C7P-Issue RFP Investment Advisory Services; And Month-To-Month ExtensionCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Authorizing The
Issuance Of A Request For Proposals (RFP) For Investment Advisory Services; And Authorizing A Month-
To-Month Extension To Cutwater Asset Management (F/KJA MBIA Municipal Investors Service Corp.)
Agreement Until A New Contract Is Awarded And Executed.
Key Intended Outcome Supported:
Improve the City's Overall Financial Health and Maintain Overall Bond Rating
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation:
The City is seeking proposals from firms interested in providing investment advisory services to manage
and direct the City's investments. The successful firm would manage and direct the investment of excess
funds in accordance with the City's investment objectives as set forth in City of Miami Beach's Investment
Policy. The key objectives of the City's investment policy are safety of capital, sufficient liquidity to meet
requirements and attaining market-average rates of return. Excess funds are defined as funds not
required to meeting short term expenditures of the City. Currently, funds available for investment consist
of approximately $522 million which include: $346 million from operating funds, $103 million from various
bond proceeds, and $73 million from the Miami Beach Redevelopment Agency (RDA).
The City expects its investment advisor to be highly experienced, a leader and innovator in the
management of investments, and able to provide comprehensive investment advisory services. The firm
selected as the investment advisor and its affiliates will be restricted from selling to the City, or buying from
the City, any securities to or from that firm's own inventory or account The investment advisor will also be
restricted from placing into the City's portfolio any securities for which it, or an affiliate, is the issuer.
Investment advisors will not provide custodial services or security safekeeping. All City investments,
except for swap agreements must be held in an independent custodial account.
Fees for such services are competitive and would be paid from additional investment earnings. The
contract term will be for five (5) years, with five (5) one (1) year renewal options at the sole option and
discretion of the City.
RECOMMENDATION
Based on the aforementioned, the Administration recommends that the City Commission approve the
issuance of an RFP for Investment Advisory Services and extend the existing agreement on a month to
month basis with Cutwater Asset Management F/KJA MBIA Municipal Investors Service Corp.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount
Funds: 1
I I 2
OBPI Total
Financial Impact Summary: N/A
Clerk's Office Le islative Trackin
MJAMIBEACH
Account
308
Approved
AGENDA ITEM _____,C._7~P--:-
DATE /-/'f-/'f
MIAMI BEACH
City of Miomi Beoch, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of he City Com
FROM: Jimmy L. Morales, City Manager
DATE: January 15, 2014
SUBJECT: A RESOLUTION OF THE MAYOR NO CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ~ THORIZING THE ISSUANCE OF A
REQUEST FOR PROPOSALS (RFP) FOR INVESTMENT ADVISORY
SERVICES; AND AUTHORIZING A MONTH-TO-MONTH EXTENSION TO
CUTWATER ASSET MANAGEMENT (F/K/A MBIA MUNICIPAL
INVESTORS SERVICE CORP.) AGREEMENT UNTIL A NEW CONTRACT
IS AWARDED AND EXECUTED
ADMINISTRATION RECOMMENDATION
Approve issuance of the RFP.
ANALYSIS
The City is seeking proposals from firms interested in providing investment advisory services
to manage and direct the City's investments. The successful firm would manage and direct the
investment of excess funds in accordance with the City's investment objectives as set forth in
City of Miami Beach's Investment Policy. The key objectives of the City's investment policy
are safety of capital, sufficient liquidity to meet requirements and attaining market-average
rates of return. Excess funds are defined as funds not required to meeting short term
expenditures of the City. Currently, funds available for investment consist of approximately
$522 million which include: $346 million from operating funds, $103 million from various bond
proceeds, and $73 million from the Miami Beach Redevelopment Agency (ROA).
The City expects its investment advisor to be highly experienced, a leader and innovator in the
management of investments, and able to provide comprehensive investment advisory
services. The firm selected as the investment advisor and its affiliates will be restricted from
selling to the City, or buying from the City, any securities to or from that firm's own inventory or
account. The investment advisor will also be restricted from placing into the City's portfolio
any securities for which it, or an affiliate, is the issuer. Investment advisors will not provide
custodial services or security safekeeping. All City investments, except for swap agreements
must be held in an independent custodial account.
Fees for such services are competitive and would be paid from additional investment earnings.
The contract term will be for five (5) years, with five (5) one (1) year renewal options at the
sole option and discretion of the City.
309
Commission Memorandum -Investment Advisory Services RFP
January 15, 2014
Page 2
The City requires that the selected Investment Advisor, at a minimum, provide the following
services:
The City expects its investment advisor to be highly experienced, a leader and innovator in
the management of investments, and able to provide comprehensive investment advisory
services. The firm selected as the investment advisor and its affiliates will be restricted
from selling to the City, or buying from the City, any securities to or from that firm's own
inventory or account. The investment advisor will also be restricted from placing into the
City's portfolio any securities for which it, or an affiliate, is the issuer. Investment advisors
will not provide custodial services or security safekeeping. All City investments, except for
swap agreements must be held in an independent custodial account.
Provide full-time management on a daily basis of the City's investment portfolio pursuant to
the specific stated investment objectives and the City's Investment Policy. Place all orders
for the purchase and sale of securities, communicate settlement information to City staff
and assist in coordinating security settlement.
Serve as a general resource to City staff for information, advice and training regarding
fixed income securities, investment and yield curve analysis.
Work with City staff to develop cash flow projections to ensure that the investment strategy
is consistent with the City's cash requirements.
Provide monthly statements detailing investment activity, earnings, the value of the
investment portfolio, a portfolio return, mark to market valuation, and weighted average
maturity, accrued interest by investment type, rating of investment by Standards & Poor's
and Moody's. The selected investment advisor must maintain accurate reports including
portfolio composition showing diversity of investments and compliance with applicable
investment policies of the City of Miami Beach and State of Florida Statutes.
Develop and implement investment strategies for the Advisory Account that will seek to
enhance portfolio performance under current and future market conditions within the
parameters of the City's investment policy and cash flow needs.
Obtain and document competitive prices for securities transactions.
Provide semi-annual and annual portfolio performance reports.
Review and update the City's investment policy and written investment procedures.
Perform due diligence reviews of current and proposed broker/dealers.
Monitor the creditworthiness of the City's depository and custodian bank and investments
in the portfolio.
Provide client training on investment management subjects.
Attend meetings with the City's finance staff and governing body upon request.
Provide arbitrage calculations and reports on the investment of bond proceeds.
310
Commission Memorandum-Investment Advisory Services RFP
January 15, 2014
Page 3
Maturity and Liquidity Requirements
The City selects investments whose terms compliment the need to make the majority
expenditures set forth below.
1.
2.
3.
Biweekly Payrolls
Periodic Debt Service Payments
Capital Project Needs
For each expenditure event, investments are selected whose maturities occur at a date close
to the date that funds will be needed. Investments also are selected based on the highest
yield for the particular type of investment. In the case of capital projects, in which the exact
date that expenditures will need to be made is unknown, the City selects several investments
with varying maturities so that monies are available each month to cover all capital
expenditures. Any unused capital investment funds are then placed in investments of one
year or more to maximize return potential.
Minimum Requirements
The following are minimum requirements to be met by the Proposer in order to be considered:
1. Firm or principals must have a minimum of ten {1 0) years of experience in
managing fixed income assets for state and local governments with your proposal.
2. Firm must currently manage at least $5 billion of domestic fixed income assets with
your proposal.
3. Firm must assign an account manager to the City with a minimum of ten (1 0) years
experience in providing investment advisory services. Include resumes of all
personnel that will service this account with your proposal submission or within five
(5) calendar days after receipt of request by the City.
4. Firm must be familiar with all applicable Florida Statutes with regard to qualified
investments for public entities with your proposal.
5. Firm must display an understanding of related issues and constraints of the
arbitrage regulations and laws with your proposal.
6. Firm must be financially solvent and appropriately capitalized to be able to service
the City of Miami Beach. Provide last 2 years of financial statements with your
proposal submission or within five (5) calendar days after receipt of request by the
City.
