C2C-Issue RFP Telecommunications Audit ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To lssue A Request For Proposals (RFP) For
Telecommunications Audit Services.
lntended Outcome Su
Ensure E ture Trends Are Sustainable Over the Lonq Term
Environmental Scan, etc.
N/A
Item Summary/Recommendation :
The Administration is interested in receiving proposals from qualified and experienced telecom
auditing firms to perform a review of its telecommunication accounts for cost recovery and to
provide recommendations to maximize efficiency of its telecommunication services.
The City currently uses telecommunication services provided by AT&T-under the master
agreement for telephone lines, circuit lines, DSL connections and for Wide Area Network
WAN) circuits that provide services to over 33 buildings and facilities throughout the City. The
City has approximately 1170 phone lines,65 circuit lines, and five (5) DSL connections.
Currently, the City average monthly cost for these services is $141,000. A telecommunications
audit has not been performed in over approximately thirteen (13) years.
This audit shall identify billing errors-and other discrepancies-for cost recovery. The
selected firm will also be required to identify various services that are redundant or no longer
needed, e.g. unused phone lines, and to make recommendations on how to rationalize the
City's account and how to maximize the efficiency of the City's telecom system. Lastly, the
proposer shall evaluate available telecom service providers and propose recommendations for
service providers based on quality and cost, The proposer shall have no financial relationship
with any recommended service providers.
RECOMMENDATION
To seek proposals from interested parties, the Administration recommends that the Mayor and
City Commission of the City of Miami Beach, Florida authorize the issuance of RFP 2015-126-
LR for Telecommunications Audit Services.
Board Recommendation:
N/A
Financial lnformation :
Source of
Funds:
IT
Financial lmpact Summary:
Agenda ltem C2e
Date 3-l[-lf& MIAMIBEACH 155
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City of Miomi Beoch,1700 Convention Center Drive, Miomi Beoch, Florido 33,l 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
Mayor Philip Levine and Members of the City
Jimmy L. Morales, City Manager
March 11,2015
SUBJECT: REQUEST FOR APPROVAL TO I SUE A REQUEST FOR PROPOSALS (RFP) FOR
TELECOMMUNICATIONS AUDIT S RVICES.
ADMI NISTRATION RECOMMEN DATION
Authorize the issuance of the RFP.
KEY INTENDED OUTCOME
Ensure Expenditure Trends Are Sustainable Over the Long Term
BACKGROUND
The Administration is interested in receiving proposals from qualified and experienced telecom
auditing firms to perform a review of its telecommunication accounts for cost recovery and to provide
recommendations to maximize efficiency of its telecommunication services.
The City currently uses telecommunication services provided by AT&T-under the master agreement
for telephone lines, circuit lines, DSL connections and for Wide Area Network (WAN) circuits that
provide services to over 33 buildings and facilities throughout the City. The City has approximately
1170 phone lines,65 circuit lines, and five (5) DSL connections. Currently, the City average monthly
cost for these services is $141,000. A telecommunications audit has not been performed in over
approximately thirteen (1 3) years.
SCOPE OF WORK
This audit shall identify billing errors-and other discrepancies-for cost recovery. The selected firm
will also be required to identify various services that are redundant or no longer needed, e.g. unused
phone lines, and to make recommendations on how to rationalize the City's account and how to
maximize the efficiency of the City's telecom system. Lastly, the proposer shall evaluate available
telecom service providers and propose recommendations for service providers based on quality and
cost. The proposer shall have no financial relationship with any recommended service providers.
OTHER RFP REQUIREMENTSo MINIMUM QUALIFIGATIONS. Please Reference, Appendix C, RFP 2015-126-LR for
Telecommunication Audit Services (attached).
o SUBMITTAL REQUIREMENTS. Please Reference Section 0300, RFP 2015-126-LR for
Telecommunications Audit Services (attached).
o CRITERIA FOR EVALUATION. Please Reference Section 0400, RFP 2015-126-LR for
Telecommunications Audit Services (attached).
TO:
FROM:
DATE:
156
City Commissioner Memorandum - Telecommunications Audit
March 11,2015
Page 2 of 3
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of the RFP
20 1 5-1 26-LR for Telecom m u n ications Aud it Services.
