HomeMy Public PortalAboutResolution No. 23- 172- Resolution amending and ratifying advertisement dates for Human Resources Firm or Entity to serve as Human Resources DirectorSponsored by: City Clerk
RESOLUTION NO. 23-172
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, AMENDING AND
RATIFYING ADVERTISEMENT DATES FOR THE
PREVIOUSLY AUTHORIZED PROCUREMENT PROCESS
RELATED TO RESOLUTION 23-150 FOR AN OUTSIDE
ENTITY FIRM OR PROFESSIONAL TO SERVE AS THE
HUMAN RESOURCES DIRECTOR FOR THE CITY OF
OPA-LOCKA; PROVIDING FOR INCORPORATION OF
RECITALS; PROVIDING FOR CONFLICT; PROVIDING
FOR AN EFFECTIVE DATE
WHEREAS, due to the departure of the City's Human Resources Director, it has
become necessary for the City Commission to secure a Human Resources Director to
provide Human Resources responsibilities to the City of Opa-Locka; and
WHEREAS, at the October 11, 2023 Regular City Commission meeting, the City
Commission of the City of Opa-Locka voted to release a Request for Qualifications
("RFQ") authorizing a procurement process for an outside entity firm or professional to
serve as the Human Resources Director with a procurement release date, a meeting for
short-listed candidates and a selection to take place no later than the end of the Regular
City Commission meeting on October 25, 2023; and
WHEREAS, on October 18, 2023, Resolution 23-150 on was approved by the State
of Florida, however, there was not enough time to issue the RFQ and make a final
decision of a Human Resources Director prior to the October 25, 2023 City Commission
meeting; and
WHEREAS, it was necessary for the Office of the City Clerk to secure new dates
to include: a) a release date of October 20, 2023; b) a due date of November 7, 2023; and
c) an evaluation and selection date of November 8, 2023; and
WHEREAS, the City Commission of the City of Opa-Locka, Florida finds that
amending and ratifying advertisement dates for the previously authorized procurement
process related to Resolution 23-150 is in the best interests of the City of Opa-Locka,
Florida.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA, FLORIDA:
SECTION 1. RECITALS ADOPTED.
Resolution No. 23-172
The recitals to the preamble herein are incorporated by reference.
SECTION 2. AUTHORIZATION
The City Commission of the City of Opa-Locka, Florida hereby authorizes the
amendment of the procurement process for a Request for Qualifications ("RFQ")
for an outside entity firm or professional to serve as the Human Resources
Director related to Resolution 23450 and hereby ratifies the re -advertisement of
new dates to include, but not limited to: a) a release date of October 20, 2023; b) a
due date of November 7, 2023; and c) an evaluation and selection date of
November 8, 2023.
SECTION 3. SCRIVENER'S ERRORS.
Sections of this Resolution may be renumbered or re -lettered and corrections of
typographical errors, which do not affect the intent of this Resolution may be
authorized by the City Attorney without need of public hearing, by filing a
corrected copy of same with the City Clerk.
SECTION 4. CONFLICT
To the extent that there is conflict with this Resolution and any prior Resolution or
policy of the City, this Resolution shall control.
SECTION 5. EFFECTIVE DATE
This Resolution shall take effect upon adoption and shall be provided to the
Governor or Governor's Designee for review.
PASSED and ADOPTED this 25th day of Octob• r, 023.
TTEST:
o Ina Flores, City Clerk
hn r., Mayor
2
Resolution No. 23-172
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
‘e r.iqx
Burnadette Norris -Weeks P.A.
