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Res. No. 024-08-12621RESOLUTION NO.: 24 -08 -12621 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A WORK ORDER TO CORZO CASTELLA CARBALLO THOMPSON SALMAN, P.A. (C3TS) FOR AN ARCHITECTURAL /ENGINEERING PRESERVATION STUDY FOR THE SILVA MARTIN BUILDING IN AN AMOUNT OF $28,579.00 TO BE CHARGED TO ACCOUNT NUMBER 001 -2100- 519 -9920; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the Mayor and City Commission wishes to submit request for Silva Martin building historic preservation; and WHEREAS, the Mayor and City Commission wishes to secure the services of C3TS for architectural /engineering preservation study for the Silva Martin building; and WHEREAS, the total cost of the professional services ($28,579.00) will be funded through account number 001-2100-519-9920 with current account balance of $112,429.23, NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OT THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1: The City Commission authorizes the City Manager to execute a professional service work order with C3TS in an amount of $28,579.00 for the architectural/engineering preservation study for the Silva Martin building. Section 2: The total cost of the professional services of $28,579.00 will be funded through account number 001-2100-519-9920 with current account balance of $112,429.23. Section 3: The attached exhibit is incorporate by reference into this resolution. PASSED AND ADOPTED this day of ��a,,,2008. ATTEST: CTTY CLERK READ AND APPROVED AS TO FORM = N EY ncludeFfle Name and Path IX A* N COMMISSION VOTE: 3-2 Mayor Feliu: Yea Vice Mayor Beasley: Nay Commissioner Palmer: Nay Commissioner Wiscombe: Yea Commissioner Beckman: Yea To: The Honorable Mayor & Members of the City Commission Via: Yvonne S. McKinley, City Manager From: W. Ajibola Balogun, REM, CFEA, Director Public Works & Engineering Department Date: February 19, 2008, Agenda Item No.: Subject: Approval of Professional Service Work Order Request: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A WORK ORDER TO CORZO CASTELLA CARBALLO THOMPSON SALMAN, P.A. (C3TS) FOR AN ARCHITECTURAL/ENGINEERING PRESERVATION STUDY FOR THE SILVA MARTIN BUILDING IN AN AMOUNT OF $28,579.00 TO BE CHARGED TO ACCOUNT NUMBER 001-2100-519-9920; PROVIDING FOR AN EFFECTIVE DATE Request: Authorizing the City Manager to approve professional service work order for Architectural /Engineering Preservation Study for the Silva Martin building. Reason/Need: In our effort to continue preserving our historic properties, we are currently preparing grant funding application for Historic Preservation grant through the Miami-Dade County Building Better Communities General Obligations Bond Program. Out of our General Engineering Services consultants, C3TS is the only consulting firm that is staffed to perform this required study. We have secured the attached proposal from C3TS for the study. C3TS' services will include: inspection and analysis of the facilities' existing conditions; inspections of the building systems; ADA consideration; options for hurricane protection; to provide design sketch and a narrative description of the preservation needs; and the cost estimate for the proposed preservation needs. Cost: $28,579.00 Funding Source: Account number 001-2100-519-9920 with the current account balance of $112,429.23. Agenda Item No.: C3TS Work Order for study Feb. 19,2008 Q Proposed Resolution Ll C3TS'Work Order for Professional Services U C3TS'Amendment to Continuing Professional Services U Miami-Dade County's Historic Preservation Fund Guidelines (FY2007- 2008) Page 2 of 2 January 29, 2008 City of South Miami 4795 SW 75 Avenue Miami, Florida 33155 Attention: Jose H.(]|h/O. P.E. A,nm/*cto Engineers �eferemc$:Svlma8Qartin Building P|onnero Dear Mr. Olivo° C3T8 has been involved in designing the etn98tGC3pSe on Sunset and has had the pleasure of serving the community of South Miami On many projects. We are very familiar with the Sylva Martin Building and its importance to the development and history of your Community. K is our pleasure to offer consulting services and mnaiot in the preservation of this significant, historical building and to help establish it as an historical site on the National Register. We are pleased to be invited to submit the following Proposal for professional marviC8S for the above referenced project. This proposal is based on developing a basic architectural / engineering study, including an estimated coet, for the preservation, restoration or rehabilitation Of the Gy|vo yNodiD Building. Phase and Cost Estimate EB0005022 This phase will consist of developing @D elemental narrative report, design sketches, and AACDQ2l42 preliminary budget for the preservation of the Sylva Martin Building. Analysis and estimating budgets for this project per the following scope of work: 1. Inspection & Analysis Of the facilities' existing conditions toinclude documentation. 2. Inspections of the building systems. 3. Study to include access for people with disabilities 88 2 consideration in the planning for restoration and preservation. 4. Examine the options for hurricane protection. 5. CodeAno|ynia and criteria applicable to each facility element. 6. Provide design sketches and a narrative describing. the needed maintenance and preservation. 7. Provide a cost estimate for the anticipated completion of the preservation and required improvements. 12 sets of the report, including design mkgtohenondCoateatnlate C3TS's services under the Phase 1 will be considered complete on the date when the report has been delivered to the City of South Miami. Compensation for Phase 1 will bmona lump sum basis os per the above deliverables. Total fee for Phase 1 is $28,579.00 901 Ponce de Leon Boulevard, Suite 900, Coral Gables, FL 33134 305.445.2900 800.448,0227 Fax 305.445,3366 mmm�c3ts.czm Equm0pportundyEmphyer Additional Services The following io not included iD the scope nf work, but can be accommodated ao@n additional service: 1. Construction Documents for improvements and preservation 2. Permitting Assistance 3. Bidding Assistance 4. Construction Administration 5. Surveys O. Testing Any and all additional services requested by you, which are not included in the above scope of services, will be based on our hourly rate schedule — see attached. Reimbursable expenses incurred in connection with the above services such as; blueprinting and/or reproduction except as noted above, travel expense, or any express mail requested by you, will be charged on the basis 0f actual costs times aY.Y0multiplier. We will invoice you monthly for the completed percentage of work of lump sum fee services or hours of services rendered on hourly projects and for any reimbursable expenses. Payments of invoices are due upon receipt and shall be paid on or before 30 days from date of invoice. All invoices which exceed thirty (30) days from date 0f original invoicevvithoutpaymo8DtSGhaU b8 charged elate charge fee of1.5% per month until completely satisfied. Partial and/or incomplete payment shall not be construed as final payment for either that bill or any phase if the project If you find this contract proposal acceptable, we would appreciate your initialing each page and signing below. Sincerely, CorzoCoetel|aCarba||o Thompson Sa|man.P.A. Daniel G. Brewer, AIA Director of Architecture Accepted By: City ofSouth Miami Authorized Personnel 901 Ponce de Leon Boulevard, Suite 900, Coral Gables, FL 33134 305,445.2900 800.448.0227 Fax 305.445.3366 ��c3ts.com Equal Opportunity Employer �,k\ AMENDMENT TO CONTINUING PROFESSIONAL SERVICES AGREEMENT DATED DECEMBER 1, 2007 General Engineering Services THIS FIRST AMENDMENT t the December 1, 2007 continuing professional services agreement is made and entered into this M49dayof L&C. • 200 by and between the City of South Miami, a political subdivision of the State of Florida, (City) and Corzo Castella. Carballo Thompson Salman, P.A., a professional association authorized to do business in the State of Florida, (Consultant). WHEREAS, in 2007, pursuant to section 287.055, Florida Statutes, the city requested qualifications from qualified engineers and selected the consultant to provide professional general engineering services; and WHEREAS, the term of the continuing professional services contract expired on September 30, 2003, the parties have mutually agreed, and the consultant is willing and able to perform continuing professional services for the city for another year, starting December 1, 2007 and ending November 30,2008; WHEREAS, the parties agree to adhere to the basic terms and conditions set forth in the original agreement dated November 30, 2004, but agree to amend the term of the November 30, 2004 contract to reflect a new contract term starting December 1, 2007 and expiring November 30, 2008; and WHEREAS, the purpose of this first amendment to the continuing services agreement dated November 30, 2004, is not to authorize the consultant to perfonn a specific project, but to extend the term of the underlying contract to November 30, 2008. NOW THEREFORE, in consideration of the sum of $10.00, the mutual promises and covenants contained in this contract, and for other good and valuable consideration, the receipt and legal sufficiency of which is acknowledged by both parties, the parties agree as follows: 1. WHEREAS CLAUSES 1.1. The above whereas clauses are incorporated and made a part of this first amendment to the continuing professional services contract dated November 30, 2004. 