Agreement with The Valerin Group , LLC DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F 20 2z - 314137
Contract 20-118-04
C-7 1 CS/ ")
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH
AND
THE VALERIN GROUP, LLC.
FOR
PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND
FACILITIES CONSTRUCTION PROJECTS, PURSUANT TO
RFQ-2020-118-WG
1/6/2021 1 1:23 EST
This Professional Services Agreement ("Agreement") is entered into this day of
, 20 _("Effective Date"), between the CITY OF MIAMI BEACH, FLORIDA,
a municipal corporation organized and existing under the laws of the State of Florida, having its
principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 (the "City"), and
THE VALERIN GROUP, LLC., a Florida Profit Corporation, whose address is 3903 Northdale
Blvd. 100E, Tampa, FL 33624 ("Consultant").
SECTION 1
DEFINITIONS
Agreement: This Agreement between the City and Consultant, including any exhibits
and amendments thereto.
City Manager: The chief administrative officer of the City.
City: The City of Miami Beach.
Department: City Departments, including but not limited to Capital Improvement
Projects, Transportation, Environmental, Marketing and Communications
and the City Manager's Office.
City Manager's
Designee: The City staff member who is designated by the City Manager to
administer this Agreement on behalf of the City. The City Manager's
designee shall be Tonya Daniels, Department Director.
Project Manager: The City's staff member(s), manager(s) or consultant(s) with overall
responsibility and authority to oversee the Public Information Outreach
Services on Right of Way and Facilities Projects in Miami Beach.
Letter of
Authorization: A letter issued by the Project Manager (or his/her designee) authorizing
the Consultant to commence work on a specific task. Completion due
dates and fees are specified in this document.
1
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an
independent contractor, and not an agent or employee of the City. The
Consultant is the Successful Proposer(s) retained by the City to perform
Public Information Outreach Services on Right of Way and Facilities
Projects described in this Scope of Services.
Services: All services, work and actions by the Consultant performed or undertaken
pursuant to the Agreement.
Task Assignment: One or more tasks assigned under this contract in connection with the
Public Information Outreach Services on Right of Way and Facilities
Projects in the City of Miami Beach.
Fee: Amount paid to the Consultant as compensation for Services.
Proposal Documents: Proposal Documents shall mean City of Miami Beach, RFQ, No. 2020-
118-WG for Public Information Outreach Services For Right of
Way and Facilities Construction Projects, together with all
amendments thereto, issued by the City in contemplation of this
Agreement RFQ, and the Consultant's proposal in response thereto
("Proposal"), all of which are hereby incorporated and made a part hereof;
provided, however, that in the event of an express conflict between the
Proposal Documents and this Agreement, the following order of
precedent shall prevail: this Agreement; the RFQ; and the Proposal.
Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center
Drive, Third Floor, Miami Beach, Florida 33139; telephone number (305)
673-7000, Ext. 6435; and fax number (305) 673-7023.
SECTION 2
SCOPE OF SERVICES
2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide
the work and services described in Exhibit "A" hereto (the "Services"), and as may also be more
specifically prescribed in the Consultant Service Order (CSO) attached hereto as Exhibit "B"
issued by the City to Consultant for a particular project.
Although Consultant may be provided with a schedule of the available hours to provide its
Services, the City shall not control nor have the right to control the hours of the Services
performed by the Consultant; where the Services are performed (although the City will provide
Consultant with the appropriate location to perform the Services); when the Services are
performed, including how many days a week the Services are performed; how the Services are
performed, or any other aspect of the actual manner and means of accomplishing the Services
provided. Notwithstanding the foregoing, all Services provided by the Consultant shall be
performed in accordance with the terms and conditions set forth in Exhibit "A" and to the
reasonable satisfaction of the City Manager. If there are any questions regarding the Services
to be performed, Consultant should contact the following person:
2
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Kevin Pulido, Neighborhood Affairs Manager
Marketing & Communications Department
KevinPulido(c�miamibeachfl.gov
Ph: 305-673-7000 Ext. 22112
2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in
accordance with the timeline and/or schedule in Exhibit "B" hereto.
2.3 The Services will be commenced by the Consultant upon the full execution of a written
Consultant Service Order. Consultant Service Orders shall be executed in accordance with the
Procurement Contract Approval Authority Procedure Section 03.02. Consultant shall
countersign the Consultant Service Order upon receipt and return an original signed copy to the
City.
Once a Consultant Service Order is issued, deliverables to the City will be phased as follows:
1. Design and Pre-Construction Communications — In this phase, a plan is developed
delineating how the community will be informed throughout the life of the project. The
community is provided with information regarding design, when the project is to
commence and how stakeholders will be affected. Meetings are held with stakeholders
to introduce the project team and consultant(s) that will be working in the area. During
the design phase, the firm will need to be well versed with the city's resilience program
and understand any harmonization efforts on each project.
2. Project Information — This phase begins concurrently with construction and is finalized
when the project is substantially complete. Residents, business owners and civic
organizations are provided regularly with information relevant to the progress of the work
on a regular basis. Meetings are held on an as-needed basis with individual
stakeholders or interested groups. The Public Information Liaison serves as liaison
between residents / stakeholders and the Neighborhood Affairs Division.
2. Post-Construction Communications — In this phase, project-close out information is sent
out to stakeholders informing them that construction has been finalized and providing
them with contact information for various owner agencies.
SECTION 3
TERM
The term of this Agreement ("Term") shall commence upon execution of this Agreement by all
parties hereto (the Effective Date set forth on p. 1 hereof), and shall have an initial term of three
(3) years with two (2) additional one (1) year renewal options, to be exercised at the City
Manager's sole option and discretion, by providing Consultant with written notice of same no
less than thirty (30) days prior to the expiration of the initial term.
Notwithstanding the Term provided herein, Consultant shall adhere to any specific timelines,
schedules, dates, and/or performance milestones for completion and delivery of the Services,
as same is/are set forth in the timeline and/or schedule referenced in the CSO.
3
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
SECTION 4
FEE
4.1 Consultant's"Lump Sum" or"Not to Exceed" fee for provision of the Services, or portions
thereof, as may be set forth and described in the Consultant Service Order issued for a
particular Project, shall be agreed to at the time of service in accordance with the hourly rates
set forth in Exhibit "C" attached hereto, and shall be set forth in the Consultant Service Order, in
the form attached as Exhibit "B" and Summary Report of Services Performed attached as
Exhibit"D" hereto.
4.2 Approved Additional Services shall be compensated in accordance with the hourly rates
set forth in Schedule "C" attached hereto. Any request for payment of Additional Services shall
be included with a Consultant payment request. No mark-up shall be allowed on Additional
Services (whether sub-contracted or not).
Approved Reimbursable Expenses shall be paid in accordance with Section 2.9 herein. Any
request for payment of Reimbursable Expenses shall also be included with Consultant's
payment request. No mark-up shall be allowed on Reimbursable Expenses.
4.4 INVOICING
Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five
(45) days for that portion (or those portions) of the Services satisfactorily rendered (and
referenced in the particular invoice).
Invoices shall include a detailed description of the Services (or portions thereof) provided, and
shall be submitted to the City at the following address:
Accounts Payable Division: Payables@miamibeachfl.gov
SECTION 5
TERMINATION
5.1 TERMINATION FOR CAUSE
If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the
covenants, agreements, or stipulations material to this Agreement, the City, through its City
Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to
exercising its option to terminate for cause, the City shall notify the Consultant of its violation of
the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such
4
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
default. If such default remains uncured after ten (10) days, the City may terminate this
Agreement without further notice to Consultant. Upon termination, the City shall be fully
discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this
Agreement.
Notwithstanding the above, the Consultant shall not be relieved of liability to the City for
damages sustained by the City by any breach of the Agreement by the Consultant. The City, at
its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it
deems to be in its best interest in order to enforce the City's rights and remedies against
Consultant. The City shall be entitled to recover all costs of such actions, including reasonable
attorneys' fees.
5.2 TERMINATION FOR CONVENIENCE OF THE CITY
THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS
CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY
TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF
SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30)
DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE.
ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY
CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S
SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR
WRITTEN NOTIFICATION TO CONSULTANT, MAY IMMEDIATELY SUSPEND THE
SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE
ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE
AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT
SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE
DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED
FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY
VIRTUE OF, THIS AGREEMENT.
5.3 TERMINATION FOR INSOLVENCY
The City also reserves the right to terminate the Agreement in the event the Consultant is
placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of
creditors. In such event, the right and obligations for the parties shall be the same as provided
for in Section 5.2.
SECTION 6
INDEMNIFICATION AND INSURANCE REQUIREMENTS
6.1 INDEMNIFICATION
Consultant agrees to indemnify, defend and hold harmless the City of Miami Beach and its
officers, employees, agents, and contractors, from and against any and all actions (whether at
law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys'
fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to
property, which may arise or be alleged to have arisen from the negligent acts, errors,
omissions or other wrongful conduct of the Consultant, its officers, employees, agents,
5
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
contractors, or any other person or entity acting under Consultant's control or supervision, in
connection with, related to, or as a result of the Consultant's performance of the Services
pursuant to this Agreement. To that extent, the Consultant 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 and attorneys' fees expended by the City in the
defense of such claims and losses, including appeals. The Consultant expressly understands
and agrees that any insurance protection required by this Agreement or otherwise provided by
the Consultant shall in no way limit the Consultant's responsibility to indemnify, keep and save
harmless and defend the City or its officers, employees, agents and instrumentalities as herein
provided.
The parties agree that one percent (1%) of the total compensation to Consultant for
performance of the Services under this Agreement is the specific consideration from the City to
the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and
of this indemnification shall survive termination or expiration of this Agreement.
6.2 INSURANCE REQUIREMENTS
The Consultant shall maintain and carry in full force during the Term, the following insurance:
1. Consultant General Liability, in the amount of$500,000;
2. Consultant Professional Liability, in the amount of$1,000,000; and
3. Workers Compensation & Employers Liability, as required pursuant to Florida Statutes.
4. Automobile Liability in the amount $1000,000 per occurrence; owned/non-owned/hired
automobiles included.
The insurance must be furnished by insurance companies authorized to do business in the
State of Florida. All insurance policies must be issued by companies rated no less than "B+VI"
as to management and not less than "Class VI" as to strength by the latest edition of Best's
Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent.
All of Consultant's certificates shall contain endorsements providing that written notice shall be
given to the City at least thirty (30) days prior to termination, cancellation or reduction in
coverage in the policy. The insurance certificates for General Liability shall include the City as
an additional insured and shall contain a waiver of subrogation endorsement.
Original certificates of insurance must be submitted to the City's Risk Manager for approval
(prior to any work and/or services commencing) and will be kept on file in the Office of the Risk
Manager. The City shall have the right to obtain from the Consultant specimen copies of the
insurance policies in the event that submitted certificates of insurance are inadequate to
ascertain compliance with required coverage.
The Consultant is also solely responsible for obtaining and submitting all insurance certificates
for any sub-consultants.
Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities and
obligations under this Section or under any other portion of this Agreement.
6
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
The Consultant shall not commence any work and or services pursuant to this Agreement until
all insurance required under this Section has been obtained and such insurance has been
approved by the City's Risk Manager.
SECTION 7
LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER
This Agreement shall be construed in accordance with the laws of the State of Florida. This
Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary
by either party with respect to the enforcement of any or all of the terms or conditions herein,
exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By
entering into this Agreement, Consultant and the City expressly waive any rights either party
may have to a trial by jury of any civil litigation related to or arising out of this Agreement.
SECTION 8
LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can place a limit on the
City's liability for any cause of action, for money damages due to an alleged breach by the City
of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000.
Consultant hereby expresses its willingness to enter into this Agreement with Consultant's
recovery from the City for any damage action for breach of contract to be limited to a maximum
amount of$10,000.
Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant
hereby agrees that the City shall not be liable to the Consultant for damages in an amount in
excess of $10,000 for any action or claim for breach of contract arising out of the performance
or non-performance of any obligations imposed upon the City by this Agreement.
Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a
waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida
Statutes.
SECTION 9
DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS; COPYRIGHT;
AND CONFIDENTIAL FINDINGS
9.1 DUTY OF CARE
With respect to the performance of the Services contemplated herein, Consultant shall exercise
that degree of skill, care, efficiency and diligence normally exercised by reasonable persons
and/or recognized professionals with respect to the performance of comparable work and/or
services.
9.2 COMPLIANCE WITH APPLICABLE LAWS
7
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
In its performance of the Services, Consultant shall comply with all applicable laws, ordinances,
and regulations of the City, Miami-Dade County, the State of Florida, and the federal
government, as applicable.
9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS
Any work product arising out of this Agreement, as well as all information specifications,
processes, data and findings, are intended to be the property of the City and shall not otherwise
be made public and/or disseminated by Consultant, without the prior written consent of the City
Manager, excepting any information, records etc. which are required to be disclosed pursuant to
Court Order and/or Florida Public Records Law.
All reports, documents, articles, devices, and/or work produced in whole or in part under this
Agreement are intended to be the sole and exclusive property of the City, and shall not be
subject to any application for copyright or patent by or on behalf of the Consultant or its
employees or sub-consultants, without the prior written consent of the City Manager.
SECTION 10
GENERAL PROVISIONS
10.1 AUDIT AND INSPECTIONS
Upon reasonable verbal or written notice to Consultant, and at any time during normal
business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized
holidays), and as often as the City Manager may, in his/her reasonable discretion and
judgment, deem necessary, there shall be made available to the City Manager, and/or such
representatives as the City Manager may deem to act on the City's behalf, to audit, examine,
and/ or inspect, any and all other documents and/or records relating to all matters covered by
this Agreement. Consultant shall maintain any and all such records at its place of business at
the address set forth in the "Notices" section of this Agreement.
10.2 INSPECTOR GENERAL AUDIT RIGHTS
(A) Pursuant to Section 2-256 of the Code of the City of Miami Beach, the City has
established the Office of the Inspector General which may, on a random basis, perform
reviews, audits, inspections and investigations on all City contracts, throughout the
duration of said contracts. This random audit is separate and distinct from any other
audit performed by or on behalf of the City.
(B) The Office of the Inspector General is authorized to investigate City affairs and
empowered to review past, present and proposed City programs, accounts, records,
contracts and transactions. In addition, the Inspector General has the power to
subpoena witnesses, administer oaths, require the production of witnesses and monitor
City projects and programs. Monitoring of an existing City project or program may
include a report concerning whether the project is on time, within budget and in
8
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
conformance with the contract documents and applicable law. The Inspector General
shall have the power to audit, investigate, monitor, oversee, inspect and review
operations, activities, performance and procurement process including but not limited to
project design, bid specifications, (bid/proposal) submittals, activities of the Consultant,
its officers, agents and employees, lobbyists, City staff and elected officials to ensure
compliance with the contract documents and to detect fraud and corruption. Pursuant to
Section 2-378 of the City Code, the City is allocating a percentage of its overall annual
contract expenditures to fund the activities and operations of the Office of Inspector
General.
(C) Upon ten (10) days written notice to the Consultant, the Consultant shall make all
requested records and documents available to the Inspector General for inspection and
copying. The Inspector General is empowered to retain the services of independent
private sector auditors to audit, investigate, monitor, oversee, inspect and review
operations activities, performance and procurement process including but not limited to
project design, bid specifications, (bid/proposal) submittals, activities of the Consultant
its officers, agents and employees, lobbyists, City staff and elected officials to ensure
compliance with the contract documents and to detect fraud and corruption.
(D) The Inspector General shall have the right to inspect and copy all documents and
records in the Consultant's possession, custody or control which in the Inspector
General's sole judgment, pertain to performance of the contract, including, but not limited
to original estimate files, change order estimate files, worksheets, proposals and
agreements from and with successful subcontractors and suppliers, all project-related
correspondence, memoranda, instructions, financial documents, construction
documents, (bid/proposal) and contract documents, back-change documents, all
documents and records which involve cash, trade or volume discounts, insurance
proceeds, rebates, or dividends received, payroll and personnel records and supporting
documentation for the aforesaid documents and records.
(E) The Consultant shall make available at its office at all reasonable times the records,
materials, and other evidence regarding the acquisition (bid preparation) and
performance of this Agreement, for examination, audit, or reproduction, until three (3)
years after final payment under this Agreement or for any longer period required by
statute or by other clauses of this Agreement. In addition:
If this Agreement is completely or partially terminated, the Consultant shall make
available records relating to the work terminated until three (3) years after any
resulting final termination settlement; and
ii. The Consultant shall make available records relating to appeals or to litigation or
the settlement of claims arising under or relating to this Agreement until such
appeals, litigation, or claims are finally resolved.
9
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
(F) The provisions in this section shall apply to the Consultant, its officers, agents,
employees, subcontractors and suppliers. The Consultant shall incorporate the
provisions in this section in all subcontracts and all other agreements executed by the
Consultant in connection with the performance of this Agreement.
(G) Nothing in this section shall impair any independent right to the City to conduct audits or
investigative activities. The provisions of this section are neither intended nor shall they
be construed to impose any liability on the City by the Consultant or third parties.
10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING
Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or
service under this Agreement without the prior written consent of the City Manager, which
consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this
Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as
approved pursuant to this Section, and any attempt to make such assignment (unless
approved) shall be void.
10.4 PUBLIC ENTITY CRIMES
Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR
7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes
with the City's Procurement Division.
10.5 NO DISCRIMINATION
In connection with the performance of the Services, the Consultant shall not exclude from
participation in, deny the benefits of, or subject to discrimination anyone on the grounds of
race, color, national origin, sex, age, disability, religion, income or family status.
Additionally, Consultant shall comply fully with the City of Miami Beach Human Rights
Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time,
prohibiting discrimination in employment, housing, public accommodations, and public
services on account of actual or perceived race, color, national origin, religion, sex,
intersexuality, gender identity, sexual orientation, marital and familial status, age, disability,
ancestry, height, weight, domestic partner status, labor organization membership, familial
situation, or political affiliation.
10.6 CONFLICT OF INTEREST
Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade County
Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County
Code, as may be amended from time to time; and by the City of Miami Beach Charter and
Code, as may be amended from time to time; both of which are incorporated by reference as if
fully set forth herein.
10
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Consultant covenants that it presently has no interest and shall not acquire any interest,
directly or indirectly, which could conflict in any manner or degree with the performance of the
Services. Consultant further covenants that in the performance of this Agreement, Consultant
shall not employ any person having any such interest. No member of or delegate to the
Congress of the United States shall be admitted to any share or part of this Agreement or to
any benefits arising therefrom.
10.7 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW
(A) Consultant shall comply with Florida Public Records law under Chapter 119, Florida
Statutes, as may be amended from time to time.
(B) The term "public records" shall have the meaning set forth in Section 119.011(12), which
means all documents, papers, letters, maps, books, tapes, photographs, films, sound
recordings, data processing software, or other material, regardless of the physical form,
characteristics, or means of transmission, made or received pursuant to law or
ordinance or in connection with the transaction of official business of the City.
(C) Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the
definition of"Contractor" as defined in Section 119.0701(1)(a), the Consultant shall:
(1) Keep and maintain public records required by the City to perform the service;
(2) Upon request from the City's custodian of public records, provide the City with a
copy of the requested records or allow the records to be inspected or copied
within a reasonable time at a cost that does not exceed the cost provided in
Chapter 119, Florida Statutes or as otherwise provided by law;
(3) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed, except as authorized
by law, for the duration of the contract term and following completion of the
Agreement if the Consultant does not transfer the records to the City;
(4) Upon completion of the Agreement, transfer, at no cost to the City, all public
records in possession of the Consultant or keep and maintain public records
required by the City to perform the service. If the Consultant transfers all public
records to the City upon completion of the Agreement, the Consultant shall
destroy any duplicate public records that are exempt or confidential and exempt
from public records disclosure requirements. If the Consultant keeps and
maintains public records upon completion of the Agreement, the Consultant shall
meet all applicable requirements for retaining public records. All records stored
electronically must be provided to the City, upon request from the City's
custodian of public records, in a format that is compatible with the information
technology systems of the City.
(D) REQUEST FOR RECORDS; NONCOMPLIANCE.
(1) A request to inspect or copy public records relating to the City's contract for
services must be made directly to the City. If the City does not possess the
requested records, the City shall immediately notify the Consultant of the
request, and the Consultant must provide the records to the City or allow the
records to be inspected or copied within a reasonable time.
(2) Consultant's failure to comply with the City's request for records shall constitute a
breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally
11
DocuSign Envelope ID: 1554E199-464F-4EE3-AOBE-CC668D83A19F
terminate the Agreement; (2) avail itself of the remedies set forth under the
Agreement; and/or(3) avail itself of any available remedies at law or in equity.
(3) A Consultant who fails to provide the public records to the City within a
reasonable time may be subject to penalties under s. 119.10.
(E) CIVIL ACTION.
(1) If a civil action is filed against a Consultant to compel production of public records
relating to the City's contract for services, the court shall assess and award
against the Consultant the reasonable costs of enforcement, including
reasonable attorneys'fees, if:
a. The court determines that the Consultant unlawfully refused to comply with
the public records request within a reasonable time; and
b. At least 8 business days before filing the action, the plaintiff provided written
notice of the public records request, including a statement that the
Consultant has not complied with the request, to the City and to the
Consultant.
(2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of
public records and to the Consultant at the Consultant's address listed on its
contract with the City or to the Consultant's registered agent. Such notices must
be sent by common carrier delivery service or by registered, Global Express
Guaranteed, or certified mail, with postage or shipping paid by the sender and
with evidence of delivery, which may be in an electronic format.
(3) A Consultant who complies with a public records request within 8 business days
after the notice is sent is not liable for the reasonable costs of enforcement.
(F) IF THE CONSULTANT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN
OF PUBLIC RECORDS AT:
CITY OF MIAMI BEACH
ATTENTION: RAFAEL E. GRANADO, CITY CLERK
1700 CONVENTION CENTER DRIVE
MIAMI BEACH, FLORIDA 33139
E-MAIL: RAFAELGRANADOCZMIAMIBEACHFL.GOV
PHONE: 305-673-7411
10.8 FORCE MAJEURE
(A) A "Force Majeure" event is an event that (i) in fact causes a delay in the performance of
the Consultant or the City's obligations under the Agreement, and (ii) is beyond the
reasonable control of such party unable to perform the obligation, and (iii) is not due to
an intentional act, error, omission, or negligence of such party, and (iv) could not have
reasonably been foreseen and prepared for by such party at any time prior to the
occurrence of the event. Subject to the foregoing criteria, Force Majeure may include
events such as war, civil insurrection, riot, fires, epidemics, pandemics, terrorism,
12
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
sabotage, explosions, embargo restrictions, quarantine restrictions, transportation
accidents, strikes, strong hurricanes or tornadoes, earthquakes, or other acts of God
which prevent performance. Force Majeure shall not include technological impossibility,
inclement weather, or failure to secure any of the required permits pursuant to the
Agreement.
(B) If the City or Consultant's performance of its contractual obligations is prevented or
delayed by an event believed by to be Force Majeure, such party shall immediately upon
learning of the occurrence of the event or of the commencement of any such delay, but
in no case within fifteen (15) business days thereof, provide notice of (i) of the
occurrence of event of Force Majeure, (ii) of the nature of the event and the cause
thereof, (iii) of the anticipated impact on the Agreement, (iv) of the anticipated period of
the delay, and (v) of what course of action such party plans to take in order to mitigate
the detrimental effects of the event. The timely delivery of the notice of the occurrence of
a Force Majeure event is a condition precedent to allowance of any relief pursuant to this
section; however, receipt of such notice shall not constitute acceptance that the event
claimed to be a Force Majeure event is in fact Force Majeure, and the burden of proof of
the occurrence of a Force Majeure event shall be on the requesting party.
(C) No party hereto shall be liable for its failure to carry out its obligations under the
Agreement during a period when such party is rendered unable, in whole or in part, by
Force Majeure to carry out such obligations. The suspension of any of the obligations
under this Agreement due to a Force Majeure event shall be of no greater scope and no
longer duration than is required. The party shall use its reasonable best efforts to
continue to perform its obligations hereunder to the extent such obligations are not
affected or are only partially affected by the Force Majeure event, and to correct or cure
the event or condition excusing performance and otherwise to remedy its inability to
perform to the extent its inability to perform is the direct result of the Force Majeure
event with all reasonable dispatch.
(D) Obligations pursuant to the Agreement that arose before the occurrence of a Force
Majeure event causing the suspension of performance shall not be excused as a result
of such occurrence unless such occurrence makes such performance not reasonably
possible. The obligation to pay money in a timely manner for obligations and liabilities
which matured prior to the occurrence of a Force Majeure event shall not be subject to
the Force Majeure provisions.
