C2C-Issue ITN Maintenance Services For Affordable Residential Properties Owned BCOMMISSION ITEM SUMMARY
Condensed Title:
RESUEST APPROVAL TO ISSUE AN tNVtTATtON TO NEGOTTATE (!TN) FOR PROPERW
MANAGEMENT AND MAINTENANCE SERVICES FOR THE AFFORDABLE RESIDENTIAL
PROPERTIES OWNED ORANTICIPATED TO BE ACQUIRED BYTHE CITY.
Board Recommendation:
N/A
Source of Funds: I The funding will be derived from rent collection.
Financial Impact Summary: The annual cost of these services is subject to funds availability approved
throuqh the City's budqetino Drocess.
Streamline The Delivery Of Servlces Through AII Departments. Ensure Workforce Housing
For Key lndustry Workers ls Available ln Suitable Locations
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recom mendation:
The City cunently owns the affordable housing residential property known as London House.
Additionally, on Septernber 17, 2014 the City Commission adopted Resoluton No, 2014-28756 directing
the City Manager to proceed with the purchase of the following residential properties from Miami Beach
Community Development Corporation (MBCDC): Allen Apartments, Barclay Plaza Apartments, Lottie
Apartments, Madeleine Village Apartments, and Neptune Apartments. These properties represent a
total of 189 residential units.
The anticipated acquisition of these affordable residential properties and the expected rehabilitation of
the London House Apartments, which are estimated to occur between December 2014 and December
2015, will trigger a need for maintenance services to ensure that these properties are adequately
maintained and that tenant service requests for maintenan@ are addressed in a timely, professional
manner. Since all of the buildings were acquired and/or rehabilitated with U.S. Department of Housing
and Urban Development (HUD) funds, these properties will need to be maintained in working order to
ensure the provision of safe, sanitary housing in accordance with HUD requiremenb. With this goal in
mind, the City is seeking to issue an invitaUon to negotiate (lTN) to seek proposals and negotiate with
one or more qualified professional propefly managers.
CTTY MANAGER'S RECOMMENDATION
The Administration recommends that the Mayor and Commission authorize the issuance of the ITN
2015-055-WG for and Maintenance Services for Citv Owned Residential
Alex Denis, Director Ext # 6641
ABENDA fiEM CAQ;i;].t:lTtT{$ MIAMIBEACH
72
g MIAMIBEACH
City of Miomi Beoch, lZ00 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
Mayor Philip Levine and Members the City
Jimmy L. Morales, City Manager
Date: January 14,2015
Subject: REQUEST APPROVAL TO I AN TNVTTATTON TO NEGOTTATE (rTN)
FOR MANAGEMENT AND MAINTENANCE SERVICES FOR THE
AFFORDABLE RESIDENTIAL PROPERTIES OWNED OR ANTICIPATED
TO BE ACQUIRED BY THE CITY.
KEY INTENDED OUTCOME
Streamline The Delivery Of Services Through All Departments. Ensure Workforce Housing For
Key lndustry Workers ls Available ln Suitable Locations
BACKGROUND
The City currently owns the affordable housing residential property known as London House.
Additionally, on September 17, 2014 the City Commission adopted Resolution No. 2014-28756
directing the City Manager to proceed with the purchase of the following residential properties
from Miami Beach Community Development Corporation (MBCDC): Allen Apartments, Barclay
Plaza Apartments, Lottie Apartments, Madeleine Village Apartments, and Neptune Apartments.
These properties represent a total of 189 residential units as follows:
The anticipated acquisition of these affordable residential properties and the expected
rehabilitation of the London House Apartments, which are estimated to occur between December
2014 and December 2015, will trigger a need for maintenance services to ensure that these
properties are adequately maintained and that tenant service requests for maintenance are
addressed in a timely, professional manner. Since all of the buildings were acquired and/or
rehabilitated with U.S. Department of Housing and Urban Development (HUD) funds, these
properties will need to be maintained in working order to ensure the provision of safe, sanitary
housing in accordance with HUD requirements. With this goal in mind, the City is seeking to
issue an invitation to negotiate (lTN) to seek proposals and negotiate with one or more qualified
professional property managers.
To:
From:
SSION
2001 Washington Avenue
1940 ParkAvenue
1 965-75 Washinqton Avenue
7871 Cresoi Boulevard
1632 Meridian Avenue
73
City Commission Memorandum
Management and Maintenance Services for City Owned Residential Properties
January 14,2015
Page 2 of 2
SCOPE OF SERVICES
The required scope of services would include: day-to-day maintenance of the properties,
including unexpected emergencies; creating a maintenance tracking and preventative
maintenance program; and, assisting the City in the capital needs planning for each property. The
Property Manager will also assist in making recommendations regarding the selection of
materials that will improve the longevity of project components and will use qualified and trained
maintenance staff and vendors with adequate oversight for quality control.
OTHER lTN REQUIREMENTS
o MINIMUM QUALIFICATIONS. Please reference, Appendix C, ITN 2015-055-WG for
Management and Maintenance Services for City Owned Residential Properties.
o SUBMITTAL REQUIREMENTS. Please Reference 0300, ITN 2015-055-WG for
Management and Maintenance Services for City Owned Residential Properties.
o CRITERIA FOR EVALUATION. Please Reference 0400, ITN 2015-055-WG for
Management and Maintenance Services for City Owned Residential Properties.
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of
the ITN 2015-055-WG for Management and Maintenance Services for City Owned
Residential Properties.
