Legislative Matter

Miami-Dade Legislative Item
File Number: 112350

Clerk's Official Copy

File Number: 112350

File Type: Resolution

Status: Adopted

Version: 0

Reference: R-928-11

Control: County Commission

File Name: RFQ FOR CONSULTING SERVICES IN TALLAHASSEE, FL

Introduced: 11/4/2011

Requester: Internal Services

Cost:

Final Action: 11/3/2011

Agenda Date: 11/3/2011

Agenda Item Number: 8F2

Notes:

THIS IS FINAL VERSION AS AMENDED. ALSO SEE 112296. amended version to 112296

Title:

RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO ADVERTISE A REQUEST FOR QUALIFICATIONS (RFQ) FOR AND ON BEHALF OF MIAMI-DADE COUNTY TO OBTAIN STATE GOVERNMENTAL REPRESENTATION AND CONSULTING SERVICES IN TALLAHASSEE, FL, AND TO EXERCISE ALL OTHER RIGHTS CONTAINED THEREIN RFQ NO. 801 (SEE ORIGINAL ITEM UNDER FILE NO. 112296)

Indexes:

REQUEST FOR QUALIFICATION

Sponsors:

Joe A. Martinez, Prime Sponsor

Sunset Provision: No

Effective Date:

Expiration Date:

Registered Lobbyist:

None Listed

Legislative History
Acting Body	Date	Agenda Item	Action	Sent To	Due Date	Returned	Pass/Fail

County Attorney	11/7/2011		Assigned	Hugo Benitez

County Mayor	11/4/2011		Assigned	County Attorney	11/3/2011
REPORT:	Internal Services (Amended version to 112296.The amended version was assigned Resolution No. R-928-11) - Hugo Benitez, ACA

County Mayor	11/4/2011		Assigned	Lisa Martinez		11/4/2011

Board of County Commissioners	11/3/2011	8F2 AMENDED	Adopted as amended				P
REPORT:	Assistant County Attorney Hugo Benitez read amendments to the foregoing proposed resolution into the record. Chairman Martinez explained that the decrease in lobbyist expenses was proposed to reduce overall costs, noting that other municipal governments paid substantially less for their lobbyists. He questioned whether the County should continue paying more money or to obtain the best representation at a lower cost. Commissioner Jordan offered a friendly amendment, which Chairman Martinez accepted, requiring that a list of subcontractors be provided by the prime contractor. Commissioner Heyman noted she supported efficiencies and/or savings that would reduce contract costs; however, she expressed concern about the timing of this Request for Qualification (RFQ) as it would conflict with committee meetings in Tallahassee. She pointed out that at this time the County’s lobbyists were focusing their efforts on protecting the Tunnel Project, gaming and other critical issues impacting the County, and they had already indicated that they would voluntarily reduce the amounts of their contracts. Commissioner Heyman noted the Commission did not have sufficient time to address these issues prior to the December 6, 2011 meeting and this discussion should take place in March after the conclusion of the legislative session. Mayor Carlos Gimenez explained that Administration had spoken to both state and federal lobbyists and obtained reductions of $50,000 and $100,000 respectively. It was moved by Commissioner Bell that the foregoing proposed resolution be adopted as amended with the following changes: 1) to remove the $400,000 contract amount on handwritten page 1 and to insert the following language: “the amount of the award would be determined by Board of County Commissioners (BCC) at the time of award”; 2) to delete all references in the Request for Qualification (RFQ) that state “the BCC would select the firms for negotiations”, and to replace it with the following language: “the BCC would select the firms for award”; 3) to add the following language to the RFP: “…to include a State proposed annual fee to provide all services requested therein and the fee shall include all costs including subcontractor fees, travel, and miscellaneous expenses since these costs would not be reimbursed separately by the County. The fee shall exclude any costs for work order assignments for optional services, which will be specifically identified and defined in the RFQ. This fee will not be part of the evaluation by the selection committee but will be presented to the BCC for the Board’s determination of contract award”; and 4) to include a list of subcontractors in the prime contractor’s application. This motion was seconded by Chairman Martinez, and upon being put to a vote, passed by a vote of 11-2; (Commissioners Heyman and Suarez voted "no").

Legislative Text

TITLE
RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO ADVERTISE A REQUEST FOR QUALIFICATIONS (RFQ) FOR AND ON BEHALF OF MIAMI-DADE COUNTY TO OBTAIN STATE GOVERNMENTAL REPRESENTATION AND CONSULTING SERVICES IN TALLAHASSEE, FL, AND TO EXERCISE ALL OTHER RIGHTS CONTAINED THEREIN RFQ NO. 801