(E) Notwithstanding any other provision to the contrary herein, in the event of a Force
Majeure occurrence, the City may, at the sole discretion of the City Manager, suspend
the City's payment obligations under the Agreement, and may take such action without
regard to the notice requirements herein. Additionally, in the event that an event of
Force Majeure delays a party's performance under the Agreement for a time period
greater than thirty (30) days, the City may, at the sole discretion of the City Manager,
terminate the Agreement on a given date, by giving written notice to Consultant of such
termination. If the Agreement is terminated pursuant to this Section, Consultant shall be
paid for any Services satisfactorily performed up to the date of termination; following
which the City shall be discharged from any and all liabilities, duties, and terms arising
out of, or by virtue of, this Agreement. In no event will any condition of Force Majeure
extend this Agreement beyond its stated term.
13
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
SECTION 11
NOTICES
All notices and communications in writing required or permitted hereunder, shall be delivered
personally to the representatives of the Consultant and the City listed below or may be mailed
by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized
overnight delivery service.
Until changed by notice, in writing, all such notices and communications shall be addressed as
follows:
TO CONSULTANT: The Valerin Group, Inc.
3903 Northdale Blvd.
Tampa, FL 33624
Attn: Cynthia McGrail
cynthia(c�valerin-group.com
TO CITY: Marketing & Communications Department
Kevin Pulido, Neighborhood Affairs Manager
1700 Convention Center Drive
Miami Beach, FL 33139
KevinPulidomiamibeachfl.gov
Notice may also be provided to any other address designated by the party to receive notice if such
alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by
overnight delivery. In the event an alternate notice address is properly provided, notice shall be
sent to such alternate address in addition to any other address which notice would otherwise be
sent, unless other delivery instruction as specifically provided for by the party entitled to notice.
Notice shall be deemed given on the date of an acknowledged receipt, or, in all other cases, on the
date of receipt or refusal.
SECTION 12
MISCELLANEOUS PROVISIONS
12.1 CHANGES AND ADDITIONS
This Agreement cannot be modified or amended without the express written consent of the
parties. No modification, amendment, or alteration of the terms or conditions contained herein
shall be effective unless contained in a written document executed with the same formality and
of equal dignity herewith.
14
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
12.2 SEVERABILITY
If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this
Agreement shall not be affected and every other term and provision of this Agreement shall be
valid and be enforced to the fullest extent permitted by law.
12.3 WAIVER OF BREACH
A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of
such provision or modification of this Agreement. A party's waiver of any breach of a provision
of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be
construed to be a modification of the terms of this Agreement.
12.4 JOINT PREPARATION
The parties hereto acknowledge that they have sought and received whatever competent advice
and counsel as was necessary for them to form a full and complete understanding of all rights
and obligations herein and that the preparation of this Agreement has been a joint effort of the
parties, the language has been agreed to by parties to express their mutual intent and the
resulting document shall not, solely as a matter of judicial construction, be construed more
severely against one of the parties than the other.
12.5 ENTIRETY OF AGREEMENT
The City and Consultant agree that this is the entire agreement between the parties. This
Agreement supersedes all prior negotiations, correspondence, conversations, agreements or
understandings applicable to the matters contained herein, and there are no commitments,
agreements or understandings concerning the subject matter of this Agreement that are not
contained in this document. Title and paragraph headings are for convenient reference and are
not intended to confer any rights or obligations upon the parties to this Agreement.
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
15
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
,—DocuSigned by:
By: `-24A05013ADOC465
CITY CLERK MAYOR
1/6/2021 I 1:23 EST
Date: _
FOR CONSULTANT: THE VALERIN GROUP, INC.
ATTEST:
By: (114)a/(111Aa /._..••• _ g°,
Valerie Ciudad-Real, President S. William Ciudad-Real, COO
Date: December 28 2020 _
AP - • S TO
F• -4 a GE
A .frrEcunc
/OPaQ
16
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
EXHIBIT A
SCOPE OF SERVICES
This Statement of Work describes and defines activities which may be required by the City for a range of
services to include, but not limited to: communications planning and implementation, public relations and
community involvement, establishment and execution of open office hours, the planning and execution of
virtual public meetings, understanding of virtual software for virtual meetings as needed, understanding of
the city's efforts in harmonization and the resilience campaign, ability to create and execute physical
mailing via every door direct mail (EDDM) or other means, customer service, general translation and
interpreting services, revamping project collaterals, ability to record public meetings, ability to create video
recaps as needed, preparation of related media communications and collateral materials, preparation of
audio/video presentations, recording of public meetings and include public comment, project planning,
coordination and implementation, web content development, franchise utility communication, ability to send
mass emails as the city, follow the external communications plan in each project. special events
coordination, hosting public meetings and other services that may be related. This includes, but is not
limited to, those operations necessary for mobilization, the movement of personnel, equipment, supplies,
expertise, incidentals, permits, notifications, and fees associated with such notifications, if any.
The City shall request consultant services on an as-needed basis. There is no guarantee that any or all of
the services described in this RFQ will be assigned during the term of this resulting agreement. Further, the
Consultant is providing these services on a non-exclusive basis. The City, at its option, may elect to have
any of the services set forth herein performed by other consultants or City staff.
JOB CLASSIFICATIONS AND DESCRIPTIONS
1 Project Manager: Primary point of contact with the City's Project Manager (or his/her
designee) on overall activities of the contract; ensures contract compliance; manages
budgets and invoices; executes special projects and performs QA/QC on all collateral
materials. Responsible for entire staff assigned to this contract to include staff supervision
and work production. Works with City's Project Manager on streamlining processes and
developing cost effective methods of doing business.
2 Public Information Liaison: Serves as liaison between project stakeholders and
Neighborhood Affairs Division. Assists the Neighborhood Affairs Coordinator for project
related information and due to extensive interaction with the City of Miami Beach
community, bilingual (English/Spanish) is strongly desired; completes all necessary
documents listed in the external communication plan; identifies potential impacts to the
public as a result of construction plans; prepares and disseminates collateral materials to
the public; develops strategic alliances and partnerships with appropriate parties; prepares
and presents project information for meetings; coordinates resolution of issues; record
public meetings; maintains database of stakeholders; maintains project issue log; prepares
information for updating website; edits website content; performs media responses in
writing as needed; coordinates and staffs formal and informal public meetings; arranges
field meetings and special events and executes other duties relevant to the position.
3 Assistant Public Information Liaison: Provides support to the public information liaison for
17
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
each of the tasks listed above. Should be able to create a database, conduct door-to-door
and assist with other clerical needs. (English/Spanish) is desired. The position will be
utilized at the decision of the project team for certain needs. Should have an
understanding of communication tools, the external communications plan, virtual meeting
software, and will executes other duties relevant to the position.
4 Graphic Designer: Designs and maintains collateral materials; creates and updates
templates and newsletter layouts; depicts project information on maps that serve as visual
explanations to stakeholders; performs other duties relevant to the position. Familiarity with
municipal governments and/or construction concepts are a plus.
CONSULTANT RESPONSIBILITIES
1 Coordination with the City:
All aspects of each task shall be coordinated through the Office of Marketing and
Communications, Director (or his/her designee); All authorizations and approvals shall be
in writing and executed by the Neighborhood Affairs Manager(or his/her designee) prior to
the commencement of work.
2 Services to be provided:
The following procedures are general for all projects. One or more of them may be
necessary depending on the scope of the project. The necessary steps will be identified,
and a schedule of activities will be established by the City's Project Manager.
If the procedural regulations referenced herein are revised or superseded before the
services by the CONSULTANT are rendered, compliance with the most up-to-date version
and/or amendments/statutes will be required.
The CONSULTANT will provide any one or more of the following services as required by
the DEPARTMENT.
Public Relations, Community Involvement and Customer Service
The successful firms may be tasked with the following duties and responsibilities:
• Close coordination with the Neighborhood Affairs Division staff
• Developing public involvement plans in close coordination with the
external communication plan
• Developing project-related informational materials
• Collateral production (English/Spanish)
• Social media needs—Photography&Video Content as needed
• Communicating project information and addressing citizen/stakeholder
concerns
• Preparing related media communications and informational materials
• Preparing talking points
• Preparing information for dissemination through the Neighborhood Affairs
Division
• Ability to create, plan and execute effective mailers using every door direct
18
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
mail (EDDM)or other services
• Coordinating emergency communications
• Preparing emergency collateral quickly and effectively
• Developing presentations and talking points
• Planning, organizing and attending special events and meetings
• Preparing audio/video presentations
• Ability to record public meetings and public comments
• Writing newsletters and feature stories
• Translating collateral material developed
• Designing and developing templates and graphics informational materials
(usually maps that depict project information)
• Preparing web content and web copywriting
• Developing ads
• Coordinating franchise utility communication
• Arranging and documenting field meetings
• Stakeholder satisfaction surveys
• Coordinating media/special events such as block parties, community
meetings, and ribbon cuttings
• Prepare and present encroachment information for public projects
• Prepare, plan, execute and document harmonization meetings as needed
• Coordinate special events as needed
• Ability to host virtual meetings using Zoom, Microsoft teams or other
appropriate platforms
• Ability to send and respond to emails through a city domain.
• Ability to send mass emails through email marketing software from the
City of Miami Beach.
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]
19
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
EXHIBIT B
Consultant Service Order
Service Order No. for services described herein
TO: [consultant name]
PROJECT NAME:
DATE:
Pursuant to the agreement between the City of Miami Beach and [consultant name]., for Public
Information Outreach Services for ROW and Facilities Construction Projects RFQ No. 2020-118-WG you
are directed to provide the following services:
SCOPE OF SERVICES:
Per attached proposal dated , to be considered part of this Agreement.
Estimated calendar days to complete this work: Days
Original Service Order Amount: $
Total From Previous Additional Service Orders: $
Fee for this Service Order is Lump Sum/Not to Exceed amount of: $
Total Agreement to Date:
Dept. Director Date
Assistant City Manager Date Consultant Date
City Manager Date
20
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
EXHIBIT C
Hourly Billing Rate Schedule
Public Information Services Hourly
Project Manager $110
Public Information Liaison $85
Assistant Public Information Liaison $55
Graphic Designer $75
21
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
EXHIBIT D
SUMMARY REPORT OF SERVICES PERFORMED (SAMPLE)
Summary Report of Services Performed by
[company name/logo]
Name of Reporting ConsullanI(s):
Project Name:
Invoice Period:
Percentage of Work Performed:
Services Performed
Tosk Number of Hours Per Task
Task 1 -Public Involvement Plan
Task 2-Propecf-Pelated
Informational Materials
Task 3-Communicating Protect
Information
Task 4-Media Coordination
Task 5-Emergency
Communications
Task 6-Developing Presentations
Task 7-Meeting Coordination
Task 8-AiV Presentations
Task 9-Newsleiter/Feature Stones
Task 10-Translations
Task 11 -Graphic Services
Other
Summary
[enter text here to describe work completed by PIO and graphic designer]
22
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
ATTACHMENT A
RESOLUTION &COMMISSION AWARD MEMO
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RESOLUTION NO. 2020-31437
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ)
2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT
OF WAY AND FACILITIES CONSTRUCTION PROJECTS, AUTHORIZING THE
ADMINISTRATION TO ESTABLISH A POOL OF PREQUALIFIED
CONSULTANTS FOR SPECIFIC TASKS RELATING TO FUTURE PUBLIC
INFORMATION OUTREACH SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INFINITE
SOURCE COMMUNICATIONS GROUP, LLC, HML PUBLIC OUTREACH, LLC,
MEDIA RELATIONS GROUP, LLC AND THE VALERIN GROUP, INC., AS THE
TOP RANKED PROPOSERS; FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE
FOREGOING PROPOSERS UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING
THE MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENTS
WITH HML PUBLIC OUTREACH, LLC, INFINITE SOURCE
COMMUNICATIONS GROUP, LLC, MEDIA RELATIONS GROUP, LLC AND
QUEST CORPORATION OF AMERICA, INC., UNTIL SUCH TIME AS THE
NEW AGREEMENTS PURSUANT TO THE RFQ CAN BE EXECUTED.
WHEREAS, on October 30, 2015, the City of Miami Beach entered into agreements with
HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations
Group, LLC and Quest Corporation of America, Inc., pursuant to RFQ 2015-144-YG for Public
Information Outreach Services on Right of Way and Facilities Construction Projects; and
WHEREAS, the initial term of the agreements is for a three (3) year term with two (2)
additional one-year renewal options, and are currently scheduled to expire beginning October
29, 2020; and
WHEREAS, the City desired to establish term contracts with a pool of qualified
successful proposers, with the required expertise and personnel, in order to facilitate the
assignment of these services for all neighborhood and facility projects; and
WHEREAS, the successful proposers will work closely with city staff in developing and
executing the communication efforts for active and future construction of Capital Improvement
Projects (CIP), Public Work Projects, Environmental & Sustainability projects, Transportation
initiatives, Parks, and other citywide construction efforts; and
WHEREAS, the proposers will also assist with communication for public works
operations, special projects, citywide initiatives and public safety/ marketing campaigns; and
WHEREAS, on July 31, 2020, the Administration issued Request for Qualifications
(RFQ) 2020-118-WG for Public Information Outreach Services for Right of Way And Facilities
Construction Projects; and
WHEREAS, RFQ responses were due and received on August 28, 2020; and
WHEREAS, the City received proposals from the following eight firms: EV Services, Inc.,
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
HML Public Outreach LLC, Infinite Source Communications Group, LLC, Media Relations
Group, LLC, Quest Corporation of America, Inc., The MS Factor, LLC, The Valerin Group, Inc,
and Wragg & Casas Public Relations, Inc.; and
WHEREAS, all of the proposals submitted were found to be responsive to the
requirements of the RFQ; and
WHEREAS, on September 24, 2020, the City Manager appointed Evaluation Committee
comprised of Maria Cerna, Division Director, Capital Improvement Projects, City of Miami
Beach, Josiel Ferrer, Assistant Director, Transportation Department, City of Miami Beach, Kevin
Pulido, Neighborhood Affairs Manager, Communications Department, City of Miami Beach and
Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, City of
Miami Beach, convened to consider proposals received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; and
WHEREAS, the Committee was also provided with general information on the scope of
services, and a copy of each proposal and was further instructed to score and rank each
proposal pursuant to the evaluation criteria established in the RFQ; and
WHEREAS, the evaluation process resulted in the proposers being ranked by the
Evaluation Committee in the following order:
1st- Infinite Source Communications Group, LLC
2nd - HML Public Outreach LLC
3rd - Media Relations Group, LLC
4th - The Valerin Group, Inc
5th - Quest Corporation of America, Inc.
6th - EV Services, Inc.
7th- Wragg & Casas Public Relations, Inc.
8th - The MS Factor, LLC
WHEREAS, after reviewing all of the submissions and the Evaluation Committee
process, I concur with the Evaluation Committee and find Infinite Source Communications
Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group,
Inc. to be the best qualified firms to be included in the prequalified pool of consultants for future
engagements relating to public information outreach services as these firms have a wealth of
knowledge providing public outreach services in the City of Miami Beach, neighboring
municipalities, and other city governments; and
WHEREAS, the Administration recommends the City enter into negotiations with Infinite
Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC
and The Valerin Group, Inc. to establish a pool of pre-qualified consultants for specific tasks
relating to public information outreach services; and
WHEREAS, the Administration further recommends that the City enter into month to
month extensions of the current agreements with HML Public Outreach, LLC, Infinite Source
Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America,
Inc., until such time as new agreements can be executed.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
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 accepts the
recommendation of the City Manager, pursuant to Request for Qualifications (RFQ) 2020-118-
WG Public Information Outreach Services for Right of Way and Facilities Construction Project,
to approve the resolution and authorize the Administration to establish a pool of pre-qualified
consultants for specific tasks relating to public information outreach services; authorizing the
Administration to enter into negotiations with Infinite Source Communications Group, LLC, HML
Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc., as the top
ranked proposers; further authorizing the Mayor and City Clerk to execute agreements with
each of the foregoing proposers upon conclusion of successful negotiations by the
Administration; and further, authorizing the month to month extension of the current agreements
with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations
Group, LLC and Quest Corporation of America, Inc., until such time as new agreements
pursuant to the RFQ can be executed.
PASSED AND ADOPTED this iii day of Okfobe 2020.
ATTEST:
m/
txtu4A2-7.---`L",....-..",
RAF EL E. GRAD , CICITY CLERKDAN GELBER, MAYOR
APPROVED AS TO
=prn."rg '6.,, FORM& LANGUAGE
_ ;:: " '` , 8 FO EXE UTION
i 11:COWARAIE1) . -__L . , b_ L —
. ,..... q i.(.,.,
#----
:g_
y 5.0 ..............� City Attorney Date
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F Item Coversheet
Resolutions-C7 E
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 14,2020
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR
QUALIFICATIONS (RFQ)2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND
FACILITIES CONSTRUCTION PROJECTS, AUTHORIZING THE ADMINISTRATION TO ESTABLISH A POOL OF
PREQUALIFIED CONSULTANTS FOR SPECIFIC TASKS RELATING TO FUTURE PUBLIC INFORMATION
OUTREACH SERVICES;AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INFINITE
SOURCE COMMUNICATIONS GROUP, LLC, HML PUBLIC OUTREACH, LLC, MEDIA RELATIONS GROUP, LLC AND
THE VALERIN GROUP, INC., AS THE TOP RANKED PROPOSERS; FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING PROPOSERS UPON CONCLUSION
OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING THE MONTH TO
MONTH EXTENSION OF THE CURRENT AGREEMENTS WITH HML PUBLIC OUTREACH, LLC, INFINITE SOURCE
COMMUNICATIONS GROUP, LLC, MEDIA RELATIONS GROUP, LLC AND QUEST CORPORATION OF AMERICA,
INC., UNTIL SUCH TIME AS THE NEW AGREEMENTS PURSUANT TO THE RFQ CAN BE EXECUTED.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida approve the resolution
accepting the City Manager's recommendation pertaining to bids received, pursuant to RFQ 2020-118-WG, for Public Information
Outreach Services for Right of Way and Facilities Construction Projects.
BACKGROUND/HISTORY
On October 30, 2015, the City of Miami Beach entered into agreements with HML Public Outreach, LLC, Infinite Source
Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., pursuant to RFQ 2015-144-YG
for Public Information Outreach Services on Right of Way and Facilities Construction Projects. The initial term of the agreement
was for a three (3) year term with two (2) additional one-year renewal options. The present agreements are scheduled to expire
beginning October 29,2020.
The City desires to establish term contracts with a pool of qualified successful proposers, with the required expertise and
personnel, in order to facilitate the assignment of these services for all neighborhood and facility projects. The successful
proposers will work closely with city staff in developing and executing the communication efforts for active and future construction
of capital improvement projects, public work projects, environmental & sustainability projects, transportation initiatives, parks, and
other citywide construction efforts. the proposers will also assist with communication for public work operations, special projects,
citywide initiatives and public safety/marketing campaigns.
ANALYSIS
On July 31, 2020, the Administration issued Request for Qualifications (RFQ) 2020-118-WG for Public Information Outreach
Services for Right Of Way And Facilities Construction Projects. RFQ responses were due and received on August 28, 2020. The
City received proposals from the following eight firms: EV Services, Inc., HML Public Outreach LLC, Infinite Source
Communications Group, LLC, Media Relations Group, LLC, Quest Corporation of America, Inc., The MS Factor, LLC,The Valerin
Group, Inc,and Wragg&Casas Public Relations, Inc.
All of the proposals submitted were found to be responsive to the requirements of the RFQ.
On September 24, 2020, the City Manager appointed Evaluation Committee convened to consider proposals received. The
Committee was comprised of Maria Cerna, Division Director, Capital Improvement Projects, City of Miami Beach, Josiel Ferrer,
Assistant Director,Transportation Department, City of Miami Beach, Kevin Pulido, Neighborhood Affairs Manager, Communications
Department, City of Miami Beach and Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, City of
Miami Beach.
The Committee 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 with general information on the scope of services and a copy of
https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=19204 1/3
DocuSign EnvelopevID: 1554E199-464F-4EE3-A0BE-CC668D83A19FI V/ Item Coversheet
each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in
the RFQ.
The evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order(See Attachment
A):
1st- Infinite Source Communications Group, LLC
2nd-HML Public Outreach LLC
3rd-Media Relations Group, LLC
4th-The Valerin Group, Inc
5th-Quest Corporation of America, Inc.
6th-EV Services, Inc.
7th-Wragg&Casas Public Relations, Inc.
8th-The MS Factor, LLC
The Administration has determined it is best to continue with the top four firms to serve the City's needs. The success of the prior
contract solidifies the need to have four firms available to assist with community outreach. Each of the firms have skills which can
complement city staff during the outreach process.Three of the fours firms have a proven track record of work within Miami Beach
and the fourth firm will bring a new perspective to outreach efforts.
A summary of the four top-ranked firms follows:
I-nfinite Source Communications Group, LLC(ISC)
ISC consists of a well-versed team of lead and support staff who actively perform work in Miami Beach. Every ISC staff member is
bilingual in English and Spanish, Creole or Portuguese. Their full-service creative team supports clients with cutting-edge audio-
visual and graphic production. ISC not only has seasoned experts, they understand the communication policies set forth within the
City, as well as possess key relationships with the local community and other transportation agencies.
ISC's specialty is executing PIO services for infrastructure improvement projects, throughout South Florida. They also provide
services to a number of government entities including the Florida Department of Transportation (FDOT), Miami-Dade County
(MDC), MDC Transportation Planning Organization (TPO), MDC Water and Sewer Department (WASD), and a variety of
municipalities and agencies such as Town of Surfside, Bal Harbour Village, the City of Fort Lauderdale, the Palm Beach County
Sheriff's Office
H- ML Public Outreach LLC
With a combined almost 100-year experience, HML Public Outreach has easily adapted to the ever-changing landscape of
communications. As a result of their involvement in major City of Miami Beach design and construction initiatives, they have
extensive procedural knowledge working with city staff and have built strong ties with community leaders that has facilitated the
dissemination of project information.The HML team has established a deep understanding of community needs during a crisis and
day-to-day coordination.
As well as their present City of Miami Beach contract, HML Public Outreach has been awarded and participates in contracts for the
Florida Department of Transportation (FDOT), which encompass Project Development and Environment(PD&E)Studies, roadway
design projects and hundreds of construction projects, including traditional design-bid-build and design-builds.
M- edia Relations Group, LLC(MRG)
MRG has become a go-to firm to provide communication services on districtwide and construction contracts. MRG has 21 years of
experience serving municipalities and the Florida Department of Transportation (FDOT).
The highly qualified MRG personnel have a depth of knowledge and understanding about the intricacies of working with the City of
Miami Beach and its residents. In addition to its work with Miami Beach,They have a proven track record representing FDOT, City
of Miami,Town of Cutler Bay, City of Doral, Village of Key Biscayne,Town of Medley, City of Hialeah, City of Homestead,Village of
Palmetto Bay, Florida's Turnpike Enterprise (FTE), Miami-Dade Transportation Planning Organization (TPO) and Broward
Metropolitan Planning Organization (MPO).
T-he Valerin Group, Inc. (Valerin)
Valerin is an independent, full-service strategic communications firm offering a complete suite of communications, marketing, and
creative services. They have the in-house expertise to develop innovative and practical solutions to today's complex
communications challenges. Combined, their staff have over 400 years of relevant experience and have worked on more than 600
public utility and transportation projects, programs and initiatives as well as campaigns for a variety of public sector clients
including municipalities, counties,and state agencies such as the Florida Department of Transportation (FDOT).
Valerin is made up of a unique mix of professionals from diverse backgrounds and disciplines that include communications,
advertising, social marketing, journalism, public relations, media and government relations, engineering, graphic design, website
and mobile application development,and video production -all of which contribute to their ability to deliver comprehensive strategic
communications, public information and creative services.
https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=19204 2/3
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F Item Coversheet
They are accustomed to working as an integrated team member and have extensive experience developing communications and
public involvement scopes under task work order contracts and managing their implementation. In addition,Valerin currently serves
as a sub-consultant providing Communications and Public Outreach support for the City of Miami Beach.
FINANCIAL INFORMATION
The cost associated with Public Information Outreach Services on Right of Way and Facilities Construction Projects for the City of
Miami Beach is subject to the funds availability approved through the City's budgeting process.
CONCLUSION
After reviewing all of the submissions and the Evaluation Committee process, I concur with the Evaluation Committee and find Infinite Source
Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc. to be the best qualified
firms to be included in the prequalified pool of consultants for future engagements relating to public information outreach services.These firms
demonstrated extensive knowledge in the City of Miami Beach,neighboring municipalities,and other city governments.The four(4)firms have
vast experience in providing public outreach services. It is important to note that the RFQ was not issued with any particular project in mind;
rather,the purpose of the RFQ is to proactively prequalify firms now so that a public information firm can be engaged quickly when the need for
services is identified.
For the reasons stated herein, I recommend that the Mayor and City Commission approve the resolution authorizing the
Administration to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach services;
authorizing the Administration to enter into negotiations with Infinite Source Communications Group, LLC, HML Public Outreach
LLC, Media Relations Group, LLC and The Valerin Group, Inc., as the top ranked proposers;further authorizing the Mayor and City
Clerk to execute agreements with each of the foregoing proposers upon conclusion of successful negotiations by the
Administration; and further, authorizing the month to month extension of the current agreements with HML Public Outreach, LLC,
Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., until such time
as new agreements can be executed.
