2025-396-WG RFQ Applicant Tracking and Learning Management System (1).pdf

Version 2023.03.01

Request for Qualifications (RFQ)

2025-396-WG

APPLICANT TRACKING AND LEARNING MANAGEMENT

SYSTEM

TABLE OF CONTENTS

SOLICITATION SECTIONS:

0100 INSTRUCTIONS TO RESPONDENTS

0200 GENERAL CONDITIONS

0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT

0400 PROPOSAL EVALUATION

APPENDICES:

APPENDIX A CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT

APPENDIX B SPECIAL CONDITIONS

APPENDIX C INSURANCE REQUIREMENTS

SECTION 0100 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS

1. GENERAL. This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Bidders to submit proposals for the City's consideration in evaluating qualifications to select a firm with whom it may negotiate an agreement for the purpose noted herein.

The City utilizes Bidnet Direct (Government Bids Opportunities and RFP | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFQ.

Any prospective Bidder who has received this RFQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of the Proposal submitted.

2. BACKGROUND. The City of Miami Beach utilizes the NeoGov software solution that specializes in public sector recruitment, onboarding, and employee training processes, which streamlines the hiring process. Historically, the city has purchased these services from competitively solicited piggyback contracts awarded by the state and national cooperatives.

The issuance of formal solicitation in lieu of piggybacking is in the best interest of the City at this time, as the current licenses are nearing expiration, and the awarding entities have not yet awarded replacement agreements, which may result in service interruption. The existing agreement with NeoGov via the Montgomery County agreement is presently scheduled to expire on October 29, 2025.

The City’s estimated annual Budget for the software solution is $100,000.00.

Through the RFQ, the City will consider qualifications and system functionality and may negotiate an agreement, to include fees, with the proposer(s) deemed to be most qualified.

3. PURPOSE Through the RFQ process, the City is seeking proposals from qualified software providers for an applicant tracking and recruitment management solution, designed for governmental agencies to attract and hire high-quality candidates efficiently and equitably. The software would also have an option of a learning management module that would allow Human Resources staff to choose from various detailed training and courses provided by the proposer that would align with the City’s mandatory training and its goals.

3.1 Interested Parties. Interested parties are invited to submit proposals in accordance with Section 0300. A Pre-proposal conference will be held in accordance with Section 0100, Sub-sections 5 and 7. All proposals will be evaluated in accordance with the criteria found in Section 0400.

4. STATEMENT OF WORK REQUIRED. The applicant tracking and recruitment solution must at a minimum have the following capabilities:

a. Seamlessly post to multiple job boards from one location and monitor job posting health to determine when more advertising is needed.

b. Display job postings on Pages that are unique to the City of Miami Beach and different types of roles. That can be linked to our main website.

c. Allow City job postings to automatically flow to a recruitment website job board for public/ private sector applicants.

d. Use “auto-screening” to automatically screen candidates based on requirements set by the City.

e. Allow for the electronic distribution of applications to the hiring departments for review.

f. Allows candidates to electronically submit All forms related for pre-employment, new hire orientation, transfers, and offboarding.

g. Provide accessible standard reports via an Analytics tool.

h. Contain built-in analytics for EEO and customizable reporting.

i. This platform should integrate with our current ERP system, Tyler Technologies. It should cultivate growth, promote excellence, and automate processes to expedite current application, onboarding and offboarding processes, as well as provide valuable data which would allow us to make informed workforce decisions.

https://www.bidnetdirect.com/

j. The system must also have a learning management module with focus on increased workforce productivity, safety and retention.

k. The successful proposer will bear all technical, operational, integration, implementation, and functional responsibility.

5. ANTICIPATED RFQ TIMETABLE. The tentative schedule for this solicitation is as follows:

RFQ Issued July 23, 2025 Pre-Proposal Meeting August 5, 2025 at 10:00 am ET

Join the meeting now Meeting ID: 280 223 581 098 2 Passcode: GN7fD6qS

Dial in by phone +1 786-636-1480, United States, Miami Phone conference ID: 118 161 475#

Deadline for Receipt of Questions August 20, 2025, at 5:00 pm ET Responses Due September 3, 2025, at 3:00 pm ET

Join the meeting now Meeting ID: 216 733 188 788 4 Passcode: 9K8Fu6Cf

Dial in by phone +1 786-636-1480, United States, Miami Find a local number Phone conference ID: 352 073 709#

Evaluation Committee Review TBD Tentative Commission Approval TBD

Contract Negotiations Following Commission Approval

6. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below:

Procurement Contact: Telephone: Email:

William Garviso 305 673-7490 WilliamGarviso@miamibeachfl.gov Additionally, the City Clerk is to be copied on all communications via email at RafaelGranado@miamibeachfl.gov or via facsimile: 786-394-4188.