City Attorney
Moved by: Commissioner Bass
Seconded by: Vice Mayor Ervin
VOTE: 4-0
Commissioner Bass YES
Commissioner Kelley YES
Commissioner Williams ABSENT
Vice Mayor Ervin YES
Mayor Taylor YES
3
Sponsored by: City Commission
RESOLUTION NO. 23-150
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING A
PROCUREMENT PROCESS FOR AN OUTSIDE ENTITY
FIRM OR PROFESSIONAL TO SERVE AS THE HUMAN
RESOURCES DIRECTOR FOR THE CITY OF OPA-
LOCKA; PROVIDING FOR INCORPORATION OF
RECITALS; PROVIDING FOR CONFLICT; PROVIDING
FOR AN EFFECTIVE DATE
WHEREAS, due to the recent departure of the City's Human Resources Director,
it has become necessary for the City Commission to secure a Human Resources Director
to provide Human Resources responsibilities; and
WHEREAS, the City Commission desires that a Request for Qualifications
("RFQ") be released substantially in the form attached hereto as Exhibit "A"; and
WHEREAS, Specifically, the City of Opa-Locka desires to authorize a
procurement process for an outside entity firm or professional to serve as the Human
Resources Director with a procurement release date of October , 2023; a close date
for the procurement of October , 2023; a workshop meeting for the City Commission
to sit as the short list committee for discussion of the procurement on October 25, 2023;
and a Regular City Commission meeting selection where the City Manager will select a
firm or professional from at least, two (2) short listed firms and/ or professionals capable
of serving as the City's human resources director, no later than the end of the Regular
Commission meeting of October 25, 2023; and
WHEREAS, the City Commission had previously planned to secure a Human
Resources Professional no later than October 11, 2023, however, legal counsel for the
Inspector General's Office notified the City Attorney on September 22, 2023 that the
Inspector General's Office desired justification on the legal sufficiency of Resolution 23-
141; and
WHEREAS, on September 22, 2023, a comprehensive memorandum was prepared
by the Opa-Locka City Attorney and was directed to Melinda Miguel, Chief Inspector
General, providing complete legal justification supporting the passage of Resolution 23-
141 by the City Commission; and
WHEREAS, at its September 27, 2023 regular City Commission meeting, the City
Commission discussed that although it had passed Resolution 23-141, and the City had
responded through its legal counsel with justification, the Office of Inspector General
Resolution No. 23-150
still had not approved Resolution 23-141 and it appeared that the timelines set forth in
said Resolution would not be met. The City Attorney was directed to communicate with
the attorney for the State Office of the Inspector General; and
WHEREAS, on September 28, 2023, a lengthy telephone conference was held
between the City Attorney and an attorney for the State Office of the Inspector General
(State) regarding Resolution 23-141. In short, the State advised that while the legal
analysis contained within the City's justification memorandum was not being challenged
by the State, the Inspector General's office believed that it would be "best practices" for
the selection to be short-listed by the City Commission but selected by the Interim City
Manager. Further, the state believed that the City Manager should maintain in control of
the Human Resources Director with the authority to hire and fire that function; and
WHEREAS, the City Commission of the City of Opa-Locka, Florida finds that
authorization of a procurement process is in the best interest of the City of Opa-Locka
and its residents and desires to accept the recommendation from the State Office of
Inspector General on revisions to the procurement for a Human Resources professional
consistent with Exhibit "A" hereto.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA, FLORIDA:
SECTION 1. RECITALS ADOPTED.
The recitals to the preamble herein are incorporated by reference.
SECTION 2. AUTHORIZATION
The City Commission of the City of Opa-Locka, Florida hereby authorizes the City
of Opa-Locka to implement a procurement process for an outside entity firm or
professional to serve as the Human Resources Director consistent with the RFQ,
attached hereto as Exhibit "A." At the earliest possible time following approval
by the State of Florida of this resolution, the procurement should be promptly
released to the public and published as described and modified to include dates
for Exhibit "A."
SECTION 3. SCRIVENER'S ERRORS.
Sections of this Resolution may be renumbered or re -lettered and corrections of
typographical errors, which do not affect the intent of this Resolution may be
authorized by the City Attorney without need of public hearing, by filing a
corrected copy of same with the City Clerk.
SECTION 4. CONFLICT
To the extent that there is conflict with this Resolution and any prior Resolution or
policy of the City, this Resolution shall control.
2
Resolution No. 23-150
SECTION 5. EFFECTIVE DATE
This, Resolution shall take effect upon adoption and shall be provided to the
Governor or Governor's Designee for review.
PASSED and ADOPTED this nth day of October, 23.
John H.
TTEST:
nna Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Bur adette ' 1 o- is -Weeks, P.A.
Cit • . rney
Moved by: Commissioner Kelley
Seconded by: Commissioner Williams
VOTE:
4-0
Commissioner Bass ABSENT
Commissioner Kelley YES
Commissioner Williams YES
Vice Mayor Ervin YES
Mayor Taylor YES
r., Mayor
3
City of Opa-locka
RFQ NO: 23 - TBA
REQUEST FOR QUALIFICATIONS (RFQ)
OUTSIDE ENTITY HUMAN RESOURCES
DIRECTOR
CITY OF OPA-LOCKA
RFQ NO.23-TBA
OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR
TABLE OF CONTENTS
Subject Page Number
Cover 1
Table of Contents 2
Advertisement 3
Part 1 - Proposal Guidelines 4
Part II - Nature of Services Required 9
Part III - Proposal Requirements 11
Part IV - Evaluation of Proposals 13
Proposer Qualifications 15
Debarment, Suspension Certification 16
Drug -Free Certification 18
Non -Collusion Affidavit 19
Non -Discrimination Affidavit 20
E -Verify Form 22
CITY OF OPA-LOCKA REQUEST FOR QUALIFICATIONS
RFQ NO: 23-TBA
OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR
The sealed proposal for OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR at the Municipal Complex for the
City of Opa-Locka will be received by the City's Clerk Office, 780 Fisherman St, 4th Floor, Opa-locka, Florida
33054, October , 2023 by 2:00 pm. Any RFQ Package received after the designated closing time will be
returned unopened. The City will accept proposals by mail; however, the contractor must submit the
proposal by the due date. In addition, the proposal shall be via www.demandstar.com (e -bid) by 2:00 pm.