7. Provide a minimum of 3 governmental accounts that the firm is currently providing
investment advisory services to. Include contact name, client name, telephone
number and email with your proposal submission or within five {5) calendar days
after receipt of request by the City.
8. Provide all fee structures that would apply to this RFP. List in a user friendly format
with your proposal.
Should the Mayor and Commission authorize the issuance of this RFP, all procurement rules
(i.e. Cone of Silence, etc.) will apply.
311
Commission Memorandum -Investment Advisory Services RFP
January 15, 2014
Page4
CONCLUSION
The Administration recommends that the City Commission approve the issuance of an RFP for
Investment Advisory Services and extend the existing agreement on a month to month basis
with Cutwater Asset Management F/KIA MBIA Municipal Investors Service Corp.
T:IAGENOA\2014\January\Procurementllnvestment Advisory RFP Memo-Jan 2014 Revised
312
RESOLUTION NO. -----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST
FOR PROPOSALS (RFP) FOR INVESTMENT ADVISORY SERVICES; AND
AUTHORIZING A MONTH-TO-MONTH EXTENSION TO CUTWATER ASSET
MANAGEMENT (F/KIA MBIA MUNICIPAL INVESTORS SERVICE
CORPORATION ADVISORY SERVICES} AGREEMENT UNTIL A NEW
CONTRACT IS AWARDED AND EXECUTED
WHEREAS, on May 13, 2009, the City Commission approved Resolution No. 2009-
27066, authorizing the City to enter into a professional services agreement with Cutwater Asset
Management (F/KJA MBIA Municipal Investors Service Corp.) to provide investment advisory
services (the Agreement) ; and
WHEREAS, on February 1, 2014, said Agreement will expire and the City is seeking to
solicit proposals for an investment advisor to be selected as the City's Investment Advisor; and
WHEREAS, the Administration requests authorization to issue the attached Request for
Proposal (RFP) for an Investment Advisor, and further requests that the City Commission
approve a month-to-month extension of the City's current Agreement with Cutwater Asset
Management until such time as a new contract is awarded and entered into.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the issuance of a Request for Proposals for an Investment
Advisor, and further approve and authorize a month-to-month extension of the City's current
Agreement with Cutwater Asset Management until such time as a new contract is awarded and
entered into.
PASSED AND ADOPTED this ___ day of ____ 2014.
ATTEST:
Rafael Granado, City Clerk Philip Levine, Mayor
T:\AGENDA\2014\January\Procurement\lnvestment Advisor RFP Resolution-Jan 2014
313
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUT&ON
REQUEST FOR PROPOSALS (RFP)
RFP 20 14-091-MF
INVESTMENT ADVISORY SERVICES
(9 MIAMI BEACH
DEPARTMENT OF PROCUREMENT MANAGEMENT, 3R° Floor
1700 Convention Center Drive Miami Beach, FL 33139
305-673-7 4 90
314
Section I
Section II
Section Ill
Section IV
Section V
Section VI
Section VII
Section VII
G MIAMIBEACH
RFP 2014-091MF
INVESTMENT ADVISORY SERVICES
TABLE OF CONTENTS
Overview & Proposal Procedures .......................... .
Minimum Qualifications Requirements ................... .
Scope of Services ................................................. .
Proposal Format ................................................... .
Evaluation/Selection Process ................................. .
Special Terms & Conditions: Insurance ................... ..
General Conditions .............................................. ..
Appendices:
4
8
8
9
10
12
13
A -Proposal Certification, Questionnaire & . . .. . . . .. . . . .. 18
Requirements Affidavit (Under Separate Cover)
B -Minimum Requirements Checklist 25
C -Cost Proposal 36
315
(9 MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeochfl.gov
DEPARTMENT OF PROCUREMENT MANAGEMENT
Tel: 305-673-7 490, Fax: 786-394-4003
PUBLIC NOTICE
Sealed proposals, as detailed herein, will be received until3:00 PM on, February 18, 2014, at the following address:
City of Miami Beach City Hall
Procurement Division-Third Floor
1700 Convention Center Drive
Miami Beach, Florida 33139
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 SUBMITIING 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.
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 ten (10) 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 ANDIOR INFORMALITY IN ANY PROPOSAL, OR REJECT ANY AND/OR ALL
PROPOSALS.
Sincerely,
Alex Denis, CPPO
Procurement Director
316
SECTION I -OVERVIEW AND PROPOSAL PROCEDURES
A. INTRODUCTION I BACKGROUND
The City is seeking proposals from firms interested in providing investment advisory services to manage and direct the City's investments.
The successful firm would manage and direct the investment of excess funds in accordance with the City's investment objectives as set
forth in City of Miami Beach's Investment Policy. The key objectives of the City's investment policy are safety of capital, sufficient liquidity to
meet requirements and attaining market-average rates of return. Excess funds are defined as funds not required to meeting short term
expenditures of the City. Currently, funds available for investment consist of approximately $522 million which include: $346 million from
operating funds, $103 million from various bond proceeds, and $73 million from the Miami Beach Redevelopment Agency (RDA).
The City expects its investment advisor to be highly experienced, a leader and innovator in the management of investments, and able to
provide comprehensive investment advisory services. The firm selected as the investment advisor and its affiliates will be restricted from
selling to the City, or buying from the City, any securities to or from that firm's own inventory or account. The investment advisor will also be
restricted from placing into the City's portfolio any securities for which it, or an affiliate, is the issuer. Investment advisors will not provide
custodial services or security safekeeping. All City investments, except for swap agreements must be held in an independent custodial
account.
Fees for such services are competitive and would be paid from additional investment earnings.
Maturity and Liquidity Requirements
The City selects investments whose terms compliment the need to make the majority expenditures set forth below.
1. Biweekly Payrolls
2. Periodic Debt Service Payments
3. Capital Project Needs
For each expenditure event, investments are selected whose maturities occur at a date close to the date that funds will be needed.
Investments also are selected based on the highest yield for the particular type of investment. In the case of capital projects, in which the
exact date that expenditures will need to be made is unknown, the City selects several investments with varying maturities so that monies
are available each month to cover all capital expenditures. Any unused capital investment funds are then placed in investments of one year
or more to maximize return potential.
The contract term will be for five (5) years, with five {5) one (1) year renewal options at the sole option and discretion of the City.
B. RFP TIMET ABLE
The tentative schedule for this RFP is as follows:
RFP Issued January 16, 2014
Pre-Proposal Meeting January 30, 2014
Deadline for Receipt of Questions February 4, 2014
Proposals Due February 14, 2014
Evaluation Committee Review March 2014
Tentative Commission Approval Authorizing Negotiations April2014
Contract Negotiations Following Commission Approval
C. PROPOSAL SUBMISSION DUE DATE
An original and ten (10) copies of complete Proposals, plus one electronic copy (CD or fiash 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
41 RFP 2014-091MF, Investment Advisory Services
317
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 (B) at 11 :00 a.m. at the following address: City of Miami
Beach City Hall -4111 Floor, Manager's Large Conference Room, 1700 Convention Center Drive, Miami Beach, Florida 33139.
Proposer should confirm date and time of meeting with contracting officer named in this RFP.
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers
interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps:
(1) Dial the TELEPHONE NUMBER: 1-888-270-9936 {Toll-free North America)
(2) Enter the MEETING NUMBER: 1142644
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: Email:
MARTA FERNANDEZ-RUBIO 305-673-7000, Extension 6263 MartaFernandezRubio
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@miamibeachfi.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. MODIFICATIONIWITHDRAWALS 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.
5 I RFP 2014-091 MF, Investment Advisory Services
318
G MIA./1/d BEACH
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.
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 negoUate a contract. II 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. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendation for selection of award in accordance with the proceedings established
pursuant to the City's proposal 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 law(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.
61 RFP 2014-091MF, Investment Advisory Services
319
(;9 /v\1/~Jv~! BEACH
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
proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for
the construction or repair of a public building or public work, may not submit proposals on leases of real property to public entity, may not be
awarded or perfonm work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact
business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months
from the date of being placed on the convicted vendor list.
