99-23141 RESO
RESOLUTION NO. 99-23141
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO ISSUE REQUEST FOR PROPOSALS (RFP) NO.
52-98/99 FOR TRAVEL MANAGEMENT SERVICES.
WHEREAS, the City desires to contract with a firm who will arrange for all City business
travel to utilize the City's funds more efficiently; and
WHEREAS, it is anticipated that a travel management service provider will minimize the
amount of time required to secure travel arrangements, will ensure that the City's travel policies and
procedures are followed and will provide financial management reports to measure and monitor
travel expenditures; and
WHEREAS, the Administration has drafted a Request for Proposals for providing
travel management services and set a tentative date of May 28, 1999, as the deadline for receipt of
proposals.
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 authorize the Administration to issue Request for Proposals (RFP) No. 52-
98/99 for travel management services for the City of Miami Beach.
PASSED and ADOPTED this 28th day of April, 1999
1~
MAYOR
ATTEST:
~~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& fOR EXECUTION
t~ Y1;(II~
CITY OF MIAMI BEACH
RFP NO. 52-98/99
REQUEST FOR PROPOSALS FOR
TRA VEL MANAGEMENT SERVICES
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN MAY 28,1999 AT 3:00 PM
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
1
CITY OF MIAMI BEACH
RFP NO. 52-98/99
Sealed proposals will be received by the City of Miami Beach Procurement Director, 1700
Convention Center Drive, Miami Beach, Florida, 33139, until 3:00 PM on the May 28,1999 for:
TRA VEL MANAGEMENT SERVICES
At time, date, and place above, proposals will be publicly opened. Any proposal received after time
and date specified will be returned to the proposer unopened.
Proposal documents may be obtained upon request from the Procurement Division, telephone
number (305) 673-7490, Bid Clerk.
You are hereby advised that this RFP is subject to the "Cone of Silence, " in accordance with
Ordinance 99-3164. From the time of advertising until the City Manager issues his recommendation,
there is a prohibition on communication with the City's professional staff. The ordinance does not
apply to oral communications at pre-bid conferences, oral presentations before evaluation
committees, contract discussions during any duly noticed public meeting, public presentations made
to the City Commission during any duly noticed public meeting, contract negotiations with the staff
following the award of an RFP, RFQ, RFLI, or bid by the City Commission, or communications in
writing at any time with any city employee, official, or member of the City Commission unless
specifically prohibited. A copy of all written communications must be filed with the City Clerk.
Violation of these provisions by any particular bidder or proposer shall render any RFP award, RFQ
award, RFLI award, or bid award to said bidder or proposer void, and said bidder or proposer shall
not be considered for any RFP, RFQ, RFLI or bid for a contract for the provision of goods or
services for a period of one year.
The City of Miami Beach reserves the right to accept any proposal or bid deemed to be in the best
interest of the City of Miami Beach, or waive any informality in any proposal or bid. The City of
Miami Beach may reject any and all proposals or bids.
CITY OF MIAMI BEACH
Michael A. Rath, CPPB
Procurement Director
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
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TABLE OF CONTENTS
Page
I. OVERVIEW AND PROPOSAL PROCEDURES 4
II. SCOPE OF SERVICES 9
III. PROPOSAL FORMAT 13
IV. EV ALUA TION/SELECTION PROCESS; CRITERIA FOR EV ALUA TION 16
V. GENERAL PROVISIONS 18
VI. SPECIAL TERMS AND CONDITIONS 20
VII. ATTACHMENTS 20
VIII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED 21
TO CITY
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
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SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTION/BACKGROUND
Request for Proposals (RFP) for a term contract to provide Travel Management Services
for the City of Miami Beach as described in this proposal.
B. RFP TIMET ABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued April 29, 1999
Deadline for receipt of questions May 17,1999
Deadline for receipt of proposals May 28,1999 at 3:00 PM
Evaluation committee meeting June 7,1999
Commission approval and authorization
of negotiations June 23,1999
Contract negotiations June 24,1999
Projected award date July 7,1999
Projected contract start date July 19,1999
C. PROPOSAL SUBMISSION
An original and six (6) copies of complete proposal must be received by May 28, 1999 at
3:00 PM and will be opened on that day at that time. The original and all copies must be
submitted to the Procurement Division in a sealed envelope or container stating on the
outside the proposer's name, address, telephone nwnber, RFP nwnber and title, and
proposal due date.
The responsibility for submitting a response to this RFP to the Procurement Division on
or before the stated time and date will be solely and strictly that of the proposer. The City
will in no way be responsible for delays caused by the U.S. Post Office or caused by any
other entity or by any occurrence. Proposals received after the proposal due date and time
will not be accepted and will not be considered.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
4
D. PRE-PROPOSAL CONFERENCE
Not applicable
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
Proposers are advised that from the date of release of this RFP until award of the contract,
no contact with City personnel related to this RFP is permitted, except as authorized by
the contact person. Any such unauthorized contact may result in the disqualification of
the proposer's submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles
will be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to
acknowledge the number of addenda received as part of their proposals. The proposer
should verify with the Procurement Division prior to submitting a proposal that all
addenda have been received.
F. PROPOSAL GUARANTY
Not applicable
G. MODIFICA TION/WITHDRA W ALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after
the proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless withdrawn in writing prior to
the proposal due date or after expiration of ninety (90) calendar days from the opening of
proposals without a contract award. Letters of withdrawal received after the proposal due
date and before said expiration date and letters of withdrawal received after contract
award will not be considered.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
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H. RFP POSTPONEMENT/CANCELLA TIONIREJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, ,at any time, this RFP process; or
waive any irregularities in this RFP or in any proposals received as a result of this RFP.
I. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or
any work perfornled in connection therewith, shall be the sole responsibility of the
proposer(s) and not be reimbursed by the City.
J. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement
Division; this will facilitate their receipt of future notices of solicitations when they are
issued. All proposer(s) must register prior to award; failure to register will result in the
rejection of the proposal. Potential proposers may contact the Procurement Division at
(305) 673-7490 to request an application.
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of $20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
It is the responsibility of the proposer to inform the City concerning any changes,
including new address, telephone number, services, or commodities.
K. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in
this RFP, and outline what alternative is being offered. The City, after completing
evaluations, may accept or reject the exceptions. In cases in which exceptions are
rejected, the City may require the proposer to furnish the services or goods originally
described, or negotiate an alternative acceptable to the City.
RFP NO.: 52-98/99
DA TE: APRIL 29, 1999
CITY OF MIAMI BEACH
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L. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this
RFP will be available for public inspection after opeI!ing of proposals, in compliance with
Chapter 286, Florida Statutes, known as the "Government in the Sunshine Law".
M. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion,
or may require proposers to give oral presentations based on their proposals. The City
reserves the right to enter into negotiations with the selected proposer, and if the City and
the selected proposer cannot negotiate a mutually acceptable contract, the City may
terminate the negotiations and begin negotiations with the next selected proposer. This
process may continue until a contract has been executed or all proposals have been
rejected. No proposer shall have any rights in the subject project or property or against
the City arising from such negotiations.
N. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received
no later than 5 calendar days after award by the City Commission. The Procurement
Director will notify the protester of the cost and time necessary for a written reply, and all
costs accruing to an award challenge shall be assumed by the protester. Any protests
received after 5 calendar days from contract award by the City Commission will not be
considered, and the basis or bases for said protest shall be deemed to have been waived
by the protester.
O. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local
laws, ordinances, codes, and regulations that may in any way affect the services offered,
including the Americans with Disabilities Act, Title VII of the Civil Rights Act, the
EEOC Uniform Guidelines, and all EEO regulations and guidelines. Ignorance on the
part of the proposer will in no way relieve it from responsibility for compliance.
P. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made and approved, may result
in forfeiture of that portion of any proposal surety required as liquidated damages to the
City; where surety is not required, such failure may result in a claim for damages by the
City and may be grounds for removing the proposer from the City's vendor list.
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
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Q. CONFLICT OF INTEREST
All proposers must disclose with their proposal the name(s) of any officer, director,
agent, or immediate family member (spouse, parent, ~ibling, 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 often (10%)
percent or more in the proposer or any of its affiliates.
R. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of
the contract. Ignorance of such conditions and requirements resulting from failure to
make such investigations and examinations will not relieve the successful proposer from
any obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any
monetary consideration on the part of the proposer.
S. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer be legally considered to be
an independent contractor and that neither the proposer nor the proposer's employees and
agents shall, under any circumstances, be considered employees or agents of the City.
T. PUBLIC ENTITY CRIME (PEC)
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crimes may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit
bids on leases ofreal property to public entity, may not be awarded or perform work as a
contractor, supplier, sub-contractor, or consultant under a contract with a public entity ,
and may not transact business with any public entity in excess of the threshold amount
provided in Sec. 287.017, for CATEGORY TWO for a period of36 months from the date
of being placed on the convicted vendor list.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
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SECTION II - SCOPE OF SERVICES
A. BACKGROUND
The City of Miami Beach's annual travel expenditures included in this program are estimated to
be $150,000, of which approximately 30% is for airline travel. These quantities are given as a
general guide and are not guaranteed amounts. Actual requirements may be more or less than
these estimates.
B. TERM OF CONTRACT
The initial term of the contract shall be from the date of award through September 30, 2000.
Thereafter, the City shall have four (4) options to renew with a term of one (1) year each. The
full term of this contract, including all extensions, shall not exceed five (5) years.
C. SERVICES REQUIRED
The contractor shall provide or arrange for travel services for authorized official travel,
including:
1. TRANSPORT A TION SERVICES
1.4
1.5
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
1.1
The contractor shall make reservations, issue and deliver tickets for all
commercial modes of transportation, i.e., air, rail, bus and steamship. Air
passenger tickets shall be issued only from approved Air Traffic
Conference of America (A TC) or Airline Reporting Company (ARC)
ticket stock.
1.2
Full coach fares may be used only if no other reduced fares are available.
1.3
Off-peak, excursion, promotional and other types of discount fares shall be
used when at all possible. If lower in cost, such promotional fares shall be
used as the first choice of travel.
The contractor shall pay the City the difference in cost if it has failed to
book the lowest available fare (within the constraints of the above
stipulations ).
The contractor shall make adjustments for any change(s) in flight, train,
bus or steamship schedules. Tickets and billings shall be modified or
reissued to reflect these changes.
CITY OF MIAMI BEACH
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1.6 The contractor shall make a timely ef(ort to notify travelers of airport
closings, canceled or delayed flights, trains, buses or voyages.
1.7 The contractor shall provide the City with advance seat assignment,
advance boarding passes, and last seat availability on all airlines for which
the contractor can offer these services.
2. RENTAL VEHICLES
2.1. The contractor shall arrange for commercial rental vehicles for City
travelers at the lowest rate possible; confirm the rate at which the
reservation is made; and include such information on the traveler's
itinerary .
3. INTERNATIONAL TRAVEL
3.1.
3.2.
3.3.
3.4.
3.5.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
The contractor shall arrange for international travel, including reservations
and ticket delivery for air, rail, bus or steamship transportation and
reservations for hoteVmotel accommodations and for car rental services.
The contractor shall provide travelers with advice on necessary health
requirements, including types of inoculations and vaccinations either
required or suggested for foreign travel.
The contractor shall provide information and advise on conditions at the
various foreign destinations, including climatic conditions, types of
clothing which are appropriate or essential, national and religious
holidays, location of American embassies and consulates, possible
hostilities, etc.
The contractor shall provide technical advise on such matters as foreign
currency exchange rates and transactions, securing auto insurance in
conjunction with foreign car rentals, excess baggage requirements and
fees.
The contractor shall assist travelers in obtaining passports and visas for
foreign travel.
CITY OF MIAMI BEACH
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4. LODGING
4.1. The contractor shall provide lodging reservations. This service shall
include initiating and confirming resefVations and confirming the rate at
which the reservation is made.
4.2. Where there are agreements for discounted government rates below the
rates available to the contractor, the contractor shall endeavor to obtain
such rates for City travelers. (Frequently these rates are capacity
controlled.) The contractor shall also make available to the City any
guaranteed corporate or other discount rates it has negotiated at these or
other hotels. Final selection of accommodations, within the City's
regulations, rests with the traveler.