The address to submit sealed proposal is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
An original and six (6) copies for a total of seven (7) plus 1 copy of the Proposal package on USB Flash Drive in
PDF format shall be submitted in sealed envelopes/packages addressed to the City Clerk, City of Opa-Locka,
Florida, and marked RFQ for OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR.
Proposers desiring information for use in preparing proposals may obtain a set of such documents by visiting
the City's website at www.opalockafl.gov or www.demandstar.com.
The City reserves the right to accept or reject any and all proposals and to waive any technicalities or
irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal
best complies with the RFQ NO: 23-TBA requirements. Proposers may not withdraw their proposal for a
period of ninety (90) days from the date set for the opening thereof.
Joanna Flores, CMC
City Clerk
CITY OF OPA-LOCKA REQUEST FOR QUALIFICATIONS
RFQ NO: 23-TBA
OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR
PART I
PROPOSAL GUIDELINES
1-1. Introduction: The City of Opa-locka seeks proposals for a OUTSIDE ENTITY HUMAN
RESOURCES DIRECTOR. The City is soliciting bids on behalf of the City Manager's Office for
Outside Entity Human Resources Director under the laws of the State of Florida. These services
must be efficient and economical, adhere to industry standards and best practices, and utilize the
latest nonproprietary technology. The Contract will be awarded to the most qualified Proposer, as
described in the Evaluation Procedures Section below.
1-2. Proposal Submission and Withdrawal: The City of Opa-locka will be accepting
proposals by mail, however it is Proposer's responsibility to submit Proposer's proposal by the due
date. In addition, proposals may be submitted via www.demandstar.com (e -bid). The City must
receive all proposals by 2:00 p.m. on October . 2023. The address to submit sealed proposals is
listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as follows: RFQ NO.
23-TBA - OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR.
This package shall also include the Proposer's return address. Proposers may withdraw their
proposals by notifying the City in writing at any time prior to the deadline for proposal submittal.
After the deadline, the proposal will constitute an irrevocable offer, for a period of 90 days. Once
opened, proposals become a record of the City and will not be returned to the Proposer.
The City cautions Proposers to assure actual delivery of mailed or hand -delivered proposals directly
to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054 prior to the
deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may
be made by calling (305) 688-4611 before proposal closing time. Any proposal received after the
established deadline will not be considered and will be returned unopened to the Proposer(s).
1-3. Number of Copies: Proposers shall submit an original and six (6) copies (a total of 7)
plus one copy on USB flash drive in PDF format of the proposal in a sealed, opaque package
marked as noted above. The Proposer will be responsible for timely delivery, whether by personal delivery,
US Mail or any other delivery medium.
1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses
incurred in connection with preparation of a response to this Request for Proposal. Proposers
should prepare their proposals simply and economically, providing a straightforward and concise
description of the Proposer's ability to meet the requirements of the RFQ.
4
1-5. Inquiries: The City Clerk will receive written requests for clarification concerning the meaning
or interpretations of the RFQ, up until one (1) day prior to the submittal date. City personnel are
authorized only to direct the attention of prospective Proposers to various portions of the RFQ so
that they may read and interpret such for themselves. No employee of the City is authorized to
interpret any portion of this RFQ or give information as to the requirements of the RFQ in addition
to what is contained in the written RFQ document or Resolution 23- , authorizing the RFQ.
1-6. Addendum: The City may record its response to inquiries and any supplemental instructions
in the form of written addenda. The City may email or post written addenda up to two (2) calendar
days before the date fixed for receiving the proposals. Proposers shall contact the City to ascertain
whether any addenda have been issued. Failure to do so could result in an unresponsive proposal.
Any oral explanation given before the RFQ opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities or
inconsistencies should be brought to the attention of the City Clerk through written
communication prior to the opening of the proposals, which should be forwarded by the City Clerk
to the City Attorney.
1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who
submits the proposal judged by the City to be most advantageous.
The Proposer understands that this RFQ does not constitute an offer or an Agreement with the
Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are
reviewed and accepted for final approval of a contract form.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re -
advertise for other proposals.
1-8. Contractual Agreement: This RFQ and Consultant/Contractor proposal shall be included and
incorporated in the final award. The successful proposer and the City will then enter into an
Agreement in a form acceptable to the City Attorney. The order of contractual precedence will be
the Contract or Agreement document, original Terms and Conditions, and Proposer response. Any
and all legal action necessary to enforce the award will be held in Miami -Dade County and the
contractual obligations will be interpreted according to the laws of Florida. Any additional
language for consideration by the Proposer must be attached and enclosed as part of the
proposal.
1-9. Selection Process: The proposals will be evaluated by the City Commission and short listed
consistent with qualifications deemed responsive.
The City reserves the right to negotiate price.
5
1-10. Public Records: Upon award recommendation or ten (10) days after opening, whichever
occurs first, proposals become "public records" and shall be subject to public disclosure consistent
with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided
by law in the response to the RFQ and must identify the data or other materials to be protected, and
must state the reasons why such exclusion from public disclosure is necessary. Document files may
be examined, during normal working hours.
