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Res No 004-22-15757RESOLUTION NO: 004-22-15757 A Resolution authorizing the City Manager to enter into a multi-year agreement with Hagerty Consulting, Inc. for Disaster Cost Recovery Services. WHEREAS, the City of South Miami desires the assistance of an Emergency Management Professional Services Consultant to manage the cost recovery for the American Rescue Plan Act (ARPA) and reimbursement services; and WHEREAS, the City issued RFP #FN2021-46 on October 29, 2021, for Disaster Cost Recovery Services. The solicitation closed on November 19, 2021, and the City received four (4) submittals from the following Respondents: 1. Disaster Program & Operations Inc. 2. Hagerty Consulting, Inc. 3. Integrated Solutions Consulting, Inc. 4. Witt O'Brien WHEREAS, in accordance with the Evaluation Selection Criteria published in the solicitation, a Selection Committee comprised of Chairperson Samantha Fraga-Lopez, Assistant City Manager; Jacklyn Cuesta, Senior Accountant/Finance; John Reese, Superintendent, Public Works; and Aurelio Carmenates, Capital Improvements Project Manager met virtually via Zoom on December 2, 2021, to review, score and rank each proposal; and WHEREAS, the best score is an average ranking of 1 and the respondent whose score is closest to 1 is the respondent who is considered the most qualified by the Selection Committee; and WHEREAS, the results of the Average Rank Score are listed below: Respondent Ranking Order J. Cuesta J. Reese A. S. Fraga-AVG RANK Carmenates Lopez Disaster Program 2 4 1 2 2.25 Ops Hagerty 1 1 4 1 1.75 Integrated 2 3 2 4 2.75 Solutions Witt 3 2 3 3 2.75 O'Brien's WHEREAS, Hagerty Consulting, Inc. received the Average Ranked Score closest to 1 and is recommended for the award; and WHEREAS, Hagerty Consulting Inc., has extensive federal cost reimbursement experience having managed over $2 billion for local governments in the State of Florida over the past two years. Page 1 of2 Res. No. 004-22 -1 5757 It has been engaged by Miami-Dade Count y to provide cost recovery support and response for Hurricane Irma, Co v id-19 and the Ch amplain Building Collapse; and WHEREAS, the proposed contract provides hourly rates by po sition titl es (tasks) that w i ll apply for the co ntract duration, for a three (3) year t erm wi th one (1) two (2) year Option to Renew, at the di sc retion ofthe City Man age r, for a ma x i mum term of five (5) years; an d WHEREAS, all project work by t he Consultant mu st b e approval b y the City and payments are cont i ngent upon the completion of ta sks and d eli ve rabl es as determined by the Cit y; and WHEREAS, expenditures for thi s engageme nt w ill be fund ed by the American Rescue Plan Act, (ARPA) for an amount not to exceed $250,0 00 . NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA . Section 1. The fore go in g r ec ital s are hereby r atifi ed and confirmed as bein g true and correct and are hereby made a spec ifi c part of this reso l ution up o n adopti on hereof. Section 2. The City Manager i s authori ze d to enter into a mu lti-year agreement w ith Hagerty Consulting, In c. for Disast er Cost Recovery Se rvices with ex pendi t ures r e lated to this engagement funded by th e American Rescue Plan Ac t (ARPA) for an amount not to exceed $250,000. A cop y of the agreement is attached . Section 3.Corrections. Confo rmin g language or technical scr ive ner-type correction s may be made by the City Attorney for any confo rmin g ame ndm en t s to b e in co rporated into th e final resolution for signature. Section 4. Severability. If any sect ion clau se, se nt ence, or phra se of this r eso lution is for any re aso n h e ld i nv ali d or uncon st itution al by a court of competent jurisdiction , the holdin g w ill not affect t he va lid it y of the r em ai nin g portions of this re solution. Section 5. Effective Date . Thi s r eso l ution w ill become effective i mm ed iately upon adopt ion. PA SS ED AND ADOPTED this 4th day of January, 2022 ATIEST : CI~C~R~ COM M ISS ION VO TE: RE A D AND A PPROVED AS TO FORM, Mayor Ph ilip s: LA NGU A LiTY AND EXECUT ION Comm i ss ioner Harris: Ery-e Comm i ss ion er Li eb man : Comm i ss ioner Gil: Commiss i oner Corey Page 2 of2 5-0 Yea Yea Yea Yea Yea EXHIBIT 6 PROFESSIONAL SERVICES AGREEMENT DISASTER COST RECOVERY SERVICES RFP #FN2021" 46 THIS CONTRACT, entered into this 14. day of~UDJ'~ , 20~, by the CITY OF SOUTH MIAMI thmugh its Manage r , both of whom shal l be h mafter referred to as the "CITY" where app lic able; located at 6 130 Sunset Dr"ive, South Miam i, FL. , E"mail: SKAMALI@SOUTHMIAMIFL.GOV a nd Hagerty Con sulting , Inc. with an office and principa l pl ace of business located at 16180rri nglon Ave,SUll e201,EvanSlon.IL60201 • and E-mail address of brad.grinlng@hagert}Wnsul!ing.com and Facsimile transmission number of 84 7-859-1710 (hereinafter called the "COSUL TANT". WITNESSETH: WHEREAS, the CITY needs DISASTER COST RECOVERY SERVICES: and WHEREAS, the CITY desires to retain CONTRACTOR, to provide the required services based on CONTRACTOR's representations wh ich refiect that CONTRACTOR is qualified and capab le of providing said services in a professional and timely manner and in accordance with the CITY's goals and requirements: and WHEREAS, CONTRACTOR has agreed to provide the r"equired services in accordance with the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and agr"eeme nts h erein conta in ed, the parties agree as follows: I) Engagement of Contractor: Based o n the representations of CONTRACTOR as set out in the following documents the CITY h e r"eby r etains CONTRACTOR to provide the services set forth in Scope of Services, as modified by the Contr"act Documents, (al l of which is hereinafter r e ferTed to as the Work"). RESPONDENT'S BID FORM, attached as "Exh ibit 3 RESPONDENTS COST & TECHNICAL PROPOSAL attached as "Exhibit 4" 2) Contract Documents: The Contract Documents shall include this Contract and the forgoing (in paragr"aph I above) and the following do cuments, as well as any attachments or exhibits that are made a part of any of the Contract Documents Scope of Services, attached as Exhibit I CITY's Insurance & Indemnification Requirements, attached as Exhibit 2 Solicitation documents for DISASTER COST RECOVERY SERVICES RFP #FN2021" XX, Thi s Contract and the So licitation. Scope of Services . and Insurance & Indemnification Requirements sha ll take pr"ecedent over the r"esponse to the CITY's DISASTER COST RECOVERY SERVICES RFP #FN2021-46, including the CONTRACTOR's Bid Form and CONTRACTORI Respondent's Cost and Technical Response to the Solicitation. All t he forgoing documents r"efer'enced in paragraph I, and in paragraph 2 above, are attached hereto and made a part hereof by reference. 3) Date of Commencement: CONTRACTOR shall commence the performance of the Work under this Contract on a date to be spec ified in a Notice to Proceed . or Purch ase Order, (hereinaft er referred to as the "Work Commencemem Date"). In any e vent, the te rm shall not exceed five years. Time is of the essence. 4) Primary Contacts: The Primary Contact Person in charge of administering this Comract on behalf of the CITY is the City Manager ("Manager'''), assistant Manager, or the Manager's designee, 60 o f 67 who shall be designated in a wl"iting signed by the Manager. The Primary Contact Pel"son for CONTRACTOR and his/her contact information is as follows: Name: Katherine G. Freeman kat ieJreema n@hagertyc.ons ulling.OO!t( Fax: 847-859-1710 Street Address: 1618 Orrington Av e, Suite 201, Evanston . IL 60201 e-mail: 5) Scope of Services: The services to be provided are as set forth in the Scope of Services, attached as "Exhibit I. 6) Compensation: The CONTRACTOR's compensation for CONTRACTOR's pelfol"mance under the terms and provisions of this Contract (hereinafter refen"ed to as the Contract Price) shall be as set forth in CONTRACTOR/RESPONDENTS COST & TECHNICAL PROPOSAL attached as "Exhibit 4, unless modified in wl"iting signed by the City and CONTRACTOR" 7) Hours of Work: It is presumed that the cost of performing the Work after regular working hours, and on Sunday and legal holidays , is included in the Contract Price. Howevel", nothing contained herein shall authorize work on days and during hours that are otherwise prohibited by ordinance unless specifically authol"ized or instl"ucted in writing by the City Manager, the Assistant City Manager, or their written designee. 8) Time Provisions: The term of th is Contract shall commence on the Wo r k Commencement Date and shall continue for Three (3) Years, with One (I) Two (2) Year Option-to-Renew, for a term not to exceed Five (5) Consecutive Years. The Option to Renew is at the discretion of the City Manager, unless the Contract is earlier terminated in accordance with the Contract Documents. 9) Termination: This Contl"act may be terminated without cause by the CITY. This provision supersedes and takes precedence over any contrary provisions for term ination contained in the other Contract Documents. 10) Applicable Law and Venue: Florida law shall apply to the interpretation and enforcement of this Contract. Venue for all proceedings involving or arising out of this Contract shall be in Miami- D ade County, Florida. I I) Duties and Responsibilities: CONTRACTOR shall comply with all app lic able laws, ordinances, codes, rules, regulations, and health and safety standal"ds of any govel"nmental body having jurisdiction over any matter related to this Contract or the goods and/or services to be performed hereunder a nd shall commit no trespass on any private property in perlorming any of t he work embraced by this Contract. Each and every provision and/or clause requil"ed by law to be insel"ted in this Contract shall be deemed to be inserted here in and this Contract sha ll be I"ead and enforced as though such provisions and/or clauses were included herein . 12) Change Orders: No additiona l Work 01" ex tras shall be done unless the same is duly authorized in writing and in advance of the wo r k by appropriate action by the City Manager and in accordance w ith the Contract Documents and approved by the City Attorney as to form and le gality. 13) Licenses and Certifications: CONTRACTOR shall sec ure all necessal"y business and professional lic enses at its sole expense prior to commencing the Work. 14) Insurance, Indemnification & Bonding: CONTRACTOR shall comply w ith the insurance, indemn ification and bonding requirements set fonh in the Contract Documents. In the event that any of the contract documents provide for in demnification. nothing contained therein shall imply that the City has waived its sovereign immunity as provided by Fl ol"ida Statute, Section 786.28 and anything to the contrary contained therein shall be null and void and of no force or effect. 15) Liquidated Damages: In the event that CONTRACTOR shal l fail to comp lete the WOI"k within the time limit set forth in the Contract Documents, or the extended time li mit agreed upon, in 6 1 or67 s accordance with the procedure as more particularly set forth in the Contract Documents, liquidated damages shall be paid at the rate of $ N/A per day until the Work is completed. 16)Jury Trial Waiver: The parties waive their right to jury trial. 17) Entire Agreement, Modification, and Non-waiver: The Contract Documents constitute the entire agreement of the parties and supersedes any prior agreements, written or oral. The Contract Documents may not be modified or amended except in writing, signed by both parties hereto and if this Contract is reqUired to be approved by the City Commission, all amendments thereto must be approved in the same manner and with the same formality as this Contract if in the opinion of the City Attorney such approval is required by law. The Contract Documents, in general, and this paragraph may not be modified or amended by any acts or omissions of the parties. No failure to exercise and no delay in exercising any right, power or privilege shall operate as a waiver. No waiver of the Contract Documents, in whole or part, including the provisions of this paragraph, may be implied by any act or omission. 18) Public Records: CONTRACTOR and all of its subcontractors are required to comply with the public records law (s.119.070 I) while providing goods and services on behalf of the CITY and the CONTRACTOR, under such conditions, shall incorporate this paragraph in all of its subcontracts for this Project and (a) Keep and maintain public records required by the public agency to perform the service; (b) Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. Tfthe contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-mail: npayne@southmiamifl.gov; 6130 Sunset Drive, South Miami, FL .33143. 19) Background Screening. All personnel and volunteers that will provide any service with vulnerable persons, as defined in Section 435.02, Fla. Stat., involving the City or its Agency in such related activity or who may have access to secure or sensitive areas of the City, must be in compliance with Level II Background Screening and fingerprinting requirements as per, Florida Statute Ch. 435 prior to the scheduled start of any employee or volunteer. CONSULTANT shall prevent any and all of its personnel, including volunteers, from engaging in any such related activities without having passed a background screening to the satisfaction of the City. A violation of this reqUirement shall constitute a substantial breach of this Contract. 20) Notices. Whenever notice shall be required or permitted herein, it shall be delivered by hand delivery, e-mail (or similar electronic transmission), facsimile transmission or certified mail. with 62 of 67 return receipt r equested , and shall be de emed delivered on the date shown on the e -mail or de livery c on firm atio n for a ny facsimile transmission o r, if by certified ma il , t he date on the r eturn receipt or t he d ate shown as the date same was refused o r unclaimed. If hand delivered to the City, a co py must be sta mped with the official City receipt stamp showing the date of deliver; otherwise t he document sha ll not be cons ide r ed to have been d el iver'ed. Notice s s hal l be de live r'ed to the fo llowing indi vidua ls or entities at the addresses (including e-mail) or facsimi le transmission numbers set fort h below: T o CITY: With copies by U .S. mail to: To CONTRACTOR: C ity Manager', 6 130 Sunset Dr. South Miami, FL 33 143 Fax: E-mai l: salexander@southmiamifl.gov City Attorney 6 130 Sunset Dr. South Miami, FL 33143 Fax: (305) 341-0584 E-mail : tp e pe@southmia mifl ,gov Bradley R. Grining , Chief Operating Officer 1618 Orrington Ave , Suite 201 Evanston, IL 60201 Fax : 847·859-1710 Email : b rad.grining@hagertyconsulting.com 21) Corporate Authority. Th e CONSULTANT and its repr'esentative who sig ns this Agreement hereby cer'tifies under p enalty of p erjur )' that the CONSULTANT and its r'epr'esentative ha ve, and have exe r'cised, th e re quired co r porate power and that they have complied w ith a ll ap plicable le ga l requir'ements necessary to adopt, execute and deliver' this Contrac t and to assume the r esponsib ilit ies a nd obligations cr-eated hereunder; and that this Contract is duly executed and delivered by a n autho rized corp orate officer, in accordance with s uch officer's powers to bind the CON T RACTOR hereu n der, and constitutes a va lid and binding o bli gation en force ab le in acco r'dance w ith its t erms, conditions and provisions. 22) Grant Requirements. If the Work is being funde d who ll y o r parti a lly with a g r'an t, the CONTRACTOR s ha ll comply w ith a ll of the gr'ant req uiremen ts a pplicable to the Work. It is the CONTRACTOR's responsib ility to dete r mine if there is grant funding. 23) Drug Free Workplace. CONSULTANT shall comply with the Drug Free Workplace policy set forth in the City of South Miami's Personnel Manual which is made a pa rt o f this C ontract by reference . 24) Transfer and Assignment. No ne of the wo r k or' services under this Contr'act sha ll b e sub contr'acte d or assigned without pr'ior' written consent from the CITY which may be den ied without cause. 25) Non -Appropriation of Funds, In the event that no fu nds o r' insufficient funds are a ppropr'iat ed and budge t ed or are otherwise unavailable in an y fisca l p e riod for' payments du e under thi s conn-act, then the City, upon wr it ten notice to CONSU LTANT or its assig nee of s uc h occurren ce , shall have the unqualified right to terminate the contract without any p enalty or ex pense. N o guarantee, warranty o r represe ntatio n is made that any pa rti cu lar project(s) w il l be awa rded to a ny CONTRACTOR. 26) Most Favore d Public Entity. CONSULTANT r'eprese nts that the prices negotiated with the City d o no t exceed existing pric es CONSULTANT is offering to other customer's fo r the sa me o r substantially similar items o r se r vices for compa rab le quantities under si mi la r t erms, co nd itions, wages, ben efi ts, insurance cove ra ge a nd any othe r' material cost facto r s . If CONSULTANT's pric es de clin e, or' 63 of 67 should respondent, at any time during the term of a co ntract e ntered in to with City, provide the same goods or services w ith the same comparable quantities under similar terms, conditions, wages, benefits , ins u rance cove r age and any other material cost factors. CONSU LT ANT shall immediate ly extend the same prices to City. 27) E-VERIFY. As a condition precedent to entering into this Contract. and in compliance with Section 448.095, Fla. Stat., Contractor and its subcontractors must register with and use the E-Verify system to verify work authorization status of a ll employees hi r ed after January I. 2021. Th e Contractor and a ll subcontractors must comply w ith and be bound by the fo ll owing: (a) Contractor must require each of its subcontractors to provide Contractor w ith an affidav it stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Contractor must maintain a copy of the subcontractor's affidav it as part of and pursuant to the records retention requirements of this Agreement; (b) T he City. Contractor". or any subcontractor who has a goo d faith belief that a person o r" entity w ith which it is contracting has knowingly vio lated Section 448.09( I ). Fl a. Stat. or the provis ions of th is section must term inate the contract with the person or entity; (c) The City. upon good fa ith belief that a subcontr"actor knowin gly vio lated the provisions of this sect ion, but that the Contractor otherwise compli ed, must promptly notify Contractor and Contractor must immediate ly terminate the contract with the subcontractor; (d) A contract terminated under the provisions of this Section is not a breach of contract and may not be cons idered such; (e) Any contract term ination und er the provisions of this Section may be chal lenged no later than 20 calendar days after the date on which this Agreement is terminated pur"suant to paragr"a ph b. o r c. above; (f) Con tracto r acknowledges that upon termination of this Agr"eement by the City fo r a viol ation of this Section by Contractor, Contractor may not be awarded a pub li c contract for at le as t one (I) year". Contractor further acknowledges that Contracto r" is liable for any add itional costs incurred by the City as a result of termination of any contract for a vio lation of th is Section; and (g) Subcontracts. Contractor or subcont ractor must insert in any subcontracts the clauses set forth in this Section. including this Subsection, requiring the subcontractors to include these clauses in any lower tier subcontracts. Contra ctor is responsible for compliance by any subcontractor or lowe r tier su bcontractor w ith the clauses set forth in this Section and Contractor's failure to enforce compl iance is a substantial and material br each of this Agreement. IN WITNESS WHEREOF. the parties. have executed th is Contr"act. on or before the date first above written. with fu ll know ledge of its content and sign ifi cance and intendi ng to be legal ly bound by the terms hereof. CONSULTANT: Hagerty Consulting. Inc. W it n essed: I .. .)i By: __ ~_,--jI-v-e-_______ _ Z ,.Jr"tf2 i!.v-...... By: __ Y_--,-' ___ ...::.... 0 ______ _ ATTESTED: By: k'l~ Cl,(L ~ Nk ~ga Paya e City Cler"k 64 of 67 Bradley R. Grining , Chief Operating Officer [print name and t itle of signatory] CITY O ~O UT~ ~ BY W 0 y-Q, ,Q... Shari Kamali City Manager Read and Approved as to F0 'l.-\,a ngu age. Legality !if! u.tion Th eol: ) By: -::---r--'------'-""''-d'----f;'---f-----''-- G END OF SEC TION 65 of 67 I. Background EXHIBIT I SCOPE OF SERVICES Disaster Cost Recovery Services RFP #FN2021-46 The City of South Miami requires the assistance of an Emergency Management Professional Services Consultant to manage the cost recovery and reimbursement services that occur after a disaster. It is the City's intention to award a five (5) year contract; an initial term of three (3) years with one (I) two (2) year Option to Renew for a total term of five (5) consecutive years. Exercising the Option to Renew is at the sole discretion of the City Manager. The Selected Proposer will assist the City of South Miami in managing the damage assessment, project development, and administration of Federal and State disaster recovery grant programs related to a Federally Declared Disaster incident. This includes, but is not limited to: I. Public Assistance (PA) Grant Program 2. Hazard Mitigation Grant Program (HMGP) 3. Community Development Block Grant (CDBG)-Disaster Recovery & Mitigation 4. American Rescue Plan Act, (ARPA) The Project shall comprise of four (4) Deliverables, refer to Sections III, IV, V & VI, consisting of the key tasks that will require the full-time, dedicated support of the Selected Proposer's staff throughout the performance period of the Project. These key tasks may be activated or deactivated at the City of South Miami sole discretion, at any time, including before, during, and/or after a declare emergency or disaster at the local, state or national level. II. Oualification Requirements The City of South Miami is seeking qualified vendors with knowledge and hands on experience of I) comprehensive emergency management, specifically in Federal cost reimbursement; 2) mitigation grant planning; 3) Community Development Block Grant-Disaster Recovery grant management; and 4) local government planning experience, addressing local implementation of the FEMA National Disaster Recovery Framework (NDRF), which prOVides gUidance that enables effective recovery support. Familiarity with Federal, State, and Local ordinances, statutes, laws, and regulations that define the role and responsibilities of emergency management is also desired. Additionally, it is preferred that the Selected Proposer: a) Be in business for a minimum three years. b) Has one or more of the following emergency management certifications: • Certified Emergency Manager (CEM) • Associate Emergency Manager (AEM) • FEMA Professional Development Series (PDS) Certificate • Advanced Professional Series (APS) Certificate, • Completion of FEMA Courses for Trainers I Instructors such as FEMA E/L-449 Course (Train the Trainer), FEMA G-265 Course (Instructional Delivery Skills) etc. • Public Assistance Data Processing Specialist Qualification Certification • Public Assistance Data Processing Manager Qualification Certification • Public Assistance Task Force Leader Qualification Certification 38 of67 • Public Assistance Planning Manager Qualification Certification • Public Assistance Planning Specialist Qualification Certification All required certification and/or qualifications must remain valid throughout the term of the contract. The City of South Miami reserves the right to require the Selected Proposer to submit evidence of its qualifications / certifications prior to any award. III. Deliverable I: Cost Recovery Program Implementation Training The Selected Proposer shall identify and review disaster cost recovery and reimbursement best practices and related materials that includes, but is not limited to: I. FEMA Public Assistance Program and Policy Guide 2. The City of South Miami's Comprehensive Emergency Management Plan (CEMP) 3. The City of South Miami County Recovery Plan 4. State of Florida Public Assistance Policies 5. American Rescue Plan Act The Selected Proposer shall conduct interviews with Subject Matter Experts (SME) from various City of South Miami Departments, to understand the existing of disaster and non-disaster related systems in place. These interviews are also meant to identify lessons learned from past disasters and develop an implementation plan for enhancements in damage assessment and estimate reporting with a goal of enhancing recovery of costs in future disasters. The Selected Proposer shall prepare a Report with the recommendations on the necessary updates to eXisting plans and procedures that address disaster recovery and cost reimbursement activities. This report would include recommendations on any operational recovery efforts that impact the cost reimbursement activities. The Selected Proposer shall address the pre-Federal declaration activities that will assist the City of South Miami in managing disaster recovery and reimbursement activities. A. Planning The Selected Proposer shall: I. Work closely with the City to maintain and update its Cost Recovery Guide and other relevant plans and procedures to ensure they are aligned with the appropriate Federal and State policies and procedures. 2. Develop tools and action plans for the City Departments to use to enhance their compliance and accountability while promoting efficiency in the cost recovery process. 3. Provide guidance on necessary revisions to City plans and procedures that deal with the Initial Damage Assessment (IDA) and Preliminary Damage Assessment (PDA). Develop a guide for City department on their essential recovery activities and provide recommendations on what modifications should occur. 4. Review existing City payroll policies and provide recommendations on changes that are needed to maximize potential State or Federal reimbursement. 5. Conduct a meeting to inform the City of the Selected Proposer's findings and recommendations. 39 of 67 B. Training and Exercises The Selected Proposer shall: I. Develop training courses on the relevant Federal grant programs. 2. Provide necessary training to City Departments and partner agencies on collecting documentation for the IDA and PDA using templates and shared tools as required. 3. Design and execute in-person and virtual training programs -This should include a method to document personnel attendance, training certificate, etc. 4. Design and conduct Homeland Security Exercise and Evaluation Program (HSEEP) compliant workshops, tabletop, functional and/or full-scale exercises related to the disaster recovery and reimbursement system. This includes creation and publication of after-action reports. 5. Conduct annual training for City Departments and partner agencies. IV. Deliverable 2: Cost Recovery Operational Services The Selected Proposer shall initiate the Cost Recovery Operational Services at the time deemed appropriate by the Office of Emergency Management and the Finance Director. This deliverable can be activated for an existing or impending disasters. The Selected Proposer shall provide personnel that will support and if necessary, supplement the Finance Department's cost recovery team, the City Departments', and the City Emergency Operations Center's (CEOC) short-term recovery activities. The Selected Proposer's initial response team will lay the groundwork for the Selected Proposer's larger team, which will supplement the Finance Department, the CEOC team, and the other relevant City Departments, and Agencies. Once the Selected Proposer is provided a Notice to' Proceed, the Finance Department, in cooperation with the Office of Emergency Management will hold a Planning Workshop. The Workshop will provide detailed information on the expectations of the implementation of Cost Recovery Operational Services so that the Selected Proposer can best support the City, and agencies throughout the reimbursement process. The Workshop may be conducted in-person, or virtually, and will occur while the CEOC is transitioning to short-term recovery operations. A. Emergency and Recovery Operations Centers and Federal loint Field Office The Selected Proposer shall: I. Maintain an emergency contact list to ensure communication pre and post disaster between the consultant and the City. 2. Provide personnel to assist in staffing the City's Operations Center (CEOC). 3. Serve as the primary point-of-contact for data collection for the City Departments. Develop a storage site for all the data being collected (e. g., SharePoint or other appropriate location to be determined by the City). 4. Serve as the primary point-of-contact with the Federal Joint Field Office and the FEMA Program Delivery Manager assigned to the City government (including FEMA auditors and State auditors' part of the recovery efforts.) 5. Provide additional expertise and staffing as needed to support disaster recovery efforts. 6. Participate in response and recovery conference calls with the City, State and FEMA as needed. 40 of 67 B. Damage Assessment The Selected Proposer shall: I. Provide extensive knowledge, experience and technical competence in planning and oversight of the Initial and Preliminary Damage Assessment processes. 2. Conduct, support and assist with the collection, compilation and review of damage assessment data, to include but not limited to: a) Labor costs b) Equipment usage c) Materials used d) Contracts implemented e) Rental equipment usage 3. Serve as the City's advocate during the PDA with the State/FEMA team. C. FEMA Public Assistance Services Initial Support The Selected Proposer shall: I. Provide extensive knowledge, experience and technical competence in dealing with Federal regulations, specifically the Robert T. Stafford Act, Post-Katrina Emergency Management Reform Act, and the Disaster Recovery Reform Act. 2. Assist in developing the initial projected expenditures for FEMA Categories A-G. 3. Maintain contact with appropriate State and Federal officials throughout the recovery phase in order to maximize reimbursement. 4. Coordinate the FEMA Kick-Off Meeting with the appropriate City Departments, and agencies 5. Provide the initial information to FEMA, including through the Grants portal. This may include: a) Insurance policies b) Personnel plans and procedures c) Contracts and Agreements General Financial I Grant Management Support The Selected Proposer shall: I. Establish the documentation processes that are consistent with the City's current financial and emergency management systems and comply with FEMAs regulation and policies. 2. Provide guidance and recommendations on intra and inter-County mutual aid agreements. 3. Advise on FEMA's regulation, policy and procedures on tracking costs and facilitating reimbursement for all eligible costs. 4. Provide recommendations on inter-departmental charges and intra-state mutual aid requests for response activities. This will include providing guidance regarding these requests and existing State and Federal guidance. 5. Categorize, record, track, and file costs in support of the financial reimbursement process, track projects, and status of payments from the State. 41 of 67 6. Provide staff to the City Departments and agencies to supplement their ability to collect the appropriate data and submit the necessary documentation to FEMA, including through the Grants Portal. 7. Perform internal controls assessments and support compliance monitoring activities. 8. Provide recommendations and gUidance on what is eligible items to submit for FEMA PA reimbursement and what documentation is needed to justify reimbursement. 9. Provide regular status reports and displays on the cost recovery and reimbursement progress. 10. Abide by FEMA's policies and procedures regarding Management Costs, including Direct Administrative Costs (DAC), Interim Policy Management Costs, and any applicable FEMA update regarding management costs. I I. Assisting in documenting Management Costs, including DAC and Interim Policy Management Costs with the Finance Department and City departments 12. Maintain security of City documentation used to justify FEMA reimbursement. This includes documentation submitted through the FEMA Grants Portal and Florida PA website. Project Management The Selected Proposer shall: I. Assist the Finance Department and other City departments and agencies in completing the FEMA Grants Portal Essential Elements of Information (EEl) form for individual projects. This applies mostly to the City departments and agencies. Finance does not fill out the EEl forms. 2. Serve as an advocate on behalf of the City with FEMA regarding issues with projects. This would be conducted utilizing past precedents and case studies 3. Interpret FEMA procedures and provide expert guidance to the City departments, and agencies. 4. Coordinate with the individual City departments. This includes attending meetings and requesting documentation for submittal to the State and FEMA. 5. Provide recommendations to the departments on critical issues (debris management, drainage, historical preservation, etc.). 6. Assist in tracking all project documentation submitted and follow-up on any outstanding expenditures to ensure that all eligible expenditures are credited through submitted reimbu rsements. 7. Assist the City in requesting advances of PA funds. 8. Conduct research and make recommendations to the City on requesting the implementation of alternative projects from the State and FEMA. 9. Meet regularly with the relevant Federal and State representatives on programmatic, financial contracting, and eligibility and process issues at the request of the City. 10. Evaluate and recommend potential alternates for Project improvement. I I. Provide regular reports to the Finance Department for submittal to the City Commission and other senior officials. 12. Assist the City in requesting extension requests with the State and FEMA. 13. Maintain situation awareness of FEMA Category A-G expenditures for reporting purposes to the City Commissioners and other senior officials. 42 of 67 14. Provide recommendations on guidance for reimbursement regarding leased properties and equipment used during response activities. 15. Provide additional services as assigned by the Finance Department within the scope of supporting the FEMA PA reimbursement process. 16. Provide support for denial of reimbursement request and complex reimbursement issues. Project Closeout The Selected Proposer shall: I. Prepare appeals to the Federal and State governments. 2. Prepare projects for audits and response to audit findings, as requested. 3. Provide a final Report that will summarize the total reimbursement requested, total expenditures by Project, and any special circumstances. V. Deliverable 4: Other Grant Support The Selected Proposer shall support the City -in the administration of the Hazard Mitigation Grant Program and the CDBG-program. This support shall include the following: I. Identifying, developing and evaluating opportunities for hazard mitigation and disaster recovery projects to reduce or eliminate risk from future incidents. 2. Developing grant proposals, submit applications, and if needed, benefit cost analysis to protect damaged elements and facilities from future disasters. 3. Identifying opportunities through awarded federal disaster funding for cost sharing. VI. Project Management. Coordination and Administration. The City will identify a Project Manager to serve as the official liaison and administrative point- of-contact, who will report to the Finance Department. - The Selected Proposer shall be responsible for all the data collection, coordination and documentation, unless expressly identified otherwise in this Scope of Services. This shall include, but not be limited to: I. Work item tracking; 2. All meeting coordination, scheduling, participant identification, invitation, and communication. This includes Committee, Stakeholder, Leadership, and Project Management meetings; 3. The taking of minutes and notes at all meetings; 4. The gathering of feedback, utilizing the most appropriate methods; 5. The provision of appropriate materials to ensure that the Stakeholders and Participants have the necessary information to hold discussions and provide appropriate input. The Selected Proposer shall present to the City, during routinely scheduled meetings, a written report that: . I. Demonstrates progress towards the completion of all deliverables required within this Scope of Services; 2. Contains an updated timeline that identifies all deliverables and their actual or expected dates of completion; and 3. Identifies any challenges that may affect performance on the Scope of Services. 430f67 The Selected Proposer shall be responsible to ensure that all requested deliverables, including drafts, are in the manner identified by the City, using common Business Writing conventions and structures. The submittal of any deliverable or report with spelling, grammar, typographical, and formatting errors is never acceptable. All images, quotations, and work products utilized from a copyrighted source is to be appropriately identified, and any applicable permissions obtained, prior to the submittal of any applicable deliverable. The Selected Proposer's Project Manager (or identified alternate) shall be readily available daily during normal business hours (during storm and disasters, hours are not normal business hours; they would need to be on call just the same as the CEOC and Finance etc. ), via email and phone, for the duration of the Project. The Selected Proposer shall abide by the terms, conditions, and timeline described in the Scope of Services transmitted with the Letter to Proceed. I. Extenuating circumstances caused directly by the City may be grounds for deviation from the original timeline. However, the Selected Proposer is responsible to immediately and formally identify the cause and provide a written explanation of the expected impact(s) in order for the City to consider any modifications. Funding for the Project, whether full or partial funding, is through the City's Adopted Budget or through other City funding sources (grants, etc.). The Selected Proposer agrees to abide by the terms of the Agreement, as well as all applicable State and Federal laws and regulations as indicated in Exhibit I, ··Scope of Services, Section XII. ··Compliance with Local, State and Federal Regulations." Additionally, the Selected Proposer shall hold the United States Government, the State of Florida, the City, and any other project participants harmless against all claims of whatever nature arising out of the Selected Proposer's performance of work under this Scope, to the extent allowed and if indemnification is required by law, to that extent as well. The Selected Proposer shall sign a certification that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this or similar transaction by any State or Federal department or agency. Funding may be available through reimbursement of the FEMA Public Assistance Management Costs, including DAC, if there is an active hurricane and they are working on the hurricane's recovery efforts, or other declared disaster. Selected Proposer needs to comply with the FEMA Management Costs documentation requirements, including the DAC, so that the Management Costs would be eligible for reimbursement. VII. Reporting The Selected Proposer will be responsible for submitting to the City regular reports on their activities. This reporting includes participating in conference call with the City and the creation of status reports. Conference calls may be held with the City and other relevant parties while the different deliverables have been activated. The production of reports will take the follOWing forms: 44 of 67 I. Weekly Status Report: These reports will detail the activities of and task assignments according to the deliverables that are activated of the Selected Proposer. These reports will be submitted to the City each Friday after the contract is activated. 2. Quarterly Status Reports: These reports will also detail the Selected Proposer's activities and task assignments by deliverable for a given quarter. It will be submitted to the City by the end of each quarter. VIII. Schedule The Proposers shall provide a projected schedule and deadline for completion of each Deliverable (1-4), addressing the key tasks. The following include some of the key tasks for the projected schedule for Deliverable I (Cost Recovery Program Implementation and Training): Key Tasks Deadline for Completion Evaluation of existing plans, Procedures and systems TBD Department specific action gUides TBD Recommendation report on revisions to City's Initial Damage Assessment process TBD Federal grant program training course TBD Delivery of training program on Damage Assessment process TBD Delive_ry_ of HSEEP exercises on disaster recoven'_ and reimbursement system TBD The projected schedule for Deliverables 2, 3, and 4 depends on the timeframe established by the Federal Emergency Management and Florida Division of Emergency Management for the Preliminary Damage Assessment, Kick-Off Meetings and Applicant Briefings. The exact schedule will be determined at the Selected Proposer/City planning workshop identified above. Proposers should discuss any expected variances in their schedule, and must disclose any issues, or potential matters, that might delay the Proposer from commencing with the Project as envisioned, or otherwise delay the Project, such as, but not limited to, other municipalities' projects undertaken by the Proposer. IX. Personnel The Selected Proposer is responsible for providing staff for Deliverables 1-4. The staffing of these deliverables should include but not be limited to the follOWing positions and position descriptions as indicated in the table below. The Proposer may substitute equivalent position titles but must include position descriptions and position responsibilities. Proposers shall provide the Proposer's hourly rates Exhibit 4, Respondents Cost & Technical Proposal for their personnel responsible for all deliverables. Position Title Position Description Experience of twelve or more years with an advanced degree or fifteen or more Project Executive years with a bachelor's degree. Demonstrates senior experience in grant administration and project management. Experience of twelve or more years in a specific subject area or eight years , Subject Matter Expert experience and more than one specialized advanced degree. Project Manager Experience of six or more years with an advanced degree or eight or more years with a bachelor's degree. Project Accountant Experience of five or more years plus, at minimum, a college degree in a relevant field (e.g. accounting, management and/or finance). Senior Planning & Training Experience of five or more years plus, at minimum, a college degree in a relevant field Specialist (e.g. urban planning, emergency management, management and/or finance). 45 of 67 Position Title Position Description Planning & Training Specialist Experience of two or more years plus. at minimum. a college degree in a relevant field (e.g. urban planning. emergency management. management and/or finance). Senior Grants Specialist Experience of five or more years plus. at minimum. a college degree in a relevant field (e.g. accounting. management. finance). Grants Specialist Experience of two or more years plus. at minimum. a college degree in a relevant field (e.g. accounting. management. finance). Field Representative / Technical Experience of one or more years plus. at minimum. a college degree in a relevant Associate field (e.g. emergency management. management. financel. Senior Financial (Grant) Experience of five or more years plus. at minimum, a college degree in a relevant field Information Management (e.g. accounting. management. finance. information technology) Expert Financial (Grant) information Experience of three or more years plus. at minimum, a college degree in a relevant Management Expert field (e.g. accounting. management, finance. information technology) An estimated budget for Deliverables 2, 3 & 4 is dependent on the needs of the City and the anticipated impact of a disaster and the City's losses. The Proposers shall submit to the City an hourly price breakdown based on the positions needed for these deliverables. X. Payment Schedule All payments are contingent upon the completion of tasks and deliverables outlined in this Solicitation, at the Selected Proposer's hourly rates proposed on Exhibit 4, "Respondents Cost & Technical Proposal." Completion of the services shall be measured as fulfillment of all services reqUired, including submission to, and final acceptance by the City of any deliverable for the action unless otherwise negotiated. Invoices shall conform to the compensation terms of this Solicitation or issued Work Order and will provide on a separate line in the invoice the date the work was performed, the initials of the person performing the services, a short description of the services performed, and the hours worked by that person on that date. Any deliverables provided during the billing period shall also be described on the invoice, including a short statement of who the deliverable was prOVided to and the date it was prOVided. Each invoice must include a legend of the names of all persons who performed the work, their position, such as Project Executive, Subject Matter Expert. etc., and their initials. The payment schedule will be conducted through the submission of invoices by the Selected Proposer to the City. These invoices will be incorporated into the deliverable schedule for Deliverables 2, 3 & 4. XI. Additional Services Occasionally, the City may require, at the City's sole discretion, additional services, and/or updates to, a previously awarded Scope of Services, which are related to, but not included in Exhibit I, ~~Scope of Services." If additional services are required, the City may use either Supplemental Agreement, Purchase Order or Letter to Proceed. The additional services shall be paid at the Selected Proposer hourly rates proposed on E.xhibit 4, ~~Respondents Cost & Technical Proposal." Additionally, any requested additional services will be negotiated at the time of the Purchase Order, Letter to Proceed, or Supplemental Agreement. Work Orders may be issued simultaneously, depending on the need. 46 of 67 XXII. Compliance with Local, State and Federal Regulations Contractor agrees to comply, subject to applicable professional standards, with the provisions of any and an applicable Federal, State and the City orders, statutes, ordinances, rules and regulations which may pertain to the Services required under this Agreement, including, but not limited to: a) Equal Employment Opportunity (EEO), in compliance with Executive Order 11246 as amended by executive Order I 1375 and as supplemented in Department of Labor regulations (41 CFR chapter 60), as well as the Americans with Disabilities Act of 1990 and implementing regulations, the Rehabilitation Act of 1973, as amended, chapter 553, Florida Statutes, and any and all other local, State and Federal directives, ordinances, rules, orders, and laws relating to people with disabilities and as may be applicable. b) The Clean Air Act (42 U.S.C. 7401-7671 q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended. c) The Equal Pay Act of 1963, as amended (29 U.S.C. 206(d». d) Section 448.07 of the Florida Statutes 'Wage Rate Discrimination Based on Sex Prohibited." e) Any other laws prohibiting wage rate discrimination based on sex. f) Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 g) The Copeland "Anti-Kickback" Act as supplemented in Department of Labor regulations (29 CFR Part 3). h) Executive Order 12549 "Debarment and SuspenSion", which stipulates that no contract(s) are lito be awarded at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs. i) Federal Uniform Administrative Requirements, Cost Principles, and Audit ReqUirements for Federal Awards as set forth in 2 CFR part 200. j) The prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 USC §61 0 1-07) and regulations issued pursuant thereto (24 CFR Part 146). 47 of 67 k) The prohibitions against discrimination on the basis of disability under Section 504 of the Rehabilitation Act of '1973 (29 USC§ 794) and regulations issued pursuant thereto (24 CFR Part 8); the Americans with Disabilities Act and regulations pursuant thereto (28 CFR Part 36). I) The employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274(e)E of the Immigration and Nationality Act]. m) Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended. n) Disaster Recovery Reform Act of 2018. 0) 2 CFR § 200.321, the Contractor must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. p) The Coronavirus Aid, Relief, and Economic Security (CARES) Act; including the requirements for the funding that is part of the CARES Act through FEMA Assistance for Firefighters Grant Program. q) FEMA's reporting requirements and regulations, including FEMA policy, and other applicable reporting requirements as follows: I) 44 C.F.R. § 13.40 (Monitoring and Reporting Program Performance) 2) 44 C.F.R. § 13.41 (Financial Reporting) 3) 44 C.F.R § 13.S0(b) (Reports) 4) 44 C.F.R. § 206.204(f) (Progress Reports) 5) FEMA Standard Operating Procedures, Public Assistance Program Management and Grant Closeout Standard Operating Procedure, and other applicable operation manuals. The Contractor shall hold all licenses and/or certifications, obtain and pay for all permits and/or inspections, and comply with all laws, ordinances, regulations and building code requirements applicable to the work required herein. Damages, penalties, and/or fines imposed on the City or Contractor for failure to obtain and maintain required licenses, certifications, permits and/or inspections shall be borne by the Contractor. The Project Manager shall verify the certification(s), license(s), permit(s), etc. for the Contractor prior to authorizing work and as needed. ' NotWithstanding any other provision of the Agreement with the Contractor shall not be required pursuant to this Agreement to take any action or abstain from taking any action if such action or abstention would, in the good faith determination of the Contractor, constitute a violation of any law or regulation to which Contractor is subject, including but not limited to laws and regulations requiring that Contractor conduct its operations in a safe and sound manner. END OF SECTION 48 of 67 Insurance EXHIBIT 2 DISASTER COST RECOVERY SERVICES RFP #FN2021-46 Insurance & Indemnification Requirements A. Without limiting its liability, the contractor, consultant or consulting firm (hereinafter referred to as "FIRM" with regard to Insurance and Indemnification requirements) must procure and maintain at its own expense during the life of the Contract, insurance of the types and in the minimum amounts stated below as will protect the FIRM, from claims which may arise out of or result from the contract or the performance of the contract with the City of South Miami, whether such claim is against the FIRM or any sub-contractorlsub-consultant, or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. B. No insurance reqUired by the CITY may be issued or written by a surplus lines carrier unless authorized in writing by the CITY and such authorization is at the CITY's sole and absolute discretion. The FIRM must purchase insurance from and must maintain the insurance with a company or companies lawfully authorized to sell insurance in the State of Florida, on forms approved by the State of Florida, as will protect the FIRM, at a minimum, from all claims as set forth below which may arise out of or result from the FIRM's operations under the Contract and for which the FIRM may be legally liable, whether such operations be by the FIRM or by a Sub-contractorlsub-consultant or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable: (a) claims under workers' compensation, disability benefit and other similar employee benefit acts which are applicable to the Work to be performed; (b) claims for damages because of bodily injury, occupational sickness or disease, or death of the FIRM's employees; (c) claims for damages because of bodily injury, sickness or disease, or death of any person other than the FIRM's employees; (d) claims for damages insured by usual personal injury liability coverage; (e) claims for damages, other than to the Work itself, because of injury to or destruction of tangible property, including loss of use resulting there from; (f) claims for damages because of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a motor vehicle; (g) claims for bodily injury or property damage arising out of completed operations; and (h) claims involving contractual liability insurance applicable to the FIRM's obligations under the Contract. Firm's Insurance Generally. The FIRM must prOVide and maintain in force and effect until all the Work to be performed under this Contract has been completed and accepted by CITY (or for such duration as is otherwise specified hereinafter), the insurance coverage written on Florida approved forms and as set forth below: Workers' Compensation Insurance at the statutory amount as to all employees in compliance with the "Workers' Compensation Law" of the State of Florida including Chapter 440, Florida Statutes, as presently written or hereafter amended, and all applicable federal laws. In addition, the policy (ies) must include: Employers' Liability at the statutory coverage amount. The FIRM must further ensure that all of its Sub-contractorlsub-consultants maintain appropriate levels of Worker's Compensation Insurance. Commercial Comprehensive General Liability insurance with broad form endorsement, as well as automobile liability, completed operations and products liability, contractual liability, severability of interest with cross liability provision, and personal injury and property damage liability with limits of $1,000,000 combined single limit per occurrence and $2,000,000 aggregate, including: • Personal Injury: $1,000,000; • Medical Insurance: $5,000 per person; 49 or 67 • Property Damage: $500,000 each occurrence; Umbrella Commercial Comprehensive General Liability insurance must be written on a Florida approved form with the same coverage as the primary insurance policy but in the amount of $1,000,000 per claim and $2,000,000 Annual Aggregate. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services Office, and must include: • Premises and Operation • Independent Contractors • Products and/or Completed Operations Hazard • Explosion, Collapse and Underground Hazard Coverage • Broad Form Property Damage • Broad Form Contractual Coverage applicable to this specific Contract, including any hold harmless and/or indemnification agreement. • Personal Injury Coverage with Employee and Contractual Exclusions removed, with minimum limits of coverage equal to those reqUired for Bodily Injury Liability and Property Damage Liability. Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00) plus an additional One Million Dollar ($1,000,000.00) umbrella per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Umbrella coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by with the state of Florida, and must include: • Owned Vehicles. • Hired and Non-Owned Vehicles • Employers' Non-Ownership Subcontracts: The FIRM agrees that if any part of the Work under the Contract is sublet, the subcontract must contain the same insurance provision as set forth in these insurance and indemnification reqUirements, other than the Fire and Extended Coverage Insurance and substituting the word Sub-contractor/sub-consultant for the word FIRM where applicable. Fire and Extended Coverage Insurance (Builders' Risk). IF APPLICABLE: A. In the event that this contract involves the construction of a structure, FIRM must maintain, with an Insurance Company or Insurance Companies acceptable to the CITY, "Broad" form/All Risk Insurance on buildings and structures, including Vandalism & Malicious Mischief coverage, while in the course of construction, including foundations, additions, attachments and all permanent fixtures belonging to and constituting a part of said bUildings or structures. The policy or policies must also cover machinery, if the cost of machinery is included in the Contract, or if the machinery is located in a building that is being renovated by reason of this contract. The amount of insurance must, at all times, be at least equal to the replacement and actual cash value of the insured property. The policy must be in the name of the CITY and the CONTRACTOR, as their interest may appear, and must also cover the interests of all Sub- contractor/sub-consultants performing Work. B. All of the provisions set forth in the Miscellaneous section below apply to this coverage unless it would be clearly not applicable. 50 of 67 Miscellaneous: A. If any notice of cancellation of insurance or change in coverage is issued by the insurance company or should any insurance have an expiration date that will occur during the period of this contract, the FIRM Is responsible for securing other acceptable insurance prior to such cancellation, change, or expiration so as to provide continuous coverage as specified in this section and so as to maintain coverage during the life of this Contract. B. All deductibles must be declared by the FIRM and must be approved by the CITY. At the option of the CITY, either the FIRM must eliminate or reduce such deductible or the FIRM must procure a Bond, in a form satisfactory to the CITY covering the same. C. The policies must contain waiver of subrogation against CITY where applicable, must expressly prOVide that such policy or policies are primary over any other collectible insurance that CITY may have. The CITY reserves the right at any time to request a copy of the reqUired policies for review. All policies must contain a "severability of interest" or "cross liability" clause without obligation for premium payment of the CITY as well as contractual liability provision covering FIRM's duty to indemnify the City as prOVided in this Agreement. D. Before starting the Work, the FIRM must deliver to the CITY and CONSULTANT certificates of such insurance, acceptable to the CITY, as well as the insurance binder, if one is issued, the insurance policy, including the declaration page and all applicable endorsements and provide the name, address and telephone number of the insurance agent or broker through whom the policy was obtained. The insurer must be rated A.VII or better per A.M. Best's Key Rating Guide, latest edition and authorized to issue insurance in the State of Florida. All insurance policies must be written on forms approved by the State of Florida and they must remain in full force and effect for the duration of the contract period with the CITY. The FIRM may be required by the CITY, at its sole discretion, to provide a "certified copy" of the Policy (as defined in Article I of this document) which must include the declaration page and all required endorsements. In addition, the FIRM must deliver, at the time of delivery of the insurance certificate, the following endorsements: ( I) a policy provision or an endorsement with substantially similar provisions as follows: "The City of South Miami is an additional insured. The insurer must pay all sums that the City of South Miami becomes legally obligated to pay as damages because of 'bodily injury", 'property damage', or "personal and advertising injury" and it will prOVide to the City all of the coverage that is typically provided under the standard Florida approved forms for commercial general liability coverage A and coverage B"; (2) a policy provision or an endorsement with substantially similar provisions as follows: "This policy must not be cancelled (including cancellation for non-payment of premium), terminated or materially modified without first giving the City of South Miami ten (10) days advanced written notice of the intent to materially modify the policy or to cancel or terminate the policy for any reason. The notification must be delivered to the City by certified mail, with proof of delivery to the City." E: If the FIRM is providing professional services, such as would be prOVided by an architect, engineer, attorney, or accountant, to name a few, then in such event and in addition to the above requirements, the FIRM must also provide Professional Liability Insurance on a Florida approved form in the amount of $1,000,000 with deductible per claim if any, not to exceed 5% of the limit of liability providing for all sums which the FIRM becomes legally obligated to pay as damages for claims arising out of the services or work performed by the FI RM its agents, representatives, Sub Contractors or assigns, or by any person employed or retained by him in connection with this Agreement. This insurance must be maintained for four years after completion of the construction and acceptance of any Project covered by this Agreement. However, the FIRM may purchase Specific Project Professional Liability Insurance, in the amount and under the terms specified above, which is also acceptable. No insurance may be 51 of 67 issued by a surplus lines carrier unless authorized in writing by the city at the city's sole, absolute and unfettered discretion. I ndemnification Requirement A,. FIRM accepts and voluntarily incurs all risks of any injuries, damages, or harm which might arise during the work or event that is occurring on the CITY's property due to the negligence or other fault of FIRM or anyone acting through or on behalf of FIRM. B. FIRM must indemnify, defend, save and hold CITY, its officers, affiliates, employees, successors and assigns, harmless from any and all damages, claims, liability, losses, claims, demands, suits, fines, judgments or cost and expenses, including reasonable attorney's fees, paralegal fees and investigative costs incidental there to and incurred prior to, during or following any litigation, mediation, arbitration and at all appellate levels, which may be suffered by, or accrued against, charged to or recoverable from the City of South Miami, its officers, affiliates, employees, successors and assigns, by reason of any causes of actions or claim of any kind or nature, including claims for injury to, or death of any person or persons and for the loss or damage to any property arising out of a negligent error, omission, misconduct, or any gross negligence, intentional act or harmful conduct of FIRM, its contractor/sub-contractor/sub-consultant or any of their officers, directors, agents, representatives, employees, or assigns, or anyone acting through or on behalf of any of them, arising out of this Agreement, incident to it, or resulting from the performance or non-performance of FIRM's obligations under this AGREEMENT. C. FIRM must pay all claims, losses and expenses of any kind or nature whatsoever, in connection therewith, including the expense or loss of the CITY and/or its affected officers, affiliates, employees, successors and assigns, including their attorney's fees, in the defense of any action in law or equity brought against them and arising from the negligent error, omission, or act of FIRM, its Sub- contractor/sub-consultant or any of their agents, representatives, employees, or assigns, and/or arising out of, or incident to, this Agreement, or incident to or resulting from the performance or non- performance of FIRM's obligations under this AGREEMENT. D. FIRM agrees and recognizes that neither the CITY nor its officers, affiliates, employees, successors and assigns are to be held liable or responsible for any claims, including the costs and expenses of defending such claims which may result from or arise out of actions or omissions of FIRM, its contractor/sub-contractor/sub-consultant or any of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of the them, and ariSing out of or concerning the work or event that is occurring on the CITY's property. In reviewing, approving or rejecting any submissions or acts of FIRM, CITY in no way assumes or shares responsibility or liability for the acts or omissions of FIRM, its contractor/sub-contractorlsub-consultant or any of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of them. E. FIRM has the duty to provide a defense with an attorney or law firm approved by the City of South Miami, which approval will not be unreasonably withheld. F. However, as to design professional contracts, and pursuant to Section 725.08 (I), Florida Statutes, none of the provisions set forth herein above that are in conflict with this subparagraph must apply and this subparagraph must set forth the sole responsibility of the design professional concerning indemnification. Thus, the design professional's obligations as to the City and its agencies, as well as to its officers and employees, is to indemnify and hold them harmless from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design profeSSional in the performance of the contract. END OF SECTION 52 of 67 EXHIBIT 3 DISASTER COST RECOVERY SERVICES RFP #FN2021-46 RESPONDENTS BID FORM THIS PROPOSAL IS SUBMITTED TO: Shari Kamali City Manager City of South Miami 6130 Sunset Drive South Miami, FL 33143 I. If this Proposal is accepted, the undersigned Respondent agrees to enter into a Contract with the City of South Miami in the form included in this Solicitation Package and to perform and furnish all work as specified or indicated in this Solicitation, including as set forth in Exhibit , (Scope of Services) for the Proposed Price as set forth below, within the Contract Time and in accordance with the other terms and conditions of the Solicitation Package. 2. Respondent accepts all of the terms and conditions of the Solicitation and Instructions to Respondents, including without limitation those dealing with the disposition of Proposal/Bid Bond, if required. This Proposal will remain subject to acceptance for 180 calendar days after the day of the Proposal Opening. The Respondent, by signing and submitting this proposal, agrees to all of the terms and conditions of the form of contract that is a part of the Solicitation package with appropriate changes to conform to the information contained in this Bid Form. Respondent agrees to sign and submit the Bonds, if reqUired by this Solicitation, required insurance documents, and other documents required by the Solicitation, including the Contract if not already submitted, within ten (10) calendar days after the date of the City's Notice of Award. 3. In submitting this Proposal, Respondent represents that: a. Respondent has examined copies of all the Solicitation Documents and of the follOWing Addenda, if any (receipt of all which is hereby acknowledged.) Addendum No. 1 Dated: November 3,2021 Addendum No. 2 Dated: November 12,2021 b. Respondent has familiarized himself with the nature and extent of the Contract Documents, the proposed work. site. locality. and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or furnishing of the Work. c. Subsurface conditions: If applicable to this Solicitation, the Respondent represents that: i. Respondent has studied carefully all reports and drawings. if applicable. of subsurface conditions and drawings of physical conditions. ii. Respondent has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) all such examinations, investigations. explorations, tests and studies in addition to or to supplement those referred to in this paragraph which pertain to the subsurface or physical conditions at the site or otherwise may affect the cost. progress, performance, or the furnishing of the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents. The Respondent hereby acknowledges that no additional examinations, investigations, explorations, tests, reports or similar information or data are, or will, be required by Respondent for any reason in connection with the Proposal. The failure of the Respondent to request a pre-bid marking of the construction site by any or all utility companies will create an irrefutable presumption that the Respondent's bid, or proposal price, has taken into consideration all possible underground conditions and Respondent, if awarded the contract, will not be entitled to a change order for any such condition discovered thereafter. iii. Respondent has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents. 53 of 67 iv. Respondent has reviewed and checked all information and data shown or indicated in the Solicitation Package or in the Contract Documents with respect to existing Underground Facilities or conditions at or contiguous to the site and assumes responsibility for the accurate location of all Underground Facilities and conditions that may affect the Work. No additional examinations. investigations. explorations. tests. reports or similar information or data in respect to any Underground Facilities or conditions are. or will be. required by Respondent in order to perform and furnish the Work at the Contract Price. within the Contract Time and in accordance with the other terms and conditions of the Contract Documents unless the Proposal specifically states that the contract price is subject to adjustment for future discovery of underground facilities and/or conditions that affect the cost of the Work and unless the respondent makes a written request to the City for additional information prior to submitting the bid or proposal as required in subsection ii above. d. Respondent has given the City written notice of all conflicts. errors or discrepancies that it has discovered in the Contract Documents and, if any conflicts. errors or discrepancies have been found and notice given. the Respondent represents. by submitting its proposal to the City. that the Respondent has received sufficient notice of the resolution thereof from the City. that such resolution is acceptable to Respondent and that the Respondent waives any claim regarding the conflicts. errors or discrepancies. e. This Proposal is genuine and not made in the interest of or on behalf of any undisclosed person. firm or corporation and is not submitted pursuant to any agreement or rules of any group. association. organization. or corporation; Respondent has not directly or indirectly induced or solicited any other Respondent to submit a false or sham Proposal; Respondent has not solicited or induced any person. firm or corporation to refrain from responding; and Respondent has not sought by collusion or otherwise to obtain for itself any advantage over any other Respondent or over the CITY. 4. Respondent understands and agrees that the Contract Price is the amount that it needs to furnish and install all the Work complete and in place. The Schedule of Values. if required. is provided for the purpose of Proposal Evaluation and when initiated by the CITY. it will form the basis for calculating the pricing of change orders. The Contract Price may not be adjusted in any way to result in a deviation from the Schedule of Values. except to the extent that the CITY changes the Scope of the Work after the Contract Date. As such. the Respondent must furnish all labor. materials. equipment, tools. superintendence. and services necessary to provide a complete. in place. Project for the Proposal Price. If this Solicitation requires the completion of a Respondent Cost and Technical Proposal. as may be set forth in an exhibit to this Solicitation, such proposal must be attached to this Bid Form and will take the place of the Lump Sum Price. otherwise. the Contract Price for the completed work is as follows: PLEASE REFER TO EXHIBIT 4, RESPONDENTS COST & TECHNICAL Failure to provide EXHIBIT 4~ RESPONDENTS COST & TECHNICAL PROPOSAL will render the proposal non-responsive. s. The ENTIRE WORK for project in accordance with Exhibit ,~ Scope of Setvices_shall be completed. in full. within N/A from the commencement date set forth in the NOTICE TO PROCEED. Failure to complete the entire work during the described time will result in the assessment of liquidated damages as may be set forth in the Contract. 