74
TNVTTATTON TO NEGOTTATE (tTN)
MANAGEMENT AND MAINTENANCE SERVICES FOR CITY OWNED PROPERTIES
20 r 5-055-WG
ITN ISSUANCE DATE: JANUARY XX, 2015
PROPOSALS DUE: FEBRUARY XX, 2015 @ 3:00 PM
ISSUED BY:
# MIAMIBEACH
WIIIIAM GARVISO, PROCUREMENT COORDINATOR
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive, Miomi Beoch, FL 33.l39
305.673J000 x 6650 | www.miomibeochfl.gov
75
g,",ro,lli',,Iu'1,; BfACH
TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NoT uTtLrzED ......... .......... N/A
O2OO INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS ........ .......3
O3OO SUBMITTAL INSTRUCTIONS & FORMAT ...............9
0400 PRoposAL EVALUATTON ....... ............11
APPENDICES:
APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE AND AFFIDAVITS
APPENDIX B "NO PROPOSAL" FORM
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS
APPENDIX D SPECIAL CONDITIONS
APPENDIX E COST PROPOSAL FORM
APPENDIX F INSURANCE REQUIREMENTS
tTN 2015 055-WG
76
ID r^v'itAlonil BEACH
SECTION O2OO INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS
1. GENERAL. This lnvitation to Negotiate (lTN) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost Proposals (the
"Proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
Proposers and, subsequently, the successful Proposer(s) (the "contractor[s]")if this ITN results in an award.
The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this lTN. Any prospective
Proposer who has received this ITN by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this lTN. Failure to receive an addendum may
result in disqualification of Proposa! submitted.
2. PURPOSE,
The City of Miami Beach is soliciting responses from proposers who are qualified to provide management and
maintenance services to City owned, affordable or government assisted residential properties, which house,
workforce, elderly and low income residents.
The City Living Wage ordinance will apply to any contract resulting from this lTN.
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact:Telephone:Email:
WilliamGarviso@miamibeachfl .govWilliam Garviso, Procurement Coordinator 305 673-7000 #6650
The Bid title/number shall be referenced on all correspondence, All questions or requests for clarification must be
received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. AII
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
The tentative schedule for this solicitation is as follows:
ITN lssued XXXXXXX
Pre-Proposal Meeting XXXXXXX
Deadline for Receipt of Questions XXXXXXX
Proposals Due XXXXXXX
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval Authorizing
Negotiations
TBD
Contract Negotiations Following Commission Approval
rTN 2015 055 WG
77
b ',,' A,',,' BEACH
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-Proposal meeting or
site visit(s) may be scheduled. The details of pre-submittal meeting or site visit(s), if necessary, will be noted in
Appendix B, Minimum Requirements and Specifications,
A pre-proposal site visit and meeting will be held as scheduled in Solicitation Timeline above at the
following address:
Potential proposers are to meet at City Hall, Main Floor Center Lobby, 1700 Convention Center Drive, Miami
Beach Florida 33139 @ 10:00AM. Shuttle bus service will be provided in an effort to view the properties to
be maintained. Shuttle bus service will begin and conclude at this address. At the conclusion of the site
visit, a pre-bid conference will be held at the City Hall 4ttt Floor, City Manager's Large Conference Room.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). Only questions answered by written addenda will be binding and may supersede
terms noted in this solicitation. Addendum will be released through PublicPurchase.
7. CONE 0F SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been forwarded to the City Commission by the City Manager are under the
"Cone of Silence." The Cone of Silence ordinance is available at
http://library.municode.com/index.aspx?clientlD=13097&statelD=9&statename=Florida, Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the
Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http ://web. miamibeachfl.qov/procu remenUscroll. aspx?id=235 1 0
CITY CODE SECTION 2486
CITY CODE SECTION 2-371
CITY CODE SECTIONS 2.397 THROUGH 2-485.3
CITY CODE SECTIONS 2481 THROUGH 2-406
CITY CODE SECTION 2487
CITY CODE SECTION 2488
CITY CODE SECTION 2.373
. LlVlNGWAGEREQUIREMENT......,... CITYCODESECTIONS240TTHR0UGH2-410
o PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETEMNS AND TO STATE.CERTIFIED SERVICE-
DISABLED VETEMN BUSINESS ENTERPRISES CITY CODE SECTION 2-374. FALSE CLAIMS ORDINANCE.... CITY CODE SECTION 70-300
o ACCEPTANCE 0F GIFTS, FAVORS & SERVICES. . CITY CODE SECTION 2449
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reseryes the right to postpone the
deadline for submittal of Proposals and will make a reasonable effort to give at least three (3) calendar days written
notice of any such postponement to all prospective Proposers through PublicPurchase.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the Proposal
. CONE 0F SILENCE..... PROTEST PROCEDURES
o DEBARMENT PROCEEDINGS
o LOBBYIST REGISTMTION AND DISCLOSURE 0F FEES ... CAMPAIGN CONTRIBUTIONS BY VENDORS
o CAMPAIGN CONTRIBUTIONS BY LOBBYISTS 0N PROCUREMENT
rssuES..,,. . ...
o REQUIREMENT FOR CITY CONTMCTORS T0 PROVIDE EQUAL
BENEFITS FOR DOMESTIC PARTNERS... ..
r N 20 r5-O55-WG
78
ID BEACH
due date in accordance with City Code Section 2-371, wnicfr estaOlishes procedures for protested proposals and
proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-
371 shall be barred.
11. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3748, the City shall give a five (5) point preference to a responsive and responsible Proposer which is a small
business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise.
12. 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 that negotiations be
approved with one or more Propose(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.
(a) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. Upon approval of
selection by the City Commission, negotiations between the City and the selected Propose(s) will commence.
