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Agreement with Media Relations Group , LLC DocuSign Envelope ID'C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 Contract 20-118-03 202=3 (Li '37 PROFESSIONAL SERVICES AGREEMENT BETWEEN C �I 1 ,�/j THE CITY OF MIAMI BEACH I L— /2_(.43 Z� AND MEDIA RELATIONS GROUP,LLC. FOR PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS,PURSUANT TO RFQ-2020-118-WG 1/7/2021 I 9:14 EST This Professional Services Agreement ("Agreement') is entered into this day of 20 _("Effective Date'),between the CITY OF MIAMI BEACH,FLORIDA a municipal corporation organized and existing under the laws of the Slate of Florida.having its principal offices at 1700 Convention Center Drive.Miami Beach.Florida.33139(the-City-).and MEDIA RELATIONS GROP, LLC., a Flonda Limited Liability Company, whose address is 14707 South Dixie Hwy Suite 404 Miami FL 33176('Consultant' SECTION 1 DEFINITIONS Agreement. This Agreement between the Cly and Consultant,including any exhibits and amendments thereto City Manager The chief administrative officer of the City City The City of Miami Beach Department City Departments, including but not limited to Capital Improvement Projects Transportation Environmental.Marketing and Communications and the City Manager's Office 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 Tonya Daniels,Department Director Protect Manager The Citys staff member(s). managensl or consultant(s) wan overall responsibuity and authority to oversee the Public Information Outreach Services on Right of Way and Facilities Projects in Miami Beach Letter of Authorization A letter issued by the Project Manager(or his/her designee)authorizing the Consultant to commence work on a specific task Completion due dates and fees are specified in this document DocuSign Envelope ID'C268CB2D-9AC4-47AA-9268-42FFOE841 ED6 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 The Consultant is the Successful Proposer(s)retained by the City to perform Public Information Outreach Services on Right of Way and Facilities Projects described in this Scope of Services Services: All services,work and actions by the Consultant performed or undertaken pursuant to the Agreement Task Assignment. One or more tasks assigned under this contract in connection with the Public Information Outreach Services on Right of Way and Facilities Protects in the City of Miami Beach Fee: Amount paid to the Consultant as compensation for Services Proposal Documents Proposal Documents shall mean City of Miami Beach, RFQ, No. 2020- 118-WG for Public Information Outreach Services For Right of Way and Facilities Construction Projects. together with all amendments thereto, issued by the City in contemplation of this Agreement RFQ, and the Consultant's proposal in response thereto (`Proposal'),all of which are hereby incorporated and made a par,hereof; provided, however. that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail this Agreement.the RFQ.and the Proposal Risk Manager The Risk Manager of the City, with offices at 1700 Convention Center Drive.Third Floor. Miami Beach, Florida 33139,telephone number(305) 673-7000,Ext 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'),and as may also be more specifically prescribed in the Consultant Service Order(CSO) attached hereto as Exhibit-B" issued by the City to Consultant for a particular project. 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 2 DocuSign Envelope ID'C268C62D-9AC4-47AA-9268-42FF0E841 ED6 Kevin Pulido,Neighborhood Affairs Manager Marketing&Communications Department KevinPulido(atmiamibeachfl cloy Ph:305-673-7000 Ext.22112 2.2 Consultants Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit"B`hereto 2.3 The Services will be commenced by the Consultant upon the full execution of a written Consultant Service Order Consultant Service Orders shall be executed in accordance with the Procurement Contract Approval Authonty Procedure Section 03 02. Consultant shall countersign the Consultant Service Order upon receipt and return an original signed copy to the City. Once a Consultant Service Order is issued,deliverables to the City will be phased as follows. 1 Design and Pre-Construction Communications - In this phase, a plan is developed delineating how the community will be informed throughout the life of the project The community is provided with information regarding design, when the project is to commence and how stakeholders will be affected Meetings are held with stakeholders to introduce the project team and consultant(s)that will be working in the area Dunng the design phase,the firm will need to be well versed with the city's resilience program and understand any harmonization efforts on each project 2 Protect Information-This phase begins concurrently with construction and is finalized when the project is substantially complete Residents. business owners and civic organizations are provided regularly with information relevant to the progress of the work on a regular basis Meetings are held on an as-needed oasis with individual stakeholders or interested groups. The Public Information Liaison serves as liaison between residents/stakeholders and the Neighborhood Affairs Division 2. Post-Construction Communications-In this phase.project-close out information is sent out to stakeholders informing them that construction has been finalized and providing them with contact information for various owner agencies. SECTION 3 TERM The term of this Agreement("Term')shall commence upon execution of this Agreement by all parties hereto(the Effective Date set forth on p.1 hereof),and shall have an initial term of three (3) years with two (2) additional one (1) year renewal options, to be exercised at the City Manager's sole option and discretion, by providing Consultant with written notice of same no less than thirty(30)days prior to the expiration of the initial term. Notwithstanding the Term provided herein, Consultant shall adhere to any specific timelines, schedules. dates, and/or performance milestones for completion and delivery of the Services as same s/are set forth in the timeline and/or schedule referenced in the CSO 3 DocuSign Envelope ID,C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 SECTION 4 FEE 4.1 Consultant's'Lump Sum'or"Not to Exceed"fee for provision of the Services,or portions thereof, as may be set forth and described in the Consultant Service Order issued for a particular Project,shall be agreed to at the time of service in accordance with the hourly rates set forth in Exhibit"C"attached hereto,and shall be set forth in the Consultant Service Order,in the form attached as Exhibit "B" and Summary Report of Services Performed attached as Exhibit'D"hereto 4.2 Approved Additional Services shall be compensated in accordance with the hourly rates set forth in Schedule"C"attached hereto.Any request for payment of Additional Services shall be included with a Consultant payment request No mark-up shall be allowed on Additional Services(whether sub-contracted or not) Approved Reimbursable Expenses shall be paid in accordance with Section 2 9 herein Any request for payment of Reimbursable Expenses shall also be included with Consultant's payment request No mark-up shall be allowed on Reimbursable Expenses 4.4 INVOICING Upon receipt of an acceptable and approved invoice,payment(s)shall be made within 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. Accounts Payable Division:Payables©miamibeachft.gov SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner. or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement. the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause Prior to exercising its option to terminate for cause,the City shall notify the Consultant of its violation of the particular term(s)of this Agreement,and shall grant Consultant ten(10)days to cure such 4 DocuSign Envelope ID:C268CB2D-9A04-47M-9268-42FFOE841 ED6 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 nghts 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 CONSULTANT, 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 nght 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, defend and hold harmless the City of Miami Beach and its officers,employees,agents,and contractors.from and against any and all actions(whether at law or in equity),claims.liabilities.losses,and expenses,including,but not limited to,attorneys' fees and costs, for personal, economic or bodily injury,wrongful death, loss of or damage to property, which may anse or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its officers employees, agents. 5 DocuSgn Envelope ID'.C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 contractors, or any other person or entity acting under Consultants 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$500,000. 2 Consultant Professional Liability,in the amount of$1,000,000:and 3 Workers Compensation&Employers Liability,as required pursuant to Florida Statutes 4 Automobile Liability in the amount $1000,000 per occurrence. owned/non-owned/hired automobiles included 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 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 6 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 The Consultant shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County,Florida,and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein. exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida By entering into this Agreement, Consultant and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action.for money damages due to an alleged breach by the City of this Agreement,so that its liability for any such breach never exceeds the sum of$10,000 Consultant hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of$10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth,n 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 Services contemplatec 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 7 DocuSign Envelope ID'C268CB2D-9AC4-47M-9266-42FF0E841 ED6 In its performance of the 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 Fndays, 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 INSPECTOR GENERAL AUDIT RIGHTS (A) Pursuant to Section 2-256 of the Code of the City of Miami Beach. the City has established the Office of the Inspector General which may,on a random basis.perform reviews, audits. inspections and investigations on all City contracts, throughout the duration of said contracts This random audit is separate and distinct from any other audit performed by or on behalf of the City (B) The Office of the Inspector General is authorized to investigate City affairs and empowered to review past, present and proposed City programs. accounts, records. contracts and transactions. In addition. the Inspector General has the power to subpoena witnesses,administer oaths,require the production of witnesses and monitor City projects and programs. Monitoring of an existing City project or program may include a report concerning whether the project is on time, within budget and in 8 DocuSign Envelope ID'C268CB2D-9AC4-47AA-9268-42FF0E841 E06 conformance with the contract documents and applicable law. The Inspector General shall have the power to audit, investigate, monitor, oversee, inspect and review operations,activities.performance and procurement process including but not limited to project design.bid specifications. (bid/proposal)submittals. activities of the Consultant. its officers, agents and employees, lobbyists. City staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption Pursuant to Section 2-378 of the City Code,the City is allocating a percentage of its overall annual contract expenditures to fund the activities and operations of the Office of Inspector General (C) Upon ten (10) days written notice to the Consultant. the Consultant shall make all requested records and documents available to the Inspector General for inspection and copying The Inspector General is empowered to retain the services of independent private sector auditors to audit, investigate. monitor, oversee, inspect and review operations activities, performance and procurement process including but not limited to project design. bid specifications, (bid/proposal)submittals. activities of the Consultant its officers, agents and employees, lobbyists. City staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption (D) The Inspector General shall have the right to inspect and copy all documents and records in the Consultant's possession, custody or control which in the Inspector General's sole judgment.pertain to performance of the contract,including,but not limited to original estimate files, change order estimate files. worksheets. proposals and agreements from and with successful subcontractors and suppliers, all project-related correspondence. memoranda, instructions, financial documents, construction documents, (bid/proposal) and contract documents. back-change documents, all documents and records which involve cash, trade or volume discounts, insurance proceeds,rebates,or dividends received,payroll and personnel records and supporting documentation for the aforesaid documents and records IE) The Consultant shall make available at its office at all reasonable times the records, matenals. and other evidence regarding the acquisition (bid preparation) and performance of this Agreement, for examination, audit, or reproduction until three (3) years after final payment under this Agreement or for any longer period required by statute or by other clauses of this Agreement In addition i. If this Agreement is completely or partially terminated.the Consultant shall make available records relating to the work terminated until three(3)years after any resulting final termination settlement.and ii. The Consultant shall make available records relating to appeals or to litigation or the settlement of claims arising under or relating to this Agreement until such appeals.litigation,or claims are finally resolved 9 DocuSign Envelope ID.C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 (F) The provisions in this section shall apply to the Consultant, its officers, agents, employees, subcontractors and suppliers The Consultant shall incorporate the provisions in this section in all subcontracts and all other agreements executed by the Consultant in connection with the performance of this Agreement (G) Nothing in this section shall impair any independent right to the City to conduct audits or investigative activities The provisions of this section are neither intended nor shall they be construed to impose any liability on the City by the Consultant or third parties 10.3 ASSIGNMENT,TRANSFER OR SUBCONSULTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement,nor any term or provision hereof,or right hereunder,shall be assignable unless as approved pursuant to this Section. and any attempt to make such assignment (unless approved)shall be void 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services,the Consultant shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287 133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.5 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 discnmination 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 10 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 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, Flonda 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 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) Consultants 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 11 DocuSign Envelope ID'C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 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 action is 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 attorneys'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 Consultants 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 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: RAFAELGRANADOAMIAMIBEACHFL.GOV PHONE: 305-673-7411 10.8 FORCE MAJEURE (A) A'Force Majeure"event is an event that(i)in fact causes a delay in the performance of the Consultant or the City's obligations under the Agreement, and (ii) is beyond the reasonable control of such party unable to perform the obligation,and(iii)is not due to an intentional act.error omission,or negligence of such party,and(iv)could not have reasonably been foreseen and prepared for by such party at any time prior to the occurrence of the event. Subject to the foregoing criteria, Force Majeure may include events such as war, civil insurrection, riot, fires, epidemics, pandemics, terrorism. 12 DocuSign Envelope ID:C268CB20-9AC4-47AA-9268-42FF0E841 ED6 sabotage, explosions, embargo restrictions, quarantine restrictions, transportation accidents, strikes, strong hurricanes or tornadoes. earthquakes, or other acts of God which prevent performance. Force Majeure shall not include technological impossibility, inclement weather, or failure to secure any of the required permits pursuant to the Agreement (B) If the City or Consultant's performance of its contractual obligations is prevented or delayed by an event believed by to be Force Majeure,such party shall immediately upon learning of the occurrence of the event or of the commencement of any such delay,but in no case within fifteen (15) business days thereof, provide notice of (i) of the occurrence of event of Force Majeure, (o) of the nature of the event and the cause thereof,(iii)of the anticipated impact on the Agreement,(iv)of the anticipated period of the delay,and(v)of what course of action such party plans to take in order to mitigate the detrimental effects of the event.The timely delivery of the notice of the occurrence of a Force Majeure event is a condition precedent to allowance of any relief pursuant to this section; however, receipt of such notice shall not constitute acceptance that the event claimed to be a Force Majeure event is in fact Force Majeure,and the burden of proof of the occurrence of a Force Majeure event shall be on the requesting party. (C) No party hereto shall be liable for its failure to carry out its obligations under the Agreement during a period when such party is rendered unable, in whole or in part,by Force Majeure to carry out such obligations The suspension of any of the obligations under this Agreement due to a Force Majeure event shall be of no greater scope and no longer duration than is required The party shall use its reasonable best efforts to continue to perform its obligations hereunder to the extent such obligations are not affected or are only partially affected by the Force Majeure event,and to correct or cure the event or condition excusing performance and otherwise to remedy its inability to perform to the extent its inability to perform is the direct result of the Force Majeure event with all reasonable dispatch (D) Obligations pursuant to the Agreement that arose before the occurrence of a Force Majeure event causing the suspension of performance shall not be excused as a result of such occurrence unless such occurrence makes such performance not reasonably possible. The obligation to pay money in a timely manner for obligations and liabilities which matured prior to the occurrence of a Force Majeure event shall not be subject to the Force Majeure provisions (E) Notwithstanding any other provision to the contrary herein, in the event of a Force Majeure occurrence,the City may,at the sole discretion of the City Manager,suspend the City's payment obligations under the Agreement,and may take such action without regard to the notice requirements herein. Additionally, in the event that an event of Force Majeure delays a party's performance under the Agreement for a time period greater than thirty(30)days, the City may, at the sole discretion of the City Manager. terminate the Agreement on a given date,by giving written notice to Consultant of such termination. If the Agreement is terminated pursuant to this Section,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 In no event will any condition of Force Majeure extend this Agreement beyond its stated term 13 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 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: Media Relations Group,LLC 14707 South Dixie Hwy,Suite 404 Miami,FL 33176 Attn:Alicia Gonzalez agonzalez(a)mrgmiami corn TO CITY: Marketing 8 Communications Department Kevin Pulido,Neighborhood Affairs Manager 1700 Convention Center Drive Miami Beach,FL 33139 KevinPulido(Stmiam ibeachfl.gpv Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S certified mail,return receipt requested,hand delivered.or by overnight delivery. In the event an alternate notice address is properly provided. notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent,unless other delivery instruction as specifically provided for by the party entitled to notice Notice shall be deemed given on the 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. 14 DocuSgn Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 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 WAIVER OF BREACH A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shalt not be construed to be a modification of the terms of this Agreement. 12.4 JOINT PREPARATION The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been a joint effort of the parties the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other. 12.5 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[ 15 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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: ,-o«uspnea oy: By: Kaint,l,Grrau th CITY CLki1p1AUO`°" MAYOR 1/7/2021 19:14 EST Date _FOR CONST ..TANT: MEDIA RELATIONS GROUP,LLC ATTEST: 01P By: moi!• .�.�,� .Atiga th ,,, 4 �f Ji tt(t (3(.&44///, ( 0 Z ..,y. / - I . !e �l`�i7/��< `7 Print Name d Title P Name and Title Date' 1 21 741 202.4.) ',tAsTO • AGE EXECUTION— yI .:11Z;%4 18 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 EXHIBIT A SCOPE OF SERVICES This Statement of Work describes and defines activities which may be required by the City for a range of services to include,but not limited to communications planning and implementation public relations and community involvement.establishment and execution of open office hours,the planning and execution of virtual public meetings,understanding of virtual software for virtual meetings as needed,understanding of the city's efforts in harmonization and the resilience campaign, ability to create and execute physical mailing via every door direct mail (EDDM) or other means, customer service, general translation and interpreting services,revamping project collaterals,ability to record public meetings.ability to create video recaps as needed preparation of related media communications and collateral materials,preparation of audioivideo presentations. recording of public meetings and include public comment, project planning, coordination and implementation,web content development,franchise utility communication,ability to send mass emails as the city, follow the external communications plan in each project. special events coordination: hosting public meetings and other services that may be related This includes, but is not limited to,those operations necessary for mobilzation.the movement of personnel,equipment,supplies, expertise,incidentals,permits,notifications,and fees associated with such notifications,if any The City shall request consultant services on an as-needed basis There is no guarantee that any or all of the services described in this RFQ will be assigned during the term of this resulting agreement.Further.the Consultant is providing these services on a non-exclusive basis.The City,at its option,may elect to have any of the services set forth herein performed by other consultants or City staff. JOB CLASSIFICATIONS AND DESCRIPTIONS 1 Protect Manager Primary point of contact with the City's Protect Manager(or his/her designee) on overall activities of the contract ensures contract compliance manages budgets and invoices, executes special projects and performs QA/QC on all collateral materials Responsible for entire staff assigned to this contract to include staff supervision and work production Works with City's Project Manager on streamlining processes and developing cost effective methods of doing business. 2 Public Information Liaison. Serves as liaison between project stakeholders and Neighborhood Affairs Division Assists the Neighborhood Affairs Coordinator for project related information and due to extensive interaction with the City of Miami Beach community, bilingual (English/Spanish) is strongly desired, completes all necessary documents listed in the external communication plan,identifies potential impacts to the public as a result of construction plans;prepares and disseminates collateral materials to the public;develops strategic alliances and partnerships with appropriate parties,prepares and presents project information for meetings; coordinates resolution of issues. record 17 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 public meetings;maintains database of stakeholders;maintains project issue log;prepares information for updating website; edits website content; performs media responses in writing as needed;coordinates and staffs formal and informal public meetings;arranges field meetings and special events and executes other duties relevant to the position. 3 Assistant Public Information Liaison:Provides support to the public information liaison for each of the tasks listed above.Should be able to create a database,conduct door-to-door and assist with other clerical needs. (English/Spanish) is desired.The position will be utilized at the decision of the project team for certain needs. Should have an understanding of communication tools,the external communications plan,virtual meeting software,and will executes other duties relevant to the position. 4 Graphic Designer: Designs and maintains collateral materials; creates and updates templates and newsletter layouts;depicts project information on maps that serve as visual explanations to stakeholders;performs other duties relevant to the position.Familiarity with municipal governments and/or construction concepts are a plus. CONSULTANT RESPONSIBILITIES 1 Coordination with the City: All aspects of each task shall be coordinated through the Office of Marketing and Communications,Director(or his/her designee);All authorizations and approvals shall be in writing and executed by the Neighborhood Affairs Manager(or his/her designee)prior to the commencement of work. 2 Services to be provided. The following procedures are general for all projects. One or more of them may be necessary depending on the scope of the project.The necessary steps will be identified, and a schedule of activities will be established by the City's Project Manager If the procedural regulations referenced herein are revised or superseded before the services by the CONSULTANT are rendered,compliance with the most up-to-date version and/or amendments/statutes will be required. The CONSULTANT will provide any one or more of the following services as required by the DEPARTMENT. Public Relations,Community Involvement and Customer Service The successful firms may be tasked with the following duties and responsibilities. • Close coordination with the Neighborhood Affairs Division staff • Developing public involvement plans in close coordination with the external communication plan • Developing project-related informational materials • Collateral production(English/Spanish) • Social media needs—Photography&Video Content as needed • Communicating project information and addressing citizen/stakeholder 18 DocuSlgn Envelope ID,C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 concerns Preparing related media communications and informational matenals • Preparing talking points • Preparing information for dissemination through the Neighborhood Affairs Division Ability to create,plan and execute effective mailers using every door direct mail(EDDM)or other services • Coordinating emergency communications • Preparing emergency collateral quickly and effectively • Developing presentations and talking points • Planning,organizing and attending special events and meetings • Preparing audiolvideo presentations • Ability to record public meetings and public comments • Wnting newsletters and feature stories ▪ Translating collateral material developed • Designing and developing templates and graphics informational matenals (usually maps that depict protect information) • Preparng web content and web copywnting • Developing ads • Coordinating franchise utility communication ▪ Arranging and documenting field meetings • Stakeholder satisfaction surveys • Coordinating media/specie; events such as block parties, community meetings,and ribbon cuttings • Prepare and present encroachment information for public protects • Prepare,plan,execute and document harmonization meetings as needed • Coordinate special events as needed • Ability to host virtual meetings using Zoom, Microsoft teams or other appropriate platforms • Ability to send and respond to emails through a city domain • Ability to send mass emails through email marketing software from the City of Miami Beach [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] 19 DocuSign Envelope ID,C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 EXHIBIT B Consultant Service Order Service Order No for services described herein TO: [consultant name] PROJECT NAME: DATE: Pursuant to the agreement between the City of Miami Beach and [consultant name] for Pubic information Outreach Services for ROW and Facilities Construction Projects REO No 2020118-WG you are directed to provide the following services SCOPE OF SERVICES: Per attached proposal dated .to be considered part of this Agreement Estimated calendar days to complete this work Days Original Service Order Amount. Total From Previous Additional Service Orders $ Fee for this Service Order is Lump Sum/Not to Exceed amount of: $ Total Agreement to Date: $ Dept.Director Date Assistant City Manager Date Consultant Date City Manager Date 20 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 EXHIBIT C Hourly Billing Rate Schedule Public Information Services ! Hourly Project Manager $110 Public Information Liaison $85 Assistant Public Information Liaison $55 Graphic Designer $75 21 DocuSlgn Envelope ID,C268CB20-9AC4-47AA-9268-42FF0E841 ED6 EXHIBIT D SUMMARY REPORT OF SERVICES PERFORMED(SAMPLE) Summary Report of Services Performed by (company name/logol Name of Reporting Consultont(s) Project Name. Invoice Period. Percentage