The Proposal title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than fifteen (15) calendar days prior to the date proposals are due as scheduled in Section 0100-

5. All responses to questions/clarifications will be sent to all prospective Bidders in the form of an addendum.

7. PRE-PROPOSAL MEETING OR SITE VISIT(S). A pre-proposal meeting or site visit(s) may be scheduled.

Attendance for the pre-proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Bidders interested in participating in the Pre-Proposal Meeting must follow these steps:

Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjFhMmE3ZDItMTI1ZC00NDdmLWIwZmQtOWQ5MGY3NGUwZGFm%40thread.v2/0?context=%7b%22Tid%22%3a%22551608f9-48f3-4871-808a-a969ec5cf48a%22%2c%22Oid%22%3a%22eb31d87a-d6ce-484f-bdfa-bc40acb9421b%22%7d tel:+17866361480,,118161475 https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2NlMGJmNTktYTNjZi00YzM4LTg0Y2EtYjRhODU0MGE5ZTkw%40thread.v2/0?context=%7b%22Tid%22%3a%22551608f9-48f3-4871-808a-a969ec5cf48a%22%2c%22Oid%22%3a%22eb31d87a-d6ce-484f-bdfa-bc40acb9421b%22%7d https://dialin.teams.microsoft.com/27a0cff4-d357-4d68-a8b8-cdfc9544358c?id=352073709 mailto:RafaelGranado@miamibeachfl.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjFhMmE3ZDItMTI1ZC00NDdmLWIwZmQtOWQ5MGY3NGUwZGFm%40thread.v2/0?context=%7b%22Tid%22%3a%22551608f9-48f3-4871-808a-a969ec5cf48a%22%2c%22Oid%22%3a%22eb31d87a-d6ce-484f-bdfa-bc40acb9421b%22%7d

Meeting ID: 280 223 581 098 2 Passcode: GN7fD6qS

Dial in by phone +1 786-636-1480, United States, Miami Phone conference ID: 118 161 475#

Bidders who are participating should send an email to the contact person listed in this RFQ expressing their intent to participate.

8. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City and will be without legal effect, including any information received at pre-submittal meeting or site visit(s). The City, by means of Addenda, will issue interpretations or written addenda clarifications that are considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Bidnet Direct. Any prospective bidder who has received this RFQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of the Proposal. Written questions should be received no later than the date outlined in the Anticipated RFQ Timetable section.

9. CONE OF SILENCE. This RFQ is subject to, and all bidders are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Bidders shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance.

Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov

10. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Bidders (or Bidder team members or sub-consultants) to determine qualifications (including, but not limited to, litigation history, regulatory action, or additional references) and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).

11. BIDDER'S RESPONSIBILITY. Before submitting a response, each Bidder shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Bidder from any obligation to comply with every detail and with all provisions and requirements of the contract and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Bidder.

12. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations:

(1) The ability, capacity, and skill of the Bidder to perform the contract.

(2) Whether the Bidder can perform the contract within the time specified, without delay or interference.

(3) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder.

(4) The quality of performance of previous contracts.

tel:+17866361480,,118161475 mailto:rafaelgranado@miamibeachfl.gov

(5) The previous and existing compliance by the Bidder with laws and ordinances relating to the contract.

The City Manager may recommend to the City Commission the Bidder(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals that it deems to be in the best interest of the City, or it may also reject all Proposals.

13. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Bidder. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Bidder in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Bidders that no property, contract, or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to, approved by the City, and executed by the parties.

14. E-VERIFY. As a contractor, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to utilize the U.S.

Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term.

