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RFP 01-08/09REQUEST FOR PROPOSALS FOR COMMUNITY SATISFACTION SURVEY SERVICES RFP # Ol -08/09 RFP DUE DATE: NOVEMBER 20, 2008 at 3:00 P.M. Maria Estevez, Senior Procurement Specialist PROCUREMENT DIVISION 1700 Convention Center Drive Miami Beach, FL 33139 ma riaestevez@m i a m i beaches. gov F:\PURC\$ALL\Maria\RFP'S\0$-09\RFP-O1-08-09 Citizen Survey\RFP and Addendums\RFP-OI-08-09.doc m MIAMIBEACH m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION PUBLIC NOTICE Tel: 305-673-7490, Fax: 786-394-4002 FOR COMMUNITY SATISFACTION SURVEY SERVICES Request for Proposals (RFP) No. 01-08/09 Scope of Services The City of Miami Beach is soliciting responses from proposers for community Satisfaction Survey Services. In 2005, the City formalized aperformance-based approach for allocating resources based on the City's Strategic Plan priorities and supporting department work plans based on the City's Excellence Model. The City's Excellence Model is a strategic measurement-based model for continuous improvement. It is driven by the City's Vision, with priorities established at the strategic level based on customer input and environmental scan information. Key Intended Outcomes (KIO's) are established as multi-year priorities, while more specific Citywide Initiatives are updated annually. Through the annual budget process, resources are allocated in support of these strategic priorities, and performance is monitor to track progress and make adjustments. The term of contract will be for two (2) years or when the scope of services are completed and accepted by the City. Additionally, at the sole option and discretion of the City, additional years surveys and/or focus groups (i.e., 2011 survey; 2012 focus group; 2013 survey; and 2014 focus group), will be negotiated and said services provided by successful proposer. Sealed proposals will be received until 3:00 PM on November 20, 2008 at the following address: City of Miami Beach City Hall Procurement Division -Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 Any proposal received after 3:00 PM on September 30, 2008 will be returned to the proposer unopened. The responsibility for submitting proposals before the stated time and date is solely the responsibility of the proposer. The City will not be responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. A Pre-Proposal Submission Meeting is scheduled for October 30, 2008, at 10:00 A.M. at the following address: City of Miami Beach City Hall -Fourth Floor 1700 Convention Center Drive City Manager's Large Conference Room Miami Beach, Florida 33139 The City of Miami Beach is using RFP Depot, a central notification system which provides bid notification services to interested vendors. RFP Depot allows for vendors to register online and receive notification of new bids, amendments and awards. Vendors with Internet access should review the registration options at 10115/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 2 of 37 the following website: www.rfpdepot.com. If you do not have Internet access, please call the RFP Depot's vendor support group at 801-765-9245 Attendance (in person or via telephone) to this Pre-Proposal submission meeting is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the pre-Proposal submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: "2659980* (note that number is preceded and followed by the star (*) key). Proposers who are interested in participating via telephone, please send an a-mail to mariaestevez@miamibeachfl.gov expressing your intent to participate via telephone at least one business day in advance of the meeting. THE CITY OF MIAMI BEACH RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE CITY OF MIAMI BEACH, OR WAIVE ANY INFORMALITY IN ANY PROPOSAL. THE CITY OF MIAMI BEACH MAY ALSO REJECT ANY AND ALL PROPOSALS. YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSALS IS SUBJECT TO THE FOLLOWING ORDINANCES/RESOLUTIONS, WHICH MAY BE FOUND ON THE CITY OF MIAMI BEACH WEBSITE: http://web.miamibeachfl.gov/procurement/ • CONE OF SILENCE -- ORDINANCE NO. 2002-3378 • CODE OF BUSINESS ETHICS -- RESOLUTION NO. 2000-23879. • DEBARMENT PROCEEDINGS -- ORDINANCE NO. 2000-3234. • PROTEST PROCEDURES -- ORDINANCE NO. 2002-3344. • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES -- ORDINANCE NO. 2002-3363. • CAMPAIGN CONTRIBUTIONS BY VENDORS -ORDINANCE NO. 2003-3389. • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS -ORDINANCE NO. 2005-3494 Sincerely, Gus Lopez, CPPO Procurement Director 10/15/2008CRy of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 3 of 37 m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT Division Te1:305.673.7490 Fax: 786.394.4002 RFP No. 01-08/09 NOTICE TO PROSPECTIVE PROPOSERS If not submitting a proposal at this time, please detach this sheet from the RFP documents, complete the information requested, and return to the address listed above. NO PROPOSAL SUBMITTED FOR REASON(S) CHECKED ANDIOR INDICATED: Not responding due to workload issues. Not responding due to minimum experience requirement. Not responding due to specifications/scope of services. Not responding due to timely payment issues. OTHER. (Please specify) We do do not want to be retained on your mailing list for future proposals for the type or product and/or service. Signature: Title: Company: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from the City's bid list. 10I1512008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 4 of 37 m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 305-673-7851 TABLE OF CONTENTS PAGE I. OVERVIEW AND PROPOSAL PROCEDURES 6-10 11. SCOPE OF SERVICES/SPECIFICATIONS 11-12 III. PROPOSAL FORMAT 13-14 IV. EVALUATION/SELECTION PROCESS CRITERIA FOR EVALUATION 15 V. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY WITH PROPOSAL SUBMISSION -All items outlined as required under Proposal Format (Section III) and Scope of Services/Specifications (Section 11) - Signed Insurance Checklist 16 -Proposer Information 17 -Acknowledgment of Addenda 18 -Declaration 19 -Sworn Statement/Section 287.133(3)(a), Florida Statutes - Public Entity Crimes 20-21 - Questionnaire 22_28 - Declaration: Nondiscrimination in Contracts and Benefits 31-33 - Reasonable Measures Application (If Applicable) 34 -Substantial Compliance (If Applicable) 35-37 VI. DOCUMENTS TO BE COMPLETED BY CUSTOMERS OF THE RESPONDENTS - Performance Evaluation Letters 27.38 - Performance Evaluation Survey 1 011 5/2 008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 5 of 37 SECTION I -OVERVIEW AND PROPOSAL PROCEDURES: In 2005, the City formalized aperformance-based approach for allocating resources based on the City's Strategic Plan priorities and supporting department work plans based on the City's Excellence Model. The City's Excellence Model is a strategic measurement-based model for continuous improvement. It is driven by the City's Vision, with priorities established at the strategic level based on customer input and environmental scan information. Key Intended Outcomes (KIO's) are established as multi-year priorities, while more specific Citywide Initiatives are updated annually. Through the annual budget process, resources are allocated in support of these strategic priorities, and performance is monitor to track progress and make adjustments. A key component of this process is the community satisfaction survey. The first sets of community surveys were conducted in 2005 and 2007. These were followed by focus groups in 2006 and 2008 to get more in- depth information on issues identified through the surveys. Overall, survey results showed the community continues to have a very favorable view of the City of Miami Beach as an `excellent' or'good' place to live, work, play or visit, and a large majority feel it is getting better. Some of the key drivers of resident and business perceptions of quality of life; satisfaction with the City of Miami Beach government in meeting the community's needs; and Miami Beach as a place to live or do business, include cleanliness, traffic flow, condition of infrastructure (storm drainage, condition of roads, condition of sidewalks), and capital improvement projects. Monitoring these perceptions and how they change over time is an important component of