shall be as follows: 1) Addendum in reverse order of release; 2) Solicitation; 3) Bid Proposal. In case of
default on the part of the successful bidder, the City may procure the items or services from other sources and hold
the bidder responsible for any excess cost occasioned or incurred thereby.
17. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
18. GENERAL TERMS AND CONDITIONS. It is the responsibility of the Bidder to become thoroughly familiar with
the Bid requirements, terms and conditions of this solicitation. Ignorance by the Bidder of conditions that exist or that
may exist will not be accepted as a basis for varying the requirements of the City, or the compensation to be paid to
the Bidder.
M1 A/BEACH //\/\/1
19. ACCEPTANCE OR REJECTION OF BIDS. The City reserves the right to reject any or all bids prior to award.
Reasonable efforts will be made to either award the Contract or reject all bids within one-hundred twenty (120)
calendar days after bid opening date. A Bidder may not withdraw its bid unilaterally nor change the Contract Price
before the expiration of one hundred and twenty (120) calendar days from the date of bid opening. A Bidder may
withdraw its bid after the expiration of one hundred twenty (120) calendar days from the date of bid opening by
delivering written notice of withdrawal to the Procurement Department prior to award of the Bid by the Mayor and
City Commission.
20. ALTERNATE RESPONSES MAY BE CONSIDERED. The City may consider one (1) alternate response from
the same Bidder for the same formal solicitation; provided, that the alternate response offers a different product that
meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the
Bidder shall complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall
be placed in the same response. This provision only applies to formal solicitations for the procurement of goods,
services, items, equipment, materials, and/or supplies.
21. AMERICAN WITH DISABILITIES ACT. To request this material in accessible format, sign language interpreters,
information on access for persons with disabilities, and/or any accommodation to review any document or participate
in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218 (TTY)
five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service).
22. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance
with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit
discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual
orientation, marital and familial status, and age or disability.
23. ASSIGNMENT. The successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
24. AUDIT RIGHTS AND RECORDS RETENTION. The Successful Bidder agrees to provide access at all
reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers and
records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination,
excerpts, and transcriptions. The Successful Bidder 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.
25. BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE. Bid Bonds, when required, shall be
submitted with the bid in the amount specified in the Special Conditions. After acceptance of the bid, the City will
notify the successful bidder to submit a performance bond and certificate of insurance in the amount specified in the
Special Conditions.
26. BILLING INSTRUCTIONS. Invoices, unless otherwise indicated, must show purchase order numbers and shall
be submitted to the ordering City department.
27. CANCELLATION. In the event any of the provisions of this Bid are violated by the bidder, the City shall give
written notice to the bidder stating such deficiencies and, unless such deficiencies are corrected within ten (10)
calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in
MIAMIBEACH
default and terminate same, without further notice required to the bidder. Notwithstanding the preceding, the City,
through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without
cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior
written notice to the bidder.
28. CITY'S RIGHT TO WAIVE OR REJECT BIDS. The City Commission reserves the right to waive any
informalities or irregularities in this Bid; or to reject all bids, or any part of any bid, as it deems necessary and in the
best interest of the City of Miami Beach.
29. CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS. If a bidder is in doubt as to the true meaning of
the Bid specifications, or other Bid documents, or any part thereof, the bidder must submit to the City, at least seven
(7) calendar days prior to the scheduled Bid opening date, a request for clarification.
Any interpretation of the Bid, including, without limitation, responses to questions and request for clarification(s) from
bidders, will be made only by Addendum duly issued by the City. In the event of conflict with the original
specifications, the Addendum shall supersede such specifications, to the extent specified. Subsequent Addendum
shall govern over prior Addendum only to the extent specified. The bidder shall be required to acknowledge receipt
of any and all Addendum, and filling in and signing in the spaces provided in Appendix A, No. 14 Acknowledgement
of Addendum. Failure to acknowledge Addendum may deem a bid non-responsive.
The City will not be responsible for explanations, interpretations, or answers to questions made verbally or in writing
by any City representative, unless issued by the City via formal written Addendum to this Bid.
Any questions or clarifications concerning the Bid shall be submitted in writing to the Procurement Department, 1755
Meridian Avenue, 3d Floor, Miami Beach, FL 33139 with a copy to the City Clerk.
30. COLLUSION. Where two (2) or more related parties each submit a bid or bids for any contract, such bids or bids
shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to
the extent of ownership, control and management of such related parties in the preparation and submittal of such bid
or bids. "Related parties" means bidders or the principals thereof which have a direct or indirect ownership interest in
another bidder for the same contract, or in which a parent company or the principals thereof of one (1) bidder have a
direct or indirect ownership interest in another bidder for the same contract. Bid or bids found to be collusive shall be
rejected.
Bidders who have been found to have engaged in collusion may also be suspended or debarred, and any contract
resulting from collusive bidding may be terminated for cause.
31. CONDITION AND PACKAGING. Bidder guarantees items offered and delivered to be the current standard
production model at time of bid and shall offer expiration dating of at least one year or later. Bidder also guarantees
items offered and delivered to be new, unused, and free from any and all defects in material, packaging and
workmanship and agrees to replace defective items promptly at no charge to the City of Miami Beach, for the
manufacturer's standard warranty but in no case for a period of less than 12 months from date of acceptance. All
containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.
32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
33. DELIVERY. Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of
days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time
may become a basis for making an award. Delivery shall be within the normal working hours of the City using
Department, Monday through Friday, excluding holidays. Receiving hours are Monday through Friday, excluding
holidays, from 8:30 A.M. to 4:00 P.M.
34. DELIVERY TIME. Bidders shall specify in the attached Bid Form, the guaranteed delivery time (in calendar days)
for each item. It must be a firm delivery time; no ranges (For example, 12-14 days) will be accepted.
35. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the bidder's facility may be made prior to the award of contract.
B. Bids will only be considered from firms which are regularly engaged in the business of providing the goods
and/or services as described in this Bid.
C. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform
the services if awarded a contract under the terms and conditions of this Bid.
D. the terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the
City of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a bidder, including past performance (experience), in making an award that is in the best interest
of the City.
F. The City may require bidders to show proof that they have been designated as authorized representatives of
a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also
require material information from the source of supply regarding the quality, packaging, and characteristics
of the products to be supply to the City. Any material conflicts between information provided by the source
of supply and the information contained in the bidder's bid may render the bid non-responsive.
G. The City may, during the period that the contract between the City and the successful bidder is in force,
review the successful bidder's record of performance to ensure that the bidder is continuing to provide
sufficient financial support, equipment, and organization as prescribed in this bid. Irrespective of the
bidder's performance on contracts awarded to it by the City, the City may place said contracts on
probationary status and implement termination procedures if the City determines that the successful bidder
no longer possesses the financial support, equipment, and organization which would have been necessary
during the bid evaluation period in order to comply with the demonstration of competency required under this
subsection.
36. DISPUTES. In the event of a conflict between the Bid documents, the order of priority of the documents shall be
as follows:
A. Any contract or agreement resulting from the award of this Bid; then
B. Addendum issued for this Bid, with the latest Addendum taking precedence; then
C. The Bid; then
D. The bidder's bid in response to the Bid.
In case of any doubt or difference of opinion as to the items and/or services (as the case may be) to be furnished
hereunder, the decision of the City shall be final and binding on all parties.
37. NOT USED.
38. DEFAULT. Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such
award is made, may result in forfeiture of that portion of any bid surety required as liquidated damages incurred by
the City thereby; or, where surety is not required, failure to execute a contract as described above may be grounds
for removing the bidder from the City's bidders list.
MI AMI BE A CH
39. EQUIVALENTS. If a bidder offers makes of equipment or brands of supplies other than those specified in the Bid
specifications, he must so indicate in his bid. Specific article(s) of equipment/supplies shall conform in quality,
design and construction with all published claims of the manufacturer.
The bidder shall indicate in the Bid Form the manufacturer's name and number if bidding other than the specified
brands, and shall indicate ANY deviation from the specifications as listed in the Bid. Other than specified items
offered requires complete descriptive technical literature marked to indicate detailed conformance with
specifications, and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS
INFORMATION. THE CITY SHALL BE THE SOLE JUDGE OF EQUALITY AND ITS DECISION SHALL BE FINAL.
Note as to Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are informational guides
as to a standard of acceptable product quality level only and should not be construed as an endorsement or a
product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that
product(s) offered conform with or exceed quality as listed in the specifications.
40. ELIMINATION FROM CONSIDERATION. This bid shall not be awarded to any person or firm who is in arrears
to the City upon any debt, taxes, or contracts which are defaulted as surety or otherwise upon any obligation to the
City.
41. EMERGENCY RESPONSE PRIORITY. It is hereby made a part of this solicitation that before, during, and after a
public emergency, disaster, hurricane, tornado, flood, or other acts of force majeure that the City of Miami Beach,
Florida shall receive a "First Priority" for any goods and services covered under any award resulting from this
solicitation, including balance of line items as applicable. It is vital and imperative that the majority of citizens are
protected from any emergency situation that threatens public health and safety, as determined by the City. By virtue
of submitting a response to this solicitation, vendor agrees to provide all award-related goods and services to the
City on a "first priority" under the emergency conditions noted above.
42. ESTIMATED QUANTITIES. Estimated quantities or estimated dollars, if provided, are for City guidance only. No
guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is
not obligated to place any order for a given amount subsequent to the award of this Bid. Estimates are based upon
the City's actual needs and/or usage during a previous contract period. The City may use said estimates for
purposes of determining whether the low bidder meets specifications.
43. EXCEPTIONS TO BID. Bidders are strongly encouraged to thoroughly review the specifications and all
conditions set forth in this Bid. Bidders who fail to satisfy the requirements in this Bid, may be deemed non-
responsive and receive no further consideration. Should your proposed bid not be able to meet one (1) or more of
the requirements set forth in this Bid and you are proposing alternatives and/or exceptions to said requirements, you
must notify the Procurement Office, in writing, at least five (5) days prior to the deadline for submission of bids. The
City reserves the right to revise the scope of services via Addendum prior to the deadline for receipt of bids.
44. FACILITIES. The City, through its City Manager or his/her authorized designee, reserves the right to inspect the
bidder's facilities at any time, upon reasonable prior written or verbal notice.
45. FLORIDA PUBLIC RECORDS LAW. Bidders are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1 ), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally,
Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to
(a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in
order to perform the services; (b) provide the public with access to public records on the same terms and conditions
MIAMI'BEACH
that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter
or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for
retaining public records and transfer, at no cost, to the public agency all public records in possession of the
contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. All records stored electronically must be provided to the
public agency in a format that is compatible with the information technology systems of the public agency.
46. F.O.B. DESTINATION. Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the
bidder must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid price,
unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid.
47. GRATUITIES. Bidders shall not offer any gratuities, favors, or anything of monetary value to any official,
employee, contractor, or agent of the City, for the purpose of influencing consideration of this Bid.
48. INDEMNIFICATION. The successful Bidder shall indemnify and hold harmless the City and its officers,
employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and
costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of
claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting
from the performance of the agreement by the successful Bidder or its employees, agents, servants, partners,
principals or subcontractors. The successful Bidder shall pay all claims and losses in connection therewith, and
shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where
applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be
incurred thereon. The successful Bidder expressly understands and agrees that any insurance protection required
by this Agreement or otherwise provided by the successful Bidder 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 above indemnification provisions shall survive the expiration or termination of this Agreement.
49. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance will be at destination, unless otherwise
provided. Title to (or risk of loss or damage to) all items shall be the responsibility of the successful bidder until
acceptance by the City, unless loss or damage results from the gross negligence or willful misconduct of the City.
If any equipment or supplies supplied to the City are found to be defective, or do not conform to the specifications,
the City reserves the right to cancel the order upon written notice to the seller, and return the product, at the bidder's
expense.
50. LAWS, PERMITS AND REGULATIONS. The bidder shall obtain and pay for all licenses, permits, and inspection
fees required under the contract; and shall comply with all Applicable Laws.
51. LEGAL REQUIREMENTS. The bidder shall be required to comply with all federal, State of Florida, Miami-Dade
County, and City of Miami Beach codes, laws, ordinances, and/or rules and regulations that in any manner affect the
items covered herein (collectively, Applicable Laws). Lack of knowledge or ignorance by the bidder with/of
Applicable Laws will in no way be a cause for relief from responsibility.
52. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where bidders are required to enter or go on to City of
Miami Beach property to deliver materials or perform work or services as a result of the Bid, the bidder will assume
the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work
complies with all Applicable Laws. The bidder shall be liable for any damages or loss to the City occasioned by
negligence of the bidder, or his/her officers, employees, contractors, and/or agents, for failure to comply" with
Applicable Laws.
53. MANNER OF PERFORMANCE. Bidder agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Bidder
agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified,
and licensed in all areas encompassed within their designated duties. Bidder agrees to furnish to the City any and
all documentation, certification, authorization, license, permit, or registration currently required by applicable laws,
rules, and regulations. Bidder further certifies that it and its employees will keep all licenses, permits, registrations,
authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of
this contract. Failure of bidder to comply with this paragraph shall constitute a material breach of this contract.
54. MISTAKES. Bidders are expected to examine the specifications, delivery schedules, bid prices, and extensions,
and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk and may result in
the bid being non-responsive.
