PSA with Matrix Consulting Group, Ltd. go/ 1- 3o337
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH
AND
MATRIX CONSULTING GROUP, LTD.
FOR
CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND
PROCESSES RELATING TO PRIVATE DEVELOPMENT PROJECTS,
PURSUANT TO
RFQ 2018-074-KB
Thy�ss .Professional Services Agreement (Agreement) is entered into this CO day of
IVu tn%3-r , 20 W , between the CITY OF MIAMI BEACH, FLORIDA, a
municipal corporation organized and existing under the laws of the State of Florida, having its
principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 (the City), and
Matrix Consulting Group, LTD., a corporation organized in the State of California and
registered to do business in the State of Florida, whose address is 101 Southpointe Drive, Suite
E; Edwardsville, IL 62025 (Consultant).
SECTION 1
DEFINITIONS
Agreement: This Agreement between the City and Consultant, including any exhibits
and amendments thereto.
City Manager: The chief administrative officer of the City.
City Manager's
Designee: The City staff member who is designated by the City Manager to
administer this Agreement on behalf of the City. The City Manager's
designee shall be Susanne M. Torriente, Assistant City Manager/Chief
Resiliency Officer.
Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an
independent contractor, and not an agent or employee of the City.
Services: All services, work and actions by the Consultant performed or undertaken
pursuant to the Agreement.
Fee: Amount paid to the Consultant as compensation for Services.
Proposal Documents: Proposal Documents shall mean City of Miami Beach RFQ No. 2018-074-
KB for CONSULTING SERVICES FOR A REVIEW OF THE CITY'S
REGULATIONS AND PROCESSSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS, together with all amendments thereto,
issued by the City in contemplation of this Agreement RFQ, and the
Consultant's proposal in response thereto (Proposal), all of which are
hereby incorporated and made a part hereof; provided, however, that in
the event of an express conflict between the Proposal Documents and
RFQ-2018-074-KB Page 1
this Agreement, the following order of precedent shall prevail: this
Agreement; the RFQ; and the Proposal.
Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center
Drive, Third Floor, Miami Beach, Florida 33139; telephone number (305)
673-7000, Ext. 6435; and fax number(305) 673-7023.
SECTION 2
SCOPE OF SERVICES
2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide
the work and services described in Exhibit"A" hereto (the Services).
Although Consultant may be provided with a schedule of the available hours to provide its
services, the City shall not control nor have the right to control the hours of the services
performed by the Consultant; where the services are performed (although the City will provide
Consultant with the appropriate location to perform the services); when the services are
performed, including how many days a week the services are performed; how the services are
performed, or any other aspect of the actual manner and means of accomplishing the services
provided. Notwithstanding the foregoing, all services provided by the Consultant shall be
performed in accordance with the terms and conditions set forth in Exhibit "A" and to the
reasonable satisfaction of the'City Manager. If there are any questions regarding the services
to be performed, Consultant should contact the following person:
City Manager's Office
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Susanne M. Torriente, Assistant City Manager/Chief Resiliency Officer
2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in
accordance with the timeline and/or schedule in Exhibit A hereto.
SECTION 3
TERM
The Consultant shall adhere to any specific timelines, schedules, dates, and/or performance
milestones for completion and delivery of the Services, as same is/are set forth in the timeline
and/or schedule referenced in Exhibit A attached hereto. Additional services, in accordance with
Section 0300, Sub-section 50, of the RFP may be added within one year of the execution of this
Agreement by all parties. Additionally, an additional one (1) year renewal option beyond the
initial term may be approved by the City Manager.
RFQ-2018-074-KB Paget
SECTION 4
FEE
4.1 In consideration of the Services to be provided, Consultant shall be compensated on a
fixed fee basis, in the amount of$69,950.00, payable as set forth in Exhibit A.
4.2 REIMBURSABLE EXPENSES
Reimbursable Expenses are an allowance set aside by the City and shall include actual
expenditures made by the Consultant in the interest of the Project, provided such expenses are
authorized in advance by the City as set forth in the timeline and/or schedule referenced in
Exhibit A hereto. The Reimbursable Expenses allowance, as specified herein, belongs to, and
shall be controlled by the City (i.e. unused portions will be retained by the City and shall not be
paid to Consultant). Only approved travel-related expenses authorized by a Consultant Service
Order will be reimbursed to the Consultant, in an amount not-to-exceed the agreed-upon
amount reflected on the corresponding invoice, and in accordance with City-wide Procedure
OD. 20.01 (Travel on City Business), as may be updated by the City from time to time.
Notwithstanding the above, any Reimbursable Expenses must be authorized, in advance, in
writing, by the Project Administrator. Invoices or vouchers for Reimbursable Expenses shall be
submitted to the corresponding Project Administrator (along with any supporting receipts and
other back-up material required to support the amount invoiced, and as requested by the
corresponding Project Administrator). Consultant shall certify as to each such invoice and/or
voucher that the amounts and items claimed as reimbursable are "true and correct and in
accordance with the Agreement." Only actual amounts incurred and paid (requiring proof of
payment) by the Consultant shall be invoiced, without any markups and/or additions.
4.4 INVOICING
Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five
(45) days for that portion (or those portions) of the Services satisfactorily rendered (and
referenced in the particular invoice).
Invoices shall include a detailed description of the Services (or portions thereof) provided, and
shall be submitted to the City at the following address:
City Manager's Office
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Naima De Pinedo, Office Manager
SECTION 5
TERMINATION
5.1 TERMINATION FOR CAUSE
RFQ-2018-074-KB Page 3
If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the
covenants, agreements, or stipulations material to this Agreement, the City, through its City
Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to
exercising its option to terminate for cause, the City shall notify the Consultant of its violation of
the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such
default. If such default remains uncured after ten (10) days, the City may terminate this
Agreement without further notice to Consultant. Upon termination, the City shall be fully
discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this
Agreement.
Notwithstanding the above, the Consultant shall not be relieved of liability to the City for
damages sustained by the City by any breach of the Agreement by the Consultant. The City, at
its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it
deems to be in its best interest in order to enforce the City's right and remedies against
Consultant. The City shall be entitled to recover all costs of such actions, including reasonable
attorneys' fees.
5.2 TERMINATION FOR CONVENIENCE OF THE CITY
THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS
CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY
TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF
SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30)
DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE.
ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY
CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S
SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR
WRITTEN NOTIFICATION TO CONTRACTOR, MAY IMMEDIATELY SUSPEND THE
SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE
ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE
AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT
SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE
DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED
FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY
VIRTUE OF, THIS AGREEMENT.
5.3 TERMINATION FOR INSOLVENCY
The City also reserves the right to terminate the Agreement in the event the Consultant is
placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of
creditors. In such event, the right and obligations for the parties shall be the same as provided
for in Section 5.2.
SECTION 6
INDEMNIFICATION AND INSURANCE REQUIREMENTS
6.1 INDEMNIFICATION
Consultant agrees to indemnify and hold harmless the City of Miami Beach and its officers,
employees, agents, and contractors, from and against any and all actions (whether at law or in
RFQ-2018-074-KB Page 4
equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and
costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property,
which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other
wrongful conduct of the Consultant, its officers, employees, agents, contractors, or any other
person or entity acting under Consultant's control or supervision, in connection with, related to,
or as a result of the Consultant's performance of the Services pursuant to this Agreement. To
that extent, the Consultant shall pay all such claims and losses and shall pay all such costs and
judgments which may issue from any lawsuit arising from such claims and losses, and shall pay
all costs and attorneys' fees expended by the City in the defense of such claims and losses,
including appeals. The Consultant expressly understands and agrees that any insurance
protection required by this Agreement or otherwise provided by the Consultant shall in no way
limit the Consultant's responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided.
The parties agree that one percent (1%) of the total compensation to Consultant for
performance of the Services under this Agreement is the specific consideration from the City to
the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and
of this indemnification shall survive termination or expiration of this Agreement.
6.2 INSURANCE REQUIREMENTS
The Consultant shall maintain and carry in full force during the Term, the following insurance:
1. Consultant General Liability, in the amount of$1,000,000;
2. Consultant Professional Liability, in the amount of$1,000,000; and
3. Workers Compensation & Employers Liability, as required pursuant to Florida Statutes.
The insurance must be furnished by insurance companies authorized to do business in the
State of Florida. All insurance policies must be issued by companies rated no less than "B+"" as
to management and not less than "Class VI" as to strength by the latest edition of Best's
Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent.
All of Consultant's certificates shall contain endorsements providing that written notice shall be
given to the City at least thirty (30) days prior to termination, cancellation or reduction in
coverage in the policy. The insurance certificates for General Liability shall include the City as
an additional insured and shall contain a waiver of subrogation endorsement.
Original certificates of insurance must be submitted to the City's Risk Manager for approval
(prior to any work and/or services commencing) and will be kept on file in the Office of the Risk
Manager. The City shall have the right to obtain from the Consultant specimen copies of the
insurance policies in the event that submitted certificates of insurance are inadequate to
ascertain compliance with required coverage.
The Consultant is also solely responsible for obtaining and submitting all insurance certificates
for any sub-consultants.
Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities and
obligations under this Section or under any other portion of this Agreement.
RFQ-2018-074-KB Pages
The Consultant shall not commence any work and or services pursuant to this Agreement until
all insurance required under this Section has been obtained and such insurance has been
approved by the City's Risk Manager.
SECTION 7
LITIGATION JURISDICTION/VENUE/JURY TRIAL WAIVER
This Agreement shall be construed in accordance with the laws of the State of Florida. This
Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary
by either party with respect to the enforcement of any or all of the terms or conditions herein,
exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By
entering into this Agreement, Consultant and the City expressly waive any rights either party
may have to a trial by jury of any civil litigation related to or arising out of this Agreement.
SECTION 8
LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can place a limit on the
City's liability for any cause of action, for money damages due to an alleged breach by the City
of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000.
Consultant hereby expresses its willingness to enter into this Agreement with Consultant's
recovery from the City for any damage action for breach of contract to be limited to a maximum
amount of$10,000.
Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant
hereby agrees that the City shall not be liable to the Consultant for damages in an amount in
excess of $10,000 for any action or claim for breach of contract arising out of the performance
or non-performance of any obligations imposed upon the City by this Agreement.
Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a
waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida
Statutes.
SECTION 9
DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS; COPYRIGHT.
AND CONFIDENTIAL FINDINGS
9.1 DUTY OF CARE
With respect to the performance of the work and/or service contemplated herein, Consultant
shall exercise that degree of skill, care, efficiency and diligence normally exercised by
reasonable persons and/or recognized professionals with respect to the performance of
comparable work and/or services.
9.2 COMPLIANCE WITH APPLICABLE LAWS
RFQ-2018-074-KB Page 6
In its performance of the work and/or services, Consultant shall comply with all applicable laws,
ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and the
federal government, as applicable.
9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS
Any work product arising out of this Agreement, as well as all information specifications,
processes, data and findings, are intended to be the property of the City and shall not otherwise
be made public and/or disseminated by Consultant, without the prior written consent of the City
Manager, excepting any information, records etc. which are required to be disclosed pursuant to
Court Order and/or Florida Public Records Law.
All reports, documents, articles, devices, and/or work produced in whole or in part under this
Agreement are intended to be the sole and exclusive property of the City, and shall not be
subject to any application for copyright or patent by or on behalf of the Consultant or its
employees or sub-consultants, without the prior written consent of the City Manager.
SECTION 10
GENERAL PROVISIONS
10.1 AUDIT AND INSPECTIONS
Upon reasonable verbal or written notice to Consultant, and at any time during normal
business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized
holidays), and as often as the City Manager may, in his/her reasonable discretion and
judgment, deem necessary, there shall be made available to the City Manager, and/or such
representatives as the City Manager may deem to act on the City's behalf, to audit, examine,
and/ or inspect, any and all other documents and/or records relating to all matters covered by
this Agreement. Consultant shall maintain any and all such records at its place of business at
the address set forth in the "Notices" section of this Agreement.
10.2 [INTENTIONALLY DELETETD)
10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING
Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or
service under this Agreement without the prior written consent of the City Manager, which
consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this
Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as
approved pursuant to this Section, and any attempt to make such assignment (unless
approved) shall be void.
10.4 PUBLIC ENTITY CRIMES
Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR
7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes
with the City's Procurement Division.
RFQ-2018-074-KB Page 7
10.5 NO DISCRIMINATION
In connection with the performance of the Services, the Consultant shall not exclude from
participation in, deny the benefits of, or subject to discrimination anyone on the grounds of
race, color, national origin, sex, age, disability, religion, income or family status.
Additionally, Consultant shall comply fully with the City of Miami Beach Human Rights
Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time,
prohibiting discrimination in employment, housing, public accommodations, and public
services on account of actual or perceived race, color, national origin, religion, sex,
intersexuality, gender identity, sexual orientation, marital and familial status, age, disability,
ancestry, height, weight, domestic partner status, labor organization membership, familial
situation, or political affiliation.
10.6 CONFLICT OF INTEREST
Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade County
Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County
Code, as may be amended from time to time; and by the City of Miami Beach Charter and
Code, as may be amended from time to time; both of which are incorporated by reference as if
fully set forth herein.
Consultant covenants that it presently has no interest and shall not acquire any interest,
directly or indirectly, which could conflict in any manner or degree with the performance of the
Services. Consultant further covenants that in the performance of this Agreement, Consultant
shall not employ any person having any such interest. No member of or delegate to the
Congress of the United States shall be admitted to any share or part of this Agreement or to
any benefits arising therefrom.
10.7 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW
(A) Consultant shall comply with Florida Public Records law under Chapter 119, Florida
Statutes, as may be amended from time to time.
(B) The term "public records" shall have the meaning set forth in Section 119.011(12), which
means all documents, papers, letters, maps, books, tapes, photographs, films, sound
recordings, data processing software, or other material, regardless of the physical form,
characteristics, or means of transmission, made or received pursuant to law or
ordinance or in connection with the transaction of official business of the City.
(C) Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the
definition of"Contractor" as defined in Section 119.0701(1)(a), the Consultant shall:
(1) Keep and maintain public records required by the City to perform the service;
(2) Upon request from the City's custodian of public records, provide the City with a
copy of the requested records or allow the records to be inspected or copied
within a reasonable time at a cost that does not exceed the cost provided in
Chapter 119, Florida Statutes or as otherwise provided by law;
(3) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed, except as authorized
by law, for the duration of the contract term and following completion of the
RFQ-2018-074-KB Page 8
Agreement if the Consultant does not transfer the records to the City;
(4) Upon completion of the Agreement, transfer, at no cost to the City, all public
records in possession of the Consultant or keep and maintain public records
required by the City to perform the service. If the Consultant transfers all public
records to the City upon completion of the Agreement, the Consultant shall
destroy any duplicate public records that are exempt or confidential and exempt
from public records disclosure requirements. If the Consultant keeps and
maintains public records upon completion of the Agreement, the Consultant shall
meet all applicable requirements for retaining public records. All records stored
electronically must be provided to the City, upon request from the City's
custodian of public records, in a format that is compatible with the information
technology systems of the City.
(D) REQUEST FOR RECORDS; NONCOMPLIANCE.
(1) A request to inspect or copy public records relating to the City's contract for
services must be made directly to the City. If the City does not possess the
requested records, the City shall immediately notify the Consultant of the
request, and the Consultant must provide the records to the City or allow the
records to be inspected or copied within a reasonable time.
(2) Consultant's failure to comply with the City's request for records shall constitute a
breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally
terminate the Agreement; (2) avail itself of the remedies set forth under the
Agreement; and/or(3)avail itself of any available remedies at law or in equity.
(3) A Consultant who fails to provide the public records to the City within a
reasonable time may be subject to penalties under s. 119.10.
(E) CIVIL ACTION.
(1) If a civil actionis filed against a Consultant to compel production of public records
relating to the City's contract for services, the court shall assess and award
against the Consultant the reasonable costs of enforcement, including
reasonable attorney fees, if:
a. The court determines that the Consultant unlawfully refused to comply with
the public records request within a reasonable time; and
b. At least 8 business days before filing the action, the plaintiff provided written
notice of the public records request, including a statement that the
Consultant has not complied with the request, to the City and to the
Consultant.
(2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of
public records and to the Consultant at the Consultant's address listed on its
contract with the City or to the Consultant's registered agent. Such notices must
be sent by common carrier delivery service or by registered, Global Express
Guaranteed, or certified mail, with postage or shipping paid by the sender and
with evidence of delivery, which may be in an electronic format.
(3) A Consultant who complies with a public records request within 8 business days
after the notice is sent is not liable for the reasonable costs of enforcement.
(F) IF THE CONSULTANT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS
RFQ-2018-074-KB Page 9
RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN
OF PUBLIC RECORDS AT:
CITY OF MIAMI BEACH
ATTENTION: RAFAEL E. GRANADO, CITY CLERK
1700 CONVENTION CENTER DRIVE
MIAMI BEACH, FLORIDA 33139
E-MAIL: RAFAELGRANADO(a)MIAMIBEACHFL.GOV
PHONE: 305-673-7411
SECTION 11
NOTICES
All notices and communications in writing required or permitted hereunder, shall be delivered
personally to the representatives of the Consultant and the City listed below or may be mailed
by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized
overnight delivery service.
Until changed by notice, in writing, all such notices and communications shall be addressed as
follows:
TO CONSULTANT: Matrix Consulting Group, Ltd.
Midwest Regional Office
101 Southpointe Drive, Suite E
Edwardsville, IL 62025
Attn: Richard P. Brady
TO CITY: City Manager's Office
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Jimmy L. Morales, City Manager
With a copy to:
City Manager's Office
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Susanne M. Torriente, Assistant City
Manager/Chief Resiliency Officer
Notice may also be provided to any other address designated by the party to receive notice if such
alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by
overnight delivery. In the event an alternate notice address is properly provided, notice shall be
sent to such alternate address in addition to any other address which notice would otherwise be
sent, unless other delivery instruction as specifically provided for by the party entitled to notice.
RFQ-2018-074-KB Page 10
Notice shall be deemed given on the date of an acknowledged receipt, or, in all other cases, on the
date of receipt or refusal.
SECTION 12
MISCELLANEOUS PROVISIONS
12.1 CHANGES AND ADDITIONS
This Agreement cannot be modified or amended without the express written consent of the
parties. No modification, amendment, or alteration of the terms or conditions contained herein
shall be effective unless contained in a written document executed with the same formality and
of equal dignity herewith.
12.2 SEVERABILITY
If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this
Agreement shall not be affected and every other term and provision of this Agreement shall be
valid and be enforced to the fullest extent permitted by law.
12.3 ENTIRETY OF AGREEMENT
The City and Consultant agree that this is the entire Agreement between the parties. This
Agreement supersedes all prior negotiations, correspondence, conversations, agreements or
understandings applicable to the matters contained herein, and there are no commitments,
agreements or understandings concerning the subject matter of this Agreement that are not
contained in this document. Title and paragraph headings are for convenient reference and are
not intended to confer any rights or obligations upon the parties to this Agreement.
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
RFQ-2018-074-KB Page 11
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By: A
im• pit or
B E-xtku-yor
City lark \-.1‘
c
Date: It • _ / `.
FOR CONSULTANT: ` , '� 'MATRIX CONSULTING GROUP, LTD.
Ct { -a :. .
