98-22672 RESO
RESOLUTION NO.
98-22672
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING
THE RANKING OF PROPOSALS RECEIVED; AND
AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE THE ATTACHED AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES WITH THE
NUMBER-ONE RANKED FIRM, FLORIDA PLANNING
GROUP, INC., PURSUANT TO REQUEST FOR PROPOSAL
NO. 6-97/98 FOR PROFESSIONAL CONSULTING SERVICES
FOR PREPARATION OF A FIVE (5) YEAR CONSOLIDATED
PLAN.
WHEREAS, on December 4, 1997 the City issued a Request for Proposals (RFP) No. 6-
97/98 for preparing a Consolidated Plan for the City of Miami Beach; and
WHEREAS, notices and specification packages for RFP No. 6-97/98 were issued on
December 4, 1997, resulting in two timely responses; and
WHEREAS, the appointed Selection Committee met on February 9, 1998, and selected the
proposal submitted by Florida Planning Group, Inc., as the top-ranked proposal and recommended
to the City Manager that a contract be negotiated with the firm; and
WHEREAS, the City Manager has reviewed tHe recommendation of the Selection
Committee and concurs with the Selection Committee's recommendation.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission herein accept the ranking of the proposals received; and authorizes the Mayor and City
Clerk to execute an agreement for professional consulting services with the number-one ranked firm,
Florida Planning Group, Inc., pursuant to RFP No. 6-97/98, for professional consulting services for
preparation of a five (5) year Consolidated Plan.
PASSED and ADOPTED, this ~ day of March, 1998. f!!1~
ATIEST: if/1
() 1 I 10 MAYOR
---f4(MMJ V aA~
CITY CLERK
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
1IL f/M-:-
City Attorney
2/2--~/9J!
Date
~ITY OF MIAMI BEACH
ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
!tp:\\ci.miami-beach. fl. us
COMMISSION MEMORANDUM NO. I ~ 1- CJB
TO:
Mayor Neisen O. Kasdin and
Members of the City Comm' sion
DATE: March 4,1998
SUBJECT:
A RESOLU ON OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RANKING OF
PROPOSALS RECEIVED; AND AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE THE ATTACHED AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES WITH THE NUMBER-ONE
RANKED FIRM, FLORIDA PLANNING GROUP, INC., PURSUANT TO
REQUEST FOR PROPOSAL NO. 6-97/98, FOR PROFESSIONAL
CONSULTING SERVICES FOR PREPARATION OF A FIVE (5) YEAR
COl'iSOLIDA TED PLA:\.
FROM:
Sergio Rodriguez
City Manager
ADMINISTRATION RECOl\lMENOATION:
Approve the Resolution.
FUNDING:
Funds are available from the federal Community Development Block Grant (CDBG) and will have
no impact on the General Funds of the City.
BACKGROUND:
The City solicited proposals from responsible consultants to research, document, draft and submit
a Consolidated Plan to the U. S. Department of Housing and Urban Development (HUD) by August
15, 1998. This plan will serve as a planning document at the local level, an application for federal
funding and outline strategies for administering and reporting on HUD programs.
Notices were mailed to 35 consultants and specifications were distributed to 18 prospective
proposers. The responses for this Request for Proposals were due no later than II :00 a.m. on
January 13, 1998. Proposals were received from the following two firms:
Bermello, Ajamil & Partners, Inc.
Florida Planning Group, Inc.
DATE
e,A
3-~-c}6
AGENDA ITEM
Commission Memorandum
Page Two
The selected consulting firm, Florida Planning Group, Inc. (FPG), will be responsible for presenting
the City with the completed Consolidated Plan by July 1, 1998, in order to receive City Commission
approval for the Plan before the submission deadline in August.
ANAL YSIS:
The Selection Committee, after listening to presentations and asking questions of the two firms,
unanimously agreed that Florida Planning Group, Inc. was the most qualified and knowledgeable
in the U.S. HUD consolidated planning process and federal regulations and did not rank Bermello,
Ajamil & Partners, Inc. for consideration for award. The Selection Committee also indicated that
should the Administration not be able to successfully execute an agreement with FPO, that the other
proposal be rejected and a new Request For Proposals be issued.
