C2D-Issue RFP Audits Of Resort Taxes And Other Internal Audits As NeededCOMMISSION ITEM SUMMARY
Condensed Title:
Request To Issue A Request For Proposals (RFP) For Audit Of Resort Taxes And Other Internal
Audits as Needed.
Key Intended Outcome Supported:
Strengthen internal controls and improve the City's overall financial health and maintain
_overall bond_ ratin9_:__ -·--:--:-,...,.-------------------1
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation:
The City of Miami Beach charges a resort tax of three percent on revenues generated by the sale
of rooms and two percent on revenues from food and beverages earned within the City.
Businesses are required to register with the City to collect and remit taxes. It is projected that
$54.2 million in resort taxes will be collected in fiscal year 2012/13.
Audits are to be performed on businesses registered with the City for collecting resort taxes. The
Internal Audit Department will assign these audits. It is anticipated that the total number of audits
assigned to the contractors will be about 100 audits per year. This supports the City's internal
audit effort of auditing resort tax accounts which averaged $263,128 in audit assessments as
compared to outside auditors' average assessment of $109,808 for the past three fiscal years.
Internal audits are to be performed on an estimated 150 audit areas as delineated in the City's
Internal Audit Division Risk Assessment Model. The Internal Audit Division is responsible for
auditing these areas according to their annual audit objectives. Occasionally the City
Administration may determine a need to audit a particular area whereby the Internal Audit
Division does not have the resources to audit at a particular time. In the past, the Administration
has sought outside assistance from qualified firms to accomplish these assignments.
Contracts may be awarded to more than one firm or individuaL The contract term would be for a
period of one (1) year with the option of two (2) one-year renewals. Funds will be made available
from the applicable fund for the areas audited.
Sections II through V of the attached RFP provides the Minimum Qualifications, Scope of
Services, Submittal Requirements, and Evaluation Criteria and Process for this project.
THE ADMINISTRATION RECOMMENDS THAT THE MAYOR AND CITY COMMISSION
APPROVE THE ISSUANCE OF THE RFP.
~~~~~ory B~_ar_d_R_ecomm~ndatio._n_: __
L c-------·---·----·---
Financial Information:
Source of Amount
Funds: 1 n 2
3
OBPI Total
-
Financial Impact Summary:
.. -~~!Y._~Ierk's _OfficeLegislative T~~cking: _
[Alex Denis, ext 6641 ·--·--_
Si n-Offs:
MlAMIBEACH 93
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Account
JLM
AGENDA ITEM
DATE
--
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M
FROM: Jimmy L. Morales, City Manager
DATE: May 8, 2013
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS
(RFP) FOR AUDITS OF RESORT TAXES AND OTHER INTERNAL AUDITS AS
NEEDED.
ADMINISTRATION RECOMMENDATION
Approve the Issuance of an RFP.
BACKGROUND
The City of Miami Beach invites Requests for Proposals from qualified providers of auditing
services. Contracts may be awarded to more than one firm or individual. The contract term
would be for a period of one year with the option of two one-year renewals. Funds will be
made available from the applicable fund for the areas audited.
Proposers may bid on either or both parts of this proposal.
Resort taxes:
The City of Miami Beach charges a resort tax of three percent on revenues generated by the
sale of rooms and two percent on revenues from food and beverages earned within the City.
Businesses are required to register with the City to collect and remit taxes. It is projected
that $54.2 million in resort taxes will be collected in fiscal year 2012/13. As of April17, 2013,
there were 1,834 businesses registered to collect resort taxes. Of that total, 763 businesses
consist of hotels, restaurants, nightclubs, and bars are reporting taxes to the City on a
monthly basis. The balance of registered businesses (1 ,071) represents apartments
required to report on an annual basis to the City.
The City employs field agents to audit these businesses. In October 1994, the City began to
utilize independent contractors to expand the audit coverage for these audits. Currently, the
City has three field agents and three professional service agreements with contractors which
expire October 23, 2013. These agreements were awarded for one year with two one-year
renewals after a RFP was authorized on February 3, 2010 by the Commission and the
ranking of proposals was accepted by the Commission on May 12, 2010. There are three
fee amounts ranging from $1,000 to $1,472 for audits of monthly accounts, and $627 to
$800 for annual accounts. For the fiscal year ending September 30, 2012, the three
contractors completed 45 audits of monthly filers and 23 audits of annual filers. The
contractors' average hours per audit were 19.63 hours for monthly accounts and 12.24
hours for annual accounts. The amount of audit assessments for audits of resort taxes for
both the City internal field agents and outside auditors for the past three years were as
follows:
94
Commission Memorandum -RFP Auditing Services
May 8, 2013
Page 2 of 2
City Field
Agents
Outside auditors
FY09/10
I
#of I Total Net
Audits Assessments
161 $328,667
' 69 $100 127 t--~~-0 $428,794
' -
FY1 0/11
#of Total Net
Audits Assessments -
133 $212,419
72 $199,018
205 $411.437 1
FY11/12 Total -
#of Total Net #of Total Net
·--~udits Assessme_nts Audits Assessments
142 $248,298 436 $789,384
68 $30,280_ 209 __ $329,425
210 $278,578 645 $1118,809
The Internal Audit Division's goal is to audit the 763 businesses consisting of hotels,
restaurants, nightclubs, and bars at least once every four to five years, approximately 153
per year. The remaining 1 ,071 accounts representing apartments having less risk are
audited much less frequently. The total combined goal is 250 audits per year. The Internal
Audit Department will assign these audits to the City's field agents and independent
contractors.