ATTEST:�j�P"
1/7 /71ft
RI Chord grad Li y Prestdrnt ehko Sr Cehs'OI4an4-
Print Name and Title Print Name and Title
Date: /0-23- 2 Of
`..NSUL T/7'., APPROVED AS TO
P
:�,0�•' ORNC '' FORM & LANGUACE
OOP P :O'9 ; &FOR EXECUTION
¢ SEAL ° = (
x`•. 01/01/2003; t= �� lJ n h— iO , t"1
•
t
Q,y ......•N.P �,` City AtornSy RAP Date
., CIFOP ...``
F: ATTO/TORG/Agreements?Professional Services Agreement 2017 modified 12-19-2017
RFQ-2018-074-KB Page 12
EXHIBIT A
matrix
consulting group
October 1, 2018
Kristy Bada, Contracting Officer III
Procurement Department
City of Miami Beach
1755 Meridian Avenue, 3rd Floor
Miami Beach, FL 33139
Dear Ms. Bada:
As requested based upon our discussion this morning, we have reviewed our approach
and hours allocation. We are providing the following revised budget for your
consideration for conducting the Review of the City's Regulations and Processes relating
to Private Development Projects(RR) No. 2018-074-KB).
Project Senior Manager Senior Consultant
Manager Manager Consultant
Timeliness Reviews 8 8 16 0 24 56
Decisiveness and 8 12 0 12 0 32
Authority Review
Process Review 8 12 12 16 0 48
Charter,Legislative,
Delegated Authority 8 12 12 16 0 48
Review
• Best Practices Review 8 16 8 16 0 48
Internal Controls 8 12 16 10 0 46
Outreach a 8 8 16 0 40
Draft Report 8 12 12 0 0 32
Final Report 8 8 8 0 0 24
Total Hours 72 100 92 86 24 374
Hourly Rate $225 $175 $150 $135 $110
Total Professional Fees $16,200 $17,500 $13,800 $11,610 $2,640 $61,750
Project Expenses $8,200
Total Project Cost $69,950
201 San Antonio Circle, Suite 148 ' Mountain View, CA 94040 •650.858.0507 =650.917_2310 fax
California. Illinois.Massachusetts.Texas.Washington
RFQ-2018-074-KB Page 13
In addition to revising this proposal, we are providing the following project schedule that
shows the overall project timeframe and the time anticipated for each task We are
proposing a twelve (12) week schedule. To accomplish this schedule, we will require
quick turn-around times from staff review of interim deliverables—most critically,the draft
report
1 2 3 4 5 6 8 9 10 11 12
Timeliness Reviews MINE
Decisiveness and Authority Review EEE
Process Review IEEIN
Charter,Legislative,Delegated Authority Review EEEE
Best Practices Review MEI
eternal Contra EE
Outreach EEE
Draft Report ■■
Final Report ■■
We look forward to working with you on this project. If you have any questions or require
additional information in the meantime, please feel free to contact Alan Pennington, at
acenninatonematrixcg.net or 616.692.9085.
Richard P.'Broad
Matrix Consulting Group
Richard Brady
President
201 San Antonio Circle,Suite 148 r Mountain View.CA 94040 +650.858.0507 650.917,2310 fax
California.Illinois.Massachusetts.Texas,Washington
RFQ-2018-074-KB Page 14
Statement at Work Required.
Miami Beach wants to ensure that the development process in the City is fair,balanced and efficient. The
City is dense and largely built out. For this reason,the development and redevelopment must be efficient
and streamlined to attract sustainable development,while also safeguarding neighborhood quality of life and
historic preservation.
TASK 1:ANALYSIS.Consultant will review the existing processes.SOP's.City codes and the result of three
recent focus group discussions on this same subject. This agreement will facilitate the review or analysis of
any porton of the City's municipal development prccess throughout the term of the agreement.The analysis
should cover the following,but not be limited to,areasfissues_
• Timeliness:
D Review the City of Miami Beach processes and analyze if it is as quick and efficient as
possible.
Review turnaround times.
o DELIVERABLE: Interim Report:Detailed analysis and findings regarding the focus groups
conducted and issues identified by;he stakeholders related to timeliness. Analysis and
findings regarding the consultant's review of the existing processes,SOP's,and City codes
with the identification of potential bottle-necks of current processes, areas not in
conformance with best practices for development processes.and identification of potential
changes to increase effectiveness and efficiency of the process. Analyze historical
processing times to determine actual performance of the City's review turnaround
timeframes, compare these timeframes to other communities, and identify turnaround
timeframes suitable for the City.
:: TIME FOR COMPLETION:3 weeks
COST:$10 220
• Decisiveness 8 Authority-
▪ Review of roles and responsibilities as authorized in the City of Miami Beach Code and
Florida Building Code
• DELIVERABLE: Summary of the delineated roles and responsibilities of decision-makers in
the development process,with an indication where-based upon industry best practices and
practices from comparable entitiesalternatives may warrant consideration.
TIME FOR COMPLETION:3 weeks.
c COST:$6,670
• Process
o Examine the roles of each land use board,City Commission and staff.
Analyze whether there are any opportunities to streamline the process and eliminate
redundancies while safeguarding neighborhood quality of life and historic preservation.
o
DELIVERABLE: Summary narrative and process flows, as warranted, of the roles and
responsibilities of each land use board,the City Commission and staff in making decisions
regarding development applications. Identify opportunities to streamline the roles and
authority levels to increase efficiency in the process while maintaining appropriate internal
controls,and safeguarding quality of life and historic preservation.
RFQ-2018-074-KB Page 15
TIME FOR COMPLETION:4 weeks.
COST:$9010
• Charter requirements vs.legislative authority vs.delegated authority to staff
• Conduct an analysis to determine If levels of authority are clear and acknowledged by all
parties involved.
Examine how the City's levels of authority compare to other cities.
o DELIVERABLE: Interim deliverable i white paper that outlines decision making authority
based upon charter requirements, legislative authority and that delegated to staff. This
authority matrix will be compared to peer cities to identify opportunities for modification in
the designated authority levels that would increase efficiency of the process. Specific
recommendations,with the impact on operations will be identified.
o TIME FOR COMPLETION:4 weeks
o COST:$7,860
• Best Practice Reviews
n Determine if there are model cities that balance development and preservation in a
streamlined and efficient manner.
• Provide the City with best practices based on tie evaluation of model cities development
process.
., DELIVERABLE: Case studies outlin ng processes and policies employed by model cities
who balance development and presentation. Best practices assessment of the policies
utilized by these communities and their applicability to the City of Miami Beach including
identification of the changes in policy or procedure that would be required by the City to
implement.
o TIME FOR COMPLETION:3 weeks.
I. COST:$9,030
• Controls
Analyze if the City of has sufficient controls(checks and balances)in place to ensure integrity
in the process,which shall include fiscal controls.
e DELIVERABLE: Evaluate internal controls—both of process and financial controls—related
to review and decision making regarding development processes. This assessment will
include compliance testing of selected applications as needed to evaluatethe City's controls.
Evaluate fiscal controls of the permitting process to ensure appropriate fees are being
charges. and that the City is appropriately managing processes and tees in the most
effective and appropriate manner.
o TIME FOR COMPLETION:2 weeks.
it COST:$7,650
• Outreach
Analyze the customers urderstarding of the difference between the Planning Department
role and the Building Department role.
RFQ-2018-074-KB Page 16
DELIVERABLE: Summary of the analysis and findings developed from surveying and
interviewing customers, and reviewing prior focus groups. outlining the customers
understanding of the differences in the Planning and Building Department's roles.
3 TIME FOR COMPLETION:3 weeks
COST:$7 510
TASK 2:FINAL REPORT.The final report shall provide recommendations for improving the City's municipal
development process and shall be based on the analyses completed in Task 1.
• DELIVERABLE: Draft Report (Matrix to outline details of draft report), Draft report will Include
finalized components of prior tasks, and a listing of recommendations-with narralives regarding
rationale for the recommendation and the fiscal and operational impacts of the recommendation..
• TIME FOR COMPLETION:2 weeks following completion of last task.
• COST:$6.650
• DELIVERABLE:Final Report(Matrixto out he details of final report).Final report will include finalized
components of prior tasks,and a listing of recommendations-with narratives regarding rationale for
the recommendation and the fiscal and operational impacts of the recommendat on. Based upon a
review of the draft report and comments and input received from the City,the draft report will be
updated and finalized. A prioritization and timeframe for implementation of the recommendations
will be included in the final report.
• TIME FOR COMPLETION: 2 weeks following review of draft report and receipt of City comments,
input and feedback.
• COST: $5250
ALLOWABLE REIMBURSABLES.The City will only allow for the reimbursement of travel expenses in
accordance with Administrative Procedure OD.20.01,Travel on City Business,
RFQ-2018-074-KB Page 17
ATTACHMENT A
RESOLUTION COMMISSION ITEMS AND COMMISSION
MEMORANDUM
•
RESOLUTION NO. 2018-30387
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, TO AUTHORIZE NEGOTIATIONS RELATING TO REQUEST
FOR QUALIFICATIONS (RFQ) NO. 2018-074-KB, FOR CONSULTING
SERVICES TO REVIEW THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH MATRIX
CONSULTING GROUP, LTD.; IF THE ADMINISTRATION IS NOT
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH MATRIX
CONSULTING GROUP, LTD., AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH CALVIN, GIORDANO, AND
ASSOCIATES, INC.; IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH CALVIN, GIORDANO, AND
ASSOCIATES, INC.; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH ZUCKER SYSTEMS; AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, on January 17, 2018, the City Commission approved the issuance of
Request for Qualifications(RFQ)No. 2018-074-KB for°Consulting Services to Review the City's
Regulations and processes relating to private development projects"; and
WHEREAS, the purpose of this RFQ is to select a consultant to ensure that the
City's municipal development process relating to the development of real property is fair,
balanced and efficient, the Administration requested proposals from qualified firms that can
provide the City with an analysis or business process review of the City's current development
process; and
WHEREAS, the City's Request for Qualifications No. 2018-074-KB (the "RFQ") was
released on January 19, 2018; and
WHEREAS, a voluntary pre-proposal meeting was held on February 6, 2018; and
WHEREAS, on March 19, 2018, the City received a total of four (4) responsive
proposals; and
WHEREAS, on May 15, 2018, an Evaluation Committee("Committee") appointed by the
City Manager, via Letter to Commission (LTC) No. 236-2018, convened to consider the
proposals; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance, Government Sunshine Law, general information on the
scope of services, and a copy of each proposal;and
WHEREAS, the Committee's ranking was as follows: Matrix Consulting Group, Ltd., as
the top ranked proposer; Calvin, Giordano, & Associates, Inc., as the second ranked proposer,
Zucker Systems, as the third ranked proposer; and JRD&Associates, Inc., as the fourth ranked
proposer, and
WHEREAS, after reviewing the qualifications of each firm, and having considered the
Evaluation Committee's comments and rankings, the City Manager recommends that the Mayor
and the City Commission authorize the Administration to enter into negotiations with Matrix
Consulting Group, Ltd., the top ranked proposer; and If unsuccessful in negotiating an
agreement with Matrix Consulting Group, Ltd.; authorize the Administration to enter into
negotiations with Calvin, Giordano, & Associates, Inc., the second ranked proposer, and if
unsuccessful in negotiating an agreement with Calvin, Giordano, & Associates, Inc.; authorize
the Administration to enter into negotiations with Zucker Systems, the third ranked proposer;
and finally, authorize the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations.
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 accept the recommendation of the City Manager, pursuant to Request for
Qualifications (RFC)) No. 2018-074-KB for Consulting Services for a Review of the City's
Regulations and Processes Relating to Private Development Projects; authorizing the
administration to enter into negotiations with Matrix Consulting Group, Ltd.; further, if the
administration is not successful in negotiating an agreement with Matrix Consulting Group, Ltd.,
authorizing the administration to enter into negotiations with Calvin, Giordano; & Associates;
further, if the administration is not successful in negotiating an agreement with Calvin, Giordano,
&Associates; authorizing the administration to enter into negotiations with Zucker Systems; and
further authorizing the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations by the administration.
PASSED AND ADOPTED this as day of 2018.
Dan Gelber, Mayor
ATTEST:
,. fs/G/Y
Rafael E. Gran do, City Clerk
TAAOENDA\2018107 JulaProcurement\RFP 2018-074-KS Relew at the City's Regulations and Processes Related
to Private Development Prolects'RFQ-2017-300-KB Business Case Analysis Stonnwater-Resolution 01 251B.doc
%
e � •. ` "\e %%14'x% APPROVED AS TO
j.r�,s,..\•10..........40
v� ••'••.0 S - FORM& LANGUAGE
S/ - r i' .i &FOR EXECUTION
i*n=;INCORPICATED, /` , / ?l/,�/,,
t l•.• r\i. I rhe �lC*y Aaemoy L., 00.
h ,,RCH 26
Resolutions- C7 C
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City ConTrission
FROM: Jimmy L. Morales, City Manager
DATE: July 25, 2018
SUBJECT A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, TO AUTHORIZE NEGOTIATIONS RELATING TO REQUEST FOR
QUALIFICATIONS (RFQ) NO. 2018-074-KB, FOR CONSULTING SERVICES TO
REVIEW THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS;AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH MATRIX CONSULTING GROUP, LTD.; IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH MATRIX CONSULTING GROUP, LTD., AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CALVIN, GIORDANO,
AND ASSOCIATES, INC.; IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH CALVIN, GIORDANO, AND ASSOCIATES,
INC.; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH ZUCKER SYSTEMS; AND AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City wishesto ensure that its regulations and processes relating to private development projects
are fair, balanced and efficient. Accordingly, the Administration is solicited proposals from qualified
firms that can provide the City with regulatory and process reviews, and subsequent recommendation
for improvement (as applicable), of the City's current requirements for the approval of private
development projects. The Administration anticipates that the reviews will primarily focus on the
regulations and processes of the Planning and Building Department, and, to a lesser extent, of the
Fire, Public Works and Environmental Departments.
Ultimately, it is the CiWs goal that the regulations and protons affecting private development be
efficient and streamlined in an effort to: attract financially sustainable and resilient development;
safeguard quality of life within neighborhoods; and, promote historic preservation. Through this RFQ,
the City considered proposals from consultants with substantial e>perience in analyzing municipal
processes and regulations Impacting private development, from initial planning stages through
certificate of occupancy.
Page 297 of 1464
RFQ PROCESS
On January 17, 2018, the City Commission approved the issuance of Request for Qualifications
(RFQ) No. 2018-074-KB for Consulting Services to Review the City's Regulations and processes
relating to private development projects. On January 19, 2018, the RFQ was issued. The
Procurement Department issued solicitation notices to 441 firms utiliang www.publicpurchase.com.
76 prospective proposers accessed the advertised solicitation. A voluntary pre-proposal conference
to provide information to the proposers subnitting a response was held on February 6, 2018. RFQ
responses were due and received on March 19, 2018. The City received a total of four(4)proposals.
The City received proposals from the following firms:
• Calvin, Giordano&Associates, Inc.
• JRD &Associates, Inc.
• Matrix Consulting Group, Ltd
• Zucker Systems
On April 26, 2018 the City Manager appointed the Evaluation Committee via LTC # 236-2018. The
Evaluation Committee convened on December 19 and 20, 2017 to consider proposals received. The
committee was comprised of Natasha Diaz, Administrative Services Manager, Building Department;
Michelle Huttenhoff, Economic Development Manager, Tourism, Culture & Economic Development;
Any Mehu, Redevelopment Specialist, City Manager's Office; Sarah Saunders, Code Manager,
Code Compliance; Daniel Veitia, Resident, City of Miami Beach. The Committee was provided an
overview of the project, information relative to the City's Cone of Silence Ordinance and the
Government Sunshine Law. The Committee was also provided with general information on the scope
of services, a copy of each proposal, and a presentation by each proposing firm. The Committee
was instructed to score and rank each proposal pursuant to the evaluation criteria established in the
RFQ. The evaluation process resulted in the ranking of proposers as indicated in Attachment A in
the following order:
1. Matrix Consulting Group, Ltd
2. Calvin, Giordano&Associates, Inc.
3. Zucker Systems
4. JRD &Associates, Inc.
A summary of each of the three(3)top-ranked firms, as provided in their proposal submittals, follows:
Matrix Consulting GrouR.Ltd.
The Matrix Consulting Group specializes In providing analytical services to local governments, to
assist them in providing highly responsive, efficient, and effective services to their residents. Our
market and service focus is financial, management, staffing and operations analysis of local
government. Our firm's history and composition are summarized below:
• Matrix Consulting Group were founded in 2002. However, the principals and senior staff of our
firm have worked together in this and other consulting organizations as one team for between
10 and 30 years.
• Matrix Consulting Group only market and service focus is management, staffing and operations
analysis of local government.
• Since Matrix Consulting Group was founded they have worked with hundreds of municipalities
and counties, conducting management studies of their operations and recommending
Improvements.
• Matrix Consulting Group maintains offices in Mountain View and Irvine, California (where we
are incorporated); Portland, Oregon; Illinois (St. Louis Metropolitan area); Massachusetts
(Boston metro); Charlotte, North Carolina; and Texas (Dallas Metro). It should also be noted
that we are also incorporated in Florida.
Page 298 of 1464
Matrix Consulting Group has extensive experience conducting development review studies,
both as part of city-wide organizational studies evaluating all departments, and in dedicated
studies focused entirely on the development review functions.
The firms prior experience in conducting evaluations of private development processes
included components that included the acseosment of the role of historic preservation and
sustainability in municipal processes. Recent specific projects that included these assessments
included: Blacksburg (VA), Coral Gables (FL), East Point (GA), Greenville (SC), and
Westminster(CO).
Matrix Consulting Group also worked with numerous communities in assessing their permitting
processes related to achieving efficient and expedited processes for solar permitting (as part of
its general permitting evaluation)—most specifically in California; but also in other communities,
such as Burlington (VT), who were attempting to achieve SolSmart designation
(www.solsmart.org)for reducing time and costs for solar pemitting processes.
Calvin. Giordano.&Associates. Inc
CGA is a multidisciplinary firm that has been in business in South Florida for 80 years. During
that time, we have grown to rnore than 350 errployees, allowing the firm to provide a broad
range of services typical of a large consulting firm, but with the personalized attention of a
smaller company. For this project, CGA teamed up with Plusurbia Design's Megan McLaughlin,
AICP, who will provide expertise related to historic preservation. Under this contract the CGA
team will conduct an organizational and management audit of the City's development review
process including its existing operations, processes, service quality, codes, and staffing levels.
The audit will be fact-based and encompass the following elements:
•Organizational structure, including the decision authority and spans of control;
• Effectiveness of staffing and service levels including, but not be limited to staff assignments,
workload, training, technology, process,and service delivery; and
• Benchmarks and other objective indicators of program effectiveness.
To achieve these goals, CGA will apply the extensive knowledge and understanding of best
practices In municipal development review processes gained from our consulting services work
with numerous Florida municipalities. Many of these local governments have been repeat
clients for over 30 years. CGA's municipal Planning, Zoning and Building experience includes
services for the Cities of Pembroke Pines, Weston, Hallandale Beach, Fort Lauderdale,
Hialeah, Sunny Isles Beach, and Boca Raton, as well as the Towns of Surfside, Cutler Bay
and Davie. Municipal and development-related services provided by CGA include Department
Assessments and Process Audits, Building Reviews, Urban Design and Landscape
Architecture, Environmental and Sustainability Services, Traffic Engineering, Transportation
Planning, Civil Engineering and Roadway Design, Construction Engineering and Inspection,
Data Technology and Development, and Geographic Information Systems(GIS) and Mapping.