1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office for
all news releases or other publicity pertaining to this RFQ or the service, study or project to which
it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least the
minimum amounts and conditions specified herein. In the event the Proposer is a governmental
entity or a self -insured organization, different insurance requirements may apply.
Misrepresentation of any material fact, whether intentional or not, regarding the Proposers'
insurance coverage, policies or capabilities may be grounds for rejection of the proposal and
rescission of any ensuing Agreement.
1. Evidence of General Liability coverage with limits not less than $1,000,000 per
Occurrence (Including Policy Number and Policy Period);
2. Evidence of Auto Liability coverage with limits not less than $300,000 per Occurrence
(Including Policy Number and Policy Period);
3. Evidence of Workers' Compensation coverage with statutory limits and Employer's
Liability coverage with limits not less than $100,000 (Including Policy Number and Policy
Period), if applicable;
4.The City listed as an additional insured (this may be specifically limited to the specific
job(s) the contractor will be performing);
5. Minimum 30 -day written notice of cancellation.
1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in the
State of Florida at the time of RFQ submittal to the extent applicable.
1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the
Department of Management Services' "Convicted Vendor List". This list is defined as consisting of
persons and affiliates who are disqualified from public contracting and purchasing processes
because they have been found guilty of a public entity crime. No public entity shall award any
contract to, or transact any business in excess of the threshold amount provided in Section
287.17 Florida Statutes for Category Two (currently $25,000) with any person or affiliated on the
"Convicted Vendor List" for a period of thirty-six (36) months from the date that person or affiliate
was placed on the "Convicted Vendor List" unless that person or affiliate has been removed from
the list. By signing and submitting the RFQ proposal forms, Proposer attests that they have not been
placed on the "Convicted Vendor List".
6
1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics of the
City of Opa-locka, Miami -Dade County or the State of Florida with respect to this proposal, such
Proposer may be disqualified from performing the work described in this proposal or from
furnishing the goods or services for which the proposal is submitted and shall be further
disqualified from submitting any future proposals for work, goods or services for the City of Opa-
locka. Further, the proposer shall not have any prior personal or business relationship with the
City's Interim City Manager or City Manager and shall not have previously provided services or
advice to the City of Opa-Locka at any time in the past ten (10) years. Rather, the proposer shall be
an independent individual or firm free from influence through it's officers and employees.
1-16. Drug -Free Workplace: Preference shall be given to businesses with Drug -Free Workplace
(DFW) programs. Whenever two or more proposals which are equal with respect to price, quality,
and service are received by the City for the procurement of commodities or contractual services, a
proposal received from a business that completes the attached DFW form certifying that it is a DFW
shall be given preference in the award process.
1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes,
and give all notices necessary and incidental to the due and lawful execution of the work where
applicable.
1-18. Protests: Protests of the plans, specifications, and other requirements of the request for
proposal and bids must be received in writing by the City Clerk's Office prior to the scheduled bid
opening.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by the City
at any time and for any reason in accordance with this clause whenever the City Commission shall
determine that such termination is in the best interest of the City.
7
CALENDAR EVENTS
EVENT
DATE/LOCATION
Release Date
October_, 2023
Pre -Bid Meeting
N/A
Written Questions Due
October , 2023 @ 10:00 AM
Email questions to the City Clerk:
With Subject line "RFQ No: Bid Questions"
Response to Questions
October _ @ 10:00 AM
Due Date/Bid Opening
October @ 2:00 pm
at:
City of Opa-locka Clerk Office
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
OR
Electronic Bid on
www.Demandstar.com
EVALUATION:
Evaluation Committee
Meeting (Open to the
Public).
October , 2023 @ 6 PM
Award
October , 2023 @ 7PM Regular
Meeting
8
PART II
NATURE OF SERVICES REQUIRED
2-1 PURPOSE AND SCOPE OF WORK
Purpose
The City of Opa-locka is seeking the professional services of a firm knowledgeable in Human
Resources (HR) practices to serve and the City's Human Resources Director and specifically serve
in the role of the City's Human Resources Department consistent with the City's Ordinances. The
scope of work may include, but is not limited to recruitment, hiring practices, working along with
the City Manager, City Attorney and city staff to ensure legal compliance, creation or revisions of
policies and procedures necessary for a functioning Human Resources Department. The Human
Resources Director shall report to the City Manager as a best practice for this function. The City is
not responsible for any costs incurred by the respondent in proposal preparation, presentations,
site visits, or benchmarks performed.
Scope of Work
The selected individual or firm shall be expected to perform the services required under this Request for
Qualifications in the most expeditious manner possible. The scope should include the following, but is
not limited to:
1. Conducting and overseeing a City Manager Search consistent with the City's Code of Ordinances and
existing procedures for the selection of a City Manager. With respect to the search of the City
Manager, the Human Resources Director shall not communicate with the Interim City Manager or
share any information that is not shared with any other candidate seeking the position of the
permanent City Manager. Further, the Human Resources Director shall not share information or
operate in any way that would serve to give the Interim City Manager an advantage or control of the
City Manager selection process. To the extent that the Human Resources Director feels
compromised in any way by the Interim City Manager, this information shall be immediately
reported, by email, to the City Commission with a copy of the email provided to the City Clerk and
the City Attorney.