the City's strategic planning process and the allocation of resources. As an example, while cleanliness of streets in business/commercial areas continues to be a key driver for both resident perceptions, between 2005 and 2005, this changed from a negative driver to a neutral driver, reflecting the City's improved performance in this area. B. RFP TIMETABLE The anticipated schedule for this RFP and contract approval is as follows: RFP Issued Pre-proposal submission meeting Deadline for receipt of questions Deadline for receipt of Proposals Evaluation Committee meeting Commission approval authorizing negotiations Contract negotiations Projected contract start date October 15, 2008 October 30, 2008 November 10, 2008 November 20, 2008 at 3:00 P.M. December 2008 January 2009 January 2009 February 2009 C. PROPOSALS SUBMISSION An original and ten (10) copies of complete proposals must be received no later than 3:00 o.m. on November 20, 2008, at the following address: City of Miami Beach City Hall Procurement Division --Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 The original and all copies must be submitted to the Procurement Division in a sealed envelope or container stating on the outside the Proposer's name, address, telephone number, RFP number and title, and due date. No facsimile, electronic, or a-mail responses will be considered. 10/1512008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 6 of 37 The responsibility for submitting a response to this RFP to the Procurement Division on or before the stated time and date will be solely and strictly that of the Proposer. The City will in noway be responsible for delays caused by the U.S. Post Office or caused by any other entity or by any occurrence. Responses received after the RFP due date and time will not be accepted and will not be considered. D. Requirement for City Contractors to Provide Equal Benefits for Domestic Partners (the "Ordinance") Proposers are advised that this RFP and any contract awarded pursuant to this procurement process shall be subject to the applicable provisions of Ordinance No. 2005-3494, entitled "Requirement for City Contractors to Provide Equal Benefits for Domestic Partners (the "Ordinance")."The Ordinance applies to all employees of a Contractor who works 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. All Proposers shall complete and return, with their proposal, the "Declaration: Non-discrimination in Contracts and Benefits" form contained herein. The City shall not enter into any contract unless the Proposers certifies that such firm does not discriminate in the provision of Benefits between employees with Domestic Partners and employees with spouses and/or between the Domestic Partners and spouses of such employees. Contractors may also comply with the Ordinance by providing an employee with the Cash Equivalent of such Benefit or Benefits, if the City Manager or his designee determines that: a. The Contractor shall complete and return the "Reasonable Measures Application" contained herein, and the Cash Equivalent proposed; AND. b. The Contractor shall complete and return the "Substantial Compliance Authorization Form" contained herein. It is important to note that Contractors are considered in compliance if Contractor provides benefits neither to employees' spouses nor to employees' Domestic Partners. E. PRE-PROPOSAL SUBMISSION MEETING A Pre-Proposal submission meeting is scheduled for October 30, 2008 at 10:00 A.M. at the following address: City of Miami Beach City Hall -Fourth Floor City Manager's Large Conference Room 1700 Convention Center Drive Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the pre-RFP submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: *2659980'' (note that number is preceded and followed by the star (") key). Proposers who are interested in participating via telephone, please send an a-mail to the contact person listed below, expressing your intent to participate via telephone. F. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA The contact person for this RFP is Maria Estevez at phone: 305-673-7234; fax: 786-393-4002; ore-mail: mestevez@miamibeachfl.gov. Communications between a proposer, bidder, lobbyist and/or 10115/2008City of Miami Beach RFP No: 01-OS-09 COMMMUNITY SATISFACTION SURVEY SERVICES 7 of 37 consultant and the Procurement Division are limited fo matters of process or procedure Requests for additional information or clarifications must be made in writing to the Procurement Division. Facsimile or a-mail requests are acceptable. Please send all questions to mestevezCa~miamibeachfl.gov and a copy to guslopez@miamibeachfl.gov and City Clerk's Office RobertParcher(a~miamibeachfl.gov no later than the date specified in the RFP timetable. The Procurement Division will issue replies to inquiries and any other corrections or amendments, as it deems necessary, in written addenda issued prior to the deadline for responding to the RFP. Proposers should not rely on representations, statements, or explanations, other than those made in this RFP or in any written addendum to this RFP. Proposers should verify with the Procurement Division prior to submitting a proposal that all addenda have been received. Proposers are advised that oral communications between the Proposer, or their representatives, and the Mayor or City Commissioners and their respective staff, or members of the City's administrative staff (to include the City Manager and his staff), or evaluation committee members, is prohibited. G. MODIFICATION/WITHDRAWALS OF PROPOSALS A Proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal up until the proposal due date and time. Modifications received afterthe proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the proposal due date or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the proposal due date and before said expiration date and letters of withdrawal received after contract award will not be considered. H. RFP POSTPONEMENT/CANCELLATION/REJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, Proposals; re- advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP, or in any Proposals received as a result of this RFP. I. COSTS INCURRED BY PROPOSERS All expenses involved with the preparation and submission of Proposals to the City, or any work performed in connection therewith, shall be the sole responsibility of the Proposers) and shall not be reimbursed by the City. J. EXCEPTIONS TO RFP Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what alternative is being offered; which exceptions and alternatives shall be included and clearly delineated in proposers' submittal response. The City, at its sole and absolute discretion, may accept or reject the exceptions. Incases in which exceptions are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the RFP which proposer takes exception to (as said term and/or condition was originally set forth on the RFP). K. SUNSHINE LAW Proposers are hereby notified that all proposals, including with or without limitation any and all information and documentation submitted will be available for public inspection after opening of Proposals, in compliance with Chapter 286, Florida Statutes, (the Florida "Government in the Sunshine Law". L. NEGOTIATIONS The City may award a contract on the basis of initial offers received, without discussion, or may require Proposers to give oral presentations based on their Proposals. The City reserves the right to enter into 1 011 5/2 0 0 8City of Miami Beach RFP No: Ot-OS-09 COMMMUNITY SATISFACTION SURVEY SERVICES 8 of 37 further negotiations with the top-ranked Proposer, (following authorization of negotiations by the City). No Proposer shall have any rights in the subject project or property or against the City arising from such negotiations. Notwithstanding the proceeding, the City is in noway obligated to enter into a contract with the top-ranked and/or successful proposer, in the event the parties are unable to negotiate a contract. M. PROTEST PROCEDURE Proposers that are not selected may protest any recommendation for selection of award in accordance with the proceedings established pursuant to City of Miami Beach Ordinance No. 2002-3344. Protest(s) not timely made pursuant to the requirements of Ordinance No. 2002-3344 shall be barred. N. RULES; REGULATIONS; LICENSING REQUIREMENTS Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, and regulations that may in any way affect the services offered, including without limitation the Americans with Disabilities Act, Title VI l of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines. Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance. O. DEFAULT Failure or refusal of a Proposer to execute a contract following award by the City Commission, or untimely withdrawal of a proposal before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City. Where surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. P. CONFLICT OF INTEREST All Proposers must disclose, with in their proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. Q. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS All Proposers are expected to be or become familiar with all City of Miami Beach Lobbyist laws, as amended from time to time. Proposers shall ensure that all City of Miami Beach Lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed herein, in cluding disqualification of their Proposals, in the event of such non-compliance. R. PROPOSER'S RESPONSIBILITY Before submitting a proposal, each Proposer shall be solely responsible for making any and all investigations and examinations, as it seems 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 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 documents, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. S. RELATIONSHIP TO THE CITY It is the intent of the City, and proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. T. PUBLIC ENTITY CRIME (PEC) A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity 10/15/2008City of Miami Beach RFP No: 01-OS-09 COMMMUNITY SATISFACTION SURVEY SERVICES 9 of 37 crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity ,and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. U. CONE OF SILENCE Pursuant to Section 2-486 of the City Code (entitled "Cone of Silence") proposers are hereby advised that the Cone of Silence requirements listed herein shall apply. V. DEBARMENT ORDINANCE Proposers are hereby advised that this RFP is further subject to City of Miami Beach Ordinance No. 2000-3234 (Debarment Ordinance). Debarment may constitute grounds for termination of the contract, as well as, disqualification from consideration on any future City of Miami Beach RFP, RFQ, RFLI, or bid. W. PROHIBITED CAMPAIGN CONTRIBUTIONS BY VENDORS Pursuant to Section 38-6 of the City Code, no person who is a vendor to the City shall give a campaign contribution directly, or through a member of the person's immediate family, or through a political action committee, or through any other person, to a candidate, or to the campaign committee of a candidate, for the offices of mayor or commissioner. No candidate, or campaign committee of a candidate for the offices of mayor or commissioner, shall solicit or receive any campaign contribution from a person who is a vendor to the City, or through a member of the person's immediate family, or through a political action committee, or through any other person on behalf of the person. This prohibition applies to natural persons and to persons who hold a controlling financial interest in business entities. X. CODE OF BUSINESS ETHICS Pursuant to Resolution No.2000-23879 each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with your bid/response or within five days upon receipt of request. The Code shall, at a minimum, require your firm or you as a sole proprietor, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City Code. Y. AMERICAN WITH DISABILITIES ACT Call 305-673-7490/VOICE to request material in accessible format; sign language interpreters (five days in advance when possible), or information on access for persons with disabilities. For more information on ADA compliance please call Robert Halfhill, Public Works Department, at 305-673-7631. Z. ACCEPTANCE OF GIFTS, FAVORS, SERVICES Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 10/15/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 10 of 37 SECTION II -- SCOPE OF WORK/SPECIFICATIONS The City requires consultant services to conduct the next set of community satisfaction surveys in early 2009 and follow-on focus groups, if required, in 2010. This work includes: (1) Carrying out public surveys (by phone, mail, etc.) of community satisfaction, opinion, attitude, behavior, and knowledge (2) Identifying "key-drivers" of satisfaction; and (3) Conducting follow-on focus groups, as needed. All surveys and any accompanying information need to be produced in at least English and Spanish languages. Specifically, the consultant will be responsible for the following, each of which will be subject to the review and approval by the City Manager or his designee: (1) Survey design including methodology, sampling plan, etc. to ensure statistically valid results by geographic area of the City (five areas for the resident surveys and three areas for the business surveys) that are reflective of the City's residents and businesses; (2) Review and evaluate the current survey instrument and questions and propose recommended changes to ensure questions will generate unbiased responses while also ensuring that the City does not lose the ability to monitor and evaluate trends; (3) Pretest survey instrument and revise as needed; (4) Develop the communications plan for the survey (5) Conduct follow-on focus groups, as necessary to delve further into issues identified through the community surveys; (6) Design format for an executive summary and/or detailed written report that will be used to present the survey findings. (7) Survey Administration: Administerthe survey to insure aninety-five (95) percent confidence rating in the survey findings with a five point plus or minus variance for each geographic area, taking into consideration the following factors: (i) Sample size, including sub-samples for demographic sub-groups and geographic regions; (ii) Random selection of respondents to the survey; (iii) Non-respondents not affecting survey results; and (iv) Survey implementation, including select interviewers as appropriate. (8) Presentation of Survey Results: (i) Code the completed survey and computerize the data; (ii) Develop cross tabulations as required; (iii) Analyze key drivers of community satisfaction (iv) Compare results to other municipalities and jurisdictions; (v) Prepare an executive written summary summarizing key survey findings and detailed written report of the responses to survey questions, including actionable recommendations for customer service improvements; (vi) Make verbal presentation to the City Commission and/or City staff as required; and (vii) Determine that changes in survey results or trends identified by different surveys are statistically valid. The term of contract will be for two (2) years or when the scope of services are completed and accepted by the City. Additionally, at the sole option and discretion of the City, additional years surveys and/or focus groups (i.e., 2011 survey; 2012 focus group; 2013 survey; and 2014 focus group), will be negotiated and said services provided by successful proposer. 1 011 5/2 0 08City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 11 of 37 MINIMUM REQUIREMENTS /QUALIFICATIONS The proposer shall have at least three years of experience conduction statistically valid surveys of Community satisfaction for local government. Proposers must provide the following documentation: • List of projects (completed or in progress) that the proposer has engaged on within the past three years. For each project, please indicate the size of jurisdiction, number of respondents, response rate, statistical significance and confidence intervals. 10/15/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 12 of 37 SECTION I11-PROPOSAL FORMAT Proposals must contain the following documents, each fully completed, and signed as required. If any items are omitted, Proposers must submit the documentation within five (5) calendar days upon request from the City, or the proposal shall be deemed non-responsive. The City will not accept fee/cost information after deadline for receipt of Proposals. 1. Table of Contents Outline in sequential order the major areas of the Proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. 