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South Miami .,ed
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
fijir
2001
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Agenda Item: It/. 9-17-2013
Interlocal Service and Maintenance Agreement with Miami-Dade County to
Provide IT Maintenance & Support Services to the City of South Miami
A Resolution of the City of South Miami, Florida, authorizing
the City Manager to enter into an Interlocal Service and
Maintenance Agreement with Miami-Dade County for IT
maintenance and support services for an amount not to exceed
$175,000 annually, for a one-year period.
BACKGROUND & ANALYSIS
The City of South Miami has the need for qualified professionals to provide Information
Technology Support Services to the City. The City and the County wish to enter in to an
Interlocal Service and Maintenance Agreement for the provision of the services by the County.
The Miami-Dade County Information Technology Department (lTD) is the central technology
provider for Miami-Dade County. lTD provides information technology services that enable
and support the operations of all County departments, external governmental agencies,
residents and the public at large, including making information and services easily accessible to
citizens and visitors of Miami-Dade County. lTD plans, develops, manages, and maintains a
reliable and secure information technology infrastructure, including network, radio and
hardware/software platforms, to support countywide and departmental specific applications and
services. lTD partners with other County departments, management, and key technology
providers to implement and maintain technology solutions that enable efficient operations,
delivery of County services, and coordinates with the Information Technology Leadership
Council (ITLC) on IT policy and practices. The Department establishes business processes to
ensure that IT standards, methodologies, security, and project management are implemented in
accordance with best practices. Key stakeholders include all County departments, Miami-Dade
County municipal governments, local, state, and federal agencies, elected officials, Miami-Dade
County residents, businesses, visitors, and the public that visits the County's website
worldwide.
lTD's principal customers are the County's departments and agencies. Other customers
include local and municipal entities, many of whom are public safety agencies, the State of
Florida, the federal government, and the citizen population of Miami-Dade County.
Page I of 5
Miami-Dade County ITO adheres to federal, state and local government regulations, including
the federal Communications Commission (FCC), Health Insurance Accountability and
Portability Act (HIPAA), U.S. OMB Circular A-8l, National Incident Management System
(NIMS) for Emergency Response, Florida statutes for the Public Records and Government in
Sunshine laws, as well as, compliance with the Payment Card Industry (PCI), NEIM (National
Information Exchange Model) and with Criminal Justice Information System (CJIS)
requirements. NIEM is a collaborative partnership of private and public entities whose
purpose is to effectively share critical information in the intelligence, public safety, disaster
recovery and security environments and to develop and support enterprise information
exchange standards that will enable jurisdictions to automate information sharing. In addition
to the Project Management process employed for all key IT projects, lTD utilizes a concluding
step, "Lessons Learned" that allows the project team and the customer to review the project's
successes, shortfalls, and improvements and modifications for the future.
Miami-Dade County's lTD were the recipients in 2013 of the Public Technology Institute's
Annual Solutions Awards Competition recognizing Miami-Dade County's Private Cloud
implementation, where County data is stored and can be accessed from anywhere at any time,
securely. As a result of this implementation, the lTD's Private Cloud infrastructure has saved
the County over $2 million in capital and related licensing costs in physical server replacements.
SCOPE OF SERVICE
Miami-Dade County lTD will provide the City with the highest quality, cost effective,
maintenance and reliable network solutions possible in order to ensure optimal operational
performance and continuity in a professional and timely manner that demonstrates dedication
to the delivery of services excellence.
Miami-Dade County ITO will provide designated management to provide oversight and
interface with the City as the need arises. ITO will meet jointly with the City to discuss
delivery services and any special projects. lTD will have subject matter experts attend as
required to provide recommendations of new IT systems and solutions to the City. The
deSignated primary point of contact will be the field supervisor and directors will serve as the
City's escalation contacts.
As the central technology provider for the City of South Miami, the Miami-Dade County lTD
will provide services in areas of enterprise solutions, technology infrastructure and integration,
IT security, and computerltelecommunications. Miami-Dade County lTD's services are
designed to improve government access, efficiency, and public value through responsive service,
integrated information, and a shared infrastructure that is cost-effective, secure, and reliable.
Page 2 of 5
COST OF SERVICES
The Interlocal Agreement base level of $165,500 annually for IT services with Miami-Dade
County is in line with the contractual amounts agreed upon in the previous three fiscal years
and is below the current vendors proposed fee for the next budget year:
FY 2011
FY 2012
FY 2013
$166,400
$189,800
$189,800
FY 2014 (Proposed) $185, I 10
It should be noted that certain services such as video are included above which are not included
in the proposal from Miami Dade County. These issues are addressed below.
AFTER HOURS/EMERGENCY RESPONSE
Miami-Dade County excludes the cost for situations and emergency's which occur after hours
(5 pm through 8 am). The City conducted an unofficial audit of the number of such issues
which occurred within the last year to determine the estimated number of hours which these
services may be required. Based on that evaluation, the city determined that the estimated
number of hours is 25 hours which translates at the County hourly service rate of $127.50 to
$3,188 per year in addition to the annual contract with the City.
FILMING OF PUBLIC MEETINGS
The filming of the City's public meetings (Le. regular commission meetings, workshops, CRA
meetings, etc.) is not included within the scope of services as agreed to by the County in its
current proposal. The City estimates an approximate 242 hours per year in filming of the
City's public meetings. In an effort to fill that void, the city will be providing the filming of
public meetings using existing in-house personnel. The City estimates the cost of the in-house
filming to be approximately $7,990 taking into account overtime salary costs and benefits.
Currently, the city already films certain public meetings (Le. ERPB, Planning, etc.) using in-house
personnel.