Zucker Systems
Zucker Systems was created in 1982 by its President, Paul Zucker, FAICP. The six person firm
is a sole proprietorship with a central office In San Diego, California. Zucker Systems line of
business is management, organization, and process reviews for planning and development
services and related departments. Zucker Systems has completed such work for over 170 cities
and counties in 33 states plus Barbados; Calgary,Alberta; Cayman Island; District of Columbia;
and Markham, Ontario. Zucker Systems, is the only firm in the United States that solely
specializes in the evaluation and reform of government development processes. Zucker
Systems does not use any junior level staff and all staff have actually managed the types of
functions being evaluated in Miami Beach.
Page 299 of 1464
Zucker Systems has conducted national research on Best Practices, performance measures,
permitting and organizational methodology, and technology. Zucker Systems interacts with
2,500 public and private organization staff throughout the U.S. and Canada via an interactive
website on a weekly basis. Paul Zucker has published seven books relating to Best Practices
and has conducted national research on the planning programs for the 50 largest U.S.. cities.
We have city experience for communities similar to Miami Beach's population as well as
both larger and smaller communities.
Zucker Systems has extensive experience with permitting software and have assisted
communities using or installing a variety of products including EnerGov (Kansas City MO,
Kirkland WA, and San Mateo CA).
Paul Zucker, Zucker Systems president, has written extensively about permitting and
automation in his seven books, with a major chapter(Chapter 22)on technology in the ABZs of
Planning Management Second Edition. Mac Birch, Zucker Systems Technology expert has a
software and progranxring background and wrote Chapter 9 on Technology in Customer
Service.Gov. He has also developed custom permitting systems for three communities.
CONCLUSION
After reviewing all of the submissions and the Evaluation Committee's rankings and commentary, I
concur with the Evaluation Committee and find Matrix Consulting Group, Ltd to be the best qualified
firm for the project. Matrix Consulting Group offered a Team that has first-hand knowledge of
permitting, planning, and regulations, The firm presented a strong global focus, municipal experience
with flood zone concerns, and an initiative for attracting private business and economic development.
Lastly, Matrix Consulting Group demonstrated its national experience in states like California which
have similar culture, environmental standards and processes as those of the City of Miami Beach.
For the reasons stated herein, I recommend that the Mayor and City Commission approve the
resolution authorizing the Administration to enter into negotiations with Matrix Consulting Group, Ltd.;
further, if the Administration is not successful in negotiating an agreement with Matrix Consulting
Group, Ltd., authorizing the Administration to enter into negotiations with Calvin, Giordano, &
Associates; further, if the Administration is not successful in negotiating an agreement with Calvin,
Giordano, & Associates; authorizing the Administration to enter into negotiations with Zucker
Systems; and further authorizing the Mayor and City Clerk to execute an agreement upon conclusion
of successful negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
Streamline The Delivery Of Services Through All Departments
FINANCIAL INFORMATION
The cost of the related services, determined upon successful negotiations, are subject to funds
availability approved through the City's budgeting process. Grant funding will not be utilized for this
project.
Legislative Tracking
Office of the City Manager/Procurement
Page 300 of 1464
•
ATTACHMENTS:
Description
o AttachmentA
o Resolution
Page 301 of 1464
'e
ATTACHMENT B
INVITATION TO BID (RFQ)
AND ADDENDUMS
MIAMIBEACH
City of Miami Beach, 1755 Meridian Avenue, 3'd Floor,Miami Beach,Florida 33139,www.miamibeachR,gov
PROCUREMENT DEPARTMENT
Tel: 305-673-7490 Fax: 786-394-4002
ADDENDUM NO. 4
REQUEST FOR QUALIFICATIONS (RFQ) No. 2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS
March 12, 2018
This Addendum to the above-referenced RFQ is being issued to provide clarifications and revisions issued by
the City. The RFQ is amended in the following particulars only (deletions are shown by strikethrough and
additions are underlined).
I. REVISIONS. Response to question No. 3 of Addendum No. 3 has been revised as follows:
Q3: Are we to include cost estimates in our proposal and if so what format?
A3: The purpose of the RFQ is to select the best qualified (as determined by the
City) consultant for the project. Responses pursuant to the RFQ are not to include
scope. Rather, as required per the RFQ, proposers are to submit their qualifications
as indicated in Section 0300 (p. 12 — 13). ' - • - - - - - , • I . t . . - - -
After selection the City and the selected consultant will negotiate scope, terms, and
cost.
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to
the attention of the individual named below, with a copy to the City Clerk's Office at
Rafael Granado(o&m is m i beachfl.Qov.
Procurement Contact: Telephone: Email:
Kristy Bada 305-673-7000, ext. 6218 KristyBada@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. Potential
proposers that have elected not to submit a response to the RFQ are requested to complete and return the
"Notice to Prospective Bidders" questionnaire with the reason(s)for not submitting a proposal.
Sincerely,
4iC/aR'
Alex Denis
Procurement Director
1 ADDENDUM NO.4
REQUEST FOR QUALIFICATIONS(RFQ)No.2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
MIAMIBEACH
City of Miami Beach, 1755 Meridian Avenue, 3"Floor Miami Beach,Florida 33139,www.miamibeachfl.gov
PROCUREMENT DEPARTMENT
Tel: 305-673-7490 Fox: 786-3944002
ADDENDUM NO. 3
REQUEST FOR QUALIFICATIONS (RFQ) No. 2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS
March 12, 2018
This Addendum to the above-referenced RFQ is being issued to provide clarifications and revisions issued by
the City. The RFQ is amended in the following particulars only (deletions are shown by strikethrough and
additions are underlined).
I. ATTACHMENTS:
Exhibit A: Pre-Proposal Meeting Sign-in Sheet
Exhibit B: Organizational Chart Planning Department
Exhibit C: Organizational Chart Building Department
II. ANSWERS TO QUESTIONS BY PROSPECTIVE BIDDERS AT THE PRE-BID MEETING AND VIA
EMAIL.
01: Do you know when you will be posting the response to the question posted for the
referenced RFQ as well as the attendance sheet for those who attended the pre-proposal
conference?
Al: Please refer to Exhibit A.
Q2: The response certification / questionnaire affidavit in section 14 requires a SQR report
from D&B for consideration of the proposal submitted. Is this a new requirement? We
have bid on several projects with Miami Beach recently and this wasn't required.
A2: Within three (3) business days of request by the City, each Proposer shall
arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR)
directly to the Procurement Contact named in the RFQ.
Q3: Are we to include cost estimates in our proposal and if so what format?
A3: The purpose of the RFQ is to select the best qualified (as determined by the
City) consultant for the project. Responses pursuant to the RFQ are not to include
scope. Rather, as required per the RFQ, proposers are to submit their qualifications
as indicated in Section 0300 (p. 12 — 13). Refer to revised section 0300 attached.
After selection the City and the selected consultant will negotiate scope, terms, and
cost.
Q4: Please provide the names, titles, and companies that participated in the pre-bid
conference.
A4: Please refer to Exhibit A.
1 ADDENDUM NO.3
REQUEST FOR QUALIFICATIONS(RFQ)No.2016-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
05: Technology, according to the pre-bid discussion you are using EnerGov
a) When did you start using it?
b) Which departments or functions are using it?
c) Are you accepting plans over the Internet? If so, which ones?
d) Are you doing electronic plan check? If so, what software are you using?
A5: a) EnerGov went live on May 2nd, 2016.
b) Planning, Building, Fire, Public Works, Sustainability, Urban Forestry,
Code, City Clerk, Finance, Tourism, and Police.
c) Yes, limited to Planning, and PW Sidewalk Café and Finance (BTRs / Occ.
Licensing)
d) Planning uses Blue Beam, Building scans into LaserFische and hosts on
a local drive.
Q6: It appears there are 79 staff in building and 26 in planning, is this correct?
A6: Please refer to attached organizational charts for the Planning and Building
Departments'.
Q7: How many staff are involved in the development process from Fire, Public Works, and '
Environmental Departments?
A7: Public Works: 2 reviewers, 3 inspectors
Fire: 4 reviewers, 5 inspectors
Urban Forestry: 3 reviewers who also inspect
Sustainability: 2 reviewers who also inspect
08: Fees, it appear you had a study the last year or two and our task would be to look at the
methodology, relation to the budget and possible new fee areas but we would not be
recalculating the fees. Is this correct or are there other fee areas you wish covered?
A8: Please refer to response A3.
Q9: Organization Charts; Can we obtain these for building and planning?
A9: Please refer to Exhibit B &C.
010: Evidently you had three recent focus groups. What were the dates, topics, and number of
participants? Should we plan on additional stakeholder input?What were some key issues
suggested by the focus groups?
A10: The focus groups have not yet taken place. Yes, stakeholder input will be
needed.
011: What is the main driving force for this study?
All: The City wishes to ensure that its regulations and processes relating to
private development projects are fair, balanced and efficient.
2 ADDENDUM NO.3
REQUEST FOR QUALIFICATIONS(RFQ)No.2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
Q12: What budget range has been established for this study?
Al2: Budget range has not been established.
Q13: What is your target date for completion of the study?
A13: A target date for completion has not been established; however it is the City's
intent to complete the project as soon as possible
Q14: The RFQ talks about both regulations and processes. How extensive of a review do you wish
for the Land Development Regulations(LDR's)and the Building Code?
A14: A review of the building code is not required. The LDR's have not been looked at
as a whole since 1989. They have just been amended on piecemeal basis.
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to
the attention of the individual named below, with a copy to the City Clerk's Office at
Rafael G ranadoe miamibeachfl.cov.
Procurement Contact: Telephone: Email:
Kristy Bada 305-673-7000, ext. 6218 KristyBada@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. Potential
proposers that have elected not to submit a response to the RFQ are requested to complete and return the
"Notice to Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal.
Sincerely, ' —
ex Denis
Procurement Director
3 ADDENDUMQFOR
REQUEST FORQUALIFICATIONS
A(RFQ)No. OF2018-074-KBTHE
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
Exhibit A:
Pre-Proposal Meeting Sign-in Sheet
4 ADDENDUM NO.
RQUALIFICATIONS
REQUEST FORNG RIVFOR FR)VI WOF 74-KB
THEC
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
MINV\IBE H
CITY OF MIAMI BEACH
PRE-PROPOSAL MEETING
SIGN-IN SHEET
DATE: Tuesday, February 6, 2018
TITLE: REQUEST FOR QUALIFICATIONS (RFQ) 2018-074-KB FOR FOR
CONSULTING SERVICES FORA REVIEW OF THE CITY'S REGULATIONS
AND PROCESSES RELATING TO PRIVATE DEVELOPMENT PROJECTS
r3 : , fie ti c , F k fi " 3 k , an rry Vi---11
{ .r, 1 , ,t ?'4 yy�� a,,4 4 .-'.h j r 'k 1:' � e I
Kristy Bade Procurement-CMB 305-673-7000
kristybada(d>aniamibeachfl.3oy ext. 6218
/rev/AHQR�,// Coe/ 30s-z $'(
isi/Pc-triert. A CIAO .0 ertIOMCGLOglielsa> -I-2:a 71
k Via ou( racQovi 4 ev eir Snloi om5tode 7 BILI
V ouri(s/2 cyst-9 cv? a ciyks-v1AA/)-129Ps
7AU I DA LAa< eiv S1s> twl
Ooh P . eg II
AOM)Y1OAol A-Ar
- Ma inn' CovlJrl( hh� Ood, Call
M�r✓1A Q AoInlll Ybv���o�� Inc .
001/4P, el. 11
Susi 0m w,,
(1 ,14R —CMO K7mra
k, _ uc- /fSSoa.9i�s g°,5=-61 —
1
Exhibit B:
Organizational Chart Planning Department
5 ADDENDUM RQUALIFICATIONS
REQUEST FORNG SERVICES FOR A V 2018-074-KB OFTHEC
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
DEPARTMENTAL WORK PLAN
Department Name: Planning Department
Fiscal Year: FY 2017/18
CSL LSL
Full-time Part-time
Division/Section Positions Positions TITLE
Office of Director 1 Director
Office of Deputy Director 1 Deputy Director
Office Management
Budget& Revenue 1 Business&Administrative Officer
1 Office Associate IV
Office of Planning&
Zoning 1 Chief of Planning&Zoning
3 Senior Planner
Office of the Historic
Preservation 1 Chief of Historic Preservation
1 Principal Planner
Office of Comprehensive
Planning &Sustainability 1 Chief of Comprehensive Planning & Sustainability
2 Senior Planner
Office of Urban Design 1 Chief of Urban Design
1 Principal Planner
Plan Review 1 Principal Planner
3 Senior Planner
1 Planner
2 Planning &Zoning Inspector
Office of the Clerk of the
Boards 1 Clerk of the Boards
2 Office Associate V
1 Office Associate IV
1 Office Associate III
Exhibit C:
Organizational Chart Building Department
6 ADDENDUM R QUALIFICATIONS
FOR EST CONSULRA R)VI OFTHEB
FOR CONSULTING SERVICES FOR A REVIEW THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
Building Department Organizational Chart
. BEAC H Administration
Ma M.Salgueiro,P.C. Mm .
Carlos Naumann Jr. mMy osu id... h L—^
Services xnnaa Singh Structural Flood Plain Manager
/u.uu.s..uu.�\ Tony Gonzalez,M1eYPA PeYnvWv.eEE hi
Ij J ccn'''''".re CM .w ..`..
liela Fent
bane*�_"'" P, n-i! CCuiltr0 Violations /
w Building Mechanical Electrical Plumbing
.—
'dr
RaShorda 01410
Mnin Male'
...Is....NA..... Lain Ferrer P E James
ler
Candeado
el Mar(Wea
. innAr
YX M v n
T gEf•
Mnel. Mmnomao iuu
C MaMnet lance Mears
N u Rail"' Eduardo Gnu, _ �_ °i" um Ro&I
gun
Wen*Cactra Made RdlnBuz Odaln Guna. Un
eric mimed
Records nCoRuez
owita Perez GAM Fernandez
""l,.. Nat"
Roofing
ndFa Mem- M..elU .._._..
•gym a ewae� MhIly o ._.....S..,.__. Lancelot�"':"m^' Rami iueie
seRF n es* Note Bead Office
w Rhee ,....w.., ,w.
dawi wM .,e..a,rood Rutin'Mahon
MIAMI BEACH
City of Miami Beach, 1755 Meridian Avenue, 3"Floor,Miami Beach,Florida 33139,www.miamibeachfl.gov
PROCUREMENT DEPARTMENT
Tel: 305-673-7490 Fax: 786-394-4002
ADDENDUM NO.2
REQUEST FOR QUALIFICATIONS (RFQ) No.2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS
March 8, 2018
This Addendum to the above-referenced RFQ is being issued to provide clarifications and revisions issued by
the City. The RFQ is amended in the following particulars only (deletions are shown by strikethrough and
additions are underlined).
I. RFQ DUE DATE AND TIME. The deadline for the receipt of bids is extended until 3:00 p.m.. on
Monday. March 19, 2018, at the following location:
City of Miami Beach
Procurement Department
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic
or other delays for which the Proposer is solely responsible.
A FORTHCOMING ADDENDUM WILL CONTAIN RESPONSES TO QUESTIONS RECEIVED.
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to
the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGra nado(5miam ibeache.00v.
Procurement Contact: Telephone: Email:
Kristy Bada 305-673-7000, ext. 6218 KristyBada@miamibeache.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. Potential
proposers that have elected not to submit a response to the RFQ are requested to complete and return the
"Notice to Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal.
Sincerely
Alex Denis
Procurement Director
I ADDENDUM NO.2
REQUEST FOR QUALIFICATIONS(RFQ)No.2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
MIAMIBEACH
City of Miami Beach, 1755 Meridian Avenue, 3'Floor,Miami Beach,Florida 33139,www.miamibeochfl gov
PROCUREMENT DEPARTMENT
reg: 305-673-7490 Fox: 786-394-4002
ADDENDUM NO. 1
REQUEST FOR QUALIFICATIONS(RFQ) No. 2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS
February 28,2018
This Addendum to the above-referenced RFQ is being issued to provide clarifications and revisions issued by
the City. The RFQ is amended in the following particulars only (deletions are shown by strikethrough and
additions are underlined).
I. RFQ DUE DATE AND TIME. The deadline for the receipt of bids is extended until 3:00 p.m., on
Monday, March 12, 2018, at the following location:
City of Miami Beach
Procurement Department
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic
or other delays for which the Proposer is solely responsible.
A FORTHCOMING ADDENDUM WILL CONTAIN RESPONSES TO QUESTIONS RECEIVED
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to
the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGra nada(a)m is m i beachfl.oov.
Procurement Contact: I Telephone: Email:
Kristy Bada 1305-673-7000,ext. 6218 KristyBada@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. Potential
prop ers that have elected not to submit a response to the RFQ are requested to complete and return the
"N e to Prospective Bidders" questionnaire with the reason(s)for not submitting a proposal.
e ely, ^
lex D is /// ,V¢
Proc ent Director
1 ADDENDUM N0.1
REQUEST FOR QUALIFICATIONS(RFD)No.2018-074-KB
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS
REQUEST FOR QUALIFICATIONS ( RFQ)
FOR CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS
2018-074-KB
RFQ ISSUANCE DATE: JANUARY 19, 2018
STATEMENTS OF QUALIFICATIONS DUE: MARCH 5, 2018 @ 3:00 PM EST
ISSUED BY:
J . .
KRISTY BADA, CONTRACTING OFFICER III
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3d Floor, Miami Beach, FL 33139
305.673.7000 x 6218 I kristybada@miamibeachfl.gov I www.miamibeachfl.gov
BEACH
TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NOT UTILIZED N/A
0200 INSTRUCTIONS TO RESPONDENTS&GENERAL CONDITIONS 3
0300 SUBMITTAL INSTRUCTIONS& FORMAT 13
0400 EVALUATION PROCESS 15
APPENDICES: PAGE
APPENDIX A RESPONSE CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 17
APPENDIX B "NO BID" FORM 24
APPENDIX C MINIMUM REQUIREMENTS&SPECIFICATIONS 26
APPENDIX D SPECIAL CONDITIONS 29
APPENDIX F INSURANCE REQUIREMENTS 32
RFQ 2018-074-KB 2
BEACH
SECTION 0200 INSTRUCTIONS TO RESPONDENTS 8 GENERAL CONDITIONS
1. GENERAL.This Request for Qualifications(RFQ)is issued by the City of Miami Beach, Florida(the"City"), as the
means for prospective Proposer to submit their qualifications, proposed scopes of work and cost Statement of
Qualifications (the "proposal")to the City for the City's consideration as an option in achieving the required scope of
services and requirements as noted herein. All documents released in connection with this solicitation, including all
appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and
are complementary to one another and together establish the complete terms, conditions and obligations of the
Proposer and, subsequently, the successful proposer(s) (the"contractorjs]") if this RFQ results in an award.
The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this REQ. Any prospective
proposer who has received this REQ by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this RFQ. Failure to receive an addendum
may result in disqualification of proposal submitted.
2.PURPOSE.
The City wishes to ensure that its regulations and processes relating to private development projects are fair,
balanced and efficient.Accordingly, the Administration is soliciting proposals from qualified firms that can provide the
City with regulatory and process reviews, and subsequent recommendation for improvement (as applicable), of the
City's current requirements for the approval of private development projects. The Administration anticipates that the
reviews will primarily focus on the regulations and processes of the Planning and Building Department, and, to a
lesser extent,of the Fire, Public Works and Environmental Departments.
