HomeMy Public PortalAbout14-8773 Circle of One Sponsored by: City Manager
RESOLUTION NO. 14-8773
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
OPA-LOCKA, FLORIDA, TO AUTHORIZE THE CITY
MANAGER TO ENTER INTO AN AGREEMENT WITH CIRCLE
OF ONE, LLC, TO DEVELOP AND PROMOTE AN ANNUAL
SIGNATURE EVENT/FESTIVAL THAT WILL ATTRACT
RESIDENTS AND TOURISTS TO THE GREAT CITY OF OPA-
LOCKA,IN AN AMOUNT NOT TO EXCEED$40,000, PAYABLE
FROM ACCOUNT NUMBER 19-519312, A BUDGETED ITEM;
PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, the City Commission of the City of Opa-locka ("City") desires to build a
positive public image for the Great City of Opa-locka by outlining a strategic plan for a signature
annual event/festival; and
WHEREAS, the Mayor and City Commission adopted Resolution No. 13-8647,to issue a
Request for Qualification("RFQ"), for a qualified, experienced Event Planner; and
WHEREAS,out of the three entities who responded,Circle of One,LLC,was scored as the
highest,most responsive bidder in the evaluation process; and
WHEREAS,the City will compensate Circle of One, LLC,a fee of$40,000,with an initial
down payment of$20,000,and the remainder of$20,000 to be paid upon acceptance of the plan and
budget for the event; and
WHEREAS, the City Commission desires to authorize the City Manager to enter into an
agreement with Circle of One, LLC, as event planners for the City .
NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA, FLORIDA:
Resolution No. 14-8773
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa-locka,Florida,hereby directs
and authorizes the City Manager to enter into an agreement with Circle of One Marketing to
create an annual signature festival that will attract residents and tourists to the Great City of
Opa-locka,in an amount not to exceed$40,000,payable from account number 19-519312,a
budgeted item.
Section 3. This Resolution shall take effect immediately upon adoption.
this 12th day of March, 2014.
MOTION FAILED
1Y T LOR
MAYOR
Attest to: Approved as to orm and legal sufficiency:
(DeLLI,A. I
J• anna Flores Jo•,r . G 1 er W
City Clerk G"EENSP I ON MARDER, PA
7 ty Atto ey
Moved by: COMMISSIONER JOHNSON
Seconded by: COMMISSIONER SANTIAGO
Commission Vote: 3-2
Commissioner Holmes: NO
Commissioner Johnson: NO
Commissioner Santiago: YES
Vice-Mayor Kelley: NO
Mayor Taylor: YES
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City of Opa-Locka
Agenda Cover Memo
Commission Item Type: Resolution— Ordinance Other
Meeting Date: March 12, 2014 (Enter X in X
box)
Ordinance Reading: 1st
2nd Reading
Yes No (Enter X in box) Reading
Fiscal Impact:
Public Hearing: Yes No Yes No
X (Enter X in box) X X
Funding Source: Budgeted Item Advertising Requirement: Yes No
Acct Number: 1 9-51 931 2 (Enter X in box) X
Contract/P.O. Yes No
Required: X RFP/RFQ/Bid #: 13-1110100
(Enter X in box)
Yes No Strategic Plan Priority Area: Strategic Plan
Obj./Strategy:
Enhance Organizational •
Strategic Plan Bus. & Economic Dev El 2.2 Rebuild a positive City
Related X Public Safety El public image
(Enter X in box) Quality of Education 0 2.2.2e. Organize public/private
Qual. of Life & City Image partnership to reestablish a city
Communcation M festival and attract tourists/visitors.
Sponsor Name City Manager Department: City Manager's Office
Short Title:
Resolution to enter into an agreement with Circle of One Marketing, Inc. to create an annual signature Festival that
attracts residents and tourists to Opa-locka.
Staff Summary
In an effort to build a positive public image, the City of Opa-locka has outlined in its Strategic Plan to organize a
signature annual event/festival that is built upon a public/private partnership. Towards that end, the Mayor and City
Commission created Resolution #13-8647, passed and adopted on July 24, 2013 for a Reqeust for Qualifications from
Circle of One,LLC Contract 1
I
experienced event planners. As a result of the RFQ, Circle of One Marketing, Inc. not only submitted a RFQ, but they
also scored the highest in the evaluations.
Proposed Action:
Staff recommends the Mayor and City Commission adopt a resolution and authorize the City Manager to enter into an
agreement with Circle of One Marketing, Inc. for event planner services.
Attachments:
Resolution #13-8647
Circle of One Marketing Contract for Special Event Services
RFQ NO: 13-1110100
Evaluation Committee Re-Review
Circle of One,LLC Contract 2
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Kelvin L. Baker,Sr. Office: 305-953-2821
City Manager 305-953-2823
Fax: 305-953-2870
Memorandum
TO: Mayor Myra Taylor
Vice Mayor Joseph L. Kelley
Commissioner Timothy Holmes
Commissioner Dorothy `Dottie' Johns '
Commissioner Luis B. Santiago
FROM: Kelvin L. Baker, Sr., City Man,
DATE: March 3, 2014
RE: Resolution for the City of Opa-locka Mayor and Commission authorize the
City Manager to enter into an agreement with Circle of One Marketing,Inc.,
for event planner services to develop and promote an annual signature event.
Request:
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA
AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT AGREEMENT
WITH CIRCLE OF ONE MARKETING, INC., FOR EVENT PLANNER SERVICES TO
DEVELOP AND PROMOTE AN ANNUAL SIGNATURE EVENT. IN ORDER TO
IMPROVE THE CITY'S IMAGE AS OUTLINED IN THE STRATEGIC PLAN, THE CITY
WANTS TO CREATE AN ANNUAL EVENT THAT REFELECTS THE OPA-LOCKA
COMMUNITY AND ATTRACTS BOTH RESIDENTS AND TOURISTS WITHIN SOUTH
FLORIDA. PROFESSIONAL COMPENSATION PAID TO CIRCLE OF ONE MARKETING,
INC., FOR EVENT PLANNING IN THE AMOUNT OF FORTY THOUSAND DOLLARS
($40,000) UPON EXECUTION OF THIS RESOLUTION PAYBLE FROM ACCOUNT
NUMBER 19-519312 THIS ITEM IS BUDGETED.