13. ACCEPTANCE OR REJECTION OF PROPOSALS. The City reserves the right to relect any or all Proposals
prior to award. Reasonable efforts will be made to either award the Contract or reject all Proposals within one-
hundred twenty (120) calendar days after Proposals opening date. A Proposer may not withdraw its Proposals
unilaterally before the expiration of one hundred and twenty (120) calendar days from the date of Proposals opening.
14. 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. lgnorance 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.
15. 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.
16. RELATIONSHIP TO THE CITY. lt 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
Propose/s employees, agents, and/or contractors, shall, under any circumstances, be considered employees or
agents of the City.
17. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes.
tTN 2015-055-WG
79
b -\,',,',r BEACH
18. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this lTN. Failure to do so will
be at the Propose/s risk and may result in the Proposal being non-responsive.
19. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced. lnvoices must be
submitted in a format consistent with the Purchase Order.
20. PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its
officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for,
or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the
performance of the contract, including its use by the City of Miami Beach, Florida. lf the Proposer uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in
any way involved in the work.
21. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes, Lack of
knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations, Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
Proposer, or its officers, employees, contractors, and/or agents, for failure to comply with applicable laws,
22. SPECIAL CONDITIONS.Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
23. ANTI-DISCRIMINAT|ON. 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.
24. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract.
B. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation.
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
rrN 2015-055-wG
80
b
well established company in line with the best business practices in the industry, and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of
the City.
F. The City may require Proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier, which is the actual source of supply, ln 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.
25. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or othenruise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
26. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
27. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
28. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. lt is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
29. DISPUTES. ln the event of a conflict between the documents, the order of priority of the documents shall be as
follows:
A. Any contract or agreement resulting from the award of this solicitation; then
B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then
C. The solicitation; then
D. The Proposer's Proposal in response to the solicitation.
30. INDEMNIFICATION. The contractor shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The contractor
expressly understands and agrees that any insurance protection required by this Agreement or othenarise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement.
31. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
r N 20 r5-055-WG
81
b 'i-1,",^lBEACH
the City and the contractor,
32. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1), Florida Statutes, and s. 24(a), Arl.1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is eadier.
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as othenlrise 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.
33. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposalto 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.
34. EXCEPTIONS TO lTN. Proposers must clearly indicate any exceptions they wish to take to any of the terms in
this lTN, 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. ln 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 ITN to which Proposer took exception to (as
said term and/or condition was originally set forth on the ITN).
35. ACCEPTANCE 0F GIFTS. FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of
monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this
Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties.
Balance of Paqe lntentionallv Left Blank
I N 20 t5-055-WG
82
sEcTtoN 0300 PROPOSAL S
,\.r\l./rlu/,i BfACH
AL INSTRUCTIONS AND FORMAT
ID
UBM!TT
1. SEALED PROPOSALS. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10)
bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information
should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation
number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through
email or facsimile, are not acceptable and will be rejected.
2. LATE PROPOSALS. Proposals are to be received on or before the due date established herein, Any Proposal
received after the deadline established for receipt of Proposals will be considered late and not be accepted
or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or
othenruise.
3. PROPOSAL FORMAT. ln 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 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 do not include the required information will be deemed non-
responsive and will not be considered.
9
Cover Letter & Minimum Qualifications irements
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the
purposes of this solicitation.
1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum
ualifications requirements established in Appendix C, Minimum Requirements and Specifications,
Experience & Qualifications
2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience
and proven track record of providing the scope of services similar as identified in this solicitation, including experience in
providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of
similar experience, the following is required: project description, agency name, agency contact, contact telephone &
email, and yea(s) and term of engagement.
2.2 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' qualiflcations. 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.
2.3 Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report
(SOR) directly to the Procurement Contact named herein, No Proposal will be considered without receipt, by the City, of
the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the
Proposer. The Proposer shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servleUSupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. lt is highly recommended
that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and
as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,
contact Dun & Bradstreet at 800-424-2495.
rTN 2015 055 WG
83
of Services
Submit detailed information addressing how Proposer will achieve each portion of the scope of services and
technical requirements outlined in Appendix C, Minimum Requirements and Specifications.
Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the
Evaluation Committee to complete a fully review and score the oroposed scope of services.
and
Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed
information, as applicable, which addresses, but need not be limited to: implementation plan, project timeline,
and risk mitiqation ootions for assurino services are delivered on time and within
Cost
Submit a Cost Prooosal Form
Note: After Proposal submittal, the City reserves the right to require additional information from Proposers (or
Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation
history, regulatory action, or additional references); and financial capability (including, but not limited to, annual
reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).
tTN 2015-055-WG t0
84
sEcTroN 0400
g i','1 I ;'\'it'i't,i BfACH
PROPOSAL EVALUATION
1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the solicitation. lf further information is desired, Proposers
may be requested to make additional written submissions of a clarifying nature or oral presentations to the
Evaluation Committee. The evaluation of Proposals will proceed in a two-step process as noted below. lt is important
to note that the Evaluation Committee will score the qualitative portions of the Proposals only. The Evaluation
Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2
Evaluations will be fonrvarded to the City Manager who will utilize the results to make a recommendation to the City
Commission.
2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the
Evaluation Committee, The second step will consist of quantitative criteria established below to be added to the
Evaluation Committee results by the Department of Procurement Management. An Evaluation Committee, appointed
by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established
below for Step 1, Qualitative Criteria, ln doing so, the Evaluation Committee may:o review and score all Proposals received, with or without conducting interview sessions; or. review all Proposals received and short-list one or more Proposers to be further considered during
subsequent interview session(s) (using the same criteria).