2. SCOPE OF WORK — PROFESSIONAL SERVICES 2.1 Consultant's scope of work, professional services, for this project shall be as provided at Section 2 of the continuing professional services contract dated November 30, 2004, on a continuing basis in connection with projects where the basic construction costs does not exceed $ INEllion, or studies which do not exceed $50,000.00, as amended. The November 30, 2004 agreement is attached as exhibit I to this first amendment. 1I I 3.1 The city shall pay the consultant the contract amount(s) provided as provided for at Section 4, "Basis of Compensation", of the continuing professional services agreement dated November 30, 3004, Which agreement is attached to the first amendment as exhibit 1. 4.1 The term of this first amendment to the November 30, 2004 continuing professional services agreement shall commence upon the date of December 1, 2007 and expire on November 30, 2008. These provisions shall replace and supercedc section 15, "renewal option" of the November 30, 2004. agreement. 5. AGREEMENT NOT EXCLUSIVE 5.1 Nothing in this first amendment shall prevent the City from employing other Consultants to perform or provide to the City with the same or similar services. 6.1 The ' Consultant agrees to abide and be governed by all duly promulgated and published City, County, State and Federal codes, ordinances and laws in effect at the time of design which have a direct bearing on the work involved on this project. Attached as exhibit 2 to this amendment is Consultant's executed Public Entity Crimes Affidavit form, as required under § 287.133(3)(a), Fla. Stat. 7.1 ' This amendment to the November 30, 2004 continuing professional services agreement, when signed by all of the parties, constitutes the full and complete understanding and contract of the parties and may not be in any manner interpreted or fulfilled in contradiction of its express terms. This amendment and the incorporated attachments constitute the entire understanding between the parties and integrates by its terms all previous contracts First Amendment to Continuing Professional Services Agreement dated November 30, 2004 General Engineering Services Page 2 of 4 or understandings, oral or written, between the parties. In the event of any conflict, the terms of this amendment will govern over the provisions of any incorporated documents. 8.1 Should any paragraph or any part of any paragraph of this contract be rendered void, invalid or unenforceable by any court of law, for any reason, the determination shall not render void, invalid or unenforceable any other section or part of any section of this contract. 9.1 The signatories to this contract warrant that they are duly authorized by action of their respective city commission, board of directors or other authority to execute this contract and to bind the parties to the promises, terms, conditions and warranties contained in this amendment to the continuing professional services contract dated November 30, 2004. No alteration, change, or modification of the terms of this Agreement shall be valid unless made in writing and signed by both parties. 10. NOTICES 10.1 All notices given or required under this contract shall be deemed sufficient if sent by certified mail, return receipt requested, to the addresses of the consultant and to the city specified in this contract, unless either,party shall specify to the other party a different address for the giving of the notices. 11.1 For the purposes of this amendment, the contracting officers are as follows: To the City: City of South Miami Yvonne S. McKinley, City Manager 7630 S.W. 64th Court South Miami, Florida 33143 To Consultant: Corzo Castella Carballo Thompson Salman, P.A. (2 ,Ctmoo 0ks-4-91(e"I VW-Preoeoe.'d- elD ( Ponce 4e— n ?;Avrd, 6fe, --- -(00 First Amendment to Continuing Professional Services Agreement dated November 30, 2004 General Engineering Services Page 3 of 4 IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized officers, have executed this amendment to the continuing professional services agreement dated November 30, 2004 as of the date first above written. Authority of Resolution No.: 208-07-12593 duly passed and adopted by the South Miami City Commission on December 18, 2007 City Clerk maria M. Menendez EW-6170M APPROVED AS TO FORM & CONTENT City AftoTV-e`y- Consultant Print Name: eAM013 , 11 lct- P'?C-:f 4 First Amendment to Continuing Professional Services Agreement dated November 30, 2004 General Engineering Services Page 4 of 4 AMENDMENT NO. 1 To PROFESSIONAL SERVICE AGREEMENT Between CITY OF SOUTH MIAMI And CORZO CASTELLA CARBALLO THOMPSON SALMAN, P.A. (C3TS) This amends the general engineering service agreement between the City and C3TS relative to the updated Florida Statue 287.055(2)(g). Page 1, second paragraph of the Professional Service Agreement shall read "—on a continuing basis in connection- with projects Where the basic construction costs does not exceed $1 million or for study activity when the fee for such professional service does not exceed $50,000 or as per Florida Statute update..." in lieu of "...on a continuing basis in connection with projects where the basic construction costs does not exceed $500,000.00 or studies which do not exceed $25,000..." All other provisions of the Agreement remain unchanged. Authority of Resolution No.: 10-07-12395 Duly passed and adopted by the City of South Miami City Commission on February 6, 2007. CITY OF SOUTH MIAMI Signature: Date: By: Title: C, CORZO CASTELLA CARIBALLO THOMPSON SALM^ P.A. Signal - ZQ� L4'1! Date: — By., Title: V I e& - eyt e--3 Y v SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a) FLORIDA STATUTES ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS 1. this farm statement is submitted to 14111 flw) Z )c& name and titre) for - C.-o V_w ate` '$- nq PSl t,� o" A-J, 'A (Print name of entity submitting sworn statement) whose business address is q2I rb 0a P& LC____1 _r -lip, SWM-4-po Ca,2,TL C".r-VoLs P-L_ 3-31-3 and if applicable its Federal Employer Identification Number (FEIN) is 65'X3c-1 f 13 If the entity has not FEIN, include the Social Security Number of the individual signing this sworn statement. 2. 1 understand that a "public entity crirrW as defined in paragraph 287.133(1)(g), Florida Statutes means a violation of any state or federal law by a person with respect to an directly related to the transactions of business with any public entity or with an agency or political subdivision of any other state or With the United States, including, but not limited to any bid or contract for goods or services to be provided to public entity or agency or political subdivision of any other - -state -or-of the United-States and involving antitrust, fraud, theft-, bribery, collusion, racketeering, conspiracy, or material misinterpretation. 3. 1 understand that "convicted" or "conviction' as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding. of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in an federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non jury trial, or entry of a plea of guilty or nolo contendere. 