JLM/MT/AS/AD
T:\AG E N DA\20 1 S\March 1 1 \Procu rement\RFP - Telecom m u nications Memo.doc
157
REQUEST FOR PROPOSALS (RFP)
TELECOMMU N ICATIONS AU DIT SERVIC ES
2015-126-LR
RFP ISSUANCE DATE: MARCH 13,2015
PROPOSALS DUE: APRIL 10, 2015 @ 3:00 PM
ISSUED BY: LOURDES RODRIGUEZ, CPPB
E MIAMIBEACH
lourdes Rodriguez, Senior Procurement Speciolisr
PROCUREMENT DEPARTMENT
1700 Convention Center Drive, Miomi Beoch, FL 33139
305.673.2000 x 6652 | Fox: 786.394-4075 | www.miomibeochfl.gov
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TABLE OF CONTENTS
SOLICITATION SEGTIONS: PAGE
0100 NoT uTtLtzED ......... .......... N/A
O2OO INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS ............................... X
O3OO PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT ........... X
0400 PRoposAL EVALUATTON ....... ............. X
APPENDICES:
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS
APPENDIX B "NO PROPOSAL" FORM
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS
APPENDIX D REVENUE PROPOSAL FORM
APPENDIX E INSURANCE REQUIREMENTS
RFP 2015-126 LR
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sEcTtoN 0200 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS
1. GENERAL. This Request for Proposals (RFP) 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 revenue sharing
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 RFP 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 RFP. Any prospective
Proposer who has received this RFP by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum
may result in disqualification of proposalsubmitted.
2. PURPOSE.
The City of Miami Beach is requesting proposals from qualified firms experienced in telecommunications invoice
auditing to perform a review of the City's telecommunication accounts with the purposes of recovering erroneous
payments and to provide recommendations to the City for reducing the cost of the related services.
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact:
Lourdes Rodriguez
Telephone:
305-673-7000 x 6652
Email:
lourdesrodnquez@miamibeachfl .oov
The tentative schedule for this solicitation is as follows:
RFP lssued March 12,2015
Pre-Proposal Meeting March 19, 2015 at 10 a,m,
Deadline for Receipt of Questions March 30, 2015 by 5 p.m.
Responses Due April 10, 2015 @ 3 p.m.
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval Authorizing
Negotiations
TBD
Contract Negotiations Following Commission Approval
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. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
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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,
A Pre-PROPOSAL conference will be held as scheduled in Solicitation Timeline above at the following address:
City of Miami Beach
City Hall - 4ttt Floor
City Manager's Large Conference Room
1700 Convention Center Drive
Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not
mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow
these steps:
(1) Dial the TELEPHONE NUMBER: 1- 888-270-9936 (Toll-free North America)
(2) Enter the MEETING NUMBER: 5804578
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this
RFP expressing their intent to participate via telephone.
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 OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been fonararded 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/procuremenUscroll.aspx?id=235 1 0
. CONE OF SILENCE CITY CODE SECTION 2486. PROTEST PROCEDURES CITY CODE SECTION 2-371
o DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3. LOBBYIST REGISTMTION AND DISCLOSURE OF FEES... CITY CODE SECTIONS 2481 THROUGH 2-406r CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2487
o CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENTISSUES,.,......., CITY CODE SECTION 2488r REQUIREMENT FOR CITY CONTRACTORS T0 PROVIDE EQUAL
BENEFITS FOR DOMESTIC PARTNERS...,.. CITY CODE SECTION 2.373
. LIVING WAGE REOUIREMENT
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CITY CODE SECTIONS 2407 THROUGH2-410
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. 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 0RDINANCE.... 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 reserves 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
due date in accordance with City Code Section 2-371, which establishes 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. Pursuantto Cityof Miami Beach Ordinance N0.2011-
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. DETERMINAT]ON OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission the 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,
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also relect all Proposals. Upon approval of
selection by the City Commission, negotiations between the City and the selected Propose(s) will take place to
arrive at a mutually acceptable Agreement.
13. ACCEPTANCE OR REJECTION OF PROPOSALS. The City reserves the right to reject any or all proposals
prior to award. Reasonable efforts will be made to either award the Contract or relect 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.
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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
Proposer'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.
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 RFP. Failure to do so will
be at the Proposer'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
consistent with Purchase Order format.
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 conkact, 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.
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23. ANTI-DISCRIMINATION. The Proposer certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
24. DEMONSTMTION OF COMPETENCY.
A. Pre-award inspection of the Propose/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
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.
