11-01-2011City Commission s Cit�Managier
Susan 'Gottlieb, Mayor The City Of Eric M. Soroka, ICMA -CM
Zev Auerbach City C/erlr
Bob Diamond Teresa M. Soroka, MMC
Teri Llolzberg
Billy Joel $` Ci&Attorp—Y
Michael Stern �,, ., �` Weiss Serota Helfman
Luz Urbiez Weinberg Pastoriza Cole & Boniske
NOVEMBER 1,20116pa
Government Center
19200 West Country Club Drive
Aventura, Florida 33180
1. CALL TO ORDER\ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. AGENDA: Request for Deletions/Emergency Additions
4. SPECIAL PRESENTATIONS: Employee Service Awards
Proclamation Presentation to former Commissioner Arthur Berger
5. ELECTION OF VICE MAYOR
6. CONSENT AGENDA: Matters included under the Consent Agenda are self - explanatory
and are not expected to require discussion or review. Items will be enacted by one motion.
If discussion is desired by any member of the Commission, that item must be removed
from the Consent Agenda and considered separately.
A. APPROVAL OF MINUTES:
October 4, 2011 Commission Meeting
October 13, 2011 Workshop Meeting
B. A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA AUTHORIZING THE CITY
MANAGER TO EXECUTE AND APPLY FOR THE FEDERAL
DRUG CONTROL AND SYSTEM IMPROVEMENT PROGRAM
GRANT AVAILABLE THROUGH THE MIAMI -DADE
COUNTY; TO APPLY FOR, RECEIVE, AND EXPEND $5,250 IN
FEDERAL FUNDS FOR THE SCHOOL RESOURCE OFFICER
PROJECT; AUTHORIZING THE CITY MANAGER TO DO ALL
THINGS NECESSARY TO CARRY OUT THE AIMS OF THIS
RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
C. A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA SELECTING THE FIRM OF PGAL
ARCHITECTS TO PROVIDE ARCHITECTURAL SERVICES
TO PLAN, DESIGN AND PERMIT THE GOVERNMENT
CENTER PARKING EXPANSION PROJECT IN ACCORDANCE
WITH RFQ NO. 11- 9 -21 -2; AUTHORIZING THE CITY
November 1, 2011
MANAGER TO NEGOTIATE THE TERMS AND FEES FOR
SAID SERVICES; AUTHORIZING NEGOTIATIONS WITH AN
ALTERNATE FIRM TO PERFORM THE REQUIRED
SERVICES SHOULD NEGOTIATIONS WITH SELECTED FIRM
BE UNSUCCESSFUL; AUTHORIZING THE CITY MANAGER
TO DO ALL THINGS NECESSARY TO CARRY OUT THE AIMS
OF THIS RESOLUTION; AND PROVIDING FOR AN
EFFECTIVE DATE.
D. A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA RE- ADOPTING CHAPTER 6.6 OF
THE ADMINISTRATIVE POLICY DIRECTIVES AND
PROCEDURES MANUAL, AS ATTACHED HERETO,
ENTITLED "INVESTMENT OBJECTIVES AND
PARAMETERS" AS THE CITY'S INVESTMENT POLICY FOR
THE MANAGEMENT OF PUBLIC FUNDS; AUTHORIZING
THE CITY MANAGER TO DO ALL THINGS NECESSARY TO
CARRY OUT THE AIMS OF THIS RESOLUTION; AND
PROVIDING AN EFFECTIVE DATE.
E. A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA, URGING INSURANCE
COMPANIES TO PROVIDE LOWER PREMIUMS TO
RESIDENTS OF JURISDICTIONS PROVIDING FOR
AUTOMATED RED LIGHT SAFETY TECHNOLOGY;
PROVIDING FOR DISTRIBUTION; PROVIDING FOR
IMPLEMENTATION; PROVIDING FOR SEVERABILITY; AND
PROVIDING FOR AN EFFECTIVE DATE.
F. MOTION AUTHORIZING THE APPROPRIATION OF UP TO $29,000
TO PURCHASE NEW UNIFORMS FROM THE POLICE FEDERAL
FORFEITURE FUND IN ACCORDANCE WITH THE CITY
MANAGER'S MEMORANDUM.
G. CITY COMMISSION ACTING IN IT'S CAPACITY AS THE
GOVERNING BOARD OF THE AVENTURA CITY OF EXCELLENCE
SCHOOL ( "ACES "):
MOTION APPOINTING THE CITY MANAGER AS THE ACES
GOVERNING BOARD'S REPRESENTATIVE TO FACILITATE
PARENTAL INVOLVEMENT, PROVIDE ACCESS TO
INFORMATION, ASSIST PARENTS AND OTHERS WITH
QUESTIONS AND CONCERNS, AND RESOLVE DISPUTES
H. MOTION TO EXTEND THE TIME TO OBTAIN A BUILDING
PERMIT FOR THE CONSTRUCTION OF THE NEW NORTHEAST
PUBLIC LIBRARY BRANCH FOR AN ADDITIONAL SIXTY (60)
DAYS FROM NOVEMBER 4, 2011.
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November 1, 2011
I. A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA ENDORSING THE EFFORTS OF
THE GENERAL CONSULATES OF COLOMBIA, COSTA RICA,
EL SALVADOR, ECUADOR, HONDURAS, MEXICO AND PERU
SUPPORTING BINATIONAL HEALTH WEEKS TO IMPROVE
THE HEALTH AND WELL -BEING OF UNDERSERVED
POPULATIONS OF LATIN AMERICAN ORIGIN LIVING IN
THE UNITED STATES AND CANADA; AND PROVIDING AN
EFFECTIVE DATE.
7. ZONING HEARINGS: QUASI - JUDICIAL PUBLIC HEARINGS — Please be advised that the following items
on the Commission's agenda are quasi-judicial in nature. If you wish to object or comment upon any of these items, please
inform the Mayor when she requests public comments. An opportunity for persons to speak on each item will be made
available after the applicant and staff have made their presentations on each item. All testimony, including public testimony
and evidence, will be made under oath or affirmation. Additionally, each person who gives testimony may be subject to
cross - examination. If you refuse either to be cross - examined or to be sworn, your testimony will be given its due weight. The
general public will not be permitted to cross - examine witnesses, but the public may request the Commission to ask questions
of staff or witnesses on their behalf. Persons representing organizations must present evidence of their authority to speak for
the organization. Further details of the quasi-judicial procedures may be obtained from the Clerk.
8. ORDINANCES: FIRST READING — PUBLIC INPUT:
A. AN ORDINANCE OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA, AMENDING ORDINANCE NO.
2010 -10 WHICH ORDINANCE ADOPTED A BUDGET FOR THE
2010/2011 FISCAL YEAR BY REVISING THE 2010/2011 FISCAL
YEAR OPERATING AND CAPITAL BUDGET AS OUTLINED
IN EXHIBIT "A" ATTACHED HERETO; AUTHORIZING THE
CITY MANAGER TO DO ALL THINGS NECESSARY TO
CARRY OUT THE AIMS OF THIS ORDINANCE; PROVIDING
FOR AN EFFECTIVE DATE.
B. CITY COMMISSION ACTING IN IT'S CAPACITY AS THE
GOVERNING BOARD OF THE AVENTURA CITY OF EXCELLENCE
SCHOOL:
AN ORDINANCE OF THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA, AMENDING ORDINANCE NO.
2011 -05, WHICH ORDINANCE ADOPTED A CHARTER
SCHOOL OPERATING AND CAPITAL BUDGET FOR THE
AVENTURA CITY OF EXCELLENCE SCHOOL FOR FISCAL
YEAR 2011/2012 (JULY 1 — JUNE 30) BY REVISING THE
2011/2012 FISCAL YEAR BUDGET DOCUMENT AS OUTLINED
IN EXHIBIT "A" ATTACHED HERETO; AUTHORIZING THE
CITY MANAGER TO DO ALL THINGS NECESSARY TO
CARRY OUT THE AIMS OF THIS ORDINANCE; PROVIDING
FOR AN EFFECTIVE DATE.
9. ORDINANCE — SECOND READING — PUBLIC HEARING: None.
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November 1, 2011
10. RESOLUTIONS — PUBLIC HEARING: None.
11. REPORTS
12. PUBLIC COMMENTS
13. OTHER BUSINESS: None.
14. ADJOURNMENT
SCHEDULE OF FUTURE MEETINGS/EVENTS
WORKSHOP MEETING NOVEMBER 17, 2011 9AM 5th FL. EX.CONF.ROOM
COMMISSION MEETING JANUARY 3, 2012 6PM COMMISSION CHAMBER
This meeting is open to the public. In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and
who need special accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk,
305- 466 -8901, not later than two days prior to such proceeding. One or more members of the City of Aventura Advisory Boards may
be in attendance and may participate at the meeting. Anyone wishing to appeal any decision made by the Aventura City Commission
with respect to any matter considered at such meeting or hearing will need a record of the proceedings and, for such purpose, may
need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the
appeal is to be based. Agenda items may be viewed at the Office of the City Clerk, City of Aventura Government Center, 19200 W.
Country Club Drive, Aventura, Florida, 33180. Anyone wishing to obtain a copy of any agenda item should contact the City Clerk at
305- 466 -8901.
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The Cky of MINUTES Aventura Government Center
CITY COMMISSION MEETING 19200 W. Country Club Drive
OCTOBER 4, 2011 6 PM Aventura, Florida 33180
1. CALL TO ORDER/ROLL CALL: The meeting was called to order by Vice Mayor
Zev Auerbach at 6 p.m. Present were Commissioners Bob Diamond, Teri Holzberg,
Billy Joel, Michael Stern, Vice Mayor Zev Auerbach, City Manager Eric M. Soroka, City
Clerk Teresa M. Soroka and City Attorney David Wolpin. Mayor Susan Gottlieb and
Commissioner Luz Urbaez Weinberg were absent. As a quorum was determined to be
present, the meeting commenced.
2. PLEDGE OF ALLEGIANCE: Led by Gail Fishman.
3. AGENDA: REQUESTS FOR DELETIONS /EMERGENCY ADDITIONS: None.
4. SPECIAL PRESENTATIONS: Mr. Soroka presented a 15 -year employee service
award to Community Services Department Executive Assistant Gail Fishman. Ten year
certificates of service were presented to Police Department Employees Chris Goranitis,
Jason Williams, Robert Myers and Richard Robinson.
5. CONSENT AGENDA: A motion to approve the Consent Agenda was offered by
Commissioner Joel, seconded by Commissioner Holzberg, passed unanimously and the
following action was taken:
A. The following minutes were approved:
September 6, 2011 Commission Meeting
September 13, 2011 Commission Meeting
September 21, 2011 Commission Meeting
B. Resolution No. 2011 -57 was adopted as follows:
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA, AUTHORIZING THE CITY MANAGER TO
EXECUTE ATTACHED WORK AUTHORIZATION NO. 01- 0103 -151 FOR
PROFESSIONAL DESIGN SERVICES FOR THE NE 191 STREET, NE
188 STREET, NE 185 STREET AND NE 31 AVENUE ROAD
RESURFACING IMPROVEMENTS PROJECTS BY AND BETWEEN
THE CITY OF AVENTURA AND CRAVEN THOMPSON AND
ASSOCIATES, INC.; AND PROVIDING AN EFFECTIVE DATE.
6. ZONING HEARINGS: QUASI- JUDICIAL PUBLIC HEARINGS — Please be advised that the
following items on the Commission's agenda are quasi - judicial in nature. If you wish to object or comment upon any of these items,
please inform the Mayor when she requests public comments. An opportunity for persons to speak on each item will be made
available after the applicant and staff have made their presentations on each item. All testimony, including public testimony and
evidence, will be made under oath or affirmation. Additionally, each person who gives testimony may be subject to cross -
examination. If you refuse either to be cross - examined or to be sworn, your testimony will be given its due weight. The general
public will not be permitted to cross - examine witnesses, but the public may request the Commission to ask questions of staff or
witnesses on their behalf. Persons representing organizations must present evidence of their authority to speak for the
organization. Further details of the quasi-judicial procedures may be obtained from the Clerk.
All persons giving testimony were sworn in by the City Clerk. Ex parte
communications, if any were disclosed in accordance with the quasi - judicial
procedures. Mr. Wolpin read the following resolution by title:
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF AVENTURA,
FLORIDA GRANTING APPROVAL OF VARIANCE FROM SECTION 31-
143(f)(3)d. OF THE CITY'S LAND DEVELOPMENT REGULATIONS TO
ALLOW A REDUCED FRONT YARD SETBACK AND TO ALLOW A
REDUCED STREET SIDE YARD SETBACK FOR THE WILLIAMS ISLAND
SPA AND FITNESS CENTER LOCATED AT 5300 ISLAND BOULEVARD,
CITY OF AVENTURA; PROVIDING FOR AN EFFECTIVE DATE.
Commissioner Diamond confirmed with the City Attorney that although he and
Commissioner Joel reside in Williams Island and hold positions on certain Boards
for Williams Island, there is no conflict of interest in their vote on this matter. A
motion for approval was offered by Commissioner Joel and seconded by
Commissioner Holzberg. Community Development Director Joanne Carr
addressed the Commission and entered the staff report into the record. Vice
Mayor Auerbach opened the public hearing. There being no speakers, the public
hearing was closed. The motion for approval passed unanimously and
Resolution No. 2011 -58 was adopted.
7. ORDINANCES: FIRST READING /PUBLIC INPUT: None.
8. ORDINANCES: SECOND READING /PUBLIC HEARING: None.
9. RESOLUTIONS — PUBLIC HEARING: None.
10. REPORTS: As presented.
11. PUBLIC COMMENTS: Krop High School Senior and Aventura resident Raya Elias
Pushett and Principal Dawn M. Baglos; Howard Weinberg, Parc Central.
12. OTHER BUSINESS: None.
13. ADJOURNMENT: There being no further business to come before the Commission
at this time, after motion made, seconded and unanimously passed, the meeting
adjourned at 6:25 p.m.
Teresa M. Soroka, MMC, City Clerk
Approved by the Commission on
Anyone wishing to appeal any decision made by the City Commission with respect to any matter considered at a meeting or hearing
will need a record of the proceedings and, for such purpose, may need to ensure that a verbatim record of the proceedings is made,
which record includes the testimony and evidence upon which the appeal is to be based.
2
MINUTES
CITY COMMISSION Aventura Government Center
WORKSHOP MEETING 19200 W. Country Club Drive
OCTOBER, 13, 2011 9 AM Aventura, Florida 33180
CALL TO ORDERIROLL CALL: The meeting was called to order at 9 a.m. by Mayor
Susan Gottlieb. Present were Commissioners Bob Diamond, Teri Holzberg, Billy Joel,
Michael Stern, Luz Urbaez Weinberg, Vice Mayor Zev Auerbach, Mayor Gottlieb, City
Manager Eric M. Soroka, City Clerk M. Teresa Soroka and City Attorney David M.
Wolpin. As a quorum was determined to be present, the meeting commenced.
Items taken out of order.
4. REQUEST FOR RESOLUTION FOR BINATIONAL HEALTH WEEK
(Commissioner Weinberg): Commissioner Weinberg requested that the City
endorse the efforts in Miami of the General Consulates of Colombia, Costa Rica,
El Salvador, Ecuador, Honduras, Mexico and Peru to support the 11th annual
Binational Health Week to improve the health and well -being of underserved
populations of Latin American origin living in the United States and Canada.
CITY MANAGER SUMMARY: Consensus to proceed and address by resolution
on the November 1, 2011 agenda.
6. ANNUAL SELECTION OF REPRESENTATIVE TO THE MIAMI -DADE
COUNTY LEAGUE OF CITIES: Mr. Soroka advised the Commission of the
request received from the Miami -Dade County League of Cities to re- appoint a
member of the City Commission to serve as a Director on its Board.
CITY MANAGER SUMMARY: Consensus to reappoint Vice Mayor Auerbach.
1. REQUEST TO CONSIDER CHARTER HIGH SCHOOL: Aventura resident Frida
Lapidot addressed the Commission and presented a powerpoint presentation as
a part of her request for the City to consider building a Charter High School in the
City of Aventura. The following individuals addressed the Commission: School
Board member Dr. Martin Karp, Krop Senior High School Principal Dawn Baglos,
School Board representative Paul Greenberg, ACES Principal Julie Alm,
residents Carla Martin and Mr. Lapidot.
CITY MANAGER SUMMARY: Commission advised Mrs. Lapidot and concerned
parents present that it is not feasible for the City to undertake such a project at
this time and urged them to share their concerns with School Board Member Dr.
Karp and his staff, and Krop Senior High School Principal Baglos as it is the
Miami -Dade County School Board's responsibility to take any action they deem
necessary regarding this matter. Further, the Commission praised Krop High
School, Principal Baglos, and its over -all program and it was the consensus that
it more than met the needs of Aventura students.
5. UPDATE ON NORTHEAST COUNTY LIBRARY BRANCH PROJECT: (Mayor
Gottlieb): Mayor Gottlieb distributed correspondence that she and the City
Manager received regarding delays in the completion of the NE Dade Branch of
the County Library and unanswered communication sent to the County Mayor
and his staff.
CITY MANAGER SUMMARY: Consensus to address concerns in the form of a
letter addressed to the County Mayor and copied to the appropriate individuals in
the County Government.
3. RESOLUTION SUPPORTING RED LIGHT AUTO INSURANCE RATE
DISCOUNT (Commissioner Diamond): Commissioner Diamond proposed that
the City Commission adopt a resolution requesting that residents be given an
automobile insurance discount based on the results of the City's red light camera
program.
CITY MANAGER SUMMARY: Consensus to proceed.
2. PORT OF MIAMI TUNNEL PROJECT (Commissioner Weinberg): Deferred to
future Workshop Meeting.
Mr. Soroka updated the Commission on the status of a traffic light on Miami Gardens
Drive and NE 28th Court.
In addition, Mr. Soroka requested the Commission's input on using the Digital Sign on
NE 188th Street as fundraising for the school by charging $100 to parents of ACES
children that wish to advertise their child's birthday. Consensus of Commission not to
allow.
7. ADJOURNMENT: There being no further business to come before the
Commission at this time, the meeting adjourned at 11:15 a.m.
Teresa M. Soroka, MMC, City Clerk
Approved by the Commission on
Anyone wishing to appeal any decision made by the City Commission with respect to any matter considered at a meeting or hearing
will need a record of the proceedings and, for such purpose, may need to ensure that a verbatim record of the proceedings is made,
which record includes the testimony and evidence upon which the appeal is to be based.
2
CITY OF AVENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, City na er
DATE: October 5, 2011
SUBJECT: Resolution Authorizing Executio f Federal Drug Control and
System Improvement Program Grant to Fund School Resource
Officer Drug and Crime Prevention Programs
November 1, 2011 City Commission Meeting Agenda Item (0 --R
RECOMMENDATION
It is recommended that the City Commission authorize the execution of the Federal
Drug Control and System Improvement Program Grant document to fund the School
Resource Officer programs at the Charter School.
BACKGROUND
The City has applied for and received a grant in the amount of $5,250 to fund various
crime prevention programs designed to educate the students and parents of the school.
If you have any questions, please feel free to contact me.
EMS /act
Attachment
CCO1754 -11
RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA AUTHORIZING THE CITY
MANAGER TO EXECUTE AND APPLY FOR THE
FEDERAL DRUG CONTROL AND SYSTEM
IMPROVEMENT PROGRAM GRANT AVAILABLE
THROUGH THE MIAMI -DADE COUNTY; TO APPLY FOR,
RECEIVE, AND EXPEND $5,250 IN FEDERAL FUNDS
FOR THE SCHOOL RESOURCE OFFICER PROJECT;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO CARRY OUT THE AIMS OF THIS
RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Commission of the City of Aventura desires to accomplish
the purpose outlined in the contract attached hereto and incorporated herein by
reference.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The City Manager is authorized to apply for funds in the
approximate amount of $5,250 and execute such contracts and agreements as are
required between Miami -Dade County and the City of Aventura to provide for services
provided by the Community Drug & Crime Prevention School Resource Officer Program
in substantially the form as attached hereto.
Section 2. The City Manager is authorized to do all things necessary to carry
out the aims of this Resolution.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Commissioner , who moved its
adoption. The motion was seconded by Commissioner , and upon being put
to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
Resolution No. 2011
Page 2
PASSED AND ADOPTED this 1 st day of November, 2011.
SUSAN GOTTLIEB, MAYOR
ATTEST:
TERESA M. SOROKA, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
I.
Aventura
FY2012
Contract
MIAMI -DADE COUNTY
CONTRACT
This Contract, made this day of 1 2011, by and between
Miami -Dade County, a political subdivision of the State of Florida (hereinafter referred to as
"County ") through its Office of Management and Budget (hereinafter referred to as
"Department "), located at 111 N W First Street 19 Floor Miami FL 33128, and the CITY of
AVENTURA a municipality located in Miami -Dade County, Florida (hereinafter referred to as
"Provider"). This Contract provides the terms and conditions pursuant to which the Provider
shall provide a School Resource Officer Project.
WHEREAS, the County has been awarded federal funds from the Drug Control and
System Improvement Formula Grant Program under Public Law 100 -690, the Federal Anti -Drug
Abuse Act of 1988, hereinafter referred to as the ACT; and
WHEREAS, the Provider warrants and represents that it possesses the legal
authority to enter into this Contract by way of resolution, motion or similar action that has been
duly adopted or passed as an official act of the Provider's governing body, authorizing the
execution of the Contract, including all understandings and assurances contained herein, and
authorizing the person identified as the official representative of the Provider to carry out on
behalf of the Provider all of the duties and responsibilities set forth in this Contract; and
WHEREAS, this Contract shall be deemed effective upon award of grant funds by
the State of Florida Department of Law Enforcement, Office of Criminal Justice Grants to
Miami -Dade County or when this Contract has been duly executed by both parties, whichever is
later; and
WHEREAS, the County is desirous of supporting an expansion of the services
provided by the School Resource Officer Project by providing a portion of the federal funds
awarded to Miami -Dade County to the School Resource Officer Project; and
WHEREAS, the County as contractor /grantee for the State of Florida is authorized to
purchase said services for the School Resource Officer Project as an allowable activity under
the ACT; and
WHEREAS, the County requires the above - mentioned services from the Provider in
order to fulfill its contractual obligations under the aforementioned grant,
NOW, THEREFORE, for and in consideration of the mutual covenants recorded
herein, the parties hereto agree as follows:
I. AMOUNT PAYABLE Subject to available funds, the maximum amount payable for
services rendered under this Contract, shall not exceed $5,250. Both parties agree that should
available County funding be reduced, the amount payable under this Contract may be
proportionately reduced at the option of the County.
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11. SCOPE OF SERVICES. The Provider agrees to render services in accordance with
the Scope of Services incorporated herein and attached hereto as Attachment A.
III. EFFECTIVE TERM. The effective term of this Contract shall be from October 1, 2011
through September 30, 2012.
IV. CASH MATCH REQUIREMENT. The Provider shall maintain sufficient financial
resources to meet the expenses incurred during the period between the provision of services
and payment by the County; however a Cash Match is not required for this grant term.
V. REQUIREMENTS RELATED TO USE OF ANTI -DRUG ABUSE FUNDS UNDER THE
DRUG CONTROL AND SYSTEM IMPROVEMENT PROGRAM
A. Requirements of the Anti -Drug Abuse Act. The Provider agrees to abide by all
of the requirements of the Anti -Drug Abuse Act of 1988 under the Drug Control and System
Improvement Formula Grant Program, including Rule Chapter 11D-9 of the Florida
Administrative Code. Furthermore, the Florida Department of Law Enforcement, Business
Support Program, Office of Criminal Justice Grants, Edward Byrne Memorial Justice Assistance
Grant Program Application for Funding Assistance and all laws, rules, regulations relating
thereto are incorporated, herein by reference as if fully set forth. Furthermore, this award is
subject to all applicable rules, regulations, and conditions as contained in the Financial and
Administrative Guide. for e. Grants, Guideline Manual 7100 1D, Office of Justice Programs,
Common Rule for State :and Local Governments and A-87, or OMB Circulars A -110 or A =102,
as applicable; and A41, -in-their entirety. .:It is also subject to such further rules, regulations and
policies. as may =:be reasonably ;prescribed by the State or Federal Government consistent with
the purposes and authorization of Public Law 90 -351, as amended, and Public Law 100 -690.
B _Supolantih The Provider agrees that funds received under this. Contract shall
be utilizedao supplement,, not- :supplant state-or local funds, and will be used .10 increase the
amounts of such funds that would, in the absence of grant funds, be made available for anti-
drug law enforcement activities, in accordance with Rule Chapter 11 D-9, Florida Administrative
Code.
VI. CONTINUITY. OF SERVICES. Provider agrees to provide optimal continuity of services
by assuring that services are provided by the same person whenever possible and, if not, by a
qualified replacement when necessary.
VII. PROGRAM CONTACT. Provider shall designate a contract coordinator who shall be
responsible for: 1) monitoring the Provider's compliance with the terms of this Contract and; 2)
whenever the County so requests, meeting with County staff to review such compliance.
VIII. INDEMNIFICATION BY THE PROVIDER. The Provider shall indemnify and hold
harmless the County and its officers, employees, agents and instrumentalities from any and all
liability, losses or damages, including attorneys' fees and costs of defense, which the County or
its officers, employees, agents or instrumentalities may incur as a result of claims, demands,
suits, causes of actions or proceedings of any kind or nature arising out of, relating to or
resulting from the performance of this Contract by the Provider or its employees, agents,
servants, partners, principals or subcontractors. Provider shall pay all claims and losses in
connection therewith and shall investigate and defend all claims, suits or actions of any kind or
nature in the name of the County, where applicable, including appellate proceedings, and shall
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pay all costs, judgments, and attorney's fees which may issue thereon. Provider expressly
understands and agrees that any insurance protection required by this Contract or otherwise
provided by Provider shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the County or its officers, employees, agents and instrumentalities as
herein provided. The provisions of this section or indemnification shall survive the expiration or
termination of this Contract. Nothing herein shall be construed to extend any party's liability
beyond that provided in section 768.28, Florida Statutes.
IX. INSURANCE. if Provider is an agency or a political subdivision of the State as defined
by section 768.28, Florida Statutes, the Provider shall furnish the County, upon request, written
verification of liability protection in accordance with section 768.28, Florida Statutes.
X. LICENSURE AND CERTIFICATION. The Provider shall ensure that all other licensed
professionals providing School Resource Officer services shall have appropriate licenses,
training and experience in the field in which he/she practices and abide by all applicable State
and Federal laws and regulations and ethical standards consistent with those established for
his/her profession. Ignorance on the part of the Provider shall in no way relieve it from any of
its responsibilities in this regard.
XI. CONFLICT OF INTEREST. The Provider agrees to abide by and be governed by Miami-
Dade County Ordinance No. 72-82 (Conflict of Interest Ordinance coded at Section 2 -11.1 et
al. of the Code of Miami-,Dade County), as amended, which is incorporated herein by reference
as if fully set forth herein, inconnection with its. Contract obligations hereunder.
Nepotism.. _Notwithstanding the aforementioned provision, no, relative of any ,officer,
board of director, manager, -,or supervisor employed by the Provider shall be ,employed by the
Provider unless the employment preceded the execution of this Contract by one (1) year. No
- family member of any,employee may be employed by the Provider if the family member is to be
employed in a direct:supervisory.or administrative relationship either supervisory or subordinate
to the-employee. The.ossignment of €amily members in the same organizational unit shall be
discouraged.. A conflict of interest in employment arises whenever an individual would = otherwise
have the responsibility to make, or participate actively in making decisions or recommendations
relating to the employment status of another individual if the two individuals (herein sometimes
called "related individuals") have one of the following relationships:
1. By blood or adoption: Parent, child, sibling, first cousin, uncle, aunt, nephew, or niece;
2. By marriage: Current or former spouse, brother- or sister -in -law, father- or mother -in-
law, son- or daughter -in -law, step- parent, or step- child; or
3. Other relationship: A current or former relationship, occurring outside the work setting
that would make it difficult for the individual with the responsibility to make a decision or
recommendation to be objective, or that would create the appearance that such individual could
not be objective. Examples include, but are not limited to, personal relationships and significant
business relationships.
For purposes of this section, decisions or recommendations related to employment status
include decisions related to hiring, salary, working conditions, working responsibilities,
evaluation, promotion, and termination.
An individual, however, is not deemed to make or actively participate in making decisions or
recommendations if that individual's participation Is limited to routine approvals and the
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individual plays no role involving the exercise of any discretion in the decision - making
processes. If any question arises whether an individual's participation is greater than is
permitted by this paragraph, the matter shall be immediately referred to the Miami -Dade County
Commission on Ethics and Public Trust.