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 proposal/response or within five (5) days upon receipt of request.
The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among
others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County.
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.
AA. 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 infiuencing 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.
88. DETERMINATION OF AWARD
The final ranking results of Step 1 & 2 outlined in Section V, Evaluation of Proposals, will be considered by the City Manager who may
recommend to the City Commission the proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all
proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into
consideration Miami Beach City Code Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the proposer to perform the contract.
(2) Whether the proposer can perform the contract within the time specified, without delay or interference.
(3) The character, integrity, reputation, judgment, experience and efficiency of the proposer.
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the proposer with laws and ordinances relating to the contract.
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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. Upon approval of selection by the City Commission, negotiations between the City
and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement.
SECTION II-MINIMUM QUALIFICATIONS REQUIREMENTS
In order to be considered, Proposers shall provide evidence of the following minimum requirements:
1. Firm or principals must have a minimum of ten (1 0) years of experience in managing fixed income assets for state and local
governments with your proposal.
2. Firm must currently manage at least $5 billion of domestic fixed income assets with your proposal.
3. Provide a minimum of three (3) governmental accounts that the firm is currently providing investment advisory services to. Include
contact name, client name, telephone number and email with your proposal submission or within five (5) calendar days after
receipt of request by the City.
4. Firm must assign an account manager to the City with a minimum of ten (10) years experience in providing investment advisory
services. Include resumes of all personnel that will service this account with your proposal submission or within five (5) calendar
days after receipt of request by the City.
SECTION Ill -SCOPE OF SERVICES
Qualifications of the Firm
• Firm must be familiar with all applicable Florida Statutes with regard to qualified investments for public entities with your
proposal
• Firm must display an understanding of related issues and constraints of the arbitrage regulations and laws with your
proposal
• Firm must be financially solvent and appropriately capitalized to be able to service the City of Miami Beach. Provide last 2
years of financial statements with your proposal submission or within five (5) calendar days after receipt of request by the
City.
The City requires that the selected Investment Advisor, at a minimum, provide the following services:
1. The City expects its investment advisor to be highly experienced, a leader and innovator in the management of investments, and
able to provide comprehensive investment advisory services. The firm selected as the investment advisor and its affiliates will be
restricted from selling to the City, or buying from the City, any securities to or from that firm's own inventory or account.
2. The investment advisor will also be restricted from placing into the City's portfolio any securities for which it, or an affiliate, is the
issuer. Investment advisors will not provide custodial services or security safekeeping.
3. All City investments, except for swap agreements must be held in an independent custodial account.
4. Provide full-time management on a daily basis of the City's investment portfolio pursuant to the specific stated investment
objectives and the City's Investment Policy.
5. Place all orders for the purchase and sale of securities, communicate settlement information to City staff and assist in coordinating
security settlement.
6. Serve as a general resource to City staff for information, advice and training regarding fixed income securities, investment and
yield curve analysis.
7. Work with City staff to develop cash flow projections to ensure that the investment strategy is consistent with the City's cash
requirements.
8. Provide monthly statements detailing investment activity, earnings, the value of the investment portfolio, a portfolio return, mark to
market valuation, and weighted average maturity, accrued interest by investment type, rating of investment by Standards & Poor's
and Moody's.
9. The selected investment advisor must maintain accurate reports including portfolio composition showing diversity of investments
and compliance with applicable investment policies of the City of Miami Beach and State of Florida Statutes.
10. Develop and implement investment strategies for the Advisory Account that will seek to enhance portfolio performance under
current and future market conditions within the parameters of the City's investment policy and cash flow needs.
11. Obtain and document competitive prices for securities transactions.
12, Provide semi-annual and annual portfolio performance reports.
13. Review and update the City's investment policy and written investment procedures.
14. Perform due diligence reviews of current and proposed broker/dealers.
15. Monitor the creditworthiness of the City's depository and custodian bank and investments in the portfolio.
16. Provide client training on investment management subjects.
17. Attend meetings with the City's finance staff and governing body upon request; and
18. Provide arbitrage calculations and reports on the investment of bond proceeds.
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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. Proposals that are received late
or do not include the required information will be deemed non-responsive and will not be considered.
TAB2
verifiable information affirmatively documenting compliance with minimum eligibility requirements established in Section II
dix B.
Experience & Qualifications.
Qualifications of Proposing Firm. Describe experience and qualifications of the Proposer in performing the services sought in this RFP
or a related business, including:
• Firm History & Prior Experience
• Documentable, proven track record of providing the scope of services similar as identified in this solicitation.
• Experience in providing similar scope of services to public sector agencies.
• Financial capacity to perform services outlined in the RFP including, but not limited to, Dun & Bradstreet Supplier Qualification
Reports, latest annual reviewed/audited financial statements with the auditors notes. The City reserves the right to require
additional information to determine financial capability.
D&B REPORTS. The prospective Provider shall pay D&B to send the Supplier Qualifier Report (SQR) to the prospective
Provider and the Department through electronic means. The cost of the preparation of the D&B report shall be the responsibility
of the prospective Provider. The prospective Provider shall request the report from D&B at
https ://sup pi ierportal.d nb. com/webappfwcs/storeslserv let/Su pp lierPo rtal ?storeld=11696
In addition to the D&B information, the City may require proposers shall submit financial statements for each of their last two
complete fiscal years within ten (1 0) calendar days, upon written request Such statements should include, as a minimum,
balance sheets (statements of financial position) and statements of profit and loss (statement of net income). When the submittal
is from a co venture, each Proposers involved in the co venture must submit financial statements as indicated above.
Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded,
the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of
each individual, including education, experience, and any other pertinent information, shall be included for each 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, !
ma be assessed.
TAB 3 • e of Services Proposed and Methodolo
Submit detailed information on how proposer plans to accomplish the required scope of services, including detailed information, as
applicable, on:
1. Approach and methodology to project implementation;
2. Project timeline and any other factor that may impact the successful completion of the project.
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SECTION V-EVALUATION I SELECTION PROCESS
The procedure for response, evaluation and selection will be as follows:
1. 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. The evaluation of proposals will proceed in a two-step process.
2. The first step will consist of the qualitative criteria listed below to be considered by the Evaluation Committee. The second step will
consist of quantitative criteria established below to be added to the Evaluation Committee results by the Department of
Procurement Management.
Step 1 Evaluation. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in
accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee
may:
a. Review and score all proposals received, with or without conducting interview sessions; or
b. Review all proposals received and short-list one or more proposers to be further considered during subsequent interview
session(s) (using the same criteria).
Step 1 -Qualitative Criteria Maximum Points
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
Approach and Methodology
20
20
20
TOTAL AVAILABLE STEP 1 POINTS 60
3. Step 2 Evaluation. Following the results of Step 1 Evaluation Qualitative criteria, the proposers may receive additional points to
be added by the Department of Procurement Management to those points earned in Step 1, as follows.
Step 2 -Quantitative Criteria
Cost Proposal
Local and Veterans Preference
Miami Beach-Based Vendor
Veterans and State-Certified Service-Disabled Veteran
Business Enterprises
40
5
5
TOTAL AVAILABLE STEP 2 POINTS 50
4. The cost proposal points shall be developed in accordance with the following formula:
Sample Objective Formula for Cost
Vendor Vendor Example Maximum Formula for Calculating Points
Cost Allowable Points (lowest cost I cost of proposal being
Proposal evaluated X maximum allowable
points = awarded points}
Round to
Vendor A $100.00 20 $100 I $100 X 20 = 20
Vendor B $150.00 20 $100 I $150 X 20 = 13
Vendor C $200.00 20 $100 I $200 X 20 = 10
Total Points
Awarded
20
13
10
5. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points will be added to each evaluation committee
member's scores by the Department of Procurement Management Step 1 and 2 scores will be converted to rankings in
accordance with the example below:
1 0 I RFP 2014-091 MF. Investment Advisory Services
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* Step 2 Points calculated by DPM.