6. Insert the follOWing information for future communication with you concerning this Proposal: RESPONDENT: Hagerty Consulting, Inc. Address: 1618 Orrington Ave, Suite 201, Evanston, IL 60201 Telephone: 847-492-8454 Facsimile: 847-859-1710 Contact Person Katherine G. Freeman, Director of Operations 7. The terms used in this Proposal which are defined in the Contract have the same meaning as is assigned to them in the Contract Documents. unless specifically defined in this Solicitation Package. 8. If a Respondent's Cost & Technical Proposal is required by the Solicitation~ Respondent hereby certifies under penalties of perjury that all of the facts and responses to the questions posed in the Cost & Technical Proposal. if such an exhibit is made a part of the Solicitation. are true and correct and are hereby adopted as part of this Respondents Bid Form, and are made a part of this proposal. by reference. 54 of 67 9. By submitting this proposal. I. for myself and on behalf of the business that I represent, hereby agree to the terms of the form of contract contained in the Solicitation package and agree to be bound by those terms, with any appropriate blank boxes. if any, checked and any blank lines filled in with the appropriate information contained in the Solicitation Documents and this Proposal, or such information that the City and I have agreed upon in the course of contract negotiations and that has been confirmed by the City in writing. including e-mail confirmation. if any. I hereby certify under penalties of perjury that I am the lawful representative of the business entity referenced in this Bid Form. that I have authority to bid for that entity. that I have authority to sign contracts for that entity and bind it to those contract terms and that all of the information and representations contained herein are true and correct. Signature 4-~ PROPOSAL SUBMITTED BY: Hagerty Consulting, Inc. Company Katherine G. Freeman Name of Person Authorized to Submit Proposal Director of Operations Title Date of execution November 18 847-492-8454 Telephone Number 847-859-1710 Fax Number katie.freeman@hagertyconsulting.com Email Address END OF SECTION 55 of 67 20~. EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021-46 The Respondents' hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form I shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form I may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit " "Scope of Services," of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City's sole discretion. A. Contr act Term (Three-Years): Position Title Hourly Rate (Classification, Key Personnel and Title) Project Executive $240.00 ~ubject Matter Expert $220.00 Project Manager $195.00 Project Accountant $145.00 ~enior Planning & Training Specialist $165.00 Planning & Training Specialist $135.00 ~enior Grants Specialist $180.00 Grants Specialist $150.00 Field Representative I Technical Associate $105.00 ~enior Financial (Grant) Information Management $165.00 Expert Financial (Grant) Information Management Expert $120.00 B. Optio n to Renew I (OTR I), Two-Year Renewal: Position Title Hourly Rate ~Classification, Key Personnel and Title) Project Executive $250.00 ~ubject Matter Expert $225.00 56 of 67 Project Manager $200.00 Project Accountant $150.00 ~enior Planning & Training Specialist $170.00 Planning & Training Specialist $140.00 ~enior Grants Specialist $185.00 Grants Specialist $155.00 Field Representative / Technical Associate $110.00 Senior Financial (Grant) Information Management $170.00 Expert Financial (Grant) Information Management Expert $125.00 Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: I. The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit I "Scope of Services," of this Solicitation, including additional services. 2. The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classification/title but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3. Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City's sole discretion. 4. Respondent's rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5. The City of South Miami is exempt from all taxes (Federal, State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 In alignment wi t h the second ad dend um issued by the Ci ty, Hage rt y presents the fo ll owing addi t iona l labo r categories and hour ly ra tes for consideration by the City. Hage rty requests the City consider these rates in orde r to all ow Hage rty to provide the range of professiona l services that the City may require before , du ring, and afte r a dis aste r. For in stance, this rate flexibili ty wou ld all ow Hage rt y to provide our BCA su bject matt er ex pert s whil e also all owing Ha ge rty to pro vide Logistics Se ction suppo rt at an aff or dab le rate . Add itio na l proposed labor categ ories and hour ly rates are provided below for both the base cont ract and opt ion pe riod. Contract Term: Additional Labor Categories labor Category Senior Subject Matter Expert Senior Project Accountant Junior Project Accountant Preparedness/Response /Recov ery Consulta nt I Preparedness/Response/Recovery Consultant II Preparedness/Response /Recovery Consultant III Preparedness/Response/Recovery Consultant IV Preparednes s/Response/Recovery Consultant V Option to Renew: Additional Labor Categories labor Category Senior Subject Matter Expert Senior Project Accountant Junior Project Accountant Preparedness/Response/Recovery Consult an t I Preparedness/Response /Recovery Con sult ant II Preparednes s/Response/Recovery Consult ant III Preparedness/Response/Recovery Consultant IV Preparedness/Response/Recovery Consult ant V 'I~I ' HAG ERT Y Hourly Rate S250.00 S195.00 S110.00 S125.00 S145.00 S165.00 S185.00 S205.00 Hourly Rate S260.00 S200.00 5115.00 S130.00 S150.00 S175.00 S195.00 S215.00 Page 83 Agenda Item No:2. City Commission Agenda Item Report Meeting Date: January 4, 2022 Submitted by: Steven Kulick Submitting Department: Finance Department Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to enter into a multi-year agreement with Hagerty Consulting, Inc. for Disaster Cost Recovery Services. 3/5 (City Manager-Finance Dept.) Suggested Action: Attachments: Memo Disaster Cost Recovery.docx Resolution_Disaster_Cost_Recovery Consultant K CArev.docx V3FINAL RFP DISASTER COST RECOVERY SERVICES 10-29-2021 CArev.pdf RFP FN 2021-46 Corrected Bid Tabulation 11.19.21.pdf Proposed Rate Analysis Disaster Cost Recovery RFP.pdf Hagerty Bidding Document.PDF FINAL Average Rank & Score Sheets 12.2.21.pdf Demand Star RFP FN2021-46 11.19.21.pdf Sun Biz Hagerty Consulting 12.7.21.pdf 2021.11.03 MDBR - RFP #FN2021-46 Disaster Cost Recovery Services.pdf MH Ad.pdf MDBR Ad.pdf 1 CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM TO:The Honorable Mayor & Members of the City Commission FROM:Shari Kamali, City Manager DATE:January 4, 2022 SUBJECT:A Resolution authorizing the City Manager to enter into a multi-year agreement with Hagerty Consulting, Inc. for Disaster Cost Recovery Services. BACKGROUND:The City of South Miami strongly desires the assistance of an Emergency Management Professional Services Consultant to manage the cost recovery for the American Rescue Plan Act (ARPA) and reimbursement services. The Consultant will assist the City in project development, and administration of the ARPA program. Consultants providing these services are familiar with Federal, State, and Local ordinances, statutes, laws, and regulations regarding ARPA and, work with multiple agencies to keep abreast of the ever-changing regulations providing the City with the greatest chance of avoiding recapture or having to reimburse the Federal government in future years. Therefore, the City issued RFP #FN2021-46 on October 29, 2021 for Disaster Cost Recovery Services. The solicitation closed on November 19, 2021 and the City received four (4) submittals from the following Respondents: 1. Disaster Program & Operations Inc. 2. Hagerty Consulting, Inc. 3. Integrated Solutions Consulting, Inc. 4. Witt O’Brien In accordance with the Evaluation Selection Criteria published in the solicitation, a Selection Committee comprised of Chairperson Samantha Fraga-Lopez, Assistant City Manager; Jacklyn Cuesta, Senior Accountant/Finance; John Reese, Superintendent, Public Works; and Aurelio Carmenates, Capital Improvements Project Manager met virtually via Zoom on December 2, 2021 to review, score and rank each proposal. The Selection Criteria was comprised of a weighted criteria with a maximum total score of 100 for each Respondent. Each Evaluation Selection Committee member ranked each Respondent based on the total 2 CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM score for each Respondent; #1 (Highest Total Score), #2 (Next Highest Score), and so on. The rankings for each Respondent by each Selection Committee Member (Rater) are added and totaled. The total is divided by the number of Raters. The Lowest Average Rank Score will be recommended for the award.The results of the Average Rank Score are listed below: Respondent Ranking Order J. Cuesta J. Reese A. Carmenates S. Fraga- Lopez AVG RANK Disaster Program Ops 2 4 1 2 2.25 Hagerty 1 1 4 1 1.75 Integrated Solutions 2 3 2 4 2.75 Witt O’Brien’s 3 2 3 3 2.75 Note: Disaster Program & Operations is currently under contract with the City through September 2023 for Disaster Debris Monitoring Services The Respondent with the Lowest Average Ranked Score is Hagerty Consulting, Inc. with a score of 1.75 and is recommended for the award. Hagerty Consulting Inc. has extensive federal cost reimbursement experience having managed over $2 billion for local governments in the State of Florida over the past two years. The recovery funding streams include: Federal Emergency Management Agency (FEMA), Public Assistance (PA) and Hazard Mitigation Grant Program (HMGP) funds, Community Development Block Grant-Disaster Recovery (CDBG-DR), Mitigation (MIT), Coronavirus Relief Fund (CRF), and the American Rescue Plan Act of 2021 (ARPA) Fiscal Recovery Fund. Hagerty Consulting Inc.has provided extensive recovery work and disaster preparedness over the past 19 years in Florida for various municipalities and counties for hurricanes Irma and Michael, hospital disaster and mitigation plans, emergency management and disaster recovery consulting, Covid-19 response and recovery and CARES ACT recovery for counties and municipalities such as; Lee Collier, Bay, Leon, Pinellas and, Panama City, Palm Bay, and the Towns of Davie and Surfside. 3 CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM Furthermore, Hagerty Consulting Inc., has been engaged by Miami-Dade County providing cost recovery and response for Hurricane Irma, Covid-19 recovery and response and the Champlain Building Collapse recovery support. Hourly rates by position titles/tasks will apply for the contract duration, such as; Project Executive, Project Manager, Project Accountant, etc. All project work by the Consultant must receive prior approval by the City and payments are contingent upon the completion of tasks and deliverables as determined by the City. The agreement is for three (3) years with one (1) two (2) year Option to Renew, at the discretion of the City Manager, for a total term of five (5) years. FUNDING:Not to exceed $250,000 funded by the American Rescue Plan Act (ARPA) ATTACHMENTS:Resolution RFP #FN2021-46 Bid Tabulation Proposed Rate Analysis Report Proposal, Hagerty Consulting, Inc. Final Selection Committee Scores and Average Ranking Order Demand Star Results DBR Advertisement Sun Biz Registration 4 CITY OF SOUTH MIAMI DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 SUBMITTAL DUE DATE: November 19, 2021 at 10 AM Solicitation Cover Letter The City of South Miami, Florida (hereinafter referred to as “Owner”) through its chief executive officer (City Manager) hereby solicits sealed proposals responsive to the City’s request (hereinafter referred to as “Request for Proposal”, “RFP” or “E-Bidding”) All references in this Solicitation (also referred to as an “Invitation for Proposals” or “Invitation to E-bid) to “City” will be a reference to the City Manager, or the manager’s designee, for the City of South Miami unless otherwise specifically defined or unless the context in which the word is used requires it t o mean the City of South Miami. The City is hereby requesting sealed proposals in response to this RFP #FN2021-46, DISASTER COST RECOVERY SERVICES. The purpose of this Solicitation is to contract for the services in accordance with the Scope of Services, (EXHIBIT 1) and the plans and/or specifications, if any, described in this Solicitation (hereinafter referred to as “the Project” or “Project”). Interested persons who wish to respond to this Solicitation can obtain the complete Solicitation package by accessing the following webpage: http://www.southmiamifl.gov/ which is the City of South Miami’s web address for solicitation information. Proposals are subject to the Standard Terms and Conditions contained in the complete Solicitation Package, including all documents listed in the Solicitation. The City will only receive submittals electronically through the DemandStar Electronic Bid System (E-Bidding). To register as a business, go to https://network.demandstar.com/ See directions for registering and signing into your DemandStar user account on the next page following this Solicitation Cover Lette r. Proposals must be received electronically through DemandStar, no later than 10:00 A.M. local time (the “Closing Date”) on November 19, 2021 and any Proposal received by the City through DemandStar after 10:00 a.m. local time on said date will not be accepted under any circumstances. Hand delivery will not be accepted. E-BID OPENING VIA VIDEO CONFERENCING: The opening of E-Bids for this solicitation will occur at 10:30 A.M. local time on (the Closing Date, November 19, 2021. The City Clerk will conduct the E-Bid Opening through video conferencing using the Zoom platform. Members of the public may view the meeting via Zoom at https://zoom.us/j/3056636339 ,or listen to the meeting on a dedicated phone line by dialing +1-786-635-1003 Meeting ID: 3056636339. The City reserves the right to award the Project to the person with the lowest, most responsive and responsible Proposal, as determined by the City, subject to the right of the City, or the City Commission, to reject any and all proposals, and the right of the City to waive any irregularity in the Proposals or Solicitation procedure and subject also to the right of the City to award the Project, and execute a contract with a Respondent or Respondents, other than to the one who provided the lowest Proposal Price and, if the Scope of the Work is divided into distinct subdivisions, to award each subdivision to a separate Respondent. Nkenga A. Payne, CMC City Clerk, City of South Miami 1 of 67 8 DemandStar Registration and User Account Sign-in Directions The following is an example of the procedure on April 3, 2020 and it is subject to change after that date. Go to https://network.demandstar.com/ which on April 3, 2020 brings up the following message. If you do not have an account with DemandStar, click on “Create Your Account” otherwise, if you have an account, click on the “x” in the upper right-hand corner of this message and it will bring you to the following user sign in page. 2 of 67 9 SCOPE OF SERVICES and SCHEDULE OF VALUES DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The Scope of Services and the Schedule of Values, if any, are set forth in the attached EXHIBIT 1. 3 of 67 10 SCHEDULE OF EVENTS DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 TENTATIVE SCHEDULE No Event Date* Time* (EST) 1 Advertisement/ Distribution of Solicitation & Cone of Silence begins 10/29/2021 4:00 PM 2 Pre-RFP Meeting: NONE SCHEDULED NONE SCHEDULED 3 Deadline to Submit Questions 11/12/2021 10:00 AM 4 Deadline to City Responses to Questions 11/16/2021 10:00 AM 5 DEADLINE TO SUBMIT RFP RESPONSE: The City will only receive submittals electronically through the DemandStar Electronic Bid System (E-Bidding). To register as a business, go to https://network.demandstar.com/ 11/19/2021 10:00 AM 6 E-BID OPENING VIA VIDEO CONFERENCING VIA THE ZOOM PLATFORM at https://zoom.us/j/3056636339 ,or listen to the meeting on a dedicated phone line by dialing +1-786-635-1003 Meeting ID: 3056636339. 11/19/2021 10:30 AM 7 Projected Announcement of selected Contractor/Cone of Silence ends 12/7/2021 7:00 PM END OF SECTION 4 of 67 11 INSTRUCTIONS for RESPONDENT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 IT IS THE RESPONSIBILITY OF THE RESPONDENT TO THE SOLICITATION TO ENSURE THAT THE RESPONSE TO THE SOLICITATION (HEREINAFTER ALSO REFERRED TO AS THE “PROPOSAL” THROUGHOUT THE CONTRACT DOCUMENTS) REACHES THE CITY CLERK ON OR BEFORE THE CLOSING HOUR AND DATE STATED ON THE SOLICITATION FORM. THE RESPONDENT MAY BE REFERRED TO AS “CONTRACTOR” OR AS “CONSULTANT”. 1. Purpose of Solicitation. The City of South Miami is requesting a response with the lowest and most responsive and responsible Proposal, as determined by the City. The City reserves the right to award the contract to the Respondent whose proposal is found to be in the best interests of the City. 2. Qualification of Proposing Firm. Response submittals to this Solicitation will be considered from firms normally engaged in providing the services requested. The proposing firm must demonstrate adequate experience, organization, offices, equipment and personnel to ensure prompt and efficient service to the City of South Miami. The City reserves the right, before recommending any award, to inspect the offices and organization or to take any other action necessary to determine ability to perform in accordance with the specifications, terms and conditions. The City of South Miami will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject all response submittals to this Solicitation where evidence submitted, or investigation and evaluation, indicates inability of a firm to perform. 3. Deviations from Specifications. The awarded firm must clearly indicate, as applicable, all areas in which the services proposed do not fully comply with the requirements of this Solicitation. The decision as to whether an item fully complies with the stated requirements rests solely with the City of South Miami. 4. Designated Contact. The awarded firm must appoint a person to act as a primary contact with the City of South Miami. This person or back-up must be readily available during normal work hours by phone, email, or in person, and must be knowledgeable of the terms of the contract. 5. Precedence of Conditions. The proposing firm, by virtue of submitting a response, agrees that City’s General Provisions, Terms and Conditions herein will take precedence over any terms and conditions submitted with the response, either appearing separately as an attachment or included within the Proposal. The Contract Documents have been listed below in order of precedence, with the one having the most precedence being at the top of the list and the remaining documents in descending order of precedence. This order of precedence will apply, unless clearly contrary to the specific terms of the Contract or General Conditions to the Contract: a) Addenda to Solicitation b) Attachments/Exhibits to the Solicitation c) Solicitation d) Attachment/Exhibits to Supplementary Conditions e) Supplementary Conditions to Contract, if any f) Attachment/Exhibits to Contract g) Contract h) General Conditions to Contract, if any i) Respondent’s Proposal 6. Response Withdrawal. After Proposals are opened, corrections or modifications to Proposals are not permitted, but the City may allow the proposing firm to withdraw an erroneous Proposal prior to the confirmation of the proposal award by City Commission, if all of the following is established: a) The proposing firm acted in good faith in submitting the response; b) The error was not the result of gross negligence or willful inattention on the part of the firm; c) The error was discovered and communicated to the City within twenty-four (24) hours (not including Saturday, Sunday or a legal holiday) of opening the proposals received, along with a request for permission to withdraw the firm’s Proposal; and d) The firm submits an explanation in writing, signed under penalties of perjury, stating how the error was made and delivers adequate documentation to the City to support the explanation and to show that the error was not the result of gross negligence or willful inattention nor made in bad faith . 7. The terms, provisions, conditions and definitions contained in the Solicitation Cover Letter will apply to these instructions to Respondents and they are hereby adopted and made a part hereof by reference. If there is a conflict between the Cover Letter and these instructions, or any other provision of this Solicitation, the Cover Letter will govern and take precedence over the conflicting provision(s) in the Solicitation. 5 of 67 12 8. Any questions concerning the Solicitation or any required need for cl arification must be made in writing, by 10:00 AM November 12, 2021 to the attention of Steven P. Kulick, Chief Procurement Officer at skulick@southmiamifl.gov or via facsimile at (305) 669-2636. 9. The issuance of a written addendum is the only official method whereby interpretation and/or clarification of information can be given. Interpretations or clarifications, considered necessary by the City in response to such questions, will be issued by a written addendum to the Solicitation Package (also known as “Solicitation Specifications” or “Solicitation”) by U.S. mail, e-mail or other delivery method convenient to the City and the City will notify all prospective firms via the City’s website. It is the responsibility of the Respondent to keep apprised of the publishing of addenda on the City’s website. 10. Verbal interpretations or clarifications will not have any legal effect. No plea by a Respondent of ignorance or the need for additional information will exempt a Respondent from submitting the Proposal on the required date and time as set forth in the public notice. 11. Cone of Silence: You are hereby advised that this Request for Proposals is subject to the “Cone of Silence,” in accordance with Section 8A-7, of the City’s Code of Ordinance. From the time of advertising until the City Manager issues his recommendation, there is a prohibition on verbal communication with the City’s professional staff, including the City Manager and his staff and members of the City Commission. The Cone of Silence ordinance, Section 8A-7, has been duplicated at the end of these instructions. 12. Violation of these provisions by any particular Respondent or proposer will render any recommendation for the award of the contract or the contract awarded to said Respondent or proposer voidable, and, in such event, said Respondent or proposer will not be considered for any Solicitation including but not limited to one that requests any of the following a proposal, qualifications, a letter of interest or a bid concerning any contract for the provision of goods or services for a period of one year. Contact will only be made through regularly scheduled Commission meetings, or meetings scheduled through the Purchasing Division, which are for the purposes of obtaining additional or clarifying information. 13. Lobbying. "Lobbyist" means all persons (including offi cers and managers of a legal entity), firms, or legal entities such as a corporation, partnership or limited liability company, employed or retained by a principal (including an officer of the principal or an employee of the principal whose duties include marketing, or soliciting business, for the principal) who seeks to encourage the passage, defeat, or modifications of (1) ordinance, resolution, action or decision of the City Commission; (2) any action, decision, recommendation of the City Manager or any City board or committee; or (3) any action, decision or recommendation of City personnel during the time period of the entire decision-making process on such action, decision or recommendation which foreseeably will be heard or reviewed by the City Commission, or a City board or committee. All firms and their agents who intend to submit, or who submitted, E-bids or responses for this Solicitation, are hereby placed on formal notice that neither City Commissioners, candidates for City Commissioner or any emp loyee of the City of South Miami are to be lobbied either individually or collectively concerning this Solicitation. Contact may only be made through regularly scheduled Commission meetings, or meetings scheduled through the Purchasing Division, which are for the purposes of obtaining additional or clarifying information or as otherwise provided for in the City’s Cone of Silence. Any presentation before a selection committee is considered to be lobbying; however, the presentation team may avoid formal registration by complying with section 8A-5 (c) (9), of the City’s Code of Ordinances. A presentation team affidavit is provided with this solicitation that may be used to comply with presentations, if applicable. Anyone who submits a proposal, whether solicited or unsolicited, on behalf of his or her principal or his or her employer is considered to be a lobbyist and must register. An officer or manager of a legal entity who is submitting a proposal, whether solicited or unsolicited, is considered to be a lobbyist. See section 8A-5 of the City’s Code of Ordinances for further information and contact the City Clerk to register as a lobbyist. 14. Reservation of Right. The City anticipates awarding one contract for services as a result of this Solicitation and the successful firm will be requested to enter into negotiations to produce a contract for the Project. The City, however, reserves the right, in its sole discretion, to do any of the following: a) to reject any and all submitted Responses and to further define or limit the scope of the award. b) to waive minor irregularities in the responses or in the procedure required by the Solicitation documents. c) to request additional information from firms as deemed necessary. d) to make an award without discussion or after limited negotiations. It is, therefore, important that all the parts of the Request for Proposal be completed in all respects. e) to negotiate modifications to the Proposal that it deems acceptable. f) to terminate negotiations in the event the City deems progress towards a contract to be insufficient and to proceed to negotiate with the Respondent who made the next best Proposal. The City reserves the right to proceed in this manner until it has negotiated a contract that is satisfactory to the City. 6 of 67 13 g) To modify the Contract Documents. The terms of the Contract Documents are general and not necessarily specific to the Solicitation. It is therefore anticipated that the City may modify these documents to fit the specific project or work in question and the Respondent, by making a Proposal, agrees to such modifications and to be bound by such modified documents. h) to cancel, in whole or part, any invitation for Proposals when it is in the best interest of the City. i) to award the Project to the person with the most responsive, responsible Proposal, as determined by the City. j) to award the Project, and execute a contract with a Respondent or Respondents, other than to one who provided the lowest Proposal Price. k) if the Scope of the Work is divided into distinct subdivisions, to award each subdivision to a separate Respondent. 15. Contingent Fees Prohibited. The proposing firm, by submitting a proposal, warrants that it has not employed or retained a company or person, other than a bona fide employee, contractor or sub-contractor/sub- consultant, working in its employ, to solicit or secure a contract with the City, and that it has not paid or agreed to pay any person, company, corporation, individual or firm other than a bona fide employee, contractor or sub - contractor/sub-consultant, working in its employ, any fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or making of a contract with the City. 16. Public Entity Crimes. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit an E-bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit an E-bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit E-bids, proposals, or replies 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 s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. 17. Respondents must use the Proposal Form(s) furnished by the City. All erasures and corrections must have the initials of the Respondent’s authorized representative in blue ink at the location of each and every erasure and correction. Proposals must be signed using blue ink; all quotations must be typewritten or printed with blue ink. All spaces must be filled in with the requested information or the phrase “not applicable” or “NA”. The proposal must be delivered on or before the date and time, and at the place and in such manner as set forth in the Solicitation Cover Letter. Failure to do so may cause the Proposal to be rejected. Failure to include any of the Proposal Forms may invalidate the Proposal. Respondent must deliver to the City, as part of its Proposal, the following documents: a) The Invitation for Proposal and Instructions to Respondents. b) A copy of all issued addenda. c) The completed Proposal Form fully executed. d) Proposal/E-bid Bond, (Bond or cashier’s check), if required, attached to the Proposal Form. e) Certificates of Competency as well as all applicable State, County and City Licenses held by Respondent f) Certificate of Insurance and/or Letter of Insurability. 18. Goods: If goods are to be provided pursuant to this Solicitation the following applies: a) Brand Names: If a brand name, make, manufacturer’s trade name, or vendor catalog number is mentioned in this Solicitation, whether or not followed by the words “approved equal”, it is for the purpose of establishing a grade or quality of material only. Respondent may offer goods that are equal to the goods described in this Solicitation with appropriate identification, samples and/or specifications for such item(s). The City will be the sole judge concerning the merits of items proposed as equals. b) Pricing: Prices should be stated in units of quantity specified in the Proposal Form. In case of a discrepancy, the City reserves the right to make the final determination at the lowest net cost to the City. c) Mistake: In the event that unit prices are part of the Proposal and if there is a discrepancy between the unit price(s) and the extended price(s), the unit price(s) will prevail and the extended price(s) will be adjusted to coincide. Respondents are responsible for checking their calculations. Failure to do so will be at the Respondent’s risk, and errors will not release the Respondent from his/her or its responsibility as noted herein. d) Samples: Samples of items, when required, must be furnished by the Respondent free of charge to the City. Each individual sample must be labeled with the Respondent’s name and manufact urer’s brand name and delivered by it within ten (10) calendar days of the Proposal opening unless schedule indicates a different time. If samples are requested after the Proposal opening, they must be delivered within ten (10) calendar days of the request. The City will not be responsible for the return of samples. 7 of 67 14 e) Respondent warrants by signature on the Proposal Form that prices quoted therein are in conformity with the latest Federal Price Guidelines. f) Governmental Restrictions: In the event any governmental restrictions may be imposed which would necessitate alteration of the material quality, workmanship, or performance of the items offered on this Proposal prior to their delivery, it will be the responsibility of the successful Respondent to notify the City at once, indicating in its letter the specific regulation which required an alteration. The City of South Miami reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel all or any portion of the Contract, at the sole discretion of the City and at no further expense to the City with thirty (30) days advanced notice. g) Respondent warrants that the prices, terms and conditions quoted in the Proposal will be firm for a period of one hundred eighty (180) calendar days from the date of the Proposal opening unless otherwise stated in the Proposal Form. Incomplete, unresponsive, irresponsible, vague, or ambiguous responses to the Solicitation will be cause for rejection, as determined by the City. h) Safety Standards: The Respondent warrants that the product(s) to be supplied to the City conform in all respects to the standards set forth in the Occupational Safety and Health Act (OSHA) and its amendments. Proposals must be accompanied by a Materials Data Safety Sheet (M.S.D.S) when applicable. 19. Liability, Licenses & Permits: The successful Respondent must assume the full duty, obligation, and expense of obtaining all necessary licenses, permits, and inspections required by this Solicitation and as required by law. The Respondent will be liable for any damages or loss to the City occasioned by the negligence of the Respondent (or its agent or employees) or any person acting for or through the Respondent. Respondents must furnish a certified copy of all licenses, Certificates of Competency or other licensing requirement necessary to practice their profession and applicable to the work to be performed as required by Florida Statutes, the Florida Building Code, Miami-Dade County Code or City of South Miami Code. These documents must be furnished to the City as part of the Proposal. Failure to have obtained the required licenses and certifications or to furnish these documents will be grounds for rejecting the Proposal and forfeiture of the Proposal /E-bid Bond, if required for this Project. 20. Respondent must comply with the City’s insurance requirements as set forth in the attached EXHIBIT 2, prior to issuance of any Contract(s) or Award(s) If a recommendation for award of the contract, or an award of the contract is made before compliance with this provision, the failure to fully and satisfactorily com ply with the City’s bonding, if required for this project, and insurance requirements as set forth herein will authorize the City to implement a rescission of the Proposal Award or rescission of the recommendation for award of contract without further City action. The Respondent, by submitting a Proposal, thereby agrees to hold the City harmless and agrees to indemnify the City and covenants not to sue the City by virtue of such rescission. 21. Copyrights and/or Patent Rights: Respondent warrants that as to the manufacturing, producing or selling of goods intended to be shipped or ordered by the Respondent pursuant to this Proposal, there has not been, nor will there be, any infringement of copyrights or patent rights. The Respondent agrees to indemnify City from any and all liability, loss or expense occasioned by any such violation or infringement. 22. Execution of Contract: A response to this Solicitation will not be responsive unless the Respondent signs the form of contract that is a part of the Solicitation package. The Respondent to this Solicitation acknowledges that by submitting a response or a proposal, Respondent agrees to the terms of the form contract and to the terms of the general conditions to the contract, both of which are part of this Solicitation package. The Respondent agrees that Respondent’s signature on the E-bid Form and/or the form of contract that is a part of the Solicitation package and/or response to this Solicitation, grants to the City the authority, on the Respondent’s behalf, to inserted, into any blank spaces in the contract documents, information obtained from the proposal and, at the City’s sole and absolute discretion, the City may treat the Respondent’s signature on any of those documents as the Respondent’s signature on the contract, after the appropriate information has been inserted, as well as for any and all purposes, including the enforcement of all of the terms and conditions of the contract. 23. Evaluation of Proposals: The City, at its sole discretion, reserves the right to inspect the facilities of any or all Respondents to determine its capability to meet the requirements of the Contract. In addition, the price, responsibility and responsiveness of the Respondent, the financial position, experience, staffing, equipment , materials, references, and past history of service to the City and/or with other units of state, and/or local governments in Florida, or comparable private entities, will be taken into consideration in the Award of the Contract. 24. Drug Free Workplace: Failure to provide proof of compliance with Florida Statute Section 287.087, as amended, when requested will be cause for rejection of the Proposal as determined by the City. 25. Hold Harmless: A Respondent who submits a proposal in respon ds to this solicitation does so with the understanding and agreement to indemnify and hold harmless, the fullest extent permitted by law, the City of 8 of 67 15 South Miami and its officers and employees from liabilities, damages, losses and costs, including, but not limited to reasonable attorney’s fees, to the extent caused by the negligence, recklessness , willfulness, wantonness or intentional acts or omissions of the contractor and persons employed or utilized by the contactor in the performance of its contractual obligations to the City. This indemnification will survive the termination of the Respondent’s contractual obligations to the City. Nothing contained in this solicitation is intended, nor will it constitute a right, to sue the City in reference to its decisions to reject, award, or not award a contract, as applicable, unless the claim is based solely on allegations of fraud and/or collusion. The submission of a proposal will act as an agreement by the Respondent that the Proposal/Bid Bond, if required for this project, will not be released until and unless the Respondent waives any and all claims that the Respondent may have against the City that arise out of this Solicitation process or until a judgment is entered in the Respondent’s favor in any suit filed which concerns this solicitation process. If a judgment is entered in favor of the City in any litigation for damages, interest, costs, or expenses associated with the litigation, the Proposal/Bid Bond, if required for this project, will be applied to the payment of those amounts awarded by the court and any balance due the City will be paid by the Respondent. 26. Cancellation: Failure on the part of the Respondent to comply with the conditions, specifications, requirements, and terms as determined by the City, will be just cause for cancellation of the Award or termination of the contract. 27. Bonding Requirements: The Respondent, when submitting the Proposal, must include a Proposal/Bid Bond, if required for this project, in the amount of 5% of the total amount of the base Proposal on the Proposal/Bid Bond Form included herein. A company or personal check will not be deemed a valid Proposal Security. 28. Performance and Payment Bond: The City of South Miami may require the successful Respondent to furnish a Performance Bond and Payment Bond, each in the amount of 100% of the total Proposal Price, including Alternates if any, naming the City of South Miami, and the entity that may be providing a source of funding for the Work, as the obligee, as security for the faithful performance of the Contract and for the payment of all persons or entities performing labor, services and/or furnishing materials in connection herewith. In addition, if the Respondent’s employees will be working in secure or sensitive areas of the City, the City may require that the Respondent provides employee bonding, naming the City of South Miami as the obligee on the bond. The bonds must be with a surety company authorized to do business in the State of Florida. 28.1. Each Performance Bond must be in the amount of one hundred percent (100%) of the Contract Price guaranteeing to City the completion and performance of the Work covered in the Contract Documents. 28.2. Each Performance Bond must continue in effect for five years after final completion and acceptance of the Work with the liability equal to one hundred percent (100%) of the Contract Sum. 28.3. Each Payment bond must guarantee the full payment of all suppliers, material man, laborers, or sub-contractor/sub-consultant employed pursuant to this Project. 28.4. Each Bond must be with a Surety company whose qualifications meet the requirements of insurance companies as set forth in the insurance requirements of this solicitation. 28.5. Pursuant to the requirements of Section 255.05, Florida Statutes, Respondent must ensure that the Bond(s) referenced above must be recorded in the public records of Miami-Dade County and provide CITY with evidence of such recording. 28.6. The surety company must hold a current certificate of authority as acceptable surety on federal bonds in accordance with the United States Department of Treasury Circular 570, current revisions. 29. Proposal Guarantee: Notwithstanding the fact that the Respondent, in submitting a proposal, agrees to the terms contained in the form of contract that is part of this Solicitation package, the successful Respondent, within ten (10) calendar days of Notice of Award by the City, must deliver, to the City, the executed Contract and other Contract Documents that provide for the Respondent’s signature, and deliver to the City the required insurance documentation as well as a Performance and Payment Bond if these bonds are required. The Respondent who has the Contract awarded to it and who fails to execute the Contract and furnish the required Bonds and Insurance Documents within the specified time will, at the City’s option, forfeit the Proposal/Bid Bond/Security that accompanied the Proposal, and the Proposal/Bid Bond/Security will be retained as liquidated damages by the City. It is agreed that if the City accepts payment from the Proposal/Bid Bond, that this sum i s a fair estimate of the amount of damages the City will sustain in case the Respondent fails to sign the Contract Documents or fails to furnish the required Bonds and Insurance documentation. If the City does not accept the Proposal/Bid Bond, the City may proceed to sue for breach of contract if the Respondent fails to perform in accordance with the Contract Documents. Proposal/Bid Bond/Security deposited in the form of a cashier’s check drawn on a local bank in good standing must comply with the same requirements as a Proposal/Bid Bond. 30. Pre-proposal Conference Site Visits: If a Mandatory Pre-proposal conference is scheduled for this project, all Respondents must attend the conference and tour all areas referenced in the Solicitation Documents. It will be grounds for rejecting a Proposal from a Respondent who did not attend the mandatory pre-proposal conference. 9 of 67 16 No pleas of ignorance by the Respondent of conditions that exist, or that may hereinafter exist, as a Solicitation result of failure to make the necessary examinations or investigations, or failure to complete any part of the Solicitation Package, will be accepted as basis for varying the requirements of the Contract with the City of South Miami or the compensation of the Respondent. The Respondent, following receipt of a survey of the property, if applicable, is bound by knowledge that can be seen or surmised from the survey and will not be entitled to any change order due to any such condition. If the survey is provided before the proposal is submitted, the contract price, or negotiation in a request for qualifications, must include the Work necessitated by those conditions. If the survey is provided subsequent to the submission of the proposal or negotiation in a request for qualifications, the Respondent will have five calendar days to notify the City of any additional costs required by such conditions and the City will have the right to reject the proposal, or in the case of an RFQ, the negotiated price, and award the contract to, or begin negotiations with, the second most responsive, responsible E- bidder with the lowest price, or in the case of an RFQ, with the next best qualifications, or to reject all E-bids. 31. Time of Completion: The time is of the essence with regard to the completion of the Work to be performed under the Contract to be awarded. Delays and extensions of time may be allowed only in accordance with the provisions stated in the appropriate section of the Contract Documents, including the Proposal Form. No change orders will be allowed for delays caused by the City, other than for extensions of time to complete the Work. 32. Submittal Requirements: All Proposals must comply with the requirements set forth herein and must include a fully completed Respondent’s E-Bid Form, if any, and a Respondent’s Cost and Technical Proposal if it is included with this Solicitation Package. 33. Cancellation of E-Bid Solicitation: The City reserves the right to cancel, in whole or part, any request for proposal when it is in the best interest of the City. 34. Respondent may not discriminate in its hiring of employees or sub-contractor/sub-consultants or in its purchase of materials or in any way in the performance of its contract, if one is awarded, based on race, color, religion, national origin, sex, age, sexual orientation, disability, or familial status. 35. All respondents, at the time of E-bid opening, must have fulfilled all prior obligations and commitments to the City in order to have their E-bid considered, including all financial obligations. Prior to the acceptance of any E- bid proposal, qualifications or quotation, the City's Finance Department will certify that there are no outstanding fines, monies, fees, taxes, liens or other charges owed to the City by the Respondent, any of the Respondent’s principal, partners, members or stockholders (collectively referred to as “Respondent Debtors”). An E-bid, proposal or quotation will not be accepted until all outstanding debts of all Respondent Debtors owed to the city are paid in full. No E-bidder who is in default of any prior contract with the City may have their E-bid considered until the default is cured to the satisfaction of the City Manager. 36. E-bid Protest Procedure. See attached EXHIBIT 7. 37. EVALUATION CRITERIA: If this project is to be evaluated by an Evaluation Committee, the evaluation criteria is attached as EXHBIT 5. 38. Availability of Contract - Any Governmental or quasi-governmental entity, in this or in any other state, or any federal governmental agency, may avail itself of this solicitation and the contract that is awarded pursuant to this solicitation and purchase any and all goods/services specified herein from the successful E-bidder(s)/proposer(s) at the contract price(s) established herein, when any federal, state, and/or local laws, rules, and regulations allows the piggybacking off said contract and provided that the successful E-bidder(s)/proposer(s) is/are in agreement. Each Governmental or quasi-governmental entity which uses this formal solicitation and resulting E-bid contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the successful E-bidder(s)/proposer(s). 39. Non-Appropriation of Funds. In the event that no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under any contract awar ded pursuant to this solicitation, then the City, upon written notice to Successful E-bidder or their assignee of such occurrence, will have the unqualified right to terminate the contract without any penalty or expense. No guarantee, warranty or representation is made that any particular project(s) will be awarded to any Respondent(s). 40. Most Favored Public Entity. Respondent represents that the prices charged to City in the proposal do not exceed existing prices to other customers for the same or substantially similar items or services for comparable quantities under similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors. If respondent’s prices decline, or should respondent, at any time during the term of a contract entered into with City, provide the same goods or services with the same comparable quantities under similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors, Respondent must immediately extend the same prices to City. 10 of 67 17 41. Confidential and Proprietary Information. Respondents may assert that some trade secrets, financial records, and proprietary or other confidential information in their unsolicited proposal are confidential information that they claim to be exempt from disclosure under applicable Florida public records laws. Such information may be included in the unsolicited proposal, but submitted in a separate, sealed binder, designated on the cover as CONFIDENTIAL MATERIALS. A Respondent submitting materials claimed to be confidential must include a cover letter listing all material designated as confidential and clearly mark each page of an y material believed to be a trade secret or other confidential information/document in all capital letters and bold font as CONFIDENTIAL MATERIALS. If a document is not totally confidential but contains non -confidential and confidential information, the Respondent must provide a redacted copy of the document and an unredacted copy. In addition, the Respondent must prepare a list of all the documents claimed to be confidential or containing confidential information and on the next line under the descriptio n of each document the Respondent must cite the statutory provision that provides the basis for the Respondent’s claim that the document or a portion of the document is confidential and below the citation the Respondent must copy and paste the applicable statutory provision (this listing requirement will hereinafter be referred to as “properly list” or “properly listed” confidential document). The failure to properly list a confidential document or the failure to redact a confidential document that is only partially confidential will result in the waiver of any claim that the document is confidential or that the unredacted document contains confidential information. If any person or entity requests that the City produce or disclose any of said purported confidential information or documents, the City will advise the Respondent and afford the Respondent an opportunity to protect its assertion that said confidential information is exempt from production. If Respondent fails to timely authorize the productio n of the information or document and/or fails to timely seek a protective order, and/or is unsuccessful in obtaining a protective order, the City will produce the requested information or document. The City will not actively contest any request to disclose such alleged confidential information or document and the City cannot guarantee that the alleged confidential document or information may not be disclosed should it ultimately be determined not to be confidential under applicable Florida public records laws. The Respondent must indemnify the City for any damages and costs the City may incur due to the Respondent’s claim that its document or information is confidential. The City can only agree to advise the Respondent of such request and give the Respond ent an opportunity, at Respondent’s sole and exclusive cost, to defend the request for disclosure of the confidential information or document in a Court of competent jurisdiction or other applicable forum. 42. Definitions. The following definitions will govern the interpretation of this RFP: “Certify”, including all of its tenses, such as “certifies”, “certifying” and “certified”, means the act of swearing or affirming under penalties of perjury that the facts that are being “certified” are true and correct and it must be accomplished either by swearing (or affirming) to the truth of the statement before a notary public, or by a declaration, under penalties of perjury, as to the truth of the statement pursuant to Florida Statutes, Section 92.525. 43. Tie E-bids (not applicable to an RFQ). In the event of tie E-bids, Respondents will be directed to submit sealed Best and Final Offers and deliver to the Office of the City Clerk located at S outh Miami City Hall, 6130 Sunset Drive, South Miami, Florida 33143. The “Best and Final Offers” must be enclosed in a sealed envelope or container and must have the following Information clearly printed or written on the exterior of the envelope or container in which the sealed proposal is delivered: “Best and Final Offers”. On the second line of the envelope insert the Project Name and Solicitation Number. On the third line of the envelope insert the name of the person or entity who is going to be legally bound to perform the contractual obligations if awarded the contract. 44. Tie Selection. In the event of a tie by an Evaluation Selection Committee after they have scored each submittal, the meeting facilitator of the Selection Committee meeting, usually the City’s Procurement Manager, will tabulate the Selection Committee’s scores and advise the Committee there is a tie score; without advising the Committee the scores or the Respondents involved. The meeting facilitator will direct the Selection Committee to re-score the Respondents submittals and, will continue the re-scoring until the tie is broken, and a clear winner for the award recommendation has been determined. If the tie is not broken after three attempts to break the tie, all responses will be rejected, and the item will be re -advertised. 45. Rescind the Award. The City reserves the right to rescind the award recommendation, even after the award recommendation has been conditionally approved by the City Commission but before execution of the Contract by the City Manager and, by responding to this RFP, Respondent agrees to waive any contractual rights or equitable claims that Respondent may have accrued following the initial award recommendation by the City Manager under these conditions. 46. State of Emergency. The City reserves the right, in its so le and absolute discretion, to suspend the work or services or cancel the contract in the event of an emergency that effects the City of South Miami, its residents or businesses and that has been declared by the Governor, Mayor of Miami -Dade County or the City Manager. 11 of 67 18 47. Force majeure. Neither party may hold the other responsible for damages or for delays in performance caused by force majeure, acts of God, or other acts or circumstances beyond the control of a party or that could not have been reasonably foreseen, prevented or avoided. For this purpose, such acts or circumstances include, but not limited to, weather conditions affecting performance, floods, epidemics, war, riots, strikes, lockouts, or other industrial disturbances, or protest demonstrations. Should such acts or circumstances occur, the parties will use their best efforts to overcome the difficulties and to resume the work as soon as reasonably possible. 48. Proprietary Rights 48.1 The Respondent hereby acknowledges and agrees that the City retains all rights, title and interests in and to all materials, data, documentation and copies thereof furnished by the City to the Respondent hereunder or furnished by the Respondent to the City and/or created by the Respondent for delivery to the City, even if unfinished or in process, as a result of the Services the Respondent performs in connection with this Agreement, including all copyright and other proprietary rights therein, which the Respondent as well as its employees, agents, subcontractors and suppliers may use only in connection of the performance of Services under this Agreement. The Respondent shall not, without the prior written consent of the City, use such documentation on any other project in which the Respondent or its employees, agents, subcontractors or suppliers are or may become engaged. Submission or distribution by the Respondent to meet official regulatory requirements or for other purposes in connection with the perform ance of Services under this Agreement shall not be construed as publication in derogation of the City's copyrights or other proprietary rights. 48.2All rights, title and interest in and to certain inventions, ideas, designs and methods, specifications and other documentation related thereto developed by the Respondent and its subcontractors specifically for the City, hereinafter referred to as "Developed Works" shall become the property of the City. 48.3 Accordingly, neither the Respondent nor its employees, agents, subcontractors or suppliers shall have any proprietary interest in such Developed Works. The Developed Works may not be utilized, reproduced or distributed by or on behalf of the Respondent, or any employee, agent, subcontractor or supplier there of, without the prior written consent of the City, except as required for the Respondent's performance hereunder. 48.4 Except as otherwise provided in subsections a, b, and c above, or elsewhere herein, the Respondent and its subcontractors and suppliers hereunder shall retain all proprietary rights in and to all Licensed Software, if any is provided hereunder, that have not been customized to satisfy the performance criteria set forth in the Scope of Services. Notwithstanding the foregoing, the Respondent hereby grants, and shall require that its subcontractors and suppliers grant, if the City so desires, a perpetual, irrevocable and unrestricted right and license to use, duplicate, disclose and/or permit any other person(s) or entity(ies) to use all such Licensed Software and the associated specifications, technical data and other Documentation for the operations of the City or entities controlling, controlled by, under common control with, or affiliated with the City, or organizations which may hereafter be formed by or become affiliated with the City. Such license specifically includes, but is not limited to, the right of the City to use and/or disclose, in whole or in part, the technical documentation and Licensed Software, including source code provided hereunder, to any person or entity outside the City for such person's or entity's use in furnishing any and/or all of the Deliverables provided hereunder exclusively for the City or entities controlling, controlled by, under common control with, or affiliated with the City, or organizations which may hereafter be formed by or become affiliated with the City. No such License Software, specifications, data, documentation or related information shall be deemed to have been given in confidence and any statement or legend to the contrary shall be void and of no effect. END OF SECTION 12 of 67 19 CONE OF SILENCE ORDINANCE, SECTION 8A-7 DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Chapter 8A of the City of South Miami Code of Ordinances is hereby amended in pertinent part to add a new section 8A-7 which is to read as follows: Sec. 8A-7. Cone of Silence: (A) Definitions. (1) "Cone of silence", as used herein, means a prohibition of any communication regarding competitive solicitations such as a request for proposal ("RFP"), request for qualification ("RFQ"), request for information (“RFI”) or request for bid (“RFB”), between: (a) A potential vendor, service provider, proposer or bidder (hereinafter referred to as the “Potential Bidder”), or agent, representative, lobbyist or consultant for the Potential Bidder; (hereinafter referred to as the “Bidder’s Representative”) and (i) Members of the City Commission or (ii) City's professional staff or (iii) Any member of the City's selection, evaluation or negotiation committee. (b) Members of the City Commission shall not communicate with professional staff or members of the selection, evaluation and negotiation committees at any point in the competitive process except as provided in paragraph D (3) below. (2) “City’s professional staff” means City Department Heads and their staff and the City Manager and Deputy City Manager and their staff including consultants involved in the solicitation, evaluation and negotiation process. (B) Restriction; notice. A cone of silence shall be imposed upon each competitive solicitation, commencing with the date that the advertisement of said solicitation is published and the requirements of this section shall be included in the solicitation. At the time of imposition of the cone of silence, the City Manager or Manager’s designee shall: (a) provide for public notice of the cone of silence by posting a notice at City Hall; (b) issue a written notice thereof to the affected Departments; (c) file a copy of such notice with the City Clerk; and (d) serve a copy thereof on each City Commissioner. (C) Termination of Cone of Silence. The Cone of Silence shall terminate at the beginning of the City Commission meeting at which the City Manager makes his or her written recommendation to the City Commission or at the time that the solicitation process is terminated by the City Manager. However, if the City Commission refers the Manager's recommendation back to the Manager or staff for further review, the cone of silence shall be reimposed until the beginning of the City Commission meeting at which the City Manager makes a subsequent written recommendation. (D) Exceptions to applicability. The provisions of this section shall not apply to: (1) Communications at a duly noticed pre-bid conferences or at any duly noticed public Selection or Negotiation Committee meeting or duly noticed public City Commission meeting at which the City Manager has placed the subject of the solicitation on the Agenda; (2) Communication regarding the solicitation at recorded contract negotiations, recorded oral presentation or recorded oral question and answer session and recorded contract negotiation strategy sessions in compliance with the exemption in Florida Statutes Section 286.0113; 13 of 67 20 (3) Briefings made by the City Manager or his designee to the City Commissioners during a meeting following the completion of the Selection or Negotiation Committee meetings; (4) Written communication at any time with any City professional staff (not including selection, evaluation or negotiation committee members), unless specifically prohibited by the applicable competitive solicitation documents. This section shall not be construed to prevent written communication between City professional staff and any City selection, evaluation or negotiation committee. A copy of any written communication made during the cone of silence shall be contemporaneously filed with the City Clerk by the Potential Bidder or Bidder’s Representative. The City Clerk shall make copies available to any person upon request; (5) Communication that is strictly limited to matters of those processes or procedures that are contained in the corresponding solicitation document and which communication is between any person and the City's Purchasing Agent or the City employee who is designated as being responsible for administering the procurement process for such solicitation; (6) Communications with the City Attorney and his or her staff; (7) Communications during any duly noticed site visits to determine the competency and responsibleness of bidders regarding a particular bid during the time period between the opening of bids and the time the City Manager makes a written recommendation; (8) Any emergency procurement of goods or services pursuant to City Code; (9) Responses to a request made by the City's Purchasing Agent, or the City employee who is designated as being responsible for administering the procurement process for such solicitation, for clarification or additional information; (10) Communications prior to bid opening between City’s professional staff and Potential Bidders and/or Bidder’s Representatives to enable City staff to seek and obtain industry comment or perform market research, provided all communications related thereto between a Potential Bidders and/or Bidder’s Representatives and any member of the City's professional staff including, but not limited to the City Manager and his or her staff, are in writing or are made at a duly noticed public meeting. (F) Penalties. Violation of this section by a particular bidder or proposer, or their representative, shall render any award to said bidder or proposer voidable by the City Commission and/or City Manager. Any person who violates a provision of this section may be prohibited from serving on a City selection or evaluation committee. In addition to any other penalty provided herein, violation of any provision of this section by a City employee may subject said employee to disciplinary action at the discretion of the City Manager. END OF SECTION 14 of 67 21 SUPPLEMENTAL INSTRUCTIONS AND RESPONSE TO THE SOLICITATION FORMAT FOR RESPONDENT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 1. Format and Content of RFP Response Firms responding to the Solicitation shall disclose their qualifications to serve as the City’s disaster cost recovery services provider in the format set forth below. Failure to provide requested information may result in your Response to the Solicitation being deemed non-responsive and therefore eliminated from further consideration. A. Title Page Show the name of Respondent’s agency/firm, address, telephone number, name of contact person, date and the subject: REQUEST FOR PROPOSAL For “DISASTER COST RECOVERY SERVICES” RFP #FN2021-46. B. Table of Contents Include a clear identification of the material by section and by page number. C. Cover Letter and Executive Summary This letter should be signed by the person in your firm who is authorized to negotiate terms, render binding decisions, and commit the firm’s resources. Summarize your firm’s qualifications and experience to serve as the City Disaster Cost Recovery provider, and your firm’s understanding of the work to be done and include a commitment to perform the work in accordance with the terms of the Response to the Solicitation being submitted. This response should emphasize the strength of the firm in any relevant areas which you feel the City should weigh in its selection, based on the criteria set forth above. Response to the Solicitation: This section should summarize the key points of your submittal. Limit to one (1) to TEN (10) pages. Response to the Solicitation must include the following. 1. Respondent’s qualifications to perform the services detailed in Exhibit 1, “Scope of Services.” 2. Detailed work plan/project approach and schedule designed to accomplish the objectives of the proposed project in a timely manner. 3. A list of the executive and professional personnel that will be employed in this engagement and their experience with similar engagements, including the percentage of project time projected to be spent by each person. 4. In addition to submission of the “Respondents Qualification Statement” found in the RFP and in Exhibit 1, “Scope of Services,” Respondent’s experience with engagements of a similar scope including a summary of prior work experience and competence in undertaking engagements of this type. Experience shown should be of the lead project personnel who will be assigned to the City’s project and will routinely be interfacing with the City. 15 of 67 22 D. Firm Overview State the full legal name and organizational structure of the firm. Describe the ownership structure of your firm. State the location of the office that will be serving the City including mailing address and telephone numbers. a. Name of Firm submitting responding to the Solicitation. b. Name and title of individual responsible for the submittal. c. Mailing and e-mail addresses. d. Telephone and facsimile numbers. E. Personnel and References Identify the primary individuals who will provide services to the City with regard to the day- to-day relationship with the City and include a brief resume for each of the primary individuals including licenses and certifications held by those individuals. Provide a list of five clients the firm has worked with in the last 36 months. Indicate the firm’s experience with clients within the State of Florida and provide a brief description of the type of services provided as well as the names, titles, addresses and telephone numbers of those primarily responsible for the account. In addition to the day-to-day relationship, please provide information regarding the firm’s and individual’s experience with engagements which are similar to the project contemplated by the City. Finally, provide specific services required to complete this engagement that are provided by your firm, through subcontractors or subconsultants. F. Other Relevant Experience Provide a description of your proposed primary individuals’ relevant experience over the last three years with other cities and counties that you believe are relevant to this proposed engagement. Include three case studies, if available, that illustrate experience with relevant services where the proposed primary individuals have served for similar engagements as proposed by the City detailed in the Scope of Services in this RFP. Please limit your response in the section to SEVEN (7) pages. END OF SECTION 16 of 67 23 PROPOSAL SUBMITTAL CHECKLIST FORM DISASTER COST RECOVERY SERVICES RFP #PW2021- 46 This checklist indicates the forms and documents required to be submitted for this solicitation and to be presented by the deadline set for within the solicitation. Fulfillment of all solicitation requirements listed is mandatory for consideration of response to the solicitation. Additional documents may be required and, if so, they will be identified in an addendum to this Solicitation. The response must include the following items: Attachments and Other Documents described below to be Completed IF MARKED WITH AN “X”: Check Completed. X The City will only receive submittals online and electronically through the Demand Star Electronic Bid System (E-Bidding). To register as a business, go to https://network.demandstar.com/ The City, at its discretion, may request hard copies of proposals received from a specific Respondent or all Respondents. X SUPPLEMENTAL INSTRUCTIONS found prior to the PROPOSAL SUBMITTAL CHECKLIST FORM. X Indemnification and Insurance Documents EXHIBIT 2 X Respondents Bid Form. EXHIBIT 3 X Respondents Cost & Technical Proposal, EXHIBIT 4 X Signed Contract Documents EXHIBIT 6 X Respondents Qualification Statement X List of Proposed Subcontractors and Subconsultants and Principal Suppliers X Non-Collusion Affidavit X Public Entity Crimes and Conflicts of Interest X Drug Free Workplace X Acknowledgement of Conformance with OSHA Standards X Affidavit Concerning Federal & State Vendor Listings X Related Party Transaction Verification Form X Presentation Team Declaration/Affidavit of Representation Submit this checklist along with your proposal indicating the completion and submission of each required forms and/or documents. END OF SECTION 17 of 67 24 RESPONDENT QUALIFICATION STATEMENT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The response to this questionnaire will be utilized as part of the CITY’S overall Proposal Evaluation and RESPONDENT selection. 