Applicable Area
Not Applicable
Is this a"Residents Right to Does this item utilize G.O.
Know"item,pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Marketing and Communications/Procurement
ATTACHMENTS:
Description
❑
Attachment A
❑ Resolution
https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=19204 3/3
DocuSign Envelope ID: 1554E199-464F-4EE3-AOBE-CC668D83A19F
11 RFQ 2020.118-WG
PUBLIC INFORMATION
OUTREACH SERVICES FOR gl e e co
ow r
Maria Cerna Joakl Ferrer Kevin Pulldo Flavla Tonloll
RIGHT OF WAY AND e e c c Aggregate
FACILITIES CONSTRUCTIONrpi 'roo alIY Totals
PROJECTS
_ Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualkative Quandtative Subtotal
EV Services.Inc. 91 0 91 6 75 0 75 7 63 0 63 6 94 0 94 6 25 6
HML Public Outreach LLC 95 0 95 2 92 0 92 2 97 0 97 2 98 0 98 3 9 2
Infinite Source
Communications Group,LLC . 96 0 96 1 94 0 94 1 98 0 98 1 99 - 0 99 1 4 1
Media Relations Group,LLC . 94 0 94 4 92 0 92 2 92 0 92 3 99 0 99 1 10 3
Quest Corporation of America,
Inc 93 0 93 5 80 0 80 6 92 0 92 3 98 0 96 3 17 S
The MS Factor,LLC 80 0 80 8 70 0 70 8 61 0 61 7 76 0 76 _7 30 _6
The Valerin Group.Inc 95 0 95 2 91 0 91 4 80 0 80 5 98 0 98 3_ 14 4,
Wragg&Casas Public
Relations,Inc. 86 0 86 7 81 0 81 5 40 0 40 6 70 0 70 8 i 28 7
Ted PorelrM
Prepeeer vebrtrh Peer IVeeaMq
EV Services,Inc. 0 0
HML Public Outreach LLC 0 0
Infinite Source e o
Communications Group,LW
0 0
Media Relations Group,LLC
Quest Corporation of America, 0 0
Inc __
_The MS Factor,LLC o 0
'The Group,Inc 0 0
Wragg&Casas Public o 0
Relations,Inc.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ)
2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT
OF WAY AND FACILITIES CONSTRUCTION PROJECTS, AUTHORIZING THE
ADMINISTRATION TO ESTABLISH A POOL OF PREQUALIFIED
CONSULTANTS FOR SPECIFIC TASKS RELATING TO FUTURE PUBLIC
INFORMATION OUTREACH SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INFINITE
SOURCE COMMUNICATIONS GROUP, LLC, HML PUBLIC OUTREACH, LLC,
MEDIA RELATIONS GROUP, LLC AND THE VALERIN GROUP, INC., AS THE
TOP RANKED PROPOSERS; FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE
FOREGOING PROPOSERS UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING
THE MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENTS
WITH HML PUBLIC OUTREACH, LLC, INFINITE SOURCE
COMMUNICATIONS GROUP, LLC, MEDIA RELATIONS GROUP, LLC AND
QUEST CORPORATION OF AMERICA, INC., UNTIL SUCH TIME AS THE
NEW AGREEMENTS PURSUANT TO THE RFQ CAN BE EXECUTED.
WHEREAS, on October 30, 2015, the City of Miami Beach entered into agreements with
HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations
Group, LLC and Quest Corporation of America, Inc., pursuant to RFQ 2015-144-YG for Public
Information Outreach Services on Right of Way and Facilities Construction Projects; and
WHEREAS, the initial term of the agreements is for a three (3) year term with two (2)
additional one-year renewal options, and are currently scheduled to expire beginning October
29, 2020; and
WHEREAS, the City desired to establish term contracts with a pool of qualified
successful proposers, with the required expertise and personnel, in order to facilitate the
assignment of these services for all neighborhood and facility projects; and
WHEREAS, the successful proposers will work closely with city staff in developing and
executing the communication efforts for active and future construction of Capital Improvement
Projects (CIP), Public Work Projects, Environmental & Sustainability projects, Transportation
initiatives, Parks, and other citywide construction efforts; and
WHEREAS, the proposers will also assist with communication for public works
operations, special projects, citywide initiatives and public safety/ marketing campaigns; and
WHEREAS, on July 31, 2020, the Administration issued Request for Qualifications
(RFQ) 2020-118-WG for Public Information Outreach Services for Right of Way And Facilities
Construction Projects; and
WHEREAS, RFQ responses were due and received on August 28, 2020; and
WHEREAS, the City received proposals from the following eight firms: EV Services, Inc.,
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
HML Public Outreach LLC, Infinite Source Communications Group, LLC, Media Relations
Group, LLC, Quest Corporation of America, Inc., The MS Factor, LLC, The Valerin Group, Inc,
and Wragg & Casas Public Relations, Inc.; and
WHEREAS, all of the proposals submitted were found to be responsive to the
requirements of the RFQ; and
WHEREAS, on September 24, 2020, the City Manager appointed Evaluation Committee
comprised of Maria Cerna, Division Director, Capital Improvement Projects, City of Miami
Beach, Josiel Ferrer, Assistant Director, Transportation Department, City of Miami Beach, Kevin
Pulido, Neighborhood Affairs Manager, Communications Department, City of Miami Beach and
Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, City of
Miami Beach, convened to consider proposals received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; and
WHEREAS, the Committee was also provided with general information on the scope of
services, and a copy of each proposal and was further instructed to score and rank each
proposal pursuant to the evaluation criteria established in the RFQ; and
WHEREAS, the evaluation process resulted in the proposers being ranked by the
Evaluation Committee in the following order:
1st- Infinite Source Communications Group, LLC
2nd - HML Public Outreach LLC
3rd - Media Relations Group, LLC
4th - The Valerin Group, Inc
5th - Quest Corporation of America, Inc.
6'h - EV Services, Inc.
7'h - Wragg & Casas Public Relations, Inc.
8th - The MS Factor, LLC
WHEREAS, after reviewing all of the submissions and the Evaluation Committee
process, I concur with the Evaluation Committee and find Infinite Source Communications
Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group,
Inc. to be the best qualified firms to be included in the prequalified pool of consultants for future
engagements relating to public information outreach services as these firms have a wealth of
knowledge providing public outreach services in the City of Miami Beach, neighboring
municipalities, and other city governments; and
WHEREAS, the Administration recommends the City enter into negotiations with Infinite
Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC
and The Valerin Group, Inc. to establish a pool of pre-qualified consultants for specific tasks
relating to public information outreach services; and
WHEREAS, the Administration further recommends that the City enter into month to
month extensions of the current agreements with HML Public Outreach, LLC, Infinite Source
Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America,
Inc., until such time as new agreements can be executed.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
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 accepts the
recommendation of the City Manager, pursuant to Request for Qualifications (RFQ) 2020-118-
WG Public Information Outreach Services for Right of Way and Facilities Construction Project,
to approve the resolution and authorize the Administration to establish a pool of pre-qualified
consultants for specific tasks relating to public information outreach services; authorizing the
Administration to enter into negotiations with Infinite Source Communications Group, LLC, HML
Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc., as the top
ranked proposers; further authorizing the Mayor and City Clerk to execute agreements with
each of the foregoing proposers upon conclusion of successful negotiations by the
Administration; and further, authorizing the month to month extension of the current agreements
with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations
Group, LLC and Quest Corporation of America, Inc., until such time as new agreements
pursuant to the RFQ can be executed.
PASSED AND ADOPTED this day of 2020.
ATTEST:
RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR
APPROVED A S TO
FORM& LANGUAGE
& FO- EXE UTtON
City Money Dale
DocuSign Envelope ID: 1554E199-464F-4EE3-AOBE-CC668D83A19F
ATTACHMENT B
ADDENDUM AND RFQ SOLICITATION
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
M I AMI B EACH PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 1
REQUEST FOR QUALIFICATIONS NO. 2020-118-WG
PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION
PROJECTS
August 20, 2020
This Addendum to the above-referenced RFQ is issued in response to questions from prospective proposers, or
other clarifications and revisions issued by the City. The RFQ is amended in the following particulars only (deletions
are shown by strikethrough and additions are underlined).
I. RFQ DUE DATE AND TIME. The deadline for the electronic receipt of proposals is on Friday, August 28,
2020, until 3:00 P.M.
PUBLIC BID OPENING WILL BE VIA CONFERENCE ONLY
Dial-in Instructions:
• Dial the Telephone Number: +1 786-636-1480 United States, Miami (Toll)
• Enter the Conference ID No.: 842 602 228#
All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be
accepted as timely submitted. Proposals will be opened promptly at the time and date specified. Hard copy
proposals or proposals received electronically, either through email or facsimile, submitted prior to or after
the deadline for receipt of proposals are not acceptable and will be rejected. Late proposals cannot be
submitted, proposers are cautioned to plan sufficiently. The City will in no way be responsible for delays
caused by technical difficulty or caused by any other occurrence.
II. ATTACHMENTS: Attachment "A" Executed Agreements and Proposal Responses pursuant to RFQ
2015-144-YG.
III. RESPONSES TO QUESTIONS RECEIVED:
Q1: How many contracts will be put out and how much PI contract work is there potentially in approximate
fees?
Al: There are no guarantees as to the amount of projects that will be issued as a result of this
contract. This contract will be used on an as needed basis for new projects. Projects may
vary in scale/complexity
Q2: How will work be distributed (ex: in a rotation, amount of money, etc.)?
A2: The City shall request consultant services on an as-needed basis. Projects of minimal
complexity may be awarded on a rotational basis. However, the City reserves the right to
request quotes from awarded firms on any project. There is no guarantee that any or all of
the services described in this RFQ will be assigned during the term of this resulting
agreement. Further, the Consultant is providing these services on a non-exclusive basis. The
City, at its option, may elect to have any of the services set forth herein performed by other
consultants or City staff.
1 ' ADDENDUM ND.1
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
M I AM I BE,AF-1
PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q3: When numbering the pages on our submittal, should we number them by the individual tabs/sections or
as one document with sequential numbers?
A3: Page numbering is at the discretion of the proposer. However, numbering as one
document is acceptable.
Q4: What section should the forms be submitted in? Did we miss that in the RFP instructions??
A4: Please refer to Section 0300 Proposal Submittal Instructions and Format.
Q5: What departments will be served?
A5: The Marketing and Communications Department will manage the contract and assign
work for other city departments. Departments will include, but are not limited to: Capital
Improvement Projects(CIP), Public Works, Transportation, Parks, etc.
Q6: Does each requested section have a page limit? Or can we include as many as needed?
A6: There are no proposal page limits.
Q7: Who will be on the selection committee for this RFQ from the City?
A7: The Evaluation Committee has not yet been selected by the City Manager.
Q8: What is the anticipated annual budget?
A8: No budget has been established at this time.
Q9: Do you currently use a media monitoring service, if so, which one?
A9: The City uses a mix of services including TVeyes, Google Alerts and Cision.
Q10: Who will be the city project manager for this contract?
A10: The Neighborhood Affairs Manager will be the City's liaison for the contract.
Q11: Is there a current contract in place for a public relations firm, if so, who holds that contract?
Al 1: Please refer to Attachment"A."
Q12: Is there a total page limit or page limit for certain sections?
Al2: Please refer to response to Question 6 above.
Q13: Are there any restrictions on format of the response? (such as font size and margins)
A13: No.
Q14: We would like to request to receive copies of all proposals, presentation documents and the final
executed contract for the previous contract 2015-144-YG.
A14: Please refer to Attachment"A."
Any questions regarding this Addendum should be submitted 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
ADDENDUM NO.1
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
M I AMI B EAC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
Contact: Telephone: Email:
William Garviso, CPPB 305-673-7000 ext. 7490 WilliamGarviso@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. Potential
proposers that have elected not to submit a response to the RFQ are requested to complete and return the"Notice to
Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal.
Sin erely,
lex D..
roc - nt Director
3 I ADDENDUM NO.1
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
TABLE OF CONTENTS
SOLICITATION SECTIONS:
0100 INSTRUCTIONS TO RESPONDENTS
0200 GENERAL CONDITIONS
0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT
0400 PROPOSAL EVALUATION
APPENDICES:
APPENDIX A SPECIAL CONDITIONS
APPENDIX B SAMPLE CONTRACT
APPENDIX C INSURANCE REQUIREMENTS
DocuSign Envelope ID. 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
SECTION 0100 INSTRUCTIONS TO RESPONDENTS &GENERAL CONDITIONS
1. GENERAL. This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit proposals for the City's consideration in evaluating qualifications to select
a firm with whom it may negotiate an agreement for the purpose noted herein.
Prospective Proposers that have obtained this solicitation in any manner other than via BidSync(www.bidsync.com)
are advised that the City utilizes BidSync (www.bidsync.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this RFQ. Any Prospective
Proposer who has received this RFQ by any means other than through BidSync must register immediately with
BidSync to assure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in
disqualification of proposal submitted.
2. PURPOSE. The City of Miami Beach is accepting qualifications for Public Information Outreach (PIO) Services on
Citywide projects including Right of Way and Facilities Construction Projects. By means of this RFQ, the City desires
to establish term contracts with a pool of qualified successful proposers, with the required expertise and personnel,
in order to facilitate the assignment of these services for all neighborhood and facility projects. The successful
proposers will work closely with city staff in developing and executing the communication efforts for active and future
construction of Capital Improvement Projects (CIP), Public Work Projects, Environmental & Sustainability projects,
Transportation initiatives, Parks, and other citywide construction efforts. The proposers will also assist with
communication for public work operations, special projects, citywide initiatives and public safety/ marketing
campaigns.
The activity produced by neighborhood right of way improvements, Public Work Operations, parking lots, parking
garages, structural and park facilities, as well as capital renewal and replacement projects generate an exponential
need for proper and timely notification to the City's stakeholders. Keeping residents, business owners and civic
organizations well informed and actively involved is a key factor of the City's ongoing and growing commitment to
maintaining constant communication with area residents and keeping stakeholders informed at all times.
Communications regarding the construction process is a critical element of every project. In order to achieve this, an
external communication plan has been established to help guide each firm. The city's external communication plan
will provide milestones that each firm will need to follow in three phases:
1. Design and Pre-Construction Communications— In this phase, a plan is developed delineating how
the community will be informed throughout the life of the project. The community is provided with
information regarding design, when the project is to commence and how stakeholders will be
affected. Meetings are held with stakeholders to introduce the project team and consultant(s) that
will be working in the area. During the design phase, the firm will need to be well versed with the
city's resilience program and understand any harmonization efforts on each project.
2. Project Information — This phase begins concurrently with construction and is finalized when the
project is substantially complete. Residents, business owners and civic organizations are provided
regularly with information relevant to the progress of the work on a regular basis. Meetings are held
on an as-needed basis with individual stakeholders or interested groups. The Public Information
Liaison serves as liaison between residents I stakeholders and the Neighborhood Affairs Division.
3. Post-Construction Communications — In this phase, project-close out information is sent out to
stakeholders informing them that construction has been finalized and providing them with contact
information for various owner agencies.
DocuSign Envelope ID. 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
3. STATEMENT OF WORK REQUIRED. This Statement of Work describes and defines activities which may be
required by the City for a range of services to include, but not limited to: communications planning and
implementation, public relations and community involvement, establishment and execution of open office hours, the
planning and execution of virtual public meetings, understanding of virtual software for virtual meetings as needed,
understanding of the city's efforts in harmonization and the resilience campaign, ability to create and execute
physical mailing via every door direct mail (EDDM) or other means, customer service, general translation and
interpreting services, revamping project collaterals, ability to record public meetings, ability to create video recaps as
needed, preparation of related media communications and collateral materials, preparation of audio/video
presentations, recording of public meetings and include public comment, project planning, coordination and
implementation, web content development, franchise utility communication, ability to send mass emails as the city,
follow the external communications plan in each project. special events coordination, hosting public meetings and
other services that may be related. This includes, but is not limited to, those operations necessary for mobilization,
the movement of personnel, equipment, supplies, expertise, incidentals, permits, notifications, and fees associated
with such notifications, if any.
The City shall request consultant services on an as-needed basis. There is no guarantee that any or all of the
services described in this RFQ will be assigned during the term of this resulting agreement. Further, the Consultant
is providing these services on a non-exclusive basis. The City, at its option, may elect to have any of the services set
forth herein performed by other consultants or City staff.
3.1 DEFINITIONS
3.1.1 Consultant(s)-The Consultant is the Successful Proposer(s) retained by the City to perform
Public Information Outreach Services on Right of Way and Facilities Projects described in this
Scope of Services.
3.1.2 City-The City of Miami Beach
3.1.3 Department -City Departments, including but not limited to Capital Improvement Projects,
Transportation, Environmental, Marketing and Communications and the City Manager's Office.
3.1.4 Letter of Authorization-A letter issued by the Project Manager(or his/her designee) authorizing
the Consultant to commence work on a specific task. Completion due dates and fees are specified
in this document.
3.1.5 Project Manager-The City's staff member(s), manager(s) or consultant(s) with overall
responsibility and authority to oversee the Public Information Outreach Services on Right of Way
and Facilities Projects in Miami Beach.
3.1.6 Task Assignment-One or more tasks assigned under this contract in connection with the
Public Information Outreach Services on Right of Way and Facilities Projects in the City of Miami
Beach.
3.2 JOB CLASSIFICATIONS AND DESCRIPTIONS
3.2.1 Project Manager: Primary point of contact with the City's Project Manager (or his/her
designee) on overall activities of the contract; ensures contract compliance; manages budgets and
invoices; executes special projects and performs QA/QC on all collateral materials. Responsible for
entire staff assigned to this contract to include staff supervision and work production. Works with
City's Project Manager on streamlining processes and developing cost effective methods of doing
business.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
3.2.2 Public Information Liaison: Serves as liaison between project stakeholders and Neighborhood
Affairs Division. Assists the Neighborhood Affairs Coordinator for project related information and
due to extensive interaction with the City of Miami Beach community, bilingual (English/Spanish) is
strongly desired; completes all necessary documents listed in the external communication plan;
identifies potential impacts to the public as a result of construction plans; prepares and disseminates
collateral materials to the public; develops strategic alliances and partnerships with appropriate
parties; prepares and presents project information for meetings; coordinates resolution of issues;
record public meetings; maintains database of stakeholders; maintains project issue log; prepares
information for updating website; edits website content; performs media responses in writing as
needed; coordinates and staffs formal and informal public meetings; arranges field meetings and
special events and executes other duties relevant to the position.
3.2.3 Assistant Public Information Liaison: Provides support to the public information liaison for each
of the tasks listed above. Should be able to create a database, conduct door-to-door and assist with
other clerical needs. (English/Spanish) is desired. The position will be utilized at the decision of the
project team for certain needs. Should have an understanding of communication tools, the external
communications plan, virtual meeting software, and will executes other duties relevant to the
position.
3.2.4 Graphic Designer: Designs and maintains collateral materials; creates and updates templates
and newsletter layouts; depicts project information on maps that serve as visual explanations to
stakeholders; performs other duties relevant to the position. Familiarity with municipal governments
and/or construction concepts are a plus.
3.3 CONSULTANT RESPONSIBILITIES
3.3.1 Coordination with the City:
All aspects of each task shall be coordinated through the Office of Marketing and Communications,
Director (or his/her designee); All authorizations and approvals shall be in writing and executed by
the Neighborhood Affairs Manager(or his/her designee) prior to the commencement of work.
3.3.2 Services to be provided:
The following procedures are general for all projects. One or more of them may be necessary
depending on the scope of the project. The necessary steps will be identified, and a schedule of
activities will be established by the City's Project Manager.
If the procedural regulations referenced herein are revised or superseded before the services by the
CONSULTANT are rendered, compliance with the most up-to-date version and/or
amendments/statutes will be required.
The CONSULTANT will provide any one or more of the following services as required by the
DEPARTMENT.
Public Relations, Community Involvement and Customer Service
The successful firms may be tasked with the following duties and responsibilities:
• Close coordination with the Neighborhood Affairs Division staff
• Developing public involvement plans in close coordination with the external
communication plan
• Developing project-related informational materials
• Collateral production (English/Spanish)
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
• Social media needs—Photography&Video Content as needed
• Communicating project information and addressing citizen/stakeholder concerns
• Preparing related media communications and informational materials
• Preparing talking points
• Preparing information for dissemination through the Neighborhood Affairs Division
• Ability to create, plan and execute effective mailers using every door direct mail
(EDDM) or other services
• Coordinating emergency communications
• Preparing emergency collateral quickly and effectively
• Developing presentations and talking points
• Planning, organizing and attending special events and meetings
• Preparing audio/video presentations
• Ability to record public meetings and public comments
• Writing newsletters and feature stories
• Translating collateral material developed
• Designing and developing templates and graphics informational materials (usually
maps that depict project information)
• Preparing web content and web copywriting
• Developing ads
• Coordinating franchise utility communication
• Arranging and documenting field meetings
• Stakeholder satisfaction surveys
• Coordinating media/special events such as block parties, community meetings, and
ribbon cuttings
• Prepare and present encroachment information for public projects
• Prepare, plan, execute and document harmonization meetings as needed
• Coordinate special events as needed
• Ability to host virtual meetings using Zoom, Microsoft teams or other appropriate
platforms
• Ability to send and respond to emails through a city domain.
• Ability to send mass emails through email marketing software from the City of
Miami Beach.
4. ANTICIPATED RFQ TIMETABLE. The tentative schedule for this solicitation is as follows:
RFQ Issued July 31, 2020
Pre-Proposal Meeting N/A
Deadline for Receipt of Questions August 19, 2020 by 5:00 PM ET
Responses Due August 28, 2020 by 3:00 PM ET
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval Authorizing TBD
Negotiations
1 Contract Negotiations Following Commission Approval
5. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
Procurement Contact: Telephone: Email:
William Garviso,CPPB 305 673-7000 william•arviso• miamibeachfl.•ov
Additionally, the City Clerk is to be coiled on all communications via e-mail at: RafaelGranado • miamibeachfl.•ov;
or via facsimile: 786-394-4188.
The Proposal 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 0100-4.
All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
6. PRE-PROPOSAL MEETING OR SITE VISIT(S). Not Applicable
7. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda
clarifications considered necessary by the City in response to questions. Only questions answered by written
addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through
BidSync. Any prospective proposer who has received this RFQ by any means other than through BidSync must
register immediately with BidSync to assure it receives any addendum issued to this RFQ. Failure to receive an
addendum may result in disqualification of proposal. Written questions should be received no later than the date
outlined in the Anticipated RFQ Timetable section.
8. CONE OF SILENCE. This RFQ is subject to, and all proposers are expected to be or become familiar with, the
City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely
responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be
subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of
such non-compliance. 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
9. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to
require additional information from Proposers (or Proposer team members or sub-consultants) to determine:
qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial
capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each
of their last two complete fiscal years).
10. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements,
and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any
obligation to comply with every detail and with all provisions and requirements of the contract, and will not be
accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the
Proposer.
11. DETERMINATION OF AWARD.The final ranking results of the evaluation process will be considered by the City
Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the
City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with
the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the
following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2)Whether the Proposer can perform the contract within the time specified, without delay or
interference.
(3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
(4) The quality of performance of previous contracts.
(5)The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals.
12. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the
selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the
selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and
acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until
and unless an Agreement has been agreed to; approved by the City; and executed by the parties.
Balance of Page Intentionally Left Blank
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
SECTION 0200 GENERAL CONDITIONS
TERMS & CONDITIONS —SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer
agrees to be bound by and in compliance with the Terms and Conditions for Services (dated April 13, 2020),
incorporated herein,which may be found at the following link:
https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/
Balance of Page Intentionally Left Blank
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. ELECTRONIC RESPONSES (ONLY). Electronic responses to this RFQ are to be submitted through BidSync until
the date and time as indicated in this document. It is the sole responsibility of the Proposer to ensure its
proposal reaches BidSync before the Solicitation closing date and time. There is no cost to the Proposer to
submit a proposal in response to a City of Miami Beach solicitation via BidSync. Electronic proposal submissions
may require the uploading of electronic attachments. The submission of attachments containing embedded
documents or proprietary file extensions is prohibited. All documents should be attached as separate files (proposal
format indicated below). All proposals received and time stamped through BidSync, prior to the proposal submittal
deadline shall be accepted as timely submitted. Proposals will be opened promptly at the time and date specified.
Hard copy proposals or proposals received electronically,either through email or facsimile, submitted prior to or after
the deadline for receipt of proposals are not acceptable and will be rejected. Late bids cannot be submitted, bidders
are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or
caused by any other occurrence.
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. The City will only consider the latest version of the proposal.
2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-
responsiveness. Non-responsive proposals will not be considered.
