97-22584 RESO
RESOLUTION NO.
97-22584
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING ISSUANCE OF A REQUEST
FOR PROPOSALS (RFP) FOR PROFESSIONAL CONSULTING
SERVICES TO ASSIST IN THE PREPARATION OF THE CITY'S
CONSOLIDATED PLAN FOR FEDERAL FUNDS COMMENCING IN
FISCAL YEAR 1998.
WHEREAS, the U.S. Department of Housing and Urban Development (HUD) has issued
regulations to consolidate into a single submission the planning and application aspects
of the Community Development Block Grant Program (CDBG), Emergency Shelter Grant
(ESG) Program, and HOME Investment Partnerships (HOME) program; and
WHEREAS, the Consolidated Plan (Plan) is a collaborative process which allows
communities to identify and develop a strategic plan to address their needs and priorities
for community development actions; and
WHEREAS, in order to prepare the necessary Plan in a manner which will assure HUD
approval, the Administration proposes to issue an RFP for consulting services; and
WHEREAS, the consultant will be responsible for providing statistical and analytical
information to assist in establishing priorities and taking actions with Federal resources.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, that the Mayor and City Commission hereby authorize
issuance of a Request for Proposals (RFP) for professional consulting services to assist
in the preparation of the City's Consolidated Plan for federal funds commencing in fiscal
year 1998.
PASSED and ADOPTED this 19th day of November, 1997.v~
MAYOR
A~o- r~
CITY CLERK
APPROVED i~.:' .
FORM & LANG:.N:'
& FOR EXEC UTI Or-...
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~ITY OF MIAMI BEACH
ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
,tp:\'ci.miami-beach.fl.us
COMMISSION MEMORANDUM NO. ~
. TO:
FROM:
Honorable Mayor and DATE: November 19, 1997
Members of the City Commission
Jose Garcia_pedrosa!f
City Manager
A RESOLUTIO AUTHORIZING ISSUANCE OF A REQUEST FOR
PROPOSALS (RFP) FOR PROFESSIONAL CONSUL TING SERVICES TO
ASSIST IN THE PREPARATION OF THE CITY'S CONSOLIDATED PLAN
FOR FEDERAL FUNDS COMMENCING IN FISCAL YEAR 1998.
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Approve the resolution.
BACKGROUND:
In 1995, the Department of Housing and Urban Development (HUD) issued regulations to
consolidate into a single submission the planning and application aspects of the Community
Development Block Grant Program (CDBG), Emergency Shelter Grant (ESG) Program,
and HOME Investment Partnerships (HOME) program.
The Consolidated Plan (Plan) is a collaborative process which allows communities to
identify and develop a strategic plan to address their needs and priorities for community
development actions. The Plan satisfies the submission requirements for all three federal
programs. The current Consolidated Plan is in effect until September 30, 1998. In order
to continue to receive federal funds, a new Plan must be prepared. The Plan will serve
three main functions: it will be a planning document on the local level, an application for
federal funds, and a strategy for administering and reporting on U.S. HUD programs.
In order to prepare the necessary Plan in a manner which will assure HUD approval, the
. Administration proposes to issue an RFP for consulting services. The selected consultant
will be responsible for preparing the Plan and presenting it to the City Commission by July
1, 1998 in order to receive City Commission approval prior to the August 15, 1998 deadline
for submission to HUD. .
ANAL YSIS:
The development of the Consolidated Plan will be a collaborative effort by local institutions,
community groups, citizens and government officials. The consultant will be responsible
AGENDA ITEM Co 7 P\
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DATE~
I
COMMISSION MEMORANDUM
NOVEMBER 19, 1997
. PAGE TWO
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for providing statistical and analytical information to assist in establishing priorities and
taking actions with Federal resources. A substantial citizen participation component with
public hearings will be included in the development of the Plan.
CONCLUSION:
The Administration has prep~red and attached a draft Request for Proposals for
professional consulting services to assist in the preparation of the Consolidated Plan for
the C~ of Miami Beach for fiscal year 1998.
JGP/~H/JER
Attachments
_..~.
..
RESOLUTION NO.
---
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING ISSUANCE OF A REQUEST
FOR PROPOSALS (RFP) FOR PROFESSIONAL CONSULTING
SERVICES TO ASSIST IN THE PREPARATION OF THE CITY'S
CONSOLIDATED PLAN FOR FEDERAL FUNDS COMMENCING IN
FISCAL YEAR 1998.
