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HomeMy WebLinkAboutJuly 27, 2016 City Council AgendaJuly 27, 2016 City Council Agenda Page 1 CITY OF MIAMI GARDENS CITY COUNCIL MEETING AGENDA Meeting Date: July 27, 2016 Miami Gardens, Florida 33056 Next Regular Meeting Date: September 14, 2016 Phone: (305) 914-9010 Fax: (305) 914-9033 Website: www.miamigardens-fl.gov Time: 7:00 p.m. Mayor Oliver Gilbert Vice Mayor Felicia Robinson Councilman Rodney Harris Councilwoman Lisa C. Davis Councilman David Williams Jr. Councilwoman Lillie Q. Odom Councilman Erhabor Ighodaro, Ph.D. City Manager Cameron Benson City Attorney Sonja K. Dickens, Esq. City Clerk Ronetta Taylor, MMC Article VII of the Miami Gardens Code entitled, “Lobbyist” requires that all lobbyists before engaging in any lobbying activities to register with the City Clerk and pay a one-time annual fee of $250.00. This applies to all persons who are retained (whether paid or not) to represent a business entity or organization to influence “City” action. “City” action is broadly described to include the ranking and selection of professional consultants, and virtually all- legislative, quasi-judicial and administrative action. All not-for-profit organizations, local chamber and merchant groups, homeowner associations, or trade associations and unions must also register however an annual fee is not required. (A) CALL TO ORDER/ROLL CALL (B) INVOCATION (C) PLEDGE OF ALLEGIANCE (D) APPROVAL OF MINUTES D-1) Regular City Council Minutes – July 13, 2016 (E) ORDER OF BUSINESS (Items to be pulled from Consent Agenda at this time) (F) SPECIAL PRESENTATIONS (5 minutes each) F-1) Councilwoman Lillie Q. Odom- Special Presentation (G) PUBLIC COMMENTS 1 OF 434 July 27, 2016 City Council Agenda Page 2 (H) ORDINANCE(S) FOR FIRST READING: None (I) ORDINANCE(S) FOR SECOND READING/PUBLIC HEARING(S) I-1) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING CHAPTER 34, ARTICLE VII, SECTION 34-233 (“ALTERNATIVES TO RENAMING STREETS”) OF THE CODE OF ORDINANCES; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) (1st Reading – July 13, 2016) (J) RESOLUTION(S)/PUBLIC HEARING(S) None (K) CONSENT AGENDA: K-1) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING AN ADDENDUM TO THE FINDING OF NECESSITY PREVIOUSLY APPROVED BY THE CITY COUNCIL FOR THE ESTABLISHMENT OF A COMMUNITY REDEVELOPMENT AGENCY (“CRA”), A COPY OF WHICH IS ATTACHED HERETO AS EXHIBIT “A”; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY MAYOR OLIVER GILBERT) K-2) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING A PARTNERSHIP BETWEEN THE CITY OF MIAMI GARDENS AND UNITE4:GOOD, TO IMPROVE THE QUALITY OF LIFE IN THE CITY OF MIAMI GARDENS BY ENCOURAGING COMMUNITY STAKEHOLDERS TO ENGAGE IN ‘RANDOM ACTS OF KINDNESS’; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY MAYOR OLIVER GILBERT) K-3) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, ALLOCATING THE SUM OF $300 FROM 01-11-01-511-496-01, THE CITY COUNCIL SPECIAL EVENTS ACCOUNT AND $500 FROM 01-12-01-512-492-00, THE CITY MANAGER’S SPECIAL EVENTS ACCOUNT FOR THE 2 OF 434 July 27, 2016 City Council Agenda Page 3 INTERNATIONAL MUSIC FESTIVAL; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY COUNCILMAN ERHABOR IGHODARO) K-4) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO WITT O’BRIEN’S, LLC, FOR DISASTER DEBRIS MONITORING SERVICES; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT FOR THIS PURPOSE; AND IF NEGOTIATIONS ARE UNSUCCESSFUL, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AND AGREEMENT WITH THE NEXT RANKED FIRM, DEBRISTECH, LLC; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) K-5) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY THAT CERTAIN AGREEMENT WITH SUNGARD HTE, INC., FOR A COMPUTER-AIDED DISPATCH SYSTEM, A RECORDS MANAGEMENT SYSTEM AND A MOBILE DATA COMPUTING SYSTEM FOR THE POLICE DEPARTMENT; AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS NOT TO EXCEED THE ALLOCATED BUDGET AMOUNT; PROVIDING FOR THE ADOPTION OF REPRESENTATION; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) K-6) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, RESCHEDULING THE SEPTEMBER 14, 2016 CITY COUNCIL MEETING TO SEPTEMBER 13, 2016; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY THE CITY CLERK) K-7) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY, THAT CERTAIN PURCHASING CARD AGREEMENT WITH BANK OF AMERICA IN ACCORDANCE WITH STATE CONTRACT NO. 84121500-15-01; PROVIDING FOR THE ADOPTION OF REPRESENTATION; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) 3 OF 434 July 27, 2016 City Council Agenda Page 4 (L) RESOLUTION(S) L-1) A RESOLUTION OF THE CITY OF MIAMI GARDENS, FLORIDA, ADOPTING A PROPOSED MILLAGE RATE TO BE LEVIED FOR FISCAL YEAR 2016-17 FOR OPERATING PURPOSES; ESTABLISHING THE DEBT SERVICE MILLAGE RATE APPROVED BY THE ELECTORATE IN APRIL 2014; SETTING THE DATE, TIME AND PLACE OF PUBLIC HEARINGS TO CONSIDER THE PROPOSED MILLAGE RATE, DEBT SERVICE MILLAGE RATE AND TENTATIVE BUDGET; PROVIDING FOR DIRECTIONS TO THE CITY MANAGER; AND PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) QUASI-JUDICIAL ZONING HEARINGS: (M) ORDINANCES ON FOR FIRST READING(S): M-1) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION SUBMITTED BY MAS DEVELOPMENT FOR THE REZONING OF PROPERTY LOCATED EAST OF NW 31st AVENUE AND SOUTH OF NW 183RD STREET, MIAMI GARDENS, FLORIDA MORE PARTICULARLY DESCRIBED ON EXHIBIT “A”, ATTACHED HERETO, FROM EO, ENTERTAINMENT OVERLAY DISTRICT TO R-25, MULTIPLE FAMILY; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) M-2) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION FOR THE REZONING OF CITY OWNED PROPERTY LOCATED AT 18330 & 18450 NW 12TH AVENUE, MIAMI GARDENS, FLORIDA MORE PARTICULARLY DESCRIBED IN EXHIBIT “A”, ATTACHED HERETO, FROM GP, GOVERNMENT PROPERTY, TO PD, PLANNED DEVELOPMENT; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING FOR A SEVERABILITY CLAUSE; PROVIDING INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) (N) ORDINANCES ON FOR SECOND READING/PUBLIC HEARING(S) None 4 OF 434 July 27, 2016 City Council Agenda Page 5 (O) RESOLUTION(S)/PUBLIC HEARING(S) O-1) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA APPROVING THE SPECIAL EXCEPTION APPLICATION SUBMITTED BY BAHA, LLC/ FLORIDA BUILDERS GROUP, INC., TO ALLOW A GENERAL CONTRACTOR OFFICE WITH OUTDOOR STORAGE IN THE PLANNED CORRIDOR DISTRICT (PCD) FOR THE PROPERTY LOCATED AT 16495 NW 27TH AVENUE; PROVIDING FOR A DECLARATION OF RESTRICTIVE COVENANTS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) O-2) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION SUBMITTED BY CALICO INVESTMENTS, LLC., FOR PROPERTY LOCATED AT 15800 – 15890 N.W. 15th AVENUE, MIAMI GARDENS, FLORIDA, MORE PARTICULARLY DESCRIBED ON EXHIBIT “A”, ATTACHED HERETO, FOR A VARIANCE OF SECTION 34-342 OF THE LAND DEVELOPMENT REGULATIONS TO INCREASE THE LOT COVERAGE FROM 50% TO 68% AND TO INCREASE THE BUILDING AREA FROM 50% TO 71.55%; PROVIDING FOR ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) (P) REPORTS OF CITY MANAGER/CITY ATTORNEY/CITY CLERK P-1) MGPD Monthly Report – June 2016 (Q) REPORTS OF MAYOR AND COUNCIL MEMBERS (R) WRITTEN REQUESTS, PETITIONS & OTHER WRITTEN COMMUNICATIONS FROM THE PUBLIC (S) ADJOURNMENT IN ACCORDANCE WITH THE AMERICAN 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 RONETTA TAYLOR, MMC, CITY CLERK (305) 622-8000 EXT. 2830, NO LATER THAN 48 HOURS PRIOR TO SUCH PROCEEDINGS. TDD NUMBER 1-800-955-8771. ANYONE WISHING TO OBTAIN A COPY OF ANY AGENDA ITEM MAY CONTACT RONETTA TAYLOR, MMC, CITY CLERK (305) 914-9010 EXT. 2830. THE ENTIRE AGENDA PACKET CAN ALSO BE FOUND ON THE CITY’S WEBSITE AT www.miamigardens-fl.gov. ANYONE WISHING TO APPEAL ANY DECISION MADE BY THE CITY OF MIAMI GARDENS 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 5 OF 434 July 27, 2016 City Council Agenda Page 6 MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. 6 OF 434 18605 N W 27th Avenue, Suite 165 Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x X Public Hearing: (Enter X in box) Yes No Yes No x Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No x Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)X Sponsor Name Cameron D. Benson Department: City Manager Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING CHAPTER 34, ARTICLE VII, SECTION 34-233 (“ALTERNATIVES TO RENAMING STREETS”) OF THE CODE OF ORDINANCES; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. Staff Summary: In accordance with Section 34-233 of the Code of Ordinances, the City Council has established a process for renaming and codesignating streets. The City has been receiving a number of requests for street coddesignations, and the City Council has determined that a process needs to be established to streamline the process. On May 31, 2016, the City Council held a workshop on this matter. As a result of what was discussed at the workshop, the proposed Ordinance will include the following provisions: a). That persons for whom streets are to be renamed/codesignated be deceased. ITEM H-1 STREET RENAMING 7 OF 434 18605 N W 27th Avenue, Suite 165 Miami Gardens, Florida 33056 b). Application for street renamings and codesignations shall only be considered by the city once every two years, from January 1 through January 31, commencing in 2017. c). Applications will not be considered unless they include the signature of the Mayor or Councilmember who will sponsor the item and Mayor and Councilmembers may only sponsor up to two (2) applications during the application period. d) The City Council will not approve more than two (2) applications during the application period, and may decide not to approve any applications. e) The City Manager shall designate city staff persons who shall be responsible for ensuring that a comprehensive background investigation is conducted on the persons for whom streets will be renamed or codesignated. Proposed Action: That the City Council approves the attached Ordinance. Attachment: 8 OF 434 Added language is underlined. Deleted language is stricken through. 1 ORDINANCE NO. 2016_____ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING CHAPTER 34, ARTICLE VII, SECTION 34-233 (“ALTERNATIVES TO RENAMING STREETS”) OF THE CODE OF ORDINANCES; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE WHEREAS, in accordance with Section 34-233 of the Code of 1 Ordinances, the City Council has established a process for renaming and 2 codesignating streets, and 3 WHEREAS, the City Council held a workshop on May 31, 2016 to 4 determine whether the current process for renaming and codesignating streets 5 should be revised, and 6 WHEREAS, as a result of the workshop amendments are being proposed 7 to the current process as outlined in this Ordinance, 8 NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF 9 THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 10 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing 11 Whereas paragraphs are hereby ratified and confirmed as being true, and the same 12 are hereby made a specific part of this Ordinance. 13 Section 2. AMENDMENT: Chapter 34, Article VII, Section 34-233 of the 14 Code of Ordinances is here by amended as follows: 15 Sec. 34-233. - Alternatives to renaming streets. 16 17 (a) The city council shall consider three alternatives to renaming 18 or codesignating streets as follows: 19 9 OF 434 Added language is underlined. Deleted language is stricken through. 2 (1) Marker, by which a plaque or sign bearing a designation 1 shall be mounted separately on a stone or post in the right-of-way. 2 (2) Plaza, by which only the intersection of two streets shall be 3 designated. The designation shall be mounted on the post under 4 the street signs at the intersection. 5 (3) Codesignation, by which a numbered street shall receive an 6 additional designation over the numbered street designation on the 7 street signs. the police department and department of fire-rescue 8 and United States Postal Service shall be notified of codesignation. 9 (b) Procedure to rename or codesignate streets. The city council 10 may, by resolution adopted after a public hearing, name, rename or 11 co-designate any city road, street or public way. The following 12 criteria shall be considered for street codesignation: 13 (1) Named or numbered streets shall not be so renamed or 14 codesignated in a manner that will be confused with or duplicate 15 the names of existing streets. 16 (2) Named streets, e.g., as in Honeyhill Drive, N.W. 199 Street, 17 shall not be changed where there is an historical tradition attached 18 to the existing name. Miami Gardens Drive, N.W. 183rd Street shall 19 not be renamed or codesignated. 20 (3) Named streets shall not be codesignated because of the 21 resulting confusion. 22 (4) Numbered streets shall not be codesignated for merely 23 commercial purposes. 24 (5) Numbered streets shall only be codesignated if there is 25 significant historical, neighborhood or community benefit to the 26 codesignation. 27 (6) Numbered street codesignations shall not exceed five blocks 28 in length. 29 (7) There shall be a hiatus at least five blocks in length between 30 consecutive codesignations in numbered streets. 31 (8) In order for a resolution renaming or codesignating a street 32 with a person's name to be approved, the unanimous vote of the 33 city council shall be required. 34 (9) Persons whose names are considered for the renaming or 35 codesignation of a street shall meet the following criteria: 36 a. Such persons must have demonstrated extraordinary service 37 to the city and its residents; or 38 10 OF 434 Added language is underlined. Deleted language is stricken through. 3 b. Such persons shall have brought exceptional credit or 1 recognition to the city and its residents; or 2 c. Such persons shall be of significant prominence nationally or 3 internationally. 4 d. Such persons shall be deceased at the time of the 5 application. 6 (10) Only the mayor and members of the city council may 7 sponsor a resolution for the renaming or codesignation of a street. 8 (11) Block numbers shall be added to any new street signs that 9 reflect codesignations, markers or plazas. 10 (12) City council must approve a resolution for renaming or 11 codesignation of streets. This resolution must be submitted to the 12 county's traffic engineer division for final approval and sent to the 13 county's public works department for fabrication and 14 installation. The county commission will need to approve the sign 15 prior to installation. A county fee will be charged to provide and 16 install the signs. 17 (c) The criteria outlined above shall also apply when the city 18 council considers whether to recommend the renaming or 19 codesignation of county, state or federal streets. 20 (d) Upon adoption of a resolution naming, renaming or co-21 designating any city road, street or public way, the city clerk shall 22 provide a certified copy of the adopted resolution to the 23 city's planning and zoning department development 24 services, building department, public works department, the police 25 department, and the United States Postal Service. Additionally, the 26 city clerk shall publish notice of any street name change in a 27 newspaper of general circulation within the city in substantially the 28 following form: 29 NOTICE OF STREET NAME CHANGE 30 Public notice is hereby given that the City Council of the City of 31 Miami Gardens, Florida has enacted a resolution changing the 32 name of ____________/____________/____________ to 33 ____________/____________/____________. This name change 34 is effective immediately and has been duly recorded with the United 35 States Postal Service. 36 (e) Application process. 37 (1) Applications for street renamings and codesignations shall 38 be filed with the director of public works on a form to be provided by 39 the city. 40 11 OF 434 Added language is underlined. Deleted language is stricken through. 4 (2) Application for street renamings and codesignations 1 shall only be considered by the city once every two years, from 2 January 1 through January 31, commencing in 2017. 3 (3) Applications will not be considered unless they include an 4 application fee, the required bond outlined in section f(3), and the 5 signature of the mayor or councilmember who will sponsor the item. 6 The mayor and councilmembers may only sponsor up to two (2) 7 applications during the application period outlined in section (e)(2) 8 above, and the city council will not approve more than two (2) 9 applications during the application period, and may decide not to 10 approve any applications. 11 (4) The city manager shall designate city staff persons 12 who shall be responsible for ensuring that a comprehensive 13 background investigation is conducted on the persons for whom 14 streets will be renamed or codesignated. In addition, these staff 15 persons shall be responsible for evaluating the background 16 investigations and providing information on the persons to the 17 mayor and city council 18 (e)(f) Expenses. 19 (1) All expenses on the part of the city or any other 20 governmental agency resulting from requests for street renamings 21 and codesignations, markers or plazas shall be borne by the 22 applicant. 23 (2) Initial eExpenses include, but are not limited 24 to, comprehensive background investigation of the person after 25 whom the street will be renamed or codesignated, newspaper 26 advertising, posting of notification placards, and postal 27 correspondence to the applicant, permits, manufacture and 28 installation of the appropriate signs and related appurtenances. 29 Upon approval by the city council of a request for street 30 codesignation or a marker or a plaza, the applicant shall pay all 31 additional expenses related to the permits, manufacture and 32 installation of the appropriate signs and related appurtenances. A 33 nonrefundable deposit in the amount determined by the director of 34 public works toward the initial expenses outlined in this section 35 shall accompany any request for a street codesignation or for a 36 designation of a marker or a plaza. 37 (3) Schedule of fFees. Any request for a street codesignation or 38 for a designation of a marker or a plaza shall also be accompanied 39 by an a nonrefundable application fee in the amount of $500.00. In 40 addition, applicant shall post a bond in the amount of $2500.00 to 41 cover costs associated with processing the application. All amounts 42 12 OF 434 Added language is underlined. Deleted language is stricken through. 5 not used from the bond amount shall be refunded to the applicant. 1 If the $2500 does not cover all costs, the applicant shall pay 2 additional amounts due prior to installation of the sign. 3 4 Section 3. CONFLICT: All ordinances or Code provisions in conflict 5 herewith are hereby repealed. 6 Section 4. SEVERABILITY: If any section, subsection, sentence, 7 clause, phrase or portion of this Ordinance is for any reason held invalid or 8 unconstitutional by any court of competent jurisdiction, such portion shall be 9 deemed a separate, distinct and independent provision and such holding shall 10 not affect the validity of the remaining portions of this Ordinance. 11 Section 5. INCLUSION IN CODE: It is the intention of the City 12 Council of the City of Miami Gardens that the provisions of this Ordinance shall 13 become and be made a part of the Code of Ordinances of the City of Miami 14 Gardens and that the section of this Ordinance may be renumbered or relettered 15 and the word “Ordinance” may be changed to “Chapter,” “Section,” “Article” or 16 such other appropriate word or phrase, the use of which shall accomplish the 17 intentions herein expressed. 18 Section 6. EFFECTIVE DATE: This Ordinance shall become effective 19 immediately upon its final passage. 20 PASSED ON FIRST READING ON THE 13th DAY OF JULY, 2016. PASSED ON SECOND READING ON THE ____ DAY OF _________, 2016. 13 OF 434 Added language is underlined. Deleted language is stricken through. 6 ADOPTED AND PASSED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON THE _____ DAY OF ______________, 2016. ________________________________ OLIVER GILBERT, III, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, ESQ., CITY ATTORNEY SPONSORED BY: CAMERON D. BENSON, CITY MANAGER Moved by: __________________ Second by: _________________ VOTE: _________ Mayor Oliver Gilbert , III ____ (Yes) ____ (No) Vice Mayor Felicia Robinson ____ (Yes) ____ (No) Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) Councilman David Williams Jr ____ (Yes) ____ (No) Councilwoman Lisa C. Davis ____ (Yes) ____ (No) Councilman Rodney Harris ____ (Yes) ____ (No) Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 14 OF 434 18605 N W 27th Avenue, Suite 165 Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: Advertising Requirement: (Enter X in box) Yes No Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) Sponsor Name Cameron D. Benson Department: City Manager’s Office Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING AN ADDENDUM TO THE FINDING OF NECESSITY PREVIOUSLY APPROVED BY THE CITY COUNCIL FOR THE ESTABLISHMENT OF A COMMUNITY REDEVELOPMENT AGENCY (“CRA”), A COPY OF WHICH IS ATTACHED HERETO AS EXHIBIT “A”; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: The City Council previously adopted Resolution 2013-137-1933, which authorized the City to retain consultant’s, Keith and Schnars, P.A. for the preparation of a finding of necessity report for the establishment of a Community Development Agency (“CRA”) for the NW 27th Avenue, SR 826, and SR 7/US441 study areas. Keith and Schnars prepared a Finding of Necessity Report, and the City Council previously approved a Finding of Necessity Report and made a Finding of Necessity pursuant to Chapter 163, Section III, Florida Statutes, one or more slum or blighted areas exist in the NW 27th Avenue, SR 826, and SR7/US441 corridors. ITEM K-1 CRA 15 OF 434 18605 N W 27th Avenue, Suite 165 Miami Gardens, Florida 33056 The City’s Consultant has prepared an Addendum to the April 2014, Finding of Necessity and in that regard, it is appropriate that the City accept the Addendum. Proposed Action: That the City Council approves the attached Resolution. Attachment: Exhibit “A” - Addendum to the Finding of Necessity 16 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, APPROVING AN ADDENDUM TO 4 THE FINDING OF NECESSITY PREVIOUSLY APPROVED BY 5 THE CITY COUNCIL FOR THE ESTABLISHMENT OF A 6 COMMUNITY REDEVELOPMENT AGENCY (“CRA”), A COPY OF 7 WHICH IS ATTACHED HERETO AS EXHIBIT “A”; PROVIDING 8 FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR 9 THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN 10 EFFECTIVE DATE. 11 12 WHEREAS, on May 8, 2013, the City Council adopted Resolution 2013-137-13 1933, which authorized the City to retain consultant’s, Keith and Schnars, P.A. for the 14 preparation of a finding of necessity report for the establishment of a Community 15 Development Agency (“CRA”) for the NW 27th Avenue, SR 826, and SR 7/US441 study 16 areas, and 17 WHEREAS, on March 9, 2016, the City Council adopted the Finding of Necessity 18 Report and made a Finding of Necessity that pursuant to Chapter 163, Section III, 19 Florida Statutes, one or more slum or blighted areas exist in the NW 27th Avenue, SR 20 826, and SR7/US441 corridors, and 21 WHEREAS, the City Council also found that the rehabilitation, conservation, or 22 redevelopment, or a combination of areas is necessary in the interest of the public 23 health, safety, morals, or welfare of the residents of the City of Miami Gardens, and 24 WHEREAS, the City Council further found a need for the preparation of a 25 Community Redevelopment Plan for the areas, and 26 WHEREAS, the City’s Consultant has prepared an Addendum to the April 2014, 27 Finding of Necessity and in that regard, it is appropriate that the City accept the 28 Addendum, 29 30 31 17 OF 434 2 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 32 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 33 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 34 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 35 made a specific part of this Resolution. 36 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 37 hereby approves that Addendum to the Finding of Necessity previously approved by the 38 City Council for the establishment of a Community Redevelopment Agency (“CRA”), a 39 copy of which is attached hereto as Exhibit “A.” 40 Section 3: INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby 41 instructed to deliver a certified copy of this Resolution and the Addendum to the Finding 42 of Necessity Report to the Board of Commissioners, Miami-Dade County, Florida. 43 Section 4: EFFECTIVE DATE: This Resolution shall take effect immediately 44 upon its final passage. 45 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 46 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 47 48 ___________________________________ 49 OLIVER GILBERT, III, MAYOR 50 51 ATTEST: 52 53 54 __________________________________ 55 RONETTA TAYLOR, MMC, CITY CLERK 56 57 58 PREPARED BY: SONJA KNIGHTON DICKENS, ESQ., CITY ATTORNEY 59 60 61 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 62 18 OF 434 3 63 Moved by: __________________ 64 65 VOTE: _________ 66 67 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 68 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 69 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 70 Councilman David Williams Jr ____ (Yes) ____ (No) 71 Councilwoman Lisa Davis ____ (Yes) ____ (No) 72 Councilman Rodney Harris ____ (Yes) ____ (No) 73 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 74 75 76 19 OF 434 PREPARED BY:PREPARED FOR: CITY OF MIAMI GARDENSKEITH AND SCHNARS FINDING OF NECESSITY COMMUNITY REDEVELOPMENT AREA JUNE 2016 ADDENDUM TO THE APRIL 2014 REPORT 20 OF 434    Page 1                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  OVERVIEW    The purpose of this addendum is to refine the previous Finding of Necessity (FON)  report prepared in April 2014, to include only the NW 27th Avenue Study Area.       Miami Gardens (population 107,167) is located in northern Miami‐Dade County and is  approximately 20 square miles in size.  To the north are the cities of Miramar and West  Park and unincorporated Broward County; directly south is the City of Opa‐Locka and  the Opa‐Locka Airport; the cities of Pembroke Park and N. Miami Beach border the City  to the east; and unincorporated Miami‐Dade County is adjacent to its western, eastern  and southern borders.      STUDY AREA DESCRIPTION     The City of Miami CRA Study Area FON report provides and analysis of the properties  within the NW 27th Avenue Study Area to determine whether conditions of slum and  blight exist sufficiently to merit establishment of a CRA.      For the purposes of this addendum, K&S re‐ analyzed one sub‐area, which is identified  as the NW 27th Avenue Study Area.  This  area is described in detail below and  illustrated on Map A.  The Study Area  consists of approximately 1,046 acres or  approximately 8.17% of the City (Figure 1)  and (Table 1).     This sub‐area is characterized by varying  size lots; diversity of ownership; status of  infrastructure, e.g., insufficient drainage,  damaged swales, crumbling sidewalks; and  relatively low land value. Several large  tracts of land are vacant, notably in the  northwestern corner of the Study Area and  along the NW 27th Avenue Corridor.    