5. SEMINARS AND MEETINGS
5.1. The contractor shall make all arrangements necessary for the presentation
of seminars and meetings for City personnel. Arrangements shall include,
but are not limited to, the reservation of meeting or classroom space,
attendee lodging, meals, transportation to the seminars or meeting site,
clerical support, audio-visual equipment and all other related functions.
6. TRAVELER'S ITINERARIES
6.1. The contractor shall provide to each traveler a complete written trip
itinerary including, but not limited to, the carrieres); flight, train, bus and
voyage number(s); departure and arrival time(s) for each segment of the
trip; ground transportation facilities (e.g., taxi or shuttle bus) at
destination(s); name, telephone number and location of hotels/motels and
room rates booked by the contractor at each destination; and name,
telephone number and location of rental cars and rates booked by the
contractor at each destination.
7. TICKET DELIVERY
7.1.
The contractor shall provide delivery of tickets, itineraries and boarding
passes (if applicable) as determined necessary by the City. Tickets shall
routinely be provided 2 days in advance of travel unless the agency
requests otherwise. The contractor shall deliver tickets only to employees
designated by the City. Prepaid tickets shall not be used as a routine
method of providing tickets to employees at outlying City field offices.
The contractor shall provide tickets to such locations by mail or express
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
11
service, as required, to deliver tickets in advance of travel.
8. COMPENSATION
8.1 Reimbursement by the City to the contractor for transportation services
under the contract shall be limited to actual carrier rates and/or fares
effective for air, rail, bus, and steamship tickets issued to government
travelers for official travel. Compensation shall be limited to the value of
issued tickets authorized under the procedures established by the City's
Travel Policy ( Exhibit B). The contractor shall ensure that the City is
billed for a prepaid ticket charge only when required by airline tariff for
government travel.
8.2. Other compensation for services provided under this contract may be in
the form of commissions received by the contractor from carriers and
suppliers of rental vehicles, lodging and other related travel services. The
City accepts no responsibility or liability for payment of such
commISSIons.
8.3. Where advance deposits or fees are required by hotels, conference centers
or .,imilar facilities for the arrangement of seminars or conferences, the
City shall pay the contractor for such fees if the contractor is making such
arrangements directly on behalf of the City.
9. MANAGEMENT REPORTS
9.1
At a minimum, the contractor shall provide monthly a summary of all
activity under the contract to the Procurement Division, and to each
department that ordered travel service during that month. The summary
report shall include at least the traveler's name, department, type of
service, destination, cost and, for airline tickets, lowest fare and why
lowest fare was not used, if applicable.
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
12
SECTION III - PROPOSAL FORMAT
Proposals must contain the following documents, each fully completed and signed as required.
Proposals which do not include all required documentation ~r are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
1. Table of Contents
Outline in sequential order the major areas of the proposal, including enclosures.
All pages must be consecutively numbered and correspond to the table of
contents. .
2. Vendor Profile
RFP NO.: 52-98/99
DATE: APRIL 29,1999
The proposer shall provide the following information:
1.
The name, title, address, and telephone number ofperson(s) who will be
assigned to perform service under the proposal.
2.
Resumes/credentials of the person(s) who will perform the services
required. Credentials may be subject to verification.
3.
Proof of authorization and/or professional memberships from Airline
Reporting Corporation (ARC), International air Travel Agent Network
(IA TAN), AMTRAK, other rail and ship carriers, and professional travel
organizations.
4.
Adequate information to describe the scope of the proposer's previous
experience in providing governmental and/or commercial volume travel
services. Volume travel services are defined as governmental or corporate
accounts with annual billings in excess of $300,000.
5.
List of current or former clients with requirements similar in scope and
content to the proposed contract, a contact and current telephone number
at each client location, and the estimated annual dollar sales of each
account. The City reserves the right to verify the information furnished.
6.
Adequate information to describe the nature of the proposer's experience
in providing the travel management services required in the Scope of
Work described below.
CITY OF MIAMI BEACH
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3. Implementation Plan
A detailed narrative statement to demonstrate the proposer's understanding of the
Scope of Work described below. The statement shall include but not necessarily
be limited to the proposer's proposed organizational structure and procedures to
provide the required services, software and equipment to be used, expectations
regarding the City's responsibilities and contributions under the contract, any
limitations in delivering all the required services, any potential problem areas that
might impede the successful implementation of the contract, and any other
information not specifically required elsewhere in this RFP but considered
pertinent by the proposer.
4. Special Services And/Or Rates
The proposer shall provide information about any special services or rates for
corporate or governmental clients, i.e., discount airfares, frequent flyer incentives,
low hotel rates (if guaranteed), plus any other enhancements offered previous
clients which will be provided to the City such as baggage insurance, travel
insurance, parking, etc.
5. Shared Commission
The proposer may submit a firm offer of any proposed shared commission. The
proposer shall express the rebate as a percentage of the total volume excluding
tax. Frequency of dispersals shall be included. The City will require the right to
inspect contractor's books during the term of the contract and for a period of one
year after the expiration date. A shared commission proposal is not a requirement
of this RFP.
6. Acknowled2ment of Addenda and Proposer Information forms (Section VIII)
7. Any other document required by this RFP. such as a Questionnaire or Proposal
Guaranty.
B. MINIMUM REQUIREMENTS / QUALIFICATIONS:
1. SYSTEMS AND EQUIPMENT
The proposer shall be equipped with all necessary furnishings, office equipment,
supplies, tariffs, automated reservation and ticketing equipment, computer
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
14
systems, communications services, and related items necessary to conduct
operations to fulfill the contract requirements. The proposer must have a system
of direct interface between the reservation, ticketing and accounting elements so
that all passenger reports and summary data may be automatically generated from
point-of-sale information.
2. PERSONNEL
At each location, the proposer shall provide a site manager and other personnel
who are experienced in arranging domestic and international transportation via all
modes and are familiar with lodging establishments and vehicle rental firms. In
addition, these personnel must also be experienced in operating the automated
reservation and ticketing equipment to be used in performance of the contract.
The site manager should have at least 3 years experience, and other key personnel
(including reservation agents) should have 1 full year experience in the delivery of
travel services.
3. HOURS OF OPERATION
Provide at least nine (9) hours of continuous service compatible with the City's
standard workday, usually 8:00 a.m. through 5:00 p.m., Monday through Friday.