15. BIDNET DIRECT. The Procurement Department utilizes Bidnet Direct, as its electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City, you must register through Bidnet Direct, www.bidnetdirect.com/florida/cityofmiamibeach. Registration is easy and will only take a few minutes. For detailed instructions on registering and submitting electronic bids, visit https://www.miamibeachfl.gov/city-hall/procurement/for-approval-how-to-become-a-vendor/.

If you have any questions regarding this system or registration, please visit the link above or contact Bidnet Direct at support@Bidnet.com or 1-800-835-4603 option 2.

16. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Bidnet Direct, the City encourages vendors to register with our online Vendor Self-Service web page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self- Service (VSS) webpage (https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx) will also provide you with purchase orders and payment information.

Should you have any questions or comments, do not hesitate to submit them to vendorsupport@miamibeachfl.gov.

17. SUPPLIER DIVERSITY. The City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC), and small and disadvantaged businesses, as certified by Miami- Dade County. See authorizing resolutions here.

If your company is certified as an LGBT-owned business by NGLCC or as a small or disadvantaged business by Miami-Dade County, click on the link below to be added to the City's supplier registry (Vendor Self-Service) and bid system (Bidnet Direct, Supplier-to-Government). These are two different systems, and it is important that you register for both.

Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/.

http://www.bidnetdirect.com/florida/cityofmiamibeach https://www.miamibeachfl.gov/city-hall/procurement/for-approval-how-to-become-a-vendor/ https://www.miamibeachfl.gov/city-hall/procurement/for-approval-how-to-become-a-vendor/ mailto:support@Bidnet.com https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx mailto:vendorsupport@miamibeachfl.gov https://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures/ https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/ https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/

SECTION 0200 GENERAL CONDITIONS

FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, the Bidder agrees to be bound by and in compliance with the Terms and Conditions for Services (dated 10.27.2022), incorporated herein, which may be found at the following link:

https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

Balance of Page Intentionally Left Blank https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT

1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Bidnet Direct on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not acceptable and will be rejected.

A bidder may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid.

Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4 below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Only proposal submittals received and time stamped by Bidnet Direct prior to the proposal submittal deadline shall be accepted as submitted in a timely manner. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Bidnet Direct by contacting support@Bidnet.com or 1-800-835-4603 option 2. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue.

It is the sole responsibility of each Bidder to ensure its Proposal is successfully submitted in Bidnet Direct prior to the deadline for proposal submittals.

2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-responsiveness. Non-responsive proposals will not be considered.

1.Certification, Questionnaire & Requirements Affidavit (Appendix A, uploaded separately to Bidnet Direct).

2. Failure to comply with the Minimum Eligibility Requirements (if applicable).

3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct) with the bid and by the deadline for submittals shall render a proposal non-responsive. Non-responsive proposals will not be considered. With the exception of the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct), the City reserves the right to seek any omitted information/documentation or any additional information from the Bidder or other source(s), including but not limited to any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Bidder to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in the Proposal being deemed non-responsive.

4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process, and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic Proposal shall be submitted through the "Documents" attachment tab in Bidnet Direct.

TAB 1 Cover Letter & Table of Contents, Minimum Qualifications Requirements, and Proposal Certification, Questionnaire & Requirements Affidavit mailto:support@Bidnet.com

1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs, and page numbers to facilitate the evaluation committee's review. The cover letter must be signed by a principal or agent able to bind the firm.

1.2 Minimum Qualification Requirement. Provide verifiable information that…

1.3 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A) (Attached Separately to

Bidnet Direct). Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit with the bid shall result in the bid being deemed non-responsive.

TAB 2 Experience and Qualifications

2.1 Qualifications of Proposing Firm. Provide evidence that the proposed solution is an established, proven system that is designed specifically to meet the needs defined herein and has been used successfully by public sector agencies.

For each project that the Proposer submits as evidence of experience for the firm and/or any principal, the following is required: 1) project description, 2 application solution furnished & implemented, 3) agency name,

4) agency contact, 5) contact telephone & email. For each project, identify whether the experience is for the firm or for a principal (include name of principal).

2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein, including but not limited to system development, installation, implementation, and support of the software product and each team members’ qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each team member to be assigned to this contract.

TAB 3 System Capabilities

Responses shall be in sufficient detail and include supporting documentation, as applicable, which allow the Evaluaiton Committee to complete a full review and score the proposed product.