of Work Performed Servkes Performed Tasi Number of Flours Per Task Task'-Public.nw+e^wt Plan Task 2-shows-Retatad •rtfa stones Mahn-cis Task 3-Carl-mo.call^q Name rfornanan Task 4-•seaa Coordrofo, Task 5-Eme•7aoc. Comsrun.cattons Task 6-Deretccira Gysrbtars Task'-A/eea'9 Coaawutar Task 8-A^;P.aserb+o-s Task 9-^I...s4rb.eotae Stones Task 10.Asa aIo ors Task I'-G.'sp.c Saar.. 0sMr Summary [enter ten here to describe..ork completed by RO and grapNc deagner) 22 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ATTACHMENT A RESOLUTION&COMMISSION AWARD MEMO DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 RESOLUTION NO. 2020-31437 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS, AUTHORIZING THE ADMINISTRATION TO ESTABLISH A POOL OF PREQUALIFIED CONSULTANTS FOR SPECIFIC TASKS RELATING TO FUTURE PUBLIC INFORMATION OUTREACH SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INFINITE SOURCE COMMUNICATIONS GROUP, LLC, HML PUBLIC OUTREACH, LLC, MEDIA RELATIONS GROUP, LLC AND THE VALERIN GROUP, INC., AS THE TOP RANKED PROPOSERS; FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING PROPOSERS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING THE MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENTS WITH HML PUBLIC OUTREACH, LLC, INFINITE SOURCE COMMUNICATIONS GROUP, LLC, MEDIA RELATIONS GROUP, LLC AND QUEST CORPORATION OF AMERICA, INC., UNTIL SUCH TIME AS THE NEW AGREEMENTS PURSUANT TO THE RFQ CAN BE EXECUTED. WHEREAS, on October 30, 2015, the City of Miami Beach entered into agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., pursuant to RFQ 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects; and WHEREAS, the initial term of the agreements is for a three (3) year term with two (2) additional one-year renewal options, and are currently scheduled to expire beginning October 29, 2020; and WHEREAS, the City desired to establish term contracts with a pool of qualified successful proposers, with the required expertise and personnel, in order to facilitate the assignment of these services for all neighborhood and facility projects; and WHEREAS, the successful proposers will work closely with city staff in developing and executing the communication efforts for active and future construction of Capital Improvement Projects (CIP), Public Work Projects, Environmental & Sustainability projects, Transportation initiatives, Parks, and other citywide construction efforts; and WHEREAS, the proposers will also assist with communication for public works operations, special projects, citywide initiatives and public safety/ marketing campaigns; and WHEREAS, on July 31, 2020, the Administration issued Request for Qualifications (RFQ) 2020-118-WG for Public Information Outreach Services for Right of Way And Facilities Construction Projects; and WHEREAS, RFQ responses were due and received on August 28, 2020; and WHEREAS, the City received proposals from the following eight firms: EV Services, Inc., DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 HML Public Outreach LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC, Quest Corporation of America, Inc., The MS Factor, LLC, The Valerin Group, Inc, and Wragg & Casas Public Relations, Inc.; and WHEREAS, all of the proposals submitted were found to be responsive to the requirements of the RFQ; and WHEREAS, on September 24, 2020, the City Manager appointed Evaluation Committee comprised of Maria Cerna, Division Director, Capital Improvement Projects, City of Miami Beach, Josiel Ferrer, Assistant Director, Transportation Department, City of Miami Beach, Kevin Pulido, Neighborhood Affairs Manager, Communications Department, City of Miami Beach and Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, City of Miami Beach, convened to consider proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law; and WHEREAS, the Committee was also provided with general information on the scope of services, and a copy of each proposal and was further instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: 15t - Infinite Source Communications Group, LLC 2nd - HML Public Outreach LLC 3rd - Media Relations Group, LLC 4th- The Valerin Group, Inc 5th- Quest Corporation of America, Inc. 6th- EV Services, Inc. 7th- Wragg & Casas Public Relations, Inc. 8th - The MS Factor, LLC WHEREAS, after reviewing all of the submissions and the Evaluation Committee process, I concur with the Evaluation Committee and find Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc. to be the best qualified firms to be included in the prequalified pool of consultants for future engagements relating to public information outreach services as these firms have a wealth of knowledge providing public outreach services in the City of Miami Beach, neighboring municipalities, and other city governments; and WHEREAS, the Administration recommends the City enter into negotiations with Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc. to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach services; and WHEREAS, the Administration further recommends that the City enter into month to month extensions of the current agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., until such time as new agreements can be executed. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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 accepts the recommendation of the City Manager, pursuant to Request for Qualifications (RFQ) 2020-118- WG Public Information Outreach Services for Right of Way and Facilities Construction Project, to approve the resolution and authorize the Administration to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach services; authorizing the Administration to enter into negotiations with Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc., as the top ranked proposers; further authorizing the Mayor and City Clerk to execute agreements with each of the foregoing proposers upon conclusion of successful negotiations by the Administration; and further, authorizing the month to month extension of the current agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., until such time as new agreements pursuant to the RFQ can be executed. PASSED AND ADOPTED this Pi day of ()Gfoher 2020. ATTEST: ,:2,----11------•—•!, RAF EL E GRA NAD�2�� CITY CLERK 4/ DAN GELBER, MAYOR APPROVED AS TO _.;ps !� : '(�,., FORM& LANGUAGE ' $ .1 '••ti SFO EXE UTION U(0,P 1on:,i�l)ti: < — X� c b— L ` Z J .'`. City Attorney Date DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Item Coversheet 19 Resolutions-C7 E MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: October 14,2020 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS, AUTHORIZING THE ADMINISTRATION TO ESTABLISH A POOL OF PREQUALIFIED CONSULTANTS FOR SPECIFIC TASKS RELATING TO FUTURE PUBLIC INFORMATION OUTREACH SERVICES;AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INFINITE SOURCE COMMUNICATIONS GROUP, LLC, HML PUBLIC OUTREACH, LLC, MEDIA RELATIONS GROUP, LLC AND THE VALERIN GROUP, INC., AS THE TOP RANKED PROPOSERS; FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING PROPOSERS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING THE MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENTS WITH HML PUBLIC OUTREACH, LLC, INFINITE SOURCE COMMUNICATIONS GROUP, LLC, MEDIA RELATIONS GROUP, LLC AND QUEST CORPORATION OF AMERICA, INC., UNTIL SUCH TIME AS THE NEW AGREEMENTS PURSUANT TO THE RFQ CAN BE EXECUTED. RECOMMENDATION The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida approve the resolution accepting the City Manager's recommendation pertaining to bids received, pursuant to RFQ 2020-118-WG, for Public Information Outreach Services for Right of Way and Facilities Construction Projects. BACKGROUND/HISTORY On October 30, 2015, the City of Miami Beach entered into agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., pursuant to RFQ 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects. The initial term of the agreement was for a three (3) year term with two (2) additional one-year renewal options. The present agreements are scheduled to expire beginning October 29, 2020. The City desires to establish term contracts with a pool of qualified successful proposers, with the required expertise and personnel, in order to facilitate the assignment of these services for all neighborhood and facility projects. The successful proposers will work closely with city staff in developing and executing the communication efforts for active and future construction of capital improvement projects, public work projects, environmental & sustainability projects, transportation initiatives, parks, and other citywide construction efforts. the proposers will also assist with communication for public work operations, special projects, citywide initiatives and public safety/marketing campaigns. ANALYSIS On July 31, 2020, the Administration issued Request for Qualifications (RFQ) 2020-118-WG for Public Information Outreach Services for Right Of Way And Facilities Construction Projects. RFQ responses were due and received on August 28, 2020. The City received proposals from the following eight firms: EV Services, Inc., HML Public Outreach LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC, Quest Corporation of America, Inc., The MS Factor, LLC, The Valerin Group, Inc,and Wragg&Casas Public Relations, Inc. All of the proposals submitted were found to be responsive to the requirements of the RFQ. On September 24, 2020, the City Manager appointed Evaluation Committee convened to consider proposals received. The Committee was comprised of Maria Cerna, Division Director, Capital Improvement Projects, City of Miami Beach, Josiel Ferrer, Assistant Director,Transportation Department, City of Miami Beach, Kevin Pulido, Neighborhood Affairs Manager, Communications Department, City of Miami Beach and Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, 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 and a copy of https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?Item I D=19204 1/3 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Item Coversheet each proposal. 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 proposers being ranked by the Evaluation Committee in the following order(See Attachment A): 1st-Infinite Source Communications Group, LLC 2nd-HML Public Outreach LLC 3rd-Media Relations Group, LLC 4th-The Valerin Group, Inc 5th-Quest Corporation of America, Inc. 6th-EV Services, Inc. 7th-Wragg&Casas Public Relations, Inc. 8th-The MS Factor, LLC The Administration has determined it is best to continue with the top four firms to serve the City's needs. The success of the prior contract solidifies the need to have four firms available to assist with community outreach. Each of the firms have skills which can complement city staff during the outreach process.Three of the fours firms have a proven track record of work within Miami Beach and the fourth firm will bring a new perspective to outreach efforts. A summary of the four top-ranked firms follows: Infinite Source Communications Group, LLC(ISC) ISC consists of a well-versed team of lead and support staff who actively perform work in Miami Beach. Every ISC staff member is bilingual in English and Spanish, Creole or Portuguese. Their full-service creative team supports clients with cutting-edge audio- visual and graphic production. ISC not only has seasoned experts, they understand the communication policies set forth within the City,as well as possess key relationships with the local community and other transportation agencies. ISC's specialty is executing PIO services for infrastructure improvement projects, throughout South Florida. They also provide services to a number of government entities including the Florida Department of Transportation (FDOT), Miami-Dade County (MDC), MDC Transportation Planning Organization (TPO), MDC Water and Sewer Department (WASD), and a variety of municipalities and agencies such as Town of Surfside, Bal Harbour Village, the City of Fort Lauderdale, the Palm Beach County Sheriff's Office HML Public Outreach LLC With a combined almost 100-year experience, HML Public Outreach has easily adapted to the ever-changing landscape of communications. As a result of their involvement in major City of Miami Beach design and construction initiatives, they have extensive procedural knowledge working with city staff and have built strong ties with community leaders that has facilitated the dissemination of project information.The HML team has established a deep understanding of community needs during a crisis and day-to-day coordination. As well as their present City of Miami Beach contract, HML Public Outreach has been awarded and participates in contracts for the Florida Department of Transportation (FDOT), which encompass Project Development and Environment(PD&E) Studies, roadway design projects and hundreds of construction projects, including traditional design-bid-build and design-builds. Media Relations Group, LLC(MRG) MRG has become a go-to firm to provide communication services on districtwide and construction contracts. MRG has 21 years of experience serving municipalities and the Florida Department of Transportation (FDOT). The highly qualified MRG personnel have a depth of knowledge and understanding about the intricacies of working with the City of Miami Beach and its residents. In addition to its work with Miami Beach,They have a proven track record representing FDOT, City of Miami,Town of Cutler Bay, City of Doral,Village of Key Biscayne,Town of Medley, City of Hialeah, City of Homestead,Village of Palmetto Bay, Florida's Turnpike Enterprise (FTE), Miami-Dade Transportation Planning Organization (TPO) and Broward Metropolitan Planning Organization(MPO). The Valerin Group, Inc. (Valerin) Valerin is an independent, full-service strategic communications firm offering a complete suite of communications, marketing, and creative services. They have the in-house expertise to develop innovative and practical solutions to today's complex communications challenges. Combined, their staff have over 400 years of relevant experience and have worked on more than 600 public utility and transportation projects, programs and initiatives as well as campaigns for a variety of public sector clients including municipalities,counties, and state agencies such as the Florida Department of Transportation(FDOT). Valerin is made up of a unique mix of professionals from diverse backgrounds and disciplines that include communications, advertising, social marketing, journalism, public relations, media and government relations, engineering, graphic design, website and mobile application development,and video production-all of which contribute to their ability to deliver comprehensive strategic communications, public information and creative services. https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?Item I D=19204 2/3 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Item Coversheet They are accustomed to working as an integrated team member and have extensive experience developing communications and public involvement scopes under task work order contracts and managing their implementation. In addition,Valerin currently serves as a sub-consultant providing Communications and Public Outreach support for the City of Miami Beach. FINANCIAL INFORMATION The cost associated with Public Information Outreach Services on Right of Way and Facilities Construction Projects for the City of Miami Beach is subject to the funds availability approved through the City's budgeting process. CONCLUSION After reviewing all of the submissions and the Evaluation Committee process, I concur with the Evaluation Committee and find Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc. to be the best qualified firms to be included in the prequalified pool of consultants for future engagements relating to public information outreach services.These firms demonstrated extensive knowledge in the City of Miami Beach, neighboring municipalities,and other city governments.The four(4)firms have vast experience in providing public outreach services. It is important to note that the RFQ was not issued with any particular project in mind; rather,the purpose of the RFQ is to proactively prequalify firms now so that a public information firm can be engaged quickly when the need for services is identified. For the reasons stated herein, I recommend that the Mayor and City Commission approve the resolution authorizing the Administration to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach services; authorizing the Administration to enter into negotiations with Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc., as the top ranked proposers;further authorizing the Mayor and City Clerk to execute agreements with each of the foregoing proposers upon conclusion of successful negotiations by the Administration; and further, authorizing the month to month extension of the current agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., until such time as new agreements can be executed. Applicable Area Not Applicable Is this a"Residents Right to Does this item utilize G.O. Know"item,pursuant to Bond Funds? City Code Section 2-14? No No Legislative Tracking Marketing and Communications/Procurement ATTACHMENTS: Description ❑ Attachment A ❑ Resolution https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?Item ID=19204 3/3 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR gro' p1 . O1 Marla Cema Joslel Ferrer S Kevin Pulioto S Fields Tonbll c Low e RIGHT OF WAY AND sq e c c Aggregate e FACILITIES CONSTRUCTION ep '� �' Totals PROJECTS Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal EV Services,Inc. 91 0 91 6 75 0 75 7 63 0 63 6 94 0 94 6 0 25 6 HML Public Outreach LLC 95 0 95 2 92 0 92 2 97 0 97 2 98 0 98 3 9 2 • Infinite Source Communications Group,LLC 96 0 96 1 94 0 94 1 98 0 98 , 1 99 0 99 1 4 1 Media Relations Group,LLC 94 0 94 4 92 0 92 2 92 0 92 3 99 0 99 1 10 3 Quest Corporation of America, Inc 93 0 93 5 80 0 80 6 92 0 92 3 98 0 98 3 17 S The MS Factor,LLC 80 0 80 8 70 0 70 8 61 0 61 7 76 0 76 7 30 8 The Valerin Group,Inc 95 0 95 2 91 0 91 4 80 0 80 5 98 0 98 3- 14 4 Wragg&Casas Public Relations,Inc. 86 0 86 7 81 0 81 5 40 0 40 8 70 0 70 8 28 7 Torr Quantitative 'roamer Vr.r.n'.Polnb (Veteran's) EZIIIIM: HML Public Outreach LLC 00 Infinite Source o 0 Communications Grou. LLC 0 0 Media Relations Grow LLC Quest Corporation of America, 0 0 Inc 00 IMEIMillilillEICIMMI11111 Wragg 8.Casae Public o 0 Relations Inc. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS, AUTHORIZING THE ADMINISTRATION TO ESTABLISH A POOL OF PREQUALIFIED CONSULTANTS FOR SPECIFIC TASKS RELATING TO FUTURE PUBLIC INFORMATION OUTREACH SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INFINITE SOURCE COMMUNICATIONS GROUP, LLC, HML PUBLIC OUTREACH, LLC, MEDIA RELATIONS GROUP, LLC AND THE VALERIN GROUP, INC., AS THE TOP RANKED PROPOSERS; FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING PROPOSERS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING THE MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENTS WITH HML PUBLIC OUTREACH, LLC, INFINITE SOURCE COMMUNICATIONS GROUP, LLC, MEDIA RELATIONS GROUP, LLC AND QUEST CORPORATION OF AMERICA, INC., UNTIL SUCH TIME AS THE NEW AGREEMENTS PURSUANT TO THE RFQ CAN BE EXECUTED. WHEREAS, on October 30, 2015, the City of Miami Beach entered into agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., pursuant to RFQ 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities Construction Projects; and WHEREAS, the initial term of the agreements is for a three (3) year term with two (2) additional one-year renewal options, and are currently scheduled to expire beginning October 29, 2020; and WHEREAS, the City desired to establish term contracts with a pool of qualified successful proposers, with the required expertise and personnel, in order to facilitate the assignment of these services for all neighborhood and facility projects; and WHEREAS, the successful proposers will work closely with city staff in developing and executing the communication efforts for active and future construction of Capital Improvement Projects (CIP), Public Work Projects, Environmental & Sustainability projects, Transportation initiatives, Parks, and other citywide construction efforts; and WHEREAS, the proposers will also assist with communication for public works operations, special projects, citywide initiatives and public safety/ marketing campaigns; and WHEREAS, on July 31, 2020, the Administration issued Request for Qualifications (RFQ) 2020-118-WG for Public Information Outreach Services for Right of Way And Facilities Construction Projects; and WHEREAS, RFQ responses were due and received on August 28, 2020; and WHEREAS, the City received proposals from the following eight firms: EV Services, Inc., DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 HML Public Outreach LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC, Quest Corporation of America, Inc., The MS Factor, LLC, The Valerin Group, Inc, and Wragg & Casas Public Relations, Inc.; and WHEREAS, all of the proposals submitted were found to be responsive to the requirements of the RFQ; and WHEREAS, on September 24, 2020, the City Manager appointed Evaluation Committee comprised of Maria Cerna, Division Director, Capital Improvement Projects, City of Miami Beach, Josiel Ferrer, Assistant Director, Transportation Department, City of Miami Beach, Kevin Pulido, Neighborhood Affairs Manager, Communications Department, City of Miami Beach and Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, City of Miami Beach, convened to consider proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law; and WHEREAS, the Committee was also provided with general information on the scope of services, and a copy of each proposal and was further instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: 151- Infinite Source Communications Group, LLC 2nd - HML Public Outreach LLC 3rd - Media Relations Group, LLC 4th - The Valerin Group, Inc 5th - Quest Corporation of America, Inc. 6th - EV Services, Inc. 7th - Wragg & Casas Public Relations, Inc. 8th - The MS Factor, LLC WHEREAS, after reviewing all of the submissions and the Evaluation Committee process, I concur with the Evaluation Committee and find Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc. to be the best qualified firms to be included in the prequalified pool of consultants for future engagements relating to public information outreach services as these firms have a wealth of knowledge providing public outreach services in the City of Miami Beach, neighboring municipalities, and other city governments; and WHEREAS, the Administration recommends the City enter into negotiations with Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc. to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach services; and WHEREAS, the Administration further recommends that the City enter into month to month extensions of the current agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., until such time as new agreements can be executed. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 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 accepts the recommendation of the City Manager, pursuant to Request for Qualifications (RFQ) 2020-118- WG Public Information Outreach Services for Right of Way and Facilities Construction Project, to approve the resolution and authorize the Administration to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach services; authorizing the Administration to enter into negotiations with Infinite Source Communications Group, LLC, HML Public Outreach LLC, Media Relations Group, LLC and The Valerin Group, Inc., as the top ranked proposers; further authorizing the Mayor and City Clerk to execute agreements with each of the foregoing proposers upon conclusion of successful negotiations by the Administration; and further, authorizing the month to month extension of the current agreements with HML Public Outreach, LLC, Infinite Source Communications Group, LLC, Media Relations Group, LLC and Quest Corporation of America, Inc., until such time as new agreements pursuant to the RFQ can be executed. PASSED AND ADOPTED this day of 2020. ATTEST: RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR APPROVED A S TO FORM& LANGUAGE & FO' EXE UTION , 5- Z� City Abney o DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ATTACHMENT B ADDENDUM AND RFQ SOLICITATION DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 M I /\i\A I BEiI-I PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR QUALIFICATIONS NO. 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS August 20, 2020 This Addendum to the above-referenced RFQ is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFQ is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. RFQ DUE DATE AND TIME. The deadline for the electronic receipt of proposals is on Friday, August 28, 2020, until 3:00 P.M. PUBLIC BID OPENING WILL BE VIA CONFERENCE ONLY Dial-in Instructions: • Dial the Telephone Number: +1 786-636-1480 United States, Miami (Toll) • Enter the Conference ID No.: 842 602 228# All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be accepted as timely submitted. Proposals will be opened promptly at the time and date specified. Hard copy proposals or proposals received electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of proposals are not acceptable and will be rejected. Late proposals cannot be submitted, proposers are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. II. ATTACHMENTS: Attachment "A" Executed Agreements and Proposal Responses pursuant to RFQ 2015-144-YG. III. RESPONSES TO QUESTIONS RECEIVED: Q1: How many contracts will be put out and how much PI contract work is there potentially in approximate fees? Al: There are no guarantees as to the amount of projects that will be issued as a result of this contract. This contract will be used on an as needed basis for new projects. Projects may vary in scale/complexity Q2: How will work be distributed (ex: in a rotation, amount of money, etc.)? A2: The City shall request consultant services on an as-needed basis. Projects of minimal complexity may be awarded on a rotational basis. However, the City reserves the right to request quotes from awarded firms on any project. There is no guarantee that any or all of the services described in this RFQ will be assigned during the term of this resulting agreement. Further, the Consultant is providing these services on a non-exclusive basis. The City, at its option, may elect to have any of the services set forth herein performed by other consultants or City staff. -, _ ,_ 1 ADDENDUM NO.1 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 M I /\tv'\ I BE1ACF-1 PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Q3: When numbering the pages on our submittal, should we number them by the individual tabs/sections or as one document with sequential numbers? A3: Page numbering is at the discretion of the proposer. However, numbering as one document is acceptable. Q4: What section should the forms be submitted in? Did we miss that in the RFP instructions?? A4: Please refer to Section 0300 Proposal Submittal Instructions and Format. Q5: What departments will be served? A5: The Marketing and Communications Department will manage the contract and assign work for other city departments. Departments will include, but are not limited to: Capital Improvement Projects (CIP), Public Works, Transportation, Parks, etc. Q6: Does each requested section have a page limit? Or can we include as many as needed? A6: There are no proposal page limits. Q7: Who will be on the selection committee for this RFQ from the City? Al: The Evaluation Committee has not yet been selected by the City Manager. Q8: What is the anticipated annual budget? A8: No budget has been established at this time. Q9: Do you currently use a media monitoring service, if so, which one? A9: The City uses a mix of services including TVeyes, Google Alerts and Cision. Q10: Who will be the city project manager for this contract? A10: The Neighborhood Affairs Manager will be the City's liaison for the contract. Q11: Is there a current contract in place for a public relations firm, if so, who holds that contract? Al 1: Please refer to Attachment"A." Q12: Is there a total page limit or page limit for certain sections? Al2: Please refer to response to Question 6 above. 013: Are there any restrictions on format of the response? (such as font size and margins) A13: No. Q14: We would like to request to receive copies of all proposals, presentation documents and the final executed contract for the previous contract 2015-144-YG. A14: Please refer to Attachment "A." Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov ADDENDUM NO.1 DocuSign Envelope ID:C268CB2D-9AC4-47M-9268-42FF0E841ED6 MIAMI B E AC H PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov Contact: Telephone: Email: William Garviso, CPPB 305-673-7000 ext. 7490 WilliamGarviso@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. Sin erely, lex D• roc - nt Director 3 I ADDENDUM NO.1 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAM!BFACH TABLE OF CONTENTS SOLICITATION SECTIONS: 0100 INSTRUCTIONS TO RESPONDENTS 0200 GENERAL CONDITIONS 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 0400 PROPOSAL EVALUATION APPENDICES: APPENDIX A SPECIAL CONDITIONS APPENDIX B SAMPLE CONTRACT APPENDIX C INSURANCE REQUIREMENTS DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH SECTION 0100 INSTRUCTIONS TO RESPONDENTS &GENERAL CONDITIONS 1. GENERAL.This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit proposals for the City's consideration in evaluating qualifications to select a firm with whom it may negotiate an agreement for the purpose noted herein. Prospective Proposers that have obtained this solicitation in any manner other than via BidSync(www.bidsync.com) are advised that the City utilizes BidSync (www.bidsync.