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R7D-Independent Contractor AgreementsCOMMISSION ITEM SUMMARY Gondensed Titles: 1. A Resolution Authorizing The City Manager, To Enter lnto Certain lndependent Contractor Agreements For Professional And Other Services, As Required And As The City Manager Deems ln The Best lnterest Of The City, Subject To And Contingent Upon The Following Parameters: 1) The City Manager Shall Only Enter lnto Contracts To Provide Services or Work Related To Vacant Budgeted Positions, As ldentified ln The City's Approved Fiscal Year (FY) 201412015 Budget; 2) The Amount Of The Fee or Other Compensation Under Such Contract(s) Shall Not Exceed The Authorized Amount For The Respective Classification, As Set Forth ln The City's Classified Or Unclassified Salary Ordinance (As The Case May Be); 3)The Term Of Any lndependent ContractorAgreementAuthorized Herein Shall Not Extend Beyond The End Of FY 201412015 (September 30, 2015); 4) At A Minimum, The City Manager Shall Require That Any lndependent Contractor Agreement Entered lnto Pursuant To This Resolution Shall Utilize The City's Standard Form For lndependent Contractors (As Attached To This Resolution), Provided That The City Manager May lncorporate Additional Terms, Which May Be More Stringent, But Not More Lenient; And 5) Providing That The Authority Granted To The City Manager PursuantTo This Resolution Shall Be BroughtTo The City Commission For RenewalAs PartOf The Annual Operating Budget Approvals. 2. A Resolution Authorizing The City Manager, To Enter lnto Certain lndependent Contractor Agreements For The Following Services, As Required And As The City Manager Deems ln The Best lnterest Of The City: Athletics lnstruction/Coaching/Refereeing, lncluding But Not Limited To, The Following Categories: Baseball, Softball, Soccer, Gymnastics, Cheerleading, Volleyball, lce Skating, Hockey, Swimming, lce Guards, Aerobics lnstruction; Fitness lnstruction; Arts/Music/Cultural/Drama lnstruction And Or lnstrument Repair; Computer/Media Services, lncluding But Not Limited To, lnstruction And Repair; Summer Camp lnstruction; Cotillion; Speech, Debate, Social Skills, Literacy, Math And Sat; Fitness Classes, lncluding But Not Limited To, Aerobics,Zumba Dancing, Weight Room, Weight Loss, General Fitness lnstruction, Adult, Youth And Baby Boot Camp; School Liaison Officers; Resident Project Representatives (RPR); Community/Public lnformation Services; Construction Cost Estimating/Consulting Services; Video Production Services; PhotographyA/ideography Services; Graphic Design Services; Program Monitor Services; Cost Allocation Services; Job Audits; Step lll Grievance Hearing Officer; Auditors; Historical Research; Latent Examiner Services; Medical Director And Accreditation Services/Support; Psychological And Testing Services; Professional Training Services lncluding But Not Limited To Sexual Harassment, DiversityAnd Team Building; Provided FurtherThat The City Manager Shall Be Authorized To Negotiate, Enter lnto, And Execute The Aforestated Agreements Subject To The Same Parameters Provided ln The Resolution Above. (1) Streamline the delivery of services through all departments, (2) ensure expenditure trends are sustainable over the Item Summary/Recommendation : lndependent contractor agreements differ from professional services agreements in that they apply to an individual in lieu of a legally constituted entity. Under the City Charter, the City Manager has the authority to make appointments to vacant, budgeted positions at a salary within the established ranges. Sometimes, when positions are vacated, the City retains independent contractors to provide the services or work. ln addition, the City regularly uses independent contractors for specialty services such as recreationalclasses, communication services, etc. As has been done since FY 200912010, the Administration recommends that the City Commission authorize the City Manager to negotiate, enter and execute independent contractor agreements, including those in an amount exceeding $25,000, to provide services or work related to vacant, budgeted positions, and to enter and execute independent contractor agreements to provide specific services orwork reflected in departmental budgets. The Managerwill continue to provide the Commission with contracts whose value exceeds $25,000. Board Recommendation: Financial lnformation : Source of Funds: Amount Account 1 2 OBPI Total Financial lmpact Summary: Funds are already included in the FY 2014115 operating budget, in either salaries or professional services line items in various departments Sylvia Crespo-Tabak, Human Resources Director -Offs: Department Director Assistant Gity Manager , I City Manager Sylvia Crespo-Tabak(rv:r KathiTfuBrooks Jimmv L. )ralesf^ t oA'rE q-p -ry AGENDA '"' A7DE MIAMIBEACH 77 g MIAMIBEACH City of Miomi Beoch, 1700 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov COMMISSION MEMORANDUM FROM: DATE: SUBJECT: Mayor Philip Levine and Members ft the Ci Jimmy L. Morales City Manager .l - - September 10,2014 -i-l A RESOLUTION OF THE MAYOd L*' CITY GOMMISSTON OF THE GITYtI OF MIAMI BEACH, FLORIDA, AI..PTHORIZING THE CITY MANAGER, ON BEHALF OF THE C!TY, TO ENTER INTO CERTAIN INDEPENDENT CONTRACTOR AGREEMENTS FOR PROFESSIONAL AND OTHER SERVICES, AS REQUIRED, AND AS THE CITY MANAGER DEEMS IN THE BEST INTEREST OF THE CITY, SUBJECT TO AND CONTINGENT UPON THE FOLLOWING PARAMETERS: 1) THE CITY MANAGER SHALL ONLY ENTER INTO CONTRACTS TO PROVIDE SERVICES OR WORK RELATED TO VACANT BUDGETED POSITIONS, AS IDENTIFIED IN THE CITY'S APPROVED FISGAL YEAR (FY) 2013/2014 BUDGET; 2) THE AMOUNT OF THE FEE OR OTHER