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
Approach and Methodology
30
20
3, Step 2 Evaluation. Following the results of Step
additional quantitative criteria points to be added by
earned in Step 1, as follows.
1 Evaluation of qualitative criteria, the Proposers may receive
the Department of Procurement Management to those points
Cost Proposal
Veterans Preference
4. Cost Proposal Evaluation, The cost Proposal points shall be developed in accordance with the following
formula:
Sample Obiective Formula for Cost
Vendor Vendor
Cost
Proposal
Example Maximum
Allowable Points
(Points noted are for
illustrative purposes only.
Actual poinb are noted
above.)
Formula for Calculating Points
(lowest cost / cost of Proposal
being evaluated X maximum
allowable points = awarded
points)
Round to
Total
Points
Awarded
Vendor A $100.00 20 $100 / $100 X20 = 20 20
Vendor B $150.00 20 $100/$150X20=13 13
Vendor C $200.00 20 $100, $200 X 20 = 10 10
rTN 2015-055-WG il
85
ID
5. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points
will be added to each evaluation committee member's scores by the Department of Procurement Management. Step
1 and2 scores will be converted to rankings in accordance with the example below:
Commiftee
Member 1
Step 1
Points 82 76 80
Step 2
Points 22 15 12
Total 104 91 92
Rank 1 3 2
Committee
Member 2
Step 1
Points 79 85 72
Step 2
Points 22 15 12
Total 101 100 84
Rank 1 2 3
Committee
Member 2
Step 1
Points 80 74 66
Step 2
Points 22 15 12
Total 102 89 78
Rank 1 2 3
* Final Ranking is presented to the City Manager for further due diligence and
recommendation to the City Commission. Final Ranking does not constitute
an award recommendation until such time as the City Manager has made his
recommendation to the City Commission, which may be different than final
ranking results.
r N 20 I5-055-WG )2
86
APPENDIX A
g MIAMIBTACH
Proposo I Certificotion,
auestionnoire &
Req uirements Affid ovit
rTN 2015-055-WG
MANAGEMENT AND MAINTENANCE
SERVICES FOR CITY OWNED
PROPERTIES
PROCUREMENT DIVISION
lZ00 Convention Center Drive
Miomi Beoch, Florido 33139
87
Solicitation No: ITN 2015-055-WG Solicitation TiIIe: IMANAGEMENT AND IVAINTENANCE SERVICES FOR CITY OWNED PROPERTIES
Procurement Contact: William Garviso
Procurement Coordinator
Tel: 305 673-7000 #6650 Email: WilliamGarviso@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 lnformation.
FIRM NAME:
No of Years in Business:No of Years in Business Locally:No of employees:
OTHER NAIVE(S) PROPOSER HAS OPERATED UNDER IN THE LAST 1O YEARS
FIRM PRIMARY ADDRESS (HEADQUARTERS):
UIIY:
STATE:ZIP CODE:
TELEPHONE NO.:
TOLI FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO,:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EIVAIL:
FEDERAL TAX IDENTIFICATION NO,:
The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems
necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements.
Miami Beach
rTN 2015455-WG
AppendixA-Pagel
88
4.
5.
Veteran Owned Business. ls Proposer claiming a veteran owned business status?f--l vrs [__-l ruo
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.
Conflict 0f lnterest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family
member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member
(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Proposers must also disclose the name of
any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of
its affiliates
References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
lndividual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided.
Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had
a contract cancelled due to non-performance by any public sector agency?
[__-l ves [--l tto
SUBMITTAL REQUIREMENT: lf answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
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 solicitation. For each individual or entity with a conholling 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.
Code of Business Ethics. Pursuant to City Resolution N0.2000-23879, 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 Management Department with its
response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all
applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the
City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. ln lieu of submitting Code of Business
Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of
Ethics, available at www. miamibeachfl .gov/procuremenV.
Living Wage. 0n September 30,2014, the Mayor and city Commission adopted Ordinance 2014-3897 amending Section 2-408 of
Division 6, Article Vl, of Chapter 2 of the Miami Beach City Code, by increasing the living wage rate to $13.31 an hour without
health benefits or $ 11.62 an hour with health benefits of at least $1 .69 an hour with an effective date of January 1,2015,
Failure to comply with this provision shall be deemed a material breach under this lTN, under which the City may, at its sole option,
immediately deem said proposer as non-responsive, and may further subject proposer to additional penalties and fines, as
provided in the City's Living wage Ordinance, as amended. For further information on the Living wage requirements you may
contact the City's Contract Compliance administrator at (305) 673-7490,
b.
Miami Beach
rTN 2015{55-WG
AppendixA-Page2
89
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
to the living wage requirement.
8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contracto/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?
[__--.l vrs [__l rrro
B, Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners* or to
domestic partners of employees?
l----] ves l__--] uo
c. Please check all benefits that apply to your answers above and list in the "othe/' 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
Employees with
Spouses
Firm Provides for
Employees with
Domestic Partners
Firm does not
Provide Benefit
Health
Sick Leave
Familv Medical Leave
Bereavement Leave
lf Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.9., 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 Managels decision is final. Further information on the Equal
Benefi ts requirement is available at www.miamibeachfl .gov/procuremenU.
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.