During the presentation conducted by FPG, the Administration indicated that even though U.S. HUD
mandates only two public hearings during the preparation of the Plan, the City is interested in the
consultant conducting six (6) to eight (8) public hearings in order to ensure appropriate public
participation and input during this process. The representative from FPG informed the Selection
Committee that their original proposed cost of $19,900 was consistent with the requirements of the
RFP and U.S. HUD. However, they were ready to negotiate on the cost of providing any additional
serVIces.
The Administration indicated that Miami Beach has experienced significant demographic changes
since the 1990 Census. Therefore, the Selection Committee inquired ahout the possibility of
utilizing not only the 1990 Census data hut more recent and updated figures rhe representative
from FP(1 indicated that U.S. HUD requires that the figures from the lales1 c,'nSlh be uSl.,d as the
otlicial Plan statistics, however they were able to obtain updawd data lh;l1 could al~;o be incorporated
to provide the City's Plan with a more accurate picture of demographic change in the community.
The costs of this additional service would be negotiated with the City. The City has negotiated the
attached Agreement for professional consulting services with FPG, including the additional services
requested, at a total cost of$35,700.
In accordance with the terms of the RFP, the City Manager has reviewed the Selection Committee's
recommendation and concurs with their ranking of proposals.
CONCLUSION:
The Administration recommends that the Mayor and City Commission accept the ranking of the
proposals received; and authorize the Mayor and City Clerk to execute an agreement for professional
consulting services with the top-ranked firm, Florida Planning Group, Inc.; pursuant to RFP No, 6-
97/98, for professional consulting services for preparation of a five (5) year Consolidated Plan.
SR:'}';fM: W. JER ~bc
ATTACHMENT
I. \1l1l1l1'\$Al.I.\JOIIN\KJ-I' ( 1'1 ^' O,,\!'I AN\SFI.F(,OM2 MIM
CITY OF MIAMI BEACH
Community/Economic Development
Interoffice Memorandum
to
From:
City Clerk's Office
Attention: Mercy Williams
Joanna Revelo IV --
Community D~ent Projects Coordinator
Date: March 25, 1998
To:
Subject: Professional Services Agreement with Florida Planning Group
Enclosed are the three original professional services agreement that have been signed by the Florida
Planning Group. Per your request, I am returning them to your attention. Once all three originals
have been fully executed, I understand one will be forwarded to this office, one will be sent to the
Florida Planning Group and one will stay with your office.
If there are questions, please call me at extension 6175. Thank you.
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND THE
FLORIDA PLANNING GROUP, INC.
THIS AGREEMENT made this ~ day of
March
, 199B by and between the CITY
OF MIAMI BEACH, FLORIDA (City), which term shall include its officials, successors, legal
representatives, and assigns, and the FLORIDA PLANNING GROUP, INC., (Consultant).
SECTION 1
DEFINITIONS
Agreement:
This written Agreement between the City and the Consultant.
City Manager:
"City Manager" means the Chief Administrative officer of the City.
Consultant:
For the purposes of this Agreement, Consultant shall be deemed to be
an independent contractor, and not an agent or employee of the City.
Final Acceptance:
"Final Acceptance" means notice from the City to the Consultant that the
Consultant's Services are complete as provided in Section 4.10 of this
Agreement.
Fixed Fee:
Fixed amount paid to the Consultant to allow for its costs and margin of
profit.
Project
Coord i nator:
The individual designated by the City to coordinate, direct and review
on behalf of the City all technical matters involved in the Scope of Work
and Services.
Proposal
Documents:
Proposal Documents shall mean the a) Request for Proposals No.6-97/9B
(RFP No.6-97/9B) for professional consulting services for preparation of
a five (5) year Consolidated Plan for the City of Miami Beach, issued by
the City, in contemplation of this Agreement, together with all
amendments, and b) the Consultant's proposal (Proposal) which is
incorporated by reference in this Agreement and made a part hereof.
Risk Manager:
The Risk Manager of the City, with offices at 1700 Convention Center
Drive, Third Floor, Miami Beach, Florida 33139.
Services:
All services, work and actions by the Consultant performed pursuant to
or undertaken under this Agreement described in Section 2.
Termination:
Termination of Consultant Services as provided in Section 4 of this
Agreement.
Task:
A discrete portion of the Scope of Services to be accomplished by the
Consultant, as described in Section 2 below, if directed and authorized.
SECTION 2
SCOPE OF WORK AND SERVICES REQUIRED
The scope of work for this project to be performed by the Consultant is set forth in Exhibit
"A," entitled "Scope of Services".