COMPENSATION UNDER SUCH GoNTRACT(S) SHALL NOT EXCEED THE AUTHORTZED AMOUNT FOR THE RESPECTIVE CLASSIFICATION, AS SET FORTH IN THE CITY'S cLASStFtED OR UNCLASSTFTED SALARY ORDTNANCE (AS THE CASE MAY BE); 3) THE TERM OF ANY INDEPENDENT CONTRAGTOR AGREEMENT AUTHORIZED HEREIN SHALL NOT EXTEND BEYOND THE END OF FY 201412015 (SEPTEMBER 30, 2015); 4) AT A MINIMUM, THE CITY MANAGER SHALL REQUIRE THAT ANY INDEPENDENT CONTRACTOR AGREEMENT ENTERED INTO PURSUANT TO THIS RESOLUTION SHALL UTILIZE THE CITY'S STANDARD FORM FOR TNDEPENDENT CONTRAGTORS (AS ATTACHED TO THIS RESOLUTION), PROVIDED THAT THE CITY MANAGER MAY INCORPORATE ADDITIONAL TERMS, WHICH MAY BE MORE STRINGENT, BUT NOT MORE LENIENT; 5) REQUIRING THE GITY MANAGER TO ISSUE A LETTER TO COMMISSION EACH FISCAL QUARTER COMMENCING ON JANUARY 1,2015, WHIGH DELINEATES THOSE INDEPENDENT CONTRACTOR AGREEMENTS THAT EXCEED $25,000 AND 6) PROV!DING THAT THE AUTHORTTY GRANTED TO THE CITY MANAGER PURSUANT TO THIS RESOLUTION SHALL BE BROUGHT TO THE CITY COMMISSION FOR RENEWAL AS PART OF THE ANNUAL OPERATING BUDGET APPROVAL. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAM! BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER, ON BEHALF OF THE CITY, TO ENTER INTO CERTAIN INDEPENDENT CONTRACTOR AGREEMENTS FOR THE FOLLOWING SERVICES, AS REQUIRED, AND AS THE CITY MANAGER DEEMS IN THE BEST INTEREST OF THE CITY:ATHLETIGS 78 Commission Agenda ltem, lndependent Contractor Agreements September 10,2014 Page 2 INSTRUCTION/COACHING/REFEREEING, INCLUDING BUT NOT LIMITED TO, THE FOLLOWING CATEGORIES: BASEBALL, SOFTBALL, SOCCER, GYMNASTICS, CHEERLEADING, VOLLEYBALL; ICE SKATING, HOCKEY, SWIMMING, ICE GUARDS, AEROBICS INSTRUGT!ON;FITNESS INSTRUCTION; ARTS/M USIG/GULTU RAUDRAMA ! NSTRUCTION AN D OR INSTRUMENT REPAIR; COMPUTER/MEDIASERVIGES, INCLUDING BUT NOT LIMITED TO, INSTRUCTION AND REPAIR; RECREATIONAL PROGRAMMING AND INSTRUGTION; INSTRUCTION AND THERAPY FOR PARTICIPANTS WITH SPECIAL NEEDS INCLUDING BUT NOT LIMITEDTO EDUCATION, HEALTH AND WELLNESS; INSTRUCTION/TUTORING, INCLUDING BUT NOT LIMITED, TO EDUGATION; GOTILLION; SPEECH, DEBATE, SOCIAL SKILLS, LITERACY, MATH AND SAT; FITNESS CLASSES, INGLUDING BUT NOT LIMITED TO, AEROBIGS, ZUMBA, WEIGHT ROOM, WEIGHT LOSS, GENERAL FITNESS INSTRUCTION, ADULT AND YOUTH BOOT CAMP AND BABY BOOT GAMP; SCHOOL LIAISON OFFICERS; RESI DENT PROJ ECT REPRESENTATIVES (RPR) ; COMM U N ITY/PUBLIC INFORMATION SERVIGES;CONSTRUCTION COST ESTIMATING/GONSULTING SERVICES; VIDEO PRODUCTION SERVICES; PHOTOGRAPHYruIDEOGRAPHY SERVIGES; GRAPHIC DESIGNER SERVICES; PROGRAM MONITOR SERVICES; GOST ALLOCATION SERVICES; JOB AUDITS; STEP lll DISCIPLINARY GRIEVANGE HEARING OFFIGER; AUDITORS; HISTORICAL RESEARCHER; LATENT EXAMINER SERVICES; MEDICAL DIRECTOR AND ACCREDITATION SERVICES/SUPPORT; PSYCHOLOGICAL AND TESTING SERVICES; ORGANIZATIONAL DEVELOPMENT MEETING FACILITATION SERVICES; PROFESSIONAL TRAINING SERVICES, INCLUD!NG BUT NOT LIMITED TO, APPLICATION SYSTEMS INSTRUCTION, METHODOLOGIES FOR APPLICATION SYSTEMS DEVELOPMENT, SEXUAL HARASSMENT, DIVERSITY AND TEAM BUILDING; HOME VISITORS FOR THE PARENT-CHILD HOME PROGRAM; INSTRUCTORS FOR THE MORN!NGS ALL.STAR PROGRAMS AND HUD COMPLIANGE; APPLICATION SYSTEMS CONSULTING SERVICES, INGLUDING BUT NOT LIMITED TO, APPLICATION SYSTEMS, ARCHITECTURE, APPLICATION DEVELOPMENT BEST PRAGTICES, APPLICATION SECURITY, APPLICATIONS QUALITY ASSURANCE, APPLICATION MONITORING, MOBILE APPLICATION DEVELOPMENT; CONSULTING SERVICES FOR WEBSITE AND DIGITAL MEDIA STRATEGY; WEB DESIGN; GRAPHIC DESIGN; PROVIDED FURTHER THAT THE CITY MANAGER SHALL BE AUTHORIZED TO NEGOTIATE, ENTER INTO, AND EXECUTE THE AFORESTATED AGREEMENTS SUBJECT TO THE FOLLOWING PARAMETERS: 1) THE AMOUNT OF THE FEE OR OTHER CoMPENSATTON UNDER SUCH AGREEMENT(S) SHALL NOT EXCEED THE AUTHORIZED AMOUNT FOR THE RESPEGTIVE SERVICES, AS sET FORTH tN THE CITY'S APPROVED FISCAL YEAR (FYl2014t2015 ANNUAL BUDGET; 2) THE TERM OF ANY SERVICE AGREEMENT AUTHORIZED HEREIN SHALL NOT EXTEND BEYOND THE END OF FY 201412015 (SEPTEMBER 30, 20151; 3) AT A MINIMUM, THE CITY MANAGER SHALL REQUIRE THAT ANY AGREEMENT ENTERED INTO PURSUANT TO THIS RESOLUTION SHALL UTILIZE THE CITY'S 79 Commission Agenda ltem, lndependent Contractor Agreements September 10,2O14 Page 3 STANDARD FORM INDEPENDENT CONTRACTOR AGREEMENT (AS ATTACHED TO THIS RESOLUTTON), PROV|DED THAT THE CtTy MANAGER MAY INCORPORATE ADDITIONAL TERMS, WHICH MAY BE MORE STRINGENT, BUT NOT MORE LENIENT; AND 4) PROVIDING THAT THE AUTHORITY GRANTED TO THE CITY MANAGER PURSUANT TO THIS RESOLUTION SHALL BE BROUGHT TO THE CITY COMMISSION FOR RENEWAL AS PART OF THE ANNUAL OPERATING BUDGET APPROVAL. ADMINISTRATION RECOMMENDATION Adopt both resolutions. BACKGROUND/ANALYSIS The first resolution pertains to independent contractor agreements for individuals hired to perform a specific function, who are usually compensated at an hourly or project specific rate. Under the City Charter, the City Manager has the authority to appoint an employee into a vacant, budgeted position with a salary that falls within the range established by the City Commission forthe subject classification. Sometime, when positions have been vacated the City has retained independent contractors to provide the services or work. ln an effort to save on costs, such as pension and health benefits, the Administration is recommending that for FY 2014115, the City Commission reauthorize the City Manager to negotiate, enter into, and execute independent contractor agreements, including some at an amount exceeding $25,000, subject to all of the following provisions. o The independent contractor agreements authorized under the proposed resolution will be limited to