Funds are available from the resort tax fund. The budget for the current fiscal year 2012/13
is $106,400. It is anticipated to have the same amount of funding requested for fiscal year
2013/14 for these professional services.
Internal Audits on an As Needed Basis:
Internal audits are to be performed on an estimated 150 audit areas as delineated in the
City's Internal Audit Division Risk Assessment Model. The Internal Audit Division is
responsible for auditing these areas according to their annual audit objectives. Occasionally
the City Administration may determine a need to audit a particular area whereby the Internal
Audit Division does not have the resources to audit at a particular time. In the past, the
Administration has sought outside assistance from qualified firms to accomplish these
assignments.
Sections II through V of the attached RFP provides the Minimum Qualifications, Scope of
Services, Submittal Requirements, and Evaluation Criteria and Process for this project.
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of
an RFP (Request for Proposals) for auditing services for resort tax and other internal audits
as needed in accordance with scope of services outlined herein.
T\AGENDA\2013\May 8\RFP-Resor\TaxAudit RFP Memo FY13.doc
95
REQUEST FOR PROPOSALS (RFP)
RFP 188·2013ME
Audits of Resort Taxes and Other Internal Audits As Needed
G MtAMIBEACH
PROCUREMENT DIVISION, 3RD Floor
1700 Convention Center Drive Miami Beach, FL 33139
305-673-7 490
96
(9 MIAMIBEACH
RFP 188-2013ME
Audits of Resort Taxes and Other Internal Audits As Needed
TABLE OF CONTENTS
Section I Overview & Proposal Procedures .......................... . 3
Section II Minimum Qualifications Requirements ................... . 6
Section Ill Scope of Services ................................................. . 6
Section IV Proposal Format ................................................... . 7
Section V Evaluation/Selection Process ................................. . 8
Section VI Special Terms & Conditions: Insurance ................ .. 9
Section VII Appendices:
A-Proposal Certification, Questionnaire & .. . .. .. . .. .. .. 10
Requirements Affidavit (Under Separate Cover)
B -Contractor Client Survey .. .. .. .. .. .. .. . .. .. . .. .. . .. .. . .. . 17
97
(9 MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachA.gov
PROCUREMENT DIVISION
Tel: 305-673-7490, Fox: 786-394-4006
PUBLIC NOTICE
Sealed proposals, as detailed herein, will be received until3:00 PM on, June 18, 2013, at the following address:
City of Miami Beach City Hall
Procurement Division -Third Floor
1700 Convention Center Drive
Miami Beach, Florida 33139
BEACH
ANY PROPOSAL RECEIVED AFTER 3:00PM ON THE PROPOSAL DUE DATE WILL BE RETURNED TO THE PROPOSER
UNOPENED, AND WILL NOT BE CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING PROPOSALS BEFORE THE
STATED TIME AND DATE IS SOLELY THE RESPONSIBILITY OF THE PROPOSER. THE CITY WILL NOT BE RESPONSIBLE
FOR DELAYS CAUSED BY MAIL, COURIER SERVICE, OR ANY OTHER ENTITY OR OCCURRENCE.
The City utilizes PublicPurchase for automatic notification of bid opportunities and document fulfillment, including the issuance of
any addendum to this RFP. This system allows vendors to register online and receive notification of new bids, addendums and
awards. Registration is available through www.publicpurchase.com.
Any prospective proposer who has received this RFP by any means other than through PublicPurchase must register immediately
with Pub/icPurchase to assure receipt of any addendum issued to this RFP. Prospective proposers are solely responsible for
assuring they have received any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of
proposal submitted.
Proposers are hereby advised that this RFP is subject to the following ordinances/resolutions, which may be found on the City of
Miami Beach website: www.miamibeachfl.gov/procurement.
• CONE OF SILENCE--ORDINANCE NO. 2002-3378
• PROTEST PROCEDURES --ORDINANCE NO. 2002-3344.
• DEBARMENT PROCEEDINGS--ORDINANCE NO. 2000-3234
• LOBBYIST REGISTRATION AND DISCLOSURE OF FEES--ORDINANCE NO. 2002-3363.
• CAMPAIGN CONTRIBUTIONS BY VENDORS-ORDINANCE NO. 2003-3389.
• REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS -
ORDINANCE NO. 2005-3494
• LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS-ORDINANCE NO. 2011-3747.
• PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE-
CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISES-ORDINANCE NO. 2011-3748,
• CODE OF BUSINESS ETHICS--RESOLUTION NO. 2000-23879.
All questions or requests for clarifications must be received by the procurement contact named above no later than five (5) calendar
days prior to the scheduled RFP due date. The City Clerk, rafaelgranado@miamibeachfl.gov, must copied on any question or
comment submitted in response to this RFP. All responses to questions/clarifications will be sent to Proposers in the form of a written
addendum.
THE CITY OF MIAMI BEACH RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST
OF THE CITY, OR WAIVE ANY IRREGULARITY AND/OR INFORMALITY IN ANY PROPOSAL, OR REJECT ANY AND/OR ALL
PROPOSALS.
Sincerely,
Alex Denis, CPPO
Procurement Director
1 RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
98
City of Miami Beach,
1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT Division
Tel: 305.673.7 490 Fox: 786.394.4006
NOTICE OF ~0 RESPONSE ]
If not submitting a Proposal at this time, please detach this sheet from the RFP documents,
complete the information requested, and return to the address listed above.
NO PROPOSAL SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED:
_ Not responding due to workload issues
_ Not responding due to minimum qualifications requirements
_ Not responding due to scope of services
_ Not responding due to project's size and/or complexity
_OTHER. (Please specify)-----------------
Note: Failure to respond, either by not submitting a proposal or this completed form, may result in your company
being removed from the City's bid list.