2. Proposal Points to Address: Proposer must respond to all minimum requirements listed below. Proposals which do not contain such documentation may be deemed non-responsive. a) Introduction letter outlining the Proposer's professional specialization; provide past experience to support the qualifications of the Proposer. Proposers shall submit documents that provide evidence as to the capability to provide and implement the services as outlined in this RFP. b) Proposers must provide documentation which demonstrates their ability to satisfy all of the minimum requirements detailed in Section II of this RFP. c) References: List at least five (5) client references, to include contact name, title, company, address, telephone number, a-mail address, fax number. d) Qualifications of Proposer: Outline in detail the experience and qualifications of the business and individual members of the Proposer entity and experience of Proposer and/or Proposer members in providing similar projects/programs as the one proposed. Provide an .organizational chart of all personnel and consultants to be used on this project/program and their qualifications. Aresume of each individual, including education, experience, and any other pertinent information, shall be included for each team member to be assigned to this Project. e) Past Performance Client Survey Information: Past performance information will be collected on all Proposers. Proposers are required to identify and submit their best projects. Proposers will be required to send out Performance Evaluation Surveys to each of their clients. Please provide your client with the Performance Evaluation Letter and Survey attached herein on pages 27 and 28, and request that your client submit the completed survey to Maria Estevez, at (Fax) 786-394-4002 or (e-mail) mariaestevez(a~miamibeachfl.gov; and a copy to Gus Lopez, at (Fax) 786-394-4007 or (e-mail) guslopezCa~miamibeachfl.gov .The City will not accept Client Survevs sent to the Procurement Division from the office of the Proposer. Surveys must be sent to the Procurement Division directly from vour client's office(s). Proposers are responsible for making sure their clients return the Pertormance Evaluation Surveys to the City. The City reserves the right to verify and confirm any information submitted in this process. Such verification may include, but is not limited to, speaking with current and former clients, review of relevant client documentation, site- visitation, and other independent confirmation of data. f) Methodology and Approach for the Project: The Proposer must specifically describe its Proposal methodology and approach. g) Cost Information: The Proposer must submit the proposed fees relative to the responsibilities listed in the 10/15/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 13 of 37 scope of services based on a lump sum by phase structure, supported by estimated hours and hourly rates for each phase. Notwithstanding any cost submitted, the City reserves the right to further negotiate same with the successful Proposer. 5. Acknowledgment of Addenda: (IF REQUIRED BY ADDENDUM) and Proposer Information forms. 6. Any other Documents Required by this RFP. 10/15/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 14 of 37 SECTION IV -EVALUATION/SELECTION PROCESS The procedure for Proposal evaluation and selection is as follows: 1. Request for Proposals issued. 2. Receipt of proposals. 3. Opening of responses and determination if they meet the minimum standards of responsiveness. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. Proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations onthe following factors, for a total of 100 possible points: 1. Experience and qualifications of the firm - 30 points. 2. Experience and qualifications of the individual(s) assigned to provide all survey-related work -15 points. 3. Methodology and Approach -15 points. 4. Cost/Fees - 20 points. 5. References from Similar Engagements - 20 points. 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the Mayor and Commission the proposal or proposals acceptance of which the City Manager deems to be in the best interest of the City. 7. The City Commission shall consider the City Manager's recommendation(s) as it deems appropriate, and approve the City Manager's recommendation(s); may make its own recommendation (s); may reject all proposals; or may prescribe such other action, as it deems necessary and in the best interest of the City. In consideration of its recommendation, the Mayor and City Commission may consider and give preference and/or additional consideration to a proposal and/or proposals which, in the determination of the City Commission, provide a "community" and/or "public" benefit, which added benefit the City Commission may deem is in the best interest of the City of Miami Beach. 8. Following recommendation of award by the City Commission, negotiations between the selected Proposers and the City Administration take place to arrive at a contract. If the Mayor and Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other than the top-ranked proposer if the negotiations with the top-ranked proposer fail to produce a mutually acceptable contract within a reasonable period of time. 9. A proposed contract or contracts are presented to the Mayor and Commission for approval, modification and approval, or rejection. 10. If and when a contract or contracts acceptable to the respective parties is approved by the Mayor and Commission, the Mayor and City Clerk sign the contract(s) after the selected proposers) has (or have) done so. By submitting a proposal, all Proposers shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. 10/15/2008City of Miami Beach RFP No: 01-OS-09 COMMMUNITY SATISFACTION SURVEY SERVICES 15 of 37 INSURANCE CHECK LIST 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 $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX3. Automobile Liability - $1,000,000 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. 6. Other Insurance as indicated: _ Builders Risk completed value _ Liquor Liability _ Fire Legal Liability _ Protection and Indemnity _ Professional Liability Employee Dishonesty Bond $ .00 $ .00 $ .00 $ .00 $ .00 $ .00 Theft Covering Money and/or Property Of Others $ .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 RFP number and title PROPOSER AND INSURANCE AGENT STATEMENT: We understand the Insurance Requirements of these specifications and that evidence of this insurance may be required within five (5) days after Proposal opening. Selected Proposer's failure to procure or maintain required insurance program shall constitute a material breach of Agreement under which City may immediately terminate the proposed Agreement. Proposer 10/15/2008City of Miami Beach Signature of Proposer RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 16 of 37 PROPOSER INFORMATION Submitted by: Proposer (Entity): Signature: Name (Printed): Address: City/State: Telephone: Fax: E-mail: It is understood and agreed by Proposer that the City reserves the right to reject any and all Proposals, to make awards on all items or any items according to the best interest of the City, and to waive any irregularities in the RFP or in the Proposals received as a result of the RFP. It is also understood and agreed by the Proposer that by submitting a proposal, Proposer shall be deemed to understand and agree than no property interest or legal right of any kind shall be created at any time until and unless a contract has been agreed to and signed by both parties. (Authorized Signature) (Date) (Printed Name) 10/15/2008City of Miami Beach RFP No: 01-OS-09 COMMMUNITY SATISFACTION SURVEY SERVICES 17 of 37 REQUEST FOR PROPOSALS N0.01-08/09 ACKNOWLEDGMENT OF ADDENDA Directions: Complete Part I or Part II, whichever applies. Part I: Listed below are the dates of issue for each Addendum received in connection with this RFP: 01- 08/09: Addendum No. 1, Dated Addendum No. 2, Dated Addendum No. 3, Dated Addendum No. 4, Dated Addendum No. 5, Dated Part II: No addendum was received in connection with this RFP. Verified with Procurement staff Name of staff Proposer -Name Date Date Signature 10/15/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 