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PSA with HML Public Outreach LLC RFQ 2015-144-YG eg,015- 02q/07 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND HML PUBLIC OUTREACH LLC FOR PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS, PURSUANT TO RFQ 2015-144-YG This Professional Services Agreement ("Agreement") is entered into this ,' day of O4 '2015, between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 ("City"), and HML PUBLIC OUTREACH LLC, a Florida limited liability company,- whose address is 5880 SW 74th Terrace, 2F, Miami, Florida 33143 (Consultant). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and Consultant, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the Consultant performed or undertaken pursuant to the Agreement. Fee: Amount paid to the Consultant as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach RFQ No. 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects, together with all amendments thereto, issued by the City in contemplation of this Agreement (RFQ), and the Consultant's proposal in response thereto (Proposal), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an expressed conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the (RFQ); and the Proposal. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139: telephone number (305) 673-7000, Ext. 6515: and fax number(305) 673-7023. SECTION 2 SCOPE OF SERVICES (SERVICES) 2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide the work and services described in this section, Exhibit "A" hereto (the Services), and as may also be more specifically prescribed in Exhibit B hereto (the Consultant Service Order) issued by the City to Consultant for a particular project. 2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit "A" hereto. 2.3 The Services will be commenced by the Consultant upon receipt of a written Consultant Service Order signed by the City Department Director or his/her designee (who shall be the Assistant Director), and the City Manager or his/her designee (who shall be the Assistant City Manager). Consultant shall countersign the Consultant Service Order upon receipt, and return an original signed copy to the City. Once a Consultant Service Order is issued, deliverables to the City will be phased as follows: Design and Pre-Construction Communications — In this phase, a plan is developed delineating how the community will be informed throughout the life of each particular right of way or facility construction project (the "Project"). The community is provided with information regarding design, when the Project is to commence and how stakeholders will be affected. Meetings are held with stakeholders to introduce the Project team and contractor(s) that will be working in the area. Project Information — This phase begins concurrently with construction and is finalized when the Project is substantially complete. Residents, business owners and civic organizations are provided weekly with information relevant to the progress of the work on a regular basis. Meetings are held on an as-needed basis with individual stakeholders or interested groups. The Public Information Officer serves as liaison between residents/ stakeholders and the Project team. Post-Construction Communications — In this phase, Project-close out information is sent out to stakeholders informing them that construction has been finalized and providing them with contact information for various owner agencies. The public information officer is also to submit final copies of all tracking documents such as contact databases, issue/resolution lists, encroachment notes, etc. at this time to the City Project team members. 2.4 Consultant shall use its best efforts to maintain a constructive, professional, cooperative working relationship with the City's Project Manager, the City's Contractor, and any and all other individuals and/or firms that have been contracted, or otherwise retained, to perform work on the Project. 2.5 The Consultant shall perform its duties under this Agreement and under a Consultant Service Order, in a competent, timely and professional manner, and shall be responsible to the City for any failure in its performance, except to the extent that acts or omissions by the City make such performance impossible. The Consultant is responsible for the professional quality, technical accuracy, completeness, performance and coordination of all Services required under the Agreement and, specifically under any Consultant Service Order issued to the Consultant by the City (including the Services performed by sub-consultants), within the specified time period and specified cost. The Consultant is responsible for, and shall represent that its work conforms to the City's requirements, as set forth in the Agreement and in any particular Consultant Service Order issued to Consultant by the City. Neither the City's review, approval or acceptance of, nor payment for, any of the Services required under the Agreement shall be construed to relieve the Consultant (or any sub-consultant) of its obligations and responsibilities under the Agreement, nor constitute a waiver of any of the City's rights under the Agreement, or of any cause of action arising out of the performance of the Agreement. With respect to the performance of Services by sub-consultants, the Consultant shall, in approving and accepting such Services, ensure the professional quality, completeness, and coordination of the sub-consultant's Services. 2.6 The Consultant is advised that performance evaluations of the work and/or services rendered throughout this Agreement will be completed by the City and kept in the City's files for evaluation of future solicitations. Consultant agrees not to divulge, furnish or make available to any third party(ies), any non-public information concerning the Services or the Project, without the prior written consent of the City Manager or her/his designee, unless such disclosure is incident to the proper performance of the Services; or the disclosure is required pursuant to Florida Public Records laws; or, in the course of judicial proceedings, where such information has been properly,subpoenaed. Consultant shall also require its employees and sub-consultants to comply with this subsection. Consultant shall establish, maintain, and categorize any and all Project documents and records pertinent to the Services and shall provide the City, upon request, with copies of any and all such documents and/or records. In addition, Consultant shall provide electronic document files to the City upon completion of the Project. 2.7 Sub-Consultants: All services provided by sub-consultants shall be consistent with those commitments made by the Consultant in its Proposal and during the competitive solicitation selection process and interview. Such services shall be undertaken and performed pursuant to appropriate written agreements between the Consultant and the sub-consultants, which shall contain provisions that preserve and protect the rights of the City under this Agreement. Nothing contained in this Agreement shall create any contractual relationship between the City and the sub-consultants. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub- consultants shall be the sole responsibility of Consultant. 2.8 Any change, or substitution of the Consultant's project manager or public information officer shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be the City's Project manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City Project manager). 2.9 Reimbursable Expenses are an allowance set aside by the City and shall include actual expenditures made by the Consultant in the interest of the Project. Notwithstanding the preceding, any Reimbursable Expenses in excess of $500 must be authorized, in advance, in writing, by the City's Project Manager. Invoices or vouchers for Reimbursable Expenses shall be submitted to the City's Project Manager (along with any supporting receipts and other backup material requested by the City's Project Manager). Consultant shall certify as to each such invoice and/or voucher that the amounts and items claimed as reimbursable are "true and correct and in accordance with the Agreement." Reimbursable Expenses may include, but not be limited to, the following: • Cost of reproduction, courier, postage and handling of collaterals and other project documents (excluding reproductions for the office use of the Consultant and its subconsultants, and courier, postage and handling costs between the Consultant and its sub-consultants) • Costs for reproduction and preparation of graphics for community workshops. 2.10 NOTWITHSTANDING ANYTHING CONTAINED IN THIS SECTION 2, THE CONSULTANT SERVICE ORDER ISSUED BY THE CITY TO CONSULTANT SHALL SPECIFICALLY DELINEATE AND DESCRIBE THE SERVICES TO BE PROVIDED BY CONSULTANT FOR THE PARTICULAR PROJECT (THAT IS THE SUBJECT OF SUCH ORDER). SECTION 3 TERM The term of this Agreement (Term) shall commence upon execution of this Agreement by all parties hereto, and shall have an initial term of three (3) years, with two (2) additional one (1) year renewal options, to be exercised at the City Manager's sole option and discretion, by providing Consultant with written notice of same no less than thirty(30) days prior to the expiration of the initial term. Notwithstanding the Term provided herein, Consultant shall adhere to any specific timelines, schedules, dates, and/or performance milestones for completion and delivery of the Services, as same is/are set forth in the timeline and/or schedule referenced in each Consultant Service Order. SECTION 4 FEE 4.1 Consultant's maximum or"Not to Exceed" fee for provision of the Services, or portions thereof, as may be set forth and described in the Consultant Service Order issued for a particular Project, shall be agreed to at the time of service in accordance with the hourly rates set forth in Exhibit "D" attached hereto, and shall be set forth in the Consultant Service Order, in the form attached as Exhibit "B" hereto. 4.2 Approved Additional Services shall be compensated in accordance with the hourly rates set forth in Schedule "D" attached hereto. Any request for payment of Additional Services shall be included with a Consultant payment request. No mark-up shall be allowed on Additional Services (whether sub-contracted or not). Approved Reimbursable Expenses shall be paid in accordance with Section 2.9 herein. Any request for payment of Reimbursable Expenses shall also be included with Consultant's payment request. No mark-up shall be allowed on Reimbursable Expenses. 4.4 INVOICING Upon receipt of an acceptable and approved invoice, payment(s) shall be made within thirty (30) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). Invoices shall include a detailed description of the Services (or portions thereof) provided, following the format outlined in Exhibit "E" hereto (Summary Report of Services Performed). Invoices and support document shall be submitted to the City at the following address: City of Miami Beach [Department Name indicated in the City's Purchase Order] 1700 Convention Center Drive Miami Beach, FL 33139 Attn: [Department Contact indicated in the City's Purchase Order] SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Consultant of its violation of the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to Consultant. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding t h e above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by any breach of the Agreement by the Consultant. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce the City's right and remedies against Consultant. The City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THROUGH ITS CITY MANAGER,CITY MAY ALSO, O , AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION Consultant agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its officers, employees, agents, contractors, subcontractors, or any other person or entity acting under Consultant's control or supervision, in connection with, related to, or as a result of the Consultant's performance of the Services pursuant to this Agreement. To that extent, the Consultant shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The parties agree that one percent (1%) of the total compensation to Consultant for performance of the Services under this Agreement is the specific consideration from the City to the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 6.2 INSURANCE REQUIREMENTS The Consultant shall maintain and carry in full force during the Term, the following insurance: 1. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statutes Chapter 440; 2. Commercial General Liability Insurance on a comprehensive basis, to include Contractual Liability, and Products/Completed Operations, in an amount not less than $100,000 combined single limit per occurrence for bodily injury and property damage. City of Miami Beach must be included as an additional insured with respect to this coverage; and 3. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $100,000 combined single limit per occurrence for bodily injury and property damage. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B" as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All of Consultant's certificates shall contain endorsements providing that written notice shall be given to the City at least thirty(30) days prior to termination, cancellation or reduction in coverage in the policy. CERTIFICATE HOLDER MUST READ: The City of Miami Beach, Florida 0/0 Insurance Tracking Services, Inc. (ITS) P.O. Box 20270 Long Beach, CA 90801 Original certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The City shall have the right to obtain from the Consultant specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The Consultant is also solely responsible for obtaining and submitting all insurance certificates for any sub- consultants. Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities and obligations under this Section or under any other portion of this Agreement. The Consultant shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Consultant and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000. Consultant hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of $10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. SECTION 9 [INTENTIONALLY DELETED] SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to Consultant, and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manager may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. Consultant shall maintain any and all such records at its place of business at the address set forth in the "Notices" section of this Agreement. 10.2 [INTENTIONALLY DELETETD] 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which'consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment(unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.5 EQUAL EMPLOYMENT OPPORTUNITY In connection with the performance of the Services, the Consultant shall not discriminate against any employee or applicant for employment because of race, color, national origin, religion, sex, gender identity, sexual orientation, disability, marital and familial status, or age. 10.6 CONFLICT OF INTEREST The Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, and as may be amended from time to time; and by the City of Miami Beach Charter and Code (as same may be amended from time to time); both of which are incorporated by reference herein as if fully set forth herein. The Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirectly, which could conflict in any manner or degree with the performance of the Services. The Consultant further covenants that in the performance of this Agreement, no person having any such interest shall knowingly be employed by the Consultant. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising there from. 10.7 TRAVEL Any travel in connection with this Agreement must be pre-approved by the City. All travel • expenses will be reimbursed in accordance with the requirements of Section 112.061, Florida Statutes. SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the Consultant and the City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. Until changed by notice in writing, all such notices and communications shall be addressed as follows: TO CONSULTANT: HML Public Outreach, LLC 5880 SW 74 Terrace, 2F Miami, FL 33143 Attn: Heather M. Leslie, Principal TO CITY: City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Attn: City Manager COPIES TO: City of Miami Beach Raul Aguila, City Attorney 1700 Convention Center Drive 4th Floor Miami Beach, FL 33139 Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the day on which personally served, or the day of receipt by either U.S. certified mail or overnight delivery. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 12.3 ENTIRETY OF AGREEMENT The City and Consultant agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. 12.4 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the definition of "Contractor" as defined in Section 119.0701(1)(a), the Consultant shall: a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the service; 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; and d) Meet all requirements for retaining public records and transfer to the City, at no City cost, all public records created, received, maintained and/or directly related to the performance of this Agreement that are in possession of the Consultant upon termination of this Agreement. Upon termination of this Agreement, the Consultant shall destroy any duplicate public records that are exempt or confidential stored exempt from public records disclosure requirements. All records sto ed e lectronicall y must be provided to the City in a format that is compatible with the information technology systems of the City. For purposes of this Article, the term "public records" shall mean all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. Consultant's failure to comply with the public records disclosure requirement set forth in Section 119.0701 of the Florida Statutes shall be a breach of this Agreement. In the event the Consultant does not comply with the public records disclosure requirement set forth in Section 119.0701 of the Florida Statutes, the City may, at the City's sole discretion, avail itself of the remedies set forth under this Agreement and available at law. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: , /// A kdirallPar- 114/ City Clerk / Mayo f'; ',/ OCT 30 9Mi 9bi , FOR CONSULTANT: '"N00Rp ��1\ pAll:' Public Outreach, LLC • OR4T . ATTEST: 0,7• \m/ 'ED/ 26 �,. By: �.,.�L �/ ,,.�1 � L.�Lll_ I ,• Y• _ - - President calk (6.el I Mi-ther m. e f6 0 P Print Name Print Name/Title EXHIBITS EXHIBIT A—SCOPE OF SERVICES EXHIBIT B —CONSULTANT SERVICE ORDER EXHIBIT C—CONSULTANT COMPENSATION EXHIBIT D— HOURLY BILLING RATE SCHEDULE EXHIBIT E—SUMMARY REPORT OF SERVICES PERFORMED (SAMPLE) ATTACHMENTS ATTACHMENT A - Resolution, Commission Item Summary, and Commission Memorandum ATTACHMENT B— Request for Qualifications ("RFQ") ATTACHMENT C - Bidder's Response to the RFQ ATTACHMENT D - Insurance . OVED GAGE FOAPPR RM $'`EXECUTU ON I &FOR t.0.2.3'() - Date City Attorney EXHIBIT A SCOPE OF SERVICES This Statement of Work describes and defines activities which may be required by the City for a range of services to include, but not limited to: communications planning and implementation, public relations and community involvement, customer service, general translation and interpreting services, revamping project collaterals, preparation of related media communications and collateral materials, preparation of audio/video presentations, project planning, coordination and implementation, web content development, franchise utility communication, special events coordination, hosting public meetings and other services that may be related. This includes, but is not limited to, those operations necessary for mobilization, the movement of personnel, equipment, supplies, expertise, incidentals, permits, notifications, and fees associated with such notifications, if any. The City shall request consultant services on an as-needed basis. There is no guarantee that any or all of the services described in this RFQ will be assigned during the term of this resulting agreement. Further, the Consultant is providing these services on a non-exclusive basis. The City, at its option, may elect to have any of the services set forth herein performed by other consultants or City staff. DEFINITIONS Consultant(s) The Consultant is the Successful Proposer(s) retained by the City to perform Public Information Outreach Services on Right of Way and Facilities. Projects described in this Scope of Services. City The City of Miami Beach Department City Departments, including but not limited to: The Public Works Department and Capital Improvement Projects Office Letter of Authorization A letter issued by the Project Manager(or his/her designee) authorizing the Consultant to commence work on a specific task. Completion due dates and fees are specified in this document. Project Manager The City's staff member(s), manager(s) or consultant(s) with overall responsibility and authority to oversee the Public Information Outreach Services on Right of Way and Facilities Projects in Miami Beach. Task Assignment One or more tasks assigned under this contract in connection with the Public Information Outreach Services on Right of Way and Facilities Projects in the City of Miami Beach. Job Classifications and Descriptions: Project Manager: Primary point of contact with the City's Project Manager (or his/her designee) on overall activities of the contract; ensures contract compliance; manages budgets and invoices; executes special projects and performs QA/QC on all collateral materials. Responsible for entire staff assigned to this contract to include staff supervision and work production. Works with City's Project Manager on streamlining processes and developing cost effective methods of doing business. Public Information Officer (PIO): Serves as liaison between project stakeholders and project team. Acts as the point person for project related information and due to extensive interaction with the City of Miami Beach community, bilingual (English/Spanish) is strongly desired; writes public involvement plans for projects; identifies potential impacts to the public as a result of construction plans; prepares and disseminates collateral materials to the public; develops strategic alliances and partnerships; prepares and presents project information for meetings; coordinates resolution of issues; maintains database of stakeholders; prepares information for updating website; edits website content; performs media responses in writing as needed; coordinates and staffs formal and informal public meetings; arranges field meetings and special events; maintains Home Owner Association (HOA) relations and executes other duties relevant to the position. Graphic Designer: Designs and maintains collateral materials; creates and updates templates and newsletter layouts; depicts project information on maps that serve as visual explanations to stakeholders; performs other duties relevant to the position. Familiarity with municipal governments and/or construction concepts are a plus. CONSULTANT RESPONSIBILITIES Coordination with the City All aspects of each task shall be coordinated through the City's Project Manager (or his/her designee); the City project manager for each project is to be determined at the time a PIO assignment is issued. All authorizations and approvals shall be in writing and executed by the Project Manager(or his/her designee) prior to the commencement of work. City of Miami Beach offices are located at 1700 Convention Center Drive; Miami Beach, Florida, 33139. Services to be provided The following procedures are general for all projects. One or more of them may be necessary depending on the scope of the project. The necessary steps will be identified and a schedule of activities will be established by the City's Project Manager. If the procedural regulations referenced herein are revised or superseded before the services by the CONSULTANT are rendered, compliance with the most up-to-date version and/or amendments/statutes will be required. The CONSULTANT will provide any one or more of the following services as required by the DEPARTMENT. Public Relations, Community Involvement and Customer Service The successful firms may be tasked with the following duties and responsibilities: • Developing public involvement plans • Developing project-related informational materials • Collateral production • Communicating project information and addressing citizen/stakeholder concerns • Preparing related media communications and informational materials • Coordinating emergency communications • Developing presentations and talking points • Planning, organizing and attending special events and meetings • Preparing audio/video presentations • Writing newsletters and feature stories • Translating collateral material developed • Designing and developing templates and graphics informational materials (usually maps that depict project information) • Preparing web content and web copywriting • Developing ads • Coordinating franchise utility communication • Arranging and documenting field meetings • Stakeholder satisfaction surveys • Coordinating media/special events such as block parties, community meetings, and ribbon cuttings EXHIBIT B CONSULTANT SERVICE ORDER Service Order No. for Public Information Outreach Services on Right of Way and Facilities Construction Projects. TO: DATE: Pursuant to the agreement between the City of Miami Beach and for Public Information Outreach Services on Right of Way and Facilities Construction Projects, you are directed to provide the following services: SCOPE OF SERVICES: Project Name and No: Estimated calendar days to complete this work: days Fee for this Service Order: $ The above fee is a Lump Sum or an Upset Limit (Maximum Amount) (check one). CIP Project Coordinator Date CIP Assistant Director Date Consultant Date CIP Director Date City Manager Date EXHIBIT C CONSULTANT COMPENSATION AGREEMENT BETWEEN CITY OF MIAMI BEACH AND FOR PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS Project Name and No: Scope of Services: Fee for this Service Order: $ Schedule of Payments Public Information Services* $XX)UUUOUC Graphic Design Services* $X0000000( Translation Services $X)O(XXXXX Quality Assurance/Control Services** $)0000000( Reimbursable Allowance*** $ )(J ) )( NOTE: These services will be paid in lump sum based on percentage of work complete, or as a not to exceed limit based on actual work performed, as identified in the Consultant Service Order. EXHIBIT D HOURLY BILLING RATE SCHEDULE Public Information Service Hourly Rate Project Manager $110 Public Information Officer $85 Assistant Public Information Officer $55 Graphic Designer $75 Translation Services $65 EXHIBIT E SUMMARY REPORT OF SERVICES PERFORMED (SAMPLE) Pl a nnedPno gress Summary Report of Services Performed by [company name/logo} Name of Reporting Consultant(s): Project Name: Invoice Period: Percentage of Work Performed: Services Performed Task Number of Hours Per Task Task 1 —Public involvement Plan Task 2—Project-Related Informational Materials Task 3—Communicating Prapect Information Task 4—Media Coordination Task 5—Emergency Communications Task 6—Developing P e eritations Task 7—Meeting Coordination Task 8—AI's Presentali.ons Task 9—Newsletter/feature Stories Task 10-Transfaiiorns Task 11 -Graphic Services Other Summary [enter text here to describe work completed by PlO and graphic designer] ATTACHMENT A Resolution, Commission Item Summary, and Commission Memorandum RESOLUTION NO.. 2015-29109 • A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2015-144-YG (THE RFQ), FOR PUBLIC INFORMATION OUTREACH (PIO) SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH HML PUBLIC OUTREACH, LLC., INFINITE SOURCE COMMUNICATIONS GROUP, LLC., MEDIA RELATIONS GROUP, LLC., AND QUEST CORPORATION OF AMERICA, INC., TO ESTABLISH A POOL OF CONSULTANTS THAT CAN PROVIDE THE REQUIRED PIO SERVICES ON AN AS NEEDED BASIS; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, Request for Qualifications (RFQ) No. 