This section applies to both full -time and part -time employees and voting members of the
Provider's Board of Directors.
No person, including but not limited to any officer, board of directors, manager, or
supervisor employed by the Provider, who is in the position of authority, and who exercises any
function or responsibilities in connection with this Contract, has at the time this Contract is
entered into, or shall have during the term of this Contract, received any of the services, or
direct or instruct any employee under their supervision to provide such services as described in
the Contract. Notwithstanding the before mentioned provision, any officer, board of directors,
manager or supervisor employed by the Provider, who is eligible to receive any of the services
described herein may utilize such services if he or she can demonstrate that he or she does not
have direct supervisory responsibility over the Provider's employee(s) or service program.
X11. CIVIL RIGHTS. The Provider agrees to abide by Chapter 11A of the Code of Miami -
Dade County ( "County Code "), as amended, which prohibits discrimination in employment,
housing and public accommodations; Title VII of the Civil Rights Act of 1968, as amended,
which prohibits discrimination in employment and public accommodation; the Age
Discrimination Act of 1975, . 42 U.S.C., §2000d as amended, which prohibits discrimination in
employment because of age; Section 504 of the Rehabilitation Act of 1973,29 U.S.C. §794, as
amended, which prohibits discrimination on the basis of disability; and, the Americans with
Disabilities Act, 42 U.S.C. §12103 et sea., which prohibits discrimination in employment and
accommodation because of disability.
It is expressly understood that upon. receipt of evidence of discrimination under an.y, of these
laws, the County shall have the right to terminate this Contract, it is further understood that the
Provider must submit an affidavit attesting that it is not in violation of the Americans . with
Disability Act,,the Rehabilitation Act, the federal Transit Act, 49 U.S.C. §1612, and the Fair
Housing Act, 42 U.S.C. §3601 et sea, If the Provider or any owner, subsidiary, or other firm
affiliated with or related to the Provider, is found by the responsible enforcement agency, the
Courts or the County to be in violation of these Acts, the County will conduct no further
business with the Provider. Any contract entered into based upon a false affidavit shall be
voidable by the County. If the Provider violates any of the Acts during the term of any Contract
the Provider has with the County, such contract shall be voidable by the County, even if the
Provider was not in violation at the time it submitted its affidavit.
The Provider agrees that it is in compliance with the Domestic Violence Leave Ordinance,
codified as § 11A-60 et sea. of the Miami -Dade County Code, which requires an employer, who
in the regular course of business has fifty (50) or more employees working in Miami -Dade
County for each working day during each of twenty (20) or more calendar work weeks to
provide domestic violence leave to its employees. Failure to comply with this local law may be
grounds for voiding or terminating this Contract or for commencement of debarment
proceedings against Provider.
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XIII. NOTICES. Notice under this Contract shall be sufficient if made in writing and delivered
personally or sent by mail or by facsimile to the parties at the following addresses or to such
other address as either party may specify:
If to the COUNTY:
If to the PROVIDER:
Miami -Dade County
Office of Management and Budget
111 NW First St.,•1e Floor
Miami, Florida 33128
Attention: Ms. Michaela Doherty
Aventura Police Department
19200 W. Country Club Dr.
Aventura, FL 33180
Attention: Ms. Shelisa Persuad
XIV. AUTONOMY. Both parties agree that this Contract recognizes the autonomy of and
stipulates or, implies no affiliation between the contracting parties. It is expressly understood
and intended that the Provider is only a recipient of funding support and is not an agent or
instrumentality of the County. Furthermore, the Provider's agents and employees are not
agents or employees of the County.
XV. BREACH OF CONTRACT: COUNTY REMEDIES.
A. Breach. A breach by the Provider shall have occurred under this Contract if: (1)
The Provider fails to provide services outlined in the Scope of Services (Attachment A) within
the effective term of this Contract; (2) the Provider ineffectively or improperly uses the funds
allocated under this Contract; (3) the Provider fails to submit, or submits incorrect or incomplete
proof of expenditures to support reimbursement requests or fails to submit or submits
incomplete or incorrect detailed reports of expenditures or final expenditure reports; (4) the
Provider does not submit or submits incomplete or incorrect required reports; (5) the Provider
refuses to allow the County access to records or refuses to allow the County to monitor,
evaluate and review the Provider's program; (6) the Provider discriminates under any of the
laws outlined in Section XII of this Contract; (7) the Provider fails to provide Domestic Violence
Leave to its employees pursuant to local law; (8) the Provider falsifies or violates the provisions
of the Drug Free Workplace Affidavit (Attachment D); (9) the Provider attempts to meet its
obligations under this Contract through fraud, misrepresentation or material misstatement; (10)
the Provider fails to correct deficiencies found during a monitoring, evaluation or review within
the specified time; (11) the Provider fails to meet any of the terms and conditions of the Miami -
Dade County Affidavits (Attachment D); (12) the Provider fails to meet any of the terms and
conditions of any obligation under any contract or otherwise or any repayment schedule to any
of its agencies or instrumentalities; or (13) the Provider fails to fulfill in a timely and proper
manner any and all of its obligations, covenants, agreements and stipulations in this Contract.
Waiver of breach of any provisions of this Contract shall not be deemed to be a waiver of any
other breach and shall not be construed to be a modification of the terms of this Contract.
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B. County Remedies. If the Provider breaches this Contract, the County may
pursue any or all of the following remedies:
1. The County may terminate this Contract by giving written notice to the
Provider of such termination and specifying the effective date thereof at least five (5) days
before the effective date of termination. In the event of termination, the County may: (a)
request the return of all finished or unfinished documents, data studies, surveys, drawings,
maps, models, photographs, reports prepared and secured by the Provider with County funds
under this Contract; (b) seek reimbursement of County funds allocated to the Provider under
this Contract; (c) terminate or cancel any other contracts entered into between the County and
the Provider. The Provider shall be responsible for all direct and indirect costs associated with
such termination, including attorney's fees;
2. The County may suspend payment in whole or in part under this Contract
by providing written notice to the Provider of such suspension and specifying the effective date
thereof, at least five (5) days before the effective date of suspension. If payments are
suspended, the County shall specify in writing the actions that must be taken by the Provider as
condition precedent to resumption of payments and shall specify a reasonable date for
compliance. The County may also suspend any payments in whole or in part under any other
contracts entered into between the County and the Provider. The Provider shall be responsible
for all direct and indirect costs associated with such suspension, including attorney's fees;
3. The County may seek enforcement of this Contract including but not
limited to filing action with a court of appropriate jurisdiction. The Provider shall be responsible
for all direct and indirect costs associated with such enforcement, including attorney's fees;
4. The County may debar the Provider from future County contracting;
5. If, for any reason, the Provider should attempt to meet its obligations
under this Contract through fraud, misrepresentation or material misstatement, the County
shall, whenever practicable terminate this Contract by giving written notice to the Provider of
such termination and specifying the effective date thereof at least five (5) days before the
effective date of such termination. The County may terminate or cancel any other contracts
which such individual or entity has with the County. Such individual or entity shall be
responsible for all direct or indirect costs associated with such termination or cancellation,
including attorney's fees. Any individual or entity who attempts to meet its contractual
obligations with the County through fraud, misrepresentation or material misstatement may be
disbarred from County contracting for up to five (5) years;
6. Any other remedy available at law or equity.
C. The County Mayor or Mayor's designee is authorized to terminate this Contract
on behalf of the County.
D. Damages Sustained. Notwithstanding the above, the Provider shall not be
relieved of liability to the County for damages sustained by the County by virtue of any breach
of the Contract, and the County may withhold any payments to the Provider until such time as
the exact amount of damages due the County is determined. The Provider shall be responsible
for all direct and indirect costs associated with such action, including attorney's fees.
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XVI. TERMINATION BY EITHER PARTY. Both parties agree that this Contract may be
terminated by either party hereto by written notice to the other party of such intent to terminate
at least thirty (30) days prior to the effective date of such termination. The County Mayor or
Mayor's designee is authorized to terminate this Contract on behalf of the County.
XVII. PROJECT BUDGET AND PAYMENT PROCEDURES. The Provider agrees that all
expenditures or costs shall be made in accordance with the Budget which is attached herein
and incorporated hereto as Attachment B.
A. Budget Variance. Funds may be shifted between approved line items, not to
exceed ten percent (10 %) of the total budget, without a written amendment. Variances greater
than ten percent (10 %) in any approved line item shall require a written amendment approved
by the Department.
B. Recapture Funds. At the conclusion of the third quarter and upon submission of
the Quarterly Performance Report and Invoice, the County will review the Provider's Year -To-
Date expenditures.
1. Municipalities reporting remaining balances which exceed expenditure
levels for normal program operations must submit a plan with the Third Quarter Report which
documents those steps the municipality will take in the Fourth Quarter to fully expend the
contract by the end of the program year.
2. This expenditure plan must be approved by the County.
3. Where the municipality does not anticipate full expenditures by the end of
the program year, the County will recapture the anticipated unexpended amount for use in
another program, without a formal amendment process.
C. Payment Procedures. The County agrees to pay the Provider for services
rendered under this Contract based on the line item budget incorporated herein and attached
hereto as Attachment B. The parties agree that this is a cost -basis Contract and the Provider
shall be paid through reimbursement payment for allowable expenses on the budget approved
under this Contract (see Attachment B). The Provider agrees to invoice the County for each
School Resource Project using the Quarterly Expenditure Report as it appears in Attachment
D, and to do so on a quarterly basis, as stated in Section XIX. B.2. The Quarterly Expenditure
Report shall be prepared in a manner in accordance with the form provided in Attachment D.
The final Quarterly Expenditure Report shall be submitted by October 15, 2012 .
D. The Provider agrees to mail all invoices to the address listed above, Section XIII.
E. The County agrees to review invoices and to inform the Provider of any
questions. Payments shall be mailed to the Provider by the County's Finance Department.
F. No payment of subcontractors. In no event shall County funds be advanced
directly to any subcontractor hereunder.
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XVI11. INVENTORY - CAPITAL EQUIPMENT AND REAL PROPERTY.
A. Acquisition of Property. The Provider is required to be prudent in the acquisition
and management of property with federal funds. Expenditure of funds for the acquisition of
new property, when suitable property required for the successful execution of projects is
already available within the Provider organization, will be considered an unnecessary
expenditure.
B. Screening. Careful screening should take place before acquiring property in
order to ensure that it is needed with particular consideration given to whether equipment
already in the possession of the Provider organization can meet identified needs. While there is
no prescribed standard for such review, the Provider procedures may establish levels of review
dependent on factors such as the cost of the proposed equipment and the size of the Provider
organization. The establishment of a screening committee may facilitate the process; however,
the Provider may utilize other management techniques which it finds effective as a basis for
determining that the property is needed and that it is not already within the Provider's
organization. The County must ensure that the screening referenced above takes place and
that the Provider has an effective system for property management. The Provider is hereby
informed that if the County is made aware that the Provider does not employ an adequate
property management system, project costs associated with the acquisition of the property may
be disallowed.
C. Loss. Damage or Theft of Equipment. The Provider is responsible for replacing
or repairing the property which is willfully or negligently lost, stolen, damaged or destroyed. Any
loss, damage, or theft of the property must be investigated and fully documented and made part
of the official project records.
D. Equipment Acguired with Crime Control Act Block/Formula Funds. Equipment
acquired shall be used and managed to ensure that the equipment is used for criminal justice
purposes.
E. Management. The Provider's procedures for managing equipment (including
replacement), whether acquired in whole or in part with project funds, will, at a minimum, meet
the following requirements: 1) Property records must be maintained which include description
of property, serial number or other identification number, source of the property, identification of
who holds the title, acquisition date, costs of the property, percentage of County participation in
the cost of the property (Federal funds), location of property, use and condition of the property,
disposition data including the date of disposal and sale price; 2) a physical inventory of the
property must be taken and the results reconciled with the property records at least once every
two (2) years; 3) a control system must exist to ensure adequate safeguards to prevent loss,
damage or theft of the property. Any loss, damage, or theft shall be investigated by the Provider
as appropriate; 4) adequate maintenance procedures must exist to keep the property in good
condition; and 5) if the Provider is authorized or required to sell the property, proper sales
procedures must be established to ensure the highest possible return. -
F. Retention of Property Records. Records for equipment, nonexpendable
personal property, and real property shall be retained for a period of three (3) years from the
date of the disposition or replacement or transfer at the discretion of the County. If any
litigation, claim, or audit is started before the expiration of the three -year period, the records
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shall be retained until all litigation, claims, or audit findings involving the records have been
resolved.
XIX. RECORDS, REPORTS, MONITORING AUDITS, AND EVALUATION STUDIES.
The Provider shall keep records of program services in sufficient detail to provide any reports
that may be requested by the County.
A. Records. All program records will be retained by the Provider for not less than
three (3) years beyond the term of this Contract. In accordance with contract requirements
from the State of Florida, records for the School Resource Officer Project services must
reflect:
1. The names of staff providing services as described in Attachment A.
2. The dates and number of hours the staff provided services.
3. The dates of services and activities and the names of program
participants in attendance to such as described in Attachment A.
4. The records of all other program services provided under this Contract.
B. Reporting Requirements.
1. Quarte lv Project Performance Report. The Provider shall submit the
Quarterly Project Performance Report to the Office of Management and "Budget -by January, -5,
April 5, July 5, and October 5, 2012 covering the Contract activity for the previous quarter. The
Quarterly Prcject_-Petformance... Report lshalF `be' submitted in the format and using the fform
attached hereto oas Attachment C.
2. (Quarterly Expenditure Report. The provider shall submit the Quarterly
Expenditure Report'with supporting documentation to the Office of Management and Budget-..by
January 15, April 15, July 15, and October 15;2012 covering the expenditures to be reimbursed
for the previous quarter. The Quarterly Expenditure Report shall be submitted in the format and
using the form attached hereto as Attachment D.
3. Other Required Reports. The Provider shall submit other reports as may
be required by the Office of Management and Budget during the program year.
C. Changes to Reporting Requirements. The Provider understands that the
County may at any time require changes in data collected, records or reporting, as may be
necessary and agrees to comply with any such modifications.
D. Monitoring and Audit. The Provider shall make available for review, inspection,
monitoring or audit by the County without notice during normal business hours all financial
records and other program records and documents which relate to or have been produced or
created as a result of this Contract. The Provider shall provide assistance as may be
necessary to facilitate a financial /program audit when deemed necessary by the County to
ensure compliance with applicable accounting and financial standards. The County reserves
the right to require the Provider to submit to an audit of the County's choosing. Furthermore,
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the Provider understands, it may be subject to an audit, random or otherwise, by the Office of
the Dade County Inspector General or independent private sector inspector general retained by
the Office of the Inspector General.
E. Office of Miami -Dade County Inspector General. Miami -Dade County has
established the Office of the Inspector General, which is empowered to perform random audits
on all County contracts throughout the duration of each contract. Grant recipients are exempt
from paying the cost of the audit, which is normally 114 of 1% of the total contract amount.
The Miami -Dade County Inspector General is authorized and empowered to review past,
present and proposed County and Public Health Trust Programs, contracts, transactions,
accounts, records, and programs. In addition, the Inspector General has the power to
subpoena witness, administer oaths, require the production of records and monitor existing
projects and programs. Monitoring of an existing project or program may include a report
concerning whether the project is on time, within budget and in compliance with plans,
specifications and applicable law.
The Inspector General is empowered to analyze the necessity of and reasonableness of
proposed change orders to the Contract. The Inspector General is empowered to retain the
services of independent private sector inspectors general to audit, investigate, monitor,
oversee, inspect and review operations, activities, performance and procurement process
including but not limited to project design, bid specifications, proposal submittals, activities of
the Provider, its officers, agents and employees, lobbyists, County staff and elepted .officials,.to
ensure compliance with contract specifications and to detect fraud and corruption -
Upon ten (10) - days, pnor vJntten notJce to the - Provider from the Inspector General. or _IPStG
retained by, the inspector. Generar,,, the Provider, shall make all .requested records. ;and
documents .available -to the l' nsp�ectgr_;eneral oruIPSIG for inspec#ion and;,copying ::'The
Inspector General and IPSI shad fZave the right to inspect and copy a11. documents and
records in the Provider's possession, custody or control which, in the "Inspector ~General `or
iP$1G's, sole judgment,. pertain, to. -performance, of the contract, including, but not limited,. to
original estimate files,, change order estimate. files,,, +orksheets, proposals and.Conteacts from
corres ondence, memoranda, . instructions, bcont�actars and suppliers, all;: project. related
and with successful and unsuccessful . su
p financial documents, 'coristruetion documents,
proposal and contract'documents, back6harge documents, all documents.and. records which
involve cash, trade or volume discounts, insurance proceeds, rebates, or dividends received,
payroll and personnel records, and supporting documentation for the aforesaid documents and
records.
The provisions in this section shall apply to the Provider, its officers, agents, employees,
subcontractors and suppliers. The Provider shall incorporate the provisions in this section in all
subcontracts and all other Contracts executed by the Provider in connection with the
performance of the contract.
Nothing in this contract shall impair any independent right of the County to conduct audit or
investigative activities. The provisions of this section are neither intended nor shall they be
construed to impose any liability on the County by the Provider or third parties.
F. Independent Private Sector Inspector General Reviews. Pursuant to Miami -
Dade County Administrative Order 3 -20, the Provider is aware that the County has the right to
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retain the services of an Independent Private Sector Inspector General ( "IPSIG "), whenever the
County deems it appropriate to do so. Upon written notice from the County, the Provider shall
make available to the IPSIG retained by the County, all requested records and documentation
pertaining to this Contract for inspection and copying. The County shall be responsible for the
payment of these IPSIG services, and under no circumstances shall the Provider's budget and
any changes thereto approved by the County, be inclusive of any changes relating to these
IPSIG services.
The terns of this provision herein, apply to the Provider, its officers, agents, employees,
subconsultants and assignees. Nothing contained in this provision shall impair any
independent right of the County to conduct an audit or investigate the operations, activities and
performance of the Provider in connection with this Contract. The terms of this Section shall
not impose any liability on the County by the Provider or any third party.
G. Evaluation Studies. The Provider agrees to participate in evaluation studies
sponsored by the administrative agent for these funds from the Florida Department of Law
Enforcement, Business Support Program, and Office of Criminal Justice Grants. This
participation shall at a minimum include access to the Provider's premises and records.
XX. PROHIBITED USE OF FUNDS.
A. Adverse Actions or Proceeding. The Provider shall not utilize County funds to
retain legal counsel for any action or proceeding :against the County or any of its agents,
instrumentalities, employees or officials. The Provider shall not utilize..County funds to .provide
legal representation, advice or counsel to any client in any action or proceeding against the
County or any of its agents; instrumentalities, :employees or officials.
B. Religious Purposes. County; funds shall not be used for.Teiigious:purposes.
r„
C: Cornminalind :Funds. The Provider shall not commingle :. funds provided under
this Contract:with funds received from any other funding sources::.
D. Double Payments. Provider costs claimed under this Contract may not also
be claimed under another contract or grant from the County or any other agency.
Any, claim. for double payment by Provider shall be considered' a materiatbreach
of this Contract.
XXI. MISCELLANEOUS.
A. Contract. This Contract is the complete and exclusive statement of all the
arrangements between the County and the Provider regarding provision of the services
described in Attachments A and B. Nothing herein shall alter, affect, modify, change or extend
any other agreement between the Provider and the County unless specifically stated herein.
B. Amendments and Modifications. Except as otherwise enumerated herein, no
amendment to this Contract shall be binding on either party unless reduced to writing, signed by
both parties, and approved by the County Mayor or Mayor's designee. Provided, however, that
the County may effect amendments to this Contract without the written consent of the Provider,
to conform this Contract to changes in the laws, directives, guidelines, and objectives of
County, State and Federal Governments.
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Any alterations, variations, amendments, or other modifications of this Contract, including but
not limited to amount payable and effective term, shall only be valid when they have been
reduced to writing, duly approved and signed by both parties and attached to the original of this
Contract.
In the event the County determines that a reduction in the Provider's budget is necessary, the
County shall notify the Provider in writing within thirty (30) days of said reduction decision.
Budget revision requests must be submitted in writing by the Provider to the Office of
Management and Budget (OMB). Budget revision requests will be effective upon the date of
written approval by the State of Florida Department of Law Enforcement.
C. Ownership of Data and Other Material. All reports, information documents, tapes
and recordings, maps and other data and procedures developed, prepared, assembled or
completed by the Provider in connection with the duties and responsibilities undertaken by the
Provider in accordance with the terms of this Contract shall become the property of the County
without restriction, reservation or limitation of their use and shall be made available to the
County by the Provider at any time upon request by the County. Upon completion of all work
contemplated under this Contract, copies of all of the above data shall be delivered to the
County upon request.
D. Contract Guidelines. This Contract is made in the State of Florida and shall be
governed according to the laws of the State of Florida. Proper venue for this Contract shall be
Miami -Dade County, Florida.,
E. Publici It is understood and agreed between the ,parties.: hereto. that #.his
Provider is funded by Miami -Dade County. Further, by acceptance of these funds, the Provider
agrees that events an P n nted documents funded by this Contract shall recognize the fu nding
source as follows:
program This r ram was su pp
orted by a grant awarded to Miami -Dade County; the
Florida Department of Law Enforcement (FDLE) and the U.S. Department of
Justice, Bureau of Justice Assistance (BJA).
F. Subcontracts. The Provider agrees not to enter into subcontracts, _retain
consultants, or assign, transfer, convey, sublet, or otherwise dispose of this Contract, or any or
all of its rights, title or interest herein, or its power to execute such Contract without the prior
written approval of the County and that all subcontractors or assignees shall be governed by
the terms and conditions of this Contract. If this Contract involves the expenditure of $100,000
or more by the County and the Provider intends to use subcontractors to provide the services
listed in the Scope of Services (Attachment A) or suppliers to supply the materials, the Provider
shall provide the names of the subcontractors and suppliers on the form attached as
Attachment E. The Provider agrees that it will not change or substitute subcontractors or
suppliers from those listed in Attachment E without prior written approval of the County.
G. Review of this Contract. Each party hereto represents and warrants that they
have consulted with their own attorney concerning each of the terms contained in this Contract.
No inference, assumption, or presumption shall be drawn from the fact that one party or its
attorney prepared this Contract. It shall be conclusively presumed that each party participated
in the preparation and drafting of this Contract.
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H. Headings. Use of Singuiar and Gender. Paragraph headings are for
convenience only and are not intended to expand or restrict the scope or substance of the
provisions of this Contract. Wherever used herein, the singular shall include the plural and
plural shall include the singular and pronouns shall be read as masculine, feminine or neuter as
the context requires.
I. Total of Contract/Severability of Provisions. This fourteen (14) page Contract
with its recitals on the first page of the Contract and with its attachments as referenced below
contain all the terns and conditions agreed upon by the parties:
Attachment A:
Scope of Services
Attachment B:
Budget
Attachment C:
Quarterly Project Performance Report
Attachment D:
Quarterly Expenditure Report
Attachment E:.
Miami -Dade County Affidavits
Attachment E1:
Code of Business Ethics
Attachment E2:
Miami -Dade County Debarment Disclosure Affidavit
Attachment E&
State Public Entities Crime Affidavit
Attachment F:
Provider's Disclosure of Subcontractors and Suppliers
No other Contract, oral or otherwise, regarding the subject matter of this Contract shall be
deemed to exist or bind any of the parties hereto. If any provision of this Contract is held invalid
or void, the remainder of this Contract shall not be affected thereby if such remainder would
then continue to conform to the terms and requirement of applicable law:
INTENTIONALLY LEFT BLANK
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IN WITNESS WHEREOF, the parties hereto have caused this Contract, along with all of
its Attachments, to be executed by their respective and duly authorized officers, the day and
year first above written.
Signature
Name (typed)
ATTEST:
By:
ATTEST:
HARVEY RUVIN, CLERK
By:
DEPUTY CLERK
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Title
By:
(Corporate Seal)
MIAMI -DADE COUNTY, FLORIDA
By:
CARLOS A. GIMENEZ
MAYOR
SUMMARY OF ATTACHMENTS
ATTACHMENT A Scope of Services
ATTACHMENT B Program Budget
ATTACHMENT C Quartbrly Project Performance Report
ATTACHMENT D Miami -Dade County Affidavits
ATTACHMENT E1 Code of Business Ethics
ATTACHMENT E2 Miami -Dade County Debarment Disclosure Affidavit
ATTACHNENT E3 State Public Entities Crime Affidavit
ATTACHMENT F Provider's Disclosure of Subcontractors and Suppliers
ATTACHMENT A
PROGRAM NARRATIVE
Jurisdiction Name: Aventura
Address: 19200 W. Country Club Dr.
Aventura, FL 33180
Program Area: School Resource Officer
ATTACHMENT A
Contact Person: Shelisa Persaud
Contact Numbers: O 305 -466 -8965
F (305) 466 -2895
Program Dates: 10/01111 through 09/30112
Program Name: AVLET (Aventura Learn, Evaluate, Target Population: School aged children's
Take Action) Parents
Problem Identification
For the FY2012 grant cycle the Aventura Police Department proposes that the School Resource
Officer provide training to Parents of Teen Students in Drug Abuse Prevention.
Every day 4700 youth under age 18 try marijuana for the first time. Studies have shown that 1 in 5, 8"'
grade students who were surveyed indicated that they had used drugs of some type. In 2003 nearly
nine out of ten twelfth graders reported marijuana being accessible by the eighth grade. By the time
they finish the eighth grade approximately 50 percent report having one drink and 20 percent report
having been drunk. One thing remains true in spite of these numbers; the parent's influence on the
child can have dramatic results in that child's decision to use or continue to use drugs. It is essential
that we train parents on what to look for.
Program Description
The Aventura Police Department will utilize 2012 JAG funds to provide drug abuse prevention training
to parents of teenage students. The training proposed will be broken into three parts and taught during
the school year to parents of students of various grade levels. The classes will consist of three topics
each one being covered in detail. The three topics are as follows:
Learn — Parents will be learning all they can about the drugs that are out there and their potential for
misuse. The parents will be shown various drugs so they can readily identify them. Drug displays and
brochures will be used for hands on learning about the types of drugs commonly abused. Methods of
obtaining drugs and tactics used to cover up their use will be covered.
Evaluate — The parents will learn how to evaluate if their child is using or experimenting with drugs.
The danger signs and the not so obvious signs of potential drug abuse will be covered with the parent
so they can make a rational educated evaluation of their child to determine if drugs are being used.
This section will cover the appearances of drug abuse and teach parents what physical signs and
evidential signs of drug abuse: the bloodshot eyes, the hyper activity, the obsession with money,
common to abusers of various drugs. This will enable the parent to recognize even the subtle signs of
abuse.
Take Action — will show the parents what actions to take in order to prevent drug abuse, how to get
the kids talking about potential situations where drugs can be abused and how to evaluate the risks
associated with drug abuse. How to talk to your child about your past experiences with drugs and how
to explain if you have had a history of drug usage yourself. This is an especially important topic as
parents who experimented with drugs are unsure how to explain this to their kids in a manner that
places the child on the right track. There are talking points and conversation starters that can be
shared with the parents to assist them in this all important phase of interaction with their child.
In order to facilitate the training presentations, the Aventura Police Department will purchase a DVD
player, speakers, drug prevention educational DVDs, drug ID displays, drug education pamphlets, a
program banner, drug education workbooks and supplies to be used in the presentations such as copy
paper, toner, flash cards, pens, book marks, key chains & drug ID slides.
This program will be offered at our local Schools first and then offered to the parents of local area
schools as a function of our crime prevention unit.
The program's success will be measured by both formal and informal surveys and monitoring the
actual drug incident statistics both pre and post training. We will measure changes in the parent's
knowledge concerning drug prevention. This measurement process will be ongoing throughout the
school year and information gained from these measurements will be utilized to ensure that we are
delivering quality training, delivering the proper message and targeting the appropriate audience.
Changes to training design and schedule can be made depending on the result of these surveys and
the success of the program.
At the completion of the school year we will produce a formal report of the result of our initiative. This
report will include the number of parents. reached, the number of training classes delivered,. an outline
of the various training programs. delivered, and a. report on the parent's evaluation of the program
which will - include pre and post training information. This report will be published and made available to
'school-.administrators, department and- :city administrators, and any other -interested - parties. We
anticipate that this: report will highlight ,the success .of,,our program so that ;this rprograrn can be
duplisated:on a yearly basis ~both in our city;,and in;any,,other cities that -area interest�t:in an W- LET"
type program.- Take out, had to remove from SIMON application.