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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 othenruise 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
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 earlier.
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with 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 othenruise 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. MODIFICATIONMITHDRAWALS 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 RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in
this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and
clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any
or all exceptions and alternatives. 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 RFP to which Proposer took exception to (as
said term and/or condition was originally set forth on the RFP).
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35. ACCEPTANCE OF GIFTS. FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of
monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this
Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties.
Balance of Page lntentionallv Left Blank
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SECTION O3()() PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED RESPONSES.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 BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids.
Any Bid 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 otherwise,
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.
Cover Letter & Minimum Qualifications
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
alifications requirements established in Appendix C, Minimum Requirements and
& 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. Submit at least three (3) projects within the last five (5)
years where the Proposer has performed services similar to the scope of this RFP for a public sector agency. For each
project that the Proposer submits as evidence of similar experience, the following is required: prolect 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' qualifications. A resume of each individual, including education, experience, and any other pertinent
information, shall be included for each Proposal team member to be assigned to this contract.
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 submiftal to the City and
as earlv as in the solicitation . For assistance with of the SQR submittal
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Revenue
Submit a Revenue Form ix E).
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).
tl
contact Dun & Bradstreet at800-424-2495.
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 a fully review and score the
h 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: data collection, charge verification,
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IAMiBEACH
sEcTloN 0400
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 fonruarded 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 qualltative 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:. 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
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive
additional quantitative criteria points to be added by the Department of Procurement Management to those points
earned in Step 1, as follows.
Revenue Proposal
b ^^
PROPOSAL EVALUATION
35
20
Veterans Preference
RFP 2015-126-LR 12
169
4 MIAMIBEACH
4. Revenue Proposal Evaluation. The revenue proposal points shall be developed in accordance with the following
formula:
Sample Objective Formula for Allocation of Revenue Proposal Points
Vendor Proposed
Revenue
Example Maximum
Allowable Points
(Points noted are for
illustrative purposes only.
Actual points are noted
above.)
Formula for Calculating Points
(highest revenue / revenue of
proposal being evaluated X
maximum allowable points =
awarded points)
Round to
TotalPoints
Awarded
Vendor A $200.00 35 $200/$200X35=35 35
Vendor B $150.00 35 $150/$200X35=26 26
Vendor C $ 100.00 35 $100 / $200 X 15 = 18 't8
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 and 2 scores will be converted to rankings in accordance with the example below:
* 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.
Committee
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
RFP 201 5- I 26-LR t3
170
APPENDIX A
g MIAMIBEACH
Proposo I Certificotion,
auestionnoire &
Req uirements Affid ovit
RFP 2015- I 26-LR
TELECOMMU N ICATION AU DIT
SERVICES
PROCU REMENT DEPARTMENT
lZ00 Convention Center Drive
Miomi Beoch, Florido 33,l39
171
Solicitation No:
201 5-1 26-LR
Solicitation Title:
Telecommunication Audit Services
Procurement Contact:
Lourdes Rodriouez
Tel:
305.673.7000 x 6652
Email:
lourdesrod rio uez@miamibeachfl .oov
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: I No, of Employees:
OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 1O YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
UI IY:
STATE:ZIP CODE:
TELEPHONE NO.:
TOLL 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 EI\4AIL:
FEDEML 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.
172
Veteran Owned Business. ls Proposer claiming a veteran owned business status?
l---l ves [__--] t'to
2.
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 Of 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-oerformance bv anv oublic sector aoencv?f--l vrs 'l----l
r'ro
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 controlling financial interest indicate whether or not
each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the
office of Mayor or City Commissioner for the City of Miami Beach.
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 Department of Procurement Management with its
proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply
with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics
provision of the City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. 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/procuremenU.
5.
o.
173
e serviees pursuanlte this Agreernent, the heurly living wage rates listed belew:o Cemmeneing with City fiseat year 2012 13 (Oeteber 1
'
2012)' the heurly tiving rate will be $1 1 ,2Uhr with heatth
@s,
The living wage rate and health eare benefits rate may' by Reselutien ef the eity Cemmissien be indexed annually fer inflatienusi dale, issued by ttre U,S, Department ef taber's
may alse, by
ines it weuld net be fiseally seund te implement
@
ies
SUBMITTAt REQUIREMENT: Ne additienal submittal is required, B" virtue ef exeeuting this affidavit deeument, Prepeser agrees
@
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 fulltime 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 Conhacto/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 [-_-i ruo
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
Soouses
Firm Provides for
Employees with
Domestic Partners
Firm does not
Provide Benefit
Health
Sick Leave
Family 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 Manage/s decision is final. Further information on the Equal
Benefits requirement is available at www.miamibeachfl .gov/procuremenU.