Miami Beach
tTN 20'15{55-WG
AppendixA-Page3
L
90
10.Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation
which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every
Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are
solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of
Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure
to obtain and acknowledge receipt of all addendum may result in Proposal disqualification.
lnitial to Confirm
Rcccinl
lnitial to Confirm
Receiol
lnitial to Confirm
Receiot
Addendum 1 Addendum 6 Addendum 1 1
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
lf additional confirmation of addendum is required, submit under separate cover
Miami Beach
tTN 2015{ss-WG
AppendixA-Page4
91
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 solicitation, 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 solicitation, either before or after
issuance of an award, shall be without any liability or obligation on the part of the City.
ln 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. ln its sole discretion, the City may
determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors, shareholders, partners and employees, as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. lt 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
solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal.
This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. lnformation 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 Governmentin-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 solicitation, 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 solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The
previous sentence, however, shall not be conshued to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
ln the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
Miami Beach
rTN 2015455-WG
AppendixA-Page5
92
I hereby certify that: l, as an authorized agent of the Proposer, am submitting the following information as my firm's
Proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto,
and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and
conditions contained in the solicitation, and any released Addenda and understand that the following are requirements
of this solicitation and failure to comply will result in disqualification of Proposal submitted; Proposer has not divulged,
discussed, or compared the Proposal with other 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 Certification, Questionnaire and Requirements Affidavit are true and accurate.
Name of Propose/s Authonzed Representative:Title of Propose/s Auttrorized Representative:
Signature of Propose/s Authorized Representative:Date:
State of on this
-day
of
-,
20-, personally
appeared before me who
County of _) stated that (s)he is the
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:
of
Miami Beach
rTN 2015{55-WG
AppendixA-Page6
93
APPENDIX B
g MIAMIBTACH
"No Bid" Form
rTN 2015-055-WG
MANAGEMENT AND MAINTENANCE
SERVICES FOR CITY OWNED
PROPERTIES
PROCUREMENT DIVISION,l700 Convention Center Drive
Miomi Beoch, Florido 33,l39
94
Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR |NDICATED BELOW:
_ Workload does not allow us to proposal
_lnsufficient time to respond
_ Specifications unclear or too restrictive
_ Unable to meet specifications
_Unable to meet service requirements
_Unable to meet insurance requirements
_Do not offer this producUservice
_OTHER. (Please specify)
We do _ do not _ want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: William Garviso
PROPOSAL #2015.055.WG
1700 Convention Center Drive
MIAMI BEACH, FL 33139
Miami Beach
tTN 20'15{55-WG
AppendixB-Pagel
95
APPENDIX C
g MIAMIBTACH
Minimum Requi rements
& Specifico tions
rTN 2015-055-WG
MANAGEMENT AND MAINTENANCE
SERVICES FOR CITY OWNED
P ROPERTIES
PROCUREMENT DIVISION
1700 Convention Center Drive
Miomi Beoch, Florido 33.l39
96
C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed
below. Proposer shall submit detailed verifiable information affirmatively documenting compliance
with each minimum requirement. Proposers that fail to comply with minimum requirements will be
deemed non-responsive and will not be considered.o Provide at least three (3) references for which property management and
maintenance services for government owned or government-assisted residential
properties have been performed within the past five (5) years; (for each include
organization name, contact person, address, telephone number, email address, and
summary of scope of services provided). The City reserves the right to contact any
party that the bidder has worked for in the past and to relect a bidde(s) based on
past poor performance.. Proposer must hold certification by one of the following: HOME Program Specialist
Certification, Housing Choice Voucher (HCV) Specialist, Low lncome Housing Tax
Credits Property Manager, or Certified Specialist Occupancy issued through the
National Associatlon of Housing and Redevelopment Officials (NAHRO) or
equivalent.
C2. Statement of Work Required.
Provide property management and maintenance services including, but not limited to the
following, in accord with property standards established for HUD-assisted properties
included as Exhibit A.a. Lighting systemsb. Proactive Pest Managementc. Electrical switchgear and electrical systemsd. Landscaping, tree maintenance, and maintaining walkways
Daily responsiveness to problems identified by HCS tenants or staff
Facility trash removal
Fire alarm and fire suppression systems
Custodial cleaning of common areas
Plumbing
Maintain grounds and parking lot, if applicable
HVAC
Exterior Window Cleaningm, Securityn. Paintingo. Laundry facilities maintenance (including verifying machine operability)p. Posting of legal notices and/or any required correspondence
C3. Specifications3.1 The Property Manager will use a maintenance requesUmaintenance tracking program,
offer emergency maintenance services, and establish preventive maintenance procedures, The
agent will also participate in capital needs planning for each asset,
The Property Manager will assist in making recommendations regarding the selection of materials
that will improve the longevity of project components.
a
f.
g.
h.
i.
j
k.
t.
97
The Property Manager will use qualified and trained maintenance staff and vendors with adequate
oversight for quality control.
3.2 The Property Manager responsibilities shall include but not necessarily be limited to the
following:
1.Maintaining continuous communication with assigned Office of Housing and
Community Services staff on all property-related issues including conducting
meetings and providing required written reports on a monthly basis, or such other
schedule as may be determined.
Assessing the conditions of the buildings and their systems and reviewing all
existing warranties, manufacturers' instructions and other contracts within the first
thirty (30) days of the contract. The Property Manager shall then formulate a
preventive maintenance schedule in accordance with manufacturer's
recommendations.
Developing and implementing a comprehensive facility operation plan and manual
including preventative maintenance plans and a five-year capital plan per an
agreed timeline approved by HCS.
Reviewing the existing building-related condition and making recommendations to
HCS on critical building component failures that require immediate attention.
Developing Annual Operating and Preventative Maintenance Budgets per an
agreed timeline for submission to and approval by HCS.