SECTION 3
COMPENSATION
3.1
FIXED FEE
Consultant shall be compensated for the Services performed herein on a fixed fee basis
of Thirty-Five Thousand, Seven Hundred and 00/100 Dollars ($35,700.00); for providing the
Services as set forth in Exhibit "A" hereto, such fixed fee to be paid as follows:
Phase 1.
Upon completion of review of Citizens Participation Plan
$ 7,140
Phase 2.
Upon completion and submission of first complete
draft of the Consolidated Plan
$10,710
Phase 3.
Upon completion of Plan for Citizen Comment
$10,710
Phase 4.
Upon completion and submission of final
Consolidated Plan to the City
$ 7.140
TOTAL
$35,700
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3.2
METHOD OF PAYMENT
Payment shall be made to the Consultant pursuant to invoices or other submissions by
the Consultant which detail or represent the completion of the above-described phases of the
Services set forth in Exhibit "A".
Consultant shall submit an invoice documenting the completion of the proportion of
the Services performed in each phase of the work. All submissions shall contain a statement
that the items set forth therein are true and correct and in accordance with the Agreement.
After approval by the City's Project Coordinator, payments shall be made within thirty (30)
days.
SECTION 4
GENERAL PROVISIONS
4.1
RESPONSIBILITY OF THE CONSULTANT
With respect to the performance of the Services, the Consultant shall exercise that
degree of skill, care, efficiency and diligence normally exercised by recognized professionals
with respect to the performance of comparable Services. In its performance of the Services,
the Consultant shall comply with all applicable laws and ordinances, including but not limited
to applicable regulations of the City, County, State, Federal Government, ADA, EEO
Regulations and Guidelines.
4.2
PUBLIC ENTITY CRIMES
State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida
Statute on Public Entity Crimes as available from the office of the City Clerk, shall be filed by
Consultant.
4.3
PROIECT MANAGEMENT
The Consultant shall appoint a qualified individual acceptable to the City to serve as
Project Manager for the Services who shall be fully responsible for the day-to-day activities
under this Agreement and who shall serve as the primary contact for the City's Project
Coordinator.
4.4
DURA liON AND EXTENT OF AGREEMENT
The term of this Agreement shall be for a period of six (6) months from the date of
execution of this Agreement. However, any additional services requested by the City within
such six (6) month period, may require the extension of the term of the Agreement, as
mutually agreed in writing by the parties prior to their commencement.
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4.5
TIME OF COMPLETION
The Services to be rendered by the Consultant shall be commenced upon receipt of a
written Notice to Proceed from the City subsequent to the execution of this Agreement and
Consultant shall adhere to the completion schedule as referenced by Exhibit "A" hereto.
4.6
NOTICE TO PROCEED
Unless otherwise directed by the City, the Consultant shall proceed with the work only
upon issuance of a Notice to Proceed by the City.
4.7
OWNERSHIP OF DOCUMENTS AND EQUIPMENT
All documents prepared by the Consultant pursuant to this Agreement are related
exclusively to the Services described herein, and are intended or represented for ownership
by the City. Any reuse by Consultant or the parties shall be approved in writing by the City.
4.8
INDEMNIFICATION
Consultant agrees to indemnify and hold harmless, the City of Miami Beach and its
officers, employees and agents, from and against any and all actions, claims, liabilities, losses,
and expenses, including, but not limited to, 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, errors, omissions or other wrongful conduct
of the Consultant, its employees, agents, sub-consultants, or any other person or entity acting
under Consultant's control, in connection with the Consultant's performance of the Services
pursuant to this Agreement; and to that extent, the Consultant shall pay all such claims and
losses and shall pay all such costs and judgements which may issue from any lawsuit arising
from such claims and losses, and shall pay all costs and attorneys fees expended by the City
in the defense of such claims and losses, including appeals. The parties agree that one percent
(1 %) of the total Compensation to the Consultant for performance of this Agreement is the
specific consideration from the City to the Consultant for the Consultant's Indemnity
Agreement.
The Consultant's obligation under this article shall not include the obligation to
indemnify the City of Miami Beach and its officers, employees and agents, from and against
any actions or claims which arise or are alleged to have arisen from negligent acts or
omissions or other wrongful conduct of the City and its officers, employees and agents. The
parties each agree to give the other party prompt notice of any claim coming to its knowledge
that in any way directly or indirectly affects the other party.