174
o Public Entity Crimes. Section 287.133(21(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 conskuction 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. 287.0'17 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 certifles it has not been placed on convicted vendor list.
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
Receinl
lnitial to Confirm
Receiol
lnitial to Confirm
Receinl
Addendum 1 Addendum 6 Addendum 11
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum'14
Addendum 5 Addendum 10 Addendum 15
lf additional confirmation of addendum is required, submit under separate cover
10.
175
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 Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as
required by such law. AII 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 construed 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,
176
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 Affidavit are true and accurate.
Name of Propose/s Authorized Representative:Title of Proposeis Authorized 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
of , a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed, Before me:
Notary Public for the State of Florida
My Commission Expires:
Miami Beach
RFP 2015-126-LR
AppendixA-Page6
177
APPENDIX B
MIAMIBEACH
"No Bid" Form
RFP 2015-126-LR
TELECOMMU N ICATION AU DIT
SERVICES
PROCU REMENT DEPARTMENT,l700 Convention Center Drive
Miomi Beoch, Florido 33,l39
178
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR |ND|CATED 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)
Wedo_donot_
of this type product
want to be retained on your mailing list for future proposals
and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by
may result in your company being
PLEASE RETURN TO:
CITY OF MIAMI BEACH
PROCU REMENT DEPARTMENT
ATTN: Lourdes Rodriguez
PROPOSAL #2015-126-LR
1700 Convention Center Drive, 3'd Floor
MIAMI BEACH, FL 33139
submitting a proposal or this completed form,
removed from our vendors list.
Miami Beach
RFP 2015-126-LR
AppendixB-Page'l
179
APPENDIX C
MIAMIBEACH
Minimum Requirements
& Specificotions
RFP 2015- I 26-LR
TELECOMMU N ICATION AU DIT
SERV!CES
PROCU REMENT DEPARTMENT
1700 Convention Center Drive
Miomi Beoch, Florido 33.l39
180
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.
. Proposer must have been in business for at least five (5) years providing similar services
as described in this RFP by submitting a copy of their Business Tax Receipt.. Proposer must have a minimum of three (3) public sector clients in the last five (5) years of
to whom it has completed work similar in scope to this project. Provide name, title, agency
name, contract dates, email address and telephone number.
C2. Statement of Work Required.
The City is requesting proposals from qualified and experienced telecom auditing firms to perform
a review of our telecommunication accounts. This audit shall identify billing errors-and other
discrepancies-for cost recovery. The selected firm will also be required to identify various services
that are redundant or no longer needed, e.g. unused phone lines, and to make recommendations
to on how to rationalize our account and how to maximize the efficiency of the City's telecom
system. Lastly, the proposer shall evaluate available telecom service providers and propose
recommendations for service providers based on quality and cost. The proposer shall have no
financial relationship with any recommended service providers,
The City currently uses telecommunication services provided by AT&T-under the Master
Agreement statewide contract lTT46- for phone lines, circuit lines, DSL connections, and
pursuant to Request For Proposal (RFP) No. 11-10/11 for Wide Area Network (WAN) circuits that
provide services to over 33 buildings and facilities throughout the City of Miami Beach. The City
has approximately 1170 phone lines,65 circuit lines, and five (5) DSL connections. Currently, the
City's average monthly cost for these services is $141,000. A telecommunications audit has not
been performed in overthirteen (13)years,
o The initial work to review all City telecom accounts and the preparation of said
recommendations shall be at no cost to the City, Upon providing recommendations to the
City, the City will then issue task orders for implementation of recommendations upon City
review and approval. The City shall not be liable for any fees or expenses as a result of all
work performed without a City approved task order. Proposer will be responsible for all
labor and expenses in providing implementation of recommendations and communications
with vendors.