We do do not. ___ want to be retained on your mailing list for future proposals for the type or
product and/or service.
Signature:
Title:------------------
Company: _______________________ __
Feedback
The City of Miami Beach is interested in continuously improving the process through which it acquires required goods and seNices. Your
feedback is important. Please provide any comments or suggestions which may assist the City in this endeavor, including information on
requirements, timelines, and solicitation forms.
2 RFP 188-2013ME, Audits ot Resort Taxes and Olher Internal Audits As Needed
99
SECTION I • OVERVIEW AND PROPOSAL PROCEDURES
A. INTRODUCTION I BACKGROUND
The City of Miami Beach invites Requests for Proposals from qualified providers of auditing services. Contracts may be awarded to
more than one firm or individual. The contract term would be for a period of one year with the option of two one-year renewals. Funds
will be made available from the applicable fund for the areas audited.
Resort taxes:
The City of Miami Beach charges a resort tax of three percent on revenues generated by the sale of rooms and two percent on
revenues from food and beverages earned within the City. Businesses are required to register with the City to collect and remit taxes.
It is projected that $54.2 million in resort taxes will be collected in fiscal year 2012/13. As of April 17, 2013, there were 1,834
businesses registered to collect resort taxes. Of that total, 763 businesses consist of hotels, restaurants, nightclubs, and bars are
reporting taxes to the City on a monthly basis. The balance of registered businesses (1 ,071) represents apartments required to report
on an annual basis to the City.
The City employs field agents to audit these businesses. In October 1994, the City began to utilize independent contractors to expand
the audit coverage for these audits Currently, the City has three field agents and three professional service agreements with
contractors which expire October 23, 2013. These agreements were awarded for one year with two one-year renewals after a RFP
was authorized on February 3, 2010 by the Commission and the ranking of proposals was accepted by the Commission on May 12,
2010. There are three fee amounts ranging from $1,000 to $1,472 for audits of monthly accounts, and $627 to $800 for annual
accounts. For the fiscal year ending September 30, 2012, the three contractors completed 45 audits of monthly filers and 23 audits of
annual filers. The contractors' average hours per audit are 19.63 hours for monthly accounts and 12.24 hours for annual accounts.
The Internal Audit Division's goal is to audit the 763 businesses consisting of hotels, restaurants, nightclubs, and bars at least once
every four to five years, approximately 153 per year. The remaining 1 ,071 accounts representing apartments having less risk are
audited much less frequently. The total combined goal is 250 audits per year. The Internal Audit Department will assign these audits
to the City's field agents and independent contractors.
Funds are available from the resort tax fund. The budget for the current fiscal year 2012/13 is $106,400. It is anticipated to have the
same amount of funding requested for fiscal year 2013/14 for these professional services.
Internal Audits on an As Needed Basis:
Internal audits are to be performed on an estimated 150 audit areas as delineated in the City's Internal Audit Division Risk Assessment
Model. The Internal Audit Division is responsible for auditing these areas according to their annual audit objectives. Occasionally the
City Administration may determine a need to audit a particular area whereby the Internal Audit Division does not have the resources to
audit at a particular time. In the past, the Administration has sought outside assistance from qualified firms to accomplish these
assignments.
B, RFP TIMET ABLE
The tentative schedule for this RFP is as follows:
F RFP Issued ~y 13, 2013 !
Pre-Proposal Meeting 1 May 23, 2013 I
--Deadlin-e-=-fo-r -=R-ec-e-,-ip.,..t o-=f-=Q:-u-es-.,ti,-on-s--+-JuneS:--20_1_3 -------------·---
E ·....,---P-ro_p_os-=-ac--ls_D_u_e_-+-=Ju_n=-e-1.,...8,_2_0_13 __ ...,--_______ _
Evaluation Committee Review To Be Determined
...,-----..,.....-:---,:--·
I Tentative Commission Approval Authorizing Negotiations , September 11, 2013 (Commission does not meet in August)
Contract Negotiations Following Commission Approval
C. PROPOSAL SUBMISSION DUE DATE
An original and ten (1 0) copies of complete Proposals, plus one electronic copy (CD or flash drive), must be received no later than 3:00
p.m. on the dated stated in Section 1(B), at the following address:
City of Miami Beach City Hall
Procurement Division •• Third Floor
1700 Convention Center Drive
Miami Beach, Florida 33139
3 RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
100
~ BEACH
The original and all copies, including the electronic copy, must be submitted to the Procurement Division in a sealed package clearly noted
with the Proposer's name, address, and RFP number and title. No facsimile, electronic, or e-mail Proposals will be considered.
THE RESPONSIBILITY FOR SUBMITTING A PROPOSAL IN RESPONSE TO THIS RFP, ON OR BEFORE THE STATED TIME AND
DATE, WILL BE SOLELY AND STRICTLY THAT OF THE PROPOSER. THE CITY WILL IN NO WAY BE RESPONSIBLE FOR DELAYS
CAUSED BY MAIL, COURIER SERVICE, OR BY ANY OTHER ENTITY OR OCCURRENCE.
ANY PROPOSAL RECEIVED AFTER STATED DUE DATE WILL BE RETURNED TO THE PROPOSER UNOPENED. PROPOSALS
RECEIVED AFTER THE RFP DUE DATE AND TIME WILL NOT BE ACCEPTED AND WILL NOT BE CONSIDERED.
