2014-28682 Reso RESOLUTION NO. 2014-28682
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE NEIGHBORHOOD/COMMUNITY AFFAIRS COMMITTEE (NCAC) AT
ITS MEETING ON MAY 30, 2014 AND AUTHORIZING THE ISSUANCE OF
AN INVITATION TO NEGOTIATE (ITN) FOR CAR SHARING SERVICES IN
THE CITY OF MIAMI BEACH.
WHEREAS, car sharing is an environmentally friendly program, similar in concept to the
bicycle sharing program that allows users to rent vehicles by the hour and car sharing
discourages the need to own an automobile which has numerous benefits to the user as well as
the environment; and
WHEREAS, the car sharing service that was provided by Hertz 24/7 in the City of Miami
Beach has not met projected utilization and it is in the best interest of both parties to discontinue
the program; and
WHEREAS, on April 29, 2014, Hertz provided written notification to the City of its intent
to terminate the Agreement on August 5, 2014, pursuant to Section I. (d)(2) of the Agreement,
entitled, "Termination for Convenience," which requires a ninety(90)day written notice; and
WHEREAS, car sharing is a viable mobility alternative that should remain as a mobility
option in the City as it has been proven to be successful locally and nationally through different
business models; and
WHEREAS, on May 30, 2014, the City Administration sought guidance and direction
from the NCAC with regard to the issuance of a formal competitive procurement process for car
sharing services; and
WHEREAS, on May 30, 2014, the NCAC recommended that the City Administration
pursue the issuance of a formal competitive procurement process for car sharing services.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the Neighborhood/Community Affairs
Committee at its meeting on May 30, 2014 and authorize the issuance of an Invitation to
Negotiate (ITN)for car sharing services in the City of Miami Beach.
PASSED AND ADOPTED this day of GI 2014.
ATTEST: �1
Rafael El it 1Cl 'k
y: Ph' L , Mayon APPROVED AS TO
INCORRP l; �TT n FORM & LANGUAGE
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• & FOR EXECUTION
r City Attorney � Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida Accepting
The Recommendation Of The Neighborhood/Community Affairs Committee And Authorizing The
Issuance Of Invitation To Negotiate ITN 2014-277-SW For Car Sharing Services.
Key Intended Outcome Supported:
Improve parking availability.
Supporting Data (Surveys, Environmental Scan, etc. : N/A
Item Summa /Recommendation:
Car sharing is another environmentally friendly program, similar in concept to the bicycle sharing
program that allows users to rent vehicles by the hour. Car sharing discourages the need to own an
automobile which has numerous benefits to the user as well as the environment.
"Hertz 24/7" is the City's current sole car sharing service provider. Both Hertz and the City had high
expectations for utilization of the service, particularly in the denser areas of the City; however,these
expectations have not come to fruition. As such, the current car sharing model provided by Hertz is
neither meeting ertz's nor the City's expectations. Nonetheless, the Administration believes that
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there may still be a need for this service across the City and that there are other car sharing service
providers, including ZipCar and Cars2Go that have a successful presence both locally and
nationally.
Therefore, the City is seeking to release an Invitation to Negotiate (ITN) for firms interested in
providing the City with options for a public car sharing service in order to continue promoting
multimodal transportation options throughout the City. Proposers are encouraged to submit
proposals for on-street car sharing, or off-street car sharing, or both. The intent is to provide
residents, visitors, and tourists with an alternative mobility option in the form of an automobile with
user fees assessed by minute, hour, or day and is easily accessible at any on-street or off-street
parking space,
The Neighborhood/Community Affairs Committee has endorsed exploring additional car sharing
options and has recommended that the City pursue a formal competitive procurement process to
evaluate potential car sharing services. The resulting ITN is attached.
RECOMMENDATION
Accept the recommendation of the Committee and approve the issuance of the ITN.
Advisory Board Recommendation:
The Neighborhood/Community Affairs Committee, at its May 30, 2014 meeting, recommended that
the City pursue a formal competitive procurement process to ascertain the car sharing services and
related cost.
Financial Information:
Source of Amount Account
Funds: 1 N/A
Total
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Alex Denis, Director Ext#6641
Sign-On:
De ent D1irqq1pr Assiistqfl!4f-!ty manager City M ' a er
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AGENDA ITEM 7
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MIAMIBEACH DA.TE
12
MIAMI BEACH
City of Miami Beath, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members c the City Co mission
FROM: Jimmy L. Morales, City Manager
DATE: July 23, 2014
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA TO ACCEPT THE RECOMMENDATION OF THE
NEIGHBORHOOD/COMMUNITY AFFAIRS COMMITTEE AND AUTHORIZE
THE ISSUANCE OF AN INVITATION TO NEGOTIATE (ITN) 2014-277-SW FOR
CAR SHARING SERVICES.
ADMINISTRATION RECOMMENDATION
The Administration recommends that the Mayor and Commission accept the recommendation of the
Neighborhood/Community Affairs Committee and approve the issuance of the ITN 2014-277-SW for a Car
Sharing Services.