Filming Hours
Approx. No. No. Meetings Total No.
of Hours Year of Hours
Regular Commission Meetings 5 24 120
Commission Meeting of the Whole 3 5 15
Special Commission Meetings 3 9 27
Workshops 2 6 12
CRA Meetings 4 12 48
Misc. 20
TOTAL 242
Page 3 of 5
Total Cost of contract and City Services
The basic cost for service provided by Miami-Dade County according to the terms and
conditions of the agreement is $165,500 annually. Additionally, the County will provide after
hours emergency response at an amount budgeted at $3,188 for a total of $168,688. The City
of South Miami will be billed by Miami-Dade County on a monthly basis.
The City has budgeted an additional $6,312 to cover any unanticipated contingencies.
The total cost of the entire contract including the anticipated emergency responses by the
county and filming by City staff of the City's public meetings equals an estimated amount of
$176,678.
Additional Considerations
The Miami-Dade County Contract for IT Maintenance & Support Services, if approved, is to
begin on October I, 2013. Section 2-9 and 2-10 of the Code of Miami-Dade County provides
that the County Mayor is authorized to enter into contracts on behalf of the County with other
governmental units for joint performance with the County of any function or service which the
County is authorized or directed to perform subject to ratification by the Board of County
Commissioners within one (I) year from the effective date. Miami-Dade County expects the to
have the Interlocal Agreement before the Miami-Dade County Commission for approval before
the end of 2013.
Lastly, the City will be expecting a certain amount of savings once the Interlocal Agreement is
executed with Miami-Dade County with respect to the City's current maintenance and
software licensing payments. Miami-Dade County currently pays for enterprise licenses for
certain software products, which means, the County can have an unlimited amount of users
without incurring any additional charge and the City can take advantage of that enterprise
license. Below please find a detailed list of the software products:
-Microsoft Office Suite
-Microsoft Visio
-Microsoft Project
-Microsoft Server versions 2003, 2008, 20 I 0
Microsoft Exchange
-Antivirus
-AutoCAD
-Desktop/laptop Operating System
-Adobe Pro
-Adobe Creative Studio
-Network utilities
-System Inventory software
Page 4 of 5
Unfortunately, the amount of savings at this time is unknown considering the actual number of
users for each of the products is unknown and the amount of expected software upgrades is
also currently undetermined. Once implementation begins, the City will have a much better
idea of the total cost savings for FY 2014, related to software annual licensing and maintenance
fees.
ATTACHMENTS
Resolution
Miami-Dade County Interlocal Service and Maintenance Agreement
Page 5 of 5
1 RESOLUTION NO. ______ _
2 A Resolution of the City of South Miami, Florida, authorizing the City
3 Manager to enter into an Interlocal Service and Maintenance
4 Agreement with Miami-Dade County for IT maintenance and support
5 services for an amount not to exceed $175,000 annually, for a one-year
6 period.
7 WHEREAS, the City of South Miami wishes to enter into an interlocal service
8 and maintenance agreement with Miami-Dade County for IT maintenance and support
9 services for an amount not to exceed $175,000 annually, for a one-year period; and,
10 WHEREAS, the Miami-Dade County Information Technology Department
11 (lTD) is the central technology provider for Miami-Dade County; and,
12 WHEREAS, the cost for service provided by Miami-Dade County according to
13 the terms and conditions ofthe agreement is $165,500 annually; and,
14 WHEREAS, The basic cost for service provided by Miami-Dade County
15 according to the terms and conditions of the agreement is $165,500 annually.
16 Additionally, the County will provide after hours emergency response at an amount
17 budgeted at $3,188 for a total of $168,688. The City of South Miami will be billed by
18 Miami-Dade County on a monthly basis. The City has budgeted an additional $6,312 to
19 cover any unanticipated contingencies. The total cost of the entire contract including
20 the anticipated emergency responses by the county and filming by City staff of the City's
21 public meetings equals an estimated amount of $176,678.
22 WHEREAS, Miami-Dade County excludes the cost for situations and
23 emergency's which occur after hours (5 pm through 8 am); and,
24 WHEREAS, Miami-Dade County lTD adheres to federal, state and local
25 government regulations, including the federal Communications Commission (FCC),
26 Health Insurance Accountability and Portability Act (HIPAA), U.S. OMB Circular A-87,
27 National Incident Management System (NIMS) for Emergency Response, Florida statutes
28 for the Public Records and Government in Sunshine laws, as well as, compliance with
29 the Payment Card Industry (PCI), NEIM (National Information Exchange Model) and
30 with Criminal Justice Information System (CJIS) requirements; and,
31 WHEREAS, Miami-Dade County lTD will provide the City with the highest
32 quality, cost effective, maintenance and reliable network solutions possible in order to
33 ensure optimal operational performance and continuity in a professional and timely
34 manner that demonstrates dedication to the delivery of services excellence.
35 NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
36 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT;
37 Section I. That the City Commission hereby authorizes the City Manager to
38 engage in an Interlocal Service and Maintenance Agreement with Miami-Dade
39 County for IT maintenance and support services for an amount not to exceed $175,000
40 annually, for a one-year period.
41 Section 2. This resolution shall take effect immediately upon adoption.
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PASSED AND ADOPTED this __ day of ____ , 2013
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
MIAMI·DDAD i!.IIl~'n
INTERLOCAL SERVICE AND MAINTENANCE AGREEMENT
THIS INTERLOCAL SERVICE AND MAINTENANCE AGREEMENT
("Agreement") is made and entered into by and between the CITY OF SOUTH MIAMI, a
municipal corporation within the State of Florida, having its principal office at 6130 Sunset Drive,
South Miami, FL 33143, (hereinafter sometimes referred to as the "Customer" or "City") and
MIAMI-DADE COUNTY, a political subdivision of the State of Florida, having its principal
office at 111 N.W. pt street, Miami, Florida 33128, (hereinafter referred to as the "County" or
"Contractor") and is effective as of the 1 st day of October, 2013.