1. Number of similar projects completed, a) In the past 5 years b) In the past 10 years 2. List the last five (5) completed similar projects. a) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price: b) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price c) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price: d) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price: e) Project Name: Owner Name: Owner Address: Owner Telephone: Original Contract Price: Actual Final Contract Price: 18 of 67 25 3. Current workload Project Name Owner Name Telephone Number Contract Price 4. The following information must be attached to the proposal. a) RESPONDENT’s home office organization chart. b) RESPONDENT’s proposed project organizational chart. c) Resumes of proposed key project personnel, including on-site Superintendent. 5. List and describe any: a) Bankruptcy petitions filed by or against the Respondent or any predecessor organizations, b) Any arbitration or civil or criminal proceedings, or c) Suspension of contracts or debarring from Bidding or Responding by any public agency brought against the Respondent in the last five (5) years 6. Government References: List other Government Agencies or Quasi-Government Agencies for which you have done business within the past five (5) years. Name of Agency: Address: Telephone No.: Contact Person: Type of Project: 19 of 67 26 END OF SECTION Name of Agency: Address: Telephone No.: Contact Person: Type of Project: Name of Agency: Address: Telephone No.: Contact Person: Type of Project: 20 of 67 27 LIST OF PROPOSED SUBCONTRACTORS, SUBCONSULTANTS AND PRINCIPAL SUPPLIERS DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Respondent must list all proposed subcontractors and subconsultant, if subcontractors and subconsultants are allowed by the terms of this Solicitation to be used on this project if they are awarded the Contract. Classification of Work Subcontractor/Subconsultant Name Address Telephone, Fax & Email Other: This list must be provided as a part of Respondents submittal to the City of South Miami and in response to this RFP. END OF SECTION 21 of 67 28 NON-COLLUSION AFFIDAVIT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 STATE OF FLORIDA ) ) COUNTY OF MIAMI-DADE ) ___________________________________________ being first duly sworn, deposes and states that: (1) He/She/They is/are the ______________________________________________________ (Owner, Partner, Officer, Representative or Agent) of __________________________________________ the Respondent that has submitted the attached Proposal; (2) He/She/They is/are fully informed concerning the preparation and contents of the attached Proposal and of all pertinent circumstances concerning such Proposal; (3) Such Proposal is genuine and is not a collusive or sham Proposal; (4) Neither the said Respondent nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from Bidding or proposing in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Re spondent, firm, or person to fix any overhead, profit, or cost elements of the Proposal or of any other Respondent, or to fix any overhead, profit, or cost elements of the Proposal Price or the Proposal Price of any other Respondent, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; (5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Respondent or any other of its agents, representatives, owners, employees or parties of interest, including this affiant. Signed, sealed and delivered in the presence of: _________________________________ By: ___________________________________ Witness Signature _________________________________ ___________________________________ Witness Print Name and Title ___________________________________ Date ACKNOWLEDGEMENT STATE OF FLORIDA ) ) COUNTY OF MIAMI-DADE ) On this the _______ day of ______________, 20_____, before me, the undersigned Notary Public of the State of Florida, personally appeared (Name(s) of individual(s) who appeared before notary) ______________________________________________ and whose name(s) is/are Subscribed to the within instrument, and he/she/they acknowledge that he/she/they executed it. 22 of 67 29 WITNESS my hand and official seal. _______________________________________ Notary Public, State of Florida NOTARY PUBLIC: SEAL OF OFFICE: ______________________________________ (Name of Notary Public: Print, Stamp or type as commissioned.) ____ Personally known to me, or ____ Personal identification: _________________________ Type of Identification Produced ____ Did take an oath, or ____ Did Not take an oath. 23 of 67 30 PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State 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 Proposal or bid on a Contract to provide any goods or services to a public entity, may not submit a Bid or proposal for a Contract with a public entity for the construction of repair of a public building or public work, may not submit bids or proposals on leases or real property to a public entity, may not be awarded to perform Work as a RESPONDENT, Sub-contractor, supplier, Sub-consultant, or Consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount C ategory Two of Section 287.017, Florida Statutes, for thirty six (36) months from the date of being placed on the convicted vendor list”. The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. Respondents must disclose with their Proposals, the name of any officer, director, partner, associate or agent who is also an officer or employee of the City of South Miami or its agencies. 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 sworn statement is submitted to ____________________________________________________________________________ [print name of the public entity] by ____________________________________________________________________________ [print individual’s name and title] for___________________________________________________________________________ [print name of entity submitting sworn statement] whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is ____________________ (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: ___________________________________________________.) 2. I understand that a “public entity crime” 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 and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to , any bid, proposal or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. I 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 any federal or state trial court of record relating to charges brought by indictment or information after J uly 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere. 4. I understand that an “affiliate” as defined in Paragraph 287.133 (1) (a), Florida Statutes, means: (a) A predecessor or successor of a person convicted of a public entity crime; or (b) An entity under the control of any natural person who is active in the management of the entity and who has been 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 any person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, will be a prima facie case that one person controls 24 of 67 31 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 will be considered an affiliate. 5. I 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 with the legal power to enter into a binding contract and which bids or proposal or applies to bid or p roposal on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. [Indicate which statement applies.] _____ Neither the entity submitting this sworn statement, nor any 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 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 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, direc tors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent of July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, 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 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. ____________________________________ [Signature] Sworn to and subscribed before me this __________ day of ___________________________, 20____. Personally known ________________________ ___________________________________ OR Produced identification _________________ Notary Public – State of ________________ _______________________________________ My commission expires ________________ (Type of identification) (Printed, typed or stamped commissioned Form PUR 7068 (Rev.06/11/92) name of notary public) 25 of 67 32 DRUG FREE WORKPLACE DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Whenever two or more responses to a solicitation which are equal with respect to price, quality and service are received by the State or by any political subdivisions for the procurement of commodities or contractual services, a response to the solicitation received from a business that certifies that it has implemented a drug-free workplace program will be given preference in the award process. Established procedures for processing tie responses to solicitations will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business must: 1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2) Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in paragraph (1) above. 4) In the statement specified in paragraph (1) above, notify the employees, that, as a condition to their working for the employer with regard to the matters that are the subject of the response to the solicitation including those involving the procurement of commodities or contractual services that are under Bid, the employee must abide by the terms of the statement and must notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, and under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true and that this firm is in full compliance with the above requirements. RESPONDENT’s Signature: ___________________________________ Print Name: _________________________________________ Date: ______________________________________________ 26 of 67 33 ACKNOWLEDGEMENT OF CONFORMANCE WITH OSHA STANDARDS DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 TO THE CITY OF SOUTH MIAMI We, _____________________________, (Name of RESPONDENT), hereby acknowledge and agree that as CONTRACTOR for the DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 as specified have the sole responsibility for compliance with all the requirements of the Federal Occupational Safety and Health Act of 1970, and all State and local safety and health regulations, and agree to indemnify and hold harmless the City of South Miami and N/A (Consulting Engineer if any) against any and all liability, claims, damages, losses and expenses they may incur due to the failure of Whenever two or more responses to a solicitation which are equal with respect to price, quality and service are received by the State or by any political subdivisions for the procurement of commodities or contractual services, a response to the solicitation received from a business that certifies that it has implemented a drug-free workplace program will be given preference in the award process. Established procedures for processing tie responses to solicitations will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business must: 1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2) Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under E-bid a copy of the statement specified in Section (1). 4) In the statement specified in Section (1), notify the employees, that, as a condition to their working for the employer with regard to the matters that are the subject of the response to the solicitation including those involving the procurement of commodities or contractual services that are under E-bid, the employee must abide by the terms of the statement and must notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, and under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true and that this firm and its subcontractors, if any, who are listed below, are in full compliance with the above requirements: CONTRACTOR _____________________________________ ________________________________ Witness BY: __________________________________ Name __________________________________ Title 27 of 67 34 AFFIDAVIT CONCERNING FEDERAL AND STATE VENDOR LISTINGS DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The person, or entity, who is responding to the City’s solicitation, hereinafter referred to as “Respondent”, must certify that the Respondent’s name Does Not appear on the State of Florida, Department of Management Services, “CONVICTED, SUSPENDED, DISCRIMINATORY FEDERAL EXCLUDED PARTIES and COMPLAINTS VENDOR LISTINGS”. If the Respondent’s name appears on one or all the “Listings” summarized below, Respondents must “Check if Applies” next to the applicable “Listing.” The “Listings” can be accessed through the following link to the Florida Department of Management Services website: http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_di scriminatory_complaints_vendor_lists DECLARATION UNDER PENALTY OF PERJURY I, _____________________ (hereinafter referred to as the “Declarant”) state, that the following facts are true and correct: (1) I represent the Respondent whose name is ______________________________. (2) I have the following relationship with the Respondent __________________ (Owner (if Respondent is a sole proprietor), President (if Respondent is a corporation) Partner (if Respondent is a partnership), General Partner (if Respondent is a Limited Partnership) or Managing Member> (if Respondent is a Limited Liability Company). (3) I have reviewed the Florida Department of Management Services website at the following URL address: http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_di scriminatory_complaints_vendor_lists (4) I have entered an “x” or a check mark beside each listing/category set forth below if the Respondent’s name appears in the list found on the Florida Department of Management Services website for that category or listing. If I did not enter a mark beside a listing/category, it means that I am attesting to the fact that the Respondent’s name does not appear on the listing for that category in the Florida Department of Management Services website as of the date of this affidavit. Check the following categories if Applicable ___ Convicted Vendor List ___ Suspended Vendor List ___ Discriminatory Vendor List ___ Federal Excluded Parties List ___ Vendor Complaint List Under penalties of perjury, and as the person authorized to sign this statement, I declare that I have read the foregoing statement and that the facts stated in it are true and that this firm is in full compliance with the above requirements. By: ___________________________ (Signature of Declarant) ___________________________ (Print name of Declarant) ACKNOWLEDGEMENT STATE OF FLORIDA ) COUNTY OF MIAMI-DADE ) On this the ____ day of ______________, 20_____, before me, the undersigned authority, personally appeared ____________________________________ who is personally know to me or who provided the following identification ______________ and who took an oath or affirmed that that he/s he/they executed the foregoing Affidavit as the Declarant. WITNESS my hand and official seal. ____________________________ Notary Public, State of Florida NOTARY PUBLIC: SEAL ____________________________ (Name of Notary Public: Print, Stamp or type as commissioned.) 28 of 67 35 RELATED PARTY TRANSACTION VERIFICATION FORM DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 I ______________________________, individually and on behalf of ______________________________ (“Firm”) have Name of Representative Company/Vendor/Entity read the City of South Miami (“City”)’s Code of Ethics, Section 8A-1 of the City’s Code of Ordinances and I hereby certify, under penalties of perjury that to the best of my knowledge, information and belief: (1) neither I nor the Firm have any conflict of interest (as defined in section 8A-1) with regard to the contract or business that I, and/or the Firm, am(are) about to perform for, or t o transact with, the City, and (2) neither I nor any employees, officers, directors of the Firm, nor anyone who has a financial interest greater than 5% in the Firm, has any relative(s), as defined in section 8A-1, who is an employee of the City or who is(are) an appointed or elected official of the City, or who is(are) a member of any public body created by the City Commission, i.e., a board or committee of the City, [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (2) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or those who have a financial interest in the Firm.]; and (3) neither I nor the Firm, nor anyone who has a financial interest greater than 5% in the Firm, nor any member of those persons’ immediate family (i.e., spouse, parents, children, brothers and sisters) has transacted or entered into any contract(s) with the City or has a financial interest, direct or indirect, in any business being transacted with the city, or with any person or agency acting for the city, other than as follows: ____________________________________________________________________________________ _ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (3) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the relationship of those who have a financial interest in the Firm.]; and (4) no elected and/or appointed official or employee of the City of South Miami, or any of their immediate family members (i.e., spouse, parents, children, brothers and sisters) has a financial interest, directly or indirectly, in the contract between you and/or your Firm and the City other than the following individuals whose interest is set forth following their names: _______________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). The names of all City employees and that of all elected and/or appointed city officials or board members, who own, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the firm are as follows: _______________________________________________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (4) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or appointed official or employee.] (5) I and the Firm further agree not to use or attempt to use any knowledge, property or resource which may come to us through our position of trust, or through our performance of our duties under the terms of the contract with the City, to secure a special privilege, benefit, or exemption for ourselves, or others. We agree that we may not disclose or use information, not available to members of the general public, for our personal gain or benefit or for the personal gain or benefit of any other person or b usiness entity, outside of the normal gain or benefit anticipated through the performance of the contract. (6) I and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or any person or agency acting for the City, and that we have not appeared in representation of any third party 29 of 67 36 before any board, commission or agency of the City within the past two years other than as follows:____________________________________________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). X:\Purchasing\Vendor Registration\12.28.12 RELATED PARTY TRANSACTION VERIFICATION FORM [3].docx (7) Neither I nor any employees, officers, or directors of the Firm, nor any of their immediate family (i.e., as a spouse, son, daughter, parent, brother or sister) is related by blood or marri age to: (i) any member of the City Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows: ____________________________________________(if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (7) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the relationship by blood or marriage of employees, officers, or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members]. (8) No Other Firm, nor any officers or directors of that Other Firm or anyone who has a financial interest greater than 5% in that Other Firm, nor any member of those persons’ immediate family (i.e., spouse, parents, children, brothers and sisters) nor any of my immediate family members (hereinafter referred to as “Related Parties”) has responded to a solicitation by the City in which I or the Firm that I represent or anyone who has a financial interest greater than 5% in the Firm, or any member of those persons’ immediate family (i.e. spouse, parents, children, brothers and sisters) have also responded, other than the following: ______________________________________________________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (8) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation into the Other Firm, or the Firm he/she represents, as to their officers, directors or anyone having a financial interest in those Firms or any of their any member of those persons’ immediate family.] (9) I and the Firm agree that we are obligated to supplement this Verification Form and inform the City of any change in circumstances that would change our answers to this document. Specifically, after the opening of any responses to a solicitation, I and the Firm have an obligation to supplement this Verification Form with the name of all Related Parties who have also responded to the same solicitation and to disclose t he relationship of those parties to me and the Firm. (10) A violation of the City’s Ethics Code, the giving of any false information or the failure to supplement this Verification Form, may subject me or the Firm to immediate termination of any agreement with the City, and the imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami-Dade County Commission on Ethics. Under penalties of perjury, and as the person authorized to sign this statement, I declare that I have read the foregoing statement, that I have made a diligent effort to investigate the matters to which I am attesting hereinabove and to the best of my knowledge, information and belief the facts stated in it are true and this firm is in full compliance with the above requirements. Signature: ___________________________ Print Name & Title: ______________________________ Date: ________________________ 30 of 67 37 Sec. 8A-1. - Conflict of interest and code of ethics ordinance. (a) Designation. This section shall be designated and known as the "City of South Miami Conflict of Interest and Code of Ethics Ordinance." This section shall be applicable to all city personnel as defined below, an d shall also constitute a standard of ethical conduct and behavior for all autonomous personnel, quasi-judicial personnel, advisory personnel and departmental personnel. The provisions of this section shall be applied in a cumulative manner. By way of example, and not as a limitation, subsections (c) and (d) may be applied to the same contract or transaction. (b) Definitions. For the purposes of this section the following definitions shall be effective: (1) The term "commission members" shall refer to the mayor and the members of the city commission. (2) The term "autonomous personnel" shall refer to the members of autonomous authorities, boards and agencies, such as the city community redevelopment agency and the health facilities authority. (3) The term "quasi-judicial personnel" shall refer to the members of the planning board, the environmental review and preservation board, the code enforcement board and such other individuals, boards and agencies of the city as perform quasi-judicial functions. (4) The term "advisory personnel" shall refer to the members of those city advisory boards and agencies whose sole or primary responsibility is to recommend legislation or give advice to the city commission. (5) The term "departmental personnel" shall refer to the city clerk, the city manager, department heads, the city attorney, and all assistants to the city clerk, city manager and city attorney, however titled. (6) The term "employees" shall refer to all other personnel employed by the city. (7) The term "compensation" shall refer to any money, gift, favor, thing of value or financial benefit conferred, or to be conferred, in return for services rendered or to be rendered. (8) The term "controlling financial interest" shall refer to ownership, directly or indirectly, of ten percent or more of the outstanding capital stock in any corporation or a direct or indirect interest of ten percent or more in a firm, partnership, or other business entity at the time of transacting business with the city. (9) The term "immediate family" shall refer to the spouse, parents, children, brothers and sisters of the person involved. (10) The term "transact any business" shall refer to the purchase or sale by the city of specific goods or services for consideration and to submitting a bid, a proposal in response to a Solicitation, a statement of qualifications in response to a request by the city, or entering into contract negotiations for the provision on any goods or services, whichever first occurs. (c) Prohibition on transacting business with the city. No person included in the terms defined in paragraphs (b)(1) through (6) and in paragraph (b)(9) shall enter into any contract or transact any business in which that person or a member of the immediate family has a fina ncial interest, direct or indirect with the city or any person or agency acting for the city, and any such contract, agreement or business engagement entered in violation of this subsection shall render the transaction voidable. Willful violation of this subsection shall constitute malfeasance in office and shall affect forfeiture of office or position. Nothing in this subsection shall prohibit or make illegal: (1) The payment of taxes, special assessments or fees for services provided by the city governmen t; (2) The purchase of bonds, anticipation notes or other securities that may be issued by the city through underwriters or directly from time to time. Waiver of prohibition. The requirements of this subsection may be waived for a particular transaction only by four affirmative votes of the city commission after public hearing upon finding that: (1) An open-to-all sealed competitive proposal has been submitted by a city person as defined in paragraphs (b)(2), (3) and (4); (2) The proposal has been submitted by a person or firm offering services within the scope of the practice of architecture, professional engineering, or registered land surveying, as defined by the laws of the state and 31 of 67 38 pursuant to the provisions of the Consultants' Competitive Negotiation Act, and when the proposal has been submitted by a city person defined in paragraphs (b)(2), (3) and (4); (3) The property or services to be involved in the proposed transaction are unique and the city cannot avail itself of such property or services without entering a transaction which would violate this subsection but for waiver of its requirements; and (4) That the proposed transaction will be in the best interest of the city. This subsection shall be applicable only to prospective transactions, and the city commission may in no case ratify a transaction entered in violation of this subsection. Provisions cumulative. This subsection shall be taken to be cumulative and shall not be construed to amend or repeal any other law pertaining to the same subject matter. (d) Further prohibition on transacting business with the city. No person included in the terms defined in paragraphs (b)(1) through (6) and in paragraph (b)(9) shall enter into any contract or transact any business through a firm, corporation, partnership or business entity in which that person or any member of the immediate family has a controlling financial interest, direct or indirect, with the city or any person or agency acting for the city, and any such contract, agreement or business engagement entered in violation of this subsection shall render the transaction voidable. The remaining provisions of subse ction (c) will also be applicable to this subsection as though incorporated by recitation. Additionally, no person included in the term defined in paragraph (b)(1) shall vote on or participate in any way in any matter presented to the city commission if that person has any of the following relationships with any of the persons or entities which would be or might be directly or indirectly affected by any action of the city commission: (1) Officer, director, partner, of counsel, consultant, employee, fiduciary or beneficiary; or (2) Stockholder, bondholder, debtor, or creditor, if in any instance the transaction or matter would affect the person defined in paragraph (b)(1) in a manner distinct from the manner in which it would affect the public generally. Any person included in the term defined in paragraph (b)(1) who has any of the specified relationships or who would or might, directly or indirectly, realize a profit by the action of the city commission shall not vote on or participate in any way in the matter. (E) Gifts. (1) Definition. The term "gift" shall refer to the transfer of anything of economic value, whether in the form of money, service, loan, travel, entertainment, hospitality, item or promise, or in any other form, without adequate and lawful consideration. (2) Exceptions. The provisions of paragraph (e)(1) shall not apply to: a. Political contributions specifically authorized by state law; b. Gifts from relatives or members of one's household, unless the person is a conduit on behalf of a third party to the delivery of a gift that is prohibited under paragraph (3); c. Awards for professional or civic achievement; d. Material such as books, reports, periodicals or pamphlets which are solely informational or of an advertising nature. (3) Prohibitions. A person described in paragraphs (b)(1) through (6) shall neither solicit nor demand any gift. It is also unlawful for any person or entity to offer, give or agree to give to any person included in the terms defined in paragraphs (b)(1) through (6), or for any person included in the terms defined in paragraphs (b)(1) through (6) to accept or agree to accept from another person or entity, any gift for or because of: a. An official public action taken, or to be taken, or which could be taken, or an omiss ion or failure to take a public action; b. A legal duty performed or to be performed, or which could be performed, or an omission or failure to perform a legal duty; c. A legal duty violated or to be violated, or which could be violated by any person inclu ded in the term defined in paragraph (b)(1); or d. Attendance or absence from a public meeting at which official action is to be taken. 32 of 67 39 (4) Disclosure. Any person included in the term defined in paragraphs (b)(1) through (6) shall disclose any gift, or series of gifts from anyone person or entity, having a value in excess of $25.00. The disclosure shall be made by filing a copy of the disclosure form required by chapter 112, Florida Statutes, for "local officers" with the city clerk simultaneously with the filing of the form with the clerk of the county and with the Florida Secretary of State. (f) Compulsory disclosure by employees of firms doing business with the city. Should any person included in the terms defined in paragraphs (b)(1) through (6) be employed by a corporation, firm, partnership or business entity in which that person or the immediate family does not have a controlling financial interest, and should the corporation, firm, partnership or business entity have substantial business commitments to or from the city or any city agency, or be subject to direct regulation by the city or a city agency, then the person shall file a sworn statement disclosing such employment and interest with the clerk of the city. (g) Exploitation of official position prohibited. No person included in the terms defined in paragraphs (b)(1) through (6) shall corruptly use or attempt to use an official position to secure special privileges or exemptions for that person or others. (h) Prohibition on use of confidential information. No person included in the terms defined in paragraphs (b)(1) through (6) shall accept employment or engage in any business or professional activity which one might reasonably expect would require or induce one to disclose confidential infor mation acquired by reason of an official position, nor shall that person in fact ever disclose confidential information garnered or gained through an official position with the city, nor shall that person ever use such information, directly or indirectly, for personal gain or benefit. (i) Conflicting employment prohibited. No person included in the terms defined in paragraphs (b)(1) through (6) shall accept other employment which would impair independence of judgment in the performance of any public duties. (j) Prohibition on outside employment. (1) No person included in the terms defined in paragraphs (b)(6) shall receive any compensation for services as an officer or employee of the city from any source other than the city, except as may be permitted as follows: a. Generally prohibited. No full-time city employee shall accept outside employment, either incidental, occasional or otherwise, where city time, equipment or material is to be used or where such employment or any part thereof is to be performed on city time. b. When permitted. A full-time city employee may accept incidental or occasional outside employment so long as such employment is not contrary, detrimental or adverse to the interest of the city or any of its departments and the approval required in subparagraph c. is obtained. c. Approval of department head required. Any outside employment by any full-time city employee must first be approved in writing by the employee's department head who shall maintain a complete record of such employment. d. Penalty. Any person convicted of violating any provision of this subsection shall be punished as provided in section 1-11 of the Code of Miami-Dade County and, in addition shall be subject to dismissal by the appointing authority. The city may also assess against a violator a fine not to exceed $500.00 and the costs of investigation incurred by the city. (2) All full-time city employees engaged in any outside employment for any person, firm, corporation or entity other than the city, or any of its agencies or instrumentalities, shall file, under oath, an annual report indicating the source of the outside employment, the nature of the work being done and any amount of money or other consideration received by the employee from the outside employment. City employee reports shall be filed with the city clerk. The reports shall be available at a reasonable time and place for inspection by the public. The city manager may require monthly reports from individual employees or groups of employees for good cause. (k) Prohibited investments. No person included in the terms defined in paragraphs (b)(1) through (6) or a member of the immediate family shall have personal investments in any enterprise which will create a substantial conflict between private interests and the public interest. 33 of 67 40 (I) Certain appearances and payment prohibited. (1) No person included in the terms defined in paragraphs (b)(1), (5) and (6) shall appear before any city board or agency and make a presentation on behalf of a third person with respect to any matter, license, contract, certificate, ruling, decision, opinion, rate schedule, franchise, or other benefit sought by the third person. Nor shall the person receive any compensation or gift, directly or indirectly, for services rendered to a third person, who has applied for or is seeking some benefit from the city or a city agency, in connection with the particular benefit sought by the third person. Nor shall the person appear in any court or before any administrative tribunal as counselor legal advisor to a party who seeks legal relief from the city or a city agency through the suit in question. (2) No person included in the terms defined in paragraphs (b)(2), (3) and (4) shall appear before the city commission or agency on which the person serves, either directly or through an associate, and make a presentation on behalf of a third person with respect to any matter, license, contract, certificate, ruling, decision, opinion, rate schedule, franchise, or other benefit sought by the third person. Nor shall such person receive any compensation or gift, directly or indirectly, for services rendered to a third party who has applied for or is seeking some benefit from the city commission or agency on which the person serves in connection with the particular benefit sought by the third party. Nor shall the person appear in any court or before any administrative tribunal as counselor legal advisor to a third party who seeks legal relief from the city commission or agency on which such person serves through the suit in question. (m) Actions prohibited when financial interests involved. No person included in the terms defined in paragraphs (b) (1) through (6) shall participate in any official action directly or indirectly affecting a business in which that person or any member of the immediate family has a financial interest. A financial interest is defined in this subsection to include, but not be limited to, any direct or indirect interest in any investment, equity, or debt. (n) Acquiring financial interests. No person included in the terms defined in paragraphs (b)(1) through (6) shall acquire a financial interest in a project, business entity or property at a time when the person believes or has reason to believe that the financial interest may be directly affected by official actions or by official actions by the city or city agency of which the person is an official, officer or employee. (0) Recommending professional services. No person included in the terms defined in paragraphs (b)(1) through (4) may recommend the services of any lawyer or law firm, architect or architectural firm, public relations firm, or any other person or firm, professional or otherwise, to assist in any transaction involving the city or any of its agencies, provided that a recommendation may properly be made when required to be made by the duties of office and in advance at a public meeting attended by other city officials, officers or employees. (p) Continuing application after city service. (1) No person included in the terms defined in paragraphs (b)(1), (5) and (6) shall, for a period of two years after his or her city service or employment has ceased, lobby any city official [as defined in paragraphs (b)(1) through (6)] in connection with any judicial or other proceeding, application, Solicitation, RFQ, bid, request for ruling or other determination, contract, claim, controversy, charge, accusation, arrest or other particular subject matter in which the city or one of its agencies is a party or has any interest whatever, whether direct or indirect. Nothing contained in this subsection shall prohibit any individual from submitting a routine administrative request or application to a city department or agency during the two -year period after his or her service has ceased. (2) The provisions of the subsection shall not apply to persons who become employed by governmental entities, 501(c)(3) non-profit entities or educational institutions or entities, and who lobby on behalf of those entities in their official capacities. (3) The provisions of this subsection shall apply to all persons described in paragraph (p)(1) whose city service or employment ceased after the effective date of the ordinance from which this section derives. (4) No person described in paragraph (p)(1) whose city service or employment ceased within two years prior to the effective date of this ordinance shall for a period of two years after his or her service or employment enter into a lobbying contract to lobby any city official in connection with any subject described in paragraph (p)(1) in which the city or one of its agencies is a party or has any direct and substantial interest; and in which he or she participated directly or indirectly through decision, approval, disapproval, recommendation, the rendering of 34 of 67 41 advice, investigation, or otherwise, during his or her city service or employment. A person participated "directly" where he or she was substantially involved in the particular subject matter through decision, approval, disapproval, recommendation, the rendering of advice, investigation, or otherwise, during his or her city service or employment. A person participated "indirectly" where he or she knowingly participated in any way in the particular subject matter through decision, approval, disapproval, recommendation, the rendering of advice, investigation, or otherwise, during his or her city service or employment. All persons covered by this paragraph shall execute an affidavit on a form approved by the city attorney prior to lobbying any city official attesting that the requirements of this subsection do not preclude the person from lobbying city officials. (5) Any person who violates this subsection shall be subject to the penalties provided in section 8A -2(p). (q) City attorney to render opinions on request. Whenever any person included in the terms defined in paragraphs (b)(1) through (6) and paragraph (b)(9) is in doubt as to the proper interpretation or application of this conflict of interest and code of ethics ordinance, or whenever any person who renders services to the city is in doubt as to the applicability of the ordinance that person, may submit to the city attorney a full written statement of the facts and questions. The city attorney shall then render an opinion to such person and shall publish these opinions without use of the name of the person advised unless the person permits the use of a name. 35 of 67 42 PRESENTATION TEAM DECLARATION/AFFIDAVIT OF REPRESENTATION DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 This affidavit is not required for compliance with the City’s Solicitation; however, it may be used to avoid the need to register members of your presentation team as lobbyists. Pursuant to City Ordinance 28-14- 2206 (c)(9), any person who appears as a representative for an individual or firm for an oral presentation before a City certification, evaluation, selection, technical review or similar committee, must list on an affidavit provided by the City staff, all individuals who may make a presentation. The affidavit must be filed by staff with the Clerk's office at the time the committee's proposal is submitted to the City Manager. For the purpose of this subsection only, the listed members of the presentation team, with the exception of any person otherwise required to register as a lobbyist, must not be required to pay any registration fees. No person may appear before any committee on behalf of an anyone unless he or she has been listed as part of the firm's presentation team pursuant to this paragraph or unless he or she is registered with the City Clerk's office as a lobbyist and has paid all applicable lobbyist registration fees. Pursuant to '92.525(2), Florida Statutes, the undersigned, ________________, makes the following declaration under penalties of perjury: Listed below are all individuals who may make a presentation on behalf of the entity that the affiant represents. Please note; No person may appear before any committee on behalf of anyone unless he or she has been listed as part of the firm's presentation team pursuant to this paragraph or unless he or she is registered with the Clerk's office as a lobbyist and has paid all applicable lobbyis t registration fees. NAME TITLE For the purpose of this Affidavit of Representation only, the listed members of the presentation team, with the exception of any person otherwise required to register as a lobbyist, will not be required to pay any registration fees. The Affidavit of Representation must be filed with the City Clerk's office at the time the committee's proposal is submitted to the City as part of the procurement process. Under penalties of perjury, I declare that I have read the foregoing declaration and that the facts stated in it are true and specifically that the persons listed above are the members of the presentation team of the entity listed below. Executed this ______ day of ___________________, 20 ___. ___________________________ Signature of Representative ___________________________ ______________________________ Print Name and Title Print name of entity being represented. END OF SECTION 36 of 67 43 NOTICE OF AWARD DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The City has considered the Proposal submitted by your firm for the DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 in response to the City’s advertisement for Request for Proposal and Instructions to Respondents. You are hereby notified that your Proposal has been accepted for the DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 and the negotiated price is attached as Exhibit A to this Notice of Award. You are required by the Instructions to Respondents to execute the Contract Documents at the time of submittal of proposal and to furnish any required bonding, including a Performance Bond, Payment Bond, and insurance documents (see Proposal Submittal Checklist Form) within ten (10) day from the date of this notice to you. Notwithstanding the fact that you have agreed, by responding to the Solicitation, to the terms of the contract attached to the Solicitation package, if you fail to execute said Contract and to furnish said bonds, the required insurance documentation within ten (10) calendar days from the date of this notice, the CITY will have the right and be entitled, in its sole and absolute discretion, to disqualify the Proposal, revoke the award and retain the Proposal/Bid Bond/Security. Please be advised that if the contract price exceeds $5,000.00 or if it is a multi -year contract requiring payment out of more than one year’s appropriation, the award and the contract must be approved by the City Commission before it is binding on the City. Moreover, the award is subject to rescission if the City Manager determines that it is not in the best interest of the City. BY: __________________________________ Shari Kamali City Manager Dated this ____ day of ______________, 20____ ACCEPTANCE OF NOTICE Receipt of the above Notice of Award is hereby acknowledged by _______________________________ On this the ______ day of ____________________, 20____. BY: __________________________ TITLE: __________________________ You are required to return an acknowledged copy of this Notice of Award to the City Manager. END OF SECTION 37 of 67 44 EXHIBIT 1 SCOPE OF SERVICES Disaster Cost Recovery Services RFP #FN2021-46 I. Background The City of South Miami requires the assistance of an Emergency Management Professional Services Consultant to manage the cost recovery and reimbursement services that occur after a disaster. It is the City’s intention to award a five (5) year contract; an initial term of three (3) years with one (1) two (2) year Option to Renew for a total term of five (5) consecutive years. Exercising the Option to Renew is at the sole discretion of the City Manager. The Selected Proposer will assist the City of South Miami in managing the damage assessment, project development, and administration of Federal and State disaster recovery grant programs related to a Federally Declared Disaster incident. This includes, but is not limited to: 1. Public Assistance (PA) Grant Program 2. Hazard Mitigation Grant Program (HMGP) 3. Community Development Block Grant (CDBG)-Disaster Recovery & Mitigation 4. American Rescue Plan Act, (ARPA) The Project shall comprise of four (4) Deliverables, refer to Sections III, IV, V & VI, consisting of the key tasks that will require the full-time, dedicated support of the Selected Proposer’s staff throughout the performance period of the Project. These key tasks may be activated or deactivated at the City of South Miami sole discretion, at any time, including before, during, and/or after a declare emergency or disaster at the local, state or national level. II. Qualification Requirements The City of South Miami is seeking qualified vendors with knowledge and hands on experience of 1) comprehensive emergency management, specifically in Federal cost reimbursement; 2) mitigation grant planning; 3) Community Development Block Grant-Disaster Recovery grant management; and 4) local government planning experience, addressing local implementation of the FEMA National Disaster Recovery Framework (NDRF), which provides guidance that enables effective recovery support. Familiarity with Federal, State, and Local ordinances, statutes, laws, and regulations that define the role and responsibilities of emergency management is also desired. Additionally, it is preferred that the Selected Proposer: a) Be in business for a minimum three years. b) Has one or more of the following emergency management certifications: • Certified Emergency Manager (CEM) • Associate Emergency Manager (AEM) • FEMA Professional Development Series (PDS) Certificate • Advanced Professional Series (APS) Certificate, • Completion of FEMA Courses for Trainers / Instructors such as FEMA E/L-449 Course (Train the Trainer), FEMA G-265 Course (Instructional Delivery Skills) etc. • Public Assistance Data Processing Specialist Qualification Certification • Public Assistance Data Processing Manager Qualification Certification • Public Assistance Task Force Leader Qualification Certification 38 of 67 45 • Public Assistance Planning Manager Qualification Certification • Public Assistance Planning Specialist Qualification Certification All required certification and/or qualifications must remain valid throughout the term of the contract. The City of South Miami reserves the right to require the Selected Proposer to submit evidence of its qualifications / certifications prior to any award. III. Deliverable 1: Cost Recovery Program Implementation Training The Selected Proposer shall identify and review disaster cost recovery and reimbursement best practices and related materials that includes, but is not limited to: 1. FEMA Public Assistance Program and Policy Guide 2. The City of South Miami’s Comprehensive Emergency Management Plan (CEMP) 3. The City of South Miami County Recovery Plan 4. State of Florida Public Assistance Policies 5. American Rescue Plan Act The Selected Proposer shall conduct interviews with Subject Matter Experts (SME) from various City of South Miami Departments, to understand the existing of disaster and non-disaster related systems in place. These interviews are also meant to identify lessons learned from past disasters and develop an implementation plan for enhancements in damage assessment and estimate reporting with a goal of enhancing recovery of costs in future disasters. The Selected Proposer shall prepare a Report with the recommendations on the necessary updates to existing plans and procedures that address disaster recovery and cost reimbursement activities. This report would include recommendations on any operational recovery efforts that impact the cost reimbursement activities. The Selected Proposer shall address the pre-Federal declaration activities that will assist the City of South Miami in managing disaster recovery and reimbursement activities. A. Planning The Selected Proposer shall: 1. Work closely with the City to maintain and update its Cost Recovery Guide and other relevant plans and procedures to ensure they are aligned with the appropriate Federal and State policies and procedures. 2. Develop tools and action plans for the City Departments to use to enhance their compliance and accountability while promoting efficiency in the cost recovery process. 3. Provide guidance on necessary revisions to City plans and procedures that deal with the Initial Damage Assessment (IDA) and Preliminary Damage Assessment (PDA). Develop a guide for City department on their essential recovery activities and provide recommendations on what modifications should occur. 4. Review existing City payroll policies and provide recommendations on changes that are needed to maximize potential State or Federal reimbursement. 5. Conduct a meeting to inform the City of the Selected Proposer’s findings and recommendations. 39 of 67 46 B. Training and Exercises The Selected Proposer shall: 1. Develop training courses on the relevant Federal grant programs. 2. Provide necessary training to City Departments and partner agencies on collecting documentation for the IDA and PDA using templates and shared tools as required. 3. Design and execute in-person and virtual training programs - This should include a method to document personnel attendance, training certificate, etc. 4. Design and conduct Homeland Security Exercise and Evaluation Program (HSEEP) compliant workshops, tabletop, functional and/or full-scale exercises related to the disaster recovery and reimbursement system. This includes creation and publication of after-action reports. 5. Conduct annual training for City Departments and partner agencies. IV. Deliverable 2: Cost Recovery Operational Services The Selected Proposer shall initiate the Cost Recovery Operational Services at the time deemed appropriate by the Office of Emergency Management and the Finance Director. This deliverable can be activated for an existing or impending disasters. The Selected Proposer shall provide personnel that will support and if necessary, supplement the Finance Department’s cost recovery team, the City Departments’, and the City Emergency Operations Center’s (CEOC) short-term recovery activities. The Selected Proposer’s initial response team will lay the groundwork for the Selected Proposer’s larger team, which will supplement the Finance Department, the CEOC team, and the other relevant City Departments, and Agencies. Once the Selected Proposer is provided a Notice to Proceed, the Finance Department, in cooperation with the Office of Emergency Management will hold a Planning Workshop. The Workshop will provide detailed information on the expectations of the implementation of Cost Recovery Operational Services so that the Selected Proposer can best support the City, and agencies throughout the reimbursement process. The Workshop may be conducted in-person, or virtually, and will occur while the CEOC is transitioning to short-term recovery operations. A. Emergency and Recovery Operations Centers and Federal Joint Field Office The Selected Proposer shall: 1. Maintain an emergency contact list to ensure communication pre and post disaster between the consultant and the City. 2. Provide personnel to assist in staffing the City’s Operations Center (CEOC). 3. Serve as the primary point-of-contact for data collection for the City Departments. Develop a storage site for all the data being collected (e. g., SharePoint or other appropriate location to be determined by the City). 4. Serve as the primary point-of-contact with the Federal Joint Field Office and the FEMA Program Delivery Manager assigned to the City government (including FEMA auditors and State auditors’ part of the recovery efforts.) 5. Provide additional expertise and staffing as needed to support disaster recovery efforts. 6. Participate in response and recovery conference calls with the City, State and FEMA as needed. 40 of 67 47 B. Damage Assessment The Selected Proposer shall: 1. Provide extensive knowledge, experience and technical competence in planning and oversight of the Initial and Preliminary Damage Assessment processes. 2. Conduct, support and assist with the collection, compilation and review of damage assessment data, to include but not limited to: a) Labor costs b) Equipment usage c) Materials used d) Contracts implemented e) Rental equipment usage 3. Serve as the City’s advocate during the PDA with the State/FEMA team. C. FEMA Public Assistance Services Initial Support The Selected Proposer shall: 1. Provide extensive knowledge, experience and technical competence in dealing with Federal regulations, specifically the Robert T. Stafford Act, Post-Katrina Emergency Management Reform Act, and the Disaster Recovery Reform Act. 2. Assist in developing the initial projected expenditures for FEMA Categories A-G. 3. Maintain contact with appropriate State and Federal officials throughout the recovery phase in order to maximize reimbursement. 4. Coordinate the FEMA Kick-Off Meeting with the appropriate City Departments, and agencies 5. Provide the initial information to FEMA, including through the Grants portal. This may include: a) Insurance policies b) Personnel plans and procedures c) Contracts and Agreements General Financial / Grant Management Support The Selected Proposer shall: 1. Establish the documentation processes that are consistent with the City’s current financial and emergency management systems and comply with FEMAs regulation and policies. 2. Provide guidance and recommendations on intra and inter-County mutual aid agreements. 3. Advise on FEMA’s regulation, policy and procedures on tracking costs and facilitating reimbursement for all eligible costs. 4. Provide recommendations on inter-departmental charges and intra-state mutual aid requests for response activities. This will include providing guidance regarding these requests and existing State and Federal guidance. 5. Categorize, record, track, and file costs in support of the financial reimbursement process, track projects, and status of payments from the State. 41 of 67 48 6. Provide staff to the City Departments and agencies to supplement their ability to collect the appropriate data and submit the necessary documentation to FEMA, including through the Grants Portal. 7. Perform internal controls assessments and support compliance monitoring activities. 8. Provide recommendations and guidance on what is eligible items to submit for FEMA PA reimbursement and what documentation is needed to justify reimbursement. 9. Provide regular status reports and displays on the cost recovery and reimbursement progress. 10. Abide by FEMA’s policies and procedures regarding Management Costs, including Direct Administrative Costs (DAC), Interim Policy Management Costs, and any applicable FEMA update regarding management costs. 11. Assisting in documenting Management Costs, including DAC and Interim Policy Management Costs with the Finance Department and City departments 12. Maintain security of City documentation used to justify FEMA reimbursement. This includes documentation submitted through the FEMA Grants Portal and Florida PA website. Project Management The Selected Proposer shall: 1. Assist the Finance Department and other City departments and agencies in completing the FEMA Grants Portal Essential Elements of Information (EEI) form for individual projects. This applies mostly to the City departments and agencies. Finance does not fill out the EEI forms. 2. Serve as an advocate on behalf of the City with FEMA regarding issues with projects. This would be conducted utilizing past precedents and case studies 3. Interpret FEMA procedures and provide expert guidance to the City departments, and agencies. 4. Coordinate with the individual City departments. This includes attending meetings and requesting documentation for submittal to the State and FEMA. 5. Provide recommendations to the departments on critical issues (debris management, drainage, historical preservation, etc.). 6. Assist in tracking all project documentation submitted and follow-up on any outstanding expenditures to ensure that all eligible expenditures are credited through submitted reimbursements. 7. Assist the City in requesting advances of PA funds. 8. Conduct research and make recommendations to the City on requesting the implementation of alternative projects from the State and FEMA. 9. Meet regularly with the relevant Federal and State representatives on programmatic, financial contracting, and eligibility and process issues at the request of the City. 10. Evaluate and recommend potential alternates for Project improvement. 11. Provide regular reports to the Finance Department for submittal to the City Commission and other senior officials. 12. Assist the City in requesting extension requests with the State and FEMA. 13. Maintain situation awareness of FEMA Category A-G expenditures for reporting purposes to the City Commissioners and other senior officials. 42 of 67 49 14. Provide recommendations on guidance for reimbursement regarding leased properties and equipment used during response activities. 15. Provide additional services as assigned by the Finance Department within the scope of supporting the FEMA PA reimbursement process. 16. Provide support for denial of reimbursement request and complex reimbursement issues. Project Closeout The Selected Proposer shall: 1. Prepare appeals to the Federal and State governments. 2. Prepare projects for audits and response to audit findings, as requested. 3. Provide a final Report that will summarize the total reimbursement requested, total expenditures by Project, and any special circumstances. V. Deliverable 4: Other Grant Support The Selected Proposer shall support the City - in the administration of the Hazard Mitigation Grant Program and the CDBG- program. This support shall include the following: 1. Identifying, developing and evaluating opportunities for hazard mitigation and disaster recovery projects to reduce or eliminate risk from future incidents. 2. Developing grant proposals, submit applications, and if needed, benefit cost analysis to protect damaged elements and facilities from future disasters. 3. Identifying opportunities through awarded federal disaster funding for cost sharing. VI. Project Management, Coordination and Administration. The City will identify a Project Manager to serve as the official Liaison and administrative point - of-contact, who will report to the Finance Department. - The Selected Proposer shall be responsible for all the data collection, coordination and documentation, unless expressly identified otherwise in this Scope of Services. This shall include, but not be limited to: 1. Work item tracking; 2. All meeting coordination, scheduling, participant identification, invitation, and communication. This includes Committee, Stakeholder, Leadership, and Project Management meetings; 3. The taking of minutes and notes at all meetings; 4. The gathering of feedback, utilizing the most appropriate methods; 5. The provision of appropriate materials to ensure that the Stakeholders and Participants have the necessary information to hold discussions and provide appropriate input. The Selected Proposer shall present to the City, during routinely scheduled meetings, a written report that: 1. Demonstrates progress towards the completion of all deliverables required within this Scope of Services; 2. Contains an updated timeline that identifies all deliverables and their actual or expected dates of completion; and 3. Identifies any challenges that may affect performance on the Scope of Services. 43 of 67 50 The Selected Proposer shall be responsible to ensure that all requested deliverables, including drafts, are in the manner identified by the City, using common Business Writing conventions and structures. The submittal of any deliverable or report with spelling, grammar, typographical, and formatting errors is never acceptable. All images, quotations, and work products utilized from a copyrighted source is to be appropriately identified, and any applicable permissions obtained, prior to the submittal of any applicable deliverable. The Selected Proposer’s Project Manager (or identified alternate) shall be readily available daily during normal business hours (during storm and disasters, hours are not normal business hours; they would need to be on call just the same as the CEOC and Finance etc. ), via email and phone, for the duration of the Project. The Selected Proposer shall abide by the terms, conditions, and timeline described in the Scope of Services transmitted with the Letter to Proceed. 1. Extenuating circumstances caused directly by the City may be grounds for deviation from the original timeline. However, the Selected Proposer is responsible to immediately and formally identify the cause and provide a written explanation of the expected impact(s) in order for the City to consider any modifications. Funding for the Project, whether full or partial funding, is through the City’s Adopted Budget or through other City funding sources (grants, etc.). The Selected Proposer agrees to abide by the terms of the Agreement, as well as all applicable State and Federal laws and regulations as indicated in Exhibit 1, “Scope of Services, Section XII. “Compliance with Local, State and Federal Regulations.” Additionally, the Selected Proposer shall hold the United States Government, the State of Florida, the City, and any other project participants harmless against all claims of whatever nature arising out of the Selected Proposer’s performance of work under this Scope, to the extent allowed and if indemnification is required by law, to that extent as well. The Selected Proposer shall sign a certification that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this or similar transaction by any State or Federal department or agency. Funding may be available through reimbursement of the FEMA Public Assistance Management Costs, including DAC, if there is an active hurricane and they are working on the hurricane’s recovery efforts, or other declared disaster. Selected Proposer needs to comply with the FEMA Management Costs documentation requirements, including the DAC, so that the Management Costs would be eligible for reimbursement. VII. Reporting The Selected Proposer will be responsible for submitting to the City regular reports on their activities. This reporting includes participating in conference call with the City and the creation of status reports. Conference calls may be held with the City and other relevant parties while the different deliverables have been activated. The production of reports will take the following forms: 44 of 67 51 1. Weekly Status Report: These reports will detail the activities of and task assignments according to the deliverables that are activated of the Selected Proposer. These reports will be submitted to the City each Friday after the contract is activated. 2. Quarterly Status Reports: These reports will also detail the Selected Proposer’s activities and task assignments by deliverable for a given quarter. It will be submitted to the City by the end of each quarter. VIII. Schedule The Proposers shall provide a projected schedule and deadline for completion of each Deliverable (1-4), addressing the key tasks. The following include some of the key tasks for the projected schedule for Deliverable 1 (Cost Recovery Program Implementation and Training): Key Tasks Deadline for Completion Evaluation of existing plans, Procedures and systems TBD Department specific action guides TBD Recommendation report on revisions to City’s Initial Damage Assessment process TBD Federal grant program training course TBD Delivery of training program on Damage Assessment process TBD Delivery of HSEEP exercises on disaster recovery and reimbursement system TBD The projected schedule for Deliverables 2, 3, and 4 depends on the timeframe established by the Federal Emergency Management and Florida Division of Emergency Management for the Preliminary Damage Assessment, Kick-Off Meetings and Applicant Briefings. The exact schedule will be determined at the Selected Proposer/City planning workshop identified above. Proposers should discuss any expected variances in their schedule, and must disclose any issues, or potential matters, that might delay the Proposer from commencing with the Project as envisioned, or otherwise delay the Project, such as, but not limited to, other municipalities’ projects undertaken by the Proposer. IX. Personnel The Selected Proposer is responsible for providing staff for Deliverables 1-4. The staffing of these deliverables should include but not be limited to the following positions and position descriptions as indicated in the table below. The Proposer may substitute equivalent position titles but must include position descriptions and position responsibilities. Proposers shall provide the Proposer’s hourly rates Exhibit 4, Respondents Cost & Technical Proposal for their personnel responsible for all deliverables. Position Title Position Description Project Executive Experience of twelve or more years with an advanced degree or fifteen or more years with a bachelor's degree. Demonstrates senior experience in grant administration and project management. Subject Matter Expert Experience of twelve or more years in a specific subject area or eight years' experience and more than one specialized advanced degree. Project Manager Experience of six or more years with an advanced degree or eight or more years with a bachelor's degree. Project Accountant Experience of five or more years plus, at minimum, a college degree in a relevant field (e.g. accounting, management and/or finance). Senior Planning & Training Specialist Experience of five or more years plus, at minimum, a college degree in a relevant field (e.g. urban planning, emergency management, management and/or finance). 