Staff Description:
The City of Opa-locka has outlined in its strategic plan to create an annual event that would
promote the City and serve to improve the City's image. To that effort, the City Commission
authorized a Request for Qualifications for event planners, of which Circle of One Marketing,
Inc., scored the highest in the evaluation. Staff recommends the City Commission authorize the
11 Pa , e
City Manager to enter into a professional services agreement with Circle of One Marketing Inc.,
as an event planner.
Financial Impact:
This is a budgeted item.The City of Opa-locka pays Circle of One,Marketing, Inc., for professional
event planner services compensation of$40,000. Depending upon the public/private partnerships,the City
of Opa-locka can recoup its monies invested and potentially gain significant revenue. Compensation
Payable from Account Number 19-519312.
Implementation Time Line: Immediately.
Legislative History: Resolution#13-8647
Recommendation(s): It is recommended that the Mayor and Commission authorize the City
Manager to enter into an agreement with the Circle of One Marketing, Inc., for event planner
services to develop and promote an annual signature event. Staff recommends approval.
Attachments(s):
1. Resolution#13-8647
2. Circle of One Contract for Special Event Services
3. RFQ NO: 13-1110100
4. Evaluation Committee Re-Review
Prepared By: Office of the City Manager
Wage
Sponsored by: City Manager
RESOLUTION NO. 13-8647
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
OPA-LOCKA, FLORIDA, TO AUTHORIZE THE CITY
MANAGER TO ISSUE A REQUEST FOR QUALIFICATION
("RFQ"), FOR A QUALIFIED CONSULTANT, TO PROVIDE
EVENT PLANNER SERVICES FOR CITY, PAYABLE FROM
ACCOUNT NUMBER 19-519312, NOT A BUDGETED ITEM;
PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, the City is seeking the services of qualified consultants to provide event
planning services for the City of Opa-locka;and
WHEREAS,the City Commission desires to issue a Request for Qualification("RFQ")for
the selection of a qualified event planner consultant.
NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA,FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa-locka,Florida,hereby directs and
authorizes the City Manager to issue a RFQ to qualified firms to act as a consultant Event Planner for
the City of Opa-locka.This is not a budgeted item,and will be payable from Account 19-519312,in
an amount not to exceed $1,500.00.
Section 3. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS 24th day of July,2013.
Y
MAYOR
Resolution No. 13-8647
Attest to: Approved as to form and legal sufficiency:
t4 le
_ ,/ d
Jo.; a Flores Jos-( .. eller
City Clerk G'4 ENS 'OON MARDER,PA
ty Attorney
Moved by: COMMISSIONER JOHNSON
Seconded by: COMMISSIONER HOLMES
Commission Vote: 5-0
Commissioner Holmes: YES
Commissioner Johnson: YES
Commissioner Santiago: YES
Vice-Mayor Kelley: YES
Mayor Taylor: YES
SUMMARY
EVALUATION COMMITTEE RE-REVIEW
RFQ 13-1110100 EVENT PLANNER SERVICES
NATCOM INTEGRATED
ENRIQUE MARKETING CIRCLE OF ONE
12-Dec-13 SARUBBI COMMUNICATIONS MARKETING
Statement of Qualifications
Max pts 30
Gerald 15 23 25
Lynnelle 10 28 30
Michael 28 27 28
Lorenzo 20 25 30
Technical Approach
Max pts 30
Gerald 20 20 25
Lynnelle 5 25 30
Michael 21 25 29
Lorenzo 15 20 30
Event Management-
Summary/References max pts 20
Gerald 10 15 18
Lynnelle 10 15 18
Michael 12 15 18
Lorenzo 15 25 20
-
Local Interest Max pts 15 _
Gerald 10 13 13
Lynnelle 2 10 15
Michael 10 13 10
Lorenzo 10 15 15
Letter of Introduction Max pts 5
Gerald 5 5 5
Lynnelle 3 5 5
Michael 2 4 4
Lorenzo 2 5 5
Totals 225 333 373
CONTRACT FOR SPECIAL EVENT SERVICES
THIS AGREEMENT is between Circle of One Marketing, Inc, having an address
of 2400 NE 2"d Avenue, Studio C, Miami FL 33137, (hereinafter "CONTRACTOR")
CONTRACTOR and the City of Opa-locka, Florida, having an address of 3400 N.W.
135th Street, Opa-locka, Florida 33054 (hereafter the "CITY").
WHEREAS, the CITY wishes to create an annual "Festival" event to promote and
reflect the community of the City of Opa-locka for both residents and tourists within and
beyond South Florida (hereinafter "Event"), and
WHEREAS, the CITY conducted a similar Event in previous years ending in
2004, and
WHEREAS, the CITY has decided that its goals can be advanced by conducting
a themed two or three-day weekend Event on Labor Day Weekend August 29-31, 2014,
or on alternate dates as may be necessary, and
WHEREAS, CONTRACTOR offers the expertise and services necessary to meet
the planning, logistical, technical and management needs to conduct the Event,
NOW, therefore, in consideration of the mutual covenants and conditions
hereinafter stated, and for such other good and valuable consideration, the receipt of
which is hereby acknowledged, the CITY and CONTRACTOR covenant and agree as
follows:
SECTION ONE — ENGAGEMENT
1. The aforementioned Whereas clauses are hereby incorporated herein by
reference, and made a part hereof.
2. The CITY hereby engages CONTRACTOR as an independent contractor to
perform the services described in this Agreement, and CONTRACTOR hereby accepts
and agrees to perform such services as an independent contractor.
3. The term of this Agreement shall commence on the date of its acceptance and
execution by the parties hereto, and shall continue through the end of the 2017 calendar
year, unless otherwise terminated (or extended) as provided by the terms of this
Agreement, or by mutual agreement of the parties.