3.1 Provide a detailed description of the system being proposed and its functionality, including:

a. candidate management process

b. prescreening capabilities

c. auto-scoring/ranking

d. recruitment data accessibility

e. list open positions on city website and online application acceptance

f. Americans with Disabilities Act compliance

g. auditability

h. advertising capabilities

i. Class Specification repository for class specifications that contains job descriptions, lists essential functions, and specifies minimum qualifications

j. Internal and External Employment Application capabilities

k. offer letter approval routing

l. Analytics: Gain insight into the effectiveness of business processes and highlight opportunities for improvement

m. customer support for administrators, internal users, and applicants

n. mobile applications

o. ability to search positions to match chosen job categories

p. social media sharing, spread of information on social networks

q. import/export capability: Ability to import data to/from the system to a universal file formats

r. DocuSign or other secure e-signature capability

s. Provide any links to demo or system software information for consideration

t. information regarding enhancements or additional modules expected to be available within the next year, including a software refresh schedule

u. Describe the level of commitment to continuous system improvements (upgrades), expansion of system capabilities and providing client support?

v. Provide a complete description of any client-side technical specifications and/or hosting requirements for the platform proposed.

w. Identify any third-party software required to provide the functionality required by the City.

x. Is your system PCI compliant?

y. Does your organization develop and own its core technology or is it licensed from a third party?

z. Reporting capability. Are all reports exportable to Excel or other file formats?

aa. Does the system provide any ad hoc report writing/generating tool?

bb. Will the City have access to the system database? Who owns the data?

cc. Do you host and update your system?

dd. Is your software Microsoft SQL? Please provide the version of the software.

ee. Is your software web-based?

ff. Does your software offer automations? (onboarding, email notifications, etc.)

TAB 4 Approach and Methodology Submit detailed information addressing how the proposed solution will achieve each portion of the scope of services and technical requirements outlined in the Scope of Work including but not limited to project planning and implementation, training, and maintenance/support information:

4.1 Project Planning and Implementation Information

4.1.1 Provide a complete sample project plan for this project. Include your firm’s approach to project management, implementation, migration, and training issues. Describe the implementation strategy that would be employed to successfully complete the project as well as meet the requirements of the City within the required timeline.

4.1.2 Include a sample project schedule based on the above project plan. Indicate the significant “milestones” in a project of this nature and magnitude.

4.2 Training Information

4.2.1 Describe the training program approach for the City. Include Administrator, Power User, and Full User roles;

including in-house training (“Live”);.

4.2.2 Describe all training manuals and formats available. Describe other methods or training available to City users.

4.3 Maintenance/Support/Warranty Information

4.3.1 Describe the levels and types of ongoing system support and maintenance provided by your firm. Specify the current version of your system, next major upgrade, how often the system is upgraded, and how the upgrades are accomplished.

4.3.2 Indicate how support would be provided to our location (hotline telephone support, email, on-site, helpdesk, etc.). Describe the support escalation process should initial methods of support not adequately address the issue(s).

4.3.3 Describe software and services warranty coverage. Provide any available Service Level Agreement(s) (“SLA”) for the City’s consideration.

SECTION 0400 PROPOSAL EVALUATION

1. EVALUATION COMMITTEE. An Evaluation Committee, appointed by the City Manager, may meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the Evaluation Committee may review and score all proposals received, with or without requiring presentations. It is important to note that the Evaluation Committee is advisory only and does not make an award recommendation to the City Manager or the City Commission. The City Manager will utilize the results to take one of the following actions:

a. In the event that only one responsive Proposal is received, the City Manager, after determination that the sole responsive Proposal materially meets the requirements of the RFQ, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations or

b. The City Manager may recommend that the City Commission authorize negotiations or award a contract to one or more firms in accordance with Section 0100, Sub-section 12, or

c. The City Manager may Recommend that the City Commission short-list one or more firms for further consideration by the Evaluation Committee or

d. The City Manager may recommend to the City Commission that all firms, if more than one (1) responsive submittal is received, be rejected.

2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short-listing of firms responding to this RFQ is approved, the short-listed firms may be required to make presentations to and be interviewed by the Evaluation Committee. In further considering the short-listed firms, the Evaluation Committee will utilize the criteria set forth in Sub-section 4 below.