45 of 67 52 Position Title Position Description Planning & Training Specialist Experience of two or more years plus, at minimum, a college degree in a relevant field (e.g. urban planning, emergency management, management and/or finance). Senior Grants Specialist Experience of five or more years plus, at minimum, a college degree in a relevant field (e.g. accounting, management, finance). Grants Specialist Experience of two or more years plus, at minimum, a college degree in a relevant field (e.g. accounting, management, finance). Field Representative / Technical Associate Experience of one or more years plus, at minimum, a college degree in a relevant field (e.g. emergency management, management, finance). Senior Financial (Grant) Information Management Expert Experience of five or more years plus, at minimum, a college degree in a relevant field (e.g. accounting, management, finance, information technology) Financial (Grant) information Management Expert Experience of three or more years plus, at minimum, a college degree in a relevant field (e.g. accounting, management, finance, information technology) An estimated budget for Deliverables 2, 3 & 4 is dependent on the needs of the City and the anticipated impact of a disaster and the City’s losses. The Proposers shall submit to the City an hourly price breakdown based on the positions needed for these deliverables. X. Payment Schedule All payments are contingent upon the completion of tasks and deliverables outlined in this Solicitation, at the Selected Proposer’s hourly rates proposed on Exhibit 4, “Respondents Cost & Technical Proposal.” Completion of the services shall be measured as fulfillment of all services required, including submission to, and final acceptance by the City of any deliverable for the action unless otherwise negotiated. Invoices shall conform to the compensation terms of this Solicitation or issued Work Order and will provide on a separate line in the invoice the date the work was performed, the initials of the person performing the services, a short description of the services performed, and the hours worked by that person on that date. Any deliverables provided during the billing period shall also be described on the invoice, including a short statement of who the deliverable was provided to and the date it was provided. Each invoice must include a legend of the names of all persons who performed the work, their position, such as Project Executive, Subject Matter Expert, etc., and their initials. The payment schedule will be conducted through the submission of invoices by the Selected Proposer to the City. These invoices will be incorporated into the deliverable schedule for Deliverables 2, 3 & 4. XI. Additional Services Occasionally, the City may require, at the City’s sole discretion, additional services, and/or updates to, a previously awarded Scope of Services, which are related to, but not included in Exhibit 1, “Scope of Services.” If additional services are required, the City may use either Supplemental Agreement, Purchase Order or Letter to Proceed. The additional services shall be paid at the Selected Proposer hourly rates proposed on Exhibit 4, “Respondents Cost & Technical Proposal.” Additionally, any requested additional services will be negotiated at the time of the Purchase Order, Letter to Proceed, or Supplemental Agreement. Work Orders may be issued simultaneously, depending on the need. 46 of 67 53 XXII. Compliance with Local, State and Federal Regulations Contractor agrees to comply, subject to applicable professional standards , with the provisions of any and an applicable Federal, State and the City orders, statutes, ordinances, rules and regulations which may pertain to the Services required under this Agreement, including, but not limited to: a) Equal Employment Opportunity (EEO), in compliance with Executive Order 11246 as amended by executive Order 11375 and as supplemented in Department of Labor regulations (41 CFR chapter 60), as well as the Americans with Disabilities Act of 1990 and implementing regulations, the Rehabilitation Act of 1973, as amended, chapter 553, Florida Statutes, and any and all other local, State and Federal directives, ordinances, rules, orders, and laws relating to people with disabilities and as may be applicable. b) The Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended. c) The Equal Pay Act of 1963, as amended (29 U.S.C. 206(d)). d) Section 448.07 of the Florida Statutes 'Wage Rate Discrimination Based on Sex Prohibited." e) Any other laws prohibiting wage rate discrimination based on sex. f) Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 g) The Copeland "Anti-Kickback" Act as supplemented in Department of Labor regulations (29 CFR Part 3). h) Executive Order 12549 "Debarment and Suspension", which stipulates that no contract(s) are "to be awarded at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs. i) Federal Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards as set forth in 2 CFR part 200. j) The prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 USC §6101-07) and regulations issued pursuant thereto (24 CFR Part 146). 47 of 67 54 k) The prohibitions against discrimination on the basis of disability under Section 504 of the Rehabilitation Act of 1973 (29 USC§ 794) and regulations issued pursuant thereto (24 CFR Part 8); the Americans with Disabilities Act and regulations pursuant thereto (28 CFR Part 36). l) The employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274(e)E of the Immigration and Nationality Act]. m) Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended. n) Disaster Recovery Reform Act of 2018. o) 2 CFR § 200.321, the Contractor must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. p) The Coronavirus Aid, Relief, and Economic Security (CARES) Act; including the requirements for the funding that is part of the CARES Act through FEMA Assistance for Firefighters Grant Program. q) FEMA's reporting requirements and regulations, including FEMA policy, and other applicable reporting requirements as follows: 1) 44 C.F.R. § 13.40 (Monitoring and Reporting Program Performance) 2) 44 C.F.R. § 13.41 (Financial Reporting) 3) 44 C.F.R § 13.S0(b) (Reports) 4) 44 C.F.R. § 206.204(f) (Progress Reports) 5) FEMA Standard Operating Procedures, Public Assistance Program Management and Grant Closeout Standard Operating Procedure, and other applicable operation manuals. The Contractor shall hold all licenses and/or certifications, obtain and pay for all permits and/or inspections, and comply with all laws, ordinances, regulations and building code requirements applicable to the work required herein. Damages, penalties, and/or fines imposed on the City or Contractor for failure to obtain and maintain required licenses, certifications, permits and/or inspections shall be borne by the Contractor. The Project Manager shall verify the certification(s), license(s), permit(s), etc. for the Contractor prior to authorizing work and as needed. Notwithstanding any other provision of the Agreement with the Contractor shall not be required pursuant to this Agreement to take any action or abstain from taking any action if such action or abstention would, in the good faith determination of the Contractor, constitute a violation of any law or regulation to which Contractor is subject, including but not limited to laws and regulations requiring that Contractor conduct its operations in a safe and sound manner. END OF SECTION 48 of 67 55 EXHIBIT 2 DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Insurance & Indemnification Requirements Insurance A. Without limiting its liability, the contractor, consultant or consulting firm (hereinafter referred to as “FIRM” with regard to Insurance and Indemnification requirements) must procure and maintain at its own expense during the life of the Contract, insurance of the types and in the minimum amounts stated below as will protect the FIRM, from claims which may arise out of or result from the contract or the performance of the contract with the City of South Miami, whether such claim is against the FIRM or any sub-contractor/sub-consultant, or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. B. No insurance required by the CITY may be issued or written by a surplus lines carrier unless authorized in writing by the CITY and such authorization is at the CITY’s sole and absolute discretion. The FIRM must purchase insurance from and must maintain the insurance with a company or companies lawfully authorized to sell insurance in the State of Florida, on forms approved by the State of Florida, as will protect the FIRM, at a minimum, from all claims as set forth below which may arise out of or result from the FIRM's operations under the Contract and for which the FIRM may be legally liable, whether such operations be by the FIRM or by a Sub-contractor/sub-consultant or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable: (a) claims under workers' compensation, disability benefit and other similar employee benefit acts which are applicable to the Work to be performed; (b) claims for damages because of bodily injury, occupational sickness or disease, or death of the FIRM's employees; (c) claims for damages because of bodily injury, sickness or disease, or death of any person other than the FIRM's employees; (d) claims for damages insured by usual personal injury liability coverage; (e) claims for damages, other than to the Work itself, because of injury to or destruction of tangible property, including loss of use resulting there from; (f) claims for damages because of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a motor vehicle; (g) claims for bodily injury or property damage arising out of completed operations; and (h) claims involving contractual liability insurance applicable to the FIRM's obligations under the Contract. Firm’s Insurance Generally. The FIRM must provide and maintain in force and effect until all the Work to be performed under this Contract has been completed and accepted by CITY (or for such duration as is otherwise specified hereinafter), the insurance coverage written on Florida approved forms and as set forth below: Workers’ Compensation Insurance at the statutory amount as to all employees in compliance with the "Workers' Compensation Law" of the State of Florida including Chapter 440, Florida Statutes, as presently written or hereafter amended, and all applicable federal laws. In addition, the policy (ies) must include: Employers' Liability at the statutory coverage amount. The FIRM must further ensure that all of its Sub-contractor/sub-consultants maintain appropriate levels of Worker's Compensation Insurance. Commercial Comprehensive General Liability insurance with broad form endorsement, as well as automobile liability, completed operations and products liability, contractual liability, severability of interest with cross liability provision, and personal injury and property damage liability with limits of $1,000,000 combined single limit per occurrence and $2,000,000 aggregate, including: • Personal Injury: $1,000,000; • Medical Insurance: $5,000 per person; 49 of 67 56 • Property Damage: $500,000 each occurrence; Umbrella Commercial Comprehensive General Liability insurance must be written on a Florida approved form with the same coverage as the primary insurance policy but in the amount of $1,000,000 per claim and $2,000,000 Annual Aggregate. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services Office, and must include: • Premises and Operation • Independent Contractors • Products and/or Completed Operations Hazard • Explosion, Collapse and Underground Hazard Coverage • Broad Form Property Damage • Broad Form Contractual Coverage applicable to this specific Contract, including any hold harmless and/or indemnification agreement. • Personal Injury Coverage with Employee and Contractual Exclusions removed, with minimum limits of coverage equal to those required for Bodily Injury Liability and Property Damage Liability. Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00) plus an additional One Million Dollar ($1,000,000.00) umbrella per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Umbrella coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by with the state of Florida, and must include: • Owned Vehicles. • Hired and Non-Owned Vehicles • Employers' Non-Ownership Subcontracts: The FIRM agrees that if any part of the Work under the Contract is sublet, the subcontract must contain the same insurance provision as set forth in these insurance and indemnification requirements, other than the Fire and Extended Coverage Insurance and substituting the word Sub-contractor/sub-consultant for the word FIRM where applicable. Fire and Extended Coverage Insurance (Builders’ Risk), IF APPLICABLE: A. In the event that this contract involves the construction of a structure, FIRM must maintain, with an Insurance Company or Insurance Companies acceptable to the CITY, "Broad" form/All Risk Insurance on buildings and structures, including Vandalism & Malicious Mischief coverage, while in the course of construction, including foundations, additions, attachments and all permanent fixtures belonging to and constituting a part of said buildings or structures. The policy or policies must also cover machinery, if the cost of machinery is included in the Contract, or if the machinery is located in a building that is being renovated by reason of this contract. The amount of insurance must, at all times, be at least equal to the replacement and actual cash value of the insured property. The policy must be in the name of the CITY and the CONTRACTOR, as their interest may appear, and must also cover the interests of all Sub- contractor/sub-consultants performing Work. B. All of the provisions set forth in the Miscellaneous section below apply to this coverage unless it would be clearly not applicable. 50 of 67 57 Miscellaneous: A. If any notice of cancellation of insurance or change in coverage is issued by the insurance company or should any insurance have an expiration date that will occur during the period of this contract, the FIRM Is responsible for securing other acceptable insurance prior to such cancellation, change, or expiration so as to provide continuous coverage as specified in this section and so as to maintain coverage during the life of this Contract. B. All deductibles must be declared by the FIRM and must be approved by the CITY. At the option of the CITY, either the FIRM must eliminate or reduce such deductible or the FIRM must procure a Bond, in a form satisfactory to the CITY covering the same. C. The policies must contain waiver of subrogation against CITY where applicable, must expressly provide that such policy or policies are primary over any other collectible insurance that CITY may have. The CITY reserves the right at any time to request a copy of the required policies for review. All policies must contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY as well as contractual liability provision covering FIRM’s duty to indemnify the City as provided in this Agreement. D. Before starting the Work, the FIRM must deliver to the CITY and CONSULTANT certificates of such insurance, acceptable to the CITY, as well as the insurance binder, if one is issued, the insurance policy, including the declaration page and all applicable endorsements and provide the name, address and telephone number of the insurance agent or broker through whom the policy was obtained. The insurer must be rated A.VII or better per A.M. Best’s Key Rating Guide, latest edition and authorized to issue insurance in the State of Florida. All insurance policies must be written on forms approved by the State of Florida and they must remain in full force and effect for the duration of the contract period with the CITY. The FIRM may be required by the CITY, at its sole discretion, to provide a “certified copy” of the Policy (as defined in Article 1 of this document) which must include the declaration page and all required endorsements. In addition, the FIRM must deliver, at the time of delivery of the insurance certificate, the following endorsements: (1) a policy provision or an endorsement with substantially similar provisions as follows: “The City of South Miami is an additional insured. The insurer must pay all sums that the City of South Miami becomes legally obligated to pay as damages because of ‘bodily injury”, ‘property damage’, or ”personal and advertising injury” and it will provide to the City all of the coverage that is typically provided under the standard Florida approved forms for commercial general liability coverage A and coverage B”; (2) a policy provision or an endorsement with substantially similar provisions as follows: “This policy must not be cancelled (including cancellation for non-payment of premium), terminated or materially modified without first giving the City of South Miami ten (10) days advanced written notice of the intent to materially modify the policy or to cancel or terminate the policy for any reason. The notification must be delivered to the City by certified mail, with proof of delivery to the City.” E. If the FIRM is providing professional services, such as would be provided by an architect, engineer, attorney, or accountant, to name a few, then in such event and in addition to the above requirements, the FIRM must also provide Professional Liability Insurance on a Florida approved form in the amount of $1,000,000 with deductible per claim if any, not to exceed 5% of the limit of liability providing for all sums which the FIRM becomes legally obligated to pay as damages for claims arising out of the services or work performed by the FIRM its agents, representatives, Sub Contractors or assigns, or by any person employed or retained by him in connection with this Agreement. This insurance must be maintained for four years after completion of the construction and acceptance of any Project covered by this Agreement. However, the FIRM may purchase Specific Project Professional Liability Insurance, in the amount and under the terms specified above, which is also acceptable. No insurance may be 51 of 67 58 issued by a surplus lines carrier unless authorized in writing by the city at the city’s sole, absolute and unfettered discretion. Indemnification Requirement A. FIRM accepts and voluntarily incurs all risks of any injuries, damages, or harm which might arise during the work or event that is occurring on the CITY's property due to the negligence or other fault of FIRM or anyone acting through or on behalf of FIRM. B. FIRM must indemnify, defend, save and hold CITY, its officers, affiliates, employees, successors and assigns, harmless from any and all damages, claims, liability, losses, claims, demands, suits, fines, judgments or cost and expenses, including reasonable attorney’s fees, paralegal fees and investigative costs incidental there to and incurred prior to, during or following any litigation, mediation, arbitration and at all appellate levels, which may be suffered by, or accrued against, charged to or recoverable from the City of South Miami, its officers, affiliates, employees, successors and assigns, by reason of any causes of actions or claim of any kind or nature, including claims for injury to, or death of any person or persons and for the loss or damage to any property arising out of a negligent error, omission, misconduct, or any gross negligence, intentional act or harmful conduct of FIRM, its contractor/sub-contractor/sub-consultant or any of their officers, directors, agents, representatives, employees, or assigns, or anyone acting through or on behalf of any of them, arising out of this Agreement, incident to it, or resulting from the performance or non-performance of FIRM's obligations under this AGREEMENT. C. FIRM must pay all claims, losses and expenses of any kind or nature whatsoever, in connection therewith, including the expense or loss of the CITY and/or its affected officers, affiliates, employees, successors and assigns, including their attorney’s fees, in the defense of any action in law or equity brought against them and arising from the negligent error, omission, or act of FIRM, its Sub- contractor/sub-consultant or any of their agents, representatives, employees, or assigns, and/or arising out of, or incident to, this Agreement, or incident to or resulting from the performance or non- performance of FIRM's obligations under this AGREEMENT. D. FIRM agrees and recognizes that neither the CITY nor its officers, affiliates, employees, successors and assigns are to be held liable or responsible for any claims, including the costs and expenses of defending such claims which may result from or arise out of actions or omissions of FIRM, its contractor/sub-contractor/sub-consultant or any of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of the them, and arising out of or concerning the work or event that is occurring on the CITY's property. In reviewing, approving or rejecting any submissions or acts of FIRM, CITY in no way assumes or shares responsibility or liability for the acts or omissions of FIRM, its contractor/sub-contractor/sub-consultant or any of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of them. E. FIRM has the duty to provide a defense with an attorney or law firm approved by the City of South Miami, which approval will not be unreasonably withheld. F. However, as to design professional contracts, and pursuant to Section 725.08 (1), Florida Statutes, none of the provisions set forth herein above that are in conflict with this subparagraph must apply and this subparagraph must set forth the sole responsibility of the design professional concerning indemnification. Thus, the design professional’s obligations as to the City and its agencies, as well as to its officers and employees, is to indemnify and hold them harmless from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys’ fees, to the extent caused by the negligen ce, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design professional in the performance of the contract. END OF SECTION 52 of 67 59 EXHIBIT 3 DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 RESPONDENTS BID FORM THIS PROPOSAL IS SUBMITTED TO: Shari Kamali City Manager City of South Miami 6130 Sunset Drive South Miami, FL 33143 1. If this Proposal is accepted, the undersigned Respondent agrees to enter into a Contract with the City of South Miami in the form included in this Solicitation Package and to perform and furnish all work as specified or indicated in this Solicitation, including as set forth in Exhibit 1 (Scope of Services) for the Proposed Price as set forth below, within the Contract Time and in accordance with the other terms and conditions of the Solicitation Package. 2. Respondent accepts all of the terms and conditions of the Solicitation and Instructions to Respondents, including without limitation those dealing with the disposition of Proposal/Bid Bond, if required. This Proposal will remain subject to acceptance for 180 calendar days after the day of the Proposal Opening. The Respondent, by signing and submitting this proposal, agrees to all of the terms and conditions of the form of contract that is a part of the Solicitation package with appropriate changes to conform to the information contained in this Bid Form. Respondent agrees to sign and submit the Bonds, if required by this Solicitation, required insurance documents, and other documents required by the Solicitation, including the Contract if not already submitted, within ten (10) calendar days after the date of the City’s Notice of Award. 3. In submitting this Proposal, Respondent represents that: a. Respondent has examined copies of all the Solicitation Documents and of the following Addenda, if any (receipt of all which is hereby acknowledged.) Addendum No. Dated: b. Respondent has familiarized himself with the nature and extent of the Contract Documents, the proposed work, site, locality, and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or furnishing of the Work. c. Subsurface conditions: If applicable to this Solicitation, the Respondent represents that: i. Respondent has studied carefully all reports and drawings, if applicable, of subsurface conditions and drawings of physical conditions. ii. Respondent has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) all such examinations, investigations, ex plorations, tests and studies in addition to or to supplement those referred to in this paragraph which pertain to the subsurface or physical conditions at the site or otherwise may affect the cost, progress, performance, or the furnishing of the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents. The Respondent hereby acknowledges that no additional examinations, investigations, explorations, tests, reports or similar information or data are, or will, be required by Respondent for any reason in connection with the Proposal. The failure of the Respondent to request a pre-bid marking of the construction site by any or all utility companies will create an irrefutable presumption that the Respondent’s bid, or proposal price, has taken into consideration all possible underground conditions and Respondent, if awarded the contract, will not be entitled to a change order for any such condition discovered thereafter. iii. Respondent has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents. 53 of 67 60 iv. Respondent has reviewed and checked all information and data shown or indicated in the Solicitation Package or in the Contract Documents with respect to existing Underground Facilities or conditions at or contiguous to the site and assumes responsibility for the accurate location of all Underground Facilities and conditions that may affect the Work. No additional examinations, investigations, explorations, tests, reports or similar information or data in respect to any Underground Facilities or conditions are, or will be, required by Respondent in order to perform and furnish the Work a t the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents unless the Proposal specifically states that the contract price is subject to adjustment for future discovery of underground facilities and/or conditions that affect the cost of the Work and unless the respondent makes a written request to the City for additional information prior to submitting the bid or proposal as required in subsection ii above, d. Respondent has given the City written notice of all conflicts, errors or discrepancies that it has discovered in the Contract Documents and, if any conflicts, errors or discrepancies have been found and notice given, the Respondent represents, by submitting its proposal to the City, that the Respondent has received sufficient notice of the resolution thereof from the City, that such resolution is acceptable to Respondent and that the Respondent waives any claim regarding the conflicts, errors or discrepancies. e. This Proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted pursuant to any agreement or rules of any group, association, organization, or corporation; Respondent has not directly or indirectly induced or s olicited any other Respondent to submit a false or sham Proposal; Respondent has not solicited or induced any person, firm or corporation to refrain from responding; and Respondent has not sought by collusion or otherwise to obtain for itself any advantage over any other Respondent or over the CITY. 4. Respondent understands and agrees that the Contract Price is the amount that it needs to furnish and install all the Work complete and in place. The Schedule of Values, if required, is provided for the purpose of Proposal Evaluation and when initiated by the CITY, it will form the basis for calculating the pricing of change orders. The Contract Price may not be adjusted in any way to result in a deviation from the Schedule of Values, except to the extent that t he CITY changes the Scope of the Work after the Contract Date. As such, the Respondent must furnish all labor, materials, equipment, tools, superintendence, and services necessary to provide a complete, in place, Project for the Proposal Price. I f this Solicitation requires the completion of a Respondent Cost and Technical Proposal, as may be set forth in an exhibit to this Solicitation, such proposal must be attached to this Bid Form and will take the place of the Lump Sum Price, otherwise, the Contract Price for the completed work is as follows: PLEASE REFER TO EXHIBIT 4, RESPONDENTS COST & TECHNICAL Failure to provide EXHIBIT 4, RESPONDENTS COST & TECHNICAL PROPOSAL will render the proposal non-responsive. 5. The ENTIRE WORK for project in accordance with Exhibit 1, Scope of Services shall be completed, in full, within N/A from the commencement date set forth in the NOTICE TO PROCEED. Failure to complete the entire work during the described time will result in the assessment of liquidated damages as may be set forth in the Contract. 6. Insert the following information for future communication with you concerning this Proposal: RESPONDENT: Address: Telephone: Facsimile: Contact Person 7. The terms used in this Proposal which are defined in the Contract have the same meaning as is assigned to them in the Contract Documents, unless specifically defined in this Solicitation Package. 8. If a Respondent’s Cost & Technical Proposal is required by the Solicitation, Respondent hereby certifies under penalties of perjury that all of the facts and responses to the questions posed in the Cost & Technical Proposal, if such an exhibit is made a part of the Solicitation, are true and correct an d are hereby adopted as part of this Respondents Bid Form, and are made a part of this proposal, by reference. 54 of 67 61 9. By submitting this proposal, I, for myself and on behalf of the business that I represent, hereby agree to the terms of the form of contract contained in the Solicitation package and agree to be bound by those terms, with any appropriate blank boxes, if any, checked and any blank lines filled in with the appropriate information contained in the Solicitation Documents and this Proposal, or such inf ormation that the City and I have agreed upon in the course of contract negotiations and that has been confirmed by the City in writing, including e-mail confirmation, if any. I hereby certify under penalties of perjury that I am the lawful representative of the business entity referenced in this Bid Form, that I have authority to bid for that entity, that I have authority to sign contracts for that entity and bind it to those contract terms and that all of the information and representations contained herein are true and correct. Signature Date of execution______________ 20____. PROPOSAL SUBMITTED BY: Company Telephone Number Name of Person Authorized to Submit Proposal Fax Number Email Address Title END OF SECTION 55 of 67 62 EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The Respondents’ hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form 1 shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form 1 may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit 1, “Scope of Services,” of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City’s sole discretion. A. Contract Term (Three-Years): Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ B. Option to Renew 1 (OTR 1), Two-Year Renewal: Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ 56 of 67 63 Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: 1. The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit 1 “Scope of Services,” of this Solicitation, including additional services. 2. The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classification/title but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3. Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City’s sole discretion. 4. Respondent’s rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5. The City of South Miami is exempt from all taxes (Federal, State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 64 EXHIBIT 5 EVALUATION SELECTION DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Scoring and Average Ranking Phase I - Competitive Selection-Ranking; maximum 100 points per committee member. Proposals will be evaluated by an Evaluation Selection Committee that will evaluate and rank proposals on the technical criteria listed below. The Evaluation Selection Committee will be comprised of appropriate City personnel and/or members of the community, as deemed necessary, with the appropriate experience and/or knowledge. Respondents deemed as best suited and qualified will be selected by The Evaluation Selection Committee for discussion and/or presentations, ranking and subsequent negotiations with the highest ranked Respondent. The criteria are itemized with their respective weights for a maximum total of one hundred (100) points per Evaluation Selection Committee member. The evaluation factors used for determining qualifications for scoring and ranking, including average ranking order, shall include: Technical Criteria Points 1. Proposer’s relevant experience, qualifications, and Past Performance in providing these services to Municipalities. Points 50 2. Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will be assigned to this project, and experience and qualifications of subcontractors. Points 30 Price Criteria 3. Proposer’s proposed price Points 20 Average Ranking Order Each Evaluation Selection Committee member shall rank each Respondent based on the Technical and Price Criteria total score for each Respondent; #1 (Highest Total Score), #2 (Next Highest Score), and so on. The rankings for each Respondent by each Selection Committee Member (Rater) are added and totaled. The total is divided by the number of Raters. In the example below, Respondent B’s total Rank Score is 6, divided by the number of Raters (4) equals a Lowest Average Rank Score of 1.50 and therefore Respondent B is recommended for the award: Respondent B = 6 (Rank Score) Divided by the Number of Raters (4) = 1.50 Respondent Ranking Order Rater #1 Rater #2 Rater #3 Rater #4 AVG RANK RESPONDENT A 4 2 1 3 2.50 RESPONDENT B 1 1 3 1 1.50 RESPONDENT C 2 3 2 2 2.25 RESPONDENT D 5 4 4 5 4.50 RESPONDENT E 3 5 3 4 3.75 58 of 67 65 Phase II - Oral Presentations Upon completion of the criteria evaluation indicated above by the Evaluation Selection Committee, including rating and ranking, the Evaluation Selection Committee may choose to conduct an oral presentation and/or interviews with the Respondent (s) who the Evaluation Selection Committee deems to warrant further consideration based such things as scores in clusters; based on the preliminary rating and rankings, and/or maintaining competition. Upon completion of the oral presentation(s) and/or interviews, the Evaluation Selection Committee will perform a final review to re-evaluate, re-rate, and re-rank the Proposals, as described above, remaining in consideration based upon the written documents, combined with the oral presentation. END OF SECTION 59 of 67 66 EXHIBIT 6 PROFESSIONAL SERVICES AGREEMENT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 THIS CONTRACT, entered into this ____ day of _____________, 20____, by the CITY OF SOUTH MIAMI through its Manager, both of whom shall be hereinafter referred to as the “CITY” where applicable; located at 6130 Sunset Drive, South Miami, FL. , E-mail: SKAMALI@SOUTHMIAMIFL.GOV and ______________________ with an office and principal place of business located at _________________________, and E-mail address of ___________________ and Facsimile transmission number of __________________ (hereinafter called the “COSULTANT”. WITNESSETH: WHEREAS, the CITY needs DISASTER COST RECOVERY SERVICES; and WHEREAS, the CITY desires to retain CONTRACTOR, to provide the required services based on CONTRACTOR's representations which reflect that CONTRACTOR is qualified and capable of providing said services in a professional and timely manner and in accordance with the CITY’s goals and requirements; and WHEREAS, CONTRACTOR has agreed to provide the required services in accordance with the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties agree as follows: 1) Engagement of Contractor: Based on the representations of CONTRACTOR as set out in the following documents the CITY hereby retains CONTRACTOR to provide the services set forth in Scope of Services, as modified by the Contract Documents, (all of which is hereinafter referred to as the Work”). RESPONDENT’S BID FORM, attached as “Exhibit 3 RESPONDENTS COST & TECHNICAL PROPOSAL attached as “Exhibit 4” 2) Contract Documents: The Contract Documents shall include this Contract and the forgoing (in paragraph 1 above) and the following documents, as well as any attachments or exhibits that are made a part of any of the Contract Documents Scope of Services, attached as Exhibit 1 CITY’s Insurance & Indemnification Requirements, attached as Exhibit 2 Solicitation documents for DISASTER COST RECOVERY SERVICES RFP #FN2021- XX. This Contract and the Solicitation, Scope of Services, and Insurance & Indemnification Requirements shall take precedent over the response to the CITY’s DISASTER COST RECOVERY SERVICES RFP #FN2021-46, including the CONTRACTOR’s Bid Form and CONTRACTOR/ Respondent’s Cost and Technical Response to the Solicitation. All the forgoing documents referenced in paragraph 1, and in paragraph 2 above, are attached hereto and made a part hereof by reference. 3) Date of Commencement: CONTRACTOR shall commence the performance of the Work under this Contract on a date to be specified in a Notice to Proceed, or Purchase Order, (hereinafter referred to as the “Work Commencement Date”). In any event, the term shall not exceed five years. Time is of the essence. 4) Primary Contacts: The Primary Contact Person in charge of administering this Contract on behalf of the CITY is the City Manager (“Manager”), assistant Manager, or the Manager’s designee, 60 of 67 67 who shall be designated in a writing signed by the Manager. The Primary Contact Person for CONTRACTOR and his/her contact information is as follows: Name: ___________________ e-mail: _______________; Fax: ______________ Street Address: ________________________. 5) Scope of Services: The services to be provided are as set forth in the Scope of Services, attached as “Exhibit 1. 6) Compensation: The CONTRACTOR’s compensation for CONTRACTOR’s performance under the terms and provisions of this Contract (hereinafter referred to as the Contract Price) shall be as set forth in CONTRACTOR/RESPONDENTS COST & TECHNICAL PROPOSAL attached as “Exhibit 4, unless modified in writing signed by the City and CONTRACTOR. 7) Hours of Work: It is presumed that the cost of performing the Work after regular working hours, and on Sunday and legal holidays, is included in the Contract Price. However, nothing contained herein shall authorize work on days and during hours that are otherwise prohibited by ordinance unless specifically authorized or instructed in writing by the City Manager, the Assistant City Manager, or their written designee. 8) Time Provisions: The term of this Contract shall commence on the Work Commencement Date and shall continue for Three (3) Years, with One (1) Two (2) Year Option-to-Renew, for a term not to exceed Five (5) Consecutive Years. The Option to Renew is at the discretion of the City Manager, unless the Contract is earlier terminated in accordance with the Contract Documents. 9) Termination: This Contract may be terminated without cause by the CITY. This provision supersedes and takes precedence over any contrary provisions for termination contained in the other Contract Documents. 10) Applicable Law and Venue: Florida law shall apply to the interpretation and enforcement of this Contract. Venue for all proceedings involving or arising out of this Contract shall be in Miami- Dade County, Florida. 11) Duties and Responsibilities: CONTRACTOR shall comply with all applicable laws, ordinances, codes, rules, regulations, and health and safety standards of any governmental body having jurisdiction over any matter related to this Contract or the goods and/or services to be performed hereunder and shall commit no trespass on any private property in performing any of the work embraced by this Contract. Each and every provision and/or clause required by law to be inserted in this Contract shall be deemed to be inserted herein and this Contract shall be read and enforced as though such provisions and/or clauses were included herein. 12) Change Orders: No additional Work or extras shall be done unless the same is duly authorized in writing and in advance of the work by appropriate action by the City Manager and in accordance with the Contract Documents and approved by the City Attorney as to form and legality. 13) Licenses and Certifications: CONTRACTOR shall secure all necessary business and professional licenses at its sole expense prior to commencing the Work. 14) Insurance, Indemnification & Bonding: CONTRACTOR shall comply with the insurance, indemnification and bonding requirements set forth in the Contract Documents. In the event that any of the contract documents provide for indemnification, nothing contained therein shall imply that the City has waived its sovereign immunity as provided by Florida Statute, Section 786.28 and anything to the contrary contained therein shall be null and void and of no force or effect. 15) Liquidated Damages: In the event that CONTRACTOR shall fail to complete the Work within the time limit set forth in the Contract Documents, or the extended time limit agreed upon, in 61 of 67 68 accordance with the procedure as more particularly set forth in the Contract Documents, liquidated damages shall be paid at the rate of $ N/A per day until the Work is completed. 16) Jury Trial Waiver: The parties waive their right to jury trial. 17) Entire Agreement, Modification, and Non-waiver: The Contract Documents constitute the entire agreement of the parties and supersedes any prior agreements, written or oral. The Contract Documents may not be modified or amended except in writing, signed by both parties hereto and if this Contract is required to be approved by the City Commission, all amendments thereto must be approved in the same manner and with the same formality as this Contract if in the opinion of the City Attorney such approval is required by law. The Contract Documents, in general, and this paragraph may not be modified or amended by any acts or omissions of the parties. No failure to exercise and no delay in exercising any right, power or privilege shall operate as a waiver. No waiver of the Contract Documents, in whole or part, including the provisions of this paragraph, may be implied by any act or omission. 18) Public Records: CONTRACTOR and all of its subcontractors are required to comply with the public records law (s.119.0701) while providing goods and services on behalf of the CITY and the CONTRACTOR, under such conditions, shall incorporate this paragraph in all of its subcontracts for this Project and (a) Keep and maintain public records required by the public agency to perform the service; (b) Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-mail: npayne@southmiamifl.gov; 6130 Sunset Drive, South Miami, FL .33143. 19) Background Screening. All personnel and volunteers that will provide any service with vulnerable persons, as defined in Section 435.02, Fla. Stat., involving the City or its Agency in such related activity or who may have access to secure or sensitive areas of the City, must be in compliance with Level II Background Screening and fingerprinting requirements as per, Florida Statute Ch. 435 prior to the scheduled start of any employee or volunteer. CONSULTANT shall prevent any and all of its personnel, including volunteers, from engaging in any such related activities without having passed a background screening to the satisfaction of the City. A violation of this requirement shall constitute a substantial breach of this Contract. 20) Notices. Whenever notice shall be required or permitted herein, it shall be delivered by hand delivery, e-mail (or similar electronic transmission), facsimile transmission or certified mail, with 62 of 67 69 return receipt requested, and shall be deemed delivered on the date shown on the e-mail or delivery confirmation for any facsimile transmission or, if by certified mail, the date on the return receipt or the date shown as the date same was refused or unclaimed. If hand delivered to the City, a copy must be stamped with the official City receipt stamp showing the date of deliver; otherwise the document shall not be considered to have been delivered. Notices shall be delivered to the following individuals or entities at the addresses (including e-mail) or facsimile transmission numbers set forth below: To CITY: City Manager, 6130 Sunset Dr. South Miami, FL 33143 Fax: E-mail: salexander@southmiamifl.gov With copies by U.S. mail to: City Attorney 6130 Sunset Dr. South Miami, FL 33143 Fax: (305) 341-0584 E-mail: tpepe@southmiamifl.gov To CONTRACTOR: ________________________ ________________________ ________________________ ________________________ 21) Corporate Authority. The CONSULTANT and its representative who signs this Agreement hereby certifies under penalty of perjury that the CONSULTANT and its representative have, and have exercised, the required corporate power and that they have complied with all applicable legal requirements necessary to adopt, execute and deliver this Contract and to assume the responsibilities and obligations created hereunder; and that this Contract is duly executed and delivered by an authorized corporate officer, in accordance with such officer's powers to bind the CONTRACTOR hereunder, and constitutes a valid and binding obligation enforceable in accordance with its terms, conditions and provisions. 22) Grant Requirements. If the Work is being funded wholly or partially with a grant, the CONTRACTOR shall comply with all of the grant requirements applicable to the Work. It is the CONTRACTOR’s responsibility to determine if there is grant funding. 23) Drug Free Workplace. CONSULTANT shall comply with the Drug Free Workplace policy set forth in the City of South Miami’s Personnel Manual which is made a part of this Contract by reference. 24) Transfer and Assignment. None of the work or services under this Contract shall be subcontracted or assigned without prior written consent from the CITY which may be denied without cause. 25) Non-Appropriation of Funds. In the event that no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to CONSULTANT or its assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense. No guarantee, warranty or representation is made that any particular project(s) will be awarded to any CONTRACTOR. 26) Most Favored Public Entity. CONSULTANT represents that the prices negotiated with the City do not exceed existing prices CONSULTANT is offering to other customers for the same or substantially similar items or services for comparable quantities under similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors. If CONSULTANT’s prices decline, or 63 of 67 70 should respondent, at any time during the term of a contract entered into with City, provide the same goods or services with the same comparable quantities under similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors, CONSULTANT shall immediately extend the same prices to City. 27) E-VERIFY. As a condition precedent to entering into this Contract, and in compliance with Section 448.095, Fla. Stat., Contractor and its subcontractors must register with and use the E-Verify system to verify work authorization status of all employees hired after January 1, 2021. The Contractor and all subcontractors must comply with and be bound by the following: (a) Contractor must require each of its subcontractors to provide Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Contractor must maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement; (b) The City, Contractor, or any subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section must terminate the contract with the person or entity; (c) The City, upon good faith belief that a subcontractor knowingly violated the provisions of this section, but that the Contractor otherwise complied, must promptly notify Contractor and Contractor must immediately terminate the contract with the subcontractor; (d) A contract terminated under the provisions of this Section is not a breach of contract and may not be considered such; (e) Any contract termination under the provisions of this Section may be challenged no later than 20 calendar days after the date on which this Agreement is terminated pursuant to paragraph b. or c. above; (f) Contractor acknowledges that upon termination of this Agreement by the City for a violation of this Section by Contractor, Contractor may not be awarded a public contract for at least one (1) year. Contractor further acknowledges that Contractor is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this Section; and (g) Subcontracts. Contractor or subcontractor must insert in any subcontracts the clauses set forth in this Section, including this Subsection, requiring the subcontractors to include these clauses in any lower tier subcontracts. Contractor is responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this Section and Contractor's failure to enforce compliance is a substantial and material breach of this Agreement. IN WITNESS WHEREOF, the parties, have executed this Contract, on or before the date first above written, with full knowledge of its content and significance and intending to be legally bound by the terms hereof. CONSULTANT: _____________________________ Witnessed: By: _____________________________ By: ___________________________________ __________________________ [print name and title of signatory] ATTESTED: CITY OF SOUTH MIAMI By: __________________________ By: ________________________ Nkenga Payne Shari Kamali City Clerk City Manager 64 of 67 71 Read and Approved as to Form, Language, Legality and Execution Thereof: By: __________________________ City Attorney END OF SECTION 65 of 67 72 EXHIBIT 7 City of South Miami Bid Protest Procedures RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (FORMAL PROCEDURE) DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The following procedures will be used for resolution of protested solicitations and awards. The word “bid”, as well as all of its derivations, means a response to a solicitation, including requests for proposals, requests for a letter of interest and requests for qualifications. i. Notice of Intent to Protest. Any actual or prospective bidder who perceives itself to be aggrieved in connection with any formal solicitation or who intends to contest or object to any bid specifications or any bid solicitation shall file a written notice of intent to file a protest with the City Clerk’s office within three calendar days prior to the date set for opening of bids. A notice of intent to file a protest is considered filed when received by the City Clerk’s office by e-mail or, if hand delivered, when stamped with the City Clerk’s receipt stamp containing the date and time of receipt of a notice of intent to file a protest. Any actual responsive and responsible bidder who perceives itself to be aggrieved in connection with the recommended award of a contract and who wishes to protest the award, shall file a written notice of intent to file a protest with the City Clerk’s office within three calendar days after the City Commission meeting at which the recommendation is considered for action. A notice of intent to file a protest is considered filed when received by the City Clerk’s office by e-mail or, if hand delivered, when stamped with the City Clerk’s receipt stamp containing the date and time of receipt. ii. Protest of solicitation. A protest of the solicitation or award must be in writing (“Protest Letter”) and submitted to the City Clerk’s office within five calendar days after the date of the filing of the notice of intent to file a protest. The Protest Letter is considered filed when the Protest Letter and the required filing fee of $1,000 are both timely received by the City Clerk’s office. In order for the Protest Letter and filing fee to be considered timely delivered by hand delivery, the date stamp of the Clerk’s office must appear on the original Protest Letter and/or a copy of the Protest Letter and the date stamp must also appear on a copy of the check issued for the payment of the filing fee, or, if payment is made in cash, a receipt must be issued by the Clerk’s office reflecting the date of receipt of the payment. While the Clerk may accept the Protest Letter by email, the Protest Letter shall not be considered to be timely received until and unless the required filing fee of $1,000 is received by the City Clerk’s office and, if payment is in cash, a receipt is issued with the date of the receipt of payment, or if payment is by check, a copy of the check is stamped by the Clerk with the date stamp of the Clerk’s office showing the date of receipt. The Protest Letter shall state with particularity the specific facts and law upon which the protest is based, it shall describe and attach all pertinent documents and evidence relevant and material to the protest and it shall be accompanied by any required filing. The basis for review of the protest shall be the documents and other evidence described in and attached to the Protest Letter and no facts, grounds, documentation, or other evidence not specifically described in and attached to the Protest Letter at the time of its filing shall be permitted or considered in support of the protest. iii. Computation of time. No time will be added to the above time limits for service by mail. The last day of the period so computed shall be included unless it is a Saturday, Sunday, or legal holiday in which event the period shall run until the next day which is not a Saturday, Sunday, or legal holiday. 66 of 67 73 iv. Challenges. The written protest may not challenge the relative weight of the criteria or any formula used for assigning points in making an award determination, nor shall it challenge the City’s determination of what is in the City’s best interest which is one of the criteria for selecting a bidder whose offer may not be the lowest bid price. v. Authority to resolve protests. The Purchasing Manager, after consultation with the City Attorney, shall issue a written recommendation within ten calendar days after receipt of a valid Protest Letter. Said recommendation shall be sent to the City Manager with a copy sent to the protesting party. The City Manager may then, submit a recommendation to the City Commission for approval or disapproval of the protest, resolve the protest without submission to the City Commission, or reject all proposals. vi. Stay of procurement during protests. Upon receipt of a timely, proper and valid Protest Letter filed pursuant to the requirements of this section, the City shall not proceed further with the solicitation or with the award or execution of the contract until the protest is resolved by the City Manager or the City Commission as provided in subsection (e) above, unless the City Manager makes a written determination that the solicitation process or the contract award must be continued without delay in order to avoid potential harm to the health, safety, or welfare of the public or to protect substantial interests of the City or to prevent youth athletic teams from effectively missing a playing season. END OF DOCUMENT 67 of 67 74 Tabulation Sheet Agency Name City of South Miami Bid Number RFP-RFP #FN2021- 46-0-2022/SK Bid Name DISASTER COST RECOVERY SERVICES Bid Due Date 11/19/2021 10:00:00 Eastern Bid Opening Closed 4 responses found.online,  offline,  not submitting,  not received  Company Responded Address Bid Amount Alt Bid Amount Declared Attributes Documents Sent Complete 1 . Disaster  Program &  Operations  Inc. 11/19/2021  09:48:53  Eastern 404 West Palm Drive , Homestead, FL, 33034 $1.0000 0.0000 Bidding  Document  2 .Hagerty  Consulting 11/18/2021  19:36:40  Eastern 1618 Orrington Ave, Suite 201, Evanston, IL, 60201 $0.0000 0.0000 Bidding  Document  3 . Integrated  Solutions  Consulting, Inc. 11/19/2021  09:37:41  Eastern 220 S. Buchanan Street, 11th Floor, Edwardsville, IL, 62025 $750000.0000 0.0000 Bidding  Document  4 .Witt  O'Brien's 11/18/2021  17:05:38  Eastern 2200 Eller Drive, P.O. Box 13038, Fort Lauderdale, FL, 33316 $0.0000 0.0000 Bidding  Document  75 EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The Respondents’ hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form 1 shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form 1 may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit 1, “Scope of Services,” of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City’s sole discretion. A.Contract Term (Three-Years): Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ B.Option to Renew 1 (OTR 1), Two-Year Renewal: Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ 56 of 67 150.00 110.00 95.00 70.00 90.00 80.00 90.00 80.00 60.00 90.00 85.00 150.00 110.00 76 Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: 1.The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit 1 “Scope of Services,” of this Solicitation, including additional services. 2.The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classification/title but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3.Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City’s sole discretion. 4.Respondent’s rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5.The City of South Miami is exempt from all taxes (Federal, State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 95.00 70.00 90.00 80.00 90.00 80.00 60.00 90.00 85.00 77 EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The Respondents’ hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form 1 shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form 1 may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit 1, “Scope of Services,” of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City’s sole discretion. A. Contract Term (Three-Years): Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ B. Option to Renew 1 (OTR 1), Two-Year Renewal: Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ 56 of 67 240.00 195.00 145.00 220.00 165.00 135.00 180.00 150.00 105.00 165.00 120.00 250.00 225.00 78 Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: 1. The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit 1 “Scope of Services,” of this Solicitation, including additional services. 2. The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classification/title but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3. Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City’s sole discretion. 4. Respondent’s rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5. The City of South Miami is exempt from all taxes (Federal, State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 200.00 150.00 170.00 140.00 185.00 155.00 110.00 170.00 125.00 79 Page | IV-1 Appendix IV – Respondents Cost & Technical Proposal (Exhibit 4) 80 ~~~~~~~~~~~~~~~~~~~~~INTffiAATEDSOLUTIONS ~CONSULTING EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021-46 The Respondents' hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form I shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form I may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit I, ~~Scope of Services," of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City's sole discretion. A. Contr act Term (Three-Years): Position Title Hourly Rate (Classification, Key Personnel and Title) Project Executive $265.99 Subject Matter Expert $246.40 Project Manager $224.50 Project Accountant $200.65 Senior Planning & Training Specialist $189.19 Planning & Training Specialist $170.51 Senior Grants Specialist $185.51 Grants Specialist $166.21 Field Representative I Technical Associate $165.86 Senior Financial (Grant) Information Management $180.14 Expert Financial (Grant) Information Management Expert $161.33 B. Optio n to Renew I (OTR I), Two-Year Renewal: Position Title Hourly Rate (Classification, Key Personnel and Title) Project Executive $281.95 Subject Matter Expert $261.18 56 of 67 Page | IV-2 81 ~~~~~~~~~~~~~~~~~~~~~INTffiAATEDSOLUTIONS ~CONSULTING Project Manager $237.97 Project Accountant $212.69 Senior Planning & Training Specialist $200.54 Planning & Training Specialist $180.74 Senior Grants Specialist $196.64 Grants Specialist $176.18 Field Representative I Technical Associate $175.81 Senior Financial (Grant) Information Management $190.95 Expert Financial (Grant) Information Management Expert $171.0 I Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: I. The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit I nScope of Services'" of this Solicitation, including additional services. 2. The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classificationltitle but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3. Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City's sole discretion. 4. Respondent's rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5. The City of South Miami is exempt from all taxes (Federal , State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The Respondents’ hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form 1 shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form 1 may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit 1, “Scope of Services,” of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City’s sole discretion. A. Contract Term (Three-Years): Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ B. Option to Renew 1 (OTR 1), Two-Year Renewal: Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ 56 of 67 180.55 175.00 155.00 187.00 156.24 197.80 117.30 163.30 169.26 142.09 275.00 275.00 180.55 82 Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: 1.The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit 1 “Scope of Services,” of this Solicitation, including additional services. 2.The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classification/title but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3.Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City’s sole discretion. 4.Respondent’s rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5.The City of South Miami is exempt from all taxes (Federal, State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 187.00 156.24 197.80 117.30 175.00 163.30 155.00 169.26 142.09 Witt O'Brien's reserves the right to negotiate terms and conditions applicable to any final Agreement, and if selected, will negotiate in good faith with the City to enter into a mutually agreeable formal written Agreement. 83 Position Title (Classification, Key Personnel and Title) Project Executive $150.00 $150.00 $240.00 $250.00 $265.99 $281.95 $275.00 $275.00 Subject Matter Expert $110.00 $110.00 $220.00 $225.00 $246.40 $261.18 $180.55 $180.55 Project Manager $95.00 $95.00 $195.00 $200.00 $224.50 $237.97 $187.00 $187.00 Project Accountant $70.00 $70.00 $145.00 $150.00 $200.65 $212.69 $156.24 $156.24 Senior Planning & Training Specialist $90.00 $90.00 $165.00 $170.00 $189.19 $200.54 $197.80 $197.80 Planning & Training Specialist $80.00 $80.00 $135.00 $140.00 $170.51 $180.74 $117.30 $117.30 Senior Grants Specialist $90.00 $90.00 $180.00 $185.00 $185.51 $196.64 $175.00 $175.00 Grants Specialist $80.00 $80.00 $150.00 $155.00 $166.21 $176.18 $163.30 $163.30 Field Representative / Technical Associate $60.00 $60.00 $105.00 $110.00 $165.86 $175.81 $155.00 $155.00 Senior Financial (Grant) Information Management Expert $90.00 $90.00 $165.00 $170.00 $180.14 $190.95 $169.26 $169.26 Financial (Grant) Information Management Expert $85.00 $85.00 $120.00 $125.00 $161.33 $171.01 $142.09 $142.09 3-YEAR & 2-YEAR OTR HOURLY RATES 2-YEAR OTR WITT O'BREIN 2-YEAR OTRD P & O 2-YEAR OTR HAGGARTY 2-YEAR OTR INTEGRATED SOLUTIONS 84 A. Title Page Request for Proposal For “Disaster Cost Recovery Services” RFP #FN2021-46 South Miami, Florida Due November 19, 2021 at 10:00AM EDT PREPARED BY: Hagerty Consulting, Inc. 1618 Orrington Ave, Suite 201 Evanston, IL 60201 847-492-8454 CONTACT: Katie Freeman Director of Operations katie.freeman@hagertyconsulting.com 847-492-8454 x119 ELECTRONIC COPY 85 Page i B. Table of Contents C. Cover Letter and Executive Summary .................................................................. 3 Executive Summary ..................................................................................................................... 4 1. Qualifications to Perform the Services ................................................................................. 4 2. Detailed Work Plan/Project Approach and Schedule ............................................................ 4 3. List of Executive and Professional Personnel .................................................................... 11 4. Hagerty’s Experience with Engagements of a Similar Scope ............................................. 12 D. Firm Overview ........................................................................................... 13 E. Personnel and References ............................................................................. 15 Primary Individuals to Provide Services to the City ................................................................... 15 Resumes .................................................................................................................................... 16 Client List of Relevant Projects .................................................................................................. 16 Hagerty’s Experience with the State of Florida........................................................................... 53 Specific Services Required to Complete the Engagement ......................................................... 55 Detailed Work Plan/Project Approach and Schedule .............................................................. 56 F. Other Relevant Experience ............................................................................. 65 Proposal Submittal Checklist Form ...................................................................... 68 Indemnification and Insurance Documents (Exhibit 2) ............................................... 70 Respondents Bid Form (Exhibit 3) ....................................................................... 76 Respondents Cost & Technical Proposal (Exhibit 4) .................................................. 80 Signed Contract Documents (Exhibit 6) ................................................................. 84 Respondents Qualification Statement ................................................................... 91 List of Proposed Subcontractors and Subconsultants and Principal Suppliers ................... 95 Non-Collusion Affidavit .................................................................................... 97 Public Entity Crimes and Conflicts of Interest ......................................................... 100 Drug Free Workplace ...................................................................................... 103 Acknowledgement of Conformance with OSHA Standards .......................................... 105 86 Page ii Affidavit Concerning Federal & State Vendor Listings ............................................... 107 Related Party Transaction Verification Form .......................................................... 109 Presentation Team Declaration / Affidavit of Representation ....................................... 112 Copies of All Issued Addenda (RFP Instructions for Respondent, Pt. 17) ........................ 114 Certificates of Competency / Applicable Licenses (RFP Instructions for Respondent, Pt. 17) 120 87 CHICAGO 1618 ORRINGTON AVE, SUITE 201 EVANSTON, IL 60201 847-492-8454 www.hagertyconsulting.com C. Cover Letter and Executive Summary November 19, 2021 Shari Kamali, City Manager City of South Miami 6130 Sunset Drive South Miami, FL 33143 Subject: Hagerty Consulting, Inc.’s Response to the City of South Miami Request for Proposal #FN2021-46 for “Disaster Cost Recovery Services” Hagerty Consulting, Inc. (Hagerty) is pleased to present our qualifications t o the City of South Miami (the City). Hagerty is a nationally recognized emergency management firm with a deep understanding of federal recovery programs, cost recovery, and pre -disaster support for recovery program implementation. Unlike many of our competitors, Hagerty specializes exclusively in helping communities prepare for , respond to, and recover from disasters; it is all that we do. For over 19 years, Hagerty has advised local governments and jurisdictions in successfully navigating disaster recovery grant programs. Our professionals have managed over $52 billion in disaster recovery funds since Hurricane Katrina . This knowledge and experience make us well positioned to advise the City on how to maximize disaster assistance funding. Hagerty greatly appreciates the consideration of the City. In submission of this proposal and by signing this letter, I certify that I am authorized to negotiate terms, render binding decisions, and commit Hagerty’s resources to the terms of this proposal. Should you have any questions or require any additional information, please do not hesitate to contact me. Sincerely, Katie Freeman, Director of Operations 1618 Orrington Avenue, Suite 201, Evanston, IL 60201 katie.freeman@hagertyconsulting.com P: 847-492-8454 x119 | M: 510-851-2664 | F: 847-859-1710 88 Page 4 Executive Summary 1. Qualifications to Perform the Services Hagerty leads the emergency management and disaster recovery industry in innovation. Our professionals specialize in providing beneficial solutions for our clients most complex recovery problems in a manner that is compliant and allowable under the many federal regulations, policies, and requirements. We offer the City: » Extensive federal cost reimbursement experience. Hagerty has in-depth knowledge of all federal, state, and local ordinances; statutes; laws; and regulations pertaining to cost recovery within the State of Florida, having managed over $2 billion for local governments within the State in the last two years alone. The $2 billion spans recovery funding streams, including Federal Emergency Management Agency (FEMA) Public Assistance (PA) and Hazard Mitigation Grant Program (HMGP) funds; Community Development Block Grant-Disaster Recovery (CDBG-DR) and -Mitigation (MIT); and Coronavirus Relief Fund (CRF) and the American Rescue Plan Act of 2021 (ARPA) Fiscal Recovery Funds (FRF). » Demonstrated success in developing applications for grant programs that impact housing and resilience. In 2021, two Hagerty clients impacted by Hurricane Michael were awarded over $65 million of CDBG funding through our support for their grant applications. Hagerty works proactively with our clients to incorporate pre- and post-disaster grants to achieve optimal results, as well as minimize financial burden to the local governments by layering funding to cover federal cost shares. Currently, Hagerty is supporting jurisdictions in the Florida Panhandle to layer HMGP funding and CDBG-DR funds to significantly reduce the local cost share. » National leadership in National Disaster Recovery Framework (NDRF) planning and operations. Hagerty has managed efforts for organizations such as Chatham County, Georgia; the State of California; and the Commonwealth of Massachusetts (among others). Notably, Hagerty has been directly involved in the operational implementation of Recovery Support Functions (RSFs); deploying across the nation as a contractor to FEMA to provide technical assistance to communities like Tuscaloosa, Alabama following a tornado outbreak in 2011. Further, we have been collaborating with stakeholders across California to implement RSF structures to support recovery following the Camp Fire, serving as the lead and coordinator for each RSF and ensuring lessons learned were carried forward into RSF operations for novel coronavirus (COVID-19) long-term recovery. 