8461336.1
SECTION 2 — SCOPE OF SERVICES
CONTRACTOR shall provide the following services:
1. Development Planning and Presentation of Proposed Event Plan(s) and
Detailed Budget
CONTRACTOR shall develop proposed Event Plan(s) and a Detailed Event Budget for
the production of the Event. Such Event Plan and Detailed Event Budget will be
developed and presented to the CITY COMMISSION and City Liaison within (30) days
of execution of the Agreement. Upon review and CITY COMMISSION approval of a
Plan, CONTRACTOR will be authorized to implement the Plan and negotiate with such
third parties as are necessary to achieve the goals and specific tasks in the Plan,
provided, however, that any expense in excess of $500.00 (Five Hundred Dollars) will
be approved in advance by the City, in writing and within such time as is practical and
necessary to achieve the goals of the Plan.
2. Contract Administration
CONTRACTOR shall be responsible for oversight and management of all contracts
required for the Event. CONTRACTOR understands that the City Manager is the
only person authorized to enter into contracts on the CITY's behalf and that all
contracts must be first approved by the City Attorney before being executed by
the City Manager.
2.1 CONTRACTOR will work in cooperation with the City and with such other third
parties, as are necessary and possible, to obtain in-kind or reduced price services and
materials to the benefit and promotion of the Event.
2.2 CONTRACTOR will create opportunities to display the local community during
the Event, including local educational institutions, cultural assets, and public facilities.
2.3 CONTRACTOR shall not pledge the CITY's credit or make it a guarantor of
payment or surety for any contract debt, obligation, judgment, lien, or any form of
indebtedness. CONTRACTOR further warrants and represents that it has no obligation
or indebtedness that would impair its ability to fulfill the terms of this Agreement.
2.4 All reimbursements for approved expenditures shall be paid by the CITY after
submittal of an invoice from CONTRACTOR to the CITY. Invoices received from
CONTRACTOR pursuant to this Agreement shall be reviewed and approved by the
CITY Manager or his designee. If there is no objection to the invoice, the CITY shall
pay the full invoice amount within 30 days of the CITY's receipt of the invoice
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2.5 CONTRACTOR will provide the CITY with a full accounting of attendance,
expenditures, and revenues from ticket sales, sponsorship, parking, vendors, food and
product sales, and other matters relating to the Event within 30days after completion of
the Event. At such time, CONTRACTOR will provide CITY with all materials, products,
collateral materials, recordings, signage, or all other materials from the Event.
2.6 CONTRACTOR shall provide CITY with proof that CONTRACTOR has workers'
compensation insurance in an amount, which satisfies the requirements of Florida Law, for
any employee of the CONTRACTOR.
7.9 CONTRACTOR represents that it has or will secure at its own expense all
necessary personnel required to perform this Agreement, including Executive Producer,
Event Producer, Site Manager, Associate Producer, Marketing Director & Staff.
Contractor will engage additional required staffing as contained in Event Budget.
CONTRACTOR understands that these employees will not be employees of the CITY.
All of the services required hereunder shall be performed by CONTRACTOR or under
its supervision, and all personnel engaged in performing the services shall be fully
qualified and, if required, authorized or permitted under State and Local laws to perform
such services. CONTRACTOR will not be responsible for persons employed or
contracted by the CITY to assist with the Event.
SECTION 3 — CITY'S RESPONSIBILITIES
The CITY agrees to provide the following in connection with the Event and this
agreement:
1. The City Manager may act as, or designate a CITY Liaison and provide to that
CITY Liaison, sufficient authority to approve and authorize promptly such matters as are
necessary for CONTRACTOR to conduct its duties under this Agreement. In addition,
the City Liaison shall have sufficient authority and have sufficient availability during
business hours to communicate and, as necessary, meet with CONTRACTOR
representatives in order to meet the goals of this Agreement and to insure that
CONTRACTOR and completes its duties under this Agreement. The City Liaison, and
such other persons as the CITY may designate, shall be available to CONTRACTOR to
approve and provide input into development of proposed theme for the Event that meets
the needs and goals of the CITY to promote the CITY for its residents and tourists as
described herein. The CITY reserves the sole right to determine the name and theme of
the Event.
2. The CITY shall provide sufficient authority to the CITY Liaison, and such other
persons as the CITY may designate, to participate timely in the development of a
proposed Event Plan(s).
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3. CITY agrees to defend, indemnify, save and hold harmless CONTRACTOR and
its officers, agents and employees from any claim, demand, suit, loss, cost or expense
for any damages which may be asserted, claimed or recovered against or from
CONTRACTOR or its officers, agents, or employees by reason of any damage to
property or personal injury, including death and which damage, injury or death arises
out of, or is incidental to, or in any way connected with CITY'S performance of this
Agreement. This indemnification shall include any costs, attorneys' fees, expenses and
liabilities incurred in the defense of any such claims or the investigation thereof,
including appeals. Nothing contained herein shall be deemed a waiver of sovereign
immunity by the CITY.
4. The CITY shall not be responsible for payment for any supplies, labor, taxes,
licenses, permits, overhead, or any other expenses or costs incurred by
CONTRACTOR, unless such expense or costs is incurred by CONTRACTOR, with the
prior written approval of the City Manager, or his designee.
SECTION FOUR —COMPENSATION
1. The City agrees to pay to CONTRACTOR a payment of $40,000.00 made in
three installment payments of 30-60-90 days CITY'S approval of the Event
Planner Contract.
2. Any additional compensation must be pre-approved by the CITY COMMISSION.
SECTION FIVE — ADDITIONAL TERMS AND CONDITIONS
1. The CITY shall within 45 days of the execution of this agreement, have the right
to terminate this Agreement without cause, restrictions upon written notice to
CONTRACTOR. In such event CITY agrees to reimburse CONTRACTOR for all
expenses incurred in connection with the performance of its duties hereunder. If the
CITY terminates the Agreement pursuant to this paragraph, CONTRACTOR shall be
entitled to retain compensation for services performed by CONTRACTOR up through
the date of termination. CONTRACTOR shall have the right to terminate this
Agreement based upon any material failure of the CITY to perform its duties hereunder,
provided. However, CONTRACTOR shall be required to provide CITY with a written
notice with an opportunity to cure at least fifteen (15) days prior to the date designated
for termination.
2. In the event this Agreement is terminated with or without cause, CONTRACTOR
agrees to turn over all promotional materials, including logos to the CITY.