D. PRE-PROPOSAL SUBMISSION MEETING
A Pre-Proposal Submission Meeting will be held on the date noted in Section 1(8) at 10:00 a.m. at the following address: City of Miami
Beach City Hall-4th Floor, Manager's Large Conference Room, 1700 Convention Center Drive, Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers
interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps:
(1) Dial the TELEPHONE NUMBER: 1-877-953-3061 (Toll-free North America)
(2) Enter the MEETING NUMBER: 8982915#
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in Section E of this RFP
expressing their intent to participate via telephone.
E. CONTACT INFORMATION
Contact: Telephone: I Email: 'l
Maria Estevez, CP_P_B-'-, _CP_P_0 _____ ----''-3_0_5_-6_73_-7_0_0"""'0,_E_xt_e_n_s_io_n_6_55_8 _____ ,_J._m_e_s_te_ve_z....,@'-m_ia_m_ib_e_ac_h_ft.""-go_v ____ __,l
Requests for additional information or requests for clarifications must be made in writing to the Procurement Division. Facsimile or e-mail
requests are acceptable. Please send all questions and/or requests for clarifications to the contact named above, with a copy to the City
Clerk's Office at RafaeiGranado@miamibeachft.gov, no later than the date specified in the RFP timetable.
F. RESPONSE TO QUESTIONS & ADDENDUM TO RFP
The Procurement contact will issue replies to inquiries and any other corrections or amendments, as he deems necessary, in written
addenda issued prior to the deadline for responding to the RFP. Proposers should not rely on representations, statements, or explanations
(whether verbal or written), other than those made in this RFP or in any written addendum to this RFP. Proposers should verify with the
Procurement Division prior to submitting a Proposal that all addenda have been received.
G. CONE OF SILENCE
Pursuant to the city's Cone Of Silence Ordinance, as codified in section 2-486 of the City Code, proposers are advised that oral
communications between the proposer, or their representatives and 1) the Mayor and City Commissioners and their respective staff; or 2)
members of the City's Administrative staff (including but not limited to the City Manager and his staff); or 3) Evaluation Committee members,
is prohibited.
H. MODIFICATION/WITHDRAWALS OF PROPOSALS
A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date
and time. Modifications received after the Proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120
calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and
before said expiration date, and letters of withdrawal received after contract award will not be considered.
I. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, Proposals; re-advertise this RFP; postpone or
cancel, at any time, this RFP process; or waive any irregularities in this RFP, or in any Proposals received as a result of this RFP.
J. COSTS INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole
responsibility (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City.
4 RFP 188-2013ME, Audils of Resori Taxes and Other lnternol Audits As Needed
101
K. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is
being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and
absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected,
the City shall require the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to (as
said term and/or condition was originally set forth on the RFP).
L. FLORIDA PUBLIC RECORDS LAW
Proposers are hereby notified that all Proposals including, without limitation, any and all information and documentation submitted therewith,
are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until
such time as the City provides notice of an intended decision or until thirty (30) days after opening of the Proposals, whichever is earlier.
M. NEGOTIATIONS
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 by submitting a Proposal, no property interest or legal right of any kind shall be created at any time
until and unless a contract has been agreed to; approved by the City; and executed by the parties.
N. PROTESTPROCEDURE
Proposers that are not selected may protest any recommendation for selection of award in accordance with the proceedings established
pursuant to the City's bid protest procedures (Ordinance No. 2002-3344), as codified in Sections 2-370 and 2-371 of the City Code.
Protests not timely made pursuant to the requirements of Ordinance No. 2002·3344 shall be barred.
0. OBSERVANCE OF LAWS
Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and
regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of
services and/or project contemplated by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil
Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the !aw(s) on the part of the Proposer will
in no way relieve it from responsibility for compliance.
P. DEFAULT
Failure or refusal of the successful Proposer to execute a contract following approval of such contract by the City Commission, or untimely
withdrawal of a Proposal before such award is made and approved, may result in forfeiture of that portion of any surety required as
liquidated damages to the City. Where surety is not required, such failure may result in a claim for damages by the City and may be
grounds for removing the Proposer from the City's vendor list.
Q. CONFLICT OF INTEREST
All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent,
sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee
who owns, either directly or indirectly, an interest of ten (1 0%) percent or more in the Proposer entity or any of its affiliates.
R. PROPOSER'S RESPONSIBILITY
Before submitting a Proposal, each Proposer shall be solely responsible for making any and all investigations, evaluations, and
examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance
of such conditions and requirements, 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.
S. RELATIONSHIP TO THE CITY
It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent
contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be
considered employees or agents of the City.
T. PUBLIC ENTITY CRIME
A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on
a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform
work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any
''5T"RFP 188-2013ME, ·A~dits of R;:s"~rt T~xes and Other Internal Audits As Needed
102
e
public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of
being placed on the convicted vendor list.
U. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS
This RFP is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely
responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein,
including, without limitation, disqualification of their Proposals, in the event of such non-compliance.
V. CONE OF SILENCE
This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Cone of Silence requirements, as codified in
Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of
Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, Including rendering their Proposal voidable,
in the event of such non-compliance.
W. DEBARMENT ORDINANCE
This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Debarment Ordinance (as adopted pursuant
to Ordinance No. 200-3234, and as codified in Sections 2-397 through 2-406 of the City Code).
X. COMPLIANCE WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS
This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified
in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the
City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including
disqualification of their Proposals, in the event of such non-compliance.
Y. CODE OF BUSINESS ETHICS
Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business
Ethics ("Code") and submit that Code to the Procurement Division with its bid/response or within five (5) days upon receipt of request.