KEY INTENDED OUTCOME
Improve parking availability.
FUNDING
This is revenue generating with no expense to the City.
BACKGROUNWANALYSIS
Car sharing is another environmentally friendly program, similar in concept to the bicycle sharing program
that allows users to rent vehicles by the hour. Car sharing discourages the need to own an automobile
which has numerous benefits to the user as well as the environment.
"Hertz 24/7" is the City's current sole car sharing service provider. Hertz has an Agreement with the City for
a five year term which commenced on January 24, 2012, and expires on January 23, 2017, and one five (5)
year renewal option, at the sole discretion of the City. The agreement calls for a graduating deployment of
vehicles at each of the City's garages, up to a maximum of 100 vehicles. Currently, Hertz is in compliance
with their deployment schedule and has at least 35 vehicles deployed among all municipal garages. Hertz
pays a monthly parking access card fee of$75, per space, and there is a revenue sharing provision which is
triggered in Year 3 of the Agreement.
Both Hertz and the City had high expectations for utilization of the service, particularly in the denser areas
of the City; however, these expectations have not come to fruition. Pursuant to statistics provided by Hertz,
for the calendar year 2013, there were 3,088 registered customers; a total of 2,402 transactions; and an
average usage of eight days per month. This equates to an average monthly utilization rate of 7.68%, a
metric used by Hertz to measure usage. Hertz's own goal for monthly utilization is 30%. As such, the current
car sharing model provided by Hertz is neither meeting Hertz's nor the City's expectations.
Nonetheless, the Administration believes that there may still be a need for this service across the City and
that there are other car sharing service providers, including ZipCar and Cars2Go that have a successful
presence both locally and nationally. Therefore, the City is seeking to release an Invitation to Negotiate
(ITN) for firms interested in providing the City with options for a public car sharing service in order to
continue promoting multimodal transportation options throughout the City. Proposers are encouraged to
submit proposals for on-street car sharing, or off-street car sharing, or both. The intent is to provide
residents, visitors, and tourists with an alternative mobility option in the form of an automobile with user fees
assessed by minute, hour, or day and is easily accessible at any on-street or off-street parking space, 24
hours a day, seven days a week.
July 23, 2014
City Commission Meeting
Car Sharing Services—ITN
Page 2
The City is seeking firm(s) with the experience and ability to develop, implement, and maintain the proposed
use of a full service car sharing system. Services shall include, but not be limited to:
• Diverse vehicle types, sizes, costs, maintenance and operations inclusive of vehicle locations,
parking arrangements and insurance coverage.
• Comprehensive billing and accounting system able to process the City's needs as it relates to a
municipal public car sharing system.
• Web-based reservation/payment utilities that are user friendly, allowing access to the program and
credit card payment 24 hours a day, 7 days a week, 365 days a year.
• Mobile application and capability to interface, including communication and transmission of data, with
the City's existing parking (or other) mobile application.
• Technical support plan, including but not limited to a local presence capable of handling responses
within 30 minutes, website, etc.
• Membership program with incentives for frequent users and/or special events. In addition a
Corporate discount program.
• Monitoring/auditing features to ensure compliance with the parameters of the program and financial
return to the City.
• Marketing Plan that outlines existing marketing strategies as well as future initiatives which can be
utilized to insure programs successful adoption by area residents and visitors.
• Funding source for the development, implementation and management/operation of the program
The Neighborhood/Community Affairs Committee has endorsed exploring additional car sharing options and
has recommended that the City pursue a formal competitive procurement process to evaluate potential car
sharing services. The resulting ITN is attached.
MAJOR ITN REQUIREMENTS
1. MINIMUM QUALIFICATIONS
Please Reference Section 0300, ITN 2014-277-SW.
2. SUBMITTAL REQUIREMENTS
Please Reference Section 0300, ITN 2014-277-SW.
3. CRITERIA FOR EVALUATION
Please Reference Section 0400, ITN 2014-277-SW.
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of ITN 2014-277-
SW for Car Sharing Services.
ATTACHMENTS
• Attachment A: ITN 2014-277-SW for a Car Sharing Services for the City of Miami Beach.