18 of 37 DECLARATION TO: City of Miami Beach City Hall 1700 Convention Center Drive Procurement Division Miami Beach, Florida 33139 Submitted this day of , 2008. The undersigned, as Proposer ,declares that the only persons interested in this Proposal are named herein; that no other person has any interest in this responses or in the contract to which this response pertains; that this response is made without connection or arrangement with any other person; and that this response is in every respect fair and made in good faith, without collusion or fraud. The Proposer agrees if this response is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the Proposer and the City, Florida, for the performance of all requirements to which the response pertains. The Proposer states that the response is based upon the documents identified by the following number: RFP No. 02-07/08. WITNESS PRINTED NAME WITNESS PRINTED NAME PROPOSER SIGNATURE PRINTED NAME TITLE 10/15l2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 19 of 37 SWORN STATEMENT UNDER SECTION 287.133(3)(a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS. 1. This sworn statement is submitted to [print name of public entity] by [print individual's name and title] for [print name of entity submitting sworn statement] whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: 4. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 5. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes. means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere. 6. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means: 1) A predecessor or successor of a person convicted of a public entity crime; or 2) An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 10/15/2008CRy of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 20 of 37 5) I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 6) Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. [indicate which statement applies.] Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. [attach a copy of the final order] I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. [signature] Sworn to and subscribed before me this day of , 20pg Personally known OR Produced identification Notary Public -State of (Type of Identification) My commission expires (Printed typed or stamped Commissioned name of Notary Public) 10/15/2008City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 21 of 37 QUESTIONNAIRE Proposer's Name: Principal Office Address: Official Representative: Individual Partnership (Circle One) Corporation If a Corporation, answer this: When Incorporated: In what State: If a Foreictn Corporation: Date of Registration with Florida Secretary of State: Name of Resident Agent: Address of Resident Agent: President's Name: Vice-President's Name: Treasurer's Name: Members of Board of Directors 1 011 5/2 0 0 8City of Miami Beach RFP No: 01-08-09 COMMMUNITY SATISFACTION SURVEY SERVICES 22 of 37 Questionnaire (continued) If a Partnership: Date of organization: General or Limited Partnership*: Name and Address of Each Partner: NAME ADDRESS * Designate general partners in a Limited Partnership 1. Number of years of relevant experience in operating same or similar business: 2. Have any agreements held by Proposer for a project ever been canceled? Yes() No() If yes, give details on a separate sheet. 3. Has the Proposer or any principals of the applicant organization failed to qualify as a responsible Bidder/Proposer refused to enter into a contract after an award has been made, failed to complete a contract during the past five (5) years, or been declared to be in default in any contract in the last 5 years? If yes, please explain: 10115/2008City of Miami Beach RFP No: 01-0&09 COMMMUNITY SATISFACTION SURVEY SERVICES 23 of 37 Questionnaire (continued) 4. Has the Proposer or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receivership? Yes () No ( ) If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary on a separate sheet. 5. Person or persons interested in this RFP and Qualification Form have ( )have not ( )been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations. To include stockholders over ten percent (10%). (Strike out inappropriate words) Explain any convictions: 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: A. List all pending lawsuits: B. List all judgments from lawsuits in the last five (5) years: C. List any criminal violations and/or convictions of the Proposer and/or any of its principals: 7. Conflicts of Interest. The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal: (If none, state same.) 1 011 5/2 0 0 8 ITB-48-06/07 Cky of Miami Beach 24 of 37 Questionnaire (continued) 8. Public Disclosure. In order to determine whether the members of the Evaluation Committee for this Request for Proposals have any association or relationships which would constitute a conflict of interest, either actual or perceived, with any Proposer and/or individuals and entities comprising or representing such Proposer and in an attempt to ensure full and complete disclosure regarding this contract, all Proposers are required to disclose all persons and entities who may be involved with this Proposal. This list shall include public relation firms, lawyers and lobbyists. The Procurement Division shall be notified in writing if any person or entity is added to this list after receipt of proposals. 10/15/2008 ITB-48-06/07 City of Miami Beach 25 of 37 Questionnaire (continued) The Proposer understands that information contained in this Questionnaire will be relied upon by the City in awarding the proposed contract, and such information is warranted by the Proposer to be true and accurate. The Proposer agrees to furnish such additional information, prior to acceptance of any proposal relating to the qualifications of the Proposer, as may be required by the City Manager. The Proposer further understands that the information contained in this Questionnaire may be confirmed through a background investigation conducted by the City, through the Miami Beach Police Department. By submitting this Questionnaire the Proposer agrees to cooperate with this investigation, including but not limited to, fingerprinting and providing information for a credit check. PROPOSER WITNESS: IF INDIVIDUAL: Signature Signature Print Name Print Name WITNESS: IF PARTNERSHIP: Signature Print Name of Firm Print Name Address By: General Partner Print Name ATTEST: IF CORPORATION: Secretary Print Name of Corporation Print Name Address By: President (CORPORATE SEAL) Print Name ~ on sizoos iTB-as-osro7 City of Miami Beach 26 of 37 m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305.673.7490 ,Fax: 786.394.4002 To: Phone: Fax: E-mail: Subject: Performance Evaluation of Number of pages including cover: 2 To Whom It May Concern: The City of Miami Beach has implemented a process that collects past performance information pursuant to the submittal of responses to this Request for Proposal (RFP) No. 01-08-09 entitled "For Community Satisfaction Survey Services." The information will be used to assist City of Miami Beach in the evaluation of proposals received in response to the RFP. The company listed in the subject line has chosen to participate in this RFP. They have listed you as a past client for which they have provided services. Both the company and City of Miami Beach would greatly appreciate you taking a few minutes of your time to complete the accompanying questionnaire. Please review all items in the following document and answer the questions to the best of your knowledge. If you cannot answer a particular question, please leave it blank. Please return this questionnaire to Maria Estevez by November 20, 2008 via fax: 786.394.4002; or a-mail mestevez@miamibeachfl.gov Thank you for your time and effort. _. Gus Lopez, CPPO Procurement Director 10/15/2008 ITB-48-06/07 City of Miami Beach 27 of 37 m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305.673.7490 ,Fax: 786.394.4002 PERFORMANCE EVALUATION SURVEY Name of Company: Point of Contact: Phone and E-mail: Please evaluate the performance of the group or individual (10 means you are very satisfied and have no questions about hiring them again, 5 is if you don't know and 1 is if you would never hire them again because of very poor performance).Ifynu don't know, please leave blank. NO CRITERIA UNIT 1 Abilit to mana a the surve and bud et costs (1-10) 2 Ability to maintain delivery timeliness (complete on-time or (1-10) earl 3 Quali of work a ers/documentation (1-10) 4 Professionalism and ability to manage the scope and (1-10) ob'ectives of the ro'ect 5 Communication of results of findings (1-10) 6 Ability to follow the users rules, regulations, and (1-10) re uirements 7 Overall customer satisfaction and hiring again based on (1-10) erformance comfort level in hirin consultant a ain Overall Comments: Agency or Contact Reference Business Name: Contact Name: Contact Phone and a-mail: Size of Jurisdiction Number of Respondents Response Rate Statistical Significance Confidence Intervals Date of Services Please return this questionnaire to Maria Estevez by November 20, 2008 via fax: 786.394.4002; ore-mail mestevezCa~m iam ibeachfl.gov ~ on si2ooa iTS-as-osio7 City of Miami Beach 28 of 37 .