Ultimately, it is the City's goal that the regulations and processes affecting private development be efficient and
streamlined in an effort to: attract financially sustainable and resilient development; safeguard quality of life within
neighborhoods; and, promote historic preservation. Through this RFQ, the City wishes to consider proposals from
consultants with substantial experience in analyzing municipal processes and regulations impacting private
development,from initial planning stages through certificate of occupancy.
As stated in Sections 0300 and 0400, at this time the City the city is only considering the qualifications and project
approach of interested parties.Once a firm is selected,pursuant to sub-section 19 below,the Administration will then
finalize scope of services and costs with the selected firms.
Additionally, the terms "FIRM", "PROPOSER", "CONSULTANT", "PRIME PROPOSER" or "TEAM" are used
interchangeably and shall refer to the firm that will contract with the City for the development and implementation of
the project. Additional detail and project description is provided in the attached Minimum Requirements and
Specifications Section (Appendix C).
The scope of this RFQ is not under the purview of Section 287.055, Florida Statutes, commonly known as the
Consultant's Competitive Negotiation Act(CCNA).
RFQ 2018-074-KB 3
- 3EACH
3.SOLICITATION TIMETABLE.The tentative schedule for this solicitation is as follows:
Solicitation Issued January 19,2018
Pre-Submittal Meeting February 6,2018 at 11:30am EST
Deadline for Receipt of Questions February 23,2018 at 5:00pm EST
Responses Due March 5,2018 at 3:00pm EST
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval TBD
Contract Negotiations Following Commission Approval
4. PROCUREMENT CONTACT.Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact Teleplhone'. Email'.
Kds Bada 305-673-7490 kris bada• miamibeachfl..ov
dditionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado(v7miamibeachfi.goy.
or via facsimile: 786-394-4188.
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISITIS). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled.
A Pre-PROPOSAL conference will be held as scheduled in Anticipated RFQ Timetable section above at the
following address:
City of Miami Beach
Procurement Department
Conference Room
1755 Meridian Avenue,3b 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: 5804578
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this
RFQ expressing their intent to participate via telephone.
RFQ 2018-074-KB 4
BEACH
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 RFQ by any means other than through
PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this
RFQ. Failure to receive an addendum may result in disqualification of proposal. Written questions should be
received no later than the date outlined in the Anticipated RFQ Timetable section.
7. CONE OF SILENCE. This RFQ is subject to, and all proposers are expected to be or become familiar with, the
City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely
responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be
subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of
such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement
Contact named herein with a copy to the City Clerk at rafaelgranado(amiamibeachfl.gov.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http://web.m iami beachft qov/procu remenUscrol I.aspx?id=79113
CONE OF SILENCE.. . CITY CODE SECTION 2-486
PROTEST PROCEDURES CITY CODE SECTION 2-371
DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3
LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406
CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487
CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES CITY CODE SECTION 2-488
REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR CITY CODE SECTION 2-373
DOMESTIC PARTNERS
LIVING WAGE REQUIREMENT . . . . . . .. . . . . . . . . . . . . . CITY CODE SECTIONS 2407 THROUGH 2-410
PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY CITY CODE SECTION 2-374
VETERANS AND TO STATE-CERTIFIED SERVICE-DISABLED VETERAN BUSINESS
ENTERPRISES
• FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300
• ACCEPTANCE OF GIFTS,FAVORS& CITY CODE SECTION 2-449
SERVICES
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 RFQ 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.
11. DEBARMENT ORDINANCE: This RFQ 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.
RIO 2018-074-KB 5
BEACH
12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This RFQ 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 2487
through 2490 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 Department with its response or within five (5)
days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable
governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of
the City of Miami Beach and Miami Dade County.
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 postponement to all prospective Proposers through PublicPurchase.
16. PROTESTS. Proposers that are not selected may protest any recommendation for selection of award in
accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2-
370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest 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 a prime consultant
who will contract directly with the City. Proposals may, however, identify other sub-contractors or sub-consultants
who may serve as team members to the prime consultant.
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 RFQ, 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 RFQ 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.
19. DETERMINATION OF AWARD. The final ranking results of Step 1 8 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)
She 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.
RFQ 20180/4-KB 6
BEACH
(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 Managers 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 been agreed to;approved by the City; and executed by the parties.
21. POSTPONEMENT/CANCELLATION/ACCEPTANCE/REJECTION. The City may, at its sole and absolute
discretion, reject any and all, or parts of any and all, responses; re-advertise this RFQ; postpone or cancel, at any
time, this RFQ process; or waive any irregularities in this RFQ, or in any responses received as a result of this REQ.
Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred
twenty(120)calendar days 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 Department of Procurement Management 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 andwith 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
Proposers employees, agents, and/or contractors, shall, under any circumstances, be considered employees or
agents of the City.
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 proposers history of citations
and/or violations of environmental regulations in investigating a proposers 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
RFQ 2018-074-KB 7
BEACH
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 REQ. Failure to do so will
be at the Proposers 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 format.
29. COPYRIGHT, PATENTS 8 ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach,
Florida, and its officers, employees,contractors, and/or agents, from liability of any nature or kind, including cost and
expenses for,or on account of,any copyrighted, patented,or unpatented invention, process, or article manufactured
or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer
uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed,
without exception, that the proposal prices shall include all royalties or cost arising from the use of such design,
device,or materials in any way involved in the work.
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.
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
RFQ 2018-074-KB 8
3EACH
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 described in this solicitation.
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry,and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a Proposer, including past performance(experience), in making an award that is in the best interest of
the City.
F.The City may require Proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier,which is the actual source of supply. In these instances, the City may also require
material information from The source of supply regarding the quality, packaging, and characteristics of the
products to be supply to the City.
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.
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 govemmental 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.
RFC) 2018-074-KB 9
BEACH
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 herein provided. The above indemnification provisions shall survive the expiration or
termination of this Agreement.
41. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded.Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
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 eadier.
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.
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 RFQ (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.
RFC) 2018-074-KB 10
3= 1r_FI
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.
47. EXCEPTIONS TO RFQ. Proposers must clearly indicate any exceptions they wish to take to any of the
terms in this RFQ,and outline what, if any,alternative is being offered. All exceptions and alternatives shall
be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion,
may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives
are rejected, the City shall require the Proposer to comply with the particular term andlor condition of the
RFQ to which Proposer took exception to (as said term andlor condition was originally set forth on the
RFQ).
48.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.
49. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers
at any time during the RFQ solicitation process.
50. 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.
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
RFQ 20180/4-KB 11
BEACH
SECTION 0300 SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED RESPONSES. One original Statement of Qualifications (preferably in 3-ring binder) must be submitted
in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals.
Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The
following information should be cleady marked on the face of the envelope or container in which the proposal is
submitted: solicitation number, solicitation tile, proposer name, proposer return address. Statement of Qualifications
received electronically, either through email or facsimile, are not acceptable and will be rejected.
2. LATE BIDS. Statement of Qualifications are to be received on or before the due date established herein for the
receipt of Bids. Any Bid received after the deadline established for receipt of Statement of Qualifications will
be considered late and not be accepted or will be returned to proposer unopened. The City does not accept
responsibility for any delays, natural or otherwise.
3. STATEMENTS OF QUALIFICATIONS FORMAT. In order to maintain comparability, facilitate the review process
and assist the Evaluation Committee in review of Statement of Qualifications, it is strongly recommended that
Statement of Qualifications be organized and tabbed in accordance with the sections and manner specified below.
Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references.
Electronic copies should also be tabbed and contain a table of contents with page references. Statement of
Qualifications that do not include the required information will be deemed non-responsive and will not be considered.
Cover Letter&Minimum Qualifications Requirements
1.1 Cover Letter and Table of Contents.The cover letter must indicate Proposer and Proposer Primary Contact for the
purposes of this solicitation.
1.2 Response 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 sector agencies. For each project that the proposer submits as evidence of
similar experience, the following is required: project description, agency name, agency contact, contact telephone &
email, and year(s) and term of engagement. Specifically, the Proposer or Team must have experience/expertise in
experience in business process reviews, productivity analysis, efficiency reviews, relating to urban planning and the
Florida Building Code. Additionally, proposer shall submit detailed information exemplifying their knowledge and
experience in the areas of historic preservation and sustainability.The information provided should specifically reference
the client for which the services were rendered.
2.2 Qualifications of Proposer Team. The successful Proposer or Team should have experience/expertise in
experience in business process reviews, productivity analysis, efficiency reviews, urban planning and the Florida
Building Code. Additionally, proposer team shall submit detailed information exemplifying their knowledge and
experience in the areas of historic preservation and sustainability.
Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each
team member will play in providing the services detailed herein and each team members' qualifications. A resume of
each individual, including education, experience, and any other pertinent information, shall be included for each
respondent team member to be assigned to this contract.
RFQ 2018-074-KB 12
BEACH
TAB 3 Approach and Methodology
3.1 Submit detailed information on the approach and methodology proposer has used on similar past projects,including
detailed information,as applicable,on the following:
1.Methods previously used for data collection and analysis.
2.Stakeholder engagement and communications.
3.Comparative analysis of best practices in municipal regulations and processes for private development,
from initial planning,complete through certificate of occupancy.
4.Methods previously used to promote financially sustainable and resilient development.
5.Approach to safeguarding the quality of life within neighborhoods.
6.Approach to promoting historic preservation.
7.Highlight any innovative approaches that have been successful in other similar projects.
3.2 Value-Added Services. Provide information regarding any value-added services that Proposer has implemented
for other clients relating to the municipal development processes.
For each of the projects or engagement referenced in this section, provide a detailed narrative, project description,
agency name,agency contact, contact telephone&email,and year(s)and term of engagement.
Note: After proposal submittal, the City reserves the right to require additional information from Proposer (or
proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation
history, regulatory action, or additional references); and financial capability (including, but not limited to, annual
reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).
RFQ 2018-074-KB 13
BEACH
SECTION 0400 STATEMENTS OF QUALIFICATIONS EVALUATION
1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Statement of Qualifications in accordance with the requirements set forth in the solicitation. If further information is
desired, Proposals may be requested to make additional written submissions of a clarifying nature or oral
presentations to the Evaluation Committee. The evaluation of Statement of Qualifications will proceed in a two-step
process as noted below. It is important to note that the Evaluation Committee will score the qualitative portions of the
Statement of Qualifications only. The Evaluation Committee does not make an award recommendation to the City
Manager.The results of Step 1 &Step 2 Evaluations will be forwarded to the City Manager who will utilize the results
to make a recommendation to the City Commission. 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 Department of Procurement Management. An Evaluation Committee,appointed
by the City Manager, shall meet to evaluate each Statement of Qualifications in accordance with the qualifications
criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may review and
score all proposals received,with or without conducting interview sessions.
Step 1 -Qualitative Criteria Maximum Points
Experience and Qualifications of the Prime Proposer&Team 60
Approach and Methodology 40
TOTAL AVAILABLE STEP 1 POINTS 100
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposer may receive
additional quantitative criteria points to be added by the Procurement Department to those points earned in Step 1,
as follows.
Step 2-Quantitative Criteria Maximum Points
Veterans Preference 5
TOTAL AVAILABLE STEP 2 POINTS 5
RFC) 2018-074-KB 14.
BEACH
4. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points
will be added to each evaluation committee member's scores by the Department of Procurement Management. Step
1 and 2 scores will be converted to rankings in accordance with the example below:
proposer Proposer Proposer
A S C
Ste• 1 Points 82 76 80
Committee Ste.2 Points 22 15 12
Member t Total 104 91 92
Rank 1 3 2
Ste. 1 Points 79 85 72
Committee Ste•2 Points 22 15 12
Member2 Total 101 100 84
Rank 1 2 3
Ste• 1 Points 80 74 66
Committee Ste.2 Points 22 15 12
Member2 Total 102 89 78
Rank 1 2 3
Low Aggregate Score 3 7 8
Final Ranking' 1 2 3
* Final Ranking is presented to the City Manager for further due diligence and
recommendation to the City Commission. Final Ranking does not constitute
an award recommendation until such time as the City Manager has made his
recommendation to the City Commission, which may be different than final
ranking results.
RFQ 2018074-KB 15
APPENDIX A
Response Certification ,
Questionnaire &
Requirements Affidavit
2018-074-KB
FOR CONSULTING SERVICES FOR A
REVIEW OF THE CITY'S REGULATIONS
AND PROCESSES RELATING TO
PRIVATE DEVELOPMENT PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
RFC) 2018 074 KB 16
Solicitation Na Solidtatim The:
2018-074-KB CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND
_ PROCESSES RELATING TO PRIVATE DEVELOPMENT PROJECTS
Procurement Contact: Tel: Email:
Kristy Bada 305-673-7490 kdstybada@miamibeachfl.gov
STATEMENTS OF QUALIFICATIONS CERTIFICATION,QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Response Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposals of certain solicitation and contractual requirements, and to collect necessary information from
Proposals in order that certain portions of responsiveness, responsibility and other determining factors and
compliance with requirements may be evaluated. This Statement of Qualifications Certification, Questionnaire
and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and
executed.
1. General Proposer Information.
FIRM NAME:
NO.OF YEARS IN BUSINESS: NO.OF YEARS IN BUSINESS LOCALLY: N0.OF EMPLOYEES:
OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS(HEADQUARTERS).
CITY.
STATE: ZIP COLE.
TELEPHONE NO
TOLL FREE NO
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE: ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
The City reserves the right to seek additional information from proposer or other source(s),including but not limited to:any firm or prindpal
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 contrad requirements.
RFQ 2018-074-KB 17
Veteran Owned Business.Is Pro oser 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 Slates
federal government,as required pursuant to ordinance 2011-3748.
2. Conflict Of Interest. Al 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 8 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-performance;by any public sector agency?
YES NO
SUBMITTAL REQUIREMENT: If answer to above is"YES,Proposer shall submit a statement detailing the reasons that led to
action(s).
5. Vendor Campaign Contributions.Proposers are expected to be or become familiar with,the City's Campaign Finance Reform
laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all
applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all
sanctions,as prescribed therein,including disqualification of their Proposals,in the event of such noncompliance.
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.200O-23879,each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics("Cock")and submit that Code to the Department of Procurement Management with its
proposal/response or within five(5)days upon receipt of request.The Code shall,at a minimum, require the Proposer,to comply
with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics
provision of the City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business
Ethics, Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code
of Ethics,available at www.miamibeachfl.qov/procurementlsaoll.asox?id=79113
7. Living Wage.Pursuant to Section 2-408 of the Miami Beach City Code,as same may be amended from time to time,Proposers
shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below:
• Commencing with City fiscal year 2012-13 (October 1, 2012), the hourly living rate will be $11.28lhr. with
health benefits,and$12.92mr.without benefits.
The living wage rate and health care benefits rate may,by Resolution of the City Commission be indexed annually for inflation
using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S. Department of
Labors Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent(3%).The City
*FQ 2018074-KB 18
may also,by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound
to implement same(in a particular year).
Proposers'failure to comply with this provision shall be deemed a material breath under this proposal,under which the City may,
at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties
and fines,as provided in the City's Living Wage Ordinance,as amended. Further information on the Living Wage requirement is
available at www.miamibeachfi.00v/procurementiscroll.aspx?id=79113
SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees
to the living wage requirement.
8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited
contacts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits'to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the
United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of
Miami Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
YES NO
B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners'or
to domestic partners of employees?
YES NO
C. Please check all benefits that apply to your answers above and list in the"other'section any additional benefits not already
specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as
bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance.
BENEFIT Firm Provides for Firm Providesfor Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance
providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance.To
comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the
City Manager, or his designee. Approval is not guaranteed and the City Manager's derision is final. Further information on the
Equal Benefits requirement is available at www.miamibeachfl.00v/oocurement/scroll.asox?id=79113
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 aime 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 ins. 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
RFQ 2018-074-KB 19
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 REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees
it is and shall remain in full compliance With Resolution 2016-29375.
12. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a
competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies,
practices,and standards that are consistent with the City's Fair Chance Ordinance,set 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 law 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 lo Confine Initial to Confine Initial to Confirm
Receipt Remryt Romp!
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.
14. Financial Capacity.Each proposer shall arrange for Dun 8 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
8 Bradstreet.The cost of the preparation of the SQR shall be the responsibility of the Proposer.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 SCR for accuracy prior to submittal to the City and as eady as possible in the solicitation process. For assistance with any
portion of the SQR submittal process,contact Dun&Bradstreet at 800424.2495.
SUBMITTAL REQUIREMENT: The Proposer shall request the SQR report from D8B at:
https:Ilsupplierportal.dnb.coMwebapplwcslstoreslsendetlsupplierPortal?storeld=11696
*FQ 2018-074-KB 20
DISCLOSURE AND DISCLAIMER SECTION
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach(the'Ciy)for the recipient's convenience.
My action taken by the City in response to Statement of Qualifications made pursuant to this solicitation,or in making any award, or in
failing or refusing to make any award pursuant to such Statement of Qualifications,or in cancelling awards,or in withdrawing or cancelling
this solicitation,either before or after issuance of an award,shall be without any liability or obligation on the part of the City.
In its sole discretion,the City may withdraw the solicitation either before or after receiving Statement of Qualifications,may accept or reject
Statement of Qualifications,and may accept Statement of Qualifications which deviates from the solicitation,as it deems appropriate and in
its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting
Statement of Qualifications in response to this solicitation.
Following submission of Statement of Qualifications, the applicant agrees to deliver such further details, information and assurances,
including financial and disclosure data, relating to the Statement of Qualifications and the applicant including, without limitation, the
applicant's affiliates,officers,directors,shareholders,partners and employees,as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposals. It is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of
any information in this solicitation.
My reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposals should
rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty
or representation,express or implied,as to its content,its accuracy,or its completeness. No warranty or representation is made by the City
or its agents that any Statement of Qualifications conforming to these requirements will be selected for consideration, negotiation, or
approval.
The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will
be made. My 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.My Statement of Qualifications submitted to
the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Statement of Qualifications.
This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice. Information is for guidance
only,and does not constitute all or any part of an agreement.
The City and all Proposals will be bound only as,if and when a Statement of Qualifications,as same may be modified,and the applicable
definitive agreements pertaining thereto,are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties.My response to this solicitation may be accepted or rejected by the City for any reason,or for no
reason,without any resultant liability to the City.
The City is governed by the Government-in-the-Sunshine Law, and all Statement of Qualifications and supporting documents shall be
subject to disclosure as required by such law. All Statement of Qualifications shall be submitted in sealed proposal form and shall remain
confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all
documents received by the City shall become public records.
Proposals are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Statement of
Qualifications,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate
to substantiate or supplement information contained in the Statement of Qualifications,and authorizes the release to the City of any and all
information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Statement of Qualifications
is true,accurate and complete,to the best of its knowledge,information,and belief.
Notwithstanding the foregoing or anything contained in the solicitation, all Proposals agree that in the event of a final unappealable
judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation,or any response thereto,
or any action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated
damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and
Disclaimer which imposes no liability on the City.
In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern.The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
RFQ 2018-0/4-KB 21
PROPOSER CERTIFICATION
I hereby certify that: I, as an authorized agent of the Proposer , am submitting the following information as my firm's
proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, '
inclusive of this solicitation,all attachments, exhibits and appendices and the contents of any Addenda released hereto,and
the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and conditions
contained in the solicitation, and any released Addenda and understand that the following are requirements of this
solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged,discussed,
or compared the proposal with other Proposals and has not colluded with any other proposer or party to any other proposal;
proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida
Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the
Statement of Qualifications Certification,Questionnaire and Requirements Affidavit are true and accurate.
Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposer's Authorized Representative: Date:
State of FLORIDA i On this day of ,20_,personally
appeared before me who
County of ) stated that (s)he is the
of , a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. Before me:
Notary Public for the State of Florida
My Commission Expires:
*FG) 2018-074-KB 22
APPENDIX B
" No Bid " Form
2018-074-KB
FOR CONSULTING SERVICES FOR A
REVIEW OF THE CITY'S REGULATIONS
AND PROCESSES RELATING TO
PRIVATE DEVELOPMENT PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
hNote: €t is important for those vendors who have received notification of
this solicitation but have decided not to respond, to complete and submit
the attached "Statement of No Bid." The "Statement of No Bid" provides
the City with information on how to improve the solicitation process.
Failure to submit a "Statement of No Bid" may result in not being notified
of future solicitations by the City.
kFQ 2018-074-KB 23
Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A STATEMENTS OF QUALIFICATIONS AT
THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW:
_Workload does not allow us to proposal
_Insufficient time to respond
Specifications unclear or too restrictive
_Unable to meet specifications
_Unable to meet service requirements
_Unable to meet insurance requirements
Do not offer this product/service
_OTHER. (Please specify)
We do_do not_want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
PROCUREMENT DEPARTMENT
ATTN: Kristy Bade
STATEMENTS OF QUALIFICATIONS#2018-074-KB
1755 MERIDIAN AVENUE, 3i°FLOOR
MIAMI BEACH, FL 33139
RFQ 2018-074-KB 24
APPENDIX C
Minimum Requirements
& Specifications
2018-074-KB
FOR CONSULTING SERVICES FOR A
REVIEW OF THE CITY'S REGULATIONS
AND PROCESSES RELATING TO
PRIVATE DEVELOPMENT PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3,d Floor
Miami Beach, Florida 33139
RFQ 2018-074-KB 25
Ct. Minimum Eligibility Requirements.The Minimum Eligibility Requirements for this solicitation
are listed below. Proposer shall submit, with its proposal, the required submittal(s) documenting
compliance with each minimum requirement. Proposers that fail to include the required submittals
with its proposal or fail to comply with minimum requirements shall be deemed non-responsive and
shall not have its proposal considered.
1. The prime proposer shall demonstrate its experience in providing business process review
or regulatory analysis or related consulting services relating to municipal regulations and
process for private development to at least one(1) public sector agency.
Required Submittals: For each qualifying project,submit project name, project
description,start and completion dates, project contact information(phone and
email),volume of contract,and firms role.
C2.Statement of Work Required.
Miami Beach wants to ensure that the development process in the City is fair, balanced and
efficient. The City is dense and largely built out. For this reason, the development and
redevelopment must be efficient and streamlined to attract sustainable development, while also
safeguarding neighborhood quality of life and historic preservation.
Miami Beach is seeking a qualified management consultant with experience in analyzing the
municipal development from initial planning, complete through certificate of occupancy. The
analysis should cover the following, but not be limited to, areas/issues:
• Timeliness:
o Review the City of Miami Beach processes and analyze if it is as quick and
efficient as possible.
o Review tumaround limes.
• Decisiveness&Authority—
o Review of roles and responsibilities as authorized in the City of Miami Beach Code
and Florida Building Code
• Fees
o Conduct an analysis of the City's anent fees and advise if structured
appropriately in comparison to City Commission policy.
o Examine the possibilities and if there are other fee structure opportunities.
• Process
o Examine the roles of each land use board,City Commission and staff.
o Analyze whether there are any opportunities to streamline the process while
safeguarding neighborhood quality of life and historic preservation.
• Charter requirements vs.legislative authority vs.delegated authority to staff
o Conduct an analysis to determine if levels of authority are clear and acknowledged
by all parties involved.
o Examine how the City's levels of authority compare to other cities.
• Best Practice Reviews
o Determine if there are model cities that balance development and preservation in a
RFQ 2018-074-KB 26
streamlined and efficient manner.
o Provide the City with best practices based on the evaluation of model cities
development process.
• Controls
o Analyze if the City of has sufficient controls (checks and balances) in place to
ensure integrity in the process,which shall include fiscal controls.
• Outreach
o Analyze the customers understanding of the difference between the Planning
Department role and the Building Department role.
The successful proposer will review the existing processes, SOP's, City codes and the result of
three recent focus group discussions on this same subject.
It is the goal of the Administration that the RFQ will result in a master agreement that will facilitate
review or analysis of any portion of the City's municipal development process throughout the term
of the agreement.Work shall be assigned via Consultant Service Orders issued by the City that will
narrowly define the scope and cost of any specific engagement.
RFQ 2018-074-KB P7
APPENDIX D
Special Conditions
2018-074-KB
FOR CONSULTING SERVICES FOR A
REVIEW OF THE CITY'S REGULATIONS
AND PROCESSES RELATING TO
PRIVATE DEVELOPMENT PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
RFQ 2018-074-K8 28
1.TERM OF CONTRACT.To be determined.
2. INDEMNIFICATION. Provider shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorneys'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 this Agreement by the Provider or its employees,
agents, servants, partners principals or subcontractors. Provider 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 issue thereon. Provider expressly understands and agrees
that any insurance protection required by this Agreement or otherwise provided by Provider shall in no
way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers,
employees,agents and instrumentalities as herein provided.
3. CHANGE OF PROJECT MANAGER. A change in the Consultant's project manager(as well as any
replacement) shall be subject to the prior written approval of the City Manager or his designee (who in
this case shall be an Assistant City Manager). Replacement (including reassignment) of an approved
project manager or public information officer shall not be made without submitting a resume for the
replacement staff person and receiving prior written approval of the City Manager or his designee (i.e.
the City project manager).
4. SUB-CONSULTANTS. The Consultant shall not retain, add, or replace any sub-consultant without
the prior written approval of the City Manager, in response to a written request from the Consultant
stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City
Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the
services performed by the sub-consultant from the Consultant to the City. The quality of services and
acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of
Consultant.
5. NEGOTIATIONS.Upon approval of selection by the City Commission, negotiations between the City
and the selected Proposer (s) will take place to arhve at a mutually acceptable Agreement, including
final scope of services,deliverables and cost of services.
6. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend
contract past the stated termination date for a period of up to 120 days in the event that a
subsequent contract has not yet been awarded.Additional extensions past the 120 days may occur
as needed by the City and as mutually agreed upon by the City and the contractor.
7. COMPETENCY OF VENDORS. The City may elect to conduct a pre-award inspection of the
vendor's facility during the offer evaluation process. Offers will be considered only from firms which
are regularly engaged in the business of providing the goods and/or services as described in this
solicitation, and who can produce evidence that they have an established satisfactory record of
performance for a reasonable period of time. Vendors must demonstrate that they have sufficient
financial support, equipment and organization to ensure that they can satisfactorily execute the
services if awarded a contract under the terms and conditions herein stated. The term"equipment
and organization"as used herein shall be construed to mean a fully equipped and well established
company, in line with the best business practices in the industry and as determined by the proper
RFQ 2018-074-KB 29
authorities of The City. The City reserves the right, before awarding the contract, to require a
vendor to submit such evidence of its qualifications as it may deem necessary. The City may
consider any evidence available to it of the financial,technical and other qualifications and abilities
of any vendor responding hereunder, including past performance with the City, in determining
vendor responsibility for the purposes of selecting a vendor for contract award.
8. DEFICIENCIES IN WORK TO BE CORRECTED BY THE VENDOR.The vendor shall promptly
correct all apparent and latent deficiencies and/or defects in work, and/or any work that fails to
conform to the contract documents regardless of project completion status. All corrections shall be
made within 30 calendar days after such rejected defects, deficiencies, and/or non-conformances
are verbally reported to the vendor by the Citys project administrator, who may confirm all such
verbal reports in writing. The vendor shall bear all costs of correcting such rejected work. If the
vendor fails to correct the work within the period specified,the City may, at its discretion, notify the
vendor, in writing, that the vendor is subject to contractual default provisions if the corrections are
not completed to the satisfaction of the City within 30 calendar days of receipt of the notice. If the
vendor fails to correct the work within the period specified in the notice, the City shall place the
vendor in default, obtain the services of another vendor to correct the deficiencies, and charge the
incumbent vendor for these costs; either through a deduction from the final payment owed to the
vendor or through invoicing. If the vendor fails to honor this invoice or credit memo, the City may
terminate the contract for default.
Remainder of Page Intentionally Left Blank
RFQ 2018-074-KB 30
APPENDIX E
Insurance Requirements
2018-074-KB
FOR CONSULTING SERVICES FOR A
REVIEW OF THE CITY 'S REGULATIONS
AND PROCESSES RELATING TO
PRIVATE DEVELOPMENT PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
RFQ 2018-074-KB 31
ARA BEACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to maintain
throughout the term of the contract and any renewal periods.
XXX 1. Workers'Compensation and Employees Liability per the Statutory limits of the state of Florida.
XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,004000.00 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-$1,000,000 each occurrence-owned/non-owned/hired automobiles included.
4. Excess Liability-$ .00 per occurrence to follow the primary coverages.
XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
_6. Other Insurance as indicated:
_Builders Risk completed value $ .00
Liquor Liability $ .00
_Fire Legal Liability $ .00
_Protection and Indemnity $ .00
_Employee Dishonesty Bond $ .00
Other $ .00
XXX 7. Thirty(30)days written cancellation notice required.
XXX 8. Best's guide rating B+:VI or better, latest edition.
XXX 9. The certificate must state the proposal number and title
The City of Miami Beach is self-insured.Any and all claim payments made from self-insurance are subject to
the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
RFQ 2018-074-KB 32
ATTACHMENT C
CONSULTANTS RESPONSE TO THE (RFQ)
Detail by FEI/EIN Number Page 1 of 2
Floria Depat-ortim State
r,IJhiorg
Department of State I Division of Corporations I search Records / Detail By Document Number I
Detail by FEI/EIN Number
Foreign Profit Corporation
MATRIX C G INC.
Cross Reference Name
MATRIX CONSULTING GROUP, LTD
Hine Information
Document Number F06000005103
FEI/EIN Number 05-0545979
Date Filed 08/02/2006
State CA
Status ACTIVE
Principal Address
201 SAN ANTONIO CIRCLE
SUITE 148
MOUNTAIN VIEW, CA 94040
Changed:08/16/2012
Mailing Address
201 SAN ANTONIO CIRCLE
SUITE 148
MOUNTAIN VIEW,CA 94040
Changed. 08/16/2012
Registered Agent Name&Address
CORPORATION SERVICE COMPANY
1201 HAYS STREET
TALLAHASSEE, FL 32301-2525
Name Changed 08/15/2018
Address Changed'. 08/15/2018
Officer/Director Detail
Name&Address
Title PRES
BRADY, RICHARD
http://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inq... 10/22/2018
Detail by FEI/E[N Number Page 2 of 2
201 SAN ANTONIO CIRCLE SUITE 148
MOUNTAIN VIEW, CA 94040
Title SEC
PENNINGTON,ALAN
101 SOUTHPOINTE DRIVE SUITE E
EDWARDSVILLE, IL 62025
Annual Reports
Report Year Filed Date
2016 01/22/2016
2017 01/11/2017
2018 01/13/2018
Document Images
08/15/2018-Reo Aaenl Cfianae View image in PDF format
01/13/2018-ANNUAL REPORT View image in PDF lormal
01/1112017-ANNUAL REPORT View image in PDF formal
01/22/2016-ANNUAL REPORT View image in PDF formal
06/2412015-ANNUAL REPORT View image in PDF formal
04,17/2014-ANNUAL REPORT View image in PDF formal
03/20/2013-ANNUAL REPORT View image in PDF formal
08/16/2012-ANNUAL REPORT View image in PDF format
01/142011-ANNUAL REPORT View image in PDF formal
01/24/2010-ANNUAL REPORT View image in PDF formal
01/22/2000-ANNUAL REPORT View image in PDF formal
04/2512008-ANNUAL REPORT View image in PDF format
04/27/2007-ANNUAL REPORT View Image in PDF format
08/02/2006 Forman Profit View image in PDF format
http://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inq... 10/22/2018
Qualifications to Conduct a Review of the City's
Regulations and Processes Related to Private
Development Projects
MIAMI BEACH, FLORIDA
Table of Contents
1 .1 Cover Letter
1 .2 Response Certification, Questionnaire & Requirements 1
Affidavit
1 .3 Minimum Qualifications Requirements 8
2.1 Qualifications of Proposing Firm 11
2.2 Qualifications of Proposer Team 14
3.1 Approach and Methodology 23
3.2 Value-Added Services 33
Quafricatons for Evaluating the Private Development Process MIAMI BEACH. =LOR'DA
1 1 2 Response Certification, Questionnaire & Requirements
11 Affidavit
The completed Response Certification, Questionnaire & Requirements Affidavit is
provided on the following pages.
The following table provides the requested information for several projects demonstrating
that we meet the minimum eligibility requirements for this RFQ.
1. Supplemental Affidavit Responses.
In addition to the information provided on the form, we are providing the following
responses to specific disclosures and affirmations requested on the form:
Affidavit# Topic Response
2 Conflict of Interest No officer, director, agent, or immediate family member of the
Matrix Consulting Group is an employee of the City of Miami
Beach. Additionally, no City employee owns, directly or
indirectly, any portion of the Matrix Consulting group.
3 References Required References are provided in Section 1.3.
5 Vendor Campaign The individuals who have a controlling financial interest in the
Contributions Matrix Consulting Group are: Richard Brady, Alan
Pennington and Courtney Ramos. None of these individuals
have contributed to the campaign, directly or indirectly,of any
candidate who has been elected to the Office of Mayor or
City Commissioner for the City of Miami Beach.
6 Code of Business Ethics The Matrix Consulting Group agrees to adopt, as required in
the City of Miami Beach's Ordinance, the City of Miami
Beach Code of Ethics.
14 Financial Capacity The Matrix Consulting Group has requested Dun &
Bradstreet to provide to the City of Miami Beach a copy of the
Statement of Qualification Report for the firm.
Matrix Consulting Group Page 1
Soicdaton No: Solicitation Title:
2018-074-KB CONSULTING SERVICES FOR A REVIEW OF THE CITY'S REGULATIONS AND
PROCESSES RELATING TO PRIVATE DEVELOPMENT PROJECTS
Procurement Contact: Tel: Email:
Kristy Bada 305-673-7490 kristybada@miamibeachfl.gov
STATEMENTS OF QUALIFICATIONS CERTIFICATION,QUESTIONNAIRE&REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Response Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposals of certain solicitation and contractual requirements, and to collect necessary information from
Proposals in order that certain portions of responsiveness,responsibility and other determining factors and compliance
with requirements may be evaluated. This Statement of Qualifications Certification, Questionnaire and
Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed.
1. General Proposer Information.
FIRM NAME: Matrix Consulting Group,Ltd.
NO.OF YEARS IN BUSINESS:15 years(incorporated 1/1/03) NO.OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES: 18 FT,8 PT
OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS.Na
FIRM PRIMARY ADDRESS(HEADQUARTERS):201 San Antonio Circle,Suite 148
CITY:Mountain View
STATE:CA ZIP CODE:94040
TELEPHONE NO.: 6`0.858 0507
TOLL FREE NO.:nla
FAX NO.: 650 917.2310
FIRM LOCAL ADDRESS. Midwest Regional Office-101 Soulhpoinle Nye,Suite E
CITY: Edwadsille
STATE:IL ZIP CODE:62025
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Richard P.Brady
ACCOUNT REP TELEPHONE NO.: 650858.0507
ACCOUNT REP TOLL FREE NO..Na
ACCOUNT REP EMAIL:rbradvTdmaldxrc opt
FEDERAL TAX IDENTIFICATION NO.: 05-0545979
The City reserves the right to seek additional intonation from proposer or other source(s), induding but not limited to:any firm or principal
intimation,applicable licensure,resumes of relevant individuals,dient information,financial information,or any information the City deems
necessary to evaluate the capacity of the proposer to perform in accordance with contract requirements.
RFQ 201 6-0/4-KB 17
1. Veteran Owned Business.IssPPr oser daimi •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-omed 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 disdose,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 empoyee who owns,either directly or indirectly,an interest often(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 awns,either directly or indirectly,an interest of ten(10%)percent a more in the Proposer entity or any of
its affiliates
3. References S 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 solidtaton.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
Individual Name 8 Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided.
4, Suspension,Debarment orContract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had
a contract cancelled due to non-pGdamance by an a ublic sector agency?
I YES ® NO
SUBMITTAL REQUIREMENT: If answer to above is"YES,"Proposer shall submit a statement detailing the reasons that led to
action(s).
5. Vendor Campaign Contributions. 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,induding disquahficatlon of their Proposals,in the event of suchnon-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities(induding your sub-consultants)with a controlling
finandal interest as defined in solidtation.For each individual or entity with a controlling finandal 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 a City Commissioner fa the City of Miami Beach.
6. Code of Business Ethics.Pursuant to City Resolution No.2000-23879,each person a entity that seeks to do business with the
City shall adopt a Code of Business Ethics("Code)and submit that Code to the Department of Procurement Management with its
proposal/response a within five(5)days upon receipt of request.The Code shall,at a minimae,require the Proposer,to comply
with all applicable governmental rules and regulations inducting,among others,the candid of intereg,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 ordnance,the City of Miami Beach Code of Ethics,
available at www.miamibeachfi.aov/oroarementlsaoll.asox?id=79113
7. Living Wage.Pursuant to Section 2-408 of the Miami Beach City Code,as same may be amended from time to time,Proposers
shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below:
Commenting with City fiscal year 2012-13(October 1,2012),the hourly living rate will be$11.28Rhr.with
health benefits,and$12.92/hr.without benefits.
The living wage rate and health care benefits rate may,by Resolution of the City Canmission be indexed annually for inflation using
the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft.Lauderdale,issued by the U.S.Department of Labor's Bureau
of Labor Statistics.Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City
RFQ 2018-0/4-KB 18
may also, by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound
to implement same(in a particular year).
Proposers'failure to comply with this provision shall be deemed a material breach under this proposal,under which the City may,
at its sole option,immediately deem said Proposer as non-responsive,and may further subject Proposer to additional penalties and
fines,as provided in the Citys Living Wage Ordinance,as amended.Further information on the Living Wage requirement is available
at waw.miamibeachfl.00v/proaremenbscroll.aspx?id=79113
SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees
to the living wage requirement.
8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited
contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide'Equal Benefits'to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United
States,but outside of the City of Miami Beach limits,who are directly performing work on the contract within the City of Miami Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
X YES NO
B. Does your company provide a offer access to any benefits to employees with(same or opposite sex)domestic partners'or
to domestic partners of employees?
X YES NO
C. Please check all benefits that apply to your answers above and list in the"other"section any additional benefits not already
specified. Note: some benefits are provided to employees because they have a spouse a domestic partner, such as
bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health x x
Sick Leave x x
Family Medical Leave x x
Bereavement Leave x x
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 derision is final. Further information on the Equal Benefits
requirement is available at waw.miamibeachfl.gov/procurement/scroll.aspx?id=79113
9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted a as amended frau 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,proposa(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 a repair of a public building a public work;may not submit proposals,
proposals,or replies on leases of real property to a public entity;may not be awarded or pedomi 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 ins.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 carted with a business unless the
RFC) 2018-074-KB 19
business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,induding 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 REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees
it is and shall remain in lull compliance with Resolution 2016-29375.