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFQ. Any Prospective Proposer who has received this RFQ by any means other than through BidSync must register immediately with BidSync to assure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City of Miami Beach is accepting qualifications for Public Information Outreach (PIO) Services on Citywide projects including Right of Way and Facilities Construction Projects. By means of this RFQ, the City desires to establish term contracts with a pool of qualified successful proposers, with the required expertise and personnel, in order to facilitate the assignment of these services for all neighborhood and facility projects. The successful proposers will work closely with city staff in developing and executing the communication efforts for active and future construction of Capital Improvement Projects (CIP), Public Work Projects, Environmental & Sustainability projects, Transportation initiatives, Parks, and other citywide construction efforts. The proposers will also assist with communication for public work operations, special projects, citywide initiatives and public safety/ marketing campaigns. The activity produced by neighborhood right of way improvements, Public Work Operations, parking lots, parking garages, structural and park facilities, as well as capital renewal and replacement projects generate an exponential need for proper and timely notification to the City's stakeholders. Keeping residents, business owners and civic organizations well informed and actively involved is a key factor of the City's ongoing and growing commitment to maintaining constant communication with area residents and keeping stakeholders informed at all times. Communications regarding the construction process is a critical element of every project. In order to achieve this, an external communication plan has been established to help guide each firm. The city's external communication plan will provide milestones that each firm will need to follow in three phases: 1. Design and Pre-Construction Communications — In this phase, a plan is developed delineating how the community will be informed throughout the life of the project. The community is provided with information regarding design, when the project is to commence and how stakeholders will be affected. Meetings are held with stakeholders to introduce the project team and consultant(s) that will be working in the area. During the design phase, the firm will need to be well versed with the city's resilience program and understand any harmonization efforts on each project. 2. Project Information — This phase begins concurrently with construction and is finalized when the project is substantially complete. Residents, business owners and civic organizations are provided regularly with information relevant to the progress of the work on a regular basis. Meetings are held on an as-needed basis with individual stakeholders or interested groups. The Public Information Liaison serves as liaison between residents/stakeholders and the Neighborhood Affairs Division. 3. Post-Construction Communications — In this phase, project-close out information is sent out to stakeholders informing them that construction has been finalized and providing them with contact information for various owner agencies. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH 3. STATEMENT OF WORK REQUIRED. This Statement of Work describes and defines activities which may be required by the City for a range of services to include, but not limited to: communications planning and implementation, public relations and community involvement, establishment and execution of open office hours, the planning and execution of virtual public meetings, understanding of virtual software for virtual meetings as needed, understanding of the city's efforts in harmonization and the resilience campaign, ability to create and execute physical mailing via every door direct mail (EDDM) or other means, customer service, general translation and interpreting services, revamping project collaterals, ability to record public meetings, ability to create video recaps as needed, preparation of related media communications and collateral materials, preparation of audio/video presentations, recording of public meetings and include public comment, project planning, coordination and implementation, web content development, franchise utility communication, ability to send mass emails as the city, follow the external communications plan in each project. special events coordination, hosting public meetings and other services that may be related. This includes, but is not limited to, those operations necessary for mobilization, the movement of personnel, equipment, supplies, expertise, incidentals, permits, notifications, and fees associated with such notifications, if any. The City shall request consultant services on an as-needed basis. There is no guarantee that any or all of the services described in this RFQ will be assigned during the term of this resulting agreement. Further, the Consultant is providing these services on a non-exclusive basis. The City, at its option, may elect to have any of the services set forth herein performed by other consultants or City staff. 3.1 DEFINITIONS 3.1.1 Consultant(s)-The Consultant is the Successful Proposer(s) retained by the City to perform Public Information Outreach Services on Right of Way and Facilities Projects described in this Scope of Services. 3.1.2 City-The City of Miami Beach 3.1.3 Department -City Departments, including but not limited to Capital Improvement Projects, Transportation, Environmental, Marketing and Communications and the City Manager's Office. 3.1.4 Letter of Authorization-A letter issued by the Project Manager(or his/her designee) authorizing the Consultant to commence work on a specific task. Completion due dates and fees are specified in this document. 3.1.5 Project Manager-The City's staff member(s), manager(s) or consultant(s) with overall responsibility and authority to oversee the Public Information Outreach Services on Right of Way and Facilities Projects in Miami Beach. 3.1.6 Task Assignment-One or more tasks assigned under this contract in connection with the Public Information Outreach Services on Right of Way and Facilities Projects in the City of Miami Beach. 3.2 JOB CLASSIFICATIONS AND DESCRIPTIONS 3.2.1 Project Manager: Primary point of contact with the City's Project Manager (or his/her designee) on overall activities of the contract; ensures contract compliance; manages budgets and invoices; executes special projects and performs QA/QC on all collateral materials. Responsible for entire staff assigned to this contract to include staff supervision and work production. Works with City's Project Manager on streamlining processes and developing cost effective methods of doing business. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH 3.2.2 Public Information Liaison: Serves as liaison between project stakeholders and Neighborhood Affairs Division. Assists the Neighborhood Affairs Coordinator for project related information and due to extensive interaction with the City of Miami Beach community, bilingual (English/Spanish) is strongly desired; completes all necessary documents listed in the external communication plan; identifies potential impacts to the public as a result of construction plans; prepares and disseminates collateral materials to the public; develops strategic alliances and partnerships with appropriate parties; prepares and presents project information for meetings; coordinates resolution of issues; record public meetings; maintains database of stakeholders; maintains project issue log; prepares information for updating website; edits website content; performs media responses in writing as needed; coordinates and staffs formal and informal public meetings; arranges field meetings and special events and executes other duties relevant to the position. 3.2.3 Assistant Public Information Liaison: Provides support to the public information liaison for each of the tasks listed above. Should be able to create a database, conduct door-to-door and assist with other clerical needs. (English/Spanish) is desired. The position will be utilized at the decision of the project team for certain needs. Should have an understanding of communication tools, the external communications plan, virtual meeting software, and will executes other duties relevant to the position. 3.2.4 Graphic Designer: Designs and maintains collateral materials; creates and updates templates and newsletter layouts; depicts project information on maps that serve as visual explanations to stakeholders; performs other duties relevant to the position. Familiarity with municipal governments and/or construction concepts are a plus. 3.3 CONSULTANT RESPONSIBILITIES 3.3.1 Coordination with the City: All aspects of each task shall be coordinated through the Office of Marketing and Communications, Director (or his/her designee); All authorizations and approvals shall be in writing and executed by the Neighborhood Affairs Manager(or his/her designee) prior to the commencement of work. 3.3.2 Services to be provided: The following procedures are general for all projects. One or more of them may be necessary depending on the scope of the project. The necessary steps will be identified, and a schedule of activities will be established by the City's Project Manager. If the procedural regulations referenced herein are revised or superseded before the services by the CONSULTANT are rendered, compliance with the most up-to-date version and/or amendments/statutes will be required. The CONSULTANT will provide any one or more of the following services as required by the DEPARTMENT. Public Relations, Community Involvement and Customer Service The successful firms may be tasked with the following duties and responsibilities: • Close coordination with the Neighborhood Affairs Division staff • Developing public involvement plans in close coordination with the external communication plan • Developing project-related informational materials • Collateral production (English/Spanish) DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH • Social media needs—Photography&Video Content as needed • Communicating project information and addressing citizen/stakeholder concerns • Preparing related media communications and informational materials • Preparing talking points • Preparing information for dissemination through the Neighborhood Affairs Division • Ability to create, plan and execute effective mailers using every door direct mail (EDDM)or other services • Coordinating emergency communications • Preparing emergency collateral quickly and effectively • Developing presentations and talking points • Planning, organizing and attending special events and meetings • Preparing audio/video presentations • Ability to record public meetings and public comments • Writing newsletters and feature stories • Translating collateral material developed • Designing and developing templates and graphics informational materials (usually maps that depict project information) • Preparing web content and web copywriting • Developing ads • Coordinating franchise utility communication • Arranging and documenting field meetings • Stakeholder satisfaction surveys • Coordinating media/special events such as block parties, community meetings, and ribbon cuttings • Prepare and present encroachment information for public projects • Prepare, plan, execute and document harmonization meetings as needed • Coordinate special events as needed • Ability to host virtual meetings using Zoom, Microsoft teams or other appropriate platforms • Ability to send and respond to emails through a city domain. • Ability to send mass emails through email marketing software from the City of Miami Beach. 4. ANTICIPATED RFQ TIMETABLE. The tentative schedule for this solicitation is as follows: RFQ Issued July 31, 2020 Pre-Proposal Meeting N/A Deadline for Receipt of Questions August 19, 2020 by 5:00 PM ET Responses Due August 28, 2020 by 3:00 PM ET Evaluation Committee Review TBD Proposer Presentations TBD Tentative Commission Approval Authorizing TBD Negotiations Contract Negotiations Following Commission Approval 5. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: DocuSign Envelope ID:C268CB2D-9AC4-47M-9268-42FF0E841ED6 MIAMI BEACH Procurement Contact. Telephone: Email: William Garviso, CPPB 305 673-7000 william.arviso• miamibeachfl.•ov dditionally, the City Clerk is to be coiled on all communications via e-mail at: RafaelGranado • miamibeachfl.•ov; or via facsimile: 786-394-4188. The Proposal 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 0100-4. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 6. PRE-PROPOSAL MEETING OR SITE VISIT(S). Not Applicable 7. 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 BidSync. Any prospective proposer who has received this RFQ by any means other than through BidSync must register immediately with BidSync 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. 8. 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 rafaelqranadomiamibeachfl.qov 9. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability(including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). 10. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 11. DETERMINATION OF AWARD.The final ranking results of the evaluation process will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1)The ability, capacity and skill of the Proposer to perform the contract. (2)Whether the Proposer can perform the contract within the time specified, without delay or interference. (3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 12. 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. Balance of Page Intentionally Left Blank DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH SECTION 0200 GENERAL CONDITIONS TERMS & CONDITIONS —SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer agrees to be bound by and in compliance with the Terms and Conditions for Services (dated April 13, 2020), incorporated herein, which may be found at the following link: https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/ Balance of Page Intentionally Left Blank DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 nn,ioYlBEACH SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. ELECTRONIC RESPONSES (ONLY). Electronic responses to this RFQ are to be submitted through BidSync until the date and time as indicated in this document. It is the sole responsibility of the Proposer to ensure its proposal reaches BidSync before the Solicitation closing date and time. There is no cost to the Proposer to submit a proposal in response to a City of Miami Beach solicitation via BidSync. Electronic proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files (proposal format indicated below). All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be accepted as timely submitted. Proposals will be opened promptly at the time and date specified. Hard copy proposals or proposals received electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of proposals are not acceptable and will be rejected. Late bids cannot be submitted, bidders are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. 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. The City will only consider the latest version of the proposal. 2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non- responsiveness. Non-responsive proposals will not be considered. 1. Bid Submittal Questionnaire (submitted electronically). 3. OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Submittal Questionnaire (submitted electronically) and the Cost/Revenue Proposal, if applicable, the City reserves the right to seek any omitted information/documentation or any additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in proposal being deemed non-responsive. 4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted through the "Line Items"attachment tab in BidSync. TAB 1 Cover Letter, Table of Contents, and Minimum Qualification Requirement 1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs and page numbers to facilitate the evaluation committee's review. The cover letter must be signed by a principal or a.ent able to bind the firm. TAB 2 Experience and Qualifications 2.1 Organizational Chart: An organizational chart depicting the structure and lines of authority and communication for all firms, principals and personnel involved in the project. Include information that describes the intended structure regarding project management, accountability and compliance with the terms of the RFQ. 2.2 Relevant Experience of Prime Proposer: Submit detailed information regarding the history, relevant experience and proven track record of providing the scope of services as identified in this solicitation to public sector clients, municipal governments, agencies or levels of government for the firm and/or its principals. For each project that the proposer submits as evidence of similar experience, the following is required: project DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAI\A RFACH description, role of the firm and responsibilities, agency(client) name, agency(client) contact, contact telephone and email, month and year the whole project was started and completed, and your firm's term of engagement. For each project provide the following: a. project name and scope of services provided; b. name of individuals that worked on the referenced project that have been included in Section 2.1 above. c. client; d. client project manager and contact information; e. costs of the services provided; and f. term of the engagement. 2.3 Relevant Experience of Sub-consultant(s)/Sub-contractor(s): Summarize projects where the Sub- consultant(s)/Sub-contractor(s) and/or its principals have provided professional public information outreach services, to public sector clients, municipal governments, agencies or other levels of government. For each project provide the following: g. project name and scope of services provided; h. name of individuals that worked on the referenced project that have been included in Section 2.1 above. i. client; j. client project manager and contact information; k. costs of the services provided; and term of the engagement. 2.4 Project Manager. Provide a comprehensive summary that elaborates on the experience and qualifications of the individual who will be selected to serve as the firm's project manager for this contract. 2.5 Public Information Liaison. Provide a comprehensive summary that elaborates on the experience and qualifications of one or more individual(s) who will be selected to serve as the firm's lead public information liaison for this contract's possible assignments. TAB 3 Approach and Methodology Submit detailed information on the approach and methodology that the Proposer and its team has utilized on previous engagements to accomplish a similar scope of work, including detailed information, as applicable, which addresses, but need not be limited to: • Project specific approach to handling communication for neighborhoods versus parks, facilities and public information campaigns. • General communications plan for public information and outreach. • Demonstrate an understanding of various construction project methods such as design-bid-build vs. design- build construction. Suggest innovative ways to communicate with and/or educate the public on the differences, drawbacks, benefits of each, etc. • Additional cost-effective methods, currently not in use by the City, to actively engage and keep stakeholders informed. Note that current cost-effective methods currently utilized by the City include: Email blasts via Constant Contact and/or regular email; project pages on the RisingAbove and Miami Beach website; door- to-door distributions; Maintenance of Traffic for all projects posted on GIS' page and a City- wide GIS traffic map; as needed, regular construction updates are sent out for each individual project; InDesign collateral templates are available for use; and meetings with HOAs/affected stakeholders occur regularly. • Description of the quality assurance and quality control (QA/QC) process used by the Proposer to ensure sufficient management of the contract and required deliverables. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MIAMI BEACH Balance of Page Intentionally Left Blank DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 SECTION 0400 PROPOSAL EVALUATION 1. Evaluation Committee.An Evaluation Committee, appointed by the City Manager, may meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the Evaluation Committee may review and score all proposals received, with or without conducting interview sessions. City staff will assign points for the quantitative criteria. It is important to note that the Evaluation Committee is advisory only and does not make an award recommendation to the City Manager or the City Commission. 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. a. 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 RFQ, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. b. The City, in its discretion, may utilize technical or other advisers to assist the evaluation committee in the evaluation of proposals. 2. Qualitative Criteria. Responsive proposals shall be evaluated by the Evaluation Committee in accordance with the following criteria. Qualitative Criteria Maximum Points Experience and Qualifications 60 Approach and Methodology 40 TOTAL AVAILABLE STEP 1 POINTS 100 3. Quantitative Criteria. Following the results of the evaluation of the qualitative criteria by the Evaluation Committee, the Proposers may receive additional points, to be added by City staff, as follows. Quantitative Criteria Maximum Points Veterans Preference 5 TOTAL AVAILABLE STEP 2 POINTS 5 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 4. Determination of Final Ranking. The sum of qualitative and quantitative scores will be converted to rankings in accordance with the example below: Proposer A Proposer B Proposer C Qualitative Points 82 74 80 Committee Quantitative Points 10 5 0 Member 1 Total 92 79 80 Rank 1 3 2 Qualitative Points 82 85 72 Committee Quantitative Points 10 5 0 Member 2 Total 92 90 72 Rank 1 2 3 Qualitative Points 90 74 66 Committee Quantitative Points 10 5 0 Member 2 Total 100 79 66 Rank 1 2 3 Low Aggregate Score 3 7 8 Final Ranking* 1 2 3 It is important to note that the results of the Evaluation Committee process do not represent an award recommendation.The City Manager will utilize the results of the committee process,as well as any other information he deems appropriate to develop his award recommendation to the City Commission,which may differ from the Evaluation Committee process ranking. Balance of Page Intentionally Left Blank DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 APPENDIX A MI A / V \ Bow Special Conditions 2020- 1 18-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841E06 1. Term of Contract.Three (3)Years 2. Options to Renew.Two(2)additional one (1)year options 3. Additional Terms or Conditions. This RFQ, including the attached Sample Contract, contains all the terms and conditions applicable to any service being provided to the City resulting from award of contract. By virtue of submitting a proposal, consultant agrees not to require additional terms and conditions at the time services are requested, either through a separate agreement, work order, letter of engagement or purchase order. 4. Change of Project Manager or Public Information Liaison. A change in the Consultant's project manager or public information liaison (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 liaison 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). 5. 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. 6. Negotiations. Upon approval of selection by the City Commission, negotiations between the City and the selected Consultant will take place to arrive at a mutually acceptable Agreement, including final scope of services, deliverables and cost of services. 7. Competitive Specifications. It is the goal of the City to maximize competition for the project among suppliers & contractors. Consultant shall endeavor to prepare all documents, plans & specifications that are in accordance with this goal. Under no condition shall Consultant include means & methods or product specifications that are considered"sole source"or restricted without prior written approval of the City. DocuSign Envelope ID. C268CB2D-9AC4-47AA-9268-42FF0E841ED6 APPENDIX B MIAMI BEACH Sample Contract 2020- 1 18-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS BY VIRTUE OF SUBMITTING A PROPOSAL THE FIRM HEREBY TAKES NO EXCEPTIONS TO THE TERM AND CONDITIONS NOTED IN THIS SAMPLE CONTRACT PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND [FILL IN CONSULTANT NAME] FOR [XXXXXXXXXXXXXXXX], PURSUANT TO [FILL IN RFP, RFQ, OR ITB#] This Professional Services Agreement ("Agreement") is entered into this XXXXXX day of XXXXXXXXXXXX, 20 ("Effective Date"), 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 [FILL IN CONSULTANT NAME], a [FILL IN TYPE OF ENTITY/I.E. CORPORATION, LLC, ETC.], whose address is XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX ("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 the Department Director. 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 [FILL IN RFP, RFQ, OR ITB] No. [XXXXXXXXXXXXXX] for [XXXXXXXXXXXXXXXXXXXXXX], together with all amendments thereto, issued by the City in contemplation of this Agreement [FILL IN CORRECT ABBREVIATION RFP, RFQ, OR ITB], and the Consultant's proposal in response thereto ("Proposal"), all of DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 which are hereby incorporated and made a part hereof; provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the [FILL IN RFP, RFQ, or ITB]; 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"). [NOTE: EXHIBIT "A" MUST INCLUDE DETAILED DESCRIPTION OF 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: 2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit [XXX] hereto. [NOTE: TIMELINE FOR DELIVERABLES CAN ALSO BE INCLUDED IN EXHIBIT "A" OR IN SEPARATE EXHIBIT] SECTION 3 TERM The term of this Agreement ("Term") shall commence upon execution of this Agreement by all parties hereto (the Effective Date set forth on p. 1 hereof), and shall have an initial term of [XXXXXXXXXXXX], with [XXXXXXXXXX] renewal options, to be exercised at DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 the City Manager's sole option and discretion, by providing Consultant with written notice of same no less than thirty (30) days prior to the expiration of the initial term. Notwithstanding the Term provided herein, Consultant shall adhere to any specific timelines, schedules, dates, and/or performance milestones for completion and delivery of the Services, as same is/are set forth in the timeline and/or schedule referenced in Exhibit [XXX] hereto. 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$XXXXXXXX . 4.2 [NOTE: INCLUDE AMOUNT FOR REIMBURSABLES, IF ANY]. 4.3 [NOTE: INCLUDE HOW FEE IS TO BE PAID — I.E. "X" PERCENTAGE UP FRONT; "X" UPON DELIVERY; MONTHLY; LUMP SUM; ETC.]. 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: SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Consultant of its violation of the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to Consultant. Upon DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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 rights 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 CONSULTANT, 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 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 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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 [NOTE: INSURANCE TYPES AND LIMITS BELOW SHOULD ALWAYS BE SAME AS WHAT WAS SPECIFICED IN BID DOCUMENTS] 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$200,000; 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. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 The Consultant shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Consultant and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000. Consultant hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of $10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. SECTION 9 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 Services 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. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 9.2 COMPLIANCE WITH APPLICABLE LAWS In its performance of the 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 INSPECTOR GENERAL AUDIT RIGHTS (A) Pursuant to Section 2-256 of the Code of the City of Miami Beach, the City has established the Office of the Inspector General which may, on a random basis, perform reviews, audits, inspections and investigations on all City contracts, throughout the duration of said contracts. This random audit is separate and distinct from any other audit performed by or on behalf of the City. (B) The Office of the Inspector General is authorized to investigate City affairs and empowered to review past, present and proposed City programs, accounts, records, contracts and transactions. In addition, the Inspector General has the DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 power to subpoena witnesses, administer oaths, require the production of witnesses and monitor City projects and programs. Monitoring of an existing City project or program may include a report concerning whether the project is on time, within budget and in conformance with the contract documents and applicable law. The Inspector General shall have the power to audit, investigate, monitor, oversee, inspect and review operations, activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of the Consultant, its officers, agents and employees, lobbyists, City staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption. Pursuant to Section 2-378 of the City Code, the City is allocating a percentage of its overall annual contract expenditures to fund the activities and operations of the Office of Inspector General. (C) Upon ten (10) days written notice to the Consultant, the Consultant shall make all requested records and documents available to the Inspector General for inspection and copying. The Inspector General is empowered to retain the services of independent private sector auditors to audit, investigate, monitor, oversee, inspect and review operations activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of the Consultant its officers, agents and employees, lobbyists, City staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption. (D) The Inspector General shall have the right to inspect and copy all documents and records in the Consultant's possession, custody or control which in the Inspector General's sole judgment, pertain to performance of the contract, including, but not limited to original estimate files, change order estimate files, worksheets, proposals and agreements from and with successful subcontractors and suppliers, all project-related correspondence, memoranda, instructions, financial documents, construction documents, (bid/proposal) and contract documents, back-change documents, all documents and records which involve cash, trade or volume discounts, insurance proceeds, rebates, or dividends received, payroll and personnel records and supporting documentation for the aforesaid documents and records. (E) The Consultant shall make available at its office at all reasonable times the records, materials, and other evidence regarding the acquisition (bid preparation) and performance of this Agreement, for examination, audit, or reproduction, until three (3) years after final payment under this Agreement or for any longer period required by statute or by other clauses of this Agreement. In addition: i. If this Agreement is completely or partially terminated, the Consultant shall make available records relating to the work terminated until three (3) years after any resulting final termination settlement; and DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ii. The Consultant shall make available records relating to appeals or to litigation or the settlement of claims arising under or relating to this Agreement until such appeals, litigation, or claims are finally resolved. (F) The provisions in this section shall apply to the Consultant, its officers, agents, employees, subcontractors and suppliers. The Consultant shall incorporate the provisions in this section in all subcontracts and all other agreements executed by the Consultant in connection with the performance of this Agreement. (G)Nothing in this section shall impair any independent right to the City to conduct audits or investigative activities. The provisions of this section are neither intended nor shall they be construed to impose any liability on the City by the Consultant or third parties. 