2. Professional Human Resources Duties: The firm would serve as the Human Resources Director and
perform all professional human resources duties as required by City Ordinances. The firm would
advise and report to management on HR best practices and compliance with employment laws and
policy. The firm would also be available to assist with employee relations and disputes.
• The firm will meet with key representatives (City Manager, Assistant City Managers, and
Directors as needed) to discuss the needs of the City. The firm will also meet with the
City Attorney when necessary to secure information needed for the City Attorney's
work.
3. Creating. Updating. and Implementing HR/Employment Policies: The firm would work with
management on creating, updating, and implementing HR/Employment policies and procedures. The
firm would assist the city in updates to the employee manual on an as -needed basis.
9
4. Job Descriptions: The firm would work with management to revise and create new job descriptions
when necessary.
5. Recruitment: Recruitment services of various positions to be filled as needed. The HR professional
or firm would work with the City during relevant recruitment periods.
• Meet with key decision makers to develop ideal candidate profiles.
• Write or adapt job description and determine or confirm salary range for management
review and board approval, if appropriate.
• Develop and implement recruitment and advertising strategy.
• Develop (or modify existing) job flyer.
• Assist with advertisement in appropriate locations, including social media and specialized job
boards.
• Review application packets and assess candidates with management.
• Manage the interview process, including developing questions and scoring mechanisms.
• Where necessary, conduct skills testing.
• Work with law enforcement to obtain any necessary credentials needed for background checks
where appropriate.
• Check references and conduct background checks.
• Other recruitment tasks as necessary.
• Other relevant tasks as required for the smooth operation of the Human Resources Department
6. Agreement with City: It is the intent of this solicitation that the HR Director work with and report to
the City Manager on all issues unrelated to the permanent City Manager selection process. The City
Manager will make the final decision on the hiring of the HR position, following a shortlisting of no
less than two (2) candidates by the City Commission. The successful HR Director candidate will be
required to enter into an agreement with the City that may be terminated by the City Manager if there
is a breach of the Agreement terms.
10
7. Other HR Functions and Support As Needed: Other HR functions and support that are needed
include, but not limited to, Compensation Study and Assistance with Benchmark Classifications,
investigations of complaints by employees, reviewing of counseling or other disciplinary actions,
memos, etc., training or coaching of staff in HR areas as needed, policy or procedure writing, update
and/or review, and special projects.
8. Legal Compliance: Ensure compliance with federal, state, and local laws and regulations related to
employment and internal policies and procedures. Be knowledgeable about HR laws and regulations
pertinent to public agencies under the general law. Provide suggestions and recommendations
regarding areas that need to be addressed for legal compliance.
9. Deliverables: The City expects the consultant to be onsite at least one (1) day per week for no less
than six (6) hours day and be available through telephone, remote video conference, or email as
needed throughout the week. Note: The City prefers having set hours of availability for at least two
days a week and expects the consultant to respond to email within a 24 hour period.
2-2 PROPOSER QUALIFICATIONS
Adequate information and documentation must be provided in the Proposal to support or confirm
satisfaction of the required qualifications below:
• The Proposer shall have extensive experience, expertise, and reliability as a Human
Resources Professional with an established good reputation, particularly with
governmental clients or large corporate entities. Proposer must have a minimum of five
(5) years of consecutive and successful experience in the aforementioned areas.
• Proposer's track record in providing services to governmental agencies or large
corporate entities. Please provide a list of current and relevant projects, including
client names, titles, telephone numbers and email address. Please ensure that contact
information is current.
• Demonstrate an overall combination of skills, prior work experience, business
reputation, and commitment to diversity.
2-3 TERM OF CONTRACT
The contract period for the winning bidder of this RFQ is anticipated to be one (1) fiscal year with two
one (1) year options for renewal.
An Agreement may be for a lesser period of time.
11
PART III
PROPOSAL REQUIREMENTS
3-1 RULES FOR PROPOSALS
In order to maintain comparability and enhance the review process, proposals shall be organized in
the manner specified below and include all information required herein. The proposal must name
all persons or entities interested in the proposal as principals and the persons likely to perform
work not in conflict with provisions of this RFQ. The proposal must declare that it is made without
collusion with any other person or entity submitting a proposal pursuant to this RFQ. The proposal
must be independent and not have had any contact with any City Staff members of the City
regarding this proposal, unless specifically authorized herein.
3-2 SUBMISSION OF PROPOSALS
The proposal shall be submitted on 8 Ya "x 11" paper, portrait orientation, with headings and
sections numbered appropriately. Ensure that all information is written legibly or typed. The
following should be submitted for a proposing firm to be considered:
3.2.1 Cover Page - Show the name of Proposer's agency/firm, address, telephone number, name
of contact person, date, and the proposal number and description.