3. TECHNICAL ADVISORS. The City, at its discretion, may utilize technical or other advisers to assist the evaluation committee or the City Manager in evaluating proposals.

4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance with the following criteria:

5. QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible proposals and assign points for the qualitative factors only. The Evaluation Committee shall not consider quantitative factors (e.g., veteran's preference) in its review of proposals. The Evaluation Committee shall act solely as an advisory to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants, or any other third party in developing an award recommendation in accordance with Section 0100, Sub-section 10. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the evaluation criteria.

6. Quantitative Criteria. Following the results of the evaluation of the qualitative criteria by the Evaluation Committee, the Bidders may receive additional points, which will be added by City staff.

Veterans' Preference points will be assigned in accordance with Section 2-374 of the City Code.

7. DETERMINATION OF FINAL RANKING. The sum of the evaluation criteria points will be converted to rankings in accordance with the example below:

Bidder A Bidder B Bidder C

Committee Member 1

Qualitative Points 82 74 80 Quantitative Points 10 5 0

Total 92 79 80 Rank 1 3 2

Committee Member 2

Qualitative Points 82 85 72 Quantitative Points 10 5 0

Total 92 90 72 Rank 1 2 3

Committee Member 2

Qualitative Points 90 74 66 Quantitative Points 10 5 0

Total 100 79 66 Rank 1 2 3

Low Aggregate Score 3 7 8 Final Ranking* 1 2 3

Qualitative Criteria (Points Assigned by Evaluation Committee) Maximum Points

Experience & Qualifications (Tab 2) 40 System Capabilities (Tab 3) 35 Approach & Methodology (Tab 4) 25 TOTAL AVAILABLE POINTS for Qualitative Criteria 100

Quantitative Criteria (Points Assigned by Procurement Department) Maximum Points

Veteran's Preference Points 5 TOTAL AVAILABLE POINTS for Qualitative and Quantitative 105

It is important to note that the results of the proposal evaluation process in accordance with Section 0400 do not represent an award recommendation. The City Manager will utilize the results of the proposal evaluation process and any other information he deems appropriate to develop an award recommendation to the City Commission, which may differ from the results of the proposal evaluation process and final rankings.

APPENDIX A

Certification, Questionnaire &

Requirements Affidavit

(UPLOADED AS SEPARATE ATTACHMENT)

RFQ 2025-396-WG

APPLICANT TRACKING AND

LEARNING MANAGEMENT SYSTEM

PROCUREMENT DEPARTMENT

1755 Meridian Avenue, 3rd Floor

Miami Beach, Florida 33139

APPENDIX B

Special Conditions

RFQ 2025-396-WG

Special Conditions

1. TERM OF CONTRACT. The term of the Agreement resulting from this RFQ shall be for an initial term of five (5) years.

2. OPTION TO RENEW. The City, through its City Manager, will have the option to extend for one (1) additional five-year period at the City’s sole discretion. The successful contractor shall maintain, for the entirety of any renewal period, the same revenue share, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the successful contractor.

3. ADDITIONAL SERVICES. Related services not specifically identified in this request may be added to, or deleted from, any resultant contract upon successful negotiations and mutual consent of the contracting parties, and approval by the City Manager.

APPENDIX C

INSURANCE

REQUIREMENTS

RFQ 2025-396-WG

TYPE 7 – PROFESSIONAL SERVICES

(NON-CONSTRUCTION)

INSURANCE REQUIREMENTS

The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract.

A. Workers' Compensation Insurance for all employees of the Contractor as required by Florida Statute Chapter 440 and Employer Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Should the Contractor be exempt from this Statute, the Contractor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt contractor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers’ Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption.

B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate.

C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non-owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage.

D. Professional Liability (Errors & Omissions) Insurance appropriate to the

Consultant’s profession, with limit no less than $1,000,000.

Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers’ Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor’s insurance.

Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS

Insurance Compliance Services.

Waiver of Subrogation – Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers – Insurance must be placed with insurers with a current A.M.

Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida.

Verification of Coverage – Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.

CERTIFICATE HOLDER MUST READ:

City of Miami Beach c/o Exigis Insurance Compliance Services P.O. Box 947 Murrieta, CA 92564

Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at:

Certificates-miamibeach@riskworks.com

Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement.

mailto:Certificates-miamibeach@riskworks.com