RECITALS
WHEREAS, the County, through the Information Technology Department ("ITO"), is
the provider of information technology ("IT") services that enable and support the operations of
all County departments, external government agencies, residents and the public at large; and
WHEREAS, the City desires that the County, through the ITO, provide certain services
as further described in Appendix A -Scope of Services to the City for maintenance and support
of the City's information technology systems for the City's security firewall, exchange, network,
servers, AS400, Storage Area Networks (SANS), desktop computers, laptops, Apple products to
include MAC and iPad devices and any and all additional peripherals; and
WHEREAS, the County agrees to provide such IT maintenance and support services to
the City pursuant to the conditions set forth in this Agreement which shall commence on October
1, 2013 for a term of one year, with additional one-year options to renew, unless terminated with
thirty (30) days written notice by either the County or City or unless the Board of County
Commissioners fails to ratify this Agreement by September 30,2014; and
WHEREAS, Section 2-9 and 2-10 of the Code of Miami-Dade County provides that the
County Mayor is authorized to enter into contracts on behalf of the County with other
governmental units for joint performance with the County of any function or service which the
County is authorized or directed to perform subject to ratification by the Board of County
Commissioners within one (1) year from the effective date; and
WHEREAS, this Agreement will be submitted to the Board of County Commissioners for
ratification within one (1) year;
NOW, THEREFORE, in consideration of the mutual covenants and conditions contained
herein, the mutual promises of the parties, and other good and valuable consideration, intending to
be legally bound hereby, the parties do hereby understand, acknowledge and agree as follows:
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
ARTICLE 1. DEFINITIONS
The following words and phrases when used in this Agreement shall have the following
meanings:
"Regular Business Hours" shall mean the County will deliver services from 8 AM until
5 PM, weekdays, excluding County holidays observed by Miami-Dade County government and
such other times as the lTD is not generally open for the delivery of services to its customers.
"User" shall mean any City employee authorized by the City to request services under this
Agreement.
"Master System Administrator" shall mean the County personnel designated with the
top permission level over all for system management and administration for City IT systems
covered by this Agreement. The Master System Administrator is charged with the responsibility
of administering the proper level of permissions to all User's.
"System Administrator" shall mean the County personnel designated with a lower level
of system permission to maintain IT systems covered by this Agreement. The System
Administrator is charged with delivery of Trier 1 support for City IT systems.
"On-Site IT Service Technician" shall mean the person(s) designated by County with to
be responsible for the delivery ofIT support services to the City. The IT service technician(s) will
have System Administrator access for troubleshooting reported problems and coordinating overall
operational support for the County, as well as serving as Vendor liaison.
"pt Tier Support" shall mean support provided by designated Onsite IT Service
Technician and shall consist of the first point of contact for customer support of police, supervisors
and Users. The Onsite IT Service Technician will have System Administrator access to triage the
issue to determine whether it is technical or operational, shall resolve operational issues and
respond to questions concerning the use of the system. Technical issues that cannot be resolved
by the pt Tier Support Person shall be reported to the County's lTD's Help Desk which will
forward to the County Master System Administrator.
"2nd Tier Support" shall mean support provided by the County Master System
Administrator and shall consist of technical issues reported that have been triaged to determine
root cause and resolved. All technical issue not resolved by 2nd Tier Support shall be reported to
the 3rd Tier support for vendor resolution.
"3rd Tier Support" shall mean support provided by the hardware and software
maintenance vendors under service level agreements with the City to provide customer support
and maintenance.
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
MIAM.-_~
R·I~~li1
"SANS" to mean Storage Area Networks (SANS) device. This device is connected to the
network and contains disk or disks for storing data.
"Vendor" shall mean responsible hardware or software manufacture or 3 rd party vendor
under contract with the City to provide customer support and maintenance.
"2417/365" to mean twenty four hours, seven days and three hundred and sixty five days
each year.
ARTICLE 2. SCOPE AND TERM OF SERVICES
2.1. In accordance with the provisions of this Agreement and in consideration of the payment
by Customer of the price for such services, the County, through its ITD, will make commercially
reasonable efforts to provide the City with the highest quality, cost effective, County Services as
set forth in Appendix A -Scope of Services and Prices pursuant to the terms and conditions of
this Agreement.
2.2 The County will provide designated management to provide oversight and interface with
the City as the need arises. The County will meet jointly with the City to discuss delivery services
and any special projects. The County will have subject matter experts attend as required to provide
recommendations of new IT systems and solutions to the City. The designated primary point of
contact will be the field supervisor and directors will serve as City's escalation contacts. They will
be the primary liaisons monitoring the service delivery levels to ensure optimal performance.
I .··.··;County Contact· .. ~ .... Role·.· . Phone . . Email ...
Mark Acquaviva, Primary 305-275-7927 mja@miamidade.gov Supervisor
John Concepcion, Division 2nd Level 305-596-8368 jnc@miamidade.gov Director
Jose Otero, Assistant 3rd Level 305-596-8409 jro@miamidade.gov Director
2.3. When the County performs services at locations under City control, City agrees to provide
to County, at no charge, a non-hazardous environment for work with shelter, heat, light, and power,
and with full and free access to the IT systems to be serviced. City will provide all information
pertaining to the hardware and software necessary to enable County to perform its obligations
under this Agreement.
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
2.4. The City hereby agrees to:
2.4.1. Maintain any and all electrical and physical environments in accordance with the
manufacturer's specifications for its IT systems.
2.4.2. Provide standard industry precautions (e.g. back-up files) ensuring database
security, per County's recommended backup procedures.
2.4.3. Ensure system accessibility, which includes physical access to buildings as well as
remote electronic access. Remote access can be stipulated and scheduled with customer; however,
remote access is required and will not be substituted with on-site visits if access is not allowed or
available.
2.4.4. Obtain and provide to County all software licenses or other authorization necessary
for the County to perform the services listed in Appendix A.
2.4.5. Provide County with office space within City property upon the commencement of
this Agreement. The office space provided by City should include a telephone line, network
connection, and will be located on the second floor of City Hall immediately abutting the City's
existing server room which is approximately lOX 10 and currently being occupied by the City's
existing IT firm, to enhance County response time.