2. Detailed Work Plan/Project Approach and Schedule The following provides a summary of Hagerty’s approach to support each of the deliverables sought by the City in the Request for Proposals (RFP) #FN2021-46. Deliverable 1: Cost Recovery Program Implementation Training Hagerty understands the focus and the emphasis associated with a review of plans, policies, and procedures to enhance the City’s capabilities associated with cost recovery, as well as overall response and recovery management. Hagerty will initiate this specific task with a review of the City’s existing Cost Recovery Guide, 89 Page 5 as well as administrative code, timesheet, and activity description format and payroll policies. We will supplement our review with our expertise in recovery regulatory systems, available resources, and communication systems critical to preparedness, response, and recovery in the City. Our review will focus on current policies, procedures, and plans; documentation and tracking systems; and information flows. Based on this review, Hagerty will develop a training leveraging the ADDIE (Analysis, Design, Development, Implementation, Evaluation) appraoch, including web-based trainings for City employees to understand roles and responsibilities in cost recovery so that these professionals can rec eive on-demand training at the start of each hurricane season. Contingent on the specific tasks required by the City, Hagerty will also develop exercises leveraging the Homeland Security Exercise and Evaluation Program (HSEEP) approach, including a multi-disciplinary exercise planning team to ensure exercises are comprehensive and comprehensively address the functions of the City. Schedule: Cost Recovery Planning and Readiness Services Task Deadline for Completion* Dependencies Kick-Off Meeting T+ 1 week Or at discretion of the City. City Employee Interviews and Facilitated Group Discussions T+ 2 weeks Dependent on availability of City Employees for interviews and group discussions. Evaluation of Existing Plans, Procedures, and Systems T+ 4 weeks Two weeks from when all plans/policies are provided by the City to Hagerty and the completion of interviews/discussions. Department Specific Action Guides T+ 6 weeks Recommendation Report on Revisions to City’s Initial Damage Assessment Process T+ 6 weeks Preliminary Review of Findings T+ 6 weeks Final Review of Findings T+ 7 weeks Federal Grant Program Training Course T+ 10 weeks Delivery of Training Program on Damage Assessment Process T+ 11 weeks Delivery of HSEEP Exercises on Disaster Recovery and Reimbursement System T+ 15 weeks Deliverable 2: Cost Recovery Operational Services The following provides an overview of Hagerty’s approach to the cost recovery needs of the City, inclusive of support during the response and recovery phases, allowing our professionals to integrate seamlessly into the City’s cost recovery response operation. 90 Page 6 A. EMERGENCY AND RECOVERY OPERATIONS CENTERS AND FEDERAL JOINT FIELD OFFICE Hagerty understands the importance of coordination between agencies as early as possible to ensure a properly coordinated response, whether the event has notice or not. Hagerty will be proactive, engaging the City prior to an event (if notice is possible) or within 24 hours of a no-notice event. Hagerty offers the City more than 41 full-time employees based out of the State of Florida and leverages our nationwide cadre to surge based on the needs of the City for both response and recovery. All members of our cadre are trained to meet qualifications and positions identified by FEMA and our clients, with both formal Emergency Management Institute (EMI) training and field-based training. Once the City communicates their need (e.g., number of staff, skill sets, roles to perform, etc.), Hagerty will mobilize a comprehensive team to meet that need. The following provides an overview of Hagerty’s capabilities in disaster response and recovery. Data Collection During Response and Early Recovery for City Departments To support accuracy in documentation, Hagerty will conduct quality control checks on an end-of-shift basis during the response period until the necessary documentation is being consist ently submitted to the level of detail needed. Hagerty will coordinate data collection and ensure all departments are providing the necessary documentation daily. The Data Point of Contact (POC) will provide information to the City daily to enable the City to make necessary announcements during daily briefings. Points of Contact for FEMA and Florida Division of Emergency Management At the request of the City, the Hagerty team will serve as the primary POCs for FEMA (including the federal Joint Field Office [JFO] and the FEMA Program Delivery Manager [PDMG]). Hagerty will participate in the daily State call to ensure we are fully briefed on State priorities and how they are in line with the City’s needs. Hagerty will continue in this role, scheduling weekly meetings with the PDMG and Program Delivery Task Force Leader (PDTFL). If sufficient progress is not being made to meet the needs of the City, Hagerty has been successful in advocating for weekly meetings with FEMA and Florida Division of Emergency Management (FDEM) leadership, including the Federal Coordinating Officer (FCO), and State Public Assistance Officer, to ensure timely and continued progress in project development and obligation. B . DAMAGE ASSESSMENTS Upon activation of services, Hagerty will provide immediate support to the City with the State Initial Damage Assessment (IDA) and, subsequently, the joint FEMA/State/local Preliminary Damage Assessment (PDA) processes for the PA Program. After collecting and submitting the IDAs, Hagerty will immediately support the City in developing the plan for joint PDAs. Hagerty will assist the City in developing a comprehensive understanding of and the required documentation of the magnitude, severity , impact, and extent of the disaster, and we can utilize the FEMA Damage Inventory Spreadsheet (from Grants Portal) to minimize duplicative efforts later in the recovery. Once a presidential declaration has been made, Hagerty will support the City in the development and submission of the Request for Public Assistance (RPA). C. FEMA PUBLIC ASSISTANCE SUPPORT Hagerty will provide comprehensive services that address all aspects of the PA Program . Hagerty will support the entire grant life cycle: from the development of damages inventory; damage description and 91 Page 7 dimensions (DDD); and scope of work (SOW) cost estimates (including quality assurance/quality control [QA/QC] to grant closeout). Hagerty will consider the full range of programs to find the best fit, including Alternate Projects, Improved Projects, Section 428 PA Alternative Procedures (PAAP), and special considerations such as Environmental and Historic Preservation (EHP) requirements. Hagerty excels at proactively resolving eligibility and program expense issues, and we have an excellent record of successfully closing out projects. Initial Support During the PDA process, Hagerty will begin developing the initial projected expendit ures for FEMA Categories A-G work, utilizing the Grants Portal Damage Inventory Spreadsheet. Simultaneously , Hagerty will identify the skillsets needed to support the development of the City’s FEMA PA A-G Projects (e.g., structural engineering, mechanical engineering, and wastewater specialists). Hagerty will support City during the applicant briefing by FDEM, the FEMA exploratory call, and recovery scoping meeting. The use of the Grants Portal Damage Inventory Spreadsheet will enable the City to stay ahead of FEMA’s expectations, having a first draft at both the exploratory call and recovery scoping meeting to ensure FEMA understands the comprehensive needs of the City. All conversations with the City’s PDMG will be documented anticipating the high FEMA turnover of PDMGs. Hagerty’s team will be proactive in Grants Portal even prior to a declaration to ensure the City’s current personnel plans and procedures , as well as the insurance policies, are uploaded to the organization profile prior to an event even occurring. After a declaration, Hagerty’s Data POC and team will begin identifying activated contracts and executed contracts during the emergency period and will start formulating procurement documentation packages utilizing FEMA’s Procurement Disaster Assistance Team (PDAT) Checklist and acquiring FDEM review on any contracts executed under emergency and exigency circumstances. This will enable a more efficient development and review of projects later in the process. GENERAL FINANCIAL / GRANT MANAGEMENT SUPPORT As short-term recovery transitions into intermediate recovery, the Hagerty team will support financial and grant management tasks. In collaboration with the City’s departments, Hagerty will map out a documentation process facilitating documentation review it prior to RFP release, contract issuance, or invoice payment. Once the response period concludes and the City transitions into recovery, Hagerty will begin implementing the use of Hagerty’s customizable Grants Management System (GMS). Hagerty will meet with the City to identify the reporting schedule and what information the City wants to regularly track, such as anticipated timelines, task specific updates, and action items. Hagerty will provide regular reports to the primary POC for submittal to senior leadership. All steps in the project development process will be recorded and tracked within Hagerty’s GMS system. 92 Page 8 Hagerty created our GMS using the QuickBase® platform which will be customized to better support the City in order to track City expenditures and grant funds and provide a single repository of information and file retention for future audits. GMS can be populated by exports from the City’s general ledger, ensuring Hagerty is prompted to identify documentation for every disaster event expenditure. GMS is programmed to produce data that is necessary to populate FEMA cost summaries for FEMA project submission. Additionally, GMS will be regularly synced with Grants Portal and FloridaPA. Identified point people within City departments will be given access to GMS to upload documentation, which will then be reviewed and sorted by Hagerty documentation specialists to be assigned to a given PA project or other funding stream. All costs related to GMS have been successfully reimbursed on previous disasters as direct administrative costs or the new Section 324 Management Costs. D. PROJECT MANAGMENT Shortly, after the project initiation, our professionals will develop and implement a comprehensive documentation and information plan to facilitate timely, efficient, and comprehensive grant claims. We will group recovery projects into the categories of work eligible for funding and break ea ch category down to individual projects that will be captured in the grant application. Hagerty will then compile the information necessary to complete projects, including cost estimates and summaries. Our approach to grant formulation begins with development of SOW and extends through QA/QC reviews. To complement this effort, Hagerty will track do-outs and create action lists for the FEMA PDMG and PDTFL. Each do-out will be given an estimated completion date. All communications will be documented utilizing post-meeting notes to ensure all decisions are tracked to minimize disruption when FEMA turnover occurs. Additionally, Hagerty will establish weekly meetings with appropriate City department heads or their designees, resulting in action tracking for those departments. If desired by the City, Hagerty will collect the necessary documentation directly to minimize disruption to the department’s normal responsibilities. E. CLOSEOUT SUPPORT, APPEALS , AND AUDITS Depending on the needs of the City, Hagerty will support project closeout tasks, including ensuring all damages and costs are accounted for, and that no cost overrun or underrun exists; participating and/or facilitating final site inspections with FDEM as needed; analyzing FDEM Financial Summary Reports and FEMA Closeout Requests to ensure that FDEM’s findings and recommendations are reflective and in support of the City’s understanding; and analyzing FEMA Project Worksheet (PW) closeout determinations to determine whether an appeal is warranted. To ensure that closeout is done in compliance with all requirements, Hagerty’s strategy to prepare for an audit starts from the very beginning of project formulation. Hagerty’s GMS Supports Cash Flow Management 93 Page 9 Hagerty strives to prepare highly detailed, audit-ready projects that contain accurate information at a high level, but also provide the necessary supporting documentation to validate the information in the project. Hagerty recognizes that some eligibility disputes may not be immediately resolved and resu lt in an appeal. We provide comprehensive support in the formulation of appeals, as well as review and tracking of PWs to ensure applicants do not lose their right to appeal due to a missed deadline. Schedule: Cost Recovery Operations Task Deadline for Completion* Dependencies Kick-Off Call or Meeting Notice: T*- 5 days No Notice: T+ 24 hours Or at discretion of the City. Establish POC Contact and Deployment of Initial Team Notice: T- 5 days No Notice: T+ 24 hours Or at discretion of City. Dependent on team’s ability to travel to emergency operations center (EOC) for a no-notice event. Travel may not be appropriate dependent on the type of event, such as a pandemic. Establishment of Data Collection POC Notice: T- 5 days No Notice: T+ 48 hours Dependent on team’s ability to travel to EOC for a no-notice event or time to remotely set up communications and reinforce procedures established within the City’s plan. Deployment of Additional Key Staffing Ongoing – 48 hours from identification of need by City or approved recommendation from Hagerty Initial Damage Assessments T + 7 days to 2 weeks May not be necessary if pre-disaster declaration made. Timeframe is dependent on the severity of the disaster. Preliminary Damage Assessments T+ 7 days to 1 month Schedule is dependent on FDEM and FEMA. RPA Submission D** + 1 week Exploratory Phone Call D+ 4 weeks to 4 months Dependent on FDEM and FEMA RPA processing, PDMG assignment, and PDMG scheduling. Recovery Scoping Meeting D+ 6 weeks to 5 months Dependent on date Exploratory Call is completed and PDMG availability. Completion of All Site Inspections R***+ 0 weeks to 1 year 6 months Dependent on if site inspections are required (not required for only A and/or B events), number of damaged sites, complexity of damages, availability of FEMA site inspectors, availability of architects and engineers, FEMA staff turnover, etc. 94 Page 10 Deliverable 4: Other Grant Support Hagerty excels in the creative and innovative use of the full arsenal of federal recovery programs on behalf of our clients. Our approach to these services, including ARPA, HMGP, and CDBG-DR, is detailed below. ARPA FIS CAL RECOVERY FUNDS We combine our strategic, financial, and operational expertise to support our clients’ recovery efforts and help them successfully implement ARPA and other federal funding. Our approach is grounded in a comprehensive recovery perspectiv e and framework which helps our clients speed recovery, think creatively, and reimagine how services, programs, and investments can deliver short - and long-term benefits. We offer the City detailed, on-the-ground expertise managing federal and state grants and programs, which helps our clients maintain compliance, prevent negative audit findings, and avoid returning grant funds. Hagerty’s support to the City may include: 1. Program Implementation: Identifying and evaluating the City’s management, monitoring, and reporting workflows to determine what can be adapted for ARPA program implementation. 2. Policy and Eligibility: Executing policy updates and eligibility reviews through our centralized policy team, proactively providing our City with updates as the specific policies of federal agencies evolve. 3. Financial Management and Reporting: Integrating the City’s financial systems and document storage practices to collect information with minimal disruption to normal City operations while ensuring adherence to federal reporting requirements. 4. Compliance and Auditing: Developing City-specific program administration tools and other standardized resources for City-wide use, including compliance checklists. SECTION 406 AND 404 HAZARD MITIGATION SUPPPORT Every FEMA PA Program permanent work project will be assessed for potential 406 mitigation opportunities, on top of the Code and Standards requirements within the State of Florida. Our professionals understand how to maximize the available mitigation dollars under 406 for both permanent work under the standard PA Program and under the Section 428 PAAP Program for alternate projects. We will utilize the PA Program and Policy Guide Appendix J to seek up to 100 percent, on top of the project costs in pre-approved mitigation measures and developing the Benefit Cost Analyses (BCA) for mitigation measures not on the approved list. CDBG-DR AND CDBG-MIT PROGRAM Hagerty has a diverse background in assisting disaster-impacted communities eligible to receive CDBG-DR and CDBG-MIT funds for long-term recovery needs following a major disaster. Because of our understanding of these Programs, we offer the right professionals across all program phases. Hagerty’s approach to supporting the City may include development of unmet needs assessments (UNAs) and action plans; coordination with City departments and stakeholders to identify potential projects ; development of grant applications and submission to the Florida Department of Economic Opportunity (DEO); coordination with the DEO through application review; support for City through project initiation to ensure compliance with all federal, state, and local requirements and regulations; and grant financial tracking, reporting, and closeout. 95 Page 11 Schedule: Other Grant Support Task Deadline for Completion* Dependencies Initial Identification of 404/406 Project Opportunities T+ 4 months to 1 year Dependent on the level of damages and City staff availability to meet to discuss. Identification of projects will be ongoing up until the deadline set by FEMA, FDEM, or the City. Submission of 404/406 Projects TBD FEMA will set a due date for 404/406 Projects. Dependent on the availability of funding from the event. Completion of 404/406 Project Construction TBD Dependent on FEMA processing of applications and City’s decision on when to commence construction. 404/406 Closeout TBD Dependent on construction schedule. CDBG-DR TBD Timeframe is dependent on Federal Appropriations and implementation by United States (US) Department of Housing and Urban Development (HUD). 3. List of Executive and Professional Personnel Hagerty’s staffing approach is designed to be agile and responsive to the direct needs of the City. The following provides a list of the key members of the proposed Hagerty team, with brief examples of similar prior work experience and the percentage of project time estimated to be spent by each individual. All professionals are currently anticipated to support the City for the duration of the contract. Proposed Personnel and Role Relevant Experience Availability Mark O’Mara, Project Executive New York City (NYC) Superstorm Sandy Recovery, City of Panama City, Hurricane Michael Recovery 2 Percent Tanya Shannon, Project Manager Miami-Dade County COVID-19 Recovery, Town of Surfside Champlain Building Collapse 8 Percent André McIntosh, Deputy Project Manager Miami-Dade County COVID-19 Recovery, Town of Surfside Champlain Building Collapse 30 Percent Sherlie Valentin Vazquez, Program Compliance and Project Formulation Specialist Town of Surfside Champlain Building Collapse, Miami-Dade County COVID-19 Recovery 30 Percent Kristen Kerr, ARPA and Compliance Specialist Pinellas County ARPA Recovery Support, City of Santa Rosa ARPA Funding 10 Percent John Hageman, ARPA and Municipal Financial Management Subject Matter Expert City of Santa Rosa ARPA Funding, Nueces County ARPA Support As Needed Jamie McNease, CDBG-DR and MIT Lead City of Panama City Beach, Hurricane Michael Recovery, City of Panama City, Hurricane Michael Recovery 10 Percent Brock Long, Senior Project Advisor Former FEMA Administrator As Needed Amelia Muccio, Mitigation Lead NYC Superstorm Sandy Recovery, City of Panama City Beach Disaster Recovery Services 10 Percent 96 Page 12 4. Hagerty’s Experience with Engagements of a Similar Scope At Hagerty, we understand the importance of our past performance to demonstrate our capability to successfully partner with the City. We have a strong history of managing complex, intertwined emergency management and disaster recovery programs that require significant stakeholder engagement. Summary of Recent Examples of Hagerty’s Prior Engagements Client and Project Alignment with the City’s Scope of Services City of Panama City, FL, Disaster Recovery Consultant Services Hagerty performed several integrated projects concurrently to address the impacts of Hurricane Michael in the Florida Panhandle, which included an UNA, Recovery Action and Redevelopment Plan, Master Plan for the Downtown, and Economic Development Strategy over a compressed six-months timeline. This was in addition to providing comprehensive grants management support to the City of Panama City. Key Staff: Mark O’Mara, Tanya Shannon, Jamie McNease, Amelia Muccio, Lee County, FL, Disaster Management Services Hagerty has provided various disaster preparedness, response, and recovery services to Lee County, FL since 2016. This has included the Southwest Florida Regional Evacuation Plan and Exercise, Joint Unified Local Mitigation Strategy, Healthcare Coalition Hurricane Irma After-Action Report (AAR), the Hurricane Irma AAR, Recovery and Cost Recovery Planning, and Disaster Management and Administration Services. Key Staff: Tanya Shannon Miami-Dade County, FL, COVID-19 Cost Recovery We currently have a team of approximately 37 individuals working with Miami-Dade County on Hurricane Irma, COVID-19, and Champlain Building Collapse recovery support. Recovery and response staff are cross trained to be able to support in both capacities, enabling a smooth transition from response to recovery, documenting efforts along the way to enable an efficient cost recovery. Key Staff: Tanya Shannon, Andre McIntosh, Kristen Kerr, Sherlie Valentin Vazquez Town of Surfside, FL, Disaster Recovery Support Hagerty was engaged through an emergency contract following the collapse of the Champlain Towers in Surfside, Florida, with personnel arriving onsite within two days of the event to guide the town through the FEMA PA recovery process. Hagerty coordinated all communication with FEMA and FDEM, coordinated scope with the other FEMA applicants such as Miami -Dade County, and all the Mutual Aid providers. Hagerty staff collected and reviewed all required documents to formulate FEMA projects and capture all costs eligible for FEMA reimbursement, prior to submission to FEMA. Key Staff: Tanya Shannon, Andre McIntosh, Kristen Kerr, Sherlie Valentin Vazquez Nueces County, TX, Disaster Recovery Support Services Hagerty has and continues to support Nueces County, Texas, and its preparedness and recovery activities, including support for concurrent disasters like Hurricane Hanna, Winter Storm Uri, and COVID-19. Key Staff: Mark O’Mara Kristen Kerr, John Hageman 97 Page 13 D. Firm Overview The following presents key corporate information for Hagerty, followed by our corporate organization chart and the location of our Florida office that will serve the City throughout the engagement. Additional information regarding our proposed project team, inclusive of key personnel resumes , has also been included for consideration. Full Legal Name for Hagerty Full Legal Name Hagerty Consulting, Inc. Hagerty has been providing services related to disaster and emergency management since our inception in 2001 and subsequent incorporation as a registered S-Corporation in 2002. Now, Hagerty’s internal organizational structure consists of four Divisions: Preparedness, Mitigation, Response, and Recovery. These Divisions combine to support clients like the City, particularly where our clients are looking for significant strategic and planning guidance associated with recovery operations. We call this the One Hagerty approach. Hagerty has successfully deployed dynamic teams using the One Hagerty approach to support clients in engagements ranging from grants management, hazard mitigation, emergency management, preparedness training, and systems design services and more. In the past five years alone, Hagerty has supported more than 500 projects at the local, state, and federal levels, including emergency planning and exercises for some of our nation’s largest cities and at the municipal level in Florida. Work performed under the resulting contract will be based out of our Tallahassee office located at Regus 113 S Monroe St 1st Floor Tallahassee, FL 32301, supported by Operations, Finance, and Executive staff based out of our Evanston, Illinois headquarters with the contact phone number 847-492-8454. The following presents key corporate information for Hagerty, including the individual responsible for the submittal. Summary of Corporate Information for Hagerty a. Name of Firm Submitting Responding to the Solicitation Hagerty Consulting, Inc. b. Name and Title of Individual Responsible for the Submittal Katie Freeman, Director of Operations c. Mailing and E-Mail Addresses Mailing Address: 1618 Orrington Avenue, Suite 201, Evanston, IL 60201 E-Mail Address: katie.freeman@hagertyconsulting.com d. Telephone and Facsimile Numbers Telephone Number: 847-492-8454x119 Facsimile Number: 847-859-1710 Hagerty’s Florida Office 113 S Monroe St. 1st Floor Tallahassee, FL 32301 98 Page 14 Organizational Structure of Hagerty Internal Corporation Functions President Steve Hagerty Chief Operating Officer Brad Grining Vice Presidents Director of Recovery Mark O’Mara Recovery Staff Director of Preparedness Kyle McPhee Preparedness Staff Director of Response Lee Mayfield Response Staff Director of Mitigation Amelia Muccio Mitigation Staff Senior Leadership Executive Chairman Brock Long Senior Advisor for Community Recovery Stan Gimont Practice Leader, Disaster Operations and Crisis Management Liam O’Keefe Regional Client Services Director Cris McCombs Brian Baker Garrett Ingoglia Matt Hochstein Jeff Bokser Anthony Trasatti Operations Human Resources Marketing and Communications Contracts and Risk Management Finance and Accounting Information Technology Talent Acquisition Deputy Director of Infrastructure Resilience Savita Goel Senior Managers Vanessa Castillo Scott Baldwin Liston Conrad Senior Managing Associate Lauren Dozier Deputy Director Nicole Morales Senior Managing Associate Lev Tobias Director of Community Development Block Grant (CDBG) Operations Dennis Gonzalez Deputy Directors Meghan Tosto Ari Renoni Kevin Fuller Tanya Shannon Chris Thomas Director of Resilience April Geruso Deputy Director David Schuld 99 Page 15 E. Personnel and References Primary Individuals to Provide Services to the City The success of any project is directly related to the people assigned to it. At Hagerty, the leadership of the firm is directly involved in key staffing decisions to ensure our management teams have the requisite experience as well as the intangible ingredients necessary to create a team with synergy. We also ensure, to the greatest extent possible, that all key team members are committed to working on the project and seeing it through to completion. Hagerty intends to draw from the team presented below to execute on the scope of services and will tailor our staffing plan to meet City resource needs with qualified individuals from our pool of 450 full-time employees and over 1,000 independent consultants. Detailed resumes inclusive of similar project experience, education, expertise, qualifications, and training experience have been pr ovided immediately following this section. 100 Page 16 Resumes See next page. 101 Mark O’Mara Project Executive Page 17 Professional Bio Mr. Mark O’Mara is a highly skilled project manager and construction administration specialist, having worked on six presidentially declared disasters following hurricanes, tornadoes, severe winter storms, and flooding. His design and construction experience encompasses technical architectural consultancy, financial documentation reconciliation, and policy advising. Mr. O’Mara’s experience includes the design and construction of multi-million-dollar buildings in the private sector, utilizing his expertise in helping communities rebuild after disasters. He has been instrumental in the Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program, holding more than five years of experience in examining projects, developing damage descriptions, cost estimates, advice on future actions, and appropriate funding documentation. Relevant Professional Experience Subject Matter Expert | Wyoming Department of Homeland Security COVID-19 Recovery Support | Hagerty Consulting, Inc. » Analyzing all Wyoming Coronavirus Relief Fund (CRF) allocations and the associated expenditures to identify any potential duplicative eligibility with FEMA PA, Housing and Urban Development (HUD) Community Development Block Grant – Coronavirus (CDBG-CV), and other federal grant programs. Project Manager | Hurricane Sandy Recovery | New York City » Managed and oversaw a team of engineers, architects, analysts, and cost estimators in the data collection, development, and formulation of FEMA PA grants, capturing approximately $1.1 billion of costs incurred by the New York City (NYC) Department of Parks and Recreation (DPR or Parks) as a direct result of Hurricane Sandy. » Advised the NYC on grants including: FEMA PA, 428 PA Alternative Procedures Pilot Program, 406 Hazard Mitigation, 404 Hazard Mitigation Grant Program (HMGP) and the HUD Community Development Block Grant- Disaster Recovery (CDBG-DR) Program. Proactively developed procedures to ensure complete damage cost capturing (force account labor, contract, etc.), 406 Hazard Mitigation Proposals, project scope and procurement compliance, and project payment request grant draw downs. Education » Bachelor of Arts, University of Tennessee, 2004 Training / Certifications » Leadership in Energy and Environmental Design (LEED) Accredited Professional, Building Design and Construction – United States (US) Green Building Council » Construction Documents Technologist - Construction Specifications Institute » Construction Specifications Certification Relevant Highlights » Construction document technologist » Recovery efforts for six presidential disaster declarations including hurricanes, tornadoes, floods, and severe winter storms/snowfall » Disaster recovery experience with hurricanes Katrina and Sandy » NYC Department of Parks and Recreations Capital Division Team Lead » Maximized eligible reimbursement for approximately 125 PWs, totaling $850 million » Strong proposals/presentations » Pre-construction/estimating management 102 Mark O’Mara Project Executive Page 18 » Completed detailed reconciliation of Hurricane Sandy expenditures for strict fiscal management , and directly increased the NYC’s FEMA PA funding by more than $450 million. FEMA PA Grants Development / Project Specialist | Hurricane Irene Recovery | New York City » Assessed and oversaw over $50 million in Project Worksheet (PW) grants. » Advised large public institutions, jurisdictions, and municipalities of FEMA PA eligibility requirements. Developed damage descriptions, scopes of work, cost estimates, mitigation proposals, and construction schedules to advise FEMA on future actions and appropriation of funding. Performed detailed eligibility reviews of public sector applicant's financial documentation of disaster-related costs including force account payroll, invoices, purchase orders, quotes, proofs of payment, and contracts. Specialized in healthcare, private non-profits, and higher education facilities. FEMA PA Grants Development / Project Specialist | Alabama Severe Storms | Dewberry » Developed damage descriptions, scopes of work, cost estimates, mitigation proposals, and 50 percent rule calculations to advise FEMA on future actions and appropriation of funding. » Developed innovative design and funding solutions to allow community tornado shelters to be funded through the FEMA PA 406 mitigation program and the 404 HMGP. Specialized in K -12 education facilities and tornado shelters. FEMA PA Grants Development / Project Specialist | New York Severe Storms Recovery | State of New York » Developed damage descriptions, scopes of work, cost estimates, and mitigation proposals to advise FEMA on future actions and appropriation of funding. » Worked closely with Environmental and Historical Preservation (EHP) teams to ensure project compliance and conformance to all applicable federal, state, and local laws. FEMA PA Grants Development / Project Specialist | Illinois Snow Event | Dewberry » Developed damage descriptions, scopes of work, and cost estimates for Categories A and B projects. » Successfully secured all documentation for substantiation for projects in Category A and B. Total obligation was more than $6 million. FEMA PA Grants Development / Project Specialist | Mississippi Hurricane Katrina » Assessed and oversaw over $250 million in PW grants. » Developed innovative methods of determining eligible reimbursement for Applicants with limited or completely missing documentation allowable under the Stafford Act and supplemental policy. Developed damage descriptions, scopes of work, cost estimates, mitigation proposals, and 50% Rule calculations to advise FEMA on future actions and appropriation of funding. Advised large public institutions, jurisdictions, and municipalities of FEMA PA eligibility requirements. Specialized in K-12 education facilities. 103 Mark O’Mara Project Executive Page 19 Employment History Hagerty Consulting, Inc., Recovery Sales Manager / Project Manager, 2013 to Present Cannon Design, Project Manager, 2008 to 2013 Dewberry, Architectural Consultant, 2005 to 2012 Alliance Management Services, Architectural Consultant, 2005 to 2006 104 Tanya Shannon Project Manager Page 20 Professional Bio Mrs. Tanya Shannon is an emergency management professional with 12 years of experience, and has been certified as completing the Federal Emergency Management Agency (FEMA) Professional Development Series. Mrs. Shannon serves as the Project Manager for local jurisdictions throughout the State of Florida and other areas overseeing recoveries from natural disasters and novel coronavirus (COVID-19). With expertise in the FEMA Public Assistance (PA) Program, she has improved the process of and trained professionals in the Section 428 Public Assistance Alternative Procedures (PAAP) Pilot Program and New Delivery Model throughout the US. Specifically, Mrs. Shannon developed curriculum and a training strategy for 1,200 PA, Mitigation, and Environmental and Historic Preservation (EHP) staff on Section 428 to support Puerto Rico’s recovery from Hurricane Maria and 1,800 FEMA re sponders for Hurricane Harvey and Irma. She supported the setup of PA operations on 116 declared disasters nationwide from 2016-2018 coordinating training and strategic planning support for FEMA and State/Territory Field Leadership. She managed a team of 70+ PA instructors imbedded in field operations providing training and technical assistance to FEMA, recipient, and sub-recipient assets. In addition to her PA training expertise, she is skilled in immigration services project management. Mrs. Shannon served as the Director of both the Survivors of Human Trafficking and Immigration Legal Services Programs for the US Department of Health and Human Services (DHHS)-funded Opening Doors Inc. (ODI), where she developed the Emergency Operations Plan (EOP), conduc ted needs assessments, designed individual action plans, and represented clients before the Department of Homeland Security (DHS) and US Citizenship and Immigration Services (USCIS). Relevant Professional Experience Project Manager | Hurricane Michael Recovery | Hagerty Consulting, Inc. » Oversaw the recovery of 14 local jurisdictions in their recovery from Hurricane Michael working with clients to develop their wholistic recovery strategy, layering funding opportunities from FEMA PA, Community Disaster Block Grants – Disaster Recovery (CDBG-DR), FEMA Hazard Mitigation Grant Program (HMGP), and other client specific funding sources to address mental health issues caused by the disaster and addressing the long -term housing issues. Education » Master of Public Administration (MPA), Florida State University, 2013 » Graduate Certification in Emergency Management and Homeland Security, Florida State University, 2013 » Bachelor of Arts, University of California, Davis, 2010 Relevant Highlights » Coordinated the cost recovery strategy for a large metropolitan local jurisdiction for COVID-19 totaling over $1.3 billion of FEMA and CARES Act funding » Oversaw the $1.2 billion recovery for 14 local jurisdictions for Hurricane Michael » Developed strategy to train over 2,600 PA, Mitigation, and EHP assets including FEMA staff and Rehired Annuitant Organization (RAO) United States Army Corps of Engineers (USACE) for Hurricanes Florence, Michael, Harvey, and Irma in coordination with senior leadership from PA Cadre Management and field leadership » Managed and lead a team of 70+ remote instructors to deliver PA Training, New PA Model mentoring support, and Grants Manager/Grants Portal SME 105 Tanya Shannon Project Manager Page 21 Project Manager | COVID-19 Recovery for Miami-Dade County | Hagerty Consulting, Inc. » Developed the cost recovery strategy for a large metropolitan client in their financial recovery from COVID -19. This included an analysis of the 19 different grants the client was receiving from Federal sources, working with the 20+ department heads to identify the best use of funds in line with leadership priorities, and designing then implementing programs to distribute Coronavirus Relief Funds (CRF) to the public for eligible uses. » Oversaw the distribution of $100 million of CRF funding to municipalities within the client’s jurisdiction to reimburse eligible expenses and coordinating the distribution of $25 million of CRF to cover overdue rent for targeted populations. Project Manager | COVID-19 Recovery for Florida Division of Emergency Management (FDEM) | Hagerty Consulting, Inc. » Provided FEMA PA COVID-19 and Coronavirus Aid, Relief, and Economic Security (CARES) Act policy subject matter expertise to multiple jurisdictions. PA Training Section Chief | FEMA | Washington, DC » Oversaw the recruitment and hiring of 33 full time staff and 40 contract instructors. » supervised the development and implementation of a strategy to increase section to 57 individuals. » Developed strategy to train over 800 PA, Mitigation, and EHP assets including FEMA staff and RAO USACE for Hurricanes Florence and Michael in coordination with senior leadership from Workforce Development Divis ion (WDD), Center for Domestic Preparedness (CDP), Cadre Management, and field leadership. » Developed curriculum and training strategy for Puerto Rico’s Hurricane Maria recovery for 1,200 staff on the new Section 428 PAAP policy, Bipartisan Budget Act authorities, and sector-based approach. » Developed training strategy and budget for the implementation of the Disaster Recovery Reform Act stipulations and authorities. » Served on a temporary assignment as Acting PA Cadre Coordinator, overseeing the management and deployment of the 1,900 PA Cadre for all newly declared disasters and Harvey, Irma , and Maria (HIM) Hurricanes within this period. In addition, oversaw the kickoff of the hiring initiative within the Reservist Cadre and local hires to compensate for significant staffing shortages. PA Training Team Lead | FEMA | Washington, DC » Developed strategy to train more than 2,000 PA assets including FEMA staff, Technical Assistance Contract (TAC), and RAO USACE for Hurricanes Harvey, Irma, and Maria in coordinatio n with senior leadership from WDD, EMI, Cadre Management, and field leadership; Supervised a remote team of over 45 instructors dedicated to the training mission requirements set by PA, Field Leadership, and Consolidated Resource Centers (CRCs). » Developed mechanism to report assessments of individuals reporting to the JFOs to ensure New Model field leadership has visibility on the skills of staff reporting. » Coordinated with Missouri, Texas, Florida, Georgia, South Carolina, and Louisiana field leadership to provide on -the- ground training support for New PA Model disasters. » Served as Key Speaker at 2017 PA Workshop training 50+ states and territories on the New PA Delivery Model. » Managed and led a team of 14 remote instructors to deliver FEMA Qualification System (FQS) PA Training, New PA Model mentoring support, and Grants Manager/Grants Portal Subject Matter Expert (SME) support nationwide. 106 Tanya Shannon Project Manager Page 22 » Managed the design and regular updating of the PA’s seven 508 compliant FQS New Model courses. » Developed the strategy and managed the implementation of the “New PA for Recipients and Applicants course,” coordinating with regions and states to enact a force multiplying strategy to train States, Locals, Tribes, and Territories (SLTT) on the New PA Model, Grants Portal, and best practices. » Developed the strategy and managing of the development of 28 independent studies for the SLTT audience. » Developed and managed the Grants Manager/Grants Portal Hotline including the recruitment and training of hotline and budgetary requirements and recommendations for PA leadership in meeting blue sky and grey sky training requirements. » Trained 1,400 individuals in 70 course offerings between October 2016 and June 2017. » Managed the PA training operations at the Atlanta Reception, Staging, Onward Movement, Integration (RSOI) for Hurricane Matthew and at the Denton CRC managing a team of 12 individuals and training over 500 individuals in the PA New Delivery Model and old delivery model. » Developed and implemented a training strategy to train regional staff on PA New Delivery Model incorporating Grants Manager and Grants Portal. Assistant Reservist Program Manager | FEMA | Washington, DC » Identified reporting needs for PA cadre, developed methods to procure data via the Deployment Tracking System and other FEMA systems, developed tools to simply and effectively present information, and wrote a Standard Operating Procedure (SOP) manual. Managed data management system for the re-titling of more than 1,500 PA Cadre personnel as part of the implementation of the New PA Delivery Model. Trained as Infrastructure Assets Group Supervisor in the National Response Coordination Center (NRCC) and acted in role during FEMA’s 2016 Eagle Horizon Continuity of Operations (COOP) Exercise. Program Coordinator | Center for Disaster Risk Policy (CDRP) at Florida State University | Tallahassee, FL » Designed recovery portion of the 2015 Florida Statewide Hurricane Exercise Phase 3 Full -Scale Exercise (FSE) and Phase 4 Tabletop Exercise (TTX). » Collaborated with Florida Division of Emergency Management’s (FDEM) Bureau of Recovery, FEMA, and Emergency Support Functions (ESFs) with recovery responsibilities and facilitated delivery of federal disaster programs. » Researched and analyzed pre and post disaster recovery planning best practices, presented these findings to the exercise design team, and incorporated findings into functional and TTX injects. » Provided technical assistance to support exercise personnel in methods to conduct Initial Damage Assessment numbers analysis. » Prioritized joint Preliminary Damage Assessment (PDA) efforts, better met the needs of the exercise scenario, and identified training requirements prior to the exercise. » Designed, wrote, and facilitated functional exercise (FE) and TTX from information collected from Exercise Design Team (EDT) to meet goals set by ESFs, agencies, and 67 county jurisdictions. » Introduced use of the online system, Go-To-Training, to facilitate the Phase 4 TTX to engage participating counties more effectively with over 20 state, federal, and non-governmental agencies. 107 Tanya Shannon Project Manager Page 23 » Managed the Simulation Cell (SimCell) including, recruitment, coordination, and training of volunteers. The TTX focused on the integration of Recovery Support Functions (RSFs) into state operations and planning, and exercisi ng and/or developing Post Disaster Redevelopment Plans at the county level » Developed classroom curriculum and taught a graduate-level course on emergency management exercise design, leadership and communication, hurricane policies, and business continuity plans (BCPs). » Coordinated with the FDEM’s Bureau of Preparedness to offer the Advanced Professional Series (APS) courses, leading to the highest number of APS certification awarded in Florida history. » Served as Unmanned Aircraft Liaison Officer during grey skies activation. Coordinated with air Operations and state small, unmanned aircraft systems assets to improve post-disaster situational awareness. Research Intern | Government of India, Indian Institute of Public Administration (IIPA) | New Delhi, India » Conducted comparative study on disaster management systems at the national, state, and local level between the US and India. » Analyzed and drafted recommendations on proposed disaster management legislation the Jammu and Kashmir policy changes to improve mitigation and response effectiveness for isolated populations. » Drafted a proposal for the Ministry of External Affairs for the creation of the Centre of International Capacity Development Director, Survivors of Human Trafficking Program / Director, Immigration Legal Services Program | ODI | Sacramento, CA » Provided direct case management services to 111 survivors of human trafficking. » Provided direction and guidance to law enforcement (LE) officials and victim advocates for post -human trafficking rescue cases. Conducted needs assessments and developed individual action plans for an average caseload of 18 individuals. Coordinated activities and services of 19 local organizations for each case, including the Federal Bureau of Investigations (FBI) and DHS. » Collaborated in the development and completion of the Emergency Operations Plan (EOP) with four agencies and the FBI for multiple case human trafficking incidents. Wrote and trained staff and volunteers on SOPs for different human trafficking incident responses. » Managed northeastern California’s human trafficking emergency phone hotline. » Developed and maintained COOP for agency. » Advocated for and developed policy for the standardized processing of human trafficking victims’ federal benefits at the state and county government level. » Provided consultations and rendered immigration legal services for immigrant victims of crime and family reunifications. » Represented clients before the DHS, USCIS. » Developed program infrastructure, including: creating protocols for interns from McGeorge School of Law and University of California, Davis School of Law; intern training; developing and implementing guidelines for caseloads and supervision of staff and volunteers; crafting a fee and payment schedule for services; an d fashioning a subsidized funding agreement with Mexican Consulate for Mexican victims of crime. 108 Tanya Shannon Project Manager Page 24 Employment History Hagerty Consulting, Inc., Recovery Senior Managing Associate, 2018 to Present FEMA, PA Training Section Chief, 2018 FEMA, PA Training Team Lead, 2016 to 2018 FEMA, Assistant Reservist Program Manager, 2016 CDRP at FSU, Program Coordinator, 2013 to 2015 Government of India – IIPA, Research Intern, 2013 ODI, Director, Survivors of Human Trafficking Program. 2008 to 2012 ODI, Director, Immigration Legal Services Program, 2010 to 2012 ODI, Intern Coordinator, 2008 109 André A. McIntosh, MSCM Deputy Project Manager Page 25 Professional Bio Mr. André McIntosh is a construction management professional with over 21 years of experience. He utilizes strong leadership, communication, and organizational skills, along with experience in various sizes and types of construction projects to deliver essential recovery services. Since joining Hagerty in 2020, he’s leveraged his experience to bring about tools and planning to address co-disasters caused by the novel coronavirus (COVID-19) pandemic. Mr. McIntosh has been deployed in Miami-Dade County, FL and Baldwin County, AL to assist with Federal Emergency Management Agency (FEMA)-compliant projects to recover from the Surfside Building Collapse, Hurricane Sally recovery, and Emergency Rental Assistance Program (ERAP) under Coronavirus Aid, Relief, and Economic Security (CARES) Act funding. He is trained by the Occupational Safety and Health Administration (OSHA) and has experience with policy and hands-on construction and planning services to recover from major disaster events. Relevant Project Experience Disaster Recovery Consultant | Hagerty Consulting, Inc. » Supporting clients receiving collectively over $4.2B of Coronavirus Local and State Fiscal Recovery Funds under the American Rescue Plan Act (ARP) by assisting with financial management, monitoring and compliance, strategic planning and implementation, and reporting activities to maximize all ARP funding for communities. » Developed a scalable operational model and service offering for all work under ARP. » Supported Miami-Dade County in the management and reporting of their $474 million federal appropriation of the Coronavirus Relief Fund (CRF), ensuring all costs are eligible under the United States (US) Treasury’s guidance and the Single Audit Act. » Prepared eligibility memos for CRF initiatives, providing recommendations for documentation requirements and program guidance that is supported by federal legislation. » Provided technical and programmatic guidance in the development and implementation of various software solutions using QuickBase for Miami- Dade County’s grant management system. Education » Master of Construction Management, Florida International University » Bachelor of Science, Farmingdale State College, 2000 » Associates Degree, Queensborough Community College, 1996 Training / Certifications » FEMA Public Assistance (PA) operations (OPS) I, OPS II, OSHA Site Safety Course – Ground Zero » OSHA 10 Hour and 30 Hour Construction Safety Course » New York City Transit Authority (NYCTA) Track Safety Training, NYC Department of Transportation (DOT) Lead Supervisor Training, NYC School Construction Authority (SCA) Site Safety Course Relevant Highlights » Florida-specific training and understanding of FEMA processes » Local government training and capabilities 110 André A. McIntosh, MSCM Deputy Project Manager Page 26 » Trained 51 departments on how to use both the Request for Information tool to streamline departmental requests and the Budget Planning tool to project costs through the remainder of the incident. » Allocated transactional expenditures weekly based on FEMA PA or CRF eligibility to maximize reimbursement for the client and prepare updated reports for presentation to Miami-Dade’s Board of County Commissioners. Senior Project Manager | Island Planning Corporation » Provided direct project management for multiple projects simultaneo usly throughout the network of Miami-based clients. » Developed Landscape and Master Planning design and design-build delivery of a wide range of privately funded projects. » Oversaw International projects mainly in Hospitality (hotels/resorts), luxury retail, and luxury residential. » Directed projects from bidding/proposal stage, through design and client approval, through construction and logistic phases. Project Manager | Miami Design District Associates (DACRA) » Served as Project Management for large owner /developer in Miami area for large scale, urban development of luxury retail and restaurant spaces, civil infrastructure improvements to public right of way, and sub -grade and high-rise parking structures. » Led management and coordination between development team, General Contractors, and Architects, including international design teams and multi-national firms. » Changed order management and negotiation, project budgeting, construction project management (CPM) schedule analysis, and field project oversight. » Coordinated tenant build-out and base building construction, and contract management advising. » Fast tracked construction projects with key milestone dates to ensure timely and effective project management. Disaster Recovery Consultant | Dempsey Partners (now AON) » As consultant for medium sized firm, specializing in insurance claim preparation, worked on various projects for large » institutions such as the New York University Medical Center in New York, NY and Yeshiva University following the » events of Super Storm Sandy. Represented client in all relations with FEMA and directed the Public Assistance grant » process. Program management for reconstruction planning and phasing for all hurricane damaged buildings, facilities » and infrastructure systems in a Healthcare environment. Project development, scope, and contract management » advising. Repair scope development for facilities. Preparation of thorough, detailed reports for various projects. Disaster Recovery Specialist | Witt Associates (now Witt O’Brien’s) » As consultant for medium sized firm, specializing in Disaster Response, worked on various projects for large public » agencies such as the University of Texas Medical Branch in Galveston, TX following the events of Hurricane Ike and » State of Massachusetts. Represented client in all relations with FEMA and directed the Public Assistance grant » process. Program management for reconstruction planning and phasing for all hurricane damaged buildings, facilities » and infrastructure systems in a Healthcare environment. Project development, scope, and contract management » advising. Field inspection and damage cause determination. Repair scope development for facilities. Preparation of » thorough, detailed reports for various project. 111 André A. McIntosh, MSCM Deputy Project Manager Page 27 Project Manager | URS Corporation » Project Management for large, International Corporation. As the owner’s representative for large urban public school » system, oversee the complete management and coordination from scoping and design, to contractor selection, » bidding/negotiation, construction, project completion, and close-out for various renovation projects in schools » throughout the county. Client relations, schedule management, oversight of submittal process, field supervision and » inspection, oversight/authorization of all vendor/contractor payments. Change Order management and negotiations. » Progress reporting to corporate and client management. Oversight of approximately 19 construction projects » simultaneously, at various stages of development. Coordination between construction activitie s and active school » operations, including ongoing classroom instruction. Project Officer | FEMA/Enterprise Resourcing and Project Management Consultant (ERPMC) | DMJM/Aecom » Served as a contractor for FEMA developing Department of Homeland Security (DHS)-specific planning materials for construction projects. » Developed Project Worksheets (PWs) which involved estimation of disaster related damages incurred as a result of large-scale national disaster events. » Provided project development, scope, and contract management advising to FEMA and related clients. » Performed field inspection and damage cause determination. » Repaired scope development for facilities. » Prepared and oversaw the development of thorough, detailed reports for each project. Project Manager | O’Connell Contracting Co., Inc. » Performed senior level management of all aspects of construction for smaller sized general contractor on multiple projects. » Communicated between the owner and any/all sub-contractors, from the bidding process through project closeout. » Managed administrative staff, submittal process, and contract/material buyouts. » Oversaw all aspects of the Change Order process from creation to final negotiation. » Created and managed progress updates of CPM schedules. » Oversaw Quality Control (QC) procedures along with site safety management. » Surveyed construction operations and coordination of structural steel erection, excavation, cast-in-place concrete, demolition, roofing/waterproofing, management of sub-contractors, internal labor and Union Labor Relations. » Reported directly to the company principal. Project Engineer | Yonkers Contracting Co. » Provided direct, day-to-day coordination between Port Authority Design/Engineering staff and fie ld labor. » Oversaw all Time and Material tracking for personnel. » Performed construction operations and coordination of structural steel erection, excavation, track construction, demolition, management of sub-contractors, and labor relations. 112 André A. McIntosh, MSCM Deputy Project Manager Page 28 Superintendent | Koch Skanska USA » Supervised application of structural steel on bridge structure, subway track replacement, and all Heavy Construction activities. » Ensured positive labor relations and performed all activities related to project management. Safety Engineer/Project Engineer | CAB Associates » Oversaw Subway Station Rehabilitation project. » Assisted Project Manager with all facets of on-site construction management, including heavy construction, concrete, structural steel and finishes, and supervision of all trades. Project Engineer/Scheduler | Space Master Building Systems » Performed modular building erection, setup and finishes and foundation excavation and concrete work. Employment History Hagerty Consulting, Inc., Senior Managing Associate, 2020 to Present Island Planning Corporation, Senior Project Manager, 2015 to 2020 Miami Design District Associates, Project Manager, 2013 to 2014 Dempsey Partners, Disaster Recovery Consultant, 2013 Witt Associates, Disaster Recovery Specialist, 2009 to 2012 URS Corporation, Project Manager, 2006 to 2009 DMJM/Aecom, Project Officer, 2005 to 2006 O’Connell Contracting Co., Inc., Project Manager, 2003 to 2005 Yonkers Contracting Co., Project Engineer, 2002 to 2003 Koch Skanska USA, Superintendent, 2001 to 2002 CAB Associates, Safety Engineer/Project Engineer, 1998 to 2001 Space Master Building Systems, Project Engineer/Scheduler, 1996 to 1998 113 Sherlie Valentin Vazquez Program Compliance and Project Formulation Specialist Page 29 Professional Bio Ms. Sherlie Valentin Vazquez is a management professional with proven experience in managing projects for Federal Emergency Management Agency (FEMA) Public Assistance (PA) applicants, human resource functions, and emergency planning. She also holds legal experience as a paralegal and court reporter in Puerto Rico’s capital of San Juan. She is adept to handle and assess projects at monumental scale with experience managing the human resources capacity of over 1,000 employees simultaneously and the grants distribution of over $10 billion in federal funds. With Hagerty, she has supported efforts to assess and recover from the novel coronavirus (COVID-19) emergency through the distribution of Coronavirus Relief Funds (CRF) and Coronavirus Aid, Relief, and Economic Security (CARES) Act funding. Ms. Valentin Vazquez holds a Juris Doctorate from the University of Puerto Rico Law School. Relevant Project Experience Grants Specialist | Miami-Dade County, FL COVID-19 Cost Recovery | Hagerty Consulting, Inc. » Provided FEMA PA expertise in support of grant management activities in response to COVID-19 recovery operations. » Supported the gathering, organization, and submission of documentation for reimbursement and closeout. » Updated and support Miami-Dade County on evolving funding programs, policies, and opportunities. Grants Manager | Tidal Basin Caribe, LLC, Puerto Rico Electric Power Authority | Guaynabo, PR » Manage and process all requirements associated with FEMA PA. » Provide daily management for the proper administration of all grants issued by Puerto Rico’s Central Office for Recovery, Recons truction, and Resiliency (COR3). Grant management functions include reviewing Subrecipient’s invoicing process and documentation for work associated with the client’s emergency response and recovery efforts as well as management costs associated with the administration of the Puerto Rico Electric Power Authority’s $10.5 billion federal grant program. » Drafted damages description and dimensions (DDD), developed scope of work, material lists, and complete cost breakdowns; documented reconciliation, drafted and submitted cost reasonableness analysis; managed and responded to requests for information (RFI). Education » Juris Doctorate, University of Puerto Rico Law School, 2015 » Bachelor of Business Administration, University of Puerto Rico, 2012 Training / Certifications » FEMA PA Program training (IS- 0634) » Certificate Program in Alternative Dispute Resolution » Society for Human Resources Management (SHRM) Relevant Highlights » Fluent in English and Spanish – verbal and written proficiency » Expertise in FEMA Public Assistance Program grant management and implementation » Managed information and resources for over 1,000 employees in the Puerto Rico Shelter and Temporary Essential Power program across Puerto Rico » Reviewed and assisted in the administration of $10.5 billion federal grant in response to disaster relief needs 114 Sherlie Valentin Vazquez Program Compliance and Project Formulation Specialist Page 30 Program Admin – Human Resources Department | Rising Phoenix Holdings Corp., PR STEP Program | Guaynabo, PR » Provided program and administration support services for the Puerto Rico Shelter and Temporary Essential Power (STEP) program across Puerto Rico. » Provided Human Resources support for over 1,000 employees, including time and expense database management and oversight of the tracking of all hours and charge codes associated with the program, supporting both, payroll and invoicing purposes. » Provided remote support for employees, training, on-boarding, and out-processing of all employees. Conducted background checks and I-9 form E-verify. » Organized, and coordinated various activities, assisted in the overall management of the Human Resources Department, and monitored the compliance of local labor laws, regulations and company policies. Employment History Hagerty Consulting, Inc., Managing Associate – Recovery Division, 2020 to Present Tidal Basin Caribe, LLC, Public Assistance Grants Management, Grants Manager, 2019 to Present Rising Phoenix Holdings Corp., PR STEP Program, Program Admin – Human Resources Department, 2018 to 2019 Verbatim Reporting, LLC, Court Reporter (Freelance), 2016 to 2017 Negociado de Asuntos Legales y Normas del Trabajo, Department del Trabajo y Recursos Humanos (Department of Labor and Human Resources), Paralegal, 2014 Oficina de Relaciones Exteriores, Department de Estado (Department of State), Paralegal, 2014 115 Kristen Kerr ARPA and Compliance Specialis Page 31 Professional Bio Ms. Kristen Kerr is a public administration professional with specialization in emergency management response and local budget development. She is highly motivated and committed to public service for local and state governments, with proficiency in financial analysis, project management, program evaluation, and policy development. Ms. Kerr demonstrates interpersonal and leadership skills such as independent work ethic, collaborative problem solving, customer service, public speaking, and adaptability. She has disaster recovery Public Assistance (PA) experience for all 2004 to 2005 Florida declared disasters, Hurricanes Hermine, Irma, Michael, and Dorian, and both response and recovery experience for the novel coronavirus (COVID-19). Since joining Hagerty in August 2020, she’s leveraged her experience to bring about tools and planning to address co - disasters caused by the COVID-19 pandemic. Currently, she is supporting clients receiving collectively over $4.2 billion of Coronavirus Local and State Fiscal Recovery Funds under the American Rescue Plan (ARP) by assisting with financial management, monitoring and compliance, strategic planning and implementation, and reporting activities to maximize all ARP funding for communities. Relevant Professional Experience Recovery Consultant | Wyoming Department of Homeland Security COVID-19 Recovery Support | Hagerty Consulting, Inc. » Analyzing all Wyoming Coronavirus Relief Fund (CRF) allocations and the associated expenditures to identify any potential duplicative eligibility with Federal Emergency Management Agency (FEMA) PA, Housing and Urban Development (HUD) Community Development Block Grant – Coronavirus (CDBG-CV), and other federal grant programs. Deputy Program Manager | Nassau County, NY Office of Emergency Management ARP Implementation Program Management | Hagerty Consulting, Inc. » Supporting the administration of a portion of the $385 million funding allocation made to the County from the Coronavirus Local Fiscal Recovery Fund under ARP to provide COVID-19 relief. Education » Master of Public Administration and Policy, Florida State University, 2015 » Bachelor of Science, Florida State University, 2013 Training / Certifications » Florida Department of Financial Services, Advancing Accountability » Federal Emergency Management Institute, Advanced Professional Series » New Public Servant Leadership Institute – City of Tallahassee Program Relevant Highlights » Florida-specific training and understanding of FEMA processes » Local government training and capabilities » Budget planning and tool development 116 Kristen Kerr ARPA and Compliance Specialis Page 32 Recovery Consultant | Baldwin County, AL ARP Support | Hagerty Consulting, Inc. » Providing initial planning, policy guidance, compliance and coordination support on the use of ARP funding received, and assessing other funding streams available through ARP and other sources to maximize use of all available funding and avoid duplication of benefits (DOB). » Facilitating workshops with County leadership to identify unmet needs and discuss potential uses of funding. » Developing implementation plan and process to track ARP costs to meet federal, State, and local auditing and reporting requirements. Recovery Consultant | City of Santa Rosa, CA ARP Funding Support | Hagerty Consulting, Inc. » Providing initial planning, policy guidance, compliance and coordination support on the use of ARP funding received through the City’s $35 million allocation, and assessing other funding streams available through ARP and other sources to maximize use of all available funding and avoid DOB. » Facilitating community engagement workshops with local communities and civic leadership to identify unmet needs and discuss potential uses of funding. » Developing implementation plan and process to track ARP costs to meet federal, State, and local auditing and reporting requirements. Subject Matter Expert | Nueces County, TX ARP Support | Hagerty Consulting, Inc. » Hagerty handled recovery support services to Nueces County, with active projects that include Emergency Rental Assistance Program (ERAP) and ARP support, COVID-19 recovery, as well as recovery support for Hurricane Hannah and winter storm recovery for the 2021 severe winter storms in Texas. Project Manager | Pinellas County, FL ARP Recovery Support | Hagerty Consulting, Inc. » Providing initial planning, policy guidance, compliance and coordination support on the use of ARP funding received through the County’s $189 million allocation, and assessing other funding streams available through ARP a nd other sources to maximize use of all available funding and avoid DOB. Senior Grants Specialist | Miami-Dade County, FL CRF Support | Hagerty Consulting, Inc. » Supported Miami-Dade County in the management and reporting of their $474 million federal appro priation of CRF, ensuring all costs are eligible under the United States (US) Treasury’s guidance and the Single Audit Act. » Prepared eligibility memos for CRF initiatives, providing recommendations for documentation requirements and program guidance that is supported by federal legislation. » Provided technical and programmatic guidance in the development and implementation of various software solutions using QuickBase for Miami-Dade County’s grant management system. » Trained 51 departments on how to use both the Request for Information tool to streamline departmental requests and the Budget Planning tool to project costs through the remainder of the incident. » Allocated transactional expenditures weekly based on FEMA PA or CRF eligibility to maximize reimbur sement for the client and prepare updated reports for presentation to Miami-Dade’s Board of County Commissioners. 117 Kristen Kerr ARPA and Compliance Specialis Page 33 » Implemented a new Preliminary Damage Assessment cost-tracking tool within QuickBase to capture costs related to Tropical Storm Eta to submit for a formal FEMA PA declaration and drafted a new Standard Operating Procedure (SOP) to improve cost-tracking processes for future incidents. Strategic Performance Management Analyst | Pinellas County Government – Budget Office » Developed and implemented countywide performance management system for the Board of County Commissioners (BCC) departments that align to key programmatic budget areas. P resent performance data annually to BCC. » Responded in the Emergency Operations Center’ Planning Section for the COVID-19 disaster declaration by coordinating with working groups for Feeding, Housing, Emergency Medical Services (EMS)/Fire Response, Communit y Wellbeing, Business Recovery, and Behavioral Health. Documented action items for working groups and coordinated meetings. » Assisted lead manager in the development of Phase I and II of the Pinellas County CARES Program. » Coordinated with lead Public Assistance Budget Manger to ensure maximization of federal funds, held virtual community engagement events to ensure citizen feedback was utilized in decision making, identified key program areas of need, and worked with department staff to refine program, obje ctives, and developed surveys for external stakeholders to stay engaged in the process. Budget Analyst | City of St. Petersburg – Budget & Management » Consolidated financial data into meaningful visualizations for City Council and leadership, utilizing Socrata, a cloud-based data visualization platform. First user to stand-up full dashboard using Socrata’s recently launched performance measure tool. » Ensured fiscal responsibility through quarterly financial analysis, position control reviews, drafting consent items for supplemental appropriations, and verifying programmatic needs. » Assisted Audit Department with reconciliation of FEMA PA closeout for Hurricane Irma. Budget Analyst I | City of Tallahassee – Resource Management » Oversaw the City's disaster recover y consulting contract by reviewing weekly deliverables, coordinating documentation submission by all departments, and providing quarterly updates to the City Commission on the status of FEMA reimbursement claims. » Evaluated proposals and recommended vendors for three citywide Request for Proposals for waste management, debris removal and monitoring, and disaster recovery services. » Lead developer of the $963 million five-year Capital Improvement Plan, utilizing long-term financial planning and cash flow management strategies to maximize available funding for over 20 departments city-wide. » Worked year-round with departmental project managers to evaluate project timelines, estimate spending patterns, and identify multi-departmental needs to build efficiencies into the CIP planning process. » Developed annual capital reports for budget workshops, including those necessary for annual appropriation, year -end closeout, audits, the Government Finance Officers Association (GFOA) online budget and Truth in Millage (TRIM) notices. Budget Manager | Veterans Florida » Operated Veterans Florida’s $4.3 million legislative budget and monitored operational and program expenses by reconciling all accounts monthly and annually, entering journal entries as necessary, and assuring com pliance with spending authorities to maintain organizational fiscal responsibility. 