WHEREAS, the U.S. Department of Housing and Urban Development (HUD) has issued
regulations to consolidate into a single submission the planning and application aspects
of the Community Development Block Grant Program (CDBG), Emergency Shelter Grant
(ESG) Program, .and HOME Investment Partnerships (HOME) program; and
WHEREAS, the Consolidated Plan (Plan) is a collaborative process which allows
communities to identify and develop a strategic plan to address their needs and priorities
for community development actions; and
WHEREAS, in order to prepare the necessary Plan in a manner which will assure HUD
approval, the Administration proposes to issue an RFP for consulting services; and
WHEREAS, the consultant will be responsible for providing statistical and analytical
information to assist in establishing priorities and taking actions with Federal resources.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, that the Mayor and City Commission hereby authorize
issuance of a Request for Proposals (RFP) for professional consulting services to assist
in the preparation of the City's Consolidated Plan for federal funds commencing in fiscal
year 1998.
PASSED and ADOPTED this
day of November, 1997.
MAYOR
ATTEST:
CITY CLERK
APPROVED A:'. .
FORM & LANG;.,.....
& FOR EXECUT.Oh.
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CITY OF MIAMI BEACH
RFP NO. 6-97/98
REQUEST FOR PROPOSALS FOR
PROFESSIONAL CONSULTING SERVICES
FOR PREPARATION OF A CONSOLIDATED PLAN
A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 2:00 P.M.
ON DECEMBER 11, 1997,
IN THE FIRST FLOOR CONFERENCE ROOM OF CITY HALL
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN DECEMBER 30, 1997 AT 11:00 A.M.
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
DRAFt
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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TABLE OF CONTENTS ~
Page
I. OVERVIEW AND PROPOSAL PROCEDURES 3
II. SCOPE OF SERVICES 8
III. PROPOSAL FORMAT 14
IV. EV ALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION 17
v. GENERAL PROVISIONS 19
VI. SPECIAL TERMS AND CONDITIONS 21
VII. ATTACHMENTS 22
VIII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED 23-30
TO CITY
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SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTION/BACKGROUND
-of
TheDepartment of Housing and Urban Development (HUD) issued regulations in 1995 to
consolidate into a single submission the planning and application aspects of its formula
programs for federal funds. Those programs that the City of Miami Beach applies and
receives funds from are: the Community Development Block Grant (CDBG) Program,
Emergency Shelter Grant (ESG) Program, and HOME Investment Partnerships (HOME)
program.
The Consolidated Plan (plan) is a collaborative process which allows communities to
identify and develop a strategic plan to address their needs and priorities for community
development actions. The Plan satisfies the submission requirements for all three federal
programs. The current Consolidated Plan is in effect until September 30, 1998. In order to
continue to receive federal funds, a new Plan must be prepared. The Plan will serve three
main functions: it will be a planning docwnent on the local level, an application for federal
funds, and a strategy for administering and reporting on U.S. HUD programs.
In order to prepare the necessary Plan in a manner which will assure HUD approval, the
Administration proposes to issue an RFP for consulting services. The selected consultant
will be responsible for preparing the Plan and presenting it to the City Commission by July
1, 1998 in order to receive City Commission approval prior to the August 15, 1998 deadline
for submission to HUD.
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued November 24, 1997
Deadline for receipt of questions December 8, 1997
Pre-Proposal Conference December 11,1997,2:00 p.m.
Deadline for receipt of proposals December 30, 1997, 11 :00 a.m.
Evaluation/selection process Week of January 7, 1998
Projected award date January 21, 1998
Projected contract start date January 21, 1998
C. PROPOSAL SUBMISSION
An original and six copies of complete proposal must be received by December 30, 1997
at 11 :00 a.m. and will be opened on that day at that time. The original and all copies must
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be submitted to the Procurement Division in a sealed envelope..pr container stating on the
outside the proposer's name, address, telephone number, RFP number and title, and proposal
due date.
The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. . Proposals received after the proposal due date and time will not
be accepted and will not be considered.
D. PRE-PROPOSAL CONFERENCE
A pre-proposal conference has been scheduled for December 11, 1997 at 2:00 p.m. in the
First Floor Conference Room of City Hall, 1700 Convention Center Drive, Miami Beach,
FL, and attendance is recommended. Proposers are encouraged to submit written questions
to the contact person in advance.
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers
are advised that from the date of release of this RFP until award of the contract, no contact
with City personnel related to this RFP is permitted, except as authorized by the contact
person. Any such unauthorized contact may result in the disqualification of the proposer's
submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals. The proposer should verify with
the Procurement Division prior to submitting a proposal that all addenda have been
received.
F. MODIFICATIONIWITHDRAWALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
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Proposals shall be irrevocable until contract award unless th~proposal is withdrawn in
writing prior to the proposal due date or upon expiration of one-hundred twenty calendar
days after 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.
G. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this ~P; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in any proposals received as a result of this RFP.
H. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be borne by the proposer(s) and not be
reimbursed by the City.-
I. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of $20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, including
new address, telephone number, services, or commodities.
J. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
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may accept or reject the exceptions. In cases in which exceptio~e rejected, the City may
require the proposer to furnish the services or goods described herein, or negotiate an
acceptable alternative.
K. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with Chapter
286, Florida Statutes, known as the "Government in the Sunshine Law".
L. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin -negotiations with the next selected proposer. This process will
continue until a contract has been executed or all proposals have been rejected. No proposer
shall have any rights in the subject project or property or against the City arising from such
negotiations.
M. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received no
later than 5 calendar days after contract award by the City Commission. The Procurement
Director will notify the protester of the cost and time necessary for a written reply, and all
costs accruing to an award challenge shall be asswned by the protester. Any protests
received after 5 calendar days from contract award by the City Commission will not be
considered, and the basis or bases for said protest shall be deemed to have been waived by
the protester.
N. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws,
ordinances, codes, and regulations that may in any way affect the services offered, including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uni~orm
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
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Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made, may result in forfeiture of
that portion of any proposal surety required equal to liquidated damages incurred by the City
thereby, or where surety is not required, such failure may be grounds for removing the
proposer from the City's vendor list.
P. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. All
proposers must disclose with their proposal the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, 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 or any of its affiliates.
Q. PROPOSER'S RESPONSmlLITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. No pleas of ignorance of such conditions and requirements resulting from failure
to make such investigations and examinations will relieve the successful proposer from any
obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any monetary
consideration on the part of the proposer.
R. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considered
to be an independent contractor and that neither the proposer nor the proposer's employees
and agents shall, under any circumstances, be considered employees or agents of the City.
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SECTION II - SCOPE OF SERVICES --.I
The City of Miami Beach is seeking the professional services of a consulting firm or individual(s)
to prepare a Consolidated Plan under the guidelines of U.S. HUD regulations, including researching,
documenting, drafting, submitting the document to u.s. BUD by August 15. 1998. and revising
it as requested by U.S. HUD. The Consolidated Plan will serve three main functions: 1). planning
document on the local level, 2). application for federal funds, and 3). a strategy for administering and
reporting on U.S. HUD programs.
The Consolidated Plan applies to the Community Development Block Grant (CDBG), the HOME-
Investment Partnerships Program, the Emergency Shelter Grant (ESG) Program and Housing
Opportunities for People with AIDS (HOPW A) programs as well as all other U.S. HUD programs.
The Plan will include, but not necessarily be limited to, the components listed below:
Coordinating and Mana&ing the Process
D Housing and community development planning to be accomplished in a unified,
comprehensive framework for collaboration and collective problem solving.
D Pre-submission Requirements. The Consultant will:
Required Consultation - Consult and coordinate with appropriate public and private
agencies.
Social Services - Confer with local agencies regarding the housing needs of children, elderly,
persons with disabilities, homeless persons, and other categories of residents.
Lead-Based Paint - Consult with state and local health and child welfare agencies, examine
data on hazards and poisonings with specific addresses of incidents. The Economic and
Community Development Division will identify the above agencies with the Consultant.
D Submission Requirements. The Consultant will:
Lead Office - Coordinate the consolidated planning and submission process. The
Consolidated Plan, with the City's Economic and Community Development Division as lead
agency, must describe activities the City will undertake to enhance coordination with other
grantees such as the City of Miami, City of Hialeah, and Metro-Dade County. Must describe
means of coordination and cooperation.
Institutional Structure - Explain the structure to carry out the plan, including non-profit
organizations and public institutions. Must assess the strengths and gaps in delivery sy~em
with strategy for addressing gaps.
Citizen Participation
D The Consultant will review the City's Citizen Participation Plan to ensure that it addresses
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the following:
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Participation - The Plan must provide for and encourage citizen participation, emphasizing
the involvement of income-eligible residents.
Access to Meetings - Adequate, timely notification so citizens can attend local meetings and
public forums.