2.4.6. Be responsible for all recurring hardware and software operating maintenance
expenses.
2.4.7. Purchase and maintain its own internet service provider and related costs.
2.4.8. Develop a detailed continuity of operations plan to deal with both natural and man-
made disaster with the cooperation of the County.
2.4.9. As part of its annual budget preparation process, identify maintenance costs for the
on-going system maintenance and present them to the County for review. The County's
performance and obligation under this Agreement is contingent upon an annual appropriation and
renewal of all required vendor system maintenance agreements by the City. Cancellation of
required vendor system maintenance agreements by the City will cause all associated expenses
associated with the system repairs by vendor for labor, repairs, replacement, and patching of such
equipment, as required to be charged back to the City. The Agreement can be cancelled at any
time by the County with notified in writing, at least (30) days prior to cancellation. There will be
no early termination charges from the City for canceling Agreement during the year.
2.5. All City service requests shall be made as set forth in Appendix A or as mutually agreed to
by the Parties.
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
MIAMI.DAD. t;·nJ~in
2.6 The County will meet jointly with City to discuss delivery services and any ongoing special
projects. The County will have subject matter experts attend as required to provide
recommendations of new IT systems and solutions to the City. The supervisor and director will
be the primary liaisons monitoring the service delivery levels to ensure optimal performance.
COUNTY Phone Number Email Address ..
Mark Acquaviva, Supervisor 305-275-7927 mja@miamidade.gov
John Concepcion, Division 305-596-8368 jnc@miamidade.gov Director
Article 3. PRICING, PAYMENT AND TERMS
The cost to the City for the provision of services under this agreement are as set forth in
Appendix A. The County will provide to the City a monthly invoice, and City will make payments
to the County within twenty (30) days after the date of each invoice. Overdue invoices will bear
simple interest at the rate of ten percent (10%) per annum, unless such rate exceeds the maximum
allowed by law, in which case it will be reduced to the maximum allowable rate.
Article 4. LIMITATION OF LIABILITY
Notwithstanding any other provision of this Agreement to the contrary, except for personal
injury or death, the County's total liability, whether for breach of contract, warranty,
negligence, strict liability in tort, or otherwise, will be limited to the direct damages
recoverable under law, but not to exceed the price of twelve (12) months of Basic
Maintenance and Support Service provided under this Agreement. ALTHOUGH THE
PARTIES ACKNOWLEDGE THE POSSIBILITY OF SUCH LOSSES OR DAMAGES,
THEY AGREE THAT THE COUNTY WILL NOT BE LIABLE FOR ANY
COMMERCIAL LOSS; INCONVENIENCE; LOSS OF USE, TIME, DATA, GOOD WILL,
REVENUES, PROFITS OR SAVINGS; OR OTHER SPECIAL, INCIDENTAL,
INDIRECT, OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATED TO OR
ARISING FROM THIS AGREEMENT OR THE PERFORMANCE OF SERVICES BY
THE COUNTY PURSUANT TO THIS AGREEMENT. No action for contract breach or
otherwise relating to the transactions contemplated by this Agreement may be brought more
than one (1) year after the accrual of the cause of action, except for money due upon an open
account. This limitation of liability will survive the expiration or termination of this
Agreement and applies notwithstanding any contrary provision.
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
ARTICLE 5. CITY WARRANTIES
The City represents and warrants to County as follows:
(a) City has the necessary rights and licenses, consents, permissions, waivers and releases to
permit the County to perform any of the services as contemplated herein.
(b) None of the City systems or uses (i) violate, misappropriate or infringe any rights of any
third party, (ii) will defame or invade the rights of privacy or pUblicity any rights of any
third party, or (iii) are designed for use in any illegal activity or promote illegal activities,
including, without limitation, in a manner that might be malicious, illegal or harmful to any
person or entity, or discriminatory based on race, sex, religion, nationality, disability,
sexual orientation, or age.
(c) The City has the authority to enter into this Agreement for the County to perform these
services.
ARTICLE 6. DEFAUL T/TERMINATION
6.1. If the County breaches a material obligation under this Agreement (unless City or a Force
Majeure causes such failure of performance); City may consider the County to be in default. If
the City asserts a default, it will give the County written and detailed notice of the default. The
County will have thirty (30) days thereafter either to dispute the assertion or provide a written plan
to cure the default that is acceptable to City. If the County provides a cure plan, it will begin
implementing the cure plan immediately after receipt of City's approval of the plan.
6.2. If City breaches a material obligation under this Agreement (unless County or a Force
Majeure causes such failure of performance) or if City fails to pay any amount when due under
this Agreement, indicates that it is unable to pay any amount when due, indicates it is unable to
pay its debts generally as they become due, files a voluntary petition under bankruptcy law, or fails
to have dismissed within ninety (90) days any involuntary petition under bankruptcy law, County
may consider City to be in default. If County asserts a default, it will give City written and detailed
notice of the default and Customer will have thirty (30) days thereafter to (i) dispute the assertion,
(ii) cure any monetary default (including interest), or (iii) provide a written plan to cure the default
that is acceptable to County. If City provides a cure plan, it will begin implementing the cure plan
immediately after receipt of County's approval of the plan.
6.3. If a defaulting party fails to cure the default as provided above in Sections 6.1 or 6.2, unless
otherwise agreed in writing, the non-defaulting party may terminate any unfulfilled portion of this
Agreement and may pursue any legal or equitable remedies available to it subject to the provisions
of Article 4 above.