~ t~lJf~IC REFERENCE ~UIC}E T~ EQUAL BENEFITS CC~P~hFIIr~N~E STEP I. UNDERSTANf31NCs THE EAW What does the taw require? The proposed C3rdinance evil[ require 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 Fhey provide to employees with. spouses. Wha is covered by thin Ordinance? Competitively bid City contracts valued at aver $! 0©,40t7 wftose contractors maintain Sl or more full time employees on their payrolls during 2C5 or mare calendar work weeks, for more informat'ran, see Equal Bene#its'Jrdnance Summary. 1iYhat benefits are covered? The C7rdinanca applies to all benefits aHered by a ~cantractar tcx its employees who have spouses ar domestic partners and all benefits offered directly to such spouses or domestic partners, evert when the employee pays the entire cost of the benefit. This includes but is not limited to: sick leave, .bereavement leave, family medical leave, and health benefits. What is a Domestic Partner? A "Domestic Partner"' shall mean any two (2) adults of the same ar dif#erent sex who have registered as domestic partners with a government body pursuant to state and local law authorizing such registration, or with an internal registry maintained by the employer of at least one of the domestic partners. YYhat if a contractor is unable to offer benefits equ=atiy4 Same contractors are unable to find an insurance company willing to offer domestic partner coverage. When a contractor takes all reasonable measures to stop discriminating, but cari`i for reasons outside its control, it-can comply with the Equal Benefits Ordinance if it agrees to pay a cash equivalent, A casfr equivalent is the amount of money paid by an eiployer for the spousal benefit that is unavailable for domestic partners, or vice versa. Ear more information, see fteasanab{e Measures Application, What if a company wilt comply but needs time to do iii? Once a contractor makes it clear that it will comply with the Declaration, in certa%n situations ending discrimination in benefits may be delayed. For instance, o##ering medical insurance may be delayed until the contractor's next enrollment period,; .other benefits, such as bereavement leave, may be delayed' until the contractor's personnel policies can be revised. for more information, see Rules of Procedure of the Substantial Compliance form. 10!15/2008 City of Miami Beach STEP 3: HOW TO tOMFCETE THE DECLARATION: NON-DlStRIMINATION IN CONTRACTS AND BENEFITS FORM tion I asks #or information about your company. If the company emptoys 50 or Less empkyees in the U.S., skip to Section 4, date and sign. Section 2, Questran lA asks vrftether your company prohibits discrimination against people based on the categories listed. • Answer "YES" i# your company does have such a policy. • Answer "NC3" i# your company does not have such a policy. Question 1 B asks whether your company agrees to include a nondiscrimination clause in all subcontracts entered into #or the per#ormanee of a substantial portion of the any contracts you have with the City. This clause must include all of tfre categories listed in question IA. You mus# answer this question even if your company will not be entering into any subcontracts associated with work performed far the City. • Answer "YES"` if .you will agree to include a nondiscrimination ckause in subcontracts. • Answer "NC.?" if you will not agree to include a nandiserimtnatian clause in su6conhach. Gluestian 2A asks whether your corn:pany offers benefits {such as medical insurance] to employees' spouses or to employees because they are married {such as bereavement leave which can be token because of the death of a spouse, or family medical [save which con be taken because of a spouse having a serious medical condition]. • Answer "YES" if you offer any such benefits. • Answer "N©'" if you do not offer any such benefits. NOTF: You are considered as offering a benefit even if you don't pay for it if access to the benefit is offered, but the cost rrrust be paid in whole or in part &y rite employee, you.should still answer "YES". Question 2B asks whether you company offers benefits (such as medical insurnncel to employees' domestic partners or to employees because they are in a domestic partnership {such as bereavement leave which can be ken because a3 the death of a domestic partner, br family medical leave which can be token because of a domestic partner having a serious medical condition], • Answer "YES" if you offer any such benefits. • Answer 'N'€J" if you da not offer any such benefits ITB-48-06/07 29 of 37 -YOTf: Fo comply,. your answers io questions 2A and 2B should tae the same. In very limited circumsfinces, you may comply without afferrng benefits equally. See Reasonable Measwes Applr"caftan Form. Q action should be filled out ONLY if you have answered °YES" to question 2A andJor 2B. It asks you ro indicate which betreftts you offer to spouses (or employees because they are married),. which benefits you offer to domestic partners (or employees because they are in a domestic partnershipJ, and whicfr #>ena#its you da not offer. Please indicate only those benefits offered. [f you after benefits not already listed, write them in where it says "other". Remember, offering access to a benefit is sfill considered a benefit even iFy~~r company does not pay for ii.. Note: if gar, can't offer off benefit In a panda"scriminatory manner because of reasons outside your confrat, (e,g. there are no insurance provdders willing to offer domestic parfier coverage you may be eligible far Reasonable Measures compliance.. To comply on this basis, you must agree to pay a cash equivalent,. submF"t a completed Reasonable Measures Application Farm with off necessary attachments and have your application approved by the Procurement Division of the City of Miami Beach. s,~ s: nnac~ TwE SKY eoCU~nrranolw Section 3 states that you must submit documentation that verifies all benefits marked in your answer to Question 2C are offered' in a nondtscriminatary manner, When passible, it is best tf you submtt this documentation along vrrth year Dedaration form. For policies that are unwritten, submit a letter to the Procurement Division indicating this. Use die Gst below as a guide for the type of documentation needed. Medical Insurance A statement from your medical insurance provider that confirms spouses and domestic partners (as defined under this Ordinance} receive equal coverage in your medical plan, This may be in a letter tram your insurance provider, or reflected in the eligibility section of your officio! insurance pkrn document. Similar documentation is needed for other types of insurance plans. Retirement Plans (including A01 k & pension plans The sections of your pension plan detailing how employees receive benefits, This should caner joint annuity options and pre retirement death benefits. Documentation should indicate that employees with domestic partners and employees with spouses receive the same benefits and payment options. Bereavement Leave Your bereavement leave of funeral leave policy indicating the benefit is offered equally. !f your policy allows employees time o$ from work because of the death of a spouse,. it should also allow for time off because of the death of a domestic partner, if the policy allows for time off due to the death of a gent in-law or other relative of a spouse, it must include time off for the death of a domestic partner's equivalent relative. 