Hiring, or causing to be hired, compensated, and supervised, all persons
necessary to properly maintain and operate the buildings who, in each instance,
shall be the Property Manager (and not HCS') employees.
Maintaining the properties in such condition as required by this ITN and as
othenruise may be deemed advisable by HCS including preventative maintenance
on the building and equipment, painting, interior and exterior cleaning, and causing
routine repairs and incidental alterations of the building to be made, including, but
not limited to, electrical, plumbing, carpentry, masonry, elevator and any other
routine repairs and incidental alterations as may be required in the course of
ordinary maintenance and care of the building. Where specifications or standards
are not included herein, maintenance shall be in accordance with manufacturers'
recommendations and standards.
Ensuring that maintenance and repairs are performed by trained, licensed
technicians and whose normal hours of operation are 8:00 AM to 5:00 PM,
Monday through Friday.
Soliciting, bidding and entering into contracts for any necessary HVAC, equipment
maintenance, janitorial, window cleaning, trash removal, vermin extermination,
landscaping, lawn care and tree maintenance, fire alarm testing/inspection and
2.
3.
4.
7.
9.
98
10.
11.
12.
13,
14.
other services as shall be advisable.
Ensuring that any equipment to be replaced shall be new and shall be
manufactured by a reputable manufacturer. All substitutes for the original
manufacturer's equipment related to the upgrading of equipment shall be Energy
Star@ compliant, if available. The Property Manager shall submit any proposed
purchases to HCS for its review and approval.
Ensuring that any new equipment be guaranteed for a minimum of one (1) year
from the date of replacement and replaced at no cost to HCS if found defective
during that time. The Property Manager shall obtain cost estimates for extended
warranties on new installations and consult with HCS regarding the purchase of
such contracts.
Providing emergency services as needed on a twenty-four (24) hour, seven (7)
days a week basis including holidays. The Property Manager agrees to provide an
emergency telephone service on a twenty-four (24) hour, seven (7) days a week
basis including holidays. From the time of the call by HCS tenants or staff, the
Property Manager has a maximum of one hour to respond to the emergency.
Establishing evidence that the Proposer has the fiscal capacity to maintain the
necessary funds for the properties management and general maintenance,
payment of supplies, equipment, and services associated with maintaining and
repairing the properties.
Maintaining a log of all hours of work completed by all employees and
subcontractors. Reviewing all bills received for services, work, and supplies
ordered in connection with maintaining and operating the buildings with
documentation for subsequent reimbursement to the City.
Providing monthly financial reports to HCS including the forecasting of any major
repairs that exceed the scope of regular maintenance,
Establishing and maintaining orderly books, records and files containing
correspondence, receipt bills, contracts and vouchers and all other documents and
papers pertaining to the properties and the operation and maintenance thereof,
which HCS may review at any time.
ln accordance with the United States Occupational Safety and Health
Administration's Hazard Communication Standard, the State has established and
implemented a Right-to-KnoMHazard Communication Program. The Property
Manager shall provide information and training to advise employees of the
Property Manager and HCS of potentially hazardous substances known to be in
the work place. Part of this information is a collection of Material Safety Data
Sheets for all chemicals used by contracted vendors, Before any chemical product
is used on or in the building, a copy of the product label and material Safety Data
Sheet must be provided to and approved by HCS before the chemical is applied.
15.
16,
17.
99
'18. Providing written monthly reports to HCS by the first five (5) days of the following
month including a precise description of services provided to the buildings,
including all systems and equipment, number of employees/subcontractors
involved, and the costs incurred.
19. Providing property management responsibilities including, but not limited to:a. Monthly site inspectionsb, Solicit written bid proposals from at least three (3) qualified suppliers or
service providers on each requirement having an expected value greater
than $5,000.c. Provide five (5) year Capital Repair and lmprovement Plan.d. Provide adequate staff to maintain and perform routine inspections and
required maintenance.e. Maintain all site/equipment manuals.f, Provide timely monthly operating report with invoices.g. Review work order, maintenance tracking and scheduling systems.h. ProvideOperationalandPreventativeMaintenancePlans.
20. With the prior written consent of HCS, the Property Manager will negotiate and
review contracts to be entered into for capital repairs and improvements to the
properties and supervise all work to be performed under such contracts and
authorize payment for all work performed under such contracts which exceed the
threshold of $1,500.
21. The Property Manager will be responsible for the completion of a variety of
administrative and reporting requirements as part of its Management Fee
including:
a. Upon award of the contract and prior to the start of any work, the Property
Manager shall be available for an initial job meeting with HCS. This
meeting shall include a review of all facility use rules and an introduction
to the organization and appropriate staff.b. Unless othenruise determined, there shall be monthly meetings with
property management staff for the following purposes:i. Review building management progress and quality of work;ii. ldentify and resolve problems;iii, Coordinate the efforts of all concerned so that these services are
rendered efficiently and effectively;iv. Maintain a sound working relationship between the Property
Manager and HCS;v. Maintain a mutual understanding of the contract andvi. Maintain sound working procedures.
100
O)O)E O-> Lccc(I)=oE= (g 9+i 6
==t" E= =.oa (D r a5 2E'e3 gy E'6- O = (u EEoS EE E,6P Egr E
-O\J cD P C =*.9 eg Ex.ei HE .EEEo e.D ---gE == E.3.Qg . U E-- A
*sfiEE€ a;a"; E E; BEE F
€g PE:=E
=
so-'--.oE-F f)Ee =
e h.=^=; eE;=.EEg;pB<;Ee-385;3
E EEEEEfiE g
:EgE;:E5;.C:? O CJC C C,E=Fl2-c 6F (E (t)F.=
is![!*trt['t:l
II
t\
t6i.
i
IIdl
0l
$
I
oI
Lota
rJ)rlo
N
(!