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3. CONTRACTOR acknowledges and agrees that any and all logos created for the
Event shall be exclusively and solely owned by the CITY of Opa-locka. Upon conclusion
of the Event, CONTRACTOR agrees to turn over all such logos in its possession to the
CITY.
4. CONTRACTOR agrees to comply with all laws, statutes, ordinances, rules, and
regulations of the United States, the State of Florida, Miami-Dade County, the CITY of
Opa-locka, and any other governmental body with applicable jurisdiction.
5. This Agreement constitutes the entire agreement between the parties and
supersedes all prior written or oral statement, understandings, or agreements.
6. This Agreement shall not be assigned by either party without the prior written
consent of the other.
7. This Agreement shall be interpreted and governed by Florida Law. Any actions,
suits, or claims that may arise pursuant to this Agreement shall be brought and venue
shall lie in Miami-Dade County, Florida.
8. No consent or waiver, whether expressed or implied, by either party to this
Agreement to any breach or default by the other party in performance of its obligations
hereunder shall be deemed or construed to be a consent or waiver to or for any other
breach or default in performance by such other party of the same or any other obligation
of such party hereunder. Failure on the part of either party to complain of any act or
failure of the other party to this Agreement or to declare the other party in default,
irrespective of how long such failure continues, shall not constitute a waiver by such
party of its rights hereunder.
9. All rights, privileges and remedies afforded the parties by this Agreement shall be
deemed cumulative and not exclusive. In the event of a breach of or other failure to
perform as required under this Agreement, the party not breaching or defaulting shall, in
addition to all rights and remedies hereunder provided, have all rights and remedies
available in law or in equity.
10. If any term or provision of this Agreement, or the application thereof to any
person or circumstance, shall to any extent be held invalid or unenforceable by a court
of competent jurisdiction, such results shall not affect the other terms and provisions of
this Agreement or applications thereof which can be given effect without the relevant
term, provision, or application, and to this end the parties agree that the provisions of
this Agreement are and shall be severable.
11. Every notice, demand, direction, consent, or approval, request and other
communication required or permitted hereunder shall be made in writing sent by
certified United States Mail, postage pre-paid, return receipt requested, or by overnight
5
delivery by a nationally recognized delivery service, or by hand-delivery to the
addresses as stated below:
As to CONTRACTOR:
Suzan McDowell & Leon Saunders
Circle of One Marketing, LLC
2400 NE 2nd Ave, Studio C
Miami FL 33137
As to the CITY:
CITY of Opa-locka, Florida
Attn: Kelvin L. Baker, City Manager
3400 N.W. 135 Street
Opa-locka, Florida 33054
12. CONTRACTOR, and the individual executing this Agreement on behalf of
CONTRACTOR, warrants to the CITY that CONTRACTOR possesses all of the required
licenses and certificates of competency required by the State of Florida and the County of
Dade to perform the work herein described.
13. This Agreement does not establish a partnership, joint venture, agency, sales
representative or employment relationship between the parties hereto.
14. In the event of acts of God, terrorism or force majeure, CONTRACTOR and the
CITY shall be relieved of responsibilities under this Agreement and CONTRACTOR will
retain all monies receive in connection with the Agreement, up to the date of the
occurrence of the force majeure act.
15. CONTRACTOR, for the purpose of this Agreement, is and shall remain an
independent Contractor.
16. No statements, representations, warranties, either written or oral, from whatever
source arising, except as expressly stated in this Agreement, shall have any legal validity
between the parties or be binding upon any of them. The parties acknowledge that this
Agreement contains the entire understanding and agreement of the parties. No
modifications hereof shall be effective unless made in writing and executed by the parties
hereto with the same formalities as this Agreement is executed.
17. The preparation of this Agreement has been a joint effort of the parties, and the
resulting document shall not, solely as a matter of judicial construction, be construed more
severely against one of the parties than the other. It is the parties' further intention that
this Agreement be construed liberally to achieve its intent.
18. All exhibits attached hereto or mentioned herein which contain additional terms shall
be deemed incorporated herein by reference. Typewritten or handwritten provisions
6
inserted and initialed by both parties in this form or attached hereto shall control all printed
provisions in conflict therewith.
19. This Agreement may be executed in one or more counterparts, each of which shall
be deemed an original, but all of which shall constitute one and the same agreement.
20. Should any dispute arise hereunder, the CITY shall be entitled to recover against
the CONTRACTOR all costs, expenses and attorney's fees incurred by the CITY in such
dispute, whether or not suit be brought, and such right shall include all of such costs,
expenses and attorney's fees through all appeals or other actions.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seals the
day and year set forth below their respective signatures.
City of Opa-locka
Kelvin L. Baker, City Manager Date
CONTRACTOR (Corporate Seal)
Circle of One Marketing, INC.
By:
Suzan McDowell Date
Title: President
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City of Opa-locka
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RFQ NO: 13-1110100
REQUEST FOR QUALIFICATION (RFQ)
CITY EVENT PLANNER
CITY OF OPA LOCKA
3400 NW 135 STREET, BUILDING B
OPA-LOCKA, FLORIDA 33054
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CITY OF OPA-LOCKA
Advertisement for Request for Qualifications (RFQ)
RFQ NO: 13-1110100
Sealed Proposals for Event Planning services for the City of Opa-locka will be received by the
City of Opa-locka at the Office of the City Clerk, 780 Fisherman Street, 4th Floor, Opa-locka,
Florida 33054, October 11. 2013 by 1:00 p.m. Any RFQ Package received after the
designated closing time will be returned unopened.
The purpose of this Request for Qualifications is to seek Event Planning service of qualified
professional consultants for the City.
An original and six (6) copies for a total of seven(7) plus 1 copy of the qualifications package
on CD in PDF format shall be submitted in sealed envelopes/packages addressed to City
Clerk, City of Opa-locka, Florida, and marked RFQ for Event Planner Services.
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: 13-1110100
requirements. Proposers may not withdraw their proposal for a period of ninety (90) days
from the date set for the opening thereof.
City Clerk
Joanna Flores, CMC
1. PURPOSE
The City of Opa-locka seeks proposals from qualified Event Planners (including event
management firms) experienced in the management and operation of large-scale events or
festivals to provide festival management and operation of a signature event located in Opa-
locka, FL. The selected Event Planner shall be required to work closely with the Opa-locka
City Commission, City Manager's Office and City staff in performance of operational
activities.