3.2.2 Tab 1 - Table of Contents
Include a clear identification of the material by section and by page number.
3.2.3 Tab 2 - Letter of Transmittal
3.2.3.1 Limit to one or two pages.
3.2.3.2 Briefly state the Proposer's understanding of the work to be done and make
a positive commitment to perform the work.
3.2.3.3 Give the names of the persons who will be authorized to make representations for
the Proposer during the Agreement as the City contact, their titles, addresses and
telephone numbers.
3.2.3.4 Provide an official signature of a Corporate Officer certifying the contents ofthe
Proposer's responses to the City's Request for Proposal.
3.2.4 Tab 3 - General Information
3.2.4.1 Name of Business.
3.2.4.2 Mailing Address and Telephone Number.
3.2.4.3 Names and contact information of persons to be contacted for information or
services if different from name of person in charge.
3.2.4.4 Normal business hours.
3.2.4.5 State if business is local, national, or international and indicate the business legal
status (corporation, partnership, etc.).
3.2.4.6 Give the date business was organized and/or incorporated, and where.
3.2.4.7 Give the location of the office from which the work is to be done and the number
of professional staff employees at that office.
3.2.4.8 Indicate whether the business is a parent or subsidiary in a group of firms/agencies.
12
If it is, please state the name of the parent company.
3.2.4.9 State if the business is licensed, permitted and/or certified to do business in the
State of Florida and attach copies of all such licenses issued to the business entity.
3.2.5 Tab 4 - Project Approach
13
Describe in detail the proposal to fulfill the requirements of the scope of services listed in section
2.2 of this RFQ.
3.2.6 Tab 5 — Experience and Qualifications
3.2.6.1 Specify the number of years the Proposer has been in business.
3.2.6.2 Identify the Proposer's qualifications to perform the services identified in this RFQ
as listed in section 2-2 of the Scope of Services.
Include resumes, not exceeding one page each, of all key personnel who will be assigned to the City
for this project.
3.2.7 Tab 6 — Schedule
3.2.7.1 Include a timetable that identifies the amount of time required to complete each
component of the Program listed in this RFQ to the best of knowledge and understanding.
3.2.7.2 Indicate the earliest available start date for Proposer's project team.
3.2.7.3 Indicate the project completion date based on the date provided in 3.2.7.1.
3.2.8 Tab 7 — Pricing of Services
3.2.8.1 Projected Fee basis should be an all-inclusive, base fee.
3.2.9 Tab 8 — References
3.2.9.1 List a minimum of three (3) references in Florida for which the Proposer has provided
services detailed on the solicitation. Include the name of the organization, brief description
of the project, name of contact person telephone number and email address.
3.2.10 Tab 9 — Additional Forms
Proposers must complete and submit as part of its Proposal all of the following forms
and/or documents.
• Proposer Qualifications
• Certification regarding debarment and suspension
• Drug Free workplace certification
• E -Verification
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED DOCUMENTATION MAY DISQUALIFY
PROPOSER.
14
PART IV
EVALUATION OF PROPOSALS
4-1 SELECTION COMMITTEE
A Selection Committee, consisting of the City Commission, will convene to short list no less than
two candidates with the Interim City Manager or City Manager making the final decision. The
Selection Committee shall also be known as the Shortlisting Committee. The Selection Committee
will consider and shortlist based on qualifications. The Proposer shall satisfy and explicitly
respond to all the requirements of the RFQ including qualifications and a detailed explanation of
how the services shall be performed.
Each proposal will be reviewed to determine if the Proposal is responsive to the submission
requirements outlined in the Solicitation. A responsive Proposal is one which follows the
requirements of this Solicitation that includes all documents submitted in the format outlined in
this Solicitation, is of timely submission, and has the appropriate signatures as required on each
document. Failure to comply with these requirements may result in the Proposal being deemed non-
responsive. The Contract (s) will be awarded to the most responsive and responsible Proposer
whose Proposal best serves the interest of the City.
4-2 EVALUATION CRITERIA
The Committee may choose to invite any and/or or all firms to make presentations and be
interviewed by the Committee as part of the evaluation process for this Solicitation. The
Committee's decision will be communicated to all Proposers.
15
4-3 ORAL PRESENTATIONS
Proposers may be required to make individual presentations to the City Selection Committee to
clarify their proposals. However, the City Commission has the right to accept and shortlist the best
proposal as submitted, without discussion or negotiation.
If the City Commission determines that such presentations are needed, a time and place will be
scheduled for oral presentations. Candidates should be available for presentations at the City
Commission meeting or workshop where the proposals will be reviewed and shortlisted. Each
Proposer shall be prepared to discuss and substantiate any of the areas of the proposal submitted,
and its qualifications to perform the specified services. During the oral presentations, the
Proposers should relate their discussion to the evaluation criteria, which will include (but not be
limited to) their approach to the project. The proposed Project Manager must be in attendance.