JLM/K /SCT/AD
T:\AGENDA\2014Wuly\Procurement\ITN 2014-277-SW Car Sharing Services MEMO.doc
INVITATION TO NEGOTIATE (ITN
FOR CAR SHARING SERVICES
ITN 2014-277-SW
ITN ISSUANCE DATE: JULY 24, 2014
PROPOSALS DUE: AUGUST 22, 2014 @ 3:00 PM
ISSUED BY: Steven Williams
-MIAMI
Steven Williams, Procurement Coordinator
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive, Miami Beach, FL 33139
305.673.7000 x6650 I Fax: 786.373. 4330 1 www.miamibeachfl.gov
19 /\/\IAMI BEACH
TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NOT UTILIZED ........................................................................................................N/A
0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS ................................3
0300 SUBMITTAL INSTRUCTIONS & FORMAT ................................................................10
0400 PROPOSAL EVALUATION .......................................................................................12
APPENDICES: PAGE
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS ........14
APPENDIX B "NO PROPOSAL" FORM ............................................................................21
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS ....................................23
APPENDIX D COST PROPOSAL FORM ..........................................................................26
APPENDIX E INSURANCE REQUIREMENTS ..................................................................28
ITN 2014-277-SW Car Sharing Services 2
MIAMI BEACH
SECTION 0200 INSTRUCTIONS TO PROPOSERS&GENERAL CONDITIONS
1. GENERAL. This Invitation to Negotiate (ITN) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost Proposals (the
"Proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
Proposers and, subsequently, the successful Proposer(s) (the "contractor[s]") if this ITN results in an award.
The City utilizes Public Purchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this ITN. Any prospective
Proposer who has received this ITN by any means other than through Public Purchase must register immediately
with Public Purchase to assure it receives any addendum issued to this ITN. Failure to receive an addendum
may result in disqualification of Proposal submitted.
2. PURPOSE.
The City of Miami Beach is seeking to procure a public car sharing service provider in order to continue promoting
multimodal transportation options throughout the City. Proposers are encouraged to submit proposals for on-street
car sharing, or off-street car sharing, or both. The intent is to provide residents, visitors, and tourists with an
alternative mobility option in the form of an automobile with user fees assessed by minute, hour, or day and is easily
accessible at any on-street or off-street parking space, 24 hours a day, seven days a week.
3. SOLICITATION TIMETABLE. The tentative schedule for this solicitation is as follows:
ITN Issued July 24, 2014
Pre-Proposal Meeting August XX, 2014 @ X:XX p.m.
Deadline for Receipt of Questions August 15, 2014
Proposals Due August 22, 2014 @ 3:00 PM
Evaluation Committee Review TBD
Tentative Commission Approval Authorizing TBD
Negotiations
Contract Negotiations Following Commission Approval
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact named herein, in writing, with a copy to the City Clerk's Office, Rafael E. Granado via e-mail:
RafaelGranado a()..miamibeachfl.gov ; or facsimile: 786-394-4188. The ITN title/number shall be referenced on all
correspondence. All questions or requests for clarification must be received no later than seven (7) calendar days
prior to the date Proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be
sent to all prospective Proposers in the form of an addendum.
Procurement Contact: Telephone: Email:
Steven Williams (305)673-7000 x6650 Stevenwilliams @miamibeachfl.gov
ITN 2014-277-SW Car Sharing Services 3
MIA/01 BEACH
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). A Pre-Proposal conference, as scheduled in Solicitation
Timetable, will be held at the following address:
City of Miami Beach
City Hall -4th Floor
City Manager's Large Conference Room
1700 Convention Center Drive
Miami Beach, Florida 33139
Location may be revised as necessary to accommodate schedules. Proposers are encouraged to arrive early in the
event of a change of location.
PROPOSERS interested in participating in the meeting via telephone must follow these steps:
(1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America)
(2) Enter the MEETING NUMBER: 1142644#(note that number is followed by the pound key)
PROPOSERs who are interested in participating via telephone, should send an e-mail to the Procurement contact
named herein, expressing your intent to participate via telephone at least one business day in advance of the
meeting.
6. 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). Only questions answered by written addenda will be binding and may supersede
terms noted in this solicitation. Addendum will be released through Public Purchase.
7. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been forwarded to the City Commission by the City Manager are under the
"Cone of Silence." The Cone of Silence ordinance is available at
http://library.municode.com/index.aspx?clientlD=13097&stateID=9&statename=Florida. Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation. 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.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http://web.miamibeachfl.gov/procuremenUscroll.aspx?id=23510
• CONE OF SILENCE...................................... CITY CODE SECTION 2-486
• PROTEST PROCEDURES............................................................ CITY CODE SECTION 2-371
• DEBARMENT PROCEEDINGS....................................................... CITY CODE SECTIONS 2-397 THROUGH 2-485.3
• LOBBYIST REGISTRATION AND DISCLOSURE OF FEES.................. CITY CODE SECTIONS 2-481 THROUGH 2-406
• CAM PAIGN,CONTRIBUTIONS BY VENDORS................................... CITY CODE SECTION 2-487
• CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT
ISSUES...................................................................................... CITY CODE SECTION 2-488
• REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL
BENEFITS FOR-DOMESTIC PARTNERS.......................................... CITY CODE SECTION 2-373
• LIVING WAGE REQUIREMENT...................................................... CITY CODE SECTIONS 2-407 THROUGH 2-410
• LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS......... CITY CODE SECTION 2-372
ITN.2014-277-SW Car Sharing Services 4
® MIAMI BEACH
• PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE-
DISABLED VETERAN BUSINESS ENTERPRISES............................. CITY CODE SECTION 2-374
• FALSE CLAIMS ORDINANCE......................................................... CITY CODE SECTION 70-300
• ACCEPTANCE OF GIFTS,FAVORS&SERVICES.............................. CITY CODE SECTION 2-449
I
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the
deadline for submittal of Proposals and will make a reasonable effort to give at least three 3 calendar day's written
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notice of any such postponement to all prospective Proposers through Public Purchase.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the Proposal
due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and
proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-
371 shall be barred.