12. Fair Chance Requirement.Pursuant to Section 2-376 of the City Code,the City shall not enter into any contact resulting from a
competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies,
practices,and standards that are consistent with the City's Fair Chance Ordinance,set 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 aiminal 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 hither agrees that any
breach of the representations made herein shall constitute a material breach of contact, and shall entitle the City to the
immediate termination for cause of the agreement,in addition to any damages that may be available at law 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 Initial to Confine Initial toConfirm
Receipt Receipt Receipt
RPB Addendum 1 Addendum 6 Addendum 11
RPB Addendum 2 Addendum 7 Addendum 12
RPB Addendum 3 Addendum 8 Addendum 13
RPB Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
If additional confirmation of addendum is required,submit under separate cover.
14. Financial Capacity.Each proposer shall arrange for Dun 8 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 SOR directly from Dun
8 Bradstreet.The cost of the preparation of the SQR shall be the responsibility of the Proposer.Proposers are responsible for the
accuracy of the information contained in its SOR.It is highly recommended that each proposer review the information contained in
its SOR for accuracy prior to submittal to the City and as eat/as possible in the solicitation process. For assistance with any
portion of the SQR submittal process,contact Dun 8 Bradstreet at 800-424-2495.
SUBMITTAL REQUIREMENT: The Proposer shall request the SQR report from D8B at:
https:Ilsuppliemortal.dnb.comlwebapplwcslstoreslservleUSupolierPOrtal?storeld=11696
RFQ 20180/4-KB 20
DISCLOSURE AND DISCLAIMER SECTION
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach(the"City)for the recipient's convenience.
Any action taken by the City in response to Statement of Qualificatias made pursuant to this solicitation,or in making any award,or in failing
or refusing to make any award pursuant to such Statement of Qualifications,a in cancelling awards, or in withdrawing or cancelling this
solicitation,either before or after issuance of an award,shall be without any liability a obligation on the pad of the City.
In its sole discretion,the City may withdraw the solicitation either before a after receiving Statement of Qualifications,may accept or reject
Statement of Qualifications,and may accept Statement of Quaffications which deviates frau the solicitation,as it deems appropriate and in
its best interest.In its sole disaefion,the City may determine the qualifications and acceptability of any party or parties submitting Statement
of Qualifications in response to this solicitation.
Following submission of Statement of Qualifications,the applicant agrees to deliver such further details,information and assurances,including
finandal and disclosure data,relating to the Statement of Qualifications and the applicant induQng,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 anverience of prospective Proposals. It is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete.The City does not protide 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 redpient's own risk.Proposals should
rely exclusively on their own investigations,interpretations,and aretyses.The solicitation is being provided by the City without any warranty
or representation,express or implied,as to its content,its accuracy,or its completeness.No warranty or representation is made by the City
or its agents that any Statement of Qualifications conforming to these requirements will be selected for consideration,negotiation,or approval.
The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be
made.My recipient of this solicitation who responds hereto filly admowledges al the provisions of this Disclosure and Disclaimer,is totally
relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.My Statement of Qualifications submitted to the City
pursuant to this solicitation are suthnitted at the sole risk and responsibility of the party submitting such Statement of Qualifications.
This solicitation is made subjed to correction of errors,omissions,or withdrawal from the market without notice.Information is for guidance
only,and does not constitute all or any part of an agreement
The City and alt Proposals will be bound only as,if and when a Statement of Qualifications,as same may be modified,and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties.My response to this solicitation may be accepted a rejected by the City for any reason, or for no
reason,without any resultant liability to the City.
The City is governed by the Government-in-the-Sunshine Law,and all Statement of Qualifications and supporting documents shall be subject
to disclosure as required by such law.All Statement of Qualifications shall be submitted in sealed proposal form and shall remain confidential
to the extent permitted by Florida Statutes,until the date and time selected for opening the responses.At that time,all documents received
by the City shall become public records.
Proposals are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Statement of
Qualifications,the Proposer admowledges and agrees thatthe City has the right to make any inquiry or investigation it deems appropriate to
substantiate a supplement information contained in the Statement of Qualifications, and authorizes the release to the City of any and all
information sought in such inquiry or investigation.Each Proposer certifies that the information contained in the Statement of Qualifications is
true,accurate and complete,to the best of its knowledge,information,and belief.
Notwithstanding the foregoing or anything contained in the solicitation,all Proposals agree that in the event of a final unappealable judgment
by a court of competent jurisdiction which imposes on the City any laality arising out of this solicitation,or any response thereto,or any adion
or inaction by the City with respect thereto,such liability shall be limited to 510,000.00 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 Disdosae and Disclaimer and the balance of the solicitation,it is understood that
the provisions of this Disclosure and Disdaimer shall always govern.The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
RFQ 2018-0/4-KB 21
PROPOSER CERTIFICATION
I hereby certify that: I, as an authorized agent of the Proposer , am submitting the following information as my firm's
proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto,and
The Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and conditions
contained in the solidtation, 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, indusive of the
Statement of Qualifications Certification,Questionnaire and Requirements Affidavit are true and accurate.
I Name of Proposers Auaoraed Representative: .. Tiled Proposer Is Autisadled Representative:
Courtney Ramos Vice President
'. Siigrolureal Proposers Autha¢ed Representative: I Date:
1,t .. — 3-2-18
State of FLORIDA ) On this_day of ,20_,personally
) appeared before me who
County of ) stated that (s)he is the
of , a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. Before me:
Notary Public for the State of Florida
My Commission Expires: .
A nom oat Fear Am salYna MseMOM1 mils Moro ieneb u no pdtru•1100.10101.
- cw loMichof____ shot Soo toor_Wis.Kama salary anus asnY.
DM ol cora 54.(1-4- Clore ii1
on c i/oV2od.r him ay. .ben nib S.kor gatary Path
(ort awn bort arm owl livid r ear)
..—& .J Cyor:rtneir eld"fse in
dro nog u ins n na
me b aro
. rrry opera la by r daneasl eke MM.*inW amid iv the shin:MbInr me riwwdpld to a m[wMa11ry woad IS or In .
Malsnlr, lt,un iced caoalytes).ars by pudiraheY d.., (a)ro r erbuetantr
proo(s).at r entity upon Slur a No die peraonla)atbd.enecMetl the innuneoll
row rrr PENALTY OF P6ulrm attar ba of the nee a Collin rt No wgrp
MOW awe and Drat
DENNIS- SU
ass RI how�aarrlert :.F'is awry •Public-Cel.fonia
`fa' ante CCounty
Wan
I -x,_l
I ���p�r Commissions24
4�- _ tsteB My Comm.Expires FebEeb q,30RE
...rent Now%Public)
RFQ 2018-074-KB 22
Ouaificat.ons ter Eva-uat ng the Private Development Process MIAMI BEACH. FLOR'.DA
11 .3 Minimum Qualifications Requirements
The Matrix Consulting Group has conducted dozens of business process reviews,
regulatory analysis, and related consulting services related to municipal regulations and
processes for private development in the last decade.
1. Firm References Demonstrating Qualifications.
The following project references outline comparable studies completed by the firm.
Details on Prior Related Studies
Kissimmee, Florida The project team evaluated the entire development review and
permitting function performed by the Community Development
Management Study of the Department and the development of a new fee structure for all permit
Development Review Process types. A key focus of the study was on improving customer service
and Development of New Fee through defining service levels, standardizing processes utilized,
Structure employing technology, and increased customer education. The study
included the conduct of both individual interviews and focus groups with
Project Cost: $65,000 customers to fully understand their perceptions related to services
Project Timeframe: April 2013— provided by the City. Recommendations included alternative staffing
April2014 plans, increased technology utilization, establishment of review time
standards, and increased public education (through handouts and
Doug Etheredge, Asst. Director educational materials regarding the development process).
101 Church St., Suite 110 Additionally, we developed a new fee structure for the City. The
Kissimmee, FL 34741 Management/Process Evaluation Study was completed and presented
407.518.2142 to the Kissimmee City Council in April 2014. The fee study component
DFTHFRFDPkissimmee.org concluded with a presentation to the City Council in April 2015.
ToHo Water Authority, Florida The Matrix Consulting Group was engaged to provide a comprehensive
and objective assessment of the private development and inspection
Management Study of the process for the ToHo Water Authority. Areas of inquiry included:service
Private Development Review delivery approaches including a comparison of policies,procedures and
and Inspections Process operational practices against peer utilities, customer service levels,
service delivery to developers, evaluation of development standards,
Project Cost: $58,500 staffing analysis and qualifications of positions, and technology
Project Timeframe: 8/15-2/16 assessment. Key recommendations included: enhanced internal
coordination to eliminate disconnects between plan reviewers and
Mike Sweeney, Deputy Director inspectors and modifications to job requirements, improving handling of
ToHo Water Authority record drawings at project conclusion, increased education materials to
951 Martin Luther King Blvd clearly communicate development requirements to applicants,
Kissimmee, FL 34741 implementation of plan review performance targets, and implementation
407-944-5129 of plan review and permitting software. We have recently been hired to
tnsweenev@tohowater.com conduct a follow-up assessment to evaluate how effectively the
Authority has implemented recommendations.
Matrix Consulting Group Page 8
Op,ai icatons lar Evel: aling the Prvale Development Process MIAMI BEACH. FLORIDA
Sunrise, Florida The Matrix Consulting Group conducted an evaluation in 2009 of the
City's development review and permitting processes. The focus was
Service Delivery Improvement on developing more responsive customer service and improving the
Study for the Building, Planning quality of services provided.This was accomplished through extensive
and Development Departments review of the existing business processes and development of
alternative processes. Recommendation included process changes,
Project Cost: $55,000(2009 staffing reallocations,technology enhancements,and establishment of
Study); $15,500(2012) performance targets. Following our issuance of the report, the City
implemented many changes to improve their development review
Project Timeframe: 2009-4 processes principally in the planning area. We completed a follow-up
months; 2012—2 months study in 2012 to assess why progress in improving the processes was
not being made as quickly in the Building Division as it was in other
Richard Salomon divisions. The project team provided additional recommendations for
City Manager process and procedure improvements and identified organizational
10770 West Oakland Park Blvd. barriers. Both of these studies included outreach and discussions with
Sunrise, FL 33351 prior customers. This project is relevant to the services requested by
954.746.3430 the City of Aurora as it included extensive process analysis of existing
RSalamon@sunrise8.00v procedures, the interaction between multiple departments and
divisions,and included a significant evaluation of technology utilization.
DeKalb County,Georgia The Matrix Consulting Group was retained to provide management and
business process consulting services as part of the County's Permitting
Permitting Improvement Project Improvement project. This included a comprehensive assessment of
development review activities covering Planning, Building, Public
Project Cost: $285,275 Works, Watershed (Utilities), Fire, and other functions. Key
Project Timeframe: October recommendations developed and results implemented include:
2013—December 2014 consolidation of functions into a comprehensive one-stop shop under
the direction of a Development Administrator; implementation of a
Luz Borrero, Deputy COO concurrent review processes(following detailed workflow diagramming);
The Maloof Center, 6th Floor establishment of service level agreement review targets for all major
1300 Commerce Drive application types along with monthly reports and reporting process;
Decatur, GA 30030 drafting of a development manual for the County;creation of a template
404.371-2562 for a code interpretation manual; evaluation of fees and recommended
lborrero@dekalbcountvga.9QY— fee increases; and enhanced public information / education materials
including website redesign. Many other recommendations were also
provided including other staffing realignments and changes. We
evaluated and developed a software functionality matrix for use in
determining which software to select.This project is particularly relevant
to this engagement as we developed new development process (after
documenting existing processes) and assisted staff in the
implementation of these new processes. Additionally, we developed a
software functionality matrix based upon process needs that was utilized
as part of the decision-making process to evaluate development review
software alternatives and make a software selection.
Matrix Consulting Group Page 9
GuafficaLons for Evalsat ng the Pr vale Development Process MIAMI BEACH. FLORIDA
Manatee County, Florida The scope of this study included the range and extent of services
provided by the Planning, Building, Public Works and related
Assessment of the Development departments relative to the development review processes. The Matrix
Review Process Consulting Group made a number of recommendations such as
deployment of the automated permit information system in Planning
Project Cost: $124,500 and Engineering, acquire and utilize wireless software features and
Project Timeframe: 2009-9 capabilities,establishing cycle time objectives for planning and building
months. permit plan checking, increase the number of building permits issued
over-the-counter, develop a plan to expand the provision of selected
Dan Schlandt, Deputy County building permits on-line, the land development code should be
Administrator comprehensively updated,planners should function as case managers
1112 Manatee Avenue West for the processing of planning permits, etc. While the primary focus of
Bradenton, FL 34202 evaluation was on Planning and Building functions, an assessment of
941.745.3732 the role of Fire, Public Works and Engineering processes were also
Dan schlandt(mvmanatee.org included.
We would be happy to provide additional references or information on any prior studies
conducted by the firm.
Matrix Consult ng Group Page 10
Quakfications for Evaluating the Private Development Process MlA1,11 BEACH. FLORIDA
12.1 Qualifications of Proposing Firm
This section of our qualifications response provides background information on the Matrix
Consulting Group and specific experience related to the firm conducting similar scope of
services.
1. Background on the Matrix Consulting Group
The Matrix Consulting Group specializes in providing analytical services to local
governments, to assist them in providing highly responsive, efficient, and effective
services to their residents. Our market and service focus is financial, management,
staffing and operations analysis of local government. Our firm's history and composition
are summarized below:
• We were founded in 2002. However, the principals and senior staff of our firm have
worked together in this and other consulting organizations as one team for
between 10 and 30 years.
• Our only market and service focus is management, staffing and operations
analysis of local government.
• Since our founding we have worked with hundreds of municipalities and counties,
conducting management studies of their operations and recommending
improvements.
• Our firm maintains offices in Mountain View and Irvine, California (where we are
incorporated); Portland, Oregon; Illinois (St. Louis Metropolitan area);
Massachusetts (Boston metro); Charlotte, North Carolina; and Texas (Dallas
Metro). It should also be noted that we are also incorporated in Florida.
• We have 18 full time and 8 part time staff.
We are proud of our service philosophy based on detailed analysis, as well as our
customized strategy and partnership with our clients. This has resulted in high levels of
implementation of our project recommendations — exceeding 85%.
The following table provides some additional general demographic and contact
information on our firm.
Matrix Consulting Group Page 11
Qualifications for Evaluating the Private Development Process .MlA,btl BEACH. FLOR.DA
Location/Mailing Address 201 San Antonio Circle, Suite 148
for Corporate Headquarters Mountain View, CA 94040
650.858.0507 (voice) 650.917.2310(fax)
Corporate Contact Richard P. Brady, President
650.858-0507
thracivarnatrimpael
Services Provided Management, organizational, shared-services, staffing and
operational (efficiency and effectiveness) analysis for public sector
entities across the various functions, including:
Administration (HR, Finance, IT, etc.)
Business Process Documentation
Community Development
Finance studies, including user fee analysis
Fire and Emergency Medical Services
Law Enforcement(police, corrections, courts)
Organizational Structure Analysis
Parks, Recreation and Community Services
Public Works and Utilities
More detailed information regarding our experience, qualifications, and approach to
providing services is contained in the following sections of our proposal.
2. Firm Experience and Qualifications.
Our firm has extensive experience conducting development review studies, both as part
of city-wide organizational studies evaluating all departments, and in dedicated studies
focused entirely on the development review functions. The following table outlines our
recent experience evaluating development review activities as stand-alone studies.
Arlington, Virginia Greenville, South Carolina Niles, Illinois
Blacksburg, Virginia Gresham, Oregon Oceanside, California
Boston, Massachusetts Gwinnett County, Georgia Redlands, California
Burlington, Vermont Hanover County, Virginia San Francisco, California
Coral Gables, Florida Hilton Head Island, SC San Jose, California
Culver City, California Johnson City, Tennessee San Mateo, California
Cupertino, California Kissimmee, Florida Santa Monica, California
DeKalb County, GA Lake Oswego, Oregon Springfield, Massachusetts
Des Moines,Washington Lawrence, Kansas Sunrise, Florida
Downey, California Lee's Summit, Missouri ToHo Water Authority, Florida
East Point, Georgia Los Angeles, California West Palm Beach, Florida
Flower Mound, Texas Manatee County, Florida Westminster, Colorado
In addition, the following table outlines our experience evaluating development review
functions as part of an organization-wide study:
Matrix Consulting Group Page 12
Quainications 'or Evaluating the Private Development Process MIAMI BEACH. FLORIDA
Albuquerque, New Mexico Matanuska Borough, Alaska Raymore, Missouri
Augusta, Georgia Monroe County, Michigan Roseville, California
Barstow, California Monrovia, California San Clemente, California
Brattleboro, Vermont Montpelier, Vermont San Rafael, California
Deltone, Florida Orland Park, Illinois Spokane, Washington
Franklin Township, NJ Orleans, Massachusetts Sunnyvale, California
Fort Morgan, Colorado Orling, Washington Tinley Park, Illinois
Goodyear, Arizona Portsmouth, New Hampshire Waltham, Massachusetts
Greenbelt, Maryland Rancho Mirage, California Wayland, Massachusetts
Johnson County, Kansas Rancho Palos Verdes, California West Covina, California
While specific project references and contact information for several relevant projects
were provided in our response in Tab 1, we would be happy to provide additional detail
and contact information regarding any of these prior projects. All of these involved the
evaluation of various development review private development processes, technology
use, stakeholder input, and fee reviews.
Our prior experience in conducting evaluations of private development processes
included components that included the assessment of the role of historic preservation
and sustainability in municipal processes. Recent specific projects that included these
assessments included: Blacksburg (VA), Coral Gables (FL), East Point (GA), Greenville
(SC), and Westminster (CO).
We have also worked with numerous communities in assessing their permitting processes
related to achieving efficient and expedited processes for solar permitting (as part of our
general permitting evaluation) — most specifically in California; but also in other
communities, such as Burlington (VT), who were attempting to achieve SolSmart
designation (www.solsmart.org) for reducing time and costs for solar permitting
processes.
Matrix Consulting Group Page 13
Qualifications or Evaluat'ng the Private Development Process MIAMI BEACH. FLORIDA
12.2 Qualifications of Proposer Team
Our project team is composed of individuals with extensive experience conducting similar
evaluations of the private development process. Our project manager leads our General
Consulting Practice and has conducted dozens of similar engagements. The organization
of our team is shown in the following organizational chart:
r r I r I
4-7.71 x 7 -",9�ya t`= 1. a
..d r..,.d..�.. 4 •
.`,
The following table provides biographical summaries for the proposed project team.
Summary of Project Team Qualifications
Alan Pennington Mr. Pennington is a Vice President with the Matrix Consulting Group and is based
Vice President in our Illinois (St. Louis area) office. He has over 15 years of experience as a
public-sector manager including posttions of Assistant City Manager, Assistant
Project Manager Human Resources Director and Labor Relations Manager.
He has experiencing conducting reviews of development processes for
Albuquerque(NM), Blacksburg(VA), Boston(MA), Burlington(VT),Coral Gables
(FL), Cupertino (CA), DeKalb County (GA), Des Moines (WA), Downey (CA),
East Point (GA), Fort Morgan (CO), Franklin Township (NJ), Greenville (SC),
Gwinnett County (GA), Hanover County(VA), Hilton Head Island (SC), Johnson
City(TN), Kissimmee(FL),Lawrence(KS), Lee's Summit(MO), Manatee County
(FL), Niles (IL), Orland Park (IL), Peoria County (IL), Raymore (MO), Rancho
Mirage (CA), Rancho Palos Verdes (CA), Redlands (CA), Roseville (CA), San
Jose(CA), Sunrise (FL),Tinley Park(IL),ToHo Water Authority(FL), West Palm
Beach (FL), and Westminster (CO). He has led private development review
projects that included assessments of the processes impact on further goals of
historic preservation and sustainability.
