2014-28770 Reso RESOLUTION NO, 2014-28770
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO REJECT THE SINGLE PROPOSAL RECEIVED,
PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. _2014-237-JR:
FOR PLANS REVIEW, INSPECTIONS AND PERMIT CLERK SERVICES;
AUTHORIZING A CONTINUING MONTH-TO-MONTH EXTENSION OF
CONTRACT NUMBER RFP-47-08/09 FOR PLANS REVIEW AND BUILDING
INSPECTOR; AND AUTHORIZING THE ISSUANCE OF A NEW RFQ.
WHEREAS, Request for Qualifications No. 2014-237-JR (the RFQ), for Plans
Review, Inspections and Permit Clerk Services, was issued on July 25, 2014, with a
deadline for receipt of proposals of August 26, 2014; and
WHEREAS, a pre-bid conference to provide information to the proposers was
held on August 7, 2014; and
WHEREAS, the City received a proposal from the following firm: C.A.P.
Government, deemed non-responsive; and
WHEREAS, the Administration recommends the rejection of the proposal
received pursuant to the RFQ; and
WHEREAS, the Administration also recommends a continuing month-to-month
extension of contract number RFP-47-08/09 for Plans Review and Building Inspection;
and
WHEREAS, the Administration will be conducting an industry review meeting to
review the specifications and scope of this project in an effort to increase the number of
proposals in the forthcoming RFQ; and
WHEREAS, after the industry review meeting, the Administration will prepare
and issue a new RFQ, which will be submitted to the City Commission via a Letter to
Commission ("LTC"); and
WHEREAS, after reviewing the Administration's recommendation, the City
Manager exercised his due diligence and recommends that the Mayor and the City
Commission reject the single proposal received pursuant to this RFQ; authorizing a
month-to-month extension of contract number RFP-47-08/09; and authorizing the
issuance of a new RFQ.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager to reject the single
proposal received, pursuant to Request for Qualifications (RFQ) No. 2014-237-JR, for
the Plans Review, Inspections and Permit Clerk Services; authorizing a month-to-month
extension of contract number RFP-47-08/09; and authorizing the issuance of a new
RFQ.
PASSED AND ADOPTED this day of C /2014.
ATTEST:
Rafael E. Grana c /ns rand Mayor
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APPROVED AS TO
FORM & LANGUAGE
&FOR EXECUTION
(5)C4ityktoffiey Date
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER TO REJECT THE SINGLE PROPOSAL
RECEIVED, PURSUANT TO REQUEST FOR QUALIFICATIONS(RFQ) NO. 2014-237-JR: FOR PLANS REVIEW,
INSPECTIONS AND PERMIT CLERK SERVICES;AUTHORIZING A CONTINUING MONTH-TO-MONTH EXTENSION
OF CONTRACT NUMBER RFP-47-08/09 FOR PLANS REVIEW AND BUILDING INSPECTOR;AND AUTHORIZING
THE ISSUANCE OF A NEW RFQ.
Key Intended Outcome Supported:
Maximize The Miami Beach Brand As A World Class Destination
Supporting Data(Surveys, Environmental Scan,etc: N/A
Item Summa /Recommendation:
The City of Miami Beach Building Department requires supplemental services related to plans review,inspections and
permit clerk services through third-party contractors.The City currently has a contract,which has no renewal periods .
remaining,for these services with several service contractors to provide these services.The current providers are:CAP
Government,M.T.Causley,Nova Engineering and Vertical Assessment.These services are necessary to address the
variable demand requirements in the Building Department,and to be able to offer customers a high level of service. To
address the needs following the expiration of the current contract, the Administration is requesting the release of a
Request for Qualifications for these services.
The intent of this RFQ was to award a contract to a minimum of two(2)consultants to provide these services for a term
of three (3) years with two (2) one (1) year options to renew at the discretion of the City. One major change in the
recently released RFQ is that providers who also provide the same services to private contractors will be prohibited
from being award.The reason for this is that potential conflicts exist when a service provider acting on behalf of the City
in plans review,inspections and permit services is involved with private contractors for whom the same service provider
is also providing services.
On July 23,2014,the City Commission approved to issue the Request for Qualifications(RFQ)No.2014-237-JR. On
July 25,2014,the RFQ was issued.A voluntary pre-proposal conference to provide information to the proposers was
held on August 7, 2014. RFQ responses were due and received on August 26, 2014. The City received one (1)
proposal from CAP Government. The other current services providers declined to respond, most likely due to the
prohibition that those firms providing services to the City would be precluded from providing services to private
contractors. .
The Committee convened on September 29,2014 and was provided an overview of the project,information relative to
the City's Cone of Silence Ordinance and the Government Sunshine Law.The Committee was also provided general
information on the scope of services,references,and a copy of each proposal. Additionally,the Committee engaged in
a question and answer session after the presentation of the proposer.