4, 1 understand that an "affiliate" as defined in paragraph- 287.133(1)(a), Florida Statutes means: 1. A predecessor or successor of a person convicted of a public entity crime, or 2. An entity under the control of any natural person who is active in the management of the entity and who has bd6n convicted of a public entity crime. The term "affiliate" includes those officers , directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among -persons when not for fair market value under an arm's length - agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters. into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. - 6. 1 understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes means any natural person or entity organized under the laws of any state or of the United States within the legal power to enter into a binding contract 'and which bids or applies to bid on contracts for the provision of goods or entity. The term "person„ includes those officers, executives, partners, shareholders, employees, members, and agents who are active in management of an entity 6. Based an information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies.) Neither the entity submitting sworn statement, nor any of its officers, director, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity, or an affiliate of the entity had been charged with and convicted of a' public entity crime subsequent to July 1, 1989, AND (please indicate which additional statement applies. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent proceeding before a Hearing Officer of the State of the State of Floridi, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (attach a copy of the final order). i UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND THAT THiS FORM IS VALID THROUGH DECEMBER 31 OR THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THAT PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017 FLORIDA STATUTES FOR A CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. (Signature) Sworn to and subscribed before me this :�3 _day of x Personally known To 'Ile Or produced identification Notary Public -State of FLO %?lal�— M commi '�°` of identification Y a,p9P r EZ (Type ) :z 4. � Commission DD 666569 Expires July 16, 2011 8ondedThm so SroyFafntnranE�80038 6.7019 1. r (Printed, typed or stamped commissions name of notary public) J. I SIR i I FY 2007-2008 GUIDELINES AND APPLICATIONS AVAILABLE NOVEMBER 1, 2007 PRE- SUBMITTAL CONFERENCE DATE: DECEMBER 10, 2007 FROM 9:00 A.M. -11:00 A.M. LOCATION: VIZCAYA VILLAGE, 3260 S. MIAMI AVENUE PARKING: WEST SIDE OF SOUTH MIAMI AVENUE OPPOSITE VIZCAYA'S MAIN ENTRANCE DEADLINE FOR RECEIPT OF WRITTEN QUESTIONS DECEMBER 17, 2007 APPLICATION DEADLINE (ORIGINAL AND 11 COPIES DUE) JANUARY 15, 2008 BY 2:00 R.M. Vil CONTACT PERSON: JOSE A. GALAN, CHIEF OF PROGRAM LEGISLATION MIAMI-DADE COUNTY OFFICE • CAPITAL IMPROVEMENTS (305) 376-2724 - _qalanj rc �miamidade.qov nil 131:1110 1 *;T-.l 0 1 B :j 11 a [9fivi I [ 0 10 0 20 1 •j Submit a complete original application package and required 11 copies between January 9 2008 and -Ap -p-a a January 15, 2008 by 2:00 PM to: Miami-Dade County Office of the Clerk of the Board of County Commissioners Stephen P. Clark Center 111 NW 1St Street, RM 17-202 Miami, Florida 33128 RPF HPF0708 Section I - Guidelines Page 1 of 20 Septern ber2007 PROPOSALS WILL BE OPENED PROMPTLY AT THE TIME AND PLACE SPECIFIED. PROPOSALS RECEIVED AFTER THE FIRST PROPOSAL HAS BEEN OPENED WILL NOT BE ACCEPTED OR OPENED AND WILL NOT BE CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING A PROPOSAL TO THE CLERK OF THE BOARD ON OR BEFORE THE STATED TIME AND DATE IS SOLELY AND STRICTLY THE RESPONSIBILITY OF THE PROPOSER. MIAMI -DADE COUNTY IS NOT RESPONSIBLE FOR DELAYS CAUSED BY ANY MAIL, PACKAGE OR COURIER SERVICE, INCLUDING THE U.S. MAIL, OR CAUSED BY ANY OTHER OCCURANCE. go M"..v I eikh I _1111 li� !' ! • l Attachment I Affidavit of Miami-Dade County Lobbyist Registration for Oral Presentation Attachment 2Acknowledgment of Addenda i a i' •' 1 RFP 0708 Guidelines Page 2 of 20 September 2007 l 1�1111=11:1 I ;llill 11 ill; 1 11 MMUMIM Ti 11� I I III p�q 1111�1111111 1111 l� Please see Exhibits— Section 6 Building Better Communities General Obligation Bond Program Administrative Rules Miami-Dade County is soliciting applications for funding assistance from the Building Better Communities General Obligation Bond Program (the "BBC GOB Program") GOB Project Number 293-70554 Historic Preservation Fund (the "Fund"). The Fund is a component of the multi-year BBC GOB Program established by Ordinance No. 05-47 during which $10 million will be awarded to eligible recipients. A minimum of $350,000 will be awarded to eligible recipients through this application process. The purpose of the Fund is to establish a facilities preservation fund, through the Office of Historic Preservation ("OHP") that will provide matching funds through grants in Miami-Dade County to municipalities, Florida Non-profit 501(c)(3), Florida for profit corporations or recognized business entities and property owners of residences or commercial historic properties for the rehabilitation of historic structures and sites and to safeguard those historic properties considered endangered. The program is geared to make an impact in the revitalization of historic buildings. OHP will be the responsible entity to ensure compliance with County rules and work with the recipient entities to assist them in accomplishing their projects. This solicitation is intended to provide the County with a list of applicants that have eligible projects, have funds available for historic preservation, are interested in accessing funds from the Fund and to determine which eligible applicants will receive grants. The maximum award ceilings, based on market value as determined by the County's Property Appraiser, are: $100,000 for properties valued under $400,000; $150,000 for properties valued between $400,000 and $700,000; and $250,000 for properties valued over $700,000. Please see Section 1.30 (Program Objective) for additional information on the Building Better Communities General Obligation-Bond Program+listofid Preservation Fund. 110""METABLf DATE TASV44,GT1V-F-V Novebmer 1, 2007 Grant/interlocal Applications Available (after 1:00 pm) December 10, 2007 Pre-Submittal Conference (9-11 pm) December 17, 2007 Deadline for Receipt of Written Questions January 15, 2008 Application Deadline (By 2:00 P.M. February 2008 Project Review Committee Meetings February 2008 Present Review Committee Recommendations to the Mayor March 2008 Mayor Recommendations/Announcement March 2008 Citizens Advisory Committee & Board of County Commissioners Committee April 2008 Board of County Commissioners Full Meeting and Contract Award__� RFP 0708 Guidelines Page 3 of 20 September 2007 + For general information please contact: Jose A. Galan, Chief of Program Legislation Office of Capital Improvements 111 NW 1st Street. Suite 2130 Tel. (305) 376-2724 Fax: (305) 372-6130 galanj@miamidade.gov Persons who are hearing impaired may request an interpreter through the above contact person by giving seven (7) work days written notice prior to the scheduled meeting. 1,1 5 APP,I_1GATlON FORM "L jj All applicants may obtain a copy of the RFP Number HPF0708 from the Office of Capital Improvements (OCI). These application forms are also available and provided • request via WinZip File Format. This version of the application forms may be accessed by visiting: hftp://www.miami-dade.gov/build. The forms are provided in electronic format to facilitate completion of the application. The application may not be submitted electronicall . Prepare and submit an original application, 11 copies, and support materials as stipulated in the NFP guidelines. Applicants who obtain copies of this grant/interlocal application form from sources other than the County's Office of Capital Improvement's website risk the potential of not receiving addenda, since their names will not be included on the list of firms participating in the process for this particular application process. Such applicants are solely responsible for those risks. (see Section 1.10 Additional Information/Addenda) Hand-carried application packages may be delivered to the above address only between the hours of 9:00 a.m. to 4:00 p.m., Monday through Friday (However, please note that application packages are due at the Clerk of the Board on the date and at the time indicated in Section 1.39 (Application Instructions). Additionally, the Clerk of the Board is closed on holidays observed by the County). Applicants are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. RFP 0708 Guidelines Page 4 of , 20 September 2007 The application must be signed by the applicant or an authorized officer of the applicant who is legally authorized to enter into a contractual relationship in the name of the applicant. The submittal of an application by an applicant will be considered by the County as constituting a response by the applicant to use the grant proceeds in the manner described in the application. 