NW 27th Avenue Study Area    This Study Area includes NW 27th Avenue between NW 215th Street (County Line Road)  and SR 826 (Palmetto Expressway).  It is bounded by NW 47th Avenue to the west and  includes properties north of the Snake Creek Canal, excluding the residential area  between NW 37th Avenue north of NW 207th Street and NW 27th Avenue and Calder  Race Course and Casino to the east.    Figure 1:  Study Area Comparison  Source: City of Miami Gardens and Miami‐Dade Property Appraiser  21 OF 434    Page 2                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA    Table 1 Study Area and City Acreage Summary Comparison    Square Feet Acres Square  Miles Percentage  City of Miami Gardens  – Excluding NW 27th  Avenue  511,961,000.00 11,753.00 18.37 91.83%  NW 27th Avenue  45,575,717.17 1,046.27 1.63 8.17%  City of Miami Gardens  ‐ Total 557,568,000.00 12,800.00 20 100.00%    Source: City of Miami Gardens and Miami‐Dade Property Appraiser    The Property Appraiser’s Office provides data regarding the parcels and their sizes as  well as the uses of the property.  This data does not necessarily match the data from the  City’s GIS system since waterways and some roadways are not designated within the  Property Appraiser’s data.          <The Remainder of This Page Intentionally Left Blank>    22 OF 434    Page 3                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA                             <The Remainder of This Page Intentionally Left Blank>      Map A: CRA Boundary Map Source: City of Miami Gardens  23 OF 434    Page 4                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  EXISTING USES    The land uses that exist within the NW 27th  Avenue Study Area are provided in Table 2 and  illustrated on Figure 2.  These figures are derived  from the Property Appraiser data provided for  this analysis.  The largest component of the land  uses are commercial properties with nearly 35  percent allocated to that use.    Residential uses comprise 29 percent of the land  uses within the total Study Area and is generally  evenly divided between Single Family and Multi‐ Family.  There is also a large amount of Vacant or  Undeveloped land in the Study Areas.  These  properties could be used for either commercial  or residential uses.      The Vacant or Undeveloped properties offer the most significant opportunity for  economic development, particularly the large sites that are available.  The Vacant or  Undeveloped property is located primarily in the 27th Avenue Study Area.    Table 2: Land Uses by Study Area (Acres)  Category NW 27th  Avenue Single Family  134.88 Multi Family 164.2 Commercial 369.51 Industrial 7.96 Institutional 139.52 Vacant or Undeveloped 230.2 Total Acres 1,046.27 Percent Total by Study Area 61.50%   Source: City of Miami Gardens and Miami‐Dade Property Appraisers    The area designated for analysis contains primarily Commercial and Industrial Land  Uses.  This is consistent with typical CRA area establishment and planning since the  programs are generally designated for those uses. CRA planning is unlike general  municipal planning, where a balanced mixture of residential and non‐residential uses  are proposed.    Figure 2:  Existing Uses  Source: City of Miami Gardens and Miami‐Dade Property Appraiser  24 OF 434    Page 5                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  LAND USE    The City of Miami Gardens adopted Land Use Plan designates the majority of the NW  27th Avenue Study Area as Commerce and single family residential. Below is the Future  Land Use Map with the FON boundary overlaid.  The area of the Commerce designation  can be described as along the transportation corridors and the industrial area, with a  large vacant area in the northwest quadrant of the city.  The balance of the NW 27th  Avenue Study Area is designated Neighborhood which is described as mixed‐use,  primarily low to medium density residential with small scale neighborhood commercial.   The Future Land Use Map has one special designation: NW 27th Avenue Corridor. The  area on the southwest quadrant of the intersection of NW 183rd Street and NW 27th  Avenue is designated as “Town Center Area”.     ZONING    The zoning classifications for the properties within the NW 27th Avenue Study Area are  illustrated on the map below.  The classifications follow the adopted Land Use  designations.  The transportation corridors are primarily designated PCD‐Planned  Corridor Development.  The Town Center Area designated on the Land Use Map has a  corresponding designation of TCO‐Town Center Overlay which includes all four  quadrants of NW 27th Avenue and NW 183rd Street.  The residential zonings within the  Study Area are R‐1 (single Family), R‐2 (Two Family), and R‐15, 25 and 50 (Multi‐Family).   Other minor designations include: Neighborhood Commercial and Government  Property.         <The Remainder of This Page Intentionally Left Blank>            25 OF 434    Page 6                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA          Land Use Map                      <The Remainder of This Page Intentionally Left Blank>                          STUDY AREA LAND USES  Source: City of Miami Gardens  26 OF 434    Page 7                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Zoning Map                       <The Remainder of This Page Intentionally Left Blank>      Source: City of Miami Gardens  27 OF 434    Page 8                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  A.  Socio‐ Economic Conditions    Race/Ethnicity        Based on the 2010 U.S. Census, the City of Miami Gardens had a population of 107,167.   The proposed NW 27th Avenue Study Area is based on Census Block Group Data  translated into a population of 24,976, or 23 percent of the city. This is contrasted with  the Study Area being only 7.15 percent acreage of the city. The breakdown of the  population race/ethnicity, based on the U.S. Census, indicates that the Study Area is  consistent with the data for the entire city.   Figure 3 depicts the racial/ethnic  comparison between the City and NW 27th Avenue Study Area.                           <The Remainder of This Page Intentionally Left Blank>                                Figure 3:  Population Demographics  Source: American Community Survey, 2007‐2011  28 OF 434    Page 9                                       Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Income     As illustrated in Figure 4, the median household income for the Study Area is $43,375.                                                                       Figure 4:  Median Household Income  Source: American Community Survey, 2007‐2011  Miami‐Dade County Miami Gardens Study Area  $50,654 $43,375 29 OF 434    Page 10                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Poverty Level    Poverty level is one indicator of the economic hardship in the community. According to  the American Community Survey, 21 percent of individuals are below the poverty level  in the City (see Figure 5).  This is in comparison to 19.1 percent in Miami‐Dade County.    Based on the similar demographic information, it is reasonable to assume the same  contrast exists within the NW 27th Avenue Study Area.                                                                             Figure 5:  Poverty Level  American Community Survey, 2007‐2011  30 OF 434    Page 11                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Education     The City of Miami Gardens has a slightly higher education attainment rate than Miami‐ Dade County.  Table 3 illustrates the education comparison.      Table 3: Educational Attainment   Less than High  School  Graduate  High School  Graduate  Some College  or Associate  Degree  Bachelor  Degree or  Higher  City of Miami  Gardens 18.7 % 15.7 % 15.2 % 7.8%  Miami‐Dade  County 15.3 % 12.2 % 10.0 % 5.9 %  Source: American Community Survey, 2007‐2011    Employment     Slightly higher educational level, however, has not translated into employment.  The  City of Miami Gardens unemployment rate is significant compared to Miami‐Dade  County.  For the population segment between the ages of 20 to 24, the unemployment  rate in Miami Gardens is 30.5 percent, contrasted to Miami‐Dade at 17 percent See  Figure 6.                                              Figure 6:  Unemployment Rate  Source: American Community Survey, 2007‐2011  31 OF 434    Page 12                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  B. Site and Structure Conditions    Age of Structures    The majority of structures (39%), both residential and commercial, within the NW 27th  Avenue Study Area were constructed from 1950‐1970 (see Figure 7).  The useful life of  any building is 30 years.  Redevelopment will provide modern, cost‐efficient buildings.                           Figure 7:  Structure Age  Source: City of Miami Gardens and American Community Survey, 2007‐2011  32 OF 434    Page 13                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Aggregated Assessed Valuation    Although property valuations have improved considerably since 2010, as reported by  the Miami‐Dade Property Appraiser, the 2012‐2013 taxable values within the City still  lag behind Miami‐Dade County.  See Figure 8.                  <The Remainder of This Page Intentionally Left Blank>                   Figure 8:  Aggregated Assessed Valuation  Source: Miami‐Dade Property Appraiser  33 OF 434    Page 14                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Vacancy    The 2010 Census data  for the City of Miami  Gardens identified  occupied housing units  at 94 percent.  The  Block Group data  extrapolated for the  NW 27th Avenue Study  Area indicates a lower  occupancy rate of 86  percent.  Figure 9  illustrates these home  occupancy rates. The  lower occupancy rate,  coupled with increased  crime and code  violations is an  indicator of blighted  conditions in the area.    Overcrowding    The Study Area has a higher person per household rate (3.75) than the County (2.9).              Figure 9:  Occupied Housing Units  Source: American Community Survey, 2007‐2011  Figure 10:  Overcrowding  Source: American Community Survey, 2007‐2011  Occupied Housing Units 34 OF 434    Page 15                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Code Enforcement Violations      a. Junk and Trash    The City of Miami Gardens has several categories of code violations which are issued.   The categories range from unsafe structures to junk and trash.  Code violations are a  window into the condition of the community and an indicator to determine blight.   Blighted conditions are attributable to lower property values and correlates to a higher  crime rate. Analysis of the code violations in the targeted Junk and Trash category  indicate that the NW 27th Avenue Study Area has a disproportionate share of violations.   In 2013, there were 80 Junk and Trash code violations city‐wide, of which 19 percent  were in the NW 27th Avenue Study Area.  This is unusually high since the NW 27th  Avenue Study Area comprises 8.17% of the overall acreage within the City.  See Table 4  and Figure 11.            Table 4: Junk & Trash  Code Violations       City Wide  Sub‐ Area  NW 27th  Ave  Sub‐Area  Percentage  2013 80 15 19%  2012 73 26 36%  2011 34 2 6%  Source: City of Miami Gardens, Junk and Trash Violations    Figure 11:  Junk & Trash Code Violations  Source: City of Miami Gardens  35 OF 434    Page 16                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  b. Unsafe Structures    In the Study Area there are six unsafe structures identified in the NW 27th Avenue Study  Area and 97 within the Miami Gardens (this equates to six percent of all unsafe  structures within the City).                    <The Remainder of This Page Intentionally Left Blank>                        36 OF 434    Page 17                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Faulty Lot Layout     Many parcels along the commercial corridor were developed when widening of the  trafficways, to meet concurrency levels, was not planned.  As a result, many of the  frontage lots did not provide adequate depth.  Widening of the traffic‐way corridors has  left many lots with poor access and reduced frontage.  Thus, inferior properties cannot  be adequately developed without intervention.                <The Remainder of This Page Intentionally Left Blank>                    37 OF 434    Page 18                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Diversity of Ownership    Analysis of the property ownership data indicated that a vast majority of the property is  under single ownership.  With the exception of government owned parcels, the  commercial property along the corridors are individually owned and not assembled.  See  Appendix B for a parcel inventory listing.    Crime Statistics     A higher incidence of crime is a  prime indicator of blight.  Crime  also corresponds to deteriorating  neighborhoods; unsafe structures  and higher unemployment rates.     As a result of these conditions, a  burden is placed on the city by  increasing the need for public  safety and other services.  This  has a direct result on increasing  expenditure of tax revenues in  the area to stop the downward  spiral of property values and  available tax revenues.  Crime  also has the effect of further  discouraging investment in the  area.          Crime statistics in the surrounding area, and adjacent municipalities were analyzed to  establish a comparison for Part 1 Crimes.  Defined by the Uniform Crime Reports  compiled by the Federal Bureau of Investigation (FBI), Part 1 Crimes include; Violent  Crime, Murder and Non‐Negligent Manslaughter, Forcible Rape, Aggravated Assault,  Property Crime, Burglary, Larceny‐theft, Motor Vehicle Theft and Arson.  Crime statistics  were also utilized from the City of Miami Gardens Police Department.  Figure 12  illustrates the comparison between Miami Gardens and adjacent city of Miramar and  Miami‐Dade County crime per 1,000 population.            Figure 12:  Part 1 Total Crime Per 1,000/Population  Source: FBI Crime Statistics, 2010‐2012  https://www.fbi.gov/stats‐services/crimestats  38 OF 434    Page 19                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA    Although accounting for only 8.17 percent of the city, there are 162 violent Part 1  Crimes reported, which equates to 6.45 crimes per acre.    When making comparisons by crime between municipalities, statistics are prepared as a  percent of 1,000 population.  The following chart illustrates Part 1 Crime per 1,000  population based on information available from the FBI for the reporting years  available.  Based on this chart, the City of Miami Gardens has a higher crime rate than  adjacent City of Miramar and Unincorporated Miami‐Dade County.  Based on the  analysis of the Study Area crime statistics, it is reasonable to assume that the city‐wide  rate is attributable to the high rates in the FON Study Area.     Table 5: Total Crime per 1,000 Population Based on FBI Statistics    2010 2011 2012  Miami Gardens 117.62 117.99 103.06  Miramar 74.04 60.25 55.97  Miami‐Dade County  Unincorporated  94.2 92.5 84.4      Based on the crime rate analysis, data supports the conclusion that the NW 27th Avenue  Study Area meets the criteria related to higher incidence of crime as compared to both  the City as a whole and the surrounding communities.  Left unaddressed, the crime  rates will probably continue to be a burden to the City and residents.    Public Services    a Sanitary Sewer    Wastewater is an important service to ensure the continued economic development of  an area.      b Storm Drainage    Within the NW 27th Avenue Study Area, there are several areas where storm drainage  requires improvement.  The residential areas in the northwest quadrant of the NW 27th  Avenue Study Area contain streets that do not drain properly and require  improvements.            Source:  FBI Crime Statistics  39 OF 434    Page 20                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA  Other Indicators of Slum and Blight    Brownfields    The primary goal of the Brown Field Redevelopment Act was to reduce health and  environmental hazards and create incentives for abandoned or underutilized industrial  sites to clean up contamination and promote development.  The City of Miami Gardens  has a designated Brownfield area known as Carol City Area (Area ID:BF13990200,  Federal Code:025).  The Brownfield area includes the majority of the NW 27th Avenue  corridor.     Enterprise Zones    Enterprise Zones are special areas where certain incentives from the State are available  for new business.  The Enterprise Zone program seeks to attract business investment  through a package of incentives which could include; property tax abatement,  occupational license fee exemption, and wavier of impact fees. These areas were  created based on studies of income and employment based on State requirements.      The City of Miami Gardens has designated Enterprise Zones which for the most part  mirror the NW 27th Avenue Study Area.  The Enterprise Zone coincides with the major  commercial corridor of NW 27th Avenue as illustrated on the Map below.        <The Remainder of This Page Intentionally Left Blank>          40 OF 434    Page 21                                      Miami Gardens Finding of Necessity Addendum June 2016  FINDING OF NECESSITY 27TH AVENUE STUDY AREA     Map D:  Brownfields                                                                                                    Source: City of Miami Gardens  41 OF 434 FINDING OF NECESSITY 27TH AVENUE STUDY AREA          Map E:  Enterprise Zone Map   Source: City of Miami Gardens  42 OF 434 FINDING OF NECESSITY 27TH AVENUE STUDY AREA    Conclusion    Median Household Income is not the only indicator of the economic health of the  community and NW 27th Avenue Study Area.  Other factors such as unemployment and  individuals below the poverty level also serve as indicators.  The unemployment rate in  Miami Gardens is 16.6 percent, which is above the Miami‐Dade rate of 11.2 percent.   Combined with a higher unemployment rate; lower Household Income; and 21 percent  of its population below the poverty level, a more accurate picture of the community and  the NW 27th Avenue Study Area is developed.      The economic profile, when viewed in concert with overcrowding; the age of the  structures; faulty lot layout; diverse ownership, with few large parcels; higher vacancy  rates; extensive code violations; and high crime rates in the NW 27th Avenue Study Area,  all contribute the determination of a finding of blight.                                                              43 OF 434 FINDING OF NECESSITY 27TH AVENUE STUDY AREA  APPENDIX A:  PHOTOGRAPHIC INVENTORY – NW 27TH AVENUE STUDY AREA            44 OF 434 FINDING OF NECESSITY 27TH AVENUE STUDY AREA                45 OF 434 FINDING OF NECESSITY 27TH AVENUE STUDY AREA 46 OF 434 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A      Me d i a n  Ho u s e h o l d  In c o m e   BG _ A r e a   BG _ A r e a _ A C   CR A _ B n d r y _ A r e a   CR A _ B n d r y _ A r e a _ A C   Me d i a n  ho u s e h o l d  in c o m e  in   th e  pa s t  12  mo n t h s  (i n  20 1 2   in f l a t i o n ‐ad j u s t e d  do l l a r s )   95 2 6 2 2 9   21 9   36 4 9 2 9 1   84   56 5 3 6   94 1 5 7 6 8   21 6   24 7 4 5 2 0   57   44 5 3 1   13 9 5 5 8 4 4   32 0   19 5 9 2 4 9   45   29 2 3 7   13 9 2 2 1 4 8   32 0   41 2 3 3 5 2   95   50 1 2 5   73 5 6 3 4 6   16 9   33 8 0 1 9 5   78   27 8 8 3   16 5 6 7 6 1 7   38 0   16 5 6 7 6 1 7   38 0   34 3 9 7   19 4 6 7 6 4 1   44 7   53 9 6 2 2 8   12 4   25 5 6 1   34 1 6 7 2 7   78   34 1 6 7 2 7   78   35 1 5 6   69 5 7 9 2 8   16 0   15 1 4 5 8 1   35   51 0 8 5   70 5 6 3 4 5   16 2   14 6 7 8 7 9   34   51 5 9 1   31 5 0 2 0 7 3   72 3   61 2 7 9 8 2   14 1   71 0 1 9     Oc c u p a n c y  Ra t e s   To t P o p   Hi s p a n i c   NH _ W h i t e   NH _ B l a c k   NH _ A m I n d   NH _ A s i a n   NH _ O t h e r 0. 5 0  or   le s s   oc c u p a n t s   pe r  ro o m   0. 5 1  to   1. 0 0   oc c u p a n t s   pe r  ro o m   1. 0 1  to   1. 5 0   oc c u p a n t s   pe r  ro o m   1.51 to 2.00 occupants per room 2.01 or more occupants per room  20 4 2   71   3  19 6 8   0 0   0 19 5   12 1 8 9 02 21 4 1   19 6   1  19 2 4   20 0  0 36 9   18 1 6 8 00 41 6 7   98 6   26   30 4 6   0 0   10 9 7 2 8   50 1 1 0 3 00 APP E N D I X  B:    ANA L Y S I S  – NW  27 TH  AVE N U E  STU D Y  ARE A   47 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   32 8 8   36 5   74   28 4 3   0 0   6 18 1   45 4 3 6 00 16 0 7   33 8   22   12 3 8   0 0   9 32 0   15 0 6 3 00 32 5 4   16 4 6   11 9   14 8 9   0 0   0 38 1   36 0 7 5 00 23 3 5   14 8   0  20 9 6   0 13   78 2 9 4   34 3 5 6 815 10 4 9   0  0  10 4 9   0 0   0 17 6   11 8 3 8 1 6 3 12 7 1   37 5   12 6   77 0   0 0   0 14 8   16 1 1 1 00 18 7 6   18 8   2  15 3 1   0 30   12 5 1 5 1   13 5 6 8 00 19 4 6   87   7  18 5 2   0 0   0 33 7   14 7 5 2 00  Mi a m i  Ga r d e n s  Po p u l a t i o n   HI S P A N I C O R L A T I N O A N D R A C E T o t a l p o p u l a t i o n 18 , 6 8 8 , 7 8 7 ** * * * 18 , 6 8 8 , 7 8 7 (X ) 10 6 , 6 3 1 +/−76106,63 1 (X) H i s p a n i c o r L a t i n o ( o f a n y r a c e ) 4, 1 2 2 , 7 5 9 +/ − 1 9 4 22 . 1 % +/ − 0 . 1 23 , 5 8 6 +/−1,49 7 22.1%+/−1.4 M e x i c a n 61 0 , 0 1 9 +/ − 1 1 , 5 5 9 3. 3 % +/ − 0 . 1 1, 0 5 3 +/−5081.0%+/−0.5 P u e r t o R i c a n 82 7 , 5 4 4 +/ − 9 , 3 8 5 4. 4 % +/ − 0 . 1 3, 3 7 0 +/−7383.2%+/−0.7 C u b a n 1, 2 0 6 , 1 0 2 +/ − 1 0 , 5 3 7 6. 5 % +/ − 0 . 1 9, 3 0 3 +/−1,31 1 8.7%+/−1.2 O t h e r H i s p a n i c o r L a t i n o 1, 4 7 9 , 0 9 4 +/ − 1 3 , 2 4 8 7. 9 % +/ − 0 . 1 9, 8 6 0 +/−1,29 6 9.2%+/−1.2 N o t H i s p a n i c o r L a t i n o 14 , 5 6 6 , 0 2 8 +/ − 1 9 4 77 . 9 % +/ − 0 . 1 83 , 0 4 5 +/−1,49 4 77.9%+/−1.4 W h i t e a l o n e 10 , 9 1 7 , 4 1 9 +/ − 3 , 1 6 3 58 . 4 % +/ − 0 . 1 3, 5 3 5 +/−6283.3%+/−0.6 B l a c k o r A f r i c a n A m e r i c a n a l o n e 2, 8 3 1 , 7 4 6 +/ − 5 , 0 0 9 15 . 2 % +/ − 0 . 1 78 , 3 4 2 +/−1,62 0 73.5%+/−1.5 A m e r i c a n I n d i a n a n d A l a s k a N a t i v e a l o n e 40 , 2 3 7 +/ − 1 , 7 9 3 0. 2 % +/ − 0 . 1 28 +/−490.0%+/−0.1 A s i a n a l o n e 44 7 , 3 0 5 +/ − 2 , 9 6 6 2. 4 % +/ − 0 . 1 27 1 +/−1430.3%+/−0.1 48 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   N a t i v e H a w a i i a n a n d O t h e r P a c i f i c I s l a n d e r a l o n e 9, 9 9 3 +/ − 7 4 9 0. 1 % +/ − 0 . 1 0 +/−1040.0%+/−0.1 S o m e o t h e r r a c e a l o n e 53 , 6 1 6 +/ − 3 , 4 8 6 0. 3 % +/ − 0 . 1 22 1 +/−1590.2%+/−0.1 T w o o r m o r e r a c e s 26 5 , 7 1 2 +/ − 5 , 8 0 0 1. 4 % +/ − 0 . 1 64 8 +/−2630.6%+/−0.2 T w o r a c e s i n c l u d i n g S o m e o t h e r r a c e 19 , 7 5 0 +/ − 1 , 6 0 2 0. 1 % +/ − 0 . 1 10 0 +/−1030.1%+/−0.1 T w o r a c e s e x c l u d i ng S o m e o t h e r r a c e , an d T h r e e o r m o r e r ac e s 24 5 , 9 6 2 +/ − 5 , 5 0 5 1. 3 % +/ − 0 . 1 54 8 +/−2120.5%+/−0.2  NW  27 th  Av e n u e  Po p u l a t i o n   BG _ A r e a   To t P o p   Hi s p a n i c   NH _ W h i t e NH _ B l a c k   NH _ A m I n d   NH _ A s i a n   NH _ O t h e r   95 2 6 2 2 9   20 4 2   71   3 19 6 8 0 0   0  94 1 5 7 6 8   21 4 1   19 6   1 19 2 4 2 0 0  0  13 9 5 5 8 4 4   41 6 7   98 6   26 3 0 4 6 0 0   10 9   13 9 2 2 1 4 8   32 8 8   36 5   74 2 8 4 3 0 0   6  73 5 6 3 4 6   16 0 7   33 8   22 1 2 3 8 0 0   9  16 5 6 7 6 1 7   32 5 4   16 4 6   11 9 1 4 8 9 0 0   0  19 4 6 7 6 4 1   23 3 5   14 8   0 20 9 6 0 13   78   34 1 6 7 2 7   10 4 9   0  0 10 4 9 0 0   0  69 5 7 9 2 8   12 7 1   37 5   12 6 7 7 0 0 0   0  70 5 6 3 4 5   18 7 6   18 8   2 15 3 1 0 30   12 5   31 5 0 2 0 7 3   19 4 6   87   7 18 5 2 0 0   0   St r u c t u r e  Ag e   BG _ A r e a   Ho u s i n g   Un i t s   Bu i l t   20 1 0  or   la t e r   Bu i l t   20 0 0  to   20 1 0   Bu i l t   19 9 0  to   20 0 0   Bu i l t   19 8 0  to   19 9 0   Bu i l t   19 7 0  to   19 8 0   Bu i l t   19 6 0  to   19 7 0   Bu i l t   19 5 0  to   19 6 0   Bu i l t   19 4 0  to   19 5 0   Bu i l t   19 3 9  or  ea r l i e r  Median year structure built Occupied Housing Units  49 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   95 2 6 2 2 9   50 6   0 19 0 64 2 0 2 1 8 3 3 8 0 0 1972 407  94 1 5 7 6 8   65 9   0 8 24 7 0 8 1 3 8 0 9 6 0 0 1966 618  13 9 5 5 8 4 4   15 5 4   29 3 1 5 1 9 0 5 3 2 5 5 4 5 4 2 0 8 5 0 01973 1332  13 9 2 2 1 4 8   69 3   0 72 3 0 1 5 8 0 7 2 3 3 5 7 3 1 6 1 9 5 8  671  73 5 6 3 4 6   72 0   0 28 1 3 4 1 8 0 3 4 8 0 30 0 0 1979 533  16 5 6 7 6 1 7   88 6   0 40 1 0 6 6 3 5 4 3 1 1 1 2 3 0 0 1976 816  19 4 6 7 6 4 1   93 6   0 46 4 2 9 2 8 1 8 6 1 5 5 5 5 0 191999 716  34 1 6 7 2 7   41 6   0 15 0 0 17 3 1 5 3 7 5 0 0 1969 351  69 5 7 9 2 8   36 3   0 0 0 12 8 7 8 0 1 8 2 2 0 1960 320  70 5 6 3 4 5   42 9   0 41 1 1 2 8 1 4 6 1 0 3 8 8 1 2 01971 354  31 5 0 2 0 7 3   56 3   0 14 3 2 1 7 8 5 5 6 6 2 0 8 0 101970 536   Ac r e a g e   Ac r e s   Ci t y  of  Mi a m i  Ga r d e n s   12 , 8 0 0 . 0 0 NW  27 t h  Av e n u e  St u d y  Ar e a   10 4 6 . 2 7 8. 1 7 %  Ex i s t i n g  La n d  Us e s   Ca t e g o r y   Ac r e s   Ca t e g o r y   Ac r e s   Pe r c e n t   Si n g l e  Fa m i l y    13 4 . 8 8 12 . 8 9 % Re s i d e n t i a l   29 9 . 0 8   28 . 5 9 % Mu l t i  Fa m i l y   16 4 . 2 15 . 6 9 % Co m m e r c i a l   36 9 . 5 1   35 . 3 2 % Co m m e r c i a l   36 9 . 5 1 35 . 3 2 % In d u s t r i a l   7. 9 6   0. 7 6 % In d u s t r i a l   7. 9 6 0. 7 6 % In s t i t u t i o n a l   13 9 . 5 2   13 . 3 3 % In s t i t u t i o n a l   13 9 . 5 2 13 . 3 3 % Va c a n t    23 0 . 2   22 . 0 0 % Va c a n t    23 0 . 2 22 . 0 0 % To t a l  Ac r e s   1, 0 4 6 . 