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.5 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 DocuSign Envelope ID:C268CB2D-9AC4-47M-9268-42FF0E841 ED6 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 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 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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 action is 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 attorneys' 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 RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY OF MIAMI BEACH DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 E-MAIL: RAFAELGRANADO@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: [FILL IN] TO CITY: [FILL IN] Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the 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 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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 WAIVER OF BREACH A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement. 12.4 JOINT PREPARATION The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been a joint effort of the parties, the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other. 12.5 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] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: By: City Clerk City Manager Date: FOR CONSULTANT: [INSERT NAME] ATTEST: By: Print Name and Title Print Name and Title Date: F:ATTO/TORG/Agreements/Professional Services Agreement 2017 modified 12-19-2017 DocuSign Envelope ID.C268CB2D-9AC4-47AA-9268-42FF0E841ED6 APPENDIX C MIAMI BEACH INSURANCE REQUIREMENTS 2020- 11 8-WG PUBLIC INFORMATION OUTREACH SERVICES FOR RIGHT OF WAY AND FACILITIES CONSTRUCTION PROJECTS PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 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$ 500,000.00 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 - $100,000 each occurrence - owned/non-owned/hired automobiles included. 4. Excess Liability-$ .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. XXX 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 XXX Other: Professional Liability $1,000,000.00 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. DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ATTACHMENT C SUNBIZ & PROPOSAL RESPONSE TO RFQ DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 ki • Department of State • Division of Corporations • Search Records • Search by FEI/EIN Number Previous On List Next On Liss Return to List Events No Name History Detail by FEI/EIN Number Florida Limited Liability Company MEDIA RELATIONS GROUP, LLC Filing Information Document NumberL03000027416 FEI/EIN Number20-0118620 Date Filed07/25/2003 StateFL StatusACTIVE Last EventAMENDMENT Event Date Filed04/09/2004 Event Effective DateNONE Principal Address 14707 SOUTH DIXIE HWY SUITE 404 MIAMI,FL 33176 Changed: 01/16/2019 Mailing Address 14707 SOUTH DIXIE HWY SUITE 404 MIAMI,FL 33176 Changed: 01/16/2019 Registered Agent Name&Address GONZALEZ, OSCAR III 14707 SOUTH DIXIE HWY SUITE 404 MIAMI, FL 33176 Name Changed: 02/16/2011 Address Changed: 01/16/2019 Authorized Person(s)Detail Name&Address Title MGR GONZALEZ,ALICIA 19941 CUTLER COURT MIAMI,FL 33189 Title MGRM GONZALEZ, OSCAR III 19941 CUTLER COURT MEDIA RELATIONS GROUP,LLC.html[10/15/20204:57:07 PM] 11llGG DocuSign Envelope ID:C268CB2D-9AC4-47M-9268-42FF0E841 ED6 MIAMI,FL 33189 Annual Reports Report Year Filed Date 2018 01/30/2018 2019 01/16/2019 2020 03/10/2020 Document Images 03/10/2020 --ANNUAL REPORT View image in PDF format 01/16/2019 --ANNUAL REPORT View image in PDF format 01/30/2018 --ANNUAL REPORT View image in PDF format 01/31/2017 --ANNUAL REPORT View image in PDF format 01/05/2016 --ANNUAL REPORT View image in PDF format 01/27/2015 --ANNUAL REPORT View image in PDF format 01/08/2014--ANNUAL REPORT View image in PDF format 01/21/2013 --ANNUAL REPORT View image in PDF format 01/16/2012 --ANNUAL REPORT View image in PDF format 02/16/2011 --ANNUAL REPORT View image in PDF format 02/15/2010--ANNUAL REPORT View image in PDF format 01/27/2009 --ANNUAL REPORT View image in PDF format 02/10/2008 --ANNUAL REPORT View image in PDF format 04/30/2007 --ANNUAL REPORT View image in PDF format 01/14/2006 --ANNUAL REPORT View image in PDF format 01/12/2005 --ANNUAL REPORT View image in PDF format 07/01/2004--ANNUAL REPORT View image in PDF format 04/09/2004--Amendment View image in PDF format 02/06/2004--Amendment View image in PDF format 07/25/2003 --Florida Limited Liabilites View image in PDF format Previous On List Next On List Return to List Events No Name History Florida Department of State, Division of Corporations Florida Department of State • Division of Corporations MEDIA RELATIONS GROUP,LLC.html[10/15/2020 4:57:07 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 BID SUBMITTAL QUESTIONNAIRE SECTION 1 - BID CERTIFICATION FORM This document is a REQUIRED FORM that must be submitted fully completed and submitted. Solicitation No: Solicitation Title: 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY AND FACILITIES CONSTRUCTION BIDDER'S NAME:Media Relations Group,LLC NO.OF YEARS IN BUSINESS:21 NO.OF YEARS IN BUSINESS LOCALLY:21 NO.OF EMPLOYEES-.14 OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS:n/a BIDDER PRIMARY ADDRESS(HEADQUARTERS):14707 South Dixie Hwy,Suite 404 CITY:Miami STATE:Florida ZIP CODE:33176 TELEPHONE NO.:305-254-8598 TOLL FREE NO.:n/a FAX NO.:305-256-1613 BIDDER LOCAL ADDRESS:14707 South Dixie Hwy,Suite 404 CITY:Miami STATE:Florida ZIP CODE:33176 PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT.Alicia Gonzalez ACCOUNT REP TELEPHONE NO.:786-280-6645 ACCOUNT REP TOLL FREE NO.:n/a ACCOUNT REP EMAIL:agonzalez@mrgmiaml.com FEDERAL TAX IDENTIFICATION NO.:20-0118620 By virtue of submitting a bid, bidder agrees: a) to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all specifications, attachments, exhibits and appendices and the contents of any Addenda released hereto; b) to be bound, at a minimum, to any and all specifications, terms and conditions contained herein or Addenda; c) that the bidder has not divulged, discussed, or compared the proposal with other bidders and has not colluded with any other bidder or party to any other bid; d)that bidder acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; e) the bidder agrees if this bid is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the bidder and the City of Miami Beach, Florida, for the performance of all requirements to which the bid pertains; and f) that all responses, data and information contained in the bid submittal are true and accurate. The individual named below affirms that s/he: is a principal of the applicant duly authorized to execute this questionnaire, and that the contents of said document(s)are complete, true, and correct to the best of his/her knowledge and belief. Name of Bidder's Authorized Representative: Title of Bidder 's Authorized Alicia Gonzalez Representative: President SECTION 2 - ACKNOWLEDGEMENT OF ADDENDUM After issuance of solicitation, the City may release one or more addendum to the solicitation, which may provide additional information to bidders or alter solicitation requirements. The City will strive to reach every bidder having received solicitation through the City's e-procurement system. However, bidders are solely BID_SUBMITTAL_QUESTIONNAIRE_W.O_LIVING_WAGE_--_FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the bidder 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. Enter Initial to Enter Initial to Enter Initial to Confirm Confirm Confirm Receipt Receipt Receipt AG 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 required, submit under separate cover. SECTION 3 - CONFLICT OF INTEREST All bidders 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. Further, all bidders must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the bidder entity or any of its affiliates. ❑ YES ❑ NO If yes, please disclose the name(s): FIRST AND LAST NAME OCCUPATION 1 Frank Rodriguez Municipal Service Worker III(Parks&Rec) 2 3 4 5 - - 6 SECTION 4 - FINANCIAL CAPACITY When requested by the City, each bidder shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the City. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the bidder. The bidder shall request the SQR report from D&B at: https://supplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696 Bidders are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each bidder review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495. At time of request, bidder shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City, with bid or within three (3) days of request. BID SUBMITTAL QUESTIONNAIRE_W.O_LIVING_WAGE FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 SECTION 5 - 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. Bidder 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. By virtue of submitting bid, bidder agrees it is and shall remain in full compliance with Resolution 2016-29375 https://www.miamibeachfl.gov/wp-content/uploads/2017/11/2016-29375-Resolution-Vendor-Moratorium-for- Services-Sources-from-North-Carolina-Mississippi-1.pdf SECTION 6 - REFERENCES AND PAST PERFORMANCE Project No. 2020-118-WG Project Title PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY AND FACILITIES CONSTRUCTION Proposer shall submit at least three (3) references for whom the bidder has completed work similar in size and nature as the work referenced in solicitation. Reference No.1 Firm Name: City of Miami Beach Contact Individual Name and Title: Diana Fontani Martinez; Chief Aide to Commissioner Micheal Gongora Address: 1700 Convention Center Drive, Miami Beach, FL 33139 Telephone: 305-673-7071 Contact's Email: DianaFontani@miamibeachfl.gov Narrative on Scope of Services Provided: MRG served as a consultant public information specialist to Ms. Fontani Martinez when she worked for the Capital Improvement Department, for many projects including South Pointe Park Rehabilitation Project, South Pointe Park Water Feature and Sunset Islands III and IV. Reference No.2 Firm Name: Miami-Dade Water and Sewer Department BID_SUBMITTAL QUESTIONNAIRE_W.O_LIVING_WAGE_--_FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Contact Individual Name and Title: Adriana P. Lamar, Chief Public and Governmental Affairs Address: 3071 SW 38th Ave, Miami, FL 33146 Telephone: 786-552-8087 Contact's Email: alamar@miamidade.gov Narrative on Scope of Services Provided: MRG has been serving Ms. Lamar in her current role with Miami-Dade Water and Sewer (WASD)for over 15 years. MRG has provided public information services for WASD in major projects like Government Cut and Norris Cut Relation PRoject, Port of Miami Restoration and Area N -SW 117 Avenue from south of Miller Road to SW 152 Street among others. Reference No.3 Firm Name: City of Miami Beach Contact Individual Name and Title: Kevin Pulido, Neighborhood Affairs Division Manager Address: 1755 Meridian Ave. 4th Fl., Miami Beach, Florida, 33139 Telephone: 305-673-7071 x2112 Contact's Email: KevinPulido@miamibeachfl.gov Narrative on Scope of Services Provided: MRG has served as a consultant public information specialist to Mr. Pulido in his former role with the Capital Improvements Department and in his current role for the Department of Marketing and Communications. We have provided public involvement services for multiple projects including Central Bayshore South and 1 Street Improvements. Additional Reference Firm Name: City of Miami Beach Contact Individual Name and Title: Lauren Firtel, Neighborhood Affairs Coordinator Address: 1755 Meridian Ave. 4th Fl., Miami Beach, Florida, 33139 BID_SUBMITTAL_QUESTIONNAIRE_W.O_LIVING_WAGE_--_FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Telephone: 305-673-7071 Contact's Email: LaurenFirtel@miamibeachfl.gov Narrative on Scope of Services Provided: MRG has served as a consultant public information specialist to Ms. Firtel in her former role with the Capital Improvements Department and in her current role for the Department of Marketing and Communications. We have provided public involvement services for multiple projects including Sunset III and IV, South Pointe Park Water Feature and Palm and Hibiscus Islands Neighborhood Improvements. SECTION 7 - STANDARD TERMS AND CONDITIONS The Standard Terms and Conditions are available at https://www.miamibeachfl.gov/city- hall/procurement/standard-terms-and-conditions/ By virtue of submitting a bid, bidder attests that they have read and understand the applicable Standard Terms and Conditions as indicated in the solicitation. Project No. 2020-118-WG Project Title PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY AND FACILITIES CONSTRUCTION SECTION 8 - VENDOR CAMPAIGN CONTRIBUTIONS Bidders 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 https://library.municode.com/fI/miami_beach/codes/code_of_ordinances? node ld=SPAGEOR_CH2AD_ARTVIISTCO_DIV5CAFIRE Bidders 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 bid submittal, in the event of such non-compliance. Are there any individuals or entities (including your sub-consultants) with a controlling financial interest which have 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. f I I BID_SUBMITTAL_QUESTIONNAIRE_W.O_LIVING_WAGE_--_FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ❑ IYES I ❑ INO If yes, list name (first and last name) of individuals, occupation, amount and date: First and Last Name Contributor Occupation Amount Date of Contribution 1 2 3 • 4 5 6 7 •8 9 SECTION 9—SUSPENSION, DEBARMENT, OR CONTRACT CANCELLATION Has bidder ever been debarred, suspended or other legal violation, or had a contract cancelled due to non- performance by any public sector agency? ❑ YES p NO If answer to above is "YES," bidder shall submit a statement detailing the reasons that led to action(s): SECTION 10 - EQUAL BENEFITS FOR EMPLOYEES WITH SPOUSES AND EMPLOYEES WITH DOMESTIC PARTNERS When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, 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. Does bidder provide or offer access to any benefits to employees with spouses or to spouses of employees? O YES ❑ NO Does bidder provide or offer access to any benefits to employees with (same or opposite sex) domestic partners or to domestic partners of employees? O YES 0 NO 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, BID_SUBMITTAL_QUESTIONNAIRE_W.O_LIVING_WAGE_--_FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. Bidder Provides for Bidder Provides for Bidder does not BENEFIT Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Bidders 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 with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures/ BID_SUBMITTAL_QUESTIONNAIRE_W.O_LIVING_WAGE_--_FINAL_8333328.htm[10/15/2020 4:54:49 PM] DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 .. , , MIA .& ' k ., >: - ' f _.yam `? ,.. '''''lifike" 44 --. - A-7 j - , A., ..-s, ty ' ;.,,,,, 1 `Y )*y ., .\-\774/40- .. r,.` if7 ".i'.� 11, E ,'• 1 146) i1 I �,` 44, 4 1. e ( erg` lit _ S: , , . 2 ' . - •704. ... . '\-7 . 4., ... - - il • i ipeoilk! 4 .47.,_ . . et .... iii,oi ilh. .� • 1� 4P n r .,r1R'N ar Ale ii 1 i i . A.� i.. - . r. ...,, . ., ,...._ TAB 1 ► Y . . ._ .. ,.... - , - _.... •, . :-- , ,. ,b, , ..........„ ,... t , ... . , ,...iiiimr,.._linuri.,,, ,„ .... : Request for Qualifications (RFQ) 0 R • Solicitation 2020-1 18-WG Media Relations Group, LLC PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY AND FACILITIES CONSTRUCTION Gra h Code August 28, 2020 p DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 1 . 1 COVER LETTER `. IAMIBEACH ImillhipipolF Media Relations Group, LLC (MRG), is tourists and commuters, as they often have varied pleased to once again submit qualifications for and conflicting needs — MRG has a proven consideration for selection of the Request for understanding of these needs and how to handle Qualifications to provide public information them effectively. outreach services on Right of Way and Facilities Construction projects for the City of Miami Beach Communication from the City (the "City"). For the past eight years, it has been regarding construction projects an honor to partner with the City on this contract and serve in some of its most important and must seamlessly flow to all groundbreaking projects. If selected again, MRG of its stakeholders and the will act as an extension of the Office of Marketing message must be cohesive. MRG and Communications and provide timely and understands how to maintain useful information to its more than 91,700 residents and thousands of businesses. MRG has this delicate balance, while 21 years of experience serving municipalities managing the needs of the entire and the Florida Department of Transportation community. (FDOT) with the same services breaking ground on South Florida's most innovative infrastructure : , ...#. _ and traffic improvements. Every day, the MRG ... team disseminates information about construction, - I ilk � I . capital improvements, water and sewer, and other 10- - types of projects for its many clients, including the ,,,,.,.- oiii,7 City. We deliver these services early, or on time, . .� .01111. 0... and within the allotted budget, or under budget. "---...„,z . .. MRG is aware of what it takes to successfully ' 7.' complete all tasks listed in the scope of work. -`=�:4m .0 We very much want to continue serving the City in this capacity and incorporate added value of services. Our team is highly qualified, and t _ _ ' our personnel has a depth of knowledge and understanding about the intricacies of working . with the City and its residents. The City's residents and businesses are the core customers and users of its resources. However, the City must also respond to the more than 23 million tourists who visit each year. One challenge the City faces daily Proposed Lead Public Information Liaison Laila Haddad, is reaching these customers, residents, businesses, City of Miami Beach Construction Door-to-Door Distribution RFQ 2020-1 18-WG , . PUBLIC INFORMATION OUTREACH SERVICES ©p© Graph Code i RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 By implementing a forward-thinking approach understands the importance of all Departments to streamline all communication from one working together. In addition to public involvement source rather than varying contractors about the services on the assigned projects, we will also neighborhood right of way improvements and offer implementation of citywide streamlining of structural and park facilities construction, the City processes that will function independently. will be more effective at keeping its residents, business owners and civic organizations well Our team understands the importance of building informed and active in the decision-making a resilient City and how imperative it is to process. Our team will use its in-depth knowledge, educate, not only the local communities, but to measure outreach effectiveness, provide cost- also bring awareness globally to the City's cutting- effective and innovative ideas to quickly and edge ideas and innovations. We will work with accurately disseminate information, and streamline the Marketing and Communications Department processes across all Departments while serving to make sure they receive the recognition they the Marketing and Communications Department. deserve on a national level. Since the onset of COVID-19, MRG has assisted several agencies with virtual and hybrid outreach, MRG is a locally owned, FDOT-certified learning a great deal about how to further Disadvantaged Business Enterprise (DBE) and enhance the City's communications with its Florida-certified Minority Business Certification residents. We understand we are living in very firm, whose staff is based in Miami-Dade uncertain times due to the global pandemic and County having worked at the City for more than are ready to pivot again quickly. fifteen years. We have served the South Florida community since 1999. In the last few years, ='` T • MRG has scheduled and conducted hundreds of briefings with elected officials in the tri-county area ,,,,; Yz` �► and executed countless successful public meetings and hearings. We have also teamed with our partner Graph ' sA • . a Code LLC, a full-service digital firm with web - j design and development, marketing and branding capabilities. Based on our knowledge of this contract and years of working with Graph Code, we are bringing them on to enhance key tasks that can be improved with the use of technology, • • making us more efficient. Another way Graph Proposed Deputy Project Manager Jeanette Gorgas, City Code adds value, is by improving communication of Miami Beach Police Department TV Interview between the City and its residents through their knowledge of new technologies, and the use and MRG has worked with several departments creation of audiovisual and graphic materials that within the City of Miami Beach including Public explain complex projects in simple ways. Jorge Works, the Office of Capital Improvement Sotolongo is the President and Founder, and will Projects (CIP), Parks and Recreation, the Office serve as the Webmaster and Innovative Media of Marketing and Communications (including Specialist. You will see in the organizational chart Neighborhood Affairs), the Police Department, that we are proposing Mr. Sotolongo and Mr. as well as with other entities on City projects Ronda for this contract, but they have additional including FDOT, Miami-Dade Transportation staff at Graph Code available, if needed. As and Public Works (MD DTPW) and Miami- a part of the MRG team, Graph Code offers Dade Water and Sewer (MDWASD). Our team a broad set of digital resources to improve the IMIP RFQ 2020-1 1 - � PUBLIC INFORMATION OUTREACH SERVICES tc.;raph Cod •• RIGHT OF WAY AND FACILITIES CONSTRUCTION /J,ed;o Relations Group,LC �r • DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 overall comprehension of projects, satisfy the agencies and media. We know the City's residents City's needs, and match its vision of leading and businesses expect and receive white glove innovation in communications. service, and we are committed to continuing this service as well as providing a unified message, MRG has an innate understanding of how to in a timely manner, about activities that could engage and provide information to the public affect them. Currently, we have three skilled Senior during construction projects and continues to Public Information Liaisons, a Senior Graphic evolve to better meet the needs of the varied South Designer, three Assistant Public Information Florida communities it serves, specifically the City Liaisons and two Webmasters, seven of which of Miami Beach. Our experience working with are bilingual and available for this contract. We the City's robust Marketing and Communications will provide all of the technical skills and services Department, has given us knowledge of their needed to meet any public information or public available resources and we will maximize them to involvement requirement as quickly as possible. In keep the community informed. addition to understanding the City's three phases of communications regarding the construction From previous and current work completed process, the MRG team is fully equipped and in the City, we have in-depth knowledge and experienced with the following critical public strong relationships with elected officials, staff, relations, community involvement and customer homeowners' associations, business groups, local service responsibilities: • Coordination with the Neighborhood Affairs • Designing and developing templates and Division staff graphics informational materials • Developing public involvement plans (PIP) • Preparing web content and web copywriting • Developing project-related informational • Developing ads materials • Coordinating franchise utility communication • Collateral production (English/Spanish) • Arranging and documenting field meetings • Social media content production • Stakeholder satisfaction surveys • Communicating project information and • Coordinating media/special events such addressing citizen/stakeholder concerns as block parties, community meetings and • Preparing related media communications and ribbon cuttings informational materials • Prepare and present encroachment • Coordinating emergency communications information for public projects • Developing presentations and talking points • Prepare, plan, execute and document • Preparing information for dissemination harmonization meetings, as needed through the Neighborhood Affairs Division • Hosting virtual meetings using Zoom, • Ability to create, plan and execute effective Microsoft Teams or other appropriate mailers using every door direct mail (EDDM) platforms • Planning, organizing and attending special • Live streaming capabilities using Instagram events and meetings and Facebook Live • Preparing audio/video presentations • Ability to send and respond to emails through • Video production a City domain • Drone video technology • Ability to send mass emails through email • Expanding video library marketing software from the City • Recording public meetings and public • Crisis Management comments • 24/7 Customer Service • Writing newsletters and feature stories • Interagency Coordination • Translating collateral material developed 8-WG ©00 p PUBLIC INFORMATION OUTREACH SERVICES Graph Code RIGHT OF WAY AND FACILITIES CONSTRUCTION Mee.Rechcns roup 17 DocuSign Envelope ID.C268CB2D-9AC4-47AA-9268-42FF0E841ED6 MRG has become a go-to firm to provide communication services on districtwide and construction contracts. We have a proven track record of successfully representing the City, FDOT, City of Miami, Town of Cutler Bay, City of Doral, Village of Key Biscayne, Town of Medley, City of Hialeah, City of Homestead, Village of Palmetto Bay, Florida's Turnpike Enterprise (FTE), Miami-Dade Transportation Planning Organization (TPO) and Broward Metropolitan Planning Organization (MPO). Our submittal will show evidence of the requirements stipulated by the proposal and highlight MRG's areas of professional specialization in the field of public involvement and support the above-mentioned qualifications. The project experience shown will demonstrate our capabilities to provide the City exactly what it requests in the RFQ. Creating and maintaining strong and trusted working relationships with our clients has been invaluable to MRG's success. We have provided client references that we hope you call to discuss our work performance. Proposed Assitant PIL Dayana Laila Haddad and PIL Paulette Summers, Proposed PM Alicia Gonzalez and Sanjurjo, Alton Road Outreach Construction Project Public Meeting Jeanette Gorgas, A Collins Avenue Public Hearing We are delighted to submit our qualifications to you and are confident that you will find that MRG is not only the most qualified, but the right team for this job. Sincerely, 1 iir Alicia Gonzalez Principal Media Relations Group, LLC MRG BY THE NUMBERS 21 8 7 224 4 years in business years serving bilingual staff combined billion dollars+ working in Miami- the current members years of of Construction Dade County contract (English/Spanish) experience Projects PUBLIC INFORMATION OUTREACH SERVICES ©QO Graph Code RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Gro LC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 1 . 1 TABLE OF :... ,_ . , ;►AM I B EAC H CONTENTS : , . - _ +e... _ s -' a..r.�.sw . .5 .. X4-3:- _.. r TA 1.1 Cover Letter i 1 1.1 Table of Contents v TAB 2.1 Organizational Chart 1 2 2.2 Relevant Experience of Prime Proposer 4 2.3 Relevant Experience of Subconsultant 10 2.4 Project Manager 12 2.5 Public Information Liaison 14 TAB 3.1 Approach and Methodology 20 3 2020-118-WG IP 11. PUBLIC INFORMATION OUTREACH SERVICES ©pp Graph Code V RIGHT OF WAY AND FACILITIES CONSTRUCTION Med;_Recto Group,LC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 . -• .;:-• . ... -..1-a..2...-^,;•' '' —'.-....-._ _ * 1. ..- . ''4,. 44 i iiii ,,,,,,,,4 4,100L . . ... ,,, . . .._ .. t .„... #._ ikr ,o..... , , , ,,,,_, ... ,, . , . 2 i to 1 _4, . i mi ',.: I - -- `ran .,. 1 .+ .. - __ -�,... - 1.,r f 'n _ 14 { .i - ij ! y i�': 1 ! I!!�1 1 t i 1 ��Y_ i r r i a R '41/11f It!a"f f ! • i'} lQ am �� , ,�` , K IJ ` p _MI. , - .- ] _ _ -_ -,_ ,,,, .• . , ,:.: ,„ „ „.... „; , „....i _ .,,,r 7., , . • .... . • ''' ''''''::w::::' ::::4 "1.1.1Z 1111-9717r. " - •'; ,,, ';',1 \ ,'`tri : ` 1 ::11111::,011 * 1.1' • Ik41,41 - ' --... - :1:.:E::::1 r.=:* '`::::: - .:: - - ,` ,J --@Lux y i w--^�`z.?mom,?. _ � _ �` , Ani 1-.. ; . _-�^--,w"•-•4 -; :w , \..Xa.., — i " _' - '�' ate^'$' -" _ =�i • . ' 1 �..:- "= '" 1 :s w• w .i w 1 � , 11 1 1 I , -- �,. `��_ .'.i i i s it i :i = ' � ... - '�'s 4 TAB 2 ,..„. . k' '444'dmv ...