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects was issued on May 8, 2015, with an opening date of July 14, 2015; and WHEREAS, a pre-proposal conference was held on May 20, 2015; and WHEREAS, the City received four (4) proposals from HML Public Outreach, LLC., Infinite Source Communications Group, LLC., Media Relations Group, LLC., and Quest Corporation of America, Inc; and WHEREAS, on August 11, 2015 an Evaluation Committee appointed by the City Manager convened to consider all proposals; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information on the scope of services, references, and a copy of the proposal; and engaged in a question and answer session after the presentation of each proposer; and WHEREAS, the Committee was instructed to score and rank the proposals pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the Committee's ranking was as follows: Media Relations Group, LLC, top- ranked; HML Public Outreach, LLC., and Infinite Source Communications Group, LLC., were tied as the second highest ranked firm; and Quest Corporation of America, Inc., fourth highest ranked; and WHEREAS, after reviewing all the submissions and the Evaluation Committee's rankings, the City Manager exercised his due diligence, and is recommending that the Administration be authorized to enter into simultaneous negotiations with the following proposers: Media Relations Group, LLC, HML Public Outreach, LLC., Infinite Source Communications Group, LLC., and Quest Corporation of America, Inc.; to establish a pool of consultants that can provide services to the City on an as needed basis. 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 City Manager pertaining to the ranking of proposals pursuant to Request for Qualifications No. 2015-144-YG (the RFQ), for Public information Outreach (PIO) Services On Right of Way and Facilities Construction Projects; authorizing the Administration to enter into negotiations with Media Relations Group, LLC, HML Public Outreach, LLC., Infinite Source Communications Group, LLC., and Quest Corporation of America, Inc., to establish a pool of consultants that can provide the required PIO Services on an as needed basis; and further authorizing the Mayor and City Clerk to execute Agreements upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 2. day of Cepterniter 2015. ATTEST° • .. •4. BEA IS R. ael E. Granath, it '.# P. 4 - ine, ,;� a i• 1, % /i %' .f-- APPROVED AS TO FORM&LANGUAGE &FOR EXECUTION (-N e zt (` Dote to City Attorn®Y T:IAGENDA120151September\PROCUREMENTIRFQ 2015-144-YG Public Information Outreach Services -Reso.doc 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 City Manager Pertaining To The Ranking of Proposals Pursuant to Request for Qualifications (RFQ) No. 2015-144-YG for Public Information Outreach Services On Right of Way and Facilities Construction Projects. Key Intended Outcome Supported: Enhance External And Internal Communication From And Within The City Supporting Data (Surveys, Environmental Scan, etc: N/A Item Summary/Recommendation: The Administration issued RFQ 2015-144-YG to seek the proposals from qualified contractors to provide Public Information Outreach Services On Right of Way and Facilities Construction Projects. The RFQ was approved for issuance by the City Commission on May 6,2015.The RFQ was released on May 8,2015.A pre-proposal conference to provide information to the proposers submitting a response was held on May 20, 2015. On July 14, 2015, the City received proposals from: HML Public Outreach, LLC; Infinite Source Communications Group, LLC; Media Relations Group, LLC; and Quest Corporation of America, Inc. On August 11, 2015, the Evaluation Committee appointed by the City Manager convened to consider the responsive proposals received.The Committee was instructed to score and rank the sole proposal received pursuant to the evaluation criteria established in the RFQ.The results of the evaluation committee process were presented to the City Manager for his recommendation to the City Commission. After reviewing the submission and the Evaluation Committee's rankings of proposals received,the City Manager recommends that the Mayor and the City Commission, pursuant to RFQ No. 2015- ' 144-YG, for Public Information Outreach Services On Right of Way and Facilities Construction Projects,authorize the Administration to enter into negotiations with Media Relations Group, LLC, HML Public Outreach, LLC., Infinite Source Communications Group, LLC.,and Quest Corporation of America, Inc., to establish a pool of consultants that can provide services to the City on an as needed basis. Further, the City Manager recommends the Mayor and City Clerk be authorized to execute Agreements upon conclusion of successful negotiations by the Administration. RECOMMENDATION Adopt the resolution. Advisory Board Recommendation: Financial Information: Source of Amount , Account Funds: 1 The annual cost associated with the parking attendant services is subject to the funds availability approved through the City's budgeting process OBPI Total Financial Impact Summary: City Clerk's Office Legislative Tracking: Alex Denis, Extension 6641 Sign-Offs: Departm:. t Director Assistan : ± anager City u nager DM A i ►' J / . MT l�. L ..V. — T:IAGENDA120151Serit- ber1PROCUREMENTIRFQ 2015-144- Public Information Outreach Services - rary.doc eallMIAMIBEACH AGENDA ITEM DATA IC D MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov COMMISSIO MEMORANDUM TO: Mayor Philip Levine and Members of the City Co : ission FROM: Jimmy L. Morales, City Manager DATE: September 2, 2015 SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCE• ING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2015-144-YG (THE RFQ), FOR PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS. ADMINISTRATION RECOMMENDATION Adopt the Resolution. KEY INTENDED OUTCOME SUPPORTED Enhance External And Internal Communication From And Within The City FUNDING The annual cost associated with the parking attendant services is subject to the funds availability approved through the City's budgeting process. BACKGROUND Neighborhood right of way improvements, parking lots, parking garages, structural and park facilities, as well as capital renewal and replacement projects are underway in each of the three (3) City districts. The additional activity produced by these projects in turn generates an exponential need for proper and timely notification to the City's stakeholders. Keeping residents, business owners and civic organizations well informed and actively involved is a key factor of the City's ongoing and growing commitment to maintain residents informed at all times. The City's present contract, established pursuant to RFQ 19-11/12 expires October 1, 2015 and all renewal options have been exhausted. Issuance of a new RFQ will enable the City to establish a pool qualified consultants that will serve to facilitate the assignment of these services for all neighborhood and facility projects. RFP PROCESS On May 6, 2015, the City Commission approved to issue the Request for Qualifications (RFQ) No. 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects. On May 8, 2015, the RFQ was issued. A voluntary pre-proposal conference to provide information to the proposers submitting a response was held on May 20, 2015. RFQ responses were due and received on July 14, 2015. The City received a total of four(4) proposals. The City received proposals from the following firms: HML Public Outreach, LLC. Infinite Source Communications Group, LLC. Commission Memorandum-RFQ 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects September 2, 2015 Page 2 Media Relations Group, LLC. Quest Corporation of America, Inc. On July 8, 2015, the City Manager via Letter to Commission (LTC) No. 279-2015 appointed an Evaluation Committee (the "Committee"), consisting of the following individuals: • Diana Fontani, Public Information Specialist, Office of Capital Improvement Projects • Melissa Berthier, Public Information Specialist, Office of Communications • Lynn Bernstein, Sustainability and Outreach Coordinator, Department of Public Works Alternates: • Nannette Rodriguez, Director, Office of Communications • Elizabeth Wheaton, Assistant Building Director, Building Department, Office of the City Manager On August 4, 2015, the City Manager via Letter to Commission (LTC) No. 309-2015, revised the Evaluation Committee (the "Committee"), as follows: • Diana Fontani, Public Information Specialist, Office of Capital Improvement Projects, was unable to participate as an evaluation committee member and was therefore removed. Furthermore, alternates Elizabeth Wheaton, Assistant Building Director, Building Department and Nannette Rodriguez, Director, Office of Communications, were also unable to serve on the evaluation committee. • Margarita Wells, Environmental and Sustainability Specialist, Building Department, Office of the City Manager, was added. • Maria Cerna, Division Director, Office of Capital Improvement Projects was added. The Committee convened on August 11, 2015 to consider proposals received and interview the proposers. The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee also provided general information on the scope of services, references, and a copy of each proposal. Additionally, the Committee engaged in a question and answer session after the presentation of each proposer. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ. The evaluation process resulted in the ranking of proposers as indicated in the table below. RFQ#2015=144=YG',: • Public:Information;, 'Outreach Services on • *Right of Way arid—;• LOW 'Facllitles Constructlon Lynn Melissa Maria Margarita AGGREGATE • ,: rojects;,'.; F. Bernstein Ranking Berthier Rankin. Cema Ranking Wells Ranking TOTALS Rank HML Public Outreach,LLC 97 2 96 1 93 2 95 4 9 2 Infinite Source Communications Group, LLC 96 3 93 3 94 1 98 2 • 9 2 Media Relations Group, LLC 98 1 95 2 92 3 99 1 7 1 Guest Corporation of America,Inc. 95 4 91 4 90 4 97 3 ."1 15 4 Commission Memorandum—RFQ 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects September 2, 2015 Page 3 MANAGER'S DUE DILIGENCE & RECOMMENDATION After reviewing all the submissions and the results of the evaluation process, the City Manager recommends that the Mayor and City Commission authorize the Administration to enter into negotiations with Media Relations Group, LLC, HML Public Outreach, LLC., Infinite Source Communications Group, LLC., and Quest Corporation of America, Inc., to establish a pool of consultants that can provide services to the City on an as needed basis. Further, the City Manager recommends that the Mayor and City Clerk be authorized to execute Agreements upon successful negotiations by the Administration. CONCLUSION The Administration recommends that the Mayor and City Commission approve the resolution accepting the recommendation of the City Manager pertaining to the ranking of proposals, pursuant to Request for Qualifications No. 2015-144-YG (the RFQ), for Public Information Outreach Services on Right of Way and Facilities Construction Projects. JLM/MT/KGB/SF/AD/YG T:W GENDA120151September\PROCUREMENT\RFQ 2015-144-YG Public Information Outreach Services -Memo.doc • ATTACHMENT B Request for Qualifications ("RFQ") MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov DEPARTMENT OF PROCUREMENT Tel: 305-673-7490 Fax: 786-394-4002 ADDENDUM NO. 1 REQUEST FOR QUALIFICATIONS NO. 2015-144-YG PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS JULY 1, 2015 This Addendum to the above-referenced RFQ is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFQ is amended in the following particulars only. RFQ DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m_, on Tuesday, July 14, 2015, at the following location. Miami Beach City Hall Procurement Department 1700 Convention Center Drive, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. ANSWERS TO QUESTIONS RECEIVED FROM PROSPECTIVE PROPOSERS: Q1: We would like to know what the hourly rates on the last contracts were, and the total amount paid to the companies. • Al: Please refer to Attachment A in this Addendum. Q2: What projects do you anticipate the new contract will be serving? A2: Please refer to Attachment B for a list of upcoming projects from our Office of Capital Improvement Projects (CIP) for which services under this RFQ will be required. The City's Public Works Department will also be needing services under this RFQ for the following upcoming projects: Storm Water, and Waste Water Improvement Projects Infrastructure upgrades around City Hall and the Convention Center Sea Wall Replacement Program over the next 10 years Q3: Could you please provide us with a copy of the sign-in sheet for today's meeting? A3: Please refer to Attachment C in this Addendum. Q4: Please provide the proposals of the firms that were awarded the current contract. Also, please provide electronic copies of the proposals for companies who were not awarded the contract. A4: Please refer to Attachments 1 to 5 in Public Purchase to view copies of the Proposals received under the previous RFQ No. 19-11/12. The firms awarded the current RFP are Infinite Source Communications Group, LLC., Quest Corporation of America, Inc., and Media Relations Group, LLC. 1 Q5: Can a subcontractor of the prime consultant participate in more than one team? A5: No. Q6: Can the City provide the project list for which we will need to provide services to? A6: Please refer to the answer written for Question #2 in this Addendum. Q7: Can the City provide the different software, interfaces and programs from which we will be able to obtain information from? A7: Programs pertaining to public outreach regularly used by the City of Miami Beach are as follows: Microsoft Office Suite, Adobe products, particularly InDesign and Illustrator; Outlook, Constant Contact, eBuilder, flickr,web content tools, GIS and social media. Regular sources of information include: meetings with project team and stakeholders, field visits, etc. Proposer is also encouraged to suggest innovative ways to accomplish tasks given. Q8: Will the Electronic Outreach be through the existing website of the City, or we need to create a new one? A8: Electronic outreach is not currently done through the Office of Capital Improvement Projects' (CIP) website (mbplannedprogress.com); weekly updates and construction advisories are sent via email blasts to stakeholders. Selected proposer(s) will not be creating a new website under this RFQ, but will be required to enter information and/or update content on CIP's website. Q9: On page 12—Tab 3 you refer to InDesign collateral templates, do we need to use this? A9: Yes, our templates for collaterals are in InDesign. Please refer to Attachment D in this addendum. Q10: Who will cover the cost of activities, press conferences, rental of equipment, chair, tables, for the require activities? A10: Usually events are hosted at City facilities and any necessary supplies are or equipment is provided by the City. If a proposer is asked to purchase items for a public meeting or special event, the firm will be required to submit documentation/receipts for reimbursement. Q11: If in instances we need to bring people from out of state, will the City reimburse the related costs? All: Public Information Services are expected to be performed by local staff. The City does not anticipate the need for out of state staff and therefore travel expenses will not be reimbursed. Q12: Thinking of the wide base of languages that people speak in the City, when you ask for translators, which of them should we cover? Al2: Spanish is required. Creole may be requested, on an as-needed basis. Q13: Can the Graphic Designer be a subcontractor or it needs to be part of the Prime Consultant? A13: A Graphic Designer may be a sub-contractor. 2 Q14: Who will be paying for publicity, ads, newspaper charges, etc.? A14: The City pays for advertisements when necessary. Q15: Will the City require for us to work within the City limits, if so will the City provide office space and paid for the related costs? A15: While the RFQ does not require a Proposer to have an office within the City of Miami Beach, Public Information Officers must be physically present at the project construction site and at other City locations at times, in order to perform the scope of work required under this RFQ. PIOs visit job sites, attend meetings, coordinate with stakeholders, etc. The City does not provide office space or reimbursement of related costs. Q16: If we are not a City Vendor, can we apply to qualify as vendor and be in approval process during deliberations? A16: Please refer to RFQ Page 6, Section 0200, Sub-Section 12 — Determination of Award and RFQ Page 13 Section 0400 —State of Qualifications Evaluation. Q17: If our offices are in Miami Dade County, do we need to get a Miami Beach Tax Receipt to execute the work, even though we might be generating most of the work outside the City? A17: Please visit the City of Miami Beach Online Business Tax Receipt Webpage. The weblink is: https://secure.miamibeachfl.gov/license/public/main/homepage.aspx. You may also access this page by going to www.miamibeachfl.gov and then selecting "Business Tax Receipt" under the "Apply for" menu. Q18: On Appendix E Billing Rate there are_7 classifications, can we expand the list in our proposal? (Document Control, Project Inspector, Schedule Analyst, Cost Analyst, Safety Inspector, etc. mainly related to the QA/QC Services). A18: Exhibit D of the Sample Contract in the RFQ shall remain unchanged. Under Tab 3 — Approach & Methodology, proposer may indicate the additional classifications it proposes to accomplish the scope of services outlined in the RFQ. Q19: For how long do we need to retain documents after the contract expires? A19: Please refer to RFQ Page 9, Section 0200, Sub-Section 32—Florida Public Records Law. All project related documents and collaterals are required to be submitted to the City in electronic format. It is also required that tracking documents are shared with each project team regularly. Tracking documents are various spreadsheets (usually Excel) that the Public Information Officers keep regarding the project and project team interactions with stakeholders. For example, Public Information Officers maintain a database of contacts, a list of stakeholder general questions and concerns along with team responses, and an encroachment log (i.e., telephone calls regarding encroachment letters received by stakeholder and how they are handled), etc. I� Q20: How do we handle the use of proprietary information / software at the end of the contract.. As a company we may have developed project reporting tools that are protected, do we need to hand them over at the end of the contract? A20: Please refer to RFQ Page 9, Section 0200, Sub-Section 32 — Florida Public Records Law. Any information or documents prepared by the proposer, produced for the City, must be 3 turned over in a final electronic format that is compatible with programs regularly used by j1 the City. Q21: Can you expand on the desired social media and web-based services? Do you expect the provider to design websites, run twitter accounts, Facebook pages, Instagram, etc.? Can you provide a clear scope of needed social media support? A21: The proposers' responsibility with respect to social media is to provide information to City staff that is responsible for social media posting. As for web-based services, proposers will be required to update content on CIP's website. Q22: Section 11 (VETERAN BUSINESS ENTERPRISES PREFERENCE) states: Pursuant to City of Miami Beach Ordinance No. 2011-37 48, 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. To qualify for the additional five points, does the veteran status only apply to the prime contractor, or can a subcontractor on the team qualify our submittal for all or partial points? • A22: Veteran Business Preference only applies to the Prime Proposer. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(a miamibeachfl.gov. Procurement Contact: Telephone: Email: Yusbel Gonzalez 305-673-7000, ext. 6230 YusbelGonzalez @miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. Sincerely .li Alex Den Procurer -nt Director 4 ATTACHMENT A CURRENT CONTRACT HOURLY RATES AND AMOUNT PAID TO DATE 5 Infinite Source Communications Group, LLC., Amount Paid to Date: $120,141.25 Hourly Rates: Public Information.Service • Amount t ject G a r $ 110 Public Information ton Officer $ 65 . Assistant Public information Officer $ 55 3 I Desi $ ?5 Translation Services Quest Corporation of America, Inc., Amount Paid to Date: $255,836.25 Hourly Rates: Public Information Service Amount .._ Proj Mana r $ 110 Public information Officer $ 85 Assistant tant.Public.Information Offs $ 55 Gra.laic. i;:. er $ 75 Translation Services $ 65 ... Media Relations Group, LLC.. Amount Paid to Date: $ $99,572.49. 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C Q Q O L f v: :a.; cn a cn a_ 0 il ATTACHMENT "C" Pre-Proposal Meeting Sign-In Sheet 8 M PRE-PROPOSAL MEETING SIGN-IN SHEET DATE: May 20,2015 RFQ No.: 2015-144-YG TITLE: Public Information Outreach Services on Right of Way and Facilities Construction Projects NAME(PLEASE PRINT) COMPANY NAME-E-MAIL ADDRESS PHONE# FAX# Yusbel Gonzalez City of Miami Beach 305-673-7490 786-394- 4073 yusbelgonzalez@miamibeachfl.gov miamibeachfl.gov G ' Sffetea/4/47 f � i C 6 • «n Y, v\-,01 q∎cL c ko.3 v UNIPD CA bum( CL urivrfi 6,1 t a.Vvv► MP-c›' duc ink5 vAN PPAVIAAlit4 7-7A/ C.46-12,6- Cotst-iV, (2.14nA?...ktu.Acryc,:o 3os.(0-i-`),_,,z x 1°7 N Co,Mvv-A-M:\•- `OAS . I it II NAIAMIBEACH PRE-PROPOSAL MEETING SIGN-IN SHEET DATE: May 20,2015 • ti RFQ No.: 2015-144-YG TITLE: Public Information Outreach Services on Right of Way and Facilities Construction Projects NAME(PLEASE PRINT) COMPANY NAME-E-MAIL ADDRESS PHONE# FAX# Yusbel Gonzalez City of Miami.Beach 305-673-7490 786-394- i isbel:onzalez miamibeachfl.:ov _keen At Go(bas 4073 ar,SCc,ID 03vV,.NM; Cnm 31-1V02. WI ("CAA AA 0 r SUS �- 7M � lobc)cm -741-aSi r ere do losi(..MeICACI g ocA-vsa OCA- \ Con-za I-ez � � cS�e)�C�cs�za(ez�� C�C/�vga.evm At;� l�z room c9, tkpaci.v �-```- 4:I ?111 ii Ate, IQ' "We' qa: /sly.g.i/V 110 6)rca a So,opme ATTACHMENT "D" InDesign Collateral Template Sample 9 t:\::i. ,3 ,t. .>✓<r a, S, _i F .1 r , ,l. / .n f ''''..%•t';'-3 Y'. S 2:'•',;uP .�+< .Fl.Y..#�rq°. r<r•+. �1::1. .tr„ 3 r } :.o ! 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J> sY l` r a•{r;x ..7'i h ^,. ,..!1'.'„ nt 1,Y. r,;v, :i�:# ti�...'S• '."=:� ,'.7 �.::. �:c�,=3r- t�s �. .`F ;Y,-, .i-='; �.; '•-•' .tl-: .y.�(n .-:i'. -`.r.-`.V,: irti. .rv. s,F. :c, .,{'�'i $.r i ,f,d•. v d:'.3 ,, _y "?. f } .,sL''.{fit.a._ -itx r__:, -i r:. +• :°.. ..t. �\a. ... :e:�c.-� ,.'.... .''''.1;:','-' .,.r�:y._�..,�$. .��" _:.1 --[.. . _ _,- ..35,.. � �.. f.., , �r�.• go Property Management Facility Reconstruction ATTN: Sunset Harbour Residents Project Overview Its,, ,.,a { 11,,, t M'btu.-- ,� .tl-'; • , 41gi The Office of Capital Improvement Projects(CIP)started ,...0, ,i, : r, "` 6 t i; �t'_ 3.'::.,r ' ,, a I1l�y��.t ,�-i� •� #r R�1q�rJ��t i �i � 'l 1'LFi construction for a new property managment facility at 1833 a r 9,4, _.� � . ,,- t�;;y� 4----x ;4; �-z- s, ki-x ,nr , + tic a R • 'VI:d 1� - Bay Road in October 2014,The new facility will be beneficial v:t3 .' [c c aq Y Y , fir�'#M.q s�tl ,�' '-ices,' �i � `'d to�r�•ti 3 -�'.r� r ��?rtw��'a to the residents as it will enhance Property Managements _ , � ,F •-�, Gl4 - �. �4'� �r �4�� { ��'��{qty s ^`,Fir t,S CIS i '��i�,,, 7 �j��i R` {3r�;�,4 {h- p L.t role in maintaining and repairing over four million square feet ' {° � i, r +,✓ 1, }:�+3j! ,, K , pry yi`V3,, ��, of municipal buildings, bridges, monuments,water fountains, 0,11,''0'. .....,� .g t v,T ti , ,� f - ' 74:� t R�} ,',>r t Y h it lli �� >�! •-n T��i js`^1 swimming pools, boardwalks, beachwalk, playground 1-',$. :',5,.--,•�-��,; tYa` x J rY*,�tE ,i'* ?;x I-a= --• ,u�� equipment, parking garages, and street furniture throughout ., • ;t� K:,'� f« a.. ) , i w.i' r":7,,...f � A:.' '' ..-. the city. A ,f, � s, r « i;,r..,,•Y �� qq ' if"„1 04,4 ' 9?4 ?XX p'ir'. $FAa•n,.ft, `t9 i l !i l 'n t-,Srs $i�it'-1'' Y4w Vii'.rI ". fi,'-1 ? ci r5 ,i '1 a- j..' ,� ,4,Y `I 111 4.'.'1.-i ji�,�°�, y- xyr 3'. 7"` ' '/ ,;jg. a'\r •.k,�'ti,71 ti_'..4,1 �',,,,Y sf t y•"_144 °-" 6_a•;6.„. f ,,,,,,4 The contractor will be erecting tilt walls on the north side : ,s �- _ .Y I , 17,, ,_ - #* .,t..1*,,..:,,,,,,,,, ,!;,;,...,,,I, i- 1,711. ,may a ,, 3` of the building. Tilt wall work is a type of building and rl •'• �`'� k�'.°' -- -- ,- 4 dlxf,'ih i. . J i l h'ti .7,k r T.1' r construction technique using concrete,where walls are ti , 't,; �; ,.. ,,,,�,. •.E,_, _f,4. r• 4454-.formed and poured on property beforehand and then"tilted ; ,-_, .g„ * ,,, r ,,;,. �,; ,.,• ,;b;, u into lace.This technique provides a shorter completion a �rl;. }I �,'�,� { 4 _r' "°- ty 1 ;/, p p q p P + 7 h'�., l time. • - .r �l k ._.,w.. _t 3 w1. Schedule ' �,. - f,. •- CG'S -.- Tilt wall work will take place in the evenings of T SL Wednesday,April 1 and Thursday,April 2 between the -. a4� _: " hours of 6 p.m.and 11 p.m. Please note that this schedule :- , a;- ; could change due to inclement weather or unforeseen ., conditions. '_ During the tilt wall work, you can expect the following: .r7i1,. a f 3 • Increased construction activity and construction vehicles s T #�w .: PR JECT tvIAP in the work zone area(there will be a large crane on site) ,,,;;•� 1 M- ' ", ... ' • Increased noise from the construction site Please use caution when traveling through the area. The Communication crew will keep the area as clean as possible during the For more information, please contact construction process. Please avoid the immediate work zone area while tilt wall work is in progress. Our project team's Lauren Firtel, public information specialist goal is to finish this task in a fast, safe manner. P: 305. 673. 7071 E: laurenfirtel @miamibeachfl.gov To request this mu/cri it in alternate format,sign language interpreter(aide-dory notice rcquiretp,information on access for persons with disabilities.and/or any accommodation to resaw any document or participate in any city-ipon,3ored proceedings,call 305.604.2489 and select 1 for Englt:,b or 2 for Spun/sb,then option 6;7-1Y users may call riu 711(Florida Relay Ser'rice). Office of Capital-Im`rovement Projects 1 1701 Meridiem Avenue,Third Floor,Miami Beach,FL X3139:I 305. 7,3.70711-muplannedprogress:coin REQUEST FOR QUALIFICATIONS ( RFQ PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS RFQ No. 2015-144-YG RFQ ISSUANCE DATE: MAY 8, 2015 STATEMENTS OF QUALIFICATIONS DUE: JULY 6, 2015 @ 3:00 PM ISSUED BY: YUSBEL GONZALEZ, CPPB M I AM I EAC H Yusbel Gonzalez, CPPB Senior Procurement Specialist DEPARTMENT OF PROCUREMENT 1700 Convention Center Drive, Miami Beach, FL 33139 305.673.7000 Ext.6230 yusbelgonzalez @miamibeachfl.gov www.miamibeachfl.gov MIAMI MIAMIBEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS 3 0300 SUBMITTAL INSTRUCTIONS & FORMAT 11 0400 EVALUATION PROCESS 13 APPENDICES: PAGE APPENDIX A RESPONSE CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 15 APPENDIX B "NO BID" FORM 22 APPENDIX C MINIMUM REQUIREMENTS &SPECIFICATIONS 24 APPENDIX D SPECIAL CONDITIONS 29 APPENDIX E INSURANCE REQUIREMENTS 31 APPENDIX F SAMPLE CONTRACT 33 RFQ 2015-144-YG 2 MIAM1BEACH SECTION 0200 INSTRUCTIONS TO RESPONDENTS&GENERAL CONDITIONS 1. GENERAL. This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the"City"), as the means for prospective Proposer to submit their qualifications, proposed scopes of work and cost Statement of Qualifications (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 Proposer and, subsequently, the successful proposer(s) (the"contractor[s]") if this RFQ results in an award. The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFQ. Any prospective proposer who has received this RFQ by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City of Miami Beach is accepting qualifications for Public Information Outreach (PIO) Services on Right of Way and Facilities Construction Projects. By means of this RFQ, the City desires to establish term contracts with a pool of qualified successful proposers, with the required expertise and personnel, in order to facilitate the assignment of these services for all neighborhood and facility projects. After City Commission awards approval, the City will negotiate and establish contracts with the successful proposers for a term of three (3) years, with options to renew for two (2) additional one (1) year periods. The successful proposers will work closely with the City in developing and executing the communication efforts for active and future construction of Capital Improvement projects. Neighborhood right of way improvements, parking lots, parking garages, structural and park facilities, as well as capital renewal and replacement projects are underway in each of the three (3) City districts. The additional activity produced by these projects in turn generates an exponential need for proper and timely notification to the City's stakeholders. Keeping residents, business owners and civic organizations well informed and actively involved is a key factor of the City's ongoing and growing commitment to maintain constant communication with area residents and keep stakeholders informed at all times. Communications regarding the construction process is a critical element of every project. In order to achieve this goal, project-related information is broken down into the following three phases: 1. Design and Pre-Construction Communications— In this phase, a plan is developed delineating how the community will be informed throughout the life of the project. The community is provided with information regarding design, when the project is to commence and how stakeholders will be affected. Meetings are held with stakeholders to introduce the project team and consultant(s) that will be working in the area. 2. Project Information —This phase begins concurrently with construction and is finalized when the project is substantially complete. Residents, business owners and civic organizations are provided weekly with information relevant to the progress of the work on a regular basis. Meetings are held on an as-needed RFQ 2015-144-YG 3 MIAMI E basis with individual stakeholders or interested groups. The Public Information Officer serves as liaison between residents/stakeholders and the project team. 3. Post-Construction Communications — In this phase, project-close out information is sent out to stakeholders informing them that construction has been finalized and providing them with contact information for various owner agencies. 