Access to Information - Citizens, public agencies, and other interested parties, including
those most affected must have the opportunity to receive information, review and submit
comments on any proposed submission concerning the amount of funds available, including
the estimated amount proposed to benefit income-eligible residents. These groups must also
have access to the Economic and Community Development Division's plans to minimize
displacement and assist those displaced as a result of these activities. The consultant will
review the City's existing Comprehensive Plan to ensure compliance with the Consolidated
Plan Regulations. Technical assistance must be provided to all income-eligible groups.
Public Hearings - The consultant will coordinate and attend at least two (2) public hearings
and will draft appropriate responses to any citizen comments received. Public hearings must
be held to obtain views of citizens, public agencies and other interested parties and to
identify housing and community development needs. A review of proposed uses of funds
and program performance must also be conducted. Hearings are to be conveniently timed
for people who might or will benefit from program funds. Hearings must be accessible to
people with disabilities and be adequately publicized.
Timely Response - Written responses must be provided to all written comments within 15
days.
Non-English Speaking Residents - Must be identified and their needs accommodated for
adequate participation in all stages of the process.
Publishing Consolidated Plan - The Economic and Community Development Division
must publish the proposed consolidated submission by June 1. 1998. so that affected
citizens have sufficient opportunity to review it and provide comments. The views of
the citizens, public agencies and other interested parties must be considered when preparing
the final consolidated submission and summary of such comments must be attached to the
:final submission.
Comments on Plan - Citizens must be allowed 30 days for comments on the proposed plan.
Substantial Change - Prior to the submission of any substantial change in the proposed use
of funds, citizens must have reasonable notice and opportunity to comment on the proposed
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amendment.
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HOUSING AND COMMUNITY DEVELOPMENT NEEDS
o The Consultant will, in conjunction with the Economic and Community Development
Division, prepare and submit statistical and analytical information that provides an overall
picture of needs and identify sources of data utilized. The needs information must be
sufficient to support the housing and community development strategy, including priorities,
objectives and strategies for achieving desired results.
o Submission Requirements - The Consultant will:
Affordable Housing Needs - Provide an estimate of housing needs projected including a
concise statement of the needs for assistance among income-eligible residents.
Homeless Needs - Describe the nature and extent of homelessness, estimate the special
needs of sheltered and unsheltered families and persons whom are homeless or threatened
with homelessness. MUst present a concise inventory of facilities and services that meet the
emergency shelter and transitional housing needs of homeless persons.
Public Housing Needs - Describe the nwnber and physical condition of public housing
projects. Must identify the public housing developments that receive funds through an
approved HUD Comprehensive Grant Program.
Special Needs Facilities and Services - Describe to the extent the information is available,
the facilities and services that assist persons who are not homeless but who require
supportive housing, and programs for ensuring that persons returning from mental and
physical institutions receive appropriate supportive housing.
Lead-Based Paint Needs - Estimate the nwnber of housing units that are occupied by
income-eligible residents that contain lead-based paint hazards, as defined in Section 1004
of the Residential Lead-Based Paint Hazard Reduction Act of 1992.
Market Conditions - Describe the significant characteristics of the housing market in terms
of the supply, demand, condition, and the cost of housing. Must describe how those
characteristics will influence the use of funds made available for rental assistance, production
of new units, rehabilitation of old units or acquisition of existing units.
Barriers to Affordable Housing - Explain whether the cost of housing or the incentives to
develop, maintain, or improve affordable housing are affected by public policies, particularly
those of the City of Miami Beach. Such policies include tax policy, land use controls, zoning
ordinances, building codes, fees and charges, growth limits, and other policies that affect the
return on residential investment.
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Fair Housing - Complete an analysis of impediments to fair .kousing choice or assist in
updating the existing document. The analysis is not required to be submitted as part of the
Consolidated Plan, but the Economic and Community Development Division must certify
that it has completed the analysis.
HOUSING AND COMMUNITY DEVELOPMENT STRATEGIC PLAN
D The Consultant will produce a Strategic Plan that brings needs and resources together in a
coordinated housing and community development strategy. The strategy must be developed
to achieve three goals: Provide decent housing, create suitable living environments, and
expand economic opportunities, principally for low, very low and poverty income residents.
D Submission Requirements:
National Purposes - The plan must be developed in accordance with the following statutory
goals: Elimination of slums and blight, elimination of conditions that are detrimental to
health, safety and public welfare, conservation and expansion of the nation's housing stock,
expansion and improvement of the quantity and quality of community services, better
utilization of land and other natural resources, reduction of the isolation of income groups
within communities and geographical areas, restoration and preservation of properties of
special value, alleviation of physical and economic distress, and conservation of the nation's
scarce energy resources.