14- ;8 PRE, SUBMITTAL ,00"O"),"N F8k,t One pre-submittal conferences has been scheduled for December 10, 2007, at the location and time specified on the cover. Attendance is recommended but not mandatory. Applicants are requested to inform the Contracting Officer of the number of persons expected to attend no later than 24 hours before the scheduled date. Applicants are encouraged to submit any questions in writing to the Contracting Officer (see Section 1.3 RFP Timetable) in advance of the pre-submittal conference. Attendance is recommended but not mandatory. If you need a sign language interpreter or materials in accessible format for this event please call the DPM ADA Coordinator at (305) 375-1564 at least five days in advance. Pursuant to Section 2- 11.1(t) of the Miami-Dade County Code, as amended, a "Cone of Silence" is imposed upon each RFP or RFQ after advertisement and terminates at the time the Mayor or his designee issues a written recommendation to the Board of County Commissioners. The Cone of Silence prohibits BM communication regarding a particular RFP, RFQ or bid between: • a potential applicant, service provider, bidder, lobbyist or consultant and the County's professional staff. The professional staff includes, but is not I ' imited to, the Mayor and his or her staff. • a potential applicant, service provider, bidder, lobbyist or consultant, the Mayor, County Commissioners or their respective staffs. • the Mayor, County Commissioners or their respective staffs and any member of the County's professional staff including, but no limited to, the Mayor and his or her staff. • a potential applicant, service provider, bidder, lobbyist, or consultant and any member of the selection committee therefore. • the Mayor, County Commissioners or their respective staffs and any member of the selection committee therefore. • any member of the County's professional staff and any member of the selection committee therefore. Unless specifically provided otherwise in the applicable RFP, RFQ or bid documents, the Cone of Silence does not apply to the following: • Competitive processes for award of CDBG. HOME, SHIP and Surtax Funds administered by the Miami-Dade County Office of Community and Economic Development. • Communications with the Office of the County Attorney and his or her staff. Communications between a potential applicant, service provider, bidder, consultant or lobbyist and employees of the Management and Technical Assistance Unit of the Department of Business Developments (DBD) regarding small and/or minority business programs, the Community Business Enterprise and Equitable Distribution Programs. Communications between a potential applicant, service provider, bidder, consultant or lobbyist and employees responsible for administering disadvantaged business enterprise programs in County departments receiving federal funds, provided the communications are limited strictly to matters of programmatic process procedures. Duly noticed site visits to determine the competency of applicants during the period between bid opening and issuance of the Mayor's written recommendation. RFP 0708 Guidelines Page 5 of 20 September 2007 • Any emergency procurement of goods and services pursuant of Administrative Order 3-2 and 3- 16. • Communications regarding a particular RFP, RFQ or bid between any persons and the County's Vendor information Center staff, the procurement agent or contracting officer responsible for administering the procurement process for such RFP, RFQ or bid, provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation documents. • Oral communications at pre-bid conferences. • Oral presentations before publicly noticed selection committee meetings. • Contract negotiations during any duly notices public meeting. • Public presentations before the Board of County Commissioners during any duly noticed public meeting. • Communications in writing at any time with any County employee, official or member of the Board of County Commissioners unless specifically prohibited by the applicable RFP, RFQ or bid document. • Communications between the Mayor or his designee and the Chairperson of the Selection Committee about a particular Selection Committee recommendation, only after the committee has submitted an award recommendation to the Manager and provided that should any change occur in the committee recommendation, the content of the communication and of the corresponding change shall be described in writing and filed by the Manager with the Clerk of the Board and be included in any recommendation memorandum submitted by the Manager to the Board of County Commissioners. When the Cone of Silence is in effect, all potential applicants, vendors, service providers, bidders, lobbyists and consultants shall file a copy of any correspondence concerning the particular RFP, RFQ or bid with the Clerk of the Board, which shall be made available to any person upon request. The County shall respond in writing (if County deems a response necessary) and file a copy with the Clerk of the Board, which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Clerk of the Board at CLERKBCCQM IAMI DADE. GOV. In addition to any other penalties provided by law, violation of the Cone of Silence by any Applicant shall render any RFP award or RFQ award voidable. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Miami-Dade County Commission on Ethics and Public Trust. Applicants should reference Section 2- 11.1(t) of the Miami- Dade County Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence-. Please review Miami-Dade County Administrative Order 3-27 for a complete and thorough description of the Cone of Silence. All Applicants will be notified when the Mayor or designee makes an award recommendation. The Contracting Officer is: Name and Title: Jose A. Galan, Chief of Program Legislation Name of Agency: Miami-Dade County Office of Capital Improvements Address: Ill NW Is'Stree't, Suite 2130 Telephone: (305) 376-2724 Fax: (305) 372-6130 E-mail: galanj@miamidade.gov RFP 0708 Guidelines Page 6 of 20 September 2007 Requests for additional information or clarifications must be made in writing and received by the County's Contracting Officer, in accordance with Section 1.9 (Cone of Silence) above, no later than the deadline for receipt of questions specified in the Timetable (see Section 1.3 RFP Timetable). The request must contain the application process title, applicant's name, name of applicant's contact person, address, phone number, and facsimile number. Electronic facsimile requesting additional information will be received by the Contracting Officer at the fax number specified in Section 1.9 (Cone of Silence) above. Facsimiles must have a cover sheet which includes, at a minimum, the applicant's name, name of applicant's contact person, address, number of pages transmitted, phone number, facsimile number, and application process title. The County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Application Deadline. Applicants should not rely on any representations, statements or explanations other than those made in this application form or in any written addendum to this application form, Where there appears to be conflict between this application form and any addenda issued, the last addendum issued shall prevail. It is the applicant's responsibility to assure receipt of all addenda. The applicant should verify with the Contracting Officer prior to submitting an application package that all addenda have been received. Applicants are required to acknowledge the number of addenda received as part of their application (see Attachment 2). Applicants who obtain copies of this grantlinterlocal application form from sources other than the County's Office of Capital Improvement's website risk the potential of not receiving addenda, since their names will not be included on the list of firms participating in the process for this particular application process, Such applicants are solely responsible for those risks. Please be advised that the County, in exercise of its discretion, may not accept application packages received after the scheduled time and date noted in this application form. Sealed application packages will be opened promptly at the time and place specified. The responsibility for submitting an application on or before the stated time and date is solely and strictly the responsibility of the applicant. Miami-Dade County are not responsible for delays caused by any mail, package or courier service, including the U.S. Mail, or caused by any other occurrence. RFP 0708 Guidelines Page 7 of 20 September 2007 1. Disclosure of Employment — pursuant to Section 2- 8.1(d) of the County Code. 2. Disclosure of Ownership Affidavit — pursuant to Section 2- 8.1(d) of the County Code. 3. Drug-Free Affidavit — pursuant to Section 2-8.1.2(b) of the County Code. 4. W-9 and 8109 Forms — The vendor must furnish these forms as required by the Internal Revenue Service. 