3. SOLICITATION TIMETABLE.The tentative schedule for this solicitation is as follows: Solicitation Issued May 8, 2015 Pre-Submittal Meeting May 20, 2015 at 10:00 AM Deadline for Receipt of Questions June 22, 2015 at 5:00 PM Responses Due July 6, 2015 at 3:00 PM Evaluation Committee Review July 22, 2015(Tentative) Proposer Presentations TBD Tentative Commission Approval Authorizing September 9, 2015 Negotiations Contract Negotiations Following Commission Approval 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement contact noted below: Procurement Contact: Telephone: Email: Yusbel Gonzalez, CPPB 305-673-7490 Ext.6230 yusbelgonzalez(c,miamibeachfl.gov Additionally, the City Clerk is to be copied on all communications via e-mail at_: RafaelGranado(@,miamibeachfl.gov; or via facsimile: 786-394-4188. The Bid 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. 5. PRE-STATEMENTS OF QUALIFICATIONS MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or site visit(s) may be scheduled. A pre-proposal conference will be held as scheduled in the Solicitation Timetable above 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 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not RFQ 2015-144-YG 4 MIAMIBEACH mandatory. Proposers interested in participating in the Pre-Proposal Submission 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: 4142489 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this RFQ expressing their intent to participate via telephone. 6. PRE-STATEMENTS OF QUALIFICATIONS INTERPRETATIONS. Oral information or responses to questions received by prospective Proposer 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 PublicPurchase. 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&statelD=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/procurement/scroll.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 • CAMPAIGN 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 • 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 9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF QUALIFICATIONS. The City reserves the right to postpone the deadline for submittal of Statement of Qualifications and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Proposers through PublicPurchase. RFQ 2015-144-YG 5 MIAMIBEACH 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. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011- 3748, 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. 12. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Statements of Qualifications Evaluation, will be considered by the City Manager who may recommend to the City Commission the proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all Statement of Qualifications. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1)The ability, capacity and skill of the proposer to perform the contract (2)Whether the proposer can perform the contract within the time specified, without delay or interference (3)The character, integrity, reputation,judgment, experience and efficiency of the proposer (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 Proposer (s) which it deems to be in the best interest of the City, or it may also reject all Statement of Qualifications. Upon approval of selection by the City Commission, negotiations between the City and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement, including cost of services. 13. ACCEPTANCE OR REJECTION OF RESPONSES. The City reserves the right to reject any or all Statement of Qualifications prior to award. Reasonable efforts will be made to either award the Contract or reject all Statement of Qualifications within one-hundred twenty (120) calendar days after Statement of Qualifications opening date. A proposer may not withdraw its Statement of Qualifications unilaterally before the expiration of one hundred and twenty(120)calendar days from the date of Statement of Qualifications opening. 14. PROPOSER'S RESPONSIBILITY. Before submitting a Statement of Qualifications, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 15. COSTS INCURRED BY RESPONDENTS. All expenses involved with the preparation and submission of Statement of Qualifications, 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. RFQ 2015-144-YG 6 MIAMIBEACH 16. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposals hereby acknowledge and agree, that the successful Proposer(s) is considered to be an independent contractor, and that neither the Proposer(s), nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 17.TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 18. MISTAKES. Proposals are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this RFQ. Failure to do so will be at the Proposer's risk and may result in the Statement of Qualifications being non-responsive. 19. 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 consistent with Purchase Order format. 20. 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, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. '21. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of 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. 22. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 23. 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 RFQ 2015-144-YG 7 MIAMIBEACH employment opportunity for all persons without regard to race, color, religion, sex or national origin. 24. DEMONSTRATION OF COMPETENCY. A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract. B. Statement of Qualifications 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. Proposals 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 proposers 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 supplied to the City. 25. 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. 26. 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. 27. 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. 28. 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. 29. 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. RFQ 2015-144-YG 8 MIAMIBEACH 30. 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. 31. 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. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 32. FLORIDA PUBLIC RECORDS LAW. Proposals 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. 33. MODIFICATIONIWITHDRAWALS OF QUALIFICATIONS. A Proposer may submit a modified Statement of Qualifications to replace all or any portion of a previously submitted Statement of Qualifications up until the Statement of Qualifications due date and time. Modifications received after the Statement of Qualifications due date and time will not be considered. Statement of Qualifications shall be irrevocable until contract award unless withdrawn in writing prior to the Statement of Qualifications due date, or after expiration of 120 calendar days from the opening of Statement of Qualifications without a contract award. Letters of withdrawal received after the Statement of Qualifications due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 34. EXCEPTIONS TO RFQ. Proposals must clearly indicate any exceptions they wish to take to any of the terms in this RFQ, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and RFQ 2015-144-YG 9 MIAMIBEACH clearly delineated, in writing, in the Statement of Qualifications. 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 RFQ to which Proposer took exception to (as said term and/or condition was originally set forth on the RFQ). 35. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposals 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 Statement of Qualifications. 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 RFQ 2015-144-YG MIAMIBEACH SECTION 0300 SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Statement of Qualifications (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, seven (7) 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. Statement of Qualifications received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. LATE BIDS. Statement of Qualifications are to be received on or before the due date/time established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of Statement of Qualifications 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. STATEMENTS OF QUALIFICATIONS FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of Statement of Qualifications, it is strongly recommended that Statement of Qualifications 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. Statement of Qualifications that do not include the required information will be deemed non-responsive and will not be considered. TAB 1 Cover Letter& Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and proposer's primary contact for the purposes of this solicitation. 1.2 Response Certification, Questionnaire and 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. TAB 2 Experience&Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history, relevant experience and proven track record of providing the scope of services as identified in this solicitation to public sector clients, municipal governments, agencies or levels of government. For each project that the proposer submits as evidence of similar experience, the following is required: project description, role of the firm and responsibilities, agency (client) name, agency(client)contact, contact telephone and email, month and year the whole project was started and completed, and your firm's term of engagement. 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel, support personnel and sub- consultants to be used, if awarded, and the role that each team member will play in providing the services detailed herein. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each respondent team member on the organizational chart who is assigned a role on this contract. The organizational chart may include(but is not limited to) roles such as: owner, principal, manager, public information officer lead, public information officer support, graphic designer(s),finance and administrative staff,etc. 2.2.1 Project Manager. Provide a comprehensive summary that elaborates on the experience and qualifications of the individual who will be selected to serve as the firm's project manager for this contract. 2.2.2 Public Information Officers. Provide a comprehensive summary ry that elaborates on the experience and qualifications of one or more individual(s) who will be selected to serve as the firm's lead public information officer for this contract's possible assignments. RFQ 201 5-144-YG 11 MIAMI 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:Ilsupplierportal.dnb.comlwebapplwcs/storeslservlet/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. TAB 3 Approach & Methodology Submit detailed information on the approach and methodology of how the proposer plans to accomplish the scope of services outlined in the RFQ. Include detailed information, as applicable, which addresses but need not be limited to the following: • Project specific approach to handling communication for neighborhoods versus parks/facilities. • General communications plan for public information and outreach (PIO). • Demonstrate an understanding of various construction project methods such as design-bid-build vs. design-build construction. Suggest ways to communicate with and/or educate the public on the differences, drawbacks, benefits of each, etc. • Additional cost-effective methods, currently not in use by the City, to actively engage and keep stakeholders informed. Note that current cost-effective methods currently utilized by the City include: Email blasts via Constant Contact and/or regular email; project pages on the PlannedProgress.com website; door-to-door distributions; Maintenance of Traffic for all projects posted on GIS' page and a City-wide GIS traffic map; weekly construction updates are sent out for each individual project; InDesign collateral templates are available for use;and meetings with HOAs/affected stakeholders occur regularly. • Description of the quality assurance and quality control (QA/QC) process used by the Proposer to ensure sufficient management of the contract and required deliverables. Note: After proposal submittal, the City reserves the right to require additional information from Proposer (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). RFQ 2015-144-YG 12 MIAMIBEACH SECTION 0400 STATEMENTS OF QUALIFICATIONS EVALUATION 1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Statement of Qualifications in accordance with the requirements set forth in the solicitation. If further information is desired, Proposals may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. The evaluation of Statement of Qualifications 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 Statement of Qualifications 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. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Statement of Qualifications in accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so,the Evaluation Committee may: • Review and score all Statement of Qualifications received, with or without conducting interview sessions; or • Review all Statement of Qualifications received and short-list one or more Proposer to be further considered during subsequent interview session(s) (using the same criteria). Step 1 -Qualitative Criteria Maximum Points Experience and Qualifications 70 Approach and Methodology 30 TOTAL AVAILABLE STEP'1 POINTS 100 3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposer may receive additional quantitative criteria points to be added by the Department of Procurement to those points earned in Step 1, as follows. Step 2-Quantitative Criteria Veterans preference 5 TOTAL.AVAILABLE STEP'2 POINTS 5 RFQ 2015-144-YG 13 MIAMIBEACH 5. 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. Step 1 and 2 scores will be converted to rankings in accordance with the example below: Proposer Proposer Proposer A B C Step 1 Points 82 76 80 Step 2 Points 22 15 12 Committee Total 104 91 92 Member 1 Rank 1 3 2 Step 1 Points 79 85 72 Step 2 Points 22 15 12 Committee Total 101 100 84 Member 2 Rank 1 2 3 Step 1 Points 80 74 66 Step 2 Points 22 15 12 Committee Total 102 89 78 Member 2 Rank 1 2 3 Low Aggregate Score 3 7 8 Final.Ranking* 1 2 3 * 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. RFQ 2015-144-YG 14 APPENDIX A MIAMI • EACH Response Certification , Questionnaire & Requirements Affidavit RFQ No . 2015- 1 44-YG Public Information Outreach Services on Right of Way and Facilities Construction Projects DEPARTMENT OF PROCUREMENT I700 Convention Center Drive Miami Beach, Florida 33139 MIAMI Solicitation No: Solicitation Title: RFQ No. 2015-144-YG Public Information Outreach Services on Right of Way and Facilities Construction Protects. Procurement Contact: Tel: Email: Yusbel Gonzalez, CPPB 305-673-7000 Ext.6230 yusbelgonzalez a(�,miamibeachfl.gov STATEMENTS OF QUALIFICATIONS CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Response 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 to confirm that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Statement of Qualifications 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. RFQ 2015-144-YG Appendix A— Page 1 MIAMIBEACH 1. Veteran Owned Business.Is ro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT:Proposals 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. 2. Conflict Of Interest.All Proposals must disclose,in their Statement of Qualifications,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 Proposals 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: Proposals 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. Proposals 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 3. References and 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 and title 3)address 4)telephone 5)contact's email and 6)narrative on scope of services provided. 4. Suspension,Debarment or Contract Cancellation.Has proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non- erformance 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). 5. Vendor Campaign Contributions. Proposals 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. Proposals 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 Statement of Qualifications,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. 6. 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 Division with its proposal/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/. 7. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, Proposer shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below: ® Commencing January 1, 2015, the hourly living wage rate will be $11.62/hr with health benefits of at least $1.69 an hour,or a living wage of not less than$13.31/hr without health 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 RFQ 2015-144-YG Appendix A — Page 2 MIAMIBEACH 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. 8. 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 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. 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 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(s) Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave 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/. 9. 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, Statement of Qualifications,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. RFQ 2015-144-YG Appendix A— Page 3 MIAMIBEACH 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. 10. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposer 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, Proposals 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 addendums may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt 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. • RFQ 2015-144-YG Appendix A— Page 4 MIAMI BEACH DISCLOSURE AND DISCLAIMER SECTION 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 Statement of Qualifications made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Statement of Qualifications, 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 Statement of Qualifications, may accept or reject Statement of Qualifications,and may accept Statement of Qualifications 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 Statement of Qualifications in response to this solicitation. Following submission of Statement of Qualifications, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Statement of Qualifications 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 Proposals. 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. Proposals should rely exclusively on their own investigations,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 Statement of Qualifications 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 Statement of Qualifications submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Statement of Qualifications. 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 Proposals will be bound only as, if and when a Statement of Qualifications, 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 Statement of Qualifications and supporting documents shall be subject to disclosure as required by such law. All Statement of Qualifications 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. Proposals are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Statement of Qualifications,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 Statement of Qualifications, 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 Statement of Qualifications is true,accurate and complete,to the best of its knowledge,information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposals 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. RFQ 2015-144-YG Appendix A— Page 5 MIAMI EAR PROPOSER CERTIFICATION I 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 Proposals 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 Statement of Qualifications Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Signature of Proposer's 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: RFQ 2015-144-YG Appendix A— Page 6 APPENDIX B " No Bid " F RFQ N 2015- 144-YG Public Information Outreach Services on Right of Way and Facilities Construction Projects DEPARTMENT OF PROCUREMENT 1700 Convention Center Drive Miami Beach, Florida 33139 Note: It is important for those vendors who have received'notification"of this solicitation"but have decided not to respond, to complete and submit the attached "Statement of No Bid." The "Statement of No Bid" provides the City with .information 9 on how to improve the solicitation process. ,Failure to Submit "Statement of No Bid" may result in not being notified of future solicitations by the',city. • MIAMIBEACH Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A STATEMENTS OF QUALIFICATIONS 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 ATTN: Yusbel Gonzalez, CPPB STATEMENTS OF QUALIFICATIONS #2015-144-YG 1700 Convention Center Drive, 3rd Floor MIAMI BEACH, FL 33139 RFQ 2015-144-YG Appendix B — Page 1 APPENDIX C MIAMI Minimum Requirements & Specifications RFQ No. 2015-144-YG Public Information Outreach Services on Right of Way and Facilities Construction Projects DEPARTMENT OF PROCUREMENT 1700 Convention Center Drive Miami Beach, Florida 33139 MIAMIBEACH Cl. 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. Proposals that fail to comply with minimum requirements will be deemed non- responsive and will not be considered. 1. Proposer must have a minimum of five (5) years' experience providing professional public information outreach (PIO) services and have successfully completed at least ten (10) projects. At least five of the ten project examples should be with public sector clients, municipal governments, agencies or other levels of government. Submittal Requirement: For each project, submit project name and description, role of the firm and responsibilities, agency (client) name, agency (client) contact, contact telephone and email, month and year the whole project was started and completed, and your firm's term of engagement. 2. Project Manager must have a minimum of five (5) years' experience managing PIO projects and must have successfully completed at least five (5) projects in a managerial role for public sector clients, municipal governments, agencies or other levels of government. Submittal Requirement: For each project, submit project name and description, responsibilities, agency (client) name, agency (client) contact, contact telephone and email, month and year the whole project was started and completed, and your firm's term of engagement. 