11. MIAMI BEACH-BASED VENDORS PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-3747,
as amended, a five (5) point preference will be given to a responsive and responsible Miami Beach-based Proposer.
12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3748, as amended, the City shall give a five (5) point preference to a responsive and responsible Proposer which is
a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business
enterprise.
13. DETERMINATION OF AWARD. The final ranking esults of Ste 1 & 2 outlined in Section V, Evaluation of
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Proposals, will be considered b the City Manager who may recommend to the City Commission that negotiations be
P Y Y 9 Y Y
approved with one or more 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 ode Section 2-369, including the following considerations:
Y 9 9
(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.
(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. Upon approval of
selection by the City Commission, negotiations between the City and the selected Proposer(s) will commence.
14. ACCEPTANCE OR REJECTION OF PROPOSALS. The City reserves the right to reject any or all Proposals
prior to award. Reasonable efforts will be made to either award the Contract or reject all Proposals within one-
hundred twenty (120) calendar days after Proposals opening date. A Proposer may not withdraw its Proposals
unilaterally before the expiration of one hundred and twenty (120) calendar days from the date of Proposals opening.
15. PROPOSER'S RESPONSIBILITY. Before submitting a Proposal, 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,
ITN 2014-277-SW Car Sharing Services 5
® MIAMI BEACH
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.
16. COSTS INCURRED BY PROPOSERS.All expenses involved with the preparation and submission of Proposals,
-or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and
expense) of the Proposer, and shall not be reimbursed by the City.
17. 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.
18. TAXES. The City of Miami Beach is exempt from all Federal-Excise and State taxes.
19. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this ITN. Failure to do so will
be at the Proposer's risk and may result in the Proposal being non-responsive.
20. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be
submitted in a format consistent with the Purchase Order.
21. PATENTS& ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its
officers, employees, contractors, and/or agents, from.liability of any nature or kind, including cost and expenses for,
or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the
performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer uses any design,
exception,
exce
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without p ,
that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in
any Y wa involved in the work.
22. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner
n in accordance with all applicable Local State Count and Federal laws rules regulations and codes. Lack of
and acco ace pp y, g
knowledge. or ignorance by the- Proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
Proposer, or its officers, employees, contractors, and/or agents,for failure to comply with applicable laws.
ITN 2014-277-SW Car Sharing Services 6
® MIAMI BEACH
23. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
24. ANTI-DISCRIMINATION. The Proposer certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
25. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract.
B. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation.
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of
the City.
F. The City may require Proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require
material information from the source of supply regarding the quality, packaging, and characteristics of the
products to be supply to the City.
26. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
27. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
28. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
29. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
30. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as
follows:
A. Any contract or agreement resulting from the award of this solicitation; then
B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then
C. The solicitation; then
D. The Proposer's Proposal in response to the solicitation.
E. In case of any doubt or difference of opinion as to the items and/or services (as the case may be) to be
'furnished hereunder, the decision of the City shall be final and binding on all parties.
ITN 2014-277-SW Car Sharing Services 7
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31. INDEMNIFICATION. The contractor shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and -costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall -pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs,judgments, and attorney's fees which may be incurred thereon. The contractor
expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement.
32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Add itional.extensions past the,120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
33. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier.
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed except as authorized by law, (d) Meet all
requirements for retaining public records and transfer, at no-cost, to the public agency all public records in
possession of the contractor upon termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. All records stored electronically
must be provided to the public agency in a format that is compatible with the information technology systems of the
public agency.
34. MODIFICATIONMITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all
or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received
after the Proposal due date and time will not -be considered. Proposals shall -be irrevocable until contract award
unless withdrawn in writing prior to the Proposal due date, or after expiration of 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.
35. EXCEPTIONS TO ITN. Proposers must.clearly indicate any exceptions they wish to take to any of the terms in
this ITN, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and
clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any
or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require
the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to (as
said term and/or condition was originally set forth-on the ITN).
ITN 2014-277-SW Car Sharing Services 8
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36. 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.
(BALANCE OF PAGE INTENTIONALLY LEFT BLANK)
ITN 2014-.277-SW Car Sharing Services.. 0
M 1 AF B I EAR
SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED PROPOSALS. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, five (5)
bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information
should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation
number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through
email or facsimile, are not acceptable and will be rejected.
2. LATE PROPOSALS. Proposals are to be received on or before the due date established herein. Any Proposal
received after the deadline established for receipt of Proposals will be considered late and not be accepted
or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or
otherwise.