The Code shall, at a minimum, require the Proposer, to comply with ali applicable governmental rules and regulations including, among
others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County.
Z. AMERICAN WITH DISABILITIES ACT (ADA)
Call 305-673-7490 to request material in accessible format; sign language interpreters (five (5) days in advance when possible), or
information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at
305-673-7000, Extension 2984.
M. ACCEPTANCE OF GIFTS, FAVORS, SERVICES
Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose
of influencing consideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any
gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties.
SECTION II-MINIMUM QUALIFICATIONS REQUIREMENTS
Proposers must meet or exceed the following minimum eligibility requirements to be considered responsive and have its proposal evaluated
by the Evaluation Committee:
For audits of resort tax businesses, the respondent must experience in audits of revenues for hotels, restaurants, nightclubs and apartment
buildings.
For internal audits, the respondent must have experience providing accounting and auditing services to local governments. In addition, the
respondent must be independent from the City and its staff.
SECTION Ill -SCOPE OF SERVICES
The City of Miami Beach invites Requests for Proposals from qualified providers of auditing services. Contracts may be awarded to more
than one firm or individual. The contract term would be for a period of one (1) year with the option of two (2) one-year renewals. Funds will
be made available from the applicable fund for the areas audited.
Proposers may bid on either or both parts of this proposal.
6 RFP 188-2013ME. Audits of Resort Taxes
103
(9 BEACH
Audits are to be performed on businesses registered with the City for collecting resort taxes. The scope of the work consists of examining
the taxpayer's accounting records, such as general ledgers, cash receipts journals, sales journals, and other records as may be maintained
by the taxpayer; comparison of reported taxable sales with other reports such as Florida sales tax reports, and the preparation of schedules
and analyses of work to determine compliance with the City Code relating to the collection and payment All taxpayers' records which are
subject to, determined to be, or administered by the Resort Tax codes are examined. Detailed testing is performed on a sample basis.
Contractor is to follow the City's Internal Audit programs for auditing resort tax businesses. There are separate programs for the annual filing
and the monthly filing accounts. Revenues reported in monthly filing accounts may vary by containing revenues from rooms, food and or
alcohol. City forms and programs will be provided in electronic format. Also included in the work to be performed is the initial contact with
the business and the performance of an audit which results in the issuance of a resolution letter stating the results of the audit.
Each audit is completed by the submission of work papers and a resolution letter to the Internal Auditor for final review and approval. The
Internal Audit Department will assign these audits. It is anticipated that the total number of audits assigned to the contractors will be about
100 audits per year.
Internal Audits on an As Needed Basis:
The scope of the work for internal audits will be contingent to the type of audit requested. Audit work should be performed in accordance to
governmental auditing standards. Contractor is to develop audit programs for the scope of work provided. Audit findings are to be
presented to City Administration. Prior to authorizing work on an internal audit, the successful proposers will be required to submit a price
proposal based on the number of hours estimated to complete the work and a price per hour that is less than or equal to the per hour
proposal price. The City shall, at its sole option, determine whether to proceed with the scope of work. Each audit is completed by the
submission a final report accepted by the City. The City will assign these audits as needed depending upon funding.
SECTION IV-PROPOSAL FORMAT
In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly
recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal
should be presented in a three (3) ring binder and should be tabbed as enumerated below and contain a table of contents with page
references. Electronic copies should also be tabbed and contain a table of contents with page references.
Submit detailed verifiable information affirmatively documenting compliance with minimum eligibility requirements established in
Section II.
TAB2 Experience & Qualifications.
Qualifications of Proposing Firm. Describe experience and qualifications of the Proposer in providing the services detailed
herein.
Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used if awarded, the
role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume
of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team
member to be assigned to this contract.
Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and
executed. Through the information provided in Appendix A, proposer's financial capacity, litigation history, past performance, as
well as other factors, may be assessed.
Submit detailed information on how proposer plans to accomplish the required scope of services, including detailed inform ·
as applicable, on proposed solution(s), approach and methodology to project implementation, project timeline and any other
factor that may impact the successful completion of the project
TAB4 Cost Proposal ----~------j
Fee schedule for proposed audits. Proposals for resort tax audits should be at a ftat fee rate per audit and the proposal for
internal audits should be at a . .'l9l!2 exceed hourly rate.
7 RFP 188·2013MF., Audits of Resort Taxes and Other Internal Audits As Needed
104
SECTION V-EVALUATION I SELECTION PROCESS
The procedure for response, evaluation and selection will be as follows:
1. The RFP will be issued
2. A Pre-Proposal Submission Meeting with potential Proposers w!ll be conducted.
3. All timely received Proposals will be opened and listed.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the
requirements set forth in the RFP. If further information is desired, Proposers may be requested to make additional written
submissions or oral presentations to the Evaluation Committee.
5. The Evaluation Committee will recommend to the City Manager the Proposer or Proposers that it deems to be the best
candidate(s) by using the following evaluation criteria:
40
20
40
Proposer Qualifications and Experience, including:
Qualification and experience of the proposer
Qualifications and experience of the individuals assigned to Audits
Qualit of References and Evaluation Performance Surve s
Sco e of Services and Methodolo
Cost Proposal -Proposed fees per resort tax audit I internal audit
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional five (5) points to Proposers which
are a Miami Beach-based vendor as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The City, through the Procurement Division, will assign an additional five (5) points to Proposers
which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise, as
defined in the City's Veterans Preference Ordinance.
6. The City Manager shall recommend to the City Commission the Proposal or Proposals which he deems to be in the best interest
of the City.
7. The City Commission shall consider the City Manager's recommendation and, if appropriate, 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.