•• Final Ranking is presented to the City Manager for further due diligence and recommendation to
the City Commission. Final Ranking does not constitute an award recommendation until such time
as the City Manager has made his recommendation to the City Commission.
BEACH
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.
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SECTION VI -SPECIAL TERMS AND CONDITIONS: INSURANCE REQUIREMENTS
The Provider shall furnish to the Department of Procurement, City of Miami Beach, 1700 Convention Center Drive, 3rd
Floor, Miami, Florida 33139, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which
meets the requirements as outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440.
B. Commercial General Liability Insurance on a comprehensive basis, including Personal Injury Liability,
Products/Completed Operations, in an amount not less than $1,000,000 combined single limit per
occurrence for bodily injury and property damage. City of Miami Beach must be shown as an
additional insured with respect to this coverage.
C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection
with the work, in an amount not less than $1,000,000 combined single limit per occurrence for bodily
injury and property damage.
All insurance policies required above shall be issued by companies authorized to do business under the laws of the
State of Florida, with the following qualifications:
The company must be rated no less than "8" as to management, and no less than "Class V" as to
financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company,
Oldwick, New Jersey, or its equivalent, subject to the approval of the City Risk Management Division.
or
The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance
Companies Authorized or Approved to Do Business in Florida" issued by the State of Florida Department of
Insurance and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days in advance notice
to the certificate holder.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE
JRD FLOOR
MIAMI BEACH, FL 33139
Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section
or under any other section of this agreement.
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SECTION VII -GENERAL CONDITIONS
1. GENERAL TERMS AND CONDITIONS. It is the resp<Jnsibility of the
Proposer to become thoroughly familiar with the Proposal
requirements, terms and condit1ons of this solicitation. Ignorance by
the Proposer of conditions that exist or that may exist will not be
accepted as a basis for varying the requirements of the City, or the
compensation to be paid to the Proposer.
2. DEFINITIONS. The following words, terms and phrases, when used,
shall have the meanings ascribed to them except where the context
clearly indicates a different meaning.
a. Proposal-shall refer to any offer(s) submitted in response to
this solicitation.
b. Proposer /Contractor/Offeror -Any individual, firm, or
corporation submitting a proposal for this Project acting directly
or through a duly authorized representative.
c. Proposal Solicitation -shall mean this solicitation
documentation, including any and all addenda.
d. Proposal Submittal Form-defines the requirement of items to
be purchased, and must be completed and submitted with
Proposal. The Proposer should indicate its name in the
appropriate space on each page.
e. City-shall refer to City of Miami Beach, Florida
t City Commission -City Commission shall mean the governing
and legislative body of the City.
g. City Manager -City Manager shall mean the Chief
Administrative Officer of the City.
h. Comparable Facility -A facility that, when considering size,
use, revenue, and other applicable criteria, is similar to the
Miami Beach Convention Center (MBCC) which includes 1.2
million gross square foot facility averaging a minimum of $6
million in annual gross food and beverage sales"
Controlling Financial Interest -means the ownership, directly
or indirectly, of 10% or more of the outstanding capital stock in
any corporation or a direct or indirect interest of 10% or more in
a firm.
j. Domestic Partner: The term Domestic Partner shall mean any
two (2) adults of the same or opposite sex, who have registered
as domestic partners with a government body pursuant to state
or local law authorizing such registration, or with an internal
registry maintained by the employer of at least one of the
domestic partners. A Contractor may institute an internal registry
to allow for the provision of equal benefits to employees with
domestic partner who do not register their partnerships pursuant
to a governmental body authorizing such registration, or who are
located in a jurisdiction where no such governmental domestic
partnership exists.
k. Enrolled Vendor-shall refer to a firm that has completed the
City of Miami Beach Pre-Qualification process and has satisfied
all requirements to enter into a business agreement wtth the
City.
Evaluation Committee - A committee of individuals appointed
by the City Manager that may include City personnel, residents,
industry experts and other individuals whose purpose is to
evaluate the proposals received in response to this RFP and
who may make a non-binding recommendation to the City
Manager on the selection of a short-list of proposer (s) who the
City Manager, at his or her discretion, may present to the City
Commission for consideration and, if approved by the City
Commission, who may be further considered during the contract
negotiation phase.
m. Firm -means a corporation, partnership, business trust or any
legal entity other than a natural person"
n. Negotiation Team - A committee of Individuals appointed by
the City Manager that may include City personnel, residents,
industry experts and other individuals whose purpose is to
negotiate a contract, after City Commission has approved a
short-list of proposer (s), and who may make a non-binding
13 I RFP 2014-091 MF. Investment Advisory Services
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recommendation to the City Manager on the selection of short-
listed proposer (s) who the City Manager, at his or her
discretion, may present to the City Commission for
consideration and final award.
o. Successful Proposer -shall mean the Proposer (s) recommended
for award.
p. Term Applicant -shall mean an individual, partnership. or
corporation, which submits an application in response to this
solicitation.
q. Responsible Proposer : A proposer who is qualified, as determined
by the City, on the basis of the following criteria:
Whether the proposer can pertorm the contract within the time
specified, without delay or interterence
• The character, integrity, reputation, judgment. experience and
efficiency of the proposer .
• The quality of pertormance of previous contracts.
• The previous and existing compliance by the proposer with
laws and ordinances relating to the contract
r. Responsive Proposer -t, proposer whose submittal is determined
by the City to be in conformance with the conditions, requirements,
and specifications detailed in the specifications.
s. Vendor-a person and/or entity, which has been selected by the City
as the successful proposer on a present or pending proposal for
goods, equipment or services, or has been approved by the City on a
present or pending award for goods, equipment or services, prior to or
upon execution of a contract, purchase order or standing order.
For additional information about on-line vendor enrollment or
vendor pre-qualification, please contact Procurement at 1700
Convention Center Drive, Miami Beach, FL 33139; Phone 305·673-
7490. Or email:
procurement@miamibeachfl.gov Vendors can register with the
City by going to the website: \WIW.miamibeachfl.gov and click on
Procurement under City Departments.
3. PRICES QUOTED. Deduct trade discounts and quote firm net prices.
Give both unit price and extended total, when requested. Prices must
be stated in units of quantity specified in the proposalding
specifications. In case of discrepancy in computing the amount of the
proposal, the UNIT PRICE quoted will govern. All prices must be
F.O.B. destination, freight prepaid (unless otherwise stated in Special
Conditions). Discounts for prompt payment; The Proposer may offer
cash discounts for prompt payments; however, such discounts will not
be considered in determining the lowest price during proposal
evaluation. Proposer s are requested to provide prompt payment
terms in the space provided on the Proposal submittal signature page
of the solicitation. Award, if made, will be in accordance with temns
and conditions stated herein. Each item must be proposal separately,
and no attempt is to be made to tie any item or items in with any other
item or items. Cash or quantity discounts offered will not be a
consideration in determination of award of prop<Jsal(s).
4. TAXES. The City of Miami Beach is exempt from all Federal Excise
and State taxes.
5. MISTAKES. Proposers are expected to exam1ne the specifications,
delivery schedules, proposal prices, and extensions, and all
instructions pertaining to supplies and services. Failure to do so will
be at the proposer 's risk and may result in the proposal being non-
responsive.
6. CONDITION AND PACKAGING. Proposer guarantees items offered
and delivered to be the current standard production model at time of
proposal and shall offer expiration dating of at least one year or later.
Proposer also guarantees items offered and delivered to be new,
unused, and free from any and all defects in material, packaging and
workmanship and agrees to replace defective items promptly at no
charge to the City of Miami Beach, for the manufacturer's standard
warranty but in no case for a period of less than 12 months from date
of acceptance. All containers shall be suitable for storage or
shipment, and all prices shall include standard commercial packaging.
7. UNDERWRITERS' LABORATORIES. Unless otherwise stipulated in
the Proposal, all manufactured items and fabricated assemblies shall
be U .L listed or re-examination listing where sudl has been
established by U.L. for the item(s) offered and furnished.
8 CITY'S RIGHT TO WAIVE OR REJECT PROPOSALS. The City
Commission reserves the right to waive any informalities or
irregularities in this Proposal; or to reject all proposals, or any part of
any proposal, as it deems necessary and in the best interest of the
City of Miami Beach.