118 Kristen Kerr ARPA and Compliance Specialis Page 34 » Developed the FL VETS Training Grants Program SOPs and composed supplementary presentations to onboard 20 grant administrators located in college institutions statewide. » Served as the contract manager for the FL VETS Entrepreneur Program by reviewing monthly invoices and reports submitted by the host partner institution, assuring that all deliverables meet programmatic compliance. Government Operations Consultant | Florida Division of Emergency Management » Represented the Bureau of Recovery for 10 counties in the Florida panhandle region, assuring compliance with FEMA Public Assistance policies and procedures. » Corresponded with sub-grantees from local public agencies and private nonprofits by verifying grant eligibility and assisting them through the application process and project formulation and management. » Audited, reconciled, and closed FEMA PA grants received by the State of Florida for all seven 2004 -2005 declared disasters by meeting performance metrics, verifying the eligibility of all costs, and compiling all documentation into a final closeout package. Employment History Hagerty Consulting, Inc., Disaster Recovery Consultant, 2020 to Present Pinellas County Government – Budget Office, Strategic Performance Management Analyst, 2019 to 2020 City of St. Petersburg – Budget and Management, Budget Analyst II, 2018 to 2019 City of Tallahassee – Resource Management, Budget Analyst I, 2016 to 2018 Veterans Florida, Budget Manager, 2015 to 2016 Florida Division of Emergency Management, Government Operations Consultant, 2014 to 2015 119 John Hageman ARPA and Municipal Financial Management Subject Matter Expert Page 35 Professional Bio Mr. John H. Hageman is a senior manager at Hagerty Consulting, Inc. with demonstrated experience in strategic management, public sector finance and administration, and restructuring and turnaround. Mr. Hageman has a proven track record of planning and implementing transformational change, leading and empowering high performing teams, and strengthening organizational and staff capacity. He previously served as the Chief of Staff for the City of Detroit’s Office of the Chief Financial Officer, helping to lead the City’s successful financial recovery and reform post-bankruptcy. Immediately prior to joining Hagerty, he worked on Puerto Rico’s financial crisis, helping to develop strategies to improve the Commonwealth’s financial management operations. In his current role, he is providing leadership, direction, and guidance on Hagerty’s American Rescue Plan (ARP) service offering, leading Hagerty’s ARP work with the State of Maryland, Department of Budget and Management, which is focused on policy advisory, technical assistance, compliance, and reporting for approximately $3.7 billion in ARP funding. Relevant Project Experience Program Manager | Nassau County, NY Office of Emergency Management ARP Implementation Program Management | Hagerty Consulting, Inc. » Supporting the administration of a portion of the $385 million funding allocation made to the County from the Coronavirus Local Fiscal Recovery Fund under ARP to provide novel coronavirus (COVID-19) relief. Recovery Consultant | City of Santa Rosa, CA ARP Funding Support | Hagerty Consulting, Inc. » Provided initial planning, policy guidance, compliance and coordination support on the use of ARP funding received through the City’s $35 million allocation, and assessing other funding streams available through ARP and other sources to maximize use of all available funding and avoid duplication of benefits (DOB). » Facilitated community engagement workshops with local communities and civic leadership to identify unmet needs and discuss potential uses of funding. » Developed implementation plan and process to track ARP costs to meet federal, State, and local auditing and reporting requirements. Education » Bachelor of Arts, Indiana University College of Arts and Sciences, 2012 Training / Certifications » Professional Certificate in Municipal Finance, The University of Chicago Harris School of Public Policy » Chicago Public Library Foundation, Associate Board, Membership Committee Relevant Highlights » Worked on the two largest financial crises in United States (US) history » Experience advising elected and senior appointed government officials » Financial management reform and restructuring expertise » Focuses on helping governments transform and rebuild their operations during critical crises » Experienced consulting professional with dedicated public service focus 120 John Hageman ARPA and Municipal Financial Management Subject Matter Expert Page 36 Subject Matter Expert | Nueces County, TX ARP Support | Hagerty Consulting, Inc. » Handled recovery support services to Nueces County, with active projects that include Emergency Rental Assistance Program (ERAP) and ARP support, COVID-19 recovery, as well as recovery support for Hurricane Hannah and winter storm recovery for the 2021 severe winter storms in Texas. Advisor and Consultant | Hageman Consulting » Worked with the US Congressionally-created Financial Oversight and Management Board for Puerto Rico (FOMB) to assess the Commonwealth of Puerto Rico’s financial organization, laws, policies, technology, and human capital during the largest municipal bankruptcy in US history. » Developed and recommended key initiatives, strategies, and implementation plans focused on strengthening the Commonwealth’s financial management operations. » Advised the incoming City of Detroit Chief Financial Officer (CFO) as part of the transition between incoming and outgoing CFOs. » Led and performed financial management improvements, organizational analyses, and executive coaching for C -suite finance executive. » Led and facilitated a review of the City’s Fiscal Year (FY) 20 budget development process and recommended improvements. » Assessed debt management functions and recommended new organizational model, workstreams, and staffing. Chief of Staff | Office of the Chief Financial Officer (OCFO) | City of Detroit, MI » Led day-to-day operations of the OCFO, the City’s cross-functional financial organization with 470+ Full Time Employees (FTEs) and a $56 million budget. » Created and managed the CFO’s Office, including staff covering strategic planning, financial management reform, performance management, human capital, and messaging/communications. » Directed, managed and/or executed top-priority financial management reform initiatives. Examples include: (1) implemented a restructuring of all finance functions Citywide, (2) designed/operationalized a new Forecasting and Economic Analysis Division, (3) created all new financial/budget policies and drafted changes to City legislation, and (4) performed quality control and oversight on Oracle Cloud Enterprise Resource Planning (ERP) implementation. » Advised on and participated in bond offerings, including the City’s first General Obligation tax -exempt bond offering ($135 million) on its own credit in decades. Focused on telling Detroit’s turnaround story and messaging/communications with rating agencies, investors, media, and the general public. » Worked to create a plan to address higher than expected legacy pension obligations, including establishing an irrevocable IRS Section 115 Trust to accumulate funds to partially offset pension contributions resuming in FY 24. Business Analyst | Public Consulting Group » Served as the Special Assistant to City of Detroit CFO John W. Hill during the City’s bankruptcy, helping to develop and implement Detroit’s financial recovery and reform strategy. Performed high-priority and/or politically sensitive projects, including; creation of a new governance/administrative system for the Finance Department; and, Coordinated with the City’s Executive Leadership on their needs/requests from the Obama -Biden Administration. 121 John Hageman ARPA and Municipal Financial Management Subject Matter Expert Page 37 » Key member of consulting team that assessed the City of Detro it’s grants management and planned/executed its successful turnaround. » Work resulted in Detroit bringing in over $1 billion in grant revenue since bankruptcy and reducing its questioned costs on Federal funds to $0 from upwards of $18 million. » Built and implemented new City agencies for grants management and development, established new local laws, policies, and procedures, implemented a new grants IT system, and led hiring/training of inaugural City staff. » Re-wrote local procurement laws and advised consulting team on procurement reform initiative, which included implementing the City’s first IT procurement system, redesigning all procurement processes, and training City staff. Volunteer Coordinator | AmeriCorps VISTA, Hearts & Hands of Indiana » Designed and implemented a volunteer outreach strategy for home construction and counseling services in a moderate - low income neighborhood on Indianapolis’ westside Employment History Hagerty Consulting, Senior Manager, 2021 to Present Hageman Consulting, Independent Consultant, 2019 to 2021 City of Detroit, Michigan Government, Chief of Staff, Office of the Chief Financial Officer (OCFO), 2015 to 2019 Public Consulting Group, Business Analyst, 2013 to 2015 AmeriCorps VISTA, Hearts & Hands of Indiana, Volunteer Coordinator, 2012 to 2013 Obama For America, Deputy Field Organizer, 2012 Indiana University, School of Public Health, Research Assistant, 2012 122 Jamie McNease CDBG-DR and Mitigation Lead Page 38 Professional Bio Ms. Jamie McNease is a senior managing associate within the Recovery Division at Hagerty Consulting, Inc. She is a highly versatile professional with more 10 years of professional experience in disaster recovery, data analytics, project management, strategic planning, and process improvement. She has more than five years of experience ensuring program compliance at the state level, with more than three years specifically focused on leading and managing compliance of United States (US) Department of Housing and Urban Develo pment (HUD) Community Development Block Grant-Disaster Recovery (CDBG-DR) and - Mitigation (CDBG-MIT) programs for the State of Florida for Hurricanes Hermine, Matthew, Irma, and Michael. She also has experience in communications and marketing, as well as healthcare program coordination and management. She has worked in a broad range of fields, both in the public and nonprofit sectors, and she is a dynamic and motivated professional with a proven record of generating and building relationships, managing projects from concept to completion, and guiding successful strategic planning efforts. Ms. McNease completed her Bachelor of Science in Psychology and her Master of Social Work from Louisiana State University. Relevant Professional Experience Senior Managing Associate | Hagerty Consulting, Inc. » Leads the Hagerty CDBG funding efforts for the Southeast Region. » Serves as lead on CDBG-DR funding development and implementation efforts for Hurricane Michael impacted areas resulting in more than $60 million in CDBG-DR awards for infrastructure, commercial revitalization, and voluntary home buyout projects. » Serves as Deputy Project Manager for the City of Panama City Beach, FL and the City of Gulf Shores, AL; provides cost recovery guidance and leadership to maximize funding reimbursements under multiple federal programs (CDBG-DR, CDBG-MIT, FEMA Public Assistance, and American Rescue Plan Act Fiscal Recovery Funds). » Provides subject matter expertise in funding maximization and compliance under the American Rescue Plan Act State and Local Fiscal Recovery Funds. » Provides management support for critical projects, identifies necessary resources for deployment on client engagements, and provides subject matter expertise on projects. Education » Master of Social Work (MSW), Louisiana State University, 2011 » Bachelor of Science, Louisiana State University, 2009 Certifications » Florida Certified Contract Manager (FCCM) » Six Sigma Green Belt Certification Relevant Highlights » Former Deputy Chief of Disaster Recovery at Florida Department of Economic Opportunity responsible for $616 million Hurricane Irma CDBG-DR allocation » Co-authored the State of Florida Action Plan for Disaster Recovery for Hurricane Irma approved by HUD for $616 million (2018) » Designed and created Florida’s CDBG-DR and CDBG-MIT compliance program, which continues to successfully achieve compliance with all applicable regulations in all program areas 123 Jamie McNease CDBG-DR and Mitigation Lead Page 39 Compliance and Reporting Manager/Deputy Chief | Florida Department of Economic Opportunity » Provided compliance management of and technical assistance to the programs and staff responsible for managing approximately $2.14 billion in CDBG-DR and CDBG-MIT funds allocated to the State of Florida for long-term disaster recovery efforts. » Managed the Office of Disaster Recovery’s (ODR) Compliance and Reporting Unit , managing all compliance and monitoring activities for the State’s CDBG-DR funding. » Assisted in the design and development efforts of long-term disaster recovery programs in the areas of housing recovery, infrastructure, and economic revitalization for the State of Florida. » Provided support in developing and authoring the State of Florida Action Plan, whi ch outlined the use of $616 million allocated to Florida for recovery from Hurricane Irma. » Successfully procured a $2.3 million contract and a $59 million contract to provide program and contract administration services for the $117 million in funds allocated for hurricanes Hermine and Matthew programs and the $616 million in funds allocated for Hurricane Irma programs. Strategic Analytics Consultant | Florida Department of Economic Opportunity » Served as a resource for executive leadership and the Department to guide and direct the development of the agency long-range program, strategic, and business plans. » Facilitated agency-wide, cross-agency, and statewide planning efforts and ensured the age ncy met all performance reporting mandates. » Developed and monitored performance metrics, benchmarks, and reporting procedures for the annual report and long - range program and strategic plans. » Provided data-driven recommendations to agency leadership on p erformance measures and evaluations, ensuring alignment with the agency's mission and the state's economic vision. » Produced a critical analysis of the State’s first Strategic Plan for Economic Development and guided the development and implementation of the update to the five-year Florida Strategic Plan for Economic Development and the long -range program plan. » Led major performance and process improvement projects using the Four Disciplines of Execution model. » Created an agency-wide monthly reporting template to ensure that executive leadership consistently receive d timely and pertinent information from each division. » Implemented a centralized data reporting system using SharePoint to efficiently collect required quarterly long -range program plan and program activity data. Strategy Manager | Florida Department of Health » Served as a strategy manager and project manager responsible for developing and implementing the Division of Medical Quality Assurance’s strategic plan and facilitating all strategic planning and implementation activities statewide. » Provided management and oversight of major communications efforts and technology -related projects for the division and 22 healthcare boards. » Led legislative implementation of healthcare regulation for the State of Florida. 124 Jamie McNease CDBG-DR and Mitigation Lead Page 40 » Other responsibilities included providing management with data-driven solutions for quality and process improvement, managing the division’s social media accounts, and serving as liaison to the Office of Communications by responding to media requests and preparing press releases. » Developed communications management plan for an upgraded licensing and renewal system, resulting in an increase in health care practitioner account registration by nearly 40 percent in three months. » Served as project manager for more than 15 major communications/technology projects. » Streamlined social media management of 22 board Twitter accounts through developing a social media tactical plan and acquiring Hootsuite—a social media management platform. Regulatory Supervisor/Consultant | Florida Board of Medicine » Managed and directed a team of regulatory specialists and program coordinators responsible for regulation of over 500 office surgery facilities and 300 pain management clinics, and license renewals of more tha n 80,000 medical doctors, physician assistants, and anesthesiologist assistants in Florida. » Wrote a Request for Proposals (RFP), resulting in a contract with qualified office surgery facility inspectors at an estimated cost savings of over $200,000 per year. Supervised contracted office surgery facility inspectors and served as contract manager over the three-year Office Surgery State Inspector contract. » Managed and maintained the yearly Office Surgery Program budget of over $400,000. » Developed practice standards for registered office surgery facilities in Florida, which were approved and adopted into Florida Administrative Code in April 2015. Employment History Hagerty Consulting, Inc., Senior Managing Associate, July 2020 to Present Florida Department of Economic Opportunity, Compliance and Reporting Manager , November 2018 to July 2020 Florida Department of Economic Opportunity, Deputy Chief, January 2018 to November 2018 Florida Department of Economic Opportunity, Strategic Analytics Consultant, October 2016 to January 2018 Florida Department of Health, Strategy Manager, March 2015 to October 2016 Florida Board of Medicine, Regulatory Supervisor/Consultant, October 2012 to March 2015 Miller County Probate-Magistrate Court, Deputy Clerk, September 2011 to September 2012 Heritage Ranch Christian Children’s Home, Program Development/Marketing Coordinator, August 2010 to June 2011 YWCA Early Head Start, Family Advocacy Coordinator, August 2009 to July 2010 125 William “Brock” Long Senior Project Advisor Page 41 Professional Bio Mr. William “Brock” Long, former Administrator of the Federal Emergency Management Agency (FEMA), has more than 18 years of experience assisting and supporting local, state, and federal governments to build robust emergency management and public health preparedness programs nationwide. He specializes in strategic planning, Homeland Security Exercise and Evaluation Program (HSEEP) exercises, evacuation, public safety, recovery management, and response logistics. As the FEMA Administrator, Mr. Long served as the nation’s principal advisor to the President, responsible for coordinating the entire array of federal government resources down through 50 states, 573 tribal governments, and 16 island territories to assist with executing disaster preparedness, mitigation, response, and recovery. Prior to this role, he served as the Director of Alabama’s Emergency Management Agency, where he acted as the State Coordinating Officer for 14 disasters, including eight Presidential, six state declared events, and two events of national significance. Concurrently, he served on the FEMA National Advisory Committee advising the sub-committee for response and recovery. During the nationally significant BP Deepwater Horizon Oil Rig Incident, Mr. Long served as the on-scene Incident Commander for the Alabama Unified Command. Mr. Long provides strategic direction and leadership to Hagerty’s full complement of emergency management programs and professionals. He offers subject matter expertise for select projects and contributes to the growing body of knowledge in the emergency management community. Mr. Long has also led over 50 projects across the nation ranging from active threat scenario exercises with universities to designing complex multi-jurisdictional all hazard evacuation plans for major Urban Area Security Initiative (UASI) designated jurisdictions. Relevant Professional Experience Administrator | FEMA » Directed the US Fire Administration, The Center for Domestic Preparedness, Emergency Management Institute, and National Domestic Preparedness Consortium. Was responsible for establishing and improving competencies of officials within public safety at all levels of government charged with protecting against, responding to, and recovering from emergencies. Education » Executive Leadership Program, US Naval Postgraduate School/Center for Homeland Defense and Security, 2011 » Master of Public Administration/Government Public Management (MPA), Appalachian State University, 1999 » Bachelor of Science, Appalachian State University, 1997 Relevant Highlights » Former Administrator of FEMA » Alabama Incident Commander for the BP Deepwater Horizon Oil Rig Incident » Received “Outstanding Achievement and Dedication to FEMA” awards, 2002-2004 » National Hurricane Program Manager for FEMA Region IV and Evacuation Study Lead » Former Alabama State Coordinating Officer for state declared disaster events » USDOT/FEMA Evacuation Liaison Team Leader » FEMA National Integration Center, Evacuation Subject Matter Expert 126 William “Brock” Long Senior Project Advisor Page 42 » Led 21,000 diverse and dedicated public servants and executed a multi-billion-dollar operating budget ($15.9 billion annual appropriation/more than $44 billion Disaster Relief Fund). » Coordinated the federal government’s response to over 144 Presidentially declared disasters and 112 wildfires, including three of the nation’s most devastating hurricanes and five of the worst wildfires ever experienced. » Spearheaded the inclusive design process and implementation of FEMA’s first “Whole Community” five year strategic plan. » Implemented the “Not on My Watch” campaign and established the Office of Professional Responsibility to combat and eradicate sexual harassment and improper hiring practices while reinforcing equal rights and ensuring a safe and diverse workforce environment. » Rapidly transformed the agency’s business enterprise by implementing innovating Community Lifeline and FEMA Integration Team (FIT) concepts to strengthen private-public partnerships, and to permanently embed full time staff within state and tribal governments to better meet constituent needs. » As the direct result of 12 influential Congressional testimonies, Congress passed the Disaster Reco very Reform Act that made Pre-Disaster Mitigation a national priority, provided meaningful changes to the FEMA workforce, and bolstered state and local emergency management capability. » Executed the National Flood Insurance Program ($1.3 trillion exposure and five million policy holders) and implemented cutting-edge reinsurance capital market concepts that saved taxpayers approximately $1 billion during Hurricane Harvey. » On behalf of the White House, ensured continuity for the entire Executive Branch of gov ernment, and preserved the nation’s ability to make sure government mission essential functions continue regardless of any threat or emergency. Director | Alabama Emergency Management Agency (AEMA) / Deputy Director | Alabama Department of Homeland Security (ALDHS) » Appointed as the Governor’s Authorized Representative and State Coordinating Officer for eight Presidential, six state declared disaster events, including executing the state’s response to the H1N1 pandemic flu threat. Mr. Long also served as the state’s lead Continuity of Operations Plans (COOP) advisor for pandemic flu events. Region IV National Hurricane Program Manager | FEMA Region IV Hurricane Plans » Provided hurricane emergency planning, preparedness, and response technical assistance to decision-making officials at all government levels in Region IV (Kentucky, North Carolina, South Carolina, Georgia, Florida, Alabama, and Mississippi). Employment History Hagerty Consulting, Inc., Executive Chairman, 2019 to Present Federal Emergency Management Agency, Administrator, 2017 to 2019 Hagerty Consulting, Inc., Executive Vice President, 2011 to 2017 Alabama Emergency Management Agency, Director, 2008 to 2011 Beck Disaster Recovery, Inc., Southeast Regional Director, 2007 to 2008 Federal Emergency Management Agency, Hurricane Program Manager, 2001 to 2006 Georgia Emergency Management Agency, Statewide Planner/School Safety Coordinator, 1999 to 2001 127 Amelia Muccio, CEM, CBCP, MEP Mitigation Lead Page 43 Professional Bio Ms. Amelia Muccio is an emergency management and public health program manager with 17 years of experience strategizing and leading national and international mitigation, preparedness, response, and recovery projects. Ms. Muccio has worked on all-hazards planning and policy development, grants management and evaluation, capacity building, Robert T. Stafford Disaster Relief and Emergency Assistance (Stafford) Act Sections 404/406 mitigation, continuity of operations, training, and exercises. Ms. Muccio has experience as a project leader and subject matter expert in support of cost recovery work related to a series of grants and funding sources. She directly supported the resiliency and consequence assessment efforts of 16 city agencies for New York City (NYC) during immediate Hurricane Sandy recovery needs. Between August 2013 and May 2015, Ms. Muccio spearheaded the submission of an $860 million Hazard Mitigation Grant Program (HMGP) Section 404 portfolio on behalf of the city as part of larger risk management and preparedness efforts. For Section 406, Ms. Muccio oversees the mitigation recovery effort for city agencies with a continuously expanding portfolio valued at $2.2 billion. Hazard mitigation programs of 404 and 406 are under the Fede ral Emergency Management Agency (FEMA) purview. Before joining Hagerty, Ms. Muccio served for five years as the Director of Emergency Management for the New Jersey (NJ) Primary Care Association. In this position, she created statewide planning initiatives stressing ambulatory emergency preparedness and criticality assessments as a vital component to national and economic stability. Relevant Professional Experience Mitigation Subject Matter Expert | Montgomery County Texas Pre- and Post- Disaster Support | Hagerty Consulting, Inc. » Provided support for Hagerty teams currently supporting pre-and post- disaster support related to the novel coronavirus (COVID-19) emergency and concurrent disaster events. » Oversaw and developed debris monitoring operations, HMGP applications, Community Development Block Grant – Disaster Recovery (CDBG-DR) and Mitigation (-MIT) applications, and COVID-19 response management. Education » Master of Public Administration, New York University, 2007 » Bachelor of Science, Rutgers College, 2002 » Work Study Program, Infectious Disease, University of Cape Town, 2005 Training and Certifications » Certified Emergency Manager (CEM) » Certified Business Continuity Professional (CBCP) » Master Exercise Practitioner (MEP) » Professional Development Series » Homeland Security Exercise and Evaluation Program (HSEEP) certified » Incident Command System (ICS) Train-the-trainer certified Relevant Highlights » Experienced mitigation, preparedness, and recovery planner » More than 14 years managing complex domestic and international response and recovery projects » Founded and managed a global disaster relief non-profit organization 128 Amelia Muccio, CEM, CBCP, MEP Mitigation Lead Page 44 Project Manager / Team Lead | NYC Hurricane Sandy Recovery | Hagerty Consulting, Inc. » Managed a 10-person team and coordinates with city agencies on technical assistance issues including Project Worksheet (PW) development and hazard mitigation. » Developed proposals, cost effectiveness determinations, Request for Information (RFI) responses, development of campus-based mitigation solutions, 428 Alternative Procedures, and programmatic eligibility. » Submitted an $860 million HMGP portfolio. » Oversaw Section 406 expanding portfolio valued at $2.2. billion. Project Manager | NYC Hurricane Sandy Recovery 404 HMGP | Hagerty Consulting, Inc. » Managed 17-person team during the Letter of Intent (LOI) and initial application phase and continues to coordinate with city agencies for technical assistance issues including scope of work changes, benefit -cost analysis (BCA), RFI responses, environmental and historic preservation, advance assistance application requests, and technical feas ibility. » Developed 43 HMGP applications for NYC agencies. » Provided ongoing technical assistance to NYC for HMGP applications. Project Manager | Breezy Point, New York Risk Mitigation System/HMGP Project Phase | Hagerty Consulting, Inc. » Coordinated Phase I of the $58.1 million risk mitigation project intended to provide protection from flood to manage infrastructure within the area of Breezy Point, NY. » Ensured cost effective and technical feasibility tasks such as justifying the applicat ion’s BCA to coordinating permitting and regulatory issues in advance of the design and construction phases. » Completed and submitted Phase 1A to FEMA. » Awarded Phase 1B, design and engineering for project. Senior Project Manager | Nebraska Emergency Management Agency (NEMA) Mitigation Services | Hagerty Consulting, Inc. » Assisted with the immediate implementation and administration of the HMGP for DR-4420 and the FEMA Hazard Mitigation Assistance programs generally. » Directed technical assistance on application review, technical reviews of BCA, Environmental and Historic Preservation (EHP) compliance, as well as procedural improvements for the implementation of the State mitigation program. Project Manager | Nassau County, NY Office of Emergency Management M ulti-Jurisdictional Multi Hazard Mitigation Plan (MJMHMP) | Hagerty Consulting, Inc. » Managed the development, preparation, and delivery of a MJMHMP for Nassau County and participating municipalities. » Developed a comprehensive understanding of local capabilities, prioritizes, risks and vulnerabilities, all of which was used to develop a functional and feasible strategy to mitigate against the greatest hazards facing the County as well as specific threats to each jurisdiction. Subject Matter Expert | City of Panama City, FL Disaster Recovery | Hagerty Consulting, Inc. » Reviewed project with the City leadership and engaged the citizenry to develop the City’s Long-Term Recovery Plan to make the City the premier location in the Florida Panhandle. 129 Amelia Muccio, CEM, CBCP, MEP Mitigation Lead Page 45 » Developed engagement events with the public through the early summer of 2019 to identify how people want to build back the city, taking advantage of the FEMA 428 alternative procedures to remove severely damaged buildings that were not being fully utilized to create more green spaces and community areas. Director, Emergency Management | NJ Primary Care Association » Dominated the field with national and statewide emergency management planning initiatives stressing ambulatory preparedness as a vital component to national and economic stability. » Met challenge of integrating emergency management best practices into 100 statewide facilities serving 425,000 at-risk residents. » Directed emergency management planning activities of 1,600 employees in launching All Hazards Preparedness Program. » Secured million-dollar Tamiflu donation and led swine flu (H1N1) dispensing and inventory responsibilities for 20 Federally Qualified Health Centers during the H1N1 pandemic. » Integrated emergency preparedness, developed standard operating procedures/guides (SOPs/SOGs), provided annual training/exercise activities and tailored continuity of operations plans and business continuity plans. » Created the first HSEEP compliant exercise program tailored for Federally Qualified Health Centers (FQHCs) nationally and succeeded in establishing New Jersey’s FQHCs as the first Centers to attain NIMS compliancy nationally. » Invited and traveled to Cuba with Medical Education Cooperation with Cuba (MEDICC) to collaborate with Cuban colleagues on preparedness strategies for at risk populations. » Trained 5,000+ health care professionals in ICS, NIMS, NRF, continuity of operations planning, novel pandemic influenza, infection control, personal protective equipment, fit-testing and behavioral health awareness. Emergency Management Planner/Consultant | ATCS PLC » Developed, facilitated, and evaluated exercise and training materials for Federal agencies. » Provided radiological contingency planning and focus group facilitation for Federal recovery programs. Developed IND focused strategic management tools for Federal Emergency Support Functions. Cities Readiness Initiative (CRI) Exercise and Training Consultant | City of Portland Department of Health and Human Services » Coordinated Portland’s CRI training and exercise program designed to maximize response capabilities during large scale public health emergency. » Planned, conducted, and evaluated CRI training and exercises focused on mass prophylaxis and POD effectiveness. Director | Haiti Project and Disaster Operations | Humane Society International (HSI) » Provided emergency management, international development, and public health expertise to ongoing recovery projects in Japan and Haiti; provided direct, field oversight in Haiti to staff of 12. » Managed HSI’s 1.5-million-dollar long-term recovery project; transformed animal welfare project into a comprehensive public health, zoonotic disease, and livelihoods project. » Coordinated field disaster response and zoonotic disease surveillance for Haitian veterinarians including 2012’s Tropical Storm Isaac and Hurricane Sandy. 130 Amelia Muccio, CEM, CBCP, MEP Mitigation Lead Page 46 » Assisted grassroots partners with sustainable, capacity building response and recovery capabilities by providing a methodology for integrating emergency planning, training, and evaluation/improvement metrics. » Advised Haitian Ministries on emergency management; developed first all hazards disaster p reparedness training for high-ranking government officials. Executive Director | The Humanitarian Project, Inc. » Founded a 501(c)(3) non-profit organization dedicated to identifying and assisting victims of disasters and crises worldwide. » Developed the Nambikkai Tsunami Relief Project which supported Chennai, India with emergency assistance, disaster education, and employment opportunities for displaced individuals. » Created a Katrina Empowerment Project on the Gulf Coast that focused on protecting at ri sk communities through ongoing disaster planning and preparedness activities. » Provided short- and long-term housing solutions, debris removal, and energy assistance to Trenton residents affected by flooding. Employment History Hagerty Consulting, Inc., Senior Managing Associate, Recovery Programs, 2013 to Present The Humane Society of the United States, Director, Haiti Project and Disaster Operations, 2011 to 2013 ATCS, P.L.C., Emergency Management Planning Specialist (Consultant), 2011 New Jersey Primary Care Association, Director of Emergency Management, 2006 to 2011 The Humanitarian Project, Founder/Executive Director, 2004 to 2010 131 Page 47 Client List of Relevant Projects Hagerty possesses proven experience in disaster recovery nationwide, having played direct roles in many of the nation’s top 10 costliest disasters, including: supporting NYC after Superstorm Sandy and the September 11th terrorist attacks; supporting the City of New Orleans following Hurricane Katrina; and supporting the California Governor’s Office of Emergency Services (Cal OES) in ongoing response to and recovery from the Camp and Woolsey Fires, to name a few. When disaster strikes, opportunity presents itself to engage in holistic community planning to enable the impacted area to build back more resiliently and in line with their recovery priorities. Hagerty knows there is no greater proof of our capability and capacity to support the City than our proven past performance offered by references from our current and previous client s. The profiles below elaborate upon our past performance. Additional references, including our past performance in disaster management support services, can be provided upon request by the City. MIAMI-DADE COUNTY COVID-19 COST RECOVERY Client Point of Contact Owner Name: Edward Marquez, Chief Financial Officer Company: Miami-Dade County Owner Address: 111 NW 1st Street, 25th Floor, Miami, FL 33128 Owner Telephone: 305-321-3332 Contract Price: $15,099,064 Dates of Services: December 16, 2019, to Present Key Personnel Supporting Engagement: Tanya Shannon, André McIntosh, Sherlie Valentin Vazquez Hagerty was initially engaged by Miami-Dade County to provide support for their efforts associated with appealing two FEMA negative determination memorandums for Hurricane Irma; as time progressed, the number of negative determination memos continued to increase. These negative determination memos were related to a misunderstanding of Miami-Dade County’s insurance policy, over time costs in the immediate aftermath of the hurricane, and other disaster-related costs. Hagerty was engaged with Miami-Dade County in these efforts due to our expertise in cost recovery and FEMA PA policy. In March 2020, Miami -Dade County expanded our support to collaborate directly with County departments to document and track costs from COVID-19 response. Hagerty customized our GMS to take exports from Miami-Dade County’s multiple general ledger and time keeping systems to identify if the individual COVID-19 expenses were eligible under the FEMA PA Program or the CRF and assigned the cost as such. At the onset of working with Miami-Dade County for COVID-19 support, Hagerty conducted a comprehensive assessment of all 26 departments financial management sy stems, procurement processes, records management, and overall internal controls related to disaster cost recovery. As a result of that assessment, Hagerty progressively recommended and implemented approved recommendations resulting in the customization of the previously mentioned centralized cost tracking and records management system tracing all COVID-19 related costs to maximize Miami-Dade County’s cost recovery. The system provided 132 Page 48 Miami-Dade leadership with unprecedented visibility into the County’s spe nding to track progress, including future projections of spending, enabling informed decision making regarding the use of the CRF assistance. Miami-Dade County initiated over a dozen initiatives and programs utilizing CRF assistance to support the public, businesses, and non-governmental organizations (NGOs) within the County. The County tasked Hagerty to design, develop, and implement four programs: Veteran’s Rental Assistance, Veteran’s Basic Needs Assistance, Residential Landlord Program, and the Municipalities CRF Program. At the onset of a new initiative or program authorized by the Board of County Commission resolution, the designated responsible department worked with Hagerty to develop the program requirements to ensure compliance with CRF policy, and guidelines published by the US Department of Treasury (DOT). After the program kick -off meeting, Hagerty mobilized the staff needed to complete the task at hand, including several dozen case managers for the rental assistance programs and the creation of a processing center with documentation and CRF eligibility specialists to distribute $109 million to the County’s 34 municipalities. Hagerty worked with the departments to ensure all necessary documentation was being completed and the operation was compli ant with federal and local laws and regulations. Hagerty acted on behalf of Miami -Dade County for the programs and designed processes with the necessary oversight and County signoffs that Title 2 of Code of Federal Regulation (CFR) Part 200 required for all federal funding. Additionally, Hagerty provided compliance reviews for programs that were administered directly by the County, where documentation collected by the designated department was either sampled by Hagerty to ensure compliance if maintained loc ally within the given department or was uploaded directly into the centralized GMS created by Hagerty. As previously mentioned, Hagerty was tasked with and is currently still in the process of managing the dissemination of $109 million of Miami-Dade's CRF assistance to 34 municipalities within the County's jurisdiction. Hagerty developed an online portal where municipalities could submit proposals for activities seeking CRF assistance. Hagerty worked with these municipalities to develop proposals compliant with CRF eligibility criteria while simultaneously communicating documentation requirements to maintain compliance with the evolving incrementally published Treasury and Department Office of Inspector General (OIG) guidance. Hagerty continues to work with these municipalities to fully document their costs and recommend the disbursement of funds. While simultaneously supporting CRF efforts, Hagerty was identifying FEMA PA eligible costs, compiling the necessary documentation for each expense, developing the FEMA projects, and shepherding the projects through the FEMA and FDEM reviews. As of September 2021, with Hagerty’s support, Miami-Dade County alone had over three times more FEMA obligations than all other local governments within the State of Florida combined. During the same timeframe, Miami-Dade County was also tasked with supporting the County’s cost recovery from the Champlain Building Collapse and expanded support with Hurricane Irma. Additionally, in recognition of FEMA’s new 90-day deadline to turn all documentation after work is completed, Hagerty is in the process of reassessing the County’s cost tracking and documentation collection process to identify new pr ocesses and training needed to expedite documentation collection for future events. 133 Page 49 CITY OF PANAMA CITY DISASTER RECOVERY CONSULTANT SERVICES Client Point of Contact Owner Name: Mark McQueen, City Manager Company: City of Panama City Owner Address: 501 Harrison Avenue, Panama City, FL 32401 Owner Telephone: 850-872-3010 Contract Price: $17,103,326.59 Dates of Services: December 11, 2018, to Present Key Personnel Supporting Engagement: Mark O’Mara, Tanya Shannon, Jamie McNease, Amelia Muccio The City of Panama City was devastated by the effects of Hurricane Michael, and as such required immediate comprehensive cost recovery support, as well as the development of a comprehensive recovery program for current and future disasters. While simultaneously supporting the City to navigate the FEMA PA Program, Hagerty performed four distinctive planning projects concurrently to address the impacts of Hurricane Michael. The UNA; Recovery Action and Redevelopment Plan; Master Plan for the Downtown; and Economic Development Strategy were all executed in a compressed six -month timeline, with regular coordination to ensure all deliverables speak with one voice. To support this engagement, Hagerty executed an aggressive outreach strategy, including 75 hours of public engagement to receive feedback from the general public and community-based organizations (CBOs) responsible for response and recovery operations. Project s identified were then associated with available funding from grant programs and private sector investment dollars. Programs identified included those focused on flooding and stormwater, covering over $300 million worth of upgrades on a City-wide and neighborhood basis to repair and replace water, sewer, stormwater infrastructure via the CDBG-DR, 404 HMGP, Clean Water State Revolving Loan Fund, and City Budget to build community resilience (see: https://www.rebuildpc.org/panama-city-neighborhood-plans/). This project demonstrates Hagerty’s ability to execute effective outreach programs to unify stakeholders under a comprehensive strategy to address pre-disaster conditions under a unified long-term strategy. In addition to strategic support, Hagerty has also provided disaster cost recovery support, inclusive of grant development and management services to the City of Panama City since January 2019. Within its jurisdiction, the City has picked up more debris than the entire State of Florida did after Hurricane Irma. The City of Panama City faced a $74 million debris operation, not accounting for emergency protective measures or permanent work. The City also faced catastrophic damages to m ost of its primary buildings, including the Civic Center, community centers, and the City Hall Building. The City of Panama City was one of the first applicants to receive funding from FEMA and the State of Florida, which totaled $14 million within the first three months of Hagerty starting work. To support the City, Hagerty leveraged our GMS and other tools to develop dashboards focused on the comprehensive recovery program. 134 Page 50 Recovery Dashboards Developed by Hagerty to Support the City in Cost Tracking and Recovery Program Management Hagerty has supported the City in navigating over a dozen different funding streams to piece together the necessary funding to achieve the vision City leadership identified in the initial planning process. With Hagerty’s support, the City has been strategic in identifying large eligible projects under single grant applications to maximize the amount of funding awarded under the HMGP and CDBG -DR programs. In comparison, in one CDBG-DR award, the City received the same amount of funding as 12 other awardees combined. LEE COUNTY DISASTER MANAGEMENT SERVICES Client Point of Contact Owner Name: Sandra Tapfumaneyi, Director of Lee County Public Company: Lee County Office of Emergency Management Owner Address: 2675 Ortiz Avenue, Fort Meyers, FL 33905 Owner Telephone: 239-533-0610 Contract Price: $488,000 Dates of Services: December 9, 2019, to Present Key Personnel Supporting Engagement: Mark O’Mara, Tanya Shannon, Brock Long Hagerty has provided various disaster preparedness, response, and recovery services to Lee County since 2016, as summarized below. Southwest Florida Regional Evacuation Plan and Exercise From August 2016 through May 2017, Hagerty developed an all-hazards regional evacuation framework for the Southwest Florida Region VI (which includes Manatee, Sarasota, Charlotte, Lee, Collier, Desoto, 135 Page 51 Highlands, Okeechobee, Glades, and Hendry Counties). The all-hazards Regional Coordination Guide focused on the emerging practice evacuation approach that emphasizes enhanced operational coordination and communication via the Unified Coordination Group, common terminology, and phased evacuation operations. In addition, Hagerty designed and executed a regional tabletop exercise (TTX) to educate on and test the concepts within the newly developed regional framework. Joint Unified Local Mitigation Strategy The basis for the strategy lies in Southwest Florida’s continuing threat from certain large -scale hazards and the need to lessen the human, economic, and environmental exposure to disasters resulting from these hazards. From October 2016 through June 2017, Hagerty supported updates to the Lee County Joint Unified Local Mitigation Strategy, which represents a plan to promote mitigation from hazards posing a threat to communities within the County. The process included a Hazard Identification and Risk Assessment (HIRA) that identified and indexed vulnerability of natural and man-made hazards. Healthcare Coalition Hurricane Irma After-Action Report Hagerty provided support to the Lee County Healthcare Coalition to develop and facilitate a workshop and After-Action Meeting (AAM) to identify common issues experienced by healthcare facilities, and to share best practices learned from Hurricane Irma from August to December 2017. Hagerty worked with the Healthcare Coalition leadership to identify goals for the workshop, design tools for the facilities to learn more about developing an AAR and Improvement Plan (IP), the Lee County response processes, and to gather information for a Healthcare Coalition Hurricane Irma Findings Report. The AAM included 81 participants from 63 healthcare facilities and stakeholder organizations. Hurricane Irma AAR From January through May 2018, Hagerty developed an AAR and IP for Lee County focusing on the processes that employees used to respond to Hurricane Irma, one of the most destructive hurricanes in the County’s history. The AAR identified areas for improvement regarding the situation and response, with expansion and extension of those corrective actions to future situations where Lee County may conduct extensive response and recovery operations. By using a four-phased approach that involves both extensive document review and stakeholder interviews, Hagerty crafted a comprehensive AAR and IP for Lee County that can be utilized to improve future response and recovery efforts. Disaster Management and Administration Services In December 2019, Hagerty was awarded a contract to provide recovery support to Lee County on a standby basis. Recovery services include consulting, representation, assistance, and support monitoring Lee County’s recovery efforts and complianc e and reporting responsibilities with federal and state government requirements. The initial contract’s period of performance is current through December 2022. In June 2021, Lee County requested Hagerty support to develop a pre -disaster short term and long-term recovery plan and a comprehensive cost recovery plan to ensure the County was prepared to meet the new FEMA 90 -day requirement and effectively recover from a Hurricane Michael like event. Hagerty staff are currently engaged in this process. 136 Page 52 TOWN OF SURFSIDE DISASTER RECOVERY SUPPORT Client Point of Contact Owner Name: Javier Collazo, Finance Director, Town of Surfside Company: Town of Surfside, FL Owner Address: 9293 Harding Avenue, Surfside, FL 33154 Owner Telephone: 305-861-4863 Contract Price: $250,000 Dates of Services: June 28, 2021 to June 27, 2023 Key Personnel Supporting Engagement: Tanya Shannon, André McIntosh, Kristen Kerr, Sherlie Valentin Vazquez, Brock Long Hagerty was engaged through an emergency contract following the collapse of the Champlain Towers in Surfside in June of 2021. Hagerty personnel were onsite within two days of the event and guided the town through the FEMA PA recovery process. Hagerty coordinated all communication with FEMA and FDEM, and other FEMA applicants (such as Miami-Dade County and mutual aid providers) to ensure federal compliance through the grant formulation process. Further, Hagerty staff worked in coordination with the town departments to identify and capture all emergency related costs for reimbursement and performed eligibility reviews prior to submission to FEMA. This structure enabled FEMA staff to process projects on an expedited basis and meet the new 90-day deadline requirement. Due to the pre-established, Miami-based, FEMA experienced team, Hagerty was able to engage for this client immediately and without the client incurring any travel expenses. Further, due to the relatively small size of the disaster, the team was able to taper off services as the workload reduced, while still providing a part-time onsite presence for the client. All of these factors combined to give a small client and small disaster the same level of service and experienced staffing of any larger engagement. NUECES COUNTY DISASTER RECOVERY SUPPORT SERVICES Client Point of Contact Owner Name: Barbara Canales, Nueces County Judge Company: Nueces County, TX Owner Address: 901 Leopold St, Rm 106, Corpus Christi, TX 78401 Owner Telephone: 361-888-0444 Contract Price: $1,200,000 Dates of Services: February 24, 2021 to February 23, 2023 Key Personnel Supporting Engagement: Mark O’Mara, Kristen Kerr, John Hageman Hagerty has and continues to support Nueces County and its preparedness and recovery activities, including support for concurrent disasters like Hurricane Hanna, Winter Storm Uri, and COVID-19. In addition to $2.4 million in FEMA PA Program funding, Hagerty’s engagement in the County’s COVID -19 recovery includes planning and support for $1.6 million in US Treasury’s Emergency Rental Assistance Program (ERAP) funding, $4.6 million in CRF resources, and $70.3 million in State and Local Government Fiscal Recovery Funding (SLFRF). 137 Page 53 Examples of specific support include providing and implementing a comprehens ive ERAP rental program for County residents, developing a strategic fiscal recovery plan and spending framework for SLFRF funding, advocating for a Hurricane Hanna major disaster declaration through strategic advisory services, and developing an AAR for Winter Storm Uri. Hagerty also engages in general program management of disaster assistance-related processes including the review, validation, and compilation of costs and corresponding documentation into “closeout ready” PW applications and post-obligation grants management support; providing expert advice on structuring reimbursement requests and supporting documentation to maximize and expedite the disbursement of eligible funds; and maintaining client awareness on updates to federal and state regulations, rules, and related policies. Hagerty’s Experience with the State of Florida Hagerty has extensive experience in Florida, including, but not limited to: » Recovery support following the historic 2004 hurricane season; » Development of a regional evacuation plan for the 10 counties in Southwest Florida Region VI; » Development of an AAR for Lee County and Collier County following Hurricane Irma; » Recovery support for Collier County following Hurricane Irma; and » Significant and ongoing COVID-19 response and recovery services throughout the State, including support for Miami-Dade County and FDEM. Our firm is currently supporting recovery efforts for Panama City, Panama City Beach, Bay District Schools, and several other clients impacted by Hurricane Michael – a total estimated recovery of greater than $600 million. For Hurricane Michael, Hagerty’s clients were among the first to receive funding through expedited projects and awards for Section 324 Management Costs. Additionally, we are supporting Miami-Dade County and the Town of Surfside for the Champlain Building Collapse recovery operations. Hagerty is currently supporting FDEM’s COVID-19 response and cost recovery operations. We deployed over 150 response personnel in Florida and over 750 nationwide to support EOC operations; state and county managed COVID-19 testing; and vaccination sites throughout the State. Hagerty’s professionals have been directly engaged in multiple preparedness, response, recovery, and mitigation operations across Florida. In FEMA Region IV, Hagerty professionals supported hurricane response and recovery efforts for North Carolina Emergency Management and the City of Wilmington, as well as the South Carolina Emergency Management Division and Horry County, South Carolina. 138 Page 54 The following graphic illustrates our ongoing commitment to clients in Florida and the breadth of disaster preparedness and recovery work over the past 19 years. Hagerty’s Past and Ongoing Support to Florida Clients 1. 2004 Florida Hurricane Season JFO 2. Collier County Recovery Support (Hurricane Irma) 3. Collier County After-Action Review (Hurricane Irma) 4. Calhoun Liberty Hospital Association Disaster Recovery (Hurricane Irma) 5. Sarasota Memorial Hospital Disaster Recovery (Hurricane Irma) 6. Lee County/Southwest Florida Regional Evacuation Plan 7. Lee County Hazard Mitigation Plan Update, Pre-Disaster Recovery Plan Development, and Cost Recovery Plan Development 8. City of Panama City (Hurricane Michael) 9. Panama City Beach (Hurricane Michael) 10. Bay District Schools (Hurricane Michael) 11. Palm Bay Education Group (Hurricane Michael) 12. Panama City Housing Authority (Hurricane Michael) 13. Bay Haven Charter Academy (Hurricane Michael) 14. Girls, Inc. of Bay County Disaster Recovery Administrative Services (Hurricane Michael) 15. CARES Inc. Cost Recovery (Hurricane Michael) 16. Town of Davie Emergency Management Consulting 17. Pinellas County Disaster Recovery Management 18. Leon County Recovery Support (Hurricane Michael) and COVID-19 Cost Recovery 19. FDEM COVID-19 Response and Recovery Support; FDEM Michael 428 Policy Support 20. Miami-Dade County Disaster Cost Recovery Services: COVID-19, Irma, and Champlain Building Collapse Cost Recovery Support and Comprehensive Cost Recovery Plan Development 21. Town of Surfside: Champlain Building Collapse Cost Recovery 139 Page 55 Specific Services Required to Complete the Engagement Hagerty takes its responsibility to ensure compliance and responsible financial stewardship extremely seriously. Hagerty has a notable track record in financial management on behalf of clients; Hagerty has successfully managed more than $52 billion of federal recovery grants with zero adverse audit findings from the US Department of Homeland Security (DHS) OIG. Hagerty will use our tested and proven project management tools and tactics to safeguard financial resources for the City. The following provides a list of Hagerty’s proposed project management tools and practices. Typical Project Management Tools and Practices that will be Adapted for the City Project Status Meetings Monthly with City and the stakeholder team to provide overall updates and seek feedback on key issues or decision points. Will include review of timeliness against the project management plan (PMP). Status Reports Monthly written reports that include updates to project timelines; identification of efficiencies and deficiencies; and the overall status of the budget. Provision of key decision points for the City. Identification of key policy changes impacting the programs and project. SharePoint Site Maintained throughout the project to include both documents sharing and storage and overall project management. Includes an integrated project schedule shared with the stakeholder team. Perfolio Internal Hagerty management tool which tracks and allocates time associated with projects and specific tasks. Used to track consultant time on a weekly basis (with daily/hourly tracking) in support of budget and task management. Project management and quality control are important considerations for Hagerty in our support to the City. Hagerty places an emphasis on sound management practices, transparency, assertive problem solving, and issue resolution in order to ensure our professionals meet the needs o f the City. Careful planning and monitoring will ensure consistent performance and result in efficiencies for the City. Hagerty professionals are adept at assisting our clients in implementing recovery programs in compliance with all federal and local governmental regulations. Our experience and adherence to regular training for our staff positions us well to review internal controls to identify issues or gaps that may cause a problem during audits and jeopardize federal funding. For the City, we will review controls to ensure adherence to all federal requirements, including the recently released “Super Circular” titled 2 CFR Part 200: Government -wide Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awar ds, applicable to all disasters declared on or after December 26, 2014. Leveraging checklists and compliance tools, we will work with the City to implement balanced compliance by focusing our review systems that do not track finances in accordance with federal programmatic standards. Through these practices, we will identify and communicate to the City any risks that could preclude the City’s ability to optimize reimbursement. 140 Page 56 The following provides additional detail regarding Hagerty’s approach to the scop e of services sought by the City. This builds upon Hagerty’s approach identified under C. Cover Letter and Executive Summary. Detailed Work Plan/Project Approach and Schedule Hagerty outlines our proposed approach in the sections below directly aligned to each of the deliverables sought by the City in the RFP. Cost Recovery Program Implementation Training Hagerty understands the services required by the City may include identification of best practices and lessons learned to capture strengths and opportunities for improvement related to the implementation of recovery programs. Hagerty knows that these lessons learned and changes in federal disaster recovery policy will influence training and exercises for further enhance and build capability. The following sections provide an overview of Hagerty’s approach to the services associated with Cost Recovery Program Implementation Training. A. PLANNING Hagerty understands the focus and the emphasis associated with a review of plans, policies, and procedures to enhance the City’s capabilities associated with cost recovery, as well as overall response and recovery management. Hagerty will initiate this specific task wi th a review of the City’s existing Cost Recovery Guide, as well as administrative code, timesheet, and activity description format and payroll policies. Further, we will understand planning and regulatory strengths, as well as opportunities for improvement , available resources, and communication systems critical to preparedness, response, and recovery in the City. Hagerty proposes a five-step process to review existing plans, policies, procedures and practices, and prepare a report with informed, actionable recommendations for the City. Step 1: Identify Policies, Procedures, and Plans to Review Hagerty will organize a kickoff meeting with City stakeholders to identify the policies, procedures, and mutual aid agreements that need to be reviewed; issues that occurred in previous disasters; and the goals of the planning and review tasks. Step 2: Review Documentation and Tracking Systems Hagerty’s disaster recovery Subject Matter Experts (SMEs) will conduct a thorough review of the City’s FEMA Grants Portal to review projects submitted in prior disasters and review FEMA and FDEM comments, the City’s current Cost Recovery Guide, payroll policies, other emergency human resource policies, first responder documentation procedures, and all other relevant plans and procedures that impact the documentation process before, during, and after a disaster. Additionally, Hagerty will review current practices in documenting payroll and other document tracking practices for efficacy, efficiency, and any eligibility issues. The SMEs completing these reviews are individuals that previously worked for FEMA and/or regularly interact with FEMA and write federal grant applications - they will leverage their experience to 141 Page 57 ensure that when disaster strikes, the City is positioned to seek reimbursement expeditiously and efficiently on disaster expenses. During this process, Hagerty will document areas where changes to policy and procedures, additional tools to document, and/or other areas of improvement can improve the efficiency of cost recovery after a disaster. Step 3: Understand How Plans are Tactically Operationalized and Information Flows Hagerty will organize a series of interviews and facilitated group discussions with actors from City departments, partner agencies, and other stakeholders (including critical infrastructure stakeholders). Hagerty will provide a structured conversation format that will direct interviewee ’s comments toward critical questions of damage assessment, community lifelines, and cost recovery, including an evaluation of practices from prior disasters. Hagerty will conduct individual interviews with department heads, or their designee, to understand the information flow within departments, critical points during operational periods during disasters, and collect other critical information. This is to ensure the recommendations Hagerty makes can be operationalized during a disaster and can be incorporated within the City’s existing practices. Step 4: Develop a Report, Including Department Action Guides The information and outputs from the previous steps will then be aggregated and formalized to develop a comprehensive report on action items the City can take and tools that can be utilized to expedite the recovery process. This report will include, at minimum: » Updated language to be incorporated within the City’s Cost Recovery Guide; » Revisional language for the City’s current IDA and PDA procedures and policies; » Individualized guides for City departments on their essential recovery activities, incorporating existing procedures wherever possible; and » Specific policies that can be clarified or updated to enable a more efficient recovery providing actual language that can be used in existing policies’ place. Step 5: Preliminary Review of Findings Hagerty will hold a meeting with department leads, or their designee, to review findings and recommendations developed. This will ensure that any revisions to the d ocuments by the City are incorporated prior to finalization and incorporate references as appropriate. Step 6: Final Review of Findings As a final planning meeting, Hagerty will facilitate an orientation to the updated plan and supplementary tools developed over the course of the planning period. Following the orientation, participants of the planning meeting will be divided into groups and, using a workshop format, apply the updated plans and policies to a hurricane scenario. Through group discussions, participants will be asked to identify gaps or needs in the updated plan and supplemental tools based on their scenario. Revisions will be collected and inform the finalization of the updated plan and supplemental tools. 142 Page 58 B. APPROACH TO TRAINING The Hagerty team has experience developing training materials using the Instructional Systems Design (ISD) HSEEP. Both approaches are FEMA approved. Hagerty proposes to use these methods to develop trainings on behalf of the City covering federal grant programs; the agreed upon IDA and PDA documentation collection process and tools to be implemented; and the City’s financial system. On an annual basis, Hagerty will develop and conduct targeted training on recovery procedures. In support of the City’s needs, we will develop primers, frequently asked questions documents, and sample templates. We will also create a standard job descriptions matrix. This will be used to support annual training and exercises focused on recovery. The section below describes the ISD ADDIE approach to training which Hagerty intends to use. There are four key phases to the ADDIE model that will be used by the Hagerty team to develop training for the City. Step 1: Analysis During the analysis phase, Hagerty will execute a meeting with the City to present an outline of the training, reviewing what specific emergency management tasks and duties participants must know at the conclusion of the training, and discuss any learning management system (LMS) the City uses. After the meeting, Hagerty will develop a task sheet for the training and submit it to the City for approval. Step 2: Design Leveraging outputs from Step 1, Hagerty will collaborate with the City to articulate, as closely as possible, the real job conditions within the instructional environment based on the tasks that will be covered in the training. This will include facilitating a meeting to execute a learning analysis (e.g., definition of the training objectives and format of evaluation); determine exam items to confirm training objectives are met; and structure for delivery of information to achieve learning objectives. Step 3: Develop During the develop phase, Hagerty will develop the training, along with the fol lowing deliverables: » Training Structure: A detailed timeline for the training, including start times, end times, module lengths, exercises, and exams; » Training Materials: The lesson plans, voice-over narration, vignettes, activities, and reference materials that will be provided to participants, as applicable. Materials are based on the objectives and structure previously approved by the City; and » Construct Tests: Tools to evaluate whether participants have learned enough to meet objectives. 