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2018-30166 ResolutionRESOLUTION NO. 2018 - 30166 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE WITH RESPECT TO ENGAGEMENT OF A COST REDUCTION CONSULTANT, AND AUTHORIZING THE ADMINISTRATION TO ISSUE REQUEST FOR PROPOSALS (RFP) NO. 2018 - 081 -JC, FOR COST CONTROL AND RECOVERY AUDIT SERVICES. WHEREAS, on March 1, 2017, the Mayor and City Commission referred to the Finance and Citywide Projects Committee (the "Committee ") a discussion item to consider engaging a cost reduction consultant to assist the City in developing a cost reduction program; and WHEREAS, at the March 31, 2017 Committee meeting, the Committee directed staff to identify expenditures areas that may have cost reduction potential, in order to include those areas in a future competitive solicitation for engagement of a cost reduction consultant; and WHEREAS, at the June 30, 2017 Committee meeting, staff presented five (5) expenditure areas with potential cost reduction benefits; and WHEREAS, at the June 30, 2017 Committee meeting, the Committee favorably recommended the issuance of a competitive solicitation to engage a cost reduction consultant in the following five (5) expenditure areas, namely credit card processing services, insurance policies, security services, shipping services, and elevator services, and directed staff to come back to the Committee with a proposed scope of services (the "Program Areas "); and WHEREAS, at the September 20, 2017 Committee meeting, staff presented the proposed scope of services to the Committee for the cost reduction consultant to provide recommendations for future cost reductions for the Program Areas, and also added an additional component to the scope of services, to include, as part of the program, an assessment of potential over - billings in the Program Areas (and a plan for recovery of funds from any overpayments that may have been made by the City, if any); and WHEREAS, at the September 20, 2017 Committee meeting, the Committee favorably recommended approval of the scope of services for a Request for Proposals for a cost reduction evaluation for the five Program Areas; and WHEREAS, pursuant to the Finance Committee's recommendation, the City Manager recommends the issuance of an RFP for Cost Control and Recovery Audit Services. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission of the City of Miami Beach, Florida hereby accepts the recommendation of the Finance and Citywide Projects Committee, and authorizes the Administration to issue Request for Proposals (RFP) NO. 2018- 081 -JC, for Cost Control and Recovery Audit Services. PASSED AND ADOPTED this /7 day of /fJrcrar /2018. ATTEST: r 2/z7/Ra ael E. Gr nado, City rk APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION ilk W City Attorney 4pie Date /v\LAM BEACH Resolutions - C7 F COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: February 14, 2018 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE WITH RESPECT TO ENGAGEMENT OF A COST REDUCTION CONSULTANT, AND AUTHORIZING THE ADMINISTRATION TO ISSUE REQUEST FOR PROPOSALS (RFP) NO. 2018 - 081 -JC, FOR COST CONTROL AND RECOVERYAUDIT SERVICES. RECOMMENDATION Adopt the Resolution. ANALYSIS At the March 31, 2017 Finance and City Wide Committee (the "Committee ") meeting, a referral from the City Commission (Item C4N) was discussed regarding the possibility of engaging of a cost reduction consultant to review the City's invoices for cost compliance and, also, recommend ways the City could experience savings in the areas under review. The Committee directed staff to identify the areas that would be appropriate for the services. At the June 30, 2017 Committee meeting, staff presented those areas where the city would benefit from this type of evaluation and those areas where an evaluation would not be necessary since a review has been recently performed by other parties. The following areas were considered as possibilities for review: Credit Card Processing Services; Insurance Policies; Security Services; Shipping Services; Elevator Services. Additionally, the Committee requested that staff come back to the Committee with a proposed scope of services to make sure that the solicitation was aligned with what the Committee envisioned. On September 20, 2017 staff returned to the Committee to identify with a proposed scope of services for the solicitation to be considered by the Committee. Following review and revisions to the proposed scope, the Committee recommended that the Administration move forward with the issuance of a solicitation to consider proposals for the review. This item seeks the Mayor and City Commission's approval to accept the recommendations of the Finance and City -wide Projects Committee to issue an RFP for a consultant to engage in a cost recovery audit and cost control recommendations for the following areas: Credit Card Processing Services; Page 622 of 1270 Insurance Policies; Security Services; Shipping Services; Elevator Services. This item also seeks approval to issue the attached RFP that includes the scope of work considered by the Committee. CONCLUSION Having considered the recommendation of the Finance and Citywide Projects Committee, relating to the proposed RFP scope of services, I recommend that the Mayor and City Commission adopt the Resolution approving the recommendations of the Finance and City -wide Projects Committee and authorizing the Administration to issue Request for Proposals (RFP) NO. 2018 - 081 -JC, for Cost Control and Recovery Audit Services. KEY INTENDED OUTCOMES SUPPORTED Strengthen Internal Controls To Achieve More Accountability FINANCIAL INFORMATION Grant funding will not be utilized for this project. Legislative Tracking Budget and Performance Improvement/Procurement ATTACHMENTS: Description D RFP 2018- 081 -JC for Cost Control and Recovery Audit Services D Resolution Page 623 of 1270 REQUEST FOR PROPOSALS (RFP) COST CONTROL AND RECOVERY AUDIT SERVICES 2018-081-JC DRAFT RFP ISSUANCE DATE: FEBRUARY 14, 2018 PROPOSALS DUE: MARCH 29, 2018 AT 3:00 PM ISSUED BY: Jason Crouch, Procurement Contracting Officer PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor, Miami Beach, FL 33139 305.673.7000 x 6694 1 JasonCrouch@miamibeachfl.gov 1 www.miamibeachfl.gov Page 624 of 1270 TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 12 0400 PROPOSAL EVALUATION 15 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 17 APPENDIX B "NO PROPOSAL" FORM 24 APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 26 APPENDIX D REVENUE PROPOSAL FORM 33 APPENDIX E INSURANCE REQUIREMENTS 39 DRAFT Page 625 of 1270 SECTION 0200 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City "), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "proposal ") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Proposer(s) (the "contractor[s] ") if this RFP results in an award. The City utilizes PublicPurchase (www.publicJ urchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective Proposer who has received this RFP by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City periodically requests reviews of areas of expenditure to assure that invoiced costs are consistent with contract rates, and to recover any overcharges that may have occurred. Through this RFP, the City is requesting proposals from qualified firms experienced in cost control and recovery audit services to perform a review of the following areas of expenditure: • Credit Card Processing; • Insurance Policir, • Security Servic • Shipping (e.g., • Elevator Servic FT The specifics of the work in the areas noted above is further defined in Appendix C. Additionally, the City is also interested in recommendations for reducing future costs in any of the areas noted above. The City expects to incur no expenses as a result of this RFP. It is the City's intent that the fees paid to the selected consultant(s) will be based on a percentage of the recovered costs. Page 626 of 1270 3. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows: RFP Issued February 14, 2018 Pre- Proposal Meeting March 7, 2018 at 10:00 AM Deadline for Receipt of Questions March 19, 2018 at 5:00 PM Responses Due March 29,2018 at 3:00 PM Evaluation Committee Review TBD Proposer Presentations TBD Tentative Commission Approval Authorizing Negotiations TBD 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: telephone: Email: Jason Crouch 305;673.7000 x 6694 JasonCrouch • miamibeachfl..ov dditionally, the City Clerk is to be copied on all communications via e-mail or via facsimile; 786 -394 4188. at RafaelGranado a(�,miamibeachfl.gov, The Proposal title /number shall �,,: a -nce be received no later than ten (1 All responses to questions/cIarifitions (II u osals are sers requests for clarification must e as scheduled in Section 0200 -3. the form of an addendum. 5. PRE- PROPOSAL MEETING TE VI T(S). n y 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 Anticipated RFP Timetable section above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre - 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: 9415468 Proposers who are interested in participating via telephone should send an e -mail to the contact person listed in this RFP expressing their intent to participate via telephone. Page 627 of 1270 6. PRE - PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre - submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase, Any prospective proposer who has received this RFP by any means other than through PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2 -486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non - compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachf .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: hl p : / /web.miamibeachfl.gov/ procurement /scroii.aspx ?id479113 • CONE OF SILENCE • PROTEST PROCEDURES • DEBARMENT PROCEEDINGS • LOBBYIST REGISTRATION AND DISC;SURE e F • CAMPAIGN CONTRIBUTIONS BY VEN • CAMPAIGN CONTRIBUTIONS BY LOBO PR UREM UES.... • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS • LIVING WAGE REQUIREMENT • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE- CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES • FALSE CLAIMS ORDINANCE • ACCEPTANCE OF GIFTS, FAVORS & SERVICES CITY CODE SECTION 2 -486 CTION 2 -371 CITY COPE SECTIONS 2 -397 THROUGH 2 -485.3 CITY COE SECTIONS 2 -481 THROUGH 2 -406 CITY COE SECTION 2 -487 CITY C SECTION 2 -488 CITY CODE SECTION 2 -373 CITY CODE SECTIONS 2 -407 THROUGH 2 -410 CITY CODE SECTION 2 -374 CITY CODE SECTION 70 -300 CITY CODE SECTION 2 -449 9. PUBLIC ENTITY CRIME. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub- contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 10. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS. This RFP is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their responses, in the event of such non - compliance. Page 628 of 1270 11. DEBARMENT ORDINANCE: This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Debarment Ordinance as codified in Sections 2 -397 through 2 -406 of the City Code. 12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2 -487 through 2 -490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their responses, in the event of such non - compliance. 13. CODE OF BUSINESS ETHICS. Pursuant to City Resolution No.2000- 23879, the Proposer shall adopt a Code of Business Ethics ( "Code ") and submit that Code to the Procurement Division with its response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. 14. AMERICAN WITH DISABILITIES ACT (ADA). Call 305 - 673 -7490 to request material in accessible format; sign language interpreters (five (5) days in advance when possible), or information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305 -673- 7000, Extension 2984. 15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written notice of any such postpra-st to ctive '.pose .nn �.x rchase. 16. PROTESTS. Proposers th st comm dation for selection of award in accordance with eh proceedings sta. , ° ' e& ursu slid protest p t cedures, as codified in Sections 2- 370 and 2 -371 of the City Co.e "'e Citys Bid ro`est Or.'inahce). Protes not timely made pursuant to the requirements of the City's Bid Protest Ordinance shall be barred. 17. JOINT VENTURES. Joint Ventures are not allowed. Proposals shall be submitted only by the prime contractor who will serve as the CMR. The City will only contract with the prime contractor who will serve as the CMR. Proposals may, however, identify other sub - contractors or sub - consultants to the prime Proposer who may serve as team members. 18. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City Code Section 2 -374, the City shall give a 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, and which is within five percent (5 %) of the lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or contractual services for the lowest responsive proposal amount (or in this RFP, the highest proposal amount). Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a small business concern owned and controlled by a veteran(s) or a service- disabled veteran business enterprise constitute the lowest proposal pursuant to an RFP or oral or written request for quotation, and such proposals are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service- disabled veteran business enterprise. Page 629 of 1270 19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s /he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2 -369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract, (2) Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has b eed �,, �p© �ved by e Cit,�.Q Q ®, the parties. 21. POSTPONEMENT /CANCEL ATIOA NC he 0 may, at its sole and absolute discretion, reject any and all, or 'arts ' an and, rons r advertise t RFP; postpone or cancel, at any time, this RFP process; or waive irregul ities in RFP, o respon =s received as a result of this RFP. Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one - hundred twenty (120) calendar clays after proposal opening date. A proposer may withdraw its proposal after expiration of one hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to the Procurement Department prior to award of the contract by the City Commission. 