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4.9
INSURANCE REQUIREMENTS
The Consultant shall maintain and carry in full force during the term of this Agreement
and throughout the duration of this project the following insurance:
1. Consultant's Professional Liability (Errors and Omissions) in the amount of
$500,000.00 per occurrence. A certified copy of the Consultant's (and any sub-
consultants') Insurance Policy must be filed with and approved by the Risk
Manager prior to commencement.
2. Workers Compensation & Employers Liability as required pursuant to Florida
statute.
3. Thirty (30) days written notice of cancellation or substantial modification in the
insurance coverage must be given to the City's Risk Manager 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 coverage 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, 3rd Floor, City
Hall.
6. The Consultant is responsible for obtaining and submitting all insurance
certificates for their sub-contractors.
All 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 by 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 this Section or under any other portion of this 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 insurance are inadequate to ascertain
compliance with required overage.
4.9.1 Endorsements
All of Consultant's certificates, above, shall contain endorsements providing that
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written notice shall be given to the City at least thirty (30) days prior to termination,
cancellation or reduction in coverage in the policy.
4.9.2 Certificates
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 the requirements of this Section (in its entirety) have been met and
provided for.
4.10 FI NAL ACCEPTANCE
When the Services have been completed, the Consultant shall so advise the City in
writing. The Consultant shall submit their request for final acceptance after the City receives
final written approval of the Consolidated Plan, Action Plan and Strategic Plan from both the
City's Project Coordinator and the United States Department of Housing & Urban
Development.
4.11
TERMINATION. SUSPENSION AND SANCTIONS
4.11.1
Termination for Cause
If through any cause within the reasonable control of the Consultant, the Consultant
shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements,
or stipulations material to this Agreement, the City shall thereupon have the right to terminate
the Services then remaining to be performed. Prior to exercising its option to terminate for
cause, the City shall notify the Consultant of its violation of the particular terms of this
Agreement and shall grant Consultant ten (10) days to cure such default. If such default
remains uncured after ten (10) days, the City, upon three (3) days' notice to Consultant, may
terminate this Agreement.
In that event, all finished and unfinished documents, data, studies, surveys, drawings,
maps, models, photographs, reports and other work products prepared by the Consultant and
its subcontractors shall be properly del ivered to the City and the City shall compensate the
Consultant in accordance with Section 3 for all Services performed by the Consultant prior to
Termination.
Notwithstanding the above, the Consultant 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 Consultant
and the City may reasonably withhold payments to the Consultant for the purposes of set-off
until such time as the exact amount of damages due the City from the Consultant is
determined.
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4.11.2
Termination for Convenience of City
The City may, for its convenience, terminate the Services then remaining to be
performed at any time by giving written notice to Consultant of such termination, which shall
become effective seven (7) days following receipt by Consultant of the written termination
notice. In that event, all finished or unfinished documents and other materials as described
in Section 2 shall be properly delivered to the City. If the Agreement is terminated by the City
as provided in this Section, the City shall compensate the Consultant for all Services actually
performed by the Consultant and reasonable direct costs of Consultant for assembling and
delivering to City all documents. Such payments shall be the total extent of the City's liability
to the Consultant upon a Termination as provided for in this Section.
4.11.3
Termination for Insolvency
The City also reserves the right to terminate the remaining Services to be performed in
the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes an
assignment for the benefit of creditors. In such event, the right and obligations for the parties
shall be the same as provided for in Section 4.11.2.
4.11.4
Sanctions for Noncompliance with Nondiscrimination Provisions
In the event of the Consultant's noncompliance with the nondiscrimination provisions
of this Agreement, the City shall impose such Sanctions as the City or the State of Florida may
determine to be appropriate, including but not limited to withholding of payments to the
Consultant under the Agreement until the Consultant complies and/or cancellation,
termination or suspension of the Services, in whole or in part. In the event the City cancels or
terminates the Services pursuant to this Section the rights and obligations of the parties shall
be the same as provided in Section 4.11.2.
4.11.5
Changes and Additions
Each such change in the terms of this Agreement shall be directed by a written Notice
signed by the duly authorized representatives of the Consultant and the City. Said Notices
shall provide an equitable adjustment in the time of performance, a reallocation of the task
budget and, if applicable, any provision of this Agreement which is affected by said Notice.