55. MODIFICATION/WITHDRAWALS OF BIDS. A bidder may submit a modified bid to replace all or any portion of
a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time
will NOT be considered.
Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date or after expiration
of 120 calendar days from the opening of bids without a contract award. Letters of withdrawal received after the bid
due date and before said expiration date and letters of withdrawal received after contract award will NOT be
considered.
56. NON-CONFORMANCE TO CONTRACT CONDITIONS. Items may be tested for compliance with specifications.
Items delivered, not conforming to specifications, may be rejected and returned at the bidder's expense. These
items, as well as items not delivered as per delivery date in bid and/or purchase order, may be purchased by the
City, at its discretion, on the open market. Any increase in cost may be charged against the bidder. Any violation of
these stipulations may also result in the bidder's name being removed from the City's vendor list.
57. OPTIONAL CONTRACT USAGE. When the successful bidder(s) is in agreement, other units of government or
non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
58. OSHA. The bidder warrants to the City that any work, services, supplies, materials or equipment supplied
pursuant to this Bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act
of 1970, as amended, and the failure to comply with this condition will be deemed breach of contract. Any fines
levied because of inadequacies to comply with this condition shall be borne solely by the bidder.
59. PATENTS & ROYALTIES. The bidder shall indemnify and save harmless the City of Miami Beach, Florida, and
its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses
for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in
the performance of the contract, including its use by the City of Miami Beach, Florida. If the bidder uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any
way involved in the work.
60. PAYMENT. Payment will be made by the City after the items have been received, inspected, and found to
comply with Bid specifications, free of damage or defect, and properly invoiced.
61. PRICES QUOTED. Prices quoted shall remain firm and fixed during the duration of the contract. In completing
the bid form, state both unit price and extended total, when requested. Prices must be stated in units of quantity
specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE
quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in Special
C onditions). The B idder m ay offer cash discounts fo r prom pt paym ents; how ever, such discounts w ill not be
considered in determ ining the low est price during bid evaluation. Bidders are requested to pro vide prom pt paym ent
term s in the space pro vided on the Bid subm ittal signature page of the solici tation. A w ard, if m ade, w ill be in
a c c o r d a nce w ith term s and conditions stated herein. Each item m ust be bid separately, and no attem pt is to be
m ade to tie any item or item s in w ith any other item or item s. C ash or quantity discounts offered w ill not be a
c o n s id e r a t io n in d e t e r m in a t io n o f a w a r d o f b id (s ).
62. PRODUCT INFORMATION. Product literature, specifications, and technical information, including
Manufacturer's Safety Data Sheets (MSDS) should be provided with this bid as an attachment to the "BID FORM".
However, in all cases must be provided within five (5) calendar days upon request from Purchasing Agent.
63. REASONABLE ACCOMMODATION. In accordance with Title 11 of the Americans with Disabilities Act, any
person requiring an accommodation at the Bid opening because of a disability must contact the Procurement
Division.
64. SAMPLES. Bids submitted as an "equal" product must be accompanied with detailed specifications. Samples of
items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the
bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid
opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with the
bidder's name. Failure of the bidder to either deliver required samples, or to clearly identify samples may be reason
for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Department,
1755 Meridian Avenue, 3 Floor, Miami Beach, FL 33139.
65. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
66. SPOT MARKET PURCHASES. It is the intent of the City to purchase the items specifically listed in this Bid from
the successful bidder. However, the City reserves the right to purchase the-items from state or other governmental
contract, or on an as-needed basis through the City's spot market purchase provisions.
67. SUBSTITUTIONS. After award of contract, the City WILL NOT accept substitute shipments of any kind, without
previous written approval. The bidder is expected to furnish the brand quoted in its bid. Any substitute shipments
will be returned at the bidder's expense.
68. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes.
69. TIE BIDS. In accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be
given to bidders certifying that they have implemented a drug free work place program. A certification form will be
required. In the event of a continued tie between two or more bidders after consideration of the drug free workplace
program, the City's Local Preference and Veteran Preference ordinances will dictate the manner by which a tie is to
be resolved. In the event of a continued tie after the Local and Veteran Preference ordinances have been applied or
the tie exists between bidders that are not Local or Veteran, the breaking of the tie shall be at the City Manager's
discretion, which will make a recommendation for award to the City Commission.
70. TERMINATION FOR DEFAULT. If the successful bidder shall fail to fulfill in a timely manner, or otherwise
violate, any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the
City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to
be performed by giving written notice to the bidder of such termination, which shall become effective upon receipt by
the bidder of the written termination notice.
In that event, the City shall compensate the successful bidder in accordance with the term of the contract for all work
and/or services satisfactorily performed by the bidder prior to termination, net of any costs incurred by the City as a
consequence of the default.
Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained
by the City by virtue of any breach of the contract by the bidder, and the City may reasonably withhold payments to
the successful bidder for the purposes of set off until such time as the exact amount of damages due the City from
the successful bidder is determined.
The City may, at its discretion, provide reasonable "cure period" for any contractual violation prior to termination of
the contract; should the successful bidder fail to take the corrective action specified in the City's notice of default
within the allotted cure period, then the City may proceed to terminate the contract for cause in accordance with this
subsection 1.57.
71. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its convenience, terminate the work and/or
services then remaining to be performed, at any time, by giving written notice to the successful bidder of such
termination, which shall become effective thirty (30) days following receipt by bidder of such notice. In that event, all
finished or unfinished documents and other materials shall be properly delivered to the City. If the contract is
terminated by the City as provided in this subsection, the City shall compensate the successful bidder in accordance
with the terms of the contract for all and without cause and/or any resulting liability to the City, work and/or services
actually performed by the successful bidder, and shall also compensate the bidder for its reasonable direct costs in
assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any
profits that the successful bidder expected to earn on the balanced of the contract. Such payments shall be the total
extent of the City's liability to the successful bidder upon a termination as provided for in this subsection.
72. ADDITIONAL ITEMS / SERVICES. Although this solicitation and resultant contract identifies specific goods,
services or facilities ("items"), it is hereby agreed and understood that the City may require additional items to be
added to the Contract which are ancillary or supplemental to the items specified herein and required to complete the
work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item
being requested, under this contract may be invited to submit price quote(s) for the additional items. If these
quote(s) are determined to be fair and reasonable, then the additional items will be awarded to the current contract
vendor(s) through either a Purchase Order (or Change Order if Purchase Order already exists) or an amendment to
the Contract. Additional items with a cumulative value of $50,000 or less may be approved by the City Manager. City
Commission approval is required for additional items with a cumulative value greater than $50,000.
The City may determine to obtain price quotes for the additional items from other vendors in the event that
fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons· at the
City's discretion.
MIA MI BEA CH
SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED BIDS. One original Bid Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed
envelope or container on or before the due date established for the receipt of bids. Additionally, three (3) bound
copies and one (1) electronic format (CD or USB format) are to be submitted, with the original submission or within
three (3) calendar days upon request from the City. The following information should be clearly marked on the face
of the envelope or container in which the bid is submitted: Bid Number, Bid Title, Bidders Name, Bidder Return
Address. Bids received electronically, either through email or facsimile, are not acceptable and will be rejected.
2. BID PROPOSAL. The Bid Proposal is to include the following:
• TAB 1- Cost Proposal Form (Appendix E). The Cost Proposal Form (Appendix E) shall be completed
mechanically or, if manually, in ink. Cost Proposal Forms submitted in pencil shall be deemed non-
responsive. All corrections on the Cost Proposal Form shall be initialed.
• TAB 2- Bid Certification, Questionnaire and Affidavits (Appendix A).
• TAB 3-Minimum Requirements Submission
The City reserves the right to request any documentation omitted, with exception of the Cost Proposal Form
(Appendix E), Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A), and Bid Bond (if
applicable). Bid Submittals received that do not include the Cost Proposal Form, completed as required and fully
executed, or Bid Bond (if applicable) shall be deemed non-responsive. Bidder must submit any omitted
documentation within three (3)business days upon request from the City, or the bid may be deemed non-
responsive. Non-responsive bid packages will receive no further consideration.
2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids.
Any Bid received after the deadline established for receipt of proposals will be considered late and not be
accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays,
natural or otherwise.
APPENDIX "A"
Proposal Certification,
Questionnaire &
Requirements Affidavit
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
Solicitation No: Solicitation Title:
2020-045-A Y TEMPORARY ST AFFI NG SERVICES
Procurement Contact: Tel: I Email:
Arju Yudasto (305) 673-7490 #26695 ArjuYudasto@miamibeachfl.gov
PROPOSER'S NAME:
NO. OF YEARS IN BUSINESS: I NO. OF YEARS IN BUSINESS I NO. OF EMPLOYEES:
LOCALLY:
OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE: I ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE: I ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
Except as stipulated in General Condition 36, Proposer agrees: to complete and unconditional acceptance
of the terms and conditions of this document, inclusive of this solicitation, all specifications, attachments,
exhibits and appendices and the contents of any Addenda released hereto; to be bound, at a minimum, to
any and all specifications, terms and conditions contained herein or Addenda; that the Proposer has not
divulged, discussed, or compared the proposal with other Proposals and has not colluded with any other
proposer or party to any other proposal; that proposer acknowledges that all information contained herein is
part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; that all
responses, data and information contained in the proposal are true and accurate.
Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposer's Authorized Representative: Date:
APPENDIX A2 - QUESTIONNAIRE AND REQUIREMENTS AFFIDAVIT FORM
The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective
Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in
order that certain portions of responsiveness, responsibility and other determining factors and compliance with
requirements may be evaluated. Attach any requested information.
Name of Prop oser 's Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposer's Authorized Representative: Date:
1. Conflict Of Interest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director,
agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City
of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either
directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami
Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly,
an interest of ten ( 10%) percent or more in the Proposer entity or any of its affiliates
2. References & Past Performance. Proposer shall attach at least three (3) references for whom the Proposer
has completed work similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm
Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on
Scope of Services Provided.
3. Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other
legal violation, or had a contract cancelled due ti non-p¡rtormance by any public sector agency?
L]Ys o
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the
reasons that led to action(s).
4. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's
Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers
shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform
laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including
disqualification of their Proposals, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-
consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a
controlling financial interest indicate whether or not each individual or entity has contributed to the campaign
either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner
for the City of Miami Beach.
5. Living Wage. Pursuant to Section 2-408 of the City of Miami Beach Code, as same may be amended from
time to time, covered employees shall be paid the required living wage rates listed below:
1. Effective January 1, 2018, covered employees must be paid a living wage rate of no less than
$11.62 per hour with health care benefits of at least $2.26 per hour, or a living wage rate of no less
than $13.88 per hour without health care benefits.
2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than
$11.70 per hour with health care benefits of at least $2.74 per hour, or a living wage rate of no less
than $14.44 per hour without health care benefits.
3. E ff ective January 1, 2020, covered em ployees m ust be paid a living w age ra te of no less than
$11.7 8 per hour w ith health care benefit s of at least $3.22 per ho ur, or a living w age ra te of no less
than$15 .00 per hour w ithout health care benefits.
T he living w age rate and health care benefits ra te m ay, by R esolution of the C ity C om m ission be indexed
annually fo r inflation using the C onsum er P rice Index fo r all U rban C onsum ers (C P I-U ) M iam i/F t. Lauderdale,
is s u e d b y th e U .S . D e p a rt m e nt of Labor's B ure au of Labor S tatistics. N otw ithstanding the preceding, no
a n n u a l in d e x s h a ll e x ceed three percent (3%). T he C ity m ay also, by resolution, elect not to index the living
w a g e ra t e in any part icular year, if it determ ines it w ould not be fiscally sound to im plem ent sam e (in a
part icular year).
P ro posers' failure to com ply w ith this provision shall be deem ed a m aterial breach under this pro posal, under
w hich the C ity m ay, at its sole option, im m ediately deem said P ro poser as non-responsive, and m ay furt her
subject P ro poser to additional penalties and fines, as pro vided in the C ity's Li ving W age O rdinance, as
am ended. Furt her info rm ation on the Li ving W age requirem ent is available at
htt p://w w w .m iam ibeachfl.gov/city-hall/procu rem ent/pro cu re m ent-re lated-ordinance-and-procedure s/
6.
A ny payro ll request m ade by the C ity during the contract term shall be com pleted electronically via the C ity's
electro nic com pliance port al, LC P T ra cker (LC P T racker.net).
SUBMITTAL REQUIREMENT: Indicate below that Proposer agrees to the living wage requirement. Failure
~ree shall resu!t in pryosal disqualification.
L_J YES NO
Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding
competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time
employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for. Domestic
Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,
who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all
employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the
Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are
directly performing work on the contract within the City of Miami Beach.
• Does your company provide or offer access to any benefits to employees with spouses or to spouses of
employees? L Jr» L Io
•
•
Does your company provide or offer access to any benefits to employees with (same or opposite sex)
domestic partners or to do1estic jartners of em1Ioyeey
YES NO
Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not
already specified. Note: some benefits are provided to employees because they have a spouse or domestic
partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such
as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there
are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for
Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and
submit a completed Reasonable Measures Application (attached) with all necessary documentation. Your
Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee.
Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal
Benefits requirement is available at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-
ordinance-and-procedures/
7. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi.
Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the
states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North
Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North
Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states.
SUBMITTAL REQUIREMENT: Proposer agrees it is and shall remain in full compliance with Resolution
2016-29375. Failure to agree shall result in propor! disralification.
[ ]ts o
8. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more
addendum to the solicitation which may provide additional information to Proposers or alter solicitation
requirements. The City will strive to reach every Proposer having received solicitation through the City's e-
procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they
have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum
section certifies that the Proposer has received all addendum released by the City pursuant to this
solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification.
Initial to Confirm Initial to Confirm Initial to Confirm
Receipt Receipt Receipt
Addendum 1 Addendum 6 Addendum 11
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
APPENDIX B
1 i
"No Bid" Form
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
S tatem ent of N o B id
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDICATED BELOW:
Workload does not allow us to proposal
Insufficient time to respond
Specifications unclear or too restrictive
Unable to meet specifications
Unable to meet service requirements
Unable to meet insurance requirements
Do not offer this product/service
OTHER. (Please specify)
We do_ do not_ want to be retained on your mailing list for future proposals
of this type product and/or service.
][[@(][e,
Title: -----------------------
Legal Company lame.
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
PROCUREMENT DEPARTMENT
ATTN: Arju Yudasto, Procurement Contracting Officer I
PROPOSAL# 2020-055-AY
1755 MERIDIAN AVENUE, 3"FLOOR
MIAMI BEACH, FL 33139
APPENDIX C
li
f¡ì
l
Minimum Requirements
& Specifications
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
C1. Minimum Eligibility Requirements. Bidders must submit evidence that they are qualified to
satisfactorily perform the specified services. Additionally, the Minimum Eligibility Requirements for
this solicitation are listed below. Bidder shall submit the required submittal(s) documenting
compliance with each minimum requirement. Proposers that fail to comply with minimum
requirements shall be deemed non-responsive and shall not have its bid considered.
1. Firm or Principal shall have provided services similar in scope and volume, at the City's
sole discretion, to those described herein to at least two (2) private or public entities in the
last five (5) years. For each qualifying entity, provide: name and address of entity,
service period, entity representative, telephone and email address.
Submittal Requirements: For all qualifying projects submitted, Bidder shall submit at a
minimum the following information: 1) Firm Name, 2) Contact Individual Name & Title, 3)
Address, 4) Telephone number, 5) Contact's Email, 6) Narrative on Scope of Services
Provided, 7) Contract amount and completion date and 8) Historical Significance (if any),
including original date of completion. Inability to verify project information may result in the
submittal being found non-responsive
C2. Statement of Work Required.
The successful bidder(s) shall provide the City of Miami Beach, on an as needed basis, with
temporary personnel with the skill, knowledge and experience required by the City, to perform as a
temporary agency employee, the duties, functions and responsibilities of the positions requested.
C3. Specifications.
3.1 Administrative and Industrial- Temporary Professional Services
1. Candidates Submitted for the City's Consideration. Upon request from the City Firm shall
provide candidates for the job classifications requested by the specific department at the
time and place requested. Typically, three or more candidates are required to be submitted
for each vacancy at the discretion of the requesting department. Candidates shall be
provided at no cost to the City. If the primary vendor fails to provide qualified individuals for
the job classification requested within the specified lead time, the City will request the
services of the secondary an d/or tertiary vendor.
2. Firm agrees to provide only skilled, knowledgeable and experienced personnel to perform
services on a temporary basis to the City. Firm also agree to provide the City information
on any candidate(s) whose quality of services had been previously determined to be
unsatisfactory by any City department.
3. Background Checks. Any temporary staffing employee selected for placement in a City
department must successfully complete a background check conducted by the City using
the Florida Department of Law Enforcement (FOLE) Volunteer and Employee Criminal
History System (VECHS). Drug Testing should be conducted in accordance with Title 49,
Code of Federal Regulations, Part 40. The successful bidder(s) must provide 10 Panel
drug testing of all personnel supplied to the City, and proof of drug test prior to the
acceptance of any personnel approval for an assignment. Bidder's employees must test
negative in order to begin work on any City assignment. Bidder shall bear all cost
associated with the initial drug tests.
The City's current 11- panel drug test and cut-off levels are as follows:
Initial Test GC/MS Confirm Test
Drugs Level Level
Amphetamines 1000 ng/ml 500 ng/ml
Barbiturates 300 ng/ml 150 ng/ml
Benzodiazepines 300 ng/ml 150 ng/ml
Cocaine metabolites 300 ng/ml 150 ng/ml
Marijuana metabolites 50 ng/ml 15 ng/ml
Methadone 300 ng/ml 150 ng/ml
Methaqualone 300 ng/ml 150 ng/ml
Methylenedioxyamphetamine 500 ng/ml 250 ng/ml
(MOA) Analogoues
Opiates 2000 ng/ml 2000 ng/ml
Phencyclidne 25 ng/ml 25 ng/ml
Propoxphene 300 ng/ml 150 ng/ml
In the case of an alcohol test, a result of 0.04 or greater constitutes a positive result. A
confirmation breathalyzer test shall be administered following the initial test in accordance
with the procedures in Title 49 Code of Federal Regulations, Part 40.
In no case shall a candidate who tests positive for drugs or alcohol be submitted as a
candidate for City assignment.
4. The City's representative and successful bidder shall mutually agree on the hourly salary,
job description, minimum qualifications, duties and responsibilities for each position, as
needed. The overhead and expenses markup proposed shall be added to the Temporary
Employees' pay rate to determine the bill rate. No other fees or taxes are allowed
5. Firm must inform the City of any temporary staffing employee who will be accepted for
assignment at the City when currently on assignment elsewhere.
6. No substitution of staff with lower skill-base will be acceptable without the prior approval of
the City.
7. The Firm agrees not to place an individual in any City department without the approval of
the Human Resources Department.
8. The Firm agrees not to place any individual in a temporary assignment with the City who
was previously employed by the City as a regular employee without prior approval of the
Human Resources Department.
9. Upon request from the City, Firm must immediately replace any personnel providing
services whose quality of services is unsatisfactory to that City department. The City will
not be charged for unsatisfactory services. The City will exclusively determine if the quality
of the services of any temporary personnel is satisfactory or unsatisfactory.
10. Should any person terminate employment with the Firm while such person is providing
services to the City department, Firm must agree to immediately replace such person with
a person having similar skill, knowledge and experience (with prior approval of the City).
$9%$8%%$48$8$$8988#8%93. # #98$88$8889$$/99%%%8$08%288888~88%889%%%%88398$9289$9/0#4$988/%88%$33%%%%%383$%%9%%%%%~
1TB 2020055A4Y
#4499MM%98$890%9%909%9%9889%$%8%%9%88$88$0~
Firm shall replace the person expeditiously at the same.
11. The City shall have the right to determine the period of time and work schedule of all
personnel provided by the Firm to perform services as a temporary agency employee. The
City will not warrant or guarantee the period of time or work schedule of any person
provided by the Firm to perform services at a designated department at the City.
12. All candidates placed in the City shall be employees of the firm and, at no time, shall the
City be liable for any employer responsibilities to the firm's employee.
13. After 120 days, the City may hire the temporary employee with no penalty or cost to the
City.
Below please find a sample list of commonly used Class Descriptions and Workers
Compensation Class Codes. This list is not exclusive. The City reserves the require
temporary personnel for other WIC categories after award.
W/C Class Code Class Description
Mosquito Extermination or Control by Spraying & Drivers, Tree
106 Department - AII Employees and Drivers
3064 Sign Manufacturing/Screen Printing
Parking Meter Repair & Salespersons, Drivers; Parking Meter
5192 Chanqe Collectors & Salespersons, Drivers;
5403 Carpentry
Painting of Stripes on Parking Lots & Drivers, Painting Shop
5474 Operations; Tank Cleaning (Oil or Gas Storage)
Street & Road Construction: Paving, Repairing, Surfacing or
5506 Resurfacing & Drivers
Street Cleaning & Drivers, Street & Road Maintenance &
5509 Drivers, Traffic Line or Road Marking & Drivers
Project Manager, Construction Executive, Construction
5606 Manager/Superintendent
Waterworks Operation - All Employees including Store
7520 Employees & Drivers
7580 Sewage Disposal Plant Operation & Drivers
Radio/Television Broadcasting employees, clerical, drivers,
7610 field workers
7704 Firefighters & Drivers
Police Department Staff (non policemen), Criminal Laboratory
7720 Technician, & Drivers,
Automobile service or repair & Drivers; Parts & Service
8380 Department employees
8602 Surveyors, Oil/Gas Geologists & Drivers
Secretary , Clerical O ffice em ployees Auditor (in-house),
Com puter System Designers/Pro gram m ers (exclusively in the
o ffi c e ), T e le p h o n e Answering Serv ice, Chairm an of Board of
E le c tio n s & P o lli n g C le rk s , C ity C le rk , M a y o r & C o m m is s io n e rs ,
C ity M a n a g e r, C ity P la n n e r, P e rs o n n e l B o a rd , P la n n in g B o a rd ,
8810 Register of Deeds
Attorneys, All Employees & Clerical, Messengers & Drivers in
8820 the Law Office
8868 Schools - Professional employees
Building & Property Management/Maintenance & Drivers;
9015 Public Swimming Pool Operation
9102 Parks & Drivers; Lawn Maintenance
Garbage/Trash Collectors - Including Containerized Collection
9403 & Drivers, Dump Operations - Employees & Drivers,
9410 Building Inspector, Electrical Inspector
3.2. Pricing. Bidder shall quote a percentage markup to be added to the pay rate for the placed
candidate and shall be inclusive but not limited to, all expenses, profit, overhead and all applicable
taxes. The City and Firm shall agree on the salary of the temporary staff person at the time of the
engagement for that position.
3.3 Invoice and Payments. Payment shall be made upon the certification by an authorized City
representative that the work assignment is satisfactorily completed.
The vendor(s) supplying Temporary Employment Agency Services to the City of Miami Beach are
required to furnish the following information on their pre-numbered imprinted business invoices and
weekly job tickets for personnel performing services.
A. Purchase Order Number
B. Job number
C. Assignment location
D. Individuals Full Name
E. Employee Number
F. Job Classification
G. Date
H. Number of hours Worked
I. City Acceptance/ Authorized Signature.
3.4 Temporary Personnel Database Reporting. Successful Firm shall create and maintain a data
base to include all temporary personnel assigned the City, listed by individual, to include rate of
hourly pay, total hourly bill rate, total number of hours worked monthly, total number of hours
worked annually, total hourly rate paid to the temporary, employee, total bill rate paid by the City,
date of temporary employee began assignment with the City and date temporary employee ended
assignment with the City. This data must be forwarded to the City on a monthly basis with
cumulative report sent at the end of the calendar year.
The Firm must agree to provide the City with custom reports on temporary employees as needed.
3.5 Compliance.
Firm or principal shall not have, or have been principal to any firm that has, had a contract
terminated by the City for default. In addition, firm or principal shall not have, or have been principal
to any firm that has, been party to a corporate bankruptcy within the last ten (10) years.
APPENDIX D
I
Special Conditions
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
1. TERM OF CONTRACT. This Contract shall remain in effect for a period of three (3)
years from date of contract execution by the Mayor and City Clerk. The City of Miami
Beach has the option to renew the contract at the sole discretion of the City Manager for
an additional two (2), one (1) year periods, on a year-to-year basis. Renewal of the
contract is a City of Miami Beach prerogative, not a right of the firm. Such option will be
exercised, if at all, only when it is in the best interest of the City of Miami Beach.
In the event that the contract is held over beyond the term herein provided it shall only
be on a month-to-month basis and shall not constitute an implied renewal of the
contract. Said month to month extension shall be upon the same terms of the contract
and at the compensation and payment provided herein, and shall not exceed six (6)
months.
2. PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT. If the bidder is
awarded a contract under this bid solicitation, the prices quoted by the bidder on the
Cost Proposal Form shall remain fixed and firm during the three (3) year term of this
contract; provided, however, that the bidder may offer incentive discounts from this fixed
price to the City at any time during the contractual term
APPENDIX E
I
C os t P roposal Form
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
APPENDIX E
COST PROPOSAL FORM
Failure to submit Appendix E, Cost Pro posal Form , in its entirety and fully executed by the deadline established
for the receipt of proposals w ill result in proposal being deem ed non-responsive and being rejected.
Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in
full accordance with the requirements of this 1TB, inclusive of its terms, conditions, specifications and other
requirements stated herein, and that no claim will be made on account of any increase in wage scales,
material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision
is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form
(Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms (Appendix E)
completed in pencil shall be deemed non-responsive. All corrections on the Cost Proposal Form
(Appendix E) shall be initialed.
EXPENSES AND OVERHEAD
PERCENTAGE MARKUP TO
BE ADDED TO BILL RATE*
(Appendix C, 3.2)
Item 1: Administrative (Office) Type Temporary Professional Services
Clerical/Administrative (e.g., 7610, 8810, 8820, 8868, 9410)
Item 2: Industrial Type Temporary Professional Services
Industrial (e.g., 0106, 3064, 5192, 5403, 5474, 5506, 5509,
5606, 7520, 7580, 7704, 7720, 8380, 8602, 9015, 9102, 9403)
__ %
__ %
*Bidder shall quote a percentage m arkup to be added to the pay rate for the placed candidate and shall be
inclusive but not limited to, all expenses, pro fit, overhead and all applicable taxes.