22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 23. COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City. 24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and /or contractors, shall, under any circumstances, be considered employees or agents of the City. Page 630 of 1270 24. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F -41.03 of the Florida Administrative Code delivered as a result of this proposal must be accompanied by a Material Safety Data Sheet (MSDS) which may be obtained from the manufacturer, 25. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a proposer's history of citations and /or violations of environmental regulations in investigating a proposer's responsibility, and further reserves the right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the City. Proposer shall submit with its proposal, a complete history of all citations and /or violations, notices and dispositions thereof. The non- submission of any such documentation shall be deemed to be an affirmation by the Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation or violation which proposer may receive after the proposal opening date and during the time of performance of any contract awarded to it. 26. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 27. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will be at the Proposer's risk and may result in the Proposal being non - responsive. 28. 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 29. COPYRIGHT, PATENTS &OYAL iE'' +ser ee v' ' *'d save harmless the City of Miami Beach, Florida, and its officers, employ c. . ct s, an •r :rents, f.o i'liability of a nature or kind, including cost and expenses for, or on account of, any copyrigh ed, paten ed, or unpa ented 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. 30. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list, 31. 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. Page 631 of 1270 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. 32. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 33. NON - DISCRIMINATION. The Proposer certifies that it is in compliance with the non - discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. 34. DEMONSTRATION OF COMPETENCY. 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, including: A. Pre -award inspection of the Proposer's facility may be made prior to the award of contract. B. Proposals will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as de in th,ry:.,.t.tion. C. Proposers must be able t dem st e a god re •a of performance a reasonable period of time, and have sufficient financial cap ity, e• p a = , d or •on t e ' ` re th they can satisfactorily perform the services if awarded a contra un•` e rms dnditio' • his soiicita on. D. The terms "equipment an "• "organiza ion ", as used herein s all, be cons rued to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require Proposer s to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. 35. 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. 36. 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. 37. 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. Page 632 of 1270 38. 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. 39. 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. 40. INDEMNIFICATION. The Proposer 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 Proposer 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 ovie above idemnE, x�wQ �± e,� shall survive the expiration or termination of this Agreement. 41. CONTRACT EXTENSION. ght t ire the Co actor to extend contract past the stated termination date for a peno 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. 42. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 10 Page 633 of 1270 43. OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and /or project contemplated by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance, 44. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10 %) percent or more in the Proposer entity or any of its affiliates. 45. MODIFICATION /WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 46. EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly deline,,, - 0k, 9h. wr' .:', the Pr- ; osal 't, , �, � ole and absolute discretion, may accept or reject any or a exce;o and � ern; mss. I cases in ,.41 ich exceptions and alternatives are rejected, the City shall re ire the P to a�s. wig" ` "` ''parti• lar term and/or condition of the RFP to which Proposer took e e to( s sa t� anwo;r ndition w.' originally set forth on the RFP). 47. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this Proposal. Pursuant to Sec. 2 -449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 48. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers at any time during the RFP solicitation process, unless otherwise noted herein. 49. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ( "items "), it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s) that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a Purchase Order (or Change Order if Purchase Order already exists). In some cases, the City may deem it necessary to add additional items through a formal amendment to the Contract, to be approved by the City Manager. 11 Page 634 of 1270 The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. Balance of Page Intentionally Left Blank DRAFT 12 Page 635 of 1270 SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Proposal (preferably in 3 -ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. Proposals that do not include the required information will be deemed non - responsive and will not be considered. TAB 1 Cover Letter & Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents. The cover letter must indicate for which service area (Credit Card Processing, Insurance Policies, Security Services, Shipping or Elevator Service Agreements) the proposal is submitted and the Proposer's and Proposer's Primary Contact for the purposes of this solicitation. 1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. 1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix C, Minimum Requirements and Specifications. TAB 2 Experience & Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience and proven track record of providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public or private sector agencies. Submit at least three (3) projects within the last five (5) years where the Proposer has performed services similar to the scope of this RFP for a public sector agency and provide details and outcomes of the services provided. 2.1.1. For each project that the Proposer submits as evidence of similar experience, the following is required: project description, agency name, state whether private or public, agency contact, contact telephone & email, and year(s) and term of engagement. 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be 13 Page 636 of 1270 used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. 