The selected proposer will audit, including but not limited to, the following types of services:. service order chargeso installation chargeso monthly access line charges
o ffieSS?ge unit charges. toll charges. local exchange carrier's discount packageso operator surcharges and rates
181
. calling card surcharges and rates. 800 service charges. Data communication equipment. WATS chargeso incorrectly charged local directory assistance chargeso incorrectly charged State and Federal taxeso US3g0 Chargeso Data networks
o long distance directory assistance chargeso incorrectly charged State and Federal taxes. all the tariff elements which make up monthly line chargeso maintenance associated with all elements that make up the monthly charges. 911 surcharges collections
o PBXs
Review recent billings from service and equipment providers to determine if the City is/was billed
properly. Categories of network services to be considered shall include (but not limited to):
switched voice services provided by local carriers and long distance companies, non-switched
voice and data communication lines and circuits, maintenance services and leased and rented
voice and data communications equipment.
The methodology for conducting telecommunications billing audits should include the following
summary steps:. Acquire and review all customer service records (CSRs) and other invoices to ensure their
compliance with tariffs on file with appropriate State Public Utility/Service Commissionso Review all cunent monthly charges rendered by vendors and carriers to identify
discrepancieso Review previously billed recurring and non-recurring charges rendered by the local
regulated utilityo Conduct a physical inventory of all desired City sites specified in its agreement with the
selected proposer to verify the validity of the billing of all voice and data facilities, such as
leased telephone instruments, devices or ancillary equipment, telephone lines, private
lines, data circuits and equipment, and leased equipment not in use
The selected proposer shall:
Determine the amount of any over-billing or under-billing and confirm that all erroneous charges
are removed from future billing,
Document and prepare the necessary evidence of claims, including any interest fees that may be
applicable,
Negotiate with the service provider for refunds and/or savings should funds be owed to the City.
Verify accuracy of the amount of the refund.
182
Confirm errors are corrected in future billings
Create and provide an inventory of network equipment and services. The inventory will be collected
as a database and the database will be provided to the City at the end of each audit.
Develop recommendations that incorporates cost savings, avoidance, or efficiencies that reduce
the City's costs for telecommunications services going forward.
C3 AdditionalWork
Provide any additional related value added or additional services that the Proposer can offer the
City. lnclude any associated costs or revenue sharing programs for each value added or additional
service proposed.
Miami Beach
RFP 20'15-126-LR
AppendixC-Page3
183
APPENDIX D
b
:MIAMIBEACH
Revenue Proposol Form
RFP 2015-r 26-LR
TELECOMMU N ICATION AU DIT
SERVICES
PROCUREMENT DEPARTMENT
1700 Convention Center Drive
Miomi Beoch, Florido 33.I39
184
APPENDIX D
REVENUE PROPOSAL FORM
Proposer affirms that the Proposed Revenue Sharing Rates stated on the Revenue Proposal Form are
inclusive of all costs borne by the Proposer relating to the scope of the prolect; and Proposer affirms that no
claim will be made on account of any increase in research costs, wages, material prices, delivery delays,
taxes, insurance, cost indexes or on any other account.
The Revenue Proposal Form shall be completed mechanically or, if manually, in ink, Revenue Proposal Form
completed in pencil shall be deemed non-responsive. All corrections on the Revenue Proposal Form shall
be initialed.
Cost Savings Realized by the City as a Result of
Telecommunications Audit
Cost Savings/Avoidance/Efficiencies Realized by the
City as a Result of Recommendations for Future
Efficiencies
Company:
Authorized Representative:
Address:
Telephone:
Email:
Authorized Representative's Signature:
185
APPENDlX E
I nsuro nce Requirements
RFP 2015-.l26-LR
TELECOMMU N ICATION AU DIT
SERVICES
PROCUREMENT DEPARTMENT
1700 Convention Center Drive
Miomi Beoch, Florido 33,l39
186
b
:MIAMIBEACH
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.
-
1, Workers' Compensation and Employe/s Liability per the Statutory limits of the state of Florida.
-Z
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. Contractual Liability and Contractual lndemnity (Hold harmless endorsement
exactly as written in "insurance requirements" of specifications).
-
3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included.
-4.
Excess Liability - $-.00 per occurrence to follow the primary coverages.
-
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 $_.00_ Employee Dishonesty Bond $_.00_ Other $_.00
_7. Thirty (30) days written cancellation notice required.
_ L Best's guide rating B+:Vl or better, latest edition.
_ 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.
Miami Beach
RFP 2015-126-LR
AppendixF-Pagel
187
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188