3. 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 sections and manner specified below. Hard copy submittal should be tabbed as enumerated
below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a
table of contents with page references. Proposals that do not include the required information will be deemed non-
responsive and will not be considered.
Cover Letter& Minimum Qualifications Requirements
1.1 Cover Letter and Table of Contents.The cover letter must indicate Proposer and Proposer Primary Contact for the
purposes of this solicitation.
1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum
qualifications requirements established in Appendix C, Minimum Requirements and Specifications.
Experience&Qualifications
12.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience
P 9 g g
and proven track record of providing the scope of services similar as identified in this solicitation, including experience in
providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of
similar experience, the following is required: project description, agency name, agency contact, contact telephone &
email, and year(s) and term of engagement.
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for
this project if awarded, the role that each team member will play in providing the services detailed herein and each team
members' qualifications. A resume of each individual, including education, experience, and any other pertinent
information shall be included for each Proposal team member to be assigned to this contract.
P 9
2.3 Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report
(SQR) directly to the Procurement Contact named herein. 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
Proposer. The Proposer shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended
that each Proposer 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.
ITN 2014-277-SW Car Sharing Services 10
0 MIAMI BEACH
Scope of Services Proposed
3.1 Submit detailed information addressing how Proposer will achieve each portion of the scope of services and
technical requirements outlined in Appendix C, Minimum Requirements and Specifications.
3.2 Proposers should submit the following requirements: (1) Operations/Implementation Plan; (2) Technical Plan;
and (3) Marketing Plan.
Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the
Evaluation Committee to complete a fully review and score the proposed scope of services.
: - Cost and Revenue Proposal (On-Street) Group 1
4.1 Proposers may submit a proposal for On-Street.
4.2 Proposers must provide User Fees and Financial Return to the City to be responsive.
4.3 Estimated amounts or quantities are for comparison purposes only and do not imply any specific order amount or
guaranteed order. Any and all costs to the user must be included in the cost proposal submitted to the City.
4.4 For Group I there will be a maximum of 15 points assigned for User Fees and 25 points for Financial Return to the City.
Within the User Fees,the various costs will be evaluated on a weighted scale assigning:
10% for annual membership charge, 70% for per minute charge, 10% for per hour charge, and 10% for per day charge t
maximum of 100%to determine the weighted cost per fee type.
The sum of all fee types will total the total weighted cost.
6"':M Cost and Revenue Proposal (Off-Street)Group II
4.1 Proposers may submit a proposal for Off-Street.
4.2 Proposers must provide User Fees and Financial Return to the City to be responsive.
4.3 Estimated amounts or quantities are for comparison purposes only and do not imply any specific order amount or
guaranteed order. Any and all costs to the user must be included in the cost proposal submitted to the City.
4.4 For Group II there will be a maximum of 15 points assigned for User Fees and 25 points for Financial Return to the City.
Within the User Fees,the various costs will be evaluated on a weighted scale assigning:
10% for annual membership charge, 70% for per minute charge, 10% for per hour charge, and 10% for per day charge t
maximum of 100%to determine the weighted cost per fee type.
The sum of all fee types will total the total weighted cost.
Note: 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).
ITN 2014-277-SW Car Sharing Services
MIAMI CIA M
SECTION 0400 PROPOSAL EVALUATION
1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers
may be requested to make additional written submissions of a clarifying nature or oral presentations to the
Evaluation Committee. The evaluation of Proposals will proceed in a two-step process as noted below. It is important
to note that the Evaluation Committee will score the qualitative portions of the Proposals only. The Evaluation
Committee does not make an award recommendation to the City Manager. 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.
2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the
Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the
Evaluation Committee results by the Department of Procurement Management. An Evaluation Committee, appointed
by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established
below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may:
• review and score all Proposals received, with or without conducting interview sessions; or
review all Proposals received and short-list one or more Proposers to be further considered during
subsequent interview session(s) (using the same criteria).
Step Points
Proposer Experience and Qualifications,including Financial Capability 30
Scope of Services Proposed 30
i p
TOTAL
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive
additional quantitative criteria points to be added by the Department of Procurement Management to those points
earned in Step 1, as follows.