1. Bid Submittal Questionnaire (submitted electronically).
3. OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Submittal Questionnaire (submitted
electronically) and the Cost/Revenue Proposal, if applicable, the City reserves the right to seek any omitted
information/documentation or any additional information from Proposer or other source(s), including but not limited
to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial
information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in
accordance with contract requirements. Failure to submit any omitted or additional information in accordance with
the City's request shall result in proposal being deemed non-responsive.
4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist
the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and
tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as
enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted
through the"Line Items"attachment tab in BidSync.
TAB 1 Cover Letter, Table of Contents, and Minimum Qualification Requirement
1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs and
page numbers to facilitate the evaluation committee's review. The cover letter must be signed by a principal or
agent able to bind the firm.
TAB 2 Experience and Qualifications
2.1 Organizational Chart: An organizational chart depicting the structure and lines of authority and communication
for all firms, principals and personnel involved in the project. Include information that describes the intended
structure regarding project management, accountability and compliance with the terms of the RFQ.
2.2 Relevant Experience of Prime Proposer: Submit detailed information regarding the history, relevant
experience and proven track record of providing the scope of services as identified in this solicitation to public
sector clients, municipal governments, agencies or levels of government for the firm and/or its principals. For
each project that the proposer submits as evidence of similar experience, the following is required: project
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACF-`
description, role of the firm and responsibilities, agency(client) name, agency(client) contact, contact telephone
and email, month and year the whole project was started and completed, and your firm's term of engagement.
For each project provide the following:
a. project name and scope of services provided;
b. name of individuals that worked on the referenced project that have been included in Section 2.1 above.
c. client;
d. client project manager and contact information;
e. costs of the services provided; and
f. term of the engagement.
2.3 Relevant Experience of Sub-consultant(s)/Sub-contractor(s): Summarize projects where the Sub-
consultant(s)/Sub-contractor(s) and/or its principals have provided professional public information outreach
services, to public sector clients, municipal governments, agencies or other levels of government. For each
project provide the following:
g. project name and scope of services provided;
h. name of individuals that worked on the referenced project that have been included in Section 2.1 above.
i. client;
j. client project manager and contact information;
k. costs of the services provided; and
term of the engagement.
2.4 Project Manager. Provide a comprehensive summary that elaborates on the experience and qualifications of
the individual who will be selected to serve as the firm's project manager for this contract.
2.5 Public Information Liaison. Provide a comprehensive summary that elaborates on the experience and
qualifications of one or more individual(s) who will be selected to serve as the firm's lead public information
liaison for this contract's possible assignments.
TAB 3 Approach and Methodology
Submit detailed information on the approach and methodology that the Proposer and its team has utilized on
previous engagements to accomplish a similar scope of work, including detailed information, as applicable, which
addresses, but need not be limited to:
• Project specific approach to handling communication for neighborhoods versus parks, facilities and public
information campaigns.
• General communications plan for public information and outreach.
• Demonstrate an understanding of various construction project methods such as design-bid-build vs. design-
build construction. Suggest innovative ways to communicate with and/or educate the public on the
differences, drawbacks, benefits of each, etc.
• Additional cost-effective methods, currently not in use by the City, to actively engage and keep
stakeholders informed. Note that current cost-effective methods currently utilized by the City include: Email
blasts via Constant Contact and/or regular email; project pages on the RisingAbove and Miami Beach
website; door- to-door distributions; Maintenance of Traffic for all projects posted on GIS' page and a City-
wide GIS traffic map; as needed, regular construction updates are sent out for each individual project;
InDesign collateral templates are available for use; and meetings with HOAs/affected stakeholders occur
regularly.
• Description of the quality assurance and quality control (QA/QC) process used by the Proposer to ensure
sufficient management of the contract and required deliverables.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
MIAMI BEACH
Balance of Page Intentionally Left Blank
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
SECTION 0400 PROPOSAL EVALUATION
1. Evaluation Committee.An Evaluation Committee, appointed by the City Manager, may meet to
evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the
Evaluation Committee may review and score all proposals received, with or without conducting
interview sessions. City staff will assign points for the quantitative criteria. It is important to note
that the Evaluation Committee is advisory only and does not make an award recommendation to
the City Manager or the City Commission. The results of Step 1 & Step 2 Evaluations will be
forwarded to the City Manager who will utilize the results to make a recommendation to the City
Commission.
a. In the event that only one responsive proposal is received, the City Manager, after
determination that the sole responsive proposal materially meets the requirements of
the RFQ, may, without an evaluation committee, recommend to the City Commission
that the Administration enter into negotiations.
b. The City, in its discretion, may utilize technical or other advisers to assist the
evaluation committee in the evaluation of proposals.
2. Qualitative Criteria. Responsive proposals shall be evaluated by the Evaluation Committee in
accordance with the following criteria.
Qualitative Criteria Maximum Points
Experience and Qualifications 60
Approach and Methodology 40
TOTAL AVAILABLE STEP 1 POINTS 100
3. Quantitative Criteria. Following the results of the evaluation of the qualitative criteria by the
Evaluation Committee, the Proposers may receive additional points, to be added by City staff, as
follows.
Quantitative Criteria Maximum Points
Veterans Preference 5
TOTAL AVAILABLE STEP 2 POINTS 5
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
4. Determination of Final Ranking. The sum of qualitative and quantitative scores will be
converted to rankings in accordance with the example below:
Proposer A Proposer B Proposer C
Qualitative Points 82 74 80
Committee Quantitative Points 10 5 0
Member 1 Total 92 79 80
Rank 1 3 2
Qualitative Points 82 85 72
Committee Quantitative Points 10 5 0
Member 2 Total 92 90 72
Rank 1 2 3
Qualitative Points 90 74 66
Committee Quantitative Points 10 5 0
Member 2 Total 100 79 66
Rank 1 2 3
Low Aggregate Score 3 7 8
Final Ranking* 1 2 3
It is important to note that the results of the Evaluation Committee process do not represent an
award recommendation.The City Manager will utilize the results of the committee process,as well
as any other information he deems appropriate to develop his award recommendation to the City
Commission,which may differ from the Evaluation Committee process ranking.
Balance of Page Intentionally Left Blank
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
APPENDIX A
M I AM I B E
..ate
Special Conditions
2020- 1 18-WG
PUBLIC INFORMATION OUTREACH
SERVICES FOR RIGHT OF WAY AND
FACILITIES CONSTRUCTION PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
1. Term of Contract. Three (3)Years
2. Options to Renew.Two(2)additional one (1)year options
3. Additional Terms or Conditions. This RFQ, including the attached Sample Contract,
contains all the terms and conditions applicable to any service being provided to the City
resulting from award of contract. By virtue of submitting a proposal, consultant agrees not
to require additional terms and conditions at the time services are requested, either
through a separate agreement, work order, letter of engagement or purchase order.
4. Change of Project Manager or Public Information Liaison. A change in the
Consultant's project manager or public information liaison (as well as any replacement)
shall be subject to the prior written approval of the City Manager or his designee (who in
this case shall be an Assistant City Manager). Replacement(including reassignment) of an
approved project manager or public information liaison shall not be made without
submitting a resume for the replacement staff person and receiving prior written approval
of the City Manager or his designee (i.e.the City project manager).
5. Sub-Consultants. The Consultant shall not retain, add, or replace any sub-consultant
without the prior written approval of the City Manager, in response to a written request
from the Consultant stating the reasons for any proposed substitution. Any approval of a
sub-consultant by the City Manager shall not in any way shift the responsibility for the
quality and acceptability by the City of the services performed by the sub-consultant from
the Consultant to the City. The quality of services and acceptability to the City of the
services performed by sub-consultants shall be the sole responsibility of Consultant.
6. Negotiations. Upon approval of selection by the City Commission, negotiations between
the City and the selected Consultant will take place to arrive at a mutually acceptable
Agreement, including final scope of services, deliverables and cost of services.
7. Competitive Specifications. It is the goal of the City to maximize competition for the
project among suppliers & contractors. Consultant shall endeavor to prepare all
documents, plans & specifications that are in accordance with this goal. Under no
condition shall Consultant include means & methods or product specifications that are
considered"sole source"or restricted without prior written approval of the City.
DocuSign Envelope ID. 1554E199-464F-4EE3-A0BE-CC668D83A19F
APPENDIX B
M IA iv \ tit
Sample Contract
2020- 1 18-WG
PUBLIC INFORMATION OUTREACH
SERVICES FOR RIGHT OF WAY AND
FACILITIES CONSTRUCTION PROJECTS
BY VIRTUE OF SUBMITTING A PROPOSAL THE FIRM HEREBY TAKES NO EXCEPTIONS TO
THE TERM AND CONDITIONS NOTED IN THIS SAMPLE CONTRACT
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH
AND
[FILL IN CONSULTANT NAME]
FOR
[XXXXXXXXXXXXXXXX], PURSUANT TO
[FILL IN RFP, RFQ, OR ITB#]
This Professional Services Agreement ("Agreement") is entered into this XXXXXX day of
XXXXXXXXXXXX, 20 ("Effective Date"), between the CITY OF MIAMI BEACH,
FLORIDA, a municipal corporation organized and existing under the laws of the State of
Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach,
Florida, 33139 (the "City"), and [FILL IN CONSULTANT NAME], a [FILL IN TYPE OF
ENTITY/I.E. CORPORATION, LLC, ETC.], whose address is
XXX)OOOOOCXXXXXXX XXXXX ("Consultant").
SECTION 1
DEFINITIONS
Agreement: This Agreement between the City and Consultant, including any
exhibits and amendments thereto.
City Manager: The chief administrative officer of the City.
City Manager's
Designee: The City staff member who is designated by the City Manager to
administer this Agreement on behalf of the City. The City
Manager's designee shall be the
Department Director.
Consultant: For the purposes of this Agreement, Consultant shall be deemed
to be an independent contractor, and not an agent or employee of
the City.
Services: All services, work and actions by the Consultant performed or
undertaken pursuant to the Agreement.
Fee: Amount paid to the Consultant as compensation for Services.
Proposal Documents: Proposal Documents shall mean City of Miami Beach [FILL IN
RFP, RFQ, OR ITB] No. [XXXXXXXXXXXXXX] for
[XXXXXXXXXXXXXXXXXXXXXXI, together with all amendments
thereto, issued by the City in contemplation of this Agreement
[FILL IN CORRECT ABBREVIATION RFP, RFQ, OR ITB], and
the Consultant's proposal in response thereto ("Proposal"), all of
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
which are hereby incorporated and made a part hereof; provided,
however, that in the event of an express conflict between the
Proposal Documents and this Agreement, the following order of
precedent shall prevail: this Agreement; the [FILL IN RFP, RFQ,
or ITB]; and the Proposal.
Risk Manager: The Risk Manager of the City, with offices at 1700 Convention
Center Drive, Third Floor, Miami Beach, Florida 33139; telephone
number (305) 673-7000, Ext. 6435; and fax number (305) 673-
7023.
SECTION 2
SCOPE OF SERVICES
2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall
provide the work and services described in Exhibit"A" hereto (the "Services").
[NOTE: EXHIBIT "A" MUST INCLUDE DETAILED DESCRIPTION OF SERVICES]
Although Consultant may be provided with a schedule of the available hours to provide
its Services, the City shall not control nor have the right to control the hours of the
Services performed by the Consultant; where the Services are performed (although the
City will provide Consultant with the appropriate location to perform the Services); when
the Services are performed, including how many days a week the Services are
performed; how the Services are performed, or any other aspect of the actual manner
and means of accomplishing the Services provided. Notwithstanding the foregoing, all
Services provided by the Consultant shall be performed in accordance with the terms
and conditions set forth in Exhibit "A" and to the reasonable satisfaction of the City
Manager. If there are any questions regarding the Services to be performed, Consultant
should contact the following person:
2.2 Consultant's Services, and any deliverables incident thereto, shall be completed
in accordance with the timeline and/or schedule in Exhibit [XXX] hereto.
[NOTE: TIMELINE FOR DELIVERABLES CAN ALSO BE INCLUDED IN EXHIBIT "A"
OR IN SEPARATE EXHIBIT]
SECTION 3
TERM
The term of this Agreement ("Term") shall commence upon execution of this Agreement
by all parties hereto (the Effective Date set forth on p. 1 hereof), and shall have an initial
term of [XXXXXXXXXXXX1, with [XXXX)O(XXXXI renewal options, to be exercised at
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
the City Manager's sole option and discretion, by providing Consultant with written notice
of same no less than thirty (30) days prior to the expiration of the initial term.
Notwithstanding the Term provided herein, Consultant shall adhere to any specific
timelines, schedules, dates, and/or performance milestones for completion and delivery
of the Services, as same is/are set forth in the timeline and/or schedule referenced in
Exhibit [XXX] hereto.
SECTION 4
FEE
4.1 In consideration of the Services to be provided, Consultant shall be compensated
on a fixed fee basis, in the amount of$XXXXXXXX .
4.2 [NOTE: INCLUDE AMOUNT FOR REIMBURSABLES, IF ANY].
4.3 [NOTE: INCLUDE HOW FEE IS TO BE PAID — I.E. "X" PERCENTAGE UP
FRONT; "X" UPON DELIVERY; MONTHLY; LUMP SUM; ETC.].
4.4 INVOICING
Upon receipt of an acceptable and approved invoice, payment(s) shall be made within
forty-five (45) days for that portion (or those portions) of the Services satisfactorily
rendered (and referenced in the particular invoice).
Invoices shall include a detailed description of the Services (or portions thereof)
provided, and shall be submitted to the City at the following address:
SECTION 5
TERMINATION
5.1 TERMINATION FOR CAUSE
If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the
covenants, agreements, or stipulations material to this Agreement, the City, through its
City Manager, shall thereupon have the right to terminate this Agreement for cause.
Prior to exercising its option to terminate for cause, the City shall notify the Consultant of
its violation of the particular term(s) of this Agreement, and shall grant Consultant ten
(10) days to cure such default. If such default remains uncured after ten (10) days, the
City may terminate this Agreement without further notice to Consultant. Upon
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
termination, the City shall be fully discharged from any and all liabilities, duties, and
terms arising out of, or by virtue of, this Agreement.
Notwithstanding the above, the Consultant shall not be relieved of liability to the City for
damages sustained by the City by any breach of the Agreement by the Consultant. The
City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable
actions that it deems to be in its best interest in order to enforce the City's rights and
remedies against Consultant. The City shall be entitled to recover all costs of such
actions, including reasonable attorneys' fees.
5.2 TERMINATION FOR CONVENIENCE OF THE CITY
THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS
CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT
ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO
CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME
EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE
CONSULTANT OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A
PUBLIC HEALTH, WELFARE OR SAFETY CONCERN, AS DETERMINED BY
THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE
CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION
TO CONSULTANT, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER
THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE ALTERNATIVE,
TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE AGREEMENT
IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL
BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE
DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE
DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS
ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT.
5.3 TERMINATION FOR INSOLVENCY
The City also reserves the right to terminate the Agreement in the event the Consultant
is placed either in voluntary or involuntary bankruptcy or makes an assignment for the
benefit of creditors. In such event, the right and obligations for the parties shall be the
same as provided for in Section 5.2.
SECTION 6
INDEMNIFICATION AND INSURANCE REQUIREMENTS
6.1 INDEMNIFICATION
Consultant agrees to indemnify and hold harmless the City of Miami Beach and its
officers, employees, agents, and contractors, from and against any and all actions
(whether at law or in equity), claims, liabilities, losses, and expenses, including, but not
limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful
death, loss of or damage to property, which may arise or be alleged to have arisen from
the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its
officers, employees, agents, contractors, or any other person or entity acting under
Consultant's control or supervision, in connection with, related to, or as a result of the
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Consultant's performance of the Services pursuant to this Agreement. To that extent,
the Consultant 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 and attorneys' fees expended by the City in the defense of such
claims and losses, including appeals. The Consultant expressly understands and agrees
that any insurance protection required by this Agreement or otherwise provided by the
Consultant shall in no way limit the Consultant's responsibility to indemnify, keep and
save harmless and defend the City or its officers, employees, agents and
instrumentalities as herein provided.
The parties agree that one percent (1%) of the total compensation to Consultant for
performance of the Services under this Agreement is the specific consideration from the
City to the Consultant for the Consultant's indemnity agreement. The provisions of this
Section 6.1 and of this indemnification shall survive termination or expiration of this
Agreement.
6.2 INSURANCE REQUIREMENTS [NOTE: INSURANCE TYPES AND LIMITS
BELOW SHOULD ALWAYS BE SAME AS WHAT WAS SPECIFICED IN BID
DOCUMENTS]
The Consultant shall maintain and carry in full force during the Term, the following
insurance:
1. Consultant General Liability, in the amount of$1,000,000;
2. Consultant Professional Liability, in the amount of$200,000; and
3. Workers Compensation & Employers Liability, as required pursuant to Florida
Statutes.
The insurance must be furnished by insurance companies authorized to do business in
the State of Florida. All insurance policies must be issued by companies rated no less
than "B+" as to management and not less than "Class VI" as to strength by the latest
edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New
Jersey, or its equivalent.
All of Consultant's certificates shall contain endorsements providing that written notice
shall be given to the City at least thirty (30) days prior to termination, cancellation or
reduction in coverage in the policy. The insurance certificates for General Liability shall
include the City as an additional insured and shall contain a waiver of subrogation
endorsement.
Original certificates of insurance must be submitted to the City's Risk Manager for
approval (prior to any work and/or services commencing) and will be kept on file in the
Office of the Risk Manager. The City shall have the right to obtain from the Consultant
specimen copies of the insurance policies in the event that submitted certificates of
insurance are inadequate to ascertain compliance with required coverage.
The Consultant is also solely responsible for obtaining and submitting all insurance
certificates for any sub-consultants.
Compliance with the foregoing requirements shall not relieve the Consultant of the
liabilities and obligations under this Section or under any other portion of this Agreement.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
The Consultant shall not commence any work and or services pursuant to this
Agreement until all insurance required under this Section has been obtained and such
insurance has been approved by the City's Risk Manager.
SECTION 7
LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER
This Agreement shall be construed in accordance with the laws of the State of Florida.
This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action
is necessary by either party with respect to the enforcement of any or all of the terms or
conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade
County, Florida. By entering into this Agreement, Consultant and the City expressly
waive any rights either party may have to a trial by jury of any civil litigation related to or
arising out of this Agreement.
SECTION 8
LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can place a limit
on the City's liability for any cause of action, for money damages due to an alleged
breach by the City of this Agreement, so that its liability for any such breach never
exceeds the sum of $10,000. Consultant hereby expresses its willingness to enter into
this Agreement with Consultant's recovery from the City for any damage action for
breach of contract to be limited to a maximum amount of$10,000.
Accordingly, and notwithstanding any other term or condition of this Agreement,
Consultant hereby agrees that the City shall not be liable to the Consultant for damages
in an amount in excess of $10,000 for any action or claim for breach of contract arising
out of the performance or non-performance of any obligations imposed upon the City by
this Agreement.
Nothing contained in this section or elsewhere in this Agreement is in any way intended
to be a waiver of the limitation placed upon the City's liability, as set forth in Section
768.28, Florida Statutes.
SECTION 9
DUTY OF F CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS1
COPYRIGHT; AND CONFIDENTIAL FINDINGS
9.1 DUTY OF CARE
With respect to the performance of the Services contemplated herein, Consultant shall
exercise that degree of skill, care, efficiency and diligence normally exercised by
reasonable persons and/or recognized professionals with respect to the performance of
comparable work and/or services.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
9.2 COMPLIANCE WITH APPLICABLE LAWS
In its performance of the Services, Consultant shall comply with all applicable laws,
ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and
the federal government, as applicable.
9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS
Any work product arising out of this Agreement, as well as all information specifications,
processes, data and findings, are intended to be the property of the City and shall not
otherwise be made public and/or disseminated by Consultant, without the prior written
consent of the City Manager, excepting any information, records etc. which are required
to be disclosed pursuant to Court Order and/or Florida Public Records Law.
All reports, documents, articles, devices, and/or work produced in whole or in part under
this Agreement are intended to be the sole and exclusive property of the City, and shall
not be subject to any application for copyright or patent by or on behalf of the Consultant
or its employees or sub-consultants, without the prior written consent of the City
Manager.
SECTION 10
GENERAL PROVISIONS
10.1 AUDIT AND INSPECTIONS
Upon reasonable verbal or written notice to Consultant, and at any time during normal
business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally
recognized holidays), and as often as the City Manager may, in his/her reasonable
discretion and judgment, deem necessary, there shall be made available to the City
Manager, and/or such representatives as the City Manager may deem to act on the
City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or
records relating to all matters covered by this Agreement. Consultant shall maintain
any and all such records at its place of business at the address set forth in the
"Notices" section of this Agreement.
10.2 INSPECTOR GENERAL AUDIT RIGHTS
(A) Pursuant to Section 2-256 of the Code of the City of Miami Beach, the City has
established the Office of the Inspector General which may, on a random basis,
perform reviews, audits, inspections and investigations on all City contracts,
throughout the duration of said contracts. This random audit is separate and
distinct from any other audit performed by or on behalf of the City.
(B) The Office of the Inspector General is authorized to investigate City affairs and
empowered to review past, present and proposed City programs, accounts,
records, contracts and transactions. In addition, the Inspector General has the
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
power to subpoena witnesses, administer oaths, require the production of
witnesses and monitor City projects and programs. Monitoring of an existing City
project or program may include a report concerning whether the project is on
time, within budget and in conformance with the contract documents and
applicable law. The Inspector General shall have the power to audit, investigate,
monitor, oversee, inspect and review operations, activities, performance and
procurement process including but not limited to project design, bid
specifications, (bid/proposal) submittals, activities of the Consultant, its officers,
agents and employees, lobbyists, City staff and elected officials to ensure
compliance with the contract documents and to detect fraud and corruption.
Pursuant to Section 2-378 of the City Code, the City is allocating a percentage of
its overall annual contract expenditures to fund the activities and operations of
the Office of Inspector General.
(C) Upon ten (10) days written notice to the Consultant, the Consultant shall make all
requested records and documents available to the Inspector General for
inspection and copying. The Inspector General is empowered to retain the
services of independent private sector auditors to audit, investigate, monitor,
oversee, inspect and review operations activities, performance and procurement
process including but not limited to project design, bid specifications,
(bid/proposal) submittals, activities of the Consultant its officers, agents and
employees, lobbyists, City staff and elected officials to ensure compliance with
the contract documents and to detect fraud and corruption.
(D) The Inspector General shall have the right to inspect and copy all documents and
records in the Consultant's possession, custody or control which in the Inspector
General's sole judgment, pertain to performance of the contract, including, but
not limited to original estimate files, change order estimate files, worksheets,
proposals and agreements from and with successful subcontractors and
suppliers, all project-related correspondence, memoranda, instructions, financial
documents, construction documents, (bid/proposal) and contract documents,
back-change documents, all documents and records which involve cash, trade or
volume discounts, insurance proceeds, rebates, or dividends received, payroll
and personnel records and supporting documentation for the aforesaid
documents and records.
(E) The Consultant shall make available at its office at all reasonable times the records,
materials, and other evidence regarding the acquisition (bid preparation) and
performance of this Agreement, for examination, audit, or reproduction, until three (3)
years after final payment under this Agreement or for any longer period required by
statute or by other clauses of this Agreement. In addition:
i. If this Agreement is completely or partially terminated, the Consultant shall make
available records relating to the work terminated until three (3) years after any
resulting final termination settlement; and
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
ii. The Consultant shall make available records relating to appeals or to litigation or the
settlement of claims arising under or relating to this Agreement until such appeals,
litigation, or claims are finally resolved.
(F) The provisions in this section shall apply to the Consultant, its officers, agents,
employees, subcontractors and suppliers. The Consultant shall incorporate the
provisions in this section in all subcontracts and all other agreements executed by
the Consultant in connection with the performance of this Agreement.
(G)Nothing in this section shall impair any independent right to the City to conduct audits
or investigative activities. The provisions of this section are neither intended nor shall
they be construed to impose any liability on the City by the Consultant or third
parties.
10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING
Consultant shall not subcontract, assign, or transfer all or any portion of any work
and/or service under this Agreement without the prior written consent of the City
Manager, which consent, if given at all, shall be in the Manager's sole judgment and
discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder,
shall be assignable unless as approved pursuant to this Section, and any attempt to
make such assignment (unless approved) shall be void.
10.4 PUBLIC ENTITY CRIMES
Prior to commencement of the Services, the Consultant shall file a State of Florida Form
PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public
Entity Crimes with the City's Procurement Division.
10.5 NO DISCRIMINATION
In connection with the performance of the Services, the Consultant shall not exclude
from participation in, deny the benefits of, or subject to discrimination anyone on the
grounds of race, color, national origin, sex, age, disability, religion, income or family
status.