10/15/2008 City of Miami Beach Family Leave Your company's Family and Medical Leave Act policy. All companies with 54 or more employees must offer this benefit, Your policy should indicate that employees may take leave because of the 9efiaUS mediCOl Canditron of thelr spOlrse ar domestic partner.. Parental leave Your company's policy indicating that employees may take leave for the bieth or adoption of a child', to care for a child who is ill, andJar to attend school appcainiments, If leave is available for stepchildren (the spouse's child) then leave also should be available for the child of a domestic partner. Employee Assistance Program Your company's employee assisignce program policy conftrming that spouses, domestic partners and their parents and children are equally eligible (or inehgibie( for such benefits.. Rebcation 8k Travel Your company's policy confirming that expanses for travel or relocation will be paid an the same basis for spouses and domestic partners of employees. Lliscounts, Facilities ~ Events Your company`s policy confirming that dixounts, faalities (e.g. gym} and events (e.g, holiday party are equally available to spouses and domestic partners of employees, Credit Union Documentation from the credit union 'indicating that spouses and domestic partners have equal access tn credit union services,. Child Care Documentation chat the children of spouses (step~childrenj and children of domestic partners have equal access to child care services. Other Benefits 1)ocumentatian of any other benefits listed to indicate that they are offered equally.. For medical insurance companies providing domestic partner wverage in EfFe State of Florida, refer to the I)amestic Partner Insurance Coverage Search available online at: www.miamibeacfifl.g_ov under Business, Procurement drop down list.: For' any questions on the City of Miami Beach Equal Benefits Ordinance or haw io complete the applicable forms, please contact: Cratirw IIiaz, C©ntrads Compliance Spociolist PRd7CUREMENT DiYIStQN }700 Comerdion Cenkr drive, Miami Fleeac6, FL 33}39 Tel; 305473-7496 I Fax: 78b~3944000/ crtstinadiaz~miarrFibeacfifl.aov We are cwmmiNed to providing excellent public service and safety k~ all who kve, work and Pk+Y in ovr vibrant, tropiwf h}stone community. ITB-48-06/07 30 of 37 x ~ + 4 CITY OF MIAMI BEACH DECLARATION: NONDISCRIMINATION IN CONTRACTS AND BENEFITS Section 1. Vendor Information Name of Company: Name of Company Contact Person: Phone Number: Fax Number: E-mail: Vendor Number (if known): Federal ID or Social Security Number: Approximate Number of Employees in the U.S.: (If 50 or less, skip to Section 4, date and sign) Are any of your employees covered by a collective bargaining agreement or union trust fund? _Yes_No Union name(s): Section 2. Compliance Questions Question 1. Nondiscrimination -Protected Classes A. Does your company agree to not discriminate against your employees, applicants for employment, employees of the City, or members of the public on the basis of the fact or perception of a person's membership in the categories listed below? Please note: a "YES" answer means your company agrees it will not discriminate; a "NO" answer means your company refuses to agree that it will not discriminate. Please answer yes or no to each category. ^ Race _Yes _ No ^ Sex _Yes _ No ^ Color _Yes _ No ^ Sexual orientation _Yes _ No ^ Creed _Yes _ No ^ Gender identity (transgender status) _Yes _ No ^ Religion _Yes _ No ^ Domestic partner status _Yes _ No ^ National origin _Yes _ No ^ Marital status _Yes _ No ^ Ancestry _Yes _ No ^ Disability _Yes _ No ^ Age _Yes _ No ^ AIDS/HIV status _Yes _ No ^ Height _Yes _ No ^ Weight _Yes _ No B. Does your company agree to insert a similar nondiscrimination provision in any subcontract you enter into for the performance of a substantial portion of the contract you have with the City? Please note: you must answer this question, even if you do not intend to enter into any subcontracts. _ Yes _ No 10/15/2008 ITB-48-06/07 City of Miami Beach 31 of 37 Question 2. Nondiscrimination -Equal Benefits for Employees with Spouses and Employees with Domestic Partners Questions 2A and 2B should be answered YES even if your employees must pay some or all of the cost of spousal or domestic partner benefits. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? _ Yes _ No B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners* or to domestic partners of employees? _ Yes _No *The term Domestic Partner shall mean any two (2) adults of the same or different sex, who have registered as domestic partners with a government body pursuant to state or local law authorizing such registration, or with an internal registry maintained by the employer of at least one of the domestic partners. A Contractor may institute an intemal registry to allow for the provision of equal benefits to employees with domestic partner who do not register their partnerships pursuant to a govemmental body authorizing such registration, or who are located in a jurisdiction where no such governmental domestic partnership exists. A Contractor that institutes such registry shall not impose criteria for registration that are more stringent than those required for domestic partnership registration by the City of Miami Beach Iyouu answered "NO° to both Questions ZA and 2B, go to Section 4 (at the bottom of this page), complete and sign the form, filling in all items requested. If you answered "YES" to either or both Questions 2A and 2B, please continue to Question 2C below. Question 2. (continued) C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Yes for Employees with S ouses Yes for Employees with Domestic Partners No, this Benefit is Not Offered Documentation of this Benefit is Submitted with this Form Health ^ ^ ^ ^ Dental ^ ^ ^ ^ Vision ^ ^ ^ ^ Retirement (Pension, 401 k ,etc. ^ ^ ^ ^ Bereavement ^ ^ ^ ^ Famil Leave ^ ^ ^ ^ Parental Leave ^ ^ ^ ^ Employee Assistance Pro ram ^ ^ ^ ^ Relocation & Travel ^ ^ ^ ^ Company Discount, Facilities & Events ^ ^ ^ ^ Credit Union ^ ^ ^ ^ Child Care ^ ^ ^ ^ Other ^ ^ ^ ^ 10/15/2008 RFP No: 01-08-09 COMMUNITY SATISFACTION SURVEY SERVICES City of Miami Beach 32 of 37 Note: If you can not offer a benefit in a nondiscriminatory manner 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, submit a completed Reasonable Measures Application with all necessary attachments, and have your application approved by the City Manager, or his designee. Section 3. Required Documentation YOU MUST SUBMIT SUPPORTING DOCUMENTATION to verify each benefit marked in Question 2C. Without proper documentation, your company cannot be certified as complying with the City's Equal Benefits Requirement for Domestic Partner Ordinance. For example, to document medical insurance submit a statement from your insurance provider or a copy of the eligibility section of your plan document; to document leave programs, submit a copy of your company's employee handbook. If documentation for a particular benefit does not exist, attach an explanation. Have you submitted supporting documentation for each benefit offered? _Yes _ No Section 4. Executing the Document I declare under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Executed this day of , in the year , at Signature Name of Signatory (please print) Title 1 011 5/2 00 8 City of Miami Beach City State Mailing Address City, State, Zip Code RFP No: 01-08-09 COMMUNITY SATISFACTION SURVEY SERVICES 33 of 37 CITY OF MIAMI BEACH REASONABLE MEASURES APPLICATION Declaration: Nondiscrimination in Contracts and Benefits Submit this form and supporting documentation to the City's Procurement Division ONLY IF you: a. Have taken all reasonable measures to end discrimination in benefits; and b. Are unable to do so; and c. Intend to offer a cash equivalent to employees for whom equal benefits are not available. You must submit the following information with this form: 1. The names, contact persons and telephone numbers of benefits providers contacted for the purpose of acquiring nondiscriminatory benefits; 2. The dates on which such benefits providers were contacted; 3. Copies of any written response(s) you received from such