services orwork related to a vacant, budgeted position, as approved in the City's FY 2014115 operating budget; . The value of the agreement will not exceed the amount already authorized in the City's Classified and Unclassified Salary Ordinances (as applicable), and will not extend beyond September 30, 2015. Any agreement entered into will contain, at a minimum, the provisions outlined in the City's standard form independent contractor agreement, which, among other things, requires the issuance of a purchase order. (Attachment A). o The authority granted the City Manage will be subject to monitoring through periodic Letters to the Commission (LTC), identifying any independent contractor agreement that exceeds the $25,000 threshold. A resolution requesting the initial authorization for the City Manager to enter into these agreements was first heard at the September 24,2009, City Commission meeting, where it was referred to the Finance and Citywide Projects Committee (FCWPC). At its October29, 2009, meeting, as part of the discussion, theAdministration clarified thatthe purpose of this item was not to replace current employees or eliminate positions and lay off employees to hire independent contractors to perform the same functions. The independent contractors were to be used to perform the functions of vacant, budgeted positions where former employees separated from the City. 80 Commission Agenda ltem, lndependent Contractor Agreements September 10,2014 Page 4 The City Commission approved the resolution at its December 9, 2009, meeting for the fiscal year ending September 30, 2010; renewed it on September 20, 2010 for the fiscal year ending September 30, 2011; on September 27, 2011 for the fiscal year ending on September 30,2012; on September 27,2012for the fiscal year ending on September 30, 2013, and on September 30, 2013, for the fiscal year ending September 30, 2014. This matter is presented on an annual basis as part of the budget process, as authorization expires at the end of each fiscal year. This updated resolution is for FY 2014115. The second resolution also pertains to independent contractors who will be providing specific services or work reflected in departmental budgets. Some of the services include: baseball, softball, soccer, gymnastics, cheerleading, volleyball; ice-skating, skating, hockey, swimming, ice guards, aerobics instruction; fitness instruction; arts/music/cultural/drama instruction and or instrument repair; computer/media services, including but not limited to, instruction, and repair; recreational programming and instruction; instruction and therapyfor participants with special needs, including but not limited to, education, health and wellness; instruction/tutoring, including but not limited to education; cotillion; speech; debate, social skills, literacy, math and SAT;fitness classes, including but not limited to, aerobics, zumba, weight room, weight loss, general fitness instruction, adult and youth boot camp and baby boot camp; school liaison officers; resident project representatives (RPR); community/public information services; construction cost estimating/consulting services; video production services; photography/videography services; graphic designer services; program monitor services; cost allocation services;job audits; step lll disciplinary grievance hearing officer; auditors; historical researcher; latent examiner services; medical director and accreditation services/support; psychological and testing services; organizationaldevelopment meeting facilitation services; professional training seryices, including but not limited to, sexual harassment, diversity and team building; home visitors for the parent-child home program; instructors for the Mornings all-star program and HUD compliance. To coordinate the execution of agreements for the kinds of services or work referenced in the second resolution, the Administration also recommends that the City Manager be authorized to negotiate, enter into, and execute agreements, including those in an amount greater than $25,000, subject to all of the following provisions: o The agreements will be limited to the services or work specifically listed in the second resolution; o The value of the agreement will not exceed the authorized amount for the respective services or work, as set forth in the City's approved FY 2014115 operating budget; . The term of the agreement shall not extend beyond the end of FY 2014/15 (September 30, 15); and . Any agreement entered into will contain, at a minimum, the provisions outlined in the City's standard form agreement for independent contractors (Attachment A). o The authority granted the City Manage be subject to monitoring through periodic Letters to the Commission (LTC), identifying any independent contractor agreement that exceeds the $25,000 threshold. 