-— 1....',•,: * '-• Request for Qualifications (RFQ) Solicitation 2020-1 18-WG M R G Media Relations Group, LLC PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY AND FACILITIES CONSTRUCTION Gra h Code August 28, 2020 p DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 2 . 1 ORGANIZATIONAL MIAMI B EACH CHART - f MRG has always MIAMI" —H exceeded expectations olsceaFMarketing in accomplishing Locally owned, FDOT- and Communications whatever assignment certified Disadvantaged the City may require. Business Enterprise (DBE) and Florida-certified Minority Business Certification firm Neighborhood Affairs Manager .'1 (Kevin Pulido) '� • `0. I 11 Oscar Gonzalez PRINCIPAL / -'' ---1 \ i : d.r s_ I Alicia Gonzalez PROJECT MANAGER _,... ' .-, 4 Alpt Jeanette Gorgas PUBLIC INFORMATION LIAISON Laila Haddad Mary Gainor Jorge Sotolongo LEAD PUBLIC LEAD GRAPHIC WEBMASTER/ INFORMATION LIAISON DESIGNER INNOVATIVE MEDIA SPECIALIST It Paulette Summers ��,, ci, , ,,, y+ PUBLIC INFORMATION ., LIAISON Eunice Sanders Dilcia Salinas Dayana Sanjurjo LEAD ASSISTANT PUBLIC ASSISTANT PUBLIC ASSISTANT PUBLIC Rodrigo Ronda INFORMATION LIAISON INFORMATION LIAISON INFORMATION LIAISON WEBMASTER RFC 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code RIGHT OF WAY AND FACILITIES CONSTRUCTION Medo Relations Group,LLC DocuSign Envelope ID:C268CB2D-9AC4-47M-9268-42FF0E841ED6 MRG has served this contract for the past eight ups and create monthly status reports consisting of years, partnering with the City to complete some all activities, specifically a detailed description of of its most important and innovative projects. As services performed and required plans of action. you will see, our team possesses the talent and Access to these drafts will also be given to the City knowledge needed to continue to successfully and staff. manage and execute any project for the City. Communication, clear expectations, The organizational chart shows the proposed experience and innovation provide project team and our staff redundancy. Our team for financial success and ensure can be utilized by the City as a whole or as individuals upon a moment's notice and we are service reliability. immediately available upon Notice to Proceed. We pride ourselves in always being responsive Mrs. Gonzalez will monitor the team to ensure that to the needs of the City and its residents, and will the appropriate staff category will execute each respond immediately to any evolving issues, as task. we are available to provide guidance 24 hours a day, seven days a week. In addition to the staff members shown on the organizational chart, the BUDGETING / COST CONTROL MRG team also has additional staff and resources available to complete all of the requested tasks as well as any unexpected ones. We have trusted The following tools/techniques are used by vendors but will also use vendors recommended Mrs. Gonzalez to ensure we properly manage by the City, if preferred. budgets and follow required procedures: III A • Monthly contract expenses meeting with internal accounting staff • Biweekly check-ins with subconsultants' accounting staff to stay within allotted hours • Meet regularly with the City to discuss budget inquiries, schedules and upcoming tasks Laila Haddad and Alicia Gonzalez, 1-595 Express Project • Contract invoicing/budget tracking spreadsheet — used to track billing Project Management remaining balances Each team member, including subconsultants, will communicate with Mrs. Gonzalez on a weekly • Biweekly employee project efforts reports basis, via phone conference or virtual meeting, to to track labor hours and salaries for team relay project updates. Tracking efforts and services members is also important. MRG utilizes SharePoint to track staff projects and corresponding assignments, • Most important: we know what it takes due dates, budgets, and overall status. This will to get the job done right the first time! help Mrs. Gonzalez perform as needed follow- RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 japh Code 2 RIGHT OF WAY AND FACILITIES CONSTRUCTION :ncn5 DocuSign Envelope ID. C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Another key factor for the available to attend last-minute or time-sensitive meetings. Both Mrs. Gorgas and Ms. Haddad success of a contract is properly are authorized to accept and prepare Task Work managing budgets. Properly Orders for the City, as they have done in the allocating resources and past, and to provide a quick turnaround for all securing enough labor funds assignments. MRG Principal Oscar Gonzalez to efficiently carry out all will serve as the Principal for this contract to be contacted and involved as needed. He is a Senior contract assignments is a crucial Construction Community Outreach Specialist with component of an effective Project many years of working with the City. Management Plan. ;: o . Cost control is a constant priority at MRG. Our firm has worked for years to keep all labor costs .. ' .. and expenses down within limited project budgets -. in order to be fiscally responsible with taxpayers' 4 money. In fact, MRG prides itself on keeping 11/contracts under budget even after preparing ai evergreen materials and tools for future contracts ,.x + ..:.. for the upcoming years. The number one strategy for both cost control and schedule maintenance is the use of experienced and reliable personnel. / t When you assign staff to a project that has manyiro. .. , . 4C it. years of experience, you can ensure the most r' efficient use of time and resources and guaranteed • .... service reliability. MRG is capable of taking an I _._ existing budget and working with the City to prioritize and maximize resources. Whether it Alicia and Oscar Gonzalez, 826-836 Interchange entails managing salaries or properly tracking Reconstruction Project expenses, our team has always makes sure to remain within our full contract budget. Compliance Throughout each task for this contract, the Accountability MRG Team will coordinate constantly with City In Mrs. Gonzalez's absence, Jeanette Gorgas staff to ensure all responsibilities are carried will serve as the Deputy Project Manager to step out in compliance with the specified scope of in and handle all project management duties, services. This includes overseeing the planning, including meeting with staff, performing QA/ task assignment, quality control and staffing QC reviews and tracking efforts. She serves in requirements needed to execute a successful this role on several of MRG's high-profile projects. contract. We fully understand the need for Mrs. Gorgas, along with proposed Lead Public constant and transparent communication between Information Liaison Laila Haddad, will also be our team and the City. "I feel very fortunate to be able to work with you and frankly, all of the staff at 9 9 MRG. You help make my life at work such a pleasant experience!" -Margaret Higgins, Office of the District Secretary, FDO1- District Six (retired) RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES ©O Graph Code 3 RIGHT OF WAY AND FACILITIES CONSTRUCTION e fins DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 2 . 2 RELEVANT IAMB EACH EXPERIENCE PRIME ,. • *s• • w�iMw., _ _. The MRG team exceeds the requirements set forth in the scope of services and meets all of the requirements in the RFQ. As you can see in the graphic below, our team has experience in each of the specialty areas described serving only public sector clients, all Miami-Dade municipal governments and several local government agencies. It's all we do at MRG! -6 0 16,. 0-f-,, 4 e 6 $,, Alicia Laila Jeanette Paulette Mary Jorge Rodrigo Eunice Dilcia Dayana Gonzalez Haddad Gorges Summers Gainor Sotolongo Ronda Sanders Salinas Sanlurjo WORK REQUIRED (PM)* (PIL)* (PIL) (PIL) (GD)' (Web) (Web) (APIL)* (APIL) (APIL) communications planning and implementation X X X X X X X X X X public relations and community involvement X X X X X X X X X X establishment and execution of open office hours X X X X X x x x X X planning and execution of virtual public meetings X X X X X X X X X X understanding of virtual software for virtual X x X X X X X X X X meetings understanding of the City's efforts in X X X X X harmonization and the resilience campaign ability to create and execute physical mailing via X X X X X X X X X X every door direct mail (EDDM)or other means customer service X X X X X X X X X X general translation and interpreting services X X X X X X X revamping project collaterals X X X X X X X ability to record public meetings X X X X X X X X X X ability to create video recaps _X X X X X X preparation of related media communications X X X X X X X X X X and collateral materials _ preparation of audio/video presentations X X X X X X X X X X recording of public meetings X X X X X X X X X X _ web content development X X X X X X X X franchise utility communication X X X X ability to send mass emails as the City X X X X X X X X X X follow the external communications plan in each X X X X X X X X X X project special events coordination X X X X X X X X X X hosting public meetings X X X X X X X X X X *lead role RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES ©QO Graph Code 4 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Gro ,LC DocuSign Envelope ID C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Our team fully understands the City's unique MRG employs strong grassroots tactics that blend of affluent residents, historically significant target the community head-on and leads to a infrastructure and world-class, tourism-based highly successful, proactive public engagement businesses. We know it is important to give approach. advanced notification of impacts and specialized modifications to standard construction means, methods and time frames and have the tools and experience to do so. , MRG has worked on more than 20 projects within the City, and fully understands the significance l'`..; • and value of keeping residents and business .y owners fully abreast of information throughout • the entire project process. We know how to • successfully complete projects with minimal impact — to the daily business and personal activities of • -- its residents and visitors alike. There is no ' learning curve required for MRG and its 9 staff. The firm held this contract for two full terms r – and, without question, is the best fit for the project, then and now. Working with City staff and various resident-based organizations, as well as dealing • – with the public on a personal level to establish a sense of trust, have been essential components of our public involvement approach for all of our City Jeanette Gorges, Alton Road Outreach projects. Early and often coordination has been, and continues to be, vital to gaining consensus, In addition to the current techniques being used as well as meeting with municipal staff early to for the City, MRG has spent the past few years determine potential issues and impacts. developing a digital tool box for its clients which includes virtual outreach options, social media, A proactive, not reactive, video production, infographic development and other digital tools which enhance user experience. approach has allowed our Public Over the years, MRG has had the pleasure of Information Liaisons to stay working with public and private sector clients, on top of issues and concerns local and state governments/agencies and all and incorporate exceptional municipalities in Miami-Dade County. As you will see in the following pages, MRG has provided strategies we envisioned into the a list of similar project experience, proven track outreach plan for each and every record of providing the scope of services and all project. detailed information required per the RFQ. I would like to extend my sincerest appreciation to the whole team for making this a successful project. David Martinez, Director, Office of Capital Improvements, Miami Beach (Parkview Island Project) RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 00e Graph Code 5 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Group f DocuSgn Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 NAME OF INDIVIDUALS COSTS OF THAT WORKED ON THE CLIENT PROJECT MANAGER THE SERVICES PROJECT NAME SCOPE OF SERVICES PROVIDED REFERENCED PROJECT CLIENT AND CONTACT INFORMATION PROVIDED TERM OF THE ENGAGEMENT City of Miami Beach Public As part of its three-year Capital Improvement Program(CIP),MRG was FIRST CONTRACT: Information Services Right contracted by the City to provide public information services on the Right Start date:05/2012 of Way and Facilities of Way and Facilities Construction contract,which involved more than 200 $244,600 End date:07/2015 CIP projects and effectivelycommunicatingconstruction information to the Alicia Gonzalez, (first SECOND CONTRACT: Construction Contract Lauren Firtelcontract) residents of the City.As part of the project scope,MRG was responsible for Laila Haddad, Start date:08/2015 providing extensive outreach.MRG developed a full campaign including Jeanette Gorgas, City of Miami Beach 305-673-7071 End date: 11/2020 templates for collaterals such as door hangers,fliers,fact sheets,construction Mary Gainor LaurenFirtel@miamibeachH.gov $195,700 advisories and updates.After successfully fulfilling contract needs,MRG (second Firm's term of was hired for a second time to continue services on the contract with an contract) engagement(both contracts):8 years 5 extension. months City of Miami Beach Public This was a Citywide sanitary sewer improvements project.MRG staff Works Department,Sanitary distributed project advisories door-to-door,and met with stakeholders to Start date: 10/2014 Sewer Evaluation Survey explain the project and level of impact before and during any activities.The Alicia Gonzalez, City of Miami Eric Arencibia,E.I. End date: 12/2015 Project(SSES) MRG PILs were in the field with crew members as they worked in the City Laila Haddad, Beach Public Works 305-673-7080 $109,900 right of way and easements,easing the impact to residents.Field crews Jeanette Gorgas, Department EricArencibia@miamibeachfl.gov Firm's term of performed excavations and repairs on the spot,which at times were very Mary Gainor engagement: 1 year 2 invasive and required coordination with residents.Homeowners were made months aware of these activities far in advance in order to minimize the impacts. City of Miami Beach Sunset Design/Build for construction of various neighborhood improvements for Start date:01/2015 Islands 3 and 4 Right of Way Sunset Islands 3&4.Led PI efforts.Developed fact sheets,weekly advisories Alicia Gonzalez, City of Miami Diana Fontoni Martinez End date:08/2016 Project Improvements and updates.Hosted preconstruction meeting and ground breaking Laila Haddad, PBeach Capital 305-673-7071 $138,000 ceremony. Provided on-site,door-to-door outreach and assisted the contractor Jeanette Gorgas, Improvements Office DianaFonroniC4miamibeachfl.gov Firm's term of with stakeholder coordination regarding harmonizations for roadway Mary Gainor engagement: 1 year elevation and FPL utilities undergrounding. 7 months City of Miami Beach South Design/Build for reconstruction of the water features at South Pointe Park. Start Date:4/2017 Pointe Park Water Feature Alicia Gonzalez, City of Miami End Date:09/2018 Led PI efforts.Developed fact sheets,weekly advisories and updates.MRG Diana Fontani Martinez Renovation Project Laila Haddad, Beach Capital supported the City with a ribbon cutting ceremony dedicated to former 305-673-7071 $14,700 Miami Beach Police,Deputy Chief Mark Overton.Coordination with the Jeanette Gorgas, Improvements DianaFontani@miamibeachfl.gov Firm's term of 2 South of Fifth Neighborhood Association(SOFNA). Mary Gainor Project engagement: months years City of Miami Beach Design/Build for construction of various neighborhood improvements for Start Date:06/2016 Central Bayshore South Central Bayshore South.Led PI efforts. Developed fact sheets,weekly Alicia Gonzalez, City of Miami Kevin Pulido End date:05/2019 Laila Haddad, Neighborhood Improvements advisories and updates.Provided on-site,door-to-door outreach and Jeanette Gorgas, Beach Capital 305-673-7071 x2112 $99,700 Firm's term of Project stakeholder coordination. Hosted a public meeting and assisted the City with Mary Gainor Improvements Office KevinPulido@miamibeachfl.gov engagement:2 years the City's resiliency workshops. 11 months City of Miami Beach Design/ Design/Build of a sanitary sewer pipeline to provide much needed Start Date:07/2015 Build Services for 54" improvements to the City's sanitary sewer system.PI services include day- Alicia Gonzalez, City of Miami Fabio Angarita End Date:8/2016 Redundant Sewer Force Main to-day visit with residents,handling all project inquires,development of a Laila Haddad, Beach Public Works 954-551-2324 $56,400 Project PIP,preparing QA/QC media related information and the development Jeanette Gorgas, Firm's term of of emergency communications.Planned,organized and attended public Mary Gainor Department fangarita@dmsi.co engagement: 1 year 1 outreach meetings. month City of Miami Beach Palm and Design/Build for construction of various neighborhood improvements for Start date:01/2015 Right of WayAlicia Gonzalez, City of Miami Diana Fontani Martinez End date: 08/2015 Hibiscus Islands Ri g Palm and Hibiscus Islands.Led PI efforts.Developed fact sheets,weekly Jeanette Gorgas, Beach Capital 305-673-7071 $34,400 Improvements Project advisories and updates.Provided on-site,door-to-door outreach to assist the Mary Gainor Improvements Office DianaFontani@miamibeachfl.gov chfl.gov Firm's term of contractor's survey efforts and data gathering for CIP. engagement: 7 months RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 6 RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSgn Envelope ID C268CB2D-9AC4-47AA-9268-42FF0E841ED6 NAME OF INDIVIDUALS COSTS OF THAT WORKED ON THE CLIENT PROJECT MANAGER THE SERVICES PROJECT NAME SCOPE OF SERVICES PROVIDED REFERENCED PROJECT CLIENT AND CONTACT INFORMATION PROVIDED TERM OF THE ENGAGEMENT City of Miami Beach Design/Build for construction of various neighborhood improvements for Flamingo Park Neighborhood Flamingo Park Neighborhood.Developed fact sheets,weekly advisories and Start Date:08/2016 g g updates.Provided on-site,door-to-door outreach and assisted the contractor Alicia Gonzalez, Rodriguez City of Otniel Rodri End Date:O1/2019 Improvements Project P Miami Beach g with stakeholder coordination regarding harmonizing for roadway elevation Jeanette Gorgas, Public Works 305-673-7080 $35,000 Firm's term of and working on private property resident agreements.Attended and Mary Gainor Department OtnielRodriguez@miamibeachfl.gov engagement:2 years 5 provided updates to the Flamingo Park HOA monthly for the duration of the months project. City of Miami Beach Parkview In December 2013,the City's Capital Improvement Projects Office Island Neighborhood (CIP)began a roadway construction project on the residential streets of Improvement Project Parkview Island:73 Street,Wayne Avenue,Michael Street,Gary Avenue, Bruce Street and Raymond Street.Specific tasks included communicating construction information to residents,addressing questions and concerns at City of Miami Start date: 10/2013 Alicia Gonzalez, Lauren Firtel End date: 05/2014 the Community Kick-Off Meeting,organizing and staffing several resident Beach Capital coordination meetings with the contractor and City staff,maintaining the Jeanette Gorgas, Improvements 305-673-7071 $39,000 Mary Gainor LaurenFirtel@miamibeachfl.gov Firm's term of project page on the Planned Progress website,emailing project collateral Office engagement:8 months and correspondence to e-builder.MRG also developed project materials including a fact sheet,construction advisories and weekly updates.Upon completion of the construction activities,MRG also prepared a project binder documenting all materials created and outreach efforts to turn over to CIP. City of Miami Beach South Rehabilitation of the park including removal and replacement of landscaping, Start date:06/2014 Pointe Park Landscape irrigation system,walkways,sidewalks and the dog park,among other City of Miami End date: 11/2015 P Alicia Gonzalez, Diana Fontani Martinez Rehabilitation Project renovations.Led PI efforts.Provided on-site HOA coordination,attended Beach Capital I biweekly project progress meetings,developed a stakeholder database, Jeanette Gorgas, Improvements 305-673-7071 $43,000 Firm's term of maintained the project web a e,prepared project related materials Mary Gainor Office DianaFontani@miamibeachH.gov engagement: 1 ear 5 P 9 months y including fact sheet,project updates and advisories. City of Miami Beach 1 Street Design/Build for construction of various improvements along 1 Street from Improvements Project Alton Road to Washington Avenue.Led PI effort.Coordinated and staffed Alicia Gonzalez, City of Start Date:07/2017 multiple workshops with SOFNA members to develop the preferred design, Luis Soto End Date:07/2020 meetings with SOFNA Committees and other major key stakeholders from Jeanette Gorges, Miami Beach 305-673-7080 $110,500 the South of Fifth area. We also developed a video meeting invitation for Mary Gainor, Public Works LuisSoto@miamibeachfl.gov Firm's term of one of the workshops,did door to door distributions,meeting summaries and Eunice Sanders Department engagement:3 years maintained a stakeholder database specific to this project. Miami Beach Lightrail/ The City was seeking to advance a Light Rail Transit(LRT)or modern streetcar Modern Streetcar Project, system to connect people,businesses,and community attractions in South Miami Beach, Florida Beach.This project was envisioned to address Miami Beach's increasing Alicia Gonzalez, mobility needs and support environmental sustainability policies as well as Laila Haddad, Start Date:03/2016 serve as the first step towards future rail connection to Downtown Miami Marcia Monserrat End Date: 12/2016 Jeanette Gorgas, City of Miami via the MacArthur Causeway.MRG facilitated several public meetings, 305-673-7000 $110,492 forums and open houses for the public.The primary deliverables included Mary Gainor, Beach MarciaMonserrat@miamibeachfl.gov Firm's term of a Public Involvement Plan(PIP),meeting agendas and discussion materials, Eunice Sanders, engagement: 9 months PowerPoint presentations,display boards,meeting notes and sign-in sheets, Dilcia Salinas website maintenance and monitoring,social media and a public involvement technical report(summary(. RFQ 2020-118-WG PUBUC INFORMATION OUTREACH SERVICES ©QO GraphCode7 RIGHT OF WAY AND FACILITIES CONSTRUCTION , DocuSign Envelope ID:C268CB20-9AC4-47AA-9268-42FF0E841ED6 NAME OF INDIVIDUALS COSTS OF THAT WORKED ON THE CLIENT PROJECT MANAGER THE SERVICES PROJECT NAME SCOPE OF SERVICES PROVIDED REFERENCED PROJECT CLIENT AND CONTACT INFORMATION PROVIDED TERM OF THE ENGAGEMENT FDOT District Six Alton Road The Alton Road Outreach Effort Phases I&II were designed to inform Outreach Phase I & II,Miami pedestrians and bicyclists to stay safe when crossing the roads and Beach, Florida reminding drivers to yield to pedestrians along Alton Rood from 5 Street to Dade Boulevard in Miami Beach.MRG increased awareness regarding Alicia Gonzalez, Start Date:06/2019 the dangers of improper use of pedestrian crosswalks and mid-block Jeanette Gorgas, Florida Department Tish Burgher End Date:02/2020 crossings through the distribution of existing campaign collaterals including Mary Gainor, of Transportation- (305)470-5349 $25,400 "Alert Today,Alive Tomorrow"and Rectangular Rapid Flash Beacon Eunice Sanders, District Six Tish.Burgher@dot.state.fl.us Firm's term of IRRFB)brochures,and coordinating with the City in utilizing their existing Dilcia Salinas engagement:8 months communication resources.MRG did physical distribution and education along Alton Road,on the Miami Beach Trolley and prepared social media messaging for the distribution by FDOT D6. FDOT District Six State Road MRG was contracted through FDOT to oversee all public information strategy (SR) 826/SR 836 Interchange in coordination with this District Six project,which included having a full- Reconstruction Design-Build, time PIO at the field office.MRG's responsibilities included the coordination Miami-Dade County and scheduling of meetings, presentations and briefings,as well as the Start date:09/2009 development of collateral materials,development and posting of website Alicia Gonzalez, Florida Department Kathy McLendon End date:02/2016$1 1 content and maintenance of meeting rosters team contact lists,stakeholder Jeanette Gorgas, of Transportation- 305-640-7437 million Firm's term of databases and other project-related items.MRG was also responsible for Mary Gainor District Six Kathy.McLendon@dot.state.fl.us engagement:6 years 6 developing an overall design aesthetic for the project,creating an original months logo and tagline to accompany all collaterals.MRG coordinated with elected officials,generated media coverage and successfully completed industry and stakeholder presentations to effectively provide updates on project progress. FDOT District Six 1-395/SR Development of the SR 836/1-395 Interchange Reconstruction Project 836/1-95 Design-Build Project, website,branding and public outreach campaign.PI services include Start Date:01/2018 Miami-Dade County, Florida stakeholder outreach,handling all project inquiries,development of a End Date:estimated Alicia Gonzalez, Florida Department Tish Burgher Community Awareness Plan(CAP),preparing QA/QC media related $2.8 2024 information.Planning,organizing and attending special events and public Mary Gainor, of Transportation- (305)470-5349 million meetings.Development of weekly lane closure alerts,complex detour Dayana Sanjurio District Six Tish.Burgher@dot.state.fl.us Firm's term of plans and collateral materials.Mrs.Gonzalez manages a 10-person staff, engagement:6 years including subconsultants. FDOT District Six State Road Responsible for the public outreach for this safety project,which entailed (SR)414/Collins Avenue from several pedestrian and signalization improvements along Collins Avenue. 4700 Block to 5800 Block, This project corridor has both heavy residential and hotel land uses,so it was Miami-Dade County, Florida important to be in constant communication with the hotels and condominiums Start Date:03/2015 in the area to keep them abreast of any changes.MRG was also responsible Alicia Gonzalez, Florida Department Ana Arvelo End Date:05/2018 for distributing information via project fact sheets and coordinating a public Jeanette Gorgas, of Transportation- 305-470-5210 $67,841 meeting to obtain feedback.MRG also facilitated presentations and meetings Mary Gainor, Firm's term of with several keystakeholders.The project consisted of reducingthe number District Six ana.arvelo@dot.sfate.fl.us engagement: 3 years Dilcia Salinas 2 months of signalized intersections,consolidating the ingress and egress points to and from the frontage road,improving signage,installing internally illuminated street name signs at all intersections and several other traffic safety improvements. RFO 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 8 RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSign Envelope ID C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 NAME OF INDIVIDUALS COSTS OF THAT WORKED ON THE CLIENT PROJECT MANAGER THE SERVICES PROJECT NAME SCOPE OF SERVICES PROVIDED REFERENCED PROJECT CLIENT AND CONTACT INFORMATION PROVIDED TERM OF THE ENGAGEMENT FDOT District Six Districtwide Development and management of multiple local outreach campaigns for Communication Programs Miami-Dade and Monroe counties including Drive Safe Aggressive Driving, and Special Projects—Traffic Put it Down Distracted Driving,Alert Today Alive Tomorrow,Ride Smart Alicia Gonzalez, Start Date:06/2015 Op erations, Miami-Dade and Motorcycle Safety,Bike/Pedestrian Outreach,ASCT and Walk Wise.For Florida End Date:estimated each campaign,our team finds partnerships,coordinates the development Jeanette Gorges, Department of Tish Burgher 08 /2022 Monroe Counties, Florida Mary Gainor, 305-470-5349 $3 million and production of trilingual(English-Spanish-Creole)campaign materials and Transportation- Firm's term of branding.In addition topublic outreach,MRG handles event coordination, Eunice Sanders, District Six Tish.Burgher�dot.state.fl.us Dayana Sanjuro engagement:7 years 2 social media,graphic and web services and media relations.Additionally,at months the end of each campaign,MRG performs data analysis and develops final reports to display campaign success. City of Miami Beach SR 907/ Contracted by FDOT to perform all PI activities for this project.The numerous Alton Road from South of 43 design activities included roadway reconstruction,drainage,upgrading Street to East of Allison Road, bicycle facilities and sidewalks,ADA compliance,as well as installing Miami-Dade County, Florida lighting,signing and pavement markings,upgrading signalization and Start Date:01/2014 landscape design.MRG handled the design and development of a project Alicia Gonzalez, Florida Edwin F.Mojena End Date:Ongoing fact sheet for dissemination to key stakeholders.One-on-one Commissioner Jeanette Gorgos, Department of 954-846-0009 $62,442 briefings were also held to ensure that affected elected officials and City staff Mary Gainor, Transportation- Firm's term of were kept abreast of project developments and construction updates.The Dilcia Salinas District Six emojena@hwlochner.com engagement: 6 years project team also presented project updates to the City Commission twice, 7 months attended multiple HOA meetings,as well as conducted coordination and information meetings with key stakeholders including Mount Sinai Hospital staff and management(concurrent construction project). Miami-Dade Water and Sewer MRG was responsible for the public involvement for all phases of this project Government Cut and served as the department liaison to the project managers.Our team scheduled and coordinated team participation during meetings,prepared meeting minutes and responded to all action items as determined by the project administrators.MRG successfully prepared a PIP which served as the living document throughout the project.Throughout the project,MRG was Start date:04/2011 responsible for coordinating periodic project meetings which detailed the Alicia Gonzalez, Miami-Dade Adriana P.Lamar End date: 10/2013 Jeanette Gorges, County Water latest construction-related activities,future proposed impacts,potential public786-552-8087 $121,000 involvement issues and provided necessary strategies for how outreach Mary Gainor, and Sewer alamartimiamidade.gov Firm's term of efforts would be coordinated.Mrs.Gonzalez acted as a liaison between Eunice Sanders Department engagement:2 years 6 months the county and municipalities and hosted the construction public information meetings for project.This project also required daily interaction with the South Pointe residents and businesses,as well as the Ciy's Engineering and Public Information staff.In addition,the project included emergency repair in South Beach. Village of Key Biscayne Assisted the Village of Key Biscayne with its efforts to make the island Utilities Underground, Key more resilient by burying its utilities.Our team consulted the island on best Biscayne, Florida practices for public outreach and developed innovative materials and a Start Date:03/2018 project website to collect feedback from the public and provide them with Alicia Gonzalez, Josh Horning End Date:Ongoing the most up-to-date information regarding the project and its funding sources. Laila Haddad, Village of Key Josh.Horning@kimley-horn.com $85,186 Firm's term of We aided the Village in communicating with the public by advising them Mary Gainor Biscayne 561-404-7240 engagement:2 years, on digital tools they could leverage to better reach the island's diverse and civically involved residents.MRG developed the brand,slogan and look 5 months which was approved by a Board appointed Undergrounding Utilities Task Force as well as the Village Council. RFQ 2020-118-WG PUBUC INFORMATION OUTREACH SERVICES 000 Graph Code q RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 2 . 