143 Page 59 Hagerty will review all draft materials with the City, validating content, format, and design. Hagerty will use the input from the City to revise and finalize the training materials. Step 4: Implement Following approval of the training materials, Hagerty will collaborate with the City to finalize the training, including taking necessary steps to provide training materials to the City in a format compliant with the City’s LMS (as necessary). Upon completion of this process, Hagerty will either conduct the training in person or make the training available digitally in coordination with the City. In collaboration with the City, the Hagerty team will revise the training based on stakeholder feedback and/or changes in federal and state recovery policy. Step 5: Evaluate The Evaluate Phase of the ADDIE model measures instructional program effectiveness and efficiency. Evaluation consists of formative and summative evaluation and management of data. Formative evaluation involves validating instruction before it is implemented and revising instruction to improve the instructional program prior to its implementation. Formative evaluation is ongoing both within and between each phase of the ADDIE model. Summative evaluation is conducted after a course of instruction has been implemented. Summative evaluation assesses the effectiveness of course participant performance, course materials, instructor’s performance (classroom courses), and course functionality (online courses). C. APPROACH TO EXCERCISES To gain the perspective and buy-in of stakeholders, Hagerty will work with the City and associated stakeholders to form an Exercise Planning Team (EPT), which may be comprised of agencies including local law enforcement; fire; emergency management agencies; public works and critical infrastructure; the private sector; and relevant stakeholders. The purpose of the EPT will be to support the design and development of exercises to validate the plans, supplementary tools, and hazard -specific annexes. To design exercises, Hagerty will conduct two to four planning meetings in align ment with the best practices established under HSEEP guidance. Sign-in sheets and meeting notes will be provided to the City following each meeting. Phases in the Exercise Design, Development, Execution, and Evaluation Process Over the course of the ex ercise design process, Hagerty will develop relevant exercise documentation, aligned with the HSEEP and the materials necessary to support the exercises. This may include situation 144 Page 60 manuals (SitMans), master scenario event lists (MSELs), and exercise evalua tion guides (EEGs), depending on the scope and type of exercise. Following the Final Planning Meeting (FPM), Hagerty will execute facilitation of the exercise. Upon completion of exercise conduct, Hagerty will execute a “hot wash,” in which exercise partic ipants will be asked for initial observations regarding what went well and what could be improved in both the conduct of the exercise and in the discussion of objectives. Hagerty will then incorporate this feedback into an AAR, including an IP, with specific areas for improvement based on exercise results. Cost Recovery Operational Services The following provides an overview of Hagerty’s approach to the needs of the City, inclusive of support during the response and the recovery phases, allowing our professionals to integrate seamlessly into the City’s cost recovery response operation. A. EMERGENCY AND RECOVERY OPERATIONS CENTERS AND FEDERAL JOINT FIELD OFFICE Hagerty understands the importance of coordination between agencies as early as possible to ensure a properly coordinated response, whether the event has notice or not. Hagerty will be proactive, engaging the City prior to an event, if notice is possible, or within 24 hours of a no-notice event. The following provides an overview of Hagerty’s capabilities in disaster response. Hagerty’s Capabilities in Emergency Operations, Response, and Recovery Operations Support EOC Management Finance and Administration Section Leadership, including FEMA PA Cost Recovery Public Health and Medical Subject Matter Expertise Points of Dispensing and Medical Countermeasures Planning and Operational Support Pandemic Operations Support Logistics Section Leadership and Staffing Support Executive Coordination and Program Management Planning Section Leadership and Staffing Support Geographic Information Systems Support Continuity of Operations and Contingency Planning Support Data Analysis and Information Management Support Crisis and Emergency Risk Communications Situation Unit Staffing and Analysis Support 24/7 Watch Operations Support Mass Care Planning and Operations Support Medical Surge and Alternate Care Site Planning 145 Page 61 Data Collection During Response and Early Recovery for City Departments As part of the planning process, Hagerty will provide recommendations to the City on how information will be collected from across the City and eligible agencies. Hagerty will also provide recommendations regarding how that information will be stored and easily accessible to the City; and will create a file system through SharePoint or another City approved platform to collect documentation for each City Department. Additionally, primary and secondary POCs will be identified for each City department. To support accuracy in documentation, Hagerty will conduct quality control checks on an end-of-shift basis during the response period until the necessary documentation is being consistently submitted to the level of detail needed. Hagerty will provide a primary POC, as well as an appropriately sized support team (dependent on the size of the event and number of stakeholders engaged), to coordinate data collection and ensure all departments are providing the necessary documentation daily. The Data POC will provide information to the City daily to enable the City to make necessary announcements during daily briefings if information is not being collected or general trends regarding documentation. B . DAMAGE ASSESSMENTS Upon activation of services, Hagerty will provide immediate support to the City with the State IDA and subsequently, the Joint FEMA/State/Local PDA processes for PA. After collecting and submitting the IDAs, Hagerty will immediately support the City in developing the plan for joint PDAs. Hagerty will a ssist the City in developing a comprehensive understanding of and the required documentation of the magnitude, severity, impact, and extent of the disaster, and can utilize the FEMA Damage Inventory Spreadsheet (from Grants Portal) to minimize duplicative efforts later in the recovery. In alignment with the City’s needs, Hagerty’s team may: » Develop and establish operational timelines, strategies, and priorities in collaboration with FEMA; » Participate in joint FEMA/City meetings, briefings, and field surveys; » Prepare and obtain incident-related geographical, demographic, insurance, and historical documentation; » Participate in formulating repair/replacement cost estimates and identifying special considerations; » Support the development, reconciliation, maintenance, and update of the PDA Report and Disaster Summary Outline (DSO); and » Obtain, analyze, and gather field documentation (including relevant records, such as timekeeping, photographs of damaged elements, and assignment records) to extract pertinent information. Once a presidential declaration has been made, Hagerty will support the City in the development and submission of the RPA. C. FEMA PA PROGRAM SERVICES Hagerty will provide comprehensive services that address all aspects of the PA Program. Hagerty will support the entire grant life cycle, from the development of damages inventory, damage description and dimensions and scope of work cost estimates, including QA/QC, to grant closeout. Hagerty will consider the full range of programs to find the best fit, including Alternate Projects, Improved Projects, Section 428 PAAP, 146 Page 62 and special considerations such as EHP requirements. Hagerty is adept at combining Section 404 HMGP grants and Section 406 Hazard Mitigation grants to maximize eligibility and promote resilient reconstruction. Hagerty will leverage the CDBG-DR program to provide the City with the matching funds required for FEMA grants, as appropriate as well as other programs under CDBG-DR that may benefit the City as well. Hagerty will support the City in submitting projects to the Local Mitigation Strategy Committee and ensure the City has access to the available funds. Hagerty excels at proactively resolving eligibility and program expense issues, and we have an excellent record of successfully closing out projects. Hagerty will work with the City, FEMA, FDEM, and FDEM’s contractors to ensure timely processing of projects to obligation, requests for reimbursements, and/or closeout of projects. Hagerty will rely on our existing strong relationships with FEMA, FDEM, and FDEM’s contractors to expedite the City’s recovery. Initial Support During the PDA process, Hagerty will begin developing the initial projected expenditures for FEMA Categories A-G work utilizing the Grants Portal Damage Inventory Spreadsheet. Simultaneously the PM and DPM will be identifying the skillsets needed to support the development of the City’s FEMA PA A-G Projects. Hagerty will adjust the team deployed, if necessary, to ensure the team consists of the individuals with the appropriate policy and technical skills (e.g., structural engineering, mechanical engineering, wastewater specialists, and/or FEMA beach policy SMEs). Where possible, Hagerty will train City personnel and, when applicable, hire and subcontract locally to execute with local expertise. The PM and DPM will support the City during the Applicant Briefings by FDEM, the FEMA Exploratory Call and Recovery Scoping Meeting. The use of the Grants Portal Damage Inventory Spreadsheet will ena ble the City to be ahead of FEMA’s expectations having a first draft at both the Exploratory Call and Recovery Scoping Meeting to ensure FEMA understands the comprehensive needs of the City. All conversations with the City’s PDMG will be documented anticipating the high FEMA turnover of PDMGs. Hagerty’s team will be proactive in Grants Portal even prior to a declaration to ensure the City’s current personnel plans and procedures as well as the insurance policies are uploaded to the Organization Profile prior to an event even occurring. After a declaration, Hagerty’s Data POC and team will begin identifying activated contracts and executed contracts during the emergency period and will begin formulating procurement documentation packages utilizing FEMA’s PDAT. General Financial / Grant Management Support As short-term recovery transitions into intermediate recovery, the Hagerty team will support financial and grant management tasks. The following sections provide our approach to supporting these tasks in collaboration with the City. Documentation Collection, Tracking, and Review Process In collaboration with the City’s Departments, Hagerty will map out a documentation process in which documentation is collected and where Hagerty can review it prior to RFP release, contract issuance, or 147 Page 63 invoice payment. Once the response period concludes and the City transitions into recovery, Hagerty will begin implementing the use of Hagerty’s customizable GMS. Advise on Inter-Agency Agreements During the preparedness activities, Hagerty will recommend that we review all inter -agency mutual aid agreements to identify any potential eligibility issues or clarification needed within the documents. During an activation, Hagerty will maintain awareness of utilized mutual aid agreements and support the City in collecting all necessary documentation for reimbursement. Hagerty will review all charges and intra -state mutual aid requests for response activities to ensure language within the requests are compliant with federal and state guidelines and policies, and therefore eligible for reimbursement. Reporting The Project Manager will meet with the City to identify the reporting schedule and what information the City wants to regularly track, such as anticipated timelines, task specific updates, and action items. Hagerty will provide regular reports to the primary POC for submittal to the senior leadership. All steps in the project development process will be recorded and tracked within Hagerty’s GMS system. Other Grant Support Hagerty excels in creative and innovative use of the full arsenal of federal recovery programs on behalf of our clients. Our approach specifically to HMGP and CDBG-DR is detailed below. Section 406 and 404 Hazard Mitigation Proposals Every PA Program permanent work project will be assessed for potential 406 mitigation opportunities, on top of the Code and Standards requirements within the State of Florida. Hagerty also has extensive experience in navigating FDEM’s Three-Tiered approach for the 404 HMGP. In Bay County, Florida, Hagerty developed over $120 million in 404 HMGP proposals. Even during non-disaster times, Hagerty can support the City in developing viable 404 HMGP for when funding becomes available. The image to the left illustrates a real solution crafted by the Hagerty team. For a recent client, in one structure the boiler was damaged, but the electrical annex was not. However, our team identified that both the boiler and electrical annex are vulnerable in a future flood event, and therefore recommended both be elevated. Under this scenario, Hagerty developed a policy-based justification and a grants package to combine Section 404 and 406 funding to address both needs. As applied to City, this type of solution would address both past and future damage, allowing public facilities to be made more resilient, regardless of their existing flood damage. 148 Page 64 CDBG-DR and CDBG-MIT Program Hagerty has a diverse background in assisting disaster-impacted communities eligible to receive CDBG-DR and -MIT funding. Hagerty’s approach to supporting the City may include the following tasks: » UNA and Action Plan Development: To support the allocation of CDBG-DR funds, the UNA outlines the type and location of community needs, enabling the City to target limited resources to those areas with the greatest need. The UNA must evaluate three core aspects of recovery: housing, businesses and the economy, and infrastructure. Our professionals will collect, review, and analyze data and incorporate resilience and mitigation to craft a robust assessment of unmet needs that can be communicated to the Florida DEO as they develop the Action Plan. » Program Implementation: Overall technical assistance provided during program implementation may include development of grant applications that fit within the DEO’s CDBG-DR Action Plan. Staffing during Program Implementation will be contingent on the needs of the City. For example, if the greatest unmet needs are around housing, our personnel will have deep experience in housing rehabilitation programs. » Program Monitoring: An important part of program monitoring will be preparing the City for HUD and state monitoring and establishing appropriate methods early in Program Implementation is important to assure the overall success of recovery. The Hagerty team will follow the procedures outlined by HUD for monitoring all CDBG and CDBG-DR activities. In addition, we will conduct an initial risk assessment to determine program risk factors and financial management capacity. After determining risk, we will establish a monitoring schedule and provide additional technical assistance to build capacity. » Program Closeout: To support Program Closeout, Hagerty will first file closeout forms on completed projects, including final quality control reviews to ensure all appropriate documentation is captured. We will also provide technical assistance to the City to assure the staff understands required reporting systems. 149 Page 65 F. Other Relevant Experience Hagerty is proposing a team with direct experience helping major urban areas manage their disaster cost recovery. They have deep insight into federal grant cost recovery requirements, processes, and systems. They have served in key leadership roles in the FEMA PA Program, Section 404/406 mitigation and HUD CDBG-DR. The following provides an overview and highlights of the past performance of the Hagerty team. It is important to note that Hagerty has highlighted relevant personnel performance under Section E. Personnel and References, Client List of Relevant Projects in lieu of submitting additional case studies in this section. We are happy to provide any additional references and past performance upon request by the City. Mark O’Mara, Project Executive, is a highly skilled project manager and construction administration specialist with 15 years of professional experience in the disaster recovery and management space, having worked on six presidentially declared disasters following hurricanes, tornadoes, seve re winter storms, and flooding. His design and construction experience encompass technical architectural consultancy, financial documentation reconciliation, and policy advising. Mr. O’Mara’s experience includes the design and construction of multi-million-dollar buildings in the private sector, utilizing his expertise in helping communities rebuild after disasters. Mr. O’Mara has been instrumental in the FEMA PA Program in examining projects, developing damage descriptions, cost estimates, advice on future actions, and appropriate funding documentation. He serves at the project manager to NYC (DR-4085 and DR-4086), managing and overseeing a team of engineers, architects, analysts, and cost estimators in the data collection, development, and formulation of FEMA PA grants, capturing approximately $1.1 billion of costs incurred by the NYC Department of Parks and Recreation (DPR) as a direct result of Hurricane Sandy. His work and coordination among federal recovery programs resulted in $450 million in additiona l funding to NYC under the FEMA PA Program. Mr. O’Mara is Hagerty’s Director of Recovery Programs. He oversees Hagerty’s active portfolio of projects and programs funded under disaster recovery grants, including those funded through FEMA PA, the Coronavirus Aid, Relief, and Economic Security Act (CARES Act), and the ARPA. Tanya Shannon, Project Executive, is an emergency management professional with 12 years of experience , and has been certified for completing the FEMA Professional Development Series. Mrs. Shannon serves as the Project Manager for local jurisdictions throughout the State of Florida and other areas overseeing recoveries from natural disasters and COVID-19. With expertise in FEMA PA Program, she has improved the process of and trained professionals in the Section 428 PAAP Pilot Program and New Delivery Model throughout the US. Specifically, Mrs. Shannon developed curriculum and a training strategy for 1,200 PA, Mitigation, and EHP staff on Section 428 to support Puerto Rico’s recovery fr om Hurricane Maria and 1,800 FEMA responders for Hurricane Harvey and Irma. She supported the setup of PA operations on 116 declared disasters nationwide from 2016 to 2018 coordinating training and strategic planning support for FEMA and State/Territory Field Leadership. She managed a team of over 70 PA instructors imbedded in field operations providing training and technical assistance to FEMA, recipient, and sub-recipient assets. André McIntosh, Deputy Project Manager, is a project management professional with over 21 years of experience across disaster recovery. He utilizes strong leadership, communication, and organizational skills, 150 Page 66 along with experience in various sizes and types of construction projects to deliver essential recovery services. Since joining Hagerty in 2020, he’s leveraged his experience to bring about tools and planning to address co-disasters caused by the COVID-19 pandemic. Mr. McIntosh has been deployed in Miami-Dade County and Baldwin County to support recovery. His recent experience includes recovery associated with the Surfside Building Collapse, Hurricane Sally, and programs funded under the CARES Act, such as ERAP. Sherlie Valentin Vazquez, Program Compliance and Project Formulation Specialist , is a management professional with proven experience in managing projects for FEMA PA applicants, human resource functions, and emergency planning. She also holds legal experience as a paralegal and court reporter in Puerto Rico’s capital of San Juan. She is adept to handle and assess projec ts at monumental scale with experience managing the human resources capacity of over 1,000 employees simultaneously and the grants distribution of over $10 billion in federal funds. With Hagerty, she has supported efforts to assess and recover from the COVID-19 emergency through the distribution of CRF and CARES Act funding. Kristen Kerr, ARPA and Compliance Specialist, is a public administration professional with specialization in emergency management response and local budget development. Ms. Kerr is high ly motivated and committed to public service for local and state governments, with proficiency in financial analysis, project management, program evaluation, and policy development. Ms. Kerr demonstrates interpersonal and leadership skills such as independent work ethic, collaborative problem solving, customer service, public speaking, and adaptability. Her disaster recovery experience dates back to 2004 to 2005, when Florida declared disasters that included Hurricanes Hermine, Irma, Michael, and Dorian, and both response and recovery experience for COVID-19. John Hageman, ARPA and Municipal Financial Management SME, is a senior manager at Hagerty with demonstrated experience in strategic management, public sector finance and administration, and restructuring and turnaround. He previously served as the Chief of Staff for the City of Detroit’s Office of the Chief Financial Officer, helping to lead the City’s successful financial recovery and reform post - bankruptcy. Immediately prior to joining Hagerty, he worked on Puerto Rico’s financial crisis, helping to develop strategies to improve the Commonwealth’s financial management operations. Mr. Hageman has a proven track record of planning and implementing transformational change, leading and empowering high performing teams, and strengthening organizational and staff capacity. His strong analytical skills and interpersonal and political acumen helps him anticipate and quickly respond to client needs. Jamie McNease, CDBG-DR and Mitigation Lead, is a senior managing associate within the Recovery Division at Hagerty. She is a highly versatile professional with more 10 years of professional experience in disaster recovery, data analytics, project management, strategic planning, and process improveme nt. She has more than five years of experience ensuring program compliance at the state level, with more than three years specifically focused on leading and managing compliance of HUD CDBG-DR and -MIT programs for the State of Florida for Hurricanes Hermine, Matthew, Irma, and Michael. She also has experience in communications and marketing, as well as healthcare program coordination and management. She has worked in a broad range of fields, both in the public and nonprofit sectors, and she is a dynamic an d motivated professional with a proven record of generating and building relationships, managing projects from concept to completion, and guiding successful strategic planning efforts. Ms. McNease completed her 151 Page 67 Bachelor of Science in Psychology and her Master of Social Work from Louisiana State University. Ms. McNease led the CDBG-DR and -MIT team supporting Hagerty clients impacted by Hurricane Michael in the Florida Panhandle; the grant applications developed by her team resulted in the largest awards by DEO within Hurricane Michael event. Brock Long, Senior Project Advisor, former administrator of the FEMA, has more than 18 years of experience assisting and supporting local, state, and federal governments to build robust emergency management and public health preparedness programs nationwide. He specializes in strategic planning, HSEEP exercises, evacuation, public safety, recovery management, and response logistics. As the FEMA Administrator, Mr. Long served as the nation’s principal advisor to the Presid ent, responsible for coordinating the entire array of federal government resources down through 50 states, 573 tribal governments, and 16 island territories to assist with executing disaster preparedness, mitigation, response, and recovery. Prior to this r ole, he served as the director of Alabama’s Emergency Management Agency, where he acted as the state coordinating officer for 14 disasters, including eight Presidential, six state - declared events, and two events of national significance. Concurrently, he s erved on the FEMA National Advisory Committee advising the sub-committee for response and recovery. During the nationally significant BP Deepwater Horizon Oil Rig Incident, Mr. Long served as the on-scene incident commander for the Alabama Unified Command. Mr. Long provides strategic direction and leadership to Hagerty’s full complement of emergency management programs and professionals. He offers subject matter expertise for select projects and contributes to the growing body of knowledge in the emergency management community. Mr. Long has also led over 50 projects across the nation ranging from active threat scenario exercises with universities to designing complex multi-jurisdictional all hazard evacuation plans for major Urban Area Security Initiative (UASI) designated jurisdictions. At present, he is involved with the Poarch Band of Creek Indians COVID-19 Support and the FDEM COVID-19 Response Support. Amelia Muccio, Mitigation Lead, is an emergency management and public health program manager with 18 years of professional experience, including strategizing and leading national and international mitigation, preparedness, response, and recovery projects. Ms. Muccio is an experienced project manager and Certified Emergency Manager (CEM) who has worked on all-hazards planning and policy development; grants management and evaluation; public health preparedness; program design and monitoring; capacity building; Section 404/406 mitigation; continuity of operations; training; and exercises. Ms. Muccio is Hagerty’s Director of Mitigation and leads our team focused on pre- and post-disaster mitigation funding, including BRIC. She provides subject matter expertise and oversight to clients that include Cal OES; the Nebraska Emergency Management Agency; and NYC Emergency Management (NYCEM) (among others). Hagerty’s portfolio of mitigation programs supported totals more than $3.8 billion, to date. Her accomplishments include supporting Hurricane Sandy recovery in NYC through the management of Hagerty’s 404/406 Hazard Mitigation Team. This 18-person team directly supports the resiliency and consequence assessment efforts of 16 city agencies. Between August 2013 and May 2015, Ms. Muccio spearheaded the submission of an $860 million HMGP portfolio on behalf of NYC as part of larger risk management and preparedness efforts. More recently, she led Hagerty’s efforts with Cal OES in the development of more than $731 million across 29 Building Resilient Infrastructure and Communities (BRIC) Program applications with the nation’s leading award value of more than $134 million for seven projects selected for further review. 152 Page 68 Proposal Submittal Checklist Form 153 PROPOSAL SUBMITTAL CHECKLIST FORM DISASTER COST RECOVERY SERVICES RFP #PW2021- 46 This checklist indicates the forms and documents required to be submitted for this solicitation and to be presented by the deadline set for within the solicitation. Fulfillment of all solicitation requirements listed is mandatory for consideration of response to the solicitation. Additional documents may be required and, if so, they will be identified in an addendum to this Solicitation. The response must include the following items: Attachments and Other Documents described below to be Completed IF MARKED WITH AN “X”: Check Completed. X The City will only receive submittals online and electronically through the Demand Star Electronic Bid System (E-Bidding). To register as a business, go to https://network.demandstar.com/ The City, at its discretion, may request hard copies of proposals received from a specific Respondent or all Respondents. X SUPPLEMENTAL INSTRUCTIONS found prior to the PROPOSAL SUBMITTAL CHECKLIST FORM. X Indemnification and Insurance Documents EXHIBIT 2 X Respondents Bid Form. EXHIBIT 3 X Respondents Cost & Technical Proposal, EXHIBIT 4 X Signed Contract Documents EXHIBIT 6 X Respondents Qualification Statement X List of Proposed Subcontractors and Subconsultants and Principal Suppliers X Non-Collusion Affidavit X Public Entity Crimes and Conflicts of Interest X Drug Free Workplace X Acknowledgement of Conformance with OSHA Standards X Affidavit Concerning Federal & State Vendor Listings X Related Party Transaction Verification Form X Presentation Team Declaration/Affidavit of Representation Submit this checklist along with your proposal indicating the completion and submission of each required forms and/or documents. END OF SECTION 17 of 67 154 Page 70 Indemnification and Insurance Documents (Exhibit 2) 155 EXHIBIT 2 DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Insurance & Indemnification Requirements Insurance A. Without limiting its liability, the contractor, consultant or consulting firm (hereinafter referred to as “FIRM” with regard to Insurance and Indemnification requirements) must procure and maintain at its own expense during the life of the Contract, insurance of the types and in the minimum amounts stated below as will protect the FIRM, from claims which may arise out of or result from the contract or the performance of the contract with the City of South Miami, whether such claim is against the FIRM or any sub-contractor/sub-consultant, or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. B. No insurance required by the CITY may be issued or written by a surplus lines carrier unless authorized in writing by the CITY and such authorization is at the CITY’s sole and absolute discretion. The FIRM must purchase insurance from and must maintain the insurance with a company or companies lawfully authorized to sell insurance in the State of Florida, on forms approved by the State of Florida, as will protect the FIRM, at a minimum, from all claims as set forth below which may arise out of or result from the FIRM's operations under the Contract and for which the FIRM may be legally liable, whether such operations be by the FIRM or by a Sub-contractor/sub-consultant or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable: (a) claims under workers' compensation, disability benefit and other similar employee benefit acts which are applicable to the Work to be performed; (b) claims for damages because of bodily injury, occupational sickness or disease, or death of the FIRM's employees; (c) claims for damages because of bodily injury, sickness or disease, or death of any person other than the FIRM's employees; (d) claims for damages insured by usual personal injury liability coverage; (e) claims for damages, other than to the Work itself, because of injury to or destruction of tangible property, including loss of use resulting there from; (f) claims for damages because of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a motor vehicle; (g) claims for bodily injury or property damage arising out of completed operations; and (h) claims involving contractual liability insurance applicable to the FIRM's obligations under the Contract. Firm’s Insurance Generally. The FIRM must provide and maintain in force and effect until all the Work to be performed under this Contract has been completed and accepted by CITY (or for such duration as is otherwise specified hereinafter), the insurance coverage written on Florida approved forms and as set forth below: Workers’ Compensation Insurance at the statutory amount as to all employees in compliance with the "Workers' Compensation Law" of the State of Florida including Chapter 440, Florida Statutes, as presently written or hereafter amended, and all applicable federal laws. In addition, the policy (ies) must include: Employers' Liability at the statutory coverage amount. The FIRM must further ensure that all of its Sub-contractor/sub-consultants maintain appropriate levels of Worker's Compensation Insurance. Commercial Comprehensive General Liability insurance with broad form endorsement, as well as automobile liability, completed operations and products liability, contractual liability, severability of interest with cross liability provision, and personal injury and property damage liability with limits of $1,000,000 combined single limit per occurrence and $2,000,000 aggregate, including: • Personal Injury: $1,000,000; • Medical Insurance: $5,000 per person; 49 of 67 156 • Property Damage: $500,000 each occurrence; Umbrella Commercial Comprehensive General Liability insurance must be written on a Florida approved form with the same coverage as the primary insurance policy but in the amount of $1,000,000 per claim and $2,000,000 Annual Aggregate. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services Office, and must include: • Premises and Operation • Independent Contractors • Products and/or Completed Operations Hazard • Explosion, Collapse and Underground Hazard Coverage • Broad Form Property Damage • Broad Form Contractual Coverage applicable to this specific Contract, including any hold harmless and/or indemnification agreement. • Personal Injury Coverage with Employee and Contractual Exclusions removed, with minimum limits of coverage equal to those required for Bodily Injury Liability and Property Damage Liability. Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00) plus an additional One Million Dollar ($1,000,000.00) umbrella per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Umbrella coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by with the state of Florida, and must include: • Owned Vehicles. • Hired and Non-Owned Vehicles • Employers' Non-Ownership Subcontracts: The FIRM agrees that if any part of the Work under the Contract is sublet, the subcontract must contain the same insurance provision as set forth in these insurance and indemnification requirements, other than the Fire and Extended Coverage Insurance and substituting the word Sub-contractor/sub-consultant for the word FIRM where applicable. Fire and Extended Coverage Insurance (Builders’ Risk), IF APPLICABLE: A. In the event that this contract involves the construction of a structure, FIRM must maintain, with an Insurance Company or Insurance Companies acceptable to the CITY, "Broad" form/All Risk Insurance on buildings and structures, including Vandalism & Malicious Mischief coverage, while in the course of construction, including foundations, additions, attachments and all permanent fixtures belonging to and constituting a part of said buildings or structures. The policy or policies must also cover machinery, if the cost of machinery is included in the Contract, or if the machinery is located in a building that is being renovated by reason of this contract. The amount of insurance must, at all times, be at least equal to the replacement and actual cash value of the insured property. The policy must be in the name of the CITY and the CONTRACTOR, as their interest may appear, and must also cover the interests of all Sub- contractor/sub-consultants performing Work. B. All of the provisions set forth in the Miscellaneous section below apply to this coverage unless it would be clearly not applicable. 50 of 67 157 Miscellaneous: A. If any notice of cancellation of insurance or change in coverage is issued by the insurance company or should any insurance have an expiration date that will occur during the period of this contract, the FIRM Is responsible for securing other acceptable insurance prior to such cancellation, change, or expiration so as to provide continuous coverage as specified in this section and so as to maintain coverage during the life of this Contract. B. All deductibles must be declared by the FIRM and must be approved by the CITY. At the option of the CITY, either the FIRM must eliminate or reduce such deductible or the FIRM must procure a Bond, in a form satisfactory to the CITY covering the same. C. The policies must contain waiver of subrogation against CITY where applicable, must expressly provide that such policy or policies are primary over any other collectible insurance that CITY may have. The CITY reserves the right at any time to request a copy of the required policies for review. All policies must contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY as well as contractual liability provision covering FIRM’s duty to indemnify the City as provided in this Agreement. D. Before starting the Work, the FIRM must deliver to the CITY and CONSULTANT certificates of such insurance, acceptable to the CITY, as well as the insurance binder, if one is issued, the insurance policy, including the declaration page and all applicable endorsements and provide the name, address and telephone number of the insurance agent or broker through whom the policy was obtained. The insurer must be rated A.VII or better per A.M. Best’s Key Rating Guide, latest edition and authorized to issue insurance in the State of Florida. All insurance policies must be written on forms approved by the State of Florida and they must remain in full force and effect for the duration of the contract period with the CITY. The FIRM may be required by the CITY, at its sole discretion, to provide a “certified copy” of the Policy (as defined in Article 1 of this document) which must include the declaration page and all required endorsements. In addition, the FIRM must deliver, at the time of delivery of the insurance certificate, the following endorsements: (1) a policy provision or an endorsement with substantially similar provisions as follows: “The City of South Miami is an additional insured. The insurer must pay all sums that the City of South Miami becomes legally obligated to pay as damages because of ‘bodily injury”, ‘property damage’, or ”personal and advertising injury” and it will provide to the City all of the coverage that is typically provided under the standard Florida approved forms for commercial general liability coverage A and coverage B”; (2) a policy provision or an endorsement with substantially similar provisions as follows: “This policy must not be cancelled (including cancellation for non-payment of premium), terminated or materially modified without first giving the City of South Miami ten (10) days advanced written notice of the intent to materially modify the policy or to cancel or terminate the policy for any reason. The notification must be delivered to the City by certified mail, with proof of delivery to the City.” E. If the FIRM is providing professional services, such as would be provided by an architect, engineer, attorney, or accountant, to name a few, then in such event and in addition to the above requirements, the FIRM must also provide Professional Liability Insurance on a Florida approved form in the amount of $1,000,000 with deductible per claim if any, not to exceed 5% of the limit of liability providing for all sums which the FIRM becomes legally obligated to pay as damages for claims arising out of the services or work performed by the FIRM its agents, representatives, Sub Contractors or assigns, or by any person employed or retained by him in connection with this Agreement. This insurance must be maintained for four years after completion of the construction and acceptance of any Project covered by this Agreement. However, the FIRM may purchase Specific Project Professional Liability Insurance, in the amount and under the terms specified above, which is also acceptable. No insurance may be 51 of 67 158 issued by a surplus lines carrier unless authorized in writing by the city at the city’s sole, absolute and unfettered discretion. Indemnification Requirement A. FIRM accepts and voluntarily incurs all risks of any injuries, damages, or harm which might arise during the work or event that is occurring on the CITY's property due to the negligence or other fault of FIRM or anyone acting through or on behalf of FIRM. B. FIRM must indemnify, defend, save and hold CITY, its officers, affiliates, employees, successors and assigns, harmless from any and all damages, claims, liability, losses, claims, demands, suits, fines, judgments or cost and expenses, including reasonable attorney’s fees, paralegal fees and investigative costs incidental there to and incurred prior to, during or following any litigation, mediation, arbitration and at all appellate levels, which may be suffered by, or accrued against, charged to or recoverable from the City of South Miami, its officers, affiliates, employees, successors and assigns, by reason of any causes of actions or claim of any kind or nature, including claims for injury to, or death of any person or persons and for the loss or damage to any property arising out of a negligent error, omission, misconduct, or any gross negligence, intentional act or harmful conduct of FIRM, its contractor/sub-contractor/sub-consultant or any of their officers, directors, agents, representatives, employees, or assigns, or anyone acting through or on behalf of any of them, arising out of this Agreement, incident to it, or resulting from the performance or non-performance of FIRM's obligations under this AGREEMENT. C. FIRM must pay all claims, losses and expenses of any kind or nature whatsoever, in connection therewith, including the expense or loss of the CITY and/or its affected officers, affiliates, employees, successors and assigns, including their attorney’s fees, in the defense of any action in law or equity brought against them and arising from the negligent error, omission, or act of FIRM, its Sub- contractor/sub-consultant or any of their agents, representatives, employees, or assigns, and/or arising out of, or incident to, this Agreement, or incident to or resulting from the performance or non- performance of FIRM's obligations under this AGREEMENT. D. FIRM agrees and recognizes that neither the CITY nor its officers, affiliates, employees, successors and assigns are to be held liable or responsible for any claims, including the costs and expenses of defending such claims which may result from or arise out of actions or omissions of FIRM, its contractor/sub-contractor/sub-consultant or any of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of the them, and arising out of or concerning the work or event that is occurring on the CITY's property. In reviewing, approving or rejecting any submissions or acts of FIRM, CITY in no way assumes or shares responsibility or liability for the acts or omissions of FIRM, its contractor/sub-contractor/sub-consultant or any of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of them. E. FIRM has the duty to provide a defense with an attorney or law firm approved by the City of South Miami, which approval will not be unreasonably withheld. F. However, as to design professional contracts, and pursuant to Section 725.08 (1), Florida Statutes, none of the provisions set forth herein above that are in conflict with this subparagraph must apply and this subparagraph must set forth the sole responsibility of the design professional concerning indemnification. Thus, the design professional’s obligations as to the City and its agencies, as well as to its officers and employees, is to indemnify and hold them harmless from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys’ fees, to the extent caused by the negligen ce, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design professional in the performance of the contract. END OF SECTION 52 of 67 159 12/28/2020 Hays Companies Inc. 1200 North Mayfair Road Suite #100 Milwaukee WI 53226 Amy Vossekuil (414)443-0000 Hagerty Consulting, Inc. 1618 Orrington Ave, Suite 201 Evanston IL 60201 National Fire Insurance Co of Hartford 20478 Continental Insurance Company 35289 Valley Forge Insurance Company 20508 Steadfast Insurance Company 21 A X X X 6023741069 1/1/2021 1/1/2022 1,000,000 500,000 15,000 1,000,000 2,000,000 2,000,000 A X X BUA 6023741055 1/1/2021 1/1/2022 1,000,000 B X X X 10,000 6023741072 1/1/2021 1/1/2022 5,000,000 5,000,000 C 6023741086 (CA) $1M 6023741041 (AOS)1/1/2021 1/1/2022 X 500,000 500,000 500,000 D Professional EOC 4241066-00 1/1/2021 1/1/2022 Ea Claim/Aggregate $2,000,000 EVIDENCE OF INSURANCE fhalas@hayscompanies.com James Hays/FHALAS The ACORD name and logo are registered marks of ACORD CERTIFICATE HOLDER © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) AUTHORIZED REPRESENTATIVE CANCELLATION DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE LOCJECTPRO-POLICY GEN'L AGGREGATE LIMIT APPLIES PER: OCCURCLAIMS-MADE COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence) $DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $RETENTIONDED CLAIMS-MADE OCCUR $ AGGREGATE $ EACH OCCURRENCE $ UMBRELLA LIAB EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)LIMITS PER STATUTE OTH-ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes, describe under DESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNED AUTOS AUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSD ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) OTHER: THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: INSURED PHONE(A/C, No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C, No): CONTACT NAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S) AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INS025 (201401)160 Page 76 Respondents Bid Form (Exhibit 3) 161 EXHIBIT 3 DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 RESPONDENTS BID FORM THIS PROPOSAL IS SUBMITTED TO: Shari Kamali City Manager City of South Miami 6130 Sunset Drive South Miami, FL 33143 1.If this Proposal is accepted, the undersigned Respondent agrees to enter into a Contract with the City of South Miami in the form included in this Solicitation Package and to perform and furnish all work as specified or indicated in this Solicitation, including as set forth in Exhibit 1 (Scope of Services) for the Proposed Price as set forth below, within the Contract Time and in accordance with the other terms and conditions of the Solicitation Package. 2.Respondent accepts all of the terms and conditions of the Solicitation and Instructions to Respondents, including without limitation those dealing with the disposition of Proposal/Bid Bond, if required. This Proposal will remain subject to acceptance for 180 calendar days after the day of the Proposal Opening. The Respondent, by signing and submitting this proposal, agrees to all of the terms and conditions of the form of contract that is a part of the Solicitation package with appropriate changes to conform to the information contained in this Bid Form. Respondent agrees to sign and submit the Bonds, if required by this Solicitation, required insurance documents, and other documents required by the Solicitation, including the Contract if not already submitted, within ten (10) calendar days after the date of the City’s Notice of Award. 3.In submitting this Proposal, Respondent represents that: a.Respondent has examined copies of all the Solicitation Documents and of the following Addenda, if any (receipt of all which is hereby acknowledged.) Addendum No. Dated: b.Respondent has familiarized himself with the nature and extent of the Contract Documents, the proposed work, site, locality, and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or furnishing of the Work. c.Subsurface conditions: If applicable to this Solicitation, the Respondent represents that: i.Respondent has studied carefully all reports and drawings, if applicable, of subsurface conditions and drawings of physical conditions. ii.Respondent has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) all such examinations, investigations, ex plorations, tests and studies in addition to or to supplement those referred to in this paragraph which pertain to the subsurface or physical conditions at the site or otherwise may affect the cost, progress, performance, or the furnishing of the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents. The Respondent hereby acknowledges that no additional examinations, investigations, explorations, tests, reports or similar information or data are, or will, be required by Respondent for any reason in connection with the Proposal. The failure of the Respondent to request a pre-bid marking of the construction site by any or all utility companies will create an irrefutable presumption that the Respondent’s bid, or proposal price, has taken into consideration all possible underground conditions and Respondent, if awarded the contract, will not be entitled to a change order for any such condition discovered thereafter. iii.Respondent has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents. 53 of 67 Addendum No. Dated: 1 2 November 3, 2021 November 12, 2021 162 iv. Respondent has reviewed and checked all information and data shown or indicated in the Solicitation Package or in the Contract Documents with respect to existing Underground Facilities or conditions at or contiguous to the site and assumes responsibility for the accurate location of all Underground Facilities and conditions that may affect the Work. No additional examinations, investigations, explorations, tests, reports or similar information or data in respect to any Underground Facilities or conditions are, or will be, required by Respondent in order to perform and furnish the Work a t the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents unless the Proposal specifically states that the contract price is subject to adjustment for future discovery of underground facilities and/or conditions that affect the cost of the Work and unless the respondent makes a written request to the City for additional information prior to submitting the bid or proposal as required in subsection ii above, d. Respondent has given the City written notice of all conflicts, errors or discrepancies that it has discovered in the Contract Documents and, if any conflicts, errors or discrepancies have been found and notice given, the Respondent represents, by submitting its proposal to the City, that the Respondent has received sufficient notice of the resolution thereof from the City, that such resolution is acceptable to Respondent and that the Respondent waives any claim regarding the conflicts, errors or discrepancies. e. This Proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted pursuant to any agreement or rules of any group, association, organization, or corporation; Respondent has not directly or indirectly induced or s olicited any other Respondent to submit a false or sham Proposal; Respondent has not solicited or induced any person, firm or corporation to refrain from responding; and Respondent has not sought by collusion or otherwise to obtain for itself any advantage over any other Respondent or over the CITY. 4. Respondent understands and agrees that the Contract Price is the amount that it needs to furnish and install all the Work complete and in place. The Schedule of Values, if required, is provided for the purpose of Proposal Evaluation and when initiated by the CITY, it will form the basis for calculating the pricing of change orders. The Contract Price may not be adjusted in any way to result in a deviation from the Schedule of Values, except to the extent that t he CITY changes the Scope of the Work after the Contract Date. As such, the Respondent must furnish all labor, materials, equipment, tools, superintendence, and services necessary to provide a complete, in place, Project for the Proposal Price. I f this Solicitation requires the completion of a Respondent Cost and Technical Proposal, as may be set forth in an exhibit to this Solicitation, such proposal must be attached to this Bid Form and will take the place of the Lump Sum Price, otherwise, the Contract Price for the completed work is as follows: PLEASE REFER TO EXHIBIT 4, RESPONDENTS COST & TECHNICAL Failure to provide EXHIBIT 4, RESPONDENTS COST & TECHNICAL PROPOSAL will render the proposal non-responsive. 5. The ENTIRE WORK for project in accordance with Exhibit 1, Scope of Services shall be completed, in full, within N/A from the commencement date set forth in the NOTICE TO PROCEED. Failure to complete the entire work during the described time will result in the assessment of liquidated damages as may be set forth in the Contract. 6. Insert the following information for future communication with you concerning this Proposal: RESPONDENT: Address: Telephone: Facsimile: Contact Person 7. The terms used in this Proposal which are defined in the Contract have the same meaning as is assigned to them in the Contract Documents, unless specifically defined in this Solicitation Package. 8. If a Respondent’s Cost & Technical Proposal is required by the Solicitation, Respondent hereby certifies under penalties of perjury that all of the facts and responses to the questions posed in the Cost & Technical Proposal, if such an exhibit is made a part of the Solicitation, are true and correct an d are hereby adopted as part of this Respondents Bid Form, and are made a part of this proposal, by reference. 54 of 67 Hagerty Consulting, Inc. 1618 Orrington Ave, Suite 201, Evanston, IL 60201 847-492-8454 847-859-1710 Katherine G. Freeman, Director of Operations 163 9. By submitting this proposal, I, for myself and on behalf of the business that I represent, hereby agree to the terms of the form of contract contained in the Solicitation package and agree to be bound by those terms, with any appropriate blank boxes, if any, checked and any blank lines filled in with the appropriate information contained in the Solicitation Documents and this Proposal, or such inf ormation that the City and I have agreed upon in the course of contract negotiations and that has been confirmed by the City in writing, including e-mail confirmation, if any. I hereby certify under penalties of perjury that I am the lawful representative of the business entity referenced in this Bid Form, that I have authority to bid for that entity, that I have authority to sign contracts for that entity and bind it to those contract terms and that all of the information and representations contained herein are true and correct. Signature Date of execution______________ 20____. PROPOSAL SUBMITTED BY: Company Telephone Number Name of Person Authorized to Submit Proposal Fax Number Email Address Title END OF SECTION 55 of 67 November 18 21 847-492-8454 847-859-1710 katie.freeman@hagertyconsulting.com Hagerty Consulting, Inc. Katherine G. Freeman Director of Operations 164 Page 80 Respondents Cost & Technical Proposal (Exhibit 4) 165 EXHIBIT 4 RESPONDENTS COST & TECHNICAL PROPOSAL DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The Respondents’ hourly rates shall be submitted on this form and in the manner stated herein. Respondent is requested to fill in the applicable blanks on this form. This Form 1 shall be submitted at the same time the proposal is submitted. It will not be accepted after the Proposal Due Date. Failure to submit this Form 1 may result in the Proposal being deemed non-responsive. The Respondent shall state its proposed not-to-exceed hourly rates for all key personnel, including subcontractors and sub-consultants (proposed team), for providing the Emergency Management Professional Services, required to manage the cost recovery and reimbursement services that occur after a disaster, as stated in Exhibit 1, “Scope of Services,” of this solicitation for the term of the potential 5-Year contract, in the manner stated herein (Sections A below). These rates shall also be utilized for any requested additional services that maybe needed and authorized through a Purchase Order at the City’s sole discretion. A. Contract Term (Three-Years): Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ B. Option to Renew 1 (OTR 1), Two-Year Renewal: Position Title (Classification, Key Personnel and Title) Hourly Rate Project Executive $ Subject Matter Expert $ 56 of 67 240.00 195.00 145.00 220.00 165.00 135.00 180.00 150.00 105.00 165.00 120.00 250.00 225.00 166 Project Manager $ Project Accountant $ Senior Planning & Training Specialist $ Planning & Training Specialist $ Senior Grants Specialist $ Grants Specialist $ Field Representative / Technical Associate $ Senior Financial (Grant) Information Management Expert $ Financial (Grant) Information Management Expert $ Respondents Cost and Technical Proposal Schedule will be evaluated subjectively based on the Respondents proposed Hourly Rates for the Initial Contract Term of 3-Years and the 2-Year Option to Renew, for a total term of 5-Consecutive Years. Note: The Option to Renew is solely at the discretion of the City Manager. Notes: 1. The hourly rates shall be firm and fixed for the term of the Contract, including prices and rates proposed for any option or extension periods, and shall include all costs necessary to provide the services as described in Exhibit 1 “Scope of Services,” of this Solicitation, including additional services. 2. The proposed hourly rates shall be inclusive of all costs associated for providing the services, including full compensation for labor, material, all out-of-pocket expenses, such as travel, per diem, and miscellaneous costs and fees, and any additional cost including travel time, as such expenses shall not be reimbursed separately by the City. If a person is listed under one personnel classification/title but only has the education, experience, etc. required for a lower classification, the hourly rate will be adjusted accordingly. 3. Proposed hourly rates are subject to further negotiation by the City with the Selected Respondent, at the City’s sole discretion. 4. Respondent’s rates may not be contingent on any assumptions or proposed restrictions. Any price proposal that is conditioned may be deemed non-responsive. 5. The City of South Miami is exempt from all taxes (Federal, State and Local). Tax Exemption Certificate will be furnished upon request. END OF SECTION 57 of 67 200.00 150.00 170.00 140.00 185.00 155.00 110.00 170.00 125.00 167 Page 83 In alignment with the second addendum issued by the City, Hagerty presents the following additional labor categories and hourly rates for consideration by the City. Hagerty requests the City consider these rates in order to allow Hagerty to provide the range of professional services that the City may require before, during, and after a disaster. For instance, this rate flexibility would allow Hagerty to provide our BCA subject matter experts while also allowing Hagerty to provide Logistics Section support at an affordable rate. Additional proposed labor categories and hourly rates are provided below for both the base contract and option period. Contract Term: Additional Labor Categories Labor Category Hourly Rate Senior Subject Matter Expert $250.00 Senior Project Accountant $195.00 Junior Project Accountant $110.00 Preparedness/Response/Recovery Consultant I $125.00 Preparedness/Response/Recovery Consultant II $145.00 Preparedness/Response/Recovery Consultant III $165.00 Preparedness/Response/Recovery Consultant IV $185.00 Preparedness/Response/Recovery Consultant V $205.00 Option to Renew: Additional Labor Categories Labor Category Hourly Rate Senior Subject Matter Expert $260.00 Senior Project Accountant $200.00 Junior Project Accountant $115.00 Preparedness/Response/Recovery Consultant I $130.00 Preparedness/Response/Recovery Consultant II $150.00 Preparedness/Response/Recovery Consultant III $175.00 Preparedness/Response/Recovery Consultant IV $195.00 Preparedness/Response/Recovery Consultant V $215.00 168 Page 84 Signed Contract Documents (Exhibit 6) 169 EXHIBIT 6 PROFESSIONAL SERVICES AGREEMENT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 THIS CONTRACT, entered into this ____ day of _____________, 20____, by the CITY OF SOUTH MIAMI through its Manager, both of whom shall be hereinafter referred to as the “CITY” where applicable; located at 6130 Sunset Drive, South Miami, FL. , E-mail: SKAMALI@SOUTHMIAMIFL.GOV and ______________________ with an office and principal place of business located at _________________________, and E-mail address of ___________________ and Facsimile transmission number of __________________ (hereinafter called the “COSULTANT”. WITNESSETH: WHEREAS, the CITY needs DISASTER COST RECOVERY SERVICES; and WHEREAS, the CITY desires to retain CONTRACTOR, to provide the required services based on CONTRACTOR's representations which reflect that CONTRACTOR is qualified and capable of providing said services in a professional and timely manner and in accordance with the CITY’s goals and requirements; and WHEREAS, CONTRACTOR has agreed to provide the required services in accordance with the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties agree as follows: 1) Engagement of Contractor: Based on the representations of CONTRACTOR as set out in the following documents the CITY hereby retains CONTRACTOR to provide the services set forth in Scope of Services, as modified by the Contract Documents, (all of which is hereinafter referred to as the Work”). RESPONDENT’S BID FORM, attached as “Exhibit 3 RESPONDENTS COST & TECHNICAL PROPOSAL attached as “Exhibit 4” 2) Contract Documents: The Contract Documents shall include this Contract and the forgoing (in paragraph 1 above) and the following documents, as well as any attachments or exhibits that are made a part of any of the Contract Documents Scope of Services, attached as Exhibit 1 CITY’s Insurance & Indemnification Requirements, attached as Exhibit 2 Solicitation documents for DISASTER COST RECOVERY SERVICES RFP #FN2021- XX. This Contract and the Solicitation, Scope of Services, and Insurance & Indemnification Requirements shall take precedent over the response to the CITY’s DISASTER COST RECOVERY SERVICES RFP #FN2021-46, including the CONTRACTOR’s Bid Form and CONTRACTOR/ Respondent’s Cost and Technical Response to the Solicitation. All the forgoing documents referenced in paragraph 1, and in paragraph 2 above, are attached hereto and made a part hereof by reference. 3) Date of Commencement: CONTRACTOR shall commence the performance of the Work under this Contract on a date to be specified in a Notice to Proceed, or Purchase Order, (hereinafter referred to as the “Work Commencement Date”). In any event, the term shall not exceed five years. Time is of the essence. 4) Primary Contacts: The Primary Contact Person in charge of administering this Contract on behalf of the CITY is the City Manager (“Manager”), assistant Manager, or the Manager’s designee, 60 of 67 1618 Orrington Ave, Suite 201, Evanston, IL 60201 847-859-1710 Hagerty Consulting, Inc. brad.grining@hagertyconsulting.com 170 who shall be designated in a writing signed by the Manager. The Primary Contact Person for CONTRACTOR and his/her contact information is as follows: Name: ___________________ e-mail: _______________; Fax: ______________ Street Address: ________________________. 5) Scope of Services: The services to be provided are as set forth in the Scope of Services, attached as “Exhibit 1. 6) Compensation: The CONTRACTOR’s compensation for CONTRACTOR’s performance under the terms and provisions of this Contract (hereinafter referred to as the Contract Price) shall be as set forth in CONTRACTOR/RESPONDENTS COST & TECHNICAL PROPOSAL attached as “Exhibit 4, unless modified in writing signed by the City and CONTRACTOR. 7) Hours of Work: It is presumed that the cost of performing the Work after regular working hours, and on Sunday and legal holidays, is included in the Contract Price. However, nothing contained herein shall authorize work on days and during hours that are otherwise prohibited by ordinance unless specifically authorized or instructed in writing by the City Manager, the Assistant City Manager, or their written designee. 8) Time Provisions: The term of this Contract shall commence on the Work Commencement Date and shall continue for Three (3) Years, with One (1) Two (2) Year Option-to-Renew, for a term not to exceed Five (5) Consecutive Years. The Option to Renew is at the discretion of the City Manager, unless the Contract is earlier terminated in accordance with the Contract Documents. 9) Termination: This Contract may be terminated without cause by the CITY. This provision supersedes and takes precedence over any contrary provisions for termination contained in the other Contract Documents. 10) Applicable Law and Venue: Florida law shall apply to the interpretation and enforcement of this Contract. Venue for all proceedings involving or arising out of this Contract shall be in Miami- Dade County, Florida. 11) Duties and Responsibilities: CONTRACTOR shall comply with all applicable laws, ordinances, codes, rules, regulations, and health and safety standards of any governmental body having jurisdiction over any matter related to this Contract or the goods and/or services to be performed hereunder and shall commit no trespass on any private property in performing any of the work embraced by this Contract. Each and every provision and/or clause required by law to be inserted in this Contract shall be deemed to be inserted herein and this Contract shall be read and enforced as though such provisions and/or clauses were included herein. 12) Change Orders: No additional Work or extras shall be done unless the same is duly authorized in writing and in advance of the work by appropriate action by the City Manager and in accordance with the Contract Documents and approved by the City Attorney as to form and legality. 13) Licenses and Certifications: CONTRACTOR shall secure all necessary business and professional licenses at its sole expense prior to commencing the Work. 14) Insurance, Indemnification & Bonding: CONTRACTOR shall comply with the insurance, indemnification and bonding requirements set forth in the Contract Documents. In the event that any of the contract documents provide for indemnification, nothing contained therein shall imply that the City has waived its sovereign immunity as provided by Florida Statute, Section 786.28 and anything to the contrary contained therein shall be null and void and of no force or effect. 15) Liquidated Damages: In the event that CONTRACTOR shall fail to complete the Work within the time limit set forth in the Contract Documents, or the extended time limit agreed upon, in 61 of 67 s katie.freeman@hagertyconsulting.com 847-859-1710 1618 Orrington Ave, Suite 201, Evanston, IL 60201 Katherine G. Freeman 171 accordance with the procedure as more particularly set forth in the Contract Documents, liquidated damages shall be paid at the rate of $ N/A per day until the Work is completed. 16) Jury Trial Waiver: The parties waive their right to jury trial. 17) Entire Agreement, Modification, and Non-waiver: The Contract Documents constitute the entire agreement of the parties and supersedes any prior agreements, written or oral. The Contract Documents may not be modified or amended except in writing, signed by both parties hereto and if this Contract is required to be approved by the City Commission, all amendments thereto must be approved in the same manner and with the same formality as this Contract if in the opinion of the City Attorney such approval is required by law. The Contract Documents, in general, and this paragraph may not be modified or amended by any acts or omissions of the parties. No failure to exercise and no delay in exercising any right, power or privilege shall operate as a waiver. No waiver of the Contract Documents, in whole or part, including the provisions of this paragraph, may be implied by any act or omission. 18) Public Records: CONTRACTOR and all of its subcontractors are required to comply with the public records law (s.119.0701) while providing goods and services on behalf of the CITY and the CONTRACTOR, under such conditions, shall incorporate this paragraph in all of its subcontracts for this Project and (a) Keep and maintain public records required by the public agency to perform the service; (b) Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-mail: npayne@southmiamifl.gov; 6130 Sunset Drive, South Miami, FL .33143. 19) Background Screening. All personnel and volunteers that will provide any service with vulnerable persons, as defined in Section 435.02, Fla. Stat., involving the City or its Agency in such related activity or who may have access to secure or sensitive areas of the City, must be in compliance with Level II Background Screening and fingerprinting requirements as per, Florida Statute Ch. 435 prior to the scheduled start of any employee or volunteer. CONSULTANT shall prevent any and all of its personnel, including volunteers, from engaging in any such related activities without having passed a background screening to the satisfaction of the City. A violation of this requirement shall constitute a substantial breach of this Contract. 20) Notices. Whenever notice shall be required or permitted herein, it shall be delivered by hand delivery, e-mail (or similar electronic transmission), facsimile transmission or certified mail, with 62 of 67 172 return receipt requested, and shall be deemed delivered on the date shown on the e-mail or delivery confirmation for any facsimile transmission or, if by certified mail, the date on the return receipt or the date shown as the date same was refused or unclaimed. If hand delivered to the City, a copy must be stamped with the official City receipt stamp showing the date of deliver; otherwise the document shall not be considered to have been delivered. Notices shall be delivered to the following individuals or entities at the addresses (including e-mail) or facsimile transmission numbers set forth below: To CITY: City Manager, 6130 Sunset Dr. South Miami, FL 33143 Fax: E-mail: salexander@southmiamifl.gov With copies by U.S. mail to: City Attorney 6130 Sunset Dr. South Miami, FL 33143 Fax: (305) 341-0584 E-mail: tpepe@southmiamifl.gov To CONTRACTOR: ________________________ ________________________ ________________________ ________________________ 21) Corporate Authority. The CONSULTANT and its representative who signs this Agreement hereby certifies under penalty of perjury that the CONSULTANT and its representative have, and have exercised, the required corporate power and that they have complied with all applicable legal requirements necessary to adopt, execute and deliver this Contract and to assume the responsibilities and obligations created hereunder; and that this Contract is duly executed and delivered by an authorized corporate officer, in accordance with such officer's powers to bind the CONTRACTOR hereunder, and constitutes a valid and binding obligation enforceable in accordance with its terms, conditions and provisions. 22) Grant Requirements. If the Work is being funded wholly or partially with a grant, the CONTRACTOR shall comply with all of the grant requirements applicable to the Work. It is the CONTRACTOR’s responsibility to determine if there is grant funding. 23) Drug Free Workplace. CONSULTANT shall comply with the Drug Free Workplace policy set forth in the City of South Miami’s Personnel Manual which is made a part of this Contract by reference. 24) Transfer and Assignment. None of the work or services under this Contract shall be subcontracted or assigned without prior written consent from the CITY which may be denied without cause. 25) Non-Appropriation of Funds. In the event that no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to CONSULTANT or its assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense. No guarantee, warranty or representation is made that any particular project(s) will be awarded to any CONTRACTOR. 