5. Social Security Number — The vendor must provide a copy of the primary owner's social security card if the social security number is being used in lieu of the Federal Identification Number (F.E.I.N.). 6. Americans with Disabilities Act (A.D.A.) Affidavit — It is the policy of the County to comply with all requirements of County Resolution R182 -00 and the A. D.A. 7. Collection of Fees, Taxes and Parking Tickets Affidavit — pursuant to Section 2-8.1 (c) of the County Code. 8. Conflict of Interest and Code of Ethics — pursuant to Sections 2-8.1(i) and 2- 11.1(b) (1) through (6) and (9) of the County Code and County Ordinance No. 00-1 amending Section 2- 11.1(c) of the County Code. 9. Code of Business Ethics — pursuant to Section 2- 8.1(i) of the County Code. 10. Debarment Disclosure Affidavit — pursuant to County Code 10-38. 11. Office of the Inspector General Pursuant to Section 2-1076 of the County Code. 12. Minority and Disadvantaged Business Enterprises. The County endeavors to obtain the participation of all minority and disadvantaged business enterprises pursuant to Sections 2-8.2, 2-8.2.3 and 2-8.2.4 of the County Code and Title 49 of the Code of Federal Regulations. 13. Individuals and Entities Doing Business with the County not current in their obligations to the County — pursuant to Sections 2-8.1 (h) and 2- 11.1(b)(8) of the County Code. 14. Nondiscrimination pursuant to RFP 2-8.1.5 of the County Code. 15. Family Leave - Pursuant to Section 11A -30 of the County Code. 16. Living Wage — Pursuant to Section 2-8.9 of the County Code. 17. Domestic Leave — Pursuant to Section 11A -60 of the County Code. 18. Antitrust Laws — By acceptance of any contract, the vendor agrees to comply with all antitrust Laws of the United States and the State of Florida. RFP 0708 Guidelines Page 8 of 20 September 2007 RFP 0708 Guidelines Page 9 of 20 September 2007 The County may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the Proposer's best terms from a technical standpoint. The County reserves the right to enter into contract negotiations with the recommended Proposer. If the County and the recommended Proposer cannot negotiate a successful contract, the County may terninate said negotiations and begin negotiations with another recommended Proposer. This process will continue until a contract acceptable to the County has been executed or all proposals are rejected. No Proposer shall have any rights against the County arising from such negotiations or termination thereof. !Jill -1 J EHEMM`� The applicant shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, especially those applicable to conflict of interest and collusion. Applicants are presumed to be familiar with all Federal, State and local laws, ordinances, codes, rules and regulations that may in any way affect the goods or services offered, especially Executive Order No. 11246 entitled "Equal Employment Opportunity" and as amended by Executive Order No. 11375, as supplemented by the Department of Labor Regulations (41 CFR, Part 60), the Americans with Disabilities Act of 1990 and implementing regulations, the Rehabilitation Act of 1973, as amended, Chapter 553 of Florida Statutes and any and all other local, State and Federal directives, ordinances, rules, orders, and laws relating to people with disabilities. OMEN= INEENIMMAM � � I Pursuant to Miami-Dade County Ordinance No. 94-34, "Any individual who has been convicted of a felony during the past ten years and any corporation, partnership, joint venture or other legal entity having an officer, director, or executive who has been convicted of a felony during the past ten years shall disclose this information prior to entering into a contract with or receiving funding from the County." Accordingly, Criminal Record Affidavit forms are available upon request at Department of Procurement Management/Vendor Assistance Unit at (305) 375-5773 for those individuals or firms requesting to disclose this information only. illa The cost of the audit of any Contract issued as a result of this application process shall be one quarter (1/4) of one (1) percent of the total contract amount which cost shall be included in the total proposed amount. The audit cost will be deducted by the County from progress payments to the selected applicant. The audit cost shall also be included in all change orders and all contract renewals and extensions. Exception: The above application of one quarter (1/4) of one percent fee assessment shall not apply to the following, contracts: (a) IPSIG contracts; (b) contracts for legal services; (c) contracts for financial advisory services; (d) auditing contracts; (e) facility rentals and lease agreements; (f) concessions and other rental agreements; (g) insurance contracts; (h) revenue-generating contracts; (1) contracts where an IPSIG is assigned at the time the contract is approved by the Commission; 0) professional service agreements under $1,000; (k) management agreements; (1) small purchase orders as defined in Miami-Dade County Administrative Order 3-2; (m) federal, state and local government-funded grants; (n) Interlocal agreements; and (o) grant agreements granting not-for-profit organizations Building Better Communities General Obligation Bond Program funds. Notwithstanding the foregoing, the Miami-Dade County Board of County Commissioners may authorize the inclusion of the fee assessment of one quarter (114) of one percent in any exempted contract at the time of award. Nothing contained above shall in any way limit the powers of the Inspector General to perform audits on all County contracts including, but not limited to, those contracts specifically exempted above. Pursuant to Paragraph 2(a) of Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a response for a contract to provide any goods or services to a public entity; may not submit a response on a contract with a public entity for the construction or repair of a public building or public work; may not submit responses on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for CATEGORY TWO $25,000 for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. 