Number of Years Plan Covers - Must state that the Economic and Community
Development Division has adopted a strategic plan.
Strategic Plan Elements:
D Identification of Private and Public Resources - Must identify resources from private
and public sources to carry out the plan, including those amounts allocated under
HUD formula grant programs. Must explain how funds made available will leverage
additional funds, and identify publicly owned land or property that may be utilized
to carry out the plan.
D Housin~ and Communi~ Develqpment OQjective and PrQjects - Must describe
actions, projects and programs intended to be initiated and/or completed, and how
they may be coordinated to increase their benefit to income-eligible residents.
Describe reason for allocation priorities and the connection between priority needs,
activities, and the use of funds. As applicable, the following concerns must be
addressed, preferably through a coordinated strategy:
Housing Priorities - Must set forth plans for investing available housing resources,
indicating the general priorities for allocating investment geographically within the
city of Miami Beach and among different activities and housing needs. Must
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describe how identified homeless needs will be addresseck Must describe the reasons
for funding priorities in the Action Plan.
Priority Non-housing Community Development Needs - Must identify "priority
non-housing community development needs" for which CDBG funds may be used,
including public improvements, public facilities, public services and economic
development.
Continuum of Care for the Homeless - Must describe a strategy for developing a
homeless system that a). helps low-income families avoid becoming homeless; b).
addresses the emergency shelter and transitional housing needs of homeless person;
and c). helps homeless persons make the transition to permanent and independent
living. Needed supportive services must be considered for each of these stages.
Public Housing - Must describe the public housing agency's strategy for a).
improving the management and operation of its public housing, and b). improving
the living environment of its residents. Must describe activities that will be
undertaken to encourage public housing residents to become more involved in
management and participate in homeownership.
Lead-based paint - Must describe actions that are proposed or are being taken to
evaluate and reduce lead-based paint hazards, and how that reduction is being
integrated into the housing policies and programs.
Reduction of Barriers - Must describe actions to eliminate or reduce barriers under
housing and community development needs and identify any obstacles to addressing
under-served needs.
D Coordination - Must describe the coordination of various sources, including funding sources
to be used, departments, agencies, people and organizations to be included, and facilities and
programs to be incorporated, to achieve its stated objectives. In consultation with other
appropriate public and private agencies, it must be stated how the objectives, program, and
policies for producing and preserving affordable housing set forth in this submission will be
coordinated with other programs and services, and the extent to which they will reduce the
number of households with incomes below the poverty line.
ACTION PLAN: ONE YEAR USE OF FUNDS
D The Consultant will prepare a one (1) year Action Plan that lists the activities and projects
the City intends to assist with anticipated program income and funds received during the next
program year under the HOME, CDBG, ESG, HOPW A, Public Housing Comprehensive
Grant and other HUD programs for meeting housing and community development
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objectives.
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o Submission Requirements:
Description - The Annual Funding Plan must describe the eligible programs, projects and
activities to be undertaken with funds made available and their relationship to the priority
housing and community development needs.
Locations - The Annual Funding Plan must be described in sufficient detail, including
geographic location, to allow citizens to determine the degree to which they may be affected.
Lead Agencies - The Economic and Community Development Division must be identified
as the agency administering various projects, programs or activities, indicating the assigned
responsibility .
Housing Goals - The goals must be identified for the number of households it will provide
affordable housing according to the standards in Section 215 of Title II of the National
Affordable Housing Act of 1990, as amended.
Monitoring - Must identify standards and procedures which will be used to monitor housing
and community development activities and to ensure long-term compliance with the
appropriate regulations and statutes.
o Specific HOME Submission Requirements - The Consultant will review the City's HOME
Program Description to ensure that the following is included:
Resale Provisions - For first-time homeownership activities, the jurisdiction must describe
its resale or recapture guidelines that will ensure the affordability of units acquired with
HOME funds.
Tenant-Based Rental Assistance - Must describe how its tenant based rental assistance
program will meet the minimum guidelines described in the HOME regulations at 24 CFR
sections 92.210 and/or 92.211.
Other forms of Investment - Must describe other forms of investment other than those
described in 24 CFR section 92.205 (b) intended to be used.
Affirmative Marketing - Must describe the policy and procedures it will follow to m~t the
affirmative marketing and minority and women business outreach requirements as defined
in 24 CFR section 92.350 and section 92.351, respectively.