Jurisdiction Name: Aventura
Address: 19200 W. Country Club Dr.
Aventura, FL 33180
Program Area: School Resource Officer
Program Name: AVLET (Aventura Learn, Evaluate,
Take Action)
Contact Person: Shelisa Persaud
Contact Numbers: O 305 -466 -8965
F (305) 466 -2895
Program Dates: 10101/11 through 09/30/12
Target Population: Parents of School aged
children
Required Activities
Planned Measures
Monitoring Plan
Conduct 12 Drug Prevention
The provider shall be
The provider is to submit the
classes for parents of school
responsible for:
following documentation to the
aged students.
County in a complete and timely
Anti -Drug &Drug Prevention
manner.
Serve a total of 3000 participants
Classes to parents of school
aged children
Quarterly Performance Reports
Purchase equipment and
supplies for the project including:
Video and Multimedia
Quarterly Expenditure Reports
drug " pamphlets, program
presentations
banner, ,DVD, DVD player,
Program, Plan and Activity
speakers, drug ID displays
Presentations on various drug
Schedule
program supplies (copy paper,
prevention topics
toner,& flash cards), printed
Meeting announcements,
workbooks, pens, book marks,
attendance records
key chains & drug id slide charts)
Participant list and meeting
attendance records
Copies of invoices for materials
purchased
ATTACHMENT B
PROGRAM BUDGET
Jurisdiction Name: AVENTURA
Program Area: School Resource Officer
Program Name: AVLET
CONTRACTUAL SERVICES TOTAL
Salaries and Benefits, Total
Operating Capital Outlay, Total
1 Projector
Expenses, Total
Drug info. pamphlets
Printed workbooks, pens, book marks, key chains, drug id
slide charts
Program Banner
Program supplies ( copy paper, toner & flash cards)
DVD
DVD player
Speakers
Drug ID Displays
Total Budget
'All items inlcude shipping & handling
Miami- Dade County will reimburse an amount not to exceed:
ATTACHMENT B
Contact Person: Shelisa Persaud
O (305) 466 -8965 F (305) 466 -2895
Program Dates: 10/01/11 - 09/30/12
$5,250
$0
$1,000
$1,000
$4,250
$500
$2,000
$300
$350
$300
$100
$300
$400
$5,250
$5,250
ATTACHMENT C
Edward Byrne Memorial Justice Assistance Grant Program Attachment C
Drug Control and System Improvement Formula Grant Program
Quarterly Project Performance Report
SCHOOL RESOURCE OFFICER PROJECT
Fiscal Year 2011/2012
Aventura
(City)
(Project Name)
(Name of Person Completing Form) (Tide) (Phone)
1
October 1 - December 31
Janua h
2
74
Janua 1 - March 31
April 5
April 1 -June 30
July _5
—
July 1 - September 30
October 5
Note: Those questions that are directly related to your program have been highlighted for your
convenience. All questions must be answered and explained In the NARRATIVE portion of this report.
Any report not received by January 5; April 5; July 5; and/or October 5, will result in the Issuance
of a "Noncompliance Notice" and a delay or denial of Reimbursement Requests.
�m
C Q
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ATTACHMENT D
Attachment D
Byrne Memorial Justice Assistance Grant
SUMMARY STATEMENT OF QUARTERLY PROJECT COSTS
,�?:''y��c��e:i�plecl�on Jur�scli=ction ;Letterhead)., � �,� ��'
1. Total Federal Budget $ 2. Amount This Invoice $
3. Amount of Previous Invoices $ 4. Remaining Budget Balance $
(Subtract Ines 2 & 3 from One 1)
Sub Object Budget Line Item Exceeds Federal Category
Code Categories Disallowed Budget Funds Totals
Salaries &
Benefits
Contractual
Services
Operating/
Capital Equipment
Expenses
Total Claim
We request payment in accordance with our contract agreement in the amount of 100% of the Total Costs for this
Claim $
Attached, please find the records which substantiate the above expenditures. I certify that all of the costs have been paid and
none of the items have been previously reimbursed. AN of the expenditures comply with the authorized budget and fail within
the contractual scope of services and all of the goods and services have been recelved, for which reimbursement is requested.
Respectfully submitted,
Chief of Police /Other City Official
Payment Approved, Miami Dade County
Miami Dade County
Page 2 of 3
(School Resource Officer
SUMMARY STATEMENT OF QUARTERLY PROJECT COSTS- Payroll Expenses
City: Date of Claim:
Project Name: Claim Number:
Name Date of Type of
Total
Officer /Staff Activi Activiiv*
Hours
*(Presentation, Parent Meeting, Field trip, etc.)
TOTAL HOURS AT $ . PER HOUR = $
I CERTIFY THAT PAYMENT FOR THE AMOUNT OF $ IS CORRECT.
OFFICERISTAFF SIGNATURE:
OFFICER/STAFF SOCIAL SECURITY NUMBER:
CHIEF OF POLICEICITY OFFICIAL SIGNATURE:
I VERIFY THAT THE ABOVE SERVICES WERE PROVIDED:
Mote: Payroll ro tstem, time shoats and OT slips, documenting roll expenses, must be attached to
process this payment
Miami Dade County
School Resource Officer
City:
Project Name:
Vendor
Pape 3 of 3
SUMMARY STATEMENT OF QUARTERLY PROJECT COSTS
(Equipment, Supplies, Material Expenses)
Date of Claim:
Claim Number:
Item Date Check
ri 'on Paid Number Amount
TOTAL AMOUNT OF EXPENSES:
NOTE: Copies of all Involces and cancelled checks for this request must be attached to process payment
ATTACHMENT E
ATTACHMENT E
JAGBYRNE GRANT ADMINISTRATION
MIAMI -DADE COUNTY AFFIDAVITS
The contracting individual or entity (governmental or otherwise) shall indicate by an "X" all affiidavits
that pextain to this contract and shall indicate by an "N /A" all affidavits that do not pertain to this contrail. All
blank spaces must be filled.
The MIAMI DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT; MDM -DARE COUNTY
EMEPLOYNUM DISCLOSURE AFFIDAVIT; MfAMI DADE CR54INAL RECORD AFFIDAVIT;
DISABILITY NONDISCRDAINATION AFFIDAVIT; and the PROJECT FRESH START AFFIDAVIT shall
not pertain to contracts with the United States or any of its departments or agencies thereof, the State or any
political subdivision or agency thereof or any municipality of this State. The MIAMI DARE FAMILY LEAVE
AFFIDAVIT shall not pertain to contracts with the United States or any of its depaitrnents or agencies or the
State of Florida or any political subdivision or agency thereof; it shall, however, pertain to namicipalities of the
State of Florida. All other contracting entities or individuals shall read carefully each affidavit to determine
whether or not it pertains to this contract.
i, Eric M. Soroka, Cily Manager . being first duly sworn state:
Affiant
The full legal name and-business address of the person(s) or entity contracting or transacting business with
Miami -Dade County are (Post Office addresses are not acceptable):
65-0662615
Federal Employer Identification Number (If none, Social Security)
City of Aventura, A Municipal Corporation
Name of Entity, Individual(s), Partners, or Corporation
Doing Business As Cif same as above, leave blank)
19200 WjaQunky Club Drive Aventura, FL 33180
Street Address City State Zip Code
NIA L . MIAMI DADE COUNTY OWNERSHIP DISCLOSURE AFFDAv1T (Sec. 2 -8.1 of the County Code)
If the contract or business transaction is with a corporation, the full legal name and business address
shall be provided for each offices and director and each stockholder who holds directly or indirectly
five percent (5%) or more of the corporation's stock. If the contract or business transaction is with a
partnership, the foregoing information shall be provided for each partner. If the contract or business
transaction is with a trust, the full legal name and address shall be provided for each trustee and each
beneficiary. The foregoing is shall not pertain to contracts with publicly traded
corporations or to contracts with n United States or any department or agency thereof, the State or
any political subdivision or agency thereof or any municipality of this State. All such names and
addresses are (Post Office addresses are not acceptable):
Full Legal Name Address Ownership
9'0
96
lof5
2. The full legal names and business address of any other individual (other than subcontractors,
material men, suppliers, laborers, of lenders) who have, or will have, any interest (Legal, equitable
beneficial or otherwise) in the contract or business transaction with Dade County are (Post Office
addresses are not acceptable);
3. Any person who willfully fails to disclose the information required herein, or who knowingly
discloses false information in this regard, shall be punished by a fine of up to five hundred dollars
($50(1.00) or imprisonment in the County jail for up to sixty (60) days or both.
N/A II. mL&m -DADS COUNTY EMPLOYMENT DISCLOSURE AFFIDAVIT (County Ordinance No. 90-
133, Amending sec. 2.8-1; Subsection (d)(2) of the County Code).
Except where precluded by federal or State laws or regulations, each contract or business transaction or
renewal thereof which involves the expenditure of ten thousand dollars ($10,000) or more shall require
the entity contracting or transacting business to disclose the following information. The foregoing
disclosure requirements do not apply to contracts with the United States or any department or agency
thereof, the State or any political subdivision or agency thereof or any municipality of this State.
1. Does your film have a collective bargaining agreement with its employees?
Yes No
2. Does your firm provide paid health care benefits for its employees?
_Yes ®No
3. -. Prove current t"*own (number of persons) of your firm's
work force and ownership as to race, national origin and gender.
White: Males Females Asian: Males. Females,
Black- - -- 1vtaIes ___ _._. Females American Indian: Males: Females
kiispauics: Males Females Aleut (Eskimo): Males females
Males Females: Males Females
X lli.
AFFIltMAT VB ACTION/NONDISCt1MINATION OF ENTLOYMENT; 'Pi 64CrfYbN AND
FROCUREM ENT PRAta'£ICES (County Ordinance 98-30 codified at 2 8 1.5:-of the County P*,)r
In accordance with County Ordinance No. 98-30, entities with annual gross revenues in excess of
$5,000,000 seeking to contract with,the.County shall, as a condition of'receiving a County . contract,
have i) a written affirmative action plan which sets forth the procedures the entity utilizes to .assure that
it does not discriminate in its employment and promotion practices; and ii) a written procurement policy
which sets forth the procedures es the entity _utilizes to assure that it does not discriminate against minority
and women -owned businesses in its own procurement of goods, supplies and services. Such affirmative
action plans and procurement policies shall provide for periodic review to determine their effectiveness
in assuring the entity does not discriminate in its employment, promotion and procurement practices.
The foregoing notwithstanding, corporate entities whose boards of directors are representative of the
population make -up of the nation shall be presumed to have nondiscriminatory employment and
procurement policies, and shall not be required to have written affirmative action plans and procurement
policies in order to receive a County contract. The foregoing presumption may be rebutted.
2of5
The requirements of County Ordinance No. 98 -30 may be waived upon the written recommendation of
the County Manager that it is in the best interest of the County to do so and upon approval of the Board
of County Commissioners by majority vote of the members present.
The firm does not have annual gross revenues in excess of $5,000,000.
The firm does have annual revenues in excess of $5,000,000; however, its Board of Directors is
representative of the population make -up of the nation and has submitted a written, detailed
listing of its Board of Directors, including the race or ethnicity of each board member, to the
County's Department of Business Development, 175 N.W, 1st Avenue, 28th Floor, Miami,
Florida 33128.
The firm has annual gross revenues in excess of $5,000,000 and the firm does have a written
affirmative action plan and procurement policy as described above, which includes periodic
reviews to determine effectiveness, and has submitted the plan and policy to the County's
Department of Business Development 175 N.W. 1" Avenue, 28th Floor, Nfiatm, Florida
33128;
The firm does not have an affirmative action plan and/or a procurement. policy as described
above, but has been granted a waiver.
N/A N. MIAMI: DADE COUNTY CRIMINAL RECORD AFFIDAVIT (Section 2-8.6 of the County Code)
The individual or entity entering into a contract or receiving funding from the County has
has not as of the date of this affidavit been convicted of a felony during the past ten (10) years: R .
An officer, director, or executive of the entity entering into a contract or receiving funding from the
County has has not as of ft,.date of this affidavit been convicted of a felony during'the past
ten (IO }years :'
X V. M1 II- DAJD_E EMFLOYWM DRUG -FREE WORKPLACE AFFIDAVIT (County Or nance.No. .
92,15 codified as Section 2-8.1.2 of the County Code)
That in compliance with Ordinance No. 92;15- of the Code of Matni Dade County, R&ida, the 66V6
_ named person or entity is providing a drug -free workplace. A written statement to each employee
shall 'inform &c employee about
1. danger of drug abuse in the workplace
2. the film's policy of maintaining a drug -free environment at all workplaces
3. availability of drug counseling, rehabili tation and employee assistance programs
4. penalties that may be imposed upon employees for drug abuse violations
The person or entity shall also require an employee to sign a statement, as a condition of employment
that the employee will abide by the terms and notify the employer of any criminal drug conviction
occurring no later than five (5) days after receiving notice of such conviction and impose appropriate
personnel action against the employee up to and including termination.
Compliance with Ordinance No. 92 -15 may be waived if the special characteristics of the product or
service offered by the person or entity make it necessary for the operation of the County or for the
health, safety, welfare, economic benefits and well-being of the public. Contracts involving funding
which is provided in whole or in part by the United States or the State of Florida shall be exempted
from the provisions of this ordinance in those instances where those provisions are in conflict with the
requirements of those governmental entities.
3of5
XVI. NL4MI -DADS EMPLOYMENT FAMILY LEAVE AFFIDAVIT (County Ordinance No.
142 -91 codified as Section 11A -29 et. seq of the County Code)
That in compliance with Ordinance No. 142 -91 of the Code of Miami Dade County, Florida, an
employer with fifty (50) or more employees working in Dade County for each working day during
each of twenty (20) or more calendar work weeks, shall provide the following inforniation in
compliance with all items in the aforementioned ordinance:
An employee who has worked for the above firm at least one (1) year shall be entitled to ninety (90)
days of family leave during any twenty -four (24) month period, for medical reasons, for the birth or
adoption of a child, or for the care of a child, spouse or other close relative who has a serious health
condition without risk of termination of employment or employer retaliation_
The foregoing requirements shall not pertain to contracts with the United States or any department or
agency thereof, or the State of Florida or any political subdivision or agency thereof. It shall,
however, pertain to municipalities of this State.
X-VEL DISABILITY NON - DISCRIMINATION AFFIDAVIT (County Resolution R- 385 -95)
That the above named firm, corporation or organization is in compliance with and agrees to continue
to comply with, and assure that any subcontractor, or third party contractor under this project complies
with at1 applicable requirements -of the laws listed below including, but not lfiinited to, those
provisions pertaining to employment, . provision of programs and services, transportation,
commtnicatioris, access to facilities, renovations, and new construction in the following laws: The
Americans with Disabilities " Act of 1990 (ADA), Pub. L.. 101 -336, 104 Stat 327;' 42 . U:S.C.
12101 -12213 and 47 U.S.C. Sections 225 and..611 including Title I, Employment; Title Ili Public
Services; Title IIL; " Public Accommodations' and Services Operated by Private `Entities; ,-7- a 1V
Telecommunications; and Title V, MisQellaneous Provisions; The Rthabilitatioh 'Ack of _1973j. 29
U.S.C. Section 794; The Federal Transit Act, as amended 49 U.S.C. Section 1612,; Thd -Fagt Housing
Act as amended, 42 U.S.C. Section. 3601-3631. The foregoing requirements shall not pertain to
contracts with the United "States or any deisatnient or agency thereof; the State bt airy polidc
subdivision or agency thereof or any municipality of this State.
N /A'ya M>LbA-w DADE COUNTY REGARDING DELINQUENT AND CURRENTLY DU16 FEES DR
TAXES (Sec. 2- 8.1(c) of the County Code)
Except for small purchase orders and sole source contracts, that above named firm, corporation,
organization or individual desiring to transact business or enter into a contract with the Cbunty
verifies that all delinquent and currently due fees or taxes -- including but not limited to real and
property taxes, utility taxes and occupational licenses — which are collected in the normal course by
the Dade County Tax Collector as well as Dade County issued parking tickets for vehicles registered
in the name of the firm, corporation, organization or individual have been paid.
N /&Jx. CURRENT ON ALL COUNTY CONTRACTS, LOANS AND O'IIUR OBLIGATIONS
The individual entity seeking to transact business with the County is current in all its obligations to
the County and is not otherwise in default of any contract, promissory note or other loan document
with the County or any of its agencies or instrumentalities.
4 of 5
NlAx PROJECT FRESH START (Resolutions R- 702 -98 and 358 -99)
Any firm that has a contract with the County that results in actual payment of $500,000 or more shall
contribute to Project Fresh Start, the County's Welfare to Work Initiative. However, if five percent
(5%) of the firm's work force consists of individuals who reside in Miami -Dade County and who have
lost or will lose cash assistance benefits (formerly Aid to Families with Dependent Children) as a
result of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, the firm may
waiver from the requirements of R-702-98 and R-358-99 by submitting a waiver request
affidavit. The faaegoing requirement does not pertain to government entities, not for profit
organizations or recipients of grant awards.
DOMESTIC VIOLENCE LEAVE (Resolution 185-00, 99 -5 Codified At 11A-60 Et. Seq. of the
Miami -Dade County Code).
The firm desiring to do business with the County is in compliance with Domestic Leave Ordinance,
Ordinance 99-5, codified at IIA-60 et. seq of the Miami Dade County Code, which requires an
employer which has in the regular course of business f fty (50) or more employees working in NEwni-
Dade County for each working day during each of twenty (20) or more calendar work weeks in the
cunrnt or proceeding calendar years, to provide Domestic Violence Leave to its employees.
I have carefully read this entire five (5) page document entitled, "Miami-Dade County Affidavits" and
have indicated by an "X° all affidavits that pertain to this contract and have indicated by an "NIA" all affidavits
that do not pertain to this contract.
By
(Signature of Affiant) (Date)
Eric M- Soroka; City,Manager -
SUBSCRIBED AND SWORN TO (or affirmed) before me this day of
200_ by _ . He/She is personally -
known to me or has presented ' as identification.
(Type of Identification)
(Signature of Notary)
(Print or Stamp of Notary)
Notary Public — Stamp State of
()
5 of5
(Serial Number)
(Expiration Date)
Notary Seal
ATTACHMENT E 1
MUA DADS COUNTMOJUDA
Form A-12
Code of Business Ethics
ATTACHMENT E1
In accordance with Resolution R -99499 each person or entity that seeks to do business
with Miami -Dade County shall adopt the Miami -Dade County/Greater Miami Chamber of
Commerce Code of Business Ethics as follows:
The Miami -Dade County/Greater Miami Chamber of Commerce seeks to create and sustain an
ethical business climate for its members and the community by adopting a Code of Business
Ethics. Miami -Dade County /Greater Miami Chamber of Commerce encourages its members to
incorporate the principles and practices outlined here in their individual odes of ethics, which will
guide their relationships with customers, clients and suppliers. This Model Code can and should
be prominently displayed at all business locations and may be incorporated into marketing
materials. Miami -Dade County /Greater Miami Chamber of Commerce believes that its members
should use this Code as a model for the development of their organizations' business codes of
ethics.
This Model Code Is a statement of principles to help guide decisions and actions based on respect
for the importance of ethical business standards in the community. Miami -Dade County /Greater
Miami Chamber of Commerce believes the adoption of a meaningful code of ethics is the
responsibility of every business and professional organization.
By affixing a signature In the Proposal signature page, Form A-12, the Proposer hereby
agrees to comply with the principles of Miami -Dade County /Greater Miami Chamber of
Commerce Code of Business Ethics. If the Proposer firm's code varies in any way the
Proposer must identify the differences) on a separate document attached to Form A-12.
Compliance with Government Rules and Regulations
• We the undersigned Proposer will properly maintain all records and post all licenses and
certificates In prominent places easily seen by our employees and customers;
• In dealing with government agencies and employees, we will conduct business in accordance
with all applicable rules and regulations and in the open;
• We, the undersigned Proposer will report contract irregularities and other improper or unlawful
business practices to the Ethics Commission, the Office of Inspector General or appropriate
law enforcement authorities.
1111'1 .o 1-1 =-, 1 _h• 91 • •• •
• We, the undersigned Proposer will avoid conflicts of interest and disclose such conflicts when
identified;
• Gifts that compromise the integrity of a business transaction are unacceptable; we will not kick
back any portion of a contract payment to employees of the other contracting party or accept
such kickback.
Page 1 of 3
AMA[FDADB COUNTY, FLORIDA
Business Accountinxa
• All our financial transactions will be properly and fairly recorded in appropriate books of
account, and
there will be no 'off the books" transactions or secret accounts.
Promotion and Sales of Products and Services
• Our products will comply with all applicable safety and quality standards;
• We, the undersigned Proposer will promote and advertise our business and its products or
services in a manner that is not misleading and does not falsely disparage our competitors;
• We, the undersigned Proposer will conduct business with government agencies and employees
In a manner that avoids even the appearance of impropriety. Efforts to curry political favoritism
are unacceptable;
• Our proposal will be competitive, appropriate to the request for proposals /qualifications
documents and arrived at independently;
• Any changes to contracts awarded will have a substantive basis and not be pursued merely
because we are the successful Proposer.
We the undersigned Proposer will, to the best of ouvability, perform government contracts
awarded at°the price and under the terms provided for in the contract, W, a will. not submit
_ Inflated involGes for goods provided or services performed under, such _contracts, and claims
will be made only for work actually performed. We will abide by all contracting and
subcontracting regulations.
= We, the: undersigned Proposer will not, directly or indirectly, offer to give a bribe-or otherwise
channel kickbacks from contracts awarded, to government officials; their family mernbers:or
business associates.
• We, the undersigned Proposer will not seek or expect preferential treatment on proposals
based on our participation in political campaigns.
Public Ute and Political Camoaians
• We, the undersigned Proposer encourage all employees to participate In community life, public
service and the political process to the extent permitted by law;
• We, the undersigned Proposer encourage all employees to recruit, support and elect ethical
and qualified public officials and engage them in dialogue and debate about business and
community issues to the extent permitted by law;
• Our contributions to political parties, committees or individuals will be made only In accordance
with applicable laws and will comply with all requirements for public disclosure. Ali contributions
made on behalf of the business must be reported to senior company management;
• We, the undersigned Proposer will not contribute to the campaigns of persons who are
convicted felons or those who do not sign the fair Campaign Practices Ordinance.
Page 2 of 3
MIAMI -DADE COUNTY, FLORIDA
• We, the undersigned Proposer will not knowingly disseminate false campaign information or
support those who do.
Pass - through Requirements
• This Code prohibits pass -through payments whereby the prime firm requires that the MBE firm
accepts payments as an MBE and passes through those payments to another entity;
Rental Space Equipment and Staff Requirements or Flat Overhead Fee Requirements
• This Code prohibits rental space requirements, equipment requirements, staff requirements
and/or flat overhead fee requirements, whereby the prime firm requires the MBE firm to rent
space, equipment and/or staff from the prime firm or charges a fiat overhead fee for the use of
space, equipment, secretary, etc;
MBE Staff Utilization
• This Code prohibits the prime firm from requiring the MBE firm to provide more staff than is
necessary and then utilizing the MBE staff for other work to be performed by the prime firm.
This Code also requires that on any contract where MBE. participation is purported, the contract shall
specify essential terms including, but not limited to, a specific statement regarding the percent of
- participation planned for MBEs, the timing of payments;andw ► hen the work is to be performed.
By.
(Signature of Affiant) (Date)
Eric M. Soroka, City Manager
SUBSCRIBED AND SWORN TO (or affirmed) before me this day of
200 by
Is personally known to me or has presented
(Type of Identification)
as identification.
(Signature of Notary) (Serial Number)
(Print or Stamp of Notary)
Page 3 of 3
(E)Oration Date)
He/She
ATTACHMENT E 2
Attachment E2
MIANG -DARE COUNTY DEBARMENT DISCLOSURE AFFIDAVIT
(Ordinance 93 -129, Section 1)
I, being duly first sworn, upon oath deposes and says that the bidder of this
contract or his agents, officers, principals, stockholders, subcontractors or their
affiliates are not debarred by Miami -Dade County.
BY
(Signature of Af$ant)
Eric M. Soroka, City Manager
SUBSCRIBED AND SWORN TO (or affirmed) before me this day of
(Date)
2Q0 by . He/She
is personally kmown to me or has presented
as identification.
(Signature of Notary)
(Print or Stamp of Notary)
Notary Public — Stamp State of
(State)
srei
(Type of Identification)
(Serial Number)
(Expiration Date)
Notary Seal
ATTACHMENT E 3
Attachment E3
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a),
FLORIDA STA't'UIES, ON PUBLIC ENTITY CRDIES
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 Miami -Dade County
by Eric M Soroka City Manager
(print individual's same and title)
for City of Aventura
(print Name of entity submitting sworn statement)
whose business address is 19200 W. Country Club Drive, Aventura, FL 33180
and if applicable its Federal Employer Identification Number (FEIN) is 65- 0662615
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
transactions of business with any public entity or with an agency or political subdivision of any other
state or with the United States, indudimg, but not limited to, any bid or contract fir goods or services
to be provided to public entity or agency or political subdivision of any other state or of the United
States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misinterpretation.
36 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 duly 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:
1. A predecessor or successor of a person convicted of a public entity crime; or 2. An entity under
the control of any natural person who is active In the management of the'entity and who has been
convicted of a public entity crime. The term "af illate" inchrdes those officers, directors,
encutfves, partners, shareholders, employees, members, and agents who are active In the
management of an a!%dlate. The ownership by one person of shares constituting a controlling
interest in another person, or a pooling of equipment or income among persons wben not for glair
market value under an arm's length agreement, shall be a prima fade case that one person
controls another person. A person who knowingly eaters into a joint venture with a person who
has been convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
I of 2
5. I understand that a " persod' as defined in Paragraph 257.133(1)(*), Florida Statutes. means any
natural person or entity organized under the laws of any state or of the United States within the legal
power to enter into a binding contact and which bids or applies to bid 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, 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 marred below is true to relation to the
entity submitting this sworn statement. (Please indicate which statement applies.)
X — Nalther 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 offloers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the
entity, nor any affliinte of the entity has been charged with and convicted of a public entity crime
subsequent to 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 Mal order).
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR
THE PUBLIC ENTITY IDENTIFM 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 THAT
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.
Sworn to and subscribed before me this
Personally known
ORProdnced Identification
(Type of Identification)
(Signature)
Eric M. Soroka, City Manager
day of . 20
Notary Public - State of
My commission expires
(Printed typed or stamped commissioned name of notary
Pubes)
2of2
ATTACHMENT F
ATTACHMENT F
JAG/BYRNE GRANT ADM]NISTRATION
PROVIDER'S DISCLOSURE OF SUBCONTRACTORS AND SUPPLIERS
(Ordinance 97 -104)
19200 W. Country Club Drive
Name of Organization: City of Aventura Address: Aventura, FL 33180
REQUIRED LLSTING OF SUBCONTRACTORS ON COUNTY CONTRACT
In compliance with Miami -Dade County Ordinance 97 -104, the Provider must submit the list of first tier
subcontractors or sub- consultants who will perform any part of the Sg= of Services Work, if this
Contract is for $100,000 or more.
The Provider must complete this information. If the Provider will not utilize subcontractors, then the
Provider must state "No subcontractors will be used "; do not state "NIA".
NAME OF SUBCONTRACTOR_ OR SUB - CONSULTANT ADDRESS CITY Am STATE
No subcontractors w11 be used.
REQUIRED LIST OF SUPPLIERS ON COUN'T'Y CONTRACT
In compliance with Miami -Dade County Ordinance 97 -104, the Provider must submit a list of suppliers
who will supply materials for the Scope of Services to the Provider, if this Contract is $100,000 or
more.
The Provider must fill out this information. If the Provider will not use suppliers, the Provider must
state "No suppliers will be used', do not state "N/A'.
No suppliers will be used.
I hereby certify that the foregoing information is true, corred and complete:
Signature of Authorized Representative:
Eric M. Soroka
Title: City Manager Date:
Firm Name: Aventura Police Department Fed ID No. 65- 0662615
Address: 19200 W. Country Club Drive Ciry/Stamop: Aventura. FL 33180
Telephone: {3466 -8999 Fax. (3051466 -8990 E -mail:
CITY OF AVENTURA
OFFICE OF THE CITY MANAGER
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, CM a/if
DATE: October 13, 2011
SUBJECT: Recommendation to Sele t irm to Provide Professional
Architectural and Engineering rvices to Plan, Design and Permit
the Government Center Parking Expansion Project RFQ #11- 9 -21 -2
November 1, 2011 City Commission Meeting Agenda Item
RECOMMENDATION
It is recommended that the City Commission adopt the attached Resolution that selects
the firm to provide architectural services to plan, design and permit the Government
Center Parking Expansion Project in accordance with RFQ #11- 9 -21 -2. The Resolution
selects the firm of PGAL Architects as the recommended firm and authorizes the City
Manager to negotiate a contract for services.