The Evaluation Criteria may be changed for the oral presentation evaluation phase. References and
site visits (if completed) shall be included in the final evaluation criteria, along with other criteria
and weights as determined by the Selection Committee shortlisting. Finalists will be informed as
to the revised criteria, if any, prior to their oral presentation.
Additionally, prior to award of an Agreement pursuant to this RFQ the City may require Proposers
to submit such additional information bearing upon the Proposer's ability to perform the services
in the Agreement as the City deems appropriate.
4-4 FINAL SELECTION
The Interim City Manager or City Manager of Opa-locka Commission will select the firm that meets
the best interests of the City following shortlisting. The City shall be the sole judge of its own best
interests, the proposals, and the resulting negotiated Agreement. The City's decisions will be final.
Following the selection of firm, the expectation is that an Agreement will be executed between
both parties. The City Manager will recommend award to the responsible Proposer whose Proposal
is determined to provide overall best value to the City, considering the evaluation factors in this
RFQ following shortlisting.
4-5 AWARD AND CONTRACT EXECUTION
After review by the Selection Committee of the proposals and oral presentations a recommendation
the City Commission will shortlist no less than two (2) firms for selection by the Interim City
Manager or City Manager. Upon selection, contract negotiations will be initiated with the successful
firm through the City Attorney's Office. Upon successful contract negotiations with the prevailing
firm, the remaining firms will be notified that the process has been completed and that they were
not selected.
16
RFQ NO. 23-TBA
OUTSIDE ENTITY HUMAN RESOURCES DIRECTOR
The Proposer, as a result of this proposal, should hold a County and/or Municipal Contractor's
Occupational License in the area of their fixed business location. Complete and submit with the
proposal the following information:
1. Legal Name and Address:
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation ()
3. If Corporation, indicate:
Date of Incorporation:
Partnership () Individual ( )
State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of
such authorization:
5. Name and Title of Principal Officers
Date Elected:
6. The length of time in business: years
7. The length of time (continuous) in business as a service organization in Florida:
Years. Provide corporate forms from the Florida Division of Corporations of
similar state entity.
8. Provide a list of at least three commercial, corporate or government references that the
bidder has supplied service/commodities meeting the requirements of the City of Opa-locka
RFQ during the last twenty-four months.
9.
10. A copy of County and/or Municipal Occupational License(s)
Note: Information requested herein and submitted by the Proposers will be analyzed by the City of Opa-locka and will be a factor considered in awarding
any resulting contract The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-locka, can sufficiently and efficiently perform
all the required services in a timely and satisfactory manner as will be required by the subject contract if there are any terms and/or conditions that are
in conflict, the most stringent requirement shall apply.
17
CITY OF OPA-LOCKA
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
PROPOSED DEBARMENT AND OTHER MATTERS OF
RESPONSIBILITY
1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its
Principals:
A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible
for the award of contracts by any Federal agency.
B. Have not, within a three-year period preceding this offer, been convicted of or had a civil
judgment rendered against them for: commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract
or subcontract; violation of Federal or state antitrust statutes relating to the submission of
offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, tax evasion, or receiving stolen property; and
C. Are not presently indicted for, or otherwise criminally or civilly charged by a
governmental entity with, commission of any of the offenses enumerated in paragraph 1-B
of this provision.
2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts
terminated for default by any City, State or Federal agency.
A. "Principals," for the purposes of this certification, means officers; directors; owners;
partners; and persons having primary management or supervisory responsibilities within a
business entity (e.g., general manager; plant manager; head of a subsidiary, division, or
business segment, and similar positions). This Certification Concerns a Matter Within the
Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or
Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001,
Title 18, United States Code.
B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any
time prior to contract award, the Proposer learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
C. A certification that any of the items in paragraph (a) of this provision exists will not
necessarily result in withholding of an award under this solicitation. However, the
certification will be considered in connection with a determination of the Proposer's
responsibility. Failure of the Proposer to furnish a certification or provide such additional
information as requested by the Contracting Officer may render the Proposer non-
responsive.
D. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render, in good faith, the certification required by paragraph
(a) of this provision. The knowledge and information of a Proposer is not required to exceed
that which is normally possessed by a prudent person in the ordinary course of business dealings.
18
E. The certification in paragraph (a) of this provision is a material representation of fact upon
which reliance was placed when making award. If it is later determined that the Proposer
knowingly rendered an erroneous certification, in addition to other remedies available to the
Government, the Contracting Officer may terminate the contract resulting from this
solicitation for default.
AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES
FULLY WITH THE ABOVE REQUIREMENTS.
Signature
Printed Name
19
CITY OF OPA-LOCKA
RFQ NO. 23-TBA
DRUG -FREE WORKPLACE CERTIFICATION FORM
Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and
service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual
services, a bid/proposal received from a business that certifies that it has implemented a drug -free
workplace program shall be given preference in the award process. In order to have a drug -free
workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of controlled substances is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction on or plea
of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any controlled
substance law of the United States or any singular state, for a violation occurring in the
workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community by any employee
who is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of Section 287.087, Florida Statutes.