81 Commission Agenda ltem, lndependent Contractor Agreements September 10,2014 Page 5 CONCLUSION The City Commission has approved both resolutions on an annual basis since December 9, 2009, with the requirement that the Administration bring back the item on an annual basis as part of the budget process. The authority granted the City Manage is subject to monitoring through periodic Letters to the Commission (LTC), identifying any independent contractor agreement that exceeds the $25,000 threshold. This updated resolution is for FY 2014115. The Administration recommends adopting both Resolutions. Attachment JLM/KGB/SC-T 82 RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER, ON BEHALF OF THE CITY, TO ENTER INTO CERTAIN INDEPENDENT CONTRACTOR AGREEMENTS FOR PROFESSIONAL AND OTHER SERVICES, AS REQUIRED, AND AS THE CITY MANAGER DEEMS IN THE BEST INTEREST OF THE C!TY, SUBJECT TO AND CONTINGENT UPON THE FOLLOWING PARAMETERS: 1) THE GITY MANAGER SHALL ONLY ENTER INTO GONTRAGTS TO PROVIDE SERVICES OR WORK RELATED TO VACANT BUDGETED POSITIONS, AS IDENTIFIED IN THE CITY'S APPROVED FISCAL YEAR (FYl 201412015 BUDGET; 2) THE AMOUNT OF THE FEE OR OTHER GOMPENSATTON UNDER SUCH GONTRACT(S) SHALL NOT EXCEED THE AUTHORIZED AMOUNT FOR THE RESPECTIVE CLASSIFICATION, AS SET FORTH IN THE CITY'S CLASSIFIED OR UNCLASSIFIED SALARY ORDINANGE (AS THE GASE MAY BE); 3) THE TERM OF ANY INDEPENDENT CONTRACTOR AGREEMENT AUTHORIZED HEREIN SHALL NOT EXTEND BEYOND THE END OF FY 2014t2015 (SEPTEMBER 30, 2015); 4) AT A MINIMUM, THE CIry MANAGER SHALL REQUIRE THAT ANY INDEPENDENT CONTRACTOR AGREEMENT ENTERED INTO PURSUANT TO THIS RESOLUTION SHALL UTILIZE THE CIry'S STANDARD FORM FOR INDEPENDENT CONTRACTORS (AS ATTACHED TO THIS RESOLUTTON), PROVIDED THAT THE CITY MANAGER MAY INCORPORATE ADDITIONAL TERMS, WHICH MAY BE MORE STRINGENT, BUT NOT MORE LENIENT; 5) REQUIRING THE CIry MANAGER TO ISSUE A LETTER TO COMMISSION EACH FISCAL QUARTER COMMENCING ON JANUARY 1, 2015, WHICH DELINEATES THOSE INDEPENDENT CONTRACTOR AGREEMENTS THAT EXCEED $25,000 AND 6) PROVTDING THAT THE AUTHORTW GRANTED TO THE CITY MANAGER PURSUANT TO THIS RESOLUTION SHALL BE BROUGHT TO THE CITY COMMISSION FOR RENEWAL AS PART OF THE ANNUAL OPERATING BUDGET APPROVAL. WHEREAS, under the City Charter, the City Manager has the authority to appoint an employee into a vacant, budgeted position with a salary within the range established by the City Commission for the classification; and WHEREAS, the City has eliminated positions in its annual budget since FY 2007108; and the City has restricted hiring for vacant positions where appropriate; and WHEREAS, these vacant positions are carefully analyzed for the purpose of identifying mission critical positions that should be filled, while allowing other positions to remain vacant; and 83 WHEREAS, the City needs to utilize independent contractors to replace those employees whose positions may have been eliminated, and to prevent hiring employees that might result in having to lay them off at the end of the fiscal year if their positions are eliminated; and WHEREAS, in some instances where positions are vacant, the City has retained independent contractors to provide services or work; and WHEREAS, because the City Code requires contracts in excess $25,000 to be approved by the City Commission, these agreements have typically been limited to less than the maximum amount; and WHEREAS, on rare occasions, independent contractor agreements for amounts over $25,000 have been brought to the City Commission for approval; and WHEREAS, in an effort to save costs, such as pension and health benefits, the Administration is recommending that the City Commission authorize the City Manager to negotiate, enter into, and execute certain independent contractor agreements, including those having an amount that may exceed $25,000, subject to the following parameters: . The independent contract agreements authorized under this Resolution will be limited to services or work related to a vacant, budgeted position, as approved in the City's FY 201412015 operating budget; and o The value of the agreement will not exceed the amount already authorized in the City's Classified or Unclassified Salary Ordinances, and the term of the agreement will not go beyond September 30, 2015; and . Any agreement entered into will contain, at minimum, the provisions outlined in the City's standard form independent contractor agreement (a copy of which is attached hereto and incorporated herein); and . The City Manager must issue a Letter to Commission ("LTC") each fiscal quarter, commencing on January 1, 2015, which delineates those lndependent Contractor Agreements that exceed the $25,000 threshold; WHEREAS, the City Commission granted similar authority to the City Manager on September 20,2010, for FY 201012011 and renewed such authority on September 27,2011 for FY 201112012; and on September 27,2012 for FY 201212013, and on September 30, 2013 for FY 2013114', and WHEREAS, during the discussions for the initial authority, it was said that this request for authority would be brought back for renewal on an annual basis as part of the budget process; lTHrs sECTroN TNTENTTONALLY LEFT BLANKI 84 NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE Clry OF MIAMI BEACH, FLORIDA, authorizing the City Manager, on behalf of the City, to enter into independent contractor agreements for professional and other services, as required, and as the City Manager deems in the best interest of the City, subject to and contingent upon the following parameters: 1) the City Manager shall only enter into contracts to provide services or work related to vacant budgeted positions, as identified in the City's approved FY 201412015 budget; 2) the amount of the fee or other compensation under such contract(s) shall not exceed the authorized amount for the respective classification, as set forth, in the City's Classified or Unclassified Salary Ordinance (as the case may be); 3) the term of any independent contractor agreement authorized herein shall not extend beyond the end of FY 201412015 (September 30, 2015); 4) at a minimum, the City Manager shall require that any independent contractor agreement entered into pursuant to this resolution shall utilize the City's standard form for independent contractors, provided that the City Manager may incorporate additional terms, which may be more stringent but not more lenient; and 5) providing that the authority granted to the City Manager pursuant to