1.1 BACKGROUND
The City of Opa-locka was founded in 1925 by Glen H. Curtiss, a pioneer aviator, airplane
manufacturer and real estate developer. The name Opa-locka, derived from the Seminole
Indian word Opatishawonkalocka, means "big island covered with many trees in the
swamp".The City is located in the northern region of Miami-Dade County. Opa-locka covers
an area of 4.5 square miles and has a current population of more than 16,000 residents.
The city was incorporated in 1926.
The City's prior signature event, the Arabian Nights Event, attracted thousands of people,
and included performances for National and Local performing artists, carnivals, parades,
firework displays, and a variety of vendors offering arts & crafts,jewelry and food. Income
has been generated in the past from sponsorships, arts/crafts vendors, and food vendors.
Larger expenses included event insurance, advertising expenses, stage & lighting rental,
special event fees, portable toilets, table/chair/tent rentals, and t-shirts. Smaller expenses
include printing,trophies,banners, postage and other miscellaneous expenses.
The Opa-locka Arabian Nights festival first began in 1926 and lasted until about 2004. The
entertainment festival in the past featured a weekend full of extraordinary music,
shopping, parties and celebrity events including a golf tournament, celebrity after-parities,
carnival, fireworks display, parade, all-day musical entertainment and community block
party.
The Festival provides free admission and entertainment for everyone. The selected Event
Planner (or event management firm) will work with the City of Opa-locka to determine
parking availability and event location for the signature event.
1.2 SCOPE OF SERVICES
The initial term of this agreement shall begin on or before January 1, 2014 and expire on
December 31, 2014. Interested firms shall address in their qualification statements, their
firms ability to provide the following services, if selected by the City:
• Management of all day-to-day operations of the event, including street closures; city
permits; crowd control; security services; sponsorships; vendors; advertising; sales
and marketing; sponsorships; budgets; accounting; human resources; etc.
• Recommend with the City's approval:
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(a) An annual business plan and operating budget, including expenditures for
operations, inventory, advertising, sales and promotions, sponsorships and
recommendations on all fees such as vendor fees, sponsorship fees, minimum
fees, etc.
• Develop a marketing strategy aimed at attracting guests from the local market as
well as outside the Opa-locka community.
• Hire, properly train and supervise all staff to manage and operate the festival
consistent with the City's general direction and goals. All staffing shall be, and
remain at all times, employees of the selected management firm. (Included in the
firm's hiring the City asks to consider local residents,as appropriate,who qualify for
open positions.)
• Provide a qualified festival manager responsible for the day-to-day operations and
management of the event,who will be available during normal business hours.
• Provide services including, but not limited to, assignment and management of the
collection and proper accounting of fees and charges collected.
• Provide volunteer services as appropriate to closely monitor conformance with
festival rules.
• Acquire and maintain all necessary licenses and permits including liquor sales.
• With regard to revenue and expenditures in any City-owned or rented facility:
(a) Operator shall provide or acquire all goods and services necessary to carry
out its management and operations responsibilities.
(b) Operator will manage and pay all event expenditures, including any permit
and management fees due the City,and collect all revenues of any sort.
(c) Operator will manage event bank accounts using the City's selected bank
within the City of Opa-locka.
• Proposals shall document experience in large event coordination, such information
may include, but shall not be limited to: number of years experience, number and
size of events coordinated, and descriptions of past successful events coordinated.
Individuals or organizations, regardless if they are for profit or not for profit, must
document what seed money they would need, if any.
• Provide references from similar large-scale events, including name, title, company,
contact phone,email (if available), and the event managed.
Page 14
1.2. DEFINITIONS
In this RFQ the following definitions shall apply:
"City" means the City of Opa-locka;
"City Website" means www.Opa-lockafl.gov
"Closing Time" has the meaning set out in section 3.2;
"Contract" means a formal written contract between the City and a Preferred Proponent to
undertake the Services.
"Evaluation Team" means the team appointed by the City;
"Preferred Proponent(s)" means the Proponent(s) selected by the Evaluation Team to
enter into negotiations for a Contract;
"Proponent" means an entity that submits a response to this RFQ;
"Proposal" means a proposal submitted in response to this RFQ;
"RFQ" means this Request for Proposal;
"Services" has the meaning of any and all construction and administration work necessary
to complete this project
"Site" means the place or places where the Services are to be performed;
Page 15
2. RFQ PROCESS AND KEY DATES
Qualifications will be reviewed in a timely manner by the City Manager and the selection
committee. The review of submittals will be based on, but not limited to, the following
minimum criteria:
i. Each statement of qualification will be reviewed for completeness, responsiveness
and adequacy of documentation.
ii. The firms understanding of the scope of services and approach to providing service.
iii. The qualifications and relevant experience of the management firm. In particular,
the management firm's experience with large-scale, municipally owned and/or
operated events and festivals.
The City will be the sole and exclusive judge of the quality and compliance with proposal
specifications in any of the matters pertaining to this RFQ. The City reserves the right to
award the contract(s) in any manner it deems to be in the best interest of the City and
make the selection based on its sole discretion, including negotiating with one or more of
the proposers for the same services.
Key Dates: (Schedule is tentative)
Deadline for submittal: October 11. 2013
Evaluation Team Review: October 18. 2013
Recommendation to Commission November 13. 2013
Award of Contract: December 13. 2013
Targeted contract commencement: January 1. 2014
The submittal package must be received prior to 1:00 p.m. on October 11, 2013. Firms
mailing a proposal must allow sufficient delivery time to ensure timely receipt of the
proposal by the date and time specified. Submittals arriving after the deadline will not be
accepted.
3. SUBMITTAL PROCEDURES
Submittals shall comply with all conditions, requirements and specifications contained
herein, with any departure constituting sufficient cause for rejection of the proposal at the
City's discretion. Any and all costs incurred in the preparation and presentation of this
submittal shall be borne solely by the respondent.