Step 2-Quantitative Criteria
Cost Proposal- User Fees 15
Cost Proposal- Financial Return to the City 25
Miami Beach-Based Vendor Preference 5
Veterans Preference 5
POINTS TOTAL AVAILABLE 7STEP 2
4. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula:
Sample Objective Formula for Weighted Cost(User Fees)
Vendor Vendor Example Maximum Formula for Calculating Points Total
Cost Allowable Points (lowest cost 1 cost of proposal Points
Proposal (Points noted are for being evaluated X maximum Awarded
illustrative purposes only. allowable points=awarded
Actual points are noted
above.) points)
Round to
Vendor A $100.00 15 $1001$100 X 15=15 15
Vendor B $150.00 15 $1001$150 X 15=10 10
Vendor C $200.00 15 $1001$200 X 15=8 8
ITN 2014-277-SW Car Sharing Services 1,
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5. Sample Objective Formula for Weighted Revenue Financial Return to City
Vendor Vendor Example Maximum Formula for Calculating Points Total
Cost Allowable Points (revenue of proposal being Points
Proposal (Points noted are for evaluated/highest revenue X Awarded
illustrative purposes only. maximum allowable points-
Actual points are noted
awarded arded points)
Round to
Vendor A $200.00 25 $2001$200 X 25=25 25
Vendor B $150.00 25 $1501$200 X 25=19 19
Vendor C $100.00 25 $1001$200 X 25=13 13
Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points will
be added to each evaluation committee member's scores by the Department of Procurement Management. Step 1
and 2 scores will be converted to rankings in accordance with the example below:
IProposer A Proposer IS Proposer C
Step 1
Points 82 76 80
Step 2
Points 10 7 5
Committee Total 92 84 85
Member 1 Rank 1 3 2
Step 1
Points 90 85 72
Step 2
Points 10 7 5
Committee Total 100 92 79
Member 2 Rank 1 2 3
Step 1
Points 80 74 66
Step 2
Points 10 7 5
Committee Total 90 81 72
Member 2 Rank 1 2 3
Aggregate Low
* Final Ranking is presented to the City Manager for further due diligence and
recommendation to the City Commission. Final Ranking does not constitute
an award recommendation until such time as the City Manager has made his
recommendation to the City Commission, which may be different than final
ranking results.
ITN 2014-277-SW Car Sharing Services 13
APPENDIX A
M I-A./M I- B EAC H
Proposal Certificati-on . -
Questionnaire &
Requirements Affidavit
ITN 2014-277-SW
CAR SHARING SERVICES
FOR THE CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
nN [0ie.n5w Car Sharing Services 14
Solicitation No: Solicitation Title:
CAR SHARING SERVICES FOR THE CITY OF MIAMI BEACH
ITN 2014-277-SW
Procurement Contact: Tel: Email:
Steven Williams 305.673.7000 x6650 Stevenwilliams@miamibeachfl.gov
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from
Proposers in order that certain portions of responsiveness, responsibility and other determining factors and
compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements
Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed.
1. General Proposer Information.
FIRM NAME:
No of Years in Business: No of Years in Business Locally: No.of Employees:
OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS(HEADQUARTERS):
CITY:
STATE: ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE: ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
The City reserves the right to seek 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.
ITN 2014-277-SW Car Sharing Services 15
1. Miami Beach Based(Local)Vendor. Is Proposer claiming Miami Beach based firm status?
0 YES 0 NO
SUBMITTAL REQUIREMENT: Proposers claiming Miami Beach vendor status shall submit a Business Tax Receipt issued by the
City of Miami Beach and the proof of residency requirement, as required pursuant to ordinance 2011-3747, as amended, to
demonstrate that the Proposer is a Miami Beach Based Vendor.
2. Veteran Owned Business. Is Proposer claiming a veteran owned business status?
0 YES 0 NO
SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm
is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States
federal government,as required pursuant to ordinance 2011-3748,as amended.
3. Conflict Of Interest.All Proposers must disclose, 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.
SUBMITTAL REQUIREMENT: Proposers 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. Proposers must also 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
4. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided.
5. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had
a contract cancelled due to non-performance by an ublic sector agency?
YES NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
6. Litigation History. Proposer shall submit a statement of any litigation or regulatory action that has been filed against your firm(s)
in the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or
agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported
action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect. If"No"litigation or
regulatory action has been filed against your firm(s), please provide a statement to that effect. Truthful and complete answers to
this question may not necessarily disqualify a firm from consideration but will be a factor in the selection process. Untruthful,
misleading or false answers to this question shall result in the disqualification of the firm for this project.
SUBMITTAL REQUIREMENT: Proposer shall submit history of litigation or regulatory action filed against proposer, or any
proposer team member firm,in the past 5 years. If Proposer has no litigation history or regulatory action in the past 5 years,submit
a statement accordingly.
7. Vendor Campaign Contributions. Proposers 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. Proposers 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 Proposals, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling
financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not
each individual or entity has 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.
ITN 2014-277-SW Car Sharing Services 16
8. Code of Business Ethics. Pursuant to City 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 Management Department with its
response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all
applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the
City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business
Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance,the City of Miami Beach Code of
Ethics,available at www.miamibeachfl.gov/procurement/.
9. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, Proposers
shall-be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below:
• Commencing with City fiscal year 2012-13(October 1, 2012),the hourly living rate will be$11.28/hr with health
benefits,and$12.92/hr without benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation
using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's
Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by
resolution, elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement
same(in a particular year).
Proposers'failure to comply with this provision shall be deemed a material breach under this proposal, under which the City may,
at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties
and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is
available at www.miamibeachfl.gov/procurement/.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
to the living wage requirement.
10. Equal Benefits for Employees with 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 proposals, 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 Contractors 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.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
0 YES 0 NO
B. Does your company provide or offer access to any benefits to employees with(same or o pposite sex)domestic partners*or to
domestic partners of employees?