However,in its due diligence the City discovered that one of the team members for CAP Government is also a principal
for a firm that provides private inspections and plans review for private clients, which is prohibited in the RFQ.
Accordingly,the proposal received from CAP was deemed non-responsive.
Therefore,the City Manager recommends the rejection of the proposal received from CAP Government pursuant to the
RFQ. Subsequently,the Administration will be conducting an industry review meeting to review the specifications and
scope of this project in an effort to increase the number of proposals in a forthcoming RFQ. After the industry review
meeting, the Administration will prepare and issue a new RFQ, which will be submitted to the City Commission via
Letter to Commission ("LTC").
RECOMMENDATION
Adopt the Resolution.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds: 1
2.
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Si n- s:
artment for Ass' t Ci M Ci er,
AD MF JMJ MT JL
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AGENDA ITEM C Z 7 MIA DATE to
MIAMI BEACH
City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members the City C mmission
FROM: Jimmy L. Morales, City Manager
DATE: October 22, 2014
SUBJECT: A RESOLUTION OF THE MAY AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCE TING THE RECOMMENDATION OF THE CITY
MANAGER TO REJECT THE SINGLE PROPOSAL RECEIVED, PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO. 2014-237-JR: FOR PLANS
REVIEW, INSPECTIONS AND PERMIT CLERK SERVICES; AUTHORIZING A
CONTINUING MONTH-TO-MONTH EXTENSION OF CONTRACT NUMBER RFP-
47-08/09 FOR PLANS REVIEW AND BUILDING INSPECTOR; AND
AUTHORIZING THE ISSUANCE OF A NEW RFQ.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Build and Maintain Priority Infrastructure with Full Accountability
FUNDING
N/A
BACKGROUND
The City of Miami Beach Building Department requires supplemental services related to plans
review, inspections and permit clerk services through third-party contractors. The City currently
has a contract, which has no renewal periods remaining, for these services with several
service contractors to provide these services. The current providers are: CAP Government,
M.T. Causley, Nova Engineering and Vertical Assessment. These services are necessary to
address the variable demand requirements in the Building Department, and to be able to offer
customers a high level of service. To address the needs following the expiration of the current
contract, the Administration is requesting the release of a Request for Qualifications for these
services.
The intent of this RFQ was to award a contract to a minimum of two (2) consultants to provide
these services for a term of three (3) years with two (2) one (1) year options to renew at the
discretion of the City. One major change in the recently released RFQ is that providers who
also provide the same services to private contractors will be prohibited from being award. The
reason for this is that potential conflicts exist when a service provider acting on behalf of the
City in plans review, inspections and permit services is involved with private contractors for
whom the same service provider is also providing services.
RFQ PROCESS .
On July 23, 2014, the City Commission approved to issue the Request for Qualifications
(RFQ) No. 2014-237-JR. On July 25, 2014, the RFQ was issued. A voluntary pre-proposal
conference to provide information to the proposers was held on August 7, 2014. RFQ
Commission Memorandum—RFQ No. 2014-237-JR: Plans Review, Inspections and Permit Clerk
Services
October 29, 2014
Page 2
responses were due and received on August 26, 2014. The City received one (1) proposal
from CAP Government. The other current services providers declined to respond, most likely
due to the prohibition that those firms providing services to the City would be precluded from
providing services to private contractors.
On September 8, 2014, the City Manager via Letter to Commission (LTC) No. 309-2014,
appointed an Evaluation Committee (the "Committee"), consisting of the following individuals:
• Stephen Scott, Deputy Director, Building Department
• Linda Blanco, Assistant Director, Building Department
The Committee convened on September 29, 2014 and was provided an overview of the
project, information relative to the City's Cone of Silence Ordinance and the Government
Sunshine Law. The Committee was also provided general information on the scope of
services, references, and a copy of each proposal. Additionally, the Committee engaged in a
question and answer session after the presentation of the proposer.
However, in its due diligence the City discovered that one of the team members for CAP
Government is also a principal for a firm that provides private inspections and plans review for
private clients, which is prohibited in the RFQ. Accordingly, the proposal received from CAP
was deemed non-responsive.
Therefore, the City Manager recommends the rejection of the proposal received from CAP
Government pursuant to the RFQ. Subsequently, the Administration will be conducting an
industry review meeting to review the specifications and scope of this project in an effort to
increase the number of proposals in a forthcoming RFQ. After the industry review meeting,
the Administration will prepare and issue a new RFQ, which will be submitted to the City
Commission via Letter to Commission ("LTC").
MANAGER'S DUE DILIGENCE & RECOMMENDATION
Adopt the Resolution.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida: accept the recommendation of the City Manager to reject the single proposal
received, pursuant to Request for Qualifications (RFQ) No. 2014-237-JR: for Plans Review,
Inspections and Permit Clerk Services, authorizing a month-to-month extension of contract no.
RFP-47-08/09 Plans Review and Building Inspector; and authorizing the issuance of a new
RFQ.
JLM /JMJ / tF/AD/JVR
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