3 RELEVANT EXPERIENCE ,\/\IAMIBEACH SUBCONSULTANT • • tet' Graph Code LLC is a digital solutions company and production. Graph Code will provide the that specializes in creating effective strategies ability to deliver professional photography and that help agencies and cities accomplish its videography services; as well as, a simple and goals. Graph Code brings comprehensive effective construction project management system, experience in innovation, marketing, development which will allow the City to successfully manage of audio-visual materials, infographics and new construction and design projects, track milestones technologies, in general. and serve as an archive. Jorge Sotolongo is the President and Founder with Graph Code was recently responsible for the re- over 17 years of professional experience. He has design and maintenance of the SharePoint sites in experience working with the City and currently the District Six Traffic Operations office, the Work produces a Traffic Report and Interactive Map Program office, and the Construction office. They for corridors to and from Miami Beach, where he led the creation and development of the Business worked directly with Nestor Navarro, City GIS Plan Application and the File Manager System Manager. The interactive map showcases major for the Traffic Operations office, as well as the closures for FDOT construction projects in Miami website design, development, maintenance and Beach and the surrounding areas. analytics of the I-395/SR 836/1-95 Design-Build Project website, which combined the effective Additionally, Graph Code offers drone video use of new technologies in order to present key technology, design and production of models information to the public. and prototypes, as well as video direction Construction FDOT Safety Project Resources Management Website, FDOT System (CPMS), FDOT 4 District Six FDOT District Six v Traffic Report& I-395/SR 836/I- .a Interactive Map 95 Design Build . For Corridors Project Website, Ili : i_r To/From and In FDOT District Six a jr Miami Beach t I. s RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 1 p RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841 ED6 NAME OF INDIVIDUALS COSTS OF THAT WORKED ON THE CLIENT PROJECT MANAGER THE SERVICES PROJECT NAME SCOPE OF SERVICES PROVIDED REFERENCED PROJECT CLIENT AND CONTACT INFORMATION PROVIDED TERM OF THE ENGAGEMENT FDOT District Six Construction The purpose of this application is to manage projects that are in the design ec Pro t Management System and construction phase related to FDOT,in a simple and effective way.The Start Date:02/2020 1 g y Florida Department Kathy McLendon End Date:Present (CPMS) application consists of two parts:Visualization of the active projects(in Jorge Sotolongo, of Transportation, 305-640-7437 $11,000 design or construction)and the Archive part,where all the projects are stored Rodrigo Ronda District Six kathy.mclendon@dot.state.fl.us Firm's term of once completed.Each project includes all relevant files,e.g.milestones over engagement:6 Months the life of the project,related personnel and related files. FDOT District Six Traffic The purpose of this site is to showcase an interactive map that displays Start Date:03/2019 Report and Interactive Map weekly updates on traffic conditions in the Miami Beach area.It also shows End Date:Present an archive of all updates made to the ma over time,as well as active Jorge Sotolongo, Florida Department Kathy McLendon for Corridors To/From and in P P gof Transportation, 305-640-7437 $5,500 Miami Beach projects and a contact Form.The data generated by this site was delivered Rodrigo Ronda District Six kathy.mclendon@dot.state.fl.us Firm's term of to Nestor Navarro(Miami Beach GIS Manager)weekly to update the City's y engagement: 1 year 6 GIS platform. months FDOT District Six - FDOT Safety The District Six Traffic Operations office requested an effective wayto archive Start Date: 12/2016 Resources Website P q End Date:08/2022 and host files for our safety partners.Our team developed this website Florida Department Carlos Sarmiento as a digital archive,an efficient source for on-demand project materials. Jorge Sotolongo, of Transportation, 305-470-5437 $21,800 (estimated) Additionally,it has a search and content structure that makes it easy for Rodrigo Ronda District Six Carlos.Sarmiento@dot.state.fl.us Firm's term of partners to navigate. engagement:4 years 6 months FDOT District Six 1-395/SR Development of the SR 836/1-395 Interchange Reconstruction Project 836/1-95 Design-Build Project, Website and branding.Pages design and content laid out during the project Start Date: 11/2017 Miami-Dade County, Florida eel-time,counting website analytics,content accessibility,alert/notification Florida Department Tish Burgher End Date:estimated system,and be completely mobile responsive.The website for this project Jorge Sotolongo, of Transportation, 305-470-5349 $58,000 2023 includesgeneral information about the project,related files e.g.construction Rodrigo Ronda District Six Tish.Burgher@dot.state.fl.us 9 Firm's term of and traffic alerts,audio-visual materials and interactive map with weekly engagement:6 Years updates on traffic conditions. Lee County MPO Virtual As part of the effort to improve access to online information during the Start Date:03/2020 Meeting Facilitation COVID-19 outbreak,the MRG and Graph Code team configured and Jorge Sotolongo, Don Scott End Date:06/2020 integrated the Zoom platform into the Lee County MPO website to conduct Rodri o Ronda Lee County MPO 239-244-2220 $14,102 large-scale virtual meetings,keeping its board and committees productive g dscott@leempo.com Firm's term of and the public informed for the past several months. engagement:3 months Sunguide (TMC)Website Developed a way to improve the TMC's online presence,with a Redesign,FDOT District Six flexible,accessible and easy-to-manage website which best serves Start Date:6/2018 the public and ensures easy accessibility to information. Features Jorge Sotolongo, Florida Department Javier Rodriguez End Dote: 10/2018 include:design followingagency's brand,content organized based Rodrigo Ronda of Transportation, 305-640-7307 $31,995 gg g District Six Javier.rodriguez2@dot.state.H.us Firm's term of on agency's processes,direct access to website resources,responsive engagement:4 months web design,ADA compliance and Search Engine Optimization (SEO). File Manager Tool (FMT), FDOT The purpose of this system was to develop a smart,lightweight District Six scripting application which can automatically scan, manage,and create metadata for FDOT project folders.Allowing users to efficiently Start Date: 11/2017 search and save projects within the Department's network.This Jorge Sotolongo, Florida Department Ramon Sierra End Date: 10/2018 application does not require additional changes to the current folder Rodrigo Ronda of Transportation, 305-470-5336 $39,802 Firm's term of District Six ramon.sierra@dot.state.H.us engagement: 11 structure or supplementary software on FDOT staff computers.The staff months is able to easily manage files and projects by using the administrative application from their local computers. RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 1 1 RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSign Envelope ID. C268CB2D-9AC4-47AA-9268-42FF0E841ED6 2 .4 PROJECT IAMIBEACH MANAGER . - . . i MRG's proposed bilingual Project Manager Mrs. Gonzalez's excellent management skills is MRG's President, Alicia Gonzalez. Mrs. are demonstrated while overseeing the following Gonzalez is a public relations professional and notable successful projects: State Road (SR) 826/ communications expert specializing in public Palmetto Expressway Public Communications involvement programs for the past 28 years. Consulting Services (SR 826/836 Interchange She has served as a Principal of MRG since its Reconstruction Design/Build/Finance), Districtwide inception in 1999, and in her current position, Intergovernmental Affairs and Community Services oversees MRG's entire staff and provides Liaison Contract, NW 25th Street Construction, functional oversight to the firm's fourteen public 1-595 Design/Build/Operate/Finance/Maintain information officers. (DBFOM), Palmetto Expressway Expansion Program, which involved five interchanges and the She has and continues to successfully execute Okeechobee Road Reconstruction contract, which multi-million dollar campaigns throughout multiple involved four separate projects. municipalities statewide, in addition to overseeing . all projects within FDOT (Districts 1 , 2, 4, 5, 141111ki 6 and 7), Miami-Dade Expressway Authority, • Central Florida Expressway Authority, Florida's ''P I s __-4 Turnpike Enterprise (FTE) and the Pennsylvania � .. ,. i —1 Department of Transportation (PennDOT), 4 F , illi _ w9 n and at all phases including Planning, Project, Development & Environmental (PD&E) Studies, C p Design, Design-Build andssway Authorit • ,• Alicia Gonzalez, Briefing County Commissioners on the 4.. 826-836 Interchange Reconstruction Project h y rca.....a 1 f" i Mrs. Gonzalez championed the effort in ._ acquiring the $802 million FDOT District Six I-395/SR836/I-95 Design-Build Project /tr Public Information Contract, where she leads • P } •I the management effort and is responsible for _�� • overseeing the development of the project website, branding, page design and content layout, outreach event planning, public meetings, weekly YVy t \ lane closure alerts, collateral materials, as well as vetting media related information. In addition, she has extensive experience managing crisis 6 F` f situations related to traffic events and construction activities, as well as political issues for FDOT Alicia Gonzalez, City of Miami Beach Streetcar District Six. RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 12 RIGHT OF WAY AND FACILITIES CONSTRUCTION -. . DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 • of Allison Road. She attended multiple public """ outreach events including a key project briefing/ construction coordination meeting with Mount 's A,� . -_--_r._.05 Sinai Hospital. � , •^ ;,- l v ra! Mrs. Gonzalez will serve as the primary point Y ► 1 ,,t,�� Its of contact for the City and will constantly +,4 i _ communicate with the City's Project Manager r '' :� 'Y on overall activities of the contract. She will also r remain the initial contact for new task orders to f determine budget and assignments with each Alicia Gonzalez, FDOT Public Hearing individual City department requiring MRG's services. She will also perform Quality Assurance/ She consistently ensures contract compliance, Quality Control (QA/QC) on all materials and manages budgets, executes special projects and will review all collaterals and project documents oversees all staff and work production, including while guiding the project, as it evolves from phase on the current contract over the past two terms. to phase and through major milestones. Her deep understanding of this process makes it very Mrs. Gonzalez has served in this capacity for efficient will and reduce the level of effort needed neighborhood improvement projects such as by the City. Parkview Island, Sunset Islands 3 & 4, Central Bayshore South, Palm and Hibiscus Islands, South Pointe Park Rehabilitation Project and 6) , ' *' South Pointe Park Water Feature Project. She has also led public involvement efforts for the City's ` % k Public Works Department including the citywide Sewer Rehabilitation Project (SSES), 1 Street ,,` Improvements, Flamingo Park Neighborhood f Improvements Project and the installation of the 54-inch force main, which was one of a kind. Through Mrs. Gonzalez's guidance, our team -:,a?>,r works with the public on a personal level and _ - - _ _ establishes a sense of trust, which is essential to our public involvement approach. Alicia Gonzalez, Public Meeting For the FDOT District Six SR AlA/Collins Avenue Mrs. Gonzalez will work with the team to Project, Mrs. Gonzalez provided support to streamline processes and develop cost-effective the Lead PIO at the public hearing where she methods of communicating to the highest number moderated the question and answer portion of of stakeholders possible for the least amount of the presentation to a large group of interested funds and billable hours. She is committed to the stakeholders. Mrs. Gonzalez also played a key project as your Project Manager for the life of the role in engaging stakeholders on the City's Alton contract and continuing to bring innovation and Road Project, from South of 43 Street to East efficiency to your Communications Department. The quality of MRG's work is always excellent and Alicia Gonzalez has exceptional experience. MRG has always exceeded our expectations in accomplishing whatever assignment the project may require. We have worked with MRG on several difficult projects that required creativity, which was always delivered. - Ueooi a ;V\. Kiveru, ror nlei UIsti Icl Uitecioi GI I r on:iporiahon lJ pelaiioils, rUV i u hf ici 0x RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 13 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Group,Lr DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 2 . 5 PUBLIC INFORMATION ; v ,,, MIB EAC H LIAISON MRG's proposed Lead Public Information Liaison and Design-Build Services for 54" Redundant (PIL) is Laila Haddad. Over the past 38 years, Sewer Force Main projects for the City. Plain Ms. Haddad has served as lead Public Information language educational platforms and media Officer on countless projects, overseeing public outreach has afforded her the opportunity to have involvement and community awareness activities, successful working relationships with cultural and including partnership and consensus building, economically diverse communities. interagency collaboration, media relations, development of content for internal and external She has also managed and provided technical publications and educational outreach for many leadership on numerous transportation projects agencies throughout Florida such as the City, taking them from the planning phase through FDOT, FTE, the Broward County Metropolitan design, and construction. Ms. Haddad has Planning Organization (MPO), Miami-Dade TPO, been responsible for coordination with clients, Village of Key Biscayne, and the City of Fort implementation of effective Quality Assurance and Lauderdale. QA/QC and the supervision of project personnel on major projects. In addition, Ms. Haddad has displayed extensive managerial leadership while working on the FDOT Ms. Haddad will provide proactive outreach to District Four I-595 Express Corridor Improvements impacted property owners during construction Project from 2009 to 2014 and Sunset Islands and maintain a detailed database of complaints 3 & 4 Neighborhood Improvement Project from and inquires, including the resolution of the 2015 to 2018. She was responsible for the issue. For the City of Fort Lauderdale Water and day-to day public involvement activities on this Wastewater Capital Improvements Project, known contract. Additionally, she served on the Central as WaterWorks, Ms. Haddad was the Public Bayshore South, South Pointe Water Feature Relations Manager responsible for the planning, coordination, and management of public relations for this $768 million program" While serving as the Lead Public Information Officer on FTE's Construction Projects under GEC contract for Palm Beach, Martin and Indian River w' counties, Ms" Haddad oversaw all public outreach ,' related to construction activities, media relations `;, ..j and coordination, as well as wrote and published 41111 FTE's monthly construction newsletter. M . Ms. Haddad will review construction plans ry with the team and identify potential impacts to 1 . / ''�K i is i. the public as she did on the Sunset Islands 3 Laila Haddad, Sunset Islands 3 & 4 Stakeholder Outreach & 4 Neighborhood Improvement Project. As the lead PIL on this project, she was the day-to- RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 000 japh Code 14 RIGHT OF WAY AND FACILITIES CONSTRUCTION Mec cations Group,LL DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 day contract who assisted in the distributions as a liaison for the media, elected officials, of project advisories such as door hangers and residents, and businesses to answer questions email updates. She also met with property owners and address concerns. Being proactive in as part of the project team to clarify impacts communicating not just the impacts of construction, and spearhead mitigation efforts. She also but the benefits of the finished project is key. fielded phone and email inquiries and attended association and project progress meetings. This Ms. Haddad successfully executed the efforts project provided Ms. Haddad with experience in for all public involvement activities for Phase editing the project's website in a timely manner. 3A, Phase 3B and Phase 3C of the 95 Express - Corridor Design projects for FDOT District Four. -- - -Ni.- ,� She coordinated numerous outreach meetings, `"" ' - including Public Information Workshops, Industry .s. - — Forums and multiple small group meetings with key stakeholders and homeowners associations 14' (HOAs). The experience of planning and L executing large and small events will provide \' the ability to successfully partner with HOAs in impacted communities, as well as documenting the ':=M:• `' , " • . - discussions held. This project gave Ms. Haddad ` ` design P further experience in the and production of meeting collaterals, as well as distribution of materials to the public. She will use the non- Laila Haddad, FDOT Safety Campaign Distribution traditional distribution methods used on this project for the City if applicable. Another key project that Ms. Haddad led public involvement for was the FDOT District Four 1-595 Express Corridor Improvements Project which far was a Design/Build/Operate/Finance/Maintain -(DBOFM) Public Private Partnership (PPP). She 4-,---, i served as the Senior Public Information Officer on +. this over $1 .2 billion project where she oversaw , all public information outreach in coordination - with the District's Public Information Office andi served as the day-to-day contact and media • I ' I spokesperson. She created and disseminated ',. A IF project fact sheets and electronic construction - alerts, continuously updated the project website, Laila Haddad, WAVE Streetcar Public Meeting maintained the stakeholder database, and served Thanks for all your involvement in preparing for and participating in last night's public meeting... a tremendous amount of effort went into getting ready for the / 9 meeting. I appreciate your commitment over the weekend and late nights. It is always rewarding to know that the effort was well received. I am proud to have worked with you on reaching another milestone of this project! Steve C. Braun, Assistant Planning and Environmental Engineer, FDOT District Four fI-595 Roadway Corridor Improvements Project) RFQ 2020-1 1 8-WG PUBLIC INFORMATION OUTREACH SERVICES 000 japh Code 15 RIGHT OF WAY AND FACILITIES CONSTRUCTION DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 ADDITIONAL STAFF Jeanette Gorgas Public Information Liaison/Deputy Project Manager . j u Mrs. Gorgas has more than 24 years of professional experience, working in various aspects t of communication and for television news media outlets throughout South Florida. She currently leads the firm's design/construction department and led the public involvement for numerous City projects such as the Sanitary Sewer Evaluation Survey Project (SSES), Flamingo Park Neighborhood Improvement Project, 1st Street Neighborhood Improvement Project, Sunset Islands 3 and 4, and four other Capital Improvement Projects, including two in South Pointe Park. Mrs. Gorgas also led multiple educational outreach efforts for the FDOT District Six within the City. During these efforts, she worked closely with the City of Miami Beach Police Department, with focused efforts at high crash locations along Collins Avenue and Alton Road. Mrs. Gorgas is bilingual and responsible for keeping the residents and businesses informed and up to date on each project's progress. She does this utilizing fact sheets, advisories, construction update notices, as well as meeting with residents face-to-face in the field. She has a deep understanding of the City's processes and procedures and has successfully worked with the Capital Improvements Office and Public Works Department for more than six years. She will serve a dual role as Deputy Project Manager, if and when needed, and as an additional Public Information Liaison for the City. Dear Team of the City of Miami Beach, I would like to share with you that we're very happy to have Jeanette organize and communicate with us, the owners and managers, the upcoming projects in the City. It makes a big difference to have someone as responsive as Jeanette represent the City for the work to be done. We really appreciate it. -Mehdi Khachani,JMK Property Mannrement (Central Bayshr,re Resident) Paulette Summers Public Information Liaison 011 Mrs. Summers has the unique position of leading the public involvement efforts on concurrent districtwide design and construction contracts throughout Monroe County, namely FDOT District Six Districtwide Public Communications Consulting Services on Miscellaneous Construction Projects and Miscellaneous Design Projects. The experience garnered during her nine-year tenure in Public Involvement, will enable her to meet the needs of the City and its diverse communities for this project. For more than three years, Mrs. Summers has also assisted Mrs. Gonzalez and Ms. Haddad on several City projects, namely the Miami Beach Lightrail/Modern Streetcar Project, where she helped coordinate efforts for multiple public meetings and attended forums to discern the increasing mobility needs of the City. For the FDOT District Six Districtwide Communication Programs and Special Projects contract, Mrs. Summers assisted with distribution of bilingual educational materials, along Alton Road between 5 Street and Dade Boulevard, as part of the Alert Today, Alive Tomorrow Campaign. During this effort, Mrs. Summers and other members of MRG staff were also escorted by the City of Miami Beach Police Department officers, to hand out informational and instructional tip cards to pedestrians and bicyclists as part of safety and enforcement activities. Paulette, you are terrific. Thanks for the information; it gives me exactly what I need.... I spent 40 years in legacy media. I know what good PIOs do. You do good! -Linda Grist Cunningham, Key West Island News (FDOT D6 DW Public Communications Consulting Services on Miscellaneous Construction Projects) RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 ( aph Code RIGHT OF WAY AND FACILITIES CONSTRUCTION 6 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Eunice Sanders Lead Assistant Public Information Liaison Mrs. Sanders is a bilingual Assistant Public Information Liaison with over 20 years of i professional experience and for the past four years, has worked on multiple districtwide safety and traffic operations campaign initiatives within Miami-Dade and Monroe Counties for FDOT District Six, including a distribution along Alton Road for the Alert Today, Alive 1/ ''4 Tomorrow Campaign. She plays a significant role assisting MRG's Public Information Managers and Liaisons with all public outreach efforts, including maintaining project records, stakeholder databases, conducting door-to-door outreach in the City, hosting project tables for public meetings and special events as well as arranging and staffing public meetings (both in-person and virtual) required for multiple projects throughout Miami-Dade and Monroe counties. She provides Spanish translations with an expertise in transportation and infrastructure with a quick turnaround time which is vital when communicating with stakeholders. As she did on the Sunset Islands 3 & 4 and SSES projects, Mrs. Sanders continues to demonstrate her strong public relations initiatives and proactive ability when fielding general inquiries, coordinating event logistics, research projects, administering problem-solving techniques, implementing well developed organizational skills and continues to provide exceptional client service while managing multiple project tasks at all levels. 4I want to take this opportunity to thank you and the MRG team for a truly outstanding job! You have been very responsive and have a comprehensive understanding of what we do in Traffic Operations. You have helped us deliver our messages to the public in a simple manner, yet always maximizing our results. As always a pleasure to work with you and have you represent District Six. i't,..: J.JiA HULL .J}Jel Ur,Uru trly ;let:l Dilcia Salinas Assistant Public Information Liaison Mrs. Salinas is a public information professional who assists with numerous districtwide lowtrotn relatedmanaged by MRG. She is e for assisting the firm'sanspPublicrtaioInformation contracts Liaisons manawith the dissemination of campaign responsible and project specific information through extensive door-to-door distributions and mailings, as well as providing support to clients and MRG staff at public meetings and special events. Being fully bilingual (English/Spanish), she is highly skilled in stakeholder research, effectively communicating directly with the public in Spanish, evident while she distributed bilingual educational materials, along Alton Road between 5 Street and Dade Boulevard, as part of the Alert Today, Alive Tomorrow Campaign. She has also successfully planned and participated in numerous community outreach events where she was responsible for assisting with the development and maintenance of extensive project databases in preparation for public meetings, public hearings and workshops. Once again the year comes to an end and I look back with pride and gratitude 44 of the amazing things we have accomplished, always with a smile, always positive, always raising the bar and the results show for it. Thank you all for your partnership and for making a difference. -Carlos Sarmiento, Community Traffic Safety Program Coordinator, FDOT District Six RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES coo Graph Code 1 7 RIGHT OF WAY AND FACILITIES CONSTRUCTION ;,,,- -,-.4,,":r-, DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 �, Dayana Sanjurjo Assistant Public Information Liaison• • - Mrs. Sanjurjo has over 14 years of professional experience specializing in managerial services. Mrs. Sanjurjo currently assists MRG's Public Information Liaisons with all transportation-related projects and public outreach efforts. Being fully bilingual, she is highly skilled in stakeholder research, communicating to the public in English and Spanish, and planning and participating in community outreach activities. On the I-395/SR 836/1-95 Design-Build Project, she is also responsible for assisting with the development and maintenance of extensive project databases, staying apprised of deadlines, stakeholder meetings (in-person and virtual), tracking projects fulfillment and staff and client communications. For the Town of Medley, NW South River Drive Drainage Improvements Project, Mrs. Sanjurjo attends stakeholder and client meetings, conducts site visits, manages door-to-door distribution of project information, and attends progress meetings as part of the outreach efforts for this construction project. Ms. Sanjurjo has also played a key role distributing educational materials and working with the City of Miami Beach Police Department at high crash locations along Alton Road and Collins Avenue, as part of the FDOT District Six Districtwide Communication Programs and Special Projects Contract. 