Additionally, Consultant shall comply fully with the City of Miami Beach Human Rights
Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to
time, prohibiting discrimination in employment, housing, public accommodations, and
public services on account of actual or perceived race, color, national origin, religion,
sex, intersexuality, gender identity, sexual orientation, marital and familial status, age,
disability, ancestry, height, weight, domestic partner status, labor organization
membership, familial situation, or political affiliation.
10.6 CONFLICT OF INTEREST
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade
County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-
Dade County Code, as may be amended from time to time; and by the City of Miami
Beach Charter and Code, as may be amended from time to time; both of which are
incorporated by reference as if fully set forth herein.
Consultant covenants that it presently has no interest and shall not acquire any
interest, directly or indirectly, which could conflict in any manner or degree with the
performance of the Services. Consultant further covenants that in the performance of
this Agreement, Consultant shall not employ any person having any such interest. No
member of or delegate to the Congress of the United States shall be admitted to any
share or part of this Agreement or to any benefits arising therefrom.
10.7 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW
(A) Consultant shall comply with Florida Public Records law under Chapter 119,
Florida Statutes, as may be amended from time to time.
(B) The term "public records" shall have the meaning set forth in Section
119.011(12), which means all documents, papers, letters, maps, books, tapes,
photographs, films, sound recordings, data processing software, or other
material, regardless of the physical form, characteristics, or means of
transmission, made or received pursuant to law or ordinance or in connection
with the transaction of official business of the City.
(C) Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the
definition of "Contractor" as defined in Section 119.0701(1)(a), the Consultant
shall:
(1) Keep and maintain public records required by the City to perform the
service;
(2) Upon request from the City's custodian of public records, provide the City
with a copy of the requested records or allow the records to be inspected
or copied within a reasonable time at a cost that does not exceed the cost
provided in Chapter 119, Florida Statutes or as otherwise provided by
law;
(3) Ensure that public records that are exempt or confidential and exempt
from public records disclosure requirements are not disclosed, except as
authorized by law, for the duration of the contract term and following
completion of the Agreement if the Consultant does not transfer the
records to the City;
(4) Upon completion of the Agreement, transfer, at no cost to the City, all
public records in possession of the Consultant or keep and maintain
public records required by the City to perform the service. If the
Consultant transfers all public records to the City upon completion of the
Agreement, the Consultant shall destroy any duplicate public records that
are exempt or confidential and exempt from public records disclosure
requirements. If the Consultant keeps and maintains public records upon
completion of the Agreement, the Consultant shall meet all applicable
requirements for retaining public records. All records stored electronically
must be provided to the City, upon request from the City's custodian of
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
public records, in a format that is compatible with the information
technology systems of the City.
(D) REQUEST FOR RECORDS; NONCOMPLIANCE.
(1) A request to inspect or copy public records relating to the City's contract
for services must be made directly to the City. If the City does not
possess the requested records, the City shall immediately notify the
Consultant of the request, and the Consultant must provide the records to
the City or allow the records to be inspected or copied within a
reasonable time.
(2) Consultant's failure to comply with the City's request for records shall
constitute a breach of this Agreement, and the City, at its sole discretion,
may: (1) unilaterally terminate the Agreement; (2) avail itself of the
remedies set forth under the Agreement; and/or (3) avail itself of any
available remedies at law or in equity.
(3) A Consultant who fails to provide the public records to the City within a
reasonable time may be subject to penalties under s. 119.10.
(E) CIVIL ACTION.
(1) If a civil action is filed against a Consultant to compel production of public
records relating to the City's contract for services, the court shall assess
and award against the Consultant the reasonable costs of enforcement,
including reasonable attorneys' fees, if:
a. The court determines that the Consultant unlawfully refused to
comply with the public records request within a reasonable time;
and
b. At least 8 business days before filing the action, the plaintiff provided
written notice of the public records request, including a statement
that the Consultant has not complied with the request, to the City and
to the Consultant.
(2) A notice complies with subparagraph (1)(b) if it is sent to the City's
custodian of public records and to the Consultant at the Consultant's
address listed on its contract with the City or to the Consultant's
registered agent. Such notices must be sent by common carrier delivery
service or by registered, Global Express Guaranteed, or certified mail,
with postage or shipping paid by the sender and with evidence of delivery,
which may be in an electronic format.
(3) A Consultant who complies with a public records request within 8
business days after the notice is sent is not liable for the reasonable costs
of enforcement.
(F) IF THE CONSULTANT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
THE CONSULTANT'S DUTY TO PROVIDE PUBLIC
RECORDS RELATING TO THIS AGREEMENT, CONTACT
THE CUSTODIAN OF PUBLIC RECORDS AT:
CITY OF MIAMI BEACH
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
ATTENTION: RAFAEL E. GRANADO, CITY CLERK
1700 CONVENTION CENTER DRIVE
MIAMI BEACH, FLORIDA 33139
E-MAIL: RAFAELGRANADO(c�MIAMIBEACHFL.GOV
PHONE: 305-673-7411
SECTION 11
NOTICES
All notices and communications in writing required or permitted hereunder, shall be
delivered personally to the representatives of the Consultant and the City listed below
or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or
by a nationally recognized overnight delivery service.
Until changed by notice, in writing, all such notices and communications shall be
addressed as follows:
TO CONSULTANT: [FILL IN]
TO CITY: [FILL IN]
Notice may also be provided to any other address designated by the party to receive notice
if such alternate address is provided via U.S. certified mail, return receipt requested, hand
delivered, or by overnight delivery. In the event an alternate notice address is properly
provided, notice shall be sent to such alternate address in addition to any other address
which notice would otherwise be sent, unless other delivery instruction as specifically
provided for by the party entitled to notice.
Notice shall be deemed given on the date of an acknowledged receipt, or, in all other
cases, on the date of receipt or refusal.
SECTION 12
MISCELLANEOUS PROVISIONS
12.1 CHANGES AND ADDITIONS
This Agreement cannot be modified or amended without the express written consent of
the parties. No modification, amendment, or alteration of the terms or conditions
contained herein shall be effective unless contained in a written document executed with
the same formality and of equal dignity herewith.
12.2 SEVERABILITY
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
If any term or provision of this Agreement is held invalid or unenforceable, the remainder
of this Agreement shall not be affected and every other term and provision of this
Agreement shall be valid and be enforced to the fullest extent permitted by law.
12.3 WAIVER OF BREACH
A party's failure to enforce any provision of this Agreement shall not be deemed a waiver
of such provision or modification of this Agreement. A party's waiver of any breach of a
provision of this Agreement shall not be deemed a waiver of any subsequent breach and
shall not be construed to be a modification of the terms of this Agreement.
12.4 JOINT PREPARATION
The parties hereto acknowledge that they have sought and received whatever
competent advice and counsel as was necessary for them to form a full and complete
understanding of all rights and obligations herein and that the preparation of this
Agreement has been a joint effort of the parties, the language has been agreed to by
parties to express their mutual intent and the resulting document shall not, solely as a
matter of judicial construction, be construed more severely against one of the parties
than the other.
12.5 ENTIRETY OF AGREEMENT
The City and Consultant agree that this is the entire agreement between the parties.
This Agreement supersedes all prior negotiations, correspondence, conversations,
agreements or understandings applicable to the matters contained herein, and there are
no commitments, agreements or understandings concerning the subject matter of this
Agreement that are not contained in this document. Title and paragraph headings are for
convenient reference and are not intended to confer any rights or obligations upon the
parties to this Agreement.
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By:
City Clerk City Manager
Date:
FOR CONSULTANT: [INSERT NAME]
ATTEST:
By:
Print Name and Title Print Name and Title
Date:
F: ATTO/TORG/Agreements/Professional Services Agreement 2017 modified 12-19-2017
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
APPENDIX C
MIAMI BEACH
INSURANCE
REQUIREMENTS
2020- 1 18-WG
PUBLIC INFORMATION OUTREACH
SERVICES FOR RIGHT OF WAY AND
FACILITIES CONSTRUCTION PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
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.
XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state
of Florida.
XXX 2. Comprehensive General Liability(occurrence form), limits of liability$ 500,000.00 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).
XXX 3. Automobile Liability - $100,000 each occurrence - owned/non-owned/hired
automobiles included.
4. Excess Liability-$ .00 per occurrence to follow the primary coverages.
XXX 5. The City must be named as and additional insured on the liability policies; and it must
be stated on the certificate.
XXX 6. Other Insurance as indicated:
Builders Risk completed value $ .00
Liquor Liability $ .00
Fire Legal Liability $ .00
Protection and Indemnity $ .00
Employee Dishonesty Bond $ .00
XXX Other: Professional Liability $1,000,000.00
XXX 7. Thirty(30)days written cancellation notice required.
XXX 8. Best's guide rating B+:VI or better, latest edition.
XXX 9. The certificate must state the proposal number and title
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.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
ATTACHMENT C
SUNBIZ & PROPOSAL RESPONSE TO RFQ
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
B.
• Department of State
• Division of Corporations
• Search Records
• Search by FEUEIN Number
Previous On List Next On List Return to List
No Events No Name History
Detail by FEI/EIN Number
Florida Profit Corporation
THE VALERIN GROUP, INC.
Filing Information
Document NumberP06000101486 FEI/EIN Number33-1142500 Date Filed08/02/2006 Effective Date08/01/2006
StateFL StatusACTIVE
Principal Address
3903 Northdale Blvd.
100E
TAMPA, FL 33624
Changed: 01/12/2018
Mailing Address
13014 N DALE MABRY HWY#820
TAMPA, FL 33618
Changed: 07/09/2012
Registered Agent Name & Address DOWD, HENRY RE.A.
3632 LAND 0' LAKES BLVD STE 106
LAND 0' LAKES, FL 34639
Name Changed: 07/09/2012
Address Changed: 07/09/2012
Officer/Director Detail Name& Address
Title DPST
CIUDAD-REAL,VALERIE D
13014 N. Dale Mabry Highway
#820
TAMPA, FL 33618
Annual Reports
Report Year Filed Date
2018 01/12/2018
2019 01/31/2019
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
2020 01/06/2020
Document Images
01/06/2020 -- ANNUAL REPORT View image in PDF format
01/31/2019 --ANNUAL REPORT View image in PDF format
01/12/2018 --ANNUAL REPORT View image in PDF format
01/06/2017 --ANNUAL REPORT View image in PDF format
01/15/2016 --ANNUAL REPORT View image in PDF format
01/12/2015 -- ANNUAL REPORT View image in PDF format
01/09/2014 --ANNUAL REPORT View image in PDF format
01/28/2013 --ANNUAL REPORT View image in PDF format
07/09/2012 --Reg. Agent Change View image in PDF format
01/09/2012 --ANNUAL REPORT View image in PDF format
02/16/2011 -- ANNUAL REPORT View image in PDF format
01/19/2010 --ANNUAL REPORT View image in PDF format
04/08/2009 --ANNUAL REPORT View image in PDF format
02/28/2008 --ANNUAL REPORT View image in PDF format
04/09/2007 --ANNUAL REPORT View image in PDF format
08/02/2006 -- Domestic Profit View image in PDF format
Previous On List Next On List Return to List
No Events No Name History
Florida Department of State, Division of Corporations
Florida Department of State
• Division of Corporations
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
BID SUBMITTAL QUESTIONNAIRE
SECTION 1 - BID CERTIFICATION FORM
This document is a REQUIRED FORM that must be submitted fully completed and submitted.
Solicitation No: Solicitation Title:
2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF
WAY AND FACILITIES CONSTRUCTION
BIDDERS NAME:The Valerin Group,Inc.
NO.OF YEARS IN BUSINESS:14 NO.OF YEARS IN BUSINESS LOCALLY:8 NO.OF EMPLOYEES:24
OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS:NIA
BIDDER PRIMARY ADDRESS(HEADQUARTERS):3903 Northdale Boulevard,Suite 100E
CITY:Tampa
STATE Florida ZIP CODE:33624
TELEPHONE NO.:(813)751-0478
TOLL FREE NO.:
FAX NO.:(813)925-4205
BIDDER LOCAL ADDRESS:2945 W.Cypress Creek Road,Suite 104
CITY:Fort Lauderdale
STATE Florida ZIP CODE:33309
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:Cynthia McGrail
ACCOUNT REP TELEPHONE NO.:(954)656-6616
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:cynthia@lvalerin-group.com
FEDERAL TAX IDENTIFICATION NO.:33-1142500
By virtue of submitting a bid, bidder agrees: a) 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; b) to be bound, at a minimum, to any and all specifications, terms and conditions contained herein or Addenda; c)
that the bidder has not divulged, discussed, or compared the proposal with other bidders and has not colluded with any other bidder or
party to any other bid; d)that bidder acknowledges that all information contained herein is part of the public domain as defined by the
State of Florida Sunshine and Public Records Laws; e) the bidder agrees if this bid is accepted, to execute an appropriate City of
Miami Beach document for the purpose of establishing a formal contractual relationship between the bidder and the City of Miami
Beach, Florida, for the performance of all requirements to which the bid pertains; and f) that all responses, data and information
contained in the bid submittal are true and accurate.
The individual named below affirms that s/he: is a principal of the applicant duly authorized to execute this questionnaire, and that the
contents of said document(s)are complete,true, and correct to the best of his/her knowledge and belief.
Name of Bidder's Authorized Representative: Title of Bidder's Authorized
Valerie Ciudad-Real Representative:
President
SECTION 2 - ACKNOWLEDGEMENT OF ADDENDUM
After issuance of solicitation, the City may release one or more addendum to the solicitation, which may
provide additional information to bidders or alter solicitation requirements. The City will strive to reach every
bidder having received solicitation through the City's e-procurement system. However, bidders are solely
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
responsible for assuring they have received any and all addendum issued pursuant to solicitation. This
Acknowledgement of Addendum section certifies that the bidder 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.
Enter Initial to Enter Initial to Enter Initial to
Confirm Confirm Confirm Receipt
Receipt Receipt
VCR 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
required, submit under separate cover.
SECTION 3 - CONFLICT OF INTEREST
All bidders 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. Further, all bidders must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%)
percent or more in the bidder entity or any of its affiliates.
❑ YES 0 NO
If yes, please disclose the name(s):
FIRST AND LAST NAME OCCUPATION
1
2
3
4
5
6
SECTION 4 - FINANCIAL CAPACITY
When requested by the City, each bidder shall arrange for Dun & Bradstreet to submit a Supplier
Qualification Report (SQR) directly to the City. No proposal will be considered without receipt, by the City, of
the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of
the bidder. The bidder shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696
Bidders are responsible for the accuracy of the information contained in its SQR. It is highly
recommended that each bidder review the information contained in its SQR for accuracy prior to
submittal to the City and as early as possible in the solicitation process. For assistance with any
portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495.
At time of request, bidder shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to
the City, with bid or within three (3) days of request.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
SECTION 5 - 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. Bidder 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.
By virtue of submitting bid, bidder agrees it is and shall remain in full compliance with Resolution 2016-29375
https://www.miamibeachfl.gov/wp-content/uploads/2017/11/2016-29375-Resolution-Vendor-Moratorium-for-
Services-Sources-from-North-Carolina-Mississippi-1.pdf
SECTION 6 - REFERENCES AND PAST PERFORMANCE
Project No. 2020-118-WG
Project Title PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF
WAY AND FACILITIES CONSTRUCTION
Proposer shall submit at least three (3) references for whom the bidder has completed work similar in size
and nature as the work referenced in solicitation.
Reference No.1
Firm Name: Florida Department of Transportation (FDOT) - District Four
Contact Individual Name and Title: Matt Carlock, District Construction Engineer
Address: 3400 W Commercial Blvd, Fort Lauderdale, FL 33309
Telephone: 954-777-4439
Contact's Email: Matthew.Carlock@dot.state.fl.us
Narrative on Scope of Services Provided:
Valerin was selected to provide public information, community outreach and creative services for construction
programs and major/speicality projects located within District Four, including Broward, Indian River, Palm
Beach, Martin, and St. Lucie counties. Under this contract, Valerin's community outreach specialists provided
community outreach and creative services for projects including the Flagler Memorial Bridge Replacement
project and currently leads the outreach efforts for the high-profile Southern Boulevard Bridges Replacement
project in West Palm Beach.
This project requires continuous coordination and communication with the United States Secret Service due to
the project being located next to Mar-a-Lago (the Winter White House for POTUS). Valerin's community
outreach specialist received a "Certificate of Recognition" from the United States Secret Service for her
outstanding coordination efforts.
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Reference No.2
Firm Name: Florida Department of Transportation (FDOT) - District Four
Contact Individual Name and Title: Stacey Sasala, Project Manager
Address: 3400 W Commercial Blvd, Fort Lauderdale, FL 33309
Telephone: 954-777-4382
Contact's Email: Stacy.Sasala@dot.state.fl.us
Narrative on Scope of Services Provided:
Valerin primes this Districtwide contract to provide public information and community outreach services for
transportation construction projects throughout District Four including Broward County. Activities include:
development and implementation of public engagement and outreach strategies, developing/maintaining
stakeholder databases; interacting with stakeholders, elected/appointed officials, media and interested parties;
preparing/distributing project collateral; planning, coordinating and conducting public meetings, virtual public
meetings, workshops and hearings; design and maintenance of FDOT compliant project websites and social
media platforms; preparation of media kits, project logos and branding guides, videography and design
including renderings and animations; drone video services including video capture and editing and social media
content development.
Reference No.3
Firm Name: ASHA Planning
Contact Individual Name and Title: Poorna Bhattacharya, AICP, LEED AP, President, Project Manager
Address: 13842 Briand Avenue, Orlando, FL 32827
Telephone: 850-321-7284
Contact's Email: poorna@ashaplanning.com
Narrative on Scope of Services Provided:
Valerin was selected as part of a team to provide social media strategy, social media content development, and
continuing public involvement and community outreach activities for FDOT District Five. Valerin developed an
enhanced Community Engagement and Integrated Media Strategy Plan for Mobility Week - a month-long
initiative during which counties, cities, and transportation agencies host week-long events to promote safe and
sustainable transportation choices through the nine-county Central Florida region. During the month-long
initiative, Valerin produced program collateral as well as a social media calendar and social media content
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
toolkit for use on partner agency platforms. In 2017, Mobility Week partner agency participation increased from
16 to 45, the number of events increased from 19 to 36, free transit rides increased from 2,500 to 28,494, and
8,600 children were presented with bicycle and pedestrian safety information.
Additional Reference
Firm Name: Florida Department of Transportation (FDOT) - District Four
Contact Individual Name and Title: Robert Bostian, Jr., PE, FDOT Project Manager
Address: 3400 W Commercial Blvd, Fort Lauderdale, FL 33309
Telephone: 954-684-6151
Contact's Email: Robert.Bostian@dot.state.fl.us
Narrative on Scope of Services Provided:
This PD&E Study evaluates two facilities within the SW 10th Street corridor. One facility will address a regional
connection between adjacent Strategic Intermodal System (SIS) facilities; the Turnpike / Sawgrass Expressway
and 1-95. Improving this linkage will improve mobility and contribute to the economic vitality of Southeast
Florida. Multimodal, pedestrian and bicycle features will also be included. The PD&E study involves evaluating
various alternatives and comparing the engineering, social, and environmental effects of each alternative. Valerin
is responsible for public involvement and outreach efforts, including the development and implementation of a
detailed Public Involvement Plan (PIP), as well as coordination and preparation for Agency, Alternatives Public
Meetings, Stakeholder Meetings,Virtual Stakeholder Updates and Public Hearings.
SECTION 7 - STANDARD TERMS AND CONDITIONS
The Standard Terms and Conditions are available at https://www.miamibeachfl.gov/city-
hall/procurement/standard-terms-and-conditions/ By virtue of submitting a bid, bidder attests that they have
read and understand the applicable Standard Terms and Conditions as indicated in the solicitation.
Project No. 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Project Title PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF
WAY AND FACILITIES CONSTRUCTION
SECTION 8 - VENDOR CAMPAIGN CONTRIBUTIONS
Bidders 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
https://library.municode.com/fl/miami_beach/codes/code_of_ordinances?
nodeld=SPAGEORCH2AD_ARTVI ISTCODIV5CAFIRE
Bidders 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 bid submittal, in the event of such non-compliance.
Are there any individuals or entities (including your sub-consultants) with a controlling financial interest which
have 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.
❑ YES 0 NO
If yes, list name (first and last name) of individuals, occupation, amount and date:
First and Last Name Contributor Occupation Amount Date of
Contribution
1
2
3
4
5
6
7
8
9
SECTION 9 — SUSPENSION, DEBARMENT, OR CONTRACT CANCELLATION
Has bidder ever been debarred, suspended or other legal violation, or had a contract cancelled due to non-
performance by any public sector agency?
❑ YES ❑ NO
If answer to above is "YES," bidder shall submit a statement detailing the reasons that led to action(s):
SECTION 10 - EQUAL BENEFITS FOR EMPLOYEES WITH SPOUSES
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
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 bids, 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 bidder provide or offer access to any benefits to employees with spouses or to spouses of employees?
YES ❑ NO
Does bidder provide or offer access to any benefits to employees with (same or opposite sex) domestic partners or
to domestic partners of employees?
❑ 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.
Bidder Provides for Bidder Provides for
BENEFIT Employees with Employees with Bidder does not
Spouses Domestic Partners Provide Benefit
Health X X
Sick Leave X
Family Medical Leave X
Bereavement Leave X X
If Bidders 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 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/
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
PUBLIC INFORMATION OUTREACH
SERVICES FOR RIGHT OF WAY &
FACILITIES CONSTRUCTION PROJECTS
2020-I I E3-WG
Due:August 28,2020 by 3:00 PM ET
THE CITY OF MIAMI BEACH
PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
1.
( - •,''' .
•a
1 ti.
) 0) ,
J
i ■ / , T
t
, r . .
r
. .
, i
•.
. ....II%
,._ .,. . ,
odisli Aiihts._
ft-4i , 0- -- .0.. . ,
•
' fir i .
rms., -*,..-
• �� •
Nlb 4.14H,.,111111. 41mirl wolliti:- .4 , a %
w
Valerie Ciudad-Real,President __ - - .
l valeriecaavalerin-group.com '
Valenn� 2945 W.Cypress Creek Road,Suite INVimiiii
Create•Communicate•Connect Fort Lauderdale,FL 33309 *' `
www.valerin-group.com
_ _ (954)656-6616
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F •
C --1-1\ 1E3 . .
•filIIIMIa 0 \ , _. 1
1
ofir-c,„,,__,,,,,,„ . .
\ .
,„
4**, - ( -NIL
..1.:000:1111 .0,... .
.,
, _ ,
•
f
L.
o p".fi
?i ` w, _
"zit
101W00
._....ii / .
I,Ii. 0 ._________,_______
.0itli
,_jolir . , , jiii-i7i-;iT,
1 limbb.
,. . 1 •
`_I ' yr
: ...,:s. , ' t4
41\ .
1' w i , _
ft!,0
alar" y��i �
_ ..v-
. .w .'�`_ _�"�C ,y.'' ^'.y.'1a-r' Oji; +1 1� �..�.- :w-` N; ^• _-_
wry ' --
yr.. 'j-
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
COVER LETTER
City of Miami Beach
Attn:Procurement
1755 Meridian Avenue
3rd Floor
Miami Beach,FL 33139
RE: Bid 2020-118-WG
Public Information Outreach Services For Right of Way and Facilities Construction
Dear Evaluation Committee:
The Valerin Group, Inc. (Valerin) is pleased to submit our Response demonstrating our experience,
qualifications and approach for the Public Information Outreach Services for Right of Way and Facilities
Construction contract.We understand the goal of this contract is to select a pool of qualified firms
to provide Public Information Outreach(PIO)services for Citywide projects,including Right of Way and
Facilities Construction Projects.
Valerin is an independent, full-service strategic communications firm offering a complete suite of
communications,marketing,and creative services including:
• Bilingual Translations • Public Involvement,Event Planning and
• Branding and Identity Development Community Engagement
• Collateral Development • Public Relations
• Graphic Design • Social Media Strategy and Management
• Marketing and Communications Strategy, • Stakeholder Database Development and
Planning,and Implementation Management
• Media Relations • Videography,Photography and Visualization
• Media Strategy,Planning and Placement Services
• Mobile App Development • Website Design and Management(SEO/SEM)
At Valerin we are passionate about our clients'communications needs and have the in-house expertise
to develop innovative and practical solutions to today's complex communications challenges. Our
talented and diverse staff have over 400 years of combined relevant experience and have worked on
more than 600 public utility and transportation projects,programs and initiatives as well as campaigns
for a variety of public sector clients including municipalities, counties, and state agencies such as
the Florida Department of Transportation (FOOT). Our public relations, community involvement and
customer service extends across all project phases and departments including planning, project
development,design,design-build,traffic operations,safety,construction,and maintenance.
Valerin is made up of a unique mix of professionals from diverse backgrounds and disciplines that
include communications, advertising, social marketing, journalism, public relations, media and
government relations, engineering, graphic design, website and mobile application development,
and video production - all of which contribute to our ability to deliver comprehensive strategic
Public Information Outreach Services for Right of Way and
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
COVER LETTER
communications,public information and creative services.Our team includes award-winning creative
professionals that use a complete spectrum of visualization skills and tools to engage, inform and
inspire the desired audience.