2.3 Financial Capacity. Upon request by the City, 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: hhttps: // upplierportal.dnb.com/web pp /wcs/ stores /servlet /SupplierPortal?storeld 11696 Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495. TAB 3 Scope of Services Proposed For the area of service selected (Credit Card Processing, Insurance Policies, Security Services, Shipping, or Elevator Service Agreements), provide the following information: 3.1. Cost Recovery. Submit detailed information addressing how Proposer will achieve each portion of the scope of services outlined in Appendix C, Minimum Requirements and Specifications, for Cost Recovery (Bill Audit). 3.2. Cost Reductions. Sub scope of services outline Reductions. pose ill achieve each portion of the ments and , pecifications, for future Cost 3.2 Value Added Services. Submit detailed information addressing any value added services that the Proposer is proposing relating to the objectives of the RFP. Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete a fully review and score the proposed scope of services. TAB 4 Revenue Proposal Submit a completed Revenue Proposal Form (Appendix D). Balance of Page Intentionally Left Blank 14 Page 637 of 1270 4. REQUIRED INFORMATION. After proposal submittal, the City reserves the right to request any documentation omitted, with exception of the following: 4.1. Proposal Certification, Questionnaire & Requirements Affidavit; 4.2. Revenue/ Cost Proposal Form (Appendix D); and 4.3. Bid Bond (if applicable). Proposals that fail to include completed and executed 1) Proposal Certification, Questionnaire & Requirements Affidavit, 2) Revenue/ Cost Proposal Form (Appendix D), and 3) Bid Bond (if applicable), shall be deemed non -res • onsive and shall not be considered. Additionally, the City reserves the right to require additional information from Proposers (or Proposer team members or sub - consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed /audited financial statements with the auditors notes for each of their last two complete fiscal years). DRAFT Balance of Page Intentionally Left Blank 15 Page 638 of 1270 SECTION 0400 PROPOSAL EVALUATION 1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. The evaluation of proposals will proceed in a two -step process as noted below. It is important to note that the Evaluation Committee will score the qualitative portions of the proposals only. The Evaluation Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2 Evaluations will be forwarded to the City Manager who will utilize the results to make a recommendation to the City Commission. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. The City, in its discretion, may utilize technical or other advisers to assist the evaluation committee in the evaluation of proposals. 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 Procurement Department. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may review and score all proposals received, with or without conducting interview sessions. Step 1 Qualitative Criteria Proposer Experience ificat Scope of Services Proposed Approach and Methodology 30 15 20 TOTAL AVAILABLE STEP 1 POINTS 65 3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive additional quantitative criteria points to be added by the Procurement Department to those points earned in Step 1, as follows. Step 2 - Quantitative Criteria Maximum Points Revenue Proposal 35 Veterans Preference TOTAL AVAILABLE STEP 2 POINTS Page 639 of 1270 5 40 4. Revenue Proposal Evaluation. The revenue proposal points shall be developed in accordance with the following formula: Sample Objective Formula for Revenue Points Vendor Vendor Revenue Proposal Example Maximum Allowable Points (Points noted are for illustrative purposes only. Actual points are noted above.) Formula for Calculating Points (cost of proposal being evaluated I highest revenue proposal X maximum allowable points = awarded points) Total Points Awarded (Rounded to nearest whole number) Vendor A $200 20 $2001$200 X 20 = 20 20 Vendor B $150 20 $150 I $200 X 20 =15 15 Vendor C $100 20 $100 I $200 X 20 =10 10 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 Procurement Department. Step 1 and 2 scores will be converted to rankings in accordance with the example below: Proposer A Proposer B Proposer C Committee Member 1 Committee Member 2 Committee Member 2 Ste. 1 Points Ste. 2 Points Total Rank Ste • 1 Points 82 22 104 79 22 76 15 91 85 15 80 12 92 72 12 Rangy Low Aggregate Score Final Ranking* 1 3 7 1 2 84 66 12 78 * 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, Page 640 of 1270 APPENDIX A P C rtific • tion, k r: Requirements Affidavit R F P 2018-081-JC COST CONTROL AND RECOVERY AUDIT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Page 641 of 1270 Solicitation No: 2018- 081 -JC Solicitation Title: Cost Control and Recovery Audit Services Procurement Contact: Jason Crouch Tel: 305.673,7000 x 6694 Email: JasonCrouch ©miamibeachfl,gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: No of Years in Business: No of Years in Business Locally: OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS (HEADQUARTERS): CITY: STATE: ZIP CODE: TELEPHONE 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. 2018- 081 -JC Page 642 of 1270 19 1. Veteran Owned Business. Is Proposer claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran -owned business or a service- disabled veteran owned business by the State of Florida or United States federal government, as required pursuant to ordinance 2011 -3748. 2. Conflict Of Interest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates 3. References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided. 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 any public sector agency? YES NO SUBMITTAL REQUIREMEN ement detailing the reasons that led to action(s). 5. Vendor Campaign Contrib ' •�po s are re=d to b for come familia ith, the City's Campaign Finance Reform laws, as codified in Sections throug 2 -490 o e City Cope. roposers shal ".e solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non - compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub - consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 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 Department 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 http: / /www.miamibeachfl.gov/ city -hall/ procurement /procurement - related- ordinance - and - procedures/ 7. Living Wage. Pursuant to Section 2108 of the City of Miami Beach --So employees shall be paid the required -liv+n 1. Effective January 1, 2018, covered employees must b health care benefits of at least $2.26 per hour, or a living wage rate of no leOs than $13.88 per hour without health care benefits. 