The City shall not reimburse the Consultant for the cost of preparing Agreement change
documents, written Notices to Proceed, or other documentation in this regard.
4.12 ASSIGNMENT. TRANSFER OR SUBCONTRACTING
The Consultant shall not subcontract, assign, or transfer any work under this Agreement
without the prior written consent of the City.
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4.13 SUB-CONSULTANTS
Notwithstanding Subsection 4.12 above, the City hereby consents to and approves the
subcontracting of certain services to be performed.
The Consultant shall be liable for the Consultant's services, responsibilities and
liabilities under this Agreement and the services, responsibilities and liabilities of sub-
consultants, and any other person or entity acting under the direction or control of the
Consultant. When the term "Consultant" is used in this Agreement, it shall be deemed to
include any sub-consultants and any other person or entity acting under the direction or
control of Consultant.
4.14 EQUAL EMPLOYMENT OPPORTUNITY
In connection with the performance of this Agreement, the Consultant shall not
discriminate against any employee or applicant for employment because of race, color,
religion, ancestry, sex, age, national origin, place of birth, marital status, or physical handicap.
The Consultant shall take affirmative action to ensure that applicants are employed and that
employees are treated during their employment without regard to their race, color, religion,
ancestry, sex, age, national origin, place of birth, marital status, disability, or sexual
orientation. Such action shall include, but not be limited to the following: employment,
upgrading, demotion, or termination; recruitment or recruitment advertising; layoff or
termination; rates of pay, or other forms of compensation; and selection for training, including
apprenticeship.
4.15 CONfliCT OF INTEREST
The Consultant agrees to adhere to and be governed by the Metropol itan Dade County
Conflict of Interest Ordinance (No. 72-82), as amended; and by the City of Miami Beach
Charter and Code, which are incorporated by reference as if fully set forth herein, in
connection with the contract conditions hereunder.
The Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirectly which should conflict in any manner or degree with the
performance of the Services. The Consultant further covenants that in the performance of this
Agreement, no person having any such interest shall knowingly be employed by the
Consultant. No member of or delegate to the Congress of the United States shall be admitted
to any share or part of this Agreement or to any benefits arising therefrom.
4.16 PATENT RIGHTS: COPYRIGHTS: CONFIDENTIAL FINDINGS
Any patentable result arising out of this Agreement, as well as all information, design
specifications, processes, data and findings, shall be made available to the City for public use.
-8-
No reports, other documents, articles or devices produced in whole or in part under
this Agreement shall be the subject of any application for copyright or patent by or on behalf
of the Consultant or its employees or subcontractors.
4.17 NOTICES
All communications relating to the day-to-day activities shall be exchanged between
the Project Manager appointed by Consultant and the Project Coordinator designated by the
City. The Consultant's Project Manager and the City's Project Coordinator shall be designated
promptly upon commencement of the Services.
All other notices and communications in writing required or permitted hereunder may
be delivered personally to the representatives of the Consultant and the City listed below or
may be mailed by registered mail, postage prepaid (or airmailed if addressed to an address
outside of the city of dispatch).
Until changed by notice in writing, all such notices and communications shall be
addressed as follows:
TO CONSULTANT:
Florida Planning Group, Inc.
Attn: Stephen J. Kelly, Partner
9471 Baymeadows Road, Suite 401
Jacksonville, Florida
(904) 733-4120
TO CITY:
City of Miami Beach
Attn: Harry S. Mavrogenes, Assistant City Manager
1 700 Convention Center Drive
Community / Economic Development Division
Miami Beach, FL 33139
(305) 673-7193
WITH COPI ES TO:
Office of the City Attorney
Attn: Murray H. Dubbin, City Attorney
City of Miami Beach
1 700 Convention Center Drive
Miami Beach, FL 33139
(305) 673-7470
Notices hereunder shall be effective:
If delivered personally, on delivery; if mailed to an address in the city of
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dispatch, on the day following the date mailed; and if mailed to an address
outside the city of dispatch on the seventh day following the date mai led.
4.18 LITIGATION IURISDICTION
This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action
is necessary by either party with respect to the enforcement of any or all of the terms or
conditions herein exclusive venue for the enforcement of same shall lie in Miami-Dade
County, Florida.