1 25 mot In accordance with the requirements of Ordinance No. 98-30, all firms with annual gross revenues in excess of $5 million seeking to contract with Miami-Dade County shall, as a condition of award, have a written Affirmative Action Plan and Procurement Policy on file with the County's Department of Business Development. Said firms must also submit, as a part of their application packages to be filed with the Clerk of the Board, an appropriately completed and signed Affirmative Action Plan/Procurement Policy Affidavit (see Attachment 6). Firms whose Boards of Directors are representative of the population make-up of the nation are exempt from this requirement and must submit, in writing, a detailed listing of their Boards of Directors, showing the race or ethnicity of each board member, to the County's Department of Business Development. Firms claiming exemption must submit, as part of their response to be filed with the Clerk of the Board, an appropriately completed and signed Exemption Affidavit (see Attachment 6) in accordance with Ordinance No. 98-30. It will be the responsibility of each firm to provide verification of their gross annual revenues to determine the requirement for compliance with the Ordinance. Those firms that do not exceed $5 million annual gross revenues must clearly state so in their response. AFFIDAVIT- PAID FEES, TAXES, PARKING TICKETS AND OBLIGATIONS ARE NOT IN ARREARS In accordance with Section 2-8.1 (c) of the Miami-Dade County Code, and as amended by County Ordinance No. 00-30, and Section 2- 8.1(h) as amended by Ordinance No. 00-67, the applicant shall certify that all delinquent and currently due fees, taxes, parking tickets and that applicant is not in arrears on obligations to the County. (See Attachment 6) RFP 0708 Guidelines Page 11 of 20 September 2607 b) A contingency fee is a fee, bonus, commission or non-monetary benefit as compensation which is dependant on or in any way contingent upon the passage, defeat, or modification of: 1) any ordinance, resolution, action or decision of the County Commission; 2) any action, decision or recommendation of the Mayor or any County board or committee; or `3) any action, decision or recomme-ndation of any County personnel during the time period of the entire decision-making process regarding such action, decision or recommendation which foreseeable will be heard or reviewed by the County Commission or a County board or committee. "COMMIS, A I top cc t t" '' -6 Pursuant to Ordinance No. 03-2, all vendors receiving an award of the contract resulting from this application process will grant access to the Commission Auditor to all financial and performance related records, property, and equipment purchased in whole or in part with government funds. ?ROGRAWDH historic districts and other areas having a high concentration of older buildings. BBC GOB Program bond funds in the amount of $10 million over the fifteen year term of the BBC GOB Program will be allocated to the Fund as bonds are sold and needs exist. A minimum of $350,000 will be awarded to eligible recipients through this application process. The Fund will assist property owners in the rehabilitation of endangered historic properties that can be stabilized and restored to ensure their continued and useful existence. The Fund is governed by the Building Better Communities Bond Program Administrative Rules (the "Administrative Rules") Resolution Number 595-05 and Ordinance No. 05-47 (available online). All funding applications must adhere to the requirements of Ordinance No. 05-47 and the Administrative Rules. A copy of the Administrative Rules is provided in Section 6.3, the Exhibits. Property owners awarded funds, in accordance with the Administrative Rules, will be required to: a) maintain the Project for a minimum of twenty-five (25) years; b) keep the Project open safely and properly maintained for all Miami-Dade County residents; and c) allow all Miami-Dade County residents equal access and use of the project and not discriminate when charging facility admission fees as applicable. The County intends to conduct additional requests for applications for the Fund over the term of the BBC GOB program. However, the County in its sole discretion may recommend funding one or more projects at anytime. Applications for eligible projects will be reviewed by a Project Review Committee, who will forward recommended funding allocations to the Mayor. The Mayor will provide his recommendations to the BBC GOB Program Citizens Advisory Committee to review recommended projects and allocations. The Board of County Commissioners will make final grant awards. 1 32 PROGRAM DETAILS U The program is geared to make an impact in the revitalization of historic buildings at the neighborhood level, particularly in designated historic districts and other areas having a high concentration of older buildings, The County encourages applications owners of historic properties for the rehabilitation of endangered properties that can be stabilized and restored to ensure their continued and useful existence. Grants are awarded on a competitive basis based on evaluation by the Project Review Committee, and a recommendation by the Mayor to the Board of County Commissioners. Final grants shall be approved by the Board of County Commissioners. The Project Review Committee will be appointed by the Mayor upon recommendations from the Director of OHP. There is no guarantee that an application will be recommended for funding. . The Project Review Committee will be composed of qualified professionals from the preservation field to include, but not limited to, representatives from Miami-Dade County's Office of Historic Preservation, the Miami-Dade County Historic Preservation Board, Dade Heritage Trust, Inc. and other Miami-Dade County Departments. In addition, applicants must demonstrate that the proposed project: • Supports existing, measurable program accomplishments of the applicant and is responsive to a well- documented need; • Supports Miami-Dade County's Strategic Plan; • Will significantly contribute to the conservation, restoration or rehabilitation of the property for which the grant is requested; • Has significant and identifiable benefits in the revitalization of historic buildings at the neighborhood level, particularly in designated historic districts and other areas having a high concentration of older buildings; RFP 0708 Guidelines Page 13 of 20 September 2007 Is thoroughly planned, both programmatically and architecturally, With a high degree of certainty that the proposed facility will meet current and projected needs and that design, technology, and costs are well-researched and reflective of current market conditions; Is accompanied by reliable cost estimates, anticipating market conditions and anticipating inflationary factors; and Has a clear and feasible plan for being completed on time. 1 33 ......... 10 To be eligible to apply for funding from the Fund, the applicant must provide evidence of the followilog in its funding application: • Be a legally incorporated Florida non-profit organization located in Miami-Dade County, and hold a 501(c)(3) designation from the Internal Revenue Service; or be an active and duly registered Florida for profit corporation or recognized business entity; or qualify as a political subdivision of Miami-Dade County or one of its municipalities; or be an owner of historic residential or commercial property located within Miami-Dade County; • Demonstrate financial stability; • Demonstrate ownership of the property; • Provide a letter of commitment confirming the resources necessary to complete the project; and • Provide an architectural/engineering study and/or equipment specifications and professional cost estimates if available. Applicants that do not meet any one of these criteria will be deemed ineligible for funding. The Project Review Committee and the Mayor may recommend and the Board may determine that an applicant is conditionally eligible for funding upon satisfaction of specified conditions. il i M a 1:2 :01dif:1 Nd Applicants must meet eligibility requirements and should attend the Pre - Submittal Conference(s) prior to submitting an application. Applicants must submit an original, completed funding application, which is attached as Section 2.0 (and 11 copies) that shall consist of or include, among other requirements: • Universal Affidavit which is attached as Section 3.0; • A completed line item budget with budget justifications for the construction and fixture, furniture and equipment line items (reimbursement for fixture, furniture, and equipment is contingent upon prior inclusion and approval of these expenses in the grant agreement) (See Article 1, Section 4: Definitions for Fixtures, Furniture and Equipment (FF&E), of the Building Better Communities General Obligation Bond Program Administrative Rules included in Section 6, Exhibits); • Letter(s) of commitment for matching funds that complement the funding allocation request as may be required by the application; • A projected completion date for the project; • A project location map; • Certification of ownership by the applicant; • If applicable, a board resolution which, at a minimum: (i) authorizes the execution of the grant/interlocal agreement; (ii) commits the organization to complete the project; and (iii) commits the organization to provide maintenance upon completion of the project; • Application Checklist which is attached as Section 4.0; and • Affidavits, which are attached as Section 6.0. RFP 0708 Guidelines Page 14 