8. Negotiations between the City and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement. If the
City Commission has so directed, the City may proceed to negotiate an Agreement with a proposer other than the top-ranked
proposer.
9. The final proposed agreement(s) will be presented to the City Commission for approval.
10. !f the agreement(s) are approved by the City Commission, the Mayor and City Clerk shall execute the contract(s), after the
Proposer (or Proposers) has (or have) done so.
BY SUBMITTING A PROPOSAL, ALL PROPOSERS SHALL BE DEEMED TO UNDERSTAND AND AGREE THAT NO PROPERTY
INTEREST OR LEGAL RIGHT OF ANY KIND SHALL BE CREATED AT ANY POINT DURING THE AFORESAID
EVALUATION/SELECTION PROCESS UNTIL AND UNLESS A CONTRACT HAS BEEN AGREED TO AND SIGNED BY BOTH
PARTIES.
8 RFP 188-2013ME. Audits of Resort Taxes and Other Internal Audits As Needed
105
l!l -
SECTION VI-SPECIAL TERMS AND CONDITIONS: INSURANCE
Insurance Requirements. The successful Proposer(s) shall obtain, provide and maintain, during the term of the contract, the
following types and amounts of insurance, which shall be maintained with insurers licensed to sell insurance in the State of Florida
and have a B+ VI or higher rating in the latest edition of AM Best's Insurance Guide: The successful Proposers' failure to procure or
maintain required the insurance program shall constitute a material breach of the contract.
Commercial General Liability. A policy including, but not limited to, comprehensive. general liability, including bodily
injury, personal injury, property damage, in the amount of a combined single limit of not less than $lfJ3'Q. Coverage shall be provided
on an occurrence basis. The City of Miami Beach must be named as certificate holder and additional insured on policy.
• Workers' Compensation and Employer's Liability per the statutory limits of the state of Florida.
• Comprehensive General Liability (occurrence form), limits of (l~bllltYr~t$D~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).
• Automobile ~·~~11}\¥if}~~l3l;l each occurrence-owned/non-owned/hired automobiles included.
Worker's Compensation. A policy of Worker's Compensation and Employers Liability Insurance, in accordance with
worker's compensation, laws as required per Florida Statutes.
Said policies of insurance shall be primary to and contributing with any other insurance maintained by Proposer or City, and shall
name the City of Miami Beach, as an additional insured. No policy can be canceled without thirty (30) days prior written notice to the
City. The successful Proposer(s) shall file and maintain certificates of all insurance policies with the City's Risk Management
Department showing said policies to be in full force and effect at all times during the course of the contract. Such insurance shall be
obtained from brokers of carriers authorized to transact insurance business in Florida and satisfactory to City. Evidence of such
insurance shall be submitted to and approved by City prior to commencement of any work or tenancy under the proposed contract.
If any of the required insurance coverage contain aggregate limits, or apply to other operations or tenancies of Proposer(s) outside
the proposed contract, Proposer(s) shall give City prompt written notice of any incident, occurrence, claim settlement or judgment
against such insurance which may diminish the protection such insurance affords the City. Proposer(s) shall further take immediate
steps to restore such aggregate limits or shall provide other insurance protection for such aggregate limits.
9 RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
106
APPENDIX A
--
Proposal Certification,
Questionnaire &
Requirements Affidavit
RFP 188-2013ME
Audits or Resort Taxes and Other
Internal Audits as Needed
Page 10
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
107
APPENDIX A
r-;:-;:-;;-;~~~::::-::::::-::------,--:~~~P"R..:.rO=:-;:P-;;O~S~AL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
. ~?liclt~ti9n N~fraa,201 ~ME ( • . .. · · · · ! ·. Soliclt~tionJitl)l: 1\Udlt~~~,Re~~~.Tax~~ ard Olherln~e.T{ .• ' Au .•. ~i~ ~~ n~~d. ~: .•. <'.:·<······· }~·: ... ::;{·.···~·~.:.~,: : ... • .. ·:···1
P;ocu~~ITJe,;t6~~~ct M~ria E<~~~vei · ·•• • .. "~; · ·· · • Email:mest~Jv~z@rrilamitieachfl,gov • .. ; •. ' ·
'---""\_:-.·. >"". ·~"",. ·""·.· ---'-".··. ·-'--(· "-'.~:._·>i,·.""'::_~:.""'L~~·:·/""F:"".· ~~~~.:..L..~~:. ;;<· ,(~.: ~ :j~:;. · ·' >' .-::: >~/·.·:,:. , .)\~:_.::·:t.:·:.':-::~<:.~~-·~ ")::· ;··.t_::;:: }.-'.·~~.·. :,:;·:··:"~ :.::,.\.<.~~3: ~; :~·,._·.:~.-~ ... -:~J:<·::)
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective
Proposers of certain SOLICITATION and contractual requirements, and to collect necessary information from Proposers in order that
certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated.
This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted
fully completed and executed.
1. General Proposer Information.
-----------FIRM NAME:
No of Years in Business: I No of Years in Business Locally: / No. of Employees:
OTHER NAME(S) BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS
~PRIMARY ADDRESS (HEADQUARTERS) --
-· -CITY:
---STATE:
" --TELEPHONE NO.:
----TOLL FREE NO.:
--FAX NO •
--FIRM LOCAL ADDRESS:
'Clfr--
STATE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: '
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.: -j ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.: -
.. The City reserves the nght to seek addll1onal1nformat1on from proposer or other source(s), 1nc!udmg 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.
Page 11
RFP 188 .. 2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
108
2.
3.