3. Public Information Officer (PIO) must have a minimum of two (2) years' experience in the field acting in the capacity of PIO and must have successfully completed at least three (3) projects for public sector clients, municipal governments, agencies or other levels of government. Submittal Requirement: For each project, submit project name and description, responsibilities, agency (client) name, agency (client) contact, contact telephone and email, month and year the whole project was started and completed, and your firm's term of engagement. C2. Statement of Work Required This Statement of Work describes and defines activities which may be required by the City for a range of services to include, but not limited to: communications planning and implementation, public relations and community involvement, customer service, general translation and interpreting services, revamping project collaterals, preparation of related media communications and collateral materials, preparation of audio/video presentations, project planning, coordination and implementation, web content development, franchise utility communication, special events coordination, hosting public meetings and other services that may be related. This includes, but is not limited to, those operations necessary for mobilization, the movement of personnel, equipment, supplies, expertise, incidentals, permits, notifications, and fees associated with such notifications, if any. The City shall request consultant services on an as-needed basis. There is no guarantee that any or all of the services described in this RFQ will be assigned during the term of this resulting agreement. Further, the Consultant is providing these services on a non-exclusive basis. The City, at its option, may elect to have any of the services set forth herein performed by other consultants or City staff. RFQ 2015-144-YG Appendix C — Page 1 MIAMIBEACH DEFINITIONS Consultant(s) The Consultant is the Successful Proposer(s) retained by the City to perform Public Information Outreach Services on Right of Way and Facilities Projects described in this Scope of Services. City The City of Miami Beach Department City Departments, including but not limited to: The Public Works Department and Capital Improvement Projects Office Letter of Authorization A letter issued by the Project Manager (or his/her designee) authorizing the Consultant to commence work on a specific task. Completion due dates and fees are specified in this document. Project Manager The City's staff member(s), manager(s) or consultant(s) with overall responsibility and authority to oversee the Public Information Outreach Services on Right of Way and Facilities Projects in Miami Beach. Task Assignment One or more tasks assigned under this contract in connection with the Public Information Outreach Services on Right of Way and Facilities Projects in the City of Miami Beach. Job Classifications and Descriptions: Project Manager: Primary point of contact with the City's Project Manager (or his/her designee) on overall J 9 ryp Y 1 9 ( 9 ) activities of the contract; ensures contract compliance; manages budgets and invoices; executes special projects and performs QA/QC on all collateral materials. Responsible for entire staff assigned to this contract to include staff supervision and work production. Works with City's Project Manager on streamlining processes and developing cost effective methods of doing business. Public Information Officer(PIO): Serves as liaison between project stakeholders and project team. Acts as the point person for project related information and due to extensive interaction with the City of Miami Beach community, bilingual (English/Spanish) is strongly desired; writes public involvement plans for projects; identifies potential impacts to the public as a result of construction plans; prepares and disseminates collateral materials to the public; develops strategic alliances and partnerships; prepares and presents project information for meetings; coordinates resolution of issues; maintains database of stakeholders; prepares information for updating website; edits website content; performs media responses in writing as needed; coordinates and staffs formal and informal public meetings; arranges field meetings and special events; maintains Home Owner Association (HOA) relations and executes other duties relevant to the position. Graphic Designer: Designs and maintains collateral materials; creates and updates templates and newsletter layouts; depicts project information on maps that serve as visual explanations to stakeholders; RFQ 2015-144-YG Appendix C — Page 2 MIAMI EAR performs other duties relevant to the position. Familiarity with municipal governments and/or construction concepts are a plus. CONSULTANT RESPONSIBILITIES Coordination with the City All aspects of each task shall be coordinated through the City's Project Manager (or his/her designee); the City project manager for each project is to be determined at the time a PIO assignment is issued. All authorizations and approvals shall be in writing and executed by the Project Manager(or his/her designee) prior to the commencement of work. City of Miami Beach offices are located at 1700 Convention Center Drive; Miami Beach, Florida, 33139. Services to be provided The following procedures are general for all projects. One or more of them may be necessary depending on the scope of the project.'The necessary steps will be identified and a schedule of activities will be established by the City's Project Manager. If the procedural regulations referenced herein are revised or superseded before the services by the CONSULTANT are rendered, compliance with the most up-to-date version and/or amendments/statutes will be required. The CONSULTANT will provide any one or more of the following services as required by the DEPARTMENT. Public Relations, Community Involvement and Customer Service The successful firms may be tasked with the following duties and responsibilities: • Developing public involvement plans • Developing project-related informational materials • Collateral production • Communicating project information and addressing citizen/stakeholder concerns • Preparing related media communications and informational materials • Coordinating emergency communications • Developing presentations and talking points • Planning, organizing and attending special events and meetings • Preparing audio/video presentations • Writing newsletters and feature stories • Translating collateral material developed • Designing and developing templates and graphics informational materials (usually maps that depict project information) • Preparing web content and web copywriting • Developing ads • Coordinating franchise utility communication RFQ 2015-144-YG Appendix C — Page 3 MIAMI AH • Arranging and documenting field meetings • Stakeholder satisfaction surveys • Coordinating media/special events such as block parties, community meetings, and ribbon cuttings Balance of Page Intentionally Left Blank RFQ 2015-144-YG Appendix C — Page 4 APPENDIX D MIAMI B EAC H Special Conditions RFQ No. 2O15144-YG To Provide Public Information Outreach Services on Right of Way and Facilities Construction Projects DEPARTMENT OF PROCUREMENT 1700 Convention Center Drive Miami Beach, Florida 33139 MIAMIBEACH 1. TERM OF CONTRACT. Three (3)Years 2. OPTIONS TO RENEW. Two (2) additional one (1) year options 3. PRICES. Not applicable 4. EXAMINATION OF FACILITIES. Not applicable 5. INDEMNIFICATION. Not applicable 6. PERFORMANCE BOND. Not applicable 7. REQUIRED CERTIFICATIONS. Not applicable ' 8. SHIPPING TERMS. Not applicable 9. DELIVERY REQUIREMENTS. Not applicable 10. WARRANTY REQUIREMENTS. Not applicable 11. BACKGROUND CHECKS. Not Applicable 12. ADDITIONAL TERMS OR CONDITIONS. This RFQ, including the attached Sample Contract, contains all the terms and conditions applicable to any service being provided to the City resulting from award of contract. By virtue of submitting a proposal, consultant agrees not to require additional terms and conditions at the time services are requested, either through a separate agreement, work order, letter of engagement or purchase order. 13. CHANGE OF PROJECT MANAGER OR PUBLIC INFORMATION OFFICER. A change in the Consultant's project manager or public information,officer(as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be an Assistant City Manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City project manager). 14. SUB-CONSULTANTS. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager,in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of Consultant. RFQ 2015-144-YG Appendix D — Page 1 APPENDIX E MIAMIEACH Insurance Requirements RFQ No 2015- 144-YG Public Information Outreach Services on Right of Way and Facilities Construction Projects DEPARTMENT OF PROCUREMENT 1700 Convention Center Drive Miami Beach, Florida 33139 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440. XXX 2. Commercial General Liability Insurance on a comprehensive basis, to include Contractual Liability, and Products/Completed Operations, in an amount not less than $100,000 combined single limit per occurrence for bodily injury and property damage. City of Miami Beach must be included as an additional insured with respect to this coverage. XXX 3. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $100,000 combined single limit per occurrence for bodily injury and property damage. 4. Excess Liability-$ .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 $ .00 Liquor Liability $ _.00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty(30)days written cancellation notice required. XXX 8. Best's guide rating B:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFQ 2015-144-YG Appendix E — Page 1 APPENDIX F MIAMIBEACH Sample Contract RFQ No. 2015- 144-YG Public Information Outreach Services on Right of Way and Facilities Construction Projects DEPARTMENT OF PROCUREMENT 1700 Convention Center Drive Miami Beach, Florida 33139 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND [FILL IN CONSULTANT NAME] FOR PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS, PURSUANT TO RFQ 2015-144-YG This Professional Services Agreement ("Agreement") is entered into this 'FILL IN1 day of 'FILL IN1, 2010, between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 ("City"), and [FILL IN CONSULTANT NAME], a [FILL IN TYPE OF ENTITY/I.E. CORPORATION, LLC, ETC.], whose address is "'FILL IN1(Consultant). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and Consultant, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the Consultant performed or undertaken pursuant to the Agreement. Fee: Amount paid to the Consultant as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach RFQ No. 2015-144-YG for Public Information Outreach Services I on Right of Way and Facilities Construction Projects, together with all amendments thereto, issued by the City in contemplation of this Agreement RFQ, and the Consultant's proposal in response thereto (Proposal), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an expressed conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the RFQ; and the Proposal. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139: telephone number (305) 673-7000, Ext. 6515: and fax number(305) 673-7023. RFQ 2015-144-YG Appendix E — Page 1 SECTION 2 SCOPE OF SERVICES (SERVICES) 2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide the work and services described in this section, Exhibit "A" hereto (the Services), and as may also be more specifically prescribed in Exhibit B hereto (the Consultant Service Order) issued by the City to Consultant for a particular project. 2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit "A" hereto. 2.3 The Services will be commenced by the Consultant upon receipt of a written Consultant Service Order signed by the Department Director or his/her designee (who shall be the Assistant Director), and the City Manager or his/her designee (who shall be the Assistant City Manager). Consultant shall countersign the Consultant Service Order upon receipt, and return an original signed copy to the City. Once a Consultant Service Order is issued, deliverables to the City will be phased as follows: Design and Pre-Construction Communications — In this phase, a plan is developed delineating how the community will be informed throughout the life of the project. The community is provided with information regarding design, when the project is to commence and how stakeholders will be affected. Meetings are held with stakeholders to introduce the project team and consultant(s) that will be working in the area. Project Information — This phase begins concurrently with construction and is finalized when the project is substantially complete. Residents, business owners and civic,organizations are provided weekly with information relevant to the progress of the work on a regular basis. Meetings are held on an as-needed basis with individual stakeholders or interested groups. The Public Information Officer serves as liaison between residents/stakeholders and the project team. Post-Construction Communications — In this phase, project-close out information is sent out to stakeholders informing them that construction has been finalized and providing them with contact information for various owner agencies. The public information officer is also to submit final copies of all tracking documents such as contact databases, issue/resolution lists, encroachment notes, etc. at this time to the City project team members. 2.4 Consultant shall use its best efforts to maintain a constructive, professional, cooperative working relationship with the City's Project Manager, Contractor, and any and all other individuals and/or firms that have been contracted, or otherwise retained, to perform work on the Project. 2.5 The Consultant shall perform its duties under this Agreement and under a Consultant Service Order, in a competent, timely and professional manner, and shall be responsible to the City for any failure in its performance, except to the extent that acts or omissions by the City make such performance impossible. The Consultant is responsible for the professional quality, technical accuracy, completeness, performance and coordination of all Services required under the Agreement and, specifically under any Consultant Service Order issued to the Consultant by the City (including the Services performed by sub-consultants), within the specified time period and specified cost. The Consultant is responsible- for, and shall represent that its work conforms to the City's requirements, as set forth in the Agreement and in any particular Consultant Service Order issued to Consultant by the City. Neither the City's review, approval or acceptance of, nor payment for, any of the Services required under the RFQ 2015-144-YG Appendix E — Page 2 Agreement shall be construed to relieve the Consultant (or any sub-consultant) of its obligations and responsibilities under the Agreement, nor constitute a waiver of any of the City's rights under the Agreement, or of any cause of action arising out of the performance of the Agreement. With respect to the performance of Services by sub-consultants, the Consultant shall, in approving and accepting such Services, ensure the professional quality, completeness, and coordination of the sub-consultant's Services. 2.6 The Consultant is advised that performance evaluations of the work and/or services rendered throughout this Agreement will be completed by the City and kept in the City's files for evaluation of future solicitations. Consultant agrees not to divulge, furnish or make available to any third party(ies), any non-public information concerning the Services or the Project, without the prior written consent of the City Manager or her/his designee, unless such disclosure is incident to the proper performance of the Services; or the disclosure is required pursuant to Florida Public Records laws; or, in the course of judicial proceedings, where such information has been properly subpoenaed. Consultant shall also require its employees and sub-consultants to comply with this subsection. Consultant shall establish, maintain, and categorize any and all Project documents and records pertinent to the Services and shall provide the City, upon request, with copies of any and all such documents and/or records. In addition, Consultant shall provide electronic document files to the City upon completion of the Project. 2.7 Sub-Consultants: All services provided by sub-consultants shall be consistent with those commitments made by the Consultant in its Proposal and during the competitive solicitation selection process and interview. Such services shall be undertaken and performed pursuant to appropriate written agreements between the Consultant and the sub-consultants, which shall contain provisions that preserve and protect the rights of the City under this Agreement. Nothing contained in this Agreement shall create any contractual relationship between the City and the sub-consultants. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub- consultants shall be the sole responsibility of Consultant. 2.8 A change in the Consultant's project manager or public information officer (as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be the City's project manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City project manager). 2.9 Reimbursable Expenses are an allowance set aside by the City and shall include actual expenditures made by the Consultant in the interest of the Project. Notwithstanding the preceding, any Reimbursable Expenses in excess of $500 must be authorized, in advance, in writing, by the City's Project Manager. Invoices or vouchers for Reimbursable Expenses shall be submitted to the City's Project Manager(along with any supporting receipts and other backup material requested by the City's Project Manager). Consultant shall certify as to each such invoice and/or voucher that the amounts and items claimed as reimbursable are "true and correct and in accordance with the Agreement." Reimbursable Expenses may include, but not be limited to, the following: RFQ 2015-144-YG Appendix E — Page 3 • Cost of reproduction, courier, postage and handling of collaterals and other project documents (excluding reproductions for the office use of the Consultant and its subconsultants, and courier, postage and handling costs between the Consultant and its sub-consultants) • Costs for reproduction and preparation of graphics for community workshops. 2.10 NOTWITHSTANDING ANYTHING CONTAINED IN THIS SECTION 2, THE CONSULTANT SERVICE ORDER ISSUED BY THE CITY TO CONSULTANT SHALL SPECIFICALLY DELINEATE AND DESCRIBE THE SERVICES TO BE PROVIDED BY CONSULTANT FOR THE PARTICULAR PROJECT (THAT IS THE SUBJECT OF SUCH ORDER). SECTION 3 TERM The term of this Agreement (Term) shall commence upon execution of this Agreement by all parties hereto, and shall have an initial term of three (3) years, with two (2) additional one (1) year renewal options, to be exercised at the City Manager's sole option and discretion, by providing Consultant with written notice of same no less than thirty(30) days prior to the expiration of the initial term. Notwithstanding the Term provided herein, Consultant shall adhere to any specific timelines, schedules, dates, and/or performance milestones for completion and delivery of the Services, as same is/are set forth in the timeline and/or schedule referenced in each Consultant Service Order. SECTION 4 FEE 4.1 Consultant's "Not to Exceed" fee for provision of the Services, or portions thereof, as may be set forth and described in the Consultant Service Order issued for a particular Project, shall be agreed to at the time of service in accordance with the hourly rates set forth in Exhibit"D" attached hereto, and shall be set forth in the Consultant Service Order, in the form attached as Exhibit "B" hereto. 4.2 Approved Additional Services shall be compensated in accordance with the hourly rates set forth in Schedule "D" attached hereto. Any request for payment of Additional Services shall be included with a Consultant payment request. No mark-up shall be allowed on Additional Services (whether sub-contracted or not). Approved Reimbursable Expenses shall be paid in accordance with Section 2.9 hereto. Any request for payment of Reimbursable Expenses shall also be included with Consultant's payment request. No mark-up shall be allowed on Reimbursable Expenses. 4.4 INVOICING Upon receipt of an acceptable and approved invoice, payment(s) shall be made within thirty (30) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). RFQ 2015-144-YG Appendix E — Page 4 Invoices shall include a detailed description of the Services (or portions thereof) provided, following the format outlined in Exhibit "E" hereto (Summary Report of Services Performed). Invoices and support document shall be submitted to the City at the following address: City of Miami Beach [Department Name indicated in the City's Purchase Order] 1700 Convention Center Drive Miami Beach, FL 33139 Attn: [Department Contact indicated in the City's Purchase Order] SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Consultant of its violation of the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to Consultant. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding the above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by any breach of the Agreement by the Consultant. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its 9 Y best interest in order to enforce the City's right and remedies against Consultant. The City shall be 9 9 Y entitled to recover all costs of such actions, including reasonable attorneys' fees. 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. RFQ 2015-144-YG Appendix E — Page 5 SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION Consultant agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its officers, employees, agents, contractors, or any other person or entity acting under Consultant's control or supervision, in connection with, related to, or as a result of the Consultant's performance of the Services pursuant to this Agreement. To that extent, the Consultant shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The parties agree that one percent (1%) of the total compensation to Consultant for performance of the Services under this Agreement is the specific consideration from the City to the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 6.2 INSURANCE REQUIREMENTS The Consultant shall maintain and carry in full force during the Term, the following insurance: 1. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440; 2. Commercial General Liability Insurance on a comprehensive basis, to include Contractual Liability, and Products/Completed Operations, in an amount not less than $100,000 combined single limit per occurrence for bodily injury and property damage. City of Miami Beach must be included as an additional insured with respect to this coverage; and 3. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $100,000 combined single limit per occurrence for bodily injury and property damage. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B" as to management and not less than "Class V" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All of Consultant's certificates shall contain endorsements providing that written notice shall be given to the City at least thirty (30) days prior to termination, cancellation or reduction in coverage in the policy. CERTIFICATE HOLDER MUST READ: CITY OF MIAMI BEACH 1700 CONVENTION CENTER DRIVE 3rd FLOOR MIAMI BEACH, FL 33139 Original certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The City shall have RFQ 2015-144-YG Appendix E — Page 6 the right to obtain from the Consultant specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The Consultant is also solely responsible for obtaining and submitting all insurance certificates for any sub- consultants. Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities and obligations under this Section or under any other portion of this Agreement. The Consultant shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Consultant and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that • its liability for any such breach never exceeds the sum of $10,000. Consultant hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of $10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. SECTION 9 [INTENTIONALLY DELETED] SECTION 10 GENERAL PROVISIONS RFQ 2015-144-YG Appendix E — Page 7 PP 9 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to Consultant, and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manger may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. Consultant shall maintain any and all such records at its place of business at the address set forth in the "Notices" section of this Agreement. 10.2 [INTENTIONALLY DELETETD] 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment(unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.5 EQUAL EMPLOYMENT OPPORTUNITY In connection with the performance of the Services, the Consultant shall not discriminate against any employee or applicant for employment because of race, color, national origin, religion, sex, gender identity, sexual orientation, disability, marital and familial status, or age. 10.6 CONFLICT OF INTEREST The Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, and as may be amended from time to time; and by the City of Miami Beach Charter and Code (as some may be amended from time to time); both of which are incorporated by reference herein as if fully set forth herein. The Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirectly, which could conflict in any manner or degree with the performance of the Services. The Consultant further covenants that in the performance of this Agreement, no person having any such interest shall knowingly be employed by the Consultant. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising there from. 10.7 TRAVEL Any travel in connection with this Agreement must be pre-approved by the City. All travel expenses will be reimbursed in accordance with the requirements of Section 112.061, Florida Statutes. RFQ 2015-144-YG Appendix E — Page 8 SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the Consultant and the City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. Until changed by notice in writing, all such notices and communications shall be addressed as follows: TO CONSULTANT: TO CITY: City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Attn: City Manager COPIES TO: City of Miami Beach Alex Denis, Director Procurement Department 1700 Convention Center Drive 3rd Floor Miami Beach, FL 33139 Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the day on which personally served, or the day of receipt by either U.S. certified mail or overnight delivery. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. RFQ 2015-144-YG Appendix E — Page 9 12.3 ENTIRETY OF AGREEMENT The City and Consultant agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. 12.4 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the definition of "Contractor" as defined in Section 119.0701(1)(a), the Consultant shall: a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the service; 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; and d) Meet all requirements for retaining public records and transfer to the City, at no City cost, all public records created, received, maintained and/or directly related to the performance of this Agreement that are in possession of the Consultant upon termination of this Agreement. Upon termination of this Agreement, the Consultant shall 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 City in a format that is compatible with the information technology systems of the City. For purposes of this Article, the term "public records" shall mean all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. Consultant's failure to comply with the public records disclosure requirement set forth in Section 119.0701 of the Florida Statutes shall be a breach of this Agreement. In the event the Consultant does not comply with the public records disclosure requirement set forth in Section 119.0701 of the Florida Statutes, the City may, at the City's sole discretion, avail itself of the remedies set forth under this Agreement and available at law. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] RFQ 2015-144-YG Appendix E — Page 10 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: By: City Clerk Mayor FOR CONSULTANT: [INSERT NAME] ATTEST: By: Secretary President Print Name Print Name/Title RFQ 2015-144-YG Appendix E — Page 11 EXHIBIT A SCOPE OF SERVICES • RFQ 2015-1 44-YG Appendix E — Page 12 EXHIBIT B CONSULTANT SERVICE ORDER Service Order No. for Public Information Outreach Services on Right of Way and Facilities Construction Projects. TO: DATE: Pursuant to the agreement between the City of Miami Beach and for Public Information Outreach Services on Right of Way and Facilities Construction Projects, you are directed to provide the following services: SCOPE OF SERVICES: Project Name and No: Estimated calendar days to complete this work: days Fee for this Service Order: $ The above fee is a Lump Sum or an Upset Limit (check one). CIP Project Coordinator Date CIP Assistant Director Date Consultant Date CIP Director Date City Manager Date RFQ 2015-1 44-YG Appendix E - Page 13 EXHIBIT C CONSULTANT COMPENSATION AGREEMENT BETWEEN CITY OF MIAMI BEACH AND FOR PUBLIC INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS Project Name and No: Scope of Services: Fee for this Service Order: $ Schedule of Payments Public Information Services* $XXXXXXXX Graphic Design Services* $XXXXXXXX Translation Services $XXXXXXXX Quality Assurance/Control Services** $XXXXXXXX Reimbursable Allowance*** $XXXXXXXX NOTE: These services will be paid in lump sum based on percentage of work complete, or as a not to exceed limit based on actual work performed, as identified in the Consultant Service Order. RFQ 2015-144-YG Appendix E — Page 14 EXHIBIT D HOURLY BILLING RATE SCHEDULE Public Information Service Hourly Rate Project Manager $ Public Information Officer $ Assistant Public Information Officer $ Graphic Designer $ Translation Services $ RFQ 2015-144-YG Appendix E — Page 15 EXHIBIT E SUMMARY REPORT OF SERVICES PERFORMED (SAMPLE) Plc:, .gress Summary Report of Services Performed by [company name/logo] Name of Reporting Consultant(s): Project Name: Invoice Period: Percentage of Work Performed: Services Performed Task Number of Hours Per Task Task 1—Public Inveivement Plan _ _ Task 2—Pmiect.-Re.lated Informational Materials - —- Task 3—Cornrminicating Prciect Information Task 4—Media Coordination Task 5—Emergency Communkations Task 6—Developing Presentations Task 7—Meeting Coordination Task 3—AN Presentations Task 9—Newslettugeature Stories Task 10-Translations Task 11 -Grocc Servkes Other Summary [enter text here to describe work completed by PlO and graphic dezigner] RFQ 201 5-1 44-YG Appendix E — Page 16 ATTACHMENT C Proposer's Response to the RFQ j ;::� // j%s� i i y / /i i%iii%' -- i ¢ � jai i�/� r �� i � % . ," %- j � i p ` - ` {' err.� � =� � � -�%� h �./ . � ,..,„,:1:4„ . 1:.:,„:i .:i;.1„ .7,...=_:„..„:;:,;ii._ zit .� : �., T , — re s' E�a 1 �rf,�'�' .a . -s r a � ,� „c" z r .44k.): --;_--0.---,---:,,, qFF // /- / ��! -� — - ar,- , . a yam- i �.-x+" ,rte s r , . „4„,„. -. ,: _. 1 . , a- i,,,,,,,,,,,,' ,s,,,--- _,- ,-_,. i %/ Statement of Qualifications Public Information Outreach Services on Right of Way anc Facilities Construction Projects for the City of Miami Beacn RFQ \o. 2015-144-YG July 14, 2015 a + ►r. . 5880 SW 74 Terrace,2F South Miami,Flor da 33143 �": 305-905-5876 �-�— hmlPublicOutreach.com ,_1 =�3\£A A public outreach heather a,hmlPublicOutreach.com - j-. / / i � /"% �%ii/�% / ,/® / 'may'%� /% �// ,�" ��%% _.�j%/ jig / / /j % �// - / f� / is / / i j �! i% / j /ice' i /-. /� j %Z%j jib//i= / / / /� %% is te „ �� /-- / // �/ � //w � % % ��. � �i� /�/ / /��/ / - „� / /.--/ i//',= j%%�/ � //%� . i=w / ® � /% ! /i� i% ., �„ . i ' � t� /I � / <, - � // rr® � / - ./ :a/ ” �. -/i // �:; i i / q i,7„,........, : i/ / / ----""*"*-7 ---IW411M , =,-,-,=— -r-,,%-%fv% %:-- I-,---,i' mi---- ,,___- '4,c,-.:-0#- —.1. '- ,i--'0 ” - — - :::---7- . . - # fir ' Y 1 « r iii% -, /„j !