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
M lAM ."&.iIIlIP'"U..oI'1;;
r;.In~'n
ARTICLE 7. NOTICES
All notices required or permitted under this Agreement shall be in writing and shall be deemed
sufficiently served if delivered by Registered or Certified Mail, with return receipt requested; or
delivered personally; or delivered via fax or e-mail (if provided below) and followed with
delivery of hard copy; and in any case addressed as follows:
(1) To the County:
and to:
Information Technology Department
5680 SW 87 Ave, Miami FL
Attention: Jose Otero
Phone: 305-596-8409
Fax: N/A
E-mail: JRO@MiamiDade.gov
Information Technology Department
5680 SW 87 Ave, Miami FL
Attention: John Concepcion
Phone: 305-596-8368
Fax: N/A
E-mail: JNC@MiamiDade.gov
(2) To the City
Attention:
Phone:
Fax:
E-mail:
and to:
Attention:
Phone:
Fax:
E-mail
]
]
]
]
Either party may at any time designate a different address and/or contact person by giving notice
as provided above to the other party. Such notices shall be deemed given upon receipt by the
addressee.
In addition to the above contacts the following is the contact list for the City for all
communications related billing and work order approvals:
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
MIAMI.DADD f!·!V~in
Send all Invoices and invoice back-up documentation to:
Name & Tile:
Address:
Phone:
Email:
Monthly invoice back up documentation should also be emailed to:
Name & Tile:
Address:
Phone:
Email:
Authorized to Request Billable (Time & Materials) for IT Services
Name & Tile:
Address:
Phone:
Email:
For questions and inquiries by the City pertaining to telephone invoices and invoice back-up
documentation to the County the City shall contact accounting manager via electronic email.
COUNTY , Designation Phone Email Address
Yinka
Majekodunmi, Billing 305-596-YMAJEKO@miamidade.gov Accounting Liaison 8041
Manager
ARTICLE 8: ACCESS TO CONFIDENTIAL INFORMATION
,
During the course of this Agreement, the County and City may have access to the other party's
Confidential Information. The County and the City shall endeavor to treat the other party's
Confidential Information as it would treat its own Confidential Information of a similar nature.
Notwithstanding the foregoing, the parties acknowledge and agree that as a political subdivision
and municipal corporation of the State of Florida, the County and City are subject to Florida's
Public Records Law, Section 119 of the Florida Statutes. The parties' compliance with, or good
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Miami-Dade County Information Technology Department
Interlocal Service and Maintenance Agreement
faith attempt to comply with, the requirements of Chapter 119 of Florida Statute shall not be
considered breach of this Agreement.
ARTICLE 9: THIRD PARTY PROPRIETARY INFORMATION
During the course of this Agreement, the County and the City may have access to Third Party
Proprietary Information received by either the County or the City through agreements and licenses
with third parties. The County and City mutually agree to inform the other party of the
requirements of such third party agreements and licenses and shall maintain the confidentiality of
all proprietary information as if such agreements and licenses applied to both the County and City.
Notwithstanding the foregoing, the parties acknowledge and agree that as a political subdivision
and municipal corporation of the State of Florida, the County and City are subject to Florida's
Public Records Law, Section 119 of the Florida Statutes. The parties' compliance with, or good
faith attempt to comply with, the requirements of Chapter 119 of Florida Statute shall not be
considered breach of this Agreement.
ARTICLE 10. MIAMI-DADE COUNTY OFFICE OF THE INSPECTOR
GENERAL REVIEW
According to Section 2-1076 of the Code of Miami-Dade County, as amended by Ordinance No.
99-63, Miami-Dade County has established the Office of the Inspector General which may, on a
random basis, perform audits on all County contracts, throughout the duration of said contracts
including this Agreement. The Miami-Dade County Inspector General is authorized and
empowered to review past, present and proposed County contracts, transactions, accounts, records
and programs. In addition, the Inspector General has the power to subpoena witnesses, administer
oaths, require the production of records and monitor existing projects and programs. Monitoring
of an existing project or program may include a report concerning whether the project is on time,
within budget and in conformance with plans, specifications and applicable law. The Inspector
General is empowered to analyze the necessity of and reasonableness of proposed change orders
to the Agreement. The Inspector General is empowered to retain the services of independent
private sector inspectors general (lPSIG) to audit, investigate, monitor, oversee, inspect and review
operations, activities, performance and procurement process, including but not limited to project
design, specifications, proposal submittals, activities of the City, its officers, agents and
employees, lobbyists, County staff and elected officials to ensure compliance with contract
specifications and to detect fraud and corruption.
Upon written notice to the City from the Inspector General or IPSIG retained by the Inspector
General, to the extent provided by and subject to applicable law, the City shall make all requested
records and documents available to the Inspector General or IPSIG for inspection and copying.
The Inspector General and IPSIG shall have the right to inspect and copy all documents and records
in the City's possession, custody or control which, to the extent provided by and subject to
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M lAM ."LoIIII""'U..II'" r;.mun
applicable law, pertain to performance of the contract, including, but not limited to original
estimate files, change order estimate files, worksheets, proposals and agreements form and which
successful and unsuccessful subcontractors and suppliers, all project-related correspondence,
memoranda, instructions, financial documents, construction documents, proposal and contract
documents, back-charge documents, all documents and records which involve cash, trade or
volume discounts, insurance proceeds, rebates, or dividends received, payroll and personnel
records, and supporting documentation for the aforesaid documents and records.
ARTICLE 11. GOVERNING LAW
This Agreement, including exhibits or appendices, and all matters relating to this Contract
(whether in contract, statute, tort (such as negligence), or otherwise) shall be governed by, and
construed in accordance with, the laws of the State of Florida. Venue shall be Miami-Dade
County.
ARTICLE 12: INDEMNIFICATION
The City does hereby agree to indemnify and hold harmless the County and its officers, employees,
agents and instrumentalities, to the extent and within the limitations of Section 768.28, Fla. Stat.,
from any and all liability, losses or damages, including attorneys' fees and costs of defense, which
the County or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature ("Claims") arising out of,
relating to or resulting from, and to the extent caused by, City's (or its employees, agents, or
subcontractors) failure to perform as required by this Agreement.. However nothing herein shall
be deemed to indemnify the County from any Claim arising out of the negligent performance or
failure of performance of the County or any unrelated third party.