We have successfully developed, implemented, and managed numerous communications, public
information and community outreach, creative, and marketing plans and campaigns for a complete
range of public-sector projects and initiatives both as a prime and in coordination with our A/F/C
industry teaming partners.We are accustomed to working as an integrated team member and have
extensive experience developing communications and public involvement scopes under task work
order contracts and managing their implementation. In addition, Valerin currently serves as a sub-
consultant providing Communications and Public Outreach support for the City of Miami Beach.
Valerin was incorporated as a State of Florida S Corporation in 2006 and has been in continuous
business for over 14 years.We are headquartered in Tampa with offices in Orlando,West Palm Beach and
Fort Lauderdale,and registered with the State of Florida as a woman-owned company(Non-Certified
Minority American Woman),certified as a Disadvantaged Business Enterprise(DBE)and Small Business
Enterprise (SBE) with the Florida Department of Transportation (FDOT), and certified as a County
Business Enterprise(CBE)with Broward County.
Valerin will serve as the prime consultant for this contract,including one sub-consultant,Brizaga,Inc,
as part of the team.Listed below is the contact information for Valerin's designated project manager
and principal and authorized representative of Valerin with binding authority for this contract.
Firm Name:The Valerin Group,Inc.
Address:29145 W.Cypress Creek Road,Suite 1014,Fort Lauderdale,FL 33309
Phone Number: 954-656-6616
Project Manager: Cynthia McGrail
Email Address:cynthiadavalerin-group.com
Binding/Contract Authority:Valerie Ciudad-Real,President
Email Address:valeriecOavalerin-group.com
Website:wwwvalerin-group.com
On behalf of our team, we sincerely appreciate your consideration of Valerin for this exciting
opportunity and look forward to providing the City of Miami Beach with integrated and comprehensive
communications and creative services as part of your Public Information Outreach Services for Right
of Way and Facilities Construction contract.We are confident our talented team of professionals will
meet your needs and exceed your expectations.
Sincerely,
6141.02A:LeCiA.44ARet-C
Valerie Ciudad-Real
President,The Valerin Group Inc.
Public Information Outreach Services for Right of Way and 2
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
41=,
0
TABLE OF CONTENTS
Tn Cover Letter I
0E Table of Contents 3
\
T�H Organizational Chart 14
W
/ Relevant Experience (Prime) 5
T VV O Relevant Experience (Sub-consultant) II
O Project Manager 13
Public Information Liaison 15
Additional Team Bios 18
77\H ,�N�, v1,L�1 & Methodology 22
TREE
) P Bid Submittal Questionnaire 32
E \ m„ x
Public Information Outreach Services for Right of Way and
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
C
co '
„I„,,,q - . ..0.- .,....„ . . . .
....
,i..ti
.. .
....,
55555115i■s
1185101155m .
e t
■®951 .
IMIIIIIIa�..y 's•r5 a a.,.
211 ® IIIlR• N. ��m'.2- �:P.
5m., .....,,__r�� .w B5[�- ,
3112 1t f.. !L=
311 .0:1[._•1 .l�-moi
••te_•••••r =55
JJ®R ��
-
.mn
•.
1
1r , U_161J1. '_ y
lM_...•-• Lipiryt yTt• ' - [ g .�!,
fi
•• r ,
. _�l c
-- di I_, ';Vc 1 -
s *.
,
r„,..,006,0706.....,...., y. - a '� '— . ' —3...
_ - - ”
�,,.�. l■1g, L, .l ..Im�A _ — .NO�`�!�'3 _ ._ .
•y
� S
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
119
ORGANIZATIONAL CHART
MIAMI BEACH
Principal-in- Technical Liaison
ChargeI1F144'
Valerie Ciudad Real William Ciudad-Real,PE
Project Manager
Cynthia McGrail
Graphic Designer Public Information Assistant Public
Chuck Thompson Liaison Information Liaison
Nanea Marcial Carlos Garcia
Support Staff
Tiffani Wilshire B '.IZAGA
ssm.eerwre�n.•sin.
Christine Girardin
Emma Long
Dakota Larsen Alec Bogdanoff,Ph.D.
Jim Larsen Michael Antinelli,PE,CFM
Kenny Gil
Michelle Simmons
Public Information Outreach Services for Right of Way and
Facilities Construction Projects I 2020-118-WO
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
45)
RELEVANT EXPERIENCE
The Valerin Group, Inc. (Prime) low
Since 2006,as both a prime communications consultant and specialized sub-consultant to our A/E/C
industry teaming partners,Valerin has successfully developed,implemented,and managed hundreds of
public involvement,public information,community outreach,creative,communications and marketing
plans and campaigns that have promoted public trust and project acceptance. We know how to
effectively reach our target audience on behalf of our public sector clients,we know communication
protocols and procedures,and how to work both internally and externally as a proactive,collaborative,
and integrated team member on both a project-specific and task work order basis.
Our proposed team for this project includes seasoned communications and creative professionals with
more than 400 years of combined experience and who have worked on over 600 transportation and
public utility projects,initiatives,and campaigns,covering every stage of program and project delivery.
In addition,Valerin's dedication and commitment to providing top-notch quality service has resulted
in several FDOT projects being awarded the Florida Transportation Builders'Association(FTBA)Award
for Outstanding Community Awareness as well as ACEC,AASHTO,and DBIA recognition. In addition,
Valerin recently received Tampa Bay's PRestigious Award for Community Relations for the North Palm
River Drinking Water Design-Build project.Our clients confidently turn to Valerin time and time again to
support both in-house and consultant public engagement and outreach needs requiring accelerated
planning or community sensitive engagement.
Valerin has successfully led similar task work order-based communications contracts for municipality,
county,and state agencies,and currently primes numerous public sector contracts.We also serve as a
sub-consultant providing communications and creative services for a variety of projects and initiatives
throughout Florida.A sampling of our project experience is listed below and expanded upon in our
Similar Experience located in this section(Tab 2).
• Center for Urban Transportation Research (CUTR) I FDOT — "Alert Today, Alive Tomorrow" Safety
Campaign,"Can You See Me Know"
• City of Miami-Mary Brickell Village&SWI Avenue Roadway&Drainage Improvements Project
• City of Miami Beach-Economic Development Consultant Services
• City of Miami Beach-Chase Avenuef34th Street Shared Use Path Feasibility Study
• City of Tampa/Channel District Improvements Project(Sub-consultant)
• City of Tampa / Cypress Street Outfall Regional Stormwater Improvements Design-Build (Sub-
consultant)
• City of Tampa I FY19 CIP Water Main Improvements Design-Build(Sub-consultant)
• City of West Palm Beach I Capital Improvements Program (CIP) Community Outreach Consultant
Contract(Prime)
• FDOT District One I Districtwide Public Involvement Services Contract(Prime)
• FDOT District One I Commute Connector(Sub-consultant)
• FDOT District Four I Districtwide Public Communications for Construction Projects Contract
(Prime)
• FDOT District Five/Districtwide Community Awareness Consulting Services Contract(Prime)
• FDOT District Five I$2.3 Billion I-4 Ultimate Improvements Project(Sub-consultant)
• FDOT District Six,Miami-Dade County-US-I Corridor Study Coral Reef Drive to 1-95
Public Information Outreach Services for Right of Way and 5
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
The Valerin Group, Inc. (Prime)
• FDOT District Six,Brickell Avenue Bridge Replacement(early to mid-1990's)
• LYNX—SR 1436 Transit Corridor Study I Public Involvement and Outreach(Sub-consultant)
• Hillsborough Area Regional Transit Authority(HART)—Outreach for Network Evaluation!SSPICOA
(Prime)
• HART—10 YR Transportation Develop Plan I Public Involvement and Outreach(Sub-consultant)
• Palm Tran—General Planning Services Contract/Marketing Services(Prime)
• Palm Tran—10 YR Transportation Development Plan and Comprehensive Operational Analysis(Sub-
consultant)
• Pasco County I General Planning Services Contract I Communications and Public Involvement
(Prime)
• Tampa Bay Area Regional Transit Authority(TBARTA)—General Services Contract I Public Relations,
Marketing,Advertising and Outreach(Prime)
Our public information and community outreach efforts supporting the FDOT District Four Broward
Operations Center through our Districtwide Public Communications for Construction Projects contract
also add to our depth of experience providing these services.Valerin community outreach specialists
currently manage communications and public outreach for over fifteen active roadway construction,
safety,and mobility improvement projects.Our experience with this consistent volume of work in this
active ops center has required us to streamline internal processes and procedures,and has allowed
us to employ innovative communication solutions such as Virtual Public Meetings(VPM),construction
update videos and visualization techniques using our drone and 360 degree cameras.
In addition to our transportation experience, Valerin provides outreach and communications for a
number of sustainability and resiliency projects throughout the state of Florida. We recognize the
communications challenges that can occur during these types of projects and initiatives and have
selected a sub-consultant partner to provide additional technical expertise for special projects.
Brizaga, Inc., has worked with the City of Miami Beach and provides specialized communications
and outreach support for water,infrastructure,and sustainability projects. Brizaga has staff that
specialize in flooding and sea level rise communications, as well as world-class partners that focus
on science communication and public outreach.They will be available to simplify the complexities of
sea level rise and to provide clear and concise messaging. Brizaga has also worked with the City of
Miami Beach to develop a Business Case for Stormwater Resilience Investments which is detailed in
our project experience.
Public Information Outreach Services for Right of Way and
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
The Valerin Group, Inc. (Prime)
Southern Boulevard Bridges Replacement
Client:Florida Department of Transportation(FDOT)-District Four
Description I Scope of Services:
The Southern Boulevard (SR 80) Bridges Replacement Project includes replacing the existing bascule
(draw)bridge and tide relief bridge overthe Intracoastal Waterway(ICWW)and Lake Worth Lagoon between
the Town of Palm Beach and the City of West Palm Beach.The project limits are between Washington
Road in West Palm Beach and State Road AIA/South Ocean Boulevard in Palm Beach. New decorative
lighting,pedestrian features,traffic signals,signage and drainage are included.A temporary bridge has
been built to the north of the existing bridge to maintain traffic while the replacement bascule bridge
is under construction.Construction began April 3,2017 and will last until early 2021.Construction cost
is$93 million.For this project,Valerin leads the public information efforts including coordinating and
conducting public information meetings,meeting one on one with businesses,residents and other
stakeholders,developing and distribution project information and weekly updates,developing and
maintaining the project website,media relations,and producing video updates.
This project requires continuous coordination and
communication with the United States Secret Service due to '�--
the project being located next to Mar-a-Lago(the Winter White
House for POTUS). Valerin's community outreach specialist a
•
received a"Certificate of Recognition"from the United States Secret Service for her outstanding coordination efforts. -
Staff Involved
Chuck Thompson
Nanea Marcia) N ' `t• "
rC
Carlos Garcia r
Tiffani Wilshire "-Lill'�
Valerie Ciudad-Real
William Ciudad Real
Kenny Gil
Client Project Manager
Matt Carlock
954-777-4439
Matthew.Carlockia dot.state.fl.us
Cost of Services
$1,251,395
Contract Term
2017-2021
Public Information Outreach Services for Right of Way and
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
The Valerin Group, Inc. (Prime)
Broward and Palm Beach Construction Operations
Client:Florida Department of Transportation(FDOT)-District Four
Description I Scope of Services:
Valerin primes this Districtwide contract to provide public information and community outreach
services for transportation construction projects throughout District Four including Broward
County. Activities include: development and implementation of public engagement and outreach
strategies; developing/maintaining stakeholder databases; interacting with stakeholders, elected/
appointed officials,media and interested parties;preparing/distributing project collateral;planning,
coordinating and conducting public meetings, virtual public meetings, workshops and hearings;
design and maintenance of FDOT compliant project websites and social media platforms;preparation
of media kits,project logos and branding guides,videography and design including renderings and
animations; drone video services including video capture and editing and social media content
development.
Staff Involved Client Project Manager
Cynthia McGrail Stacey Sasala
Nanea Marcia) 954-777--4382
Carlos Garcia Stacy.Sasalada dot.state.fl.us
Chuck Thompson
Tiffani Wilshire Cost of Services
Valerie Ciudad-Real $1,251,395
William Ciudad-Real Contract Term
Dakota Larsen 2017-2021
Kenny Gil
Emma Long
Public Information Outreach Services for Right of Way and 8
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
The Valerin Group, Inc. (Prime)
Mobility Week
Client:Florida Department of Transportation(FDOT)-District Five
Description I Scope of Services:
Valerin was selected as part of a team to provide social media strategy, social media content
development,and continuing public involvement and community outreach activities for FDOT District
Five.Valerin developed an enhanced Community Engagement and Integrated Media Strategy Plan for
Mobility Week-an initiative during which counties,cities,and transportation agencies host week-
long events to promote safe and sustainable transportation choices through the nine-county Central
Florida region. During this initiative,Valerin produced program collateral as well as a social media
calendar and social media content toolkit for use on partner agency platforms.In 2017,Mobility Week
partner agency participation increased from 16 to 45,the number of events increased from 19 to 36,
free transit rides increased from 2,500 to 28,494,and 8,600 children were presented with bicycle and
pedestrian safety information.
Staff Involved Cost of Services
Cynthia McGrail 5142,843
Chuck Thompson
Tiffani Wilshire Contract Term
Valerie Ciudad-Real 2016-2020
Client Project Manager
Poorna Bhattacharya,AICP
Asha Planning Consultancy,Inc.'Orlando
(Valerin-Sub-consultant)
850-321-7284
Poornafa ashaplanning.com
A1ert/oda) 1 .l•
�boek,tam/
Grab your bike for a ,. —
scenic ride around town. J'
vou'Il be entered to win creat orizes
`t tint �..� -
Jom the Mobility Week Min-M Up Chellerge ,�''
BICYCLIST.*
PEDF J ! .
IS IMPOF I <'
jay- , ■i
(/'
(and gl
�\\ 1„a" .28 NOv3 2017 g • ,�.n��w....�....
r y�
volved by
nding or organizing
an event- -t- , •
w to promote safe walking,
cycling.transit or ridesharing.
Public Information Outreach Services for Right of Way and
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
The Valerin Group, Inc. (Prime)
SR 869/SW IOth Street Connector from Florida's Turnpike/
Sawgrass Expressway to SR 9/1-95 PD&E Study
Client:Florida Department of Transportation(FDOT)-District Four(Sub-consultant to HNTB)
Description I Scope of Services:
This PD&E Study evaluates two facilities within the SW 10th Street corridor. One facility will address
a regional connection between adjacent Strategic Intermodal System (SIS) facilities; the Turnpike/
Sawgrass Expressway and 1-95. Improving this linkage will improve mobility and contribute to the
economic vitality of Southeast Florida.Multimodal,pedestrian and bicycle features will also be included.
The PD&E study involves evaluating various alternatives and comparing the engineering, social, and
environmental effects of each alternative.Valerin is responsible for public involvement and outreach
efforts,including the development and implementation of a detailed Public Involvement Plan(PIP),as
well as coordination and preparation for agency,alternatives public meetings,stakeholder meetings,
virtual stakeholder updates and public hearings.
Staff Involved Cost of Services
Cynthia McGrail $196,799
Chuck Thompson
Nanea Marcial Contract Term
Tiffani Wilshire 2016-2021
Kenny Gil
Client Project Manager
Robert Bostian,Jr.,PE
954-684-6151
Robert.Bostianfa dot.state.fl.us
Public Information Outreach Services for Right of Way and I 0
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
Brizaga, Inc. (Sub—consultant)
City of Miami Beach Business Case
Client:City of Miami Beach
Description(Scope of Services:
Brizaga joined the ICF team in developing a study that evaluates various types of personal and city-
wide adaptation strategies for the City of Miami Beach.The goal of the study is to communicate the
business case for stormwater resilience investments in Miami Beach.Brizaga delivered science-based
communication behind the cost and benefit of individual adaptation as it relates to sea level rise and
resilience.Additionally, the Brizaga team led the breakdown of key findings, models, and associated
risks through the development of communication materials.
Staff Involved Cost of Services
Alec Bogdanoff(Scientist/Outreach Manager $20,000
Michael Antinelli(Resilience Engineer
Contract Term
Client Project Manager 2017-2020
Amy Knowles
305-673-7000
amyknowlesfa miamibeachfl.gov
Stormwater Master Plan
Client:City of Miami WI MAGBE Consulting
Description I Scope of Services:
Brizaga worked alongside MAGBE Consulting Services,Inc.to manage the outreach and
education associated with the City of Miami's Stormwater Master Plan.The plan prioritized w—Pr -MIP
developing essential coastal drainage infrastructure, incorporating a combination of •
traditional and innovative natural based solutions,and the implementation of requisite
stormwater management practices. Brizaga served as the project manager for the
communication and outreach efforts and focused on effectively communicating the ; - '-111
complexities pertaining to the Stormwater Master Plan.
•
Staff Involved Cost of Services
Alec Bogdanoff(Scientist/Outreach Manager $104,000(for Outreach Team) ,
..may .+►`
Michael Antinelli I Resilience Engineer " ~_
Contract Term �'0
Project Manager
Client er 2019-2020 g
•
Sylejman Ujkani
305-416-1267
sujkanifa miamigov.com
Public Information Outreach Services for Right of Way and
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
RELEVANT EXPERIENCE
Brizaga, Inc. (Sub—consultant)
Stormwater Master Plan Update
Client:City of Ormond Beach
Description I Scope of Services:
As a leading voice in sea level rise, Brizaga provided assistance in the development of requisite
stormwater planning and management processes. Specifically, Brizaga assisted in identifying
future stormwater infrastructure needs, the selection of appropriate sea level rise curves, and the
communication of relevant findings through public outreach meetings. Moreover,the team provided
adaptation and mitigation strategies for long-term implementation and key insight to the preparation
of the final draft version of the Stormwater Master Plan Update.
Staff Involved
Alec Bogdanoff 1 Scientist/Outreach Manager
Michael Antinelli►Resilience Engineer
• ■
Client Project Manager
Alex Schumann
386-676-3302
Alexschumann cUormondbeach.org
Cost of Services ' '/ i
$20,780
Contract Term
2018-2020
Public Information Outreach Services for Right of Way and 12
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
119
CYNTHIA MCGRAIL w j
Project Manager
For this contract,Valerin is proposing Cynthia McGrail to serve as our team's Project Manager.Cynthia
brings over 25 years of extensive strategic communications, marketing, media, and management
expertise to her role as Valerin's south Florida Regional Director. Cynthia has a solid track-record
developing branding,marketing,communications,and outreach strategies for over 200 social impact
campaigns that have promoted awareness and public engagement for sustainability,transportation,
educational, and health initiatives. During her career,she has managed brand development for both
public and private sector clients and as the Director of Marketing and Public Relations for Metropia,
developed a successful U.S.launch strategy for the Metropia mobile app.
Since joining Valerin in 2017, Cynthia has been responsible for marketing and business development
activities in south Florida,writing communications and marketing plans, developing, and managing
scopes and budgets for numerous projects and initiatives, and providing overall management and
leadership for our south Florida team.Cynthia also oversees and manages staff and task assignments
for Valerin's FDOT District Four Districtwide Public Communications for Construction Projects contract.
For this task work order contract,Valerin provides public information,community outreach and creative
services for transportation construction projects for FDOT's Broward and Palm Beach Operations. In
addition,she served as a public relations and community outreach specialist for the Wave Streetcar
project in Fort Lauderdale.This project was a 2.8-mile light rail streetcar circulator intended to serve
downtown Fort Lauderdale.
Cynthia has also developed integrated media strategies and campaigns for numerous special events,
including mobility programs such as FDOT District Five's Mobility Week.In addition,Valerin was engaged
in 2019 to reimagine the brand identity for FDOT District One's Regional Commuter Assistance Program.
This also included development of a new website and producing a two-year strategic marketing plan.
Cynthia led the strategic brand and identity development process including audience research,name
generation and logo development.In Phase II of the project,she created a two-year integrated marketing
communications plan that included audience research and surveys, developing key performance
metrics,maximizing a new rideshare mobile app, updating social media and engaging employers and
stakeholders.The updated brand"Commute Connector"launched in June 2019.
Cynthia has a Bachelor of Science degree in Technical Writing and Editing from Texas Tech University
in Lubbock,Texas.She is also certified as a National Charette Institute (NCI) Charette Facilitator and
has participated in FDOT Public Involvement Training courses.Cynthia's hands-on management style
and close interaction with Valerin's south Florida communications team ensures the highest level of
customer service for our clients.
Cynthia's relevant project experience is located on the following page.
Public Information Outreach Services for Right of Way and 13
Facilities Construction Projects 12020-II8-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
CYNTHIA MCGRAIL
Project Manager
Relevant Project Experience
Districtwide Public Communications Services for Miscellaneous Construction Projects,FDOT District
Four,Broward and Palm Beach Counties,FL:Since 2017 to present,Valerin provides public information
and creative services for construction projects throughout Broward and Palm Beach counties.Cynthia
oversees staff and assignments and manages the OAIOC process for this task work order contract.
Commuter Assistance Program,FDOT District One,Polk County:FDOT District One's Regional Commuter
Assistance Program reestablished all aspects of operations,marketing,communications,and outreach
for the program.As a sub-consultant,Valerin was engaged to reimagine the brand identity,develop a
new website,and create a two-year strategic marketing plan for the program.Cynthia led the strategic
brand and identity development process including audience research, name generation and logo
development.In Phase II of the project,she created a two-year integrated marketing communications
plan that included audience research and surveys,developing key performance metrics,maximizing
a new rideshare mobile app,updating social media and engaging employers and stakeholders. The
updated brand"Commute Connector"launched in June 2019.
Wave Streetcar,FDOT District Four,Fort Lauderdale,FL The Wave Streetcar was intended to be a 2.8-
mile light rail streetcar circulator serving Downtown Fort Lauderdale as a part of a planned regional
transportation system.It was planned to integrate with a full spectrum of mobility options including
rail,commuter,and community buses,rideshare services,biking,and walking.Cynthia served as a public
relations and community outreach specialist for this project,developing social media strategies for
the Wave Streetcar and supporting communications committee initiatives. She was responsible
for social media platform management and coordination with FDOT,ensuring that all content was
approved and followed the FDOT Social Media Guidelines.
Mobility Week, FDOT District Five: Mobility Week is an initiative during which counties, cities, and
transportation agencies host events to promote safe and sustainable transportation choices through
the nine-county Central Florida region. Cynthia served as the project manager and developed an
enhanced community engagement and integrated media strategy for FDOT. She managed project
staff,schedules,and deliverables to successful completion.
Hillsborough Metropolitan Planning Organization(MPO),Hillsborough County:Valerin served as a sub-
consultant and developed the Public Engagement Strategy (PES) to support their 20145 Long Range
Transportation Plan (LRTP).Cynthia served as a marketing/communications and public engagement
strategist for the project.
Public Information Outreach Services for Right of Way and I 4
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
tA
NANEA MARCIAL
Public Information Liaison
Nanea Marcia) is being proposed as our team's Public Information Liaison for this contract.She is a
versatile,bilingual communications professional with over 17 years of government affairs and public
relations experience in both the public and private sectors. As a former chief of staff to several
members of the Florida Senate and Florida House of Representatives, Nanea oversaw legislative and
budget programs at the state and local levels, handled bilingual media and press communications,
and consulted on policy and public relations strategies regarding statewide issues.Currently, Nanea
serves as one of Valerin's community outreach specialists providing public engagement, outreach
and translation services for municipal and state transportation and infrastructure projects in south
Florida.
As a community outreach specialist,Nanea develops and implements communications and outreach
plans for municipal, county and state agencies, including FDOT She also maintains stakeholder
databases, manages key stakeholder relationships, creates content for collateral materials such as
fact sheets,press releases, PowerPoint presentations, notifications,flyers,etc.,and provides written
and verbal English to Spanish translations as needed. In addition, Nanea coordinates and conducts
public meetings, public hearings, and workshops, and works closely with client partners to promote
project acceptance and public trust.
Nanea has extensive experience working on a variety of projects in south Florida,including planning,
PD&E studies,design,design-build,and construction.For example,she currently leads the community
outreach efforts and key stakeholder engagement initiatives for FDOT District Four's SR 869/SW 19th
Street Connector from Florida's Turnpike/Sawgrass Expressway to SR 9/1-95 PD&E study.As part of her
responsibilities,she also assists Valerin's creative team with the coordination and production of Virtual
Public Meetings and Webinars for this project.During her career,Nanea has also worked on projects
in the Miami area,including the Chase Avenue/34th Street Shared Use Path Feasibility Study(City of
Miami Beach),the US-I Corridor Study from Coral Reef Drive to 1-95 (FDOT District Six), and currently
serves as the community outreach specialist for the Mary Brickell Village & SW I Avenue Roadway&
Draining Improvements project(City of Miami).