(o
rJ)r'{oN
(o
rJ)
FloN
(J
(o
Ln
FloN
(J
(!
Ln
FioN
q)
E
OlU
o.)o
U
oI
U
o-
o-
It/,
ro
t!
o-
U
o-
U
o-
O)'.oF{
Olfn ln(o sf(\
oz
a{
oz
Fl
o q)
(n
o)
rn
o.)o
qt
rJll'.
Io(n
LA
E
(o
o
o
co'd
q)
(J
Flr\
oON
o
o
o
bl
=(!
=Floonl
OJ
=C
OJ
C
.s!
o)
N
cnror'{
OJ
q)
co
bI
=(o
B
rnF-
rnlo
Ord
Pc
tao
o)
E
(!o
.o
oJ
c
o)
E
(o
o.
0.,ots
o
'd
EE(o
o
E
(oo
(I.)
o
E
(!o
0)
C
=o
0)z
o
E
L
roo
o
=o
I
CoEcoJ
o
E
L'
101
O
o
o
5I
U)
rnt-
I(n\o
q2
o
0)(t)
o
I
?EiBE PE HP
EfiiEs EE-iE
s€se[ ;H;s;::EE= B-8'eEE;g#;.fi Esc-E€i5 uB F -E H:5
reEcE tEE#E
gE€;**€fEE
r GO:A _(,, C q)- (g
= F'€N Pif pE
!EfEEEEgE=E
o
C)
LiO
2
c-.1$
a
c)
q)
oz
,ico)a-c.:.=Eg Es F€Ee =8- EEE- b go o I
-E = -g o-eE=s E; FEi8d o.cp €;F+<: E r c Eo=' a=aaaE== iEEEE
E I; g:;: E-5 ='e i:5E-Ita
=
Ese g
.eJ ,/,= &'H F
= oro (o 9.F c/,E€E : g T59
'E'-(, O(g-c-q)LJ
5a;EfiEgi a
5 €
=e-
g: * e E
*=# 5 E= :=;= e,:rE;g Eta-cE c2 c-c o_=-c-!=F (gE (EF = =FIJ
ull
It
102
li
C)
co
a
!
O
F-
oot--
a,
q)
q)
OJ
o
c)
q)
E-C sr:i >' 11;*H gTE E
.=.Y ==a a
=- E o 3 6(o -== o-
=-C. -* a(l)E Q c.. aLo SoY ()
>^1 -EO-= (Dxar 58-,^8te 8o >=.o_o,^E= E',o o di P
^-E c.aP 6
= (t)'- -.s2eE p_E.E *a*=_ "'E E =* =-:+* p
E = jg xx €F - ;.E q q -=
E q) =-== o,
ooFEE ^.* Es8E b Eg I(E .='= Y-# o,E--U EE E>,.=Fx=O a-(/)=d)L>=eE:-sE; €
* 8.E'P E .-, P=;; (D-cE = = == ggEE= F5€:soEbo-9=drI-CE (D-c O_)i =s o
- Gi E- =::r C
(D(/')>
= q)-e
LL(o'=o)
E UC.9 9'- ;E;=E g
P 8E F E.}Ys A (o(gxo
=-o x o 9
!!^.(o.q)eta g)
E E aE ", I
=H EP P8c(D-'(o
HEg;EgHF0)ET(E; = -c'F (s
cr, a a - E o,'---(U . L C
ut ,o--'c 9l € =EE p Etr9E:CE 8 U
.89; E gE
e o)_ (E _gE€ H qE'j g= eE=o 3 qr-g E;s os o-osF<F = (-)F
oOLia
tr)(--
I
aatr)
q)
c)
q)
J
I
f,
103
APPENDIX D
MIAMIBTACH
Speciol Conditions
rTN 2015-055-WG
MANAGEMENT AND MAINTENANCE
SERVICES FOR CITY OWNED
PROPERTIES
PROCUREMENT DIVISION
1700 Conveniion Center Drive
Miomi Beoch, Florido 33,I39
104
1. TERM OF CONTRACT. This contract shall be for three (3) years.
2. OPTIONS TO RENEW. The City shall have the option to renew this contract for an additional three
(3) year term.
3. PRICES. ln the event the City of Miami Beach exercises its option to renew beyond the initial three
(3) year contract, the contract prices and any other terms the City may choose to negotiate, will be
reconsidered for adjustment 90 days prior to the renewal date due to increases or decreases in labor
costs; but in no event will the prices be increased or decreased by a percentage greater than the
percentage change reflected in the C.P.l as published by the U.S. Department of Labor. The City of
Miami Beach reserves the right to accept the renewal adjustment or to allow the contract to
terminate and re-advertise for Proposals, whichever is in the best interest of the City,
4. REQUIRED CERTIFICATIONS. The successful Proposer must have current, active real estate
licensing as required by state statute.
5. ADDITI0NAL FACILITIES MAY BE ADDED. Although this solicitation and resultant contract
identifies specific facilities to be serviced, it is hereby agreed and understood that other facilities
may be added or deleted to/from this contract at the option of the City. When required by the pricing
structure of the contract, vendor shall be invited to submit price quotes for these additional
facilities. lf these quotes are determined to be fair and reasonable, then the additional work will be
awarded to the current contract vendor offering the lowest acceptable pricing. These additional
sites shall be added to this contract by formal modification.