Subject to the limitations set forth in Article 4 of this Agreement, the County does hereby agree to
indemnify and hold harmless the City and its officers, employees, agents and instrumentalities, to
the extent and within the limitations of Section 768.28, Fla. Stat., from any and all liability, losses
or damages, including attorneys' fees and costs of defense, which the County or its officers,
employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of
actions or proceedings of any kind or nature ("Claims") arising out of, relating to or reSUlting from,
and to the extent caused by, County's (or its employees, agents, or subcontractors) failure to
perform as required by this Agreement. However nothing herein shall be deemed to indemnify
the City from any Claim arising out of the negligent performance or failure of performance of the
City or any unrelated third party.
ARTICLE 13: TERM OF AGREEMENT
This Agreement shall become effective the later of October 1, 2013 or upon signature by all parties
(Effective Date) and will remain in full force and effect until September 30, 2014. The County
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and the City may jointly extend this Agreement for additional one-year terms by mutual agreement.
Upon any extension, the County and City will review the services and fees set forth in Appendix
A and mutually agree as to whether any amendment to such services and fees are necessary.
Notwithstanding the foregoing, this Agreement must be ratified by the Board of County
Commissioners within one year of the Effective Date. In the event this Agreement is not ratified
within one year of the Effective Date or the Board of County Commissioners disapproves the
Agreement, this Agreement shall terminate immediately.
ARTICLE 14: TERMINATION
Either the City or County may, at any time, in their sole discretion, with or without cause,
terminate this Agreement by written notice to the other party and in such event, the County or City
shall, one hundred twenty (120) days after receipt of such notice ("Termination Date"), unless
otherwise directed:
1. stop all work as of the Termination Date;
11. take such action as may be necessary for the protection and preservation of the other
party's materials and property;
iii. cancel orders;
iv. assign to the City and deliver to any location designated by the City any
noncancelable orders for Deliverables that are not capable of use except in the
performance of this Agreement and has been specifically developed for the sole
purpose of this Agreement; and
v. take no action which will increase the amounts payable by the City under this
Agreement.
ARTICLE 15. COMPLIANCE WITH APPLICABLE LAWS
The Parties will at all times comply with all applicable statutes, rules, ordinances, regulations,
licenses and orders relating to or in any way affecting this Agreement and the performance by the
Parties of this Agreement.
ARTICLE 16. SEVERABILITY
If any provision of this Agreement shall be held by a court of competent jurisdiction to be illegal,
invalid or unenforceable, the remaining provisions shall remain in full force and effect.
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ARTICLE 17.
MIAMI .• DAD R·m~"l
NATURE OF THE AGREEMENT
a) This Agreement incorporates and includes all prior negotiations, correspondence,
conversations, agreements, and understandings applicable to the matters contained in this
Agreement. The parties agree that there are no commitments, agreements, or
understandings concerning the subject matter of this Agreement that are not contained in
this Agreement, and that this Agreement contains the entire agreement between the parties
as to all matters contained herein. Accordingly, it is agreed that no deviation from the
terms hereof shall be predicated upon any prior representations or agreements, whether oral
or written. It is further agreed that any oral representations or modifications concerning
this Agreement shall be of no force or effect, and that this Agreement may be modified,
altered or amended only by a written amendment duly executed by both parties hereto or
their authorized representatives.
b) Neither party shall be deemed in breach hereunder for any cessation, interruption or delay
in the performance of its obligations due to causes beyond its reasonable control, including,
without limitation, earthquake, flood, or other natural disaster, act of God, labor
controversy, civil disturbance, terrorism, war (whether or not officially declared) or the
inability to obtain sufficient supplies, transportation, or other essential commodity or
service required in the conduct of its business, or any change in or the adoption of any law,
regulation, judgment or decree (each a "Force Majeure Event"); provided that, (a) the party
relying upon this Section shall have given the other Party written notice thereof promptly
and, in any event, as soon as reasonably possible under the circumstances; and (b) shall
take all steps reasonably necessary to mitigate the effects on the other Party of the Force
Majeure Event upon which such notice is based. This Agreement comprises the entire
agreement between County and City with respect to its subject matter, and supersedes all
prior and contemporaneous proposals, statements, sales materials or presentations and
agreements (oral and written). No oral or written information or advice given by
Contractor, its agents or employees shall create a warranty or in any way increase the scope
of the warranties in this Agreement.
(Signature page follows)
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MIAMI-DADE COUNTY
BY: ____________ _
Carlos A. Gimenez
Miami-Dade County Mayor
ATTEST: __________ _
TITLE: __________ _
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
County Attorney
CITY OF SOUTH MIAMI
BY: _______________ _
Steven Alexander
City Manager
ATTEST: __________ _
TITLE: ___________ _
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
Counsel to the City
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APPENDIX A -SCOPE OF SERVICES AND PRICING
In accordance with the terms and conditions of this Agreement, the County will provide the City
with the following services as may be amended from time to time by mutual agreement in writing:
I. BASIC MAINTENANCE AND SUPPORT SERVICES
A. Fees for basic maintenance and support services
In exchange for the Basic Maintenance and Support Services described here, the City shall pay the
County and annual fee of one hundred sixty five thousand five hundred dollars ($165,500) divided
into twelve equal monthly payments. The City will be invoiced by County on a monthly basis and
such invoices payments shall be paid in accordance with the terms and conditions of this
Agreement.
B. Covered Services
The County shall provide to the City the following Basic Maintenance and Support Services for
the Covered Equipment listed in Subsection C. The City must submit all approved requests for
maintenance or services whether hardware or software using the County online Service Catalog
system for assignment to County support staff. The County will contact City upon receiving
service ticket from City. In the event additional hardware and software is required for the provision
of any of the services set forth herein, such hardware or software shall be supplied at the City's
sole expense and with City's prior approval.
(; County will provide a designated phone number (305-596-HELP (4357)) to
report troubles during regular business hours and emergencies after regular
business hours.