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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SECTION m - PROPOSAL FORMAT-":I
Proposals must contain the following documents, each fully completed and signed as required.
Proposals which do not include all required documentation or are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A CONTENTS OF PROPOSAL
1. Table of Contents --
Outline in sequential order the major areas of the proposal, including enclosures. All
pages must be consecutively numbered and correspond to the table of contents.
2. Prqposal Points to Address:
Proposer must respond to all minimum requirements listed below, and provide
documentation which demonstrates ability to satisfy all of the minimum qualification
requirements. Proposals which do not contain such documentation may be deemed
non-responsive.
3. Price Proposal
Proposer must include price which will be charged to the City.
3. Acknowled~ent of Addenda and Proposer Information forms (Section VIII)
4. Any other document reQuired by this RFP. such as a Questionnaire or Prqposal
Guaranty.
B. MINIMUM REQUIREMENTS I QUALIFICATIONS:
Qualified firms interested in providing the services described are invited to submit a
complete proposal for consideration. The proposal shall address the items listed below.
Non-compliance with the list of requested items will be sufficient cause for non-acceptance
of the proposal.
1. Bibliography of project in which services were rendered under the same name as the
firm submitting the proposal (any deviatioD from this must be accompanied by
evidence which demonstrates that the principal members of the firm credited wi1:!t the
project in the bibliography are substantially the same as those submitting the
proposal; the City of Miami Beach has the right to accept or reject such evidence).
Each project listed in the bibliography shall include the following information:
a. Location
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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b.
Description
~
c. Client
d. Cost of Project
e. Specific service performed by the firm submitting the proposal and principal
in charge
f. Whether or not the firm was the principal firm in charge of project, if not, the
name of the principal firm
g. Completion Date
h. References in the form of a contact person familiar with the project and the
services performed by the firm. List name, address, and phone number of
contact person.
In the case of team submittals or joint venture submittals, the bibliography
shall clearly specify which individual firm was responsible for the project
listed.
2. Identification of all staff members of the firms which comprise the team, tasks they
will perform on the proposed project, and their experience and qualifications.
3. Identification of all sub-consultants who are to participate in the project, including
the respective tasks they are to perform and evidence of their qualifications.
4. A complete description of the firm's proposed method of carrying out the work,
including methods of coordination with City personnel and other governmental
agencies. A time schedule should also be provided to outline the period of time
necessary for completion of all contract services required for this project.
5. Supporting statements indicating the finn(s) has an Affirmative Action Program.
6. State of Florida Form PUR 7068, Sworn Statement under Section 287.133 (3) (a)
Florida Statute on Public Entity Crimes, pages 10 and 11.
COMPUTER SYSTEM
The Consultant will prepare the Consolidated Plan using HUD's "Communities 2020"
innovative computerized submission software package to design its submission and meet
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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Consolidated Plan requirements. The system coordinates the following capabilities into a
unique software design:
o A mapping system to show geographically the areas of greatest need within the
jurisdiction and where the grantee plans to address its need.
D Graphics capabilities to present information to citizens in a meaningful format, such
as charts or graphs. .
D A database function to input required data elements for aggregation at the national
and local levels.
D A wordprocessing function to create narrative responses where appropriate.
D Citizens and local interest groups should be able to review the plan in computer disk
format.
The consulting finn( s) must have successful experience in preparing documents to be submitted to
U.S. HUD. The selected consulting firm(s) will be responsible for reviewing the City's existing three
year Consolidated Plan currently adopted by the City of Miami Beach and address recommendations
made by the City Administration and U.S. HUD in order to prepare a refined and improved Plan.
Besides working with the Economic and Community Development Division, the consulting finn(s)
must also prepare the Consolidated Plan in close consultation with the City's Development, Design
and Historic Preservation Department (DDHP) to ensure concurrence with the City's Comprehensive
Plan, as amended, and with particular regard to the land use and housing elements.
The firm(s) will be responsible for incorporating the above data into a complete published document
including charts and other specifications as well as provide said data on disk. The firm(s) will be
responsible for presenting the City with the completed final Consolidated Plan and diskette
by July 15. 1998. in order to receive City Commission approval for the Plan prior to submission
to HUD.
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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SECTION IV - EV ALUATION/SELECTION PROCESS: CRITEllIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is desired,
proposers may be requested to make additional written submissions or oral presentations
before the Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the-Evaluation Committee believes to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
A review and evaluation of the responses to the RFP will be the basis for selection of the
firm judged to be the best qualified to perform these services.