4 Thanks again to the entire MRG Team for your valuable assistance with this project! -Jorge E. Corzo, Director, Capital Projects & Economic Development, Town of Medley Mary Gainor Lead Graphic Designer + r _ , Mrs. Gainor is MRG's Senior Graphic Designer who has performed graphical design work for the City for the past eight years. She has also worked with numerous local " `~ / municipalities, Miami-Dade County, Miami-Dade County Department of Transportation ; / and Public Works (DTPW), Miami Dade Water and Sewer (MD-WASD) and FDOT. During her 11-year career, she has successfully assisted in the creation/design of marketing campaigns, project websites, brochures, electronic and print media, outdoor signage, logo design, directional signage and multimedia manages multiple in-house and client- related projects simultaneously. For her current and past projects, such as Central Bayshore South Neighborhood Improvement project, South Point Park projects, Parkview Island Neighborhood Improvement project and the SSES project, Mrs. Gainor takes a proactive approach to keeping the community, stakeholders, business owners, residents and commuters abreast of any project updates, which may affect them. Mrs. Gainor is currently working with the Miami-Dade TPO to provide support for virtual meetings and events. She works closely with the Sr. Public Information Specialist/Liaison and provides constant graphic support for the original design and edits to construction alerts and advisories, designing of collaterals, creation of templates and newsletters, and depiction of complex construction topics and maps in an easy-to-understand way for the City. 4 You were highly praised by myself on your professionalism, artistry, and efficiency throughout the project! Thank you again for a job well done! -Elizabeth Rockwell, Chief Communications Officer, Miami-Dade TPO RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES ©00 Graph Code 1 g RIGHT OF WAY AND FACILITIES CONSTRUCTION ,-,,,,,, DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Jorge Sotolongo Webmaster/Innovative Media Specialist 114.0 ►' Mr. Sotolongo is the president and founder of Graph Code LLC. His vast experience includes front-end and back-end web development knowledge, using Content Management System (CMS) Platforms, as well as understanding the web standards and programming languages that include CSS, HTML, JavaScript and PHP. He has an extended knowledge of virtual meetings, digital marketing (content, marketing, email marketing, Search Engine Optimization (SEO) and social media). A major task executed by Mr. Sotolongo was the redesign and maintenance of the SharePoint sites in the District Six Traffic Operations office, the Work Program office, and the Construction office. He led the creation and development of the Business Plan Application and the File Manager System for the Traffic Operations office, as well as the website design, development, maintenance and analytics of the I-395/SR 836/1-95 Design-Build Project website, which combined the effective use of new technologies in order to present key information to the public. Most recently, he led the effort in creating an interactive map, which showcases major closures for FDOT construction projects in Miami Beach and the surrounding areas. He is experienced in User Interface (UI) and User Experience (UX) design, ensuring excellent results in each website project. In addition, Mr. Sotolongo has experience in video filming, editing and production using programs such as Premier and Adobe After Effect. He has successfully provided this service on numerous safety campaign Public Service Announcements (PSAs) on the Traffic Operations and the 1-395/SR 836/1-95 design-build projects. Thank you so much for always having solutions and getting back to me so quickly! -Calandra Barraco, Planner/Administrative Assistant/Public Information Officer/Title VI Coordinator Lee County Metronolitan Planning Organization Rodrigo Ronda Webmaster ti Mr. Ronda is a highly productive Web designer and developer, who has continuously and successfully worked with Graph Code LLC for over two years. He has extensive experience , in web and systems design. Mr. Ronda is a professional in Information Architecture, Interaction Design, and User Experience (UX) Design. With over 10 years of experience in design digital solutions, his experience includes but is not limited to front-end and back- end web development knowledge, using Content Management System (CMS) Platforms, particularly WordPress, as well as understanding web standards and programming languages that include: CSS and HTML. His design experience includes knowledge of web accessibility standards and usability. He has an extended knowledge in digital marketing (content, marketing, email marketing, SEO, SEM, PPC and social media). In addition, Mr. Ronda has experience in video filming, editing and production using programs such as Premiere and Adobe After Effect. I want to once again thank you for the outstanding work you are doing in 11 revamping the resource site. -Carlos Sarmiento, Community Traffic Safety Program Coordinator, FDOT District Six RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES COO Graph Code 1 9 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Group,LLC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 w.p- ,v.i . , 410 ,N , = , , \ its, , • A ,\I\B A Nz • "d rWit'. IA i /! A �l y i ir. _______—______ - l • t, tl �,t l r i i • + I 1' f li ' i ill .r TAB 3 . _.' ..,,_. I •' •'8 iii :i. _ ,.. . , . _ ._ Request for Qualifications (RFQ) 0 R 0 Solicitation 2020-1 18-WG Media Relations Group, LLC PUBLIC INFORMATION OUTREACH SERVICES RIGHT OF WAY AND FACILITIES CONSTRUCTION Gra h Code August 28, 2020 p DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 3 . 0 APPROACH AND AAIAMIBEACH METHODOLOGY iiiiiiiimirmwoma Project Approach to set the stage for the level of public involvement The MRG team understands and believes in the and activities agreed upon for that project. It is City's mission, vision and values of making the often updated and revised depending on the community a world-class city. A key component status of the project, changing stakeholders and of this is the constant need to inform and educate any changes to public involvement efforts based the public about construction activities that could on the final infrastructure improvements. impact their quality of life while also educating them on the investment the City is making in its The MRG public information liaison initially begins infrastructure and future growth. The following with the effort of fully identifying all stakeholders, plan highlights key strategies that will maximize impacts and other affected groups discussed available resources and provide innovative during the PIP process. It is important to completely approaches to extending outreach efforts, while flush that out and have a full understanding to using the experience and skills of our team share with City staff and officials. MRG will notify members to provide the support services the City the community of the project with a fact sheet at desires. the beginning of the design phase. It is crucial to not only notify residents of the project, but to Communicating project information effectively define the project for them. This will leave little during all phases of every project is critical. In room for miscommunication and give them a full order to assist the City in achieving this goal, understanding of the project. MRG has prepared an outreach approach that is guided by the three project-related information MRG prides itself in fully understanding the categories the City uses to identify project phases. improvements and their impacts and using the fact sheet to explain (often in multiple languages) the Design and Pre-Construction project in layman's terms making sure all potential In this phase, the project team (City staff and impacts are addressed as well as the public consultant) will develop a plan tailored to the involvement process that allows them to make particular neighborhood or park/facility with comments. Some projects have been through how the community will be informed throughout several cycles of the design phase over the course the life of the project. A Public Involvement Plan of many years, and the scope may have changed. (PIP) will be drafted immediately after a task order The Palm and Hibiscus Islands Neighborhood has been awarded and will serve as a living Improvements project is one example of such a document, available to all interested parties. A project. Due to the scope of this project, it was major effort to best understand the community important to provide current project elements and affected, key stakeholders, history of projects in features early to set stakeholder expectations. the area and other affected parties is discussed Door-to-door distributions assisted in this process, at length with staff as the PIP is being developed. allowing the public information liaison to meet Once done, it is a document that can be shared residents and build a rapport. The distributions with all staff and contractor assigned to the project also became a very important tool when it was RF) 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES �raph Code 20 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Gmuo uC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E84IED6 necessary to complete important survey work COVID-19 has increased the need for government on this project. Reaching out to residents was agencies to communicate with the public using required in order to ensure access to each digital tools and experiences. Our approach property could be gained. The executive director involves creating sharp, engaging multimedia for this project's neighborhood HOA, Tim Rose, content that can scale to all the City's social was instrumental in assisting the City in contacting media platforms. MRG holds virtual monthly absent owners to complete this task. meetings with key stakeholders by project and neighborhood to continue to keep them informed During this phase, it is vitally important to capture in a non-traditional way on other projects. This all comments, concerns and desires of interested has been so successful, we plan to use this as a parties that can potentially be worked into the constant available technique for folks that cannot design plans for a project. MRG will collect attend meetings or simply want monthly updates and record all data, making this information a and especially for those out of town. Additionally, permanent record for use during the construction in the cooler months, we are planning on hosting phase. The development of the project database outdoor pop up events/informational meetings, begins in this phase, and it is a fluid document, especially to feature our parks and facilities projects used until the completion of a project. The City even once the pandemic has subsided. We have desires to have a comprehensive database, been fortunate at MRG to host everything from compiled with stakeholder contact information, outdoor meetings to large virtual public meetings which is not always readily available. Because and webinars that are showing great promise for many homeowners' associations do not share communities like the City of Miami Beach. their contact information, it is necessary for those contacts to be obtained through a true grassroots Project Information effort. This can only be achieved by reaching out Residents and business owners can be affected to each resident individually. This was done on at the very onset of a project by various types the Parkview Island Neighborhood Improvements of construction impacts. MRG, in conjunction project, Central Bayshore South and Flamingo with the contractor, will ensure that those most Park Neighborhood Improvements Project and directly impacted will receive timely notifications, was extremely successful. Additionally, door early and often. MRG has worked with various hangers left at each residence requested that contractors on numerous projects, creating and a return call be made to the public information maintaining great working relationships and liaison, which offered an opportunity to receive open lines of communication highly necessary on phone numbers and email addresses. And in construction projects. As a part of the City's public times as we are in now, we can use a postcard to introduce our PIL to the community and get their CENTRAL BAYSHORE SOUTH interest in being on our project database and IMPROVEMENTS PROJECT receiving our e-blasts. PlannecProgress When possible, MRG suggests hosting a project Central Boyshore South, My mune is Jeanette Gorgon and I orn the public inforrnanon liaison for the Central Bayshore South kick-off meeting to further introduce the project Neighborhood Improvements Protect. l am working on establishing a neighborhood database to keep you informed on the project;711 mems %ease consort me at 786.239.8861 or I rg rnrgmiomlc,oz and gain stakeholder support. Meetings at critical neighl f oodr regarding ohephoeenumbe m ho l<°nkeepyouinlomeddwh�rinhappeninginyaar neighborhood regarding the project. milestones within the project will be held to Kind regards, Jeanette Gorges provide stakeholders with an overview of project Pvbh<nlarmaiian Liaison '96 139.8862 status and allow for questions and answers. MRG yasQmrgmiami.<om will provide the necessary collaterals for all public meetings and will use its tried-and-true venue °d`apaal mpo emenl Prn ocsi vetting process to coordinate the logistics for each Central Bayshore South Project Notification Postcard meeting venue. 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Paau siH1 yl,.� `=-,.� 4aaw at PamodaJd sI puo do! aye JO OJn4DU 044 sI -t �tf , ��"" SI S2Z1 D2J w°a a 0D! OU ODUDn D a I is, , y , • t ,..•'t' { / �' L 1 y4VM ua4JO / Jan puo 'JODUDW AIawl4 D UI SaIJOSInpD rr'. ••r••'.• '•,•4' 4.i • .,.;„ ....7.."'' f:. uoIpfJ}SuoD pap!AOJd soil O W 'W Dao uo!pw.tOJUI 903148303JZ4-8926-VVL4140V6-aZ8389Z0 :QI adolanu3 u6!Snoo0 DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 g :* : Project Specific Approach �r0,4i •, ,.' ,. ; ,. }4 c: 44111‘ 1 t For purposes of this response, we will address . f 1 the City's projects categorized as two types: � neighborhood improvements and parks/facilities. i While each type requires a slightly different N . 1�� communications approach, many of the same ,7 -. _�$ components are included. The City makes it 'it 1 is rt l411 a priority to ensure all citizens and business owners are notified of any upcoming or ongoing improvements prior to their start. Based on South Pointe Park Water Feature Dedication Ceremony the City's request, we are providing a project- specific approach on how our team handles the opening of the 595 Corridor Improvements communications for neighborhoods and parks/ Project, the first Design Build Finance Operate facilities using examples from projects that our and Maintain project in Florida. When closing team has worked on or is currently working on out a project, MRG provides each client with for the City. We also provided general outreach any requested collaterals and project information methods that should be used when needed and gathered during the life of the project. All project are applicable to both types of projects. information will be turned over to the City in an official digital project binder for their records, Neighborhood Improvement Projects and project staff is always available once the Neighborhood improvement projects can include project is over if any resident calls and/or the infrastructure and roadway improvements City needs anything else. We also like to work that require significant public outreach and with the City when applicable to prepare lessons coordination with property owners, current learned from those groundbreaking projects that residents and homeowners associations. MRG's are unique in scope and/or employed unique former neighborhood projects, Sunset Islands 3 outreach techniques for the first time in the City. and 4 Neighborhood Improvements, Flamingo Measurement of effective awareness is key to all Park Neighborhood Improvements, Central our outreach efforts and future improvements to Bayshore South, South Pointe Rehabilitation, the Communications Department's methods. POTENTIAL TYPES OF NEIGHBORHOOD IMPROVEMENTS Infrastructure Improvements: Roadway Improvements: • Lining of the sanitary sewer main, • Roadway reconstruction, resurfacing including structures and laterals and/or rehabilitation • New water main and electronic water • Concrete valley gutter meters • Sidewalk extensions • Installation of new storm water drainage • Brick paver speed tables and system and pump stations roundabouts • Cleaning and lining existing drainage • Pavement markings and signage outfalls • Tree planting • Overhead utility (FPL, ABB and ATT) • Driveway and swale harmonization undergrounding • Pedestrian/Bicycle improvements • New conduits, wire and service points for existing streetlights RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 23 RIGHT OF WAY AND FACILITIES CONSTRUCTION au ions Group,LL. DocuSign Envelope ID:C268CB2D-9AC4-47M-9268-42FF0E841ED6 South Pointe Park Water Feature and Parkview has been approved by the project team, the Island, required outreach to the area's residents public information liaison will distribute the fact and property owners as well as the HOA. The sheet first to the HOA (if applicable); in the case first major step was to have a project kick-off of Sunset Islands 3 and 4, Terry Bienstock, the meeting where the project team meets to discuss HOA President at the time, requested the team the project's history and details. At this time, the to distribute to all residents via email. MRG will public information liaison has the opportunity also distribute the document door-to-door, taking to ask about the community's stance on the the opportunity to gather resident and property improvements and the type of outreach the project owner contact information in order to develop a team deems necessary for this particular project. project contact database as well as build rapport. As discussed earlier, this can be done virtually if This database is a living document throughout needed. The communication method used for each the life of the project. If they require further project is determined on a case-by-case basis. This information, or have any questions, the public provides a great opportunity to get to know all the information liaison will either request that the stakeholders in addition to the grassroots efforts. question is addressed by the project team or set For Sunset Islands 3 and 4, most communication up a subsequent meeting. Based on each group's was disseminated via email blast. However, in preference and the project needs, MRG stays in other neighborhoods such as Parkview Island contact with residents on a daily, weekly, semi- where HOA participation is not required weekly or monthly basis and when major delays and residents are less computer savvy, other or changes occur. If road closures are necessary, communication options have to be implemented, we recommend using electronic signage at the such as door-to-door distributions. project's limits two weeks prior to construction and/or the closure/traffic pattern change. In FACTS addition, we notify nearby residents and property owners if the construction impacts will affect IIMIPH them. It is also important to notify the mayor and Central Buy.hore South --"�-- ' •>ssf�-�fj: commissioners by meeting with them in person Nm hborhood lm �~n� '. 1 s Improvement � ��'� f " or written notification depending on the City's Overview f � `'` „;, `� L `f, preferred method. City staff or the project team =::.....17,,t.:;‘,.:74,,--,=:-.„.' �Y .i:u v �; contacts their office before, during and after the - •d,`:;::•''.•'''"– f i proposed work in order to keep them advised of k., :,a,.o,n,.T..,,n m�n..n�n�<e 1 ° mn' `.RMr,."� ��'i. ,y the latest developments and potential impacts. All • ' 1 , _ =� - of the City's existing communications resources 1.7:,,-,°a1,',':,17=.----- � -.n : t' i will be used and built upon as the projects e�' R�,.. ..,>;'� �i proceed. aii, Schedule:e �i.. .01 r Prior to construction, MRG's public information , rmw•p .•e�. �.u� •.:n FMA..M... Momm n OM1on liaison will plan and execute a community public ;°m� � •.i"` e� •, aMiNti; µ7.-----W -,,,,,,, Nw•"iwmeeting with the assistance of the City's assigned gned n'1 I °n JuM=' ,,,., ,,.,,,.,, ,.,,,,, ,. . Neighborhood Affairs Coordinator. The residents -- -: ,— and businesses impacted would be invited along with City staff from all departments involved. The The next step is to create a project fact sheet. design-builder or contractor also participates in Our Senior Graphic Designer and PIL are an order to define and explain the project to the experienced team with over eight years of community impacted. At this time, the community preparing multilingual fact sheets in the City members have the opportunity to voice concerns templates even creating some new templates and questions. These comments may be addressed for the team over the years. After the fact sheet at the meeting or as a follow-up after the meeting RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES ©QO Graph Code 24 RIGHT OF WAY AND FACILITIES CONSTRUCTION Mec -.::bons G oup.u: DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 if the answer is not available at that time. In prior coordination needs to be done with the addition, MRG continues to complete the day-to- City's Parking Department, and "No Parking" day tasks needed for the job as well as wrap-up signs need to be in place at least two days prior. tasks when the project is nearing completion. If construction vehicles must be parked on the road in front of the facility, MRG also contact area Park and Facilities Projects businesses to alert them of the tentative dates and Parks and facilities construction projects require times construction will occur and to determine if a slightly different approach. MRG's South Pointe they have any specific needs, particularly in terms Park Landscape Rehabilitation project included of parking and access. Additional details will be the removal of existing sod and soil, installation of coordinated with the contractor to ensure that new sod and soil, rehabilitating other landscape businesses will not be affected during that time. materials, improving underground drainage, Also, as required by the City, there is a sign in the replacing certain sections of sidewalks and park explaining the project. pathways and expanding the off-leash dog area. For this particular project, MRG developed a fact ADVISORY sheet prior to construction and distributed the document door-to-door to the entire area South of a •press Fifth Street and via email blast. The e-blast was Infrastructure and Roadway Improvements 11 Street from west of Jefferson Avenue to east of Euclid Avenue sent to the stakeholder database that MRG created week of May 23,2016 with information obtained during the distribution The City 61 Miami 8.0 naeen and an existing list the City had from a previous oak Mem.aro EuroInc7.6Aae eq - . n� um pass ti.. ane oeaaM+ay " t-i , sveeuom y,eM a project. It is important to share resources among PIOs and enhance them instead of starting from `Y,:, - ;�' scratch when not necessary. yE •aj`„ ' �' =.y ` 4 A i 6i,ee, .ar Constant communication with an0 8.Inc 1• Polo,11 SP.Ontat9 .PrE . 1111 Mnnvay Frpay.r �.t- HOAs is very important. In the case of South • AI Maand ca w..day�;awnhaa� ,ea ce Tc a1 �eaoeneC .:WIMY.eekeM Pointe Park Projects, the HOA was the South of • ;t�M 9�69,a„mea Fifth Neighborhood Association (SOFNA). As we eare bc;"� .ccaa. all know, they are very active and involved with F.more mtonnanon ewaaaconMrt Jeanette atagas euekmtama.oa M:eon any concerns South of Fifth Street. MRG has a E786239-8862 am.�m great relationship with the now HOA President, Marie Peter. Construction updates and advisories are sent out on an as-needed basis via email When working at a facility or park, coordination to keep citizens and businesses informed of the with the Parks and Recreation and Arts and process and upcoming impacts. Project collaterals Culture Department as well as other individuals also include the benefits of the new facilities, like Veronica Hennig, Film and Print Production alternate facilities to be used during construction Liaison, is a must. Planning ahead for upcoming and the projected completion date of the project. events or permits granted to film crews and It is important to highlight and bring awareness photographers for the use of these facilities to the project benefits and offset the impacts. and parks are a priority. We always work to For the South Pointe Park neighborhood area, accommodate them when possible. When these email distribution was used because the residents requests cannot be accommodated, the correct responded positively to this type of communication. individuals in the City leadership roles must be However, MRG strives to make sure that the notified. The public information liaison needs correct communication method is used for each to always stay informed of any local and City neighborhood. If public parking will be impacted, sponsored events. RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES ©QO Graph Code 25 RIGHT OF WAY AND FACILITIES CONSTRUCTION Meda Relations Group,«c DocuSign Envelope ID.C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Public Information Campaigns Safe Aggressive Driving, Put it Down Distracted MRG has a proven record of success in Driving, Alert Today Alive Tomorrow, Ride Smart developing engaging campaigns from the ground Motorcycle Safety, Bike/Pedestrian Outreach, up. With our tried-and-true methods, as well Adaptive Signal Control Technologies (ASCT) Pilot as an ability to be innovative and original, our Project, and Walk Wise. For each campaign, team is able to hit the ground running with any our team establishes partnerships, hosts kick-off campaigns the City is interested in preparing workshops, coordinates the development and and disseminating. We are keenly aware of what production of trilingual (English-Spanish-Creole) our community responds to when developing campaign materials and branding. In addition to a strategy and message for different types of public outreach, MRG handles event coordination, campaigns while also adhering to City standards. social media, graphic and web services and This an area we are very excited to assist the media relations. At the end of each campaign, City with due to our extensive experience with MRG performs data analysis and develops final life-saving campaigns at the Florida Department reports to display campaign success and partner of Transportation District Six. MRG has the feedback. knowledge and resources needed to reach larger audiences while keeping the budget and duplicate After a campaign timeline is created, our team efforts low for the City. MRG understands that in establishes community partnerships based on past today's culture of information overload, capturing membership and potential leads including private the public's attention is not enough to affect the and public sector. Once we have a network of long-term changes, and we will address this partners established, we host a kick-off meeting/ problem by creating multi-faceted communications workshop (both in-person and virtually) to train the campaigns. MRG is ready to help the City partners, disburse campaign materials and gather lead the way in making a real difference in our feedback about what initiatives are most vital to community in this particular moment in time! their organizations. Throughout the campaign run, we check in with the partners to ensure they are tracking their progress. At the conclusion of the campaign, we collect their feedback and ,,./ analyze the data to develop a comprehensive •r=— report. In addition to the report, we develop an executive summary and video recap including Ihr ''w." lessons learned and recommendations for future ./10\4:74;* campaigns. The City of Miami Beach, Miami tr , r Beach Police Department and City of Miami \o �t Beach Fire Department have participated in most /7/NE/\ ' of our safety campaigns since inception. For the Eintig - f ► c 2019 Put it Down Campaign, the City and Police Department distributed campaign tip cards and Mary Gainor, FDOT Safety Campaign Outreach Event social media posts on Facebook, Twitter and Instagram. The approach for any requested campaign would be based on our current and past experience with Additionally, MRG developed a campaign for the FDOT District Six Districtwide Communication FDOT District Six Traffic Operations Department Programs and Special Projects contract for in order to educate pedestrians and bicyclists the Traffic Operations Department. MRG is along Alton Road from 5 Street to Dade Boulevard responsible for the development and management about safe crossing behaviors and educate of multiple local outreach campaigns for Miami- drivers to yield to pedestrians. The Alton Road Dade and Monroe counties including Drive Outreach Effort Phases I and II were designed to RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES ©Q© Graph Code 26 RIGHT OF WAY AND FACILITIES CONSTRUCTION 'bons Group.LLC DocuSign Envelope ID: C268CB2D-9AC4-47AA-9268-42FF0E841ED6 �. . for producing these components, and the project ' manager will be responsible for the Quality j 'If?ii, Assurance/Quality Control (QA/QC) process. ii . If selected by the City, the MRG team believes 414* L. jiLT.ti 'l �`_ _---,---,-11' - the first order of business would be to meet Vii , - n. with Ms. Daniels and Ms. Bertier to assess the Communications Office's main goals during a<�® the next three years, revisit the public outreach ____\ "' methods currently in use and determine if there are any untapped resources they would like us to begin using. We have suggested several methods that have been very successful, but it is Paulette Summers and Dilcia Salinas, Alton Road Outreach important to realize every situation is different and often requires a modified approach. We would raise pedestrians' and bicyclists' awareness of follow the same process for any other department current Florida laws and form a comprehensive using our services. The number one priority for emphasis on educating the community about any construction project is to keep impacted the risks when not following signs, signals and stakeholders informed and engaged, especially if pavement markings. The main goal was to there are delays, complications or emergencies. continue increasing awareness regarding the All materials will be produced in English and dangers of improper use of pedestrian crosswalks Spanish, unless otherwise specified by the City. and mid-block crossings through the distribution of campaign collaterals including Alert Today Alive We will follow the City's guidelines of breaking Tomorrow and Rectangular Rapid Flash Beacon down project information, including pre- (RRFB) brochures. MRG coordinated with the City construction communication, ongoing project in utilizing existing communication resources. information and post-construction communication. For example, MRG boarded the City trollies and For pre-construction communication, the MRG distributed educational materials to riders; as well team will explain how impacts during construction as, included these materials in the slots on the can be mitigated, the benefits of the project and trollies in order to have them easily available to alternative routes available, if applicable, to area all riders for the duration of the campaign. During residents and businesses. During the lifetime of the this campaign, we worked heavily with the Miami project, the MRG team would also keep a running Beach Police Department and conducted multiple issues log of all resident inquiries, the actions educational enforcement details. taken and the outcomes. For post-construction communication, the MRG team will summarize General Communications Plan all outreach efforts conducted and shared with Each project, regardless of the scope and budget, the community. We would also check in with requires certain components to comply with the community to ensure the improvements are established standards. Among these components satisfactory and post-construction activities, like are pre-construction and construction field clean up and/or any restoration needed has been visits, developing Public Involvement Plans (PIP), completed. coordinating public meetings and stakeholder one-on-one meetings, producing and distributing Elected/Appointed Officials collateral materials, maintaining a project web The City's mayor and six commissioners will be page, developing and maintaining a project notified in advance of each construction project specific contact database and resident issues log. and briefed about the areas that will be affected. The lead public information liaison is responsible Through our previous work on the FDOT District RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 27 RIGHT OF WAY AND FACILITIES CONSTRUCTION Meda Relation Group I.LC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Six Intergovernmental Affairs and Community to expand with the property managers of many Liaison contract and through the FDOT District condominiums and presidents of neighborhood Six Design Project along Alton Road from South associations throughout the City to explain the of 43 Street to East of Allison Road, among construction process and schedule. Building and other projects, the MRG team has already had maintaining trusted relationships with residents is the opportunity to coordinate and lead briefings of the utmost importance. We will work diligently with various members of the Miami-Dade County to keep open lines of communication between Transportation Planning Organization (TPO), the City and its customers. It is our goal to ensure including commissioners and other representatives that residents know they can call us anytime with from the City as well as Miami-Dade County questions. Fliers and newsletters will also be Commissioner Eileen Higgins, who represents placed in mail rooms and on notification boards District 5, and Sally Heyman, who represents (when approved by the property manager). Door District 4. Additionally, the City's elected and hangers will also be placed on homes in the appointed officials are familiar with the MRG targeted areas. By building on already established team due to our current public services contract relationships with these condominium communities with the City. Our team had the opportunity to and associations, we can also request they include interact with them and provide them with talking construction notices and information in their email points as well as other project information as blasts and newsletters. MRG will continue to build needed at the following events: on existing relationships with the City's Community Resource Officer to ensure key stakeholders are • Central Bayshore South Design Meeting contacted as part of our outreach efforts. • Parkview Island Neighborhood Improvement Project Public Meeting and end of Construction Block Party • Palm and Hibiscus Neighborhood Improvement Design Public Meeting g Project9 ►� �,� • Sunset Islands 3 and 4 Neighborhood 7 ', / Improvement Project Pre-Construction Public !0 Meeting and Groundbreaking Ceremony • South Pointe Park Water Feature Dedication1 \ 1 Ceremony ...