(; Provide authorized City Users with access to the County online Service
Catalog system for assignment of maintenance and service tasks to County.
(; Designated on-site IT service technician during regular business hours from
8:00 AM until 5:00 PM, excluding weekends and County holidays.
(; Report problems and coordinate with Vendor for the maintenance of AS-
400 with IBM and SunGard guidance pursuant to City's maintenance
agreements with those Vendors.
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MIAM.-&.oI'lIP"'IIoojI'"
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o Report problems and coordinate with Vendor for the maintenance of
Barracuda Appliance with support of Vendor guidance pursuant to City's
maintenance agreements with such Vendor.
o Report problems and coordinate with Vendor for the maintenance of
TREND with support of Vendor guidance pursuant to City'S maintenance
agreements with such Vendor.
o Report problems and coordinate with Vendor for the maintenance of
Interactive Outdoor KIOSKS with support of Vendor guidance pursuant to
City's maintenance agreements with such Vendor.
o Report problems and coordinate with Vendor for maintenance of Wireless
Mesh located in the Downtown business district with support of Vendor
guidance pursuant to City's maintenance agreements with such Vendor.
o Wide Area Network (WAN) and Local Area Network Maintenance
(LAN)
• Manage Network support upgrades and changes
• Provide Tier 2 & 3 Network support and troubleshooting.
• Troubleshooting of premise data wiring and patch cables.
• Communicate to the designated City liaison all scheduled
maintenance
• Assignment of IP address to all accounts.
o Server and SANS Equipment Maintenance
• Installation of software for applications
• Maintain all Microsoft operating systems and software updates
• Restoration of network services
• Repair and upgrade of servers
o Computer Equipment Maintenance
• Installation of software for applications
• Maintain all Microsoft and Apple operating systems and software
updates
• Restoration of network services
• Repair and upgrade of computer
• Install and setup maintenance loaner (if applicable).
• Maintain an inventory of computers and spare parts
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o Support mobile and hand held devices.
o Telephone Equipment Maintenance
• Perform reset of voicemail passwords
• Maintain class of service (COS)
• Relocate existing and replace defective handsets
• Install new handsets and setup voice mail
• Troubleshooting of premise data wiring and patch
• Contact and reports system problems to vendor
• Coordinate with vendor to schedule system upgrades
o Administration of Network Organizational Unit (OU)
• Add/Delete/Modify user accounts
• Add/Delete/Modify print resources
• Add/Delete/Modify file share services
• Add/Delete/Modify e-mail services
• Add/Delete/Modify group policies
• Add/Delete/Modify certificate services
o Install and setup of computers and peripherals.
o County shall notify Customer upon completion of work to document all
work and information pertaining to services rendered.
o The County will provide infrastructure maintenance and management for
remote access, exchange, active directory, security, servers, SANS,
network, AS400, desktop computers, laptop computers and peripheral
maintenance. This will require for County to have "Master System
Administrator" access for County personnel designated with the top
permission level over all for system management and administration for
City IT systems covered by this agreement.
The Master System Administrators listed below are charged with the
responsibility of administering the proper level of permissions to all User's
and designated back-up staff. The County may, from time to time, add,
modify or delete Master System Administrators to this Agreement by
providing written notice to the City as set forth in this Agreement.
• Lawrence Embil, Security/Fire Wall Support
• Erick Gomez, Network Support Manager
• Gary Lee, Server & SANS Support Manager
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• Jorge Mederos, Exchange, Active Directory and Remote
Access Support Manager
• Peter Oelkers, AS400 Support Manger
• Mark Acquaviva, Desktop and Laptop Maintenance
Supervisor
• Onsite IT Service Technician (TBD)
o Sites covered by this agreement shall include: See Attachment 1
C. Covered Equipment
Unless agreed to in writing by the parties, the Basic Maintenance and Support Services
set forth in this Appendix shall only apply to the following Covered Equipment.
Miami-Dade County Equipment Covered by the Agreement
Equipment coverage is subject to change as equipment are retired and/or replaced with new. New
equipment will be covered by the terms and conditions of the agreement with the mutual agreement of the
City and County.
Equipment Covered Manufacture
Description Qty Make
Desktop Computers with monitor 134 DELL
Mobile Computers 62 DELL, APPLE
Mobile Handheld Devices i.e. iPads, iPhone or Blackberry 7 APPLE
Multi-Function Network Printers 6 Cannon
Multi-Function Network Printers 3 HP
Color Laser Network Printers 2 Cannon
Color Laser Network Printers 3 HP
Computers Peripherals i.e. printers, scanners 48 HP, Epson, Fujtsu
Servers 29 DELL
Mail Archiver 1 Barracuda
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Routers 5 CISCO/HP
Web Filter 1 Barracuda
Network Storage Device 1 HP
Robotic Tape Back-up 1 DELL
Firewall 3 Barracuda
AS-400 1 IBM
Telephone Private Branch 1 Shortel
Telephone Handsets Mobile types: 230 and 115 84 Shortel
Switches 1 CISCO
Switches 20 HP
Interactive Outdoor KIOSKS (in the procurement stage) TBD -
Wireless Mesh (in the deployment stage) TBD -
D. Standards for Provision of Basic Maintenance and Support Services
1. On-site IT Service Technician:
The County will provide on-site IT service technician to handle all problems reported by
City during regular business hours. The service technician would be vetted by the city in the same
manner as city employees would be. The County will leverage the in-station service technician
whenever possible and incorporate into new projects. The on-site IT service technician is primarily
responsible for daily IT support and in some cases may not have the skill set or availability to meet
the project deliverables successfully. The County may need to dispatch special IT service
technician(s) as required for resolution of reported problem or delivery of approved service as the
expense of the City. The County will provide IT service through a tiered service approach
progressing from 1 st Tier Support to 2nd Tier Support to 3rd Tier Support as needed.