BODY

WHEREAS, on October 18, 2011, this Board adopted Resolution R-923-11, directing the County Mayor or County Mayor�s designee to bring to the November 3, 2011 Board agenda a request to advertise a competitive solicitation for the procurement of state lobbying contracts; and
WHEREAS, this Board required that the competitive solicitation allow the Board to rank and select the highest qualified firms in its sole discretion; and
WHEREAS, this Board appointed an evaluation committee, waiving the requirements of Implementing Order (IO) 3-34, Formation and Performance of Selection Committees, to implement the appointment; and
WHEREAS, this Board directed the County Mayor to report the evaluation committee�s recommendation to the Board by December 6, 2011; and
WHEREAS, this Board waived Section 2-8.5 of the Miami-Dade County Code relating to local preference; and
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board approves the advertisement of the Request for Qualifications, in substantially the form attached hereto and made a part hereof with the following amendments:
1. The $400,000 identified as contract allocation in the Mayor�s memorandum shall be removed as the contract amounts to be awarded to each firm will be determined by this Board at the time of award;
2. Replace all references in the RFQ indicating that the Board would select firms for negotiation and with language indicating the Board will instead select the firms for award; and
3. Add language requiring the proposer to state proposed annual fee to provide all services requested. The fee will include all costs including subcontractor fees, travel and miscellaneous expenses as they will not be reimbursed separately by the County. The fee shall not include any amount for Work Order assignments or Optional Services, which Work Order assignments and Optional Services shall be specifically identified and defined in the RFQ. The fee will not be part of the evaluation by the selection committee but will be presented to the Board for the Board�s determination of award.
The Board authorizes the County Mayor or County Mayor�s designee to advertise same for and on behalf of Miami-Dade County and to exercise all other rights contained therein.

HEADER
Date:

To: Honorable Chairman Joe A. Martinez
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Request for Authorization to Advertise a Request for
Qualifications for Governmental Representation and
Consulting Services in Tallahassee, FL

This item was amended at the November 3, 2011 meeting of the Board to do the following: 1) remove the $400,000 allocation as the contract amounts will be determined by the Board at the time of award 2) amend the RFQ to request proposers to state their total annual fee offer for the above referenced services, and 3) replace all references in the RFQ indicating the Board would select firms for negotiations with language denoting the Board will instead select the firms for award.

STAFF RECOMMENDATION
It is recommended that the Board of County Commissioners authorize advertisement of Request for Qualifications (RFQ) No. 801 to obtain proposals under full and open competition to provide governmental representation services before the executive and legislative branches of the state government, and related consulting services for the Office of Intergovernmental Affairs.

TITLE: Governmental Representation and Consulting Services in Tallahassee, FL

TERM: One year with three, one year options-to-renew

CONTRACT AMOUNT: To be determined at time of award

MANAGER'S BACKGROUND
BACKGROUND:
On November 4, 2010, the Board of County Commissioners (Board) authorized award of contracts with Ron L. Book, P.A. and Rutledge, Ecenia & Purnell, P.A. to provide the County with state governmental representation and consulting services. The contracts are in the initial term, expiring on November 15, 2011, and have three available one-year options-to-renew.

On October 18, 2011, the Board adopted a resolution directing the County Mayor to bring to the November 3, 2011 Board agenda a request to advertise a competitive solicitation for the procurement of state lobbying contracts. The resolution also 1) required that the solicitation allow the Board to rank and select the highest qualified firms; 2) appointed an evaluation committee; 3) waived the requirements of Implementing Order (IO) 3-34, Formation and Performance of Selection Committees to allow the Board to appoint the committee; 4) directed the County Mayor to report the evaluation committee�s recommendation to the Board by December 6, 2011; 5) waived Section 2-8.5 of the Miami-Dade County Code relating to local preference; and 6) authorized extension of the current contracts on a month-to-month basis until the County enters into successor contracts.

The Office of Intergovernmental Affairs, the Internal Services Department, and County Attorney�s Office have developed a compressed timeline for the Board�s procurement process. The process provides for an evaluation committee to review proposals and provide a report to the Board identifying the most qualified firms, in lieu of a numerical evaluation and ranking method. The Board will make the final determination of which firm(s) to select for award without requiring further Board action, waiving the bid protest procedures.

The selected firm(s) shall provide Miami-Dade County with governmental representation services before the executive and legislative branches of the state government. The services include a full range of lobbying, legislative counsel, governmental consulting, and advocacy services requested by the County for various subjects/issues as assigned, based on the County�s annual legislative package. The services requested in the solicitation are substantially the same as those in the current contracts.

USING/MANAGING AGENCIES
AND FUNDING SOURCES:

Department Allocation Funding Source Contract Manager
Office of Intergovernmental Affairs $ TBD General Fund Jose Rasco

PROCUREMENT
CONTRACTING OFFICER: Rita Silva, CPPO

PREVIOUS CONTRACT
AMOUNT: There are currently two contracts for these services with a combined allocation of $500,000 per year. The allocation includes $225,000 per contract for required services (total of $450,000), plus an additional amount of $50,000 in the aggregate between the contracts for work orders and optional services.

METHOD OF AWARD: Award to one or more best qualified responsive, responsible vendors based on the best value to the County.

CONTRACT MEASURES: A Small Business Enterprise Selection Factor will be applied in accordance with the Ordinance.

LIVING WAGE: The services being provided are not covered under the Living Wage Ordinance.

USER ACCESS PROGRAM: The User Access Program provision will apply. The 2% program discount will be collected on all purchases.

LOCAL PREFERENCE: The Local Preference Ordinance will not be applicable.

ESTIMATED ISSUE DATE: Upon approval of the Board of County Commissioners

___________________________________
Deputy Mayor