/ / / , // � %� %/ /y% -§'iii-i / %-, 2; ' / y -/- i 0�/, i , .. � �/ b * , , „.6 i t. t, 1 ,---,-.ti-=,r I � �” "; III n ' PO I ni I M U"MI " i 1 1 1 ***"-A ' '`'-‘''' : 1 f -T,K7---r7-, i public outreach t'Y 1.1 Cover Letter and Table of Contents 4, Yusbel Gonzalez, CPPB Senior Procurement Specialist Department of Procurement, City of Miami Beach 1700 Convention Center Drive " > Miami Beach, Florida 33139 °M July 14, 2015 �', Dear Mr. Gonzalez: HML Public Outreach, LLC (HML) is proud to submit for your consideration its qualifications to provide public information outreach services on the Right of Way and Facilities Construction Projects for the City of Miami Beach (City). This Request for Qualifications (RFQ) package will outline the HML team's ideas for the contract, highlight the stand-out proposed staff and demonstrate our understanding of the City's needs and how we can outshine expectations. With a more-than 15-plus years of communications experience, the HML Public Outreach team is vastly familiar with the City of Miami Beach's vibrant and historic community. We are well-versed in the City's procedures as well as the community's expectations for readily available information. Through daily coordination, the HML team has established strong ties with both the City of Miami Beach staff and with residents, business owners and community leaders throughout each of the neighborhoods. Our team has extensive past project experience within the City of Miami Beach and currently works on behalf of the Public Works Department on the West Avenue Neighborhood Improvement Project Phase I. Additionally, HML Public Outreach has been awarded and participated in contracts with the Florida Department of Transportation (FDOT), including Project Development and Environment (PD&E) Studies, roadway design projects and more than 50 construction projects, such as traditional design-bid-build and design-builds. We thank the City of Miami Beach for the opportunity to present our qualifications and look forward to continue working together to inform the community about the many exciting upcoming right of way and facilities construction projects. Sincerely, Heather M. Leslie Principal 5880 SW 74 Terrace, 2F An- South Miami, Florida 33143 305-905-5876 heather @hmlpublicoutreach.com p U D ( I C O U t r e a C '1 1.1 Cover Letter and Table of Contents Table b q of o e s k FF k Tab 1: Cover Letter & Minimum Qualifications Requirements 1.2 Response Certification, Questionnaire and Requirements Affidavit 1 ?,G Y :4 1,3 Minimum Qualifications Requirements C1.1 HML Public Outreach List of Similar Projects 10 C1.2 Project Manager List of Similar Projects 12 C1.3 Public Information Officer List of Similar Projects 14 C2 Statement of Work Required 15 Tab 2: Experience & Qualifications 2.1 Qualifications of Proposing Firm 16 2.2 Qualifications of Proposer Team 20 HML Public Outreach Team Organization Chart 21 HML Public Outreach Team Resumes Proposed Project Manager, Heather M. Leslie 22 Proposed Public Information Officer, Melissa J. Rodriguez 24 Proposed Public Information Officer Support, Jason R. Brown 26 Proposed Public Information Officer Support, Jose A. Palacio, Jr 28 Proposed Graphic Designer, Wendy Pruitt 30 2.2.1 Project Manager Summary 31 2.2.2 Public Information Officer Summary 31 Additional Staff Summary 32 2.3 Financial Capacity 32 Tab 3: Approach & Methodology 3.1 Approach&Methodology 33 3.1.1 Neighborhood Versus Facility Outreach 34 3.1.2 Public Information and Outreach Communication Plan 37 3.1.3 Understanding of Different Construction Delivery Methods 38 3.1.4 Additional Cost Effective Methods 41 3.1.5 Quality Assurance/Quality Control Process 43 M 1.2 Response Certification, Questionnaire and Requirements ,< AFB.t a , '`. Affidavit (Appendix A) M The fully completed and executed Appendix A from the Request for Qualifications •� �, may be found on the following pages. �� k �� ''iii \ Yr a u a 5 ' ' 1 I 0114 -te.--- _,--,-.,:,f,,,,, . ,--,,„,,,,,,.,9„,, i % >'/� �'e/% --%00/%x' � % y y �U MIAMI BEACH Solicitation No: — Solicitaion Title: RFQ No 2015-144-YG Public Information Outreach Services on Right of Way and Facilities Construction Projects. Procurement Contact Tel: Email: Yusbel Gonzalez,CPPB 305=673-7000 Ext.6230 yusbelgbnzalez@miamibeachfl.gov. STATEMENTS OF QUALIFICATIONS CERTIFICATION, QUESTIONNAIRE &REQUIREMENTS.AFFIDAVIT Purpose: The purpose of this Response Certification, Questionnaire and Requirements Affidavit Form is to inform. prospective proposers of certain solicitation and contractual requirements, and to collect necessary information from in order to confirm'thatcertain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be.evaluated. This Statement of Qualifications Certification, Questionnaire, and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer:Information FIRM NAME: HML Public Outreach,:LLC No of Years in Business:. No.of Years in Business.Locally: No of Employees: 5 5 4 OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: NA FIRM PRIMARY ADDRESS(HEADQUARTERS): 5880 SW 74 Terrace,2F CITY: South Miami STATE: Florida ZIP CODE: 33143 TELEPHONE NO.:: 305=905-5876. TOLL FREE NO.: NA FAX NO.: 305=534-5331 FIRM LOCAL ADDRESS: 5880 SW 74 Terrace,2F CITY: South Miami STATE: -ZIP CODE: Florida :33.143 PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Heather M.Leslie,Principal ACCOUNT REP TELEPHONE No:: 305-905-5876` ACCOUNT REP TOLL FREE Na: NA. ACCOUNT REP EMAIL: heather @hmlpublicoutreach.com FEDERAL TAX IDENTIFICATION NO:: 27-2423435 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 evaluate the capacity of the proposer to perform in accordance with contract requirements. RFC) 2015-144-YG Appendix A— Page 1 2 MIAMI BEACH 1. Veteran Owned Business.Is pro oser claiming a ve ran owned business status? YES NO SUBMITTAL REQUIREMENT:Proposals 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. 2. Conflict Of Interest.All Proposals must disclose,in their Statement of Qualifications,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 Proposals 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:Proposals 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. Proposals 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 Not applicable 3. References and 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 and title 3)address 4)telephone 5)contact's email and 6)narrative on scope of services provided. Please see attached 4. Suspension,Debarment or Contract Cancellation.Has proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non- rformance by an blic 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). 5. Vendor Campaign Contributions. Proposals 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. Proposals 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 Statement of Qualifications,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. Not applicable 6. 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 Division with its proposal/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.miamibeachfi.gov/procurement/. Please see attached 7. Living Wage.Pursuant to Section 2-408 of the Miami Beach City Code,as same may be amended from time to time,Proposer shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below: • Commencing January 1. 2015, the hourly living wage rate will be $11.62/hr with health benefits of at least $1.69 an hour,or a living wage of not less than$13.31/hr without health 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 • RFQ 2015-144-YG Appendix A-- Page 2 3 MIAMI BEACH 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/procurementl. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees to the living wage requirement. 8. 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 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. A. Does your company provide or offer a ss 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 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. HML Public Outreach is currently in the process of BENEFIT Firm Provides for Firm Provides for Firm does not offering health care Employees with Employees with Provide Benefit(s) coverage to its employees. Spouses Domestic Partners _ This will include an Health Sick Leave opportunity for coverage to Family Medical Leave Vil employee spouses or Bereavement Leave domestic partners. 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.miamibeachf.gov/procurement/. 9. 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,Statement of Qualifications,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. RFQ 2015-144-YG - _ Appendix A--Page 3 4 MIAMI BEACH 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. 10. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum,to the solicitation which may provide additional information to Proposer 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, Proposals 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 addendums may result in proposal disqualification. Initial to.Conri Initial to Confirm Initial to Confirm -- Re 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. RFQ 2015-144-YG Appendix A— Page 4 5 MIAMI EACH ::%V : j a� , i 3 r -�`i•� �i"*aetr, + ��DI�C.LQSURE APIDDISCL'AIMERSECTIt7W, p ., The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach(the'City')for the recipients convenience. Any action taken by the City.in response to Statenentof Qualifications made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Statement of Qualifications, 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 Statement of Qualifications,may accept or reject Statementof Qualifications;and may accept Statement of Qualifications 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 Statement of Qualifications in response to this solicitation. Following submission of Statement of Qualifications, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data relating to the Statement of Qualifications 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 Proposals. 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.Proposals should rely exclusively on their own investigations,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 Statement of Qualifications 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 whoresponds 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 Statement of Qualifications submitted to the City pursuant to this solicitation are submitted at the-sole risk and responsibility of the party submitting such Statement of Qualifications, This solicitation is made subject to correction of errors;omissions,or withdrawal from the market without notice:Information is for.guidance only,and does notconstitute all or any part of an agreement. The City and all:Proposals will be bound-only as if and when a Statement.of Qualifications, 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 Statement of Qualifications and supporting documents shall be subject to disclosure as required'by such law.All..Statement of.Qualifications 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; Proposals are expected to make all disclosures and declarations as requested in this solicitation, By submission of a Statement of Qualifications,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 Statement of Qualifications, 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 Statement of Qualifications is true,accurateand complete,to the bestof its knowledge,information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposals 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. REQ 2015-144-YG Appendix A— Page 5 6 MIAMI BEACH g f0- ` y ; ; , « � PROPOSERCERTIFICATI©N ° ': *-,7,•'. , fl r r , � z , I 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 Proposals 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 taws;all responses,data and information contained in this proposal, inclusive of the Statement of 'Qualifications Certification, Questionnaire and. Requirements Affidavit are true and accurate. s Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Vi a'" ='t om` "j - • 'S 6e P r t ' 1 tirric P,Lbt 1 c. ame c Si ature:of Proposer`s Aumorized Representative. Date: State of FLORIDA ) On this CA.day of NiCi to. ,20! personally �/ appeared before me .i'�.ts i ie who County:ofl-t�4i'l( lade ) stated that (s)he is the i pt of "„ ,crt L RA,tic -ter fitr) LA-C-., 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: Not.y Pubi for the State of FI rida My e•mmission Expires: .0((ttl t 4 ram' , ..- Ntt fEy Calm.Was An 12 s 2048 • I RFQ 2a 15-?4�,�G:.,.�_. _ ...__�..� Appendix A Page 6� Appendix A References and Past Performance Proposer shall submit at least three references for whom the proposer has completed,, work similar in size and nature as the work referenced in solicitation. Firm Name/Individual Reference Contact • Narrative on Scope Name and Title Information of Service Provided • Florida Department of Transportation 1000 NW 1 1 1 Avenue HML Public Outreach,LLC has been providing public outreach `� (FDOT),District Six Miami,Florida 33172 services to Ms.McLendon since 2010.During this time Ms. \\ Kathy McLendon (305)640-7437 Leslie has served as an in-house Public Information Specialist \ . Construction Public Information Kathy.McLendon @dot.state.fl.us on construction projects throughout Miami-Dade and Monroe \, Project Manager counties,including as the lead PIS for Miami Beach �\ construction projects. ` Ms.Rodriguez has also worked for Ms.McLendon as an Assistant Public Information Specialist on the Alton Road,Collins Avenue and Indian Creek Roadway Projects. In November 2014,HML Public Outreach was awarded a districtwide public information contract,which Ms. McLendon serves as Project Manager.For this contract,HML Public Outreach oversees the public information for the 79 Street and NW 7 Avenue project groupings,and will be providing public outreach services for upcoming work on West Flagler Street.In addition to day-to-day public outreach activities,HML Public Outreach has been tasked with the development of a tracking system for new project materials as well as other guidelines for construction public outreach. FDOT,District Six 1773 NE 205 Street Mr.Hay serves as the Resident Engineer and oversees all Ivan Hay,P.E. North Miami Beach,Florida 33179 FDOT construction projects in Miami Beach.Ms.Leslie has Construction North Miami-Dade (305)640-7114 coordinated all public outreach strategies with him and his Resident Engineer Ivan.Hay @dot.state.fl.us North Miami-Dade residency staff. Additionally,Mr.Hay's office is responsible for the 79 Street and NW 7 Avenue projects with public outreach being performed by HML Public Outreach,LLC. Bergeron Land Development,Inc.(BLD) 19612 SW 69 Place HML Public Outreach LLC was brought onto the BLD team in Brian Landis,E.I. Fort Lauderdale,Florida 33332 February 2015 to provide public information services on the Project Manager for the West Avenue (954)218-7875 West Avenue Neighborhood Improvement Project Phase I.This Neighborhood Improvement Project Phase blandis @bergeroninc.com project includes installing new underground utilities and raising I on behalf of the City of Miami Beach the street and sidewalk. Public Works Department Ms.Leslie and Ms.Rodriguez are responsible for scheduling briefings with each of the properties along West Avenue in the project limits to inform them of the upcoming work and to coordinate potential driveway closures and harmonization needs.Additionally,our team has developed a project fact sheet,frequently asked questions handout and construction updates/advisories for electronic and in-person distribution. FDOT,District Six 1000 NW 1 1 1 Avenue Ms.Leslie has worked for Ms.Lena since 2006,providing public Maribel Lena Miami,Florida 33172 outreach services on various tasks such as the Safety District Public Information Officer (305)470-5277 Committee and the Click It or Ticket campaign.Ms.Leslie has Maribel.Lena @dot.state.fl.us also developed construction responses and helped develop construction public outreach policy that has been reviewed and used by FDOT District Six Secretary Gus Pego,P.E. Ms.Rodriguez also worked for Ms.Lena during 2013 by assisting with public outreach services for design projects.During this time Ms.Rodriguez developed and maintained project databases,project notification letters and helped coordinate and execute public meetings. � p e Appendix A Code of Business Ethics Proposer shall submit firm's Code of Business Ethics. In lieu of submitting a Code of 1 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. HML Public Outreach will adopt the City of Miami Beach Code of Ethics. Our team understands the importance of promoting and maintaining a high ethical standard and reputiation. Impropriety, or the appearance of impropriety, compromises not only the City's reputation, but the firm's as well. N 1.3 Minimum Qualifications and Requirements C1.1 HML Public Outreach List of Similar Projects .. HML Public Outreach, LLC is a Miami-Dade County-based public involvement firm :' providing bilingual communication services to agency and private-sector clients. Since 2010, the HML team has developed comprehensive outreach strategies that build consensus and inform the community while meeting client goals of consistency and top-notch customer service. Our highest priorities include delivering quality project materials in a timely manner while focusing on ways to streamline processes and increase efficiency. Below is a table of projects depicting the company's relevant experience providing public information services to public sector clients on completed projects. N Project Name Role of Firm and Responsibilities Agency Contact • Project Duties/ and Description information Firm Term of Engagement SR 923/NE 123 Street Role:Providing public information services for the drainage and FDOT,District Six January 2015 to Intersection roadway improvements in the City of North Miami leading into North Miami-Dade March 2015 Enhancement Project the Village of Bay Harbor Islands. Resident Engineer: at North Bayshore Drive Responsibilities:Developing strategies to inform the community of Ivan Hay,PE Drainage and ongoing and upcoming work,daily stakeholder coordination, Office:(305) 640-71 14 Roadway Work electronic updates and press releases. Ivan.Hay @dot.state.fl.us Project highlight:Maintaining continuous access to a hotel during drainage operations and coordinating work efforts with the property owner. SR A 1 A/Collins Role:Providing public information services for the roadway FDOT,District Six May 2013 to Avenue Roadway improvements on Collins Avenue in the City of Miami Beach's Project Manager: September 2014 Project from 5 Street to historic Art Deco district. Kathy McLendon Lincoln Road Responsibilities:Developing strategies to inform the community of Office:(305) 640-7437 Drainage,Signalization ongoing and upcoming work,daily stakeholder Kathy.McLendon @dot. and Roadway Work coordination,weekly electronic updates,press releases, state.fl.us representing the Department as the project spokesperson during media inquiries,data collection and door-to-door distributions, coordination meetings with municipal staff,Collins Improvement Association,Transportation and Parking Committee and elected official coordination. Project highlight:Successful coordination with the Collins Improvement Association and The Greater Miami&The Beaches Hotel Association,especially to coordinate the restriction of access during concrete and paving operations. SR 836/1-395 Roadway Role:Providing public information services for the roadway and FDOT,District Six January 2013 to Project from NE 1 bridge improvements on 1-395 leading into the City of Miami Assistant South June 2014 Avenue to Biscayne Bay Beach. Miami-Dade Resident Bridge and Roadway Responsibilities:Developing strategies to inform the community of Engineer: Widening Work ongoing and upcoming work,daily stakeholder Andres Berisiartu,PE coordination,weekly electronic updates,press releases, Office:(305)525-4976 representing the Department as the project spokesperson during Andres.Berisiartu @dot. media inquiries,special event coordination with the City of Miami state.fl.us Beach and Miami,coordinating and executing public meetings and presentations,conducting monthly coordination meetings with stakeholder groups and municipal staff,and elected official coordination. Project highlight:Working with event venues in the area to plan operations during off-peak hours to minimize impacts to races, Performing Arts Center and American Airlines Arena. SR 9A/I-95 DMS Role:Providing public information services for the replacement of FDOT,District Six April 2014 to Replacement Dynamic Message Board signs,as well as the replacement of the Project Manager: May 2014 Design-Build Project overhead electronic sign on westbound 1-195/Julia Tuttle Enmanuel Espinal,PE At different locations on Causeway in the City of Miami Beach. Office:(305)807-2481 1-95 and on westbound Responsibilities:Developing strategies to inform the Enmanuel.Espinal @dot. Julia Tuttle Causeway community of ongoing and upcoming work,stakeholder state.fl.us Intelligent Transportation coordination,in particular with Mount Sinai Medical Center,press System Work releases,representing the Department as the project spokesperson during media inquiries,and conducting day-to-day outreach and follow up with motorists.Coordination and correspondence was critical with municipal staff,the FDOT Transportation Management Center and the Port of Miami Tunnel team. Project highlight:Maintaining access to the Mount Sinai Medical Campus during the nighttime sign erection. 10 \\ ( SR A 1 A/Collins Avenue Role:Providing public information services for the bridge and FDOT,District Six August 201,3 to Roadway Project from roadway improvements on Collins Avenue in Bal Harbour. Project Manager: March 2014\ 9700 block to the bridge Responsibilities:Developing strategies to inform the community Kathy McLendon over Baker's Haulover of ongoing and upcoming work,daily stakeholder coordination, Office:(305) 640-7437 Cut weekly electronic updates,press releases,data collection and Kathy.McLendon @dot. . ____ Bridge and Roadway door-to-door distributions. state.fl.us Work Project highlight:Maintaining access to condominiums and hotels along a service road during ongoing paving operations. SR 5/Brickell Avenue Role:Providing public information services for the concrete FDOT,District Six February 201.1 to Roadway Project from rehabilitation and pump station work in the City of Miami. Assistant South February 2013 SE 25 Road to SE 8 Street Responsibilities:Developing strategies to inform the community of Miami-Dade Resident Concrete Rehabilitation ongoing and upcoming work,daily stakeholder Engineer: , and Drainage Work coordination,weekly electronic updates,press releases, Andres Berisiartu,PE representing the Department as the project spokesperson during Office:(305)525-4976 media inquiries,special event coordination with the City of Andres.Berisiartu @dot. Miami,coordinating and executing public meetings and state.fl.us \\ presentations,conducting monthly coordination meetings with S stakeholder groups and municipal staff,and elected official coordination. . Project highlight:Maintaining a positive relationship with the \� Downtown Development Authority,Brickell Business Association and City of Miami staff through monthly updates and presentations. *Davis Productivity Award-winning project SR 934/NE 81 Avenue Role:Providing public information services for the roadway and FDOT,District Six March 2011 to Roadway Project from safety project in the City of Miami. Project Engineer: October 2011 North Bayshore Drive Responsibilities:Developing strategies to inform the community Sunday Enogieru,P.E. to Biscayne Boulevard of ongoing and upcoming work,daily stakeholder coordination, Office:(305)640-7103 Roadway and Safety weekly electronic updates,press releases,coordinating and Sunday.Enogieru @dot. Work executing public meetings and presentations,and elected state.fl.us official coordination. Project highlight:Through multiple rounds of door-to-door distributions,the team was able to keep the residents informed of the daytime and nighttime paving operations. *FTBA-nominated project SR 934/71 Street Role:Providing public information services for the roadway FDOT,District Six January 2011 to Roadway Project from project in North Beach. North Miami-Dade April 2012 Collins Avenue to Bay Responsibilities:Developing strategies to inform the community Resident Engineer: Drive West of ongoing and upcoming work,daily stakeholder coordination Ivan Hay,PE Roadway Work and press releases. Office:(305)640-7114 Project highlight:Maintaining access to businesses during Ivan.Hay @dot.state.fl.us sidewalk operations. SR 5/US 1 Roadway Role:Providing public information services for the full FDOT,District Six February 2011 to Project from SW 304 reconstruction project in south Miami-Dade County. Port of Miami Tunnel& January 2013 Street to SW 284 Street Responsibilities:Developing strategies to inform the community of Miami Intermodal Roadway ongoing and upcoming work,daily stakeholder coordination,as Center Program Reconstruction Work needed electronic updates,press releases,coordinating and Manager: executing public meetings and presentations. Jacqueline Sequeira, Project highlight:Maintaining access to multiple business P.E. driveways through an active work zone during drainage and Office:(305)986-9920 roadway operations. Jacqueline.Sequeira@ dot.state.fl.us SR 823/NW 57 Role:Providing public information services for the full FDOT,District Six September 2009 to Avenue/West 4 reconstruction project in the City of Hialeah. North Miami-Dade March 2012 Avenue Roadway Responsibilities:Developing strategies to inform the community of Resident Engineer: Project from ongoing and upcoming work,daily stakeholder coordination,as Ivan Hay,PE Okeechobee Road to needed electronic updates,press releases,extensive Office:(305) 640-7114 West 23 Street coordination in gathering and executing license agreements to Ivan.Hay @dot.state.fl.us Roadway harmonize driveways on private property and coordination with Reconstruction Work the City of Hialeah Streets Department and Mayor's Office. Project highlight:Executing an additional 10 license agreements with homeowners during construction and coordinating that process with the Department's Right of Way office. I C1.2 Project Manager List of Similar Projects Heather M. Leslie, our proposed Project Manager, has more than 10 years of , experience as a communications professional, with more than five years as a company principal working almost daily with the City of Miami Beach. She currently serves as Project Manager for the Florida Department of Transportation District Six's Construction Office on a districtwide public outreach contract, which includes six construction projects and additional special assignments given by the FDOT Public Information Project Manager. Ms. Leslie is responsible for the firm's Quality Assurance/Quality Control (QA/QC) reviews and works with her team to develop innovative and cost-effective ways of informing the public of upcoming and ongoing construction projects. Below is a table of projects that depicts Ms. Leslie's relevant experience on completed projects. \ 1 Project Name Role of Firm and Responsibilities .Agency Contact ; Project Dates! and Description Information Firm Term of Engagement 1 SR A 1A/Collins Role:Providing public information services for the roadway FDOT,District Six May 2013 to Avenue Roadway improvements on Collins Avenue in the City of Miami Beach's Project Manager: September 2014 Project from 5 Street to historic Art Deco district. Kathy McLendon Lincoln Road Responsibilities:Developing strategies for informing the Office:(305)640-7437 Drainage,Signalization community of ongoing and upcoming work,daily stakeholder Kathy.McLendon @dot. and Roadway Work coordination,weekly electronic updates,press releases, state.fl.us representing the Department as the project spokesperson during media inquiries,data collection and door-to-door distributions, coordination meetings with municipal staff,Collins Improvement Association,Transportation and Parking Committee and elected official coordination. Personal highlight:"Heather thank you for jumping on this so quickly.I expected nothing less."Miami Beach Commissioner Michael Greico on coordination with David's Cafe when it was located on Collins Avenue.