2. Effective January 1, 2019, covered empl health carebencfits of at I ast $2.74 per hour, or a livin 2018- 081 -JC Page 643 of 1270 20 benefits. t-b health care benefits of at least $3.22 per -hour, or- a4i4+n benefits. The living wage rate and health care benefits rate may, by Res using the Censumer- Rrice- I +ndex-f Bureau of Labor Statistics. Notwithstanding the preceding, no annual index resa same (in a particular year). Proposers' failure to comply with this provision shall be deemed a material breach under this p at its sole opti cm said Proposer as non responsive, a a :v/city ha}l/-proe ntlprssuremcnt related ordinals, -per hi -rry oi witrhr er- hour- without health care Resolution of the City Commission -be indexed annually for inflation . . :erdale, issued by the U.S. Department of Labor's shall exceed three percent (3 %). Th • 1.1 available at http:/ ch the City may, ser to additional penalties SUBMITTAL REQUIREMENT: No additional submittal is required. B this affidavit document, Proposer agrees 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? B. Does your company pro domestic partners of e YES NO or opposite sex) domestic partners* or to C. Please check all ba e ' " hat 'pply t• o'` r ans '' °r 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 Employees with Spouses Firm Provides for Employees with Domestic Partners Firm does not Provide Benefit 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 http: / /www.rniamibeachfl,•ov /sit - hall /.rocurement /+rocurement- related- ordinance -and- procedures/ 2018- 081 -JC Page 644 of 1270 21 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, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list, SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list. 10. Non - Discrimination. Pursuant to City Ordinance No,2016-3990, the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2- 375(a) of the City Code, including the blacklisting, divesting from, or otherwise refusing to deal with a person or entity when such action is based on race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital or familial status, age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2 -375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016- 29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMEN t ddition natal is req ed. By v'., it is and shall remain in full c® o Ia :1: ith °eso 2016 75. affidavit document, Proposer agrees 12. Fair Chance Requirement rsuant a S ion `� 76 of� LyCoa e ity shat of enter into any contract resulting from a competitive solicitation, unl . o-`i po `r certi i riting at e business s adopted and employs written policies, practices, and standards tha ' are consisten with the I y s Fair Chance Ordinance, se forth in Article V of Chapter 62 of the City Code ( "Fair Chance Ordinance "), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at Jaw and in equity. 13. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e- procurement system, PublicPurchase,com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Receipt Initial to Confirm Receipt Initial to Confirm 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. 2018- 081 -JC Page 645 of 1270 22 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 Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award, shall be without any liability or obligation on the part of the City, In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors, shareholders, partners and employees, as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should rely exclusively on their own 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 Proposal conforming to these requirements will be selected for consideration, negotiation, or approval. The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance only, and does not constitute all or any agr The City and all Proposers will be bob d only,, ind wh a P�•• ®I (or ro•osals), as :me may be modified, and the applicable definitive agreements pertaining there ;_:° d then ly pursuant to the terms of the definitive agreements executed among the parts. Any•o to t� of a ion • accepted orocted by the City for any reason, or for no reason, without any resultant liability to The City is governed by the Government -in- the - Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information, and belief. Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to $10,000,00 as agreed -upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. 2018- 081 -JC Page 646 of 1270 23 PROPOSER CERTIFICATION 1 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 County of of the said cor instrument to On this day of , 20_, personally ppear � • ® who ted at (s)he is e t th tiltment as signed in behalf of directors .;d acknowledged said me: 2018 - 081 -JC y volun tho ry act deed. Notary Public for the State of Florida My Commission Expires: Page 647 of 1270 24 APPENDIX B "Nso Bid" rm D R R F P 2018-081-JC COST CONTROL AND RECOVERY AUDIT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Page 648 of 1270 Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND /OR INDICATED BELOW: _ Workload does not allow us to proposal Insufficient time to respond Specifications unclear or too restrictive Unable to meet specifications _Unable to meet service requirements Unable to meet insurance requirements _Do not offer this product /service OTHER. (Please specify) We do _ do not _ want to be retained on your mailing list for future proposals of this type product and /or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ATTN: Jason Crouch RFP #2018- 081 -JC 1755 MERIDIAN AVENUE, 3rd FLOOR MIAMI BEACH, FL 33139 Page 649 of 1270 APPENDIX C it -menu ns R F P 2018-081-JC COST CONTROL AND RECOVERY AUDIT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Page 650 of 1270 C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit detailed verifiable information affirmatively documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements will be deemed non - responsive and will not be considered. 1. Proposer must have been in business for at least five (5) years providing services similar to the service area (Credit Card Processing, Insurance Policies, Security Services, Shipping, or Elevator Service Agreements) for which proposal has been submitted for public or corporate clients. SUBMITTAL REQUIREMENT. Submit information on one or more clients that documents the above requirement. For each client submitted, provide the following information: client name; client contact, telephone & email; description of services provided and term of engagement. C2. Statement of Work Required. The City is seeking proposals from qualified cost control and recovery audit firms to engage in a comprehensive review and analysis of five (5) distinct business categories, as follows: Group C3: Credit Card Processing; Group C4: Insurance Policies; Group C5: Security Services; Group C6: Shipping Services (e.g., Fedex, UPS); Group C7: Elevator Services. The scope of services shall include review of City invoices paid and inspection of contracts for the above categories of e •- ditures der to aetermi - - •vb!' have occurred, and subsequently recover anie where ove aid. The City expects this project to reduce mon in rre pecti categories. The selected firm(s) shall also ident ervi ` t are d dant or no onger needed, and make recommendations to r. i ze th servi herein. A. rationally, th- analysis shall determine whether new contract terms beneficial to the City could be secured to lower the City's associated costs. The