Actual hours, if different, will be negotiated and documented for the final contract
agreement. Emergency services outside the regular working hours must be
provided by the successful proposer through traveler access to a 24-hour toll-free
phone number.
4. APPRO\' ALS
Each proposer shall have Airline Reporting Corporation (ARC), International Air
Travel Agent Network (IATAN), and AMTRAK approval.
5. LOCATION OF PROPOSER'S FACILITY
Proposers facility shall be in the geographical boundary of Miami-Dade County,
Florida with an office(s) situated in a location readily accessible to the City.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
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SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR
EVALUATION
The procedure for proposal evaluation and selection is as folJows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is
desired, proposers may be requested to make additional written submissions or oral
presentations to the Evaluation Committee.
5. The Evaluation Committee shall recommend to the City Manager the proposal or
proposals acceptance of which the Evaluation Committee deems to be in the best interest
of the City.
The Evaluation Committee shall base its recommendations on the following factors:
A. Ability to Perform Required Services
B. Quality and Timeliness of Service
C. Qualifications of Personnel Assigned to Perform Contract
D. Experience, Particularly in Working with Government Travel
E. Shared Commission Proposal
F. Special Services and/or Rates
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals acceptance of which
the City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of
the recommendation( s) and evaluation of the Evaluation Committee and, if appropriate,
approve the City Manager's recommendation(s). The City Commission may reject City
Manager's recommendation(s) and select another proposal or proposals. In any case,
City Commission shall select the proposal or proposals acceptance of which the City
Commission deems to be in the best interest of the City. The City Commission may also
reject all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive at
a contract. If the City Commission has so directed, the City Manager may proceed to
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
16
negotiate a contract with a proposer other than the top-ranked proposer if the negotiations
with the top-ranked proposer fail to produce a mutually acceptable contract within a
reasonable period of time.
9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract(s) after the selected
proposer(s) has (or have) done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the
aforesaid evaluation/selection process until and unless a contract has been agreed to and
signed by both parties.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
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SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of its
right, title, or interest therein, or its power to execute such contract to any person, firm, or
corporation without prior written consent of the City. Any unauthorized assignment shall
constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold harmless the
City of Miami Beach and its officers, employees, and agents, from and against any and all
actions, claims, liabilities, losses and expenses, including but not limited to attorneys'
fees, for personal, economic or bodily injury, wrongful death, loss of or damage to
property, in law or in equity, which may arise or be alleged to have arisen from the
negligent acts or omissions or other wrongful conduct of the successful proposer, its
employees, or agents in connection with the performance of service pursuant to the
resultant Contract; the successful proposer shall pay all such claims and losses and shall
pay all such costs and judgments which may issue from any lawsuit arising from such
claims and losses, and shall pay all costs expended by the City in the defense of such
claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it shall fail
to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or
stipulations material to the Agreement, the City shall thereupon have the right to
terminate the services then remaining to be performed by giving written notice to the
successful proposer of such termination which shall become effective upon receipt by the
successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with the
Agreement for all services performed by the proposer prior to termination, net of any
costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability to the
City for damages sustained by the City by virtue of any breach of the Agreement by the
proposer, and the City may reasonably withhold payments to the successful proposer for
the purposes of set off until such time as the exact amount of damages due the City from
the successful proposer is determined.
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
18
D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be performed
at any time without cause by giving written notice to ,successful proposer of such
termination, which shall become effective thirty (30) days following receipt by proposer
of such notice. In that event, all finished or unfinished documents and other materials
shall be properly delivered to the City. If the Agreement is terminated by the City as
provided in this section, the City shall compensate the successful proposer in accordance
with the Agreement for all services actually performed by the successful proposer and
reasonable direct costs of successful proposer for assembling and delivering to City all
documents. No compensation shall be due to the successful proposer for any profits that
the successful proposer expected to earn on the balanced of the Agreement. Such
payments shall be the total extent of the City's liability to the successful proposer upon a
termination as provided for in this section.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
19
SECTION VI - SPECIAL TERMS AND CONDITIONS
Not Applicable
SECTION VII - A TT ACHMENTS
A. Cone of Silence, Ordinance No. 99-3164
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
20
or.,J)C:'iANCE NO. 99-J[64
.-\.\" ORDCN.-\NCE OF THE MA YOR AND CrTY
CO~vCMISSfON OF THE CfTY OF ML-\iYfI
8EACH. FLORIDA ESTABLISHING A "CONE
OF SfLE,'1'CE.' FOR CITY COlvCPETITIVE
SCDOL'1-G PROCESSES. BY Ai\tCENOfi'iG
CH.-\PTER:2 OF THE CODE OF THE CITY OF
M r .-\ M r B E A C HEN TIT LED
".-\D~vrr:\ISTR-\ TIO~'1-." BY AiYfENDfi'iG
ARTICLE VII THEREOF ENTITLED
.'ST.-\SD.-\RDS OF CONDUCT." Sr' CREA TING
DrVISfON 4 ENTITLED "PROCUREMENT,"
8Y CREA TE\G SECTIO~'\i 2-486 Ei'iTfTLED
"CO:"iE OF SILE:'.iCE" BY PROVIDfNG FOR A
DEFr.~-fTION. PROCED tiRES, AND
PESAL TIES; PRO'l,/IDING FOR REPEALER,
SEVER-\BILITY, INCLt7SION I::'f THE CrTY
CODE. .-\SD AN EFFECTIVE D.-\.TE.
\"''HEREA.S. w.1e )'fJyor and Cicy Commission of che Cicy of Mi::uni Beach are desirous of
adopcing a "Cor:e of Silence" procedure co proeecc ehe professional incegrity of the City's
compecicive bidding process by shielding ehe City's professional staff; and
\VHEREA.S, the policy proposed herein recognizes che importance of requiring persons or
businesses who are part OfiJ.1e Cicy's compecicive processes co disclose all communications ,..ith the
Cicy's professional Staff: and
\vREREA.S. COffi.r.1unicacions ber-...veen ele::ced officials and the City's appoinced staffduring
a competitive bidding process should be in ,..Tieing so chac ir: cecomes a pan: ofche public record; and
\VHEREAS, ehe proposed policy proceccs che righes of individuals co peeicion cheir
govemmem an.c (hei: elected ofr"!.cials: and
VVHEREAS, w.~e policy proposed herein enhances che spirit of Florida. s Govemmenc in tlle'
Sunshine Law.