BACKGROUND
In accordance with the Capital Improvement Program, the City issued a Request for
Qualifications (RFQ) to obtain a firm to Provide Professional Architectural and
Engineering Services to Plan, Design and Permit the Government Center Parking
Expansion Project. A Review Team consisting of Community Development Director,
Community Services Director, Capital Projects Manager and City Manager was formed
to evaluate the proposals and interview firms to prepare a recommendation to the City
Commission.
The following is a brief summary of the action taken by the Team to arrive at our final
recommendations:
1. An RFQ advertisement was placed in the newspaper, on the internet and
distributed to the vendor list.
2. On September 21, 2011, proposals were publicly opened from the following
firms:
R.E. Chisholm Architects, Inc.
Memo to City Commission
Page 2
Corzo Castella Carballo Thompson Salman, PA
Timothy Haahs & Associates, Inc.
Walker Parking Consultants
CSA Group
PGAL
Manuel Synalovski Associates, LLC
BEA Architects, Inc.
3. A shortlist of the firms was developed by the Review Team as follows:
Walker Parking Consultants
Corzo Castella Carballo Thompson Salman, PA
R.E. Chisholm Architects, Inc.
PGAL
4. The short listed firms were interviewed by the Review Team on October 12,
2011.
5. Based on the extensive RFQ submission requirements and interviews, the
Team reached a consensus to recommend one firm to the City Commission,
with one alternate that would be called upon should we fail to reach favorable
terms with the top ranked firm. A contract to establish the scope of work and
fees will be negotiated with the recommended firm.
Although all firms were well qualified, the Review Team selected the firm of PGAL as
the recommended firm. The selection was based on a proven track record in designing
similar parking decks and the use of innovative design methods.
Now that the Review Team has completed its work, the following actions are necessary
to complete the process.
Adopt the attached Resolution, which serves three (3) specific purposes.
First, it ranks the firms. Second, it authorizes the City Manager to negotiate
the contract for services. Third, it establishes another firm as an alternate,
should we be unable to reach favorable terms with the selected firm.
2. After the contract is negotiated, it will be presented to the City Commission at
a future meeting.
Copies of all proposals are available for your inspection in the City Manager's Office.
Memo to City Commission
Page 3
Should you have any questions, please feel free to contact me.
EMS /act
Attachment
RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA SELECTING THE FIRM
OF PGAL ARCHITECTS TO PROVIDE ARCHITECTURAL
SERVICES TO PLAN, DESIGN AND PERMIT THE
GOVERNMENT CENTER PARKING EXPANSION
PROJECT IN ACCORDANCE WITH RFQ NO. 11- 9 -21 -2;
AUTHORIZING THE CITY MANAGER TO NEGOTIATE
THE TERMS AND FEES FOR SAID SERVICES;
AUTHORIZING NEGOTIATIONS WITH AN ALTERNATE
FIRM TO PERFORM THE REQUIRED SERVICES
SHOULD NEGOTIATIONS WITH SELECTED FIRM BE
UNSUCCESSFUL; AUTHORIZING THE CITY MANAGER
TO DO ALL THINGS NECESSARY TO CARRY OUT THE
AIMS OF THIS RESOLUTION; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Aventura, in accordance with applicable state law, has
requested proposals from firms to provide architectural services to plan, design and
permit the Government Center Parking Expansion Project; and
WHEREAS, said proposals were evaluated by a Review Committee consisting
of the City Manager, Community Development Director, Capital Projects Manager, and
Community Services Director; and
WHEREAS, said Review Committee recommends the firm of PGAL Architects,
based on said firm's experience and qualifications; and
WHEREAS, said Selection Committee recommends the selection of the firm of
Walker Parking Consultants should the City be unable to reach favorable terms with the
firm of PGAL Architects; and
WHEREAS, the City Commission desires to authorize the City Manager to
negotiate a scope of services and fees with the recommended firm and with the
alternate firm, should negotiations with the recommended firm be unsuccessful.
Resolution No. 2011
Page 2
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The firm of PGAL Architects is hereby selected to provide
architectural services to plan, design and permit the Government Center Parking
Expansion Project relative to RFQ No. 11- 9 -21 -2.
Section 2. The firm has been selected on the basis of its experience and
qualifications and has not finalized a fee structure with the City. Therefore the City
Manager shall immediately negotiate the scope of services and basis of fees with said
firm.
Section 3. The basis of fees above described shall be negotiated by the City
Manager and approved by the City Commission prior to said firm beginning any labor or
work for which the City may later be billed
Section 4. In the event the City is unable to come to favorable terms and fees
with the firm of PGAL Architects, the City Manager is hereby authorized to negotiate
scope of services and fees with the alternate firm of Walker Parking Consultants.
Section 5. This Resolution shall become effective immediately upon its
adoption.
The foregoing resolution was offered by Commissioner , who moved its adoption. The
motion was seconded by Commissioner , and upon being put to a vote, the vote was as follows:
Commissioner Zev Auerbach _
Commissioner Bob Diamond _
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern _
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
Resolution No. 2011
Page 3
PASSED AND ADOPTED this 1 st day of November, 2011.
SUSAN GOTTLIEB, MAYOR
ATTEST:
TERESA M. SOROKA, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
Proposer:
PGAL
791 Park of Commerce Blvd., Suite 400
Boca Raton, FL 33487
561-988-4002
IAN NESTLER, AIA, LEED AP
Principal
T I T L E:
Provide Professional Architectural and Engineering
Services to Plan, Design and Permit Government
Center Parking Expansion Project
RFQ NUMBER: 11-9-21-2
September 21, 2011 @ 2:00 P.M.
Office of the City Manager, City of Avetnura
Mr. Eric M. Soroka, City Manager
19200 West Country Club Drive, Aventura, FL
RE: Request for Qualifications to Provide Architectural and Engineering Services to
Plan, Design and Permit the Government Center Parking Expansion Project
RFQ# 11- 9 -21 -2
The City of Aventura has been a very important client of PGAL for the last five years.
We are proud of our partnership in the design of the Aventura Arts and Cultural
Center, a ULI Vision Awards Finalist for 2011, and the Aventura Charter School
Expansion which was successfully completed through Design /Build. We have
developed a sound relationship with your staff and understand thoroughly the City's
goals and objectives as you continue to improve your capital building program for
the residents of, and visitors to, Aventura.
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
500 Car City of Delray Beach Old School Square
Parking Garage
We are joined by an experienced team with all of the qualifications that the City of Aventura needs to create an outstanding
parking structure. A planning and design approach which will clearly establish stakeholder consensus, relevant experience,
250+ urban parking structures and a team that has worked together before which assures you a streamlined process from
beginning to end. Our team includes:
,MEP Enq,ineet. Sustainability ............:.
Structural Engineer
................
Civil En�meer
Landscape Architect
Surve m
...............
Relevant projects include the 525 czar City of Delray Beach Old School Square Parking Garage that evokes the City's
"Old Florida" Charm and history and offers ground floor retail, the 369 car South County Courthouse /City of Delray
Beach Parking Garage which has :shared use with the City's downtown Public Library, the 1,000 space Broward County
Judicial Garage with its dynamic ground floor retail and a historic building restoration incorporated into the design (currently
underway by Stiles /PGAL), the 2,000 car FIU PG5 Market Station which includes a public safety facility with sally -port
and segregated police parking, and the 500 car Miami Dade College Wolfson Campus mixed use parking garage in
downtown Miami.
Our team has been the recipient of over 300 Design Awards from the American Institute of Architects, the American Institute
of Landscape Architects, the Urban Land Institute, Miami -Dade County, the City of Miami, the Florida Parking Association,
and the International Parking Institute, with major features in Parking Magazine, Parking Professional, the As you will see
we do not design "cookie cutter" garages. Each is designed to appropriately respond to the respective users' functional and
budgetary needs as well as the site opportunities and circulation challenges. Our team is highly seasoned in this specialized
market sector, we bring the expert!
Relationships are built on trust and I hope the City of Aventura feels, as we do, that our partnership is soundly based and well
regarded. It would be our honor and privilege to continue working with the City as you expand your parking needs.
Sincerely,
I,- q_,_
Ian A. Nestler, AIA
Principal
* 1 personally visited the site on February 16th and June 17th and have developed the detailed narrative and project approach which can be found in Section 4.
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
'S; r' OF rORi
PGAL understands that the City of Aventura needs to expand
its parking capacity on the City Hall site. The objective
is to add (at a minimum) a one -level deck to the existing
surface parking lot. The current surface lot serves several
user groups including the public, City staff and police. A
portion of the existing lot is segregated to accommodate
those different users.
Opportunities abound in a project like this to fulfill current
and future needs when identified in advance and properly
planned. In the future, the City may use a portion of
the new parking structure to support expanded City Hall
functions — such as secured parking, additional storage or
office space for police.
In addition to defining the program and budget for the
project, the two most important issues to resolve will be
how to handle the displaced parking during construction
and maintaining clear and safe circulation for police and
the public.
O'V'ERALL APPROACH & METHODOLOGY
Our philosophy begins with our commitment to a
comprehensive team approach to the design process. We
believe that quality site planning and architectural design
is a dialogue between the City of Aventura, the design
team (architects, landscape architects, planners, engineers
and specialty consultants), and the jurisdictional agencies.
Upon Notice -to- Proceed, PGAL would request a series of
intense charrette -type workshops with key representatives
and other City stakeholders to discuss project constraints
and opportunities and review any planning concepts
identified and developed to date. During this process,
the design team would work to validate all previous
assumptions (including schedule and budget), while also
bringing new ideas and approaches to the table for the
architectural character, pedestrian movement, vehicular
circulation, revenue opportunities and the use of new
parking technology. This allows us to "hit the ground
running ".
Our ultimate goal is to arrive at the optimum solution. As
we embark on this journey in partnership with you, we
will begin to weave the following five elements of Design
Philosophy and Process into the fabric of our work:
Vision and Discovery - We will explore ideas together
with the Vision to look toward the future while integrating
and implementing current stakeholder requirements. This is
a process of Discovery that we will manage and guide to
be effective, efficient and economical.
Collaboration - Our best projects come from a highly
participatory process, where the stakeholders and design
professionals are acting as a team with shared goals and
vision. Every step of the process builds on the previous
step. Listening, understanding and working together are all
part of this collaboration.
Business Modeling - Our team is
well versed in the business aspects
of designing a financially successful
project. We understand that project
costs include construction, operations,
maintenance and soft costs. We also
understand that funding can come from
a variety of sources including, capital
improvement dollars, revenue streams
and enhanced property value. VVe
will help you find the right balance
of design, construction delivery
and business aspects to achieve a
financially responsible result.
Innovation - The world is innovating
at a remarkable pace. New and
creative ideas - especially the
technology side of parking access
control, security and revenue systems
— are being explored and tested at
other similar venues across the country.
The entire team will be encouraged to
consider "out -of- the -box" approaches
to the program, and these ideas,
once vetted, will be further defined
for inclusion in the project.
Sustainability - Although this is
not a LEED Certified project, we
embrace an integrated approach to
environmentally responsible design,
bringing together all major architectural
and engineering disciplines to develop
cohesive sustainable solutions.
Drawing upon the knowledge of our
LEED Accredited Professionals, we will assist the City in
researching, evaluating and implementing holistic design
solutions that address the built project, its performance over
time, and the construction process.
South County Courthouse in Delray Beach, a 369 car parking garage, designed by PGAt to expand to 723
cars. The proiect is dually used by the City's public library.
SUPERIOR EXPERIENCE OF OUR PRINCIPAL
MANAGER — IAN ICES i LER IA !QED AP
�xt
and his parkinc
Cl
Ian Nestler brings the City of Aventura 36+
years experience working on a wide array
of award winning municipal and parking
garage projects. He has been a leading
speaker at the Florida Parking Association,
International Parking Association and
National Parking Association conferences
garage projects have been widely published
in Parking Professional, Building Design + Construction, and
Parking News.
Ian has lead the way in designing garages that are
contextual to their surroundings, sustainable when paired
with mixed uses, safe and easy to navigate with forethought
to future maintenance and cost value. Parking structures to
his credit in the last five years include:
• City of Delray Beach 500 car Old School Square Parking Garage
• South County Courthouse 725 car Joint Use Parking Garage - Delray Beach
• FIU's 2,100 car Award Winning Parking Garage 5 and Market Station
• UF's 962 car Award Winning SW Parking Garage which achieved LEED Gold
Certification ... the first of its kind in the US
• UCF's 1,000 car Academic Villages Parking Garage
• Broward College's 1,400 car Joint Use Parking Garage in Davie
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
FIU PG5 Market Station, Z 100-space parking garage designed by PGAt
• Broword County's 1,000 car Judicial Garage in downtown Fort Lauderdale
• Palm Beach County's Judical Center Parking Garage Expansion and Upgrades in
Downtown West Palm Beach
Ian is a registered architect, a LEED accredited professional
and holds a Masters Degree in Planning and Urban
Design from Harvard University and a Bachelor of Science
in Architecture from the University of Southern California.
He is widely respected by his clients, contracting partners,
peers and sub - consultants and has excellent facilitation and
communication abilities in addition to outstanding planning,
design and technical credentials.
Ian Nestler, as Principal Manager will play a key role in
the implementation of the Design Philosophy and Process
as the project moves forward. His responsibilities include
facilitating of the five design elements above while managing
the organization and coordination of the documents. Ian
will work to ensure that the Design Philosophy and, most
importantly, the objectives of the City, are at the forefront of
the team's priorities and that high quality documentation is
an all- important by- product of that philosophy. Under Ian's
watchful eye, there will be a seamless transition between
each phase of the project — progressing from schematic
design through contract documents through construction to
a successful final completion.
TEAM MANAG ~AET
A critical component of project management success is
ensuring overall quality —that our drawings and specifications
are well coordinated and accurate. At strategic points in
each design phase, a full peer review of the documents is
performed in -house by someone not associated with the
project to ensure design goals are being met, documents
make a coherent statement, the scope of work is clear and
without redundancy, that there are consistent references
between drawings and specifications, and that the
sustainability goals are addressed. Our team will also have
on -site representation during construction administration
to further maintain schedule, budget and quality. PGAL
will produce a very thorough and coordinated Design
Development set of drawings, gain user sign -off, and obtain
a "real time" cost estimate that will allow us to carefully
review any changes that need to be made to keep the
budget in line. We recommend the Construction Documents
phase include a 50% CD Estimate of Probable Cost, and
City reviews at 50% and 95% followed by the collection of
written comments to which you will receive written responses
in a timely manner. Since we have assembled a team of
consultants that we have worked with previously, we feel
they have demonstrated accountability for the quality of
Himmarshee landing, a mixed use project on Las Olas Boulevard in Pt. Lauderdale
features a 204 car integrated garage on 5 leveh designed by PGAL
the respective work products. We coordinate between
all disciplines throughout the design process, and at the
end of each design phase, we review the completeness
of documents and formally evaluate coordination between
disciplines. Our final reviews employ "fresh eyes" to analyze
the documents as if we were the bidding contractor. This
process minimizes field problems and resultant change
orders and is integral to our management plan.
Construction administration is executed by the same
individuals responsible for preparing the design documents,
particularly the project manager and project coordinators,
with sustained involvement by the leadership team.
Construction communication such as RFI's, change order
requests and supplemental instructions will be facilitated
by a process mutually agreed upon with the City and
the contractor. Using our internal database, we will
simultaneously track this and other construction- related details
to ensure that each issue is monitored and addressed with
a "time is of the essence" commitment. PGAL's RFI process
encourages all team members, including the general
contractor, and their subcontractors, to ask reasonable
questions to obtain information other than that readily
available in the documents.
We stress:
1. Documenting questions using written information requests.
2. Managing the response, answering all possible questions
directly.
3. Coordinating responses between the City, the PGAL
design and engineering team, and the contractor.
A. Tracking BFI's that may reflect changing conditions. If a
change order is required either due to the RFI process or
field conditions, the following activities will be initiated:
• the contractor will prepare a change order proposal
based on the original contract documents along with
the RFI questions and answers.
• PGAL will provide an independent review of the
proposed change order.
• The on -site representatives will review the project CPM
schedule for any impact that may occur based on the
change order.
Over the past 15 years, we have worked to reduce and
control change orders, and our record shows that our
average, exclusive of owner requested program changes,
is within one percent of construction contract amounts.
We work closely with the contractor and the client to limit
change orders to ensure the client receives the full value for
the work they have requested.
The overall project schedule for the parking facility
will be defined by many factors including:
• Actual A/E start date
• Owner reviews and approvals
• Jurisdictional agency reviews
• Construction delivery process
• Structural system — Precast vs. cast -in -place
superstructure
The PGAL Team is primarily responsible for the design and
documentation phases. This part of the process is carefully
controlled and monitored through our project management,
scheduling software and real -time document coordination
systems. We can also participate in and help influence the
other schedule factors with the goal of expediting the entire
schedule. The high quality and progress of our documents
can help reduce review time. Meeting early and often with
jurisdictional agencies and other stakeholders will avoid a
lengthy permitting process and the possibility of the project
getting tied -up with conflicting requirements. Working with
the City on contractor or CM selection and structural system
could potentially save months from the overall schedule. We
are also in a position to recommend and deliver multiple bid
packages (site and /or foundation) and early shop drawing
review (if CM and precast are chosen).
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
Under each scenario above, the composition of the schedule will provide different opportunities for the City to evaluate
and prioritize their goals to achieve the best parking facility at the best cost (both short and long -term) within the desired
timeframe.
14 1OP LOAD AND AVAILABILI " -Y
Given our current workload, with many projects nearing completion, combined with a seasoned full -time staff of 26
architects, planners, interior designers, graphic designers and support personnel, PGAL has ample resources to commit to
the City of Aventura Parking Garage Expansion Project.
We are also reinforced with a team of architects, engineers, land planners, landscape architects and specialized
consultants. Our workload is as follows:
University of Central Florida
Academic Villages Parking Garage — $10 M
Completion: August 2012
...................... ...............................
Fort Lauderdale - Hollywood Int`I Airport
T4 West Redesign — $78 M
Completion: Sept. 2012
...............................
City of Boca Raton
Downtown Library — $9.8 M
Completion: December 2012
...............................
Florida Atlantic University
Innovation Village — $120 M
Completion: July 2011
. ...............................
Florida Atlantic University HB01
Research I) Building — $14 M
Completion July 2011
SHL Drug Assembly and Fitting
Facility — $5 M
Completion: July 2011
.................. ...............................
Lake Mary Prep School
Dormitories and Kitchen Conversion — $2.3 M
Completion August 2011
.................................... ...............................
Windemere Prep School
Learning Commons & Classroom
Conversion — $700,000
Completion: December 2011
.................................... ...............................
Aventura City Hall Police Training Renovations
Expansion and Renovation $20,160
Completion: April 2011
.................................... ...............................
Florida International University
Parking Garage 5 Health Care Network
Clinic — $700,000
Completion: November 2011
....................... ...............................
US Federal Courthouse
Fort Pierce — $42 M
Completion: November 2011
...................... ...............................
Max Planck Florida
Research Institute — $40 M
Completion: March 2012
PGAL designed the Palm Beach County Judicial Center Parking Garage.
6
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
F)L
Prime Consultant Qualifications
Architecture, Planning, Interior Design
PGAL is an international practice with over 200 professionals offering services in
architecture, planning, interior design, engineering and program management from
offices in Boca Raton, Florida and nationally.
Established 63 years ago, 35 in Florida, the firm is lead by 16 principals active in
their communities, civic organizations, alma maters and professional organizations
that benefit their regions and the environments. Sustainable design is the cornerstone
of the firm's practice mix with 60 LEED accredited professionals nationwide and
expanding every day with a concerted goal for 100% staff accreditation by 2012.
The firm has over 65 projects certified, registered and designed at the Platinum to
Basic levels in Florida and nationwide.
Currently on the boards is a wide spectrum of parking garages, transportation, and
mixed -use projects. Dedicated to providing optimum services , each person, project
and client makes the firm who they are today and continues to lay the foundation
for what PGAL will become tomorrow.
Parking Garage Experience in Florida (Partial Listing)
UCF Academic Villages Parking Garage, Orlando, FL
OF Southwest Parking Garage, Gainesville, FL
FIU PG5 Market Station, Miami, FL
Old School Square Parking Garage, Delray Beach, FL
TIA Long Term Parking Garage, Tampa, FL
ATL ConRAC Garage Complex, Atlanta, GA
IAH ConRAC Garage Complex, Houston, TX
Palm Beach County,Judicial Garage, West Palm Beach, FL
South County Joint-Use Garage, Delray Beach, FL
Offices:
Alexandra, VA; Atlanta, GA; Austin, TX; Boca Raton, Fl; Dallas, TX; Houston, TX; Las
Vegas, NV, Los Angeles, CA; Phoenix, AZ
Design work will be completed from PGAL's Boca Raton Office at
791 Park of Commerce Boulevard, Suite 400, Boca Raton, FL 33487
TLC Engine-1,".1,ring iii^ Arch i te tu►-te�
MEP Engineers
TLC's reputation is based on practicing quality engineering and commissioning that
is creative, functional, and cost efficient, to provide active partnerships and integral
support to their clients, and to foster a cohesive spirit of team - building.
Earning and keeping their clients' trust is the foundation of their 55 years of success.
TLC is a high growth engineering firm with a diversity of talent, expertise and
experience. With almost 310 employees, ten offices, and an enthusiastic embrace
of leading -edge technology, they are among the largest and most respected multi -
disciplined firms in Florida.
Their staff brings a rich blend of field expertise and design experience that allows
us to apply the appropriate talent to bear on each project. Having the design talent
makes the design review meaningful and having the field experience makes the
operational testing effective.
The firm has successfully worked with PGAL on 50 projects Statewide to date.
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
Thornton Tomasetti
Structural Engineers
Thornton Tomasetti is uniquely qualified to perform structural engineering services on
parking facilities of all types and sizes. Several things set their firm apart including
their multidisciplinary approach, the influence of their Building Performance practice
area and knowledge of locally available and commonly used structural systems for
parking garages in South Florida.
For over 15 years, Thornton Tomasetti has been providing full service parking
consulting services to their clientele. As the structural engineer for this project, the
firm is acutely aware of the overall planning and design of parking garages from a
traffic, layout, security and aesthetic standpoint. This multi - disciplinary knowledge
allows us to get our structural system layout right the first time as well as enhance the
accuracy and speed of the design coordination process.
The firm has worked with PGAL on numerous projects including the Parking Garage
Design for the South Florida Federal Office Building.
10
�.nen Moore and Associates
s
Civil Engineers
Chen Moore and Associates is a civil and environmental engineering consulting
firm that is a Florida State and local certified SDBE firm located in Miami -Dade,
Broward, and Palm Beach Counties. Founded in 1986, Chen and Associates has
grown to a staff of 21 full -time personnel. The firm has successfully completed a
wide range of municipal projects in South Florida involving the planning, design and
construction in a multitude of disciplines.
Chen Moore and Associates has recognized the importance of office automation
for improving operation and controlling overhead. The firm has extensive use of the
most technically advanced personal computers with the latest releases of supportive
software such as computer aided design (CAD), geographical information systems
(GIS), modeling, project schedules, spreadsheets, and word processing programs.
All these facilities allow efficient use of time and management of designs and reports.
Their key staff have successfully collaborated with PGAL on a dozen municpal projects to
date.
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
Wi kins Hits Design Group
Landscape Architects
Witkin Hults Design Group (WHDG) has established itself as a leading planning and
landscape architectural firm. Founded in 1988, the firm is widely recognized for its
abilities to deal with a variety of complex landscape projects both domestically and
internationally. Its experience spans the southeastern united States, the Caribbean
basin, and Central and South America.
The firm has the resources to manage every planning and design challenge for
public and private sector clients. The WHDG staff consists of landscape architects
with backgrounds in architecture and interior design as well as, graphic designers
and support personnel. The firm has earned a reputation for innovative, high - quality
work. Clients have found that its ability to capitalize on the design opportunities
inherent in a specific site helps to position their properties at the top of the categories.
Every WHDG project is executed with thorough professionalism, personal attention,
and expert knowledge.
12
Fortin, Leavy, kj les
Surveyors
Fortin, Leavy, Skiles, Inc. was established in 1983 and specializes in general
civil engineering and land surveying. The firm was formerly known as Donald
W. McIntosh & Associates which was established in 1957 Prior to being named
Donald W. McIntosh & Associates, the firm was also known as August De Winkler.
They have land surveys dating back to 1936.
A professional /technical staff of 20 plus two clerical personnel enables their firm
to provide services to primarily private developer clients from Tampa to the Florida
Keys. Their services include all types of land surveys, condominium surveys, designs
for grading, paving and drainage improvements, water and sewer systems, and
environmental permitting. They have performed surveying and engineering services
for thousands of shopping centers and plazas, corporate centers, hotels, restaurants
and medical centers. In addition, they have performed extensive survey work on
over 300 condominium projects across the state of Florida.
The firm has worked with PGAL on the City of Aventura Arts and Cultural Center
and Charter School addition.
13
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
Prime Consultant and Sub Consultant Organization Chart
Project DesignermPctrkinq Garage:
Bruno Phillips, LEED AP
Senior Project Architect:
Kari Botek RA, LEED AP
Production Director:
Joby Bolint AIA, LEED AP
Construction Administrator:
Roberto Beltran
City of Aventura
sll� —.1.00
Principal Manager
Ion A. Nestler, AIA, LEED AP
senior tiectrical tngineer:
Steve Rollins PE, LEED AP RCDD, W
Senior Electrical Engineer:
Jason Stinch(omb PE, LEED AP, CxA
Senior Mechanical -Engineer:
Don Austin, Jr. PE, LEED AP, CxA OPMP
Mechanical Engineer/Sustainability:
Brian Lornel PELEEDAPCxA
Plumbing/Fire Protection:
David Tinsley
Senior Structural Engineer:
Ronald Jezerinac PE, SE
Civil Ehgiheers:
Michael Buick PE
Jose Acosta PE
wilub'-UPU
Andrew Vitkin RLA
Kelly HAS RLA
Lead Surveyori
Daniel Fortin, Sr. Psm
14
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
F. Example projects which best illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY N0. 1
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State)
City of Delray Beach Old School Square Parking Garage
Delray Beach, Florida
22. YEAR COMPLETED
PROFESSIONAL SERVICES CONSTRUCTION
(If applicable)
2005 2007
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cast)
Located in the heart of downtown Delray Beach, adjacent to the historic Old School Square Cultural Center and chic Pineapple Palms retail/
residential area, this new 525 car garage, designed by PGAL, has a contextual theme that blends seamlessly with the surrounding urban
fabric. Designed for mixed uses, the ground floor includes 16,000 sf of retail and public service office space including housing the City's
Downtown Development Authority. PGAL worked closely with the City and CRA to ensure its Design Guidelines were met and through
several design charrettes that surrounding business and cultural centers "bought into' the seaside concept.
Size: three parking levels with 525 spaces; Cost $15.5 Million
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
23. PROJECT OWNER'S INFORMATION
a. PROJECT OWNER
(3) ROLE
b. POINT OF CONTACT NAME
c. POINT OF CONTACT PHONE NO.
City of Delray Beach
Prime Architects
Mr. Richard Hasko, PE
561243 -7336 Phone
434 South Swinton Avenue
(3) ROLE
Director Environmental Services
561- 243 -7060 Fax
Delray Beach, FL 33444
MEP Engineers
Hasko @ci.delray- beach.fl.us
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cast)
Located in the heart of downtown Delray Beach, adjacent to the historic Old School Square Cultural Center and chic Pineapple Palms retail/
residential area, this new 525 car garage, designed by PGAL, has a contextual theme that blends seamlessly with the surrounding urban
fabric. Designed for mixed uses, the ground floor includes 16,000 sf of retail and public service office space including housing the City's
Downtown Development Authority. PGAL worked closely with the City and CRA to ensure its Design Guidelines were met and through
several design charrettes that surrounding business and cultural centers "bought into' the seaside concept.