this Resolution shall be brought to the City Commission for renewal as part of the annual operating budget approval. PASSED and ADOPTED this day of 2014. ATTEST: Rafael E. Granado, City Clerk Philip Levine, Mayor APPROVED AS TO FORM & IANGUAGE (Q Il-- Dote 85 RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CIry OF MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER, ON BEHALF OF THE CITY, TO ENTER INTO CERTAIN INDEPENDENT GONTRACTOR AGREEMENTS FOR THE FOLLOWING SERVICES, AS REQUIRED, AND AS THE CITY MANAGER DEEMS IN THE BEST INTEREST OF THE CITY: ATHLETICS INSTRUCTION/COACHING/REFEREEING, INCLUDING BUT NOT LIMITED TO THE FOLLOWING CATEGORIES: BASEBALL, SOFTBALL, SOCGER, GYMNASTICS, CHEERLEADING, VOLLEYBALL; IGE SKATING, HOCKEY, SWIMMING, IGE GUARDS, AEROBICS INSTRUCTION; FITNESS INSTRUCTION; ARTS/MUSIC/CULTURAUDRAMA INSTRUCTION AND OR INSTRUMENT REPAIR; COMPUTER/MEDIA SERVICES, INCLUDING BUT NOT LIMITED TO INSTRUCTION AND REPAIR; REcREATIONAL PROGRAMMING AND INSTRUCTION; INSTRUCTION AND THERAPY FOR PARTICIPANTS WITH SPECIAL NEEDS, INCLUDING BUT NOT LIMITED TO EDUCATION, HEALTH AND WELLNESS; INSTRUCTION/TUTORING, INCLUDING BUT NOT LIMITED, TO EDUCATION; COTILLION; SPEEGH, DEBATE, SOGIAL SKILLS, LITERACY, MATH AND SAT; FITNESS CLASSES, INCLUDING BUT NOT LIMITED TO AEROBICS, ZUMBA, WEIGHT ROOM, WEIGHT LOSS, GENERAL FITNESS INSTRUCTION, ADULT AND YOUTH BOOT CAMP AND BABY BOOT CAMP; SCHOOL LIAISON OFFIGERS; RESIDENT PROJECT REPRESENTATIVES (RPR); COMMUNITY/PUBLIG INFORMATION SERVICES; CONSTRUCTION GOST ESTIMATING/CONSULTING SERVICES; VIDEO PRODUCTION SERVICES; PHOTOGRAPHYru!DEOGRAPHY SERVIGES; GRAPHIC DESIGNER SERVICES; PROGRAM MONITOR SERVICES; COST ALLOCATION SERVICES; JOB AUDITS; STEP lll DISCIPLINARY GRIEVANCE HEARING OFFICER; AUDITORS; HISTORICAL RESEARCHER; LATENT EXAMINER SERVICES; MEDIGAL DIRECTOR AND ACCREDITATION SERVICES/SUPPORT; PSYCHOLOGIGAL AND TESTING SERVICES; ORGANIZATIONAL DEVELOPMENT MEETING FACILITATION SERVICES; PROFESSIONAL TRAINING SERVICES, INCLUDING BUT NOT LIMITED TO, APPLICATION SYSTEMS INSTRUCTION, METHODOLOGIES FOR APPLICATION SYSTEMS DEVELOPMENT, SEXUAL HARASSMENT, DIVERSIry AND TEAM BUILDING; HOME VISITORS FOR THE PARENT- CHILD HOME PROGRAM; INSTRUGTORS FOR THE MORNINGS ALL.STAR PROGRAMS AND HUD COMPLIANGE; APPLICATION SYSTEMS CONSULTING SERVICES, INCLUDING BUT NOT LIMITED TO, APPLICATION SYSTEMS, ARCHITECTURE, APPLICATION DEVELOPMENT BEST PRAGTICES, APPLICATION SEGURITY, APPLICATIONS QUALITY ASSURANCE, APPLICATION MONITORING, MOBILE APPLICATION DEVELOPMENT; CONSULTING SERVIGES FOR WEBSITE AND DIGITAL MEDIA STRATEGY; WEB DESIGN; GRAPHIG DESIGN; AFTER.ACTION SERVICES; PROVIDED FURTHER THAT THE GIry MANAGER SHALL BE AUTHORIZED TO NEGOTIATE, ENTER INTO, AND EXECUTE THE AFORESTATED AGREEMENTS SUBJECT TO THE FOLLOWING PARAMETERS: 1) THE AMOUNT OF THE FEE OR OTHER COMPENSATION UNDER SUGH AGREEMENT(S) SHALL NOT EXCEED THE AUTHORIZED AMOUNT FOR THE RESPECTIVE SERVICES, AS SET FORTH IN THE CITY'S APPROVED FISCAL YEAR (FY) 201412015 ANNUAL BUDGET; 2) 86 THE TERM OF ANY SERVICE AGREEMENT AUTHORIZED HEREIN SHALL NOT EXTEND BEYOND THE END OF FY 2014t2015 (SEPTEMBER 30, 2015); 3) AT A MINIMUM, THE CITY MANAGER SHALL REQUIRE THAT ANY AGREEMENT ENTERED INTO PURSUANT TO THIS RESOLUTION SHALL UTILIZE THE CITY'S STANDARD FORM INDEPENDENT GONTRACTOR AGREEMENT (AS ATTACHED TO THrS RESOLUTTON), PROVIDED THAT THE CITY MANAGER MAY INCORPORATE ADDITIONAL TERMS, WHICH MAY BE MORE STRINGENT, BUT NOT MORE LENIENT; AND 4) PROVIDING THAT THE AUTHORIW GRANTED TO THE GITY MANAGER PURSUANT TO THIS RESOLUTION SHALL BE BROUGHT TO THE CITY COMMTSSION FOR RENEWAL AS PART OF THE ANNUAL OPERATING BUDGET APPROVAL. WHEREAS, the City budgets for certain services are to be provided each year in its annual operating budget for those respective departments; and WHEREAS, some of the budgeted services include, but are not limited to: dance instruction, ice skating instruction, athletics instructionicoaching, aerobics instruction, fitness instruction, computer (lT) services and literacy, math and SAT tutoring for the Parks and Recreation Department; school liaison officers, latent examiner services, medical examiner and accreditation services/support for the Police Department; resident project representatives (RPR); community information services; construction cost estimating/consulting services for the Capital lmprovement Projects (ClP) Office; video production services, photography/videography services, and graphic design services for the Office of Communications; Homeless Outreach; Housing Services; tutoring services and program monitoring services; cost allocation services for the Finance Department; auditing services for the Office of Budget and Performance lmprovement; job audiUsurveys and Step lll grievance hearing officer for the Human Resources Department; and historical research services for the Planning Department; and WHEREAS, the City Code requires contracts in excess $25,000 to be approved by the City Commission and agreements for these services have typically been limited to that maximum amount; and WHEREAS, independent contractor agreements for amounts over $25,000 which are very limited circumstances have been brought to the City Commission for approval; and WHEREAS, effort to coordinate the execution of these agreements for those services or work referenced herein, the Administration is recommending that the City Commission authorize the City Manager to negotiate, enter into, and execute certain independent contractor agreements, including those having an amount that may exceed $25,000, subject to the following parameters: . The agreements will be limited to the services