(April 2,2014) SR 836/1-395 Roadway Role:Providing public information services for the roadway and FDOT,District Six January 2013 to Project from NE 1 bridge improvements on 1-395 leading into the City of Miami Assistant South June 2014 Avenue to Biscayne Bay Beach. Miami-Dade Resident Bridge and Roadway Responsibilities:Developing strategies for informing the Engineer: Widening Work community of ongoing and upcoming work,daily stakeholder Andres Berisiartu,PE coordination,weekly electronic updates,press releases, Office:(305)525-4976 representing the Department as the project spokesperson during Andres.Berisiartu @dot. media inquiries,special event coordination with the Cities of state.fl.us Miami Beach and Miami,coordinating and executing public meetings and presentations,conducting monthly coordination meetings with stakeholder groups and municipal staff,and elected official coordination. Personal highlight:"Doing good work as usual Heather.Thank you."Former FDOT South Miami-Dade Resident Engineer Erik Padron,P.E.on responding to a Venetian Island noise complaint. (January 22,2014) SR 9A/I-95 DMS Role:Providing public information services for the replacement of FDOT,District Six April 2014 to Replacement Dynamic Message Board signs,as well as the replacement of the Project Manager: May 2014 Design-Build Project overhead electronic sign on westbound 1-195/Julia Tuttle Enmanuel Espinal,PE At different locations on Causeway in the City of Miami Beach. Office:(305)807-2481 1-95 and on westbound Responsibilities:Developing strategies for informing the Enmanuel.Espinal @dot. Julia Tuttle Causeway community of ongoing and upcoming work,stakeholder state.fl.us Intelligent Transportation coordination in particular with Mount Sinai Medical Center,press System Work releases,representing the Department as the project spokesperson during media inquiries,and conducting day-to-day outreach and follow up with motorists.Coordination and correspondence was critical with municipal staff,the Department's Transportation Management Center and the Port of Miami Tunnel team. Personal highlight:Coordinating lane closures with City of Miami Beach and Mount Sinai staff to inform motorists of Julia Tuttle closures. 12 „ ,n 400r ,■ SR 5/Brickell Avenue Role:Providing public information services for the concrete FDOT,District Six ,, £ Februa 's' 911 to Roadway Project from rehabilitation and pump station work in the City of Miami. Assistant South ' ;.,-brua .13 SE 25 Road to SE 8 Responsibilities:Developing strategies for informing the Miami-Dade Resident i(1,-.0,;,,t,\, rt. Street community of ongoing and upcoming work,daily stakeholder Engineer: ,, Concrete Rehabilitation coordination,weekly electronic updates,press releases, Andres Berisiartu,PE : �� . � �` and Drainage Work representing the Department as the project spokesperson during Office:(305)525-4976 media inquiries,special event coordination with the City of Andres.Berisiartu @dot. 1\ Miami,coordinating and executing public meetings and state.fl.us � presentations,conducting monthly coordination meetings with #. stakeholder groups and municipal staff,and elected official °, coordination. : =;a Personal highlight:Participating in monthly coordination '4a meetings with the Brickell Business Association and City of Miami a a. staff. *Davis Productivity Award-winning project SR 934/NE 81 Avenue Role:Providing public information services for the roadway and FDOT,District Six March 2011 to `;i Roadway Project from safety project in the City of Miami. North Miami-Dade October 2011 : North Bayshore Drive Responsibilities:Developing strategies for informing the Resident Engineer: y '' to Biscayne Boulevard community of ongoing and upcoming work,daily stakeholder Ivan Hay,PE Roadway and Safety coordination,weekly electronic updates,press releases, Office:(305)640-7114 ,, Work coordinating and executing public meetings and presentations, Ivan.Hay @dot.state.fl.us t. and elected official coordination. Personal highlight:Presenting the project and answering questions at the Shorecrest Homeowners Association. *FTBA-nominated project y # M AM MARATHON i .aiii '� �""�' „- "�' '�� _'"` �..r ..i .i i#ii van °'.a ... ems. ii 3::::M ,_.„ i 7, s 1 ...p•....AM IIIM 111,*.. .,-0 N ) - - i , . ._.. ,....;-:-:,-- 11 . -.3.,,sme -...- ... „ , 4 aft i: „ t. g,* Pq ' 4 1 , - 0 j• ..- ;. t. ' t �gy ' ': CP” :'' t—,-----,--- 1 FROM THE : ; LIFETIME =THEMtAM1t _ OubIix i."".,.t".'d1A:.'*" Q's,,,.G �.- HML Public Outreach has worked HML Public Outreach participates in the annual FDOT with the City's major event Construction Career Days, which provides information on providers to coordinate the construction and engineering industries to high school construction activities to minimize students. impacts to the public. i%„ %% 13 SYc yyy C1.3: Public Information Officer List of Similar Projects " Our proposed Public Information Officer, Melissa J. Rodriguez, is a bilingual communications professional with more than seven years of experience. She currently provides public outreach services on the West Avenue Neighborhood Improvement Project Phase I and has previously served as an Assistant Public Information Officer on recent Miami Beach construction projects. Additionally, Ms. ., Rodriguez has worked with the FDOT design and construction offices, including having been the previous assistant on the Alton Road, Collins Avenue and Indian Creek Drive \r:°`; ., Roadway Projects. Below is a table of projects that depicts Ms. Rodriguez's relevant experience on completed projects. Project Name Rote of Firm and Responsibilities Agency Contact Project Dates/ and Description Information Firm Term of , Engagement `j SR A 1 A/Collins Role:Providing assistant public information services for the FDOT,District Six May 2013 to Avenue Roadway roadway improvements on Collins Avenue in the City of Miami Project Manager: September 2014 Project from 5 Street to Beach's historic Art Deco district. Kathy McLendon Lincoln Road Responsibilities:Database maintenance,door-to-door Office:(305)640-7437 Drainage,Signalization distributions,following up with stakeholder concerns. Kathy.McLendon @dot. and Roadway Work Personal highlight.Informing the businesses about upcoming state.fl.us traffic switches and the next week's operations. Central Bayshore/Lake Role:Providing public information services for drainage and City of Miami Beach April 2013 to Pancoast roadway project in Middle Beach. Office of Capital March 2014 Neighborhood Responsibilities:Managing the PIO hot line for resident issues Improvement Projects Enhancement Project and questions,coordinating between CIP and the project team, Contact:Maria Drainage and Roadway attended numerous progress meetings and assisted the PIO on Palacios. Work day-to-day duties and distributions. Lanzo Construction Personal highlight:Coordinating encroachment removal process Project Manager with City and explaining specific issues with each of the property Bob Beaty owners. Office:(305)931-9581 SR 25/NW 36 Street from Role:Providing public information services during the design FDOT,District Six May 2013 Okeechobee Road to phase of this project in unincorporated Miami-Dade County. Design Consulting NW 23 Avenue Responsibilities:Data collection and management,elected Contract Design Reconstruction official notification,and public meeting coordination and District Public Work execution. Information Officer: Personal highlight:Becoming an expert in pulling property owner Maribel Lena information from the Miami-Dade County GIS property search Office:(305)470-5349 program. Maribel.Lena @dot.state. fl.us 7 5 Ms. Rodriguez provides updates to the community on the ongoing West Avenue Neighborhood Improvement Project Phase I and helps coordinate public outreach activities. C2 Statement of Work Communications regarding the construction process is a critical element of every project and HML Public Outreach is prepared to perform the requirements in the Statement of Work including: • Communications planning and implementation • Public relations and community involvement • Customer service • General translation and interpreting services • Revamping project collaterals • Preparation of related media communications and collateral materials • Preparation of audio/video presentations • Project planning, coordination and implementation • Web content development • Franchise utility communication • Special events coordination • Hosting public meetings • Other services that may be related The HML Public Outreach team is ready to achieve the City's goal of informing and distributing information to the community during the three phases identified in the RFQ package: • Design and pre-construction communications including the development of a detailed public oureach strategy that demonstrates how stakeholders will be informed of an upcoming project and its impacts. • Project information that is continuous and dynamic throughout the life of a construction project. • Post-construction communication that thoroughly documents communications throughout the project and informs the community a project has been finalized. HML Public Information Principal Heather M. Leslie has coordinated with City of Miami Beach staff almost daily d during the past five years, including providing interviews and information for the Planned Progress articles in y' ... MB Magazine. • Lit The HML Public Outreach team has organized and executed more than 100 public meetings and presentations on behalf of the City of Miami Beach and Florida Department of Transportation. • 15 ----•••- ...._ , -• -„ "------.„.„ •-•--.0;:"...„:,___:,„ "--<"-'-'4.-,•;:.f.7.4 --•••-•-:•,•„*-:,M#,;4i,:...,„.......„.....:.. ••••• •,___- ...:.....„.. ....,...„.„-- -,-„,-,-"*Atli,"-::••• =4411,-zik„..„.„. --' ."-"'''''";14' - ''''''"- akilikat,.'"'En%*ilirr-'#•:-t.,:-:.. ..„-"7"7.• •w-i-0,, ,t,-6,•-:,,.•••,...•:..:....„....'"'"',44ize 4- Ai!-t•...,...'1104t-'"'" ,* ......„-rn,--:•••:•*-:•%*, -5--..,- ---- ...".'-'-'• - ---i ."-",. .".:- 1.1.-S-'4:i::t';".",""f"*„ ,:::::;,""...""...."...,- 7•10,„, --.-:.:'''''. . 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"."0::-","-ifikk-"t,'",--.,. .i.,,",-..-- -$:- ••,-;.,4.....,-.. „4...„, 4 „„:.,„,„..„:,..„,„.„,.- tz.„...„......,:,..._:i.:-.:.-7:7,-.,,--•- - .• .---..:,-40•.--,,,,,-,----. ,:,'- --- . „,„•:: - .. .....„„......-.r ._.......... ...„--•-•• :Ac",<tr,t,- .„ 4.!:74:t......--s' - - •-•••,, •-:•--'••• '..•:.''-'- . .„..: ,„.„„.„..„..„.,:.„ ....:....„,,,,,z;1.,,...,„, •.:„..,„„_„,,, - . .•-,,,,,•--•,,,i-i•4,r - „....,-..?„--,-,.:-.-- •7.5.- .....i.,.,...,,k--,--„K,i,,,,, -7,---..„„----- ..„,.-•---.„..---„,-,.,„:„ -z===„'- - -4*- . - ..,„.„...„,„ ns Tab 2:n . afio dific a Qi i, ( bliC • C e 0 EXPeen 2.1 Qualifications of Proposing Firm The HML Public Outreach team has participated in construction projects for more than five years, and has provided transportation public outreach for almost 10 years. During that time we have developed a deep understanding of the - planning, design and construction processes. We are well-equipped to read and interpret plans and have years of experience learning to anticipate issues and coming up with solutions to potential problems. The HML team understands complex engineering concepts and can fully translate them into plain language. There is no learning curve with HML Public Outreach. HML Public Outreach has worked with Miami Beach employees for more than five years and is \ well-versed in the City's public information procedures. Through years of experience, the HML team'\, has developed the contacts and key relationships with City staff and residents throughout Miami Beach. We understand the importance of earning and keeping the public's trust in order to maintain `,,' credibility. It's critical to not over-commit to the public and always provide the information we know to be true. `. Our staff is already using the latest outreach tools and style guide, as well as the City's website information management system. The team has also been briefed on the ongoing streamlining of the City's policy of informing property owners of encroachments and how to address license agreements for driveway harmonizations. The team was the first to develop project-specific Frequently Asked Questions material that has been distributed to the West Avenue corridor and continues to engage the public using innovative techniques. HML Public Outreach implements the latest tools, we measure success through maintaining project update reports, issues logs and weekly public meeting look aheads, as well as recording monthly accomplishments and tracking press/social media hits. The HML team's experience exceeds the proposal's requirements and we are poised to execute the following scope items: • Communication planning and implementation through the development of targeted strategies that effectively inform the City's active community in ways that are appropriate, while listening to the public's feedback to constantly provide the best possible service. Strategies will be re-evaluated throughout the life of a project to incorporate lessons learned along the way. • Public relations and community involvement that successfully engages stakeholders on day-to-day activities and on a global project scale. This includes becoming entrenched in an area in order to develop and foster partnerships, so we are able to think ahead to mitigate issues. • Customer service that places a premium on professional communications and stresses the importance of thorough responses and timely follow up. • General translation and interpreting services that fit the community's demographics, including multilingual and disabled stakeholders. • Revamping project collaterals to maximize the information provided in an efficient way that can be easily updated by all public outreach staff. • Preparation of related media communications and collateral materials, including coordination with the City to prepare and provide information for the DEM Daily Briefing emails, the weekly social media updates and electronic newsletters, the quarterly MB Magazine, and providing information as needed to feature on the City's MBTV station. • Preparation of audio/video presentations that are clear, concise and informative. Our team has previously performed interviews and provided content for the City's MBTV programming for the Alton Road and Collins Avenue projects. • Coordination of project planning and implementation that is mindful to stay within budget and develops innovative methods of communicating with the public, including crisis management and documentation. • Web content development and maintenance that ensures dynamic and up-to-date information on the MB Planned Progress website, and supporting documentation including lane closures, j 1 construction alerts, frequently asked questions, images and videos. • Franchise utility communication, including coordinating with the City and N, utility companies to report on additional work within the right of way and on N any necessary license agreements or easements. • Special events coordination, including ribbon-cutting ceremonies, block parties and facility grand openings organized to highlight a project's special achievements while thanking a community for their patience during construction. �. • Hosting public meetings that are informative, productive and engage the community in the upcoming construction to build consensus and minimize issues during the actual work. \\ Below is a table of projects that depicts the team's relevant experience and proven track record of providing the scope of services as identified in this solicitation. This table includes completed and ongoing projects. \ ' Project blame Role of Firm and Responsibilities =- " Agency Contact ` Project Dates/ and Description • . Information Firm.Term of Engagement SR 7/NW 7 Avenue Role:Providing public information services for the concrete FDOT,District Six May 2015 to North Roadway Project replacement and roadway work along NW 7 Avenue in the City Project Oversite Ill:Felipe July 2016 from NW 36 Street to of Miami. Gonzalez,P.E. (Estimated NW 79 Street Responsibilities:Developing strategies to inform the community Office:(305)401-1438 completion) Roadway Work of ongoing and upcoming work,daily stakeholder coordination, Felipe.Gonzalez2 @dot. representing the Department as the project spokesperson during state.fl.us media inquiries,weekly electronic updates,press releases,the delveopment of a project poster,setting up pop-up events at local businesses and developing a project brochure. Project highlight:Using new tools such as posters and pop-up events to inform the community of the work. SR 934/NE/NW 79 Street Role:Providing public information services for the drainage and FDOT,District Six September 2014 to Roadway Project from roadway work along NW 79 Street from NW 14 Avenue to east of North Miami-Dade June 2016 North Bayshore Drive to the 2800 Block. Assistant Resident (Estimated NW 14 Avenue Responsibilities:Developing strategies to inform the community of Engineer:Mohamed completion) Roadway Work ongoing and upcoming work,conducting day-to-day outreach Mabrouk,P.E. and follow up with residents and business owners impacted by Office:(305)640-7190 the work,representing the Department as the project Mohamed.Mabrouk@ spokesperson during media inquiries,door-to-door dot.state.fl.us distributions,coordination meetings with municipal staff and elected official coordination. Project highlight:"His writing skills are very good and he stays on top of issues.I'm also getting good feedback from the CEI."FDOT District Six North Miami-Dade Assistant Resident Engineer Mohamed Mabrouk regarding Jason Brown(December 3,2014) West Avenue Role:Providing public information services for the first phase of Bergeron Land February 2015 to Neighborhood neighborhood improvement on the West Avenue corridor that Development on behalf December 2015 Enhancement Project includes new drainage,sanitary sewer and water main of City of Miami Beach (Estimated Phase I Design-Build improvements. Public Works completion) Project between 17 Responsibilities:Developing strategies to inform the community of Department Street and Lincoln Road ongoing and upcoming work,conducting day-to-day outreach BLD Project Manager: and from 5 Street to 8 and follow up with residents and business owners impacted Brian Landis,El Street,including side by the work,electronic updates with maps,FAQ guide,data Office:(954)218-7875 streets collection,door-to-door distributions,coordination meetings with blandis @bergeroninc. Pump Station Work and municipal staff and elected officials. com Raising the Streets and Project Highlight:"You are very helpful.Thank you."Miami Beach Sidewalk resident Tammy Krigsfeld regarding providing an update on the project.(March 19,2015) -_., n, <--,.r,H -� ^2 day f 4,; % ice."--j.''� x,7.z2.1Z 17 SR 907/Alton Road Role:Providing public information services for the reconstruction FDOT,District Six April 2013 to Roadway Project from of Alton Road in the City of Miami Beach. North Miami-Dade, October2015 5 Street to Michigan Responsibilities:Developing strategies to inform the community Resident Engineer: '(Estimated, Avenue of ongoing and upcoming work,daily stakeholder coordination, Ivan Hay,PE , completion) Drainage and weekly electronic updates,press releases,coordinating and Office:(305)640-71 14 \ Reconstruction Work executing public meetings,representing the Department as Ivan.Hay @dot.state. the project spokesperson during media inquiries,door-to-door fl.us distributions,data collection,quarterly stakeholder coordination meetings and with staff and elected official coordination. ` Project Highlight:"Heather and Enrique,Thank you both for attending our meeting last night.I realize it was late in the day but your representation was heroic.Your outstanding efforts have continually provided myself and AREA with support and help above and beyond.Please pass ARBA's gratitude on to your team members that continue to help and support our needs." Alton Road Business Association President Michael Gorey. (February 27,2014) SR A 1 A/Indian Creek Role:Providing public information services for the installation of a FDOT,District Six May 2014 to Drive/Collins Avenue at pump station and roadway improvements in Middle Beach. North Miami-Dade July 2015 \� 43 Street Responsibilities:Developing strategies to inform the community Resident Engineer: Pump Station and of ongoing and upcoming work,daily stakeholder coordination, Ivan Hay,P.E. Roadway Work weekly electronic updates,press releases,coordinating special Office:(305)640-7114 events with Miami Beach staff including the annual Yacht Show, Ivan.Hay @dot.state. and conducting day-to-day outreach and follow up with fl.us residents and business owners impacted by the work. Project Highlight:Working with the City and Yacht Show event staff to suspend work and clean up for event. SR A l A/Collins Avenue Role:Providing public information services for the installation of a FDOT,District Six North September 2014 to Signalization Project new pedestrian mid-block signal near 69 Street in Miami Beach. Miami-Dade Project May 2015 from 69 Street to 71 Responsibilities:Developing strategies to inform the community of Oversite I: Street ongoing and upcoming work,daily stakeholder Melissa Mojarena de Signalization and coordination,weekly electronic updates,press releases,and Zayas,P.E. Pedestrian conducting day-to-day outreach and follow up with residents Office:(305)962-3527 Enhancement Work and business owners impacted by the work. Melissa.DeZayas @dot. Project Highlight:The mid-block pedestrian crosswalk was the state.fl.us third of its kind(HAWK beacon)to be installed in Miami-Dade County. SR 112/Julia Tuttle Role:Providing public information services for the introduction of FDOT,District Six August 2013 to Causeway Roadway a bicycle lane on the Julia Tuttle Causeway in Middle Beach. North Miami-Dade November 2013 Project from the Responsibilities:Developing strategies to inform the community of Assistant Resident Biscayne Boulevard exit ongoing and upcoming work,daily stakeholder Engineer:Amanda ramp to Alton Road exit coordination,weekly electronic updates,press releases,and Shotton,P.E. ramp conducting day-to-day outreach and follow up with residents Office:(305) 640-7194 Bicycle Lane Work and business owners impacted by the work. Amanda.Shotton @dot. Project Highlight:Coordinating the start of the project with the state.fl.us City,contractor and Department to delay until the reopening of the Alton Road flyover. SR A 1 A/Collins Avenue Role:Providing public information services for the drainage and FDOT,District Six July 2012 to Roadway Project from roadway work in an area of South Beach with a concentration of North Miami-Dade May 2013 Lincoln to 26 Street hotels and tourist activity. Resident Engineer: Roadway Work Responsibilities:Developing strategies to inform the community of Ivan Hay,PE ongoing and upcoming work,daily stakeholder coordination, Office:(305)640-7114 electronic updates,press releases,and conducting day-to-day Ivan.Hay @dot.state.fl.us outreach and follow up with residents and business owners impacted by the work. Project Highlight:Incorporating lessons learned into working with the hotels to develop a paving schedule that minimized impacts during check out and was able to work around the Bowl Championship Series games. SR 934/71 Street Road- Role:Providing public information services for the roadway FDOT,District Six January 2011 to way Project from Collins project in North Beach. North Miami-Dade April 2012 Avenue to Bay Drive Responsibilities:Developing strategies to inform the community Resident Engineer: West of ongoing and upcoming work,daily stakeholder coordination Ivan Hay,PE Roadway Work and press releases. Office:(305) 640-7114 Project highlight:Maintaining access to businesses during Ivan.Hay @dot.state.fl.us sidewalk operations. SR A 1 A/Collins Avenue Role:Providing public information services for the drainage and FDOT,District Six North July 2010 to Roadway Project from roadway project in North Beach. Miami-Dade Project December 2011 26 Street to 44 Street Responsibilities:Developing strategies to inform the community Oversite I: Drainage and of ongoing and upcoming work,daily stakeholder coordination Melissa Mojarena de Roadway Work and press releases. Zayas,P.E. Project highlight:Coordinating drainage work at a Office:(305)962-3527 condominium's driveway to maintain access and mitigate Melissa.DeZayas @dot. flooding within the underground parking garage. state.fl.us e aw 1 HML Team Experience Throughout Miami Beach • , 'r;l; ' � t ',.� / e� /� i�� / / ...,,,_. \ in G. yam/ / Y �i�/ � I m 441414401444. �- • �i - � '% , //- — r It / /, /„" % � /******4.- p - i/ i i ' %� � .e �/ te / � l/ e � / /4 - t ' y l• t ,��; � / ,�� g � / i �t / , 'x " - �-, r / a ./i /- : ? ,�gal $/ /� i� y /° 's g/ Wi r •:::!0.: LEGEND / ,7,, amisammi / � m y %i: tion TH HCe b#m PNrMeo,ijeg g7rnnots o / ///�YG ' - / j 6 0,,,,,,,„,,-„:.,,, -- - , r.„,;= •- , ,, -, t-t•Itt•takialsot- ..otettit,sara Coordination o ,w«..,.•..•. - � � /ice f � �• / • / ®j s/ ® i j'� / /yam. y L4�rj At --, w%Nrrrrrrfrr•rrrrarrrrr,r,"-o54-rrrrM_ ii gWI!". , ��/ / i � if �' �� /i >✓/ / � s!� /; , i� �i i /"' � y ��x�y �� ce/ � '/ c / %i %� I 'fie ' s. „ Vii j//� //M y M . i ei / ice/%/` i/ g� i " h a te /3 i, J O.Ot �� - �- - '� /li/ •; % / - / / ma % •,______ • '° # /' ��/� y/ "9/ ! " .'t .. ir:f s / �may i� 19_� � ./ i s//%�� ,,� �/ • 2.2 Qualifications of Proposal Team The HML team is available and ready to hit the ground running on day one of the contract to provide public information services on construction and facility k, projects throughout the City of Miami Beach. Our team is comprised of communications professionals who are ready to serve as an extension of the City's staff. The key to our team's organization structure is identifying the best personnel to a1 handle the contract's responsibilities. One of our team's biggest assets is our previous experience working together. The HML team has existing working relationships going as far back as 15 years and team members have previously worked together on several projects. This familiarity has fostered a trust in one another and created an ease in scheduling assignments and completing tasks. The following pages include the HML Public Outreach team organization chart and personnel resumes as required in the RFQ package. �.a.�. West Avenue % j 3 Neighborhood Improvement Project Phase One °"�• <. Project Overview and Benefits j Th.'I ar m."'e.acn t worke Deprarem� _ corssrtuctlng dw West Ave*ua Neiyfmanood impw.mem Rgset b hfataM pump alatrona and rNes tIN•iratwn ��j 4:4-/T-0• -"Q Mthe Bergeron Lend Street eroding.Theenn contracted late De.vbpme e to Pa�^n gw wgdr. C*nelru*trart is racier way n the t�•^"9 areas -�� % ��s 7eAta` 17 Street Balwtren Aa*n Road arw WexAxnue ✓ West AveMq betMVen ie+cnbr Road aM 77$beet �� j • to Street and 70 Saxt aaewxmt Alba Red and the Bev 44070 • WestAw.rur taMweens seed an*BStreN j �� • a shat I>ru,«n Alen Rose and Wasf Avcmre 0-:, =1 Seop of dark ' � w+ Mtraatructun lmprovamarm: �/ //� / • kanwiag a rww.bmr wyasr drainage arsteer includrq � '�/ -- a•i- o mp atddee M l l SneO der a Seaat i// eet :wee ISa • Upaog asce*na*/tM memo sbrm wager draaiage �/ i �/arYat / • Irlatillkfg a new sant.sewer rnam % 1 a Nglag J new w3b man Md eM4rM Ineb PROJECT :��kkrtt�/r.�k7i[ RoWray lmprwNnwrb: PRO MAp PtcAL. ' ElavaOrq trq Nnawar . Garesmettrp nm Pen.gutter aed ednendo • InstYWg new tlgnape artl Wvemarn markings •—'.:• w,ar. • "'It"' sheet ggl,NSn and perfixrtanq minor !� ....•,...• • Malcheg tl+e new r*adwrry ekvatl*n u exrafNp ;� I `_� Ames to nuparkas wiN tea mnixainW at ad Nrre. �ra� - a7`t`�"gw�'°°` °"' a" The HML team is already using the latest City x*ik. •�\<',uuv w-,rsswaz��sY�C eorOM, tithe;,nom _ templates to develop project materials, TM Net ptursa mrntruction in the dwre rreh For more imortnaaon:ukase**matt: amaapMut h Ire eornpeM W are and m 2gt5 Pteaee HeaMer M.leafs.p*CM IrNrvrna**n f9rlcar csarnstanors kmrydmngr Baer includin g the fact sheet for the West Avenue i�ap..rArwrtnw rsAwv M+.a sri.i6 nurNw:!'wl:.vu:•.:••r•...lw..www irre.ws•#svlSx u.i:.Trrr.os a:w..q A,.rww.a.ew.+ Neighborhood improvement Project Phase I. • AD SED _ ter. The West Avenue construction project includes installing new underground utilities and raising the roadway and sidewalk. Work along 14 Street is currently underway between Alton Court and West Avenue. U EMI N . 