4.19 ENTIRETY OF AGREEMENT
This writing and the attached Scope of Services embody the entire Agreement and
understanding between the parties hereto, and there are no other agreements and
understandings, oral or written with reference to the subject matter hereof that are not merged
herein and superseded hereby. The Scope of Services is hereby incorporated by reference into
this Agreement to the extent that the terms and conditions contained in the Scope of Services
are consistent with the Agreement. To the extent that any term in the Scope of Services is
inconsistent with this Agreement, this Agreement shall prevail.
No alteration, change, or modification of the terms of this Agreement shall be valid
unless amended in writing, signed by both parties hereto, and approved by the City
Commission of the City of Miami Beach.
This Agreement, shall be governed by and construed according to the laws of the State
of Florida.
4.20 LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can place a
limit on the City's liability for any cause of action for money damages due to an alleged
breach by the City of this Agreement, so that its liability for any such breach never exceeds
the sum of $35,700.00. Consultant hereby expresses its willingness to enter into this
Agreement with Consultant's recovery from the City for any damage action for breach of
contract to be limited to a maximum amount of $35,700.00 less the amount of all funds
actually paid by the City to Consultant pursuant to this Agreement.
Accordingly, and notwithstanding any other term or condition of this Agreement,
Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an
amount in excess of $35,700.00 which amount shall be reduced by the amount actually paid
by the City to Consultant pursuant to this Agreement, for any action or claim for breach of
contract arising out of the performance or non-performance of any obligations imposed upon
the City by this Agreement. Nothing contained in this paragraph or elsewhere in this
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Agreement is in any way intended to be a waiver of the limitation placed upon City's liability
as set forth in Section 768.28, Florida Statutes.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by their appropriate officials, as of the date first entered above.
FOR CITY:
CITY OF MIAMI BEACH, flORI DA
ATTEST:
By:
eow ~ r 0vLJv----
City Clerk
ffl1
By:
Mayor
FOR CONSULTANT:
FLORIDA PLANNING GROUP, INC.
ATTEST:
By:g~
/ President
Corporate Seal:
F:\DDHPI$All \/OHNIRF P-CPLA \FPGCONT 2. 98
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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Exhibit "A"
SCOPE OF SERVICES
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 24 CFR Part 91, involving researching, documenting, drafting, submitting the
document to U.S. HUD 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 MANAGING THE PROCESS
o Pre-submission Requirements
The Consultant will confer and coordinate with appropriate public and private entities
regarding social services, housing needs of the different population groups and hazards
related to lead-based paint.
. 0-' 'Submission Requirements' ;.. .
, Lead'Office. The Consultant will coordinate the consolidafed planning and submission
process with the City's Economic and Community Development Division acting as lead
office.
Institutional Structure. The Consolidated Plan must describe the structure in place to
carry out the Plan including participating non-profit organizations and public institutions,
and address the strengths and gaps in the delivery system. The Consolidated Plan must
also describe the City's efforts to enhance coordination with other grantees.
CITIZEN PARTICIPATION
o The Consultant will review the City's Citizen Participation Plan to ensure that it addresses
citizen participation, access to meetings, access to information, public hearings process,
needs of non-English speaking residents, citizens' comments on the Consolidated Plan,
timely response to comments, and process to amend the Consolidated Plan.
Publishing the Consolidated Plan
The Economic and Community Development Division must publish the proposed
consolidated submission by June 1, 1998, in order for affected citizens to have sufficient
opportunity to review it and provide comments. The views of the citizens, public
Exhibit "A"
agencies and other interested parties must be considered when preparing the final
consolidated submission and a summary of such comments must be attached to the final
submission.
HOUSING AND COMMUNITY DEVELOPMENT NEEDS
D The Consultant in conjunction with the Economic and Community Development
Division will prepare an analysis 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.
D Submission Requirements
The Consultant will provide an analysis that shall include descriptions of affordable
housing needs, homeless population needs, public housing needs, special needs facilities
and services, lead-based paint needs, market conditions, barriers to affordable housing
and fair housing. The Consultant shall also review and provide comment on the existing
Analysis ofImpediments to Fair Housing Choice.
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 for income-eligible residents.
D Submission Requirements
The Plan must be developed in accordance with the following national 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.
The Plan must state that the City has adopted a Strategic Plan and the number of years the
Plan covers.
Strategic Plan Elements
D The Strategic Plan will identify private and public resources and explain how
available funds will leverage additional funding.