2 7    50 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   St r u c t u r e  Ag e   Ho u s i n g   Un i t s   Bu i l t   20 1 0  or   la t e r   Bu i l t   20 0 0  to   20 1 0   Bu i l t   19 9 0  to   20 0 0   Bu i l t   19 8 0  to   19 9 0   Bu i l t   19 7 0  to   19 8 0   Bu i l t   19 6 0  to   19 7 0   Bu i l t   19 5 0  to   19 6 0   Bu i l t   19 4 0  to   19 5 0   Bu i l t   19 3 9  or   ea r l i e r   Me d i a n   ye a r   st r u c t u r e   bu i l t   Occupied Housing Units  50 6   0  19   0 64 2 0 2 1 8 3 3 8   0 0 19 7 2 4 0 7 65 9   0  8  24 7 0 8 1 3 8 0 9 6   0 0 19 6 6 6 1 8 15 5 4   29   31 5   19 0 5 3 2 5 5 4 5 4 2 0 8   50 0 19 7 3 1 3 3 2 69 3   0  72   30 1 5 8 0 7 2 3 3 5   73 1 6 1 9 5 8 6 7 1 72 0   0  28   13 4 1 8 0 3 4 8 0 30   0 0 19 7 9 5 3 3 88 6   0  40   10 6 6 3 5 4 3 1 1 1 2 3   0 0 19 7 6 8 1 6 93 6   0  46 4   29 2 8 1 8 6 1 5 5 5 5   0 19 1 9 9 9 7 1 6 41 6   0  15   0 0 17 3 1 5 3 7 5   0 0 19 6 9 3 5 1 36 3   0  0  0 12 8 7 8 0 1 8 2   2 0 19 6 0 3 2 0 42 9   0  41   11 2 8 1 4 6 1 0 3 8 8   12 0 19 7 1 3 5 4 56 3   0  14   32 1 7 8 5 5 6 6 2 0 8   0 10 1 9 7 0 5 3 6               51 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   Pa r c e l  In v e n t o r y   NW  27 th  Av e n u e     FO L I O   34 1 1 3 2 0 0 1 0 0 1 0   34 2 1 1 0 0 0 9 1 1 5 0   34 2 1 0 9 0 0 1 0 0 1 6   34 1 1 3 2 0 0 8 0 6 0 0   34 2 1 1 0 0 0 8 0 3 1 0   34 2 1 0 9 0 0 1 0 0 1 0   34 2 1 1 0 0 0 2 0 1 0 0   34 2 1 1 0 0 4 5 0 0 2 0   34 2 1 0 9 0 0 6 0 0 5 0   34 1 1 3 4 0 0 1 0 9 1 0   34 2 1 0 9 0 0 6 0 0 8 0   34 2 1 0 4 0 0 1 0 5 9 1   34 2 1 1 0 0 1 1 1 4 1 0   34 2 1 0 4 0 4 6 0 0 1 1   34 1 1 3 3 0 1 9 0 0 1 0   34 2 1 0 3 0 0 6 0 1 0 0   34 2 1 1 0 0 0 2 0 1 3 1   34 2 1 1 0 0 4 5 0 0 1 0   34 2 1 1 0 0 1 1 1 3 9 1   34 2 1 1 0 0 3 6 0 0 1 0   34 2 1 1 0 0 0 8 0 3 1 1   34 2 1 0 4 0 0 1 0 6 0 0   34 2 1 0 9 0 0 6 0 5 1 0   34 2 1 0 4 0 0 1 0 0 1 4   52 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   34 2 1 1 0 0 4 8 0 0 1 0   34 2 1 0 3 0 1 4 0 0 2 0   34 2 1 1 0 0 4 8 0 0 2 0   34 2 1 0 9 0 0 1 0 0 1 5   34 2 1 0 3 0 1 2 0 0 1 0   34 2 1 1 0 0 2 0 0 0 1 0   34 2 1 1 0 0 0 2 0 1 2 1   34 2 1 0 9 0 0 2 0 0 4 0   34 2 1 1 0 0 1 1 1 4 0 0   34 2 1 0 9 0 0 1 0 0 1 4   34 2 1 1 0 0 0 9 1 1 7 0   34 2 1 1 0 0 3 4 0 0 9 0   34 2 1 0 3 0 1 4 0 0 1 0   34 2 1 0 9 0 2 2 0 0 1 0   34 2 1 1 0 0 0 2 0 0 8 2   34 2 1 0 3 0 1 4 0 0 3 0   34 2 1 0 9 0 0 1 0 0 1 7   34 2 1 1 0 0 4 8 0 0 3 0   34 2 1 1 0 0 1 1 1 4 2 0   34 2 1 0 4 0 4 6 0 0 1 7   34 2 1 0 4 0 4 6 0 0 1 3   34 2 1 1 0 0 4 8 0 0 6 0   34 2 1 0 4 0 4 6 0 0 1 2   34 2 1 1 0 0 4 8 0 0 5 0   34 2 1 0 4 0 4 6 0 0 2 0   34 1 1 3 3 0 3 3 0 0 1 0   34 2 1 0 4 0 0 1 0 0 1 6   53 OF 43 4 FIN D I N G  OF  NEC E S S I T Y  27 TH  AVE N U E  STU D Y  ARE A   34 2 1 0 9 0 0 1 0 0 1 2   34 2 1 0 9 0 2 5 0 0 1 0   34 2 1 1 0 0 3 4 0 1 0 0   34 2 1 0 9 0 0 6 0 2 7 0   34 2 1 1 0 0 4 8 0 0 2 1   34 2 1 1 0 0 4 8 0 0 4 0   34 2 1 1 0 0 0 2 0 1 4 0   34 2 1 0 3 0 1 2 0 0 3 0   34 2 1 0 4 0 0 1 0 0 2 0   34 2 1 0 3 0 0 6 0 0 7 0   34 2 1 0 4 0 0 1 0 0 1 3   34 2 1 0 3 0 3 0 0 0 1 0   34 2 1 0 9 0 0 6 0 1 6 2   34 2 1 0 9 0 0 1 0 0 2 0   34 2 1 0 9 0 0 2 0 0 7 0   34 1 1 3 4 0 0 0 0 0 2 4   34 1 1 3 4 0 0 8 0 0 1 5   34 2 1 0 9 0 0 1 0 0 1 1        54 OF 43 4 55 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2015 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: (Enter Fund & Dept) General Fund Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: N/A X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image X Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)X Sponsor Name Cameron D. Benson, City Manager Department: City Manager’s Office Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING A PARTNERSHIP BETWEEN THE CITY OF MIAMI GARDENS AND WITH UNITE4:GOOD, TO IMPROVE THE QUALITY OF LIFE IN THE CITY OF MIAMI GARDENS BY ENCOURAGING COMMUNITY STAKEHOLDERS TO ENGAGE IN ‘RANDOM ACTS OF KINDNESS’; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: To improve the quality of life in the City of Miami Gardens by encouraging community stakeholders to engage in ‘random acts of kindness’, Mayor Gilbert proposes entering into a partnership agreement with Unite4:Good. Unite4:Good provides a digitized platform that allows users to track their random acts of kindness, identify organizations/areas of need in their communities and compete with other cities for prizes and the designation of ‘kindest city’. ITEM K-2 UNITE4 GOOD 56 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 Under this partnership, the City of Miami Gardens will display Unite4:Good’s logo on the City’s website and encourage community stakeholders to explore and engage with the platform. In turn, Unite4:Good will maintain the digital platform and engage in a national campaign to promote the importance of kindness in building stronger cities and more connected Residents. This partnership will support the City’s stakeholders in their efforts to enhance the quality of life in the City of Miami Gardens by providing Residents and businesses with easy access to information on how to best help their community. The partnership will also allow Residents and businesses to track and promote ‘random acts of kindness’ through friendly competition and underscore the City of Miami Gardens’ emphasis on the importance of civic engagement and collective action in building more connected cities. Participation in this partnership will be at no cost to the City of Miami Gardens. Proposed Action: That the City Council approve the attached Resolution. Attachment: No. 57 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, AUTHORIZING A PARTNERSHIP 4 BETWEEN THE CITY OF MIAMI GARDENS AND UNITE4:GOOD, 5 TO IMPROVE THE QUALITY OF LIFE IN THE CITY OF MIAMI 6 GARDENS BY ENCOURAGING COMMUNITY STAKEHOLDERS 7 TO ENGAGE IN ‘RANDOM ACTS OF KINDNESS’; PROVIDING 8 FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING 9 FOR AN EFFECTIVE DATE. 10 11 WHEREAS, Mayor Oliver Gilbert proposes entering into a partnership agreement 12 with Unite4:Good, to improve the quality of life in the City of Miami Gardens, and 13 WHEREAS, Unite4:Good provides a digitized platform that allows users to track 14 their random acts of kindness, identify organizations and areas of need in their 15 communities, compete with other cities for prizes, and the designation of ‘kindest city’, 16 and 17 WHEREAS, under this partnership, the City of Miami Gardens will display 18 Unite4:Good’s logo on the City’s website and encourage community stakeholders to 19 explore and engage with the platform, and 20 WHEREAS, in turn, Unite4:Good will maintain the digital platform and engage in 21 a national campaign to promote the importance of kindness in building stronger cities 22 and more connected Residents, and 23 WHEREAS, this partnership will support the City’s stakeholders in their efforts to 24 enhance the quality of life in the City of Miami Gardens by providing Residents and 25 businesses with easy access to information on how to best help their community, and 26 WHEREAS, the partnership will also allow Residents and businesses to track 27 and promote ‘random acts of kindness’ through friendly competition and underscore the 28 City of Miami Gardens’ emphasis on the importance of civic engagement and collective 29 action in building more connected cities, and 30 58 OF 434 2 WHEREAS, participation in this partnership will be at no cost to the City of Miami 31 Gardens, 32 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 33 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 34 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 35 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 36 made a specific part of this Resolution. 37 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 38 hereby authorizes a partnership with Unite4:Good to improve the quality of life in the 39 City of Miami Gardens by encouraging community stakeholders to engage in ‘random 40 acts of kindness’. 41 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 42 upon its final passage. 43 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 44 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 45 46 ___________________________________ 47 OLIVER GILBERT, III, MAYOR 48 49 50 ATTEST: 51 52 53 __________________________________ 54 RONETTA TAYLOR, MMC, CITY CLERK 55 56 57 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 58 59 60 SPONSORED BY: MAYOR OLIVER GILBERT 61 62 59 OF 434 3 Moved by: __________________ 63 64 VOTE: _________ 65 66 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 67 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 68 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 69 Councilman David Williams Jr ____ (Yes) ____ (No) 70 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 71 Councilman Rodney Harris ____ (Yes) ____ (No) 72 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 73 74 60 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Special Events Accounts Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: N/A X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image X Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)X Sponsor Name Erhabor Ighodaro. Council Member Department: Office of the Mayor/Council Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, ALLOCATING THE SUM OF $300 FROM 01-11-01-511-496-01, THE CITY COUNCIL SPECIAL EVENTS ACCOUNT AND $500 FROM 01-12-01-512-492-00, THE CITY MANAGER’S SPECIAL EVENTS ACCOUNT FOR THE INTERNATIONAL MUSIC FESTIVAL; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: On August 28, 2015, international artists and fans gathered at the Betty. T. Ferguson Recreation Complex’s amphitheater for the premiere multicultural mustic festival concert for African Museum of Arts and Culture. At the February 24, 2016, City Council Meeting the City Council adopted Resolution No. 2016-34-2933, which authorized the City Manager to retain consultants, seek grants and execute contracts necessary for the production of the International Music Festival during the 2016 summer. It further authorized a sponsorship from the City. ITEM K-3 INTERNATIONA MUSIC FESTIVAL 61 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 Councilman Ighodaro is requesting sponsorship for the event in the amount of: $500.00 to be allocated from Account No. 01-12-01-512-492-00, and with $300.00 to be allocated from Account No 01-11-01-511-496-01. Fiscal Impact All special events funds that are allocated to Councilman Ighodaro in the FY 2016 Budget will be exhausted after the above requests. Proposed Action: That the City Council approve the attached Resolution. Attachment: No. 62 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, ALLOCATING THE SUM OF $300 4 FROM 01-11-01-511-496-01, THE CITY COUNCIL SPECIAL 5 EVENTS ACCOUNT AND $500 FROM 01-12-01-512-492-00, THE 6 CITY MANAGER’S SPECIAL EVENTS ACCOUNT FOR THE 7 INTERNATIONAL MUSIC FESTIVAL; PROVIDING FOR THE 8 ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN 9 EFFECTIVE DATE. 10 11 WHEREAS, on February 24, 2016, City Council Meeting the City Council 12 adopted Resolution No. 2016-34-2933, which authorized the City Manager to retain 13 consultants, seek grants and execute contracts necessary for the production of the 14 International Music Festival during the 2016 summer, and 15 WHEREAS, the City Council also approved the expenditure of funds for the 16 event, and 17 WHEREAS, Councilman Ighodaro is requesting additional sponsorship for the 18 event in the amount of $500.00 to be allocated from Account No. 01-12-01-512-492-00 19 (City Manager Special Events account), and with $300.00 to be allocated from Account 20 No 01-11-01-511-496-01(City Council Special Events account), 21 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 22 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 23 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 24 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 25 made a specific part of this Resolution. 26 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 27 hereby authorizes the allocation of $500.00 from Account No. 01-12-01-512-492-00 28 (City Manager’s Special Event Fund), and $300.00 from Account No. 01-11-01-511-29 496-01 (City Council Special Event Fund) for the International Music Fest event. 30 63 OF 434 2 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 31 upon its final passage. 32 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 33 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 34 35 ___________________________________ 36 OLIVER GILBERT, III, MAYOR 37 38 39 40 ATTEST: 41 42 43 __________________________________ 44 RONETTA TAYLOR, MMC, CITY CLERK 45 46 47 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 48 49 50 SPONSORED BY: 51 52 Moved by: __________________ 53 54 VOTE: _________ 55 56 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 57 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 58 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 59 Councilman David Williams Jr ____ (Yes) ____ (No) 60 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 61 Councilman Rodney Harris ____ (Yes) ____ (No) 62 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 63 64 64 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: RFP No. 15-16-038 Disaster Debris Monitoring Services X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list thespecific objective/strategy this item will address) N/A X Sponsor Name Cameron Benson, City Manager Department: Public Works Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO WITT O’BRIEN’S, LLC, FOR DISASTER DEBRIS MONITORING SERVICES; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT FOR THIS PURPOSE; AND IF NEGOTIATIONS ARE UNSUCCESSFUL, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AND AGREEMENT WITH THE NEXT RANKED FIRM, DEBRISTECH, LLC; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: BACKGROUND In order for the City to comply with Federal Emergency Management Agency (FEMA) guidelines and policies of disaster debris removal and disposal after an emergency, the City issued Request For Proposal (RFP) Number 15- 16-038, for Disaster Debris Monitoring Services, to hire a company, on an as needed basis, to perform debris monitoring services, associated management and accounting services, and the processing of debris removal contractors’ invoices following an emergency event. ITEM K-4 DIASTER DEBRIS MONITORING SERVICES 65 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 The City of Miami Gardens is under the jurisdiction of Miami Dade County for solid waste and debris removal; however, the City desires to expedite removal of debris after an emergency or disaster. It is anticipated that the Debris Removal Contractor(s) would perform the initial clearing and removal of debris following an event, for a minimum of one (1) week. Depending on the extent of damage and the County’s ability to respond in a timely manner, the City may choose to extend the cleanup period beyond one (1) week. CURRENT SITUATION On June 16, 2016, Request For Proposal (RFP) Number 15-16-038 for Disaster Debris Monitoring Services was solicited. A broadcast notice was sent to one thousand two hundred thirty three (1233) vendors. Thirteen (13) proposal packages were requested. The Request For Proposal (RFP) opened on June 30, 2016 and two (2) proposals from Debris Tech, LLC and Witt O'Brien's, LLC were received and publicly read. An Evaluation Committee (EC) meeting was held on July 7, 2016. The Evaluation Committee (EC) evaluated the proposals in accordance with the criteria in the RFP. After evaluation and scoring, the Evaluation Committee deemed Witt O'Brien's, LLC, the first-ranked firm (Exhibit 1). A copy of the proposal document and submittals are available at the Assistant to the Mayor and Council’s Office for review. Proposed Action: It is recommended that the City Council approve the Evaluation Committee’s final ranking for Request For Proposal (RFP) Number 15-16-038, Disaster Debris Monitoring Services to Witt O'Brien's, LLC, and authorize the City Manager to proceed with negotiation and execution of an agreement, with the first-ranked firm, Witt O'Brien's, LLC. In the event that negotiations are not successful within a reasonable timeframe, an impasse will be declared and negotiations with the first-ranked firm will cease. Negotiations will then begin with the next ranked firm, Debris Tech, LLC, and an agreement will be executed if successful. Attachment: Exhibit 1 – Ranking sheet Exhibit 2 – Bid Tabulation 66 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, AWARDING A BID TO WITT 4 O’BRIEN’S, LLC, FOR DISASTER DEBRIS MONITORING 5 SERVICES; AUTHORIZING THE CITY MANAGER TO 6 NEGOTIATE AND EXECUTE AN AGREEMENT FOR THIS 7 PURPOSE; AND IF NEGOTIATIONS ARE UNSUCCESSFUL, 8 AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND 9 EXECUTE AND AGREEMENT WITH THE NEXT RANKED FIRM, 10 DEBRISTECH, LLC; PROVIDING FOR THE ADOPTION OF 11 REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. 12 13 WHEREAS, on June 16, 2016, the City of Miami Gardens advertised Request 14 For Proposal (RFP) Number 15-16-038 for Disaster Debris Monitoring Services, and 15 WHEREAS, on June 30, 2016, the RFP opened and two (2) proposals, one from 16 DebrisTech, LLC, and another from Witt O'Brien's, LLC, were received and publicly 17 read, and 18 WHEREAS, on July 7, 2016, the Evaluation Committee (EC) evaluated the 19 proposals in accordance with the criteria in the RFP, and deemed Witt O'Brien's, LLC, 20 the first-ranked firm, and 21 WHEREAS, City Staff recommends the City Council award RFP Number 15-16-22 038 for Disaster Debris Monitoring Services to Witt O'Brien's, LLC, and authorize the 23 City Manager to proceed with negotiations and contract execution; and in the event 24 negotiations with Witt O’Brien’s, LLC., are unsuccessful, authorize the City Manager to 25 negotiate with the next ranked firm, DebrisTech, LLC, 26 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 27 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 28 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 29 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 30 made a specific part of this Resolution. 31 67 OF 434 2 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 32 hereby awards a bid to Witt O'Brien's, LLC for Disaster Debris Monitoring Services in 33 response to Request for Proposal Number 15-16-038, and authorizes the City Manager 34 to proceed with negotiations and contract execution; and if negotiations are 35 unsuccessful, the City Manager is authorized to negotiate and execute and agreement 36 with the next ranked firm, DebrisTech, LLC. 37 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 38 upon its final passage. 39 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 40 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 41 42 ___________________________________ 43 OLIVER GILBERT, III, MAYOR 44 45 46 ATTEST: 47 48 49 __________________________________ 50 RONETTA TAYLOR, MMC, CITY CLERK 51 52 53 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 54 55 56 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 57 58 Moved by: __________________ 59 60 VOTE: _________ 61 62 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 63 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 64 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 65 Councilman David Williams Jr ____ (Yes) ____ (No) 66 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 67 Councilman Rodney Harris ____ (Yes) ____ (No) 68 68 OF 434 3 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 69 70 69 OF 434 RFP/RFQ #: 6/16/16 Title:6/30/16 Agency:2 Project Manager: Negotiator:7/7/16 Responsive (Yes / No)Rank Vendors Listed Alphabetically Address City State - Country Zone Zip Yes 2 Debris Tech, LLC 925 Goodyear Blvd.Picayune MS 39466 Yes 1 Witt O'Brien's, LLC 2200 Eller Drive Fort Lauderdale FL 33316 7/7/16 COMMENTS: Date Created: NA Recommendation of Award: Tom Ruiz 15-16-038 Date Advertised: Date Opened: Public Works Number of Responses Received: Disaster Debris Monitoring Services Exhibit - 170 OF 434 RFP No. 15-16-038 Disaster Debris Monitoring Services Bid Opening Date June 30, 2016 Bid Tabulation Sheet Procurement Officer: Latora Francis Positions Estimated Hours Hourly Rate Total Hourly Rate Total Project Manager 112 $73.00 $8,176.00 $83.00 $9,296.00 Office Supervisor 84 $46.00 $3,864.00 $38.90 $3,267.60 Operations Manager 112 $60.00 $6,720.00 $72.50 $8,120.00 FEMA Coordinator 150 $70.00 $10,500.00 $93.50 $14,025.00 Expediters 84 $34.00 $2,856.00 $41.00 $3,444.00 Truck Certifer 40 $46.00 $1,840.00 $49.40 $1,976.00 Field Supervisors 336 $46.00 $15,456.00 $37.80 $12,700.80 Tower Monitor 840 $34.00 $28,560.00 $37.80 $31,752.00 Environmental Specialists 40 $75.00 $3,000.00 $83.00 $3,320.00 Project Inspectors 112 $34.00 $3,808.00 $62.00 $6,944.00 GIS Specialist 40 $70.00 $2,800.00 $37.80 $1,512.00 Drop-Off Site Monitors 168 $34.00 $5,712.00 $47.30 $7,946.40 Invoice Analyst 40 $20.00 $800.00 $26.30 $1,052.00 Administrative Asst.40 $20.00 $800.00 $24.20 $968.00 Field Monitor 1000 $34.00 $34,000.00 $37.80 $37,800.00 TOTAL $128,892.00 $144,123.80 Debris Tech, LLC Picayune, MS Witt O'Brien's Ft. Lauderdale, FL 71 OF 434 72 OF 434 18605 NW 27th Ave Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: General Fund- IT Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: N/A X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)X Sponsor Name Cameron Benson, City Manager Department: Information Technology/Police Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY THAT CERTAIN AGREEMENT WITH SUNGARD HTE, INC., FOR A COMPUTER- AIDED DISPATCH SYSTEM, A RECORDS MANAGEMENT SYSTEM AND A MOBILE DATA COMPUTING SYSTEM FOR THE POLICE DEPARTMENT; AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS NOT TO EXCEED THE ALLOCATED BUDGET AMOUNT; PROVIDING FOR THE ADOPTION OF REPRESENTATION; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The Miami Gardens Police Department utilizes Open Software Solutions Inc. (OSSI) software from Sunguard Public Sector as their main operational software package for the department. The original contract requires the City to renew the software on an annual basis, by May 15th of every year. The OSSI software contains modules for the Records Management System, Computer Aided Dispatch System, as well as various other modules which help with officer reporting and efficiency. The City’s contract with Sungard states that each year’s renewal price cannot exceed a 5% increase from the previous year’s ITEM K-5NSUNGARD 73 OF 434 18605 NW 27th Ave Miami Gardens, Florida 33056 cost. Last year the cost to the City was $188,356.46. This year the cost for annual renewal of the licenses is $195,067.97. This is an increase of $6,711.51, which is a 3.5% increase. Fiscal Impact The renewal is effective May 1, 2016 through April 30, 2017. Five months of the costs is charged to FY 2016 budget while the remaining will be expensed in FY 2017. There is enough funding in the FY 2016 and staff will ensure FY 2017 budget will include the increase and any potential increase. Proposed Action: That the City Council approve the resolution allowing the City Manager to issue a purchase order for the renewal of the OSSI software in the amount of $195,067.97, nunc pro tunc. Attachment: Attachment A – Sungard Invoice 74 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY 4 MANAGER AND THE CITY CLERK TO EXECUTE AND ATTEST, 5 RESPECTIVELY THAT CERTAIN AGREEMENT WITH SUNGARD 6 HTE, INC., FOR A COMPUTER-AIDED DISPATCH SYSTEM, A 7 RECORDS MANAGEMENT SYSTEM AND A MOBILE DATA 8 COMPUTING SYSTEM FOR THE POLICE DEPARTMENT; 9 AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE 10 ORDERS NOT TO EXCEED THE ALLOCATED BUDGET 11 AMOUNT; PROVIDING FOR THE ADOPTION OF 12 REPRESENTATION; PROVIDING AN EFFECTIVE DATE. 13 14 WHEREAS, on March 14, 2007, the City Council for the City of Miami Gardens 15 passed and adopted Resolution Number 2007-52-559, authorizing the City Manager to 16 execute an agreement with Sungard HTE, Inc. (“Sungard”), for a computer-aided 17 dispatch system, a records management system, and a mobile data computing system 18 for the City of Miami Gardens Police Department, and 19 WHEREAS, the initial contract was for support maintenance for thirteen (13) 20 months from the delivery date, and the license program support agreement renews on a 21 continuous contract year-to-Contract year basis without interruption, and 22 WHEREAS, the Open Software Solutions, Inc. (OSSI) software contains modules 23 for the Records Management System, Computer Aided Dispatch System, as well as 24 various other modules which assist with officer reporting and efficiency, and 25 WHEREAS, the City’s contract with Sungard states that each year’s renewal 26 price cannot exceed a five percent (5%) increase from the previous year’s cost, and 27 WHEREAS, this year the cost for the renewal of the software license is One 28 Hundred Ninety-Five Thousand, Sixty-Seven Dollars and Ninety-Seven Cents 29 ($195,067.97), which represents a three and a half percent (3.5%) increase from the 30 previous year’s software costs, 31 75 OF 434 2 WHEREAS, City Staff recommends renewal of the Agreement with Sungard for 32 an additional one (1) year term, 33 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 34 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 35 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 36 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 37 made a specific part of this Resolution. 38 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 39 hereby authorizes the City Manager and the City Clerk to execute and attest, 40 respectively to that certain Agreement with Sungard HTE, Inc., for computer-aided 41 dispatch system, a records management system and a mobile data computing system 42 for the Police Department. The City Manager is further authorized to issue Purchase 43 Orders in an amount not to exceed the allocated budget amount for these services. 44 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 45 upon its final passage. 