�� • FDOT TPO Board Member Briefings ". • FDOT Alton Road 43 Street to Allison Road * Project Briefings Paulette Summers, Door-to-Door Property Owner Outreach • FDOT Collins Avenue 4700 to 5800 Block Project Briefings Targeted Businesses It is important to contact businesses early in the Property Owners/Renters process if access to properties will be limited. As previously mentioned, many of Miami We often need to gather information from them, Beach's citizens are very active and vocal in the such as delivery times, traffic patterns, customer community and in their respective homeowner patterns, etc. We will also use fliers to inform association groups. As a result, all renters and business owners as well as allow them to share property owners will be notified of upcoming information with customers and employees. These and ongoing construction projects that impact fliers will include a map showing alternate routes them. The City has an extensive neighborhood to the area (if affected by construction), the project association list that will be used by our team, schedule, contact information and other important and MRG has contact lists that we will continue project information. RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 28 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Grow.; DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 1 Jag `I"un"7" �'"" and Twitter feed and official Facebook page when 44 --`----- — needed. For example, during FDOT's 2019 Put it Or"'il" • .. i Down Campaign, MRG and its campaign partners "vi ell S * �V' . I distributed nearly 1 million eblasts. 4. ' k Available Resources 1 _ As we have demonstrated throughout this ii 4 11 S ... SHELL approach, our team has developed an extensive 1- toolbox of successful techniques. In addition, we iare aware that the City of Miami Beach also has / + many tools to effectively inform their residents of projects throughout the City. Dilcia Salinas, Neighborhood Business Outreach We believe the City's current practice of installing Festivals and other high impact events project signs in the areas under construction or There is increased pedestrian and vehicular traffic slated to be under construction is a great way to during many of the City's festivals and events that show residents, business owners and tourists the typically take place each year (Pre-COVID 19), City's continued dedication to improving Miami including the Boat Show, Miami Beach Pride, Beach and creating a world-class city. Miami Swim Week, Art Basel, Winter Music Conference, the South Beach Food and Wine When necessary, our team will provide support to Festival, Art Deco weekend, marathons, races the Marketing and Communications Director Tanya and major fundraisers among others. If existing Daniels and her staff, to notify the local media construction activities are expected to impact any of major construction delays, project schedules, of these projects, MRG will reach out to those maintenance-of-traffic plans, business access groups and event organizers well in advance to and communication channels for questions and communicate approved construction details and concerns. MRG will also work with Neighborhood schedules. While doing so, MRG will coordinate Affairs Manager Kevin Pulido to coordinate with the event organizers in order to facilitate the with other construction projects ongoing coordination, setup and cleanup. MRG will also within the City. We will also provide support coordinate in advance with the appropriate City contacting and writing articles for neighborhood- staff to ensure that when construction activities are centric newspapers such as The Miami Herald suspended or restricted due to high impact events, Neighbors, online Miami Beach sections and MB the project team is well aware. Magazine. Electronic Updates Construction Project Methods Electronic mail messages (or e-blasts) are low-cost MRG makes sure that each design project is communication tools that are easily established carried out with the utmost organization and and effectively notify stakeholders on the latest precision. During this important transition period, project updates. They allow information from a it is vital that a project be managed under trusted source, in this case the City, to be sent scrutiny and care. MRG strives to include the quickly. We will use Constant Contact to distribute public in all decision-making processes during weekly project updates and to disseminate this time, ensuring that concerns and questions information. The MRG team will also work with are addressed prior to the project progressing City's Communication Team to post updates on to the final construction phase. One of the main the project page, coordinate live traffic alerts with goals for MRG at this phase is to work closely with GIS, and work with the City's Communications the engineering consultant to identify impacted Department to provide updates for the Instagram stakeholders and address issues so that they do RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 29 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Group LLC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 UNDERSTANDING OF CITY POLICIES AND PROCEDURES The MRG team will continue to address the following critical requirements, as has been proven: • A proven track record of representing the City in the areas designated in the scope • A strong record of accomplishment on similar projects, and the understanding of every project discipline from design through construction • Development of public involvement strategies for multiple City projects including overall messaging and educating the public • Establish relationships with community and government leaders, business organizations and other key stakeholders throughout project limits and the City • Provide all the technical skills and services necessary to meet virtually any public information or public involvement requirement as quickly as possible • An understanding of work previously performed in the area, including other construction segments within the City • An unmatched level of experience on construction projects throughout the City and South Florida • An understanding of the procedures of the CIP Office and other City departments, and the need for continued coordination throughout the life of each project • The provision of qualified personnel in sufficient numbers to simultaneously conduct first-rate public relations and public involvement services for this project • Experienced staff with a thorough understanding of the City that will serve as resource that no other proposer possesses • A commitment to utilizing lessons learned from current projects on future projects not become costly construction delays as the prepare a final record of team commitments prior project moves forward_ We coordinate a series to the construction phase in order to ensure that of public meetings as specific milestones of the all questions and concerns have been addressed design phase are completed in order to gain a before the project moves forward. At this juncture, thorough understanding of the community. the design team hands the project over to the construction team, providing a complete account As previously mentioned, we also arrange and of the public information work to date. attend elected official briefings to ensure that those in office are aware of the most recent and The MRG team ensures that all design-builds are important information regarding a project, as well executed in an organized, structured and efficient as to obtain their feedback. MRG often arranges manner, similar to the procedures employed and staffs formal team presentations to concerned during independent design and construction homeowners associations as well. In addition, we phases. We work closely with the project team RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES ©©• (f Graph Code 30 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Group,LLC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 as well as affected stakeholders to establish a cons to each method. In the past, MRG has strong consensus. It is vital to coordinate with local found success with the use of infographics. It elected and appointed officials to make sure that is a powerful tool that allows people to easily the correct information is disseminated throughout digest information through the use of visual data, impacted communities and that stakeholders are charts and statistics. With the proper use of color, given ample opportunity to voice any questions or concerns. Particularly, in a design-build, it PROS AND CONS OF is important to highlight the project schedule DESIGN-BID-BUILD (DBB) and keep the community ahead of any major benchmarks or activities. Using public meetings and workshops as a forum, MRG works closely For DBB, MRG understands that the project owner develops 100 percent design and specifications, with those affected to make sure the public is aware of developing design plans, construction competitively bids this in the open market and normally selects the low-price bid. The selected activities and other landmark occurrences. contractor builds the project in accordance with the owner developed design and specifications. MRG works with the project team as the design- Project owner approves final construction and then build project moves forward, paving the way for operates and maintains the completed project. The progress. Often, design-builds require additional contractor is paid monthly progress estimates. outreach and one-on-one meetings to keep the Pros: project on schedule due to limited outreach that was done prior to the contractor being awarded i/ Project owner controls the complete design the project. There are also methods and materials and specifications the contractor bids that must be explained to the v' SimpleLowest price fortheproject P � Simple and most common approach used in community once accepted by the City and its the market, so contractors understand it project manager. ' Normally a higher level of competition During either type of project, design-bid-build Cons: or design-build, the MRG staff understands the )( Any changes in the field in design or importance of being accessible to residents, specifications such as quantities, conditions businesses and stakeholders. It must be or errors are the responsibility of the project communicated early in the life of the project that owner and increases bid price in the range of 10% plus or minus. the communication channels are two-way, always x Time to design, bid, and build collectively open and easily accessible. Building transparency can be a slower method for project delivery. within the community creates trust, encourages )( Low bid price selection may not consider dialogue and provides an atmosphere where quality of the contractor team selected. stakeholders can take pride and ownership in the )C Build quality is warranted for a short benefitingtheir community. period — typically one to three years, may project be longer for special items like rolling stock and technology for manufacture warranties. As a firm, MRG has worked on both design- Project owner takes the full risk of the cost of bid-build and design-build projects for over operations and maintenance. 15 years in South Florida. We understand the .. _ • difference and the importance of explaining - these methods of construction to the public in _ _ • an easily understandable and creative way. We 4 "' have become experts preparing the community for both construction methods. As you can see in the following chart, this is a very simple PROJECT EXAMPLE:KROME AVENUE CONSTRUCTION PROJECTS explanation of the differences and pros and Prepared for Miami-Dade TPO June 2020 RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 31 RIGHT OF WAY AND FACILITIES CONSTRUCTION Medio Relations Group,LLC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 proportion, and negative space, information can be transformed into memorable and attention- PROS AND CONS grabbing graphics. Another innovative way to OF DESIGN-BUILD explain complex topics is through the use of short videos that can be distributed via social media For Design-Build, the project owner develops conceptual or eblasts showing projects in South Florida that design between 30 and 60 percent plans and were built in the different methods so they can performance specifications, then selects a design build team based on a combination of qualifications, project relate to them. We can create a series of videos approach and price to complete the design and build that emphasize the differences and benefits to the project. The project owner signs off on design each construction method and present them to the "packages" generally at 60, 90 and 100 percent plans community virtual or face to face. For the less tech- developed by the design build team. Once project owner signs off on the design plans, the design-build savvy communities, we can provide double sided team implements the construction of the project. Project postcards that explain the differences and benefits owner approves the construction and then operates and of each project type. The goal is to have the maintains the completed project. knowledge we have on the two methods and find Pros: the best way to educate the targeted community. MRG has the expertise to do just that and work V Combination of quality and price used with the City on their goals as it relates to this for selection of design-build team, who assume the responsibility for the design and question. construction of the project. Tends to limit price changes. Cost-effective Methods v Generally, a faster delivery method where One of the benefits of working with an established elements of design and construction are concurrent. team of communication professionals is knowing V Less common approach, understood by you will receive a high level of expertise and medium/large design and contractor firms. commitment to excellence. The MRG team builds N,/ Normally a higher level of competition. on that by being open to change, understanding the evolving needs of the community and Cons: meeting the challenges that arise with each new )( Less project owner control, can approve opportunity to promote a client. We are always design packages. The more "control" over these approvals leads to more risk transfer thinking of innovative and cost-effective ways to back to the project owner. inform the public. )( Project owner must be comfortable with project innovation, risk transfer and the Drive-Thru Meetings development of performance specifications All outreach efforts must include community to be successful. )( Build quality is warranted for a short period meetings that engage the general public. —typically one to three years may be However, we know that the traditional meeting longer for special items like rolling stock is not always the best method for engaging and technology for manufacture warranties. the community, especially during the current Project owner takes the full risk of the cost pandemic. MRG has used a variety of techniques of operations and maintenance. for public meetings and has implemented a • . - • - . style of meeting called "Drive-Thru Meetings". - F• ' This activityaffords the opportunity of getting ` t1L -- PP tY r r *,. .‘i•the message to stakeholders by setting up in the w t parking lot of a local store or shopping center, a 1 • farmer's market or other local event to distribute ` project fliers, fact sheets and notifications. PROJECT EXAMPLE:I-395/SR 836/1-95 DESIGN-BUILD PROJECT Prepared for Miami-Dade TPO June 2020 RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES 00 Graph Code 32 RIGHT OF WAY AND FACILITIES CONSTRUCTION P,:r,,,,,, DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 With the many shopping centers and grocery stakeholder facility or location, like the lobby stores within the City frequented by residents living of a hotel, could prove beneficial. This enables within the project areas, this would be a cost- the project team the ability to capture a larger effective way of spreading the word and gaining audience of affected stakeholders. feedback about projects. MRG has had great success in the past with these types of meetings for Surveys FDOT and is confident that they would be useful Providing stakeholders with a post-construction for several communities in Miami Beach and other survey would assist the City greatly in gauging municipalities. which outreach efforts used during construction worked, and how others could be improved in Virtual Meetings the future. The purpose of these surveys is to Even before COVID-19, MRG has been utilizing determine if the residents and business owners virtual meetings successfully. Many property are satisfied with their experience and determine owners reside in the City on a part-time basis if anything else could have been done to prevent and don't have the option of attending a public issues or dissatisfaction. The surveys can be meeting in person. MRG has the ability to host sent electronically to members of the project webinars on behalf of public agencies. These database and respondents could choose to remain meetings can be recorded and made available in anonymous to encourage honest feedback. real time through live stream or online link. MRG uses GoToWebinar, Zoom and Microsoft Teams Neighborhood Businesses to provide remote attendees with an interactive MRG will utilize neighborhood businesses to experience. Feedback gathered from virtual disseminate project information, raise awareness participants can be sent via email to the public and gain community consensus on current information liaison for recording and then shared and future projects that will affect the area. It with CIP for review and response. is important to have relationships with local businesses as a proactive measure to garner 11 9 support and trust. This also encourages residents and customers to frequent the businesses that have 1 the latest information about a project. MIdMI �I I. • �.� q I !�! rl4' _ F39S1SR 1136/1-95 DES101-IRRLO PROJECT 1;11(.411:1 .yrs T� ;� -tat, Ai- • Virtual meeting, 395 Monthly Stakeholders Focused Community Outreach Events Relative to the typical public meeting or workshop, 4,3 this focused effort is a way to engage in outreach , with a specific group of stakeholders in mind. This has been proven to be very effective with reducing costs and duplication of efforts. Implementing + . a multi-faceted public outreach tactic that incorporates a fixed interactive approach with Jeanette Gorgas, Local Business Outreach simultaneous flier distribution within an affected 2020-118-WG PU ©©O j PUBLICCININFORMATION OUTREACH SERVICES Graph Code 33 RIGHT OF WAY AND FACILITIES CONSTRUCTION Media Relations Group,u.. DocuSign Envelope ID.C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Project Videos MRG has worked with the City staff, hand-in-hand, The MRG team has the capabilities and to create project collaterals that have been used experience to produce small in-house videos for by all public information firms contracted by the social media or to explain projects and plans City. Therefore, MRG knows the preferences and to stakeholders and elected officials. We are requirements of the City, and has the experience responsible for developing these types of videos to not only provide quality work, but also to annually for the FDOT Work Program Public exceed the standards of the City staff when Hearings, where we meet with project managers developing new collaterals. and key staff to provide videos that explain the projects to the general public and for many of our All work products and documents created by our construction projects. team go through an extensive QA/QC process to ensure that client satisfaction and appropriate Construction Project Management System project completion are provided on all contracts. (CMPS) MRG is often recognized for producing work with This internal software is an inexpensive and a high level of QA/QC because of the extensive effective project management tool. It stores nature of our internal process. information for both active and archived projects in one quickly accessible location. It will help The team's goals for project quality are to provide track milestones, organize personnel, store our clients with documents that: important documents and provide easy access to databases and contacts. Using this CMPS will • Are clear and concise, and represent the streamline processes and help with future projects client well when developing databases and targeting key • Are appropriate for the intended purpose, stakeholders. audience and are in compliance with the Scope of Services Foa. • Are compliant with the City's requirements and standard practice • Communicate the message and project — information clearly Examples of those documents include the _ ---- — following: • Invitation letters • Media advertisements • Fact sheets • Public Involvement Plans Quality Assurance and Quality • Signage Control (QA/QC) Process • Public meeting materials MRG's goals for project quality control are to • Project newsletters provide our clients with documents that are • Public involvement binders complete, orderly and correct. Generating • Website materials high-quality products is vital to our continued • Manuals professional viability and success. It is of utmost • Reports importance to maintain and execute an internal • Bilingual or trilingual versions of materials quality management process for all of our clients • Social media messages that ensures products are accurate and delivered in a timely manner. RFQLWG ©©© PUBLIC INFORMATION OUTREACH SERVICES Graph Code 34 RIGHT OF WAY AND FACILITIES CONSTRUCTION Medio Relations Group LLC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Quality Control (QC) refers to those actions, The Quality Assurance Auditor (QA procedures and methods that should be routinely Auditor) has primary management responsibility employed at the production and administrative for overseeing the company compliance to the levels under the jurisdiction of the project MRG QC policy and adherence to the PQCP. manager to produce the desired result of quality The QA Auditor is responsible for ensuring the professional services. completeness of the technical reviews and will certify that each Quality Control Review has been Quality Assurance (QA) refers to those performed in accordance with the procedures actions, procedures and methods to be employed specified in the PQCP. at management levels to observe and assure that prudent quality control procedures are in place and are being carried out. The Quality Assurance Quality Control Auditor is a principal of MRG, Oscar Gonzalez. Manager(QCM) The Project Quality Control Plan (PQCP) Responsible defines and outlines specific actions and Professional(RP) procedures to be used to achieve the project goal of quality professional services. This plan also delineates who will be responsible for those actions and when they should occur. Quality Assurance Auditor(QA) The Responsible Professionals (RP) are the additional public information liaisons or the Quality Assurance creator of the document who is assigned primary Before a document is delivered to the client, a technical responsibility for the production of a Quality Assurance review will be completed by specific work element or task. MRG Principals Alicia and Oscar Gonzalez to determine whether the required QC procedures The Quality Control Manager (QCM) is the have been followed. After reviewing the document lead public information liaison (Mrs. Haddad), and ensuring the document meets MRG's high or project team leader, responsible for the overall standards, the document is delivered to the client. administration, management and production The QA Auditor also confirms all of the client's coordination of all documents. edits are incorporated during the review process. QA/QC GOALS In order to achieve QC goals, employees and management are trained and committed to providing quality professional services to our clients consistently through the implementation of our QA/QC Plan. We believe quality is achieved through: • Management and staff commitment to • Proper planning, execution and review excellence of work • Strong policy on quality workmanship • Allocation of time to check work and and error prevention perform quality control reviews • Experienced staff that meets regularly • Quality Assurance audits by MRG to share best practices on all executed principals projects and deliverables • Checklists and timelines for deliverables that allow for multiple reviews RFQ 2020-118-WG PUBLIC INFORMATION OUTREACH SERVICES 000 Graph Code 35 RIGHT OF WAY AND FACILITIES CONSTRUCTION Medio Relations Group LLC DocuSign Envelope ID:C268CB2D-9AC4-47AA-9268-42FF0E841ED6 Management Plan keep an events calendar with all important Throughout each step of the project, the MRG events and keep the City's Marketing and team will be in constant coordination with the Communications staff informed of any upcoming City to ensure that all responsibilities are carried project activities that may cause impacts. out in compliance with the specified scope. This includes overseeing the planning, task assignment, If desired, MRG is able to provide 30-day and quality control and staffing requirements needed 60-day look-ahead reports in order to prepare to execute a successful project. The MRG team for critical upcoming items and tasks along with is committed to providing the highest level of budgets to date. This has proven to be a useful professionals to fulfill duties and represent the City tool for many clients who find that such a system in the community. keeps the entire team uniformly on course and on schedule to reach a successful end result. The staff assigned to this contract will provide project updates to the Neighborhood Coordinator It is our mission to serve as an assigned to the project and other designated extension of staff to the agencies personnel to inform them of all progress made by that hire us. MRG is committed team members. This shall include written reports, to seeking ways to improve charts and any other appropriate materials. Additionally, our team will provide all necessary and streamline processes, save information to be included on the City's website money and better inform the regarding construction projects. MRG will also public in the City of Miami Beach. _ ..)-‘ iii .17,6' ( 1, Cr N / *Allo ‘..." 4;1;'. • ?_`;i 4i / i MIAMIB EACH AIL vt.. 4)- , , 44), ,-,,,..„.., RFQ 2020-1 18-WG PUBLIC INFORMATION OUTREACH SERVICES ©pp japh Code 36 RIGHT OF WAY AND FACILITIES CONSTRUCTION '✓ an Relations Group LLC