of 20 September 2007 All grantees will be, required to execute a grant or interlocal agreement in the form identified and attached in Section 6, Exhibits. An applicant may request funding for a major project in phases. Each phase shall constitute a distinct portion of the proposed Project. Each applicant requesting funding for a Project in phases shall commit to completing the Project as defined in the grant or interlocal agreement unless otherwise modified by approval of the Board in accordance with the Administrative Rules and Ordinance No.. 05-47. The Fund operates on a reimbursement basis as detailed in the Administrative Rules. Recipients should submit reimbursement requests the Office of Historic Preservation of Miami-Dade County on a monthly basis. Payment of BBC GOB Program bond funds will be made only after submission of proper documentation demonstrating evidence of project expenditures, including match. The Administrative Rules are subject to change as determined by the Board of County Commissioners. • Project costs. eligible for reimbursement shall be incurred after the effective date of the Grant/Interlocal Agreement and prior to the Project completion date identified in the Grant/Interlocal Agreement (with the exception of Pre-agreement expenses). • A recipient may, upon submission of a request for advance payment, receive an advance payment no more than 180 days in advance of the allocation schedule approved by the Board, for up to 25% of the total award. • The County will retain 5% of the value of the award until completion of the Project for all awards exceeding $100,000, unless otherwise recommended in writing by staff and approved by the Board. . . ... ..... Matching fund requirements are based on the property's market value as determined by the County Property Appraiser: Property Value Maximum Request Match Less than $400,000 $100,000 $1 match for $3 request / 1:3 match $400,000 - $700,000 $150,000 $1 match for $2 request / 1:2 match Over $700,000 $250,000 $1 match for $1 request 11: 1 match The matching terms and conditions of the Fund are designed to act as a catalyst for organizations to obtain and leverage BBC GOB Program funds for organizations' capital projects. These established targets (1:3, 1:2 and 1:1) are the minimum match eligibility threshold requirements for the Fund. A funding match that includes RFP 0708 Guidelines Page 15 of 20 September 2007 foundation or corporate support, other government support, private contributions, and/or earned income is desirable. All grant and matching funds involved in construction projects supported through the Fund are subject to compliance with provisions of applicable laws, regulations and rules. Applicants should thoroughly explore other funding sources prior to seeking support from BBC GOB Program. Please note: in-kind donations and/or staff salaries for administration of the grant may not be used to supply the match. Grants are awarded to eligible organizations and private owners. Reviewers are looking for well-planned capital projects that meet a pressing need; display broad support; will be completed promptly; and once completed, are managed successfully. Furthermore, reviewers have an interest in the exact plan for how the County's money (and its requisite match, (if applicable) shall be utilized in the proposed project, and the applicant's ability and "readiness" to administer and complete the Project. The Project Review Committee will evaluate the applicants using the following criteria: ® Project meets the goals and objectives of the Historic Preservation Fund Program ® Project will significantly contribute to the conservation, restoration or rehabilitation of the property for which the grant is requested • Project will impact the revitalization of historic buildings at the neighborhood level, particularly in designated historic districts and other areas having a high concentration of older buildings • Readiness as indicated by the quality of the architectural /engineering study and/or equipment specifications and professionally-developed price quotes for total project 13 Applicant proposes a reasonable and realistic project timeline and logistics ® Impact of project on the organization's operational and programmatic capacity to establish and/or sustain the facility or property • Quality of the restoration or rehabilitation of the historic building as per the United States Secretary of Interior Standards and the Miami-Dade County Historic Preservation Ordinance • Efforts to comply with the Americans with Disabilities Act (ADA) for projects to implement improvements in facility modifications (if applicable) • Quality of facility improvements being proposed- ® Facility use plan (If applicable) • Contributions and impact of the project on the conservation, restoration or rehabilitation of the property for which the grant is requested • Feasibility and appropriateness of the budget and commitment and size of public and private match, if applicable If Project description, objectives, and goals Relevance of the project compared to the organization's current and future capital improvement plans (if applicable) Financial resources in hand or a fundraising plan adequate to support the project (if applicable) RFP 0708 Guidelines Page 16 of 20 September 2007 • Feasibility of the project to impact the revitalization of historic buildings at the neighborhood level, particularly in designated historic districts and other areas having a high concentration of older buildings. • Need for emergency funding based on the proposed work that is required on the property, • Rehabilitation of a property; • Design, architectural, engineering, and construction expenses, including demolition/site preparation; • Project Planning Design and Administration soft costs directly related to the Project, as defined by the Administrative Rules, not to exceed 17% of the total funding allocation given to a Project; and • Purchase of equipment, as defined in the Administrative Rules, directly related to the cap I ital improvements including equipment directly related to ADA compliance projects and related work (elevator or wheelchair lift, accessible bathrooms, ramps, etc.); HVAC systems; plumbing renovations; roof renovations; and electrical wiring upgrades. 1.,39 GRANT 01, Historic Preservation Funds may not be used for: • Reimbursement for projects already completed and/or any costs incurred earlier than one (1) year prior to the application date (See Article 111, Section 113: Pre-agreement Expenses, of the Building Better Communities General Obligation Bond Program Administrative Rules included in Section 6, Exhibits; • Debt reduction, mortgage payments, endowments, or cash reserves; • Remuneration of County employees for any services rendered as part of a project receiving a grant from Miami-Dade County; • Operational and programming expenses, including but not limited to: out of County travel, cash prizes, lobbying/propaganda materials, social/fundraising events, and charitable contributions; and • Staff salaries and expenses not included in the Administration soft costs directly related to the Project. 