Bidder's Affirm ation
Com pany:
A uthorized Representative:
A ddress:
Telephone:
E m ail:
A uthorized Representative's S ignature:
APPENDIX F
I '
' I t
Insurance Requirements
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
MI MAI E
xxx 1.
XXX2.
xxx 3.
4.
XXX5.
6.
XXX7.
XXX8.
xxx 9.
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to
maintain throughout the term of the contract and any renewal periods.
Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida.
Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for
bodily injury property damage to include Premises/ Operations; Products, Completed Operations and
Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement
exactly as written in "insurance requirements" of specifications).
Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included.
Excess Liability - $ .00 per occurrence to follow the primary coverages.
The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
Other Insurance as indicated:
B uilders Risk completed value
Liquor Liability
Fire Legal Liability
Protection and Indemnity
Em ployee Dishonesty Bond
Other
$ __ .00
$ .00
$ .00
$ .00
$ .00
$ .00
Thirty (30) days written cancellation notice required.
Best's guide rating B+:VI or better, latest edition.
The certificate must state the proposal number and title
Waiver of Subrogation: Contractor hereby grants to City of Miami Beach a waiver of any right to subrogation which
any insurer of the Contractor may acquire against the City of Miami Beach by virtue of the payment of any loss under
such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of
subrogation, but this provision applies regardless of whether or not the City of Miami Beach has received a waiver of
subrogation endorsement from the insurer.
The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject
to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
M IA M IBE PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 34 Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 1
INVITATION TO BID NO. 2020-055-AY
TEMPORARY STAFFING SERVICES
December 13, 2019
This Addendum to the above-referenced 1TB is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The ITB is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. 1TB DUE DATE AND TIME. The deadline for the receipt of bids is extended until 3:00 p.m., on Friday,
December 20, 2019.
City of Miami Beach
Procurement Department
1755 M eridian Avenue, 3rd Floor
Miami Beach, Florida 33139
Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for
traffic or other delays for which the Proposer is solely responsible.
II. A TTACHMENT(S)
Exhibit A: Bid Tabulation to 1TB 2015-052-WG
Ill. RESPONSES TO QUESTIONS RECEIVED:
Q1: Is there a current vendor of the services requested in this 1TB and if so, who is that vendor?
A1: The awarded vendors for the current contract 1TB 2015-052-WG are Academy Design and
Technical Services, Worksquare LLC, Transhire, and Creative Staffing.
Q2: If there is a current vendor, what are the hourly rates and mark up rates for each job position/category
being charged for the provision of these temporary staff?
A2: See Exhibit A.
Q3: What is the average duration of work assignments for these temporary staff?
A3: Currently, work assignments can be anywhere from a couple of weeks up to a year.
Q4: Will an MBE/WBE vendor be given any preference for this bid?
A4: While the City encourages MBEIWBE, there is no preference for MBE/WBE Business.
1 ADDENDUM NO. t
INVITATION TO BID NO. 2020- 055-AY
TEMPORARY STAFFING SERVICES
M IAM IB PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 34 Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q5: May a vendor submit a bid on just one of the categories of temporary staffing positions requested? For
example, may a vendor just bid on the Administrative (Office) Type Temporary Professional Services Clerical
Administrative (e.g., 7610,8810, 8820, 8868, 9410) and not the Industrial Type Temporary Professional
Services?
A5: Yes, Bidders are not required to bid on all line items.
Q6: Do I have to send a response that I will be bidding. Is it mandatory to bid on both categories
A6: Refer to response A5.
Q7: Is there any mandatory percentage as a compliance under the Minority/Women Business Enterprises or
DBE for this RFP?
Al: Refer to response A4.
08 It says to supply references of the same size. Is this mandatory?
A8: Please See Appendix C, Section C1 Minimum Eligibility Requirements.
Q9: How does the transition process work from incumbent vendor to new vendor?
A9: The City would allow current temporary staff to finish their term with the incumbent and
then transition in the new vendor.
09: Which classification code is used the most in the past?
A9: The frequently used classifications are Administration fl8810 and fl9410 general labor
010: Could you please confirm what is the Evaluation Criteria?
A10: Refer to Section 0200, no. 14 titled "METHOD OF AWARD",
Q11: If I have not service a municipal/state contract for over 15 years will this disqualify me from the bid?
A11: Refer to response A10.
Q12: Provide the current vendor (s) providing the service to the City and how are the current services being
procured?
A12: See Exhibit A.
Q13: What shipping address should we use to submit the required hard copies of our response?
A13: Please review PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT on Section 0300.
2 ADDENDUM NO. 1
INVITATION TO BI NO. 2020-055-AY
TEMPORARY STAFFING SERVICES
M IA M IB PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 36 Floor
Miami Beach, Florida 33139
www.miam ibe achfl.gov
Q14: Please provide the total number of temporary staff on current assignments?
A14: 57.
015: What will be the average length of the assignment?
A15: Refer to response A3.
016: Which services were utilized more, Administrative or Industrial?
A16: The number of services vary month-to-month. At this time, The City cannot make a
determination.
Q17: Will the City proceed with the transition of current employees to new vendor(s)?
A17: See response A9.
018: To offer you a competitive pricing structure, we would like to know the current markup to the City. Could
you please provide us the information regarding the same.
A18: See Exhibit A.
019: What benefits are offered to temps by current vendors? Do you obligate any of these benefits or this is
up to vendor's discretion?
A19: The City man dates living wage and equal benef its.
020: As per our understanding, no narrative response (such as technical approach, staffing plan, recruiting
strategy, key staff, etc.) with this bid is required. Is it correct?
A20: R efe r to response A10.
021: Does City encourage submitting additional information related to their firm qualifications?
A21: Refer to Section 0300, PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT.
Q22: Is cost would be the only criteria for the contract award? As long as a vendor meets the Minimum
Eligibility Requirements set forth and have the lowest cost, would be considered for the award?
A22: R efer to response A10.
Q23: Do we required to submit the response on Bidsync, there is no "Place Offer" button, Kindly advise
A23: Electronic Bids are not being accepted at this time.
3 ADDENDUM NO. 1
INVITATION TO BID NO., 2020-055-4Y
TEMPORARY STAFFING SERVICES
M IA M IB E PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3 Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q24: How many vendors are engaged ín your temporary program today? Who are the incumbents?
A24: Refer to response A1.
Q25: Can we bid on the clerical positions only?
A25: Refer to response A5.
Q26: Please confirm that the background check is conducted by the City and that the City bears the. cost.
A26: The City is responsible for the background check. However, the vendor will be
responsible for the drug test.
Q27: On page 27 it states that a 10 panel drug test must be provided, and on page 28 it outlines an 11 panel
test. Which is correct?
A27: 11 panel drug tests must be provided
Q28: Is the City's spend $2.4M per year for 3 years, or is it cumulative for the 3 year period?
A28: The City's estimated expenditure is $2.4M per year
Q29: What are your current mark-ups for clerical and industrial positions?
A2 9: See Exhibit A.
Q30: On page 28, #9 it states the City will not be charged for unsatisfactory services. How long is the
guarantee period for?
A30: There is no guarantee period.
Q31: It is stated that our invoice must have City Acceptance / Authorized Signature on the invoice itself.
Please advise us on the process that is utilized for this requirement.
A31: Invoices I hours are submitted to the respective departments to be approved by their
Directors or designee.
Q32: Can you break-out your spend on temporary labor by position type (clerical, industrial)?
A32: Refer to response A15.
Q33: What is your payment method?
A33: Refer to Section 0200, No. 60 titled "PAYMENT".
4 ADDENDUM NO. 1
INVITATION TO BID NO. 2020-055-AY
TEMPORARY STAFFING SERVICES
M IAM IBE PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 34 Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q34: Are changes to the indemnification language allowed? If so, do you want us to submit our changes with
the proposal response?
A34: No.
Q35: Will you be transitioning current temporary employees if new vendors are chosen?
A35: Refer to response A18.
Q36: What are your challenges today?
A36: There are no known challenges at this time.
037: WIl all vendors be notified of the award, and how will the notification be processed?
A37: All vendors will be notified formally of the City Manager's recommendation for award.
Q38: Please provide a list of workers comp codes and/or job descriptions.
A38: Administration fl8810 & fl9410 general labor
039: How many billable hours are there for Admin/clerical? How many positions?
A39: Currently, there are 57 temporary Administrative/Clerical employees. Billable hours are
unknown.
Q40: Please confirm how many vendors you will consider when awarding this contract.
A40: Refer to Section 0200, No. 18 titled "GENERAL TERMS AND CONDITIONS".
Q41: Please provide clarity about veterans' preference.
A41: Please review City Code Section 2-374 PREFERENCE FOR FLOR IDA SMALL
BUSINESSE S O WN ED AN D CON TR OL LED BY VE TE RAN S AND TO STATE-CERTIFIED
SERVICE-DISABLED BETERAN BUSINESS ENTERPRISES.
Q42: Please clarify that we do not need to submit Appendix B "No Bid Form" if we are bidding on 1TB 2020-
055-AY. I see that there is a space to receive future bids and signature line. If we are to include which TAB
do we include this document.
A42: Appendix B is not required if you are submitting a bid.
Q43: Please clarify TAB that Appendix F "Insurance Requirements" should be included.
A43: Proof of insurance will be required at time of contract execution.
5 ADDENDUM NO. 1
INVITATION TO BID NO. 2020-055-4Y
TEMPORARY STAFFING SERVICES
M IA M IBE PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 34 Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q44: A) The ínsurance sectíons has empty spaces in some areas of the insurance value. Can you please
specify the insurance requirements in totality. B) Also please let us know if there are any addenda as we are
unable to download the latest document form RFP Mart.
A44: a) Under Appendix F, all insurances marked wi th "XXX" signifies that it is required. b)
With the issuance of this addenda, there is currently only one.
Any questions regarding this Addendum should be submítted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranado@miamibeachfl.gov
1 Contact:
[ Arju Yudasto
Telephone:
305-673-7490 ext. 26695
I Email:
I ArjuYudasto miamibeachfl. ov
Proposers are reminded to acknowledge receipt of this addendum as part of your ITB submission. Potential
proposers that have elected not to submit a response to the ITB are requested to complete and return the "Notice to
Pr ctive Bidders" questionnaire with the reason(s) for not submitting a proposal.
6 ADDENDUM NO. 1
INVITATION TO BID NO. 2020-055-AY
TEMPORARY STAFFING SERVICES
B ID TA B U LA TI O N /T B 2 0 15 -0 5 2 -W G Tem p o ra ry S taffin g Se rv ices
.,.,
Administrative (Office) Type Temporary Expenses and
Professional Services Percentage of Overhead Percentage
1 lhourly salary cost: Workers Markup to be added I 21.80%
Compensation Codes 7610, 8810, 8820, to pay rate
8868,9410
Expenses and
Industrial Type Temporary Professional overhead Percentage
Services Percentage of hourly salary cost/Markup to be added
1
Industrial: Workers Compensation Codes to pay rate
2 0106, 3064, 5192, 5403, 5474, 5506,
5509, 5606, 7520, 7580, 7704, 7720,
8380, 8602, 9015,9102,9403
23.30%
48% 51% 35% 37% 128.40%
NIA% NIA% 51% 40% 40% 34.49%
Primary
*Non Responsive
ATTACHMENT B
SOLICITATION
AND ADDENDUMS
A TT A CH M EN T C
CO N SU LTA N TS RESPO N SE - PRO PO SA L
12/27/2019 Search Summary Stale of Michigan Corporations Division
LARA Home Cont«t LARA Online Services News ML.go
Department of Licensing and Rel:
ID Number: 8011 88851
Summary for: P.I.E. MANAGEMENT, L.L.C.
[Request certificate] {Return to Results; /New search ]
The name of the DOMESTI C LIMITED LIABILIT Y COMPANY: P.I.E. MANAGEMENT, L.L.C.
The name was changed from: GOSPEL ENTERTAINMENT, L.L.C. on 06-19-2002
Entity type: DOMESTIC LIMITED LIABILITY COMPANY
Identification Number: 801188851 Old ID Number: B4864D
Date of Organization in Michigan: 01/03/2002
I Purpose: All Purpose Clause
I Term: Perpetual
The name and address of the Resident Agent:
Resident Agent Name:
Street Address:
Apt/Suite/Other:
City:
WILLIAM A PHILLIPS
829 SEVILLE ROW
DETROIT State: MI Zip Code: 48202
Registered Offi ce Mailing address:
P.O. Box or Street Address:
Apt/Suite/Other:
City:
1220 MAIN STREET, SUITE 400
VANCOUVER State: MI Zip Code: 98660
Act Formed Under: 023-1993 Michigan Limited Liability Company Act
I Managed By,
Members
/view Assumed Names for this Business Entity ]
View filings fo r this business entity:
ALL FILINGS .