2 43'0'- U 1 ._ I,, , , Ii c - .4 to C `4 .a). to Q 0 _ ., (L,o .. t R at) ' AL lr- 3 �y ( C3 O 5 a ,. >4):.1)!-,(1) ' ; v 0 3 � U p c8tU" a o o pc s; Qgv oP1IlltJ ! flUDll• ,,,'-,:- 4-2 , I... .1, •-t5 z < 0 .g.*-§ w_, .: ta) 7,,,,iii,, ,:,,s,: ',,, , ' `a 42 ‘q ''' ill ::75 r #' e N 7 `m •v i i c o N .0 ' -4 lai ,-, ,. -- 0 — = .c, 0 a) , . g • i i 4- ' (..) E‘ 4) '2 ' z - ° 0- . 8 . 73oc C 0 t.,,,.L,, ,,,,.. .,,,r, a, 8s2 . cg).... .04). cc 0 li-;', ,,,,,CON°:, .: ,,,,7 "e0t. 2.Z.." 2 ....'"4 . ,, (11. -.E" 't3 , E •— ;' " 'tj H 11 U O t.4 a `V g ,"-If 444 1,' ' ',,,,,.:4,,,,,e 0 ,,-- .,..:A z.-tr-- D (D .4- 1.-... ..=•-• I''''' D -..:-2.1-, ,... __ i:, ,,,... . . a , o .... :,,,,,,,„ , '..t 93; :>0 L Liu —c 4.$ ; Qs) c:)c; (1) ' 2) ii,,, ct. C3 0 -7;4 /y HEATHER M . LESLIE yj �z %„ Principal & Project' pa Manager °\ work history 2010- Present: Principal, HML Public Outreach Opened full-service communications firm, providing outreach services to the Florida '' - � Department of Transportation and City of Miami Beach. Oversees H y ML staff and performs Quality Assurance/Quality Control review on all materials. Provides lead FDOT public information specialist services on projects in the cities of Miami and Miami Beach 4 and prepares public outreach strategy and materials, maintains website content and provides customer service to impacted stakeholders. Also the lead public information officer for the City of Miami Beach's West Avenue Neighborhood Improvement Project Phase I. Select experience includes: March 2015- Present: West Avenue Neighborhood Improvement Project Phase I (1 mile in Miami Beach) Bergeron Land Development for City of Miami Beach Public Works. B D Project Manager Brian Landis, P.E., (954) 218-7875 November 2014- (Anticipated completion) November 2017: FDOT Districtwide Public Information Services for Construction Projects. HML Public Outreach is the prime contractor providing public outreach services for the 79 Street and SR 7 groupings. District Six Construction Public Information Project Manager Kathy McLendon, (305) 640-7437 April 2013- October 2015: SR 907/Alton Road Roadway Project (1 .5 miles in Miami Beach) District Six North Miami-Dade Resident Engineer Ivan Hay, P.E., (305) 640-71 14 2006 -2009: Senior Public Information Officer, Media Relations Group, LLC Managed day-to-day tasks of staff, including managing project budgets and assisting in the hiring of other PlOs. Developed project public information strategies for FDOT and other government agencies. Acted as liaison between elected officials and project personnel. 2004-2006: Copy Editor and Page Designer, Scripps Treasure Coast Newspapers Designed and edited Local and Al section fronts for Scripps Treasure Coast Newspapers. Edited local and wire stories for readability and mistakes in spelling, grammar and Associated Press style. Coordinated with newsroom staff on the daily newspaper budget and in the development of Al centerpieces and special packages. Designed and edited "Florida Fairways," a quarterly golf publication. 140,aLr Fl L pubic outreach professional highlights More than 10 years of experience with written and oral communications. may, Served as Lead PIO for FDOT Miami Beach projects, working almost daily on Miami Beach projects for the past five years, successfully participating in more than 10 construction projects citywide Participated in more than 50 FDOT projects and more than 100 community meetings Member of 2013 Davis Productivity Award winning team Former Editor-in-Chief of the Independent Florida Alligator, the nation's largest independent student-run newspaper professional skills skill set mastery level Communication Planning & Implementation ••••• Public Relations & Community Involvement ••••• Plain Language Communications ••••• Customer Service ••••• Website Maintenance •1100 Media Relations ••••• Collaterals Development •••• Audio/Visual Preparation •.00 Government Relations ••••• education 2004: Bachelor of Science in Journalism, University of Florida MELISSA i J . RODRIGUEZ „ Pu olic Information Officer work history 2015- Present: Public Information Officer, HML Public Outreach Aids in the development of internal and project-related documents. Facilitates as an Assistant Public Information Officer for the City of Miami Beach West Avenue Neighborhood Improvement Project Phase I. Drafts construction advisories, sends to , g p J project database and assists in day-to-day stakeholder coordination. Select experience includes: May 2015- Present: West Avenue Neighborhood Improvement Project Phase I (1 mile in Miami Beach) Bergeron Land Development for City of Miami Beach Public Works. BLD Project Manager Brian Landis, P.E., (954) 218-7875 2012-2014: Public Relations Specialist, Infinite Source Communications, LLC Responsible for first drafts of press releases, media pitches, contributed article content, client-employee blog posts and social media posts. Also established and maintained client relationships. Select experience includes: April 2013- March 2014: Central Bayshore Neighborhood Enhancement Project. Office of Capital Improvements Projects, City of Miami Beach. Lanzo Construction Project Manager, Bob Beaty, (305) 931-9581 December 2013- March 2014: Sunset Harbour Pump Station Improvements Project. Public Works Department, City of Miami Beach. City Project Manager Jose Rivas, (305) 673-7080 December 2012- March 2014: FDOT District Six Design Consulting Contract. District Six Public Information Officer Maribel Lena, (305) 470-5277 January 2012- February 2014: SR 907/Alton Road Roadway Project. District Six Construction Public Information Project Manager Kathy McLendon, (305) 640-7437 2008-2013: Customer Service/Front Desk Manager, Cheesecake Factory First point of contact for all customer service issues. Maintained customer relationships by providing quality service and support to guests, efficiently resolving issues. Responsible for day-to-day activities and coordinated annual donation outreach events and efforts such as the Cheesecake Factory National Peanut Butter Drive. HmL a public outreach �sf V% professional highlights y More than seven years of experience with written and oral communicatio ��%, Proficient in an array of social media platforms including Twitter, Facebook, Google Plus, Foursquare and more Skilled in Adobe Creative Suite including Photoshop and InDesign Knowledgeable in Microsoft Office platforms such as Word, Publisher, Excel and Power Point Experienced working with City of Miami Beach staff and community groups Participated in City of Miami Beach and FDOT projects and coordinating community stakeholder meetings professional skills skill set mastery level Communication Planning & Implementation •••• Public Relations & Community Involvement ••• Plain Language Communications •••• Customer Service ••••• Website Maintenance •••• Media Relations ••• Collaterals Development •••• Audio/Visual Preparation ••• Government Relations •••• • education 2014: Bachelor of Arts in English, Florida International University 2013: Public Information Officer training, Division of Emergency Management �j %Jj jy y „,,;„0,„ JASON R. BROWN Puolic Information Officer Su000rt t work history 2014- Present: Public Information Specialist, HML Public Outreach Public Information Specialist for Florida Department of Transportation District Six Construction projects throughout Miami-Dade County. Provides day-to-day public - outreach assistance as well as developing public information strategies and working , developing project materials. Also performs Quality Assurance/Quality Control reviews on assignments as needed by the company. Select experience includes: April 2015- Present: SR 7/NW 7 Avenue North Roadway Project (1.5 miles in Miami) District Six North Miami-Dade Project Oversite III Felipe Gonzalez, P.E., (305) 401-1438 January 2015- Present: SR 9/NW 27 Avenue Roadway Project (2 miles in Miami) District Six North Miami-Dade Assistant Resident Engineer Mohamed Mabrouk, P.E., (305) 640-7190 November 2014- Present: SR 934/NE/NW 79 Street Roadway Project (2 miles in Miami) District Six North Miami-Dade Resident Engineer Ivan Hay, P.E., (305) 640-7114 2008-2014: Co-creator, Quarters online magazine and freelance writer Editor of Quarters Magazine- an online news, politics and lifestyle website. Responsible for developing and editing website content as well as for managing calendar of assignments for writers. www.quartersmagazine.com 2008-2007: Public Information Officer, Media Relations Group, LLC Provided public information support services for the I-595 Managed Lanes project including coordinating Noise Wall Workshops, as well as assisting with the development of the 1-595 Industry Forum. Staffed public meetings for SR 710 Public Kickoff Meetings. 2007-2005: Media Aide, Office of the Chair Joe Martinez, Miami-Dade County Commission Principal writer for the Chambers Gazette, the internal publication for the Miami-Dade County Commission. Supervised the Chairman's Miami Earth Dade project aimed at promoting environmental responsibility. Served as the principal content manager for the Office of the Chair and District 11 websites. 4-s HmL public outreacn professional highlights More than 15 years of experience as a communications professional �y and writer developing content for statewide publications Versatile in Plain Language guidelines and AP Style Familiar with Adobe Creative Suite, Quark and HTML code Has covered statewide and national elections during several cycles Former Editor-in-Chief of the Independent Florida Alligator- nation's largest independent student-run newspaper Awarded Society of Professional Journalists First Amendment Award professional skills skill set mastery level Communication Planning & Implementation ••••• Public Relations & Community Involvement •••• Plain Language Communications ••••• Customer Service •••• Website Maintenance •••• Media Relations ••••• Collaterals Development •••• Audio/Visual Preparation •••• Government Relations ••••• education 2004: Bachelor of Science in Journalism, University of Florida JOSE A. PALACIO Public Information Officer Support g work history 2014- Present: Assistant Public Information Specialist, HML Public Outreach Assists in the research and development of public outreach campaigns for clients including database and collateral development, documenting project issues and w media clips, maintaining project web pages and assisting in the execution of public meetings. Currently providing support services for the Florida Department of Transportation's 79 Street and SR 7 project groupings. Previously assisted with the City's West Avenue Neighborhood Improvement Project Phase I. Select experience includes: June 2015- Present: SR 934/NE 79 Street Roadway Project (2 miles in Miami, North Bay Village and Miami Beach) District Six Construction Public Information Project Manager Kathy McLendon, (305) 640-7437 April 2015- Present: SR 7/NW 7 Avenue North Roadway Project (1.5 miles in Miami) District Six North Miami-Dade Project Oversite III Felipe Gonzalez, P.E., (305) 401-1438 November 2014- Present: FDOT Districtwide Public Information Services for Construction Projects. Managing project tracker process and providing information to PIO consultants and FDOT staff. District Six Construction Public Information Project Manager Kathy McLendon, (305) 640-7437 2010-2012: Technical Associate, University of Florida Athletics Department Provided logistical support and event set-up services for University of Florida basketball and football games. Tasks included preparing the basketball arena flooring, directing patrons to appropriate seating areas and preparing and testing the sound system. Work also included set up and tear down work for major concerts at the school's facilities. 2008-2009: Clerk, Media Relations Group, LLC Provided assistance in daily office duties, including project filing and documentation and delivering materials to clients. Also assisted in project mailings for the 1-595 Managed Lanes Project Industry Forum and various Noise Workshops. ar H M L ir public outreach * Professional highlights Speaks fluent Spanish ��j Familiar with Plain Language guidelines and style Familiar with the City of Miami Beach's website maintenance system Well-versed in Microsoft Office, including Word, Excel, PowerPoint and Publisher. , Also well-versed with Microsoft project and Visio Currently studying C+ programming, as well as Network + Working toward A+ Certification, Cisco Certification, Security+ Certification and MCSA Certification Has helped coordinate events such as parking for all University of Florida home football games from 2010 to 2012. professional skills skill set mastery level Communication Planning & Implementation ••• Public Relations & Community Involvement ••• Plain Language Communications ••• Customer Service •••• Website Maintenance ••••• Media Relations •• Collaterals Development •••• Audio/Visual Preparation •••• Government Relations •• education 2015: Associate Degree in Information Technology EDUCATION . The Creative Circus :: Atlanta, GA tt Art Direction University of Florida :: Gainesville, FL .,4, I BS—Advertising g WORK HISTORY Force Marketing:: Atlanta, GA March 2010—Present Wendy Pruitt ART DIRECTOR Art Director • Responsible for design, proof and layout of direct mail for automotive retailers nationwide Designer • Direct and collaborate with design team to create logos and art for mailers, letters, digital assets and POP materials • Runs monthly brainstorm sessions and supervises new creative development 510 E Ponce de Leon Ave NE • Manage a team of four designers; attends regular meetings with senior leadership to evaluate Unit G staff and improve processes • Able to work under high-pressure deadlines with grace and humor Decatur, GA 30030 Brand HogsNarnson Group :: Buford, GA 404.323.1478 December 2004—March 2010 wendy.h.pruitt@gmail.com CREATIVE SERVICES MANAGER wendypruittcreates,com • Responsible for all creative aspects of endorsement radio program • Brainstormed and wrote creative"copy guides"for radio talent to use as the basis for endorsements • Monitored messaging and served as liaison between client and talent • Created and designed documentation for program that were distributed to radio DJs around the country • Encouraged,tracked and managed social media extensions of programs for clients ART DIRECTOR, TALENT MANAGER Clients: Steak'n Shake, Krystal Hamburgers, Johnsonville Brats, Gwinnett Gladiators • Concepted, designed and executed programs centered on the philosophy that brands live in the mind of the consumer • Managed creative team of seven including designers, artists and copywriters, delegated projects and oversaw production of print executions and web development • Designed and executed in-store POP, direct mail campaigns and print materials for clients based on creative strategy • Responsible for packaging and delivering art to printers on tight deadlines • Created internal templates and presentations to showcase ideas for current clients and new business prospects • Directed photo shoot for"Krystal Chik"calendar promotion; worked directly with photographer to execute concepts • Contributed to both scripted and un-scripted TV shoots; responsible for maintaining consistent branding efforts on set • Secured un-scripted talent, "man on the street" interviews, procured brand experiences via web/street team • Main contact for talent used in final edits The Independent Florida Alligator:: Gainesville, FL June 1998 -September 2002 ASSISTANT PRODUCTION MANAGER • Oversaw design and production of a 20-page daily independent newspaper • Managed staff of four responsible for editorial layout, graphics and design • Tasks included maintaining style changes, manual paste-up, layout and color separations, delivering flats to printer nightly OTHER SKILLS • Comfortable in Mac and PC environments • Skilled in Adobe Creative Suite and Microsoft Office • Office"Big Sister" and Momma to a toddler • Amateur seamstress, knitting queen and crafty by nature Full portfolio and references available upon request 2.2.I Project Manager Our proposed Project Manager, Heather M. Leslie, will be the contract's primary point of contact with the City of Miami Beach. She will be charged with all aspects of the contract and coordinating its success with the City. She has overseen the implementation of large-scale public outreach programs with many moving parts and budgetary components. Ms. Leslie has more than 10 years of experience as a � communications professional, including more than nine years working as a Public Information Specialist representing public sector clients. She has served as a bilingual PIS for FDOT's Construction Office on more than 50 projects, and currently serves as the lead public outreach professional on construction projects within the City of Miami Beach such as, the Alton Road and Indian Creek Roadway Projects, as well as recently , ,== completed projects on Collins Avenue in South Beach, Middle Beach and North Beach. Ms. Leslie is also providing public outreach services to Bergeron Land Development on behalf of the City's Public Works Department on the West Avenue Neighborhood Improvement Project Phase I. This reconstruction project requires extensive coordination with property managers, business owners, residents and the West Avenue Neighborhood Association (WAvNA). Daily coordination is needed to keep this community informed of the ongoing and upcoming work, and schedule impactful activities such as road closures, driveway closures, property harmonization and license agreements, and one-on-one briefings with representatives of each property along the corridor. 2.2.2 Public Information Officers Proposed Public Information Officer Ms. Melissa J, Rodriguez is a bilingual communications professional with more than seven years of diverse experience including backgrounds in public relations, customer service, social media marketing and community outreach. Having assisted with public information efforts for various projects with the City of Miami Beach and FDOT, Ms. Rodriguez is familiar with the neighborhoods, the City of Miami Beach community groups and the key stakeholders throughout the community and City Hall. Ms. Rodriguez currently serves as the Assistant Public Information Officer on the West Avenue Neighborhood Improvement Project Phase I, and assists with efforts such as stakeholder coordination, door-to-door distributions and drafting and sending project advisories and updates. Her past experience with the City of Miami Beach also includes work for the Central Bayshore Neighborhood Enhancement Project, and the preliminary outreach efforts for the Sunset Harbour Pump Station Improvement Project. Her previous and ongoing experience provides a strong foundation and understanding of the City's procedures and guidelines. Ms. Rodriguez has also been trained in public outreach techniques by the Federal Emergency Management Agency. In addition to her work with the City of Miami Beach, Ms. Rodriguez previously served as an Assistant Public Information Specialist with FDOT on both construction and design projects. During that time she aided in public information efforts such as the development and distribution of all project-related collateral including but not limited to fact sheets and elected official letters, distributing weekly updates to project stakeholders, and creating and maintaining databases and mailing lists. Ms. Rodriguez was also responsible for responding to and facilitating issue resolution between the affected members of the public and the project team. Ms. Rodriguez also has extensive knowledge and is well-trained in a variety of social media suites, marketing outreach tools and media databases and is knowledgeable in the Miami-Dade County GIS property software. Z, a Additionally, Ms. Leslie will also be available to serve as a Public Information Officer on :,,: ,a. separate projects should that be the desire of City staff. The HML team is proposing two staff members to serve as Public Information Officer Support to use as needed and approved by the City. Jason R. Brown is a communications professional with more than 15 years "\ of experience serving as a journalist and Public Information Specialist for FDOT. Mr. Brown is currently providing public information services for several I roadway projects along SR 934/NE/NW 79 Street Roadway, including an . upcoming project that will extend to the North Beach neighborhood of n. Normandy Isles. He is available to assist in the distribution of project information to stakeholders, database maintenance and any other duties relevant to the position. Mr. Brown will also serve as needed in performing QA/QC reviews. Jose A. Palacio J is also available to provide support services such as database maintenance and door-to-door distributions. Mr. Palacio is currently an Assistant Public Information Specialist with FDOT, assisting Mr. Y p g Brown on the 79 Street projects, as well as a separate construction grouping along SR 7/NW 7 Avenue in the City of Miami. Mr. Palacio is also responsible for managing a project tracking system on behalf of the FDOT Construction Public Information Project Manager Kathy McLendon. Wendy Pruitt is the team's proposed Designer. Mrs. Pruitt has worked with Ms. Leslie and Mr. Brown multiple times during the past 15 years. She is currently an Art Director and provides %% freelance service to clients across the nation. Mrs. Pruitt specializes in brand development and creating information materials for mailers and digital assets. Her assignments will include updating maps and collaterals throughout the life of the projects and other creative assignments as needed. She is responsible for developing the HML Public Outreach logo and website and will be working with HML Public Outreach to develop upcoming materials for FDOT. 2.3 Financial Capacity A Dun & Bradstreet Supplier Qualification Report (SQR) was submitted directly to Mr. Yusbel Gonzalez, CPPB, via email as requested by the RFQ package. i/%/i �� /�/�//i �% �/ �� /%//ice/"rj/ 1 %%�% ! !// i/. 32 ----::----::::,::•77711;,. .--. :-.„::.: '::'"'-''' ".:•,•:::::,:::'•••••:::••,•:•:::::Ik -----A*",7,4**,/,„-,-g*:-*,-...'r*A".TA- f-,..-••„....„ . ---''---,::=•!:,..;-1,,,,*=". ------'•'•-::-""*"***!**** *--*-<"-%:48,2"..-.-".......•-" -'"."'-,=='- -,•:.,- ,-„,..-,..''',••••l',1*.1 ''''''''''"-•:.,-"••••'''-'*'':***M-1%--A-2:st-t***.. ,---"--6":"....„...;***.-p..:1,-,,! ....,••-••••i ,...,„•!=-4,7;,,•-----,- .•::',-.41 ... . •_-•":•,-,,w---~'''It'z-,-' ''-=,""-, -,--s=, _a.,::::ik,5vi.zto:-tlh:,-_r-,• •:•'I':••:,'---510„:-•••..„..•,.:._,.-.•,„•,%,;....:A=r,,,,1;-",;I)",,,, lit:17,...!*:',','"•:::::•:::4:,=•::Riti":1:=WItitZ444;.7n:=:„':::',.," :"."- k:Y.'.1'."•:•••••..: •::"-",.. ::":::T.,•••71:4::'-=i34 . •.......4:01Vin4k441:lielM:::::::"S::','":" :".:....::: :6=1::•d4:j.,....••••••• •••••".... .,.-„,::•Tkr,:1; ...-..„,-,".",tk,. .16 / ,-;i''..,. -".••••• . • •.• ._....,--.--- .-,---,-:.•---.. _ •c.:,.- .._•.•....,,- . • • t*Xtl'i'l:'4.''''''''''' 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"%1%1V..... •••• ,.........-,.- ••••:--- ..,..,•--•„,:fr,' ..-,*'.:. -• ,,..- I ...:1,Z,--'1.:tier••-::•-•:-T, -- ---' •-•-•"---- •--•- 0-', ---:.„-0.'''•. - . -- - --1- ••*,•---••-, .,-t '21;t_.5, --,,--4,.:-.--.1-.....'"'!-L-,:...'-'•"--'''''''It- ''''''' •----,-•-= ; '-''::.•,..i•-••:,•44','•-• ------ ..,,:,4,1,--Al,• - Tab 3: Approac h • it'A ethodologY 1 . .--4.-ir,-) public outre i 3.1 Approach & Methodology ` The HML team believes the key to successful project approach and methodology is organization and innovation. A thoughtful attitude to all aspects of this contract's administration and management is critical to ensure public _ outreach needs are fulfilled and tasks are realized within time and budget expectations. This includes planning for immediate and long-term milestones, executing N. carefully crafted plans and following up with the community and City to ensure . communications continue to be effective. .. Our team places a high value on fostering great relationships with everyone on the job from the project managers and contractor to the residents, business owners and tourists. It takes many small victories in order for the overall project to be a success. We firmly believe it's important.to establish positive encounters from the very beginning. Being approachable and friendly in our dealings helps create a productive rapport with the public and can even help minimize issues in the field when they arise. We also understand the City has a diverse and colorful community. It will be important to evaluate projects on the micro and macro levels when developing strategies so the tools being proposed are appropriate to this area. We will use a variety of outreach methods to ensure the distribution of information is accurate and inclusive to all groups within the community. Our team blends traditional grassroots methods and modern technology to reach the entirety of the public. Knowing who to approach is also paramount when coordinating work efforts and resolving project issues. Our team has the experience working with City staff and committees in addition to working with other public outreach professionals and agencies. Examples of the many groups and agencies the HML team has performed extensive coordination includes: • Mayor and Commissioner's offices • Construction Coordination Group • City Manager's Office • Transportation and Parking Committee • Office of Capital Improvement Projects • Disability Access Committee • Public Works Department • A multitude of Homeowners Associations • Transportation Department • Florida Department of Transportation • Communications Office • Miami-Dade County • Parking Authority • Miami-Dade Transit • Police and Fire Departments • Miami-Dade Public Schools • Department of Emergency Management • Miami-Dade Expressway Authority • Tourism, Culture and Economic Development Our staff is equipped with the latest technology to communicate from any <`,InbuxeS`:'' location. All team members have smart phones with access to email to prevent c ,rc .,-;j lags in service. Ms. Rodriguez will also be using an iPad loaded with applications ' that allow for the efficient storage and tracking of stakeholders, forms that will Congratulations. help organize and manage issues and programs that will provide access to Your open rate has improved by 13.32%. project plans remotely. Additionally, she will have access to a laptop with the More people reading your mails isgreat programs installed to perform all duties and a printer to facilitate mailings and for business. distributions. Programs will include graphics software in the Adobe Creative Suite and Constant Contact in order to develop fact sheets, construction updates and advisories, and be able to send them quickly to project Now O nRoteI Preuetus Open incraase databases. Ms. Rodriguez will also use social media tracking programs to monitor instant project feedback and take the pulse of the community. [4. [ 741 Recommended programs and tools will be discussed with City staff to ensure Over lho past 3 months,you have sent 4 compliance with outreach initiatives before implementation. campaigns arxlimnroveg your open rate 73-32°c p r; ig, w 1 3.i.7 1\1 >; ,1b0: 0S1 Ve,rSUS acill y Ovh.aach Construction projects come in a variety of forms, and the HML team knows how to implement different procedures and adapt quickly to changes. HML team members have worked on numerous projects, both big and small. Although similar planning and outreach methods are proposed in neighborhood and park/facility projects, our team recognizes adjustments are needed to effectively inform the community and convey key messages. include construction in the right of way ranging from repaving the roadway to major reconstruction with pump stations and raising the street and sidewalks. Each neighborhood improvement project will be evaluated to develop an outreach strategy and list of impacted stakeholders whether they be residents or businesses. Additionally, tourist destinations within a project corridor will be identified to include multilingual information four our guests guests that will be useful during their stay in the City of Miami Beach. Neighborhood improvement project outreach can be tailored to the specific area as the daily impacts are focused on the stakeholders in and around the project corridor. C1ipia Upcoming Pafk d' eJg;n0®f11 od impro,` eme. ?fed:cJ The Flamingo Park neighborhood is bordered on the north by -'•= - • • f Lincoln Road, on the south by 5 Street, on the east by Washington �� '`i Y Y g .. , and on the west by Alton Road. Per the information � ,:"a ` Avenue a d o e y provided in the RFQ Addendum, work as part of the upcoming , = 's�'. • x ! project may include infrastructure upgrades and streetscape i ;�� • improvements such as new underground utilities and roadway reconstruction. The Flamingo Park neighborhood has been looking -', s � -R- forward to this project for many years as the existing infrastructure is ` aging and in need of replacement. Recommended outreach and new tools: The HML team recommends . a strategy that includes early presentations to the Flamingo Park Neighborhood Association. This HOA has been active in sharing about improved infrastructure, introducing traffic calming lit measures, connectivity for pedestrian and bicyclists and preserving '�� historic properties. In addition to meetings with the association, we _ - - -- suggest a public meeting at the Police Athletic League to inform the The Flamingo Park community of the upcoming work and provide an opportunity for the neighbor-hood is located in public to ask questions. Materials such as project post cards, a fact South 8eac%h and surrounds sheet, project-specific frequently asked questions handout and the recently renovated project poster will be developed and will include the PTO's contact Flamingo Park, information for around-the-clock access to information. These materials will be distributed through door to doors, with posters displayed at businesses and high-traffic areas such as grocery stores, the Police Department and City Hall. Additionally, all information will be posted online at the MB Progress website with regular updates to the project page. A project bulletin board will be established at Flamingo Park providing another way for anyone using the facility (running track, football field, tennis courts, etc.) to learn about the project and receive updates on the work. The PIO will maintain constant communications with the public and the project team. Attending progress meetings and keeping the team informed of all stakeholder concerns helps ensure the community's voice is being heard and their concerns are being addressed. Neighborhood projects require extensive coordination to identify and remove encroachments within the City's right of way. The PIO and team will work with the contractor and residents to have "-A them removed before impacting the project's schedule. Additionally, once the project is completed the City will work with the neighborhood associations to celebrate with a block party or groundbreaking, as approved. All public outreach activities, logs and minutes will be included in the final public involvement record provided to the City. HML experience: HML Public Outreach has previously coordinated with the Flamingo Park Neighborhood Association as well as residents and businesses through the FDOT Alton Road project. Representatives from this neighborhood participated in two public information meetings, numerous presentations and attended the stakeholder coordination meetings. Day-to-day outreach was also performed with the businesses and condominiums that line the east side of Alton Road within the neighborhood boundaries. The existing familiarity with stakeholders in this area is a benefit to the City and will help resolve issues and ensure information is distributed to the key citizens whom can serve as project ambassadors. :�:c3'F :c�;'� �?