Faxed or emailed submittals will not be accepted. Respondents shall provide seven (7)
copies PLUS one original of their submittal by the submittal date. All qualification
proposals submittals shall be delivered no later than the submittal deadline to:
Office of the City Clerk
3400 NW 135th Street, Building B
Opa-locka, Florida 33054
CONFIDENTIAL- DO NOT OPEN
Proposal Closing Date &Time: October 11, 2013 by 1:00 P.M. (Eastern Standard Time).
Page 16
All questions and inquiries regarding the signature event or this RFQ shall be submitted in
writing to: Rose McKay, either in hard copy or via email at rmckay@opalockafl.gov by
October 4, 2013 Questions shall be answered by October 9, 2013 and shall be posted on
the City's website. Respondents are prohibited from contact the City of Opa-locka staff
regarding this submittal request. Failure to adhere to this provision shall be cause for
disqualification from this process.
3.2 LATE PROPOSALS
Proposals received after the Closing Time will not be accepted or considered. Delays
caused by any delivery, courier or mail service(s) will not be grounds for an extension of
the Closing Time.
3.3 AMENDMENTS TO RFQ
Proposals may be revised by written amendment, delivered to the location set out above, at
any time before the Closing Time but not after. An amendment must be signed by an
authorized signatory of the Proponent in the same manner as provided in the original
proposals.
All inquiries related to this RFQ should be directed in writing, via fax or e-mail to the
person named below (the "City Representative"). Information obtained from any person
or source other than the City Representative may not be relied upon.
Rose A. McKay
CITY OF OPA LOCKA- PURCHASING DIVISION
305-953-2868 EXT 1307
305-953-2900 FAX
Inquiries and responses will be recorded and may be distributed to all Proponents at the
discretion of the City.
Proponents finding discrepancies or omissions in the Contract or RFQ, or having doubts as
to the meaning or intent of any provision, should immediately notify the City
Representative. If the City determines that an amendment is required to this RFQ, the City
Representative will issue an addendum in accordance with section 3.4. No oral
conversation will affect or modify the terms of this RFQ or may be relied upon by any
Proponent.
3.4 ADDENDA
If the City determines that an amendment is required to this RFQ, the City Representative
will post a written addendum on the City Website at www.Opa-lockafl.gov (the "City
Website") and upon posting will be deemed to form part of this RFQ. No amendment of any
kind to the RFQ is effective unless it is posted in a formal written addendum on the City
Website. Upon submitting a Proposal, Proponents will be deemed to have received notice
of all addenda that are posted on the City Website.
Page I 7
3.5 OPENING OF PROPOSALS
The City intends to open Proposals in private but reserves the right to open Proposals in
public at its sole discretion.
3.6 STATUS INQUIRIES
All inquiries related to the status of this RFQ, including whether or not a Contract has been
awarded, should be directed to the City Website and not to the City Representative.
4.0 PROPOSAL SUBMISSION FORMS AND FORMAT:
All respondents must submit qualifications according to the specifications set forth below.
Submittals must be relevant to the specific work required and should not exceed 40 pages.
The proposal shall be submitted on 81 x 11 paper, portrait orientation, with headings and
sections numbered appropriately. Ensure that all information is written legibly or typed.
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.
The proposal must declare that it is made without collusion with any other person or entity
submitting a proposal pursuant to this RFQ.
(a)Package/Copies
An original (so marked) and six (6) copies of the proposal must sealed in one
package for a total of seven(7); plus 1 copy of the qualifications package on CD in
PDF format shall be submitted in sealed package addressed to City Clerk, City of
Opa-locka, Florida, and marked RFQ for Event Planner Services on the outside
package.
(b)Title Page
Title Page showing the RFQ number, subject, the firm's name, the contact person's
name, address and telephone number and the date of the proposal.
(c) Table of Contents
Table of Contents should include a clear and complete identification of the materials
submitted by section and page number.
(d)Letter of Introduction
Provide the name, address, telephone number, education, certification(s) (if any)
and organizational chart of the project team from the proposing event management
firm. The proposal must name all persons or entities interested in the proposal as
principals. Include a brief description of the event management firm profile,
experience and qualifications, the date the entity was established, and the name,
address and contact information for the contact person. The letter must bear the
signature of the person having proper authority to make the proposal for the firm.
Page 18
(e)References
The proposing event management firm must provide references from at least four
(4) client references, including any public agency, for whom the related Event
Management firm's services were provided. The references should include the
name, physical address, email address and telephone number of a contact person for
each reference cited, plus a brief description of the event or type of services
provided to client. The City may contact these references. All references will be
verified.
(f) Management Summary
The consulting firm shall provide a description of the history and background of the
firm, summarize the firm's unique qualities, identify services provided to
municipalities or government entities in Florida and other information relevant to
Event Planning and Management services. Discuss the overall benefit of the
proposal for the City of Opa-locka.
(g)Statement of Qualifications
i. Provide the firm's approach to management and operations of a signature
event (that generated revenues of $500,000 or more) that will ultimately
provide a quality event experience for City residents and guests.
ii. Include your management approach to working with the City of Opa-locka.
iii. Address at a minimum: operating the event as a premiere public amenity,your
specific management and project approaches to the signature event, and
identify quality control process for managing this event.
iv. Discuss your firm's understanding of the Scope of Services.
v. Prepare and provide a pro-forma for anticipated festival operations including
sponsorships, merchandise, anticipated costs, revenue and analysis of staffing
requirements to operate the festival.
vi. Discuss your project team's experience with similar events (especially event
experience with municipalities or government entities). Include a listing of the
firm's project personnel and resumes.
vii. Describe your firm's volunteer management experience as it pertains to
similar events.
viii. A description of the firm's promotions, marketing, advertising and
sponsorship experience.
ix. A description of the firm's financial position and qualifications.
x. A proposal for the management fee structure paid to the City of Opa-locka.
xi. A description of the firm's current workload and a discussion as to how this
festival would be incorporated into the existing workload.
(h)Local Interest
Discuss the familiarity your firm, project team or firm's principal(s) have with the
greater Opa-locka community. Elaborate on your firm's experience or management
practices in hiring or recruiting local residents as volunteers at signature events.
Describe the target audience for this signature event and your firm's experience
Page 19
with similar audiences.
Document what ability your firm may have to coordinate with local organizations, to
either increase volunteer staffing levels and/or promote amicable relationships of
parties with a vested interest in the City of Opa-locka.