0 YES 0 NO
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 Firm Provides for Firm Provides for firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health
Sick Leave
—Family Medical Leave
Bereavement Leave
ITN 2014-277-SW Car Sharing Services 17
If Proposer 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
(attached)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 www.miamibeachfl.gov/procurement/.
11. Public Entity Crimes.Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time,states that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a proposal, Proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal,
Proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit
proposals, Proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor,or consultant under a contract with any public entity; and may not transact business with any public entity
in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of
being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
with the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list.
12. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum.to_.the solicitation
which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every
Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are
solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of
Addendum section certifies that the Proposer 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.
Initial to Confirm Initial to Confirm Initial to Confirm
Recei t Receipt Receipt
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 additional confirmation of addendum is required,submit under separate cover.
ITN 2014-277-SW Car Sharing Services 18
'DISCLOSURE •
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipient's convenience.
Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to
make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after
issuance of an award,shall be without any liability or obligation on the part of the City.
In its sole discretion, the City may withdraw the solicitation either before or after receiving Proposals, may accept or reject Proposals, and
may accept Proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may
determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors,shareholders, partners and employees,as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any
information in this solicitation.
Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should
rely exclusively on their own inve3tigations, interpretations, and analyses:The solicitation is being provided by the City without any warranty
or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City
or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval.
The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be
made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally
relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this
solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal.
This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance
only,and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no
reason,without any resultant liability to the City.
The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as
required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by
Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become
public records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer
acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement
information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation.
Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge,
information,and belief.
Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment
by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The
previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
ITN 2014-277-SW Car Sharing Services 19
o•s CERTIFICATION
hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's
Proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto,
and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and
conditions contained in the solicitation, and any released Addenda and understand that the following are requirements
of this solicitation and failure to comply will result in disqualification of Proposal submitted; Proposer has not divulged,
discussed, or compared the Proposal with other Proposers and has not colluded with any other Proposer or party to any
other Proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this Proposal,
inclusive of the Proposal Certification,Questionnaire and Requirements Affidavit are true and accurate.
Name of Proposers Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposers Authorized Representative: Date:
State of FLORIDA ) On this day of , 20_,personally
appeared before me who
County of ) stated that (s)he is the
of , a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. Before me:
Notary Public for the State of Florida
My Commission Expires:
ITN 2014-277-SW Car Sharing Services 20
APPENDIX B
./0 1 A/V\ I BE
o Bid " Form
ITN 2014-277-SW
CAR SHARING SERVICES
FOR THE CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
® ® w w w
ITN 2014-277-SW Car Sharing Services 21
Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDICATED BELOW:
Workload does not allow us to proposal
Insufficient time to respond
Specifications unclear or too restrictive
Unable to meet specifications
Unable to meet service requirements
Unable to meet insurance requirements
Do not offer this product/service
OTHER. (Please specify)
We do_do not_want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: Steven Williams
PROPOSAL #2014-277-SW
1700 Convention Center Drive
MIAMI BEACH, FL 33139
ITN 2014-277-SW Car Sharing Services 22
APPENDIX C
MIA/\,n ! BEACsH
Minimum Requirements
& Specifications
ITN 2014-277-SW
CAR SHARING SERVICES
FOR THE CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
ITN eoia,nsw Car Sharing Services 23
C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed below.
Proposer shall submit detailed verifiable information affirmatively documenting compliance with each
minimum requirement. Proposers that fail to comply with minimum requirements will be deemed non-
responsive and will not be considered.
1. The Proposer must have a verifiable proven record of providing Car Sharing Services and
must have at least three (3) years' experience in providing car sharing services in the
United States.
2. The Proposer must provide three (3) references with at least one being a public agency.
C2. Statement of Work Required.
The City of Miami Beach is seeking to procure a public car sharing service provider in order to continue
promoting multimodal transportation options throughout the City. Proposers are encouraged to submit
proposals for on-street car sharing, or off-street car sharing, or both. The intent is to provide residents,
visitors, and tourists with an alternative mobility option in the form,of an automobile with user fees
assessed by minute, hour, or day and is easily accessible at any on-street or off-street parking space, 24
hours a day, seven days a week.
SCOPE OF SERVICES
1. Operational/Implementation Plan: Proposers should provide a detailed
operational/implementation plan and may include any additional information and/or services not
referenced below:
1) Capacity and past experience of the Proposer to develop, implement, and maintain the
proposed use inclusive of an implementation timeline.
2) Fleet size, vehicle types, costs, maintenance and operations.
3) Membership characteristics and demographics usage patterns.
4) Ancillary services provided, if any.
5) Member screening and member management criteria.
6) Deposits,fees, billing and accounting requirements.
7) Locations of vehicles and parking arrangements.
8) Mobility partners and information.
9) Usage policies for members.
10) Vehicle and organization insurance, including the type, limits and exclusions of insurance
to be provided both with regard to the car share fleet and liability associated with
use/ownership.