Mr. Pennington is a member of the following professional associations: ICMA, APA,
ICC,and ALGA. Mr. Pennington hasa BA(Public Management)and an MPA from
the University of Maine.
Matrix Cons'.iltiing Group Pare 14
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
Jocelyn Mathlasen Ms. Mathiasen is a Manager with Matrix Consulting Group and brings over 15
Manager years of consulting and public sector experience. She served as Director of
Permitting and Land Use for Milford, Connecticut.
Project Analyst
Recent clients involving review of development review functions include:
Blacksburg (VA), Boston (MA), Burlington (VT), DeKalb County (GA), Downey
(CA), East Point (GA), Kissimmee (FL), Los Angeles (CA), Redlands (CA),
ToHo Water Authority (FL), and Westminster(CO).
She received a Master of Public Policy from Harvard University and a BA in
Government from Oberlin College.
Aaron C. Beggarly, Mr. Beggarly is a Manager with the Matrix Consulting Group and is pad of our
AICP General Consulting and Public Safety Divisions. Mr. Beggarly has extensive
Manager experience in organizational, operational, and planning studies for local, state
and national agencies. Mr. Beggarly most recently worked for the City of
Stillwater, OK and another consulting firm prior to coming to Matrix Consulting
Group.
Mr. Beggarly has a performed a wide array of analysis for public sector clients.
Recent clients involving inspectional service evaluations include: Blacksburg
(VA), Boston (MA), Burlington (VT), Downey (CA), East Point (GA), and Tinley
Park (IL), Analytical skills include data and workload analysis, needs
assessments, visioning, organizational and staffing studies, best management
practices and master planning.
Mr. Beggarly has a BS in Community and Regional Planning from Appalachian
State University.
Khushboo Hussain Ms. Hussain is a Manager with the firm based in our Mountain View
Manager Headquarters. Ms. Hussain has been a part of our Financial Services Division
for more than five years and has also been a member of our management
Project Analyst studies practice over the last three years.
Ms. Hussain's experience evaluating operational and organizational issues
include the following representative clients: Irvine, Los Angeles, Los Angeles
County, Riverside, San Clemente and Sunnyvale (CA), Austin (TX), DeKalb
County (GA). Ms. Hussain recently conducted the San Clemente (CA) Code
Enforcement Study. Most recently, Ms. Hussain has lead or assisted with
financial management studies for the following jurisdictions: Maui County (HI),
Livermore, Vacaville, Fairfield, Long Beach, Pasadena, San Bernardino
County, Suisun,and Winters(CA)as well as the Contra Costa County Sanitary
District; Ft. Lauderdale and Kissimmee(FL);Asheville, (NC) Austin and Dallas
(TX).
Ms. Hussain received her B.A. and M.A. in International Economics from
University of California, San Diego.
Matrix Consulting Group Page 15
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
David Lee Branch David Lee Branch, a Senior Consultant Mr. Branch is a Consultant with the
Senior Consultant Matrix Consulting Group. Prior to joining the Matrix Consulting Group, he
completed internships with Riverside (CA) Planning Division and the public
Project Analyst policy department of the Los Angeles Area Chamber of Commerce. He is an
alumnus of the Teach for America St. Louis Corps.
Mr. Branch's permitting experience includes: Redlands (CA), Kissimmee (FL),
Coral Gables(FL),Toho Water Authority(FL),Los Angeles(CA),DeKalb County
(GA),Albany(NY), Flower Mound (TX),and Westminster(CO).
Mr. Branch received his B.S. in Public Policy and Planning from USC, and his
Masters from the University of Missouri—St. Louis.
Jennifer Savage,AICP Jennifer Savage is a Consultant with the Matrix Consulting Group in our
General Consultant Division. She has over 12 years of municipal planning
Consultant experience and two years consulting experience. She specializes in public
Project Analyst administration and community development services and is dedicated to
improving local government administration.
Ms. Savage has her BA in Economics and Environmental Studies from
University of California,Santa Cruz;and her MBA In Finance from Notre Dame
de Namur University. Ms. Savage is an AICP Certified Planner with a
Transportation Advanced Specialty Certification.
Resumes for each member of the project team are provided on the following pages.
Matrix Consulting Group Page 16
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
ALAN D.PENNINGTON
VICE PRESIDENT,MATRIX CONSULTING GROUP
Background:Alan Pennington is a Vice President with the Matrix Consulting Group and leads our
General Consulting Practice. He has been employed by the Matrix Consulting Group since 2005. Prior
to that he served for over 15 years in public sector positions in Maine and Illinois. He served in Peoria,
Illinois (from 1992 to 2005), in various positions including Assistant City Manager,Assistant Human
Resources Director, and Labor Relations Manager. Mr.Pennington has conducted operational studies
and analysis, budget preparation, implementation of performance measurement systems,direct
supervision of an emergency communications center,equal opportunity unit and a labor negotiator. Mr.
Pennington is trained in Six Sigma.
Community Development(Planning, Building,Code Enforcement):Evaluated the development
review and permitting processes. Conducted assessment of staffing, operations, process mapping,
technology utilization, performance level assessment, and customer service.
Blacksburg, Virginia Kissimmee, Florida
Burlington,Vermont Lawrence, Kansas
Coral Gables, Florida Lee's Summit, Missouri
Cupertino, California Little Rock,Arkansas
Dayton, Ohio Manatee County, Florida
DeKalb County, Georgia Marion County,Oregon
Des Moines,Washington Niles, Illinois
Downey, California Redlands, California
East Point, Georgia San Jose, California
Greenville, South Carolina Springfield, Massachusetts
Gwinnett County,Georgia Sunrise, Florida(two studies)
Hanover County,Virginia ToHo Water Authority, Florida
Hilton Head Island, South Carolina West Palm Beach, Florida
Johnson City,Tennessee Westminster, Colorado
Administrative Services: Conducted studies of administrative support services including Human
Resources, Finances, Procurement, and City Clerk. Study scope of work included performance
measurement,customer service(internal and external),technology utilization, staffing evaluations,
policy and procedure review, and comparison to best management practices.
Avon (CT)- HR, Finance, Maintenance Peoria County(IL)- HR, Procurement, Finance
Carroll County(NH)—Human Resources Portsmouth(NH)- Labor Relations,Overtime
Charlotte(NC) - Procurement Riverside(CA)-Finance
CPS Consultants(CA)—Organizational, HR Riverside(CA)—Human Resources
Highland Park(IL)—HR Rockingham County(NH)—Human Resources
Ketchikan (AK)—HR Division Assessment Salt Lake City(UT) - Human Resources
Los Angeles (CA)—Payroll Santa Clara Valley Water(CA)—Procurement
Irvine(CA)—Administrative Services incl. HR Seattle City Light(WA)—Worker's Compensation
Imperial Irrigation District(El Centro, CA)—HR Springfield (MA)-City Clerk
Madison Area Technical College- HR Springfield (MA)-Finance, Procurement
Marshall University(WV) - Procurement Sunnyvale (CA)—Finance, Procurement
Matanuska(AK)-School Site Selection University of Maryland University College-HR
Missouri Department of Conservation - HR VTPO(FL)—Human Resources Program Study
West Virginia University(WV)-Procurement
Matrbc Consulting Grout Page 17
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
ALAN D.PENNINGTON
VICE PRESIDENT, MATRIX CONSULTING GROUP
Agency-Wide Studies: Participated on project teams conducting evaluations of entire city
organizations. Work scope included evaluation of service levels and policies and procedures, staffing
levels,evaluation of spans of control, and reviewing alternatives options for overall organizational
structure.
Corporation for Public Broadcasting, Wash., D.C. Peoria County, Illinois
DeKalb County,Georgia Rancho Mirage, California
Fort Morgan, Colorado Rancho Palos Verdes, California
Franklin Township, New Jersey Raymore, Missouri
Half Moon Bay, California Roseville, California
Johnson County, Kansas South Coast Water District, California
Montpelier,Vermont Tinley Park, Illinois
Mt. Lebanon, Pennsylvania University at Albany-SUNY
Orland Park, Illinois Washington State Ferries
Public Works and Utilities:Conducted studies of full service public works departments including
maintenance, fleet,traffic, engineering, and roads. Studies have focused on evaluation of maintenance
management, crew sizes and staff utilization,technology, organizational structure,standard operating
procedures, levels of performance management, and feasibility of shares services with neighboring
governmental units.
Alexandria, Virginia Nashville-Davidson County,Tennessee
Charleston County, South Carolina Orleans, Massachusetts
Franklin, Tennessee(WatermVastewater) Rock County,Wisconsin
Franklin, Tennessee(Fleet Management) Washington County, New York
Milwaukee,Wisconsin White Plains, New York
Parks and Recreation: Evaluated parks and recreational functions including scope of services
provided, utilization of facilities, public-private partnerships,preventive maintenance and long-range
planning,and technology utilization.
Elmhurst Park District, IL Orleans, Massachusetts
Grand Rapids, Michigan Seattle,Washington
Los Angeles, California Southlake,Texas
PROFESSIONAL ASSOCIATIONS:
Association of Local Government Auditors(ALGA)
American Planning Association (APA)
International Code Council (ICC)
International City-County Management Association(ICMA)
EDUCATION:
BA, University of Maine—Public Management; 1990.
MPA, University of Maine—Public Administration, 1992.
Matrix Consulting Group Page 18
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
JOCELYN MATHIASEN
MANAGER,MATRIX CONSULTING GROUP
Background: Professional manager with the ability to lead complex projects and programs, strong
written and oral communications skills, and a commitment to excellence. Experience working with local
governments, businesses,development banks, and non-profits in the US and abroad.
Permitting and Use: As department director, led the reform of the Department of Permitting and Land
Use for the City of Milford, Connecticut, transforming the agency into one focused on customer service
and efficiency. Consolidated planning, wetlands,floodplain management, and building review
processes to reduce duplication of time and effort,cross-trained clerical staff, and developed improved
educational materials and website information to reduce confusion on the part of applicants.
Implemented on-line permitting for all projects. Established electronic field inspections so that
inspectors could enter results into a tablet computer on-site.
Working for the Capitol Region Council of Governments, led a consortium of ten municipalities in the
development of a regional permitting software program that could be used for on-line applications as
well as back-office management of the permit review process across multiple disciplines, including
health and fire as well as traditional land use agencies. Worked directly with IT directors and building
officials from municipalities to ensure that the system met their needs and that concerns were
addressed. Led creation of the web site www viewmyoermitctorg as a portal through which permit
applicants could apply,pay for, and receive permits from numerous cities.
Service Delivery: Managed several initiatives to streamline and simplify service delivery to citizens
and businesses seeking to do business with municipal government. In Bellevue,Washington led an
initiative to organize and implement"Service First,"combining multiple front-line services to simplify
and streamline citizens'interactions with the city. Worked with all town departments to identify and
address concerns related to the relocation of city operations from multiple locations to a single new
downtown Civic Center.
Community Development(Planning, Building,Code Enforcement): Evaluated the development
review and permitting processes. Conducted assessment of staffing, operations, process mapping,
technology utilization, performance level assessment, and customer service.
Blacksburg,Virginia Kissimmee, Florida
Boston, Massachusetts Los Angeles, California
Burlington, Vermont Niles, Illinois
DeKalb County, Georgia Redlands, California
Downey, California ToHo Water Authority, Florida
East Point,Georgia Westminster, Colorado
PUBLIC PRESENTATIONS
• Regional On-Line Permitting-New England Association of Regional Councils Conference, Bretton
Woods, NH—2009
• Municipal Shared Services in Connecticut—New England Association of Regional Councils,
Northampton, MA-2008
• From Chaos to Harmony: Reforming Development Services—Transforming Local Government
Conference, Sarasota, FL—2005
EDUCATION
Ms. Mathiasen received a BA in Government from Oberlin College in Oberlin, Ohio and a Master of
Public Policy from Harvard University in Cambridge, Massachusetts.
Matrix Consulting Group Page 19
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
AARON C.BAGGARLY,AICP
SENIOR CONSULTANT,MATRIX CONSULTING GROUP
Background:Aaron Baggarly is a Senior Consultant with the Matrix Consulting Group and is part of
our General Consulting and Public Safety Divisions. Mr. Baggarly has extensive experience in
organizational, operational, and planning studies for local, state and national agencies. Mr. Baggarly
most recently worked for the City of Stillwater,OK and another consulting firm prior to coming to Matrix
Consulting Group and provides a system-wide approach and understanding to each project. Mr.
Baggarly has over 5 years of consulting experience—two with the Matrix Consulting Group. Mr.
Baggarly has a performed a wide array of analysis for public sector clients. Analytical techniques
include data and workload analysis, needs assessments,visioning, organizational and staffing studies,
best management practices and master planning.
Community Development(Planning, Building, Code Enforcement): Evaluated the development
review, permitting, and service delivery processes of municipalities. Contributed to assessment of
staffing,operations, process mapping,technology utilization, performance level assessment, and
customer service.
Blacksburg NA)- Development Review Downey(CA)—Development Review
Boston (MA)—Inspectional Services East Point(GA)—Development Review
Burlington (VT)-Permitting Review Tinley Park(IL)—Orq/Development Review
Master Planning:Mr. Baggarly has performed a wide array of analysis and subsequent planning
studies for public sector clients. Worked with the public and employees to develop a system wide
approach to operational philosophy that has resulted in facility master plans to provide customer-
oriented services to the public. Work includes data collection and analysis, needs assessments, public
input sessions, and master plan development.
Berkeley County(SC)`-Government Master Plan Monroe County (PA)`-Court Master Plan
Benton County(OR)'-Government Master Plan North Carolina`-State Offices Master Plan
Broward County(FL)`-Courts Master Plan Pasco County (FL)'-Government Master Plan
Colorado'-State Capital Complex Master Plan Richland County(SC)'-Government Master Plan
Franklin County(PA)*-Government Master Plan Sunnyvale(CA)*-Government Master Plan
Jasper County(MO)*-Court Master Plan Wyoming"-State Capital Master Plan
Monroe County(FL)`-Government Master Plan 'Denotes work with previous firm
Professional Associations:
American Planning Association
American Institute of Certified Planners(AICP)
Education:
BS, Appalachian State University—Community and Regional Planning, minor in GIS; 2007
Matrix Consulting Group Page 20
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
KHUSHBOO HUSSAIN
MANAGER, MATRIX CONSULTING GROUP
Background: Khushboo Hussain is a Manager in our Mountain View, CA(Bay Area)office. She has
been employed by the Matrix Consulting Group since February 2012. Prior to joining the firm, she
worked for two years in the international relations and government industry. Ms. Hussain has
contributed to numerous studies in her time with the firm, primarily in financial services (cost plans and
user fee studies)with involvement in management studies and the public safety practice areas.
Management Services: Contributed to studies of management departments including Human
Resources, Finances, City Clerk, Community Development,Animal Services, etc. Study scope of work
included performance measurement,customer service(internal and external), technology utilization,
staffing evaluations, policy and procedure review, process analysis, and comparison to best
management practices.
Ashland (OR) Riverside(CA)
Bay Area Rapid Transit(BART) Sacramento County(CA)
Culver City(CA) San Clemente (CA)
DeKalb County(GA) Santa Monica(CA)
Greenbelt(MD) Seattle(WA)
Greene County(MO) Sunrise(FL)
Honolulu Board of Water Supply(HI) Tamales Village Community Services District(CA)
Irvine(CA) University of Maryland—University College (MD)
Los Angeles County(CA) Vacaville(CA)
Niles, (IL) World Logistics Center(CA)
Cost Allocation Plans and User Fee Studies: Ms. Hussain has assisted and participated in several
cost allocation and user fee studies.These studies determined the costs of providing local
government services utilizing activity based costing principles and led to recommendations that
generated significant additional revenues for local government clients.
Asheville(NC) Monterey Bay Unified Air Pollution Control District
Austin (TX) (CA)
Capitols(CA) Maui County(HI)
Central Contra Costa Sanitary District(CA) Pasadena(CA)
Cupertino(CA) Perris(CA)
Elk Grove(CA) Resources Conservation District of Santa Cruz
Fairfield (CA) County(CA)
Fresno (CA) San Bernardino(CA)
Ft. Lauderdale (FL) San Pablo(CA)
Huntington Park(CA) San Mateo(CA)
Kissimmee, (FL) Santee (CA)
Livermore (CA) Seal Beach(CA)
Long Beach(CA) Sonoma County(CA)
Madera(CA) Vacaville(CA)
Manhattan Beach (CA) Willits(CA)
Education
BA, University of California, San Diego—International Economics;2010
M.A, University of California, San Diego—International Affairs;2011
Matrix Consulting Group Page 21
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
DAVID LEE BRANCH
SENIOR CONSULTANT,MATRIX CONSULTING GROUP
Background: David Lee Branch is a Senior Consultant. He has been employed by the Matrix
Consulting Group since June 2013. Prior to joining the firm, he taught for two years in St. Louis through
the highly selective Teach for America post-graduate program. Mr. Branch has contributed to dozens of
studies in his time with the firm, in areas including fire and police services, human resources, public
works, code enforcement, purchasing/procurement, and development services.
Public Works&Community Development(Planning, Building,Code Enforcement): Evaluated the
development review, permitting, and service delivery processes of municipalities. Contributed to
assessment of staffing, operations, process mapping,technology utilization, performance level
assessment,and customer service.
Albany(NY)—Development Review Martin County(FL)—Utilities and Solid Waste
Coral Gables (FL)—Planning&Zoning Niles(IL)—Public Works
DeKalb County(GA)—Development Review Ogden (UT)—Fleet&Facilities
Elmhurst (IL)—Parks&Recreation Redlands(CA)—Planning&Permitting
Flower Mound(TX)—Code Enforcement Rock County(WI)—Public Works
Kissimmee (FL)—Development Review San Clemente(CA)—Public Works
Lake County(IL)—Public Works Schaumburg (IL)—Public Works
Los Angeles (CA)—Development Review Westminster(CO)—Planning& Permitting
Administrative Services: Contributed to studies of administrative support services including Human
Resources, Finances, Procurement, and City Clerk. Study scope of work included performance
measurement,customer service (internal and external),technology utilization, staffing evaluations,
policy and procedure review, and comparison to best management practices.
Cedar Rapids(IA)—Human Resources Peoria County(IL)—Countywide Org. Study
Charlotte(NC)—Aviation Procurement Rockingham County(NH)—General Org. Study
Elmhurst(IL) Parks District—Staffing Riverside(CA)—Human Resources
Lake County(IL)—Human Resources/Payroll Salt Lake County(UT) -General Org.Study
Marshall University(WV)—Purchasing Audit Springfield WSC(MA)—Human Resource
Montgomery College (MD)—General Org.Study Secretary of State(VT)—General Org. Study
Niles(IL) Public Library—General Org. Study
Public Safety: Contributed to the evaluation of Fire, Police, and EMS services.Analyzed call center,
dispatch, and human resources data,conducted stakeholder surveys, and performed comparative
research.
Anchorage(AK)-Fire Peachtree(GA)—911
Asheville(NC)—Police Portland (OR)—Police
Dinuba(CA)—Fire Sarpy County(NE)—911
Huntington Beach (CA)—Fire Snohomish County(WA)—911
La Quinta(CA)—Police Wadsworth (OH)—Police
Mat-Su County(AK)-911 Winter Garden (FL)—Fire
Education
BS, University of Southern California—Public Policy, Management, and Planning;2011
M.Ed., University of Missouri, St. Louis—Secondary Education; 2013
Matrix Consulting Group Page 22
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
13.1 Approach and Methodology
In this section of our proposal, we outline our approach to providing these management
consulting services, provide a suggested project work plan, and outline the requirements
and impacts on staff time during the engagement.