The Selection Committee will review all responsive proposals received and base its selection
on the following criteria:
o Experience and qualifications of the firm as demonstrated by proposal responses.
o Qualifications of the personnel who will be assigned to work with the City.
o Proposal fees.
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals acceptance of which the
City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light o.fthe
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject the City
Manager's recommendation(s) and select another proposal or proposals. In any case, the
City Commission shall select the proposal or proposals acceptance of which the City
Commission deems to be in the best interest of the City. The City Commission may also
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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reject all proposals.
-...t
8. Negotiations between the selected proposer and the City Manager take place to arrive at a
contract. If the City Commission has so directed, the City Manager may proceed to negotiate
a contract with a proposer other than the top-ranked proposer if the negotiations with the top-
ranked proposer fail to produce a mutually acceptable contract within a reasonable period of
time.
9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, .or rejection.
10. rf and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract(s) after the selected
proposer(s)-has or have done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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SECTION V - GENERAL PROVISIONS5
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all
of its right, title, or interest therein, or its power to execute such contract to any
person, firm, or corporation without prior written consent of the City. Any
unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold hannless
the City of Miami Beach and its officers, employees, and agents, from and against
any and all actions, claims, liabilities, losses and expenses, including but not limited
to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of
or damage to property, in law or in equity, which may arise or be alleged to have
arisen from the negligent acts or omissions or other wrongful conduct of the
successful proposer, its employees, or agents in connection with the performance of
service pmsuant to the resultant Contract; the successful proposer shall pay all such
claims and losses and shall pay all such costs and judgments which may issue from
any lawsuit arising from such claims and losses, and shall pay all costs expended by
the City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
rfthrough any cause within the reasonable control of the successful proposer, it shall
fail to fulfill in a timely manner, or otherwise violate any of the covenants,
agreements, or stipulations material to the Agreement, the City shall thereupon have
the right to terminate the services then remaining to be performed by giving written
notice to the successful proposer of such termination which shall become effective
upon receipt by the successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with
the Agreement for all services performed by the proposer prior to termination, net of
any costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability
to the City for damages sustained by the City by virtue of any breach of the
Agreement by the proposer, and the City may reasonably withhold payments to the
successful proposer for the purposes of set off until such time as the exact amount of
damages due the City from the successful proposer is determined.
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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D. . TERMINATION FOR CONVENIENCE OF CITY ~.
The City may, for its convenience, terminate the services then remaining to be
performed at any time without cause by giving written notice to successful proposer
of such termination, which shall become effective thirty (30) days following receipt
by proposer of the written termination notice. In that event, all finished or unfinished
documents and other materials shall be properly delivered to the City. rf the
Agreement is terminated by the City as provided in this section, the City shall
compensate the successful proposer in accordance with the Agreement for all
services actually penormed by the successful proposer and reasonable direct costs
of successful proposer for assembling and delivering to City all documents. Such
payments shall be the total extent of the City's liability to the successful proposer
upon a termination as provided for in this section.
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
20
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SECTION VI - SPECIAL TERMS AND CONDD'IONS
INSURANCE REQUIREMENTS
A. INSURANCE REQUIREMENTS FOR CONSULTANTS
Where the specifications include insurance requirements, it should be noted by the proposer
that in order to meet the City's requirements, there may be additional insurance costs to the
proposer. It is, therefore, imperative that the proposer discuss these requirements with its
agent so that allowance can be made for any additional costs in the basic estimated fee.
The successful proposer will be required to maintain in full force and effect for the duration
of the contract a policy of professional liability covering the services and activities required
in this contract.
The Consultant shall not commence any work pursuant to this Agreement until all insurance
required has been obtained and such insurance has been approved by the City's Risk
Manager. The Consultant shall maintain and carry in full force during the term of the
Agreement and throughout the duration of this project the following insurance:
1. Consultant Professional Liability (Errors and Omissions) in the amount of $500,000
per occurrence. A certified copy of the Consultant's (and any subconsultant's)
Insurance Policy must be filed and approved by the Risk Manager prior to
commencement. The City of Miami Beach must be named as an additional insured
on this policy.
2. Workers Compensation and Employers Liability as required per Florida statutes.
3. Thirty (30) days written notice of cancellation or substantial modification in the
insurance coverage must be given to the City by the Consultant and his insurance
company.