proposer shall have no financial relationship with any recommended service providers. Fees paid to the selected firm(s) shall be based on a percentage of the recovered costs identified in Appendix D, Revenue Proposal Form. The City expects to incur no expenses as a result of this RFP. Proposers may, but are not required to, submit a proposal for each identified group; however, a separate proposal is required for each group submitted for consideration. Group C3. Credit Card Processing The City is requesting proposals from qualified firms to perform cost control and recovery audit services of the City's credit card processing services. The City uses several credit card processors to process payments made to the City by credit card. Processing fees are paid to the credit card processor by transaction and determined by credit card type and credit card issuer. Fees are charged net of revenue credit received by the City, or taken out the City's bank account via ACH. The foregoing is also applicable to debit cards. The majority of service is provided by FirstData; however, several other providers are used, on an as- needed basis, depending on limitations of the operations- specific program software required to interface with FirstData, our preferred provider. Current annual expenditures are approximately $2.5 - $3 million. Page 651 of 1270 The selected firm(s) will audit, at a minimum, fees charged by the credit card processors. Group C4. Insurance Policies The City is requesting proposals from qualified firms to perform cost control and recovery audit services of medical plan and workers' compensation programs, as described below: A. Medical Administrative Services Only (ASO): The City provides a comprehensive benefits package to employees, retirees and their families. We are self- insured for medical benefits and pharmacy benefits which are administered by Cigna Healthcare. There were three medical plans and a pharmacy plan offered during the 2017 plan year (Open Access Plus In Network, PPO standard and PPO premium). Additionally, the City purchases stop loss coverage through Symetra. Large claims are coordinated with Cigna and Symetra. The audit shall be conducted for plan year October 1, 2016 thru September 30, 2017. During that plan year there were 1615 plan members and 680 dependents. The intended purpose of the medical audit is to ensure that the City pays only covered services that are appropriate, justified and in accordance with the plan documents and procedures. The audit services shall review the Cigna ASO agreement, pharmacy agreement, performance guarantee agreement, stop loss policy and benefit plan summary documents for comparison to actual application of be r f The a � , ple s uld in e: © >� m ti�targeted claims for the following operations: 1. Correct app afro" ductib ,pay t•'coinsuranc out -of- pocket maximums, fee schedules, an coverage. 2. Members are receiving accurate information in a timely manner. 3. Providing accurate statistical reports to the City. 4. Assure correct process is followed for determining network discounts and allowances for out -of- state providers. 5. Determine that the correct network is utilized for out -of- state providers. 6. Determine timeliness of claims payment and other provider satisfaction issues. 7. Assure that Cigna has correctly interpreted the City's eligibility records and loaded those onto the claim processing system accordingly, i.e. confirm eligibility, primary vs. secondary coverage, etc. 8. Review of records, policies and procedures, staffing as compared to industry best practices and /or benchmarks. 9. Determination of whether controls and procedures are adequate. 10, Opportunities to automate procedures. 11. Suggestions on how to enhance productivity. 12. Recommended changes to improve operations and administration to achieve savings and improve efficiency and effectiveness. 13. Recommendations regarding redundant, inefficient, or burdensome activities. 14. Any other matters identified by the Contractor that may strengthen the financial integrity of the Plan or Plan benefits. Page 652 of 1270 B. Workers' Compensation Third Party Administrator (TPA): The City workers' compensation program is administered by Corvel who provides daily management and administration of necessary medical benefits, expenses and other services usual and customary workers' compensation claims, in compliance with Chapter 440, Florida Statute. There are approximately 2,000 full -time employees working for the City of Miami Beach, including police and fire. As of September 30, 2017, the claim count for all claims during the 2017 fiscal year is 278 (open and closed). The audit services shall review the Corvel agreement, Service Instructions and State procedures to report on contractual obligations and performance standards, as following: • Indemnity payments • Case Management /Telephonic Fees • Bill Review Fees • Reserve calculation worksheets on lost time files in excess of $10,000 in incurred value • Three - point contact (employee, employer, physician) on medical only and indemnity claims initiated within 24 -hours and completed within 48 hours • Medical bills paid within forty -five (45) days of receipt • State claim forms filed timely and accurately • Other items that may be valuable to this audit Performance Guarante 1. Provide any P ;.a "ce ( uara our fi service level(s) and fees at risk. 2. What is the expected Return on Investment (ROI) for City of Miami Beach's medical audit? Workers' Compensation audit? 3. Explain how the City's ROI will be calculated. 4. Provide sample ROls for similar groups that your company has worked with in the past. fers, inclua g performance metric(s), Data Exchange /Reporting 1. Describe the process used to collect data for the audit medical and workers' compensation audit services. Are there any required formats? 2. Can you present the results of the audit during an in- person visit with the City? If so, is there an additional cost for this service? HIPPA Proposal shall affirm that the Proposer agrees to the following; Page 653 of 1270 Vendor Response a. If you were provided any individually identifiable health information (IIHI) by the City in order to price this bid, you are prohibited from using the IIHI for any purpose other than as required by law and further, agree to promptly destroy such IIHI if you are NOT the successful 0 Yes 0 No Page 653 of 1270 1. Are you aware of any complaints that have been filed against your organization regarding HIPPA EDI or Privacy? 2. Indicate the name and title of your firm's Privacy Officer. 3. If the City wants to transmit or receive electronic protected health information (ePHI) with your organization, what protocol or methods will be required? 