2. Technical Plan: Proposers should provide a detailed technical plan and may include any
additional information and/or services not referenced below:
1) Web-based reservation/payment utilities that are user friendly, allowing access to the
program and credit card payment 24 hours a day, 7 days a week, 365 days a year.
2) Mobile application and capability to interface, including communication and transmission of
data, with the City's existing parking (or other) mobile application.
3) Shared access to all program related data in a format that suits the City in "real time".
4) Technical support plan, including but not limited to a local presence capable of handling
responses within 30 minutes, website, etc.
ITN 2014-277-SW Car Sharing Services 24
3. Marketing Plan: Proposers should provide a detailed marketing plan and may include any
additional information and/or services not referenced below:
1) Marketing Plan/Support. Plan outlining existing marketing strategies as well as future
initiatives which can be utilized to insure programs successful adoption by area residents
and visitors.
2) Funding source for the development, implementation and management/operation of the
program.
3) User fees.
4) Corporate discounts and incentives for frequent users and/or special events.
5) Monitoring/auditing features to ensure compliance with the parameters of the program and
financial return to the City.
6) Marketing Plan/Support. Plan outlining existing marketing strategies as well as future
initiatives which can be utilized to insure programs successful adoption by area residents
and visitors.
(BALANCE OF PAGE INTENTIONALLY LEFT BLANK)
ITN 2014-277-SW Car Sharing Services. 25
APPENDIX D
N\ I A/\/ I B EAC.H
Cost Proposal Form
ITN 2014-277-SW
CAR SHARING SERVICES
FOR THE CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
ITN 2014-277-SW Car Sharing Service 26
ITN 2014-277-SW
CAR SHARING SERVICES
COST PROPOSAL FORM
Estimated amounts or quantities are for comparison purposes only and do not imply any specific order amount or guaranteed
order. Costs submitted are all inclusive including travel and any and all administrative costs.
Proposers may submit a proposal for Group I On-Street or for Group I I Off-Street or Both
Proposers submitting to Group I must submit a proposal for both User Fees and Financial Return to the City,
Proposers-submitting to Group II must submit a proposal for both User Fees and Financial Return to the City
The City may award: 1)Group I On-Street or 2)Group II Off-Street or both.
Within each group there will be a weighted maximum points assigned for User Fees and Financial Return to the City.
Based upon an estimated annual membership cost please provide the applicable user fees below:
Group.l (A)On-Street User Fees(15 maximum.points)._.
Wei ht % Cost Weighted Cost
Annual Memberships 10 X = $
Per Minute Charge 70 X = $
Per Hour Charge 10 X = $
Per Day Charge 10 X = $
Total Weighted Cost: $
Group I(B)On-Street Financial Return to the City(25 maximum points)
Monthly per parking space Revenue
(Estimate: 100 spaces) $
Group II (A)Off-Street User Fees(15 maximum points)
weight Cost Weighted Cost
Annual Memberships 10 X = $
Per Minute Charge' 70 X = $
Per Hour Charge 10 X = $
Per Day Charge 10 X = $
Total Weighted Cost: $
Group II (B)Off-Street Financial Return to the City(25 maximum points)
Monthly per parking space Revenue
(Estimate: 100 spaces) $
ITN 2014-277-SW-Car Sharing Services 27
APPENDIX E
'IAN I B.EAC H
Insurance Requirements
ITN 2014-277-SW
CAR SHARING SERVICES
FOR THE CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
ITN 2014-277-SW Car Sharing Services
1,AIM al �B EACH
INSURANCE REQUIREMENTS
The vendor shall furnish to the Department of Procurement, City of Miami Beach, 1700 Convention Center Drive, 3rd
Floor, Miami Beach, Florida 33139, Certificate(s) of Insurance which indicate that insurance coverage has been
obtained which meets the requirements as outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute
440.
B. Commercial General Liability Insurance on a comprehensive basis (including products and
completed operations), in an amount not less than $1,000,000 combined single limit per occurrence
for bodily injury and property damage. City of Miami Beach must be shown as an additional
insured with respect to this coverage.
C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection
with the work, in an amount not less than $1,000,000 combined single limit per occurrence for bodily
injury and property damage.
Insurance policies required must include a waiver of subrogation in favor of the City. All insurance policies required
above shall be issued by companies authorized to do business under the laws of the State of Florida, with the
following qualifications:
The company must be rated no less than "B" as to management, and no less than "Class W as to
financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company,
Oldwick, New Jersey, or its equivalent, subject to the approval of the City Risk Management Division.
or
The company must hold a valid Florida Certificate of Authority as shown in the latest
"List of All Insurance Companies Authorized or Approved to Do Business.in Florida" issued by the
State of Florida Department of Insurance and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days in advance
notice to the certificate holder.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE
3rd FLOOR
MIAMI BEACH, FL 33139
Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this
section or under an other section of this agreement.
Y 9
ITN 2014-277-SW Car Sharing Services
29