ANNUAL REPORT/ANNUAL STATEMENTS
pg
4%%
CERTIFICATE OF CORRECTION
CERTIFICATE OF CHANGE OF REGISTERED OFFICE AND/OR RESIDENT AGENT
RESIGNATION OF RESIDENT AGENT y
ar r.r r.rm..r.rm.r m1 %.±.a.r.r .0.0 .f7 ---~--
• I
View filings
https://cofs.lara .slate.mi. us/CorpWeb/CorpSearch/CorpSummary.aspx? ID=801188851&SEARCH_TYPE =3&CanReturn= True 1/2
12/27/2019 Search Summary State of Michigan Corporations Division
Com m ents or notes associ ated w ith this busin ess entity:
LARA FOIA Process Transparency
Michigan.gov Home
Office of Regulatory Reinvention
ADA Michigan News
State Web Sites
Policies
Copyright 2019 State of Michigan
https://cofs.lara.state. mi. us/CorpWeb/CorpSearch/CorpSummary.aspx?I 0=801188851 &SEARCH_ TYPE =3&Can Return= True 2/2
R e s p o n s e to
City of Miami Beach
Invitation to Bid for
Solicitation 2020-055-AY
Temporary Staffing Services
Proposal Due Date: December 20, 2019 @ 3:00pm
P.I.E. Management, L.L.C.
400 Monroe, Suite 410
Detroit, Michigan 48226
313-967-7871 ( Office)
313-662-9541 (Fax)
wwwy.piemanagement.com
ORIGINAL
Cost Proposal Form
Ci ty of Miami B e a ch Bi d 20 2 0-0 5 5 -AY
APPENDIX E
Cost roposal Form
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd FI0or
Miami Beach, Florida 33139
12/13/2019 151 PM p. 34
City of Miami Beach Bid 2020-055-A Y
APPENDIX E
COST PROPOSAL FORM
Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in
full accordance with the requirements of this TTB, inclusive of its terms, conditions, specifications and other
requirements stated herein, and that no claim will be made on account of any increase in wage scales,
material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision
is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form
(Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms (Appendix E)
completed in pencil shall be deemed non-responsive. All corrections on the Cost Proposal Form
(Appendix E) shall be initialed.
EXPENSES AND OVERHEAD
PERCENTAGE MARKUP TO
BE ADDED TO BILL RA TE*
(Appendix C, 3.2)
Item 1: Administrative (Office) Type Temporary Professional Services
Clerical/Administrative (e.g., 7610, 8810, 8820, 8868, 9410)
Item 2: Industrial Type Temporary Professional Services
Industrial (e.g., 0106, 3064, 5192, 5403, 5474, 5506, 5509,
5606, 7520, 7580, 7704, 7720,8380,8602,9015,9102,9403)
21.50 %
Bidder shall quote a percentage markup to be added to the pay rate for the placed candidate and shall be
inclusive but not limited to, all expenses, profit, overhead and all applicable taxes.
company. PIE. Management, LL.C.
Authorized Representative: William A. Phillis
Address: 400 Monroe Street Suite 410 Detroit MI 48226
Telephone: 313-967-7871
Email:
12/13/2019 1.51 PM p.35
B id C e r tif ic a t ion s , Q u e s ti on n a ire a n d A ffi d a vi ts
C ity of Miami Beach Bid 2020-055-AY
APPENDIX "A"
Proposal Certification,
Questionnaire &
Requirements Affidavit
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Foor
Miami Beach, Florida 33139
12/13/2019 1.51 PM p. 19
C ity of Miami Beach Bid 2020-055-AY
Solicitation No: Solicitation Title:
2020-045-AY TEMPORARY STAFFING SERVICES
Procurement Contact: Tel: I Email:
Ariu Yudasto (305) 673-7490 #26695 ArjuYudasto@miamibeachfl.gov
..... Mu-•~
PROPOSER'S NAME:... . PI.E. Management, L.L.C.
NO. OF YEARS IN BUSINESS: I NO. OF YEARS IN BUSINESS [NO. OF EMPLOYEES: 17 LOCALLY: 0 376
OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 10 YÉARS: N/A
FIRM PRIMARY ADDRESS (HEAD QUARTERS ): 400 Monroe, Suite 410
CITY: Detroit
STATE: Michigan 1 co. 48226
TELEPHONE NO: 313-967-7871
TOLL FREE NO.:
FAX NO.: 313-662-9541
FIRM LOCAL ADDRESS MG 'B ·hOfEi NG fA rd pen 1ams ieacl „hce on totace o: war
CITY:
STATE: I ZIPCODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Stacy Kendrick
ACCOUNT REP TELEPHONE NO.: 313-285-8398
ACCOUNT REP TOLL FREE NO.: NVA
ACCOUNT REP EMAIL: skendrick@piemanagement.com
FEDERAL TAX IDENTIFICATION NO.:
30-0024055
Except as stipulated in Gen eral Condition 36, Proposer agrees: to complete and unconditional acceptance
of the terms and conditions of this document, incl usive of this solicitation, all specifications, attachments,
exhibits and appendices and the contents of any Addenda released hereto; to be bound, at a minimum, to
any and all specifications, terms and conditions contained herein or Addenda; that the Proposer has not
divulged, discussed, or compared the proposal with other Proposals and has not colluded with any other
proposer or party to any other proposal; that proposer acknowledges that all information contained herein is
part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; that all
responses, data and information contained in the proposal are true and accurate.
Name of Proposer 's Authorized Representative:
William A. Philli
Title of Proposer 's Authorized Representative:
President & e.E.O.
Date:
12/19/2019
12/13/2019 1.51 PM p. 20
City of Miami Beach Bid 2020-055-AY
APPENDIX A2 - QUESTIONNAIRE AND REQUIREMENTS AFFIDAVIT FORM
The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective
Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in
order that certain portions of responsiveness, responsibility and other determining factors and compliance with
requirements may be evaluated. Attach any requested information.
Name of Proposer 's Authorized Representative:
William A Pill
. a1re~t
Title of Proposer 's Authorized Representative:
President & CE.O.
Date:
December 19, 2019
1. Conflict Of Interest. AII Proposers must disclose, in their Proposal, the name(s) of any officer, director,
agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City
of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either
directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami
Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly,
an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates None
2. References & Past Performance. Proposer shall attach at least three (3) references for whom the Proposer
has completed work similar in size and nature as the work referenced in solicitation. Attached
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm
Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on
Scope of Services Provided.
3. Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other
legal violation, or had a coÏ!rA~__<::a
11
ncelled due tj non-prormance by any public sector agency?
YES X NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the
reasons that led to action(s).
4. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's
Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers
shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform
laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including
disqualification of their Proposals, in the event of such non-compliance.
5.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-
consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a
controlling financial interest indicate whether or not each individual or entity has contributed to the campaign
either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner
for the City of Miami Beach. None
Living Wages Pursuant to Section 2-408 of the City of Miami Beach Code, as same may be amended from
time to time, covered employees shall be paid the required living wage rates listed below:
1. Effective January 1, 2018, covered employees must be paid a living wage rate of no less than
$11.62 per hour with health care benefits of at least $2.26 per hour, or a living wage rate of no less
than $13.88 per hour without health care benefits.
2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than
$11.70 per hour with health care benefits of at least $2.74 per hour, or a living wage rate of no less
than $14.44 per hour without health care benefits.
12/13/2019 1:51 PM p. 21
Ci ty of Mi am i B e a ch Bi d 2 0 2 0 -0 5 5 -A Y
3. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than
$11.78 per hour with health care benefits of at least $3.22 per hour, or a living wage rate of no less
than$15.00 per hour without health care benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed
annually for inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale,
issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding, no
annual index shall exceed three percent (3%). The City may also, by resolution, elect not to index the living
wage rate in any particular year, if it determines ìt would not be fiscally sound to implement same (in a
particular year).
Proposers' failure to comply with this provision shall be deemed a material breach under this proposal, under
which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further
subject Proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as
amended, Further information on the Living Wage requirement is available at
http:.//wy.miamiteachfl._gov/city- hall/procurement/procurement-related-_ordinance_ and procedurgsy
6.
Any payroll request made by the City during the contract term shall be completed electronically via the City's
electronic compliance portal, LCP Tracker (LCPTracker.net).
SUBMITTAL REQUIREMENT: Indicate below that Proposer agrees to the living wage requirement. Failure
,_9 agreo shal l resu¡i in pr°tosaì disqualification.
L JYES NO
Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding
competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time
employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic
Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,
who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all
employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the
Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are
directly performing work on the contract within the City of Miami Beach.
Does your company provide or offer access to any benefits to employees with spouses or to spouses of
employees?
(X ] ves
•
I Io
Does your company provide or offer access to any benefits to employees with (same or opposite sex)
domestic partners" or to domest5artners of emryeey
[X YES NO
Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not
already specified. Note: some benefits are provided to employees because they have a spouse or domestic
partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such
as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health X X
Sick Leave X X
Family Medical Leave X X
Bereavement Leave X X
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there
are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for
Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and
submit a completed Reasonable Measures Application (attached) with all necessary documentation. Your
Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee.
12/13/2019 1:51 PM p. 22
Ci ty o f Mi am i B e a ch Bi d 2 0 2 0-0 5 5 -A Y
Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal
Benefits requirement is available at http://yww.miamibeachfl.gov[city-hall/procurement/procurement-related-
ordinance-and-procedures/
7. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi.
Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the
states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North
Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North
Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states.
SUBMITTAL REQUIREMENT: Proposer agrees it is and shall remain in full compliance with Resolution
2016-29375. Failure to agree shall result in propoia! d_Jualification.
[X]YEs No
8. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more
addendum to the solicitation which may provide additional information to Proposers or alter solicitation
requirements. The City will strive to reach every Proposer having received solicitation through the City's e-
procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they
have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum
section certifies that the Proposer has received all addendum released by the City pursuant to this
solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification.
¡ Initial to Confirm Initial to Confirm Initial to Confirm
1«Jeers Receipt Receipt
AP Addendum 1 Addendum 6 Addendum 11
Addendum 2 ¡ Addendum 7 Addendum 12
Addendum 3 : Addendum 8 Addendum 13 i
Addendum 4 Addendum 9 Addendum 14
Addendum 5 ¡ Addendum 10 Addendum 15
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
12/13/2019 1:51 PM p. 23
M in im u m R e q u irem e nts S u b m is s io n
Ci ty o f M ia mi B e a ch Bid 2020-055-A Y
APPENDIX C
Minimum
&Sp
• equr: m
cifications
nts
1TB 2020-055-A Y
TEM PORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor
Miami Beach, Florida 33139
12/13/2019 1:51 PM p. 26
T abl e of Cont ent s
QUALIFICATIONS, EXPERIENCE AND EXPERTISE 2
Company Overvie\V 2
Payroll and Staffing Services 2
PAST PERFORMANCE 3
FINANCIAL AND OPERATIONAL CONDITIONS 6
Financial Stability 6
Operational Stability 6
Bonding 6
PERSONELL EXPERIENCE.......................................................................................................7
SCREENING PRACTICES........................................................................................................7
Background Checks/ Assessments/Interviewing/Training 7
Attendance Policy 9
Replacements and Notification and Replacements 9
ONBOARDING, ORIENTATION 9
SERVICES AND QUALITY CONTROL PROGRAM 10
Proposed Services 1 O
Customer Service and Response 10
Performance Monitoring 11
Employee Issue Resolution.....................................................................................................12
Quality Plan 12
COMPANY PROCESSES 13
Timesheet Management. 13
Payroll System · 13
Invoicing 14
·.Reports 14
DATABASE/RECRUITING : 14
co·N-CLlJSION 15
1
QUALIFICATIONS, EXPERIEN MD XPERTI€r +I E ". I E
Com pany Overview
P.I.E. Management, L.L.C. ("PIE") is a professional service company founded in 2002
whose mission is to provide exceptional services that exceed your expectations. PIE provides
staffing, recruiting, call center management and payroll solutions to municipalities, colleges and
Fortune 500 companies.
PIE currently has approximately 365 employees on payroll and our temporary pool varies
between 300 and 750 employees with skills and experience in several different classifications of
work.
PIE currently has offices in Detroit, Michigan; Fort Worth, Texas; Grand Rapids,
Michigan; Lansing, Michigan; Middleton, Wisconsin; Minneapolis, Minnesota; Raleigh;
Sturtevant, Wisconsin; Topeka, Kansas; Vancouver, Washington and Waco, Texas. We will
manage this project from an office in Miami Beach, Florida which we will open upon receipt of
notice of award.
William Phillips and Stacy Kendrick will manage this project with the support of the entire
PIE team. Philadelphia Insurance Companies is our insurance provider they shall provide both
insurance and bonding related to this project.