9. EQUIVALENTS. If a proposer offers makes of equipment or brands of
supplies other than those specified in the Proposal specifications, he
must so indicate in his proposal. Specific article(s) of
equipment/supplies shall conform in quality, design and construction
with all published claims of the manufacturer.
10. The proposer shall indicate in the Proposal Form the manufacture~s
name and number if proposing other than the specified brands, and
shall indicate ANY deviation from the specifications as listed in the
Proposal. Other than specified items offered requires complete
descriptive technical literature marked to indicate detailed
conformance with specifications, and MUST BE INCLUDED WITH
THE PROPOSAL. NO PROPOSALS WILL BE CONSIDERED
WITHOUT THIS INFORMATION.
11. Lacking any written indication of intent to quote an alternate brand or
model number, the proposal will be considered as a proposal in
complete compliance with the Proposal specifications.
12. Note as to Brand Names: Catalog numbers, manufacturers' and brand
names. when listed, are Informational guides as to a standard of
acceptable product quality level only and should not be construed as
an endorsement or a product limitation of recognized and legitimate
manufacturers. Proposers shall formally substantiate and verify that
product(s) offered conform with or exceed quality as listed in the
specifications.
13. EMERGENCY RESPONSE PRIORITY. II is hereby made a part of
this solicitation that before, during, and after a public emergency,
disaster, hurricane, tornado, flood, or other acts of force majeure that
the City of Miami Beach, Florida shall receive a 'First Priority' for any
goods and services covered under any award resulting from this
solicitaUon, including balance of line items as applicable. It is vital and
imperative that the majority of citizens are protected from any
emergency situation that threatens public health and safety, as
determined by the City. By virtue of submitting a response to this
solicitation, vendor agrees to provide all award-related goods and
services to the City on a "first priority" under the emergency conditions
noted above.
14. NON-CONFORMANCE TO CONTRACT CONDITIONS. Items may be
tested for compliance with specifications. Items delivered, not
conforming to specifications, may be rejected and returned at the
proposer 's expense. These items. as well as items not delivered as
per delivery date in proposal and/or purchase ordsr, may be
purchased by the City, at its discretion, on the open market. Any
increase in cost may be charged against the proposer . Any violation
of these stipulations may also result in the proposer 's name being
removed from the City's vendor list.
15. PRODUCT INFORMATION. Product literature, specifications,
and technical information. including Manufacturers Safety Data
Sheets (MSDS) should be provided with this proposal as an
attachment to the 'PROPOSAL FORM'. However, in all cases must be
provided within five (5) calendar days upon request from Purchasing
Agent
16. SAMPLES. Proposals submitted as an "equal" product must be
accompanied with detailed specifications. Samples of items. when
required, must be furnished free of expense and, if not destroyed, will,
upon request, be returned at the proposer's expense. Proposers will
be responsible for the removal of all samples furnished within (30)
days after proposal opening. All samples will be disposed of after
thirty (30) days. Each individual sample must be labeled with the
141 RFP 2014~091MF, Investment Advisory Services
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proposer 's name. Failure of the proposer to either deliver required
samples, or to clear1y identify samples may be reason for rejection of
the proposal. Unless otherwise indicated, samples should be delivered
to the Procurement Division, 1700 Convention Center Drive, Miami
Beach, FL 33139.
17. DELIVERY. Unless actual date of delivery is specified (or if specified
delivery cannot be met), show number of days (in calendar days)
required to make delivery after reoeipt of purchase order, in space
provided. Delivery time may become a basis for making an award.
Delivery shall be within the normal working hours of the City using
Department. Monday through Friday, excluding holidays. Receiving
hours are Monday through Friday, excluding holidays, from 8:30A.M.
to 5:00P.M.
18. INTERPRETATIONS. Any questions concerning the Proposal
conditions and specifications should be submitted, in writing, to the
City's Department of Procurement Management (DPM) 1700
Convention Center Drive, Miami Beach, FL 33139.or facsimile: 786-
394-4075.
19. LATE SUBMISSION. All proposals received after the date, time. and
place specified in the Proposal, 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 responsibtlity of
the proposer . The City will not be responsible for delays caused by
mail, courier service, or any other entity or occurrence. Facsimile,
electronic. ore-mailed proposals will not be accepted.
20. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance
will be at destination, unless otherwise provided. Title to (or risk of
loss or damage to) all items shall be the responsibility of the
successful proposer until acceptance by the City, unless loss or
damage results from the gross negligence or willful misconduct of the
City.
21. If any equipment or supplies supplied to the City are found to be
defective, or do not conform to the specifications, the City reserves the
right to cancel the order upon written notice to the seller, and return
the product, at the proposer's expense.
22. PAYMENT. Payment will be made by the City after the items have
been received, inspected, and found to comply with Proposal
specifications, free of damage or defect and properly invoiced.
23. DISPUTES. In case of any doubt or difference of opinion as to the
items and/or services (as the case may be) to be furnished hereunder,
the decision of the City shall be final and binding on all parties.
24. LEGAL REQUIREMENTS. The proposer shall be required to comply
with all federal, State of Florida, Miarni-Dade County, and City ol
Miami Beach codes, laws, ordinances, and/or rules and regulations
that in any manner affect the items covered herein (collectively,
Applicable Laws). Lack of knowledge or ignorance by the proposer
with/of Applicable Laws will in no way be a cause for relief from
responsibility.
25. PATENTS & ROYALTIES. The proposer shall indemmfy and save
harmless the City of Miami Beadl, Florida, and its officers, employees,
contractors, and/or agents, from liability of any nature or kind,
including cost and expenses for, or on account of, any copyrighted,
patented, or unpatented invention, process, or article manufactured or
used in the performance of the contract, including its use by the City of
Miami Beadl, Florida. If the proposer uses any design, device or
materials covered by letters, patenl or copyright, it is mutually
understood and agreed, without exception, that the proposal prices
shall include all royalties or cost arising from the use of such design,
device, or materials in any way involved in the work.
26. OSHA. The proposer warrants to the City that any work, services,
supplies, materials or equipment supplied pursuant to this Proposal
shall conform in all respects to the standards set forth in the
Occupational Safety and Health Act of 1970, as amended, and the
failure to comply with this condition will be deemed breach of contract.
Any lines levied because of inadequacies to comply with this condition
shall be borne solely by the proposer .
27. MANNER OF PERFORMANCE. Proposer agrees to perfomn its
duties and obligations in a professional manner and in accordance
with all applicable Local, State, County, and Federal laws, nules.
regulations and codes. Proposer agrees that the services provided
shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within
their designated duties. Proposer agrees to furnish to the City any
and all documentation, certification, authorization, license, pemnit. or
registration cunrently required by applicable laws, rules, and
regulations. Proposer further certifies that it and its employees will
keep all licenses, permits. registrations, authorizations, or certifications
required by applicable laws or regulations in full force and effect duling
the term of this contract. Failure of proposer to comply with this
paragraph shall constitute a material breach of this contract.
28. SPECIAL CONDITIONS. Any and all Special Conditions that may vary
from these General Terms and Conditions shall have precedence.
29. ANTI-DISCRIMINATION. The proposer certifies that he/she is in
compliance with the non-discrimination clause contained in Section
202, Executive Order 11246, as amended by Executive Order 11375,
relative to equal employment opportunity for all persons without regard
to race, color, religion, sex or national origin.
30. AMERICAN WITH DISABILITIES ACT. To request this material in
accessible format, sign language interpreters, information on access
for persons with disabilities, and/or any accommodation to review any
document or participate in any city-sponsored proceeding, please
contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218
(TTY) five days in advance to initiate your request. TTY users may
also call711 (Florida Relay Service).
31. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where
proposer s are required to enter or go on to City of Miami Beach
property to deliver materials or perform work or services as a result of
the Proposal, the proposer will assume the full duty, obligation and
expense of obtaining all necessary licenses, permits, and insurance,
and assure all work complies with all Applicable Laws. The proposer
shall be liable for any damages or loss to the City occasioned by
negligence of the proposer or his/her officers, employees,
contractors, and/or agents, for failure to comply with Applicable Laws.