26) Most Favored Public Entity. CONSULTANT represents that the prices negotiated with the City do not exceed existing prices CONSULTANT is offering to other customers for the same or substantially similar items or services for comparable quantities under similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors. If CONSULTANT’s prices decline, or 63 of 67 Bradley R. Grining, Chief Operating Officer 1618 Orrington Ave, Suite 201 Evanston, IL 60201 Fax: 847-859-1710 Email: brad.grining@hagertyconsulting.com 173 should respondent, at any time during the term of a contract entered into with City, provide the same goods or services with the same comparable quantities under similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors, CONSULTANT shall immediately extend the same prices to City. 27) E-VERIFY. As a condition precedent to entering into this Contract, and in compliance with Section 448.095, Fla. Stat., Contractor and its subcontractors must register with and use the E-Verify system to verify work authorization status of all employees hired after January 1, 2021. The Contractor and all subcontractors must comply with and be bound by the following: (a) Contractor must require each of its subcontractors to provide Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Contractor must maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement; (b) The City, Contractor, or any subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section must terminate the contract with the person or entity; (c) The City, upon good faith belief that a subcontractor knowingly violated the provisions of this section, but that the Contractor otherwise complied, must promptly notify Contractor and Contractor must immediately terminate the contract with the subcontractor; (d) A contract terminated under the provisions of this Section is not a breach of contract and may not be considered such; (e) Any contract termination under the provisions of this Section may be challenged no later than 20 calendar days after the date on which this Agreement is terminated pursuant to paragraph b. or c. above; (f) Contractor acknowledges that upon termination of this Agreement by the City for a violation of this Section by Contractor, Contractor may not be awarded a public contract for at least one (1) year. Contractor further acknowledges that Contractor is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this Section; and (g) Subcontracts. Contractor or subcontractor must insert in any subcontracts the clauses set forth in this Section, including this Subsection, requiring the subcontractors to include these clauses in any lower tier subcontracts. Contractor is responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this Section and Contractor's failure to enforce compliance is a substantial and material breach of this Agreement. IN WITNESS WHEREOF, the parties, have executed this Contract, on or before the date first above written, with full knowledge of its content and significance and intending to be legally bound by the terms hereof. CONSULTANT: _____________________________ Witnessed: By: _____________________________ By: ___________________________________ __________________________ [print name and title of signatory] ATTESTED: CITY OF SOUTH MIAMI By: __________________________ By: ________________________ Nkenga Payne Shari Kamali City Clerk City Manager 64 of 67 Hagerty Consulting, Inc. Bradley R. Grining, Chief Operating Officer 174 Read and Approved as to Form, Language, Legality and Execution Thereof: By: __________________________ City Attorney END OF SECTION 65 of 67 175 Page 91 Respondents Qualification Statement 176 RESPONDENT QUALIFICATION STATEMENT DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 The response to this questionnaire will be utilized as part of the CITY’S overall Proposal Evaluation and RESPONDENT selection. 1. Number of similar projects completed, a) In the past 5 years b) In the past 10 years 2. List the last five (5) completed similar projects. a) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price: b) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price c) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price: d) Project Name: Owner Name: Owner Address: Owner Telephone: Actual Final Contract Price: e) Project Name: Owner Name: Owner Address: Owner Telephone: Original Contract Price: Actual Final Contract Price: 18 of 67 Miami-Dade County COVID-19 Cost Recovery Edward Marquez, Chief Financial Officer 111 NW 1st Street, 25th Floor, Miami, FL 33128 305-321-3332 $15,099,064 City of Panama City Disaster Recovery Consultant Services Mark McQueen, City Manager 501 Harrison Avenue, Panama City, FL 32401 850-872-3010 $17,103,326.59 Lee County Disaster Management Services Sandra Tapfumaneyi, Operations Section Chief 2675 Ortiz Avenue, Fort Meyers, FL 33905 $488,000 239-533-0610 Town of Surfside Disaster Recovery Support Javier Collazo, Finance Director, Town of Surfside 9293 Harding Avenue, Surfside, FL 33154 305-861-4863 $250,000 Nueces County Disaster Recovery Support Services Barbara Canales, Nueces County Judge 361-888-0444 $1,200,000 $1,200,000 901 Leopold St, Rm 106, Corpus Christi, TX 78401 150 Over 500 177 3. Current workload Project Name Owner Name Telephone Number Contract Price 4. The following information must be attached to the proposal. a) RESPONDENT’s home office organization chart. b) RESPONDENT’s proposed project organizational chart. c) Resumes of proposed key project personnel, including on-site Superintendent. 5. List and describe any: a) Bankruptcy petitions filed by or against the Respondent or any predecessor organizations, b) Any arbitration or civil or criminal proceedings, or c) Suspension of contracts or debarring from Bidding or Responding by any public agency brought against the Respondent in the last five (5) years 6. Government References: List other Government Agencies or Quasi-Government Agencies for which you have done business within the past five (5) years. Name of Agency: Address: Telephone No.: Contact Person: Type of Project: 19 of 67 a) Hagerty has not filed, or had filed against it, any bankruptcy or insolvency proceeding, whether voluntary or involuntary. b) There have been no abitration or civil or criminal proceedings against Hagerty or any of its officers, directors, or management. c) Hagerty has had no involvement in litigation and/or any suspension or debarment proceedings that could affect its work in an Agreement resulting from this request for proposal (RFP). a) An overview of our home office is provided in Section D. Firm Overview. b) and c) Hagerty's proposed project organizational chart and resumes for proposed key project personnel has been provided in Section E. Personnel and References. Miami-Dade County Open Disaster Recivery Support $1,909,900Edward Marquez Chief Financial Officer 305-321-3332 Miami-Dade County Surfside Recovery Edward Marquez Chief Financial Officer 305-321-3332 Lee County, Florida Disaster Cost Recovery Plan Sandra Tapfumaneyi Operations Section Chief 239-533-0610 $225,000 Aoife Longmore Finance and Risk Manager 512-974-0450 Alan Munoz Director of Risk Management 713-739-4095 Our client base currently includes more than 150 active projects in emergency management. The following provides a sample list of current clients supported by Hagerty. This is by no means an exhaustive list, should you require additional information regarding our current performance or further references, we will be happy to provide it upon request. City of Austin, TX Preliminary Recovery Support $50,000 $303,400 Metropolitan Transit Authority (METRO) of Harris County, TX Pre-Post Disaster Admin Services $1,367,720 $85,000,000Cal OES Surge Capacity Staffing Jennifer Hogan Assistant Director 916-845-8205 Melissa Shirah Bureau of Recovery Deputy Chief 850-815-4410Florida Division of Emergency Management COVID-19 FEMA PA Cost Recovery Support $27,985,909 New York City Emergency Management (NYCEM) COVID-19 Surge Support Stacy Rosenfeld Chief Financial Officer 718-422-3048 $40,000,000 Miami-Dade County 111 NW 1st Street, 25th Floor, Miami, FL 33128 305-321-3332 Edward Marquez, Chief Financial Officer COVID-19 Cost Recovery 178 END OF SECTION Name of Agency: Address: Telephone No.: Contact Person: Type of Project: Name of Agency: Address: Telephone No.: Contact Person: Type of Project: 20 of 67 City of Panama City 501 Harrison Avenue, Panama City, FL 32401 850-872-3010 Mark McQueen, City Manager Disaster Recovery Consultant Services Lee County Office of Emergency Management Sandra Tapfumaneyi, Operations Section Chief 2675 Ortiz Avenue, Fort Meyers, FL 33905 239-533-0610 Disaster Management Services 179 Page 95 List of Proposed Subcontractors and Subconsultants and Principal Suppliers 180 LIST OF PROPOSED SUBCONTRACTORS, SUBCONSULTANTS AND PRINCIPAL SUPPLIERS DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Respondent must list all proposed subcontractors and subconsultant, if subcontractors and subconsultants are allowed by the terms of this Solicitation to be used on this project if they are awarded the Contract. Classification of Work Subcontractor/Subconsultant Name Address Telephone, Fax & Email Other: This list must be provided as a part of Respondents submittal to the City of South Miami and in response to this RFP. END OF SECTION 21 of 67 N/A 181 Page 97 Non-Collusion Affidavit 182 183NON-COLLUSION AFFIDAVIT DISASTER COST RECOVERY SERVICES RFP #FN2021· 46 STATE OF fLeRIS;', Illinois ) ) COUNTY OF tIl '111 Q 0 QE Cook) _____ K_a_lh_e_r_in_e_G_. _F_r_e_e_m_a_n _______ being first duly sworn, deposes and states that: (I) He/ShelThey islare the _D...,i:-re_c_t_o_r _o_f ,...O-'-p_e_r.,..a_tio_n-.,.s--:-____________ _ (Owner, Partner, Officer, Representative or Agent) of Hagerty Consulting, Inc, the Respondent that has submitted the attached Proposal: (2) He/ShelThey islare fully informed concerning the preparation and contents of the attached Proposal and of all pertinent circumstances concerning such Proposal: (3) Such Proposal is genuine and is not a collusive or sham Proposal: (4) Neither the said Respondent nor any of its officers, partners, owners, agents. representatives, employees or parties in interest. including this affiant. have in any way colluded. conspired. connived or agreed. direcdy or indirectly. with any other Respondent, firm. or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted: or to refrain from Bidding or proposing in connection with such Work; or have in any manner, directly or indirectly. sought by agreement or collusion. or communication, or conference with any Respondent, firm. or person to fix any overhead, profit. or cost elements of the Proposal or of any other Respondent. or to fix any overhead. profit. or cost elements of the Proposal Price or the Proposal Price of any other Respondent, or to secure through any collusion. conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; (5) The price or prices quoted in the attached Proposal are fair and proper and are noc tainted by any collusion, conspiracy, connivance. or unlawful agreement on the part of the Respondent or any other of its agents. representatives, owners, employees or parties of interes including this affiant. Signe~liVered in the presence of: By: .::==~:!::::::::==!!;;;,a;;:;2=-__ Signature Katie Freeman, Director of Operations Print Name a /1 Date ACKNOWLEDGEMENT STATE OF FL S RIS 5 : Illinois COUNTY OF Pll '111 Q 0 IilE Cook ~ is the-.\K day of November ,20~, before me, the undersigned Notary Public of the State o ,f ~ appeared (Name(s) of individual(s) who appeared before notary) :-...!~!1I:!:lf4~~~coJ!::!::~~lA!4~O":--;-~:_:_;_--and whose name(s) islare Subscribed to the within instrument. and he/she/they acknowledge that he/she/they executed it. 22 of 67 184WITNESS my hand and official seal. NOTARY PUBLIC: SEAL OF OFFICE: O~I:ICIAL SEAL lui)' i ~-4 r· HYNES r·I,·TOPY D. :el.e S1o>,Tf OF ILLINOIS MV COfl'!;\·""'s".,,! f "I>!YES U8I14/2022 230'67 Illinois JU~lTl:\ e.. ~tJ£? ./ Personally known to me, or Personal identification: Type of Identification Produced Did take an oath. or Old Not take an oath. Page 100 Public Entity Crimes and Conflicts of Interest 185 186PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST DISASTER COST RECOVERY SERVICES RFP #FN2021-46 Pursuant to the provisions of Paragraph (2) (a) of Section 287.133. Florida State 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 Proposal or bid on a Contract to provide any goods or services to a public entity, may not submit a Bid or proposal for a Contract with a public entity for the construction of repair of a public building or public work. may not submit bids or proposals on leases or real property to a public entity, may not be awarded to perform Work as a RESPONDENT. Sub-contractor. supplier. Sub-consultant. or Consultant under a Contract with any public entity. and may not transact business with any public entity in excess of the threshold amount Category Two of Section 287.017. Aorida Statutes. for thirty six (36) months from the date of being placed on the convicted vendor list". The award of any contract hereunder is subject to the provisions of Chapter 1 12. Florida State Statutes. Respondents must disclose with their Proposals. the name of any officer. director, partner. associate or agent who is also an officer or employee of the City of South Miami or its agencies. 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. I. This sworn statement is submitted to O.ty of Soulh MiamI. Florida [print name of the public entity) by Katherine G. Freeman. Direclor of Operations [print individual's name and tide] for Hagerty Consutting. Inc {print name of entity submitting sworn statement] whose business address is ..;1"6",18::..,::O",m"·n",9"to:::n",A"v,,o.:.,;S:;u::;it:::e,,:;2,,O.:.1 _____________ _ Evanston. IL 60201 and (if applicable) its Federal Employer Identifltation Number (FEIN) is 37-1431085 (If the entity has no FEIN. include the Social Security Number of the individual signing this sworn statement: -------------------------------.) 2. I understand that a "public entity crime" as defined in Paragraph 287.133 (I )(g). Florjda Statutes. means a violation of any state or federal law by a person with respect to and direc.dy related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including. but not limited to , any bid. proposal or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust. fraud. theft. bribery. collusion, racketeering. conspiracy. or material misrepresentation. 3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133 (I) (b). Aorjd. St,atutes. means a finding of guilt or a conviction of a public entity crime. with or without an adjudication of gUilt. in any federal or state trial court of record relating to charges brought by indictment or information after July I. 1989. as a result of a jury verdict. non-jury trial. or entry of a plea of gUilty or nolo contendere. 4. I understand that an "affiliate" as defined in Paragraph 287.133 (I) (a). Florjd. Statutes. means: (a) A predecessor or successor of a person convicted of a public entity crime; or (b) An entity under the control of any natural person who is active in the management of the entity and who has been 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 any person. or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement. will be a prima facie case that one person controls 24 of 67 187another 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 will be considered an affiliate. 5. I understand that a "person" as defined in Paragraph 287.133 (I) (e), Florida Statutes. means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or proposal or applies to bid or proposal on contracts for the provision of goods or services let by a pubfic entity. or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers. directors. executives. partners. shareholders. employees. members. and agents who are active in management of an entity. 6. Based on information and belief. the statement which I have marked below is true in relation to the entity submitting this sworn statement. [Indicate which statement applies.] X Neither the entity submitting this sworn statement. nor any 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 to July I, 1989. __ The entity submining 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 has been charged with and convicted of a public entity crime subsequent to July I, 1989. __ The entity submitting this sworn statement. or one or more of its officers, directors, executives, pareners. shareholders. employees, members, or agents who are active in the management ofthe entity. or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent of July I, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, 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 I (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, fLORIJ2jJ20R CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM ??~ ........ [Signature) Sworn to and subscribed before me this Ie day of November , 20~. Personally known __ -'V'----_______ _ OR Produced identification ________ _ (Type of identification) Form PUR 7068 (Rev.06111192) 250167 No ary Public -State of _1 ______ _ My commission expires ca 1't\z..02 -z.. (Printed, typed or stamped commissioned name of notary public) OFFICIAL SEAL JUDITH RHYNES NOTARY PUBLIC, STATE OF ILLINOIS COOK COUNTY MY COMMISSION EXPIRES 0811412022 Page 103 Drug Free Workplace 188 DRUG FREE WORKPLACE DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 Whenever two or more responses to a solicitation which are equal with respect to price, quality and service are received by the State or by any political subdivisions for the procurement of commodities or contractual services, a response to the solicitation received from a business that certifies that it has implemented a drug-free workplace program will be given preference in the award process. Established procedures for processing tie responses to solicitations will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business must: 1)Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2)Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3)Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in paragraph (1) above. 4)In the statement specified in paragraph (1) above, notify the employees, that, as a condition to their working for the employer with regard to the matters that are the subject of the response to the solicitation including those involving the procurement of commodities or contractual services that are under Bid, the employee must abide by the terms of the statement and must notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5)Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted. 6)Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, and under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true and that this firm is in full compliance with the above requirements. RESPONDENT’s Signature: ___________________________________ Print Name: _________________________________________ Date: ______________________________________________ 26 of 67 11/18/2021 Katherine G. Freeman 189 Page 105 Acknowledgement of Conformance with OSHA Standards 190 ACKNOWLEDGEMENT OF CONFORMANCE WITH OSHA STANDARDS DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 TO THE CITY OF SOUTH MIAMI We, _____________________________, (Name of RESPONDENT), hereby acknowledge and agree that as CONTRACTOR for the DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 as specified have the sole responsibility for compliance with all the requirements of the Federal Occupational Safety and Health Act of 1970, and all State and local safety and health regulations, and agree to indemnify and hold harmless the City of South Miami and N/A (Consulting Engineer if any) against any and all liability, claims, damages, losses and expenses they may incur due to the failure of Whenever two or more responses to a solicitation which are equal with respect to price, quality and service are received by the State or by any political subdivisions for the procurement of commodities or contractual services, a response to the solicitation received from a business that certifies that it has implemented a drug-free workplace program will be given preference in the award process. Established procedures for processing tie responses to solicitations will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business must: 1)Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2)Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3)Give each employee engaged in providing the commodities or contractual services that are under E-bid a copy of the statement specified in Section (1). 4)In the statement specified in Section (1), notify the employees, that, as a condition to their working for the employer with regard to the matters that are the subject of the response to the solicitation including those involving the procurement of commodities or contractual services that are under E-bid, the employee must abide by the terms of the statement and must notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5)Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted. 6)Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, and under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true and that this firm and its subcontractors, if any, who are listed below, are in full compliance with the above requirements: CONTRACTOR _____________________________________ ________________________________ Witness BY: __________________________________ Name __________________________________ Title 27 of 67 Hagerty Consulting, Inc. Director of Operations Hagerty Consulting, Inc. 191 Page 107 Affidavit Concerning Federal & State Vendor Listings 192 16193 Page 109 Related Party Transaction Verification Form 194 RELATED PARTY TRANSACTION VERIFICATION FORM DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 I ______________________________, individually and on behalf of ______________________________ (“Firm”) have Name of Representative Company/Vendor/Entity read the City of South Miami (“City”)’s Code of Ethics, Section 8A-1 of the City’s Code of Ordinances and I hereby certify, under penalties of perjury that to the best of my knowledge, information and belief: (1) neither I nor the Firm have any conflict of interest (as defined in section 8A-1) with regard to the contract or business that I, and/or the Firm, am(are) about to perform for, or t o transact with, the City, and (2) neither I nor any employees, officers, directors of the Firm, nor anyone who has a financial interest greater than 5% in the Firm, has any relative(s), as defined in section 8A-1, who is an employee of the City or who is(are) an appointed or elected official of the City, or who is(are) a member of any public body created by the City Commission, i.e., a board or committee of the City, [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (2) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the relationship of employees or those who have a financial interest in the Firm.]; and (3) neither I nor the Firm, nor anyone who has a financial interest greater than 5% in the Firm, nor any member of those persons’ immediate family (i.e., spouse, parents, children, brothers and sisters) has transacted or entered into any contract(s) with the City or has a financial interest, direct or indirect, in any business being transacted with the city, or with any person or agency acting for the city, other than as follows: ____________________________________________________________________________________ _ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (3) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the relationship of those who have a financial interest in the Firm.]; and (4)no elected and/or appointed official or employee of the City of South Miami, or any of their immediate family members (i.e., spouse, parents, children, brothers and sisters) has a financial interest, directly or indirectly, in the contract between you and/or your Firm and the City other than the following individuals whose interest is set forth following their names: _______________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). The names of all City employees and that of all elected and/or appointed city officials or board members, who own, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the firm are as follows: _______________________________________________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (4) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or appointed official or employee.] (5) I and the Firm further agree not to use or attempt to use any knowledge, property or resource which may come to us through our position of trust, or through our performance of our duties under the terms of the contract with the City, to secure a special privilege, benefit, or exemption for ourselves, or others. We agree that we may not disclose or use information, not available to members of the general public, for our personal gain or benefit or for the personal gain or benefit of any other person or b usiness entity, outside of the normal gain or benefit anticipated through the performance of the contract. (6) I and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or any person or agency acting for the City, and that we have not appeared in representation of any third party 29 of 67 Katherine G. Freeman Hagerty Consulting, Inc. N/A N/A N/A 195 before any board, commission or agency of the City within the past two years other than as follows:____________________________________________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). X:\Purchasing\Vendor Registration\12.28.12 RELATED PARTY TRANSACTION VERIFICATION FORM [3].docx (7) Neither I nor any employees, officers, or directors of the Firm, nor any of their immediate family (i.e., as a spouse, son, daughter, parent, brother or sister) is related by blood or marri age to: (i) any member of the City Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows: ____________________________________________(if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (7) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation as to the relationship by blood or marriage of employees, officers, or directors of the Firm, or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members]. (8)No Other Firm, nor any officers or directors of that Other Firm or anyone who has a financial interest greater than 5% in that Other Firm, nor any member of those persons’ immediate family (i.e., spouse, parents, children, brothers and sisters) nor any of my immediate family members (hereinafter referred to as “Related Parties”) has responded to a solicitation by the City in which I or the Firm that I represent or anyone who has a financial interest greater than 5% in the Firm, or any member of those persons’ immediate family (i.e. spouse, parents, children, brothers and sisters) have also responded, other than the following: ______________________________________________________________________________________ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (8) must be based solely on the signatory’s personal knowledge and he/she is not required to make an independent investigation into the Other Firm, or the Firm he/she represents, as to their officers, directors or anyone having a financial interest in those Firms or any of their any member of those persons’ immediate family.] (9) I and the Firm agree that we are obligated to supplement this Verification Form and inform the City of any change in circumstances that would change our answers to this document. Specifically, after the opening of any responses to a solicitation, I and the Firm have an obligation to supplement this Verification Form with the name of all Related Parties who have also responded to the same solicitation and to disclose t he relationship of those parties to me and the Firm. (10) A violation of the City’s Ethics Code, the giving of any false information or the failure to supplement this Verification Form, may subject me or the Firm to immediate termination of any agreement with the City, and the imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami-Dade County Commission on Ethics. Under penalties of perjury, and as the person authorized to sign this statement, I declare that I have read the foregoing statement, that I have made a diligent effort to investigate the matters to which I am attesting hereinabove and to the best of my knowledge, information and belief the facts stated in it are true and this firm is in full compliance with the above requirements. Signature: ___________________________ Print Name & Title: ______________________________ Date: ________________________ 30 of 67 N/A N/A N/A Katherine G. Freeman, Director of Operations 11/18/2021 196 Page 112 Presentation Team Declaration / Affidavit of Representation 197 PRESENTATION TEAM DECLARATION/AFFIDAVIT OF REPRESENTATION DISASTER COST RECOVERY SERVICES RFP #FN2021- 46 This affidavit is not required for compliance with the City’s Solicitation; however, it may be used to avoid the need to register members of your presentation team as lobbyists. Pursuant to City Ordinance 28-14- 2206 (c)(9), any person who appears as a representative for an individual or firm for an oral presentation before a City certification, evaluation, selection, technical review or similar committee, must list on an affidavit provided by the City staff, all individuals who may make a presentation. The affidavit must be filed by staff with the Clerk's office at the time the committee's proposal is submitted to the City Manager. For the purpose of this subsection only, the listed members of the presentation team, with the exception of any person otherwise required to register as a lobbyist, must not be required to pay any registration fees. No person may appear before any committee on behalf of an anyone unless he or she has been listed as part of the firm's presentation team pursuant to this paragraph or unless he or she is registered with the City Clerk's office as a lobbyist and has paid all applicable lobbyist registration fees. Pursuant to '92.525(2), Florida Statutes, the undersigned, ________________, makes the following declaration under penalties of perjury: Listed below are all individuals who may make a presentation on behalf of the entity that the affiant represents. Please note; No person may appear before any committee on behalf of anyone unless he or she has been listed as part of the firm's presentation team pursuant to this paragraph or unless he or she is registered with the Clerk's office as a lobbyist and has paid all applicable lobbyis t registration fees. NAME TITLE For the purpose of this Affidavit of Representation only, the listed members of the presentation team, with the exception of any person otherwise required to register as a lobbyist, will not be required to pay any registration fees. The Affidavit of Representation must be filed with the City Clerk's office at the time the committee's proposal is submitted to the City as part of the procurement process. Under penalties of perjury, I declare that I have read the foregoing declaration and that the facts stated in it are true and specifically that the persons listed above are the members of the presentation team of the entity listed below. Executed this ______ day of ___________________, 20 ___. ___________________________ Signature of Representative ___________________________ ______________________________ Print Name and Title Print name of entity being represented. END OF SECTION 36 of 67 Hagerty Consulting, Inc. Hagerty Consulting, Inc.Katherine G. Freeman, Director of Operations November 21 Mark O'Mara Katherine G. Freeman Tanya Shannon André McIntosh Kristen Kerr Director of Recovery Director of Operations Deputy Director - Recovery Division Managing Associate - Recovery Division Senior Managing Associate 18 198 Page 114 Copies of All Issued Addenda (RFP Instructions for Respondent, Pt. 17) 199 ADDENDUM No. #1 Project Name: DISASTER COST RECOVERY SERVICES RFP NO. FN2021-46 Date: November 3, 2021 Sent: Fax/E-mail/webpage This addendum submission is issued to clarify, supplement and/or modify the previously issued Solicitation, and is hereby made part of the Documents. All requirements of the Documents not modified herein shall remain in full force and effect as originally set forth. It shall be the sole responsibility of the bidder to secure Addendums that may be issued for a specific solicitation. QUESTION #1: In regard to the above-mentioned RFP. A question re: • Exhibit I, Section II (a) • Scope of Services • a) Be in business for a minimum three years. Is the requirement that the firm be in business for three (3) years? RESPONSE: The Scope of Services, Section II. “Qualification Requirements,” subsection a) is preceded by the statement: “Additionally, it is preferred that the Selected Proposer:” and subsection a) and b) follow. IT SHALL BE THE SOLE RESPONSIBILITY OF THE BIDDER TO SECURE ADDENDUMS THAT MAY BE ISSUED FOR A SPECIFIC SOLICITATION. 200 ADDENDUM No. #2 Project Name: DISASTER COST RECOVERY SERVICES RFP NO. FN2021- 46 Date: November12, 2021 Sent: Fax/E-mail/webpage This addendum submission is issued to clarify, supplement and/or modify the previously issued Solicitation, and is hereby made part of the Documents. All requirements of the Documents not modified herein shall remain in full force and effect as originally set forth. It shall be the sole responsibility of the bidder to secure Addendums that may be issued for a specific solicitation. QUESTION #1: Can the City please confirm that the aforementioned Terms and Conditions can be found on page 59 under the Professional Services Agreement. The Contractor would like to request that all applicable Terms and Conditions that are not provided in the solicitation document be provided for review. RESPONSE: All applicable Terms & Conditions are provided in the solicitation document, including but not limited to, Exhibit 6, Professional Services Agreement. QUESTION #2: We are kindly requesting that the City waives all of the Bonding requirements as the Federal procurement regulations in 2 CFR §200.325 only recommends bonding requirements for construction or facility improvements contracts. RESPONSE: Performance, Payment & Bid Bonds do not apply for this solicitation. QUESTION #3: RESPONSE: Liquidated damages identified in Exhibit 6, Professional Services Agreement, Section #15 do not apply for this solicitation. Would the City please waive the liquidated damages? 1 of 4 201 QUESTION #4: Can the City please provide the aforementioned manual so that we may review in the event of award. RESPONSE: The City of South Miami’s Personnel Manual is available through the link provided below: http://www.southmiamifl.gov/DocumentCenter/View/4211/2020-Employee- Policies-and-Procedures-Manual QUESTION #5: Is the Cover Letter excluded from the “Response to Solicitation” which is limited 1-10 pages? RESPONSE: No, Cover Letter is a part of the the ten (10) page limit. QUESTION #6: RESPONSE: The “Response to the Solicitation” section shall include sections #1 thru #4 listed under this section. The Cover Letter and Executive Summary, and the “Response to the Solicitation” is a part of the ten (10) page limit. QUESTION #7: Can the City please clarify if electronic signatures will be accepted in lieu of blue ink signatures? RESPONSE: Yes, electronic signatures will be accepted in in lieu of blue ink signatures. QUESTION #8: RESPONSE: Yes, a listing of clients can be submitted in a format in place of the “Current Workload Table” provided in the solicitation. Is “Response to Solicitation”, currently listed under I. Format and Contents of RFP Response section C. Cover Letter and Executive Summary, considered to be part of Cover Letter and Executive Summary? With a very large client base, projects are in various stages of completion. Many clients requesting confidentiality of the work being conducted; therefore, it is not possible to provide the contact information and as many are time and materials the contract price is not fixed. Can we provide a list of clients, including client name and project name in place of the Current Workload table provided in the Respondent Qualification Form? 2 of 4 202 QUESTION #9: Can the City please confirm if we can use the same projects for the five similar projects in the Respondent Qualification form as used in the references? RESPONSE: Yes, Respondents may use the same projects of the five similar projects in the Respondents Qualification form. QUESTION #10: Is it correct that the words "on-site superintendent" should be struck from the respondent qualification form? RESPONSE: Yes, “on-site superintendent” may be struck from the respondent qualification form. QUESTION #11: Can we include additional positions on Exhibit 4 – Cost sheet? RESPONSE: Yes, Respondents may submit additional positions for consideration but if submitted, the additional positions may not be co-mingled with the positions listed on Exhibit 4. Exhibit 4 should be submitted in its entirety; additional positions should be submitted separately with explanations and the reasons why a Respondent is submitting additional positions. QUESTION #12: For the Scope of Services, Section II Qualification Requirements, please confirm there is no Deliverable 3. RESPONSE: Correct, Deliverable No. 3 is not identified in the Scope. Deliverables No. 1, No. 2 and No. 4 will apply. QUESTION #13: For Section C. Cover Letter and Executive Summary, is the 10-page limit in the Response to the Solicitation meant to include the Cover Letter, or does it solely refer to the Executive Summary? RESPONSE: Please refer to the “Responses” to Question #5 & #6. QUESTION #14: Will the City confirm that the certification of a team member will fulfill the minimum requirements (e.g. the vendor's team must include someone with at least one of the emergency management certifications:). RESPONSE: The Evaluation Selection Team when reviewing each proposal will make that determination. 3 of 4 203 QUESTION #15: Under Instructions for Respondents, pg 9 - Bonding Requirements: Will the City be requiring Proposal/Bid Bond (#27) and/or Performance/Payment Bond (#28) RESPONSE: No, please refer to the “Response” to Question #2. QUESTION #16: We do not see a Deliverable numbered 3, can you please clarify what are the 4 Deliverables? RESPONSE: Please refer to the “Response” to Question #12. IT SHALL BE THE SOLE RESPONSIBILITY OF THE BIDDER TO SECURE ADDENDUMS THAT MAY BE ISSUED FOR A SPECIFIC SOLICITATION. 4 of 4 204 Page 120 Certificates of Competency / Applicable Licenses (RFP Instructions for Respondent, Pt. 17) 205 1618 ORRINGTON AVE SUITE 201 EVANSTON, IL 60201 Current Principal Place of Business: Current Mailing Address: 1618 ORRINGTON AVE SUITE 201 EVANSTON, IL 60201 Entity Name: HAGERTY CONSULTING SERVICES, INC. DOCUMENT# F10000003279 FEI Number: 37-1431085 Certificate of Status Desired: Name and Address of Current Registered Agent: CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301 US The above named entity submits this statement for the purpose of changing its registered office or registered agent, or both, in the State of Florida. SIGNATURE: Electronic Signature of Registered Agent Date Officer/Director Detail : I hereby certify that the information indicated on this report or supplemental report is true and accurate and that my electronic signature shall have the same legal effect as if made under oath; that I am an officer or director of the corporation or the receiver or trustee empowered to execute this report as required by Chapter 607, Florida Statutes; and that my name appears above, or on an attachment with all other like empowered. SIGNATURE: Electronic Signature of Signing Officer/Director Detail Date FILED Mar 12, 2021 Secretary of State 5799063544CC STEPHEN H HAGERTY PRESIDENT 03/12/2021 2021 FOREIGN PROFIT CORPORATION ANNUAL REPORT No Title PST Name HAGERTY, STEPHEN H Address 6 MILBURN PARK City-State-Zip:EVANSTON IL 60201 Title DIRECTOR Name ALTENBERND, LISA Address 6 MILBURN PARK SUITE 201 City-State-Zip:EVANSTON IL 60201 206 207SoutOOiami THE CITY OF PLEASANT LIVING EVALUATION SCORING SHEET RFP DISASTER COST RECOVERY Disaster Program Ops Hagerty Integrated Solutions Witt O'Brien's J. Cuesta 2 2 3 Reviewed bY~~ ~ -< (<-;t Date: /2-2 -~L( Respondent Ranking Order J. Reese A. Carmenates I S. Fraga-Lopez 4 2 4 3 2 4 2 3 3 Signature: AI{ ~ AVG RANK 2.25 1.75 2.75 2.75 208 SoutOOiami THE CITY OF PLEASANT LIVING Evaluation Scoring Sheet Procurement Division 6130 Sunset Drive South Miami, Florida 33143 (305) 663-6339 www.southmiamif!.gov RFP Title: DISASTER COST RECOVERY SERVICES RFP No.: FN2021-46 DIRECTIONS: Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed below with a maximum score for each criteria. The total score for each proposer is calculated by adding each criteria for a total score by proposer. The maximum score total score for each proposer is 100 points. Each Evaluation Selection Committee member shall rank each Respondent based on the Technical and Price Criteria total score for each Respondent; #1 (Highest Total Score), #2 (Next Highest Score), and so on. The rankings for each Respondent by each Selection Committee Member (Rater) are added and totaled. The total is divided by the number of Raters. The Lowest Average Rank Score will be recommended for the award. I. 2. 3. Criteria Proposer's relevant experience, qualifications, and Past Performance in providing I these services to Municipalities. POINTS 50 Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will be assigned to this project, and experience and qualifications of subcontractors. POINTS 30 Proposer's proposed price. POINTS 20 Total Score: Rank Disaster Program I' Hagerty Ops L/~ SO 30 30 20 /6 9~ o/y L Page 1 of 2 Integrated r Witt Solutions O'Brien's :;0 ~O 30 30 /r; 10 q) 90 z. 3 209"'1J til to (1) N o ..... N 210 ~ South rMiami Til E CITY OF PLF./\S,\NT LIVING Evaluation Scoring Sheet Procurement Division 6130 Sunset Drive South Miami, Florida 33143 (305) 663-6339 www.southmiamifi.gov RFP Title : DISASTER COST RECOVERY SERVICES RFP No.: FN2021-46 DIRECTIONS: Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed below with a maximum score for each criteria. The total score for each Rr-oposer is calculated by adding each criteria for a total score by proposer. The maximum score total score for each proposer is 100 points. Each Evaluation Se lection Committee member shall rank each Respondent based on the T echnica l and Price Criteria total score for each Respondent; #1 (Hi ghest Total Score), #2 (Next Highest Score), and so on . Th e rankings for each Respondent by each Selection Committee Member (Rater) are added and totaled. Th e total is divided by the number of Raters. The Lowest Average Rank Score will be recommended for the award. Criteria Di~aster Integrated Witt Program Hagerty Ops Solutions O'Brien's Proposer's relevant experience, qualifications, and Past Performance in providing 1. I these services to 130 I L// I Municipalities. Lj~ I/D POINTS SO I Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will be I ZZ I 21/ I Zs 2. I assigned to this project, and 20 experience and qualifications of subcontractors . POINTS 30 /b Proposer's proposed price. If 3. POINTS 20 /3 /j Total Score: Rank '0 t/ I 78' I $'0 Page 1 of 2 211-0 ill (0 CD N So N 212 THE CITY OF PLEASANT LIVING Evaluation Scoring Sheet Procu r ement Division 6130 Sunset Drive South Miami, Florida 33143 (305) 663-6339 www .southmiamifl.gov RFP Title: DISASTER COST RECOVERY SERVICES RFP No.: FN2021·46 DIRECTIONS : Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed below with a max imum score for each criteria. The total score for each proposer is calculated by adding each criteria for a total sc o re by proposer. Th e maximum score total score fo r each proposer is 100 points. Each Evaluation Selection Committee member shall rank each Respondent based on the Technical and Price Criteria total score fo r each Respondent; #1 (Highest Total Score), #2 (Next Highest Score), and so on . The rankings for each Respondent by each Selection Committee Member (Rater) are added and totaled. The total is divided by the number of Raters . The Lowest Average Rank Score will be recommended for the award. eriteri, Disaster Program I Hagerty I In€egrated Witt Ops Solutions O~.rifin.'s Proposer's relevant exper ience , qualifications , and Past Performance in providing I. I these services to Municipalities. POINTS 50 0 38 Lto I Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will be 2. I ass igned to th is project, and experience and qual ifications of subcontractors. POINTS 30 ?8 ~" ~'1 I ~ 3. I Proposer's proposed price. POINTS 20 ;m f Total Score: II , Rank d- Page 1 of 2 213""0 Ql co (1) N o ...... N Page 1 of 2 Evaluation Scoring Sheet Procurement Division 6130 Sunset Drive South Miami, Florida 33143 (305) 663-6339 www.southmiamifl.gov RFP Title: DISASTER COST RECOVERY SERVICES RFP No.: FN2021-46 DIRECTIONS: Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed below with a maximum score for each criteria. The total score for each proposer is calculated by adding each criteria for a total score by proposer. The maximum score total score for each proposer is 100 points. Each Evaluation Selection Committee member shall rank each Respondent based on the Technical and Price Criteria total score for each Respondent; #1 (Highest Total Score), #2 (Next Highest Score), and so on. The rankings for each Respondent by each Selection Committee Member (Rater) are added and totaled. The total is divided by the number of Raters. The Lowest Average Rank Score will be recommended for the award. Criteria Disaster Program Ops Hagerty Integrated Solutions Witt O’Brien’s 1. Proposer’s relevant experience, qualifications, and Past Performance in providing these services to Municipalities. POINTS 50 Points 50 2. Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will be assigned to this project, and experience and qualifications of subcontractors. POINTS 30 3. Proposer’s proposed price. POINTS 20 Total Score: Rank 47 43 47 46 28 26 27 26 20 9 9 10 95 78 83 82 1 4 2 3 214 Page 2 of 2 Additional Comments: Reviewed by: Date: (Print Name) (Signature) Aurelio Carmenates 12/2/2021 215 Member Name: CITY OF SOUTH MIAMI Bid Number: RFP FN2021-46 Bid Name: DISASTER COST RECOVERY SERVICES 3 Document(s) found for this bid 12 Planholder(s) found 463 NOTIFIED SupplierName Address1 City State PostalCode Declared Attribute s A Affordable Carpet & Maintenance, Inc 3257 NW 7TH Ave Cir Miami FL 33127AECOM Technical Services, Inc.7650 West Courtney Campbell CausewayTampa FL 33607 Axias 6509 MAIDEN SEA DR Tampa FL 33572 Construction Journal, Ltd.400 SW 7th Street Stuart FL 34994 Disaster Program & Operations Inc.830-13 A1A North Ponte Vedra Beach FL 32082 H&T Learners, Inc.17394 SW 31St Court Miramar FL 33029 Hagerty Consulting 1618 Orrington Avenue Evanston IL 60201 Integrated Solutions Consulting, Inc.220 S Buchanan Street Clayton MO 62025MGT of America Consulting, LLC 4320 W. Kennedy Boulevard Tampa FL 33609 MVG Consulting LLC 8800 NW 6th Street Pembroke Pines FL 33024 South Point Builders 14620 Escalante Way Bonita Springs FL 34135 Small Business, Woman Witt O'Brien's 1201 15th St. NW DC DC 20005 216 217 12/7/21,5:12 PM Detail by Entity Name \ ~ ~ DJ'(E;1O!f oj ~j/0tJO rg C(1) ~CJ10Yl'lCJl r~ ~..£.---., !JJI IJ/ji!'iu/ _';ffll~ ()f F!orid!1 \. rj;~ili' Dep-BI1menl o f Stale 1 Divi sion of Cor~ 1 Search Records 1 Search b y' Entity. Name 1 Detail by Entity Name Foreign Profit Corporation HAGERTY CONSULTING SERVICES, INC . Cross Reference Name HAGERTY CONSULTING, INC. Filing Information Document Number FEIIEIN Number Date Filed State Status 1618 ORRINGTON AVE SUITE 201 EVANSTON, IL 60201 Changed: 03/09/2011 Mailing Address 1618 ORRINGTON AVE SUITE 201 EVANSTON, IL 60201 Changed: 03/09/2011 F10000003279 37-1431085 07/20/2010 IL ACTIVE ~gistered Agent Name & Address CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301 Name Changed: 01/29/2018 Address Changed: 01/29/2018 Officer/Director Detail Name & Address Title PST HAGERTY, STEPHEN H DIVISION OF CORPORATIONS https :llsearch .sunbiz .org/lnquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=lnitial&searchNameOrder=HAGERT .. 218 1217121 ,5 :12 PM 6 Milburn Park EVANSTON, IL 60201 Title Director Altenbernd, Lisa 6 Milburn Park SUITE 201 EVANSTON, IL 60201 Annual Rep-orts Report Year 2019 2020 2021 Filed Date 03/19/2019 02/17/2020 03/12/2021 Document Imag~ 03/1212021 -ANNUAL REPORT 03119/2019 -ANNUAL REPORT 0212012018 -ANNUAL REPORT View image in PDF format --------------------~ View image in PDF forma! View image in PDF forma ~ View image in PDF format I 0112912018 -Reg...llgen! Chang~ View image in PDF format ! ----------------------~ 0210912017 -ANNUAL REPORT _____ V_ie_w_i_m_a.;..ge __ in_P_D_F_f_or_m_a_t __ ---ll 031ZlJ2016-ANNUAL REPORT ____ V_ie_w_i_m_B_ge __ in _p_D_F_f_or_m_a_t _--l1 0311 812015 -ANNUAL REPORT View image in PDF format I 02126J20 14 -A ~NUAl REPORT View image in PDF format J 0210412013 -ANNUAL REPORT ____ V_ie_w_i_m_ag_e_i_n_P_D_F_f_or_m_a_t __ ---ll 0110412012-ANNUAL REPORT View image in PDF format --------------------~ 03109/2011 -Al\INUAL REPORT View image in PDF format ---------------------~ 07 2012010 -Foreign Profit View image in PDF format Detail by Entity Name https:llsearch.sunbiz .org/inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=lnitial&searchNameOrder=HAGERT... LfL 219 2021 FOREIGN PROFIT CORPORATION ANNUAL REPORT DOCUMENT# F10000003279 FILED Mar 12, 2021 Secretary of State 5799063544CC Entity Name: HAGERTY CONSULTING SERVICES, INC. Current Principal Place of Business: 1618 ORRINGTON AVE SUITE 201 EVANSTON, IL 60201 Current Mailing Address: 1618 ORRINGTON AVE SUITE 201 EVANSTON , IL 60201 FEI Number: 37·1431085 Name and Address of Current Registered Agent: CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301 US Certificate of Status Desired: No The above named entity submits this statement for the purpose of changing its registered office or registered agent, or both, in the State of Florida. SIGNATURE: Electronic Signature of Registered Agent OfficerlDirector Detail: Title PST Name HAGERTY, STEPHEN H Address 6 MILBURN PARK City-State-Zip : EVANSTON IL 60201 Title DIRECTOR Name AL TEN BERND, LISA Address 6 MILBURN PARK SUITE 201 City-State-Zip : EVANSTON IL 60201 Date I hereby certify that the information indicated on this report or supplemental report is true and accurate and that my electronic signature shall have the same legal effect as if made under oath; thai I am an officer or director of the corporation or the receiver or trustee empowered to execute this report as required by Chapter 607, Florida Statutes; and that my name appears above, or on an attachment with all other like empowered. SIGNATURE: STEPHEN H HAGERTY PRESIDENT 03/12/2021 Electronic Signature of Signing Officer/Director Detail Date ' .. MIAMI DA ILY BUSI NESS REVIEW Published Da ily except Saturday. Sunday and legal Holidays M iami, MJami-Dade County, Florida STATE OF FLORIDA COUNTY OF MIAMI·DADE: Before the undersigned authority personally appeared GUILLERMO GARCIA , who on oath says that he or she is the DIRECTOR OF OPERATIONS , Legal Notices of th e Miam i Daily Business Saturday, Review f/kJa Miami Sunday and Review , a daily Legal Holidays) (except newspaper , published at Miami in Miami -Dade County , Florida : that the attached copy of ad verti sement , be ing a legal Advertisement of Notice in the matter o f CITY OF SOUTH MIAMI -DISASTER COST RE COVERY SE,",'v1CES -RFP #FN2Q2i-46 in the XXXX Court. was published in said newspaper in the issues of 1110312021 Affiant furthe r says that the sa id Miami Da ily Business DISASTER COST RECOVERY SERVICES RFP #FN2021-46 SUBMITTAL DUE DATE: NOVEMBER 19, 2021 AT 10 AM The City is hereby requesting sealed proposal s in response to th is RFP #FN2021-46, DISASTER COST RECOVERY SERVICES. The purpose of th is Solicita tion is to contract for the services in accordance with the Scope of Services (EXHIBIT 1) and the plans andlor specifications, if any, described in th is so'UcitaUon (he reinafter referred to as "the Proj ect" or ·Project"). Intere sted persons who wish to respond to this Solicitation e'an obtain the complete Solicitation package by accessing the following webpage: http://www.southmiamlfl.gov/ which is the City of South Miami's web address for soliCitation infonnatio n. Review is a newspape r publ is hed at Mia mi, in said Miami·Dade County , Flori da and that the said new spaper has heretofore been continuously published in said Mia mi·Dade Cou nty , Florida each day (except Saturday, Sunday and legal Holidays) and has been entered as second dass ma il matter at th e pos t office in Mia mi in said Miami ·Dade County , Florida , for a period of one year next pre ce d ing the first publicat ion of the attached copy of advertisement : and affiant furth er says th at he or she has ne ither pa id nor promised an y person , fi rm or corporation The Cfty will only receive sub mittals electronically through the DemandStar Electronic Bid System (E-Bldding). To register as a business, go to any di scount, rebate , commi ss ion or refund for the purpose of !:!!ms:llnetwork.demand star,coml Proposals must be received electronically secunn Q this advertisement for pub lica tion in th e said ttvough DemandStar , no later than 10:00 A.M. local time (the ·Closing Da te") newspaper , on November 19, 2021 and any Proposal received by the City through -----_____ ~~~~-:~;)'Q~~~'=~~~+~~;z;;~f=::::=-~D~e~m~a~nd;S~ta;r after 10:00 a.m. local time on said date will not be accepted ,.........,. under any circumstances. Hand delivery will not be accepted. E-SID OPENING VIA VIDEO CONFERENCING: /*"l~.:::·::i,%"; CHRISTINA lYNN RAVIX ,', ;.; Commlss/on #GG 217771 ~~. .i:J"f.: t:'",,:-... lIA .. ··.~f'o··'·()~·'" '-"V'I~lWYember 19,2022 " "1'\. " O A_~'" ~_. .......... ~. ""TroyFaIl_8OO.JaS.1019 Th e opening of E-Bids for this solicitation will occur at 10:30 A.M . local time on (the Closing Date, November 19, 2021. The City Clerk will conduct-1he-E-Bid Ope ,i, rg through video conferencing usIng 'he Zoom- platform. Members of the public may view th e m eet ing via Zoom at hItDs :llzoom.usru'3056636339,or listen to the meet ing on a dedicated phone line by dialing + 1-786-635·1003 Meeting 10: 3056636339. 11/3 Nkenga A. Payne , CMC, FCRM City Cler1<., City of South Miami 21-4110000560972M 220 · ...... MIAMI DAILY BUSINESS REVIE W Pubhshed Oaify except Saturday, Sunday and Legal Holidays MIami, M Jami-Oade County. FlorlCIa STATE OF FLORIDA COUNTY OF MIAMI·DADE: Before the undersigned authority personally appeared GUILLERMO GARC IA, who on oath says thai he or she Is th e DIRECTOR OF OPERAT IONS, Legal Notices of Ihe Miam i Daily Business Rev iew f/k/a Miami Review . a dally (except Saturday , Sunday and Legal Holidays) newspaper , published at Mia mi In Miami-Dade County, Florida ; that the attached copy of advertisement, be ing a Legal Advertisement of Notice In the matter of CITY OF SOUTH MIAMI -DISASTER COST RECOVERY SER'viCC:S -Rj=F #FN202i-46 in the XXX)( Court, was published in said newspaper in the issues of 11 1031202 1 Affiant further says thai the said Mia mi Daily Bus iness Review is a newspaper publ ished at Miami . In sai d Mlami-Oade County , Florida and that the said newspaper ha s heret ofore been continuously publi shed in said Miami-Dade County , Florida each day (except Saturday , Sunday and Legal Holiday s) and has been entered as second class ma il matter at th e post office in Miami In said Miami-Oade County . Fl orida . fo r a pe riod of one year next preceding the first pub lica tion of th e att ach ed copy of advertisement; and affiant further says th at he or she has ne ither paid nor promised any person. firm or corporation any discount. rebat e, comm iss ion or relund lor the purpose of se<:unng this ad vertisemen t for publ icatIOn In the said DISASTER COST RECOVERY SERVICES RFP #FN2021-46 SUBMITTAL DUE DATE: NOVEMBER 19, 2021 AT 10 AM The City is hereby requ esting sealed proposals in response to th is RFP #FN2021-46, DISASTER COST RECOVERY SERVICES. Tho purpose of th is Solicitation is to contract for the seMces In accordance with the Scope of Services, (EXHIBIT 1) and the plans andlor specifications, if any, described in this Solicitation (hereinafter referred to as "the Project " or ·Project"). Interested persons who wish to respond to th is Solicitation can obtain the complete Solicitation package by accessing the following webpage: http://www.southmiamlfl.gov/ which Is the City of South Miami's web address for soliCitation infonnation. The City will only receive submittals electronically through the DemandStar Electronic Bid System (E-Bidding). To register as 8 business. go to tl!!P.s:l/networ1t.demarrds ar .com! Proposals must be rec8ved eJectronicaDy throogh DemandSIar. no later than 1_ A.M. local time (the "CIosin9 Da1o~ on November 19, 2021 and any Proposal received by the City through DemandStar after 10:00 am. local time on said date will not be accepted und cas. Hand delivery will not be accepted. E-BID OPENING VIA VIDEO CONFERENCING: The opening of E-8Jds for this solicitation will occu r at 10:30 A.M. local time on (the Closing Date, November 19, 2021. The City Clerk will eonducHhe-E-BkHlpenTng 'through video conferencmg usIng the Zoom platform. Members of the public may view the meetIng via Zoom at https :l/zoom .us fLI3056636339,Of listen to the moot ing on a dedicated phone lIne by dialing +t-786-635-1003 Meeting 10: 3056636339. 1113 Nkenga A. Payn e, CMC, FCRM City Cle!\<, City of South Miami 2t-41/0000560972M 18SE .........................................................................................................NEIGHBORS SUNDAY DECEMBER 26 2021 tenance came into sharprelief after the terrifyingcollapse of the ChamplainTowers in Surfside, whichtook 98 lives.The disaster caused amajor ripple effect ofconcern among residencesof other older buildingsalong the Gold Coast.“The Champlain Tow-ers incident really, reallyis pushing this trend,” saidJoseph Hernandez, part-ner and chair of the realestate practice group atthe Weiss Serota HelfmanCole & Bierman law firmin Coral Gables.“The trend’s been goingfor some time,” he said.“I’ve been doing thesetransactions for 10 years.The trend really startedbecause we’re getting intothe period where condosdeveloped in the ’70s or’80s are becoming func-tionally obsolete.”“Now people are muchmore in tune to the issue,”Hernandez said. “They’refocused on trying to bandtogether and sell theirproperty in a way theyweren’t before.”He added that he’s seen“probably a two- to three-fold interest in thesetransactions in the pastyear since ChamplainTowers.” “Normally Iwork on a couple of thesetransactions” each year,he said. “I’m working onseven or eight major trans-actions right now.” PRIME PRICES FORPRIME PROPERTIESStill, it’s bottom-lineeconomics that decideswhether a deal will materi-alize, asserted Yetming ofColliers.“The only time thismakes sense is when thevalue of the underlyingland is significantly more than what the collectiveunits are currently sellingfor,” Yetming said. “Whyelse would somebody wantto sell their property unlessthey can make a significantprofit?”Aerial photo shows theCastle Beach condominiumon Collins Avenue in Mia-mi Beach. Built in 1966, the17-floor building has be-come the target of uni-dentified suitors who wantto buy it, according to Col-liers, a real estate servicesfirm which has been re-tained to vet several unso-licited offers. (Colliers andACH Digital Photography/Courtesy)Jamie Sturgis, founderand CEO of Native RealtyCo. in Fort Lauderdale,said “all-time records” arebeing paid for multi-familybuildings as new residentsarrive in South Florida fromout-of-town and out-of-country.“I would say the vastmajority of the sites beingtargeted are on the beach,in light of what happenedin Surfside,” he said.Many owners are snow-birds who see this as “anopportune time ... to cashout at the top of the marketand avoid having to paythese special assessments”for heavy repair projects inolder buildings.Nick Perez, a vice presi-dent at The Related Group,said the Beach Villa ownersin Pompano sold afterrealizing they could doubleor even triple their moneyagainst their original pur-chase prices.“Ultimately it was theprice they were getting fortheir units,” Perez said. “Iwould say they were get-ting well above their mar-ket price for their units. Noone has to sell. Luckily, Iwas the only one trying toacquire all of the units andIdidn’t have a biddingwar.”He said he met with 26or 27 of the 46 owners. “There was a little bit ofhand holding,” Perez said.“They didn’t want to leavethe beach.”Some wondered wherethey would live next. Relat-ed is allowing the sellers tostay through the end ofwinter season.“The ultimate decidingfactor was if they were tosell to another end userversus the offer I was pro-posing, they would havegotten a substantially lessamount of money,” he said.Perez did not provideany sales figures.But sales data unearthedby Zillow, the nationalonline real estate researchand investment firm, foundsome owners received upto $800,000 for their302-square-foot, one-bath,one-bedroom units withmarket values just below$200,000.It’s not hard to under-stand the attraction forRelated. The 3.07-acrecomplex of one- and two-story buildings is locatedright on the beach betweenthe Atlantic Ocean andState Road A1A. The prop-erty offers significant greenspace and a communitypool in the back.In its place: Related isplanning a 21-story, mixed-use luxury condominiumtower with 119 condo unitsand approximately 2,200square feet of commercialspace, according to a filingwith the City of PompanoBeach.A short distance to thenorth, Related is buildinganother luxury high-risecalled the Solemar, whichthe company says is 99%sold. The swift sellout, thecompany says, is an exam-ple of the white hot de-mand for beachfront prop-erty.“There are really no truevacant lots that are ripe fordevelopment located righton the sand,” Perez said.Forty-year-old low-rises arethe next best thing. FROM PAGE 4SECONDOS 221 MIAMI DAILY BUSINESS REVIE W Pub lIshed Da ily except Salurday , Slnday and legal Holidays Miami, M iami-Dade County, Florida S TATE OF FLORID A COUN TY OF MIAMI-DA DE : Before the undersigned authority personally appeared GUILLERMO GARCIA, who on oath says that he or she is the DIRECTOR OF OPERATIONS , legal Notices of the Miami Daily Business Saturday , published Review flk/a Miami Review, a daily (except Sunday and legal Hol idays) newspaper, al Miami in Miami-Dade County , Florida ; th at the attached copy of advertisement, be ing a legal Advertiseme nt of Notice in the matter of CITY OF SOUTH MIAMI -PUBLIC HEARINGS -JAN . 4, 2022 in the XXXX Court. was publ ished in said newspaper in the issues of 12/23/2021 Affiant further says thai the said Miami Daity Business Review is a newspaper published al Miam i. in said Miami -Dade County , Florida and that the said newspaper has heretofore been continuously published in said Miami-Dade County , Florida each day (except Saturday , Sunday and Legal Holidays) and has been entered as second class mail matte r at th e post office in Miami in said Miami-Dade County , Florida , for a period of one year next preceding th e first publ ica tion of the attached copy of advertisement; and affiant furthe r says that he or she has neither pa id nor prom ised any person , firm or corpora tion any discount , rebate , commission or refund for th e purpose of securing this advertisement for publicat ion in the said -' &rn~ fft~ ... .1!1f!f;; .. CHRISTINA lYNN RAVIX i i '~;", '; Commission # GG 2T7171 ~~,~,~f Expires November 19, 2022 ···~ef.f~?~··· Bonded ThnJ Troy Fai'll nS:.lrance 800-385-1019 CITY OF SOUTH MIAMI, FLORIDA CITY COMMISSION NOTICE OF PUBLIC HEARINGS In order to balance the need for the City of South Miami to function and conduct vital business during the COVID 19 pandemic and, at the same time, to protect the health, safety and weHare of its citizens, OfflCefS, offICials and administrative staff. and pursuant City of South Miami Code, Chapter 286,011, Fla . Stat, the City's Home Rule Powers , and City Manager's declaration of a state of emergency due to the Coronavirus, the City will be holding its City CommiSSion Meeting live in chambers and VIRTUAU Y through communications media technology (CMT) until the state of emergency has ended or social distancing is no longer required by any relevant Executive Orders. All Commission members will participate in Chambers or by video conferencing through the Zoom platform and members of the public may Join the meeting via Zoom at £h!!P.:s:J/zoom .usIV3056636338} and participate. At a minimum, at least three members of the City Commission will be physically present in the City Commlssion Chambers 1 and they will be broadcast 00 1Ile Zoom platform aJong with all oth .. members of the Com_. City Staff and the public who may aHand remotely from the Commission Chambers and from other locations. The meeting is scheduled to begin on Tuesday. January 4. 2022 at 7:00 p.m. to consider the following public hearing item(s); A Resolution authoriZing the City Manager to enter into a multi-year agreement with Hagerty Consulting, tnc. for Disaster Cost Recovery Services. A Resolution relating to a Tentative Plat appli cation to allow a replat of . a 6.G-acre property l ocated at 5961 SW 68 Street and as legall y described herein. A Resolution relating to a Tentative Plat application to allow a raplat of the Marshall Williamson property identified as folio numbers 09-4025-000-0850, 09-4025-065-0090, and 09-4025·000-0852 which is generally located south of SW 64th Terrace and approximately between SW 60th Avenue and SW 61st Court/aka SW 61st Drive Court and as legally described herein. A Resolution relating to a Special Use application to permit a Child Care Facility (7 or more children) at 6301 Sunse t Drive. 222 MIAMI DAILY BUSINESS REVIE W Published Da ily except Sal urday, Sooday and Legal Holidays Miami, M iami-Dade County. Florida STATE OF FLORI DA C OUNTY O F M IAMI·D A DE: Before the undersigned autho rity pe rso nally appeare d GUILLERM O GARCIA . who on oath says th at he or she is th e DIRECTOR OF OPER ATI ONS , legal Notices of the Miami Daily Bu siness Saturday. publi shed Revi ew f /kJa Miami Revi ew, a d ai ly (excep t Sunday and legal Ho li days ) newspaper, a! Miami in Miami-Dad e Co unty , Florida ; thai th e attach ed copy of adv ertisement, be ing a legal Advertiseme nt o f No tice i n the matt er of CITY OF SOU TH MI AMI · PUBLI C H EARI NGS· JAN . 4, 2022 in the XXXX C ourt, wa s published in said n ews pa per in the issues o f 12/23/20 21 Affia nt further sa y s that the sai d Miami Daily Business Rev iew is a newspaper publi shed at Miami , In sai d Miami·Dade Cou nty , Flo lid a and that the sa id news paper has here tofore be en continu ously pub lished in sa id Miam i ·Dade Count y , Florid a each day (except Saturday , Sund ay and Legal Holiday s) and has bee n en ter ed as second dass mail matler at th e pos t office in Miami in sa id Mia mi·Dade County , Fl orida, for a period of one year next preceding the fi rst publication of th e auactled cop y of ad vertisement; and affia nt further says tha t he or she has nei ther paid nor promis ed any person , fi rm or corpora tion any disco unt , re bate , commi ss ion o r re fu nd for the purpose of secu rin g this adve rti se ment for publ ica tion in the said "~, &rn~ ff#~ ... ,JJi/fi!;;;; .. CHRISTINA LYNN RAVIX , 'A" " Commission # GG 2T1771 .... .,.,. t~. '1/ ExpIres November 19, 2022 .-t~~¥.!~?~'.. Boodcd ThnJ Troy Fail lns:J :-ance 800-385-1019 CITY OF SOUTH MIAMI, FLORIDA CITY COMMISSION NOTICE OF PUBLIC HEARINGS In order to balance the need for the Ci ty of South Miami to funct ion and conduct vital bus iness during th e COVlO 19 pandem ic and, at the sam e time, to prolect Ihe health , safety and welfare of its citizens, offlC9fS , officials and administrative staff, and pursuant City of South Miami Code, Chapter 286.011, Aa. Stat, the City 's Home Rule Powers, and City Manager's decl aration of a state of emergency du e to the Coronav irus, the City will be holding Its City Commission Meeting live In chambers and VIRTUAllY through communications media technology (CMn unlillhe state of emergency has ended or social distancing Is no longer required by any relevant Executive Orders . AU Commission members will participate in Chambers or by video co nfere ncing through the Zoom platfonn and members of the public may join the meeting via Zoom al (tillQs :/lzoo m.usfIfJ056636338) and participate. At a minimum, at least three members of the City Commissi on will be physical ly present in the City Comm ission Chambers 1 and they will be broadcast 011 the Zoom platfonn aJong with all oth« members 01 the ComIrission , City Staff and the public who may attend remot ely from the Commission Chambers and from other locations. The meeting is scheduled to begin on Tuesday. January 4. 2022 at 7:00 p.rn. to consider the following public hearing Item (s): A Resolution authorizing the City Manager to enter Into a multi·year agreement with Hagerty Consulting , Inc . for Disaster Cost Recovery Services. A Resolution relating to a Tentative Plat application to allow a rep/Bt of . a 6.6-acre property located at 5961 SW 68 Street and as legally described herein. A Resolution relating to a Tentative Plat application 10 allow a replal of the Marshall Williamson property identified as folio numbers 09-4Q2s..000-0850, 09 -4025-065-0090, and 1JS.4025·()()Q.0852 which is gonemlly located south of SW 64th Terrace and approximately between SW 60th Avenue and SW 61st Court/aka SW 61st Drive Court and as legally described herein . A Resolution relating to a Special Use application to permit a Child Care Facility (7 or more chlldren) at 6301 Sunse t Drive. C1+y It you desire to present evidence or you are unable to use Zoom, th ere are procedures to foll ow and other options available including a dedicated phone line to liste n and participate in the meeting and fimited public attendance. all of which is set forth in the meeti ng notice posted at City Hall and at hU:Q:/Iwww.southmlamifl.gov/580/Puolic-Meetings-Notices. Anyone who wishes to review pending application, support in 9 documentation or who desire to have docu ment s made available for viewi ng by everyone during the meeting must contact the City Clerk by calling 305.."663-6340. Note that-pursuant to Rorida Statutes 286.0105 , a person who decides to appeal any decision made by a Board, Agency or Commission with respec t to any matter considered at its meeting or hearing, a record of the proceedings will be required for sai d appeal and such person wlll be requ ired to have a verbatim transcnpt of the proceedings including the testimony and evidence upon which the appeal is to be based. ADA:. To request a modification to a policy, practice or procedu re or to re- quest an auxiliary aide or service in order to participate in a City program, activity or event. you must on or befo re 4;00 p.m. 3 bu sin ess days before the meeting (not counting the day of the meeting) deliver your request to the City Clerk by tel ephone: 305-663-6340, by mall at 6130 Sunset Drive, South Miami, Rori da or email at npayneOsouthm iamifl.gov . lThe minimum standards for adopting a resolution or enacting an ord inance are set forth in 166 .04 1(4) ••• A majority of the members of the goveming body shall constitute a quorum. An affinnative vote of a majority of a quorum present is necessary to enact any ord inance or adopt any resolutio n .••• 12/23 Nkenga A. Payne, CMC, FCRM City Cia" 21-90/0000569833 M 223 C1+y of 50ufh /V!,'a/YJ f I Anyone who or who desire to during the meeting must Nole that pursuant to Ronda Statutes 286.0105 , a person who decides to appeal any decision made by a Board, Agency or Commission wtth respect to any matter considered at its meeting 01" hearing, a record of the proceedings will b e required for sai d appeal and such person will be required to have a verbatim transcript of the proceedings inc luding the testimony and evidence upon which the appeal Is to be based. ADA:. To request a modification to a policy, practice or procedu re or to re- quest an auxiliary aide or saMca In order to partic ipate In a City program, activity or event. you must on or before 4:00 p.m. 3 business days befo re the meeting (not counting the day of the meeting) deliver your requ est to the City Clerk by telephone: 305-663-6340, by mail at 6130 SUnset Drive, South Miami, Aorida or email at npayneOsouthmiamifl.gov. lThe min imu m standards for adopting a resolution or enacting an ordinance are se t forth in 166.041(4) ••• A majority of the members of the goveming body shall constitute a quorum . An affirmative vote of a majority of a quorum present is necessary to enact any ordinance or adopt any resolution .• ,. 12123 Nkenga A. Payne, CMC, FCRM City Cler1< 21-9010000569833M