APPENDIX A
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Miami Beach Based (Loct) Vjdor. Is proposer a Miami Beach based firm?
YES [ ] NO
SUBMITTAL REQUIREMENT: Proposers claiming Miami Beach vendor status shall submit a Business Tax Receipt issued
by the City of Miami Beach, as required pursuant to ordinance 2011-37 4 7, to demonstrate that the Proposer is a Miami
Beach Based Vendor.
Veteran Owned Business[ Is proloser a veteran owned business?
YES CJ NO
SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving
that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or
United States federal government, as required pursuant to ordinance 2011-3748.
4. Financial Capacity. Proposers shall submit a Dun & Bradstreet Duns Number (0-U-N-S #). The City may request one or
more D&B reports to assess proposer's financial capacity or may request other information (e.g., audited and other
financial statements) after proposal submittal in order to assess financial capacity. If firm is not currently registered at D&B,
contact D & 8 at 1-800-234-3867 to register your company.
SUBMITTAL REQUIREMENT: Proposer shall submit Dun & Bradstreet Duns Number
(D·U·N·S #): -------------------
Note: The City may require other financial information (e.g., audited financial statements, bonding capacity, credit history,
etc.), as part of the solicitation submittal requirements or during the evaluation process, as necessary to evaluate financial
capacity.
5. Litigation History. Proposer shall submit a statement of any litigation or regulatory action that has been filed against your
firm(s) in the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and
identify the court or agency before which the action was instituted, the applicable case or file number, and the status or
disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a
statement to that effect If "No" litigation or regulatory action has been filed against your firm(s), please provide a statement
to that effect. Truthful and complete answers to this question may not necessarily disqualify a firm from
consideration but will be a factor in the selection process. Untruthful, misleading or false answers to this question
shall result in the disqualification of the firm for this project.
SUBMITTAL REQUIREMENT: Proposer shall submit history of litigation or regulatory action filed against proposer, or any
proposer team member firm, in the past five (5) years. If Proposer has no litigation history or regulatory action in the past 5
years, submit a statement accordingly.
6. References & Past Performance. Proposer shall submit at least three (3) references for whom the proposer has
completed work similar in size and nature as the work referenced in solicitation. Additionally, Proposer shall provide
reference with the Contractor Client Survey provided as an attachment to the solicitation, and request that your reference
submit the completed survey to directly to the contracting officer named in the solicitation. In order to be considered,
surveys must be sent to the Procurement Division directly by the reference. The city will not accept client surveys
sent to the Procurement Division by the Proposer. A minimum of three (3) references and client surveys are required.
SUBMITTAL REQUIREMENT: Proposer shall submit a minimum of three (3) references, including the following
information: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6)
Narrative on Scope of Services Provided. Additionally, each reference shall submit Contractor Client Survey included in the
solicitation directly to the City. Proposer may attach additional references and ask that additional references submit client
surveys as applicable.
& -BEACH
Page 12
RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
109
APPENDIX A
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
7. Suspension, Debarment or Contract Cancellation. Has proposer ever been debarred, suspended or other legal
violation, or had a contract cancelled due to non-performance by any public sector agency?
[~YES c:J NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that
led to action(s).
8. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance
Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for
ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject
to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non-
compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a
controlling financial interest as defined in ITN. For each individual or entity with a controlling financial interest indicate
whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has
been elected to the office of Mayor or City Commissioner for the City of Miami Beach.
9. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business
with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its
bid/response or within five (5) days upon receipt of request The Code shall, at a minimum, require the Proposer, to comply
with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics
provision of the City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of
Business Ethics, proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of
Miami Beach Code of Ethics, available at www.miamibeachft.gov/procurementJ.
10. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time,
proposers shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage
rates listed below:
• Commencing with City fiscal year 2012-13 (October 1, 2012), the hourly living rate will be $11. 28/hr
with health benefits, and $12. 92/hr without benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for
inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S.
Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three
percent (3%). The City may also, by resolution, elect not to index the living wage rate in any particular year, if it determines
it would not be fiscally sound to implement same (in a particular year).
Proposers' failure to comply with this provision shall be deemed a material breach under this bid, under which the City
may, at its sole option, immediately deem said proposer as non-responsive, and may further subject proposer to additional
penalties and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage
requirement is available at www.miamibeachft.gov/procurementl.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer
agrees to the living wage requirement.
11. 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
(e f3EACH
Pagel3
RFP 188-20l.3ME. Audits of Resort Taxes and Other Internal Audits As Needed
110
APPENDIX A
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
YES [_ j NO
B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic
partners* or to domestic partners of employees?
L_j YES L-.:J NO
C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already
specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as
bereavement leave: other benefits are provided directly to the spouse or domestic partner, such as medica! insurance.
r----B-EN_E_F-IT-······--·f"""""'"'=Fi-rm-,P=-r-ov7 id-c-e-s f:-or---,... F=-irm--=P-ro-,vi:-:-de-s"""fo_r__,,--·-Fir-m-do-es_n_ot-
Employees with Employees with Provide Benefit
Spouses Domestic Partners ·----+-----.::.r:..::..::.::..:.=,._ __ _
Health I Sick Leave ~----------'----+--·-----··-+-------t-·---·----·---1
Family Medical Leave I __ _
Bereavement Leave --~~-~---------L
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no
insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures
compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable
Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be
reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's
decision is final. Further information on the Equal Benefits requirement is available at
www.miamibeachfl.gov/procurementl.