4. You are willing to sign a contract with the City that indicates your firm will pay fines the City may be assessed as a result of your firm's noncompliance with HIPPA EDI, Privacy and Security regulations. Additional Requirements • Contractor must be available to review and respond to appeals that may arise pursuant to the audit within sixty (60) days of the date of the appeal. • All plan policie ure will • Claims data fo Corvel). e rec ed from TPAs (Cigna and • The audit population will include both in -state and out -of -state providers. • This audit will be performed with HIPPA compliance and as such all Personal Health Information (PHI) will be confidential. • As audit work proceeds, the Contractor shall provide monthly activity reports describing the status and progress towards completing the audit assignment. • Contractor will provide such other services that may be necessary to accomplish the desired objectives of the audit. Group C5. Security Services The selected firm(s) will review financial documents and payroll records, as well as records maintained on electronic sign -in devices. The audit shall identify billing errors and other discrepancies for cost recovery purposes. The selected firm(s), upon completion, shall evaluate the overall state of Security Services, and make recommendations related to future services. The audit should include, but not be limited to the following services: 1. Electronic sign -in devices /Log Books; Page 654 of 1270 Proposer? b. If you receive IIHI from the City or the City's business partners in order to perform other activities relating to the audit of a contract of health insurance or health benefits, that you will protect such IIHI as required by HIPPA Privacy regulations? 0 Yes 0 No 1. Are you aware of any complaints that have been filed against your organization regarding HIPPA EDI or Privacy? 2. Indicate the name and title of your firm's Privacy Officer. 3. If the City wants to transmit or receive electronic protected health information (ePHI) with your organization, what protocol or methods will be required? 4. You are willing to sign a contract with the City that indicates your firm will pay fines the City may be assessed as a result of your firm's noncompliance with HIPPA EDI, Privacy and Security regulations. Additional Requirements • Contractor must be available to review and respond to appeals that may arise pursuant to the audit within sixty (60) days of the date of the appeal. • All plan policie ure will • Claims data fo Corvel). e rec ed from TPAs (Cigna and • The audit population will include both in -state and out -of -state providers. • This audit will be performed with HIPPA compliance and as such all Personal Health Information (PHI) will be confidential. • As audit work proceeds, the Contractor shall provide monthly activity reports describing the status and progress towards completing the audit assignment. • Contractor will provide such other services that may be necessary to accomplish the desired objectives of the audit. Group C5. Security Services The selected firm(s) will review financial documents and payroll records, as well as records maintained on electronic sign -in devices. The audit shall identify billing errors and other discrepancies for cost recovery purposes. The selected firm(s), upon completion, shall evaluate the overall state of Security Services, and make recommendations related to future services. The audit should include, but not be limited to the following services: 1. Electronic sign -in devices /Log Books; Page 654 of 1270 2. Scheduling software; 3. Time sheets; 4. Guard tour system device reports; 5. Invoicing of vehicles, golf carts, and personnel; 6. Rate invoiced amounts versus contract amount. Group C6. Shipping (Fedex / UPS) The selected firm(s) will review shipping and receiving invoices, to include small and large parcel freight, carrier delivery and weight records, delivery charges and surcharges, late shipments, and packages with no proof of delivery. The audit shall identify billing errors, discrepancies, overcharges, and related opportunities for cost recovery purposes. The selected firm(s), upon completion, shall make recommendations related to the City's utilization of current carrier relationships and considerations for future spend management. The audit should include, but not be limited to the following carrier shipping services: 1. Fed Ex; 2. UPS; 3. USPS; 4. DHL; 5. Miscellaneous 3PL providers. Group C7. Elevator Service Agreements The City of Miami Be. � a blis - t .tor se ce m is to provide the City with various routine m and • repa, not cover • by maintenance, to the City's fleet of elevators he Ci's eg c wit (4) di inct groups, as follows: 1) Parking, 2) North, 3) `uthd RD�oon rota engageme s that may include major refurbishments and mo•e nizations, as we 1 as installa ion of new equipment, the City may select from a prequalified pool of contractors awarded in the agreement. The purpose of the audit is to ensure that the City pays for appropriate services rendered and in accordance with the contract terms. The audit firm will review elevator maintenance agreements, invoices, fee schedules and annual expenditures. Furthermore, the audit shall identify and determine if new contract terms are needed to secure lower overall costs for the City. The audit shall sample random invoices for maintenance and repairs for each segmented group. Invoices for non- routine engagements that include refurbishments and installation of new equipment shall also be randomly sampled. The audit shall seek to review billing accuracy of the following: • Maintenance rates are consistent with fee schedules and locations • Accuracy of billed repairs. Such repairs shall not include items generally covered under the maintenance scope as defined in the contract. Items identified as corresponding to routine maintenance and billed as repairs shall be flagged. • Rates for labor hours, both regular and overtime are billed according to contract. Total hours related to repairs shall be analyzed and verified. • Rates for materials shall be analyzed for accuracy, including market price and markup. Page 655 of 1270 Reve APPENDIX D Form R F P 2018-081-JC COST CONTROL AND RECOVERY AUDIT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Page 656 of 1270 APPENDIX D -1 CREDIT CARD PROCESSING REVENUE PROPOSAL FORM Failure to Revenue Proposal Form, in its entirety and fully executed, by the deadline established for the receipt of • ro • osals will result in • ro • osal being deemed nonres • onsive and bein • re'ected. Proposer affirms that the Proposed Revenue Sharing Rates stated on the Revenue Proposal Form are inclusive of all costs borne by the Proposer relating to the scope of the project; and Proposer affirms that no claim will be made on account of any increase in research costs, wages, material prices, delivery delays, taxes, insurance, cost indexes or on any other account. The Revenue Proposal Form shall be completed mechanically or, if manually, in ink. Revenue Proposal Form completed in pencil shall be deemed non - responsive. All corrections on the Revenue Proposal Form shall be initialed. Group 1: Credit Card Processing Description Revenue Share for Cost Savings Realized by the City as a Result of Recovery Audit Proposed Gross Net Revenue Revenue Savings to the City Sharing (*for calculation Rate to the purposes only) $100,000* $ 2. °e