Nanea attended Florida State University where she received a Bachelor of Science degree in
Multinational Business and a Bachelor of Arts in International Affairs. She has participated in FDOT
Public Involvement courses,including FDOT PD&E 101,and is ADA Accessible Documents certified.
Nanea's relevant project experience is located on the following page.
Public Information Outreach Services for Right of Way and 15
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
NANEA MARCIAL
Public Information Liaison
Relevant Project Experience
SR 869/SW 10th Street Connector from Florida's Turnpike!Sawgrass Expressway to SR 911-95,FDOT
District Four,Broward County,FL:This PD&E Study evaluates two facilities within the SW 10th Street
corridor.One facility will address a regional connection between adjacent Strategic Intermodal System
(SIS)facilities;the Turnpike/Sawgrass Expressway and 1-95.An improved local SW 10th Street facility will
address existing operational and safety deficiencies along SW 10th Street between Florida's Turnpike
Sawgrass Expressway and SR 9/1-95.Multimodal,pedestrian and bicycle features will also be included.
Nanea leads the public involvement and community outreach efforts as well as key stakeholder
engagement initiatives for the project,including providing assistance to Valerin's creative team for
the production of Virtual Public Meetings and Webinars.
Districtwide Public Communications for Construction Projects,FDOT District Four: Nanea provides
community outreach and Spanish translation support as needed for this districtwide contract.Valerin
provides community outreach for construction projects in Broward and Palm Beach counties.
Pedestrian Improvements Along NW 24th Avenue, NW 22nd Avenue, NW 19th Avenue, NW 18th
Terrace,NW 29th Street,NW 28th Street,NW 27th Street (west of 21st Avenue),and NW 27th Street
(east of 21st Avenue) Design Project, FDOT District Four,City of Oakland Park,Broward County, FL:
This project includes pedestrian improvements in the Lakeside neighborhood that consists of adding
5-foot concrete sidewalks at gap locations at various locations.Nanea serves as the lead community
outreach specialist providing public involvement services including developing and implementing
the Community Awareness Plan(CAP).
SW 148th Avenue from SW 52nd Drive to SW 48th Court/Bass Creek Road Design Project,FDOT District
Four,City of Miramar,Broward County,FL:This project includes construction of a roundabout at the
intersection of SW 148th Avenue and Bass Creek Road and construction of a multi-use path on the east
side of SW I48th Avenue from the Coral Cove Elementary School pedestrian entrance to Bass Creek
Road.The project also includes minor roadway widening,the inclusion of a chain link fence between
the canal and the proposed shared-use path, drainage, lighting, signalization, signing and pavement
markings.Nanea leads the public involvement efforts for the project.
SR 25/US 27 Safety Improvements at Various Locations,FDOT District Four,City of South Bay,Palm
Beach County, FL: The project includes various miscellaneous safety enhancements along a rural
section of State Road 25/US 27,a four-lane divided highway, located within the City of South Bay and
unincorporated western Palm Beach County.Nanea serves as the lead community outreach specialist
for the project and is responsible for producing the Community Awareness Plan (CAP) Level One,
developing the stakeholder list,preparing notifications to be provided to the public and attending
local agency meetings as well as preparing the meeting summary.
State Road 25/US 27 from Hendry/Palm Beach County Line to State Road 80/East Palm Beach Road
Design Project, FDOT District Four, City of South Bay, Palm Beach County, FL: This project entails
milling and resurfacing a section of State Road 25/US 27.Within the project limits, the corridor is a
four-lane divided roadway located in unincorporated western Palm Beach County and the City of South
Bay.Nanea serves as the community outreach specialist responsible for developing and updating the
Community Awareness Plan (CAP) Level 2, developing and maintaining the stakeholder mailing list,
preparing content for notifications,coordinating and attending public meetings and preparing meeting
summary,and attending local agency meetings.
Public Information Outreach Services for Right of Way and 16
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
NANEA MARC IAL
Public Information Liaison
Chase Avenue/34th Street Shared Use Path Feasibility Study, City of Miami Beach, Miami Beach,
FL: Nanea served as the Senior Public Information Specialist on this project,which improves non-
motorized transportations connectivity,developing a safe,multi-use,citywide bicycle and pedestrian
network in the Chase Avenue area of the City of Miami Beach. Nanea conducted door-to-door
operations and handled all Spanish edits and translations of collateral materials. She was also
responsible for database creations, identifying area stakeholderslelected officials, and assisting
with the coordination and set-up of public meetings.
US-1Corridor Survey Coral Reef Drive to 1-95,FDOT District Six,Miami-Dade County,FL:The FDOT initiated
a corridor study along SR 5/US I/Dixie Highway from SR 922/SW 152 Street/Coral Reef Drive to 1-95, in
Miami-Dade County.Several months into the study,the southern study limit changed to SR 94/SW 88
Street/Kendall Drive to align with the Miami-Dade County Transportation Planning Organization's(TPO)
ongoing Strategic Miami Area Rapid Transit Plan(SMART)efforts.The study included existing conditions
analyses that identified recurring congestion locations and evaluated multimodal transportation
improvement needs based on future travel demand and, as a final product,will identify conceptual
improvements that address transportation needs along the SR 5/US I corridor. Nanea served as the
community outreach specialist for the project
Public Information Outreach Services for Right of Way and 17
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
43)
ADDITIONAL TEAM BIOS
Valerie Ciudad-Real,President I Chief Executive Officer
Role for Contract:Principal in Charge I QAIQC
As President and founder, Valerie directs Valerin's mission, vision, and values. Valerie has extensive
expertise in strategic planning,contract negotiations,staff utilization,and new business development.
During her 29-year career, she has developed and implemented public participation programs and
community awareness plans for public sector clients, including municipalities, counties,expressway
and transit authorities, and planning and state agencies such as FDOT. She has provided public
engagement and outreach on numerous transportation and public utilities projects and initiatives and
served as the assistant public involvement manager for the high-profile FDOT$2.3 billion I-4 Ultimate
Improvement project in the Orlando area.Valerie manages task work order contracts led by Valerin,
including several public involvement and community awareness contracts with FDOT, and she leads
Valerin's QA/OC program. Her leadership and commitment to excellence guides the Valerin team to
perform to the highest standards on behalf of their clients.
William Ciudad-Real,PE,Chief Operating Officer
Role for Contract:Technical Advisor I Transportation&Infrastructure
William has over 35 years of diverse experience in the AIM transportation industry and has served
as a Senior Project Engineer and in leadership roles for major engineering and construction firms
with a focus on the development and delivery of transportation infrastructure solutions in Florida.
He has led numerous initiatives to develop and support the advancement of both organizational and
project development interests for a full range of engineering and construction services for rail and
transit,bridge and highways and aviation sectors.He brings a broad range of technical understanding
of the different project disciplines and their objectives and has been responsible for the management,
direction and oversight of planning and engineering projects through the complete contracting and
delivery life cycle.
Chuck Thompson
Role for Contract:Creative Director I Graphic and Website Design I FAA Certified Drone Pilot
Chuck has more than 35 years of extensive experience serving as a creative director providing creative
services,including graphic and website design and visualizations(Virtual Reality,etc.)for a wide range
of public sector clients,including the FDOT,counties,expressway and transit authorities,and planning
agencies. He offers marketing and visual communication solutions for planning,design,design-build
and construction projects and prides himself in his problem-solving abilities through design. His
designs allow the public to identify and connect with the client's message to promote successful
results. He specializes in both traditional and digital media solutions and is the recipient of multiple
gold and silver Addy awards,as well as a Clio Award for his past design work.In addition,Chuck produces
and directs Virtual Public Meetings using a variety of platforms including,GotoWebinar,MS Teams Live
Events,Zoom and BigMarker.
Public Information Outreach Services for Right of Way and 18
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
ADDITIONAL TEAM BIOS
Carlos Garcia
Role for Contract:Assistant Public Information Liaison I Bilingual Translations
Carlos' professional experience includes providing public relations, community outreach, Spanish
translations and project management support for transportation and public infrastructure projects
for public sector clients.Prior to joining Valerin,he worked as a consultant for the Florida Power and
Light Storm-Secure Underground Pilot Program and was responsible for providing communications
and outreach,data management and planning support for construction projects.He has also served
as a community outreach specialist(sub-consultant)for FDOT Districts Four and Six,providing public
involvement and community outreach support for planning and design projects. Carlos is adept at
developing and implementing communications and outreach plans, creating collateral materials,
engaging with the public,coordinating public meetings,and managing stakeholder databases.Carlos
also organizes and provides Spanish translation services for Virtual Public Meetings.
Tiffani Wilshire
Role for Contract:Social Media Specialist
Tiffani is an experienced communications professional with a passion for relationship-building,public
engagement and achieving client outreach goals and objectives.With over 12 years of diverse public
relations,community outreach, and social media management experience,Tiffani has developed and
implemented community outreach and social media plans for mobility and roadway improvement
construction projects throughout Palm Beach,Broward,and Miami-Dade counties.She also has an in-
depth understanding of the collaboration process necessary to educate,promote and facilitate public
understanding and acceptance of a project.Tiffani currently provides social media content strategy,
and content development and management for state,county,and local municipality projects.
Christine Girardin
Role for Contract:Copywriter I Communications Specialist
Christine Girardin brings 23 years of experience in communications, copywriting, editing, research,
and graphic design. In the past 13 years, she has established a reputation as a reliable and credible
communications specialist. In addition, she is a former print journalist and served as a public
information officer for the South Florida Water Management District and Florida's Turnpike Enterprise.
Additionally, her skillset includes Adobe Creative Suite,Microsoft Office and leveraging various social
media platforms for public involvement and outreach efforts.
Emma Long
Role for Contract:GIS Specialist I ADA Document Compliance
Emma has over four years of transportation experience, including providing public involvement and
community outreach support for numerous FDOT projects.She is adept at preparing presentations and
project documents,including the use of GIS programs.Currently,Emma assists with coordinating and
attending public meetings and hearings,developing collateral such as notifications,maps,fact sheets
and mailing lists, and identifying ADA compliant public meeting venues. She also attends progress
meetings,performs grassroots outreach,and tracks stakeholder correspondence.Her ability to adapt,
her attention to detail,and sensitivity to the sociopolitical climate, ensures that all public outreach
activities are performed with professionalism and understanding.Emma has also taken training and is
certified to convert documents to meet ADA compliancy(USU Accessible Documents-ADA Compliancy).
Public Information Outreach Services for Right of Way and 19
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
ADDITIONAL TEAM BIOS
Dakota Larsen
Role for Contract:Multimedia Specialist I Videographer
As a gifted multimedia specialist and videographer,Dakota brings both her creative vision and expertise
to the Valerin team through video production in order to visually support our clients' marketing and
communication needs.Dakota specializes in all aspects of video production including research,script
writing,filming,and editing,and has a keen eye for capturing just the right image for videos,social media
efforts,video brochures,newsletters,and marketing and promotional material.She has been involved
in the creative design of videos ranging from producing:30 second spots for a national campaign on
Alzheimer's to videos for the Department of Homeland Security. She was also the cinematographer
and editor for"The Skyway Bridge Disaster,"a 60-minute documentary that centered on Tampa's 1980
bridge collapse(now available to rent on Amazon Prime).Currently,Dakota produces one to two-minute
transportation and/or public utility construction update videos for public sector projects. Dakota
graduated from Florida Atlantic University with a Bachelor of Arts degree in Film and Multimedia Studies.
Jim Larsen
Role for Contract:Sr.Multimedia I Communications Specialist
Before bringing his talent behind the camera,Jim spent two decades as an on-air reporter in the Tampa
Bay market covering headline stories.For the past 25 years,he has developed his expertise in all aspects
of video production,including research,script writing,filming,directing,and producing.Jim also has a
unique talent for creating a vision by capturing powerful images that tell our clients'stories.He has
filmed,directed,produced,supervised,and managed video production projects throughout the state
of Florida as well as the nation, including producing videos for the Department of Homeland Security
and:30 second spots for campaigns including a national campaign on Alzheimer's.Jim also managed
the production of FDOT's 82.3B I-4 Ultimate Improvements Project video that was shown at an Industry
Forum attended by over 1,200 industry professionals and the media. He was also a cinematographer
and director for"The Skyway Bridge Disaster,"a 60-minute documentary that centered on Tampa's 1980
bridge collapse(now available to rent on Amazon Prime).Jim is a Silver Telly award-winner and member
of the prestigious Silver Council;nationally recognized for his outstanding creative talents for a variety
of special projects, documentaries, public service announcements, and corporate and promotional
presentations.Jim is a graduate of Florida State University with a Bachelor of Arts degree and Major
Course Study in Mass Communications,Journalism,Public Relations and Film Making.
Kenny Gil
Role for Contract:Multimedia Specialist I Audio Engineer
As a talented website developer/designer,multimedia specialist and audio engineer,Kenny brings both
creative and technical expertise to support our clients' communication needs. Kenny specializes in
ADA compliant website development and design,and video and audio production.He has designed and
maintained numerous websites for public agency clients including the City of Tampa,Manatee County,
Town of Longboat Key and FDOT.Kenny is a certified app developer for IOS and Android and has developed
mobile apps for agencies including City of Tampa. He also specializes in remediating documents and
graphics to be certified as ADA compliant.
Public Information Outreach Services for Right of Way and 20
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
ADDITIONAL TEAM BIOS
Michelle Simmons
Role for Contract:Voice Over I On-Air Talent
Michelle Simmons is a public engagement and communications professional with over 20 years of
experience,working in various aspects of communications and media. During her career,she served
as the Public Involvement and Government Affairs Liaison for Miami-Dade Transit (MDT), responsible
for developing, implementing,and monitoring their public engagement program.She has also worked
for WLRN Channel 17 in Miami as an on-air personality and has produced a Spanish language distance
learning program.
Brizaga, Inc. (Sub—consultant)
Alec Bogdanoff,Ph.D.
Role for Contract:Communications Advisor-Resiliency and Sustainability
Alec is a policy-trained oceanographer and meteorologist with nearly two decades of political
experience,including managing campaigns.Alec has extensive experience in simplifying and effectively
communicating complex scientific processes to private citizens and other interested parties.As Director
of Science and Communication, he is responsible for monitoring and identifying scientific research
and advances in the areas of sea level rise and extreme weather, including datasets and models,to
further develop internal technologies,as well as strategic communications and public outreach and
engagement for Brizaga.Prior to founding Brizaga,Alec served as a John A. Knauss Sea Grant Fellow
in the Office of U.S.Senator Edward J. Markey,where he coordinated policy with senior staff,drafted
speeches, legislation, policy briefs, oversight letters, and press releases on issues pertaining to the
environment,oceans,fisheries,water,and wildlife.
Michael Antinelli,PE,CFM
Role for Contract:Technical Advisor-Resiliency and Sustainability
Michael A.Antinelli, PE, CFM is the Vice President and Director of Projects & Engineering for Brizaga
and is responsible for the oversight and management of all projects and engineering practices
conducted by the firm. He has extensive experience in the practices of coastal,waterfront, and site
civil engineering and has managed projects at every level,from initial project planning and conceptual
design through construction and project closeout.As a Certified Floodplain Manager,he couples the
technical components of engineering with the laws and regulations enforced by the local,state, and
federal governing bodies to provide clients with the most comprehensive planning tools in preparation
of flood related incidents and disasters,including sea level rise and storm surge.Michael serves as the
Chair of the Sustainability and Resilience Committee for the Florida Section of the American Society of
Civil Engineers,where he works to engage and educate the civil engineering community relative to the
importance and methods of considering the interdependencies between the built environment and its
impacts on economic,social,and natural environmental systems.He was selected by his peers as the
Engineer of the Year for the Broward Branch of ASCE in 2019.
Public Information Outreach Services for Right of Way and 21
Facilities Construction Projects I 2020-118-WG
AI }NEL -
DocuSign Envelope ID. 1554E199-464F-4EE3-A0BE-CC668D83A19F
Oh •
111 ,..,.
Pr•
4/P"'•
- % A
:lH
R _
...._
,..
_
....• ,. . ..
.
/ •
,"
/ .....::-
3..t , .
.;),' - • , - . ... ;
, l''''• ' ,,'' -• :ft. - -,-•,•,,,,, ,,, ,
'..--. .,._.....
...
---
,
. -'1."`" •tc::-'-' \
t • -,4k. k
. _ ... ,.. ,
ii
.. .
---i--:: .-_---------- __
•
...... .
-,r-::-.'27--------- -----------__
IA
. .
._.
"""ft.........---- 4-. -.W....-..„
Ai.
I
i .....:'-• .,,
#
, ,
- 1
114- - ___
._ _4.---x_______•/_____ _
1... ,_
•
•
0 '
.., '- - ---- - --- '
, . . .
—%
, .4.
,.
,,.,-- •
W ,
. ._ • . .
.. .,
V••• •
11
a.-
181°111111.ill
-
7 ,....1
:-... , .
Ii7 • IIVI, t-,
4- ------- •
- - -
- —---
_
-_:...,..---.----------- 0 .0.-
V
..- !
. - ..
...., ---- .„ .. .
"• -
-----
..--- ....--,
• ::"'•'- -,.-- -t, f:.---,..r-;,:'--_--4-',,*:-::0'.. , , ,..' .
. . -• - • , -
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
3.1 Approach to Communications I Neighborhoods Versus Parks,
Facilities and Public Information Campaigns
From experience,we know that each project requires a unique communications plan that considers all
the elements to effectively communicate with the target audience/stakeholders.Although the goal to
keep the public informed is the same,the strategy and implementation of a communications plan for
a neighborhood projects would have some distinct differences from a communications plan for a local
park,City facility project or public information campaigns.
Communications I Neighborhoods
For projects that impact a neighborhood, such as road construction, stormwater drainage, sewer
replacement, and complete streets projects, the affected audience/stakeholders frequent the area
on a regular basis and have to contend with the daily inconvenience of the construction project.
This could include dust, noise, loss of parking, limited or loss of access, potential utility disruptions,
potential business impacts and more.As work progresses,a resident or business could be impacted
several times or in multiple ways over the course of a project with little or no recourse to avoid the area.
Additionally,when working in residential neighborhoods,there are often issues related to landscaping/
hardscaping encroachments in the right-of-way as well as conflicts with mail delivery,waste/recycling
pick-up, and school bus stops. Identifying, coordinating, and communicating temporary solutions to
these important community functions needs to be planned in advance in order to set expectations and
minimize frustration.
For projects taking place in neighborhoods,we have found traditional grassroots"boots on the ground"
to be the best approach to building effective communications with the community.By understanding
the composition of the community, its unique characteristics, and how the project will potentially
disrupt routines and daily lives, we are able to develop a detailed Public Information Plan including
effective tools and channels for information exchange. Other elements that are typically effective
include:
• Coordinating and facilitating an internal project kickoff meeting
• Coordinating and facilitating a preconstruction public information meeting
• Performing a pre-construction walk through of the area to identify potential issues
• Developing collateral materials in accordance with City brand standards and local language(s)
• Developing a detailed database that will include phone numbers and emails for future email blast
updates
• Creating a page for the City CIP website
• Touring the project area regularly to keep abreast of activities;and
• Meeting regularly with stakeholders and community leaders.
In addition to notifications, flyers, and emails, in-person meetings with residents, businesses,
and homeowner/neighborhood associations are also opportunities to share project information.
Relationship building is the key to success when working with neighborhoods experiencing periodic
or regular disruptions due to construction projects.The resulting knowledge also allows us to further
refine our understanding of stakeholder concerns and proactively adjust our communications on
behalf of the City.By anticipating and addressing construction project impacts early and directly,we
Public Information Outreach Services for Right of Way and 22
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
are able to foster trust within the affected neighborhood and maintain an open line of communication
necessary to resolve concerns and issues that will invariably arise.
Communications I Parks I Facilities
The City of Miami Beach offers residents and visitors a number of parks and facilities which may at
times also need to undergo construction as part of the City's Capital Improvement Projects (CIP).
Projects that effect City facilities and parks require a different approach to mitigate impacts to
affected stakeholders. These venues are destinations where residents and non-residents go for a
variety of reasons with varying degrees of frequency and need. Capital improvement projects that
affect the access and function of a facility or a park could impact anyone who takes advantage of the
facility whether it is a resident or a visitor.When a facility needs to be closed or limits its operations,
communication with these stakeholders needs to begin as early as possible so they can make other
arrangements prior to the start of construction.
From a public communications perspective, the affected facility or park would be the primary
distribution point for all project-related material prior to the start of construction/renovation.Since
these projects typically affect a broad audience, additional outreach methods would be used to
distribute the information,including posting information on the City and facility website,social media
announcements on the City and facility social media platforms,and providing information to nearby
schools or organizations that may frequently use the facility.
Public outreach and information could also include identifying alternative locations for the desired
services and proactively providing this information through geofencing and application of SMS texting
and digital delivery to mobile and internet connected devices.Another difference in the communications
strategy for a City facility versus a neighborhood is the need to inform the users/stakeholders of its
availability once completed. In addition to the social media,website, and email notifications, project
completion could be shared through a special opening event as well as local media channels.Valerin has
extensive experience developing and pitching stories to the media and would work with City personnel
on development of a press release and human-interest story sharing the project completion news and
highlighting relatable benefits to the community.
Communications I Public Information Campaigns
Public information campaigns can range from purely educational to moving an audience to adopt new
attitudes and behaviors.The latter can be challenging and will often take time to realize depending on
the severity or urgency of the promoted behavior change.We approach this type of communications
challenge from a Social Marketing perspective utilizing tenants of psychology, sociology, and data
research to develop strategies for convincing target audiences to not only change their mind,but also
change their behavior.Our holistic,integrated and data-driven approach is designed to reach people as
they go about their daily lives and deliver consistent and relevant messages on a variety of platforms
including mobile devices, websites, on-air, streaming, outdoor, print and during live (and virtual)
experiences.We typically use a combination of Paid(Advertising),Earned(Public Relations),Owned(City
of Miami Beach communications channels including Web/TV/Newsletters) and Social Media to deliver
brand consistent and topically relevant messaging.
Each public information campaign is based on a strategic approach that includes close coordination
with the City of Miami Beach to deliver a plan that is focused on achieving the desired goals. During
each step(see below)we ask key questions that help mold the overall strategy,messaging,and creative
concept development.We also know it is critical to listen to our audience to uncover their felt needs,
concerns,and beliefs in order to craft a public information campaign strategy that will resonate with
the community and inspire them to action.
Public Information Outreach Services for Right of Way and 23
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
• STEP I
What are the desired outcomes for the strategy,campaign,or program?
How will we measure each campaign tactic?
• STEP 2
Who are we trying to reach,and what are their beliefs and attitudes?
What do we want our audience to think,believe or do?
• STEP 3
Is the strategy Strategic,Measurable,Actionable,Timely and Realistic?
How can we leverage current programs or assets and strategic partnerships to reduce costs
while maximizing results?
• STEP 4
What messages resonate with our identified audiences and are we addressing their felt needs?
Is the creative bold and memorable?Is it easy to read and see?
• STEP 5
What data will be meaningful in measuring the results of a strategy,campaign,or program?
Did we meet our goals?How can we improve upon the current results?
Through this five-step process,we gather information,uncover the attitudes and motivations of our
audience, define the skills needed to shift behavior and develop key messages that educate, inform,
foster understanding,and inspire change.Valerin has conducted numerous safety and environmental
(water quality/conservation) education campaigns at both a regional and local level for different
agencies including the FDOT.
Public Information Outreach Services for Right of Way and 24
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
3.2 General Communications Plan for Public Information and
Outreach
Public information and community outreach communications are essential to keeping the public
informed of planned changes to their environment and explaining the intended benefits,challenges,
and potential impacts of an infrastructure project or program in their community.Valerin represents
clients and will represent the City of Miami Beach, by putting "boots on the ground:' and providing
proactive and transparent communications with stakeholders and other interested parties regarding
a project. Our well-planned public information and community engagement initiatives help define
improvements that address community concerns and needs,facilitate understanding and acceptance
of the solutions,and enhance public trust in the process.
Our approach to working with the City of Miami Beach is quite simply to act as a trusted partner
that understands the City's overall communication goals and objectives and effectively supports
the public information and community outreach needs for the City's active and future construction
of Capital Improvement Projects (CIP), Public Work projects, Environmental & Sustainability projects,
Transportation initiatives,Parks,and other citywide construction efforts including communication for
public work operations,special projects,citywide initiatives and public safety/marketing.
Communications Plan
Effective public engagement and outreach begins with good planning as well as the development of
a customized and project-specific Communications Plan.To accomplish this,we perform a thorough
assessment of the project area and consider the following:
• Type of project • Relevant/key stakeholders
• Community demographics • Anticipated public concerns
• Unique community characteristics • Impacts to the public
We also research the history of the project, if any, and determine if previous public engagement or
community outreach activities were conducted in an earlier phase of the project(such as the design
phase).Based on these factors,we then move forward with the development of the Communications
Plan that outlines the public information and outreach approach,and includes activity timelines and
communication tools,techniques,and methods most effective for that project.