46 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 47 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 48 49 ___________________________________ 50 OLIVER GILBERT, III, MAYOR 51 52 53 ATTEST: 54 55 56 __________________________________ 57 RONETTA TAYLOR, MMC, CITY CLERK 58 59 60 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 61 76 OF 434 3 62 63 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 64 65 Moved by: __________________ 66 67 VOTE: _________ 68 69 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 70 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 71 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 72 Councilman David Williams Jr ____ (Yes) ____ (No) 73 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 74 Councilman Rodney Harris ____ (Yes) ____ (No) 75 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 76 77 77 OF 434 Document NoDate Page 11756231/Mar/2016 1 of 5 Ship To:Bill To: Customer Grp/No.Currency Terms Due Date 5775LG 30/Apr/2016USD SKU Code/Description/Comment Units Rate Extended Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Company LG 1 Customer Name Miami Gardens Police Invoice No Customer PO Number NET30 1000 Business Center Drive Lake Mary, FL 32746 800-727-8088 www.sungardps.com Contract No.070186 1 1.00 13,953.44 13,953.44 OSSI Base Computer Aided Dispatch System Maintenance Start: 01/May/2016, End: 30/Apr/2017 2 1.00 1,103.43 1,103.43 ONESolution CAD Map Display and Map Maintenance Software License Maintenance Start: 01/May/2016, End: 30/Apr/2017 3 3.00 401.26 1,203.78 ONESolution Additional CAD Map Display & Map Maintenance Client License Maintenance Start: 01/May/2016, End: 30/Apr/2017 4 1.00 19,349.14 19,349.14 OSSI Client Base Records Management System Maintenance Start: 01/May/2016, End: 30/Apr/2017 5 1.00 1,462.33 1,462.33 OSSI Notification Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 6 1.00 980.84 980.84 OSSI Basic Accident Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 7 1.00 980.84 980.84 OSSI Property and Evidence Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 8 1.00 1,515.83 1,515.83 OSSI Bar Coding Server License Maintenance Start: 01/May/2016, End: 30/Apr/2017 9 1.00 284.43 284.43 OSSI Bar Coding Hand-Held Client License (Each) Maintenance Start: 01/May/2016, End: 30/Apr/2017 10 1.00 2,674.99 2,674.99 OSSI RMS Map Display and Pin Mapping License Maintenance Start: 01/May/2016, End: 30/Apr/2017 11 1.00 980.84 980.84 OSSI - QuarterMaster Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 12 1.00 267.49 267.49 OSSI Fleet Vehicle Maintenance Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 13 1.00 624.17 624.17 OSSI Training Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 14 1.00 891.66 891.66 OSSI Accident Wizard Base Server License Page Total 46,273.21 78 OF 434 Document NoDate Page 11756231/Mar/2016 2 of 5 Ship To:Bill To: Customer Grp/No.Currency Terms Due Date 5775LG 30/Apr/2016USD SKU Code/Description/Comment Units Rate Extended Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Company LG 1 Customer Name Miami Gardens Police Invoice No Customer PO Number NET30 1000 Business Center Drive Lake Mary, FL 32746 800-727-8088 www.sungardps.com Maintenance Start: 01/May/2016, End: 30/Apr/2017 15 122.00 26.75 3,263.50 OSSI Accident Wizard Workstation License Client Maintenance Start: 01/May/2016, End: 30/Apr/2017 16 1.00 2,229.17 2,229.17 OSSI Crime Analysis Module - Client License Maintenance Start: 01/May/2016, End: 30/Apr/2017 17 1.00 1,337.50 1,337.50 OSSI - Crime Analysis Plus Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 18 1.00 2,674.99 2,674.99 OSSI Professional Standards (Internal Affairs) Module Client Maintenance Start: 01/May/2016, End: 30/Apr/2017 19 1.00 1,337.50 1,337.50 Gang Profile Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 20 1.00 2,674.99 2,674.99 OSSI Sex Offender Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 21 1.00 4,012.49 4,012.49 OSSI Integrated CAD Messaging Software Switch Maintenance Start: 01/May/2016, End: 30/Apr/2017 22 1.00 8,426.24 8,426.24 OSSI Base Mobile Server Software Client Maintenance Start: 01/May/2016, End: 30/Apr/2017 23 1.00 6,241.66 6,241.66 OSSI Review Module for Field Reporting Maintenance Start: 01/May/2016, End: 30/Apr/2017 24 5.00 60.18 300.90 OSSI Client License for Message Switch Maintenance Start: 01/May/2016, End: 30/Apr/2017 25 122.00 177.44 21,647.68 OSSI MCT Client for Digital Dispatch Maintenance Start: 01/May/2016, End: 30/Apr/2017 26 122.00 35.67 4,351.74 OSSI Mobile Client Maps Maintenance Start: 01/May/2016, End: 30/Apr/2017 27 122.00 177.44 21,647.68 OSSI License of Incident/Offense Field Reporting Module Client Maintenance Start: 01/May/2016, End: 30/Apr/2017 28 122.00 89.17 10,878.74 OSSI - MFR Client - Accident Reporting Page Total 91,024.78 79 OF 434 Document NoDate Page 11756231/Mar/2016 3 of 5 Ship To:Bill To: Customer Grp/No.Currency Terms Due Date 5775LG 30/Apr/2016USD SKU Code/Description/Comment Units Rate Extended Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Company LG 1 Customer Name Miami Gardens Police Invoice No Customer PO Number NET30 1000 Business Center Drive Lake Mary, FL 32746 800-727-8088 www.sungardps.com Maintenance Start: 01/May/2016, End: 30/Apr/2017 29 122.00 53.50 6,527.00 OSSI Mobile Arrest Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 30 122.00 89.17 10,878.74 OSSI Mobile Citation Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 31 10.00 89.17 891.70 OSSI - MFR Client - MOBLAN Version Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.080388 32 1.00 2,229.17 2,229.17 OSSI Police to Citizen Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.080763 33 1.00 1,324.12 1,324.12 OSSI Base Mobile Server Software Upgrade Maintenance Start: 01/May/2016, End: 30/Apr/2017 34 1.00 971.91 971.91 OSSI Review Module for Field Reporting Maintenance Start: 01/May/2016, End: 30/Apr/2017 35 38.00 177.44 6,742.72 OSSI MCT Client for Digital Dispatch Maintenance Start: 01/May/2016, End: 30/Apr/2017 36 38.00 35.67 1,355.46 OSSI Mobile Client Maps Maintenance Start: 01/May/2016, End: 30/Apr/2017 37 38.00 177.44 6,742.72 ONESolution MFR Client Maintenance Start: 01/May/2016, End: 30/Apr/2017 38 38.00 53.50 2,033.00 OSSI Mobile Arrest Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 39 38.00 89.17 3,388.46 OSSI - MFR Client Citation Maintenance Start: 01/May/2016, End: 30/Apr/2017 40 38.00 89.17 3,388.46 OSSI - MFR Client - Accident Reporting Maintenance Start: 01/May/2016, End: 30/Apr/2017 41 38.00 26.75 1,016.50 OSSI Accident Wizard Workstation License Client Maintenance Start: 01/May/2016, End: 30/Apr/2017 Page Total 47,489.96 80 OF 434 Document NoDate Page 11756231/Mar/2016 4 of 5 Ship To:Bill To: Customer Grp/No.Currency Terms Due Date 5775LG 30/Apr/2016USD SKU Code/Description/Comment Units Rate Extended Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Company LG 1 Customer Name Miami Gardens Police Invoice No Customer PO Number NET30 1000 Business Center Drive Lake Mary, FL 32746 800-727-8088 www.sungardps.com 42 70.00 89.17 6,241.90 OSSI - MFR Client - MOBLAN Version Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.091152 43 1.00 980.84 980.84 OSSI RMS Canine Tracking Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 44 6.00 53.50 321.00 OSSI Canine Module in MFR Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.110472 45 1.00 401.26 401.26 OSSI - CAD Interface to CryWolf Lite Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.110615 46 3.00 89.17 267.51 OSSI MCT Client PDA Maintenance Start: 01/May/2016, End: 30/Apr/2017 47 3.00 89.17 267.51 OSSI Handheld Citation Module Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.141462 49 1.00 0.00 0.00 ONESolution Florida Accident Repository Interface Maintenance Start: 01/May/2016, End: 30/Apr/2017 Contract No.2012-4589 48 1.00 1,800.00 1,800.00 OSSI RMS Mod - Miami-Dade Arrest Form Import (THINKSTREAM) Maintenance Start: 01/May/2016, End: 30/Apr/2017 Page Total 10,280.02 81 OF 434 Document NoDate Page 11756231/Mar/2016 5 of 5 Ship To:Bill To: Customer Grp/No.Currency Terms Due Date 5775LG 30/Apr/2016USD SKU Code/Description/Comment Units Rate Extended Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Miami Gardens Police 1515 NW 167th Street Bldg 7 Suite 403 MIAMI GARDENS, FL 33169 United States Attn: Ron McKenzie 305-622-8000 Ext. 2430 Company LG 1 Customer Name Miami Gardens Police Invoice No Customer PO Number NET30 1000 Business Center Drive Lake Mary, FL 32746 800-727-8088 www.sungardps.com 195,067.97 0.00 Subtotal Invoice Total 195,067.97 0.00 195,067.97 Payment Received Sales Tax Balance Due Remittance: SunGard Public Sector Bank of America 12709 Collection Center Drive Chicago, IL 60693 Inquiries: Accounts.ReceivableLG@SunGardPS.com 82 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No x Funding Source: Advertising Requirement: (Enter X in box) Yes No x Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)N/A X Sponsor Name Ronetta Taylor, MMC, City Clerk Department: City Manager Office of the City Clerk Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, RESCHEDULING THE SEPTEMBER 14, 2016 CITY COUNCIL MEETING TO SEPTEMBER 13, 2016; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: The City Council currently has a meeting scheduled for September 14, 2016 at 7:00 PM. The Congressional Black Caucus Foundation is hosting its Annual Legislative Conference in Washington, D.C., at the same time. Several members of the City Council members have indicted their intent to attend this conference and therefore it may be difficult to obtain a quorum for the City Council Meeting. ITEM K-6 RESCHEDU;ING CITY COUNCIL MEETING 83 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 This resolution reschedules the Wednesday, September 14, 2016 City Council meeting to Tuesday, September 13, 2016, at 7:00 PM. Proposed Action: Recommend Council approval of the resolution, rescheduling the City Council Meeting of Wednesday, September 14, 2016 to Tuesday, September 13, 2016. Attachment: 84 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, RESCHEDULING THE 4 SEPTEMBER 14, 2016 CITY COUNCIL MEETING TO 5 SEPTEMBER 13, 2016; PROVIDING FOR THE ADOPTION OF 6 REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. 7 8 WHEREAS, Section 2-49 of the Code of Ordinances entitled “Regular Meetings” 9 provides that the City Council shall hold regular meetings on the second and fourth 10 Wednesday of the month at 7:00 p.m., and 11 WHEREAS, the City Council currently has a meeting scheduled for September 12 14, 2016 at 7:00 PM, however, the Congressional Black Caucus Foundation is hosting 13 its Annual Legislative Conference in Washington, D.C., at the same time, and 14 WHEREAS, several members of the City Council members have indicted their 15 intent to attend this conference and therefore it may be difficult to obtain a quorum for 16 the City Council Meeting, and 17 WHEREAS, this Resolution reschedules the Wednesday, September 14, 2016 18 City Council meeting to Tuesday, September 13, 2016, at 7:00 PM, 19 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 20 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 21 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 22 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 23 made a specific part of this Resolution. 24 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 25 hereby reschedules the September 14, 2016 City Council meeting to September 13, 26 2016. 27 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 28 upon its final passage. 29 85 OF 434 2 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 30 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 31 32 ___________________________________ 33 OLIVER GILBERT, III, MAYOR 34 35 36 ATTEST: 37 38 39 __________________________________ 40 RONETTA TAYLOR, MMC, CITY CLERK 41 42 43 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 44 45 46 SPONSORED BY: RONETTA TAYLOR, MMC, CITY CLERK 47 48 Moved by: __________________ 49 50 VOTE: _________ 51 52 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 53 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 54 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 55 Councilman David Williams Jr ____ (Yes) ____ (No) 56 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 57 Councilman Rodney Harris ____ (Yes) ____ (No) 58 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 59 60 86 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: NA Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: RFP No. 15-16-41(P) Purchasing Card Services X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image X Communcation Strategic Plan Obj./Strategy: City Manager X Sponsor Name Cameron Benson, City Manager Department: City Manager Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY TO, THAT CERTAIN PURCHASING CARD AGREEMENT WITH BANK OF AMERICA IN ACCORDANCE WITH STATE CONTRACT NO. 84121500-15-01; PROVIDING FOR THE ADOPTION OF REPRESENTATION; PROVIDING AN EFFECTIVE DATE. Staff Summary: BACKGROUND In 2011, the City of Miami Gardens approved the piggyback of State of Florida Contract Number 973-120-97-1, Purchasing Card Services, between the State of Florida Department of Management Services and NationsBank, N.A (Bank of America, N.A). On November 18, 2011, the City of Miami Gardens established a Corporate Account with NationsBank, N.A (Bank of America, N.A) for Purchasing Card Services, which has proven to be an efficient means of acquiring and paying ITEM K-7 PCARD AGNT WITH BANK OF AMERICA 87 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 for certain products and services, while generating rebates to the City. The City also utilizes the Bank of America, N.A, Purchasing Card (P-Card) whenever a vendor agrees to accept an electronic card as a form of payment. State of Florida Contract Number 973-120-97-1 had a tier rebate structure that provided the City of Miami Gardens a 1.10 percent rebate based on an annual expenditure of one million dollars ( $1,000,000) to three million four hundred ninety nine thousand nine hundred ninety-nine dollars ($3,499,999). The expenditure was based on the dollars the City disbursed within a calendar year from January 1st through December 31st. This initial agreement Number 973-120-97-1 between the State of Florida Department of Management Services and NationsBank, N.A (Bank of America, N.A) for Purchasing Card Services has been replaced. CURRENT SITUATION On November 12, 2013, The State of Florida Department of Management Services solicited Advertisement Number 07-973-120-V, for Purchasing Card Services. On January 14, 2014, responses were received from four (4) firms: Citibank, N.A.; FIA Card Services (Bank of America); J.P. Morgan.; and U.S. Bank, N.A. All four (4) responses were deemed responsive (Exhibit 2). On September 16, 2015, the Recommendation for Award for Advertisement Number 07-973-120-V (Invitation to Negotiate Number 07-973-120-V), for Purchasing Card Services, was issued recommending the award for Purchasing Card Services to FIA Card Services (Bank of America). The award to FIA Card Services (Bank of America) was based on the evaluation factors set forth in the solicitation (Exhibit 2). On January 5, 2016, the State of Florida Department of Management Services’ approved Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01) for Purchasing Card Services. The initial term of the contract is for a five (5) year period, with an option to renew for a renewal term not to exceed the initial contract term of five (5) years. The agreement between the State of Florida Department of Management Services and FIA Card Services (Bank of America) is effective January 5, 2016 through January 4, 2021. The State of Florida Department of Management Services agreement with FIA Card Services (Bank of America) based on Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01), currently receives a rebate of 1.78 percent based on their annual expenditure of one hundred fifty million dollars ($150,000,000). Upon approval of this resolution, under the new State Contract, Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01), the City of Miami Gardens will receive rebate based on the Other Eligible User (OEU) annual spend indicated in the State of Florida Purchasing Card Program Eligible User Agreement (Exhibit 1). Currently, approximately one hundred sixty-five (165) local governmental municipalities are participating in the current agreement, Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01), with State of Florida Department of Management Services and Bank of America. This request to piggyback Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01) for Purchasing Card Services, is pursuant to the City of Miami Gardens, FL Code of Ordinance Section 2-757(b)(2). FISCAL IMPACT 88 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 Proposed Action: It is recommended that the City Council approve accessing/piggybacking Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01), which was solicited and awarded by the State of Florida Department of Management Services, for Purchasing Card Services, to Bank of America. Attachment: Exhibit 1 - State of Florida Purchasing Card Program Eligible User Agreement Exhibit 2 - Award Recommendation Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01) Exhibit 3 - State of Florida Department of Management Services Advertisement Number 07-973-120-V (Term Contract Number 84121500-15-01 89 OF 434 RESOLUTION NO. 2016____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY 4 MANAGER AND CITY CLERK TO EXECUTE AND ATTEST 5 RESPECTIVELY THAT CERTAIN PURCHASING CARD 6 AGREEMENT WITH BANK OF AMERICA IN ACCORDANCE 7 WITH STATE CONTRACT NO. 84121500-15-01; PROVIDING 8 FOR THE ADOPTION OF REPRESENTATION; PROVIDING AN 9 EFFECTIVE DATE. 10 11 WHEREAS, on November 9, 2011, the City Council for the City of Miami Gardens 12 adopted Resolution Number 2011-183-1576, authorizing the City Manager and the City 13 Clerk to execute and attest respectively to, that certain Purchasing Card Agreement 14 with Bank of America in accordance with the State of Florida Contract Number 973-120-15 97-1, and 16 WHEREAS, the City also utilizes the Bank of America Purchasing Card (P-Card) 17 whenever a vendor agrees to accept an electronic card as a form of payment, and 18 WHEREAS, State of Florida Contract Number 973-120-97-1 expires in 2016, and 19 WHEREAS, on November 12, 2013, the State of Florida Department of 20 Management Services (FDMS) solicited Advertisement Number 07-973-120-V, for 21 Purchasing Card Services, and 22 WHEREAS, on January 5, 2016, the FDMS awarded Contract Number 23 84121500-15-01 to Bank of America for Purchasing Card Services, and 24 WHEREAS, the initial term of the contract is for a five (5) year period, with an 25 option to renew, for a renewal term not to exceed the initial contract term of five (5) 26 years, and 27 WHEREAS, the agreement between FDMS and Bank of America is effective 28 January 5, 2016 through January 4, 2021, and 29 90 OF 434 2 WHEREAS, the agreement between FDMS and Bank of America provides for a 30 rebate of rebate of 1.78 percent based on an annual expenditure of One Hundred Fifty 31 Million Dollars ($150,000,000.00), and 32 WHEREAS, City Staff recommends the City Council allows this request to 33 piggyback Contract Number 84121500-15-01, for Purchasing Card Services, as 34 pursuant to the City of Miami Gardens, FL Code of Ordinance Section 2-757(b)(2), 35 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 36 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 37 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 38 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 39 made a specific part of this Resolution. 40 Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 41 hereby authorizes the City Manager and City Clerk to execute and attest respectively, 42 that certain purchasing card Agreement with Bank of America in accordance with State 43 Contract No. 84121500-15-01. 44 Section 3: INSTRUCTIONS TO THE CLERK: The City Clerk is hereby 45 authorized to obtain two (2) fully executed copies of the subject Agreement with one to 46 be maintained by the City, and one to be delivered to Bank of America. 47 Section 4: EFFECTIVE DATE: This Resolution shall take effect immediately 48 upon its final passage. 49 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 50 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 51 52 ___________________________________ 53 OLIVER GILBERT, III, MAYOR 54 91 OF 434 3 55 56 ATTEST: 57 58 59 __________________________________ 60 RONETTA TAYLOR, MMC, CITY CLERK 61 62 63 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 64 65 66 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 67 68 Moved by: __________________ 69 70 VOTE: _________ 71 72 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 73 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 74 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 75 Councilman David Williams Jr ____ (Yes) ____ (No) 76 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 77 Councilman Rodney Harris ____ (Yes) ____ (No) 78 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 79 80 92 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 1 of 12 State of Florida Purchasing Card Program Eligible User Agreement In accordance with State Term Contract No. 84121500-15-01 The State of Florida Department of Management Services (“Department” or “DMS”) has agreed that State Agencies and local government entities in the State of Florida (each an “Eligible User”) may utilize the purchasing card program of the State of Florida (“Purchasing Card Program”) as the basis for establishing a purchasing card program with an Eligible User. This Eligible User Agreement (the “Agreement”) is entered into by The City of Miami Gardens (the “Eligible User”) and Bank of America (the “Contractor”) as of the date last signed by the parties (the “Effective Date”). By signing this Agreement, the Eligible User requests, and the Contractor agrees to provide to the Eligible User, the corporate purchasing card services set forth in State Term Contract number 84121500-15-01. Incorporated documents do not negate the provision of the Contract. Any product, service or maintenance provisions that do not comply with Florida law or require an Eligible User to indemnify the Contractor are invalid. The Eligible User and the Contractor agree as follows: A. All defined terms in the Contract apply to this Eligible User Agreement. B. By signing this Eligible User Agreement, the Eligible User and the Contractor agree to be bound by the terms of this Eligible User Agreement and the Contract in the performance of their obligations. By signing below, the Eligible User represents that a copy of the Contract has been provided or made available to it. C. With regard to Eligible User participation, the following applies: 1. Eligible User Warranties. The Eligible User represents and warrants to the Contractor that: 1.1 it is an Eligible User, as defined under the Contract; 1.2 it is contracting for purchasing card services with the Contractor, and its performance of its obligations under this Agreement and the Contract will not violate any law, regulation, judgment, decree or order applicable to it; and 1.3 it desires to utilize the Purchasing Card Program (“Program”) of the Department as the basis for establishing a purchasing card program. The Eligible User acknowledges and agrees that, notwithstanding anything to the contrary in the Contract, the Contractor will provide the Department and DFS with access to the following information: (i) Eligible User’s name and agreement to the provisions of the Contract and the Agreement; (ii) data related to the Eligible User’s Cardholder Transactions and use of the purchasing card program; and (iii) amount of rebate paid by the Contractor to the Eligible User under the Program. 93 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 2 of 12 2. Contractor’s Obligations. 2.1 Card Accounts. The Contractor will open Card Accounts, upon the Eligible User's request, which Cardholders may use to conduct Transactions for the Eligible User's business. All Transactions made on a Card Account are considered authorized by the Eligible User unless the Contractor receives, and has had a reasonable period of time to act upon, written notice from the Eligible User that the Cardholder is no longer authorized to use the Card or the Card Account. At the Eligible User’s request, the Contractor may also establish a Cardless Account. If an OEU so requests, the Contractor will provide to the Cardholder, at the address the OEU specifies, a Billing Statement reflecting the Cardholder’s use of the relevant Card Account. 2.2 External Fraud. The Contractor will assume the financial liability for all external fraud if the Eligible User or Cardholder has not authorized or participated in the specific Transaction. If there is internal fraud or collusion, the Contractor will deliver misuse insurance provided by the card network to help the Eligible User with recovery from card networks. 3. Eligible User’s Obligations. 3.1 The Eligible User shall use each Card Account solely for business purposes, and shall pay according to section 13, Exhibit C, Special Contract Conditions, for each Transaction, regardless of its purpose or whether the Eligible User signed a sales draft or received a receipt. 3.2 The Eligible User represents and warrants to the Contractor that each Cardholder is a current employee, or for OEU’s, an employee or agent of the OEU. If a Cardholder ceases to be the Eligible User’s employee or agent, the Eligible User must provide notice as soon as practicable and destroy or return to the Contractor as soon as practicable the Card allocated to that Cardholder. 3.3 The Eligible User will promptly furnish such financial and other information as the Contractor requests for the purpose of reviewing the Eligible User’s ability to perform the Eligible User’s obligations to the Contractor. Notwithstanding the foregoing, the financial information for State Agencies is located at: http://www.myfloridacfo.com/aadir/statewide_financial_reporting/index.htm. The Eligible User represents and warrants that all information about the Eligible User, its employees, and agents is accurate and sufficiently complete to give the Contractor accurate knowledge of the Eligible User’s financial condition. 3.4 The Eligible User and each Cardholder will check to ensure that the information on each new Card is correct, and the Eligible User will contact the Contractor if there is an error. 3.5 The Statewide Purchasing Card Administrator or OEU Eligible User must give Contractor prompt written notice of any addition, deletion or change of its Purchasing Card Administrator. 94 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 3 of 12 3.6 The Eligible User is responsible for maintaining the security of its data outside the Contractor’s or Contractor’s vendors’ systems. The Contractor is responsible for maintaining the security of the Eligible User’s data on the Contractor’s or Contractor’s vendors’ systems. 3.7 Compliance with Law. The Eligible User must comply, and ensure that its Cardholders and Transactions comply with all laws to which the Eligible User, the Cardholder or the Transaction may be subject, including all AML/Sanctions Laws. The Eligible User must provide all notifications or information necessary to allow the Contractor to comply with obligations under any AML/Sanctions Laws, including (if necessary) providing any information required to establish and verify the identity and background of any Cardholder. The Eligible User represents and warrants to the Contractor that the performance of its obligations will not violate any law or facilitate illegal transactions. 3.8 OFAC Covenant. The Eligible User covenants that it will not use or permit any Cardholder to use, any Card, Cardless Account, Cash Advance or Convenience Check to transact, lend, contribute, or otherwise make available funds to any Subsidiary, joint venture partner or other individual or entity (“Person”), to fund any disallowed activities of or business with any Person, in Cuba, Iran, North Korea, Sudan, Syria, or in any country or territory, that, at the time of such funding, is the subject of any Sanctions, or in any other manner that will result in a violation by any person (including any person participating in the transaction, whether as advisor, investor or otherwise) of Sanctions. 3.9 Credit Limit. The Contractor will establish one total credit limit for all Card Accounts issued to the Eligible User and all of its Cardholders. The Eligible User shall determine an individual credit limit for each Cardholder Account which is part of any of its Card Accounts issued to the Eligible User and all of its Cardholders. The individual credit limits for each Cardholder Account, when aggregated, may exceed the total credit limit for all Card Accounts issued to the Eligible User and all of its Cardholders. However, this will not increase the total credit limit. Upon the Eligible User’s request and if approved by the Contractor, the Contractor may increase the total credit limit or any individual limit. The Contractor may decrease the total credit limit or any individual limit in its reasonable discretion with notification to the Eligible User as soon as practicable, but in no event later than the same date as the decrease. 