1. Our Management Studies Philosophy
Our market niche is based on providing detailed analysis through extensive data
collection, input and interaction with our clients. The cornerstone of our philosophy in
conducting organization and management studies is summarized in the following points:
• A principal of the firm is always involved in every aspect of each of our studies.
This includes interviews of staff, data collection, report writing, client meetings and
public presentations. For this project we would commit the Vice President of the
company who heads our development services practice. He would be actively
involved in every project task and managing the project team.
• Our projects are approached with a firm grounding in formal analytical
methodologies. Our clients receive detailed analysis of their specific issues. All
impacts are identified and analyzed in detail to ensure that recommendations are
implemented and that our clients (and the public they serve) can understand the
reasons for recommended changes. This is achieved by:
- Extensive input from City staff and from other stakeholders.
— Detailed data collection and analysis derived from primary sources.
— Extensive internal reviews of interim final and results.
- Detailed implementation plans.
This philosophy and approach has provided our clients with valuable assistance and
advice in dealing with important public policy issues. It also provides a high level of buy-
in from all affected stakeholders, as they have multiple opportunities for participation in
the study and have the opportunity to be apprised of our progress throughout the term of
the engagement. It has also resulted in very high levels of implementation of our
recommendations.
2. Protect Management and Controls
We believe very strongly in the science of our craft. As a result, we utilize formal project
management techniques in our studies. These techniques include:
• All project work activities are defined in advance and tied to each project team
member, deliverables, the schedule and the budget.
Matrix Consulting Group Page 23
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
• The project manager briefs each project team member on his/her roles and
expectations. This is accomplished in writing and in person.
• The project manager and lead analyst develop general and project specific data
collection plans and interview guides for all of our staff in each departmental
function.
• Internal (project team) and external (client) expectations and results are managed
on a weekly basis. Formal project schedules and accountability reporting
mechanisms are used to report progress.
• The project manager designs and personally reviews all interim and final products
before they are delivered to the client.
• We have frequent client review meetings to discuss the quality and direction of the
project through interim deliverables.
These project management approaches have resulted in all of our projects being
delivered at a high level of quality, on time and on budget.
3. Proposed Work Plan.
Our proposed approach to providing services to the City of Miami Beach is detailed in this
proposed work plan.
Task 1 Identify Key Issues and Develop a Profile of the Current Private
Development Process.
To realistically assess the private development process, it is important to attain a sense
of the direction that Miami Beach is headed, and the key issues that impact and shape its
service requirements. To develop this perspective, we plan to conduct a series of initial
interviews with the City's executives, Department Directors, and key staff. Subsequently,
we would interview all of the other staff in the departments involved in the private
development process. These initial interviews will provide an opportunity to identify and
isolate factors and constraints which impact current or near-term operations.
Following these initial interviews, we will complete the basic work steps defined below:
Develop an understanding and map key processing steps involved in the private development process.
Interview staff involved in the functions under review(at all levels of the organization), focusing on such
issues as:basic work responsibilities,workload and allocation of time on assigned duties, processes
linking divisions and departments involved in the process, and documenting staff attitudes toward key
strengths and weaknesses of the existing organization.
Matrix Consulting Group Page 24
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
Interview staff in other City functions that interact with the private development process(e.g.,
information technology,finance).
Develop a detailed description of service demand and workload trends relating to the private
development processes over the past several years.
Document current cycle times for the private development services process.
Document the current coordination mechanisms and procedures in place to coordinate the
development process among the different divisions and departments (e.g., Fire, Public Works)
Document major management and information systems available to support operations such as
_geographic information systems,permitting information systems, etc..
Document the policies and regulations utilized in the private development process.This would include
the development of an understanding of polices and regulations within the comprehensive plan and
zoning ordinance, the cost recovery policies of the City for the development review process, etc.
Document the staffing, revenue and expenditure trends for the past several years.
The project team would provide a detailed data collection listing to the City at the
beginning of the process to guide our comprehensive data collection activities. The types
of data that would collected would include: budgets, staffing allocations,job descriptions,
process diagrams (if they exist), workload data(covering both plan review and inspection
activities), fee schedules, etc.
Once these initial data collection activities have been completed, we will prepare a profile
describing the organization, operations, and workload patterns of the development
process for review with the City. This document serves as the "current state" analysis
against which any recommended changes are compared.
TASK RESULT
Profile of the processes, workloads, and staffing allocations for the private
development process.
Task 2 Conduct a Stakeholder Survey and Focus Group Meetings to
Assess Customer Satisfaction with the Development Services
Process.
To ensure that the project team has a good understanding of the customer's perspective
relative to the service levels provided by the City, we will conduct both a stakeholder
survey and focus groups with prior customers, to understand the key concerns impacting
satisfaction levels. This will also be utilized to identify suggestions from customers for
improvement opportunities.
Matrix Consulting Group Page 25
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
The online survey would be distributed to all prior clients of the City for the last several
years (assuming email address are available) and made available on the City's website
to gain a broad level of input. The survey would cover various issues including:
• Elicit attitudes toward clarify and understanding of the City of Miami Beach's
private development processes and requirements.
• Document attitudes toward the level and quality of services provided by the City.
• Document attitudes toward the overall commitment of the organization to
exceptional customer service philosophies.
• Determine attitudes toward the adequacy of resources available to employees to
accomplish their jobs and deliver services.
• Identify areas of inefficiency or difficulty in processing applications with the City.
• Document desired services, service levels or technologies desired by customers.
In addition to the online survey, the project team would conduct focus groups with prior
customers to elicit more detailed and specific information. While focus groups take more
time and effort than customer satisfaction surveys, the interactivity of a focus group
typically provides clearer feedback and enables the project team to follow-up on issues
identified in the survey. Each focus group would consist of twelve to fifteen individuals.
Individuals would be selected from prior recent clients of the City who have utilized the
private development process and cover all major stakeholder groups: developers, design
professionals, contractors, homeowners, etc.
Summaries of the stakeholder survey and focus groups would be developed to highlight
the key themes from the input efforts.
TASK RESULT
Summary of customer feedback from online survey and focus group meetings
Identifying key trends and Issues.
Task 3 Benchmark the City's Development Services Process against
Best Practices and Comparable Communities.
•
The purpose of this task is to evaluate the City's private development services process
against both industry best practices and the processes utilized by comparable
communities. This effort provides a comprehensive view and assessment of the existing
process and identifies improvement opportunities. In our experience analyzing these
Matrix Consulting Group Page 26
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
issues we have developed a number of"standards"of efficiency and effectiveness, which
can be used against most jurisdictions. Identify model cities for the best practice reviews,
that best balance development and preservation in the most streamlined and efficient
manner to identify model practices for adoption by the City of Miami Beach.
Once the City's development services practices, staffing, and service delivery approaches
have been documented in this best practice assessment,we will compare them to results
of previous tasks and, to the extent they exist, identify major deviations between the City
and these benchmarks. We will note whether the City is currently performing the best
practice or whether there is an opportunity for improvement. Each identified opportunity
for improvement will be analyzed and considered as a potential process
i mprovemenUrecommendation.
In addition, the project team will conduct a comparative benchmarking assessment to
compare the private development process for the City of Miami Beach against five to
seven comparable communities. We would work with the City to identify the comparable
communities based upon various demographic issues such as: population, workload,
regulatory environment, etc. The comparative effort will benchmark the City of Miami's
process, staffing allocation, workload, performance metrics, use of technology and other
key issues identified during the prior tasks.
TASK RESULT
Detailed best management practices and comparative assessment of the City's
private development process.
Task 4 Evaluate the Private Development Processes and Operational
Practices.
We will evaluate the private development processes to identify opportunities to streamline
and more proactively manage the processes. For recommended changes,we will provide
an updated process map showing the impact on the current practice. This will be
supplemented by the sampling of cases to determine the processing time for different
types of permits.
We will then evaluate these processes and operational practices from a number of
perspectives, such as the examples presented in the following table:
The effectiveness with which the City's automated permit information systems are utilized for permit,
plan check,and inspection services and opportunities to improve utilization.
The reasons for delay in the processing of permits based upon the sampling of cases. _
Matra Consulting Group Page 27
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
Evaluate the internal controls in the private development process(including fiscal controls)to ensure
integrity of the process and appropriate fiscal accounting and procedures.
Review the decisiveness and authority of the roles and responsibilities as authorized in the City of
Miami Beach Code and Florida Building Code. Evaluate authority levels and delegation of duties
between Charter requirements, legislative authority,and staff authority, roles and responsibilities to
ensure they are appropriate and most effective for service delivery and provision.
Examine the roles of each land use board, City Commission and staff to document how duties are
allocated, opportunities to streamline processes, and approaches to ensuring appropriate historic
preservation and neighborhood quality of rife.
The empowering of staff and/or a zoning administrator to approve minor permits.
The proportion of building permits processed over the counter and over the internet via electronic plan
checking, and whether the City utilizes a hierarchy that results in smaller plans being processed using
less complex processes than larger projects.
The extent to which the processing of discretionary permits are proactively managed based upon cycle
time goals.
The hand-offs between divisions and the potential to cross-train staff to reduce the number of
reviewers.
Evaluate the City of Miami Beach's fee schedule to determine if they are structured appropriately in
alignment with City Commission policy and identify recommendations if modifications are needed.
The permitted uses within the zoning ordinance and the regulatory philosophy reflected by the
ordinance including issues related to historic preservation and sustainability. Evaluate processes
related to historic properties and sustainability to ensure existing processes effectively safeguard these
areas.
The approaches to simplifying the private development processes(such as reducing the number of
divisions involved in the review of simpler building permits, using plan checking staff to provide zoning
clearance for simple permits such as pools, etc.).
The analysis of these issues needs to reflect the unique nature of the City and its service
desires and targets. Potential improvement opportunities will be discussed with staff and
the project steering committee.
In addition, during this task, we will evaluate the operational practices of the City related
to the private development processes. This would include evaluation of the permitting
center, the handouts and educational materials available to the public (both in the office
and on the City's website), public outreach, etc. We would evaluate the hand-off between
Matrix Consulting Group Page 28
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
TASK RESULT
Upon the completion of this task, we will summarize our recommendations in a
detailed issues list / preliminary recommendations report regarding process
improvements and operational changes.
Task 5 Evaluate Staff Utilization, Organizational Structure and Service
Levels.
This task involves an evaluation of staff utilization, work practices, and staffing
requirements for the City for those staff involved in the private development process. It
will include drawing on the results of previous tasks. We will address this issue by
employing several different approaches, such as those outlined below:
Evaluate opportunities to simplify or reduce staff workload. This analysis would focus on such issues as
the use of technology to reduce the workload of staff like the use of IVR integrated into the automated
permit information system for reducing the workload associated with scheduling building inspections
(and improving customer service since inspections can then be requested on a 24/7 basis). Evaluate
opportunities to reduce staff workload with targeted process changes.
Assess the efficiency and effectiveness with which the staff in each service area(building permitting,
planning, engineering, etc.) are being utilized and the associated workload.
Assess the adequacy of the automated permit issuance and tracking information system utilized in the
land entitlement, building permitting and inspection processes. In performing this task,we will compare
what exists in Miami Beach to what the consulting team would expect in modern and progressive city
with the size and complexities found in Miami Beach. For example, is this system being utilized to track
the actual processing times to performance targets that exist for development process?
Evaluate the potential workload and staffing for all units involved in the private development process.
Evaluate alternatives for flexing staffing based upon fluctuating workloads including potential use of
contractors,city staff allocations, etc.
The completion of this task will allow the project team, in conjunction with previous tasks,
to make recommendations regarding the optimum staffing levels and work practices in
the City, opportunities to improve work practices, and opportunities to improve the
efficient utilization of this staff.
TASK RESULT
Summary of the recommendations to improve/simplify work activities and
identify the appropriate staffing required to provide quality private development
services.
Matrix Consulting Group Page 29
Qualifications for Evaluating the Private Development Prctpss MIAMI BEACH, FLORIDA
Task 6 Document Recommendations in a Final Report and Provide a
Detailed Implementation Plan.
After completing our analysis, we will document our findings and recommendations in a
final project report. This report will include:
An evaluation of the City's development review and permitting processes, including its work practices,
management systems, and the use of technology—including GIS and automated permit systems.
A detailed evaluation of how Miami Beach compares to best practices in development review.
Opportunities to streamline processes, increase effectiveness, enhance customer services, etc.
Identification and evaluation of key service levels, including the gaps between target and actual service
levels. The analysis will include definition of the relationship between staff utilization and these service
levels and explanation of enhancement opportunities.
Detailed staffing recommendations for all functions under review, including short, medium and long-
term needs based upon projected population and development activity.
An implementation plan covering all recommended process improvements consisting of:
• Specific implementation work steps.
• Suggested responsibility for implementation.
• Timing/phasing for accomplishing each work step.
• Cost and/or savings impact of each recommended improvement.
We would plan to review the draft report with project steering committee, if one is
established. Based on the results of that review, clarifications and additional analysis will
be provided as appropriate and a final report developed. We will present the final report
to the City at a public meeting, or another forum, as requested.
TASK RESULT
Final report containing detailed recommendations and a process improvement
plan for the development review process.
4. Summary of Approach and Methodologies Utilized on Past Projects
The work plan outlined above provides a good demonstration of the approach typically
utilized by the firm in conducting evaluations of private development processes. The
following table summarizes some key approach and methodologies we have used on
prior projects and which may be suitable for consideration on this engagement for Miami
Beach.
Matrix Consulting Group Page 30
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
Approach/Methodology Response
Data Collection and Analysis We provide a comprehensive data collection listing at the beginning
of each engagement to coordinate data collection efforts with our
clients and to ensure all necessary date for the evaluation is
identified early in the engagement. This data typically includes item
such as:
• Development guidelines, regulations, and codes,
• Historically permitting data including detailed workload data
and processing time elements(date of application, type of
permit,date of each plan review(submittal date by applicant
and review date by staff), approval date, inspection dates and
results, and date of final certificate of occupancy).
• Workload data and workflows(if available)
We work closely with staff to ensure all needed data is provided
and utilized in the engagement.
Stakeholder Engagement and There are several approaches that we routinely utilize in our
Communications assessments of private development processes—depending on the
needs of a particular study—that include:
• On-line surveys of prior customers of the private development
process;
• Focus groups of prior customers of the private development
process;
• Individual interviews with selected prior customers;
• Meetings with development community representatives or
associations, and
• Meetings with the Chamber of Commerce.
Additionally, we have—in selected prior studies—had
representatives from key stakeholders involved in and participating
in the project steering committee. Communications can also be
provided throughout the engagement to keep stakeholders
informed of the studies progress and keep them engaged in the
process.
Best Practices Analysis We utilize two primary methods for evaluating best practices within
private development processes.
The first is an assessment of the City's processes, procedures and
staffing approaches against recognized industry standards based
upon standards, protocols, or best practices identified by
professional associations or industry groups.
The second approach is the use of comparative assessments of the
City's processes against those of other communities—preferably
municipalities that have been identified as high-performing
organizations with"best in class"private development programs.
Matrix Consulting Groty Page 31
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
Approach/Methodology Response
Promotion of financially All evaluations of private development processes are evaluated
sustainable and resilient against adopted standards or policies of the City including those
development related to sustainability. Where appropriate, we identify process
improvements that can further promote the achievement of
developments that comply with the City's priorities and adopted
policies.
Safeguarding quality of life in In select studies, we have evaluated and worked with clients to
neighborhoods evaluate the level of transparency and communication to the public
regarding proposed development to ensure the public has
appropriate opportunity to understand development that is
occurring within their neighborhood.
Promoting Historic Preservation As part of evaluation of the private development process, we
evaluate whether appropriate systems and safeguards are in place
to identify historic properties and that any special requirements
related to development of or impacting these properties are
identified early in the review process.
We evaluate technological approaches that can utilized GIS or
flagging of addresses in the permitting system to ensure that all
historic properties are appropriately identified and available to
review staff involved in the private development process.
If identified as an issue,we have previously assisted clients in
evaluating whether standards applied to historic properties are
being done in a consistent and fair manner to safeguard historical
integrity without unduly imposing excessive costs or development
requirements.
Innovative Approaches Where appropriate to the study,we utilize our proprietary data
analytical tools to evaluate permitting activities to assess whether
staff allocations(especially for field positions such as inspectors)
are appropriately balanced throughout the entire jurisdiction.
Matrix Consulting Group Page 32
Qualifications for Evaluating the Private Development Process MIAMI BEACH, FLORIDA
13.2 Value-Added Services
In addition to our experience conducting private development process review, we have
an internal practice that conducts dedicated permit fee schedules for municipal clients.
This experience is directly relevant to this study and may be beneficial for us to draw upon
in our evaluation of the fee schedule for Miami Beach. Our financial services experience
includes the following:
User Fee Studies Cost Allocation Plans Combined Studies
Allegan County(MI) Central Contra Costa San. District(CA) Austin(TX)
Fresno(CA) Cooper City(FL) Fort Lauderdale(FL)
Kissimmee(FL) Elk Grove(CA) Huntington Park(CA)
Los Angeles (CA) Fairfield(CA) Los Altos Hills (CA)
Madera(CA) Long Beach (CA) Maui County(HI)
Marin County(CA) Rockville (MD) Manhattan Beach (CA)
Oceanside (CA) Sacramento Public Library(CA) Pasadena(CA)
San Diego(CA) Santa Cruz Resource Cons. Dist. (CA) Petaluma(CA)
San Francisco(CA) San Mateo(CA) Redwood City(CA)
San Jose(CA) Union Sanitary District(CA) Richland(WA)
Santa Barbara County(CA) Vacaville(CA) Richmond (CA)
Sunnyvale(CA) Watershed Conservation Authority(WCA) San Bernardino(CA)
West Palm Beach(FL) Willits(CA) San Bernardino County
In addition, we have developed numerous policies, including cost recovery policies,
development process manuals, and RFPs for permitting systems for prior clients. These
efforts demonstrate the depth and breadth of our experience and our ability to assist
clients not only in identifying improvement opportunities but in implementing change.
Matrix Consulting Group Page 33
ATTACHMENT D
INSURANCE REQUIREMENTS
APPENDIX E
Insurance Requirements
2018-074-KB
FOR CONSULTING SERVICES FOR A
REVIEW OF THE CITY'S REGULATIONS
AND PROCESSES RELATING TO
PRIVATE DEVELOPMENT PROJECTS
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
RFo 201BO/4-KB 31
MIAM BEACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to maintain
throughout the term of the contract and any renewal periods.
XXX 1. 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-$1,000,000 each occurrence-owned/non-owned/hired automobiles included.
4. Excess Liability-$ .00 per occurrence to follow the primary coverages.
XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
6. Other Insurance as indicated:
_Builders Risk completed value $ .00
_Liquor Liability $ .00
_Fire Legal Liability $ .00
_Protection and Indemnity $ .00
_Employee Dishonesty Bond $ .00
_Other $ .00
XXX 7. Thirty(30)days written cancellation notice required.
XXX 8. Bests guide rating B+:VI or better, latest edition.
XXX 9. The certificate must state the proposal number and title
The City of Miami Beach is self-Insured.Any and all claim payments made from self-Insurance are subject to
the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
R-G) 2018-074-KB 32