or work specifically listed in this Resolution; o The value of the agreement will not exceed the authorized amount for the respective services or work, as set forth in the approved FY 201412015 annual budget; 87 The term of the agreement shall not extend beyond FY 201412015 (September 30, 2015); and Any agreement entered into will contain, at minimum, the provisions outlined in the City's standard form agreement for independent contractors (a copy of which is attached hereto and incorporated herein); and The City Manager must issue a Letter to Commission ("LTC") each fiscal quarter, commencing on January 1, 2015, which delineates those lndependent Contractor Agreements that exceed the $25,000; WHEREAS, the City Commission granted similar authority to the City Manager on September 20, 2010, for FY 201012011, and renewed such authority on September 27 , 2011, for FY 201112012; and September 27 , 2012, for FY 201212013; and September 30, 2013 for FY 2Q1312014 and WHEREAS, during the discussions for the initial authority, it was said that this request for authority would be brought back for renewal on an annual basis as part of the budget process. NOW, THEREFORE, BE !T DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEAGH, FLORIDA, to enter into independent contractor agreements for the following services, as required and as the City Manager deems in the best interest of the City: baseball, softball, soccer, gymnastics, cheerleading, volleyball; ice-skating, skating, hockey, swimming, ice guards, aerobics instruction; fitness instruction; arts/music/cultural/drama instruction and or instrument repair; computer/media services, including but not limited to instruction, and repair; recreational programming and instruction; instruction and therapy for participants with special needs, including but not limited to education, health and wellness; instruction/tutoring, including but not limited to education; cotillion; speech; debate, social skills, literacy, math and SAT; fitness classes, including but not limited to aerobics, zumba, weight room, weight loss, general fitness instruction, adult and youth boot camp and baby boot camp; school liaison officers; resident project representatives (RPR); community/public information services; construction cost estimating/consulting services; video production services; photography/videography services; graphic designer services; program monitor services; cost allocation services; job audits; step lll disciplinary grievance hearing officer; auditors; historical researcher; latent examiner services; medical director and accreditation services/support; psychological and testing services; organizational development meeting facilitation services; professional training services, including but not limited to, application systems instruction, methodologies for application systems development, sexual harassment, diversity and team building; home visitors for the parentchild home program; instructors for the Mornings all-star program and HUD compliance; application systems consulting services, including but not limited to applications systems, architecture, application development best practices, application security, applications quality assurances, application monitoring, mobile application development; consulting services for website and digital media strategy; web design; graphic design; after-action services; provided further that the City Manager shall be authorized to negotiate, enter into, and execute the aforestated agreements 88 subject to the following minimum parameters: 1) the amount of the fee or other compensation under such agreement(s) shall not exceed the authorized amount for the respective services, as set forth in the City's approved FY 201412015 budget; 2) the term of any service agreement authorized herein shall not extend beyond the end of FY 201412015 (September 30, 2015); 3) at a minimum, the City Manager shall require that any agreement entered into pursuant to this resolution shall utilize the City's standard form independent contractor agreement (as attached to this resolution), provided that the City Manager may incorporate additional terms, which maybe more stringent but not more lenient; and 4) providing that the authority granted to the City Manager pursuant to this resolution shall be brought to the City Commission for renewal as part of the annual operating budget approvals. PASSED and ADOPTED this day of ATTEST: Rafael E. Granado, City Clerk 2014. Philip Levine, Mayor APPI?OVED AS TO FORM & IANGUAGE 89 INDEPENDENT CONTRACTOR AGREEMENT This Agreement is entered into on this _ day of between IENTER FULL NAME OF CONTRACTORI (Contractor), and the City of Miami Beach, Florida (City), for a period of TENTER DURATION/TERM OF AGREEMENTI, with an effective starting date of I I, and an end date of t I (the Term). 1. Scope of WorUServices. This Agreement is for the purpose of providing IPROVIDE BRIEF DESCRIPTION/SUMMARY OF WHAT CONTRACTOR WILL DOI to the City's I Department. Specifically, throughout the Term of this Agreement, Contractor shall provide and/or perform the following minimum services: NNSERT DETAILED AND/OR ITEMIZED DESCRIPTION OF WORK AND/OR SERVICES CONTRACTOR WILL PROVIDEI 2.Fee. ln consideration of the work and/or services to be provided pursuant to this Agreement, the City agrees to pay Contractor a fee, in the not to exceed amount of t FILL lN TOTAL $AMOUNil, which shall be paid as follows: IINSERT. IN DETAIL. HOW FEE WILL BE PAID. INCLUDE WHETHER FEE WILL BE PAID HOURLY. WEEKLY. MONTHLY. ETC.: WHETHER IT'S SUBJECT TO CONTRACTOR PROVIDING TIME SHEETS. OR WORK SCHEDULE. ETC.I The total fee paid to Contractor pursuant to this Agreement shall not exceed IFILL !N A NOT TO EXCEED AMOUNTI for the Term provided herein. 