3.10 Transactions Exceeding the Credit Limit. The Eligible User agrees not to incur obligations which would cause the total credit limit for all Card Accounts to be exceeded. The Contractor will make available online tools and standard reporting to monitor cardholder activity. If the Eligible User exceeds the total credit limit for all Card Accounts, the Contractor may refuse any Transactions on all Card Accounts. The Contractor also may require the entire balance owing on the most recent Billing Statement to be immediately due and payable before further use of Card Accounts. If the Eligible User’s individual Card limit is exceeded and that individual Cardholder Account is individually billed, the Contractor may (i) refuse any Transactions applicable to that Cardholder Account until a payment is made to reduce the balance below the individual Cardholder’s credit limit or until the Eligible User increases that Cardholder’s credit limit; and (ii) charge the Eligible User a fee as set in the Schedule of Charges in Exhibit H. 95 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 4 of 12 3.11 Currency Conversion. If an Eligible User or its Cardholders make a Transaction in currency other than U.S. dollars, Visa or MasterCard will convert the charge or credit into a U.S. dollar amount. The conversion rate on the processing date may differ from the rate on the date of your Transaction. The exchange rate used by Visa will either be (i) a rate selected by Visa from a range of rates available in wholesale currency markets for the applicable central processing date, which rate may differ from the rate Visa receives, or (ii) the government-mandated rate in effect for the central processing date. MasterCard will use an exchange rate of either (i) a wholesale market rate or (ii) a government-mandated rate. 3.12 International Transaction Fee. The Contractor may add a fee to the U.S. dollar amount of any Transaction that is made in a foreign currency (the “International Transaction Fee”). The International Transaction Fee is set in the Schedule of Charges in Exhibits G and H. 4. Disputes with Merchants and Suppliers. 4.1 Disputes with Merchants and Suppliers. The Contractor will have no liability for goods or services purchased with, or for a Merchant’s or Supplier’s failure to honor purchases made with a Card Account. If the Eligible User has any questions, problems or disputes concerning the quality of any goods or services purchased using a Card Account or Card, a purchase price discrepancy, warranty or other performance issues or any other purchase matter, the Eligible User must contact the Merchant or Supplier directly. The Eligible User may not rely on any claim or dispute concerning the purchase of goods or services using a Card Account or Card as a reason to avoid the Eligible User’s payment obligations under the Contract. Notwithstanding the foregoing, when the Contractor processes any request for a Transaction refund through a card network on the Eligible User’s behalf, which for the avoidance of doubt shall be processed in accordance with the operating rules and regulations of such card network, the Eligible User agrees that, in a dispute with a Merchant or Supplier, the Contractor will be subrogated to the Eligible User’s rights and each Cardholder’s rights against the Merchant or Supplier and the Eligible User will assign (and cause the Cardholder to assign) to the Contractor the right to assert a billing error against the Merchant or Supplier. The Eligible User will, and will cause the Cardholder to, do whatever is necessary to enable the Contractor to exercise those rights. The Contractor may reverse from any Card Account any Transactions relating to the dispute. 4.2 Authorization for Transactions. A Merchant or Supplier may seek prior authorization from the Contractor before completing a Transaction. If the Eligible User advises the Contractor in writing that the Eligible User desires to restrict Transactions to Merchants falling within certain categories the Contractor designates, to the extent consistent with the Statement of Work and the Contract, the Contractor will take reasonable steps to prevent authorization of Transactions from other types of Merchants. The Contractor, however, will not be liable to the Eligible User if Merchants or suppliers nonetheless accept a Card for other types of Transactions, or if authorization for a Transaction is not given. The Contractor may also refrain from authorizing a Transaction for any reason in the Contractor’s reasonable discretion. 4.3 Forms of Consent. If a Transaction is made using a Card or a Card Account number, the Eligible User needs to consent to the Transaction (whether by a Cardholder giving consent or 96 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 5 of 12 otherwise) so that the Contractor can make sure that it is genuine. A Transaction can be consented to by: i. using a Card with the relevant card PIN or a signature; ii. using the account number and other details requested; iii. presenting a Card to the supplier’s terminal if the Transaction is made using contactless technology; or iv. such other means as the Department and the Contractor may from time to time agree. The Contractor may deem Transactions which have not been consented to in one of the above manners to be unauthorized and the Contractor may decline to process such Transactions. This is in addition to any other rights the Contractor has to decline Transactions according to Eligible User Agreement Sections 4, 5.1, or 5.2 (disputes, authorizations and Unauthorized Use). 5. Lost or Stolen Cards; Unauthorized Use. 5.1 Authorization Denials. The Contractor may refrain from authorizing any Transaction: i. if the Contractor suspects that the Transaction is or might be fraudulent or unlawful or for the purpose of any fraudulent or unlawful activity; ii. if the Contractor suspects that the Transaction constitutes or might constitute Unauthorized Use as defined in Section (3)(yyy), Exhibit A, Definitions; or iii. if to authorize that Transaction would cause the Contractor to breach any law (including any AML/Sanctions Laws by which the Contractor must abide). 5.2 Failure to Authorize. Subject to applicable law, the Contractor will not be liable to the Eligible User if the Contractor fails to authorize or declines any Transaction for any reason. If a Transaction is not authorized or declined, the Eligible User may seek, and the Contractor will provide, reasonable assistance in investigating and resolving the declined or unauthorized Transaction. 5.3 Reporting a Loss, Theft or Unauthorized Use; Assisting with Investigations. In the event of a possible loss or theft of a card, or Card Account or possible Unauthorized Use, the Eligible User will give the Contractor notice as provided in section 10.6, Exhibit D, Statement of Work, or using the Solution. The Eligible User agrees to give the Contractor this notice as soon as reasonable after discovery of the known or suspected loss or theft or Unauthorized Use. If notice is provided and the Eligible User assists the Contractor in investigating the loss, theft or possible Unauthorized Use, then the Eligible User will not be liable for Transactions resulting from Unauthorized Use. If the Contractor has issued fewer than ten Card Accounts to the Eligible User, the Eligible User’s liability for Transactions by a person who does not have actual, implied or apparent authority to use the Card, or Card Account and whose use does not result in a direct or indirect benefit to the Eligible User, will not exceed $50 on each Card. 6. License to Use the Eligible User’s Marks. Upon the Eligible User’s request, the Contractor may place the Eligible User’s trademark, trade name, service mark and/or designs (“Eligible User’s Marks”) on the Cards consistent with 97 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 6 of 12 section 10, Exhibit D, Statement of Work. The Eligible User will provide the graphics to the Contractor in sufficient time to allow for review and approval by the Contractor and, if necessary, the respective card network. The Eligible User or the State, as applicable, grants to the Contractor a non-exclusive license to use, during the term of the service, Eligible User’s Marks on the Cards. 7. Convenience Checks. In the event the Contractor provides Convenience Checks with regard to an OEU Card Account, the Convenience Checks may not be used to make payment on the Card Account. The Contractor may pay a Convenience Check and post its amount to the Card Account regardless of any restriction on payment, including a Convenience Check that is post-dated, that states it is void after a certain date or that states a maximum or minimum amount for which it may be written. Once paid, Convenience Checks will not be returned to the OEU or the Cardholder. If an OEU wishes to stop payment on a Convenience Check, it must call the Contractor at the customer service number shown on the Billing Statement and provide such information as the Contractor requests or is required under the relevant User Documentation. The Contractor will stop payment if the request is received on or before the Business Day on which the Contractor would otherwise pay the Convenience Check. The date on which the Contractor would pay a Convenience Check may be prior to the date it would post to the Card Account. A stop payment order will remain in effect for up to six months. 8. Cardless Accounts; Accounts not in Name of Individual. The Contractor may establish a Cardless Account or establish a Card Account with a designation which is not an actual individual, including, without limitation, designation of a vehicle identification number, license number, department name or “Authorized Representative” on the Card Account if requested by the Eligible User. The Eligible User may provide the number associated with the Cardless Account to its Cardholders. The Eligible User agrees to be solely responsible for the use of any such Cardless Account or Card Account, including, without limitation, any Unauthorized Use. The Contractor will however assist the Eligible User with any disputed transaction as described in Section 4. 9. Statements and Payment. 98 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 7 of 12 For Eligible Users see section 13, Exhibit C, Special Contract Conditions. For OEUs, see Sections 9.1 – 9.5. 9.1 Issue of statements. The Contractor will provide to the Card Administrator, or other person the OEU designates in writing, a Billing Statement which will identify each Transaction posted during the billing cycle and the date of the Transaction. The Billing Statement will also list any applicable fees and charges for a Service. If the OEU has requested a Card Account for travel and entertainment Transactions, the Contractor will provide, upon the OEU’s request, an additional copy of the Billing Statement covering such use of the relevant Card Account to the appropriate Cardholder at the address which the OEU or the Cardholder provides to the Contractor. The OEU agrees that the Contractor may provide Billing Statements or make Billing Statements available by electronic means, including by way of electronic mail or a Website. 9.2 Review of statements. On the OEU’s receipt of a Billing Statement, the OEU must review it and notify the Contractor by telephone (using the appropriate telephone number set out in the Billing Statement), electronic mail, or other method that may be agreed upon by the parties of any Transaction appearing on that statement which the OEU considers may have resulted from any Unauthorized Use. The OEU must give this notice as soon as practicable but in any event not later than 60 days after the OEU receives the Billing Statement. If the OEU opts to have individual statements sent to individual Cardholders, the OEU must ensure that each relevant Cardholder complies with the provisions of this Section 9.2. Subject to the requirements of any applicable laws, if the OEU does not (or if a relevant Cardholder does not) give the Contractor notice in accordance with this Section 9.2, the Contractor may not be liable to refund any amounts relating to that Transaction. 9.3 Payment of statement amount. The OEU will pay, or ensure that the relevant Cardholder pays on the OEU’s behalf, to the Contractor the total amount shown as due on each Billing Statement on or before the Payment Due Date shown on the statement. If the Contractor does not receive payment in full by the specified due date, in addition to its other rights, the Contractor may assess a late fee and finance charge as set in the Schedule of Charges for the OEU in Exhibit H. The OEU has no right to defer any payment due on any Card Account. For the avoidance of doubt, if individual billing applies, the Contractor will collect from the OEU for any amount due which is not paid by a Cardholder. 9.4 Service fees. The OEU will pay the Contractor for a Service set in the Schedule of Charges in Exhibit H. 9.5 Account identification. If an OEU or any Cardholder makes any payment to the Contractor in connection with a Card Account, it must, or ensure that the Cardholder must, at the same time provide the Contractor with either the account number or the Card number. The Contractor shall not be liable for any delay in crediting any such payment or recording any Transaction, where this information is not provided to the Contractor in accordance with this Section 9.5. 10. Termination. 99 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 8 of 12 10.1 All terminations are contingent on written notice. The following events may be the basis for termination for default: 10.1.1 If an Eligible User fails to pay when due undisputed charges totaling at least two months’ charges under the Contract and fails to make such payment within fifteen (15) days after receipt of written notice of non-payment from the Contractor referencing this section, and stating that the Contractor intends to terminate the Eligible User Agreement for nonpayment, then the Contractor may terminate the Agreement as of the date specified by the Contractor in a separate written notice of termination. This notice is contingent on prior completion of a dispute resolution process between the parties. 10.1.2 If an Eligible User fails to comply with any material law or regulation controlling its operation, including AML or Sanctions Law, the Contractor has the right to file a notice of termination immediately, which notice shall specify the asserted non-compliance and attach supporting evidence. 10.1.3 If an Eligible User materially breaches any of the terms and conditions of this Agreement, and does not cure or commence a cure of the breach within 30 days of written notice, then the Contractor has the right to file an immediate notice of termination contingent on prior completion of a dispute resolution process between the parties. 10.2. If an Eligible User experiences a material adverse change in the Eligible User’s financial condition and the Eligible User’s ability to perform its obligations under the terms of the Eligible User Agreement are negatively impacted, then the Contractor may terminate the specific Eligible User Agreement after providing written notice referencing this section and stating that the Contractor intends to terminate the Eligible User Agreement as of a date specified in the notice of termination. This notice is contingent on prior completion of a dispute resolution process between the parties. 10.3 Upon any termination of an Eligible User Agreement, the Eligible User will immediately destroy, and will instruct all Cardholders to immediately destroy, all Cards. The Eligible User’s responsibility to pay for all undisputed Transactions regarding each Card Account will continue until the Eligible User notifies the Contractor to close the Card Account or until the Eligible User pays for all Transactions entered into before the Contractor closes the Card Account to future use, whichever occurs later. The Contractor and the Eligible User shall settle all outstanding liabilities and all claims arising out of such termination. After termination, the Eligible User and all Cardholders will make no new Transactions on any Card Account. If, however, the Eligible User makes such Transactions, the Eligible User will be liable for each of them. These obligations will continue after a service the Eligible User is using has been terminated. 11. Receipts Imaging Service. The OEU may elect to use the Contractor’s receipts imaging service whereby the OEU will send copies of its transaction receipts, and the Contractor will electronically store those receipts (the “receipts imaging service”). It is the OEU’s obligation to send the Contractor legible copies of transaction receipts. The OEU acknowledges and agrees that the Contractor will not review the transaction receipts and that the OEU is responsible for retaining the original receipts. The Contractor will not be liable for damages if the images are illegible or blank or for failure to 100 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 9 of 12 provide copies by a given time or for failure to provide copies the Contractor is not reasonably able to provide. Images will be made available to the OEU by website at such times as may be set forth in the applicable User Documentation or as otherwise established by the Contractor. There is no charge for this service. 12. Notices. Any notice required or permitted to be given under this Eligible User Agreement or the Contract from one party to the other will be in writing and will be given and deemed to have been given when actually received, if hand delivered, delivered by telephonic facsimile transmission equipment and confirmed by telephone, with and original mailed or hand-delivered thereafter or mailed by certified or registered mail with postage prepaid to the Party or their successor at the address specified as follows: i. Eligible User: The City of Miami Gardens Procurement Department 18605 NW 27th Ave Miami Gardens, Florida 33056 ii. Contractor: Bank of America P.O. Box 28 Norfolk, VA 23510 For overnight delivery send to: Bank of America Commercial Card: Floor 11 3 Commercial Place Norfolk, VA 23510 Routine notices given by Contractor to the Eligible User, such as transaction details, changes in terms required by systems updates or payment card network changes and any reasonable notice required by the Contractor’s licenses or schedules, may be delivered by electronic mail to the address provided by the Eligible User. Either party may change the address to which notices are to be delivered by giving to the other party not less than ten (10) Business Days prior written notice thereof. 13. Information Security/Data Protection. Data Security requirements are described in section 7, Exhibit C, Special Contract Conditions. The following are policies of the Contractor: 13.1 Overall Data Security Regulations. As a financial institution, the Contractor is required to comply with the information security standards of, as applicable, the Gramm Leach Bliley Act and the regulations issued thereunder the Fair and Accurate Credit Transactions Act and the regulations issued thereunder; the Federal Financial Institutions Examination Council (FFIEC) criteria; the Interagency Guidance on Response Programs for Unauthorized Access to Customer Information and Customer Notice; the US Securities and Exchange Commission; FINRA; the NASD; and other federal statutory, national and international legal and regulatory requirements. The Contractor is evaluated regularly for compliance with these obligations by 101 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 10 of 12 various US and international regulators, including, the US Office of the Comptroller of the Currency, as applicable. 13.2 Security and Confidentiality. The Contractor maintains an information security policy that: contains appropriate administrative, technical, and physical safeguards designed to protect against Information Security Events; conforms as required to the requirements of applicable data protection laws; and sets forth policies and procedures that are consistent with, to the extent applicable to the Services, PCI DSS standards, the card networks’ rules and regulations; and Financial Services Industry Best Practices. 13.3 Organizational Security. All information is stored in the United States for programs in the United States and Canada. 13.4 Human Resources Security. The Contractor takes reasonable steps to ensure that its Workforce is aware of their obligations in the provision of the Services and applicable data protection laws, including that any unauthorized processing or disclosure of the Personal Data may lead to disciplinary action under their contract of employment or other contractual arrangements. Prior to receiving access to Personal Data, the Workforce and any Extended Workforce will receive appropriate security awareness training and recurring security awareness training at appropriate intervals. The access rights of the Contractor’s Workforce with access to the Contractor’s Information Processing System(s) or media containing Personal Data are removed upon termination of their employment, contract or agreement, or adjusted upon change of job function. 13.5 Physical and Environmental Security. Contractor protects all areas that contain Information Processing System(s) or media containing Personal Data by the use of security controls deemed appropriate by the Contractor. 13.6 Information Security Event Management. The Contractor maintains an incident response plan that addresses handling of Information Security Events. In accordance with such incident response plan, the Contractor will: Provide Eligible User prompt, but in no event later than two (2) Business Days of becoming aware thereof, notice of any Information Security Event documented and verified by the Contractor as part of its standard incident response process that involves, or which the Contractor reasonably believes involves, the unauthorized access, use or disclosure of Eligible User’s Personal Data. Such notice shall, to the extent the Contractor is legally allowed, summarize in reasonable detail the Information Security Event and the corrective action taken or to be taken by the Contractor, if known at that time. The Contractor will promptly take all corrective action deemed necessary or appropriate by the Contractor at no additional charge to the Eligible User. 13.7 Security Assessments. The Contractor permits the Eligible User’s representatives to perform one annual on-site or written assessment of the security controls used at the 102 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 11 of 12 Contractor’s data processing and business facilities. Also such assessment may be requested after an Information Security Event. Such assessments will be performed during regular business hours, at a date and time agreed to by both Parties, and will not require access to Information Processing System(s). Such assessments will be subject to the Contractor’s security policies, procedures, and restrictions, including restrictions on access to data centers, the ability to perform hands-on testing, and copying of certain materials. The Contractor scans internal and external facing Information Processing System(s) with applicable industry standard security vulnerability scanning software (including network, server, application and database scanning tools) at a minimum once per month and perform mitigations that the Contractor deems appropriate to address issues identified. The Contractor performs a comprehensive application penetration test and security evaluation of all websites used to store, access, or process Personal Data prior to use and at least annually thereafter. 103 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 12 of 12 IN WITNESS WHEREOF, the parties hereby execute this Eligible User Agreement as of the Effective Date. The City of Miami Gardens Bank of America, N.A. Eligible User Signature: Signature: Name: Click here to enter text. Name: Title: Click here to enter text. Title: Date: Click here to enter text. Date: 104 OF 434 Authorized initials: Date: 1 Schedule of Fees, Charges and Rebates Other Eligible Users June 16, 2015 | CONFIDENTIAL 105 OF 434 EXHIBIT H 2 I. GENERAL PRODUCT FEES AND CHARGES General Fees Annual Card Fee Waived Logo Fee: Fee Waived Unique Custom Design Fee As quoted Return Payment Fee Waived International Transaction Fee 2% of USD amount* Expedited Card Delivery Fee  U.S. Mail/Bulk Mail (Default)=No Fee  Overnight=$35.00 Overlimit Fee Waived Corporate Billed Fees Late Fee (assessed 3 days after cycle date when account is past due) (Assessed as a % of the past due amount for the current month’s charges and any unpaid balances) Pursuant to Section 218.70-218.80, Florida Statutes Cash Advance Fee 2.5% of transaction amt ($5 min/no max) Individual Billed Fees Late Fee (assessed 3 days after due date when account is past due) Pursuant to Section 218.70-218.80, Florida Statutes Cash Advance Fee 2.5% of transaction amt ($5 min/no max) If you make a transaction in currency other than U.S. dollars, Visa or MasterCard will convert the charge or credit into a U.S. dollar amount. The conversion rate on the processing date may differ from the rate on the date of your transaction. The exchange rate used by Visa will either be (i) a rate selected by Visa from a range of rates available in wholesale currency markets for the applicable central processing date, which rate may differ from the rate Visa receives, or (ii) the government-mandated rate in effect for the central processing date. MasterCard will use an exchange rate of either (i) a wholesale market rate or (ii) a government-mandated rate. We may add a 2% fee to the U.S. dollar amount of any transaction that is made in foreign currency or that is made outside the United States even if you pay in U.S. dollars (the “International Transaction Fee”). II. ELECTRONIC PRODUCTS SCHEDULE OF FEES AND CHARGES Reporting and Data Works Fee Waived Payment Center Fee Waived Data File Feeds To Customers / Third Parties: • Statement Billing File • EDI 811 • Visa Commercial Format (VCF) • MC Commercial Data Format (CDF) • 1099 & Socioeconomic Reporting Fee Waived Visa Intellilink $4,166 END OF SCHEDULES I AND II 106 OF 434 EXHIBIT H 3 III. US SCHEDULE OF REBATES (Cycle and Grace Days) REBATE DEFINITIONS Capitalized terms, which are not defined in this Section III have the meanings ascribed in the applicable Card Agreement. “Calculation Period” means the twelve (12) month period commencing on the first day of the month after Bank receives a fully executed original of the Agreement and thereafter, each subsequent twelve (12) month period. “Credit Losses” means any balances which remain unpaid by Other Eligible User, Participant or a Cardholder six (6) billing periods after the closing date on the Billing Statement in which the Transactions, fees and charges appeared for the reporting period. “Cycle Days” means the number of days from the start of the billing period to the Billing Statement date. “Grace Days” means the number of days after the Billing Statement closing date within which payment is due. “Large Ticket Interchange (LTI) Transactions” means certain transactions which, based upon the type of merchant and/or transaction dollar amount, are subject to a Visa or MasterCard large ticket interchange program, as determined by and amended by Visa and MasterCard from time to time. “Rebate Multiplier” means the multiplier corresponding to the Standard Transactions volume, Cycle Days and Grace Days as set forth in the Standard Transactions Rebate Multiplier Table below. “Standard Transactions” means the Transaction Volume not meeting the criteria for Large Ticket Interchange Transactions. “Total Credit Losses” means, for any Calculation Period, the sum of (i) Bank’s Credit Losses on the Card Accounts for the Calculation Period and (ii) Bank’s Credit Losses on the Card Accounts for any previous Calculation Period which have not been applied against any rebate payable under the Agreement. “Transaction Volume” means, for any Calculation Period, the total dollar amount of purchase Transactions made with the Cards during the Calculation Period, less the total dollar amount of: returned purchases, credit adjustments, Transactions resulting from Unauthorized Use, and disputed charges. Cash advances and Convenience Checks are not included in Transaction Volume. REBATE CONDITIONS During the Calculation Period, the program must meet all of the following conditions in order to qualify for a rebate: i. Other Eligible User and Participant pay Bank the total amount of the new balance shown as due on each Billing Statement on or before the Payment Due Date; and ii. Other Eligible User and Participant complied with terms in this Agreement; and iii. Calculation Period Transaction Volume meets the minimum volume requirement as set out in the Standard Transactions Rebate Multiplier Table; and iv. The Agreement has not been terminated by either party prior to the completion of a rebate calculation period. v. The four conditions above, together being the “Rebate Conditions”. 