Size: three parking levels with 525 spaces; Cost $15.5 Million
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
STANDARD FORM 330 34
(1) FIRM NAME
(2) FIRM LOCATION (City and State)
(3) ROLE
a'
PGAL
Boca Raton FL
Prime Architects
b
(1) FIRM NAME
(2) FIRM LOCATION (City and State)
(3) ROLE
TLC
Deerfield Beach FL
MEP Engineers
STANDARD FORM 330 34
F. Example projects which best illustrate proposed team's qualifications for this contract 120. EXAMPLE PROJECT KEY No. 2
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State)
Broward County Judicial /Mixed Use Garage PROFESSIONAL SERVICES
Fort Lauderdale, Florida Ongoing
23. PROJECT OWNER'S INFORMATION
22. YEAR COMPLETED
CONSTRUCTION
(If applicable)
a. PROJECT OWNER b. POINT OF CONTACT NAME C. POINT OF CONTACT PHONE NO,
Broward County Jack Shim, PE 954- 357-8628 Phone
115 S. Andrews Avenue JShim @broward.org 954- 357-8535 Fax
Ft. Lauderdale, FL 33301
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
PGAL and Stiles Corporation are in due diligence to design /build a 6 level, 410,000 sf, 1,000 space, mixed -use parking garage to serve
a planned 20 story Broward County Courthouse Tower in Ft. Lauderdale, FL. The $23 million project includes a 240 foot bridge connecting
garage and courthouse and exterior restoration of the site's 12,000 sf historic "Coca Cola Building'.
Size: six parking levels with 1000 spaces; Cost $23 Million
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
a.
(1) FIRM NAME
PGAL
(2) FIRM LOCATION (City and Slate)
Boca Raton FL
(3) ROLE
Prime Architect and Interior Designer
b.
TLC
Deerfield Beach, FL
MEP Engineers
35 STANDARD FORM 330
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
E. Example projects which best illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY No. 3
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State) 22. YEAR COMPLETED
Florida International University PG5 Market Station PROFESSIONAL SERVICES CONSTRUCTION (If applicable)
Miami, Florida 2008 2010
23. PROJECT OWNER'S INFORMATION
a. PROJECT OWNER b. POINT OF CONTACT NAME C. POINT OF CONTACT PHONE NO.
Florida International University Mr. Bill Foster, Executive Dir., Parking & Transportation 305- 348 -3615 Phone
10885 SW 16th Street, Miami, FL 33199 bill.foster @fiu.edu 305- 348 -6489 Fax
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
This mixed-use complex includes a 7 level, 2,100 space parking garage with a 30,000 sf retail and classroom space streetside. Parking
authority offices and a two - story, 12,560 sf university police department complex are integrated into the garage. The complex will be a new
landmark for a maJ'or campus entrance and a social hub for the university community. The retail component is designed for flexible business
modeling and marketability. Centerpiece is a large rotunda providing space to eat, socialize, check email and shop. A covered walkway,
glass and aluminum walls and contemporary urban finishes link the complex to campus themes. Challenges include fitting expanded uses
to a 350 space surface parking lot footprint without creating perception of curbside massing. Layering of architectural precast panels on the
facade breaks up overall mass. Stair and elevator cores have concrete, metal and glass exteriors with flat roof and parapet, reveals and raised
architectural banding for added interest. The public safety component will be hardened to resist a CAT 4 hurricane. Police Department features
include a refuge area within the ground floor to protect dispatch operations and a squad room that converts into a command center. Doors and
windows are protected with automated shutters and the facility is fully operational for 72 hours on an emergency power. Also challenging are
traffic and vehicular turnaround movements since the garage Laces an existing parking garage. Design solutions included design /engineering
of a new roadway to handle 50% of new c arage traffic. Main egress is positioned on the side not facing existing garage. There are multiple
entrances to ease congestion in any individual area.
While not LEED registered, the complex meets a great many LEED criteria, including infjll site reuse, maximized daylighting, low VOC /recycled
materials, bicycle racks, reflective roof materials, green spaces, drought- resistant plantings, minimal light pollution, showers and more. Size:
seven parking levels with 2100 spaces; Cost: 25.3 Million
25, FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
(1) FIRM NAME 2) FIRM LOCATION (City and State) (3) ROLE
a. PGAL Boca Raton, FL Prime Architects
STANDARD FORM 330 36
F. Example projects which best illustrate proposed team's qualifications for this contract 120. EXAMPLE PROJECT KEY No. 4
(Present as many projects as requested by the agency, or to projects, if not specified. Complete one Section F for each project.) k
21. TITLE AND LOCATION (City and State) 22. YEAR COMPLETED
City Center and Parking Garage PROFESSIONAL SERVICES CONSTRUCTION (If applicable)
West Palm Beach, Florida 1 2008
23. PROJECT OWNER'S INFORMATION
a. PROJECT OWNER b. POINT OF CONTACT NAME C. POINT OF CONTACT PHONE NO.
City of West Palm Beach Ms. Dorritt Miller Phone: 561.822.1400
City of West Palm Beach
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
West Palm City Center is at the heart of downtown West Palm Beach, Florida. This complex consists of a 700 car garage, a six -story city
hall with a 65 -foot capitol dome, a four -story museum, a five -story library with a vaulted ceiling that runs the full length of the building. There is
also a five -story enclosed pre -cast parking garage. A 13,500 sf auditorium, with a 63 -foot clear span, is on the ground floor of the city hall.
The structures for the city hall, museum and library, which total 250,000 square feet, are of conventionally reinforced two -way flat slab
construction to achieve the maximum ceiling height, and still retain flexibility for future interior design and room arrangement changes.
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
(1) FIRM NAME (2) FIRM LOCATION (City and State) {3) ROLE
Thornton Tomasetti Fort Lauderdale, Florida I Prime Structural Engineers
37 STANDARD FORM 330
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
F. Example projects which best illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY N0. S
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State) 22. YEAR COMPLETED
City of Aventura Cultural Arts Center PROFESSIONAL SERVICES CONSTRUCTION (If applicable)
Aventura, Florida 2010
23. PROJECT OWNER'S INFORMATION
a. PROJECT OWNER b. POINT OF CONTACT NAME c. POINT OF CONTACT PHONE NO.
City of Aventura
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
A literal sculpture on the bay in this upscale waterfront community, this 14,864 sf, 320 -seat performing arts facility designed by PGAL showcases
presentations of acoustic and amplified music events, dance, off - Broadway shows, oratory and video projection for all age groups. The
traditional proscenium theatre features an elegant lobby with ticket box office and cafe, backstage support and administrative space. The
lobby's unique terrazzo floor is a piece of art unto itself. The vision of a local artist, the design reflects the beauty of the Atlantic waters with
its vital aquatic life. The lobby is entirely enclosed by a floor -to- ceiling glass wall structure, which creates a spectacular waterfront view for the
enjoyment of visitors before and after performances. It also offers a sublime connection with the surrounding boat traffic, giving the passersby
a chance to enjoy a view from the outside in. The organic formed lobby, curved roof and a range of blue tones on facades escalate the
relationship between the bay and the building. The front entry features a porte- cochere which provides an elegant transition to the columned
arcade, where lighting plays a dramatic role at night. An inviting open plaza connected with Baywalk is an integral element to the City's urban
fabric. The outdoor plaza provides the perfect stage for plays, music events and other live performances, as well as a venue for art expositions.
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
(1) FIRM NAME (2) FIRM LOCATION (City and State) (3) ROLE
PGAL I Boca Raton, Florida I Prime Architect
STANDARD FORM 330 38
F. Example projects which best illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY N0. 6
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State)
University of Florida Southwest Parking Garage Complex
Gainesville, Florida
22. YEAR COMPLETED
PROFESSIONAL SERVICES CONSTRUCTION
(If applicable)
2007 2009
23, PROJECT OWNER'S INFORMATION
a. PROJECT OWNER b. POINT OF CONTACT NAME C. POINT OF CONTACT PHONE NO.
University of Florida Mr. Fred Rowe, Project Manager 352- 392 -1256 Phone
232 Stadium, Gainesville, FL 32611 frowe @ufl.edu 352- 392 -6378 Fax
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
The first LEED Gold University Garage in the nation, this award winning 946 car, 313,000 sf 6 level pre -cast and brick parking structure
and two story 10,000 sf transportation and parking services office building is being showcased in the National Building Museum's House
of Cars exhibit in Washington, D.C. The challenge of coupling high density with a pedestrian - friendly curbside presence was achieved by
designing a triangular structure and positioning it at an angle to the site, with the office portion facing the street and garage structure behind
it. The 2 story office component which is applied on the face of the garage features visually - appealing elements such as an angled two story
cement -faced atrium placed against 6 :story contrasting brick-faced elevator /stairway tower. Awash In natural light, the inside is optimally laid
out with an open two story volume and a 48 foot counter to accommodate high volume student activity on the ground level.
Additional administrative and conference space is located above. To create an airy environment, colors selected for walls, carpeting and
furnishings are cool in palette. Materials are eco- friendly including carpet tiles, 3 -form decorative panels, recycled flax and sealed concrete
flooring, roller shades on windows, and linear fluorescent light fixtures as well as recessed lighting.
Size: six parking levels with 946 spaces; LEED Gold Certified; Cost: $17 Million
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
39 STANDARD FORM 330
(1) FIRM NAME
(2) FIRM LOCATION (City and State)
(3) ROLE
a,
PGAL
Boca Raton FL
Prime Architect and Interior Designer
b
(1) FIRM NAME
(2) FIRM LOCATION (City and State)
(3) ROLE
TLC
Orlando /Deerfield Beach FL
MEP Engineers
39 STANDARD FORM 330
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
F. Example projects which best illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY N0. 7
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State)
South County Courthouse Parking Garage
Delray Beach, Florida
a. PROJECT OWNER
Palm Beach CountyFacilities Development
Operations Capital Improvements Division
2633 Vista Parkway, West Palm Beach, FL 33411
PROFESSIONAL SERVICES
2004
23. PROJECT OWNER'S INFORMATION
b. POINT OF CONTACT NAME
Mr. John Chesher, Director
ichesher@co.palm-beach.fl.us
22. YEAR COMPLETED
CONSTRUCTION (If applicable)
2006
c. POINT OF CONTACT PHONE NO,
561- 233 -0266 Phone
561- 233 -0270 Fax
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (include scope, size, and cost)
PGAL provided complete programming and needs assessment as well as full A/E design services for this parking structure. The garage was
built as part of the first phase of the larger South County Courthouse Expansion project. Expansion of the courthouse itself is in the existing
adjacent lots. This 141,000 SF 3 level garage accommodates 369 cars and was designed to allow for future horizontal expansion, which
would nearly double its size to 725 cars.
The architectural character of the garage is meant to bridge the styles of the existing modern courthouse to the adjacent residential and 'Old
Florida' downtown community of Delray each. Awnings, standing seam metal roofing, decorative grillework, and color all contribute to an
elevation that breaks down the mass of the garage. Construction on the parking garage was completed on a fast -track schedule in time for
the international Davis Cup Tennis Tournament that the City hosts on an annual basis. Providing additional parking for many special events,
the garage serves both the county courthouse and the nearby city public library.
Size: three parking levels with 369 spaces; Cost: $4 Million (Estimated & Actual)
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
(1) FIRM NAME (2) FIRM LOCATION (City and State) (3) ROLE
PGAL Boca Raton, FL Prime Architect
STANDARD FORM 330 40
F. Example projects which best illustrate proposed team's qualifications for this contract 120. EXAMPLE PROJECT KEY No. 8
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21. TITLE AND LOCATION (City and State)
McCarran Intemational Airport T3 Parking Structure
Las Vegas, Nevada
22. YEAR COMPLETED
PROFESSIONAL SERVICES CONSTRUCTION
(If applicable)
2008 2011
23. PROJECT OWNER'S INFORMATION
a. PROJECT OWNER b. POINT OF CONTACT NAME C. POINT OF CONTACT PHONE NO.
McCarron International Airport Randall H. Walker, Director of Airport 702 - 261 -5211 Phone
5757 Wayne Newton Blvd. randyw @mccarran.com 702- 5979553 Fax
Las Vegas, NV 89119
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
dust completed, the new 5,954 car parking structure at McCarron Airport showcases a strong collaboration between PGAL and Walker Parking
Consultants and is part of a two billion dollar airport expansion project which includes a new terminal building, central utility plant, roadway,
and infrastructure system also designed by PGAL. The team provided planning and design for the parking garage, exit toll plaza and parking
office building. The parking structure is accessed at several locations on several levels both by pedestrians and vehicles. There are 9 stair/
stair - elevator towers, 3 pedestrian bridges, and 5 vehicular bridges that interface with the parking garage structure. Structural features include
cast -in- place, post- tensioned concrete and Caissons /drilled pier foundation system. Special features include roadway for pick-off, flight
information display system and parking office building. The team's expertise in functional design, project management, structural engineering,
and creative problem solving resulted in several million dollars in cost savings to the owner.
Size: eight parking levels with 5,954 spaces; Cost $122 million
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
(1) FIRM NAME F121'FIRM LOCATION (City and State) (3) ROLE
b. PGAL Vegas, NV Prime Architect
41 - STANDARD FORM 330
GOVERNMENT
CENTER PARKING
EXPANSION
PROJECT
F. Example projects which best illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY No. 9
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.)
21, TITLE AND LOCATION (City and State) 21 YEAR COMPLETED
Palm Beach County Judicial Center Parking Garage PROFESSIONAL SERVICES CONSTRUCTION (If applicable)
West Palm Beach, Florida 2007 2008
23. PROJECT OWNER'S INFORMATION
a. PROJECT OWNER b. POINT OF CONTACT NAME c. POINT OF CONTACT PHONE NO.
Palm Beach County Mr. John Chesher, Director 561- 233 -0266 Phone
2633 Vista Parkway Facilities Development & Operations 561- 233-0270 Fax
West Palm Beach, FL 33411 chestier @co. pal m- beach.f1.is
24. BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
The existing garage held 1,057 cars and the expansion accommodates additional cars on two levels. Expanding this garage required maxi-
mizing the use of the land. The garage expanded vertically, on top of the existing facility. Parking stall layout was reconfigured throughout the
garage to increase capacity and maximize functionality.
Phased construction allowed the existing facility to remain operational during the construction process. The existing structure was laterally
strengthened to conform to the current wlndload and code requirements. Completed structure features upgraded li hting and a durable low
maintenance facility. Parking Access and Revenue Control System was implemented to increase exit capacity. Additional levels were painted
and architectural elements were incorporated to respond to the courthouse and context of the existing design and downtown area.
Size: 1,811 parking spaces, 94,400 SF /floor; Cost: $12M
25. FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
aI(1) FIRM NAME (2) FIRM LOCATION (City and State) {3) ROLE
PGAL Boca Raton, FL I Prime Architect and Interior Designer
STANDARD FORM 330 42
43
F. Example projects which hest illustrate proposed team's qualifications for this contract 20. EXAMPLE PROJECT KEY 110.
(Present as many projects as requested by the agency, or 10 projects, if not specified. Complete one Section F for each project.) 1 10
21. TITLE AND LOCATION (City and State) 22. YEAR COMPLETED
Parking Garage and Rental Car Center, PROFESSIONAL SERVICES CONSTRUCTION (If applicable)
Hartsfield Jackson Atlanta International Airport 2007 2009
Atlanta, Georgia
23. PROJECT OWNER'S INFOP,MATiON
c. PROJECT OWNER b. POINT OF CONTACT NAME c. POINT OF CONTACT PHONE NO.
City of Atlanta Dept. of Aviation Mr. Todd McClendon 404 - 305-3250 Phone
PO Box 20509, Atlanta, GA 30320
24, BRIEF DESCRIPTION OF PROJECT AND RELEVANCE TO THIS CONTRACT (Include scope, size, and cost)
To accommodate one of the nation's largest airports, PGAL led a joint venture that managed the programming, planning and design of the new
Parking Garages and Rental Car Center at Hartsfieldjackson Atlanta International Airport. The largest consolidated facility in operation today
is located on a 67-acre site near the Airport and is accessed by an aboveground people mover (APMI for customers and an access road that
crosses a major interstate, local highway and a railroad for vehicles. The two four -story parking decks provide 2.8 million SF of parking with
more than 8,700 ready, return and storage parking Spaces and 1,200 additional at -grade storage spaces. The buildings are designed with
glass, masonry and metal panels that clad the exterior and there are nine structural -steel bridges, with concrete metal decking that connect
the two parking garages to the service, center. Designed for maximum efficiency, the layout includes 90 degree parking, stalls that are all 9'
X 18' with a minimum clearance of 10' to and from all points in the garage. Post tension cast -in -place concrete was selected for construction
cost efficiency and high durability. The project was named one of the country's most innovative and challenging construction projects by
Building of America Network, a 15 -year compilation of the nation's most important projects. Also chosen for the Award of Merit in Cateqory
V and Honorable Mention in Categor r II by International Parking Institute's 2011 Awards of Excellence competition. This $242 million Atlanta
CONRAC is the world's largest consolidated rental car center and is featured as a Gold Medal Winner at www.buildingofamerica.com.
Size: 8,700 cars, 2,800,000 Sl Cost: $242 million
25, FIRMS FROM SECTION C INVOLVED WITH THIS PROJECT
(1) FIRM NAME (2) FIRM LOCATION (City and State) {3) ROLE
a. PGAL Atlanta, GA Programmer, Planner, RAC Specialist,
Designer, Architect of Record
STANDARD FORM 330
CITY OF AVENTURA
REQUEST FOR QUALIFICATIONS
11- 9 -21 -2
PROVIDE PROFESSIONAL ARCHITECTURAL AND ENGINEERING
SERVICES TO PLAN, DESIGN AND PERMIT THE GOVERNMENT
CENTER PARKING EXPANSION PROJECT
SUBMITTAL DATE: Wednesday, September 21, 2011 2:00 P.M.
ISSUING DATE: Monday, August 22, 2011
TABLE OF CONTENTS
CONTENTS: PAGE #
FORMAL REQUEST FOR QUALIFICATIONS
4
GENERAL INFORMATION
6
DEFINITIONS
7
REQUEST FOR QUALIFICATIONS
10
GENERAL REQUIREMENTS
10
SERVICES SOUGHT
12
CONTENT OF PROPOSAL
12
CONTENTS OF QUALIFICATION STATEMENT
13
EVALUATION OF PROPOSALS
15
QUESTIONS
16
CITY'S RIGHTS
16
NONCONFORMANCE TO CONTRACT CONDITIONS
16
ASSIGNMENT
17
AWARD OF PROPOSAL
17
IDENTICAL (TIE PROPOSALS)
17
PREFERENCE TO LOCAL BUSINESSES
17
HOLD HARMLESS
17
CANCELLATION
17
DISPUTES
17
ADDENDA, CHANGES OR INTERPRETATIONS DURING
2
BIDDING 18
DEFAULT PROVISIONS 18
INDEMNIFICATION 18
SECONDARY /OTHER VENDORS 19
CONE OF SILENCE PROVISION 19
CAMPAIGN FINANCE RESTRICTIONS ON VENDORS 20
PUBLIC ENTITY CRIME /DISQUALIFICATION 23
CONFLICTS OF INTEREST 24
RESPONDENT'S CERTIFICATION 25
SWORN STATEMENT PURSUANT TO SECTION 287.133(3) (a),
FLORIDA STATUTUES, ON PUBLIC ENTITY CRIMES 27
BUSINESS ENTITY AFFIDAVIT 29
NO BID OR PROPOSAL RESPONSE
REFERENCES
3
31
32
REQUEST FOR QUALIFICATIONS
RFQ # 11- 9 -21 -2
CITY OF AVENTURA
PROVIDE PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES TO
PLAN, DESIGN AND PERMIT THE GOVERNMENT CENTER PARKING EXPANSION
PROJECT.
The City of Aventura, Florida, is advertising for Sealed Proposals, which will be received at the
Office of the City Manager, City of Aventura, 19200 West Country Club Drive, Aventura,
Florida, 33180, until 2:00 P.M. (EST), Wednesday, September 21, 2011 at which time they will
be opened and read aloud for:
The City of Aventura, Florida is requesting the submission of qualifications from
professional architectural and engineering firms to plan, design and permit the
Government Center Parking Expansion facility.
Office of the City Manager
City of Aventura
19200 West Country Club Drive
Aventura, FL 33180
Submittals must be received no later than 2:00 p.m. on Wednesday, September 21,
2011 and clearly marked on the outside "RFQ # 11- 9 -21 -2 PROVIDE PROFESSIONAL
ARCHITECTURAL AND ENGINEERING SERVICES TO PLAN, DESIGN AND
PERMIT GOVERNMENT CENTER PARKING EXPANSION PROJECTS ". Late
submittals will not be accepted.
Interested parties may obtain the Request for Qualifications (RFQ) package from
www.demandstar.com or www.citvofaventura.com /finance /bids.shtml, on or after
Monday, August 22, 2011. The RFQ package contains detailed information about the
Statement of Work, Proposal submission requirements and selection procedure
resulting from this RFQ.
Any or all questions should be directed to Indra Sarju, Purchasing Agent at (305) 466-
8925.
Pursuant to City Code Sec. 2 -260 (Ordinance 2002 -12), public notice is hereby given
that a "Cone of Silence" is imposed concerning this City's competitive purchasing
process, which generally prohibits communications concerning the RFQ from the time
of advertisement of the RFQ until the beginning of the City Commission meeting at
which the City Manager makes a written recommendation to the City Commission
concerning the competitive purchase transaction. Please see the detailed specifications
for the public solicitation for services for a statement fully disclosing the requirements of
the "Cone of Silence ".
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The City of Aventura reserves the right to accept or reject any and /or all proposals or
parts of proposals, to workshop or negotiate any and all proposals, to waive
irregularities, and to request re- proposals on the required materials or services.
Eric M. Soroka
City Manager
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GENERAL INFORMATION
A. SCOPE OF SERVICES:
Provide Professional Architectural And Engineering Services To Plan, Design And
Permit Government Center Parking Expansion Project.
B. PROPOSAL DUE DATES:
Complete proposals are due on Wednesday, September 21, 2011 at 2:00 p.m.
Proposals must be received in the Office of the City Manager by the date and time
indicated, with opening immediately following at the City of Aventura, 19200 West
County Club Drive, Aventura, FL 33180.
Proposals should be addressed or delivered to:
RFQ # 11- 9 -21 -2
Office of the City Manager
City of Aventura
19200 West Country Club Drive
Aventura, FI 33180
Questions Concerning this RFQ should be directed to:
Ms. Indra Sarju, Purchasing Agent
City of Aventura
19200 W. Country Club Drive
Aventura, FL 33180
Phone: 305 - 466 -8925
Email: sarjui -cityofaventura.com
In order to facilitate review of the proposals, each proposer must submit an
original with one (1) CDs that contain your a single PDF file that contains
your entire response in the order as presented in the Proposer document,
including any attachments plus five (5) additional copies with CDs of the
RFP response on or before the submission deadline indicated herein.
THE RESPONSIBILITY FOR OBTAINING AND SUBMITTING A PROPOSAL
TO THE OFFICE OF THE CITY MANAGER ON OR BEFORE THE STATED
DATE AND TIME OF:
WEDNESDAY, SEPTEBER 21, 2011 AT 2:00 PM
C•
C.
IS SOLELY AND STRICTLY THE RESPONSIBILITY OF THE PROPOSER.
THE CITY IS NOT RESPONSIBLE FOR DELAYS CAUSED BY ANY MAIL,
PACKAGE OR COURIER SERVICE, INCLUDING THE U.S. MAIL, OR CAUSED
BY ANY OTHER OCCURRENCE. ANY PROPOSAL RECEIVED AFTER THE
DATE AND TIME STATED IN THE SOLICITATION TIMETABLE IN THIS
REQUEST FOR PROPOSAL WILL NOT BE OPENED AND WILL NOT BE
CONSIDERED. TELEGRAPHIC OR FACSIMILE PROPOSALS SHALL NOT BE
CONSIDERED.
Hand - carried Proposals may be delivered to the above address during the City's
regular business hours, Monday through Friday, excluding holidays observed by
the City, but not beyond the Due Date and Time. Proposers are responsible for
informing any commercial delivery service, if used, of all delivery requirements
and for ensuring that the required information appears on the outer wrapper or
envelope used by such service.
The Proposal must be signed by an authorized officer of the Proposer who is
legally authorized to enter into a contractual relationship in the name of the
Proposer. The submittal of a Proposal by a Proposer will be considered by the
City as constituting an offer by the Proposer to perform the required services,
and /or provide the required goods, at the price stated by the Proposer.
ACRONYMS /DEFINITIONS
For the purposes of this Request for Qualifications (RFQ), the following
acronyms /definitions will be used:
Contract Shall refer to the Contract that may result from this Request for
Proposals.
Contractor The organ ization(s) /individual(s) that is awarded and has an
approved contract with the City for the services identified in this
RFQ.
City /Owner City of Aventura or designated representative when appropriate
Commission The term Commission as used throughout this document will
mean the City Commission of City of Aventura, Florida.
Competitive
Solicitation Means an invitation to bid, a request for proposal, or an
invitation to negotiate.
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Due Date & Time Shall refer to the due date and time listed in the Solicitation
Timetable of this Solicitation.
Evaluation
Committee An independent committee comprised solely of representatives
of the City established to review proposals submitted in
response to the RFQ, score the proposals, and recommend a
Proponent(s).
FSS Florida State Statutes
May Indicates something that is not mandatory but permissible.
Offeror Shall refer to any offerer(s) submitting an Offer in response to
this Request for Proposal.
Proposal Shall refer to any offer(s) submitted in response to this Request
for Proposal.
Proponent Organization /individual submitting a bid /proposal in response to
this RFQ.
Proposer Shall refer to anyone submitting a Proposal in response to the
Request for Qualifications.
Provider or Shall refer to the Proposer receiving an award as result of this
Successful Request for Qualifications.
Proposer
RFQ Request for Qualification
Request for Proposal,
RFQ or Solicitation Shall mean this Request for Proposal including all Exhibits and
Attachments as approved by the City and amendments or
change orders issued by the City.
Responsible Vendor A vendor who has the capability in all respects to fully perform
the contract requirements and the integrity and reliability that
will assure good faith performance
Responsive
Bid /proposal A bid or proposal or reply submitted by a responsive and
responsible vendor that conforms in all material respects to the
solicitation.
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Shall /Must Indicates a mandatory requirement. Failure to meet a
mandatory requirement will, if material, result in the rejection of
a proposal as non - responsive.
Should Indicate something that is recommended but not mandatory. If
the Proponent fails to provide recommended information, the
City may, at its sole option, ask the Proponent to provide the
information or evaluate the proposal without the information.
Failure after demand will result in rejection.
Sub - Contractor &
Sub - Consultant Shall refer to any person, firm, entity, or organization, other than
the employees of the Successful Proposer, who contract with
the Successful Proposer to furnish labor, or labor and materials,
in connection with the Work or Services to the City, whether
directly or indirectly, on behalf of the Successful Proposer.
Work, Services,
Program, Project or
Engagement Shall refer to all maters and things that will be required to be
done by the Successful Proposer in accordance with the Scope
of Work and the Terms and Conditions of this Solicitation.
THE REST OF THIS PAGE IS INTENTIONALLY LEFT BLANK
E
REQUEST FOR QUALIFICATIONS
SUBJECT: Provide Professional Architectural and Engineering
Services to Plan, Design and Permit GOVERNMENT
CENTER PARKING EXPANSION PROJECT
OPENING DATE & TIME: September 21, 2011 @ 2:00 P.M.
SUBMIT TO: Office of the City Manager
City of Aventura
19200 West Country Club Drive
Aventura, Florida 33180
RFQ NUMBER: 11- 9 -21 -2
INTENT
The City of Aventura, Florida is requesting the submission of qualifications from
professional architectural and engineering firms to plan, design and permit the
GOVERNMENT CENTER PARKING EXPANSION PROJECT. This proposal is being
issued pursuant to Florida Statutes Section 287.055: "the Consultants' Competitive
Negotiation Act ". The proposer(s) selected to provide the service(s) requested herein
shall be required to execute a contract with the City. Upon authorizations of the City
Commission, the City Manager shall negotiate all aspects of the Contract with the
successful Proposer(s) on behalf of the City.
BACKGROUND
The City of Aventura is located in Northeast Miami -Dade County, Florida. It's
Government Center is located at 19200 W. Country Club Drive. The project consists of
adding a second level to the parking area adjacent to the Government Center.
GENERAL REQUIREMENTS
A. Proposers must have been in business for a period of no less than five years.
In the event of a joint venture, at least one of the entities must have been in
business for a period of no less than five years.
B. The original proposal with CDs and five (5) additional copies of the RFQ
response must be furnished on or before the submission deadline indicated
herein.