�� can include anything from updating public parks, restrooms or piers to reconfiguring a parking facility.The users of these parks and facilities are not limited to area residents or businesses patrons. Outreach for parks/facility projects must cast a wider net as visitors from all over South Florida and tourists will also be impacted by work in these areas. The groups of people visiting these project locations will need to be evaluated early in the process to determine what languages collaterals can be translated to reach the largest audience. Materials would be distributed at the specific park/facility, in area hotels and high-traffic hot spots as well as providing information to be featured on Planned Progress segments on MBTV. Example, Upcoming Allison Park Redesign Project:This project at 6475 Collins Avenue falls within the Allison Park neighborhood, which extends along Collins A. sr Avenue from 63 Street to 71 Street between the Atlantic I Ocean to the Indian Creek waterway, within the North Beach area. It is currently undergoing improvements to attract additional visitors and industry to this section of Miami Beach.The potential scope of work for this • project includes creating a fully Americans with zt Disabilities Act (ADA) accessible park, catering to special needs stakeholders. It will include ADA programming, equipment storage and an accessible route from the existing restrooms and park play area to The Allison Park prcject provides another the beach. opportunity to attract guests to the vibrant North Beach community. Recommended outreach and new tools: The City has a very active group of residents that participate in the Disability Access Committee (DAC). As part of a March 2014 memo to City Manager Jimmy Morales, the DAC requested the City build an ADA accessible beachside location within North Beach that would provide recreational and fitness services to disabled residents and visitors.The HML team recommends a strong partnership with the DAC during this project's design phase through construction. Additionally, the City may want to enlist the County's Disability Services office, which may have additional information that would be useful prior to construction of an ADA accessible facility. There is also the County's Leisure Access Foundation that was created to improve opportunities for persons with disabilities to participate in quality leisure programs, both recreational and competitive. This foundation assists in raising money to provide extra funding for special needs instruction and equipment. Speaking with representatives of the foundation may provide additional information on park programming and potential to coordinate visits from disabled residents throughout Miami-Dade County. 3.l.2 Public Information and Outreach Communications Plan Planning for upcoming construction activities requires a clear comprehension of the City's expectations as well as staying ahead of deadlines and project milestones. Lessons learned are constantly being reviewed and incorporated into all future outreach initiatives and contract administration. Public outreach plans and forecasting tools will be developed to work with the various Project Managers and staff to familiarize ourselves with the project and upcoming work. The table below provides a potential timeline of work to be performed during each of a project's phases. It includes the different outreach initiatives and methods the HML team proposes to use to achieve the City's goal of keeping the public informed of the upcoming right of way and facilities projects. It is important to note the lead time provided for these phases and activities may not always be possible to maintain as construction schedules and funding may change at any time. Phase and Timeline Outreach in Ives Outreach Tools Design and Pre-Construction Planning • Develop and foster long-term partnerships • Project Fact sheet (5 months out) with elected officials,major stakeholders • Meetings with Police,Fire and other City • Develop Public Information Plans and community representatives • Develop design informational • Gather additional contacts to reach as • Press release materials and develop database of many people as possible • Project brochure impacted stakeholders • Inform the community early to minimize • Project page on City's website • Coordinate notifications surprises and issues • MBTV programming • Conduct Design Public Meeting if • Provide clear information about the • Door-to-door distributions needed projects and how stakeholders can stay • E-blasts • Document commitments made during informed • Mailings design phase • Make personal connections with each • Media calls • Develop construction collaterals of the properties and businesses on the • Outreach events • Confirm impacted stakeholders, corridor • Presentations with HOAs and community groups and officials • Build rapport with team and contractor groups • Meet with City staff to discuss • Public Information Meetings overall strategy • Social media messaging • Schedule Construction Public • Stakeholder calls and emails Information Meeting • Attend construction Pre-Construction Conference • Distribute notifications • Conduct community presentations Ongoing construction(2 months prior and • Keep people informed about the project • Day-to-day coordination throughout) • Anticipate issues before they happen and • Groundbreaking Ceremony • Communication with public offer solutions • Lane closure updates to GIS • Coordination with other agencies • Foster partnerships and engage groups as • Project updates and advisories • Groundbreaking ceremony planning project ambassadors • Meetings with business/property owners • Issue resolution • Monthly stakeholder coordination meetings • Meeting coordination • Outreach events and presentations • Notifications • Project page maintenance on MB Planning • Weekly/bi-weekly reports website • Progress meetings • Social media tools coordination and • Attending monthly Construction tracking Coordination Meeting Post Construction • Resolve outstanding issues • E-blast to database (Begin during final inspections) • Compile all correspondence and files into • Deliver documentation to City • Close claims and complaints one electronic document • Perform completed project survey • Distribute final notifications • Ribbon Cutting ceremony or Block Party • Perform completed project survey • Project documentation 37 to the scope of work. This delivery system also provides more time for utility conflicts to be addressed, encroachments identified and removed and ensures a set of plans is completed and ready for use in the event funding is not readily available if another project becomes a higher priority. The design-bid-build system also offers the opportunity for more designers and contractors to bid on the work and can encourage more competitively priced cost estimates. The time the separate phases takes is this method's greatest disadvantage. The City's "get it done" approach is slowed down when design projects take anywhere from nine months to a year to design and up to an additional two years to build. During this time, the community's needs and priorities can also change. When construction starts, the City sometimes has to coordinate with new activists or groups who were not originally f part of the coordination.This can lead to i . n costly redesign efforts. ;' it ; i : HML experience: Most of the construction �° ;+ } I ;l : projects in which the HML team has y �'. k -- I t participated fall within the design-bid-build YIP'r�''� :-''.' � i 11 1 - category. Throu h these projects, we have f 6,,. c , , ° i positive p J p 104 '';5'-''''',;r _ 3,, , , maintained ositive relationshi s with the ` Cdr 1 li 3!I 7. ;;° 1 design firms and engineers of record to better i .3 o --n,!' I. - e_ . understand the project history and gather ' - --,�, ):: '11 ' y' .� follow-up information to stakeholder questions - _� about "why" something was designed a f . �;.. - , �' ,. i ,_ - . specific way. sr—' - . " 1 ---' `' As part of the FDOT Alton Road project, the construction and design teams participated in `� biweekly design coordination meetings. These meetings were critical to being able to stay on -_. - top of plans revisions as well as to manage the community's request to re-evaluate the j installation of medians along the roadway. The Indian Creek Roadway Project near 43 Street Because of this constant coordination, the HML is an example of a design-bid-build project. This team was able to seamlessly moderate a recently completed project installed a pump station next to the Indian Creek waterway in Public Hearing to present the median option to the community. Middle Beach. D(.sIgn-bad is a construction project delivery system where the design and construction aspects are contracted with a single entity known as the design-builder or design-build contractor. The design-builder is usually the general contractor, but in many cases, they enlist a design professional (architect or engineer) to become part of the team and prepare the design plans. This method is used to reduce the project schedule by combining the design and construction phases. According to the US Department of Transportation FHWA Office of International Programs, "Design-build delivery has been steadily increasing in the U.S. public building sector for more than 10 years, but it is still termed experimental in transportation." ___ 39 Benefits and drawbacks: In the case of design-build projects, time is the greatest benefit. By combining the design and construction phases, a project's overall schedule can be condensed. It also provides a single point of responsibility, which can reduce risks and overall costs. Another benefit of the design-build process is many of the resources to design and oversee the project's construction are outsourced and does not require the City to hire additional staff to manage all aspects of the project. One drawback to the design-build process is the perception that most of the design oversight rests with the contractor. Additionally, the notification and coordination with the public can be more challenging to explain because the project is being designed concurrent to its construction. Harmonizations on private property and identifying encroachments must be handled quickly or it could impact the overall schedule. HML experience: Our team has worked on several • design-build projects for FDOT as well as the City's :. ' ongoing West Avenue Neighborhood "y � �, � r it 4,Improvement Project Phase I. For FDOT, Ms. Leslie 1 e `\ Y ' has coordinated public outreach services for several Intelligent Transportation Systems (ITS) , `�'� projects that replaced overhead electronic . ±` t - r message boards on 1-95, the Julia Tuttle I. �,; Causeway, Miami Gardens Drive and Ives „� . .. �> Dai Road. These ro ects re uired uick lane closure coordination with area stakeholders, including the Mount Sinai Medical Campus. ' The ongoing West Avenue project is the first phase of work in this neighborhood and includes the reconstruction of the roadway between Lincoln Road and 17 Street, between 5 Street and 8 As part of the ongoing West Avenue Street and along 17 Street, 14 Street, 10 Street Neighoorhood Improvement Project Phase I, the and 6 Street. Since February, HML Public contractor is currently completing the installation Outreach has scheduled meetings with each of new underground utilities and will begin individual property to review the improvements, rebuilding the roadway between Lincoln Road as well as attending presentations and and 17 Street. developing project materials for in-person and online distribution. Daily coordination has been needed with the contractor to address construction activities including roadway closures and detours, sidewalk demolition, driveway and business access, and nighttime noise complaints. Public outreach methods: As a way to inform the community about the different construction delivery methods, the HML team recommends developing a handout describing the two options and explaining the reason for selecting that method. It would be developed similarly to the construction claims process handout and could be used by all public outreach professionals and distributed at City Hall, project boards and kiosks and posted on the MB Progress website. As part of the individual project's outreach, a description of its construction delivery method should be included in the fact sheet and frequently asked questions handout. It should also be available on the project page on the City's website, as well as in any presentations developed for public meetings. 3.'1/4 Ad lffon a1 CCO slrac i^>e Met o is The HML team can think on its feet, especially when proposing cost effective methods and tools for public outreach. In an era where information is readily available at the click of a button, it is fundamental to provide outreach in fast and inexpensive ways. In addition to the already tried and true methods the City currently employs, the HML team offers these additional approaches: Post cards: Our team will create post cards to send ADO Florida Department ofTransportation to the property owners and tenants within a project T(�` State Road(SR)7/NW 7 Avenue Roadway Projects Construction Guide corridor to invite them to public meetings. They also J( r can be sent prior to major project milestones. { ion 79TH ST fl Project Area:HerthSR7Corridor Additionally, post cards can be displayed at businesses, I " '"' tourist centers, the Miami Beach Chamber of Commerce, •..u1W e[++K.iMa a aa.r, "W 67TH ST .ate, . -r.--;;:r Miami Beach Convention Center and City Hall.Savings: Post •1""`"""":747'we . .MM wa..�.�a"- cards are less expensive to mail than letters and are small .yf]ie9 Y.F.Wt.1'I.11 Alq.S.9M �s M.W Stmt • .I�f,/nw ro,G,ar riu ° ~~~•°'�° enough to display at facilities throughout a project corridor. NVI SaTN ST .- ' Ciat Yaf--- 6U,Hsa: eMO. - Frequently Asked Questions: Project-specific FAQs will provide a comprehensive handout answering basic NW 36TH ST questions about the work. This handout can also be Project Area:SOUlASR7Corridor posted on the MB Progress website. Savings: An FAQs has � wort 1[UI.Q.i f x ��°°°I::-° the potential to minimize questions from the community and .��, ��rJ.a x 'U M i„er ,W Ube.tn.[n Mei• •'F"..: . r.-------. r =- can be distributed to property managers to serve as -.----- reference material. II.M:J.w..'.nN n•4M[..F-•/. "" SchtaJk:f]I12015 rJN 2A1) „nlr[a'rl ', EsilnratetlC�Sli![mugn NW 8TH ST Project poster: Developing a project poster is a way to V.v..,,∎eJ[,�_,o :v .1• -..x,*it,"V,0'1,44 �, C,0,,4 share a snapshot of a project's location and To M1[r,IM.or.]S.IF a rE be+..a]v)m 4nY a]wd brl W!n.G.0 OM.wY U 4... �. �.[.•��,w,,[Mw1eG Ioo.PmJa[ed.dlb]YpM YRuW[, improvements. These can be used during the design and ,..•.n Wun..,rcenwe[wl..,b,ew[.+.trV[[+w wnnn owMe ln.dl.n•�v[aa+I+[w�.r�n,ew re ' -,,..�-........."°"°,°"' "" construction phases and include contact information for the wwsvf000ntandasoccorn PIO and project website. These can be distributed and ■= M,-=.- 7=arm- a°;zz"=- posted throughout the project corridor and in high-traffic hot spots. Project posters can also be displayed in MB Magazine The SR 7/NW 7 ,Avenue project poster and MBTV. Savings: Posters have a long shelf life and the includes the overall scope of work and price per print is affordable. °IO contact ;nforrrat!on. These posters are cistr;,ou:e e. throughout the project Project bulletin boards: Setting up a project bulletin board in ccr7:c'or a central location on a corridor or in a facility creates a destination where the community knows they can go and get the latest information. Project information can be laminated, posted and displayed. Bulletin boards can be established in a facility, park or piece of City property. A board can also be created at City Hall that includes information on each of the City right of way and park/facility projects. Savings:The bulletin board creates another permanent opportunity where stakeholders can gather information that can potentially minimize questions to project team members or complaints through the Miami Beach E-Gov Service Request system. Partnerships and project ambassadors: Miami Beach residents and business owners are well-informed and active within the community. Establishing partnerships with community groups or activists is a way to build project ambassadors whom will be able to help distribute project information and answer the community's questions. For example, the West Avenue Neighborhood Association (WAvNA) president sends all West Avenue and Alton Road updates to its membership. These project ambassadors can also be included in stakeholder coordination meetings. Savings: Partnerships are free! Project brochure: Brochures can reach a larger audience as they can be created to provide multilingual project information. Brochures can recycle the same information used in the project poster and be expanded to include how the project will impact visitors. These brochures can include renderings of what a park/facility will ultimately look like. They should be distributed not only within a project area, but at major tourist areas and hotels. Savings: Brochures have a long shelf life and can be printed in bulk in order to minimize the price per print. Project videos: There are several ways to approach project videos. A longer video may be produced that includes information regarding all the new neighborhood and park/facility projects that are being programmed city-wide. Additionally, project-specific videos can be created that provide an overview of the work and regularly updated throughout the life of the project. A project close-out video may also be developed to highlight the improvements and project benefits. These videos can be aired on MBTV, as well as posted on the City's website. Savings: Video production costs can be minimized by collaborating with the City's Communications Office. Design-bid-build versus design-build handout: As mentioned earlier in the qualifications package, a handout can be developed to explain the differences and benefits of these two construction delivery systems. The handout can include flow charts to better illustrate the differences and this material can be used by all public outreach professionals doing work for the City. This information can also be posted online and �� t distributed at City Hall. Savings: Once an wit .v r approved draft of the information is created, = , ' the City can control printing costs as well as . r " include the information on the website. � _ , Y f au. Text alerts: Most eo le keep their phone within p p p p arm's reach and receive the bulk of their news - ,_ updates electronically. A text messaging system = ' can be developed to sync with the information provided to the GIS maps and alerts can be sent to subscribers for major operations or incidents. - All messages will be pre-approved by the City and sent out when needed. Recipients of this message will also be able to unsubscribe. Savings: Costs for this service would need to be Pop up e're.n:s and drive through meetings provide evaluated. The City currently has a separate a way nor she earn to connect with the RFQ to redesign the website and maintenance com,-nunity in The field, answer questions and program. This function may be evaluated under d,str;b ; e project information. that scope of work if approved. Public meeting live streams: Similar to streaming Commission Meetings the same can be done for public information meetings and presentations. As public meetings are typically conducted after conventional work hours, the ability to live stream them is another opportunity to engage the community in the public involvement process and document meetings. These events can also include an interactive question and answer section where queries from the viewers at home could be addressed and incorporated into the project record. Savings: Much of this technology already exists for meetings conducted in the Commissioner Chambers. Pop up events and drive through meetings: The PIO can establish in-the-field office hours, set up a table or display on a project corridor to distribute information and answer questions. At these events, stakeholders can also sign up to receive electronic project updates. Drive through meetings are a similar concept, but can also be scheduled as structured daytime meetings conducted on corridor where a brief project update is provided. Savings:The' N.. cost of these events is minimal.The PIO and information will be available to host \ I these events in the field. GoPro camera footage: A GoPro camera will be available to document a project's progress through images. This will provide an opportunity to further take advantage of the . City's social media accounts (Facebook, Twitter, Periscope and more). It can serve as a way v A to incorporate video diaries of the projects as a tangible way of highlighting achievements. Savings:There is no cost to the City for GoPro footage taken on the HML team camera. Video \ production can be collaborated with the City's Communications Office. Periscope: The newest social media application allows followers to sit in on a conversation or event. \ While the City already has a Periscope account, additional options exist for what can be posted. N Project tours and "Day in the Life of a PIO" videos can be included on the City's account that allow viewers from across the globe to view a project's process or a PTO's interaction with the community. Any potential videos would first be discussed and approved by City staff. Savings:The social media application is free and being used by the City of Miami Beach. Interactive maps: A digital project map can be developed that provides an overview of the scope of work and includes key locations throughout a corridor that can be clicked on to view renderings of the final product or pictures of the work in progress. This map would be linked from the project page on the City's website. Savings: Once the electronic map is created, the cost of its maintenance is minimal. 3.1.5 Quality Assurance/Quality Control Process The HML team takes pride in its work and believes in delivering materials of the highest quality. A comprehensive QA/QC process is critical to exceed the City's expectations. All materials that are developed must follow the process of being reviewed by Ms. Leslie or assigned designee and coordinated with the contractor. No collateral will be forwarded to the City before it has been reviewed internally. Materials are then sent for technical review to the City's Project Manager. Once a collateral is approved at a team level, the required materials will be sent to the Office of Capital Improvement Projects or Public Works Department public outreach coordinators for additional review and processing. The QA/QC review process is documented and signed off at each level to ensure the proper review of each collateral. The construction team will be copied on all correspondence. All HML team members are responsible for ensuring the QA/QC plan is implemented correctly. This process is adhered here to on all types of collaterals and documents from databases and fact sheets to public meeting coordination and talking points. HML Public Outreach currently has assigned lead City of Miami Beach-focused staff and independent FDOT-focused staff that are available to cross check one another's work. HML Public Outreach also believes in a management style that provides guidance to its staff, supporting them through training and professional development. As part of its company policy, HML Public Outreach maintains handbooks and guidelines to serve as resources to assist its employees. A Public Information Handbook, Community Awareness Plan Guideline and Construction Term Glossary are several examples of documents that are maintained in-house and periodically reviewed and updated to ensure the latest information is available to best serve our staff, and ultimately, our clients. r , - ;F'--4-'4i.'R-ZiM-;-. € { 1 1 e,.. ---, � Y ,1 �p Y 't�f t'-� _fry — 3Y � A -+i `!# � L�� f !,,,---4 � s� ,,,,,,,,-..s4-,-;R-:._..---:-..,#--4,_--,, ,-- ,._------,-,, ---,,..-,,,,,,,--,.404,, '--.,' .-J x, .sue - / T'�/ ��/. 3ziv �� ,�3s' ', ` v,.-3tsly.fivityp*- , 1 . ':-' - rf a ..,,r- jam, 'A"3 rs 3 e, I . x y am° x k g } a g9q 3 j ps i` �� t, ' --,-, -,..E.,,..,,,_ =.,---..i..., ,.-.5.= 7,-- ,t.„;-p ....-.4 4. ---,,_.4,:vv.,...;-,- , .- ¢�' .., a s 5 gyp'''a� ' �q may_ +.,.-2 "� '. _� . ! ,.,. 1 . - ji,,, l' 9ti" ten s s. gY",r�-�ii x,, : w ..- / 7 q 5-. ® /r �� „___,,,:(715.,,,p 1 �- j3a l y f , p . 7. �Z\S j: .L AMINMEMENEL 1915 • 2015 �``, mow BMW MIAMIBEACH public outreach______ - ___ - ___ r.' ATTACHMENT D Insurance