Elements of Communications Plan include,but are not limited to:
• Door to Door Interaction I One on One Meetings(Grassroots)
• HOA Neighborhood Association and Special Interest Group Presentations
• Mobile App 008/Android)(Project Specific)
• Project Collateral Development I Distribution
• Brochures • "Dear Neighbor"Letters
• Door Hangers • Media Kits
• Fact Sheets • Newsletters I E-Newsletters
• Flyers • Notifications
• Frequently Asked Questions(FAQs) • Presentations
• Project Information Meetings(Open House Format)
• Project-Specific Email Address
• Social Media Engagement(through the City and Project Partners)
• Stakeholder Identification I Database Management
• Waze Integration(if applicable—projects requiring temporary lane closures or detours)
• 24/7 Project Hotline
• Website(Project Specific ADA Compliant)
Public Information Outreach Services for Right of Way and 25
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Communications Plan I Implementation(Construction Projects)
The Communications Plan serves as our communications "blueprint" and is a living document that
is updated throughout the duration of a project as needed.The following tools and techniques can
be incorporated into the Communications Plan depending on the level of public information and
community outreach efforts needed for a specific project.
Stakeholder Database I Updates
At the start of a construction project, Valerin identifies all impacted property owners, residents,
businesses, and tenants (adjacent to the project corridors/segments) for the development of a
stakeholder database. In addition, the database includes city and county government elected and
public officials, local law enforcement, emergency management services, fire and rescue, schools,
homeowner and neighborhood associations, local chambers of commerce, public transit, media, and
other interested parties. Depending on the location of the project, service providers such as trash/
recycling collection and the United States Postal Service are also included as stakeholders for the
project.Information contained in the database includes contact information as well as documentation
of all correspondence with stakeholders. Upon request,detailed reports can be generated regarding
stakeholder contacts and communications.The database is maintained and updated throughout the
duration of the project.
Pre-Construction Open House I Public Information Meeting
Prior to the start of a construction project,Valerin coordinates and conducts a Pre-Construction Public
Information Meeting,typically in an open house format.This meeting usually takes place approximately
three (3) weeks prior to the start of construction. Collateral materials such as a project fact sheet,
project schedule, FAQs, display boards and other visualizations, and contact information are made
available for viewing by the public.The appropriate agency and project staff are also on hand to address
questions and/or concerns about the project.(Note:Valerin translates project collateral/deliverables
in Spanish and/or Creole as required].
Regular Public Information I Outreach Activities 1248 Hotline
During the normal course of a construction project,Valerin performs the following public information
and outreach activities:
• Attends regular progress meetings to be kept up to date on project activities.
• Meets/interacts face-to-face with property and business owners, residents, tenants, local
organizations(HOAs,special interest groups,etc.)and other interested parties regarding project
details,activities and potential impacts to properties,pedestrians,bicyclists and motorists,which
is done through one-on-one,small group and public meetings.
• Develops/creates project collateral (ADA compliant) such as project fact sheets, notifications,
door hangers, flyers, Frequently Asked Questions (FAQs), comment cards, and other relevant
information.Valerin develops project collateral that is in "plain language" and also includes QR
codes on materials to direct stakeholders to the project website, comment card, survey or to
download the mobile app.
• Distributes project collateral via door-to-door,email and/or U.S.Mail to property owners,residents,
businesses,and tenants located along the project corridor,and to other interested parties.
• Corresponds with agency staff regarding relevant project updates/information to provide to the
media,writes press releases and performs media clipping services related to the project for the
project file.
• Maintains a 214r7 Project Hotline and responds to inquiries in a timely manner.
• Maintains a project-specific email address for the project.
Public Information Outreach Services for Right of Way and 26
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
Website(ADA Compliant)
Valerin currently develops and maintains project-specific websites for design-build and design-bid-
build projects for public sector clients. Valerin's website designers develop a website to meet ADA
requirements and to reflect the client's current brand. The website is listed on all project collateral
material and include links to the client's Public Works webpage.
Mobile App
Valerin develops mobile apps,both Android and i0S compatible,to ensure real time engagement with
the community regarding project schedule,construction updates,alerts and notifications,and general
project information.
Social Media
Valerin's community outreach specialists coordinate with public sector clients to leverage its social
media platforms to push out information to targeted stakeholders.
Waze Integration
Valerin currently provides detour and temporary lane closure information to Waze and other mapping
and traffic information apps.
Innovation Tools I Techniques
Valerin also utilizes innovative tools and techniques to inform,educate and engage the public about a
project,including:
Video and Audio Services
Visuals are integral to any public engagement effort whether it be video, photographs or graphics.
The Valerin team has extensive experience communicating through visualizations. For example, to
demonstrate the planned changes to the I-4 corridor—the Valerin team created videos with renderings
and animations to show the before and after transformation.
We use a set of industry standard tools for our graphic design and visualization services including:
• Adobe Creative Suite Photoshop • Cinema 4D/Dimensions(3D Modeling)
• InDesign • Google Earth Studio
• Premier Pro/After Effects (Animations/Video • ABLETON LIVE(Audio)
Editing) • Adobe Audition(Audio)
We have also created, directed, filmed, and produced visual presentations and videos for marketing
campaigns,branding initiatives,websites,public outreach,industry forums and safety and educational
campaigns.Following are some of the graphic and visualization services we provide:
• PowerPoint Decks and Animations • Television Commercials
• Webinars(Evergreen/Hybrid) • Documentaries
• Renderings • Public Service Announcements
• 3D Simulations and Animations • Lifestyle and Special Events Photography
• 360-degree and 4K Video Productions • Drone Imagery Services
Video Simulation
Valerin utilizes one of today's most exciting technologies capable of bringing projects to life-Augmented
and Virtual Reality(AR/VR).This form of technology allows stakeholders with limited technical knowledge
to"experience"an imagined vision of a project.The use of 3-D modeling,animations,and VR video has
started to find its way into more immersive and interactive public engagement strategies,and Valerin is
Public Information Outreach Services for Right of Way and 27
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
incorporating this innovative tool into our public engagement planning.Working with our AlE partner,
Valerin recently incorporated a 3-D animated VR experience into a public meeting for FDOT to help
participants visualize the R-CUT design concept in a mixed-use urban area with high pedestrian and
vehicle traffic near International Drive and the Orange County Convention Center.
Construction Video Updates
Our creative team produces Construction Update Videos for public sector clients,including FDOT.These
short videos are produced at project milestones or to notify the public of temporary lane closures,
detours,or other impacts to the public.The videos are posted to the project webpage,website and/or
social media platforms including YouTube.
Title VI I Reaching Under-Represented Communities
As part of our public information and community outreach strategy development, we know it is
important to include and engage under-served, under-represented and Limited English Proficiency
(LEP) community members. Providing these groups with information about public sector projects
and initiatives and gaining meaningful input requires planning to overcome language and economic
barriers to participation. To accomplish this, we often attend and present project information at
community meetings for faith-based,ethnic,and cultural organizations,and events hosted by social
service agencies and senior citizen centers.We work with our clients,such as the City of Miami Beach,
to translate key material for non-English-speaking audiences and identify opportunities to distribute
information through schools, HOA and neighborhood newsletters, church bulletins, local stores,
libraries,and other community focal points and events.
COVID-19 I The New Norm
While the COVID-I9 pandemic presents new factors to consider in any outreach effort, our team is
prepared for these and ready to implement strategies to engage stakeholders and to gain their
valuable input.Over the past couple of months,Valerin has embraced the "new norm"utilizing social
distancing best practices,including recently coordinating several webinar virtual public meetings for
FDOT PD&E studies,design,and construction projects and for the Hillsborough Area Regional Transit
Authority(HART).Valerin is experienced with several webinar platforms including MS Teams Live Event,
GoToWebinar and BigMarker.We have also conducted Telephone Town Hall meetings using SMS texting
campaigns to notify and encourage audience participation.
Public Information Outreach Services for Right of Way and 28
Facilities Construction Projects 12020-1I8-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
3.3 Various Construction Project Methods
Design-Bid-Build and Design-Build are different contracting methods that shift project risks and
responsibilities between Owner, Designer and Contractor. Also falling into this category are various
hybrid forms of project delivery such as Progressive Design-Build,Construction Management-at-Risk
and Public-Private-Partnerships.While each has its pros and cons,and there are ample resources that
can provide information on the risk allocation and sharing aspects of each,from a communications
perspective, the main differentiator is the amount of time separating public information sharing
and engagement relative to each phase of the project.Valerin has provided public engagement and
community outreach services on all forms of project delivery methods and also employs a full-time civil
engineer,William Ciudad-Real,PE,who has over 30 years of experience with Design-Bid-Build,Design-
Build,Construction Management-at-Risk and Progressive Design-Build projects.
Design-Build
With Design-Build, public communications are relatively continuous between the design and
construction phases and the stakeholder/audience composition is relatively consistent throughout
each phase.This is advantageous from a communications planning standpoint as information on the
project is relatively recent and more likely to be shared and retained by the stakeholders/audience.
Design-Bid-Build
With Design-Bid-Build,the time between completion of the design and the subsequent construction
bid can vary greatly—in many cases by years.This can be due to many factors including permitting,
right-of-way, and funding availability. In cases where there has been considerable time between the
design and construction phases,stakeholders and community leaders have often changed along with
priorities and/or potential support for the project and its need. In this case, public communications
planning and outreach often require research into past stakeholder communications and promises
made as well as revisiting the make-up of the stakeholders/audience in order to re-educate, remind
and/or re-inform them of the project's purpose,need,and benefits to the community.
Regardless of the project delivery method to be employed,continuity of communication with the public,
business community and community leaders is a key objective and consideration in the development
of our project or program public engagement planning.To the extent that a particular project delivery
method is relevant or beneficial to public understanding and/or support, Valerin has led numerous
public education and information campaigns which have explained the differences in project delivery
contracts or methodologies using easy to understand fact sheets,Q&A and info-graphics as part of the
overall messaging and public communications plan.Our outreach education on construction project
delivery methods have included major infrastructure projects such as the S2.3 Billion I-U Ultimate
Improvements Public-Private-Partnership(PPP)in Orlando to design-build projects for water main and
force main replacements and stormwater improvements throughout the City of Tampa.
Public Information Outreach Services for Right of Way and 29
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
3.4 Additional Cost—Effective Innovative Outreach Tools &
Techniques
OR Codes
Valerin develops OR codes that are included on project collateral such as fact sheets, notifications,
flyers,and comment cards.QR codes are used to direct those with mobile devices to a project website,
survey,comment card or to download a project mobile app.
Mobile Application Development
As a certified app developer with Apple and Android,Valerin can develop a
project-specific app that provides project highlights and benefits, allows
users to view the latest information about public meetings and project-
related
documents, and sends out notifications and alerts. Valerin tracks .4:
user engagement using Google Analytics including how many times the +�
app is opened,the duration of its use and whether or not notifications are
opened or ignored.Valerin has successfully developed and maintains severalIpoppoorteoel
mobile apps for City of Tampa projects,including the Cypress Street Outfall
Regional Stormwater Improvements Design-Build (shown at right), FYI9 CIP
Water Main Improvements Design-Build,and Channel District Improvements
Project
Visualizations I Aerial Drone Imagery
Valerin is an FAA licensed and professionally insured drone operator with several DJI drones capable of
aerial 4K HD video and still photography from a variety of angles and elevations.Ranging from 10 to 450
feet above ground,drone imagery is a lower-cost alternative to standard aerial photography and can
provide access to areas unreachable by standard aircraft.Our drone imagery can enhance the visual
experience and impact of an event,marketing initiative or project.
Valerin's Creative Director,Chuck Thompson,is a professionally licensed UAS Drone Operator and has
produced a variety of video productions using aerial drone imagery captured and used for FDOT's 1-75
at University Parkway Diverging Diamond Interchange(DDI),the first of its kind in Florida and largest in
the nation.He also produced a 360-degree video for FDOT's Southern Boulevard Bridges Replacement
project that was showcased at FDOT's Innovation Week.It also involved the use of a Virtual Reality(VR)
headset to enhance the user experience.
Survey Tools I Techniques
Our team uses a variety of survey techniques to solicit feedback and gauge public opinion.We use tools
such as Survey Monkey to easily create surveys and collect feedback.Social media channels such as
Twitter,Facebook and websites also have survey capabilities which can be captured in a database and
used for data analytics,reporting and documentation.For real-time surveys and presentation of results
we have used programs such as Poll Everywhere at public meeting forums.When projects require more
personal public interaction to shape the solution,we use focus groups and charrettes to gather input
from the community constituents and various cultural and socio-economic representatives particular
to that community.
Public Information Outreach Services for Right of Way and 30
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
3.5 Quality Assurance I Quality Control (QA/QC) Program
Valerin uses an Independent Peer Review Quality Assurance/Quality Control (QA/QC) process that
ensures project task objectives and contract commitments are met and service quality is consistent.
Our QA/QC process requires all project work products to be internally reviewed by an appropriate
communications professional or graphic designer,who is independent from the task.Deliverables are
checked for content,formatting,grammar/punctuation,spelling,consistent voice,plain language,and
accuracy prior to an external party review. Presentations,videos,and other digital media are pre-run
in live format to ensure file type, OS and hardware compatibility, consistent operation and reliable
internet connectivity when needed.Edits,corrections,and comments are tracked and recorded as part
of the document file.For this contract,finalized draft documents will be so noted and then approved by
Valerin's project manager for transmittal to the City's project manager for review and approval.All City
modifications will be noted on the final approved documents file prior to public distribution.
Following completion of a project task assignment or other agreed intervals, the Valerin project
manager will meet with the City project manager to evaluate Valerin's performance and document
"lessons learned" as appropriate. This direct feedback on Valerin's work performance and contract
administration will allow solutions to be applied as needed to ensure continued quality performance.
Our QA/QC plan is a system of interactive and continuous quality management based on regular
client feedback and the use of in-house expertise to independently review each element of a task
WHY CHOOSE VALERIN
Valerin is a team of talented communications and creative professionals who
are able to provide all services requested on this contract (and then some).
cow7)4
@ OS a
n11
). INSIGHT RECORD LOCAL SKILLS
In Depth Reputation Commitment Extensive
to Client Experience
Technical For Service Successfully
xperienced and Providing Managing&
Diverse Industry High Quality Local Area Implementing
Knowledge Service TeamTask Work
Order
Contracts .
Public Information Outreach Services for Right of Way and 31
Facilities Construction Projects I 2020-118-WG
1
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
C
01= A P P , I
411) . ,
Q E \ D1X ., 1
. , ,
..,
....
..
4
„,,,,..
f
•
! f
�
f
ee
ey
e 1
00000011110
/ illiP
•
at 4r ..
0
rk •
0 --, .
,,h, ...., . I e. ' . — ”1,-..: f
vt I y ..�� •• .'. ,•s Ma"
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
Supplier Response Form
RID SUBMITTAL QUESTIONNAIRE
SECTION 1 —BID CERTIFICATION FORM
This document is a REQUIRED FORM that must be submitted fully completed and submitted.
Solicitation No: Solicitation Title:
2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF
WAY AND FACILITIES CONSTRUCTION
BIDDERS NAME: The Valerin Group,Inc.
NO.OF YEARS IN BUSINESS: 14 NO.OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES:
8 24
OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS. N/A
BIDDER PRIMARY ADDRESS(HEADQUARTERS): 3903 Northdale Boulevard,Suite 100E
cm: Tampa
STATE: Florida ZIP CODE 33624
TELEPHONE NO.: (813)751-0478
TOLL FREE NO.:
FAX NO.: (813)925-4205
BIDDER LOCAL ADDRESS 2945 W.Cypress Creek Road, Suite 104
crrr Fort Lauderdale
STATE Florida ZIP CODE 33309
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT Cynthia McGrail
ACCOUNT REP TELEPHONE NO.: (954) 656-6616
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL: cynthia@valerin-group.com
FEDERAL TAX IDENTIFICATION NO.: 33-1142500
By virtue of submitting a bid, bidder agrees: a) 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; b)to be bound,at a minimum,to any and all specifications,terms and conditions contained herein or Addenda; c)
that the bidder has not divulged,discussed,or compared the proposal with other bidders and has not colluded with any other bidder
or party to any other bid;d)that bidder acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws;e)the bidder agrees if this bid is accepted,to execute an appropriate City of
Miami Beach document for the purpose of establishing a formal contractual relationship between the bidder and the City of Miami
Beach, Florida, for the performance of all requirements to which the bid pertains; and f)that all responses, data and information
contained in the bid submittal are true and accurate.
https://www.bidsync.com/DPXViewer 1/7
Public Information Outreach Services for Right of Way and 32
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
The individual named below affirms that s/he:is a principal of the applicant duly authorized to execute this questionnaire,and that the
contents of said document(s)are complete,true,and correct to the best of his/her knowledge and belief.
Name of Bidder's Authorized Representative: Title of Bidder's Authorized Representative:
Valerie Ciudad-Real '` President
SECTION 2-ACKNOWLEDGEMENT OF ADDENDUM
After issuance of solicitation, the City may release one or more addendum to the solicitation, which may
provide additional information to bidders or alter solicitation requirements. The City will strive to reach every
bidder having received solicitation through the City's e-procurement system. However, bidders are solely
responsible for assuring they have received any and all addendum issued pursuant to solicitation. This
Acknowledgement of Addendum section certifies that the bidder 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.
Enter Initial to Enter Initial to Enter Initial to
Confirm Confirm Confirm Receipt
Receipt Receipt
VCR 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
If adcitional confirmation of addendai required, submit under separate cover.
SECTION 3-CONFLICT OF INTEREST
All bidders 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. Further, all bidders must
disclose the name of any City employee who owns,either directly or indirectly, an interest of ten (10%)percent
or more in the bidder entity or any of its affiliates.
O YES p NO
If yes, please disclose the name(s):
CX UPA-rlON
1
2
3
4
5
6
SECTION 4-FINANCIAL CAPACITY
When requested by the City, each bidder shall arrange for Dun & Bradstreet to submit a Supplier Qualification
Report (SQR) directly to thCity.tNo proposal will be considered without receipt, by the City, of the SQR
directly from Dun &Bradstreet.The cost ofthepreparation of the SQR shall be the responsibility of the bidder.
The bidder shall request the SQR report from D&B at:
https://suppl ierportal.dnb.com/webapp/wcs/stores/servlet/Su pplierPortal?storeld=11696
https://www.bidsync.com/DPXViewer 2/7
Public Information Outreach Services for Right of Way and 33
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
Bidders are responsible for the accuracy of the information contained in its SQR. It is highly
recommended that each bidder review the information contained in its SQR for accuracy prior to
submittal to the City and as early as possible in the solicitation process. For assistance with any
portion of the SQR submittal process, contact Dun&Bradstreet at 800-424-2495.
At time of request, bidder shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to
the City,with bid or within three(3)days of request.
SECTION 5-MORATORIUM ON TRrn anin THF Di iRrincr nF 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. Bidder 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.
By virtue of submitting bid, bidder agrees it is and shall remain in full compliance with Resolution 2016-29375
hftps://www.miamibeachfl.gov/wp-content/uploads/2017/11/2016-29375-Resolution-Vendor-Moratorium-for-
Services-Sources-from-North-Caroli na-Mississippi-1.pdf
SECTION 6-REFERENCES AND PAST PERFORMANCE
Project No. 2020-118-WG
Project Title PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY
AND FACILITIES CONSTRUCTION
Proposer shall submit at least three(3)references for whom the bidder has completed work similar in size and
nature as the work referenced in solicitation.
Reference No.1
Firm Name: Florida Department of Transportation (Ft *
Contact Individual Name and Title: Matt Cariock, District Construction Engineer *
Address: 3400 W Commercial Blvd,Fort Lauderdale, FL 33309 *
Telephone: 954-777-4439 *
Contact's Email: Matthew.Carlock@dot.state.fl.us *
Narrative on Scope of Services Provided:
Valerin was selected to provide public
information, community outreach and
creative services for construction
programs and major/speicality projects
located within District Four, including
Reference No.2
Firm Name: Florida Department of Transportation (Fr *
Contact Individual Name and Title: Stacey Sasala, Project Manager
Address: 3400 W Commercial Blvd,Fort Lauderdale,FL 33309 *
Telephone: 954-777-4382 *
https://www.bidsync.com/DPXViewer 3/7
Public Information Outreach Services for Right of Way and 34
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID:1554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
Contact's Email: Stacy.Sasala@dot.state.fl.us *
Narrative on Scope of Services Provided:
Valerin primes this Districtwide
contract to provide public information
and community outreach services for
transportation construction projects
throughout District Four including
Reference No.3
Firm Name: ASHA Planning
Contact Individual Name and Title: Poorna Bhattacharya,AICP, LEED AP, President, Project Manager *
Address: 13842 Briand Avenue,Orlando, FL 32827 *
Telephone: 850-321-7284 *
Contact's Email: poorna@ashaplanning.com *
Narrative on Scope of Services Provided:
Valerin was selected as part of a team
to provide social media strategy, social
media content development, and
continuing public involvement and
community outreach activities for FDOT *
Additional Reference
Firm Name: Florida Department of Transportation(Ft
Contact Individual Name and Title: Robert Bostian,Jr.,PE,FDOT Project Manager
Address: 3400 W Commercial Blvd, Fort Lauderdale, FL 33309
Telephone: 954-684-6151
Contact's Email: Robert.Bostian@dot.state.fl.us
Narrative on Scope of Services Provided:
This PD&E Study evaluates two facilities
within the SW 10th Street corridor. One
facility will address a regional
connection between adjacent Strategic
Intermodal System (SIS) facilities; the
https://www.bidsync.com/DPXViewer 4/7
Public Information Outreach Services for Right of Way and 35
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
SECTION 7-STANDARD TERMS AND CONDITIONS
The Standard Terms and Conditions are available at https://www.miamibeachfl.gov/city-
halUprocurement/standard-terms-and-conditions/By virtue of submitting a bid, bidder attests that they have read
and understand the applicable Standard Terms and Conditions as indicated in the solicitation.
Project No. 2020-118-WG
Project Title PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY
AND FACILITIES CONSTRUCTION
SECTION 8-VENDOR CAMPAIGN CONTRIBUTIONS
Bidders 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
https://ibrarymunicode com/fl/miami beach/codes/code of ordinances?
no e = AGEOR CI-)2AD ARTVITSTCO DIV5CAFIRE
Bidders shall be sorely 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 bid submittal, in the event of such non-compliance.
Are there any individuals or entities (including your sub-consultants)with a controlling financial interest which
have 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.
YES p NO
If yes, list name(first and last name)of individuals, occupation,amount and date:
first and Last Name Contributor Occupation. Amount Date of
Contribution
1
2
3
4
5
6
7
8
9
SECTION 9—SUSPENSION, DEBARMENT, OR CONTRACT CANCELLATION
Has bidder ever been debarred,suspended or other legal violation, or had a contract cancelled due to non-
performance by any public sector agency?
ctp NO
If answer to above is"YES,"bidder shall submit a statement detailing the reasons that led to action(s):
https://www.bidsync.com/DPXViewer 5/7
Public Information Outreach Services for Right of Way and 36
Facilities Construction Projects I 2020-118-WG
DocuSign Envelope ID: 1554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
SECTION 111- Fri!IAI RFNFFITC F(1R FMPI fVFFC 1AIITH 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 bids, 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 bidder provide or offer access to any benefits to employees with spouses or to spouses of employees?
O YES I O NO
Does bidder provide or offer access to any benefits to employees with (same or opposite sex)domestic partners or to
domestic partners of employees?
j 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.
Bidder Provides for Bidder Provides for Bidder does not
BENEFIT Employees with Employees with Provide Benefit
Spouses Domestic Partners
•
Health x x
Sick Leave x
Family Medical x
Leave
Bereavement Leave x x
If Bidders 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 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_
hau/procu rement/procu rement-related-ord i nance-and-procedures/
Please enter your password below and click Save to save your response.
Please be aware that typing in your password acts as your electronic signature,which is just as legal and binding as an original signature.
(See Electronic Signatures in Global and National Commerce Act for more information.)
To take exception:
1)Click Take Exception.
2)Create a Word document detailing your exceptions.
3)Upload exceptions as an attachment to your offer on BidSync's system.
By completing this form,your bid has not yet been submitted. Please click on the place offer button to finish filling out your bid.
Usemame david@valerin-group.com
Password *
Take Exccpion Close
https://www.bidsync.com/DPXViewer 6/7
Public Information Outreach Services for Right of Way and 37
Facilities Construction Projects 12020-118-WG
DocuSign Envelope ID: 1 554E199-464F-4EE3-A0BE-CC668D83A19F
8/28/2020 DPX Form
*Required fields
https://www.bidsync.com/DPXViewer 7/7
Public Information Outreach Services for Right of Way and 38
Facilities Construction Projects I 2020-118-WG