benefits providers, and if written responses are unavailable, summaries of oral responses; and 4. Any other information you feel is relevant to documenting your inability to end discrimination in benefits, including, but not limited to, reference to federal or state laws which preclude the ending of discrimination in benefits. I declare (or certify) under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Name of Company (please print) Signature Name of Signatory (please print) Title 10/15/2006 City of Miami Beach Mailing Address of Company City, State, Zip Telephone Number Date RFP Na: 01-08-09 COMMUNITY SATISFACTION SURVEY SERVICES 34 of 37 CITY OF MIAMI BEACH SUBSTANTIAL COMPLIANCE AUTHORIZATION FORM Declaration: Nondiscrimination in Contracts and Benefits This form, and supporting documentation, must be submitted to the Procurement Division by entities seeking to contract with the City of Miami Beach that wish to delay ending their discrimination in benefits pursuant to the Rules of Procedure, as set out below. Fill out all sections that apply. Attach additional sheets as necessary. A. Open Enrollment Ending discrimination in benefits may be delayed until the first effective date after the first open enrollment process following the date the contract with the City begins, provided that the City Contractor submits to the Procurement Division evidence that reasonable efforts are being undertaken to end discrimination in benefits. This delay may not exceed two years from the date the contract with the City is entered into, and only applies to benefits for which an open enrollment process is applicable. Date next benefits plan year begins: Date nondiscriminatory benefits will be available: Reason for Delay: Description of efforts being undertaken to end discrimination in benefits: 10/15/2008 RFP No: 01-OS-09 COMMUNITY SATISFACTION SURVEY SERVICES City of Miami Beach 35 of 37 B. Administrative Actions and Request for Extension Ending discrimination in benefits may be delayed to allow administrative steps to be taken to incorporate nondiscriminatory benefits into the City Contractor's infrastructure. The time allotted for these administrative steps shall apply only to those benefits for which administrative steps are necessary and may not exceed three months. An extension of this time may be granted at the discretion of the Procurement Director, upon the written request of the City Contractor. Administrative steps may include, but are not limited to, such actions as computer systems modifications, personnel policy revisions, and the development and distribution of employee communications. Description of administrative steps and dates to be achieved: If requesting extension beyond three months, please explain basis: C. Collective Baraainina Agreements (CBA Ending discrimination in benefits may be delayed until the expiration of a City Contractor's Current collective bargaining agreement(s) where all of the following conditions have been met: 1. The provision of benefits is governed by one or more collective bargaining agreement(s); 2. The City Contractor takes all reasonable measures to end discrimination in benefits either by requesting that the Unions involved agree to reopen the agreements in order for the City Contractor to take whatever steps necessary to end discrimination in benefits or by ending discrimination in benefits without reopening the collective bargaining agreements; and 3. In the event that the City Contractor cannot end discrimination in benefits despite taking all reasonable measures to do so, the City Contractor provides a cash equivalent to eligible employees for whom benefits are not available. Unless otherwise authorized in writing by the Procurement Director, this cash equivalent payment must begin at the time the Unions refuse to allow the collective bargaining agreements to be reopened, or in any case no longer than three (3) months from the date the contract with the City is entered into. 1 0/1 512 00 8 RFP No: 01-08-09 COMMUNITY SATISFACTION SURVEY SERVICES City of Miami Beach 36 of 37 For a delay to be granted under this provision, written proof must be submitted with this form that: The benefits for which the delay is requested are governed by a collective bargaining agreement; All reasonable measures have been taken to end discrimination in benefits (see Section C.2, above); and • A cash equivalent payment will be provided to eligible employees forwhom benefits are not available. I declare (or certify) under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Name of Company (please print) Signature Name of Signatory (please print) Title 10!15/2008 City of Miami Beach Mailing Address of Company City, State, Zip Telephone Number Date RFP No: 01-08-09 COMMUNITY SATISFACTION SURVEY SERVICES 37 of 37 H.rV1'fLI„ LrGf'[ 1 1~'IV/1.111 G Vf I~U'y~1L1 1 1 IIV~VI~KIiIL>G "" "" CLNTE-1 01/26/09 PROOVCER THIS CERTIFICATE IS1SSUED A5 A MATTER qF INFORMATION Thomas Fahy Insurance Agency ONLY AND CONFERS NO RIGHTS UPON THE CER'TIEICATE Main Street 433 Sauth HOLDER. THIS CERTIFICATEDOES NOT AMEND, EXTEND OR . Suite 118 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. west Hartford CT 06110-2816 Phone:860-232-1330 Fax:860-232:-8267 INSURERS AFFORDINGCOVERAGf NAIC# INSURED iNSURERA. $urich INSURER B Center far Research & Pub11C INSURER C Polic y 101 OakVew Dr1~Vf-' INSURER C~ Trumbull CT 06611 INSURER E THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED tJPA9EL ABOVE FOR THE POLICY PERIOD INDICA i cD NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY COMRACT OR-OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALLTHE TERMS, EXCLUSIONS AND CONDffIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. : lTR NSR TYPE OF INSURANCE POLICY NUMBER DATE (MMIDD/YY) DATE IMMIDDIYY`) LIMB'S GENERAL LIABILITY EACH OCCURRENCE $ ~ ~ 000 ~ OOO A ~; X COMMERCIAL GENERAL LIABILITY Pj+j$ 35258475: 07/15/08 07/ x.5/09 PREMISES (Ea accurence $ 1 i ap0 .000 CLAIMS MADE a OCCUR: MEDEXP(Any one person) $ ~0 , 000 PERSONAL 8 ADV INJURY $~ y 0 0 0 ~ OOO GENERAL AGGREGATE $ 2, 0 0 0~ 0 O O GENLAGGREGATELIMITAPPLIESPER. PRODUCTS-COMPIOPAGG $2~dO0,000 ~, POLICY PEa LOC I AUT OMOBILE LIABILITY 'OMBINED SINGLE CIMIT Og0 000 ~ 1 A AlvvauTO PAS 3525.84:75 07/15/08 07/15/09 ;Eaaccider><I ~ , ALL OWNED AUTOS BODILY IN~tlkY $ SCHEDULED AUTOS (Per person) }{ HIRED AUTOS BODILY INJURY $ X NON-OWNED RUTOS (Per accident) I /f~~ GRORERTY DAMAGE ~ f ~ Per accident) GARAGE LIABILITY ~ AUTn ONLY - EA ACCIDENT $ ANY AUTO / ~JTHE~ R THAr,~ EA ACC $ I I AUTOONL}" AGG $ EXCESSNMBRELLA LIABILITY : EACH OCCURRENCE $ OCCUR ~ CLAIMS MADE AGGREGATE $ $ DEDUCTIBLE $ RETENTION $ $ WORKERS COMPENSATION AND X TORY LIMITS ER A EMPLOYERS' LIABILITY : WC 42527201 09/02/08 09/02/09 EL EncencaDENT $ 100000 ANY PROPRIETOR/PARTNERIEXECUTIVE OFFICERRviEMBER EXCLUDED? I E L DISEASE EAEMPI OYES $ 100000 If yes, descnbe-under SPECIAL PROVISfONS below E.L. DISEASE POLICY LIMIT $ 500Q00 OTHER bESCRIPTION OF OPERATIONS / LOCATION31 VEHICLES I EXCLUSIOfJS ADDED BY ENDORSEMENT 1 SPECIAL PROVISIONS :ADDITIONAL INSURED: City of Miami Beach, Florida:: f`CDTICI/`A TC IJlll-11CD ~ !'IINCFI.I.CTIC]N MIAMI BE SHOIH.D ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED-BEFORE THE EXPIRATION The Clty of Miami Beach DATE THEREOF, THE ISSUNG INSURER WILL ENDEAVOR TO MAII 3O DAY$ VYRfTTEN Procurement D1V 1 S lOII NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Maria EsteV~Z ~ CPP$ IMPOSE NQ OBLIGATION OR LIABILITY OF APJY KIND UPON THE INSURER, ffS AGENTS OR 1740 Convention Center Dr Miami $each P'Z 33139 REPRESENTATIVES. AUTHEIRI REPRESENTATNE AC©RD Z5 (ZOU7fU81 ~~. ~ -- ~+r....~...~...................., ..,.,., IMPORTANT If the certificate holder is ari ADDITIONAL INSURED, the policy(ies},must be endorsed. A statement on this certificate does rjot confer rights to the certificate holder in lieu. of such endorsement(s): If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,.-certain policies :may require an endorsement. A statement on this certificate does rtot confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between ,the issuing insurer(s), authorized.representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or al#er the coverage afforded by the policies listed thereon. ACORD 25 {20U1/08}