107 OF 434 EXHIBIT H 4 REBATE CALCULATION AND PAYMENT In the event that all of the above Rebate Conditions are met with respect to the Calculation Period, Bank will pay a rebate to Other Eligible User, which shall be calculated at the end of the Calculation Period in accordance with the Standard Transactions Rebate Multiplier Table and using the following equation: ((Transaction Volume for Standard Transactions x Rebate Multiplier) + (Transaction Volume for Large Ticket Interchange Transactions x LTI Rebate Multiplier) – Total Credit Losses The Standard Transactions rebate multiplier will be determined based on the Calculation Period cumulative total of all Standard Transactions volume. Payment of any rebate will be made by ACH credit or other means determined by Bank, within ninety (90) days following the end of the Calculation Period. Should one or more of the above Rebate Conditions not be met, Bank will be under no obligation to pay any rebate, although Bank may, in its sole discretion, determine to pay a rebate in an amount determined by Bank. Bank’s payment of a rebate in such circumstance will in no way obligate Bank to pay a rebate with respect to any subsequent Calculation Period. OEU Annual Spend ($) Basis Points to OEU 1,000,000 - 3,499,999 110 basis points* 3,500,000 - 9,999,999 145 basis points* 10,000,000 - 17,999,999 165 basis points* 18,000,000 - 24,999,999 168 basis points* 25,000,000 - 39,999,999 170 basis points* 40,000,000+ 171 basis points* OEU earns on LTI spend 55 basis points *Based on a 30/14 cycle and grace. • For a 30/25 cycle and grace, reduce basis points by 6 points. • For OEU program spend exceeding $10 million, faster speeds of pay are available: o For a 30/7 cycle and grace, add 3 basis points. o For a 14/7 cycle and grace, add 5 basis points. Nothing in these schedules are intended to state a term for the Agreement. For the avoidance of doubt, any period of time set forth in the Schedules applies solely to pricing terms, but only to the extent the Agreement has not been terminated as set forth in the Agreement. 108 OF 434 EXHIBIT H 5 Notwithstanding anything to the contrary in the Agreement or any of its Schedules all fees, charges and rebates are subject to change upon 60 days’ prior written notice to you if, in connection with us providing this card program, or any Services to you: i. An event external to us increases the cost or decreases the revenue to us; ii. There is any decrease to the interchange rates paid to us by a card network; or iii. There is an increase to funding costs due to interest rate changes; iv. There is any deterioration in your financial condition END OF US SCHEDULE III 109 OF 434 EXHIBIT H 6 IV. ACKNOWLEDGEMENT By signature of an authorized representative(s), you agree to the terms and conditions of this Schedule of Fees and Charges presented herein. This form must be signed in ink by an authorized representative(s) and submitted with the original signature to your Bank representative. OTHER ELIGIBLE USER Bank of America, N.A Click here to enter text. [OTHER ELIGIBLE USER NAME] By: (Signature) By: (Signature) Click here to enter text. Name: (Print or Type) Jeri Winkleblack Name: (Print or Type) Click here to enter text. Title: (Print or Type) Vice President Title: (Print or Type) Click here to enter text. Date: Date: 110 OF 434 Exhibit 2111 OF 434 Exhibit 2112 OF 434 Exhibit 2113 OF 434 Exhibit 2114 OF 434 Exhibit 2115 OF 434 Exhibit 3116 OF 434 Exhibit 3117 OF 434 Exhibit 3118 OF 434 Exhibit 3119 OF 434 Page 1 of 8 Exhibit A: Definitions State Term Contract No. 84121500-15-01 Purchasing Card Services 1 Definitions This document contains the definitions for the State Term Contract numbered 84121500-15-01 for Purchasing Card Services. 2 Highlighted Existing Definitions The definitions found in §287.012, Florida Statutes, Rule 60A-1, Florida Administrative Code, General Contract Conditions, Form PUR 1000, and General Instructions to Respondents, Form PUR 1001 are incorporated by reference. 2.1 Florida Statute Definitions The following Definitions from §287.012, Florida Statutes, are highlighted for clarity and the convenience of the Contractor. a) Agency - Any of the various state officers, departments, boards, commissions, divisions, bureaus, and councils and any other unit of organization, however designated, of the executive branch of state government. “Agency” does not include the university and college boards of trustees or the state universities and colleges. §287.012(1), Florida Statutes b) Commodity - Any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other personal property purchased, leased, or otherwise contracted for by the state and its agencies. §287.012(5), Florida Statutes e) Contractual Service - The rendering by a contractor of its time and effort rather than the furnishing of specific Commodities. The term applies only to those services rendered by individuals and firms who are independent contractors, and such services may include, but are not limited to, evaluations, consultations, maintenance, accounting, security, management systems, management consulting, educational training programs research and development studies or reports on the findings of consultants engaged thereunder and professional, technical, and social services. §287.012(8), Florida Statutes f) Department - The Department of Management Services. §287.012(9), Florida Statutes g) Eligible User - Any person or entity authorized by the Department pursuant to rule to purchase from State Term Contracts or to use the online procurement system. §287.012(11), Florida Statutes Exhibit 3120 OF 434 Page 2 of 8 2.2 Florida Administrative Code Definitions The following Definition is highlighted from Rule 60A-1.005, Florida Administrative Code, for clarity and the convenience of the Contractor. a) Eligible User - The following entities are Eligible Users: (1) All governmental agencies, as defined in §163.3164, Florida Statutes, which have a physical presence within the State of Florida; (2) Any independent, nonprofit college or university that is located within the State of Florida and is accredited by the Southern Association of Colleges and Schools. 2.3 Form PUR 1000 Definitions The following Definitions from Form PUR 1000 are highlighted for clarity and the convenience of the Contractor a) Customer - The State agency or other entity identified in a contract as the party to receive Commodities or Contractual Services pursuant to a contract or that orders Commodities or Contractual Services via Purchase Order or other contractual instrument from the Contractor under the Contract. The “Customer” may also be the “Buyer” as defined in the PUR 1001 if it meets the definition of both terms. b) Product - Any deliverable under the Contract, which may include commodities, services, technology or software. 3 Contract Specific Definitions The following Definitions are specific to this Contract. If any of the following Contract Specific Definitions modify or replace the Highlighted Existing Definitions incorporated in Section 2, the Contract Specific Definitions shall control. a) Acceptance - A written notification that a Deliverable has been reviewed and is judged by the PMO to meet the Acceptance Criteria, as augmented by other Deliverables and amended from time to time, in writing, by the parties. b) Acceptance Criteria - Performance requirements and essential conditions contained in Exhibit E, Schedule of Deliverables, against which Deliverables are evaluated before they are given Acceptance or Rejection. c) Accepted Deliverable - A Deliverable which has been granted Acceptance. d) Accounting Data Element (Un-Validated) - A field, required for FLAIR processing, containing data entered by an Approver, that must be stored in a database and transmitted in the Payment Settlement file as part of an Accounting Entry. e) Accounting Data Element (Validated) - A field, required for FLAIR processing, containing data entered by an Approver, and validated against Accounting Data Elements provided in the FLAIR Data Validation File, that must be stored in a database and transmitted in the Payment Settlement File as part of an Accounting Entry. f) Accounting Entry - A series of Accounting Data Elements, both validated and un- Exhibit 3121 OF 434 Page 3 of 8 validated, transmitted to DFS in the Payment Settlement File, that is required by FLAIR to process payment against a Transaction. g) Administrator - A Solution User that has electronic rights and permission to alter Card Account and program settings in the Solution. h) Applications - Proprietary Software and Materials accessed through the Contractor’s digital platforms or through any of the Contractor’s third party vendor sites; and any related services used to provide the Services, including (i) the Global Reporting Management System ("GRAM") hosted by MasterCard, (ii) a pin platform run by the Contractor, (iii) a payment center for US cardholders run by Total Systems, (iv) the Works System, and (v) any other pre-approved third party vendor the Contractor may use from time to time. The Contractor will provide other parties a minimum of ninety (90) days notice before scheduling the incorporation of a third party vendor. i) AML/Sanctions Laws - All applicable laws relating to client identification, the prevention of money-laundering, terrorism, the use of proceeds of crime, economic or political sanctions, including Sanctions, and any other similar matter. j) Approver or Approver/Group - A Solution User, or grouping of users, that has electronic rights and permission to approve, attach scanned copies of documentation to, or add Accounting Entries to, Transactions in the Solution. k) Audit Period – As defined in Section 6, Exhibit C, Special Contract Conditions. l) Automated Clearing House (ACH) File - An electronic file, produced by FLAIR and transmitted to the State’s treasury provider by DFS, which contains payment information and is used to settle account balances with the Contractor. m) Billing Statement - The official invoice provided to the OEU or Cardholder by the Contractor which identifies each Transaction posted during the billing cycle, the date of each Transaction and the applicable fees and charges, payment amount due and payment due date. n) Business Day - Monday through Friday, 8am to 5pm, inclusive, not including paid federal holidays and state holidays described listed in §110.117(1), Florida Statutes. o) Card - Each plastic charge card the Contractor issues for the Eligible User’s Card Account using a Service. p) Card Account - Each account which the Contractor issues to an Eligible User or to a Cardholder with respect to a Service, including a Cardless Account and which allows charges to be incurred for the purchase of commodities and contractual services. q) Cardless Account - A Card Account for which the Contractor issues only an account number, but no Card is issued. r) Cardholder - An employee of the Eligible User and any person the OEU designates in writing who the Contractor approves to receive a Card. If the Eligible User or a Cardholder makes a Card Account number, or a number associated with a Cardless Account available to another party, that person will also be considered a Cardholder. If the OEU or a Cardholder makes a Card Account number, OEU Convenience Check, or a number associated with a Cardless Account available to another party, that person will also be considered a Cardholder. A Cardholder is designated and authorized by the Eligible User to make purchases within preset limits, set by the Exhibit 3122 OF 434 Page 4 of 8 Purchasing Card Administrator in the Solution, on behalf of the Eligible User. s) Cash Advance - Use of a Card Account to obtain cash from a participating financial institution, Merchant or Automated Teller Machine, to write a Convenience Check or to obtain items readily convertible into cash, such as money orders, traveler’s checks, and foreign currency. t) Charge - A purchase, credit, accounting correction, or other activity associated with any Eligible User Card Account which creates a liability against an Eligible User’s Corporate Account. u) Charge Data File - An electronic file containing line item level detail of all Agency transactions. The Charge Data File includes payment card industry standard Level 3 data, when available. v) Confidential Information - Information in the possession or under the control of the State or the Contractor that is exempt from public disclosure, or made confidential, pursuant to Article I, Section 24, Florida Constitution, Chapter 119, Florida Statutes; or any other provision of State or federal law. w) Contract - The agreement resulting from ITN 07-973-120-V between the Department and the Contractor. x) Contractor - The business entity awarded the Contract resulting from ITN 07-973-120- C by the Department. y) Corporate Account - A master account, established with the Contractor by the Eligible User, to which Transactions made by Card Accounts held by Cardholders can be posted for payment. z) Correction Period - The amount of time, specified in a Notice of Deficiency, which the Contractor has to correct the identified failure in a Deliverable in order to meet the Acceptance Criteria. aa) Corrective Action Plan (CAP) - A document detailing actions to be taken by the Contractor to ensure that future Deliverables meet the requirements outlined in Exhibit E, Schedule of Deliverables, pursuant to Section 5.5, Exhibit C, Special Contract Conditions. bb) Date of Delivery - The date specified in Exhibit E, Schedule of Deliverables, on or before which the Contractor shall submit a Deliverable for Delivery. cc) Deliverable - A tangible object, Commodity, or Contractual Service, produced for, or provided to, an Eligible User pursuant to this Contract. dd) Delivery - The submission of a Deliverable to the PMO for review and Acceptance or Rejection. ee) Department of Financial Services (or DFS) - The Florida Department of Financial Services. ff) The Department (or DMS) - The Florida Department of Management Services. gg) Developed Material - Software and other materials produced by the Contractor or its Subcontractors in the performance of projects associated with the Department’s systems and processes, including software program code, in both object code and source code forms, and all related materials, including designs, data models, database models, object models, program listings, flow charts, application manuals, technical Exhibit 3123 OF 434 Page 5 of 8 manuals, training manuals, user manuals, and operating procedures. The term “Developed Materials” does not include any pre-existing software, upgrades, or modifications thereto, but does include all modifications, enhancements and interfaces to either pre-existing software or other pre-existing materials that are created in the performance of the projects. hh) Error Resolution - The set of informal and formal procedures established by the PMO and Contractor to resolve issues regarding Electronic Files. ii) Extended Workforce - Any of the Contractor’s subcontractors or vendors with access to Personal Data. jj) Final Acceptance - A written notification that an Electronic File or Service Deliverable has been reviewed and has been operating in production with all functionality and without any material deficiency for thirty (30) calendar days of full production. kk) FLAIR Data Validation File - An electronic file, transmitted to the Contractor by DFS, containing all information necessary for the Solution to validate required Accounting Data Elements. ll) Florida Accounting and Information Resource (FLAIR) - The State of Florida’s accounting system used by all Agencies. mm) Information Processing System(s) - The individual and collective electronic, mechanical, and software components of the Contractor and its Extended Workforce's operations that store, access, process or protect data related to the Services or Solution. nn) Information Security Event - Any situation where there is an actual or strong likelihood of the unauthorized acquisition or unauthorized use or disclosure of Personal Data such that (i) there is a reasonable likelihood of material harm to a Cardholder or (ii) there is a reasonable likelihood of identity theft or fraud against an individual as determined by the Contractor, using financial services industry best practices assessment criteria. oo) Information Warehouse - A central repository of data which is created by integrating transaction data from FLAIR and the Contractor, maintained by DFS. pp) Interim Acceptance – Acceptance, subject to Operational Acceptance and Final Acceptance, of an Electronic File or Service Deliverable’s design and operational specifications as detailed in an Accepted Deliverable. qq) Late Delivery – As defined in Section 5.1.2 Exhibit C, Special Contract Conditions rr) Materials - The Software, user identification codes, passwords, codes, keys, test keys, security devices, embedded algorithms, digital signatures and certificates, other similar devices and information, User Documentation and related documentation the Contractor provides to the Eligible User in connection with the Services or Solution. For purposes of this Contract, “information” described in the definition of Materials shall be limited to material that would enable the Information Processing Systems to be produced, created, or compiled and to data processing software as defined in §119.011(6), Florida Statutes, together with specifications as defined in the Glossary of Key Information Security Terms, National Institute of Standards and Technology (NIST) IR 7298; and computer software documentation as defined in Title 48 CFR Pt. 2.101 Exhibit 3124 OF 434 Page 6 of 8 ss) Merchant - A vendor which accepts a Purchasing Card as payment for Commodities or Contractual Services. tt) Merchant Category Code (MCC) - A payment card industry standard code or classification assigned to a Merchant by a card platform that is used to classify the Merchant by the type of Commodities or Contractual Services it provides. uu) Merchant Category Code Group (MCCG) - An electronic grouping of Merchant Category Codes, created by Eligible Users in the Solution, which may be applied as a restriction or permission to a Card Account. vv) Non-Conformance Damage(s) - The liquidated damages specified for each Deliverable that the Contractor is liable for pursuant to Section 11.3, Exhibit C, Special Contract Conditions. ww) Notice of Deficiency - The State’s written statement to the Contractor which formally rejects a Deliverable and identifies items given in Section 5.3.1, Exhibit C, Special Contract Conditions. xx) Operational Acceptance – Acceptance, subject to Final Acceptance, of an Electronic File or Service Deliverable’s meeting the design and operational specifications as detailed in an Accepted Deliverable. yy) Other Eligible User (OEU) - An Eligible User that is not an Agency. zz) Payment Settlement File - An electronic file, transmitted to DFS by the Contractor, containing State of Florida accounting information for all participating Agency Transactions processed in the Solution. The Payment Settlement File allows for verification of accounting controls in FLAIR before payment is made to the Contractor. aaa) Payment Settlement Error File - An electronic file, transmitted to the Contractor by DFS, containing Agency Transactions in the Payment Settlement File that were rejected by FLAIR. bbb) Performance Measure – The required minimum acceptable level of service to be performed and the criteria for evaluating the successful completion of each Deliverable. ccc) Personal Data - Means (i) any “non-public personal information” as such term is defined under Title V of the U.S. Gramm-Leach-Bliley Act, 15 U.S.C. §6801 et seq. and the rules and regulations issued thereunder; (ii) any "personal data" as defined in EU Directive 95/46/EC or any equivalent or similar concept of personal data or personal information under any applicable law; or (iii) any other information that can specifically identify an individual, such as name, address and social security number (“SSN”), together, in each case, with any other information that relates to an individual who has been so identified. It also includes personal data as defined in Florida law, including but not limited to §501.171 and §817.568, Florida Statutes ddd) Program - The State of Florida Purchasing Card Program. eee) Project Management Office (PMO) - A collective entity composed of personnel from DFS and the Department. The PMO is the primary governance body for all changes to the Solution and Services provided under the Contract. fff) Purchasing Card (PCard) - A restricted use, non-revolving credit card that is issued to a Cardholder by the Contractor, is controlled by the Card Account created by the Purchasing Card Administrator in the Solution, and which creates a liability against an Exhibit 3125 OF 434 Page 7 of 8 Eligible User’s Corporate Account. ggg) Purchasing Card Administrator (OEU) - The designated representative from the Other Eligible User assigned the administration and management of the Other Eligible User’s program and the primary point of contact for the Contractor and the Other Eligible User. hhh) Purchasing Card Administrator (Agency) - The designated representative of an Agency who works directly with the Statewide Purchasing Card Administrator and the Contractor on issues that relate to the Agency’s program. iii) Rejected Deliverable - A Deliverable determined by the PMO at any time during the Contract to have failed to meet Acceptance Criteria, as modified or augmented by other Accepted Deliverables. jjj) Rejection – A determination by the PMO that a deliverable failed to meet Acceptance Criteria, as modified or augmented by other Accepted Deliverables. kkk) Review Cycle - A period of time, specified in Exhibit E, Schedule of Deliverables, associated with a Deliverable, during which the PMO is examining the Deliverable and determining if it meets the Acceptance Criteria. lll) Sanctions - Any sanctions administered or enforced by the United States Government (including the U.S. Department of the Treasury’s Office of Foreign Assets Control), the United Nations Security Council (“UNSC”), the European Union (“EU”), Her Majesty’s Treasury (“HMT”), or any other relevant sanctions authority. mmm) Scanned Images File - An electronic file containing all images electronically attached or associated to Agency Transactions processed through the Solution. nnn) Services - Any deliverable or work, which may include Commodities or Contractual Services, performed by the Contractor under the Contract. ooo) Shared Data - Any transaction data or information concerning the State or the Department that either is created or generated by Contractor personnel in the performance of the Contractor’s obligations under the Contract, including third party service and product contracts. ppp) Solicitation – ITN #07-973-120-C qqq) Solution - The Contractor’s internet based and accessible software application, hosted and maintained by the Contractor, and used by Eligible Users to administer their participation in the Program. rrr) State - The State of Florida. sss) State Data - Any data or information concerning the State that is provided to or obtained by the Contractor or Contractor personnel in connection with the negotiation and execution of the Contract or the performance of the Contractor’s obligations under the Contract, including any such data and information that either: i. is created, generated, collected or processed by Contractor personnel in the performance of the Contractor’s obligations under the Contract, including data processing input and output, performance measurements, asset information, reports, third party contracts for Product, and the Contractor’s charges to the Department, or ii. resides in or is accessed through the Department’s operating environment Exhibit 3126 OF 434 Page 8 of 8 or the Contractor’s Service delivery infrastructure; as well as any data and information derived from the foregoing. ttt) State Term Contract or Term Contract – This Contract numbered 84121500-15-01 uuu) Statewide Purchasing Card Administrator - The designated representative from DFS assigned the administration and management of the Program and the primary point of contact for the Contractor and all Agency Eligible Users. vvv) Subcontractor - A company or individual to which the Contractor delegates performance of any portion of the Services. www) Supporting Documentation - Any documentation, such as: receipts, invoices, Purchase Orders, or other documentation that serves as a written record or account justifying a Transaction. xxx) Transaction - A purchase, reservation, charge, or credit associated with any Eligible User Card Account. yyy) Unauthorized Use - Use of a Card Account, Card or Convenience Check by a person (i) who is not the Eligible User's Cardholder, employee or agent, (ii) who does not have actual, implied or apparent authority to use the Card Account, Convenience Check or Card and (iii) whose use does not benefit the Eligible User directly or indirectly. Any use of a Card Account, Convenience Check or Card after the Agreement has been terminated for any reason shall also be considered Unauthorized Use. zzz) User - Any Eligible User employee who has electronic access to the Solution. aaaa) User Documentation - Any written information the Contractor provides the Eligible User, including information in electronic format, as amended from time to time, which contains detailed instructions regarding the use of a Service. bbbb) Workforce - The Contractor’s employees with access to Personal Data. Exhibit 3127 OF 434 State of Florida PUR 1000 General Contract Conditions Contents 1. Definitions. 