(i) Forms
In this section, please include the following forms,at a minimum:
i. Executed copy of Drug Free Workplace Form
ii. Statement acknowledging receipt of each addendum issued by the City.
iii. Proposer Qualifications Form
iv. Certification Regarding Debarment, Suspension, Proposed Debarment
and Other Maters of Responsibility
v. City of Opa-locka Non Collusion Affidavit
vi. Non Discrimination Affidavit
vii. County and/or Municipal Occupational License
viii. License to do business in the State of Florida
ix. (Optional) Provide any additional forms or documents related to this
proposal.
(j) Signature Page
The legal name of the person or firm submitting the Proposal should be included.
The Proposal should be signed by a person(s) authorized to sign on behalf of the
Proponent and include the following:
(a) If the Proponent is a corporation then the full name of the corporation should
be included,together with the names of authorized signatories. The Proposal
should be executed by all of the authorized signatories or by one or more of
them provided that a copy of the corporate resolution authorizing those
persons to execute the Proposal on behalf of the corporation is submitted;
(b) If the Proponent is a partnership or joint venture then the name of the
partnership or joint venture and the name of each partner or joint venture
should be included, and each partner or joint venture should sign personally
(or, if one or more person(s) have signing authority for the partnership or
joint venture,the partnership or joint venture should provide evidence to the
satisfaction of the City that the person(s) signing have signing authority for
the partnership or joint venture). If a partner or joint venture is a
corporation then such corporation should sign as indicated in subsection (a)
above; or
(c) If the Proponent is an individual, including a sole proprietorship,the name of
the individual should be included.
Page 110
5.0 GENERAL ADMINISTRATIVE INFORMATION
Each respondent understands and agrees that the City, its departments, their officers,
employees or agents shall not be liable for:
i. Any costs incurred by a respondent in the preparation, delivery or
presentation of a proposal.
ii. Any costs incurred by a respondent in meeting the criteria as a result of
making or submitting a proposal or subsequently in entering into a
formal agreement with the City; and
iii. Any errors, inaccuracies or misstatements related to the information or
data supplied to any Contractor by the City.The use of such information
or data provided by the City, its officers, employees or agents is intended
to be used as the sole discretion and risk of the firm in the preparation of
a proposal pursuant to this Request for Qualifications only.
The selected operator shall comply with any and all applicable Federal and State
laws pertaining to employment.
The City reserves the right to accept, reject, modify or cancel in whole or in part, this
Request for Qualification. The City reserves the right to accept or reject any or all
proposals, negotiate modifications to proposals that is deems acceptable, to request and
consider additional information from any proposer, and to waive minor irregularities and
technical defects in this proposal process.The City reserves the right to seek new proposals
when it determines that it is in the best interest to do so.
The City will provide, to a respondent's request; detailed operating financial records,
including revenues, expenses, sponsorships, vendor fees and up-to date performance data
as compared to approved budget.
6.0 EVALUATION AND SELECTION
6.1 EVALUATION TEAM
The evaluation of Proposals will be undertaken on behalf of the City by the Evaluation
Team. The Evaluation Team may consult with others including City staff members, third
party consultants and references, as the Evaluation Team may in its discretion decide is
required. The Evaluation Team will give a written recommendation for the selection of a
Preferred Proponent or Preferred Proponents to the City.
Page I11
6.2 EVALUATION CRITERIA
The selection committee will compare and evaluate all RFQ package to determine the
strength and ability of the potential consultants to provide the services required in the
most advantageous manner to the City, using the following criteria:
Qualification Statements that satisfy the minimum requirements will be scored as follows:
> Letter of Introduction .. 5 points
> Event Management Summary/References.. 20 points
> Statement of Qualifications 30 points
> Local Interest ............................ 15 points
➢ Technical Approach.. 30 points
The maximum total score possible is 100. To qualify for participation in the remainder of
the selection process, a Qualifying Respondent must receive no less than 70 points.
Qualifying respondents will be invited to participate in the final selection process. The final
selection process may include the submission of additional information and/or
participation in an oral interview. Please ensure your firm addresses all the points outlined
in the PROPOSAL SUBMISSION FORMS AND FORMAT Section 4.0.
(a) Letter of Introduction: (5 pts) Demonstrate how you or your company is
uniquely qualified to perform event planning services for the City of Opa-locka.
Discuss information outlined in the LETTER OF INTRODUCTION in Section 4.0, D.
(a) Event Management Experience/References: (20 pts) Proven competence with
regard to conducting large events that will make this management agreement
successful (example of events that generated revenues of $500,000 or more).
What experience do the individual(s) who are going to play the largest, active role
in this arrangement have that will give them a clearer idea as to how to best make
the City Event a success? Which existing event(s) do they have experience with,
for how long, and what lessons have they learned that will prove helpful to this
arrangement? Provide references or a detailed operations outline. Include
examples of other partnerships your firm has entered into that are of a similar
nature and a contact person for each. Discuss each item in the EVENT
MANAGEMENT SUMMARY/REFERENCES in Section 4.0, E and F.
(b) Statement of Qualifications: (30 pts) - What is your firm's management and
operational approach to this event? Address your firm's experience in garnering
sponsorships. How would your firm structure this event to make it profitable for
the City? What are marketing and promotions options? What staff or volunteer
resources does your organization or team have? In the past the events have been
run with the aid of volunteers and sponsors. Those individuals or organizations
who have access to a large pool of volunteers and access to sponsors are
preferred. Discuss your firm's understanding of the scope of services. Discuss each
point outlined in the STATEMENT OF QUALIFICATIONS in Section 4.0, G.
Page 112
(c) Local Interest: (15 pts) Entities that have a vested interest in the City of Opa-
locka community are better able to provide high quality services. Familiarity with
the community, knowing the target market, and understanding citizen
expectations are important aspects to a successful event. Explain how your
organization is vested in the City of Opa-locka community. Document what ability
you may have to coordinate with local organizations, to either increase volunteer
staffing levels and/or promote amicable relationships of parties with a vested
interest in the City of Opa-locka. Discuss each item in the LOCAL INTEREST in
Section 4.0, H.