;\0\\. THERFJORE. BE IT ORDA.L'-jTD BY THE ;\T.-\. YOR A.'-j'D CITY
CO~"LHISSrO\ OF THE CfTY OF ~\H.-\.;\rr BEACH:
SECTf(}", r. S.::;.;:ion ~"J.:6. of Division -J. of Anicl~ Vf[ of CI1:.lpcc:r 2 of ch~ \-fiami 8~Jcl1 Cirv
C)(ic: is he~c:.\ -':~':::':~cC Co rcJ.C.l:i folll)'.\s:
Arricle qr. SrJndJrds of Conduct
Dr \.:' )int1 .1
:J-., ~":--\'--~""j
. '- ~.. ,-, . . .... . . ~
Sec. :"J.,~ti. (nne nr Silence
L l-,rT2CCS r;}r che DrrWiSlon I)[- <zonGS J.nd s~rvi(es orher (h:ln J.udir jr:..: ~...:.: c,...:~.~
...... '". C' .. r . . _. r 1"115'-\
=, '_.~ ~~~'v, "'~~~~'V' '>~"_,_, I.. ,(.; r conrrJ.crs.
'21 "C}ne or" Silence" is herebv dcf:ned ro meJ" ;] orohibition on: (a) any
COr71m!lnic:Hion re'7J.rdinz i1 aarricuI.1r Re uese r~Jr Prooosal ("RFP"). Reauesr
r;Jr nUJliric.:.rions ("RFn"). Reauest t;lr erters of fnre,est ("RF f"). or bid
be~.veen J Dorenrial vendor. service orovider. ridder lonbvist. Or consultanr
anc (he Cit'.;'s orofessional starr includin~ but nor limired to. the Citv.
'\fa"Jae'" Jnci his or her stJ.ff: and (h) an'. communiearion reo-ardincr a
9:J.fl:icu!ar R,.t:"p. RFO. RFU. or bid bet\veen (he MJ.vor. Cirv Commissioners.
or their resoec(ive staffs. and any member or (he Citv.,s orofessional sraff
{nc[!ldinz. bm not limited to. rhe Citv t\fJnazer and his or he, staff.
:."ol'.....ithstandinz the forezoinz. (he Cone of Silence shall not a~
cornoeririve Droeesses far (he award or CDBG. HOME. SHIP'md Surtax
Funds administered bv the [\-[iam! Be3.cn Office orCommuniti; Deve/oomenr.
2.r:c eommunie.:!cions \vith the CiLl." .~.[lOlllev and his or her s'Caff
(b) P;-ocedure
(ii .J.. Cone or- Sir~:1ce shall be imoased u:'or. each RFP. RFO. RFU. and
bid afre;- rhe advertisement of said RFP. RFO. RFU. or bid. A.t the
til.1e or"imoosition orthe Cone ofSile:1ce. rhe Citv. Manazer or his or
he:- desiznee shalf Dro.....;d~ t~='r C'ublic norice of the Cone of SileC1ee.
The Cie'" 'v[ana.zer sha!i include in an'" DUDiic solieiration for zoocs
2.~d se~..ices a sr3.r~me:1[ diselosinrz the reauirerr:e:1ts or' chis
nrdi nance.
@ The Cor:::: ot" Silence 5112./1 (~l7TliilaCe a) at the rime rhe Cirv 'v[anager
makes his ar her v..rrirten recommendarion as co selection of a .
7
,~~:-!,:::!!, :~;:? r:::-t'i I') FU, Ilr hi,! ',, :>.: '['. (~<1~~r71!';:I'''. r;r;jvj-J rl
'.~
~:"eV,~I..-:, ri1.l[ I,'. [hi: (~Ir', (~()r.:;711;.;:11(1 r!:kr'; rll~ \1~ln.1".u.',.
.'. ~
.-.":lr;]rT1:::nd:ulnn h.'lek rn [h~ I-ic,. \I:tn:l';.-:r Ilr ,,;::ri ;"r :-iir,~~r r~'Jiew
:,.~ (-tlne lit" \il~n'~:::.;h.1il. It..,r~ r'~;,'T1 n-.;,-:d (Inri! "::el ';i7ie ,J.s rl~
'. r '''.1 ,~- ""'.1/' . .r'-'''' -"'i1m""'~"'(!,[, 'n '" L)' I
."., '--., "I, ,\~:',:1 ,ur';,-:';I::::::r C\ ".,_.. . .1. 1..,_., ", .1,.. '" ,1 In rile
1:"-::1[ llr'Cnnrr.lC[:; i;'r I~';) [;"n '\ /1) i)(11) i)(1 <,vh~;: [he (if'; \fJnJrrer
~\~C;![c') rhc l:onr;-::.'.:r
-
- \,~ .::,......r;,'1:''''
. . .
: ;""1~ ~in\ I~;i()r':; r),- '~,':~'~
()r'~:~~~I~(-=- ',h:1.Ii r.(ll ,l~~i:': (0 orJ.1
(....r--:::! ';:"'~'~~n[J.ri\!ns ,he:(!r~ '-.........:..,..\.
":''\-'1~1;,~\::2~:\'~S .1C nri-:4hid enr; i~:-:"~\:~S.
;:'. ,;:J_i,:lr"r",: '.::lr"7:mirTc~~~. r:'CIr.:~,-~CC ,~__
.. ...; ',~::)CUSSi()ns dur:nq ::l~t; duf\"
r""I~e:~ ~I_:"h.:: ~e:::I::'2" cl.:iJi ie~ ,jrc';e:" [Jl:rln-.; ",2Cc eel the eit" C'i7ii71i5~ioner')
l':::~.-'! 2.-' .:~::': nnticed r;u~i:c t7':C:-:::::'-:" cI.rr-:-:c nC'T0ti2[ror.s wi[.~ ell': sr2C-r
:".,l<,1i:~- '~e 2<,\/Jrd nt'an RFP PFiJ RFU ,....:"iLi Ii... [he err,' COGlilissi\.n.