S Savings/ oidan the City aka Res $100,000* 1Total Net Revenue to the City* 1Basis for Allocation of Revenue Points. PR I ` e t i SUS fC I RO s S` ^ °` A THAN ONE A* A o V Ci .SI ALL SUB 1 I 1 °IVID AL 'I OPO *t ro AC, °; r fE � � NOTED A a d V Ps EXAMPLE A a t 3 EC IVE PRd a +i SHE'S TO SE CONSIDERED FOR I) 'I U A CE POLICIES AN AT iii E. AGREEME IT vt ISTINOT PROPOSAL o 'OR INSURANCE E10188 AND A SEPARATE ONE FOR tti Nit i P L R UTI A A It *, 1 t I Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 34 Page 657 of 1270 APPENDIX D - 2 INSURANCE POLICIES REVENUE PROPOSAL FORM Failure to Revenue Proposal Form, in its entirety and fully executed, by the deadline established for the receipt of • ro • osals will result in '• ro • osal bein ► deemed non -res • onsive and bein • re'ected. Proposer affirms that the Proposed Revenue Sharing Rates stated on the Revenue Proposal Form are inclusive of all costs borne by the Proposer relating to the scope of the project; and Proposer affirms that no claim will be made on account of any increase in research costs, wages, material prices, delivery delays, taxes, insurance, cost indexes or on any other account. The Revenue Proposal Form shall be completed mechanically or, if manually, in ink. Revenue Proposal Form completed in pencil shall be deemed non - responsive. All corrections on the Revenue Proposal Form shall be initialed. Group 2 Insurance Policies Description Proposed Gross Net Revenue Revenue Savings to the City Sharing (*for culation Rate to the purposes only) City 1. Revenue Share for Cost Savings Realized by the City as a Result of Recovery Audit Savings/ the City a 1Total Net Revenue to the City* 1Basis for Allocation of Revenue Points. Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 35 Page 658 of 1270 APPENDIX D — 3 SECURITY SERVICES REVENUE PROPOSAL FORM Failure to Revenue Proposal Form in its entirety and fully executed, by the deadline established for the receipt of proposals will result in proposal being deemed non- responsive and being rejected. Proposer affirms that the Proposed Revenue Sharing Rates stated on the Revenue Proposal Form are inclusive of all costs borne by the Proposer relating to the scope of the project; and Proposer affirms that no claim will be made on account of any increase in research costs, wages, material prices, delivery delays, taxes, insurance, cost indexes or on any other account. The Revenue Proposal Form shall be completed mechanically or, if manually, in ink. Revenue Proposal Form completed in pencil shall be deemed non- responsive. All corrections on the Revenue Proposal Form shall be initialed. Group 3: Security Services Description Proposed Gross Net Revenue Revenue Savings to the City Sharing (for calculation Rate to the purposes only) Cit Revenue Share for Cost Savings Realized by the City as a Result of Recovery Audit 100,000 Savings /Avo City as a Re $100,000 1Total Net Revenue to the City 1Basis for Allocation of Revenue Points. l t eC O S N ER TED11 U I ROROSAL : Illy THAN ONE AREA OF SERVIO HALL U 1 1N11 '.t UAL PRO '0 L FOR ,AC 0 AREAS NOTED ABOVE, POR EXAMPLE, IE A SOME R WISHES TO Ike CONSIDERED FORT) INSURANCE o AND flVAT ERVICE AOREEMENTS, IT MUST SUBMIT T 0 ". DISTINCT AL ONE ft INSURANCE POU FANDA SEPARATE ONE FO EVATOR SERVICE AGREEMENTS. iIlei A AR Aa.WIL HOThE Coil Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 36 Page 659 of 1270 APPENDIX D -4 REVENUE PROPOSAL FORM Failure to Revenue Proposal Form, in its entirety and fully executed, by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Proposer affirms that the Proposed Revenue Sharing Rates stated on the Revenue Proposal Form are inclusive of all costs borne by the Proposer relating to the scope of the project; and Proposer affirms that no claim will be made on account of any increase in research costs, wages, material prices, delivery delays, taxes, insurance, cost indexes or on any other account. The Revenue Proposal Form shall be completed mechanically or, if manually, in ink. Revenue Proposal Form completed in pencil shall be deemed non - responsive. All corrections on the Revenue Proposal Form shall be initialed. Group 4: Shipping (Fedex, UPS) Description Proposed Gross Net Revenue Revenue Savings to the City Sharing ( *for calculation Rate to the purposes only) Cit 1 Revenue Share for Cost Savings Realized by the City as a Result of Recovery Audit $100,000* Savings/ the City a Revenue Share for Cost Read by end T $100,000* 1Total Net Revenue to the City* 1Basis for Allocation of Revenue Points. Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 37 Page 660 of 1270 APPENDIX D - 5 REVENUE PROPOSAL FORM Failure to Revenue Proposal Corm, in its entirety and fully executed, by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being re'eoted, Proposer affirms that the Proposed Revenue Sharing Rates stated on the Revenue Proposal Form are inclusive of all costs borne by the Proposer relating to the scope of the project; and Proposer affirms that no claim will be made on account of any increase in research costs, wages, material prices, delivery delays, taxes, insurance, cost indexes or on any other account. The Revenue Proposal Form shall be completed mechanically or, if manually, in ink. Revenue Proposal Form completed in pencil shall be deemed non - responsive. All corrections on the Revenue Proposal Form shall be initialed. Group C7: Elevator Service Agreements Description Proposed Gross Net Revenue Revenue Savings to the City Sharing ( *for calculation Rate to the purposes only) Cit Revenue Share for Cost Savings Realized by the City as a Result of Recovery Audit $100,000* Savings /Av City as SYrf`,,ost dance ffi -ncie esult $100,000* 1Total Net Revenue to the City* 1Basis for Allocation of Revenue Points, of l ;N' � G lid s tN '4 A)" l I4A NMMO I i o I p U `tea rod poitm4R A p4 gpy n PO It W$ 1'o t g avA` k u1,40 gMfN f sr i �d 1 1iN rr o oo Ai e Nt glAVATORSORVICetifrEEIMENTOV ti e.�t t osA t 0 I Aa A o'i F eoNist C 't" IN 1VIDUAL OPOS F o A SD POR 1) INSURANCE POLICIES AN ANCE POLICIES ANo A wARAn o* o Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 38 Page 661 of 1270 APPENDIX E Insurance Requirements DRA RFP 2018 -081 -JC COST CONTROL AND RECOVERY AUDIT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Page 662 of 1270 r V INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX 3. Automobile Liability - $1,000,000 each occurrence - owned /non - owned /hired automobiles included. XXX 4. Professional Liability Insurance in an amount not less than $1,000,000 with the deductible per claim, if any, not to exceed 10% of the limit of liability. 5. Excess Liability - $ .00 per occurrence to follow the primary coverages. XXX 6. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 7. Other Insurance a — Builders Risk o .00, Liquor Liability , Y $ .00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 8. Thirty (30) days written cancellation notice required. XXX 9. Best's guide rating B +:VI or better, latest edition. XXX 10. 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. 40 Page 663 of 1270