D The Strategic Plan must describe housing and community development objectives
and projects. As applicable, the following concerns must be addressed: housing
priorities, priority non-housing community development needs, continuum of care
for the homeless population, public housing, reduction of barriers to affordable
housing, lead-based paint hazards, and reduction of poverty.
o The Strategic Plan must describe the coordination of resources including: funding
to be used, departments, agencies, people, organizations, facilities and programs
to be implemented to achieve its stated objectives.
ACTION PLAN: ONE YEAR USE OF FUNDS
o The Consultant will prepare a One-Year Action Plan that lists the activities and projects
the City intends to fund during the next program year under the HOME, CDBG, ESG,
HOPW A, Public Housing Comprehensive Grant and other U.S. HUD programs for
meeting housing and community development objectives.
o Submission Requirements
The Action Plan must describe federal and other resources available, activities to be
undertaken, geographic distribution, homeless and other special needs activities, other
actions, public housing and monitoring procedures.
o Program-Specific Submission Requirements
The Action Plan must include as part of the HOME Program Description: resale
provisions, tenant-based rental assistance, other forms of investment, and affirmative
marketing procedures.
ADDITIONAL SERVICES
o Conduct six public hearings in addition to the two public hearings required by U.S. HUD.
o Obtain updated demographic data for Miami Beach and incorporate it into the
Consolidated Plan.
COST PROPOSAL
A . Preparation of the Consolidated Plan and One Year Action Plan
$17,500
B. One Year Premium Errors and Omissions Insurance1
Total Cost:
2.400
$19,900
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_.11.
1 As required by the RFP.
20
. '-~
f FLORIDA PLANNING GROUP
INC.
VIA TELEFAX
February 13. 1998
Ms. Joanna Revelo
CommwUty Development
aty of Miami Beach
1700 Convention Cenccr Drive
Miami Beach. Florida 33139
Dear Ms. Rcvelo:
On February 9, the City of Miami Beach held interViews with ftrms inbesu:d in prcparU1, dH:
Oty's ~-year Consolidated Plan. During the Florida Planning Group interview, we were asked for
COSt estm:We5 of:
1. Partic:ipaling in six public meetings. in addition to the two teC{uired public hearings.
and
2. Oixaining updated demographic data and in~1 it into the CouSOH(JJlr.ec1 PIan.
(Please aou: that we would still use me: 1990 census for the afficial Plan SftIrictics; die
addilicma1 data would provide me City's Plan with a picture of how die ~taity's
population is c:hancinr. but would not be based on the same definitions thac HUD
uses to qualify projectS.)
The additional costS wauld be:
1 . P.Jblic paciciparion:
6 additional public meetings
$12.000
2. Updared Demographic data
S S,800
If you bave further questions. please do not hc:siraa: to conUICt us. We look fQnnrd to rhc
Ul'pommity to work with yoa.
Elaine S. W riCht
PriIIcipa1
r-
~.J
ESWIpap-.a1e
1411 .",....", RNd. SIIIM MI, JedSfIlIn&.Itiiri4e Jns6 ('04)- 1JJ4UtJ
FAX (fH) 113-4311
"f FLORIDA PLANNING GROUP
INC.
VIA TELEFAX.
February 20, 1998
Mil. Judith Ford, Director 01 Procurement
Miami Beach Procurement Division
1700 Convention Center Drive, Third Floor
Miami Beach. Florida 33139
Re: RFP H.97/98
Preparation of a Consolidated Plan
Dear Ms. Ford:
This is to confirm this morning's telephone conversation concc:ming public meeting fees for the
subject projcct.
Florida. Planning Oroup, Inc. agrees to participate in up co six public meetings (in addition co the
two required public hearings) for a fee not fD exceed $10.000. We will be compensated by rile Cty
for time and expenses applicable to pn:parin, for and mendin, these meetings. Staff will
parti~ in the preparation. and ur.empt 10 schedule the meetinls in a manner' that will be cost-
effecttve (e.g. arouping them in orderro save travel time: and travel costS).
Please: let me know if there is anything else that we need EO discuss at this rime. We look forward
to working with the City on this project.
SSW/pap_Ie
9411 BdY"'.tulow, ROtId. SuJu 41401. JIICluollllUk. FlDriIltJ 3~Z56 (904) 133-4120
FAX (9IU) 133.()JZB