Payroll and Staffing Services
PIE has been providing temporary staffing and payroll solutions for over l7 years. Some
of our other clients include: the State of Michigan; the State of Wisconsin; the State of North
Carolina; State of Kansas; Clark County, Washington; Dallas County, Texas; Tarrant County;
Texas; Wayne County, Michigan; King County, Washington; Racine County, Wisconsin; Dunn
County, Wisconsin; Washtenaw County, Michigan; Lexington-Fayette Urban County, Kentucky;
County of Prince William, Virginia; Oakland County, Michigan; Kent County, Michigan; Wake
County, North Carolina; Mecklenburg County, North Carolina; Walworth County; Wisconsin;
Grand Prairie, Texas; Duncanville, Texas; City of Lancaster, Texas; City of Carrollton, Texas;
City of Fort Worth, Texas; City of Detroit, Michigan; City of Long Beach, California; City of
Anaheim, California; City of Milwaukee, Wisconsin; the Washtenaw Community Health
Organization; the Wayne County Airport Authority; the Detroit-Wayne County Mental Health
Authority; University of North Florida; University of Houston-Victoria; School District of the
City of Highland Park; Gilbane Construction, Inc.; Meritor, Ine.; CLEAResult, Inc.; Develop
Detroit; United Way; and Greektown Casino. We provide our clients with parking attendants,
cashiers, HVAC mechanics, skilled craft workers, librarians, vehicle technicians, maintenance
workers, building inspectors, administrative assistants, clerks, data processors, hosts, greeters,
secretaries, mailroom assistants, security guards, office specialists, project administrators,
laborers, project managers, program directors, programmers, analysts, drivers, Oracle applications
support representatives, accountants, accounting assistants, paralegals, dispatchers, departmental
technicians, medical transcriptionists, medical technicians, nurses (LPNs and RNs), phlebotomist,
2
finan cial analysis, athletic officials, athletic sup ervisors, IT department supervisors, web
developer s, desktop support, logistical supervi sors finan cial specialist, election workers, driver s,
wastewater workers, case workers and hum an service (social) workers.
PAST PERFOR MAN
PIE has provided temporary staffing and payroll so.lutions to Racine County since March
2012. We provide all the County's temporary staffing. We provide administrative, security,
maintenance, law clerks, IT, and other staffing throughout the entire county. For this project we
transitioned over 60 workers from the previous vendor and currently have approximately I 00
employees within the County.
PIE has provided the City of Grand Rapids, Michigan with temporary staffing and payroll
solutions since 2015. We are providing Grand Rapids with administrative, labor and IT staffing
throughout the City of Grand Rapids. Several of our employees within Grand Rapids have a CDL
license.
PIE is currently the primary staffing vendor for the State of Michigan. Wc provide the
State of Michigan with administrative, labor, educational and accounting employees. Our contract
is for the entire State and we have employees in several departments.
PIE also provides staffing solution for the Michigan Department of Military and Veteran
Affairs in Grand Rapids. We currently provide medical transcriptionists.
PIE has provided staffing solutions to the City of Detroit's Information Technology
Services ("ITS") Department sinc e 2006. This contract was renewed in 2008, 2010 and 2012. It
was extended in 2014.
For the City of Detroit's ITS Department, the State of North Carolina and Oakland County,
Michigan, PIE provides staffing for various IT related positions throughout each of these
municipalities. Such staffing includes, but is not limited to, project managers, web designers, data
entry clerks, programmers and IT consultants.
We also provided data entry and IT support for the City of Detroit Department of Elections.
These workers were on assignment from one month to year-round. In fact, some of our w o rkers
were on assignment since the beginning of our contract.
,
PIE has also provided the City of Detroit Department of Elections with election workers.
In 2008, we provided over 500 Election Day workers. All of these workers were recruited, trained
and supplied by PIE in less than one week.
For the Washtenaw County, Michigan and Washtenaw Community Health Organization
we provide administrative staffing. PIE provides project managers, court clerks, accounting
clerks, receptionists, secretaries and cashiers to these entities. Such parties are responsible for
filing, administrative assistance and cash handling therein.
W e provide seasonal staffing for the W ayne County Airport Auth ority . In the past, PIE
h a s su pp lie d sta ffi n g fo r th e A irp o rt A u th o rity 's P arki n g Depar tm ent.
W e also pro v id e ad mi ni str at i v e an d el e c ti o n wor ker s fo r W a yn e C o u n ty , Michi g an . O ur
ele cti o n w o rk ers a ssiste d i n a re cen t r e c o unt wi th i n the Wayne County. We had several on site
supervisors for this project.
This year, we began providing customer service representatives to the Wayne County
Treasurer's office. O ur customer service representative assist citizens with payments, questions
regarding taxes, and general customer service assistance.
PIE began providing temporary staffing in the Dallas/Fort W or th Metroplex in 2009 for
Tarrant County an d the City of Lancaster. PIE provided administrative staffing for Tarrant
County. Our contract was for the entire County and our workers were within several Tarrant
County Departments. As part of this project we had to provide bilingual workers. In Lancaster,
we provided all temporary staffing throughout.
In October 2012, we were engaged by the C ity of Carrollton, Texas to act as secondary
vendor for the provision of adm inistrativ e staffing throughout the city . W e currently have
administrative employees working for Carrollton.
In January 2013, we were engaged by City of F ort Worth to provide temporary pro fe ssi onal
services. Our engagement is to provide administrative, IT, accounting, labor, purchasing and
planning personnel to the city.
In 2014 we were engaged by both Dallas County and the City of Grand Prairie to provide
temporary staffing. For Dallas County, we provide administrative, nurses (RNs and LPNs),
medical coders, phlebotomist, drivers and laborers. For the City of Grand Prairie we provide
laborers.
The city of Duncanville, Texas also engaged us to provide laborers in 2014. We currently
have employees in several departments.
For Gilbane Construction, Inc., we provided administrative support for management of the
Tarrant County Jail construction project.
Prince Williams County, Virginia engaged us as vendor for 8 positions and secondary
vendor for S social work related positions. We are also secondary vendor for administrative,
courier and laborer staffing at the University of Houston-Victoria.
Lexington-Fayette Urban County G overnm ent, Kentucky engaged us to provide both
administrative and athletic staffing. This project includes laborers, athletic supervisors and athletic
officials.
4
In A u g u st o f 2 0 1 I, PIE began providing professional staffing to the Ci ty of Lon g Beach,
the State of Wisconsin and Ki ng County, Washington. Our assignment with the City of Long
Beach is to provide accountants throughout the city. We provide the State of Wisconsin with food
service, administrative, light industrial, security and food service candidates. In fact, we were
given less than three (3) weeks' n.otice to recruit and deliver to the University of Wisconsin 100
custodial workers to work on evening and weekends. We are currently providing administrative
staffing throughout King County. Both the State of Wisconsin and King County contracts were
renewed recently.
PIE has provided administrative and finance employees to the University of North Florida
since 2011. We provide staffing throughout the University.
In November 2011 we received notice from both Dunn County, Wisconsin that we were
selected to provide them with staffing solutions. For Dunn County we are providing them with
staffing for their transit system. Along wit h a project manager and logistic supervisor, PIE
provides Dunn County w ith dispatchers and driv ers.
In February of 2012, we received notice from the State of Nebraska that we were selected
to provide clerical staffing throughout the State and in all departments.
The City of Anaheim engaged us to provide administrative, finance, labor and IT staffing
in 2013. Our employees are throughout the city.
In 2015 we were engaged by the Detroit-Wayne County Mental Health Authority to
provide executive and intermediate secretaries. Also in 2015, we began providing staffing for the
City of Lewisville, Texas. We provide labors and administrative personnel.
In June of 2015 PIE was engaged by the Mississippi Department of Revenue to provide
them staffing. We began providing both administrative and labor employees to the Department in
August of that year.
Also in 2015 PIE received notices of award to provide Wake County, North Carolina with
staffing. We are providing Wake County with administrative and healthcare workers (including
but not limited to nurses, phlebotomist, medical coders, and medical assistants).
Early in 2016, we were notified by the State of Kansas of award to provide temporary
staffing throughout the state. On June 1of 2016, we began providing them with administrative,
professional, IT , healthcare and labor employees.
Also in 2016, we entered an agreement with Mecklenburg County, North Carolina to
provide them wi th financial, healthcare, environmental and labor staffing. We have since provided
employees throughout Mecklenburg County.
Early in 2017, we received notice from the City of Milwaukee, Wisconsin that we were
selected to provide temporary staffing. We are to provide them with administrative, IT, labor and ·
professional staffing.
5
Also in 2017, w e entered an agreem ent to provide CL EA R esult In c., with temporary
administrative and IT staffing. We began by providing administrative and IT employees in their
Detroit office. We have recently expanded to provide employees to their Tempe, Arizona,
Columbus, Ohio, Lansing, Michigan and Indianapolis, Indiana offices.
In 2018, PIE began providing administrative, IT, professional, labor and healthcare staffing
to Clark County, Washington. We are the sole vendor for Clark County.
This year, we received notice of award from the City of Minneapolis, Minnesota. We are
currently negotiating the final term of the agreement to provide temporary staffing.
Also this year, we received notice of award from the Wayne County Airport Authority to
provide administrative staffing. We recently staffed our first employee at WCAA.
Racine County .Jail also provided notice of award in 2019. We currently provide them with
their 24-hour Stock Clerk, Center Office Administrator and Property Window Clerk.
For over 17 years our staff has assisted our customers in meeting their staffing and payroll
goals and objectives. Our staffing delivery requirements have ranged from over 500 employees to
a single employee. For several of our clients, our past performance has resulted in both renewal
and expansion of service agreements.
FINANCIAL AND OPERATIONAL CONDITIONS
Financial Stabilit
PIE is a financially stable company. The company has made a profit in 15 out of 17 years
of its existence. Profits and revenues have increased in 15 out of 17 years. In addition to cash on
hand, PIE has financing through Huntington Bank. Year to Date for 2019, PIE has exceeded all
previous revenue and profit records.
Operational Stability
PIE's operations are stable. We have never been terminated from an assignment nor are
involved in any litigation. PIE has not been terminated by any client nor involved in any litigation.
This clean track record is a result of our performance and professionalism. We also do not have
any conflict of interest with the City.
PIE is not currently under suspension or debarment by the State of Florida, any other state,
or the federal government to the best of our knowledge.
Bonding
PIE currently has a $1,000,000 employee dishonesty bond.
6
PERSONELL EXPERIENCE
PIE's management team has over 30 collective years of professional services experience.
We recognize that implementation requires the availability and the right mix of talented and
dedicated staff As a result, our Co-Director of Operations, Stacy Kendrick; and President and
CEO, William Phillips will participate in this engagement from beginning to end. Ms. Kendrick is
the initial lead source of contact for employee request.
The following is an organization chart of our management team:
SCR EENI NG PRACTICES
Background Checks/Assessments/Interviewing/Training
PIE provides background checks, drug screening and all relevant checks as dictated by the
client to all prospective employees.
7
PIE perform s crim inal , educational, employm ent an d citizenship background checks. Our
criminal background and driving records che cks are performed by Quick Search and are
nationwide as well as with in the state and county. Employment and educational background
checks are performed by Theo Private Investigations. Citizenship verifications are performed
internally and by use of E-Verify. Ten panel drug screening are performed by regional clinic
specializing in such.
Each applicant will undergo testing by CEB SHL Talent Management before their
information is forwarded to the City. CEB SHL Talent Management, is a leading provider of pre-
employment assessments and employee selection solutions. Following the rigorous standards of
industrial-organizational psychology, CEB SHL Talent Management's assessments content
accurately predicts on-the-job performance and supports fair hiring practices. Job requirement
testing is based on the assignment. For administrative/clerical assignments employees are tested
at a minimum on Microsoft Word, Access, Outlook and Excel. In addition, all clerical and
administrative positions are tested in their ability to operate typical office machinery, internet
navigation, operation of computers using Windows Vista operating systems and below, as well as
their ability to manage multi-line phone systems, mailroom operations, and postage machines.
Data entry clerks and word processors are required to take standard typing and 10-key skills
testing, and are also tested on their ability to key from dictation, from paper, and from electronic
documentation. Accounting clerks are tested on general accounting, bookkeeping, accounting
terminology, AR/ AP and QuickBooks Accounting Software. All of our employees are screened
for professionalism, articulation, diction, communication and customer service skills. An example
of testing results is within the Attachment Tab.
To assure bilingual candidates are fluent in both English and the foreign language we
provide internal testing for Spanish and use language facilities for others.
We will ensure that persons offered an assignment will meet your goals and objectives and
are properly trained. As with testing, the training is based on the assignment. All of our staffers
for this Project, however, are trained on the relevant City policies and customer relations. In
addition, for this Project all employees shall receive training on workplace bullying, harassment
and sexual harassment.
By working with municipal clients we understand the importance of having a staff that can
interact with the citizens and internal staff. We also understand that a bad experience can lead to
a front page story. None of our clients have had front page stories due to conduct of our employees.
Evaluation and monitoring of performance shall be based upon agreed standards with the
City. At a minimum and pursuant to the request for proposal, evaluations will take place after
twelve (12) weeks on àn assignment and thereafter, semi-annually and at the end of employment.
We shall discuss the evaluation with the City's Human Resources Department and allow
review of the same so long as such does not expose the City to potential co-employment status
or claim.
8
All testing, screening measures and evaluations are administered in compliance with state
and fe deral equal employment opportunity laws, including but not limited to the Elliot Larson
Civil R ights A ct and T itle V II of the Civil Rights A ct of 1964
A ttendanc e Policy
Our policies regarding attendan ce and tardiness w ill follow tho se of the City. As a general
rule, how ever, PIE adh eres to a strict attendance policy. PIE gui del ines are th at em pl oyees wh o
have tw o (2) unexcused ab sences ar e term ina ted unl ess the cl ient request oth erwise. T hose th at
ar e tar dy on five (S) occasion s are term inated un less the client request oth er w ise. We realize that
em er gencies m ay arise from tim e to tim e, how ever, we requi re that employees pre-schedule all
personal leave tim e, when possibl e, to avoid staffing issues. In the event unscheduled and
unexcused absenc es occur the empl oyee will receive a wr itten w ar ning followed by termination.