3. Work Schedule. During the Term of the Agreement, Contractor shall provide the work and/or services in accordance with the following minimum work schedule: IINSERT WORK SCHEDULE (EXAMPLE: MON - FRl. 9 AM TO SPM. EXCLUDING RECOGNIZED CITY HOLIDAYS}. IF IT'S ANOTHER TYPE OF SCHEDULE SUCH AS ON AN HOURLY BASIS OR ONLY ON SPECIFIC DAYS. BE SPECIFIC AS TO MINIMUM HOURS OR DAYS CONTRACTOR IS EXPECTED TO WORK IN ORDER TO GET PAID THE FEE SET FORTH HERE.I Contractor's work and/or services shall be overseen by the following City DepartmenUlndividual: IINSERT TITLE. DEPARTMENT OF CITY (INDIVIDUAL OVERSEEING SERVICES).I 4. Termination. This Agreement may be terminated for convenience of either party, with or without cause, by giving written notice to the other party of such termination, which shall become effective upon fourteen (14) days following receipt by the other party of the written termination notice. Upon termination in accordance with this paragraph, the Contractor shall be paid a sum equal to all payments due to him/her up to the date of termination; provided Contractor is satisfactorily continuing to satisfactorily perform all work and/or services up to the date of 90 termination. Thereafter, the City shall be fully discharged from any further liabilities, duties, and terms arising out of, or by virtue of, this Agreement. 5. lndemnification/Hold Harmless. Contractor agrees to indemnify, defend, and hold harmless the City of Miami Beach and its officers, employees and agents, from and against any and all actions, claims, liabilities, losses and expenses, including but not limited to, attorney's fees, for personaleconomic or bodily injury, wrongful death, loss of or damage to property, at law or in equity, which may arise or be alleged to have arisen from the negligent acts or omissions or other wrongful conduct of Contractor, and/or any and all subcontractors, employees, agents, or any other person or entity acting under Contractor's control, in connection with the Contractor's performance of the work and/or services pursuant to this Agreement. Contractor shall pay all such claims and losses and shall pay all costs and judgments which may arise from any lawsuit arising from such claims and losses, and shall pay all costs and attorney's fees expanded by the City in defense of such claims and losses, including appeals. The parties agree that one percent (1%) of the total compensation to Contractor for performance of the work and/or services under this Agreement is the specific consideration from the City to Contractor for the Contractor's agreement to indemnify and hold the City harmless, as provided herein. Contractor and the City hereby agree and acknowledge thatthis indemnity provision is intended to and shall survive the termination (or earlier expiration) of this Agreement. 6. Limitation of Liabilitv. The City desires to enter into this Agreement only if in so doing the City can place a limit on City's liability for any cause of action for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of the compensation/fee to be paid to Contractor pursuant to this Agreement, less any amounts actually paid by the City as of the date of the alleged breach. Contractor hereby expresses his willingness to enter into this Agreement with Contractor's recovery from the City for any damage action for breach of contract to be limited to a maximum amount equal to the compensation/fee to be paid to Contractor pursuant to this Agreement, less any amounts actually paid by the City as of the date of the alleged breach. Accordingly, and notwithstanding any other term or condition of this Agreement, Contractor hereby agrees that the City shall not be liable to Contractor for damages in the amount in excess of the compensation/fee to be paid to Contractor pursuant to this Agreement, less any amounts actually paid by the City as of the date of the alleged breach, for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this subparagraph or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon City's liability as set forth in Section 768.28, Florida Statutes. 7. Notices. All notices and communications in writing required or permitted hereunder may be delivered personally to the representatives of the Contractor and the City listed below or may be mailed by registered mail, postage prepaid (or airmailed if addressed to an address outside of the city of dispatch). Until changed by notice in writing, allsuch notices and communications shall be addressed as follows: 91 CITY: CONTRACTOR:ITNSERT NAME OF CONTRACTORI ITNSERT ADDRESS OF GONTRACTORI [INSERT PHONE NUMBERI [!NSERT DEPARTMENT DTRECTOR] City of Miami Beach IINSERT DEPARTMENT NAME] 1700 Convention Center Drive Miami Beach, FL 33139 (305) Notices hereunder shall be effective: lf delivered personally, on delivery; if mailed to an address in the city of dispatch, on the day following the date mailed; and if mailed to an address outside the city of dispatch on the seventh day following the date mailed. 8. Venue. This Agreement shall be governed by, and construed in accordance with, the laws of the State of Florida, both substantive and remedial, without regard to principles of conflict of laws. The exclusive venue for any litigation arising out of this Agreement shall be Miami-Dade County, Florida, if in state court, and the U.S. District Court, Southern District of Florida, if in federal court. BY ENTERING INTO THIS AGREEMENT, CITY AND CONTRACTOR EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY JURY OF ANY CIVIL LITIGATION RELATED TO, OR ARISING OUT OF, THIS AGREEMENT. 