2002-24824 Reso Incomplete
RESOLUTION NO. 2002-24824
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST
FOR PROPOSALS NO. 10-0102 FOR GOVERNMENTAL
REPRESENTATION AND CONSULTING SERVICES IN
TALLAHASSEE, FLORIDA, FOR THE 2003 AND 2004
STATE LEGISLATIVE SESSIONS.
WHEREAS, the City must avail itself of all potential sources of funds; and
WHEREAS, State legislation may need to be enacted to protect and enhance the
City's interests; and
WHEREAS, the City's numerous State-level needs have been assessed and
prioritized; and
WHEREAS, on July 18, 2001, the Mayor and City Commission extended the
existing State Legislative Agreement with Rutledge, Ecenia, Underwood, Purnell &
Hoffman, P.A., and Gomez Barker Associates, Inc., and Robert M. Levy & Associates,
Inc. for one additional year, from October 1, 2001, to September 30, 2002, in the
amount of $85,000; and
WHEREAS, the City is also desirous of obtaining lobbying and consulting
services before State agencies located in Tallahassee, Florida for the 2002 and 2003
State Legislative Sessions.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that Request for
Proposals No. 10-0102 be issued to solicit proposals for governmental representation
and consulting services in Tallahassee, Florida for the 2003 and 2004 State Legislative
Sessions.
PASSED and ADOPTED this
day of
,2002.
Mayor
ATTEST:
City Clerk
APPROVED AS 10
FORM & LANGUAGE
& FOR EXECUTION
/
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTION/BACKGROUND
The City of Miami Beach desires proposals from qualified firms or individuals
(hereinafter Proposers) interested in providing consulting and lobbying services on
the City's behalf, and in representing the City before all state agencies in
Tallahassee, Florida.
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued April 10, 2002
Deadline for receipt of questions May 24, 2002
Deadline for receipt of proposals June 13, 2002 at 4:00 p.m.
Evaluation committee meeting Week of July 1, 2002
Commission approval and authorization
of negotiations July 31, 2002
Contract negotiations August 1 - August 23, 2002
Projected award date September 11,2002
Projected contract start date October 1,2002
C. PROPOSAL SUBMISSION
An original and ten copies of complete proposal must be received by April 4, 2002
at 4:00 p.m. 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 number, RFP
number 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.:10-0102
DATE: June 13, 2002
CITY OF MIAMI BEACH
4
SECTION II - SCOPE OF SERVICES
The City of Miami Beach desires proposals from qualified firms who are interested in
providing consulting and lobbying services on the City's behalf, and in representing the City
before all state agencies in Tallahassee, Florida.
The services to be provided shall require the firm to:
Confer with the Mayor, City Commission, City Manager, City Attorney, Legislative
Affairs staff and other City personnel on all organizational planning and program
activities which have a bearing on the ability of the City to make the best use of
state programs;
Meet with the Mayor, City Commission, and City Manager or his designee(s)
periodically at mutually agreed upon times;
Assist City Staff with communication with the City's State delegation and assist
with the delegation in any matter which the City determines to be in its best
interest;
Maintain liaison with staff and chairs of legislative committees that City issues
may be before and provide advance notice of items of interest that may be filed;
Counsel with the City regarding appearances by City personnel before State
Legislative Committees and State Administrative agencies;
Identify and notify the City in advance of opportunities such as grant
opportunities and funding availability for transportation, community and economic
development, environmental matters, beach renourishment, infrastructure
improvement, hurricane recovery efforts, housing and urban development,
homeless programs, intermodal programs and any other areas of interest to the
City;
Assist the City in the review of state executive proposals, legislation under
consideration, proposed and adopted administrative rules and regulations, and
other state developments for the purpose of advising the City of those items
which may have a significant bearing on City policies, funding, and programs;
Establish and maintain working relationships with the executive and legislative
branches of the state government that will enhance the City's position with
respect to financial assistance applications, regulatory procedures, legislation,
budget authorizations and appropriations, and other areas of interest to the City;
Consult with the City regarding any proposed formula changes in state programs
RFP NO.:1 0-01 02
DATE: June 13, 2002
CITY OF MIAMI BEACH
10
to determine their impact on the City, and take the necessary steps as mutually
agreed upon to bring changes in the best interest of the City;
Upon request of the City, assist the City in any matter related to the Executive
Branch of the State of Florida;
Represent the City at Tallahassee, Florida area conferences or meetings as
requested;
Submit the following reports to the City concerning the Consultant's
responsibilities: an annual report in late July/early August, monthly reports during
pre and post Session periods, and end of week reports during the Florida
Legislative Session;
Assist in implementing the City's state legislative agenda;
Liaison with the City's lobbyists in Washington, D.C. as needed;
Liaison and coordinate with lobbying firms of other entities on issues of mutual
benefit.
RFP NO.:10-0102
DATE: June 13, 2002
CITY OF MIAMI BEACH
11
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 or 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. Proposal Points to Address:
Proposer must respond to all minimum requirements listed below, and
provide documentation which demonstrates ability to satisfy all of the
minimum qualification requirements. Proposals which do not contain such
documentation may be deemed non-responsive.
3. Price Proposal
Proposer must include price which will be charged to the City.
3. AcknowledQment of Addenda and Proposer Information forms (Section VIII)
4. Anv other document required bv this RFP. such as a Questionnaire or
Proposal Guaranty.