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2. SERVICE REQUESTS-
City shall submit all approved service request to the County using the online Service
Catalog system. The City shall be responsible for all associated expenses and shall provide the
County with the list of authorized users. The County shall setup each of the Users with accounts
for access to the County online Service Catalog system with 7 business days upon receiving list of
authorized Users. City shall record the service ticket number for reference for any future service.
3. Problem Reporting and Escalation/Regular Business Hours
The Customer will report all problems and make all authorized service requests directly
into the Prevailing ticketing system. Customer must report trouble to the County help desk and
open a trouble ticket in order to avoid any delays in obtaining service. Troubles are defined as a
failure of active/production IT services.
• Step 1 -Report Trouble by telephone
Report troubles to the Miami-Dade Help Desk at 305-596-4357 for purpose opening
service ticket. Please record the service ticket number for reference.
Service Center .... Designation Number
Help Desk 24/7/365 305-596-4357
• Step 2 -Service Manager Contact and Escalation Information
In the event you are not contacted by COUNTY after 60 minutes of reporting trouble during
regular business hours, proceed to contact the designated COUNTY supervisor in the order
listed below. If you receive no response after 30 minutes from supervisor proceed to the
emergency escalation contact listed below. Please phone 305-596-4357 after regular
business work or for all emergencies.
County Escalation Contacts
,. .... . '. .... .
'.' Phone •
.. '
COUNTY DeSignation. '. Email Address
...... ....... "Number . '.
Mark Acquaviva, Supervisor 1 st Level Escalation, 305-275-7927 mja@miamidade.gov Mobile (786) 256-3844 Business Hours
John Concepcion, Division Director 2nd Level Escalation, 305-596-8368 jnc@miamidade.gov Mobile (786) 258-2609 Business Hours
After Hours 1 Emergency 24/7/365 305-596-4357 N/A
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MIAMI·DDAD E·ron;1
E. Excluded Services
The following services are not included within the Basic Maintenance and Support
Services and shall only be provided by County upon mutual agreement in writing and shall incur
a separate fee to City:
o Any service work required due to incorrect or faulty operational
conditions, including but not limited to equipment not connected directly
to an electric surge protector, or not properly maintained in accordance
with the manufacturer's guidelines.
o The cost of professional service, parts, materials or software required for
any services performed by the County under this Agreement.
o The repair or replacement of products or parts resulting from failure of the
City's facilities, City employee's personal property and/or devices
connected to the IT System (or interconnected to devices) whether or not
installed by the County.
o The repair or replacement of equipment that has become defective or
damaged due to physical or chemical misuse or abuse, City's negligence,
or from causes such as lightning, power surges, or liquids.
o Service repairs made necessary by damage due to an act of God, fire,
water, storm, burglary, accident, improper use or abuse.
o Any transmission medium, such as telephone lines, computer networks, or
the worldwide web, or for equipment malfunction caused by such
transmission medium.
o Accessories, custom or special products; modified units; or modified
software.
o The repair or replacement of parts resulting from the tampering by persons
unauthorized by County or the failure of the IT System due to
extraordinary uses.
o Operation and/or functionality of City employee's personal property,
equipment, and/or peripherals and any application software not provided
or covered by County.
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o Services to diagnose technical issues caused by the installation of
unauthorized components or misuse of the System.
o Operational supplies, including but not limited to, printer paper, printer
ribbons, toner, photographic paper, magnetic tapes, battery replacement
for un interruptible power supply (UPS).
o Services related to customer's failure to back up its data or failure to use
an UPS system to protect against power interruptions.
o Any hours worked by the IT Service Technician in excess of 40 hours or
outside the established Regular Business Hours.
II. ADDITIONAL SERVICES
The Following Additional Maintenance and Support Services may be provided, at request
of the City for the fees as set forth herein. Such fees shall be invoiced and added to the monthly
fee for Basic Maintenance and Support Services.
A. Emergency Services
The County shall provide On-Call 2417/365 Emergency Support Services for use outside
Regular Business Hours. All emergency requests outside the regular service hours, will be subject
to the following rate for processing and completing the requested service. City shall use the
contacts in Section leD) above to request such service.
COUNTY BIlling Rates
Outside Hours Service
Rates:
B. Public Records Requests
Emergency Hourly Rate
$127.50
The County will process public records request by the City or by third-parties requesting
City public records on an $85 per hour bases for records involving email searches. The County
will provide cost estimate to the Customer prior to performing such requests and will proceed
after receiving written approval from City.
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C. New Services, Special Project and Rates:
The County will provide the City with services for strategic IT Design, Planning,
Deployment, Implementation, Maintenance and Support recommendations for IT business network
and application solutions. These services are not covered by the Basic Maintenance and Support
Services but are available on a time and material basis as mutually approved by the parties. The
County will develop a scope of work and project plan that meets business needs in the most cost
effective manner.
Additional Hourly Rates
After Regular
Service T&MRate HoursT&M
Rate
GIS Graphic Technician I Mapping $90.00 $135.00
Product Configuration (GIS Routing, Mobile, $100.00 N/A Dashboards, etc.)
Project Management $125.00 N/A
Systems Programming (Operating & Technical) and $125.00 N/A Database Administrator
Analysis and Programming $120.00 N/A
Network, Engineering, and Consulting Services $120.00 N/A
Telecommunications Technicians $85.00 $127.50
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City Hall
MIAMI·DDADE a·"uln
Attachment I
City of South Miami
FACILITY LOCATIONS
(includes: Police, Building, Finance, Planning, Code, City Clerk, Grants, HR, City Manager)
6130 Sunset Drive
South Miami, FL 33143
Public Works
4795 SW 75 Avenue
Miami, FL 33155
Parks and Recreation/Community Center
5800 SW 66 Street
South Miami, FL 33143
Community Redevelopment Agency
5825 SW 68 Street
Suite 4 Office 400
South Miami, 33143
South Miami Senior Center
6701 SW 62 Avenue
South Miami, FL 33143
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