32. PROPOSAL BONDS, PERFORMANCE BONDS, CERTIFICATES OF
INSURANCE. Proposal Bonds, when required, shall be submitted with
the proposal in the amount specified in the Special Conditions. After
acceptance of the proposal, the City will notify the successful proposer
to submit a performance bond and certificate of insurance in the
amount specified in the Special Conditions.
33. DEFAULT. Failure or refusal of a proposer to execute a contract upon
award. or withdrawal of a proposal before such award is made, may
result in forfeitura of that portion of any proposal surety requirad as
liquidated damages incurred by the City thereby; or, where surety is
not required, failure to execute a contract as described above may be
grounds for removing the proposer from the City's proposers list.
34. CANCELLATION. In the event any of the provisions of this Proposal
are violated by the proposer , the City shall give written notice to the
proposer stating such deficiencies and, unless such deficiencies are
corrected within ten (10) calendar days from the dale of the City's
notice, the City, through its City Manager, may declare the contract in
default and terminate same, without further notice required to the
proposer . Notwithstanding the preceding, the City, through its City
Manager, also reserves the right to terminate the contract at any time
and for any reason, without cause and for convenience, and without
any monetary liability to the City, upon the giving of thirty (30) days
prior written notice to the proposer .
35. BILLING INSTRUCTIONS. Invoices, unless otherwise indicated. must
show purchase order numbers and shall be submitted to the ordering
15 I RFP 2014-091 MF. Investment Advisory Services
328
~ MIAt-l,IBEACH
City department
36. SUBSTITUTIONS. The City WILL NOT accept substitute shipments of
any kind. The proposer is expected to furnish the brand quoted in its
proposal. Any substitute shipments will be returned at the proposer's
expense.
37. FACILITIES. The City, through its City Manager or his/her authorized
designee. reserves the right to inspect the proposer's facilities at any
time, upon reasonable prior written or verbal notice.
38 PROTEST. In the event a prospective proposer wishes to protest any
part of the General Conditions, Special Conditions and/or Technical
Specifications contained in this it must file a notice of protest in writing
to the Procurement Director, w1th a copy to the City Clerk, at least ten
(10) business days prior to the Proposal opening date and hour
specified in the solicitation. Any proposer , who has a substantial
interest in, and is aggrieved in connection with the solicitation or
proposed award may protest to the City Manager or his or her
designee anytime until two (2) business days following the release of
the City Manager's written recommendation to the City Commission.
as same is set forth and released in the City Commission agenda
packet, for award of the proposal in question in accordance with City
of Miami Beach Ordinance No. 2002-3344, which establishes
procedunas for propcsal protests and which can be found on the
Procurement website. Failure to file a timely notice of protest will
constitute a waiver of proceedings.
39. CLARIFICATION AND ADDENDA TO PROPOSAL
SPECIFICATIONS: If a proposer is in doubt as to the tnue meaning of
the Proposal specifications. or other Proposal documents. or any part
thereof, tihe proposer must submit to the City, at least ten (10)
calendar days prior to the scheduled Proposal opening date, a request
for clarification. NO QUESTIONS WILL BE RECEIVED VERBALLY
OR AFTER SAID DEADLINE.
40. Any interpretation of the Proposal, including, without limitation.
responses to questions and request for clarification(s) from proposer
s, will be made only by Addendum duly issued by the City. In the
event of conflict with the original specifications, the Addendum shall
supersede such specifications, to the extent specified. Subsequent
Addendum shall govem over prior Addendum only to the extent
specified. The proposer shall be required to acknowledge receipt of
any and all Addendum, and filling in and signing in the spaces
provided in section 5.0, Acknowledgements/Affidavits. Failure to
acknowledge Addendum may deem a proposal non-responsive.
41. The City will not be responsible for explanations. interpretations, or
answers to questions made verbally or in writing by any City
representative, unless issued by the City via formal written Addendum
to this Proposal.
42. Any questions or clarifications concerning the Proposal shall be
submitted in writing to the Department of Procurement Management
(DPM) 1700 Convention Center Drive, Miami Beach, FL 33139 with a
copy to the City Clerk
43. DEMONSTRATION OF COMPETENCY.
44. Pre-award inspection of the proposer 's facility may be made prior to
the award of con tract
45. Proposals will only be considered from firms which are regularly
engaged in the business of providing the goods and/or services as
described in this Proposal.
46. Proposer s must be able to demonstrate a good record of
perfomnance for a reasonable period of time, and have sufficient
financial capacity, equipment, and organization to ensuna that they can
satisfactorily perform the services if awarded a contract under the
terms and conditions of this Proposal.
47. The terms "equipment and organization", as used herein shall,
be construed to mean a fully equipped and well established company
in line with the best business practices in the industry, and as
detemnined by the City of Miami Beach
48. The City may consider any evidence available regarding the
financial, technical, and other qualifications and abilities of a proposer
, including past performance (experience), in making an award that is
in the best interest of the City.
49 The City may require proposer s to show proof that they have
been designated as authorized representatives of a manufacturer or
supplier, which is the actual source of supply. In these instances, the
City may also require material information from the source of supply
regarding the quality, packaging, and characteristics of the products to
be supply to the City. Any material conflicts between information
provided by the source of supply and the information contained in the
proposer's proposal may render the proposal non-responsive.
50. The City may, during the period that the contract between the
City and the successful proposer is in force, review the successful
proposer 's record of performance to ensure that the proposer is
continuing to provide sufficient financial support, equipment, and
organization as prescribed in this proposal. Irrespective of the
proposer 's performance on contracts awarded to it by the City, the
City may place said contracts on probationary status and implement
termination procedures if the City determines that the successful
proposer no longer possesses the financial support, equipment. and
organization which would have been necessary during the proposal
evaluation period in onder to comply with the demonstration of
competency required under this subsection.
51. DETERMINATION OF AWARD. Unless otherwise stated in the
Special Conditions, The City Commission shall award the proposal to
the lowest and best proposer In determining the lowest and best
proposer, in addition to price, there shall be considered the following:
a. The ability, capacity and skill of the proposer to perform
the contract.
b. Whether the proposer can perform the contract within the
time specified, without delay or interference.
c. The character, integrity, reputation, judgment, experience
and efficiency of the proposer.
d. The quality of performance of previous contracts.
e. The previous and existing compliance by the proposer with
Applicable Laws relating to the contract.
52. ASSIGNMENT. The successful proposer shall not assign, transfer,
convey, sublet or otherwise dispose of the contract, including any or
all of its right title or interest therein, or his/her or its power to execute
such contract, to any person, company or corporation, without the
pnor written consent of the City.
53. LAWS, PERMITS AND REGULATIONS. The proposer shall obtain
and pay for all licenses, permits, and inspection fees required under
the contract; and shall comply with all Applicable Laws.
54. OPTIONAL CONTRACT USAGE. When the sucoessful proposer (s)
is in agreement, other units of government or non-profit agencies may
participate in purchases pursuant to the award of this contract at the
opUon of the unit of government or non-profit agency.
55. SPOT MARKET PURCHASES. It is the intent of the City to purchase
the items specifically listed in this Proposal from the successful
proposer. However, the City reserves the right to purchase the items
from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
56. ELIMINATION FROM CONSIDERATION. This proposal shall not be
awarded to any person or firm who is in arrears to the City upon any
debt, taxes, or contracts which are defaulted as surety or otherwise
upon any obligation to the City.
57. ESTIMATED QUANTITIES. Estimated quantities or estimated dollars,
if provided, are for City guidance only. No guarantee is expressed or
implied as to quantities or dollars that will be used during the contract
period. The City is not obligated to place any order for a given amount
subsequent to the award of this Proposal. Estimates are based upon
the City·s actual needs and/or usage during a previous contract
period. The City may use said estimates for purposes of determining
whether the low proposer meets specifications.