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C. Costs of preparation of a response to this RFQ are solely those of the
Proposer's. The City of Aventura assumes no responsibility for any such
costs incurred by the Proposer's.
D. Proposing team members responding to this RFQ must be present at the
presentation to the Selection Committee. The Committee will conduct no
phone interviews.
E. The contents of the written proposal of the successful firm will become part of
the contractual obligations.
F. Proposers shall respond to each item in the Content Proposal Section.
G. Proposals shall be typed or printed. All corrections made by the Proposer
prior to the initial screening must be initialed and dated by the Proposer. No
changes or corrections will be allowed after the initial screening of proposals
has commenced.
H. The City of Aventura reserves the right to accept or reject any or all
proposals, with or without cause, to waive technicalities, or to accept the
proposal which, in its sole judgment, serves the best interest of The City of
Aventura.
Any person submitting a proposal in response to this invitation must execute
Form PUR.7068. SWORN STATEMENT UNDER SECTION 287.133(A),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES, including proper
check(s) in the space provided, and enclosed said form with the proposal
(See attached for blank form).
J. The City reserves the right to issue modifications or addenda to more fully
meet the needs of the City.
K. By submitting a proposal, the Proposer certifies that he or she has fully read
and understands the proposal method and has full knowledge of the scope,
nature, and quality of work to be performed.
L. The City reserves the right to negotiate modifications to proposals that it
deems acceptable, reject any and all proposals, and to waive minor
irregularities in the procedure.
M. All firms submitting a proposal shall document the date and time they visited
the project site.
N. All proposals submitted shall be binding for one hundred twenty (120)
calendar days following opening. Proposals should be prepared simply and
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economically, providing a straightforward, concise description of the
Proposer's ability to fulfill the requirements of the proposal.
O. In accordance with Chapter 119 Florida Statutes (Public Records Law), and
except as may be provided by other applicable State and Federal Law, all
Proposers should be aware that Request for Proposals or Request for
Qualifications and the responses are public record. All proposals received in
response to this Request for Proposal or Request for Qualifications will
become the property of the City of Aventura and will not be returned to the
Proposers. In the event of contract award, all documentation produced as
part of the contract will become the property of the City.
SERVICES SOUGHT
A design team ( "Consultant ") is needed to provide professional services that include,
but are not limited to: conceptual design, field investigations and observations,
programmatic planning, cost estimating (opinions of probable cost), value engineering
associated with budgetary constraints schematic designs, design development, permit
dry-run, construction documents, preparation of specifications and specific bid
conditions, assistance with bid evaluations, construction administration, related
consulting services, and other miscellaneous services as may be required by City. The
Successful Proposer will be required to develop their design based on the input of the
City staff.
Cost estimates shall be assembled based on the construction drawings, details and
specifications. Cost estimates shall be referenced to the source.
The consultant will present the construction schematics, drawings, details,
specifications and cost estimates to the City Manager and other appropriate City
officials at various stages of design development as determined by the City Manager.
Consultant will be available throughout the construction phase of the project to insure
performance of contractor, resolve any related issues, to make inspections and to verify
that the project was constructed in compliance with approved design plans and
specifications, including all duly authorized amendments to those approved plans.
Consultant will be expected to coordinate with designated City personnel and may be
required to coordinate all or some of the project phases with a Construction Manager
selected by the City and responsible directly to the City under separate contract.
CONTENT OF PROPOSAL
Submission Content
The following documents must be submitted as part of the Response to this RFQ:
Each submittal must contain the following documents, each fully completed, and signed
as required in an 8 Y2" X 11" format. Submission of such information will be deemed a
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waiver of any confidentiality or other such protection, which would otherwise be
available to the Proposer and to any proposed Sub - Consultant. Proposers and their
respectively proposed Sub - Consultants are hereby notified that all information
submitted as part of, or in support of their proposals will be available for public
inspection after opening of Proposal(s), in compliance with Florida Public Records Law.
Electronic copies shall be submitted on CD -ROM using either Microsoft Word, Excel,
pdf, and /or PowerPoint as applicable. Submittals which do not include all required
documentation, or are not submitted in the required format, may be deemed to be non-
responsive. Non - responsive submittals will receive no further consideration.
A. CONTENTS OF QUALIFICATION STATEMENT:
1. Cover Sheet
The cover sheet shall clearly identify the Proposer' name, contact person's
name, Title of RFQ, RFQ Number, address and telephone number of
Proposer.
2. Table of Contents
The table of contents should outline in sequential order the major areas of the
submittal, including enclosures. All pages must be consecutively numbered
and correspond to the Table of Contents.
3. Executive Summary
Provide an Executive Summary that includes: a brief narrative including a
statement of interest; identification of key staff personnel, any and all Sub-
contractors, and work to be performed by each, if applicable; an
understanding of the scope of work, the Proposer's project manager /contact
person; and deliverables.
4. Narrative
Provide a narrative which addresses the scope of work, the proposed approach to the
work, understanding of the key elements, potential innovative alternatives, and any
other information called for by the RFQ. The narrative shall include:
Project Approach, Workload and Schedule
Describe the overall approach and methodology including the process for
receiving input on desired design elements and objectives.
Provide an understanding of the Scope of Work and the purpose, goals
and objectives of the facility including the most important issues for
this project and how the Proposer will address /resolve these issues.
Discuss how Proposer would supervise each of the Project Team Sub -
consultants, personnel and manage engagement in order to meet
deadline(s) and budget.
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List your current projects, both under contract and those selected but
pending execution, and discuss the firm's ability to allocate appropriate
time and resources to the project, in addition to current and expected
workload.
Qualifications of the Proposer (Prime Consultant)
This section should include:
Proposer's Qualification Statement and Standard Form (SF) 330 and any
other documentation which demonstrates their ability to satisfy all of
the minimum qualification requirements.
The firm's number of years of experience providing the required
professional services including the design of parking facilities and
decks.
The number of years of experience in serving as the lead project Architect
for new facilities of similar size, scope and complexity.
Experience in working with local governments.
Licenses, memberships and /or accreditations in professional
organizations, and any other pertinent information shall be submitted.
A table of organization (TO) for the prime Proposer's firm.
Disclosure, in detail, of any and all judgments, suits, claims, arbitrations
and back - charges asserted or awarded against the prime Proposer
within the past five (5) years where the threshold is in excess of
$100,000.
Qualifications of the Project Team
This section should include:
Proposers Qualification Statement and Standard Form 330
The members of the project team, including; name, qualifications, and
specific roles and tasks to be performed for this Project by each team
member.
A brief resume including education, experience, licenses, previous
working relationships and work performed of a similar nature and any
other pertinent information for each team member, including Sub -
Consultants, identifying experience of a similar nature on of parking
facilities and decks.
Identify where the team as a whole also has such experience on design of
similar projects.
Documentation demonstrating the consulting team's ability to satisfy all
the minimum requirements.
A table of organization (TO) for the consulting team.
Project Manager's Experience:
This section should include:
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A comprehensive summary and copies of resume, education, licenses,
experience and qualifications of the individual(s) who will serve as the
Project Manager.
The brief summary must include experience in projects of a similar nature
for new facilities of similar, size, scope and complexity.
Include all experience and expertise relating to projects of a similar nature
and scale, and the coordination of such work performed by multiple
Sub - Consultants.
The individual MUST have a minimum of five (5) years' experience in
similar projects, and have served as Project Manager /Construction
Manager on similar projects on a minimum of three (3) previous
Previous Similar Projects:
Projects are to be listed in order of relevancy and should include:
A summary of projects of similar size, scope and complexity, with detailing
regarding cost and budget control, quality of work, compliance with
performance schedules and standards, who performed the work and
what function and role, i.e., the prime Proposer as presently existing;
an employee (present/past) of Proposer; proposed Project Team (Sub -
Consultants) and /or Team member(s); whether proposed Project
Manager or other individual not proposed spearheaded said project,
etc. In its response, include:
❑ Client name, address, phone number.
❑ Description of work performed.
❑ Year the project was completed.
❑ Total cost of the similar project and /or construction, both
estimated and actual. Indicate reason(s) for any cost
overruns
A client contact person, name, title, and telephone number for each
project cited.
Describe the Proposer's most relevant projects including information
above,project photographs and renderings, 8 %2" x 11"
EVALUATION OF PROPOSALS
A Review Committee consisting of the City Manager, Capital Projects Manager,
Community Services Director and other City Staff will evaluate written proposals.
Evaluation will include the following criteria:
❑ Qualification and experience of personnel who will be directly involved in all
elements of the work.
❑ Project approach and methodology.
❑ Firm size, age, and organizational structure.
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❑ Firm's experience with projects that is similar to the requests of this RFQ.
❑ Innovative ideas as evidenced by the submittal.
2. The highest ranked proposals will be identified and those firms will be requested to
make a formal presentation before the selection committee. The selected firms will
then be ranked according to the content of their presentations. The City Manager
will then recommend that the City Commission adopt a Resolution authorizing the
City Manager to negotiate an agreement with the highest- ranking firm to provide
services for the City of Aventura.
QUESTIONS
Questions concerning this Request for Qualifications should be directed in writing to:
Indra K. Sarju, CPPB, Purchasing Agent
City of Aventura
19200 West Country Club Drive
Aventura, FL 33180
sarjui@cityofaventura.com
Issues of substance that are brought to the attention of the City will be responded to in
writing, and copies provided to all firms who have received copies of the RFQ.
CITY'S RIGHTS
The City of Aventura reserves the right to accept or reject any and /or all proposals or
parts of proposals, to workshop or negotiate any and all proposals, to waive
irregularities, and to request re- proposals on the required materials or services. The
City Commission shall make final determination and award of proposal(s).
All materials submitted in response to the Request for Qualifications become the
property of the City of Aventura and will be returned only at the option of the City. The
City has the right to use any or all ideas presented in any response to the RFQ, whether
amended or not, and selection or rejection of the Proposal does not affect this right,
provided however, that any submittal that has been submitted to the City Manager's
Office may be withdrawn prior to submittal opening time stated herein, upon proper
identification and signature releasing submittal documents back to the proposing firm.
NONCONFORMANCE TO CONTRACT CONDITIONS:
Services offered must be in compliance with RFQ /RFP conditions and specifications
and any resulting agreement at all times. Services not conforming to RFQ /RFP
conditions, specifications or time frames may be terminated at proposer(s) expense and
acquired on the open market. Any increase in cost may be charged against the
proposer.
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ASSIGNMENT
The contractor shall not transfer or assign the performance required by this proposal
without the City's prior written consent. Any award issued pursuant to this proposal
invitation and monies which may be payable by the City, are not assignable except with
the City's prior written approval.
AWARD OF PROPOSAL
The City reserves the right to accept or reject any and /or all proposals or parts of
proposals, to workshop or negotiate any and all proposals, to waive irregularities, and to
request new proposals on the required materials or services. The City also reserves
the right to award the contract on a split order basis, group by group or item by item, or
such combination as will best serve the interests of the City unless otherwise stated.
The City also reserves the right to waive minor variations to the specifications
(interpretation of such to be made by the applicable department personnel). Final
determination and award of proposal (s) shall be made by the City Commission.
IDENTICAL (TIE PROPOSALS)
Shall be awarded by the City in compliance with Florida State Statutes providing for a
drug free workplace and also City Ordinance #96 -07; that is, in the event of an identical
tie bid, a preference shall be given to a business having a drug free workplace under
Florida State Statute 287.087, as amended. Failure to provide proof of compliance
when requested shall be just cause for rejection of the proposal as determined by the
City, holding the City harmless for such rejection.
PREFERENCE TO LOCAL BUSINESSES
Pursuant to Section 1(G), of Ordinance
(corporate limits) of the City shall receiv e
during the tabulation of bid proposals."
HOLD HARMLESS
No. 96 -07, "businesses located within the
a preference bonus of 10% or 10 points
All proposers shall hold the City, its officials and employees harmless and covenant not
to sue the City, its officials and employees from their decisions to reject, award or not
award a proposal, as applicable.
CANCELLATION
Failure on the part of the vendor to comply with the conditions, specifications,
requirements and terms as determined by the City, shall be just cause for cancellation
of the award, with the vendor holding the City harmless.
DISPUTES
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If any dispute concerning a question of fact arises under this contract, other than
termination for default or convenience, the dispute will be handled in accordance with
Section 2 -259 of the City Code.
ADDENDA, CHANGES OR INTERPRETATIONS DURING BIDDING
Any inquiry or request for interpretation received five (5) or more days prior to the date
fixed for the opening of the proposals will be given consideration. All such changes or
interpretations will be made in writing in the form of an addendum and, if desired, will be
mailed or sent by available means to all known prospective proposers not later than the
established proposal opening date. Each prospective proposer shall acknowledge
receipt of such addenda by including it in the proposal form. In case any proposer fails
to include such addenda or addendum, his proposal will nevertheless be considered as
though it had been received and acknowledged and the submission of his proposal will
constitute acknowledgement of the receipt of same. All addenda are a part of the
contract documents and each proposer will be bound by such addenda, whether or not
received by him. It is the responsibility of each prospective proposer to verify that he
has received all addenda issued before proposals are opened.
Any questions regarding the specifications may be directed to the Finance Department,
Indra Sarju, Purchasing Agent, located at 19200 W. Country Club Drive, Aventura, FL
33180, (305) 466 -8925. Under no circumstances will the City accept facsimile
transmissions in lieu of a sealed proposal. Any proposals received in the above
manner will be deemed unresponsive and a "no proposal" will be entered for the
proposer.
No verbal or written information which is obtained other than by information in this RFP
or by Addenda to this RFP shall be binding on the CITY.
DEFAULT PROVISIONS
In case of default by the proposer or contractor, the City may cancel the service
agreements, procure the articles or services from other sources and hold the proposer
or contractor responsible for any excess costs occasioned or incurred thereby.
INDEMNIFICATION
The contractor shall indemnify, save harmless and defend the City, its officers, agents
and employees from and against any claims, demands or causes of action of
whatsoever kind or nature arising out of error, omission, negligent act, conduct or
misconduct of the contractor, his agents, servants or employees in the provision of
goods or the performance of services pursuant to this proposal and /or from any
procurement decision of the City including without limitation, awarding the contract to a
contractor.
M
SECONDARY/OTHER VENDORS
The City reserves the right in the event the primary proposer cannot provide an item(s)
or Service(s) in a timely manner as requested, to contact the second best proposer of
this RFP to perform said service. If the secondary contractor is unavailable, the City
reserves the right to seek and obtain other sources without thereby violating the intent
of the contract.
CONE OF SILENCE PROVISION
A. Notwithstanding any other provision of these specifications, the provisions of
City Code Sec. 2 -260 "Cone of Silence" are applicable to this transaction.
The "Cone of Silence," as used herein, means a prohibition on any
communication regarding a particular Request For Proposal ( "RFP "), Request
for Qualification ( "RFQ ") or bid, between:
a potential vendor, service provider, proposer, bidder, lobbyist, or
consultant, and
the City Commission, City's professional staff including, but not
limited to, the City Manager and his or her staff, any member of the
City's selection or evaluation committee.
B. The Cone of Silence shall be imposed upon each RFP, RFQ and bid
after the advertisement of said RFP, RFQ or bid.
C. 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. 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 such time as the Manager makes a subsequent written
recommendation.
D. The Cone of Silence shall not apply to:
(1) oral communications at pre -bid conferences;
(2) oral presentations before selection or evaluation
committees;
(3) public presentations made to the City Commissioners
during any duly noticed public meeting;
(4) communications in writing at any time with any City
employee, unless specifically prohibited by the applicable
RFP, RFQ or bid documents. The bidder or proposer
shall file a copy of any written communication with the
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City Clerk. The City Clerk shall make copies available to
any person upon request;
(5) communications regarding a particular RFP, RFQ or bid
between a potential vendor, service provider, proposer,
bidder, lobbyist or consultant and the City's Purchasing
Agent or City employee designated responsible for
administering the procurement process for such RFP,
RFQ or bid, provided the communication is limited strictly
to matters of process or procedure already contained in
the corresponding solicitation document;
(6) communications with the City Attorney and his or her
staff;
(7) duly noticed site visits to determine the competency of
bidders regarding a particular bid during the time period
between the opening of bids and the time the City
Manager makes his or her written recommendation;
(8) any emergency procurement of goods or services
pursuant to City Code;
(9) responses to the City's request for clarification or
additional information;
(10) contract negotiations during any duly noticed public
meeting;
(11) communications to enable City staff to seek and obtain
industry comment or perform market research, provided
all communications related thereto between a potential
vendor, service provider, proposer, bidder, lobbyist, or
consultant 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.
E. Please contact the City Attorney for any questions concerning Cone of
Silence compliance.
F. Violation of the Cone of Silence by a particular bidder or proposer shall
render any RFP award, RFQ award or bid award to said bidder or proposer
voidable by the City Commission and /or City Manager.
CAMPAIGN FINANCE RESTRICTIONS ON VENDORS
A. Pursuant to Ordinance 2005 -14; City Code Section 2 -420, vendors of the City
are prohibited from in any way providing campaign contributions to City
Commission candidates.
B. City Code Sec. 2 -420. Prohibited campaign contributions by vendors.
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(a) General, prohibition, disqualification, definitions.
(1) a. No vendor shall give, solicit for, deliver or provide a campaign
contribution directly or indirectly to a candidate, or to the campaign
committee of a candidate, for the Offices of Mayor or Commissioner.
Commencing on the effective date of this article, all proposed City
contracts, as well as requests for proposals (RFP), requests for
qualifications (RFQ), requests for letters of interest (RFLI), invitations to
submit qualifications (ISQ) or solicitations of bids issued by the City, shall
incorporated notice of this section so as to notify potential vendors of the
proscription embodied herein.
b. No candidate or campaign committee of a candidate for the Offices
of Mayor or Commissioner, shall deposit into such candidate's campaign
account any campaign contribution which is received directly or indirectly
from a vendor or which such candidate or campaign committee knows or
should know was solicited by or for a vendor or delivered or provided for
a vendor. Candidates (or those acting on their behalf) shall ensure
compliance with this code section by confirming through examination of
the official vendor list which is posted on the City of Aventura website to
verify the vendor status of any potential contributor. A candidate or the
campaign committee of a candidate shall not be in violation of this
subsection if the vendor ways' not listed as a vendor in the City website
at the time that the contribution was received or deposited so long as the
candidate or the campaign committee of a candidate did not know that
the person or entity was a vendor of the City.
(2) Each prohibited act of giving, soliciting for, delivering or providing a
campaign contribution or depositing a campaign contribution in violation
of this section shall constitute a separate violation. All contributions
deposited into a candidate's campaign account in violation of this section
shall be forfeited to the City's general revenue fund.
(3) a. A person or entity, other than a then existing vendor, who
directly or indirectly makes a campaign contribution to a candidate who is
elected to the office of Mayor or Commissioner shall be disqualified for a
period of 12 months following the swearing in of the subject elected
official from serving as a vendor with the City. A then existing vendor who
directly or indirectly makes a contribution to a candidate who is elected to
the Office of Mayor or Commissioner, shall be disqualified from serving
as a vendor with the City for a period of 12 months from a final finding of
a violation of this section, or from the time of action on a waiver request
by the City Commission pursuant to subsection (b) below, in the event
that a waiver is sought by the vendor. In the event that such waiver
request for a particular transaction is granted, the affected vendor shall
nonetheless be disqualified from serving as a vendor with the City as to
any other goods, equipment or services to be provided by the vendor to
the City, beyond the vendor goods, equipment or services which are the
subject matter of any waiver which is granted. In the event such waiver
request is denied for a particular transaction the 12 -month disqualification
21
period shall continue to apply to both the particular transaction for which
the waiver was sought, as well as all other vendor activities for the
provision of goods, equipment or services to the City during that 12-
month period.
b. For purposes of this section, the term "disqualified" shall be defined
to include:
1. Termination of a contributor /vendor's existing contracts with the City,
subject to the applicable waiver provisions of subsection (b) herein; and
2. Disqualification of a contributor's response to solicitation requests
for prospective vendor contracts with the City, subject to the applicable
waiver of subsection (b) herein.
(4) As used in this section:
a. Vendor.
1. A "vendor" is a person and /or entity who has been selected by the
City as the successful bidder on a present or pending bid to provide to
the City goods, equipment or services, or has been approved by the City
of a present or pending award to provide to the City goods, equipment or
services, prior to, upon or following execution of a contract, or purchase
order.
2. "Vendor" shall include natural persons and /or entities who hold a
controlling financial interest in a vendor entity. The term "controlling
financial interest" shall mean the 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. The term "firm"
shall mean a corporation, partnership, business trust or any legal entity
other than a natural person.
3. "Vendor" shall not include City officers or employees.
4. For purposes of this section, "vendor" status shall terminate upon
completion of performance of the agreement for the provision of goods,
equipment or service.
b. Services. For purposes of this section, the term "services" shall
mean the rendering by a vendor through competitive bidding or
otherwise, of labor, professional and /or consulting services to the City,
including, but not limited to, the provision of lobbying services to the City.
C. Campaign contributions. The term "campaign contribution" shall
have the meaning which is ascribed to the term "contributions" pursuant
to F.S. § 106.011, as amended.
(b) Waiver of prohibition.
(1) Criteria for waiver. The requirements of this section may be waived
by the affirmative vote of five members of the City Commission for a
particular transaction after a public hearing, upon finding that:
a. The goods, equipment or services to be involved in the proposed
transaction are unique and the City cannot avail itself of such goods,
equipment or services without entering into a transaction which would
violate this section but for waiver of its requirements; or
22
b. The business entity involved in the proposed transaction is the sole
source of supply as determined by the City Manager in accordance with
procedures established by the City Manager; or
c. An emergency contract (as authorized by subsection 2- 253(5) of this
Code) must be made in order to protect the health, safety or welfare of
the citizens of the City; or
d. A contract for the provision of goods, equipment or services exists
which, if terminated by the City would be substantially adverse to the best
economic interests of the City.
(2) Limited waiver. Notwithstanding the denial of the City Commission
of a waiver request regarding the provision of goods, equipment or
services under an existing contract pursuant to subsection (b)a. above,
the City Commission, may by the affirmative vote of five members of the
City Commission after a public hearing, grant a limited waiver concerning
an existing contract for the provision of goods, equipment or services
between a vendor and the City upon finding that in order to protect the
health, safety and welfare of the citizens of the City, it is necessary that
the affected contract be continued for a limited duration (not to exceed a
period of six months) in order for the City to obtain a replacement vendor.
(3) Full disclosure. Any grant of a waiver or limited waiver by the City
Commission must first be supported with a full disclosure of the subject
campaign contribution.
(c) Implementation. The City Manager is authorized to adopt additional
procurement procedures for goods, equipment or services to implement
this section. These procedures shall provide for the assembly,
maintenance and posting of an official City vendor list as referenced
above.
(d) Penalty. The Ethics Commission created pursuant to Miami -Dade
County Ordinance 97 -105, shall have primary jurisdiction for enforcement
of this section. A finding by the Ethics Commission that a person violated
this section, shall subject such person to an admonition or public
reprimand and /or a fine of $250.00 for the first violation, and $500.00 for
each subsequent violation.
(e) Applicability. This section shall be applied only prospectively to
campaign contributions which are made after the date of this section.
(Ord. No. 2005 -14, § 3, 10- 11 -05)
PUBLIC ENTITY CRIME /DISQUALIFICATION
Pursuant to Section 287.133(3)(a), Florida Statute all proposers are advised as follows:
"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 bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit
bids on leases of real property to a public entity, may not be awarded or perform work
23
as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity, and may not transact business 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 from the date of being placed on the
convicted vendor list."
CONFLICTS OF INTEREST
The award of any contract hereunder is subject to the provisions of Chapter 112,
Florida State Statutes. BIDDER's must disclose with their Bids, the name of any officer,
director, partner, associate or agent who is also an officer or employee of the City of
Aventura or its agencies.
THE REST OF THIS PAGE IS INTENTIONALLY LEFT BLANK
24
RESPONDENT'S CERTIFICATION
RFQ # 11- 9 -21 -2
PROVIDE PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES TO
PLAN, DESIGN AND PERMIT GOVERNMENT CENTER PARKING EXPANSION
PROJECT
I have carefully examined the Request for Qualification.
I hereby propose to furnish the services specified in the Request for Qualification. I
agree that my submittal will remain firm for a period of at least 120 days in order to
allow the City adequate time to evaluate the submittals and determine a ranking of the
most qualified firms.
I certify that all information contained in this submittal is truthful. I further certify that I
am duly authorized to provide this submittal on behalf of the firm as its act and deed
and that the firm is ready, willing and able to perform if awarded the contract.
I further certify, under oath, that this submittal is made without prior understanding,
agreement, connection, discussion, or collusion with any other person, firm or
corporation tendering a submittal for the same service, that no officer, employee or
agent of the City of Aventura or any other respondent is interested in said submittal;
and that the undersigned executed this Respondent's Certification with full knowledge
and understanding of the matters therein contained and was duly authorized to do so.
Addendum #
Dated
Addendum #
Dated
Addendum #
Dated
NAME OF BUSINESS
SIGNATURE
NAME & TITLE, TYPED OR PRINTED
MAILING ADDRESS
CITY, STATE, ZIP CODE
L)
TELEPHONE NUMBER
FAX NUMBER
25
STATE OF )
) SS
COUNTY OF )
The foregoing instrument was sworn to and subscribed
20 by
personally known to me or produced
identification.
before me this day of
who is
NOTARY PUBLIC, State of
Print Name:
Commission No.: _
Commission Expires:
W
as
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 OFFICAL
AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted to the CITY OF AVENTURA, FLORIDA
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. 1 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 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 misrepresentations.
3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133 (1) (b), Florida
Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an
adjudication of guilt, in any federal or state trial court of record relating to charges brought
by indictment or information after July 1, 1989, as a result of a jury verdict, non -jury trial, or
entry of a plea of guilty or non contendere.
4. 1 understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes,
means:
1. A predecessor or successor of a person convicted of a public entity crime; or
2. An entity under the control of any natural person who is active in the management of the
entity and who has 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 another person, or a pooling of equipment
or income among persons when not for fair market value under an arm's length
agreement, shall be a prima facie case that one person controls another person. A
person who knowingly enters into a joint venture with a person who has been convicted
of a public entity crime in Florida during the preceding 36 months shall be considered an
affiliate.
27
5. 1 understand that a "person" as defined in Paragraph 287.133(1) (e), Florida Statutes,
means any natural person or entity organized under the laws of any state or of the United
States with legal power to enter into a binding contract and which bids or applies to bid 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, and 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
relations 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, 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. 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 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 20_
Personally known
OR
Produced identification
W
Name of Notary
Notary Public — State of
BUSINESS ENTITY AFFIDAVIT
(VENDOR/BIDDER DISCLOSURE)
1, , being first duly sworn
State:
The full legal name and business address of the person(s) or entity contracting or
transacting business with the City of Aventura ( "City ") are (Post Office addresses are
not acceptable), as follows:
Federal Employer Identification Number (If none, Social Security Number)
Name of Entity, Individual, Partners or Corporation
Street Address Suite City State Zip Code
OWNERSHIP DISCLOSURE AFFIDAVIT
1. If the contact or business transaction is with a corporation, the full legal name
and business address shall be provided for each officer and director and each
stockholder who holds directly or indirectly five percent (5 %) or more of the
corporation's stock. If the contract or business transaction is with a trust, the full
legal name and address shall be provided for each trustee and each beneficiary.
All such names and addresses are (Post Office addresses are not acceptable),
as follows:
Full Legal Name Address Ownership
29
The full legal names and business address of any other individual (other than
subcontractors, material men, suppliers, laborers, or lenders) who have, or will have,
any interest (legal equitable, beneficial or otherwise) in the contract or business
transaction with the City are (Post Office addresses are not acceptable), as follows:
Signature of Affiant
Print Name
Date
Sworn to and subscribed before me this day of , 20
Personally known
OR
Produced identification
Type of identification
30
Notary Public
Notary Public — State of
My Commission expires:
Printed, typed or stamped
commissioned
CITY OF AVENTURA
"NO BID or PROPOSAL" RESPONSE
If your firm is unable to submit a bid, please complete and return this form prior to date
shown for receipt of proposal, and return to:
CITY OF AVENTURA
We have declined to propose on RFQ # 11- 9 -21 -2, for the following reasons:
We do not offer this service /product
Our schedule would not permit us to perform
Unable to meet specifications
Unable to meet bond /insurance requirements
Specifications unclear (please explain below)
Other (please specify below)
REMARKS
Typed Name and Title
Company Name
Address
Business Phone Fax Number
31
REFERENCES
Proposer shall submit as a
part of the proposal package, at least five (5) business
references with Project Name/Title,
Client Name with Address, Telephone & Fax
Numbers, Project Location,
Fee Charged, Source of Funds, and Performance Period
that have utilized the services being proposed to the City. (Indicates required
information)
Name:
Contact Name:
*Address:
*Telephone No.:
*Fax No.:
Cell Phone No.:
Email:
Date of Contract:
................................................