6. LIQUIDATED DAMAGES. Completion dates for projects and repairs shall be pre-established
between the City and Property Manager as they arise. Failure to complete required repairs or
complete projects in accordance with the specifications and to the satisfaction of the City, that may
cause rental units to remain or become uninhabitable, shall cause the vendor to be subject to
charges for liquidated damages in the amount of $25,00 per unit for each calendar day the unit is not
ready for occupancy or work remains incomplete. As compensation due the City for loss of use and
for additional costs incurred by the City due to such non-completion of the work, the City shall have
the right to deduct said liquidated damages from any amount due, or that may become due to the
vendor under this agreement, or to invoice the vendor for such damages if the costs incurred
exceed the amount due to the vendor.
7. EMPLOYEES ARE RESPONSIBILITY OF VENDOR. All employees of the vendor shall be
considered to be, at all times, employees of the vendor, acting under the vendor's sole direction,
and as such are not considered to be employees or agents of the City. The vendor shall supply
competent and physically capable personnel in conjunction with the requirements of the contract.
The City may require the vendor to remove any employee that the City deems careless, incompetent,
insubordinate, or othenruise objectionable; and whose continued utilization on City property is not
considered to be in the best interest of the City. Each vendor employee shall have and wear proper
identification (defined as badge with employee name and vendor name clearly apparent).
8. BACKGROUND CHECK FOR EMPLOYEES ASSIGNED TO PROJECT. Any vendor employee
assigned to, or physically working at City owned residential properties as a result of this contract,
must successfully complete a background check conducted by the City using the Florida
Department of Law Enforcement (FDLE)Volunteer and Employee Criminal History System (VECHS).
Drug Testing should be conducted in accordance with Title 49, Code of Federal Regulations, Part 40.
The successful bidder(s) must also provide 10 Panel drug testing and proof of drug test prior to the
assignment of any personnel. Bidder's employees must test negative in order to begin work on any
105
City assignment. Bidder shall bear all costs associated with the initial drug tests.
The City's current l&panel drug test and cut-off levels are as follots:
ln the case of an alcohol test, a result of O.0.1 or greater consttutes a positive resul!. A
confirmatron brealhalyeer te$t shall he administered follorang the rnitral tert rn aocordance ,.vrth
the procedures in Tifle 49 Code of Federal Regulations. Pa.t 40.
l\lethaoualona
106
APPENDIX E
MIAMIBEACH
Cost Proposo! Form
rTN 2015-055-WG
MANAGEMENT AND MAINTENANCE
SERVICES FOR CITY OWNED
P ROPERTIES
PROCUREMENT DIVISION
1700 Convention Center Drive
Miomi Beoch, Florido 33,l39
107
APPENDIX A
PROPOSAL TENDER FORM
Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in
full accordance with the requirements of this lTB, inclusive of its terms, conditions, specifications and other
requirements stated herein, and that no claim will be made on account of any increase in wage scales,
material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision
is allowed herein and has been exercised by the City Manager in advance. The Bid Price Form (Section 5)
shall be completed mechanically or, if manually, in ink. Bid Price Forms (Section 5) completed in pencil
shall be deemed non-responsive. All corrections on the Bid Price Form (Section 5) shall be initialed.
Propertv Description Quantitv Monthlv Cost Total
1 Lottie Apartments
530 - 75th Street
12 months $
2 Madeleine Village Apartments
7871 Crespi Boulevard
12 months $_$
3 Allen Apartments
2001 Washington Avenue
12 months $
4 Neptune Apartments
1532 Meridian Avenue
12 months $
5 London House Apartments
1955-75 Washineton Avenue
12 months $
TOTAL 1.5 $
Proposers must offer pricing on all properties above in order to be considered.
Company:
Authorized Representative:
Address:
Telephone:
Email:
Authorized Representative's Signature:
108
APPEN DIX F
g MIAMIBEACH
I nsuro nce Requirements
rTN 2015-055-WG
MANAGEMENT AN D MAINTENANCE
SERVICES FOR CITY OWNED
PROPERTIES
PROCUREMENT DIVISION.l700 Convention Center Drive
Miomi Beoch, Florido 33139
109
b
:MIAMIBTACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to
maintain throughout the term of the contract and any renewal periods.
XXX 1. Workers' Compensation and Employe/s Liability per the Statutory limits of the state of Florida,
XXX 2, Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for
bodily injury property damage to include Premises/ Operations; Products, Completed Operations and
Contractual Liability. Contractua! Liability and Contractual lndemnity (Hold harmless endorsement
exactly as written in "insurance requirements" of specifications).
XXX 3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included,
-4.ExcessLiability.$-.00peroccurrencetofollowtheprimarycoVerageS.XXX 5, The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
_ 6, Other lnsurance as indicated:
_ Builders Risk completed value $_,00_ Liquor Liability $_.00_ Fire Legal Liability $_.00
-
Protection and lndemnity $-.oo_ Employee Dishonesty Bond $_.00_ Other $_.00
XXX 7, Thirty (30) days written cancellation notice required.
XXX 8. Best's guide rating B+:Vl or better, latest edition.
XXX 9. The certificate must state the proposal number and title
The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject
to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
110
EXHIBIT A
Attachment #1
Department of Housing and Urban Development: Chapter 1: lnspector Guide for
Uniform Physical Condition Standards lnspection Protocol
Attachment #2
National Center for Healthy Housing: Laws, Rules and Codes for Healthier Homes,
Review of Approaches lmpacting Existing Homes
Attachment #3
Healthy Housing, State Healthy Housing Codes September 2008
Attachment fl4
Housing Choice Voucher Program Guidebook: Chapter 10 Housing Quality Standards
111