PIE understan ds that th e service we provide to you is essenti al to th e tim e liness of our
em ployees. E m ployees are expected to be at his or her designated w ork ar ea on tim e and ready to
perform duties assigne d. If, how ever, an empl oyee pre sume s he/she will be late for work we must
be notified in advanc e by telep hone . W e wi ll in turn not ify th e appropr iat e City supervisor.
Tardine ss is docum ent ed after 10 m inut es. Our pol icy regar di ng tardine ss will follow th ose of the
City, how ever as m en tioned before, w e consider five (S) late app earan ces to be gro un ds for
termi nation.
Replacements and Notification and Replacements
PIE shall imm ediatel y notify the ap propri at e City sup erv isor if a staff associ ate is unable
to com e to w ork . W e w ill train al l emp loyees to contact both our office and their City supervisor
an d advise of their inability to atten d. PIE shal l fol low up wi th the City supervisor to assure notice
has been provided. At such time, we shall offer nam es and resum es of short term replacem ents.
In the event of a no-show or walk out, PIE shall immediately provide resumes for
replacement. We shall have a replacement employee on site within two (2) hours if the no-show
or walk out happens before 1pm. If such happens after 1pm, PIE shall have a replacement on site
the following morning.
ONBOARDING, RIENTATON
Once a candidate is selected by the City, we provide an onboarding package which
includes: I) D irect Deposit Form; 2) Emergency Contact Form; 3) W-4s (Federal, State and City);
4) 1-9 Form ; 5) PIE D rivers' Policy; and 6) Em p loyee Inform ation Form. On ce such forms are
comp lete, PIE has each can didat e up date thei r dr ug test.
Once the drug test is return ed, we meet with the employee and provides a Welcome Letter.
Th e PIE W elcom e L etter provides the date and time of start, supervisor name, employee pay rate,
pay sch edule an d date of first pay check (with an expl ana tion of th e pay per iod coveri ng th e first
check) and address of location of em ploym ent.
9
Em ployees are then tra ined in Paycom ( our payroll system) and provided supporting
documents. The employees are then provided PIE and client contact information and instructions
on who to contact in case of emergency, injury, illness, etc.
Finally, employees are provided a PIE Handbook. Employees are called at the end of the
first day of work. A follow up call is made at the end of the first week of work.
SERVICES AND QUALITY CONTROL PROGRAM
Proposed ervices
Our experience indicates that this project will require us to promptly reply to request by
the City to provide and engage temporary employees. We will have to promptly contact candidates
and have them prepared for interviewing and engagement. We have the capacity to do so both
electronically and in-person and our process is simple. We will arrange interviews with the
appropriate City officials and conduct the background checks and drug screening.
For candidates referred by the City, our process is simple and shift as well. The City can
contact our office and advise us of whom they would like to hire, provide contact information for
the candidate and hire date. We will then contact the candidate and have the candidate complete
all the information for us to onboard them. We will confirm the pay rate for such candidate with
the appropriate City supervisor. PIE shall respond within 2 hours of the City's initial request and
have the candidate engaged within twenty-four (24) hours.
Our experience also indicates that we will have to provide payroll services such as: 1)
making weekly or bi-weekly payments to temporary employees; 2) offering direct deposit; 3)
making the proper tax withholdings from temporary employees; 4) preparing and filing appropriate
quarterly and annual tax reports with the IRS and state and submitting tax deposits for the same;
5) preparing and forwarding to employees W-2s; 6) express mailing of paychecks or pay vouchers
(if the direct deposit option was chosen) to the appropriate City official if requested; 7) providing
worker's compensation, liability insurance, and if required by law, pay state and federal
unemployment compensation for the employees; 8) addressing unemployment claims; 9)
preparing earning records and paychecks; and 10) making applicable payroll deductions. PIE will
also have to provide ancillary services such as: 1) invoicing the City showing actual number of
hours worked, actual employee bill rate, the service charge calculated by multiplying the hours
worked times the bill rate and the total amount due and 2) providing reports in the frequency and
form requested by the City.
Customer Service and Response
Our mission is: "Provide Exceptional Service Which Exceeds the Expectations of Our
Customers." This is the first thing we advise all our employees during their orientation to PIE.
10
The mi ssion is also printed on the fir st page of our Em ployee Han dbook and is repeated thro ughout
an y tra ining session.
PIE lives by our mi ssion an d customer ser vice. W e realize th at a bad reference can destroy
our organ ization th us we go above and beyond to ensur e th at we m ake om custom ers happy. For
several of our clients, our pass perfo rm ance has resulted in both renewal and expansion of serví ce
agreem ents.
This process begins by having a good understanding of the desires of the client and their
work environment. While the RFP has listed the desired services, each organization has its unique
way they want them completed. For example, PIE has tailored how employee time is submitted
for the various departments within Grand Rapids. Some departments or groups within an
organization may require electronic timesheets while others may not have access to a computer
thus require manual timesheets. We have the capacity to provide both forms and will adhere to
those requirements. We have also made other adjustments for the benefit of the City.
We do not take a cookie-cutter approach to any assignment. We partner with our clients
to ensure that our solutions reach their goals and objectives. As a result, PIE shall respond to
requests from the County within two (2) hours of receipt of request for temporary staff The
County may provide the notification either by phone or email. PIE will provide resumes on an
agreed upon number of qualified candidates to the requesting City representative and arrange
interviews within forty-eight (48) hours of the initial request. It is our policy to rank each
candidate, thus we will only send the resumes of those that rank the highest and have the
personality which matches your environment. In addition, we will arrange interviews of selected
parties prior to assignment. Once a party is selected we will confirm the starting date and time of
the selected employee within twenty-four (24) hours of selection by the City.
Our staff is available 24 hours a day, 7 days a week. PIE will provide the cell phone
numbers for our Co-Director of Operations, Stacy Kendrick in case of emergency request during
night, weekends or holidays. In such cases, we will provide a staffer on site within two (2) hours
of any request.
Pursuant to the RFP, our employees arc on-site and supervised by the City, however Stacy
Kendrick is our dedicated project manager.
Performance Monitoring
Evaluation and monitoring of performance shall be based upon standards discussed with
the City and recommended by PIE. Recommendation of the standards by us rather than made or
agreed up by the City provides shield for the City from co-employment claims. As we stated
before, we do not take a cookie-cutter approach to any assignment. As a result, we request that
standards are identified and discussed during our kick-off meeting.
PIE shall evaluate all employees after they are on assignment for twelve (12) weeks.
Thereafter, PIE shall evaluate employees semi-annually and at the end of each assignment.
11
Em p l o y e e Iss ue Resolution
As previously stated, Stacy Kendrick and Greg Donaldson will manage this Project, thus
performance issues identified by the City therefore are to be forwarded Stacy Kendrick. Stacy will
review the issue with the PIE Project Manager and the City's Project Manager. Unsatisfactory
personnel will be removed on the day notified by the City. Our normal process is to ask the client
if they would like the individual removed by the end of the day or immediately. In either event,
we will discuss removal with the terminated staffer. PIE commits to replace the terminated staffer
within three (3) hours. Normally, we provide resumes of potential replacement to you immediately
after request for termination. Upon approval of such replacement staffer, PIE will onboard the
staffer and arrange for them to be on site the following business day.
PIE will not charge the City for the services of any staff er terminated due to performance
that has been on site for less than 24 hours.
All client complaints not requesting termination are forwarded to Stacy Kendrick through
a customer complaint referral form. Stacy is then responsible for investigating the complaint. If
we determine that the staffer acted inappropriately they are disciplined and re-trained if not
terminated. Stacy is required to review and complete investigation of complaints within 2 business
days. After investigation of the complaint, Stacy Kendrick will further discuss the complaint and
disciplinary action with the City's Project Manager. All customer complaints are kept in the
employee's file. Supervisors are required to review staff files to determine the frequency of
complaints. Those staffers receiving frequent complaints are terminated.
Our experience indicates that the best quality plans are attentive to both the objective and
subjective review of our clients. As a result, we agree with the client on objective metrics at the
beginning of each project and suggest payment penalties if we do not adhere to them. We suggest
agreement on delivery of reports, timesheets and any other important information to the City as
part of the objective quality plan.
As for our subjective quality plan, during the first week of all new employees PIE will call
the City Project Manager at the end of each day to review their performance. After the first week
and for the first month, calls are made weekly. We have a monthly check after the first month.
This ensures that our employees are performing appropriately.
Such objective and subjective qu ality review and planning has help us improve our
customer service to our clients and will ensure that the City is receiving the best in service. To
date, PIE has not received any payment penalties.
All of our employees will dress and act professionally. We will advise them of dress
requirements and conduct standards during pre-employment training.
Our President and C.E.O., William Phillips will participate in this project from the
beginning to the end. Mr. Phillips founded PIE an d has over 18 years of customer service
12
exp er ience. A lth ou gh Stacy K endrick is th e P roject M anag er, W illiam Phill ips w ill act as an
ad ditio n al primary p o int of conta ct . T his assure th e C ity that th ey wi ll ha ve con sistent servi ce
th rou ghou t th e contr act.
COMPANY PROCESSES
Timesheet Management
C li ents ar e allow ed to deci de betw een electro n ic and m anual subm ission of tim esheets.
F or electron i c sub m ission , w e provide our cl ient s with a secur ed w eb site thr ough Paycom where
our em plo yees can lo g in an d in put their tim e. O nce the tim e is inputted, the appro pri ate cl ient
sup erv isor can log -in and ap prove such. O nce the tim e is app roved, our centr al office recei ves
th e sub m i ssio n.
For m an u al su bm i ssion, PIE wi ll pr ovide tim e sheets to th e C ity Project Man ager and /or
the appr o pri ate C ity Sup er v isor each w eek. Such tim e sh eets will be provided on M onday of each
w eek an d w e re quest deli very of com pleted signed time she ets wit h in 72 hour s of th e m ost recent
w ork w eek. T o ensu re accur acy, we request th at the appro priate C ity Supervisor execute th e
time sheet along wi th the staffer. W e do not allow any err ors or corre ction th ere of on the
time sheets. T im esh eets can be picked up fr om the C ity or subm itted via U S PS , em ail, or fa csim ile
at th e conven ien ce of the C ity .
Payroll System
P IE cu rrently h as a com prehen siv e payr oll system . W e have th e cap acity to pay on a
w eekl y or bi-w eek ly b asis. W e pay based on time sheets sub mi tted by th e emp loyee and app roved
b y a ven d or rep resen t ati v e.
U sin g our payroll softw ar e pr ovi ded by P aycom , employees m ay log-on to a secured site
to pro vide n otice of attendance. A t th e end of the day, they m ay log-out. T he on-site locations
have a sep arate lo g -o n procedure to appro ve tim e. W e request th at this is donc at th e end of each
day.
E m p lo y ees are given th e cho ice to recei ve paym en t by eith er ch eck o r di rect deposit. PIE
w ithholds all app ropriate taxes. P aycom assures pro per payro ll deductions are m ade and earn ing
records ar e m aintained . P aycom al so prep ares all che ck s an d w orks wit h our C P A to assure
qu art erly and ann ual tax report s an d W -2 form s are properly created.
A s w ith re p orts, clients m ay review payro ll and paym ents to em ployees via the secur ed
w eb -based soft w ar e.
P IE w ill fu rn ish the C ity w ith usage reports as requested by them . A t a m inim um , such
rep o rts shal l indicate employee name, job title, pay rat e, regular hour s, total hour s, bi ll rate,
ov ert im e bill ra te, gro ss pay, and total bill ed both fo r the tim e period covered in the report and year
to date.
13
invoicing
PIE shall invoice the City on a weekly or bi-weekly basis for services rendered for each
employee. PIE shall provide invoices listing the employee servicing the City; their hours worked
(both for the period and year to date) and the total billed (both for the period and year to date). PIE
shall attach original timesheets approved by the City Supervisor for each employee to the invoices.
Reports
PIE will provide customized reports at a minimum on a monthly, quarterly and annual
basis. As stated before, we do not take a cookie-cutter approach to assignments so the reports shall
be customized to fit the desires of the City. The reports at a minimum shall include temporary
employees name, assignment, hourly wage, billing rate, and hours worked. PIE shall provide
secured web access for review of reports as well as e-mail to the appropriate City supervisor.
DATABASE/RECRUITING
PIE currently has an extensive database of potential employees to fill the positions we
provide. We, however, do not depend on this database alone. We place ads for positions and our
internal staff searches for the right potential employees. Their searches include review of
Careerbuilders, Indeed and other job search sites, as well as contacting local job training programs,
local chambers, the Urban League, and other professional organizations related to specific
positions to notify them of our desire to collect resumes. This process is done on a continual base
so that our database of potential employees remains at a level for which we can immediately fill
positions with the best people available.
For bilingual position, in addition to the aforementioned areas we also search in local
churches, temples, and synagogues. We also contact ethnic business and social associations. We
formulated this process when required to provide bilingual customer service workers for Tarrant
County, Texas. We have subsequently used this process for several other clients with success.