16 I RFP 2014-091 MF, Investment Advisory Services
329
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58. COLLUSION. Where two (2) or more related parties each submit a
proposal or proposals for any contract, such proposals or proposals
shall be presumed to be collusive. The foregoing presumption may
be rebutted by presentation of evidence as to the extent of ownership,
control and management of such related parties in the preparation and
submittal of such proposal or proposals. "Related parties" means
proposer s or the principals thereof which have a direct or indirect
ownership interest in another proposer for the same contract, or in
which a parent company or the principals thereof of one (1) proposer
have a direct or indirect ownership interest in another proposer for the
same contract. Proposal or proposals found to be collusive shall be
rejected.
59. Proposer s who have been found to have engaged in collusion may
also be suspended or debarred, and any contract resulting from
collusive proposalding may be terminated for cause.
60. DISPUTES. In the event of a conflict between the Proposal
documents, the order of priority of the documents shall be as follows:
61. Any contract or agreement resulting from the award of this
Proposal; then
62. Addendum issued for this Proposal, with the latest Addendum
taking precedence; then
63. The Proposal; then
64. The proposer ·s proposal in response to the Proposal.
65. REASONABLE ACCOMMODATION. In accordance with TiUe II of the
Americans with Disabilities Act, any person requiring an
accommodation at the Proposal opening because of a disability must
contact the Procurement Division.
66. GRATUITIES. Proposer s shall not offer any gratuities. favors, or
anything of monetary value to any official, employee, contractor, or
agent of the City, for the purpose of influencing consideration of this
Proposal.
67. SIGNED PROPOSAL CONSIDERED AN OFFER. The signed
proposal shall be considered an offer on the part of the proposer ,
which offer shall be deemed accepted upon award of the proposal by
the City Commission. In case of default on the part of the successful
proposer , after such acceptance, the City may procure the items or
services from other sources and hold the proposer responsible for
any excess cost occasioned or incurred thereby.
68. TIE PROPOSALS. In accordance with Florida Statues Section
287.087, regarding identical tie proposals, preference will be given to
proposer s certifying that they have implemented a drug free work
place program. A certification form will be required. In the event of a
continued tie between two or more proposer s after consideration of
the drug free workplace program, the City's Local Preference and
Veteran Preference ordinances will dictate the manner by which a tie
is to be resolved. In the event of a continued lie after the Local and
Veteran Preference ordinances have been applied or the tie exists
between proposers that are not Local or Veteran, the breaking of the
tie shall be at the City Manager's discretion, which will make a
recommendation for award to the City Commission.
69. DELIVERY TIME. Proposers shall specify in the attached Proposal
Form, the guaranteed delivery time (in calendar days) for each item. It
must be a firm delivery time; no ranges (For example, 12-14 days) will
be accepted.
70. TERMINATION FOR DEFAULT. If the successful proposer shall fail
to fulfill in a timely manner, or otherwise violate, any of the covenants,
agreements, or stipulations material to the Proposal and/or the
contract entered into with the City pursuant thereto, the City shall
thereupon have the right to terminate the work and/or services then
remaining to be performed by giving written notice to the proposer of
such termination, which shall become effective upon receipt by the
proposer of the written termination notice.
71. In that event, the City shall compensate the successful proposer in
accordance with the term of the contract for all work and/or services
satisfactorily performed by the proposer prior to termination, net of
any costs incurred by the City as a consequence of the default.
72. Notwithstanding the above, the successful proposer shall not be
r~lieved of liability to the City for damages sustained by the City by
Virtue of any breach of the contract by the proposer , and the City may
reasonably withhold payments to the successful proposer for the
purposes of set off until such time as the exact amount of damages
due the City from the suocessful proposer is determined.
73. The City may, at its discretion, provide reasonable "cure period" for
any contractual violation prior to termination of the contract; should the
successful proposer fail to take the corrective action specified in the
City's notice of default within the allotted cure period, then the City
may proceed to terminate the contract for cause in accordance with
this subsection 1.57.
74. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its
convenience, terminate the work and/or services then remaining to be
performed, at any time, by giving written notice to the suocessful
proposer of such termination, which shall become effective thirty (30)
days following receipt by proposer of such notice. ln that event all
finished or unfinished documents and other materials shall be property
delivered to the City. If the contract is terminated by the City as
provided in this subsection. the City shall compensate the suocessful
proposer in accordance with the terms of the contract for all and
without cause and/or any resulting liability to the City, work and/or
servrces actually performed by the successful proposer , and shall
also compensate the proposer for its reasonable direct costs in
assembling and delivering to City all documents. No compensation
shall be due to the successful proposer for any profits that the
successful proposer expected to earn on the balanced of the contract.
Such payments shall be the total extent of the City's liability to the
successful proposer upon a lermination as provided for in this
subsection.
75 INDEMNIFICATION. The successful Proposer shall indemnify and
hold harmless the City and its officers, employees, agents and
instrumentalities from any and all liability, losses or damages,
including attorney's fees and costs of defense, which the City or its
officers, employees, agents or instrumentalities may incur as a result
of claims, demands, suits, causes of actions or proceedings of any
kind or nature arising out of. relating to or resulting from the
performance of the agreement by the successful Proposer or its
employees, agents, servants, partners, principals or subcontractors.
The suocessful Proposer shall pay all clarms and losses in connection
therewith, and shall investigate and defend all claims, suns or actions
of any kind or nalure in the name of the City, where applicable,
including appellate proceedings, and shall pay all costs, judgments,
and attorney's fees which may be incurred thereon. The successful
Proposer expressly understands and agrees that any insurance
protection required by this Agreement or otherwise provided by the
successful Proposer shall in no way limit the responsibility to
indemnify, keep and save harmless and defend the City or its officers,
employees, agents and instrumentalities as herein provided. The
above indemnification provisions shall survive the expiration or
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330
(9 !v\I.Ar\~1 BEACH
termination of this Agreement.
76. 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.
77. 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.
78. EXCEPTIONS TO PROPOSAL Proposers are strongly encouraged
to thoroughly review the specifications and all conditions set forth in
this Proposal. Proposers who fail to satsty the requirements in this
Proposal, may be deemed non-responsive and receive no further
consideration. Should your proposed proposal not be able to meet
one (1) or more of the requirements set forth in this Proposal and you
are proposing alternatives and/or exceptions to said requirements, you
must notify the Procurement Office, in writing, at least five (5) days
prior to the deadline for submission of proposals. The City reserves
the right to revise the scope of services via Addendum prior to the
deadline for receipt of proposals.
79. FLORIDA PUBLIC RECORDS LAW. Proposer s are hereby notified
that all Proposal including, without limitation, any and all information
and documentation submitted therewith, are exempt from public
records requirements under Sec~on 119.07(1), Florida Statutes, and
s. 24(a), Art 1 of the State ConstituUon until such time as the City
provides notice of an intended decision or until thirty {30) days after
opening of the proposals, whichever is earlier. Additionally, Contractor
agrees to be in full compliance with Florida Statute 119.0701
including, but not limited to, agreement to (a) Keep and maintain
public records that ordinarily and necessarily would be required by the
public agency in order to perform the services; (b) provide the public
with aocess to public records on the same tenms and conditions that
the public agency would provide the records and at a cost that does
not exceed the cost provided in this chapter or as otherwise provided
by law; (c) Ensure that public records that are exempt or confidential
and exempt from public records disclosure requirements are not
disclosed except as authorized by law; (d) Meet all requirements for
retaining public records and transfer, at no cost. to the public agency
all public records in possession of the contractor upon termination of
the contract and destroy any duplicate public records that are exempt
or confidential and exempt from public records disclosure
requirements. All records stored electronically must be provided to the
public agency in a format that is compatible with the information
lechnology systems of the public agency.