1 40 APPLIGATION A"TROM ALL APPLICANTS SHOULD ATTEND THE PRE-SUBMITTAL CONFERENCE. NOTE: ATTENDANCE IS NOT A REQUIREMENT FOR THIS APPLICATION. Submit the SIGNED ORIGINAL completed Application Form including the Universal Affidavit with the following attachments as part of the package. Attachments: (listed in Item # 21 of the application form) a. Copy of the Articles of Incorporation (if applicable) b. Copy of IRS letter of tax-exempt status (if applicable) c. Copy of title or purchase agreement or deed, or copy of facility lease or use agreements and/or contracts for an un-expired term of 25 years; or for Development Projects, certification of ownership by the Applicant or evidence of land tenure sufficient to satisfy the Board that the project complies with the terms of Ordinance 05-47 d. Copy of organization's most recent IRS Form 990, most recent audited budget performed by an independent, certified public accountant for the last completed fiscal year, or a compilation RFP 0708 Guidelines Page 17 of 20 September 2007 statement encompassing the last completed fiscal year performed by an independent, certified public accountant attesting to the applicant's financial position as recorded (if applicable) e. Brief history and description of organization (if applicable) f. Current Board list including names and addresses of board members and officers (Identify any members of your board who are Miami-Dade County government officers or employees) (if applicable) g. A board resolution, or letter from a residential property owner, which, at a minimum: (i) authorizes the execution of the Funding Agreement; (ii) commits the organization to complete the Project; (iii) and, as applicable, commits the organization to provide operating, maintenance, and programming funds upon completion of the Project, to the extent allowed by law, (if applicable) h. 2-year management and budget plan for the property (if applicable) i. Architectural /engineering study and/or equipment specifications and professional cost estimate for total project j. Location map k. Provide a letter of commitment confirming the resources necessary to accomplish the Project 1. Up to three (3) support documents (programs, articles, letters of recommendation, etc.) m. Budget justifications for the Construction and Fixtures, Furniture and Equipment line items n. Itemized list for in-kind contributions listed on the organizational budget page, if applicable o. Letter of commitment of matching funds from government, foundation, private, organization's Board Chairperson, or other secured source of matching funds. p. Brief bios/resumes of staff and responsibilities pertaining to the project (if applicable) q. (Optional) Copy of completed planning and or feasibility study r. Completed Application Checklist attached as Section 4.0 s. Completed Affidavits attached as Section 5.0 WAR=& 0 ar, 01 Q 01 " to] I arti #1A V I 0 L-WALNIftvral-m TO SATISFY THE PROGRAMS TECHNICAL REQUIREMENTS: 0 DO SUBMIT AN APPLICATION IN A TYPE SIZE NO SMALLER THAN 12 POINT FONT, ON WHITE PAPER. 0 DO SUBMIT AN ORIGINAL APPLICATION AND 11 COPIES BOUND WITH A BINDER CLIP IN THI UPPER LEFT CORNER OF EACH DOCUMENT. 0 DO LIST A CONTACT PERSON WHO IS KNOWLEDGEABLE ABOUT THE PROJECT, ORGANIZATION AND BUDGET AND WHO CAN BE REACHED MONDAY - FRIDAY: 9:00 AM - 5:00 PM. RFP 0708 Guidelines Page 18 of 20 September 2007 0 DO ANSWER ALL QUESTIONS COMPLETELY. IF A QUESTION DOES NOT APPLY TO YOUR ORGANIZATION, MARK "N/A" OR "NOT APPLICABLE." 0 DO MAKE CERTAIN YOUR COMPLETE SUBMISSION IS RECEIVED AT THE OFFICE OF THE CLERK OF THE BOARD NO LATER THAN 2:00 PM ON THE APPLICATION DEADLINE DATE. POSTMARKED APPLICATIONS ARE NOT ACCEPTABLE. R1 DO KEEP A COPY OF THE COMPLETED APPLICATION FOR YOUR RECORDS. fx_1 DON'T TRANSMIT YOUR APPLICATION BY FAX OR E-MAIL. W DON'T USE COVER PAGES OR COVER LETTERS. ©i _ BIND IN NOTEBOOKS. 9 DON'T BIND OR STAPLE ALL PAGES AND SUPPORT MATERIAL TOGETHER. Following closure of an Application Submission Period, the Mayor or his designee, in consultation with the County Attorney and the Project Review Committee will review each Funding Application for funding eligibility and determine an eligibility status for each applicant: Eligible, Conditionally Eligible, or Ineligible. Funding Applications determined to be Eligible or Conditionally Eligible shall be reviewed and competitively evaluated to determine a recommended funding allocation. A listing of all Funding Applications shall be presented to the Board of County Commissioners by the Mayor in the form of a Resolution stating the eligibility determination, presenting the Mayor's funding recommendations based (if applicable) on competitive evaluation, and seeking approval for the disbursement of funds. NN P No"t8lPo"O, Tt"t,$ All recipients must submit, an annual audit of the Historic Preservation Fund Program funds, performed by certified independent auditors, to the Mayor's Office by June 1`t, following the fiscal year for which the audit was performed. The audit report must include the Fund Summary Status Report in the Administrative Rules. A funding allocation will be expended only for the purposes of rehabilitation or restoration on lands owned by the recipient. Property owners must record a covenant running with the property that will require new owner(s) and/or any future owner(s) to maintain the property following the Secretary of interior Standards ndards for Preservation, Rehabilitation, Restoration and Reconstruction of Historic Buildings for twenty-five (25) years. Property owners awarded funds will be required keep the Project open safely and properly maintained for all Miami-Dade County residents, allow all Miami-Dade County residents equal access and use of the project and not discriminate when charging facility admission fees. Recipients shall maintain all financial and programmatic records, supporting documents and other records pertinent to the funding allocation for a period of three (3) years (retention period). The start date for the retention period begins on the day the recipient submits to the County its single or last expenditure report for that period or its final expenditure report. For any litigation, claim, negotiation, audit or other action started during and extending past the three-year retention period, record will be retained until the action is completed and arising issues are solved. The Board and the County, pertinent books, documents, excerpts, and transcripts. or any of their authorized representatives, shall have the right of access to any papers, or other records of the recipient in order to make audits, examinations, RFP 0708 Guidelines Page 19 of 20 September 2007 Failure to comply with any of the terms of the award may result in the Board of County Commissioners or Mayor to take one or more of the actions outlined in Article 111, Section 2F of the Administrative Rules and/or the Grant/Interlocal Agreement. Recipients are required to submit the Project Status Report on a monthly basis. Other reports that shall be due upon request of the Mayor or his designee may include, but are not limited to: actual accomplishments of each funding allocation, problems encountered in implementation of each funding allocation, and anticipated start and/or completion dates of each funding allocation. The recipient may be required to meet with the Board to discuss the Project. All final documentation, including a Final Report, must be submitted within forty-five (45) days after the expiration or termination of the funding allocation. Final Report forms will be provided to grantees. Grant funds not encumbered (contracted for) Within 12 months of the date they were awarded, or for which a project extension has not been approved, shall revert to Miami-Dade County. All funded activities must provide equal access and equal opportunity in employment and services, and may not discriminate on the basis of race, color, religion, ancestry, national origin, sex, pregnancy, age, disability, marital status, familial status, sexual orientation or physical ability, in accordance with Title VI and Title VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, Title IX of the Education Amendments of 1972 as amended (42 U.S.C. 2000d et seq.), the Americans with Disabilities Act (ADA) of 1990, Section 504 of the Rehabilitation Act of 1973, and Miami-Dade County ordinances No. 97-170, § 1, 2-25-97 and No. 98-17, § 1, 12-1-98. The Grantee must include the following credit line in all promotional and marketing materials related to this grant including web sites, news and press releases, public service announcements, broadcast media, event programs, and publications: "With the support of the Miami-Dade County General Obligation Bond (GOB) Program, Historic Preservation Fund, the Miami-Dade County Mayor and Board of County Commissioners." The grantee must also use the County's logo and the County's GOB logo in marketing and publicity materials whenever possible. Miami-Dade County provides equal access and equal opportunity in employment and services and does not discriminate on the basis of race, color, religion, ancestry, national origin, sex, pregnancy, age, disability, marital status, familial status, sexual orientation or physical ability, in accordance with Title V1 and Title VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, Title IX of the Education Amendments of 1972 as amended (42 U.S.C. 2000d et seq.), the Americans with Disabilities Act (ADA) of 1990, Section 504 of the Rehabilitation Act of 1973, and Miami-Dade County ordinances No. 97-170, § 1, 2-25-97 and No. 98-17, § 1, 12-1-98, RFP 0708 Guidelines Page 20 of 20 September 2007