(d) Technical Approach (30 pts) Evaluation of how well your proposal addresses
the manner in which you will achieve each of the tasks/projects specified in the
scope of services provided in this RFQ and that all requested supporting materials
are also provided. Submittals that document profit sharing and/or how earnings
will be retained for future events will be given favorable consideration. Describe
the proposed schedule and staffing for event planning and preparations prior to
and running the event. Provide all necessary insurance documentation or ability to
acquire insurance.
6.3 LITIGATION
In addition to any other provision of this RFQ, the City may, in its absolute discretion, reject
a Proposal if the Proponent, or any officer or director of the Proponent submitting the
Proposal, is or has been engaged directly or indirectly in a legal action against the City, its
elected or appointed officers, representatives or employees in relation to any matter.
In determining whether or not to reject a Proposal under this section, the City will consider
whether the litigation is likely to affect the Proponent's ability to work with the City, its
consultants and representatives and whether the City's experience with the Proponent
indicates that there is a risk the City will incur increased staff and legal costs in the
administration of the Contract if it is awarded to the Proponent.
6.4 ADDITIONAL INFORMATION
The Evaluation Team may, at its discretion, request clarifications or additional information
from a Proponent with respect to any Proposal, and the Evaluation Team may make such
requests to only selected Proponents. The Evaluation Team may consider such
clarifications or additional information in evaluating a Proposal.
6.5 INTERVIEWS
The Evaluation Team may, at its discretion, invite some or all of the Proponents to appear
before the Evaluation Team to provide clarifications of their Proposals. In such event, the
Evaluation Team will be entitled to consider the answers received in evaluating Proposals.
Page 1 13
6.6 NEGOTIATION OF CONTRACT AND AWARD
If the City selects a Preferred Event Planner,then it may:
(a) Enter into a Contract with the Preferred Event Planner (s); or
(b) Enter into discussions with the Preferred Event Planner (s) to clarify any
outstanding issues and attempt to finalize the terms of the Contract(s), including
financial terms. If discussions are successful, the City and the Preferred
Proponent(s) will finalize the Contract(s); or
(c) if at any time the City reasonably forms the opinion that a mutually acceptable
agreement is not likely to be reached within a reasonable time, give the Preferred
Proponent(s) written notice to terminate discussions, in which event the City may
then either open discussions with another Proponent or terminate this RFQ and
retain or obtain the Services in some other manner.
The City is under no obligation to accept any Proposal submitted. The City reserves the
right in its sole discretion to waive informalities in, or reject any or all Proposals, or to
accept any Proposal deemed most favorable in the interest of the City, or cancel the
competition at any time without award. Thereafter, the City may issue a new Invitation /
Request, sole source or do nothing.
7.0 GENERAL CONDITIONS
7.1 NO CITY OBLIGATION
This RFQ is not a tender and does not commit the City in any way to select a Preferred
Proponent, or to proceed to negotiations for a Contract, or to award any Contract, and the
City reserves the complete right to at any time reject all Proposals, and to terminate this
RFQ process.
7.2 PROPONENTS'EXPENSES
Proponents are solely responsible for their own expenses in preparing, and submitting
Proposals, and for any meetings, negotiations or discussions with the City or its
representatives and consultants, relating to or arising from this RFQ. The City and its
representatives, agents, consultants and advisors will not be liable to any Proponent for
any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or
for any other matter whatsoever, incurred by the Proponent in preparing and submitting a
Proposal, or participating in negotiations for a Contract, or other activity related to or
arising out of this RFQ.
7.3 NO CONTRACT
By submitting a Proposal and participating in the process as outlined in this RFQ
Proponents expressly agree that no contract of any kind is formed under, or arises from,
this RFQ prior to the signing of a formal written Contract.
Page 1 14
7.4 CONFLICT OF INTEREST
Proponents shall disclose any potential conflicts of interest and existing business
relationships they may have with the City. If requested by the City, Proponents should
provide all pertinent information regarding ownership of their company within forty-eight
(48) hours of the City's request.
7.5 SOLICITATION OF COMMISSION MEMBERS
Proponents and their agents will not contact any member of the City Commission or City
staff with respect to this RFQ at any time prior to the award of a contract or the termination
of this RFQ, and the City may reject the Proposal of any Firm or Individual that makes any
such contact.
7.6 CONFIDENTIALITY
All submissions become the property of the City and will not be returned to the Proponent.
The City will hold all submissions in confidence unless otherwise required by law.
Proponents should be aware the City is a "public body" defined by and subject to the
Freedom of Information and Protection of Privacy Act of the State of Florida.
Page 115
U
RFQ NO:
PROPOSER QUALIFICATIONS
The Proposer, as a result of this proposal, MUST hold a County and/or Municipal
Consultant's Occupational License in the area of their fixed business location. The
following information MUST be completed and submitted with the proposal to be
considered:
1. Legal Name and Address:
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation () Partnership () Individual ()
3. If Corporation, state:
Date of Incorporation: 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
8. Provide a list of at least five commercial or government references that the bidder
has supplied service/commodities meeting the requirements of the City of Opa-
locka specification, during the last twenty-four months.
9. 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 Consultants, 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.
Page 1 16
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CITY OF OPA-LOCKA
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
PROPOSED DEBARMENT AND OTHER MATTERS OFRESPONSIBILITY
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,
Page 117
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.
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
CONSULTANT COMPLIES FULLY WITH THE ABOVE REQUIREMENTS.
Signature
Printed Name
Page 1 18
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CITY OF OPA-LOCKA
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
Page 119
OQp.IOC44.
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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 PROPONENT 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 PROPONENT 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
PROPONENT, 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 PROPONENT, firm, or person to fix any overhead, profit, or cost elements of the
Proposal or of any other PROPONENT, or to fix any overhead, profit, or cost
elements of the Proposed Price or the Proposed Price of any other PROPONENT, 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 PROPONENT or any other of its agents, representatives, owners, employees or
parties of interest, including this affiant.
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Signed, sealed and delivered in the presence of:
By:
Witness Signature
Witness Print Name and Title
Date
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,.OPp.LOCk4 .
( y
_ n
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:
FAILURE TO COMPLETE AND RETURN THIS FORM MAY DEEM YOUR BID NON-
RESPONSIVE
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