12. Public Entity Crimes. Section 287. 133(2)(a), Florida Statutes, as currently enacted or as amended from time to time,
states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity
crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity: may not
submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public
work; may not submit bids, proposals, or replies on leases of real property to a public entity: may not be awarded or
perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not
transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for
a period of 36 months following the date of being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document. proposer
agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor
list.
12. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the
solicitation which may provide additional information to proposers or alter solicitation requirements. The City will strive to
reach every Proposer having received solicitation through the City's a-procurement system, PublicPurchase.com.
However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to
solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released
by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal
disqualification.
Initial to Confirm Initial to Confiffil Initial to Confirm
Receipt -·-Receipt 1-· Receipt
Addendum 1 Addendum 6 Addendum 11 ---Addendum 2 Addendum 7 Addendum 12
·~~· ...
Addendum 3 Addendum 8 I Addendum 13
Addendum 4 · Addendum 9 =+Addendum 14
Addendum 5 Addendum 10 Addendum 15
''
.. ----;--
If addrtronal confirmation of addendum rs requrred, submrt under separate cover.
<9 BEACH
Page14
RFP 188-2013ME, Audits of Resort Toxes and Other Internal Audits As Needed
111
APPENDIX A
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
DISCLOSURE AND DISCLAIMER SECTION
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City"} for the recipient's
convenience. Any action taken by the City in response to Proposals made pursuant to this RFP, or in making any award, or in failing
or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this RFP, either
before or after issuance of an award, shall be without any liability or obligation on the part of the City.
In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals,
and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion,
the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this
solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors, shareholders, partners and employees, as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the
recipient to assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to
the accuracy of any information in this solicitation.
Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers
should rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City
without any warranty or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or
representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for
consideration, negotiation, or approval.
The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any
award will be made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and
Disclaimer, is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted
to the City pursuant to this RFP are submitted at the sole risk and responsibility of the party submitting such Proposal.
This RFP is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance
only, and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the
applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of
the definitive agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for
any reason, or for no reason, without any resultant liability to the City.
The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to
disclosure as required by such law. All Proposals shall be submitted in sealed bid form and shall remain confidential to the extent
permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the
City shall become public records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the
Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to
substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information
sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and
complete, to the best of its knowledge, information, and belief.
Notwithstanding the foregoing or anything contained in the RFP, all Proposers agree that in the event of a final unappealable
judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this RFP, or any response thereto,
or any action or inaction by the City with respect thereto, such liability shall be limlted to $10,000.00 as agreed-upon and liquidated
damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and
Disclaimer which imposes no liability on the City.
In the event of any differences in language between this Disclosure and Disclaimer and the balance of the RFP, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The RFP and any disputes arising from the RFP shall be
governed by and construed in accordance with the laws of the State of Florida.
BEACH
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RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
112
APPENDIX A
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
PROPOSER CERTIFICATION
I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's
proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this I TN, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and
the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and
conditions contained in the ITN, and any released Addenda and understand that the following are requirements of this
SOLICITATION and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged,
discussed, or compared the proposal with other Proposers and has not colluded with any other proposer or party to any
other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal,
inclusive of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate.
Name of Propose(s Authorized Representative: Title of Propose~s Authorized Representative:
Signature of Proposers Authorized Representative: Date:
State of FLORIDA On this __ day of , 20_, personally
appeared before me who
County of stated that (s)he is the of
. , a corporation, and that the instrument was signed in behalf of the said
corporation by authority of its board of directors and acknowledged said instrument to be its voluntary
act and deed. Before me:
--------------------------Notary Public for the State of Florida
My Commission Expires: _______ _
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RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
113
--
MIAMI BEACH Appendix B
Contractor Client Survey
City of Miami Beach, 1700 Convention Center Drive, Miomi Beach, Florida 33139, W\lvW.miamibeochfl.gov
PROCUREMENT DIVISION
Tel: 305·673-7000 ext. 6652, Fox: 786.394·4075
To Whom It May Concern:
The City of Miami Beach (City) has implemented a process that collects past performance information on contractors interested in
providing service to the City. Your firm has been named by the contractor named below as a current or past client It is kindly
requested that you complete this form and submit it directly to the City by the due date noted below. Client surveys received directly
from the contractor will not be considered.
Contractor:
RFP No.: 188-2013 RFP Title: Audits or Resort Taxes and Other Internal Audits as
Needed
Client Survey Due Date:
--------,-------'...----'-'----·
City Contact:
June 18, 2013 Maria Estevez, CPPB, CPPO
305-673-7000, Extension 6558
mestevez@miamibeachfl.gov
-----~--------------rubmittallnformatio-n: ____ _
City of Miami Beach
Procurement Division
1700 Convention Center Drive
Miami Beach, Florida 33139
Client Name: Client Contact:
Dates of SeNice: Project Value:
Project Description:
----------------------------------------------·----------__j
Contractor Performance Evaluation -Criteria Score
1 Ability to maintain courteous and ~rofessional service (1-1 0}
2 Communication, resolution of discrepancies, responsivenes
I servicing the account (1-1 0}
s of personnel
3 Responsiveness to agency's eriorities for service {1-1 OJ.
4 Completion of audits on a timely basis (1-10)
5 Completeness and thoroughness of the audit. (Was the scope o
!----· completed with minimum corrections?) (1-1 0}
6 Overall customer satisfaction and hiring again based on perform
level in hiring vendor/auditor _againl(1::_1 0) -·
f the audit
a nee (comfort t=--
Additional Comments /Information:
'-------·------------------------
(e BEACH
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RFP 188-2013ME, Audits of Resort Taxes and Other Internal Audits As Needed
114