4. The insurance must be furnished by insurance companies authorized to do business
in the State of Florida and approved by the City's Risk Manager.
5. Original certificates of insurance for the above coverages must be submitted to the
City's Risk Manager for approval prior to any work commencing. These certificates
will be kept on file in the office of the Risk Manager. Upon each anniversary or
expiration of the policy, a new certification and policy must be presented to the Risk
Manager.
6. The Consultant is responsible for obtaining and submitting all insurance certificates
for their Consultants.
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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AU insurance policies must be issued by companies authorized to-do business under the laws
of the State of Florida. The companies must be rated no less than "B+" as to management
and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide,
published in the latest edition of A.M. Best Company, Oldwick, New Jersey, or its
equivalent, subject to the approval of the City's Risk Manager.
Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities
and obligations under any portion of the Agreement, and the City shall have the right to
obtain from the Consultant specimen copies of the insurance policies in the event that
submitted certificates of irisurance are inadequate to ascertain compliance with required
coverages.
All of Consultant's certificates, above, shall contain endorsements providing that written
notice shall be given to the City at least thirty (30) days prior to termination, cancellation,
or reduction in coverage in the policy.
Unless directed by the -City otherwise, the Consultant shall not commence any services
pursuant to this Agreement until the City has received and approved, in writing, certificates
of insurance showing that these requirements (in their entirety) have been met and provided
for.
Alternate coverage or any changes to these requirements which may be necessary will be
determined by and are subject to prior approval of the City Manager or his/her designee.
SECTION VII - ATTACHMENTS
N/A
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
22
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. SECTION VIII - PROPOSAL DOCUMENTS TO BE OOMPLETED
AND RETURNED TO CITY
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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PROPOSER INFORMATION --::
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and all
proposals, to make awards on all items or any items according to the best interest of the City,
and to waive any irregularities in the RFP or in the proposals received as a result of the RFP.
It is also understood and agreed by the proposer that by submitting a proposal, proposer shall
be deemed to understand and agree than no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluation/selection process until and unless a
contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(printed Name)
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
24
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REQUESTFORPROPOSALSNO.~9~~
ACKNO~EDGMENTOFADDENDA
Directions: Complete Part r or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection with
this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part ll:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(proposer - Name)
(Date)
(Signature)
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
2S
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DECLARATION
-':;
TO: Jose Garcia-Pedrosa
City Manager
City of Miami Beach, Florida
Submitted this
day of
, 1997.
The undersigned, as proposer, declares that the only persons interested in this proposal are named
herein; that no other person has any interest in this proposal or in the Contract to which this proposal
pertains; that this proposal is made without connection or arrangement with any other person; and
that this proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
docmnent for the purpose of establishing a formal contractual relationship between the proposer and
the City of Miami Beach, Florida, for the performance of all requirements to which the proposal
pertains.
The proposer states that the proposal is based upon the docmnents identified by the following
nmnber: RFP No. 6-97/98
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
26
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Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a COJlloration. answer this:
When Incorporated:
In what State:
If Foreip Cor:poration:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
RFP NO.: 6-97/98
DATE: 11/19/97
QUESTIONNAIRE --:;
CITY OF MIAMI BEACH
27
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Questionnaire (continued)
~
If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
I. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the proposed
project ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made,
failed to complete a contract during the past five (5) years, or been declared to be in
default in any contract in the last 5 years?
If yes, please explain:
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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Questionnaire (continued)
-Ai
4. Has the proposer or any of its principals ever been declared bankrupt or reorganized
under Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed
necessary.
5. Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or
Municipal Court of any violation of law, other than traffic violations. To include
stockholders over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pendmg or completed involving the corporation, partnership or
individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
c. List any criminal violations and/or convictions of the proposer and/or any of its
principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or
perceived conflicts of interest in connection with this proposal:
(If none, so state.)
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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The proposer understands that information contained in this Questionnaire will be relied upon by the City in
awarding the proposed Agreement and such information is warranted by the proposer to be true. The
undersigned proposer agrees to furnish such additional information, priOl~to acceptance of any proposal
relating to the qualifications of the proposer, as may be required by the City Manager.
The proposer further understands that the information contained in this questionnaire may be confirmed
through a background investigation conducted by the Miami Beach Police Department. By submitting this
questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to
fingerprinting and providing information for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
By:
Signature
(General Partner)
(print Name)
(print Name)
WITNESSES:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
RFP NO.: 6-97/98
DATE: 11/19/97
CITY OF MIAMI BEACH
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