This Certification is submitted by the
(Name)
of
(Title/Position) (Company)
who does hereby certify that said Company has implemented a drug -free workplace program, which
meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1)
through (6) above.
Date Signature
20
CITY OF OPA-LOCKA NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA - COUNTY OF MIAMI DADE
being first duly sworn, deposes and says that:
(1) He/She/They is/are the
(Owner, Partner, Officer, Representative or Agent) of
the PROPOSER that has submitted the attached
proposal;
(2) He/She/They is/are fully informed respecting the preparation and contents of the
attached Proposal and of all pertinent circumstances respecting such Proposal;
(3) Such Proposal is genuine and is not a collusive or sham Proposal;
(4) Neither the said PROPOSER nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in any way
colluded, conspired, connived or agreed, directly or indirectly, with any other PROPOSER,
firm, or person to submit a collusive or sham Proposal in connection with the Work for
which the attached Proposal has been submitted; or to refrain from Proposing in
connection with such Work; or have in any manner, directly or indirectly, sought by
agreement or collusion, or communication, or conference with any PROPOSER, firm, or
person to fix any overhead, profit, or cost elements of the Proposal or of any other
PROPOSER, or to fix any overhead, profit, or cost elements of the Proposed Price or the
Proposed Price of any other PROPOSER, or to secure through any collusion, conspiracy,
connivance, or unlawful agreement any advantage against (Recipient), or any person
interested in the proposed Work;
(5) The price or prices quoted in the attached Proposal are fair and proper and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of
the PROPOSER or any other of its agents, representatives, owners, employees or parties of
interest, including this affiant.
Signed, sealed and delivered in the presence of:
By:
Witness Signature
Witness Print Name and Title
21
NON-DISCRIMINATION AFFIDAVIT
I, the undersigned, hereby duly sworn, depose and say that the organization, business or
entity represented herein shall not discriminate against any person in its operations, activities or
delivery of services under any agreement it enters into with the City of Opa-locka. The same shall
affirmatively comply with all applicable provisions of federal, state and local equal employment
laws and shall not engage in or commit any discriminatory practice against any person based on
race, age, religion, color, gender, sexual orientation, national origin, marital status, physical or
mental disability, political affiliation or any other factor which cannot be lawfully used as a basis for
service delivery.
By:
Title:
Sworn and subscribed before this
day of , 20
Notary Public, State of Florida
(Printed Name)
My commission expires:
22
E -VERIFY
Effective January 1, 2021, public and private employers, contractors and subcontractors will be
required to register with, and use of the E -Verify system in order to verify the work authorization
status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to
utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment
eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within
Florida during the term of the contract; and
b) All persons (including sub-vendors/sub-consultants/sub-contractors) assigned by Vendor
/Consultant/ Contractor to perform work pursuant to the contract with the Department. The
Vendor /Consultant/ Contractor acknowledges and agrees that use of the U.S. Department of
Homeland Security's E -Verify System during the term of the contract is a condition of the contract
with the City; and
By entering into a Contract, the Contractor becomes obligated to comply with the provisions of Section
448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not
limited to utilization of the E -Verify System to verify the work authorization status of all newly hired
employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor
does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall
maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to
termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must
be terminated immediately. If t contract is terminated for a violation of the statute by the Contractor,
the Contractor may not be awarded a public contract for a period of 1 year after the date of
termination. The Contractor acknowledges it is liable to the City for any additional costs as a result
of termination of the contract due to Contractor's failure to comply with the provisions herein.
23
E -VERIFY FORM
Definitions:
"Contractor" means a person or entity that has entered or is attempting to enter into a contract with
a public employer to provide labor, supplies, or services to such employer in exchange for salary,
wages, or other remuneration.
"Subcontractor" means a person or entity that provides labor, supplies, or services to or for a
contractor or another subcontractor in exchange for salary, wages, or other remuneration.
Effective January 1, 2021, public and private employers, contractors and subcontractors will begin
required registration with, and use of the E -Verify system in order to verify the work authorization
status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to
utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment
eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties
within Florida during the term of the contract; and
b) All persons (including sub-vendors/subconsultants/subcontractors) assigned by
Vendor/Consultant/Contractor to perform work pursuant to the contract with the
Department. The Vendor/Consultant/Contractor acknowledges and agrees that use of the
U.S. Department of Homeland Security's E -Verify System during the term of the contract isa
condition of the contract with the City of Opa-locka; and
Should vendor become successful Contractor awarded for the above -named project, by entering
into this Contract, the Contractor becomes obligated to comply with the provisions of Section
448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not
limited to utilization of the E -Verify System to verify the work authorization status of all newly hired
employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor
does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall
maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to
termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract
must be terminated immediately. If this contract is terminated for a violation of the statute by the
Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date
of termination.
Company Name:
Authorized Signature:
Print Name:
Title:
Date:
24