2. Purchase Orders. 3. Product Version. 4. Price Changes Applicable only to Term Contracts. 5. Additional Quantities. 6. Packaging. 7. Inspection at Contractor’s Site. 8. Safety Standards. 9. Americans with Disabilities Act. 10. Literature. 11. Transportation and Delivery. 12. Installation. 13. Risk of Loss. 14. Transaction Fee. 15. Invoicing and Payment. 16. Taxes. 17. Governmental Restrictions. 18. Lobbying and Integrity. 19. Indemnification. 20. Limitation of Liability. 21. Suspension of Work. 22. Termination for Convenience. 23. Termination for Cause. 24. Force Majeure, Notice of Delay, and No Damages for Delay. 25. Changes. 26. Renewal. 27. Purchase Order Duration. 28. Advertising. 29. Assignment. 30. Antitrust Assignment 31. Dispute Resolution. 32. Employees, Subcontractors, and Agents. 33. Security and Confidentiality. 34. Contractor Employees, Subcontractors, and Other Agents. 35. Insurance Requirements. 36. Warranty of Authority. 37. Warranty of Ability to Perform. 38. Notices. 39. Leases and Installment Purchases. 40. Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE). PUR 1000 (10/06) 60A-1.002, F.A.C. 1 EXHIBIT B Exhibit 3128 OF 434 41. Products Available from the Blind or Other Handicapped. 42. Modification of Terms. 43. Cooperative Purchasing. 44. Waiver. 45. Annual Appropriations. 46. Execution in Counterparts. 47. Severability. 1. Definitions. The definitions contained in s. 60A-1.001, F.A.C. shall apply to this agreement. The following additional terms are also defined: (a) “Contract” means the legally enforceable agreement that results from a successful solicitation. The parties to the Contract will be the Customer and Contractor. (b) “Customer” means the State agency or other entity identified in a contract as the party to receive commodities or contractual services pursuant to a contract or that orders commodities or contractual services via purchase order or other contractual instrument from the Contractor under the Contract. The “Customer” may also be the “Buyer” as defined in the PUR 1001 if it meets the definition of both terms. (c) “Product” means any deliverable under the Contract, which may include commodities, services, technology or software. (d) “Purchase order” means the form or format a Customer uses to make a purchase under the Contract (e.g., a formal written purchase order, electronic purchase order, procurement card, contract or other authorized means). 2. Purchase Orders. In contracts where commodities or services are ordered by the Customer via purchase order, Contractor shall not deliver or furnish products until a Customer transmits a purchase order. All purchase orders shall bear the Contract or solicitation number, shall be placed by the Customer directly with the Contractor, and shall be deemed to incorporate by reference the Contract and solicitation terms and conditions. Any discrepancy between the Contract terms and the terms stated on the Contractor’s order form, confirmation, or acknowledgement shall be resolved in favor of terms most favorable to the Customer. A purchase order for services within the ambit of section 287.058(1) of the Florida Statutes shall be deemed to incorporate by reference the requirements of subparagraphs (a) through (f) thereof. Customers shall designate a contract manager and a contract administrator as required by subsections 287.057(15) and (16) of the Florida Statutes. 3. Product Version. Purchase orders shall be deemed to reference a manufacturer’s most recently release model or version of the product at the time of the order, unless the Customer specifically requests in writing an earlier model or version and the contractor is willing to provide such model or version. PUR 1000 (10/06) 60A-1.002, F.A.C. 2 EXHIBIT B Exhibit 3129 OF 434 4. Price Changes Applicable only to Term Contracts. If this is a term contract for commodities or services, the following provisions apply. (a) Quantity Discounts. Contractors are urged to offer additional discounts for one time delivery of large single orders. Customers should seek to negotiate additional price concessions on quantity purchases of any products offered under the Contract. State Customers shall document their files accordingly. (b) Best Pricing Offer. During the Contract term, if the Customer becomes aware of better pricing offered by the Contractor for substantially the same or a smaller quantity of a product outside the Contract, but upon the same or similar terms of the Contract, then at the discretion of the Customer the price under the Contract shall be immediately reduced to the lower price. (c) Sales Promotions. In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period. A Contractor shall submit to the Contract Specialist documentation identifying the proposed (1) starting and ending dates of the promotion, (2) products involved, and (3) promotional prices compared to then- authorized prices. Promotional prices shall be available to all Customers. Upon approval, the Contractor shall provide conspicuous notice of the promotion. (d) Trade-In. Customers may trade-in equipment when making purchases from the Contract. A trade-in shall be negotiated between the Customer and the Contractor. Customers are obligated to actively seek current fair market value when trading equipment, and to keep accurate records of the process. For State agencies, it may be necessary to provide documentation to the Department of Financial Services and to the agency property custodian pursuant to Chapter 273, F.S. (e) Equitable Adjustment. The Customer may, in its sole discretion, make an equitable adjustment in the Contract terms or pricing if pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to causes wholly beyond the Contractor’s control, (2) the volatility affects the marketplace or industry, not just the particular Contract source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the Contractor that continued performance of the Contract would result in a substantial loss. 5. Additional Quantities. For a period not exceeding ninety (90) days from the date of solicitation award, the Customer reserves the right to acquire additional quantities up to the amount shown on the solicitation but not to exceed the threshold for Category Two at the prices submitted in the response to the solicitation. 6. Packaging. Tangible product shall be securely and properly packed for shipment, storage, and stocking in appropriate, clearly labeled, shipping containers and according to PUR 1000 (10/06) 60A-1.002, F.A.C. 3 EXHIBIT B Exhibit 3130 OF 434 accepted commercial practice, without extra charge for packing materials, cases, or other types of containers. All containers and packaging shall become and remain Customer’s property. 7. Inspection at Contractor’s Site. The Customer reserves the right to inspect, at any reasonable time with prior notice, the equipment or product or plant or other facilities of a Contractor to assess conformity with Contract requirements and to determine whether they are adequate and suitable for proper and effective Contract performance. 8. Safety Standards. All manufactured items and fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate State inspector. Acceptability customarily requires, at a minimum, identification marking of the appropriate safety standard organization, where such approvals of listings have been established for the type of device offered and furnished, for example: the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and/or National Electrical Manufacturers’ Association for electrically operated assemblies; and the American Gas Association for gas-operated assemblies. In addition, all items furnished shall meet all applicable requirements of the Occupational Safety and Health Act and state and federal requirements relating to clean air and water pollution. 9. Americans with Disabilities Act. Contractors should identify any products that may be used or adapted for use by visually, hearing, or other physically impaired individuals. 10. Literature. Upon request, the Contractor shall furnish literature reasonably related to the product offered, for example, user manuals, price schedules, catalogs, descriptive brochures, etc. 11. Transportation and Delivery. Prices shall include all charges for packing, handling, freight, distribution, and inside delivery. Transportation of goods shall be FOB Destination to any point within thirty (30) days after the Customer places an Order. A Contractor, within five (5) days after receiving a purchase order, shall notify the Customer of any potential delivery delays. Evidence of inability or intentional delays shall be cause for Contract cancellation and Contractor suspension. 12. Installation. Where installation is required, Contractor shall be responsible for placing and installing the product in the required locations at no additional charge, unless otherwise designated on the Contract or purchase order. Contractor’s authorized product and price list shall clearly and separately identify any additional installation charges. All materials used in the installation shall be of good quality and shall be free of defects that would diminish the appearance of the product or render it structurally or operationally unsound. Installation includes the furnishing of any equipment, rigging, and materials required to install or replace the product in the proper location. Contractor shall protect the site from damage and shall repair damages or injury caused during installation by PUR 1000 (10/06) 60A-1.002, F.A.C. 4 EXHIBIT B Exhibit 3131 OF 434 Contractor or its employees or agents. If any alteration, dismantling, excavation, etc., is required to achieve installation, the Contractor shall promptly restore the structure or site to its original condition. Contractor shall perform installation work so as to cause the least inconvenience and interference with Customers and with proper consideration of others on site. Upon completion of the installation, the location and surrounding area of work shall be left clean and in a neat and unobstructed condition, with everything in satisfactory repair and order. 13. Risk of Loss. Matters of inspection and acceptance are addressed in s. 215.422, F.S. Until acceptance, risk of loss or damage shall remain with the Contractor. The Contractor shall be responsible for filing, processing, and collecting all damage claims. To assist the Contractor with damage claims, the Customer shall: record any evidence of visible damage on all copies of the delivering carrier’s Bill of Lading; report damages to the carrier and the Contractor; and provide the Contractor with a copy of the carrier’s Bill of Lading and damage inspection report. When a Customer rejects a product, Contractor shall remove it from the premises within ten days after notification or rejection. Upon rejection notification, the risk of loss of rejected or non-conforming product shall remain with the Contractor. Rejected product not removed by the Contractor within ten days shall be deemed abandoned by the Contractor, and the Customer shall have the right to dispose of it as its own property. Contractor shall reimburse the Customer for costs and expenses incurred in storing or effecting removal or disposition of rejected product. 14. Transaction Fee. The State of Florida has instituted MyFloridaMarketPlace, a statewide eProcurement System (“System”). Pursuant to section 287.057(23), Florida Statutes (2002), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the Contractor shall pay to the State, unless exempt pursuant to 60A-1.032, F.A.C. For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the Contractor. If automatic deduction is not possible, the Contractor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, Contractor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee. Contractor shall receive a credit for any Transaction Fee paid by the Contractor for the purchase of any item(s) if such item(s) are returned to the Contractor through no fault, act, or omission of the Contractor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor’s failure to perform or comply with specifications or requirements of the agreement. Failure to comply with these requirements shall constitute grounds for declaring the Contractor in default and recovering reprocurement costs from the Contractor in addition to all outstanding fees. CONTRACTORS DELINQUENT IN PAYING TRANSACTION FEES MAY BE SUBJECT TO BEING REMOVED FROM THE DEPARTMENT OF MANAGEMENT SERVICES’ VENDOR LIST AS PROVIDED IN RULE 60A-1.006, F.A.C. 15. Invoicing and Payment. Invoices shall contain the Contract number, purchase order number if applicable, and the appropriate vendor identification number. The State may PUR 1000 (10/06) 60A-1.002, F.A.C. 5 EXHIBIT B Exhibit 3132 OF 434 require any other information from the Contractor that the State deems necessary to verify any purchase order placed under the Contract. At the State's option, Contractors may be required to invoice electronically pursuant to guidelines of the Department of Management Services. Current guidelines require that Contractor supply electronic invoices in lieu of paper-based invoices for those transactions processed through the system. Electronic invoices shall be submitted to the Customer through the Ariba Supplier Network (ASN) in one of the following mechanisms – EDI 810, cXML, or web-based invoice entry within the ASN. Payment shall be made in accordance with sections 215.422 and 287.0585 of the Florida Statutes, which govern time limits for payment of invoices. Invoices that must be returned to a Contractor due to preparation errors will result in a delay in payment. Contractors may call (850) 413-7269 Monday through Friday to inquire about the status of payments by State Agencies. The Customer is responsible for all payments under the Contract. A Customer’s failure to pay, or delay in payment, shall not constitute a breach of the Contract and shall not relieve the Contractor of its obligations to the Department or to other Customers. 16. Taxes. The State does not pay Federal excise or sales taxes on direct purchases of tangible personal property. The State will not pay for any personal property taxes levied on the Contractor or for any taxes levied on employees’ wages. Any exceptions to this paragraph shall be explicitly noted by the Customer in the special contract conditions section of the solicitation or in the Contract or purchase order. 17. Governmental Restrictions. If the Contractor believes that any governmental restrictions have been imposed that require alteration of the material, quality, workmanship or performance of the products offered under the Contract, the Contractor shall immediately notify the Customer in writing, indicating the specific restriction. The Customer reserves the right and the complete discretion to accept any such alteration or to cancel the Contract at no further expense to the Customer. 18. Lobbying and Integrity. Customers shall ensure compliance with Section 11.062, FS and Section 216.347, FS.The Contractor shall not, in connection with this or any other agreement with the State, directly or indirectly (1) offer, confer, or agree to confer any pecuniary benefit on anyone as consideration for any State officer or employee’s decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty, or (2) offer, give, or agree to give to anyone any gratuity for the benefit of, or at the direction or request of, any State officer or employee. For purposes of clause (2), “gratuity” means any payment of more than nominal monetary value in the form of cash, travel, entertainment, gifts, meals, lodging, loans, subscriptions, advances, deposits of money, services, employment, or contracts of any kind. Upon request of the Customer’s Inspector General, or other authorized State official, the Contractor shall provide any type of information the Inspector General deems relevant to the Contractor’s integrity or responsibility. Such information may include, but shall not be limited to, the Contractor’s business or financial records, documents, or files of any type or form that refer to or relate to the Contract. The Contractor shall retain such records for the longer of (1) three years after the expiration of the Contract or (2) the period required by the PUR 1000 (10/06) 60A-1.002, F.A.C. 6 EXHIBIT B Exhibit 3133 OF 434 General Records Schedules maintained by the Florida Department of State (available at: http://dlis.dos.state.fl.us/barm/genschedules/gensched.htm). The Contractor agrees to reimburse the State for the reasonable costs of investigation incurred by the Inspector General or other authorized State official for investigations of the Contractor’s compliance with the terms of this or any other agreement between the Contractor and the State which results in the suspension or debarment of the Contractor. Such costs shall include, but shall not be limited to: salaries of investigators, including overtime; travel and lodging expenses; and expert witness and documentary fees. The Contractor shall not be responsible for any costs of investigations that do not result in the Contractor’s suspension or debarment. 19. Indemnification. The Contractor shall be fully liable for the actions of its agents, employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the State and Customers, and their officers, agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in whole or in part by Contractor, its agents, employees, partners, or subcontractors, provided, however, that the Contractor shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the State or a Customer. Further, the Contractor shall fully indemnify, defend, and hold harmless the State and Customers from any suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing obligation shall not apply to a Customer’s misuse or modification of Contractor’s products or a Customer’s operation or use of Contractor’s products in a manner not contemplated by the Contract or the purchase order. If any product is the subject of an infringement suit, or in the Contractor’s opinion is likely to become the subject of such a suit, the Contractor may at its sole expense procure for the Customer the right to continue using the product or to modify it to become non-infringing. If the Contractor is not reasonably able to modify or otherwise secure the Customer the right to continue using the product, the Contractor shall remove the product and refund the Customer the amounts paid in excess of a reasonable rental for past use. The customer shall not be liable for any royalties. The Contractor’s obligations under the preceding two paragraphs with respect to any legal action are contingent upon the State or Customer giving the Contractor (1) written notice of any action or threatened action, (2) the opportunity to take over and settle or defend any such action at Contractor’s sole expense, and (3) assistance in defending the action at Contractor’s sole expense. The Contractor shall not be liable for any cost, expense, or compromise incurred or made by the State or Customer in any legal action without the Contractor’s prior written consent, which shall not be unreasonably withheld. 20. Limitation of Liability. For all claims against the Contractor under any contract or purchase order, and regardless of the basis on which the claim is made, the Contractor’s liability under a contract or purchase order for direct damages shall be limited to the PUR 1000 (10/06) 60A-1.002, F.A.C. 7 EXHIBIT B Exhibit 3134 OF 434 greater of $100,000, the dollar amount of the contract or purchase order, or two times the charges rendered by the Contractor under the purchase order. This limitation shall not apply to claims arising under the Indemnity paragraph contain in this agreement. Unless otherwise specifically enumerated in the Contract or in the purchase order, no party shall be liable to another for special, indirect, punitive, or consequential damages, including lost data or records (unless the contract or purchase order requires the Contractor to back-up data or records), even if the party has been advised that such damages are possible. No party shall be liable for lost profits, lost revenue, or lost institutional operating savings. The State and Customer may, in addition to other remedies available to them at law or equity and upon notice to the Contractor, retain such monies from amounts due Contractor as may be necessary to satisfy any claim for damages, penalties, costs and the like asserted by or against them. The State may set off any liability or other obligation of the Contractor or its affiliates to the State against any payments due the Contractor under any contract with the State. 21. Suspension of Work. The Customer may in its sole discretion suspend any or all activities under the Contract or purchase order, at any time, when in the best interests of the State to do so. The Customer shall provide the Contractor written notice outlining the particulars of suspension. Examples of the reason for suspension include, but are not limited to, budgetary constraints, declaration of emergency, or other such circumstances. After receiving a suspension notice, the Contractor shall comply with the notice and shall not accept any purchase orders. Within ninety days, or any longer period agreed to by the Contractor, the Customer shall either (1) issue a notice authorizing resumption of work, at which time activity shall resume, or (2) terminate the Contract or purchase order. Suspension of work shall not entitle the Contractor to any additional compensation. 22. Termination for Convenience. The Customer, by written notice to the Contractor, may terminate the Contract in whole or in part when the Customer determines in its sole discretion that it is in the State’s interest to do so. The Contractor shall not furnish any product after it receives the notice of termination, except as necessary to complete the continued portion of the Contract, if any. The Contractor shall not be entitled to recover any cancellation charges or lost profits. 23. Termination for Cause. The Customer may terminate the Contract if the Contractor fails to (1) deliver the product within the time specified in the Contract or any extension, (2) maintain adequate progress, thus endangering performance of the Contract, (3) honor any term of the Contract, or (4) abide by any statutory, regulatory, or licensing requirement. Rule 60A-1.006(3), F.A.C., governs the procedure and consequences of default. The Contractor shall continue work on any work not terminated. Except for defaults of subcontractors at any tier, the Contractor shall not be liable for any excess costs if the failure to perform the Contract arises from events completely beyond the control, and without the fault or negligence, of the Contractor. If the failure to perform is caused by the default of a subcontractor at any tier, and if the cause of the default is completely beyond the control of both the Contractor and the subcontractor, and without the fault or negligence of either, the Contractor shall not be liable for any excess costs for PUR 1000 (10/06) 60A-1.002, F.A.C. 8 EXHIBIT B Exhibit 3135 OF 434 failure to perform, unless the subcontracted products were obtainable from other sources in sufficient time for the Contractor to meet the required delivery schedule. If, after termination, it is determined that the Contractor was not in default, or that the default was excusable, the rights and obligations of the parties shall be the same as if the termination had been issued for the convenience of the Customer. The rights and remedies of the Customer in this clause are in addition to any other rights and remedies provided by law or under the Contract. 24. Force Majeure, Notice of Delay, and No Damages for Delay. The Contractor shall not be responsible for delay resulting from its failure to perform if neither the fault nor the negligence of the Contractor or its employees or agents contributed to the delay and the delay is due directly to acts of God, wars, acts of public enemies, strikes, fires, floods, or other similar cause wholly beyond the Contractor’s control, or for any of the foregoing that affect subcontractors or suppliers if no alternate source of supply is available to the Contractor. In case of any delay the Contractor believes is excusable, the Contractor shall notify the Customer in writing of the delay or potential delay and describe the cause of the delay either (1) within ten (10) days after the cause that creates or will create the delay first arose, if the Contractor could reasonably foresee that a delay could occur as a result, or (2) if delay is not reasonably foreseeable, within five (5) days after the date the Contractor first had reason to believe that a delay could result. THE FOREGOING SHALL CONSTITUTE THE CONTRACTOR’S SOLE REMEDY OR EXCUSE WITH RESPECT TO DELAY. Providing notice in strict accordance with this paragraph is a condition precedent to such remedy. No claim for damages, other than for an extension of time, shall be asserted against the Customer. The Contractor shall not be entitled to an increase in the Contract price or payment of any kind from the Customer for direct, indirect, consequential, impact or other costs, expenses or damages, including but not limited to costs of acceleration or inefficiency, arising because of delay, disruption, interference, or hindrance from any cause whatsoever. If performance is suspended or delayed, in whole or in part, due to any of the causes described in this paragraph, after the causes have ceased to exist the Contractor shall perform at no increased cost, unless the Customer determines, in its sole discretion, that the delay will significantly impair the value of the Contract to the State or to Customers, in which case the Customer may (1) accept allocated performance or deliveries from the Contractor, provided that the Contractor grants preferential treatment to Customers with respect to products subjected to allocation, or (2) purchase from other sources (without recourse to and by the Contractor for the related costs and expenses) to replace all or part of the products that are the subject of the delay, which purchases may be deducted from the Contract quantity, or (3) terminate the Contract in whole or in part. 25. Changes. The Customer may unilaterally require, by written order, changes altering, adding to, or deducting from the Contract specifications, provided that such changes are within the general scope of the Contract. The Customer may make an equitable adjustment in the Contract price or delivery date if the change affects the cost or time of performance. Such equitable adjustments require the written consent of the Contractor, which shall not be unreasonably withheld. If unusual quantity requirements arise, the Customer may solicit separate bids to satisfy them. PUR 1000 (10/06) 60A-1.002, F.A.C. 9 EXHIBIT B Exhibit 3136 OF 434 26. Renewal. Upon mutual agreement, the Customer and the Contractor may renew the Contract, in whole or in part, for a period that may not exceed 3 years or the term of the contract, whichever period is longer. Any renewal shall specify the renewal price, as set forth in the solicitation response. The renewal must be in writing and signed by both parties, and is contingent upon satisfactory performance evaluations and subject to availability of funds. 