B. MINIMUM REQUIREMENTS I QUALIFICATIONS:
.L Organization Staffing and Disclosure:
Describe the Proposer's organization, history and background,
tax status, principals, owners, board of directors and/or board
of trustees, and number of professionals employed, by
classification;
State number of partners, managers, supervisors, seniors and
other professional staff employed at the office from which the
work is to be performed;
Include a description of how the Proposer proposes to staff this
engagement, and include the name of the principal, the names
RFP NO.:10-0102
DATE: June 13, 2002
CITY OF MIAMI BEACH
12
of those members of the firm designated to assist in the
various areas of required expertise, and the qualifications and
experience of the individuals in those areas. If a particular
person will be designated as a main contact for the City,
identify that person;
State whether the Proposer is local, regional, or national, and
state the firm's primary location;
Give address of the office from which work is to be performed;
~ Experience and Ability:
RFP NO.:10-0102
DATE: June 13, 2002
Describe the lobbying and consulting experience of the
Proposer in Tallahassee, Florida; include resumes for the
principal supervisory personnel who will be assigned to this
engagement and describe their relevant experience in the past
five years in providing similar services;
Describe the Proposer's management capacity and system for
coordinating the services to be provided;
List any specific abilities related to performing the above
described services;
Describe the Proposer's approach to representing the City of
Miami Beach in Tallahassee, Florida;
Describe how the Proposer plans to establish and maintain
working relationships with the executive and legislative
branches of Florida Government in order to enhance the City's
position with respect to financial assistance, applications,
regulatory procedures, legislation, and budgetary
authorizations and appropriations;
Describe how the Proposer researches and coordinates
information;
Provide the City with a list of other individuals, municipalities,
associations, or organizations who have retained the Proposer
for the purposes of representation in Tallahassee, Florida.
Include services performed and indicate how long the
relationship has existed.
CITY OF MIAMI BEACH
13
3. Past Performance:
Provide the Proposer's most recent and/or current experience
in performing these services;
List the seven (7) most significant accomplishments related to
these services performed in the past five (5) years; summarize
scope of services, term of service, engagement partners, and
the name and telephone number of the principal client contact;
Provide samples of past reports, informational materials, and
written correspondence for both executive and legislative
items;
Provide details of all lawsuits, indictments, or investigations
involving the Proposer or any of its principals.
4. Fee Proposal:
Each proposal submitted shall include the pricing sheet listing
the bid amount for the Proposer to provide legislative lobbying
and consulting services for a period of one year. The proposed
fees shall be based on the following criteria:
Proposed fees for lobbying and consulting services shall not
exceed an aggregate amount of $85,000, inclusive of
expenses, for each one-year period;
Any services which would be subject to additional charges
must be described;
All fees and payments will be made on a monthly basis upon
receipt of bills and a detailed report of the Consultant's
activities on the City's behalf.
RFP NO.:10-0102
DATE: June 13, 2002
CITY OF MIAMI BEACH
14
SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
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 and weights:
a. Persona/ and professional background and history of Proposer's
principals and personnel (10%);
b. Experience and qualifications of the Proposer (15%);
c. Experience in providing legislative lobbying services in Tallahassee,
Florida, especially for local governments (30%);
d. Qualifications and accomplishments of the personnel who would be
assigned to work with the City (20%);
e. Proposal fees (5%);
f. References and degree of satisfaction of present and former clients(10%);
g. Location of office from which the majority of work will be performed (10%).
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
RFP NO.:10-0102
DATE: June 13, 2002
CITY OF MIAMI BEACH
15
. .
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
-
Condensed Title:
Issue Request for Proposals for Governmental Representation in Tallahassee, Florida for 2003 and 2004
Legislative Sessions
Issue:
To solicit proposals for State lobbyists in Tallahassee for 2003 and 2004 legislative sessions. Request
authorization to issue the RFP upon conclusion of the upcoming Special Sessions.
Item SummarY/Recommendation:
Approve the Resolution and authorize the issuance of the RFP.
Advisory Board Recommendation:
I N/a
Financial Information:
Amount to be expended:
Source of : Amount i:. Accoul'lt APproved
Funds: 1
D .. 2
.... 3
....:
4
Finance Dept. .... Total N/A
5i n-Offs:
Department Director
Assistant City Manager
City Manager
T:\AGENDA\2002\JAN0902\REGULARlState RFP Summary.doc
AGENDA ITEM
DATE
P.7E
I; -1tJ-() :;..
Afteraction April 1 0, 2'002 . DRAFT #1 City of Miami Beach
NOTE: ALL ITEMS ON THIS REPORT HAVE NOT SEEN REVIEWED
11 :21 :49 a.m.
R7E A Resolution Authorizing The Issuance Of Request For Proposals NO.1 0-01 02 For Govemmental
Representation And Consulting Services In Tallahassee, Florida, For The 2003 And 2004 State
Legislative Sessions.
(Economic Development)
(Deferred From January 30, 2002)
ACTION: Resolution No. 2002-24824 adopted as amended. Motion made by Commissioner Cruz
to renegotiate a new contract for another year and authorize the Administration to issue a Request
for Letter of Interest (RFLI); seconded by Commissioner Steinberg; Voice vote: 7-0. Christina
Cuervo to handle.
Motion made by Commissioner Steinberg to defer this item until the special session is over;
seconded by Commissioner Garcia for discussion.
Commissioner Garcia stated that the City's lobbyists have been successful and there are a lot of
pending issues, can the Commission extend the contract for a year?
Jorge Gonzalez, City Manager, stated that the lobbyist have been successful. Based on timing it
may be difficult to go out for bid. There is no renewal option in the contract.
After discussion Commissioner Garcia withdrew his second.
Motion made by Commissioner Cruz to renegotiate a new contract for another year; seconded
by Commissioner Steinberg;
Jorge Gonzalez, City Manager, suggested that Request Letter of Interest (RFLI) be issued in the
summer time. This will allow the Administration to gather information about other companies who
may be interested in doing this service for the City.
City Clerk's Note: See item Report "F"
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Prepared by the City Clerk's Office Page # 24
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