,'. .:, ~ r:-: ,~ ...::--: 1.:::;'[' rI ns i;: '.vr, li r.' 1'l[2 r 'i c: 7:e <.'il [~::.r.', C i ["Ii c:-;; 0 i I) <,c::. "r71 C i 3.1 or
-~-:-:i:"C~ ,.-' ':~e Cil" Crlmm:5:);'-),;. unkS3 s<,c:-:cirrca!I\; nr0r.i~i[c:::: hv the
2:-~i;C2;"'l~ :::?D RF() R..FU n,.. ~id. C:ocumerc~ The hiccer or CriJCI)5er sha!!
(i~ .} C':--', Il~' :In'; '.v,;cten Cnr.-:mL::-:ic.1cions e,,;:h [he (ic': (Ic~:": T~c Cil';
Ce~:-: 5,:"2l:~2~:c c0ries a'iaiiai'ic U) .1;"; eer.""',, :.:C)(Jn re::H.:esc.
.~. '_~c:" ~ ~.:-.: .~~~ ~~~ (~~}r~~1CC_').
~ '-C';:e ll[''::;i!c:-;cc'' is he:-e."" c.e:l.""'ed. [,I me""] J. r)mni~lcii'r. I'::: 13.1 ar;':
C~~:7"!l:."'':J.:'I~r.5 !-~'p;:iin'l J. :::2r-:ic...:/::;.:- ,i:;,lFP C\F\-) RFU. or ~id rc-:C',vcen a
::'0[~:1[rJ.j '.e-:C\~r Sc:-;:ce IJro',ice, bidde; 10I;':'''15r. or c()nsulr.1I1[ and the
.\ f:'.,;r Ci,... C():rcr;;;S-siori~rs 6r:~:heir rescec[ivc 5Z2.rrS. .and lll\' rr:c:71ce, orrhe
(::'.'5 orn::':SS:l)rlJ.[ 5z:cJf incll!c.i~(J". C'lC ;--:oc [i",ic~::i c() ehe Cir; \[an2.""~' and
:~i5'''' her )[1r7~ :!r:d (:n) an" or::!! cnrT1:-:1unic2.cioi': re'J"1rdina a oarcicu!3.r RFP.
R.=-II R:=~~. IV hid he~v"'een [he \,[avor. C;[.; Commissione;s C'r thcir
res:ecri',c: )[2.::-5 ::nd an\' me:-::ce: 0:>he eie';'s ':':0ressi0f1a.! sL1r'firlc1udinQ",
21':, '-"'C [::-:-::';::::0 [he ei[v\fJ.r2.Q"c: 3.:-:<::: his I)r ~e, sr2.ff. \'o[',v';ChS;:lr:c:iriO ehe
";:-~z,'i<1:Z::-:~ C,ine o,"Siic:-rce sh:::!! r:Oi" ac;cl",' :., C0'7;rL:U"iC2.C:c'r-:s '.";:11 [he
c-;:-o ..\,:-,.,"._...~': ~ ...;;..,.., _.....
. -' -~~ !dS or r1cr 5r2:-7
(;.,\
:: ":c~~[ ::!s~"';;"::~C Ii! :)Ul.'SeC~:i~C:S .." cl .arld :r..:i he:-cof. 3. COrle .Jf Siie:1ce
5~2.:: be i:-:-::osd 'lcon e::!ch R?? R?n RfT t. i)r Gre!. t~Jr 3.L:C:C .:.....: ~:'S~:::
5::::- .:'::cs :!:-:c:-:~::: :d';er-::se"'Ci!C',' 52' -' :z..=-P. R_:='~i ~L r. or :~ic-'.c c:-.= C!r7'.e
<',' "e ::-:-::':5;:>;.-: or' Ct~C Cone .,J'- S;:enc:::. ,he Cc';\f2.n3.!2"=:- 0, :,is 0, he:-
~es:'.z::e~ 5~:::':! :-j'iicie ["~Jr [he :l.1:-::c ,-.\',:Cc l'!r':he I:>::e ofSiie:-:c:::. -;-:-:::: Cor:e
~- ~::;.::~ ),"''': :c ':>:J.c~ '.o'~-:.. ::..:: ,--:_. '.~-,. ';.::. .::.::.:::-:.::.:,.:.. ~':"-::,'::_:~:_~:':::~:
, " -~'''_''',:~':~-:ll ~c cc:c [[["T1,-= :::e C:C""'." '\'/[3.r12':-~:- ~1Kes ntS or~,=~ "'qll~~:"
,~::c'"7:fT'e:-:C:lc:0r. 'lS l,-l rhe se!ec::o'": ': ," ~ C'2.r::ic:...:i2.:- RF? RFO RFU. 0, bid
:I):h~ Cre". C)r-:::-::sslon: Dr'J';ide2. :-:C",\;e'.~,. rh:::c if" [he eic', Cr;r::rr::sslOrl
:e':e~, [he \'[3.;.2.ze;-'s ~eCO!7l!7lC;:C2li(,c: o2.ck [0 [he erl': :vf2.!1J.zer 0, scaIT ror.