9. Dutv of Gare/Gompliance with Applicable Laws. With respect to the performance of the work and/or service contemplated herein, Contractor shall exercise that degree of skill, care, efficiency and diligence normally exercised by reasonable persons and/or recognized professionals with respect to the performance of comparable work and/or services. ln its performance of the work and/or services, Contractor shall comply with all applicable laws, ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and the federal government, as applicable. The Contractor agrees to adhere to and be governed by the Miami-Dade County Conflict of lnterest Ordinance, as same may be amended from time to time; and by any and all ethics/standards of conducts as referenced in Chapter 2 of the City of Miami Beach Code (as may be amended from time to time). Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirectly which should conflict in any manner or degree with the performance of the work and/or services. Contractor further covenants that in the performance of work and/or services under this Agreement, no person having any such interest shall knowingly be employed by the Contractor. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising there from. 10. Florida Public Records Law. Contractor agrees to be in full compliance with Florida Statute 1 19.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and 92 necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otheruvise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 11. Ownership of Documents/Patents and Gopvriqhts. Any and all documents prepared by Contractor pursuant to this Agreement are related exclusively to the work and/or services described herein, and are intended or represented for ownership by the City. Any re-use distribution, or dissemination of same by Contractor, other than to the City, shall first be approved in writing by the City Manager, which approval, if granted at all, shall be at the City Manager's sole and absolute discretion. Any patentable and/or copyrightable result arising out of this Agreement, as well as all information, specifications, processes, data and findings, shall be made available to the City, in perpetuity, for public use. No reports, other documents, articles or devices produced in whole or in part under this Agreement shall be the subject of any application for patent or copyright by or on behalf of the Contractor (or its employees or sub-contractors, (if any) without the prior written consent of the City Manager, which consent, if given at all, shall be at the Manager's sole and absolute discretion. 12. No AssiqnmenUTransfer. This section intentionally left blank. 13. LiabilitvforSub-contractors. Contractor shall be liable for its work and/or services, responsibilities and liabilities under this Agreement and the services, responsibilities and liabilities of any sub-contractors (if any), and any other person or entity acting under the direction or control of Contractor (if any). When the term "Contractor" is used in this Agreement, it shall be deemed to include any sub-contractors (if any) and/or any other person or entity acting under the direction or control of Contractor (if any). All sub-contractors (if any) must be approved in writing by the City Manager prior to their engagement by Contractor, which approval, if granted at all, shall be at the City Manager's sole and absolute discretion. 14. lndependent Gontractor/No Joint Venture. THIS AGREEMENT SHALL NOT CONSTITUTE OR MAKE THE PARTIES A PARTNERSHIP OR JOINT VENTURE. FOR THE PURPOSES OF THIS AGREEMENT, THE CONTRACTOR SHALL BE DEEMED TO BE AN INDEPENDENT CONTRACTOR, AND NOT AN AGENT OR EMPLOYEE OF THE CITY, AND SHALL NOT ATTAIN ANY RIGHTS OR BENEFITS UNDER THE GIVIL SERVICE OR PENSION ORDINANGE OF THE CITY, ORANY RIGHT GENERALLYAFFORDED CLASSIFIED OR UNCLASSIFIED EMPLOYEES INCLUDING ANNUAL AND SICK DAY ACCRUAL. FURTHER, THE 93 CONTRACTOR SHALL NOT BE DEEMED ENTITLED TO FLORIDA WORKER'S GOMPENSATION BENEFITS AS AN EMPLOYEE OF THE CITY OR ACCUMULATION OF SICK OR ANNUAL LEAVE. 15. Waiver of Breach. A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement. 16. Severance. ln the event this Agreement or a portion of this Agreement is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless City elects to terminate this Agreement. 17. Joint Preparation. The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been a joint effort of the parties, the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other. 18. Purchase Order Requirement. This agreement shall not be effective until executed by the parties hereto and untilthe City has issued a Purchase Order for this agreement. 19. Entire Agreement. This writing and any exhibits and/or attachments incorporated (and/or otherwise referenced for incorporation herein) embody the entire Agreement and understanding between the parties hereto, and there are no other agreements and understandings, oral or written, with reference to the subject matter hereof that are not merged herein and superseded hereby. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANKI 94 lN WITNESS WHEREOF, the parties hereto have caused these presents to be executed by the respective officials thereunto duly authorized, this date and year first above written. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: City Clerk City Manager By: By: By: FOR CONTRACTOR: WITNESS: Print Name Print Name Approved: Department Director Office of Budget and Performance lmprovement II NSERT CONTRACTOR NAMEI Signature Print Name / Title Approved as to form & language & for execution. City Attorney Date Human Resources 95 96