...............................
Name:
Contact Name:
*Address:
*Telephone No.:
*Fax No.:
Cell Phone No.:
Email:
Date of Contract:
32
Name:
Contact Name:
*Address:
*Telephone No.:_
Cell Phone No.:
Date of Contract:
REFERENCES cont.
*Fax No.:
Email:
********************************************************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Name:
Contact Name:
*Address:
*Telephone No.:_
Cell Phone No.:
Date of Contract:
*Fax No.:
Email:
********************************************************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Name:
Contact Name:
*Address:
*Telephone No.: *Fax No.:
Cell Phone No.: Email:
Date of Contract:
33
CITY OF AVENTURA
FINANCE DEPARTMENT
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, City Manager
BY: rian K. Raducci, Finance Director
DATE: October 25, 2011
SUBJECT: Re- adoption of Chapter 6.6 of the Administrative Policy Directives and
Procedures Manual, entitled "Investment Objectives and Parameters" as
the City's Investment Policy for the Management of Public Funds.
November 1, 2011 City Commission Meeting Agenda Item to -L)
RECOMMENDATION
It is recommended that the City Commission adopt the attached resolution re- adopting
Chapter 6.6 of the Administrative Policy Directives and Procedures ( "APDP ") Manual,
entitled "Investment Objectives and Parameters" as the City's Investment Policy for the
Management of Public Funds.
BACKGROUND
As you know, the City utilizes the services of Cutwater Asset Management ( "CAM ") — a
Professional Investment Manager to manage the City's Public Funds Investment
Portfolio. When CAM was hired in 2009, they helped the City develop the original
version of Chapter 6.6 of the APDP in order to ensure that the City's investment policy
was in compliance with Section 218.415, F.S. which states the City must invest its
surplus funds consistent with a written investment plan adopted by the governing body
(the "City Commission "). This policy was originally adopted by Resolution 2009 -30.
The three (3) main goals of this policy (listed by priority) were and continue to be:
1. Safety of Capital
2. Liquidity of Funds
3. Investment Income
Shortly after the City's adoption of APDP 6.6, CAM recommended expanding the
investment policy to include the following categories; Commercial Paper, Corporate
Notes and Taxable/Tax- Exempt Municipal Bonds which were adopted as part of the
2009/10 budget through Ordinance 2009 -17.
CURRENT ECONOMIC CLIMATE
As a result of the recent downgrade by S &P of its U.S. government long -term rating,
U.S. Government related entities were also lowered from AAA to AA +, which no longer
met the minimum AAA requirements of our original investment policy. As a result of this
downgrade, CAM is recommending that we make the following revisions to our current
investment policy to allow us to operate more effectively and efficiently under the
current economic climate and to remain in compliance with Section 218.415, F.S.
Remove minimum rating on U.S. Government Agencies and U.S. Government
Sponsored Agencies — permit government agency securities regardless of
assigned rating.
Within Repurchase Agreement, add language for a minimum rating of A -1/P -1
counterparty to ensure all counterparties are of the highest quality. 5% maximum
allocation per issuer and collateral of U.S. Treasury/U.S. Agency already within
original investment policy.
Remove the second minimum rating requirement of AAAm -G on Money Market
Mutual Funds — the "G" rating modifier was assigned by S &P when the portfolio
consisted primarily of direct U.S. government securities. On November 1, 2011 it
will be removed and converted to AAAm due to its limited use and potential for
misinterpretation of what the "G" signifies.
Upon your review of this memorandum, please feel free to contact the City Manager
with any questions you may have.
BKR /bkr
2
RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA RE- ADOPTING CHAPTER 6.6 OF THE
ADMINISTRATIVE POLICY DIRECTIVES AND PROCEDURES
MANUAL, AS ATTACHED HERETO, ENTITLED "INVESTMENT
OBJECTIVES AND PARAMETERS" AS THE CITY'S INVESTMENT
POLICY FOR THE MANAGEMENT OF PUBLIC FUNDS; AUTHORIZING
THE CITY MANAGER TO DO ALL THINGS NECESSARY TO CARRY
OUT THE AIMS OF THIS RESOLUTION; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, on June 2, 2009, the City Commission adopted Chapter 6.6 of the
Administrative Policy Directives and Procedures ( "APDP ") Manual entitled "Investment
Objectives and Parameters "; and
WHEREAS, the City Commission is desirous of amending the above - referenced
Chapter 6.6 of the APDP Manual.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA:
Section 1. The City Commission hereby re- adopts Chapter 6.6 of the APDP
Manual, as attached hereto, entitled "Investment Objectives and Parameters" as the
City's Investment Policy for the management of public funds.
Section 2. The City Manager is hereby authorized to do all things necessary to
carry out the aims of this Resolution.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Commissioner , who moved its
adoption. The motion was seconded by Commissioner , and upon being put
to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
Resolution No. 2011 -
Page 2
PASSED AND ADOPTED this 1 st day of November, 2011.
SUSAN GOTTLIEB, MAYOR
ATTEST:
TERESA M. SOROKA, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
PURPOSE
The purpose of this policy is to set forth the investment objectives and parameters for the management of public
funds of the City. These policies are designed to ensure the prudent management of public funds, the availability
of operating and capital funds when needed and a competitive investment return.
I. SCOPE
This investment policy applies to the investment of public funds in excess of amounts needed to meet
current expenses, which includes cash and investment balances of City funds.
This policy does not apply to the City's pension funds, including those funds in chapters 175 and 185 or
funds related to the issuance of debt where there are other existing policies or indentures in effect which
govern the investment of such funds.
This policy shall be construed and applied so as to comply with Section 218.415, F.S.
II. INVESTMENT OBJECTIVES
Investment objectives include safety of capital, liquidity of funds and investment income, in that order. The
following objectives will be applied in the management of the City's funds:
A. Safety of Capital
The primary objective of the City's investment program is the protection of public funds. Investments
shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall
portfolio. The objective will be to mitigate credit risk and interest rate risk.
1. Credit Risk — The City will minimize credit risk, the risk of loss due to the failure of the security
issuer or backer, by:
a) Limiting investments to the safest type of securities;
b) Pre - qualifying the financial institution, broker /dealer, intermediaries and advisors with which the
City will do business;
c) Diversifying the investment portfolio so that potential losses on individual securities will be
minimized.
APDP 6.6.2
2. Interest Rate Risk — The City will minimize the risk that the market value of securities in the
portfolio will fall due to changes in general interest rates, by:
a) Structuring the investment portfolio so that securities mature to meet cash requirements for
ongoing operations, thereby avoiding the need to sell securities on the open market prior to
maturity;
b) Investing operating funds primarily in shorter -term securities, money market mutual funds or
similar investment pools.
B. Liquidity of Funds
The City's investment strategy will provide sufficient liquidity to meet the City's operating, payroll
and capital requirements. To the extent possible, an attempt will be made to match investment
maturities with known cash needs and anticipated cash flow requirements. Since all possible
cash demands cannot be anticipated, the portfolio should consist largely of securities with active
secondary or resale markets. A portion of the portfolio also may be placed in money market
mutual funds or local government investment pools which offer same -day liquidity for short-term
funds.
C. Investment Income
The City's investment portfolio shall be designed with the intent of attaining a market rate of
return throughout the budgetary and economic cycles, taking into account the City's investment
risk constraints and liquidity needs. Return on investment is of secondary importance compared
to the safety and liquidity objectives described above.
III. PERFORMANCE MEASUREMENT
The investment portfolio will be managed in accordance with the parameters specified within this policy.
The portfolio should obtain a market average rate of return during a market/economic environment of
stable interest rates while insuring sufficient liquidity within the portfolio.
The short-term investment portfolio shall be designed with the annual objective of exceeding the return
of the Florida State Board of Administration LGIP.
The long -term investment portfolio shall be designed with the annual objective of exceeding the return
of the Merrill Lynch 1 -3 Year Treasury/Agency Index compared to the portfolio's total rate of return.
The Merrill Lynch 1 -3 Year Treasury/Agency Index represents all U.S. Treasury/Agency securities
maturing over one (1) year, but less than three (3) years. This maturity range is an appropriate
benchmark based on the objectives of the City.
IV. ETHICAL STANDARDS
The investment officer and staff, acting in accordance with the written procedures and exercising due
diligence, shall not be held personally responsible for a specific security's credit risk or market price
changes, provided that these deviations are reported immediately and that appropriate action is taken
to control adverse developments.
APDP 6.6.3
A. Ethics and Conflicts of Interest
The City's staff involved in the investment process shall refrain from personal business activity that
could conflict with the proper execution and management of the investment program, or that could
impair their ability to make impartial decisions. All employees involved in the investment process shall
disclose to the City any material financial interests in financial institutions that conduct business with
the City, and they shall further disclose any material personal financial /investment positions that could
be related to the performance of the City's investment program. Applicable ethics standards provided
by the City Charter, City Code, Section 2 -11.1 of the Miami -Dade County Code, and Part III of Chapter
112, F.S., shall be complied with.
B. Investments should be made with judgment and care, under circumstances then prevailing, which
persons of prudence, discretion and intelligence exercise in the management of their own affairs, not
for speculation, but for investment, considering the probable safety of their capital as well as the
probable income to be derived from the investment.
C. Designation of Investment Officer
The Finance Director is designated as investment officer of the City and is responsible for investment
decisions and the day -to -day administration of the cash management program. No person may engage
in an investment transaction except as provided under the terms of this policy and the procedures so
established. The City may appoint an outside investment manager as "Agent" for the City's cash
reserves. The "Agent" for the City shall have discretion over the purchase and sale of securities within
and subject to compliance with this investment policy. Such investment manager must be registered
under the Investment Advisor Act of 1940. The Finance Director shall consult with the City Manager as
necessary regarding the City's investment activity.
Positions authorized as investment signatories are the City Manager and Finance Director.
V. LISTING OF AUTHORIZED INVESTMENTS — (SUMMARY TABLE IN APPENDIX A)
The following investments will be permitted by this policy as consistent with Section 218.415 (16) F.S.
Those investments not listed in this section are prohibited.
A. United States Government Securities
Negotiable direct obligations or obligations the principal and interest of which are
unconditionally guaranteed by the United States Government. Such securities will include, but
not be limited to the following:
➢Treasury Bills
➢Treasury Notes
➢Treasury Bonds
➢Treasury Strips
➢Treasury Securities — State and Local Government Series ( "SLGS ")
➢Treasury Inflation Protection Securities ( "TIPS ")
Portfolio Composition
A maximum of 100% of available funds may be invested in the United States Government Securities
with the exception of Treasury Strips which are limited to 10% of available funds.
APDP 6.6.4
Maturity Limitations
The maximum length to maturity of any direct investment in the United States Government Securities is
seven (7) years from the date of purchase.
B. United States Government Agencies
Bonds, debentures or notes which may be subject to call, issued or guaranteed as to principal and
interest by the United States Governments agencies, provided such obligations are backed by the full
faith and credit of the United States Government. Such securities will include, but not be limited to the
following:
➢ United States Export— Import Bank
- Direct obligations or fully guaranteed certificates of beneficial ownership
➢ Farmer Home Administration
- Certificates of beneficial ownership
➢ Federal Financing Bank
- Discount notes, notes and bonds
➢ Federal Housing Administration Debentures
➢ FDIC guaranteed notes ( "TLGP" bonds)
➢ Government National Mortgage Association ( "GNMA ")
- GNMA guaranteed mortgage- backed bonds
- GNMA guaranteed pass- through obligations
➢ General Services Administration
➢ New Communities Debentures
- United States Government guaranteed debentures
➢ United States Public Housing Notes and Bonds
- United States Government guaranteed public housing notes and bonds
➢ United States Department of Housing and Urban Development
- Project notes and local authority bonds
Portfolio Composition
A maximum of 50% of available funds may be invested in United States Government agencies.
Limits on Individual Issuers
A maximum of 10% of available funds may be invested in individual United States Government
agencies.
Maturity Limitations
The maximum length to maturity for an investment in any United States Government agency security is
five (5) years from the date of purchase.
C. United States Government Sponsored Agencies
Bonds, debentures or notes which may be subject to call, issued or guaranteed as to principal and
interest by United States Government sponsored agencies which are non -full faith and credit agencies
limited to the following:
➢ Federal Farm Credit Bank ( "FFCB ")
➢ Federal Home Loan Bank or its City Banks ( "FHLB ")
➢ Federal National Mortgage Association ( "FNMA ")
➢ Federal Home Loan Mortgage Corporation ( "Freddie- Macs ") including Federal -Home Loan
Mortgage Corporation participation certificates
APDP 6.6.5
Portfolio Composition
A maximum of 80% of available funds may be invested in Federal Instrumentalities.
Limits on Individual Issuers
A maximum of 25% of available funds may be invested in any one (1) issuer.
Maturity Limitations
The maximum length to maturity for an investment in any Federal Instrumentality security under this
Section (C) is seven (7) years from the date of purchase. Mortgage backed securities will have
average duration not greater than five (5) years.
D. Interest Bearing Time Deposit or Savings Account
Non - negotiable interest bearing time certificates of deposit or savings accounts in banks organized
under the laws of Florida or the United States provided that such deposits are secured by collateral as
prescribed by the Florida Security for Public Deposits Act, Chapter 280, Florida Statutes.
Portfolio Composition
A maximum of 10% of available funds may be invested in non - negotiable interest bearing time
certificates of deposit.
Limits on Individual Issuers
A maximum of 10% of available funds may be deposited with any one (1) issuer.
Limits on Maturities
The maximum maturity on any certificate shall be no greater than one (1) year from the date of
purchase.
E. Repurchase Agreements
Invest in repurchase agreements composed of only those investments based on the requirements
set forth by the City's Master Repurchase Agreement. A third party custodian with whom the City
has a current custodial agreement shall hold the collateral for all repurchase agreements with a
term longer than one (1) business day. A clearly marked receipt that shows evidence of ownership
must be supplied to the Finance Director or designee and retained. All firms are required to sign
the Master Repurchase Agreement prior to the execution of a repurchase agreement transaction.
2. Collateralized by full faith or general faith and credit obligations of the United States Government or
United States Government Agency securities. Securities authorized for collateral must have
maturities under five (5) years and with market value for the principal and accrued interest of 102
percent of the value and for the term of the repurchase agreement. Immaterial short-term
deviations from 102 percent requirement are permissible only upon the written approval of the
Finance Director or designee and /or the City's Investment Manager.
Portfolio Composition
A maximum of 20% of available funds may be invested in repurchase agreements excluding one (1)-
business day agreements and overnight sweep agreements.
Limits on Individual Issuers
A maximum of 5% of available funds may be invested with any one (1) institution excluding one (1)-
business day agreements and overnight sweep agreements.
Limits on Maturities
The maximum length to maturity of any repurchase agreement is 90 days from the date of purchase.
F. The Florida Local Government Surplus Funds Trust Fund
(State Board of Administration — SBA)
Portfolio Composition
A maximum of 50% of available funds may be invested in the SBA.
G. Intergovernmental Investment Pools
Investment Authorization
Intergovernmental investment pools that are authorized pursuant to the Florida Interlocal
Cooperation Act, as provided in Section 163.01, Florida Statutes and provided that said funds
contain no derivatives.
Portfolio Composition
A maximum of 25% of available funds may be invested in intergovernmental investment pools.
Due Diligence Requirements
A thorough review of any investment pool /fund is required prior to investing, and on a continual
basis. There shall be a questionnaire developed by the Finance Director or designee and /or the
City's Investment Manager that will contain a list of questions that covers the major aspects of any
investment pool /fund .
H. Registered Investment Companies (Money Market Mutual Funds)
Registered with the Securities and Exchange Commission with the highest credit quality rating from a
nationally recognized rating agency; portfolio is limited to direct obligations of the United States
Government or any agency or instrumentality thereof.
Portfolio Composition
A maximum of 35% of available funds may be invested in money market funds.
Limits of Individual Issuers
A maximum of 15% of available funds may be invested with any one (1) money market fund.
Ratina Requirements
The money market funds shall be rated "AAAm" or "AAAm -G" or better by Standard & Poor's, or the
equivalent by another rating agency.
Due Diligence Requirements
A thorough review of any money market fund is required prior to investing, and on a continual basis.
There shall be a questionnaire developed by the Finance Director or designee and /or the City's
Investment Advisor /s that will contain a list of questions that covers the major aspects of any money
market fund.
I. Commercial Paper
Commercial paper of any United States company that is rated "Prime -1" by Moody's and "A -1" by
Standard & Poor's (prime commercial paper). If the commercial paper is backed by a letter of credit
( "LOC "), the long -term debt of the LOC provider must be rated "A" or better by at least two (2) nationally
recognized rating agencies.
APDP 6.6.7
Portfolio Composition
A maximum of 25% of available funds may be directly invested in prime commercial paper.
Limits on Individual Sectors
A maximum of 10% of available funds may be invested with any one sector.
Limits on Individual Issuers
A maximum of 2% of available funds may be invested with any one issuer.
Maturity Limitations
The maximum length to maturity for prime commercial paper shall be 270 days from the date of
purchase.
J. Corporate Notes
Corporate notes issued by corporations organized and operating within the United States or by
depository institutions licensed by the United States that have a long term debt rating, at the time or
purchase, at a minimum "Aa" by Moody's and a minimum long term debt rating of "AK by Standard &
Poor's
Portfolio Composition
A maximum of 25% of available funds may be directly invested in corporate notes.
Limits on Individual Sectors
A maximum of 10% of available funds may be invested with any one sector.
Limits on Individual Issuers
A maximum of 2% of available funds may be invested with any one issuer.
Maturity Limitations
The maximum length to maturity for corporate notes shall be (3) three years from the date of purchase.
K. Taxable /Tax- Exempt Municipal Bonds
State (Florida) and /or (Florida) local government taxable and /or tax - exempt debt, general obligation
and /or revenue bonds, rated at least "Aa" by Moody's and "AA" by Standard & Poor's for long -term
debt, or rated at least "MIG -2" by Moody's and "SP -2" by Standard & Poor's for short -term debt.
Portfolio Composition
A maximum of 25% of available funds may be invested in taxable and tax - exempt General Obligation
bonds.
A maximum of 10% of available funds may be invested in taxable and tax - exempt Revenue and Excise
tax bonds of the various municipalities of the State of Florida, provided none of such securities have
been in default within five (5) years prior to the date of purchase.
Maturity Limitations
A maximum length to maturity for an investment in any state or local government debt security is five (5)
years from the date of purchase
VI. PROHIBITIONS
The purchase of derivative instruments as defined by the Government Account Standards Board ( "GASB ")
or any investment instrument which is structured to derive a rate of return from an investment source other
than the originally purchased investment is strictly prohibited.
VII. INVESTMENT PARAMETERS
A. Maturity and Liquidity Requirements
To the extent possible, the City shall attempt to match its investments with anticipated cash flow
requirements. Unless matched with a specific cash flow, the City will not directly invest in securities
maturing more than seven (7) years from the date of purchase. Average life will be used as the
maturity for mortgage- backed securities and the intergovernmental pool investments.
Because of inherent difficulties in accurately forecasting cash flow requirements, a portion of the
portfolio should be continuously invested in readily available funds such as Local Government
Investment Pools, or money market funds to ensure that appropriate liquidity is maintained to meet
ongoing obligations.
VIII. SAFEKEEPING AND CUSTODY
A. Authorized Investment Institutions and Dealers
The City shall only purchase investments from the State Board of Administration, Florida Municipal
Investment Trust, financial institutions which are qualified as public depositories by the Treasurer of the
State of Florida, primary security dealers (or their agents) as designated by the Federal Reserve Bank
of New York, or by secondary securities dealers (or their agents) who act as investment banking arms
of local qualified banking institutions.
All financial institutions and broker /dealers who desire to provide investment services must supply the
following as appropriate and as requested:
1. Annual audited financial statements;
2. Public depository certification;
3. Proof of National Association of Securities Dealer ( "NASD ") Certification;
4. Certification of having read the City's investment policy;
5. Credit rating provided by a nationally recognized monitoring agency_
B. Delivery vs. Payment
All trades where applicable will be executed by delivery versus payment ( "DVP ") to ensure that
securities are deposited in an eligible financial institution prior to the release of funds. Securities
will be held by a third -party custodian as evidenced by safekeeping receipts.
C. Master Repurchase Agreement
The investment policy shall require all approved institutions and dealers transacting repurchase
agreements to execute and perform as stated in the Master Repurchase Agreement. All
repurchase agreement transactions shall adhere to the requirements of the Master Repurchase
Agreement.
"9' • • •
D. Bid Requirements
Investments will be chosen based on liquidity needs and market conditions. The investments will
be competitively bid when feasible and appropriate. Except as required by law, the bid deemed to
best meet the investment objectives must be selected.
E. Internal Controls
The Finance Director is responsible for establishing and maintaining an internal control structure
designed to ensure that the assets of the City are protected from loss, theft or misuse. The internal
control structure shall be designed to provide reasonable assurance that these objectives are met.
The concept of reasonable assurance recognizes that the cost of a control should not exceed the
benefits likely to be derived and the valuation of costs and benefits requires estimates and
judgments by management.
Accordingly, the Finance Director shall establish a process for an annual independent review as
part of the annual financial audit to assure compliance with the policies and procedures. The
internal controls shall address the following points:
1. Control of collusion — Collusion is a situation where two (2) or more employees are working in
conjunction to defraud their employer.
2. Separation of transaction authority from accounting and record keeping — By separating the person
who authorizes or performs the transaction from the people who record or otherwise account for the
transaction, a separation of duties is achieved.
3. Custodial safekeeping — All securities, with the exception of certificates of deposit, shall be held with
a third -party custodian; and all securities purchased by, and all collateral obtained by the City
should be properly designated as an asset of the City. The securities must be held in an account
separate and apart from the assets of the financial institution. No withdrawal of such securities, in
whole or in part, shall be made from safekeeping except by the Finance Director as authorized
herein, or by their respective designee.
4. Certificates of Deposit issued by a local bank or savings and loan association may be held in
safekeeping at that institution. The institution shall issue a copy of the certificate of deposit, a
safekeeping receipt, or some other confirmation of the purchase that is satisfactory to the Finance
Director. This will be kept on file in the Finance Department and will indicate the amount, interest
rate, issue date and maturity date of the certificate of deposit.
5. Avoidance of physical delivery securities — Book entry securities are much easier to transfer and
account for since actual delivery is never taken. Physical delivery securities must be properly
safeguarded against loss or destruction. The potential for fraud and loss increases with physically
delivered securities.
6. Clear delegation of authority to subordinate staff members — Subordinate staff members must have
a clear understanding of their authority and responsibilities to avoid improper actions.
7. Written confirmation of telephone transactions for investments and wire transactions — Due to the
potential for error and improprieties arising from telephone transactions, all telephone transactions
should be supported written communications and approved by appropriate personnel unless an
agreement is executed with a financial by institution as discussed in paragraph B.8 below.
APDP 6.6.10
8. Development of a wire transfer agreement with a bank or third -party custodian — This agreement
should outline the various controls and security provisions for making and receiving wire transfers.
IX. CONTINUING EDUCATION
The Finance Director and Controller shall annually complete eight (8) hours of continuing education in
subjects or courses of study related to investment practices and products.
X. REPORTING
The Finance Director shall provide a quarterly investment report to the City Manager. The report shall list
investments by fund and type and include the book value, income earned and market value as of the report
date.
XI. SECURITIES; DISPOSITION
A. Every security purchased under this section on behalf of the governing body of the City must be
properly earmarked and:
(a) If registered with the issuer or its agents, must be immediately placed for safekeeping in a location
that protects the governing body's interest in the security;
(b) If in book entry form, must be held for the credit of the governing body by a depository chartered by
the Federal Government, the state, or any other state or territory of the United States which has a
branch or principal place of business in this state as defined in s. 658.12, or by a national
association organized and existing under the laws of the United States which is authorized to
accept and execute trusts and which is doing business in this state, and must be kept by the
depository in an account separate and apart from the assets of the financial institution; or
(c) If physically issued to the holder but not registered with the issuer or its agents, must be
immediately placed for safekeeping in a secured vault.
B. The City may also receive bank trust receipts in return for investment of surplus funds in securities. Any
trust receipts received must enumerate the various securities held, together with the specific number of
each security held. The actual securities on which the trust receipts are issued may be held by any
bank depository chartered by the Federal Government, this state, or any other state or territory of the
United States which has a branch or principal place of business in this state as defined in s. 658.12, or
by a national association organized and existing under the laws of the United States which is
authorized to accept and execute trusts and which is doing business in this state.
All. SALE OF SECURITIES
When the invested funds are needed in whole or in part for the purposes originally intended or for more
optimal investments, the City may sell such investments at the then - prevailing market price and place the
proceeds into the proper account or fund of City.
XIII. PREEXISTING CONTRACT
Any public funds subject to a contract or agreement existing on 2009, may not be
invested contrary to such contract or agreement.
APDP 6.6.11
XIV. AUDITS
Certified public accountants conducting audits of the City pursuant to s. 218.39 shall report, as part of the
audit, whether or not the City has complied with section 218.415, F.S., and this Investment Policy.
XV. AUTHORIZED DEPOSITS
In addition to the investments authorized for the City in subsection (VIII), as authorized by paragraph (23) of
Section 218.415, F.S., the City may deposit any portion of surplus public funds in its control or possession
in accordance with the following conditions:
A. The funds are initially deposited in a qualified public depository, as defined in s. 280.02, selected by the
City.
B. The selected depository arranges for the deposit of the funds in certificates of deposit in one (1) or
more federally insured banks or savings and loan associations, wherever located, for the account of the
City.
C. The full amount of principal and accrued interest of each such certificate of deposit is insured by the
Federal Deposit Insurance Corporation.
D. The selected depository acts as custodian for the City with respect to such certificates of deposit issued
for its account.
E. At the same time the City's funds are deposited and the certificates of deposit are issued, the selected
depository receives an amount of deposits from customers of other federally insured financial
institutions, wherever located, equal to or greater than the amount of the funds initially invested by the
City through the selected depository.
XVI. PROHIBITED INVESTMENTS
The City is prohibited from investing in any company that engages in business with the countries of Iran
and Sudan. The City Manager may promulgate specific requirements for the implementation of this
provision based upon criteria applied by the Local Government Surplus Funds Trust Fund for such
purpose.
XVII. INVESTMENT POLICY REVIEW
The Finance Director shall review this Investment Policy on an annual basis. Any recommended changes to
this policy must be approved by the City Manager and subsequently by the City Commission. However, upon
the initial approval of this Investment Policy by resolution of the City Commission, this Investment Policy shall
be amended by the City Manager without the necessity of further action by the City Commission, to the extent
that said amendments are necessary for conformance with any amendments made to Section 218.415, F.S.
APDP 6.6.12
Appendix A
Authorized Investments Summary Table
Maximum Subsector Individual Maximum
Investment Type Minimum Rating' Composition Limit Issuer Limit Maturity
United States Government Securities
UST
100%
-
7 Years
United States Government A encies2
AGY
50%
10%
5 Years
United States Government Sponsored A encies3
AGY
80%
-
25%
7 Years
Interest Bearing Time Deposit or Savings Account°
QPD
10%
10%
1 Year
Repurchase A reements5
20%
-
-
90 Days
Counter art
A -1 /P -1
5%
-
-
Collateral
UST /AGY
-
Florida Local Government Surplus Trust Fund (SBA )6
AAAm
50%
-
Inter overnmental Investment Pools6
AAA/Aaa
25%
-
Money Market Mutual Funds6
AAAm /AAAm -G
35%
15%
Commercial Paper
A- 1/P -1*
25%
10%
2%
270 days
Corporate Notes
AA/Aa
25%
10%
2%
3 Years
Taxable and Tax-Exempt Municipal Bonds:
AA/Aa
MIG- 2 /SP -2
25%
-
-
5 Years
General Obligation Bonds
Revenue and Excise Tax Bonds
10 % **
5 Years
1. Investments must meet the Minimum Kaung requirement at me time or purcnase i ne rinar— uit—I snau uerennnie ure eppwpnarc auwn wi Illy uivcaunwn U vmi is way IYIIUIU Vc W WI
Minimum Rating by one (1) or more rating agencies
2. Securities purchased under the Temporary Liquidity Guarantee Program (TLGP) are classified as Government Agencies as a result of the Federal Government Guarantee.