We currently have cashiers, administrative assistants, clerks, data processors, secretaries,
mailroom assistants, receptionist, customer service representatives, data entry specialist, security
guards, project managers, program directors, programmers, analysis, IT department supervisors,
web developers, desktop support, IT auditors, accountants, accounting clerks, athletic officials,
athletic supervisors, fiscal analysts, software developers, instructors, drivers, logistics specialist,
logistics supervisors, analysts, technical writers, service desk analysts, network and web platform
administrators, management consultants, business analysts, mainframe developers, database
administrators, personal computer support specialists, Microsoft server administrators, web
application support specialists, web portal administrators, DW management consultants, DW/BI
architects and developers, video production specialists, marketing and media specialists, CA
Service Desk application architects and implementation consultants, real estate appraisers, human
services workers, social workers, child protective services investigators, winter shelter monitors
positions, appraisers, graphic designers, paralegals, inventory/warehouse workers, couriers,
14
c u s to d ian s , p ar al e g a ls , d isp at c h e r s , la b o r e rs, lic e n se d p r a ct i c al n u rse s , re gi s ter e d n urs e s , lab
te c hn ic ia n s a n d me d ic a l tran s c r ip tio n is t in o u r d a ta b a se .
W e s e n d o u r re cru ite r s d ir e c tly to c o m m un ity c e n te r s, c h ur c h e s , e m p lo y m e n t c e n te rs an d
simi l a r o r g a n iz at ion s wh e n re cr ui ti ng for large projects. PIE also obtains a list, if available, of past
employees for the assignment from our clients. We contact such employees and offer them
opportunities if the client approves the same. We pay referral fees and advertise on radio and
through social media. Having recruited for large volume project for the City of Detroit Elections
Department and State of Wisconsin, we found that such methods produce the greatest results.
We always keep multiple times the potential employees within the database for each
position we are required to fill. This allows us to immediately address all sudden staffing needs
as a result of vacations, illnesses, resignations and special projects. All potential employees are
interviewed before they are placed in our database.
PIE's current database is reviewed and updated weekly to ensure we have employees to fill
positions requested by our clients. In addition, PIE also contacts all the employees in our database
weekly to ensure employee availability for assignment and still currently seeking placement.
CONCLUSION
PIE has the proven experience, staff, resources and commitment to provide the Cìty with
the finest staffing solutions available. PIE guarantees to provide a loyal and committed staff that
will represent you professionally at all times. We also guarantee to provide staffing solutions that
will exceed your expectations.
Our success is a result of extensive background checks, interviewing and training.
Executive members of PIE will meet with your staff to determine the goals and objectives of the
City at the beginning of the project. Once the goals and objectives are clearly defined, PIE will
use its extensive employee database, resources and understanding of the City's unique
environment to identify staffing which will exceed your expectations.
15
RE RE
Th e following are references for PIE:
Client:
Length:
Contact:
Phone No:
Email:
Employees:
Clark County, W ashington
6/2018-Present
Leslie Harrington Smith
360-397-2114
leslie.harringtonsmith@clark. wa.gov
150 to 200
PIE currently provides administrative, engineering, IT, labor and security staffing
solutions throughout, Clark County.
CIient:
Length:
Contact:
Phone No:
Email:
Employees:
Racine County, Wisconsin
3/2012-Present
Karen Galbraith
262-636-3579
Karen.galbraith@goracine.org
100 to 150
PIE currently provides adm inistrative, IT, labor and security staffing solution s throughout
Racine County.
CIient:
Length:
Contact:
Phone No:
Email:
Employee:
City of Grand Rapids, Michigan
8/2015-Present
Desiree' A. Foster
616-456-3182
dfoster@grand-rapids.mi.us
75 to 150
PIE currently provides staffing throughout the City of Grand Rapids. We provide
administrative, IT, light industrial and labor employees.
Client:
Length:
Contact:
Phone No:
Email:
Employees:
State of Michigan
2/2011-Present
Joshua Wilson, Purchasing
(517) 284-7027
wilsonj3 1@michigan.gov
30 to 85
P IE provides temp orary administrative, finance, educational, and lab or staffing solution s
to the en tire Stat e of M ichi g an an d al l departm ent s therei n.
C lie n t:
Length:
Contact:
Phone No:
Employees:
King County, Washington
8/2011-Present
Robin Richards
(206) 263-9284
15 to 35
PIE provides administrative, finance, IT and laborers throughout King County. This month
King County selected PIE as its primary vendor for administrative, finance, engineering,
scientific, communications and legal administrative staffing. PIE was also selected by
King County as secondary vendor for risk management, appraisers, recreation and service
and security staffing.
A t t a ch m en t s
WI LLIAM A. PH ILLIPS
wphillips@piem anagement.com
EDUCATION:
EXP ERIENCE:
UNIVERSITY OF MINNESOTA LAW SCHOOL, Minneapolis, MN
J.D., 1996
Minnesota Journal of Law and Inequality
Director, Bankruptcy Clinic
Law Council
Admissions Committee
DELAWARE STATE UNIVERSITY, Dover, DE
M.B.A., 1993
Athletic Academic Enhancement Program Coordinator
Men's Basketball Team Most Inspirational Award
DELAWARE STATE UNIVERSITY, Dover, DE
B.B.A., 1990
Men's Basketball Team Captain
Who's Who Among College Students, Listed in 1990 edition
YOUNGSTOWN STATE UNIVERSITY, Youngstown , OH
9/86 - 6/87
P.I.E. MANAGEMENT, L.L.C., Detroit, MI/Middleton, WI
President and CE,O, 2002-Present
PEPPER HAMILTON LLP, Detroit, MI
Sports, Corporate and Securities Groups
Of Counsel, 2004 - 2008
Associate, 2001-- 2003
MILLER, CAN FIELD , PADDO CK AND STONE, P.L.C., Detroit, MI
East Michigan Business Services Practice Group
Associate, 1996 - 2001
Summ er Associate, 1995
OFFICE OF THE MI NNESOTA ATTORNEY GENERA L, St. Paul, MN
Labor and Human Services Sections
Law Clerk, 10/94 - 4/95
MICH IGAN DEPARTMENT OF LABOR, Lansing, MI
Michigan Occupational Safety and Health Section, Appeals Division
Law Clerk, 7 /94 - 9/94
FORD MOTOR COMPANY, Detroit, MI
Owner Relations Department, Lincoln Core Group
Customer Service Representative, 7/92- 8/93
DELA WARE STATE UNIVE RSITY, Dover, DE
Office of the Dean, School of Business
Graduate Assistant, 9/91-7 /92
LA ND O'LA KE S, INC., Minneapolis, MN
R-TECH AND ADVANCE FOOD SCIENCES, INC.
Marketing Assistant, 5/91 - 9/91
M EMBERSHIPS: First Independence National Bank, Broad of Directors, 2014-Present
First Independence Corporation, Broad of Directors, 2006-Present
Board of Directors, Detroit Super Bowl XL Host Committee
Michigan Athletic Board of Control (appointed by Governor), 2002- 2004
Board of Directors and Vice Chairman of Executive Committee,
Detroit Economic Growth Corporation, 2002-2008
Board of Directors, City of Detroit Local Development Finance Authority
(appointed by Mayor)
Board of Directors and General Counsel of Booker T. Washington Business Association.
2004 - 2006
ACTIVITI ES:
Client Review and Admissions Committee, Frontline Accelerator for Science and
Technology (FAST) program, an initiative of the Wayne State University Research and
Technology Park
Detroit Metropolitan Bar Association (Chair, Sports Law Committee of
the Entertainment and Sport Law Section, 1997 - 2000)
State Bar of Michigan, 1996-Present
2002 - 2003 Leadership Detroit XXIV Class
2003 Crain's Detroit Business 40 under 40
Goldman Sachs 10,000 Small Businesses (Detroit Cohort II) 2014
Member of Word of Faith International Christian Center
Stacy N. Kendrick
Email: skendrick@piemnagement.com
EDUCATION:
Baker College
Bachelor of A pplied Science Degree; Concentration in Hum an Service
Associ ate of A pplied Science D egree; Concentration in Hum an Service
Graduated 20II
Graduated 2009
PROJECT MANAGEMENT EXPERIENCE:
• M an age C lark C ounty, W ashin gt on eng agem ent.
• Co-Manage Racine County, Wisconsin engagem en t.
• Co-M an aged D allas County , Texas engagem ent.
HUMAN RESOURCES/ADMINISTRATIVE EXPERIENCE:
• Assist with Human Resources dut ies such as staff recruitm ent an d retention, employee relation s, orientation an d
on boarding.
• Select and interview candidates fo r available positions.
• Conduct background checks and drugs screens for new hires.
• R espon se to employee and client issues and questions in a timely m anner
• Complete weekly staffing reports.
• Conduct backgr oun d screening an d drug screening for all new empl oyees.
• Complete em p loyee verifications.
• Update company's job posting to reflect the current openings.
• Type docum ents and corresponden ces for Own er and Departm ent M an ager.
CUSTOMER SERVICE EXPERIENCE:
o Trained new and existing em ployees on customer service representative duties
• Provided office support to the custom er service superv isor
• Provided custom er service sup port to citizens
• Reviewed citizens' m ai led-in comp laints and m ade appropriate decisions based on their dispute
• Answ ered high volume inboun d calls and rescheduled cour t heari ngs when appropriate
• Served as back-up personnel to the court clerk, as needed
• Identified, researched an d resolved citizens'
CLERICAL EXPERIENCE:
• Assisted C EO an d Senior Vice President with sp ecial projects
• Organized and maintained all paperwork
• Creat ed files for all court docum ents and m aintained office organization
• Ordered and distributed office supplies
• Faxed and m ailed necessary court docum ents to citizens and legal representatives
• Sorted m ail and scanned all docum ents received from citizens
• Facilitated pr eparat ion for lockbox payment processing
• Calculated all check and money order payments
» Processed all check an d m oney or der paym ents through the paym ent processor
• Balanced paym ents, m ade receip ts for all paym ents an d made deposits daily
o Trained new and existing emp loyees on lock box procedures
EM P L O Y M E N T H IST O R Y :
10/2016- present P.I.E. Management, L.L.C.
Co-Director of Operations
07/2011-07/2016 State of Michigan
Service Specialist - Department of Health and Human Services
Assistant Payment Worker - Department of Health and Human Services
12/2008--06/2010 P.I.E. Management, L.L.C.
Customer Service Representative
Administrative Assistant
10/2007- 12/2008 P.I.E. Management, L.L.C.
Lock Box/Payment Processor
Customer Service Representative
Imaging Clerk
06/2003-- 10/2007 Mount Clemens Regional Medical Center
Expediter - Nutritional Services Department
COMPUTER EXPERIENCE:
Operating Systems: Windows
Software: Microsoft Office Suite, Adobe Acrobat Reader, Nitro
Date of Invoice: 7/10/2015
Invoice Number;
Services provided by.
Invoice Service Month:
Invoice Service Year
Location:
Sam ple
See Attached
July
2015
Purchasing Department
Contractor Job Position
Castruita, Francisco
Townsend, Melvin
Bradley, David
Office Assistant
Driver
Building Inspector
Over Time
Total Hours Hourly Rate Hours
160.00
150.50
147.50
$12.68
$15.17
$20.61
Over Time
Rate ACA Rate
$350.00
$350.00
$500.00
Total
2,378.80
2,633.09
3,539.98
Please remit payment to: P4.E. Management L.L..
400 Monroe
Suite 410
Detroit, MI 48226
Federal Identification No 30-0024055
Timesheet for invoice Attached
ATTACHMENT D
INSURANCE REQUIREMENTS
APPENDIX F
I t., ! .
.
Insurance Requirements
1TB 2020-055-A Y
TEMPORARY STAFFING SERVICES
PROCUREMENT DEPARTMENT
1755 Meridian Aven ue, 3d FIoor
Miami Beach, Florida 33139
1TB 2020055Y
#Mt% $#%- 49
M l
xxx 1.
XXX 2.
xxx 3.
4.
X XX 5.
6.
xxx 7.
XXX B.
xxx 9.
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to
maintain throughout the term of the contract and any renewal periods.
Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida.
Comprehensive General Liability (occurrence form), limits of liability$ 1,000,000.00 per occurrence for
bodily injury property damage to include Premises/ Operations; Products, Completed Operations and
Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement
exactly as written in "insurance requirements" of specifications).
Automobile Liability- $1,000,000 each occurrence - owned/non-owned/hired automobiles included.
Excess Liability -$ .00 per occurrence to follow the primary coverages.
The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
Other Insurance as indicated:
Builders Risk completed value
Liquor Liability
Fire Legal Liability
Pr otection and Indemnity
Employee Dishonesty Bond
Other
$ 00
$ .00
$ .00
$ .00
$ .00
$ .00
Thirty (30) days written cancellation notice required.
Best's guide rating B+:VI or better, latest edition.
The certificate must state the proposal number and title
Waiver of Subrogation: Contractor hereby grants to City of Miami Beach a waiver of any right to subrogation which
any insurer of the Contractor may acquire against the City of Miami Beach by virtue of the payment of any loss under
such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of
subrogation, but this provision applies regardless of whether or not the City of Miami Beach has received a waiver of
subrogation endorsement from the insurer.
The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject
to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.