.'....".... -'~.r_..., ,( ,(' J.. \. I r ".,....,.,~ .'.-""~,,,r. I~":(~;: r:r:i',i '~',I.I'_,'.",
' "':~ 1)1' 111':rl:._' ",.'1~' . . ":.I1~,JS rl--e
\r':l.I.':~~ ,'71;;:'.:~';.1 ;1:h;',':;lll~:11 "),';-:[70::1 r,~(:,'mm,~nd:][iiln ilr h) ilr in [h~ ~'ie~;
,'~ ,:,)nr~,lt:r; ~;'i I~<; ,-:',1n 'S/() nnn nil ',,-h,:r [he (~i['~. :\,r::n;}~~~ ~\~CU(~s (~
l.,1rif,.h:r
\:"':1:.," ,:nrrJIr1c:! !:1~-~:n;h,111",,'i~li""l'~'i ,~Idr!<:"~ ni "rl"'I)'I~~' (:) t'~nn;
,r'.::,;:;,. :111,"li,: rr~:;.~.~[J[:lln'.; J[ ,:i'.d', ""11(<:":; "re-hll! c:'ri~~c::c~'i nr hcr;-)r~
l::;i"l"'-:C~:! ~,::,-_:,. ~ ~'i.}II1.1[:nn:('rrl[r:~~'T:<:"~c!n,r'). Ii; 1 r'~"r:l ~:l'J:!c:inlT in
(1,:,--;(-~..: . ,,' '~:'icus,)rl'n'i ,jl:,l'..:.I,,'. ,:I.:I'~ nn[rcd'Junii( i71~~c;nrr: (iii')
l~,'r' ~:-:':2:!:r'! in Cnn[~2C,~ nC'!nI12c:,'ns "I.~[,h (;co; SiJITr;jlln',liin'J [he .1W::!id 0~
Il,: ,::;:;:? ,1\,::"11 1=',::"U I,r ;'id r;,r l:;C;[ .:"'i ~he (~i-'i (omr71iS5iiln:nr(i'i) t",Of"71
~',,~,~, ":(:::,C'r" ;, '.'--;[1'-,'..' '.l.iUl::::"', C::o,eT.l'"i""e~ nr "i~ie:J! i;Jr ~1ji7;nSe5 ni'
,~~:.:.~: '::J~'::C.:::[",,., ,,~ .:::I~'~!C'"rJ! :::~;'~,J.::nr: ".~n~ "h~ (i,,; nr-~s~nndi~,r
,-.' -<,: i~-.', c~:::I:~':[ i;'~ '::.2::'-;(,1[1,1" ,', J,~cil"'ir2' ini;Jf"'rTJ[!on. s:rrie::: ':0 ,he
~-'\: '.':"~i ",-'::"c Jr:'rJI:CJi->ic RPP R FI~I 1=',='_[ "r h;d ,::!c;cr:me:;[s
-, 1'"
1 r~jlC!Ccr
,'i ~r"::'I"C~ ,:":::.;1 ,"1/<:"::: C:ir'\" 1'( .2,,': \.'.i":-::C::i ,:(1r.1mU:;IC.1[:nn ,-vj~h [he (irv
I~:C~:": I~<:" (~;r; Cieri.; "h::.li i;i::'.!-.:~ Ci'rres l'.'1iiJhie [0 ihe ''''~;''1cr:J.j Quo!i,: UD0r.
:=~::~~~;t.
\",;,;:,,<: c"r'rJi,.,d her::::'. .,.1::'.11 cr0h;:",~ ::!,.,'- l,lrnVrsl. hieter. IJrOD05e:-. or
'.";'e~ ~e-','r "r ~rHi['" (.,'Im I"\,.:i->fici" '1.:ci~::s:,;:;'''' ,he err; Cnrsis3ior.e:-s
L:l:~i::'l::,.,'/ ,jUi'i noc:eeJ '")llf!1 ie mc::=c::-2' r::7"r:::;'J ac:iIJr: on Jr.'.' .J.uciic ~
~C',"lirJc. Tne (ir:--. \;r::'.nJ.~~, s,:":::.!1 'ncil.1CC: ;nJ.n'/ ,"-,I"ok soiici,2,:on f;')r
l,"ciici"'''~r ::-"~'-G 'ie:-/!(eS1 S~:::'le:-:-:e:;[ ciisc'cs>G" [he :-::cui,e:-!'1CnL5 of this
ord~;l.Jrc=.
~'-i,'iJci\)ns:?e"'J!::es and Procedures ~:": ":'~~:::,;.. :" ::-..: ~~,.:..!::.:~ ~,:: .:.:~~." ~~.:::..::'.
~c.\~l Jlicr:"::c ";0'2,:on or' [his 5ec:!or; ~ bv 2 ':'2ICicu!2r bicci::r or TJiiJoose:-
5':-:2': suo;:::::: SeliC. IJieder or cror.ose, in [he 5elmc TJrC'cec::ures ser f..jrlh in Se:::rior.s
~ ,- -..,) ,,' ~ , , . [ . . RF-' " . . .
---: : - 2i"'1l (.' I -)i~~l r:::-:C!cr 2,,'" RF?21,V,:lr:. ~0 2.'.1.:7:=_, L [ 3.'.vcr~_ 0, OIC :!'N3.r1
:~ ,::.:.:l;,d.:er ,-- ::r,')COSc:- '''()ic.~. 2.f1.C s2ic bicicer or mease, shali nOT: be
::::".....s:.:e~ei c~Jr 3.,,0,' RF? RF0. RFU Or bid hr a cor.[,J.cc 6Jr [he crovision of C"oods
: ~ se:-..ices ~or.2 lCenoc 0[ one ve2r. .,,).,nv C'e~s,}n who '..iolaces a Drovision of chis
':'~:::-:9......ce sid! se IJr.jnibicd rrof"": se;-v'i"z I)" ' Ci:-~.::,;,.____::: ,_ :.::~_::,... evalwlrion
c~:-:-::-:-::Clee in 2eiicion [0 .1:"/ ()rhe, 'JC::.2:C'i :;~oviC:ec:::-v [2.';" "{olacio" 0~' ar:'"
:-;''':S:',;n (\,~. [his o,-di"2riCe "v 2. (ii'" :::-:-::10'.":::: 5~2.!i 5:1:Jiecc said:::-:-::!o'o'::e co
'::5':::;::2:-. ::.c:,o,-: :.1!:' c.) ::.nd rr:(:!.1c.iincr C:is;:"1!ssa!. ,,)..id;r:r;:-:2.!!v. ail'" :~r30r: I,vno ~as
:er3'~....::.i ~:,:-:c...'vie::..z~ 'J"::' ',io!:::.cil;n :)t":-:is ,y,..;::":"....ce 5:-:::i! ~e:cr: S;.1C:-: ";0[2::0,,:0 [i:e
':::.:= -':'.::(;r-:::'. ::::-: ,i~ ~"'.. "ie::: C,'Ir-::::.::-:: .x':..... ::""e \r:2:-:-:i-D::.dc: ejl"::"::'" :::::-::C3
( ....-- -- . :5) >) ,;.
..!.
;2[CTTO,'" 2. REPEALER.
HlJC.1l1 Ordinanc.::s or pam of Ordinances in contlice h~rewith b~ and ehe sam~ are hereby
repeald.
SECTro;\ 3. SEVER-\8TUTl.
fr"J...':.;; sc:::ion. subsc::cion. cbuse or provision orchis Ordinance is held invalid. the remainder
shall noe be J.:7~c(.::d by such invalidity.