3. Federal Agency Mortgage Backed Securities will have an average life of five (5) years or less.
4. Interest Bearing Time Deposit or Savings Accounts will be purchased from /held with a Qualified Public Depository defined in Florida State Statute Chapter 280. The list of QPD's can be found on the State
of Florida's Chief Financial Officer's website.
5. Collateral for Repurchase Agreements will be limited to United States Government or United States Government Agency securities, have a value of 102% of the Repurchase Agreement, and a final maturity
of five (5) years or less. Repurchase Agreements with a maturity of more than one (1) day will be held with a Third Party Custodian.
6. Maximum maturity and weighted average maturity defined in prospectus.
*If commercial paper is backed by a letter of credit ( "LOC "), the long -lens debt of the LOC provider must be rated "A" or better by at least 2 nationally recognized rating agencies.
** Maximum of 10% of available funds may be invested in taxable and tax- exempt Revenue and Excise tax bonds of various municipalities of the State of Florida, provided none of such securities have been in
default within 5 years prior to the date of purchase.
AGENDA ITEM 6 -E
RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA, URGING INSURANCE COMPANIES TO
PROVIDE LOWER PREMIUMS TO RESIDENTS OF JURISDICTIONS
PROVIDING FOR AUTOMATED RED LIGHT SAFETY TECHNOLOGY;
PROVIDING FOR DISTRIBUTION; PROVIDING FOR
IMPLEMENTATION; PROVIDING FOR SEVERABILITY; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, a 2009 study conducted by the Insurance Institute for Highway Safety
( "2009 Study ") determined that 676 people were killed and 113,000 people were injured in
crashes related to red light running; and
WHEREAS, intersection crashes account for more than 45% of all reported crashes and
21 % of fatalities; and
WHEREAS, the 2009 Study concluded that 62 Floridians lost their lives in crashes
related to red light running, making Florida the third most deadly state in the United States; and
WHEREAS, a 2011 study conducted by the Insurance Institute for Highway Safety
( "2011 Study ") concluded that automated red light safety technology saved 159 lives from 2004
to 2008 in 14 of the largest metropolitan areas in the nation; and
WHEREAS, according to a recent report (July 19, 2011) from the Insurance Institute for
Highway Safety, "an Institute study demonstrates that cameras have reduced the rate of fatal
red light running crashes by 24% in 15 big cities with longstanding red -light camera programs." ;
and
WHEREAS, the Institute study released early this year showed that red light cameras
save lives (see Status Report, Feb. 1, 2011) and noted that "Researchers looked at U.S. cities
with populations over 200,000 and compared those with red light cameras to those without. In
the 14 cities that had cameras in 2004 -08 but didn't have them in an earlier comparison period,
Resolution No. 2011-
automated red light enforcement saved 159 deaths. If cameras had been operating in those
years at all large U.S. cities, a total of 815 deaths would have been avoided;" and
WHEREAS, the number of jurisdictions embracing automated red light safety technology
has been enhanced from just 25 in 2000 to approximately 540 today; and
WHEREAS, cameras have proven to be effective at reducing red -light runners, and
have been installed in almost every major city; and
WHEREAS, in New York City, where cameras have been used for more than 10 years,
the City reported a 73% reduction in violations, a 41% reduction in collisions and a 35%
reduction in fatalities; and
WHEREAS, according to the Federal Highway Administration, the financial cost of red
light running to the public has been estimated to be in excess of 14 billion dollars; and
WHEREAS, as expressly authorized by the Florida Legislature's enactment of the Mark
Wandall Traffic Safety Act in 2010, numerous jurisdictions throughout the State of Florida have
implemented automated red light safety technology programs; and
WHEREAS, the City of Aventura, like many other municipalities and counties throughout
the State of Florida, believes that automated red light safety technology is an effective tool for
creating safer roads and reducing the number of vehicular collisions, fatalities and injuries,
thereby lowering the number of insurance claims; and
WHEREAS, the City of Aventura has put in place within the City, automated red light
safety technology, in order to create safer roads and reduce the number of vehicular collisions,
fatalities and injuries, within the City; and
WHEREAS, the City of Aventura's automated red light safety program has enhanced
the respect for traffic lights and resulted in a 15% drop in car accidents throughout the city
between January 2008 and August 2010, and at intersections with red light cameras, accidents
Resolution No. 2011
fell by as much as 60% during that period, according to statistics provided by the Aventura
Police Department; and
WHEREAS, although safety and saving lives are the main reasons for our red -light
camera program, reducing auto premiums should follow as our community has become a safer
place to live and drive; and
WHEREAS, just as insurance companies will not hesitate to increase rates for those
living near dangerous locations; there should be no hesitation to reduce the rates at safer
locations, such as the City of Aventura; and
WHEREAS, the City is cognizant that the International Association of Chiefs of Police,
astutely observed at their 112th Annual Conference held in Miami on September 27, 2005, in
adopting a Resolution approving red -light camera systems, finding, "the use of red light camera
systems can deter and reduce red light running violations by motorists, and more important, can
reduce the number of crashes, injuries and deaths attributable to red -light running."
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY
OF AVENTURA, FLORIDA:
Section 1. RECITALS. That the foregoing WHEREAS clauses are hereby ratified
and confirmed as being true and correct, and are hereby made a specific part of this Resolution
upon adoption hereof.
Section 2. REQUEST.
A. That based on the studies conducted by the Insurance Institute for Highway Safety,
other statistical data, and the City's observations and experience, the City Commission of the
City of Aventura respectfully urges automobile insurance providers within the State of Florida to
offer a reduced rate to consumers residing in jurisdictions that utilize automated red light safety
technology.
Resolution No. 2011-
B. That automobile insurance service providers are urged to recognize that these
jurisdictions should be rewarded for their efforts to make their roads safer, to save lives, and to
reduce the costs, damages and injuries attributed to red light running.
Section 3. DISTRIBUTION. That the City Commission authorizes and directs the
distribution of this Resolution to the Governor, the Florida Office of Insurance Regulation, the
Florida League of Cities, the Miami -Dade County League of Cities, automobile insurance
providers throughout the State of Florida, and municipalities and counties implementing or
contemplating the implementation of automated red light safety technology.
Section 4. IMPLEMENTATION. That the City Manager is authorized to take any
action which is necessary to implement the purposes of this Resolution.
Section 5. EFFECTIVE DATE. That this Resolution shall become effective upon its
passage and adoption by the City Commission.
The foregoing Resolution was offered by Commissioner , who
moved its adoption. The motion was seconded by Commissioner , and
upon being put to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
Resolution No. 2011-
PASSED AND ADOPTED this 1St day of November, 2011.
Susan Gottlieb, Mayor
Attest:
Teresa M. Soroka, MMC
City Clerk
Approved as to Form and Legal Sufficiency:
City Attorney
CITY OF "ENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, City Aae r
D ATE: October 25, 2011
SUBJECT: Disbursement of Police Forfeiture Funds
November 1, 2011 City Commission Meeting Agenda Item
RECOMMENDATION
It is recommended that the City Commission adopt the following Motion to expend
funds from the Police Forfeiture Fund:
"Motion authorizing the appropriation of up to $29,000 to purchase new uniforms
from the Police Federal Forfeiture Fund in accordance with the City Manager's
memorandum ".
If you have any questions, please feel free to contact me.
EMS /act
Attachment
CCO1755 -11
CITY OF AVENTURA
POLICE DEPARTMENT
INTER OFFICE MEMORANDUM
TO: Eric M. ,' roka, City Manager
FROM: Steven emberg, Chief of Police
DATE: 17 October 2011
SUBJECT: Use of Federal Forfeiture Funds
The Federal Equitable Sharing Agreement (FESA), Section VIII allows for the
use of federally forfeited funds for law enforcement. Section IX, A9 of the
Federal Equitable Sharing agreement requires that the funds be expended only
upon request of the Chief of Police to the governing body of the municipality and
approval of the governing body.
I am requesting City Commission approval for the expenditure of:
New uniforms for officers
Total Expenditure Request: $29,000
I certify that this requested expenditure complies with the FESA. This issue has
also been researched by the city attorney's office who concurs that this request
is in compliance with the FESA.
1. Funds will be used for an appropriate law enforcement purpose.
2. Funds are not being used as a normal source of revenue for the
Police Department.
3. Funds were not considered in the adoption and approval of the budget
of the Police Department.
Summary
New uniforms for officers — I am requesting to expend up to $29,000 of
Federal forfeiture fund to purchase new uniforms for the agency. The current
patrol uniform is a navy blue uniform that has been in use for years in law
enforcement: basically dress style pants with a short sleeve shirt with front
pockets; however, it lacks many features that newer uniforms offer.
We have found a vendor that offers a patrol uniform that is more conducive to
the type of field work performed by patrol officers.
The new uniform offers:
• More pockets
• Teflon coating to repel rain
• Bellows in the shirts for better ventilation and movement
• More comfort in hot weather
• Embroidered badge to replace a metal badge. Metal badges have been
known to be ripped off by subjects during arrest
• Wash and wear
CITY OF AVENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, City
DATE: October 25, 2011
SUBJECT: Aventura City of Excellence SVJ*ol — Requirements of Section
1002.33 (7)(d)(1), Florida Statues, Conflict Resolution
November 1, 2011 City Commission Meeting Agenda Item
RECOMMENDATION
It is recommended that the City Commission acting in its capacity as the Governing
Board of the Aventura City of Excellence School (ACES) pursuant to Section 1002.33
(7)(d)(1), Florida Statues, adopt a motion appointing the City Manager as its
representative to facilitate parental involvement, provide access to information, assist
parents and others with questions and concerns, and resolve disputes.
BACKGROUND
The Charter School Contract between the Miami -Dade County School Board and the
City on behalf of the Aventura City of Excellence School established a Conflict
Resolution procedure that states "All conflicts between the School and the parents /legal
guardians of the students enrolled at the School shall be handled by the School or its
City Manager."
Recent revisions to the State Statues regarding Charter Schools, requires each charter
school's governing board to appoint a representative to facilitate parental involvement,
provide access to information, assist parents and others with questions and concerns,
and resolve disputes.
In order to be consistent with current policy and the Charter School Contract it is
recommended that the City Commission acting in its capacity as the Governing Board
of ACES adopt a motion appointing the City Manager as its representative to facilitate
parental involvement, provide access to information, assist parents and others with
questions and concerns, and resolve disputes.
Memo to City Commission
Page 2
Should you have any questions, please feel free to contact me.
EMS /act
Attachment
CITY OF AVENTURA
COMMUNITY DEVELOPMENT DEPARTMENT
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, IC -
City Manager
BY: Joanne Carr, AIC
Community Development Director
DATE: October 26, 2011
SUBJECT: Request of Miami -Dade County Public Library System for extension of
time to obtain a building permit for the Northeast Public Library Branch at
2930 Aventura Boulevard (01- VAR -11 EXT)
November 1, 2011 City Commission Meeting Agenda Item (o H
RECOMMENDATION
It is recommended that the City Commission approve a motion to extend the time to
obtain a building permit for the construction of the new Northeast Public Library Branch
for a further sixty (60) days from November 4, 2011 to January 4, 2012.
THE REQUEST
The applicant, Miami -Dade Public Library System, is requesting approval of a motion to
extend the time to obtain a building permit for the Northeast Public Library Branch at
2930 Aventura Boulevard approved by Resolution No. 2010 -28 adopted on May 4,
2010.
BACKGROUND
OWNER OF PROPERTY Dade County
APPLICANT Julio E. Castro, Library Capital Development
Co- ordinator, Miami -Dade Public Library
System
ADDRESS OF PROPERTY 2930 Aventura Boulevard
LEGAL DESCRIPTION Part Tract G, Aventura Second Addition,
according to the plat recorded in Plat Book 99,
Page 21, Public Records of Miami -Dade
County, Florida
ZONING B2 Community Business District
The Site — The site is located on the south side of Aventura Boulevard at NE 29
Avenue with a municipal address of 2930 Aventura Boulevard, City of Aventura. It is
bounded by the Miami -Dade Fire Rescue station to the west, a retail plaza to the east,
Aventura Boulevard to the north and the Aventura Mall property to the south.
The Project — The applicant was granted variance approval by Resolution No. 2010 -28
adopted by the City Commission on May 4, 2010 to allow 42 parking spaces where 79
parking spaces are required by City Code. One of the conditions of approval of the
variance was that ...
"Permits shall be obtained within twelve (12) months of the date of the Resolution or
the approvals granted shall be deemed null and void unless extended by a motion of
the City Commission."
The twelve month time limit expired on May 4, 2011. At the request of the County, a
motion to extend the time for a further six months to November 4, 2011 was approved
by the City Commission at its April 5, 2011 meeting.
On October 6, 2011, a representative from the County provided a project chronology to
staff and requested a further extension of the parking variance approval, from
November 4, 2011 to May 4, 2012. To summarize, as of October 6, bids had been
opened and evaluated. The County had chosen a contractor, but the second lowest
bidder was expected to challenge the winning bid. County staff advised that this may
delay the final award of the bid. County staff also advised that the new County Mayor
had requested a hold on all GOB projects so he could review project budgets.
City staff is now advised by County staff that the hold on this project has been lifted and
the bid has been awarded, but may yet be challenged. In an abundance of caution in
case the permit is not physically issued before November 4, 2011, County staff has
requested a further six month extension of the parking variance approval.
Rather than the six month extension requested, City staff is recommending approval of
a sixty (60) day extension of time to obtain a building permit from November 4, 2011 to
January 4, 2012.
2
AGENDA ITEM 6 -1
RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA ENDORSING THE EFFORTS OF THE
GENERAL CONSULATES OF COLOMBIA, COSTA RICA, EL
SALVADOR, ECUADOR, HONDURAS, MEXICO AND PERU
SUPPORTING BINATIONAL HEALTH WEEKS TO IMPROVE THE
HEALTH AND WELL -BEING OF UNDERSERVED POPULATIONS OF
LATIN AMERICAN ORIGIN LIVING IN THE UNITED STATES AND
CANADA; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, Binational Health Weeks ( "BHW ") has become one of the largest
mobilization efforts in the Americas to improve the health and well -being of underserved
populations of Latin American origin living in the United States and Canada; and
WHEREAS, BHW encompasses an annual series of health promotions and
health education activities that include workshops, insurance referrals, medical
screenings and the promotion of awareness among the Latino community on the topics
of cancer, stroke, A(H1N1) virus, green initiatives, HIV and Aids; and
WHEREAS, the 11th Binational Health Weeks events will take place from
October 1 — 22, 2011.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The above recitals are true and correct and incorporated herein.
Section 2. The City Commission endorses the efforts of the General
Consulates of Colombia, Costa Rica, El Salvador, Ecuador, Honduras, Mexico and
Peru in organizing the 11th Binational Health Weeks.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Commissioner , who moved, its
adoption. The motion was seconded by Commissioner , and upon being put
to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Resolution No. 2011 -
Page 2
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
PASSED AND ADOPTED this 1St day of November, 2011.
SUSAN GOTTLIEB, MAYOR
ATTEST:
TERESA M. SOROKA, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
CITY OF AVENTURA
FINANCE DEPARTMENT
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, City Manager
BY: Brian K. Raducci, Finance Director
DATE: October 25, 2011
SUBJECT: End of Year Budget Amending Ordinance — FY 2010/11
1St Reading November 1, 2011 City Commission Meeting Agenda Item S A
2 "d Reading January 3, 2012 City Commission Meeting Agenda Item
RECOMMENDATION
It is recommended that the City Commission approve the attached ordinance amending
the FY 2010/11 budget.
BACKGROUND
As you are aware, the Finance Department is preparing the City's official books and
records for the upcoming FY 2010/11 year -end audit. Now that most of our year -end
adjustments have been posted, we have the necessary information to formally amend
the FY 2010/11 budget. This "clean up" amendment is a normal part of our year -end
fiscal operations and is prepared to ensure that the "final" adopted budget contains
sufficient appropriations to satisfy all actual expenditures.
This Ordinance will appear on the November 2011 and January 2012 agendas to
comply with, Section 166.241 (3) of the Florida Statutes. Although this section requires
all budget amendments be made "within up to 60 days following the end of the fiscal
year," we will be unable to have the ordinance on second reading until January 2012 as
there is no December meeting. This process is consistent with the City's past practice
as the Ordinance will appear on first reading prior to the November 29, 2011 deadline.
We are only required to amend budgets when a Department's total budget has been
exceeded. In all cases, we will only amend the specific expenditure accounts that are
primarily responsible for the amendment and in some cases, associated revenues may
be increased to justify the overage in expenditures. Listed below is a summary of the
amendments for the City's General Fund, by department and the circumstances that
support each recommendation.
General Fund — (001) — ($1,125,000 net increase)
Community Development (4001) — ($1,025, 000 increase)
3101 — Building Inspection Services
Requires a budget amendment primarily due an overage of approximately $700,000 in
Building Inspection Services due to higher than anticipated activity experienced during
the year. This overage will be offset by $700,000 in additional Building Permit revenue
(3221000).
3190 — Prof. Services
Requires a budget amendment primarily due an overage of approximately $325,000 in
Intersection Safety Camera Program processing costs due to higher than anticipated
activity experienced during the year. This overage will be offset by $325,000 in
additional Intersection Safety Camera Program revenue (3542000).
Non - Departmental — Transfers (9001) — ($100, 000 increase)
9118 — Transfer to Charter School Fund
Requires a budget amendment due to the planned transfer of $100,000 of the City's
Intersection Safety Camera Program Revenue to the Charter School Fund to assist with
funding the Charter School Fund. This overage will be offset by $100,000 in additional
Intersection Safety Camera Program revenue (3542000).
Capital Outlay — ($95, 000 "Reallocation" no net change)
Community Services (8050) 6341 — Transportation System Improve.
Requires a budget amendment of $95,000 due to some unexpected utility complexities
that were encountered as it related to the NE 1915' Street/Biscayne Blvd. Improvements
Project.
Non - Departmental (8090) 6999 — Capital Reserve
The overage described directly above related to the utility complexities will be offset by
a corresponding decrease of $95,000 in the General Fund Capital Reserve (6999)
budgeted funds.
The budget amendments outlined above, are expected to have little to no impact on the
FY 2010/11 overall budget or carryover that was utilized in the preparation of the FY
2011/12 budget. Based on this analysis, I recommend approval of the attached
Ordinance.
2
CITY OF AVENTURA
GENERAL FUtIP OPI
FY 2010111 BUDGET AMENDMENT
REVENUES
3221000 Building Permits $ 700,000 $ 700,000 $ 1,400,000
3542000 Red Light Violations 550,000 425,000 975,000
Total Revenue $ 1,250,000 $ 1,125,000 $ 2,375,000
TOTAL AMENDMENTS - REVENUE $ 1,125,000
EXPENDITURES
COMMUNITY DEVELOPMENT (4001)
CONTRACTUAL SERVICES
3101 Building Inspection Services
$
480,000 $
700,000
$
1,180,000
3190 Prof. Services
200,000
325,000
525,000
Total Community Development
$
680,000 $
1,025,000
$
1,705,000
NON - DEPARTMENTAL - TRANSFERS (9001)
TRANSFERS
9118 Transfer to Charter School Fund
$
- $
100,000
$
100,000
Total Transfers
$
- $
100,000
$
100,000
CAPITAL OUTLAY - (80XX)
Community Services - 50 -541
6341 Transportation System Improve.
Non - Departmental - 90 -590
6999 Capital Reserve
Total Capital Outlay
285,000 $ 95,000 $ 380,000
15,193,488 (95,000) 15,098,488
$ 15,478,488 $ - $ 15,478,488
TOTAL AMENDMENTS - EXPENDITURES $ 1,125,000
ORDINANCE NO. 2012-
AN ORDINANCE OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, AMENDING ORDINANCE
NO. 2010 -10 WHICH ORDINANCE ADOPTED A BUDGET
FOR THE 2010/2011 FISCAL YEAR BY REVISING THE
2010/2011 FISCAL YEAR OPERATING AND CAPITAL
BUDGET AS OUTLINED IN EXHIBIT "A" ATTACHED
HERETO; AUTHORIZING THE CITY MANAGER TO DO
ALL THINGS NECESSARY TO CARRY OUT THE AIMS OF
THIS ORDINANCE; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, upon the periodic review and analysis of current budgetary
commitments and obligations, and based upon the projected needs and requirements
of the City and upon the recommendations of the City Manager (and the concurrence of
the Finance Director as to Accounting Principles), it is deemed necessary to adjust,
amend and implement the 2010/2011 Operating and Capital Budget as set forth in
Exhibit "A" attached hereto and made a part hereof.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, AS FOLLOWS:
Section 1. The recitals contained in the preamble to this Ordinance are
incorporated by reference herein.
Section 2. The City Commission hereby authorizes the amendment of
Ordinance No. 2010 -10, which Ordinance adopted a budget for the 2010/2011 fiscal
year, by revising the 2010/2011 budget as set forth on the attached Exhibit "A" which
exhibits are deemed incorporated by reference as though set forth in full herein.
Section 3. The City Manager is hereby authorized to do all things necessary to
carry out the aims of this Ordinance.
Ordinance No. 2012 -
Page 2
Section 4. Effective Date. This Ordinance shall be effective immediately
upon adoption on second reading and shall be applicable retroactively from and after
October 1, 2010.
The foregoing Ordinance was offered by Commissioner , who moved
its adoption on first reading. This motion was seconded by Commissioner ,
and upon being put to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
The foregoing Ordinance was offered by Commissioner , who moved its
adoption on second reading. This motion was seconded by Commissioner , and
upon being put to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
PASSED AND ADOPTED on first reading this 1St day of November, 2011.
K
Ordinance No. 2012 -
Page 3
PASSED AND ADOPTED on second reading this 3rd day of January, 2012.
TERESA M. SOROKA, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
SUSAN GOTTLIEB, MAYOR
CITY OF "ENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA -CM, City Manager
DATE: October 14, 2011
SUBJECT: Ordinance Amending 2011/12 Charter School Fund Budget
1St Reading November 1, 2011 City Commission Meeting Agenda Item —13
2 "d Reading November 17, 2011 City Commission Meeting Agenda Item
RECOMMENDATION
It is recommended that the City Commission approve the attached Ordinance
amending the 2011/12 Charter School Fund Budget. The total amount of the
amendment is $291,000.
BACKGROUND
The attached document has been prepared to address revenue reductions imposed by
the State to balance the State Budget. Section 4.07 of the City Charter provides the " If
at any time during the fiscal year, it appears probable to the Manager that the revenues
available will be insufficient to the meet the amounts appropriated, he shall report to the
Commission without delay, indicating the estimated amounts of the deficit and his
recommendation as to the remedial action to be taken"
At the time the Commission reviewed the Charter School Budget, I had advised the
Commission that the State's budget was not finalized and although we anticipated a
loss of revenue, we did not know the full impact and we would need to review after the
first quarter of the new fiscal year. Since the beginning of the new fiscal year on July 1,
we have been monitoring the revenues from the State that fund the Charter School
Budget. Based on our meetings with the School Board staff after the State budget was
passed, I reported that it appeared that the revenues would be $300,000 less than what
was budgeted. Now that the first quarter of the year is complete, the estimates confirm
the $300,000 figure.
Attached is a budget amendment that includes the recommended action to resolve the
$300,000 loss. These amendments do not affect the classroom or impact any of the
Memo to City Commission
Page 2
programs provided at the school. A large portion ($206,000) of the expenditure
reduction is associated with lower than expected health insurance premiums.
REVENUES
1. Recognizes $306,000 loss in State funding imposed by the State Legislature.
2. Recognizes additional $5,000 from Misc. Revenues.
3. Recognizes $10,000 additional allocation from reserve funds to partially offset
the loss of State funding.
EXPENDITURES
1. Reduces health Insurance expenditures by $206,000 due to lower than
expected health insurance premiums.
2. Eliminates part time vacant position of Special Projects Coordinator.
3. Recognizes $12,000 savings based on Charter School USA agreeing to
freeze its Management Fee.
4. Lower than anticipated costs associated with computer equipment purchases
resulted in a cost savings of $25,000.
5. The Contingency amount was decreased by $35,000.
As always, we will continue to closely monitor the budget throughout the fiscal year.
If you have any questions, please feel free to contact me.
EMS /act
Attachment
iacu 319_1
Budget Amendments
CHARTER SCHOOL FUND 190
Revenues
State Shared Revenues
3359100 Florida Education Finance Program
SUBTOTAL
Misc. Income
3661900 Misc. Revenues
3999000 Beginning Surplus
SUBTOTAL
Total Amendments- Revenues
Expenditures
5,832,000 (306,000) 5,526,000
$ 5,832,000 $ (306,000) $ 5,526,000
$ 110,000 $ 5,000 $ 115,000
399,935 10,000 409,935
$ 509,935 $ 15,000 $ 524,935
......................
......................
1!1119'10D#i',
......................
......................
Total Amendments - Expenditures #2 IO()
K -3
2301
Health
$
179,055
$
(86,000)
$
93,055
SUBTOTAL
$
179,055
$
(86,000)
$
93,055
4to8
2301
Health
$
210,733
$
(120,000)
$
90,733
SUBTOTAL
$
210,733
$
(120,000)
$
90,733
School Admin
1260
Other Support Personnel
$
202,342
$
(13,000)
$
189,342
SUBTOTAL
$
202,342
$
(13,000)
$
189,342
Operation of Plant
3148
Planning /Management Fee -CSUSA
$
336,000
$
(12,000)
$
324,000
5901
Contingency
100,000
$
(35,000)
$
65,000
SUBTOTAL
$
436,000
$
(47,000)
$
389,000
Capital Outlay
6402
Computer Equipment
$
100,500
$
(25,000)
$
75,500
SUBTOTAL
$
100,500
$
(25,000)
$
75,500
......................
......................
Total Amendments - Expenditures #2 IO()
ORDINANCE NO. 2012-
AN ORDINANCE OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, AMENDING ORDINANCE
NO. 2011 -05, WHICH ORDINANCE ADOPTED A
CHARTER SCHOOL OPERATING AND CAPITAL
BUDGET FOR THE AVENTURA CITY OF EXCELLENCE
SCHOOL FOR FISCAL YEAR 2011/2012 (JULY 1 — JUNE
30) BY REVISING THE 2011/2012 FISCAL YEAR BUDGET
DOCUMENT AS OUTLINED IN EXHIBIT "A" ATTACHED
HERETO; AUTHORIZING THE CITY MANAGER TO DO
ALL THINGS NECESSARY TO CARRY OUT THE AIMS OF
THIS ORDINANCE; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, upon the periodic review and analysis of current budgetary
commitments and obligations, and based upon the projected needs and requirements
of the Aventura City of Excellence School and upon the recommendations of the City
Manager (and the concurrence of the Finance Director as to Accounting Principles), it is
deemed necessary to adjust, amend and implement the 2011/2012 Operating and
Capital Budget of the Aventura City of Excellence School as set forth in Exhibit "A"
attached hereto and made a part hereof.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, AS FOLLOWS:
Section 1. The recitals contained in the preamble to this Ordinance are
incorporated by reference herein.
Section 2. The City Commission hereby authorizes the amendment of
Ordinance No. 2011 -05, which Ordinance adopted a budget for the 2011/2012 fiscal
year for the Aventura City of Excellence School by revising the 2011/2012 budget as
Ordinance No. 2012 -
Page 2
set forth on the attached Exhibit "A ", which exhibit is deemed incorporated by reference
as though set forth in full herein.
Section 3. The City Manager is hereby authorized to do all things necessary to
carry out the aims of this Ordinance.
Section 4. Effective Date. This Ordinance shall be effective immediately
upon adoption on second reading.
The foregoing Ordinance was offered by Commissioner , who moved its
adoption on first reading. This motion was seconded by Commissioner , and upon
being put to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
The foregoing Ordinance was offered by Commissioner , who
moved its adoption on second reading. This motion was seconded by Commissioner
and upon being put to a vote, the vote was as follows:
Commissioner Zev Auerbach
Commissioner Bob Diamond
Commissioner Teri Holzberg
Commissioner Billy Joel
Commissioner Michael Stern
Commissioner Luz Urbaez Weinberg
Mayor Susan Gottlieb
2
Ordinance No. 2012 -
Page 3
PASSED AND ADOPTED on first reading this 1St day November, 2011.
PASSED AND ADOPTED on second reading this 3rd day of January, 2012.
ATTEST:
TERESA M. SOROKA, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
3
SUSAN GOTTLIEB, MAYOR