APPENDIX A
~ MIAMI BEACH
Proposal Certification,
Questionnaire &
Requirements Affidavit
RFP 2014-091 MF
INVESTMENT ADVISORY SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive
Miami Beach, Florida 33139
e ;\AAJv\! BEACH
PagelS
RFP 2014-091MF, E33fic Agenda System
Solicitation No: 2014-D91MF Solicitation Title: Investment Advisory Services
Procurement Contact Marta Fernandez Rubio Tel: 305-673-7000 Ext. 6263 I Email:mfemandezrubio@miamibeachfl.gov
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective
Proposers of certain SOLICITATION and contractual requirements, and to collect necessary information from Proposers in order that
certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated.
This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted
fully completed and executed.
1. General Proposer Information.
FIRM NAME:
No of Years in Business: I No of Years in Business Locally: I No. of Employees:
OTHER NAME(S) PROPOSER HAS OPERA TED UNDER IN THE LAST 1 D YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
.. The C1ty reserves the nght to seek additional mformat1on from proposer or other source(s), mcludmg but not l1m1ted to: any firm or
principal information, applicaole 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.
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2. Miami Beach Based (Local) Vendor. Is proposer a Miami Beach based firm?
C=:J YES c=J 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 47, to demonstrate that the Proposer is a Miami
Beach Based Vendor.
Veteran Owned Business~oser a veteran owned business?
L__j YES c=J 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. 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 pastS
years, submit a statement accordingly.
5. References & Past Performance. Proposer shall submit at least three (3) references for whom the proposer has
completed work similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: 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.
6. Suspension, Debarment or Contract Cancellation. Has proposer ever been debarred, suspended or other legal
violation, or had a contract cancelled due to non-rerforTance by any public sector agency? C=:J YES NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that
led to action(s).
7. 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 RFP. 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.
8. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business
with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its
proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to
comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and
ethics provision of the City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of
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RFP 2014-091MF, Electronic Agenda System
333
Business Ethics, proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of
Miami Beach Code of Ethics, available at www.miamibeachfl.gov/procurement/.
9. living Wage. PuFSI:Iant to Section 2 408 of the Miami Beaeh City CoEle, as same may be amenEleEl from time to time,
JJFOposers shall be re~YireEl to ~Jay all emJJioyees 'Nho IJFO'JiEle serviees pursYant to this Agreement, the hol:lrly living wage
rates listoEl below:
• Commencing 'Nith City fiscal year 2012 13 (October 1, 2012), the hourly living rate will be $11.28/hr
with health bene~ts, ana $12.Q:Yhr without benefits.
The living wage rate and health care benefits rate may, I:Jy Resolution of the City Commission be indexes annually for
inflation Ysing the Consumer Priee lndeJ< for all Urean Consumers (CPI U) Miami/Ft. LauEleraale, issues by the U.S.
DeJ)artment of Labor's Bureau of Labor Statistics. NotwithstanElin§ U'le preceEling, no annual inElel< sl:lall eJ<ceed three
pereent (3%). The City may also, I:Jy resol1:1tion, eleet not to inElel< the living wage rate in any partie1:1lar year, if it Eletermines
it would not be fiscally sound to implement same (in a partie1:1lar year).
ProJJOsers' fail1:1re to comJJIY with this JJrovision shall be seemed a material breach under this prop0sal, under whieh the
City may, at its sale eJ3lion, immoEliately doom said proposer as non ;esponsive, ana may further s1:1ejeet JJrOJJoser to
additional penalties and fines, as provided in the City's Living 1Nage Ordinance, as amended. Further infmmation on the
Li·;ing Wa§e re~uirernent is available at 'NW'N.rniamibeach~.§ov/wocurernentl.
SUBMITTAL ReQIJIRJiMENT: No additional submittal is re~1:1ired. By virtue of el<ee~o~tin§ tl:lis affidavit document, PreJJeser
a§rees to the living wage req~o~irerneRt
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 proposals, to
provide "Equal Benefits'' to their employees with domestic partners, as they provide to employees with spouses. The
Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and
the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly
performing work on the contract within the City of Miami Beach.
A Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
CJ YES CJ 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? CJ YES CJ NO
C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already
specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as
bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no
insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures
compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable
Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be
reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's
decision is final. Further information on the Equal Benefits requirement is available at
www.miamibeachfl.gov/procuremenU.
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RFP 2014-091MF, Eleclronic Agenda System
334
11. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time,
states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity
crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may
not submit a proposal, proposal, or reply on a contract with a public entity for the construction or repair of a public building
or public work; may not submit proposals, proposals, or replies on leases of real property to a public entity; may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and
may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY
TWO for a period of 36 months following the date of being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, proposer
agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor
list.
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 Confim1 Initial to Confirm Initial to Confirm
Receipt Receipt Receipt
Addendum 1 Addendum 6
Addendum 2 Addendum 7
Addendum 3 Addendum 8
Addendum 4 Addendum 9
Addendum 5 Addendum 10 .. If add1t1onal confirmation of addendum IS reqUired, subm1t under separate cover.
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Addendum 11
Addendum 12
Addendum 13
Addendum 14
Addendum 15
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 Proposal or Proposal, the applicant agrees to deliver such further details, information ancl 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 proposal form and shall remain confidential to the
extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received
by the City shall become public records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the
Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to
substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information
sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and
complete, to the best of its knowledge, information, and belief.
Notwithstanding the foregoing or anything contained in the 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 limited to $10,000.00 as agreed-upon and liquidated
damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and
Disclaimer which imposes no liability on the City.
In the event of any differences in language between this Disclosure and Disclaimer and the balance of the 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.
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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 RFP, 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 RFP, 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 Proposer's Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposer's Authorized Representative: Date:
State of FLORIDA On this _day of , 20_, personally
appeared before me who
County of stated that (s)he is the of
_____ , a corporation, and that the instrument was signed in behalf of the said
corporation by authority of its board of directors and acknowledged said instrument to be its voluntary
act and deed. Before me:
Notary Public for the State of __ _
My Commission Expires: ______ _
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APPENDIX 11 8"
MINIMUM REQUIREMENTS CHECKLIST
RFP 2014-091MF, INVESTMENT ADVISORY SERVICES
Does your firm meet the following Minimum Requirements?
Response Category
(Yes/No) (Indicate whether your firm meets the Minimum Requirement, if provided by a
third party, please indicate 3P in the optional description/notes!
Response Description/Notes
MINIMUM REQUIREMENTS Yes/No
1
2
3
4
Firm or principals must have a minimum of ten (10}
years of experience in managing fixed income assets
for state and local governments with your proposal.
Firm must currently manage at least $5 billion of
domestic fixed income assets with your proposal.
Provide a minimum of three (3) governmental accounts
that the firm is currently providing investment advisory
services to.
Firm must assign an account manager to the City with
a minimum of ten (10) years experience in providing
investment advisory services.
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Submit detailed response under Section IV,
Tab2
Submit detailed response under Section IV,
Tab 2
Submit detailed response under Section IV,
Tab 2
Submit detailed response under Section IV,
Tab 2
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APPENDIX "C"
COST PROPOSAL
RFP 2014-091MF, INVESTMENT ADVISORY SERVICES
PROPOSER'S NAME: ______________________ _
Proposers may submit further detailed attachments to the cost proposal. However,
all costs must be submiHed using the following fee structure.
Fees based on a total Asset Value of $522 million. Fees based on various tiers to be determined by the
proposer are ble,
ANNUAL FEE
$ ____ _
$ ____ _
$ ____ _
$ ___ _
ASSET VALUE
(TIER TO BE DETERMINED BY PROPOSER)
Asset Value Tier A
upto$~~~-
Asset Value Tier B
in excess of $~---
and less than $ ___ _
Asset Value Tier C
in excess of $ ___ _
and less than $
Asset Value Tier D
in excess of $ ___ _
and less than $ ___ _
ANY and ALL
ANNUAL ADMINISTRATIVE EXPENSES
be detailed on a se
TOTAL ANNUAL COST
TO THE CITY FOR
INVESTMENT ADVISORY SERVICES
BASED ON $522 MILLION IN ASSETS
TOTAL
$ _____ _
$ _____ _
$ _____ _
$ ____ _
$
$
Proposer shall provide all fee structures that apply to this RFP. Proposer may utilize additional lines if
needed to add additional tiers.
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