SECTIO:"~. CODrFTc.-\ TION.
it is hereby ord2.ind chac che provisions of chis ordin::mce shall become and be made a pan: of the
I, is the im':::leion Ofc.'le lYf:1yor and Cicy Commission of the Cicy of Miami Beach. and
Code of che Cicy of Miami Beach, Florida. The sections of this ordinance may be renumbered or
relettered co ~ccomplish such intemion. and rhe word "ordin::mce" may be changed to "section",
"micle." or ocher appropriate word.
SECTION 5. EFFECTTv"E DATE.
This Ordinance shall take effect on the L6 eh day of January
, 1999.
PASSED and ADOPTED this 6eh davof Janua::y
- .
, L999.
i~ J-- P rucL--
~/!!
'/jf
! /, ,
MAYOR
ATTEST:
CITY CLERK
,,- .~l"':1..n'I.' 114lU:Io'\o'4"l.OI""''''<''4M
APPROVED AS TO
FORM & LANGUAGE
& FOR E<ECUTI0N
Is: reading L2/L6/98
2nd reading L/6/99
)
#;J1t/)~
GOy AHom...,
V r~(9 ~
n;"r.:
SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
21
PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and
all proposals, to make awards on all items or any items according to the best interest of the
City, and to waive any irregularities in the RFP or in the proposals received as a result of
the RFP. It is also understood and agreed by the proposer that by submitting a proposal,
proposer shall be deemed to understand and agree than no property interest or legal right
of any kind shall be cre...ted at any point during the aforesaid evaluation/selection process
until and unless a contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
22
REQUEST FOR PROPOSALS NO. 52-98/99
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies..
Part I: Listed below are the dates of issue for each Addendum received in connection
with this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part II:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(Proposer - Name)
(Date)
(Signature)
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
23
DECLARATION
TO: Sergio Rodriguez
City Manager
City of Miami Beach, Florida
day of
, 1998.
Submitted this
The undersigned, as proposer, declares that the only persons interested in this proposal are named
herein; that no other person has any interest in this proposal or in the Contract to which this
proposal pertains; that this proposal is made without connection or arrangement with any other
person; and that this proposal is in every respect fair and made in good faith, without collusion or
fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
document for the purpose of establishing a formal contractual relationship between the proposer
and the City of Miami Beach, Florida, for the performance of all requirements to which the
proposal pertains.
The proposer states that the proposal is based upon the documents identified by the following
number: RFP No. 52-98/99.
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
24
Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation. answer this:
When Incorporated:
In what State:
If Foreien Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
RFP NO.: 52-98/99
DATE: APRIL 29,1999
QUESTIONNAIRE
CITY OF MIAMI BEACH
25
Ouestionnaire (continued)
If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
l. Number of years of relevant experience in operating similar
business:
2. Have any similar agreements held by proposer for a project similar to the proposed
project ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as
a responsible bidder, refused to enter into a contract after an award has been made,
failed to complete a contract during the past five (5) years, or been declared to be in
default in any contract in the last 5 years?
If yes, please explain:
RFP NO.: 52.98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
26
Questionnaire (continued)
4. Has the proposer or any of its principals ever been declared bankrupt or
reorganized under Chapter 11 or put into receive~ship?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed
necessary.
5. Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or
Municipal Court of any violation of law, other than traffic violations. To include
stockholders over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or
individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or any of
its principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or
perceived conflicts of interest in connection with this proposal:
(If none, so state.)
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
27
Questionnaire (continued)
8. Public Disclosure. In order to determine whether the members of the Evaluation
Committee for this Request for Proposals have any association or relationships
which would constitute a conflict of interest, either actual or perceived, with any
proposer and/or individuals and entities comprising or representing such proposer,
and in an attempt to ensure full and complete disclosure regarding this contract, all
Proposers are required to disclose all persons and entities who may be involved with
this Proposal. THIS LIST SHALL INCLUDE PUBLIC RELATION FIRMS,
LA WYERS AND LOBBYISTS. THE PROCUREMENT DIVISION SHALL BE
NOTIFIED IN WRITING IF ANY PERSON OR ENTITY IS ADDED TO THIS LIST
AFTER RECEIPT OF PROPOSALS.
RFP NO.: 52-98/99
DATE: APRIL 29,1999
CITY OF MIAMI BEACH
28
The proposer understands that information contained in this Questionnaire will be relied upon by the City in
awarding the proposed Agreement and such information is warranted by the proposer to be true. The
undersigned proposer agrees to furnish such additional information, prior to acceptance of any proposal
relating to the qualifications of the proposer, as may be required by the City Manager.
The proposer further understands that the information contained in-this questionnaire may be confirmed
through a background investigation conducted by the Miami Beach Police Department. By submitting this
questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to
fingerprinting and providing information for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
By:
(General Partner)
Signature
(print Name)
(print Name)
WITNESSES:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
RFP NO.: 52-98/99
DATE: APRIL 29, 1999
CITY OF MIAMI BEACH
29
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
COMMISSION MEMORANDUM NO. ~
TO:
Mayor Neisen O. Kasdin and
Members of the City C mission
DATE: April 28, 1999
FROM: Sergio Rodriguez
City Manager
SUBJECT: A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida,
Authorizing the Administration to Issue Request for Proposals (RFP) No. 52-98/99 for
Travel Management Services.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
The City does not currently contract for travel management services; each employee establishes City
business travel arrangements individually, through his/her selected travel agent, or directly with the
airline, hotel/motel and, rental car companies.
It is the desire to contract with a firm who will arrange for all City business travel to utilize the City's
funds more efficiently by taking advantage of discounted rates such as: super-saver fares, corporate and
government rates for the purchase of airline tickets, hotel/motel, and rental car reservations.
Additionally, this contract will minimize the amount of time required to secure travel arrangements, will
ensure that the City's travel policies and procedures are followed and will provide financial management
reports which will provide relevant information for measuring and monitoring travel expenditures
Local agencies including Miami-Dade County, Miami-Dade County School Board and the City of
Hollywood currently contract with travel management service providers and are realizing a savings of
their travel expenditures through negotiated rates with travel suppliers and a reduction in time required
to make travel arrangements.
CONCLUSION:
The issuance of this RFP will allow the City to move forward with the selection of a travel
management service provider.
SR~:tXR ~
AGENDA ITEM
DATE
~l_I
q- ,,~.q'1
Attachment