27. Purchase Order Duration. Purchase orders issued pursuant to a state term or agency contract must be received by the Contractor no later than close of business on the last day of the contract’s term to be considered timely. The Contractor is obliged to fill those orders in accordance with the contract’s terms and conditions. Purchase orders received by the contractor after close of business on the last day of the state term or agency contract’s term shall be considered void. Purchase orders for a one-time delivery of commodities or performance of contractual services shall be valid through the performance by the Contractor, and all terms and conditions of the state term or agency contract shall apply to the single delivery/performance, and shall survive the termination of the Contract. Contractors are required to accept purchase orders specifying delivery schedules exceeding the contracted schedule even when such extended delivery will occur after expiration of the state term or agency contract. For example, if a state term contract calls for delivery 30 days after receipt of order (ARO), and an order specifies delivery will occur both in excess of 30 days ARO and after expiration of the state term contract, the Contractor will accept the order. However, if the Contractor expressly and in writing notifies the ordering office within ten (10) calendar days of receipt of the purchase order that Contractor will not accept the extended delivery terms beyond the expiration of the state term contract, then the purchase order will either be amended in writing by the ordering entity within ten (10) calendar days of receipt of the contractor’s notice to reflect the state term contract delivery schedule, or it shall be considered withdrawn. The duration of purchase orders for recurring deliveries of commodities or performance of services shall not exceed the expiration of the state term or agency contract by more than twelve months. However, if an extended pricing plan offered in the state term or agency contract is selected by the ordering entity, the contract terms on pricing plans and renewals shall govern the maximum duration of purchase orders reflecting such pricing plans and renewals. Timely purchase orders shall be valid through their specified term and performance by the Contractor, and all terms and conditions of the state term or agency contract shall apply to the recurring delivery/performance as provided herein, and shall survive the termination of the Contract. PUR 1000 (10/06) 60A-1.002, F.A.C. 10 EXHIBIT B Exhibit 3137 OF 434 Ordering offices shall not renew a purchase order issued pursuant to a state term or agency contract if the underlying contract expires prior to the effective date of the renewal. 28. Advertising. Subject to Chapter 119, Florida Statutes, the Contractor shall not publicly disseminate any information concerning the Contract without prior written approval from the Customer, including, but not limited to mentioning the Contract in a press release or other promotional material, identifying the Customer or the State as a reference, or otherwise linking the Contractor’s name and either a description of the Contract or the name of the State or the Customer in any material published, either in print or electronically, to any entity that is not a party to Contract, except potential or actual authorized distributors, dealers, resellers, or service representative. 29. Assignment. The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the Contract, or under any purchase order issued pursuant to the Contract, without the prior written consent of the Customer. In the event of any assignment, the Contractor remains secondarily liable for performance of the contract, unless the Customer expressly waives such secondary liability. The Customer may assign the Contract with prior written notice to Contractor of its intent to do so. 30. Antitrust Assignment. The Contractor and the State of Florida recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Florida. Therefore, the contractor hereby assigns to the State of Florida any and all claims for such overcharges as to goods, materials or services purchased in connection with the Contract. 31. Dispute Resolution. Any dispute concerning performance of the Contract shall be decided by the Customer's designated contract manager, who shall reduce the decision to writing and serve a copy on the Contractor. The decision shall be final and conclusive unless within twenty one (21) days from the date of receipt, the Contractor files with the Customer a petition for administrative hearing. The Customer’s decision on the petition shall be final, subject to the Contractor’s right to review pursuant to Chapter 120 of the Florida Statutes. Exhaustion of administrative remedies is an absolute condition precedent to the Contractor's ability to pursue any other form of dispute resolution; provided, however, that the parties may employ the alternative dispute resolution procedures outlined in Chapter 120. Without limiting the foregoing, the exclusive venue of any legal or equitable action that arises out of or relates to the Contract shall be the appropriate state court in Leon County, Florida; in any such action, Florida law shall apply and the parties waive any right to jury trial. 32. Employees, Subcontractors, and Agents. All Contractor employees, subcontractors, or agents performing work under the Contract shall be properly trained technicians who meet or exceed any specified training qualifications. Upon request, Contractor shall furnish a copy of technical certification or other proof of qualification. PUR 1000 (10/06) 60A-1.002, F.A.C. 11 EXHIBIT B Exhibit 3138 OF 434 All employees, subcontractors, or agents performing work under the Contract must comply with all security and administrative requirements of the Customer and shall comply with all controlling laws and regulations relevant to the services they are providing under the Contract. The State may conduct, and the Contractor shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The State may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with a Customer’s security or other requirements. Such approval shall not relieve the Contractor of its obligation to perform all work in compliance with the Contract. The State may reject and bar from any facility for cause any of the Contractor’s employees, subcontractors, or agents. 33. Security and Confidentiality. The Contractor shall comply fully with all security procedures of the United States, State of Florida and Customer in performance of the Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of performing Contract work, including, but not limited to, security procedures, business operations information, or commercial proprietary information in the possession of the State or Customer. The Contractor shall not be required to keep confidential information or material that is publicly available through no fault of the Contractor, material that the Contractor developed independently without relying on the State’s or Customer’s confidential information, or material that is otherwise obtainable under State law as a public record. To insure confidentiality, the Contractor shall take appropriate steps as to its personnel, agents, and subcontractors. The warranties of this paragraph shall survive the Contract. 34.Contractor Employees, Subcontractors, and Other Agents. The Customer and the State shall take all actions necessary to ensure that Contractor's employees, subcontractors and other agents are not employees of the State of Florida. Such actions include, but are not limited to, ensuring that Contractor's employees, subcontractors, and other agents receive benefits and necessary insurance (health, workers' compensations, and unemployment) from an employer other than the State of Florida. 35. Insurance Requirements. During the Contract term, the Contractor at its sole expense shall provide commercial insurance of such a type and with such terms and limits as may be reasonably associated with the Contract. Providing and maintaining adequate insurance coverage is a material obligation of the Contractor. Upon request, the Contractor shall provide certificate of insurance. The limits of coverage under each policy maintained by the Contractor shall not be interpreted as limiting the Contractor’s liability and obligations under the Contract. All insurance policies shall be through insurers authorized or eligible to write policies in Florida. 36. Warranty of Authority. Each person signing the Contract warrants that he or she is duly authorized to do so and to bind the respective party to the Contract. PUR 1000 (10/06) 60A-1.002, F.A.C. 12 EXHIBIT B Exhibit 3139 OF 434 37. Warranty of Ability to Perform. The Contractor warrants that, to the best of its knowledge, there is no pending or threatened action, proceeding, or investigation, or any other legal or financial condition, that would in any way prohibit, restrain, or diminish the Contractor’s ability to satisfy its Contract obligations. The Contractor warrants that neither it nor any affiliate is currently on the convicted vendor list maintained pursuant to section 287.133 of the Florida Statutes, or on any similar list maintained by any other state or the federal government. The Contractor shall immediately notify the Customer in writing if its ability to perform is compromised in any manner during the term of the Contract. 38. Notices. All notices required under the Contract shall be delivered by certified mail, return receipt requested, by reputable air courier service, or by personal delivery to the agency designee identified in the original solicitation, or as otherwise identified by the Customer. Notices to the Contractor shall be delivered to the person who signs the Contract. Either designated recipient may notify the other, in writing, if someone else is designated to receive notice. 39. Leases and Installment Purchases. Prior approval of the Chief Financial Officer (as defined in Section 17.001, F.S.) is required for State agencies to enter into or to extend any lease or installment-purchase agreement in excess of the Category Two amount established by section 287.017 of the Florida Statutes. 40. Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE). Section 946.515(2), F.S. requires the following statement to be included in the solicitation: "It is expressly understood and agreed that any articles which are the subject of, or required to carry out, the Contract shall be purchased from the corporation identified under Chapter 946 of the Florida Statutes (PRIDE) in the same manner and under the same procedures set forth in section 946.515(2) and (4) of the Florida Statutes; and for purposes of the Contract the person, firm, or other business entity carrying out the provisions of the Contract shall be deemed to be substituted for the agency insofar as dealings with such corporation are concerned." Additional information about PRIDE and the products it offers is available at http://www.pridefl.com. 41. Products Available from the Blind or Other Handicapped. Section 413.036(3), F.S. requires the following statement to be included in the solicitation: "It is expressly understood and agreed that any articles that are the subject of, or required to carry out, this contract shall be purchased from a nonprofit agency for the Blind or for the Severely Handicapped that is qualified pursuant to Chapter 413, Florida Statutes, in the same manner and under the same procedures set forth in section 413.036(1) and (2), Florida Statutes; and for purposes of this contract the person, firm, or other business entity carrying out the provisions of this contract shall be deemed to be substituted for the State agency insofar as dealings with such qualified nonprofit agency are concerned." Additional information about the designated nonprofit agency and the products it offers is available at http://www.respectofflorida.org. 42. Modification of Terms. The Contract contains all the terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Customer and the Contractor. The Contract may only be modified or amended upon PUR 1000 (10/06) 60A-1.002, F.A.C. 13 EXHIBIT B Exhibit 3140 OF 434 mutual written agreement of the Customer and the Contractor. No oral agreements or representations shall be valid or binding upon the Customer or the Contractor. No alteration or modification of the Contract terms, including substitution of product, shall be valid or binding against the Customer. The Contractor may not unilaterally modify the terms of the Contract by affixing additional terms to product upon delivery (e.g., attachment or inclusion of standard preprinted forms, product literature, “shrink wrap” terms accompanying or affixed to a product, whether written or electronic) or by incorporating such terms onto the Contractor’s order or fiscal forms or other documents forwarded by the Contractor for payment. The Customer's acceptance of product or processing of documentation on forms furnished by the Contractor for approval or payment shall not constitute acceptance of the proposed modification to terms and conditions. 43. Cooperative Purchasing. Pursuant to their own governing laws, and subject to the agreement of the Contractor, other entities may be permitted to make purchases at the terms and conditions contained herein. Non-Customer purchases are independent of the agreement between Customer and Contractor, and Customer shall not be a party to any transaction between the Contractor and any other purchaser. State agencies wishing to make purchases from this agreement are required to follow the provisions of s. 287.042(16)(a), F.S. This statute requires the Department of Management Services to determine that the requestor's use of the contract is cost-effective and in the best interest of the State. 44. Waiver. The delay or failure by the Customer to exercise or enforce any of its rights under this Contract shall not constitute or be deemed a waiver of the Customer’s right thereafter to enforce those rights, nor shall any single or partial exercise of any such right preclude any other or further exercise thereof or the exercise of any other right. 45. Annual Appropriations. The State’s performance and obligation to pay under this contract are contingent upon an annual appropriation by the Legislature. 46. Execution in Counterparts. The Contract may be executed in counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. 47. Severability. If a court deems any provision of the Contract void or unenforceable, that provision shall be enforced only to the extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and effect. PUR 1000 (10/06) 60A-1.002, F.A.C. 14 EXHIBIT B Exhibit 3141 OF 434 Exhibit C: Special Contract Conditions State Term Contract No. 84121500-15 Purchasing Card Services Special Contract Conditions Contents 1 General Contractor Performance ........................................................................................ 4 2 Federal and Florida Contractual Requirements ................................................................... 4 2.1 Discrimination .............................................................................................................. 4 2.2 Preferred Pricing .......................................................................................................... 4 2.3 Scrutinized Company List ............................................................................................ 4 2.4 E-Verify ........................................................................................................................ 5 2.5 Compliance with Laws ................................................................................................. 5 2.6 Conflict of Interest ........................................................................................................ 5 3 Project Management Office (PMO) ..................................................................................... 6 3.1 PMO Assigned Staff ..................................................................................................... 6 3.2 Contractor Roles and Responsibilities.......................................................................... 6 4 Contractor Personnel and Third Parties .............................................................................. 7 4.1 Contractor Personnel ................................................................................................... 7 4.2 Key Personnel ............................................................................................................. 7 4.3 Cooperation with Third Parties ..................................................................................... 8 4.4 Subcontracting by the Contractor ................................................................................. 9 5 Deliverables .......................................................................................................................10 5.1 Deliverable Schedule Elements ..................................................................................10 5.2 Acceptance of Deliverables .........................................................................................11 5.3 Rejection of Deliverables ............................................................................................13 5.4 Correction of Deliverables ...........................................................................................15 5.5 Corrective Action Plan ................................................................................................16 6 Contract Records ...............................................................................................................17 6.1 Inspection of Records of Work Performed ...................................................................17 6.2 Retention of Records ..................................................................................................17 Exhibit 3142 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 2 of 47 6.3 Examination and Retention of Records for Audit Purposes .........................................17 7 Confidentiality ....................................................................................................................19 7.1 Confidential Information ..............................................................................................19 7.2 Protection of Trade Secrets and other Confidential Information ..................................19 7.3 Data Security and Confidentiality ................................................................................20 7.4 Exclusions ..................................................................................................................23 7.5 No Implied Rights........................................................................................................23 7.6 Remedies Related to Trade Secrets or Other Confidential Information .......................23 7.7 Survival .......................................................................................................................24 8 Proprietary Rights and Software ........................................................................................25 8.1 Rights in Data .............................................................................................................25 8.2 Ownership of Florida Accounting Information Resource (FLAIR) ................................25 8.3 Other Proprietary Rights .............................................................................................25 8.4 Continuity of Services and Solution relating to FLAIR Data Integration and Transition 27 8.5 State Property .............................................................................................................27 9 Insurance Requirements ....................................................................................................28 9.1 Other Insurance Requirements ...................................................................................29 9.2 Subcontractors ............................................................................................................29 9.3 Certificates of Insurance and Other Requirements ......................................................29 10 Indemnity ........................................................................................................................31 10.1 Patent/Copyright Infringement Indemnity ....................................................................31 10.2 Other Indemnities .......................................................................................................31 10.3 Indemnification Procedures .........................................................................................32 10.4 Sovereign Immunity ....................................................................................................33 11 Financial Consequences for Nonperformance and Force Majeure .................................34 11.1 Liquidated Damages ...................................................................................................34 11.2 Corrective Action ........................................................................................................34 11.3 Force Majeure Events .................................................................................................34 11.4 Limitation and Liability .................................................................................................35 12 Termination ....................................................................................................................36 12.1 Termination for Cause ................................................................................................36 12.2 Events of Default for the Contractor: ...........................................................................36 Exhibit 3143 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 3 of 47 12.3 Termination for Other Than Cause ..............................................................................37 12.4 State Funding Obligation.............................................................................................37 12.5 Criminal Conviction .....................................................................................................38 12.6 Rights and Obligations upon Termination ...................................................................38 12.7 Reservation of Rights ..................................................................................................38 12.8 Remedies for Contractor Default .................................................................................39 12.9 Remedies for State Failure to Perform ........................................................................39 12.10 Contractor Rights of Termination .............................................................................39 13 Financial .........................................................................................................................40 13.1 Assumption of Cost and Limitation of Fees .................................................................40 13.2 Limitation of Liability ....................................................................................................40 13.3 Settlement of Charges ................................................................................................40 13.4 Disputed Transactions ................................................................................................41 13.5 Account Delinquency ..................................................................................................41 14 Representations and Warranties ....................................................................................43 14.1 Contractor’s Representations and Warranties .............................................................43 14.2 State Warranty and Covenant .....................................................................................43 14.3 Disclaimer ...................................................................................................................44 15 Exit Transition Services ..................................................................................................45 16 Survival ..........................................................................................................................46 17 Dispute Resolution and Governing Law ..........................................................................47 Exhibit 3144 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 4 of 47 1 General Contractor Performance The Department hereby engages the Contractor to provide the Services, Solution, and Program for Eligible Users of this Contract, and the Contractor undertakes to provide the Services, Solution, and Program in their entirety pursuant to the terms and conditions of this Contract with the participation of Eligible Users, as specified in this Contract. 2 Federal and Florida Contractual Requirements 2.1 Discrimination In the performance of this Contract, the Contractor agrees not to discriminate against any employee or applicant for employment, with respect to his or her hire, tenure, terms, conditions or privileges of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, and physical or mental disability. The Contractor further agrees that every subcontract entered into for the performance of any contract or purchase order resulting here from will contain a provision requiring non-discrimination in employment, as herein specified, binding upon each Subcontractor. Any breach of this covenant may be regarded as a material breach of this Contract. 2.2 Preferred Pricing The Contractor agrees to submit to the Department as requested, but at least annually, an affidavit from an authorized representative attesting that the Contractor is in compliance with the preferred pricing provision in section 4(b), Exhibit B, General Contract Conditions, Form PUR 1000. The Contractor clarifies that the pricing under this Contract is offered to the Department due to its requirements, and further, as a result of the unique requirements sought by the Department the Contractor does not have nor anticipate any other contract that is substantially similar to this Contract in size and scope. 2.3 Scrutinized Company List In executing this Contract, the Contractor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, Florida Statutes. Pursuant to section 287.135(5), Florida Statutes, the Contractor agrees the Department may immediately terminate this Contract for cause if the Contractor is found to have submitted a false certification or if the Contractor is placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List during the term of the Contract. Exhibit 3145 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 5 of 47 2.4 E-Verify Pursuant to State of Florida Executive Orders Nos.: 11-02 and 11-116, the Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees hired by the Contractor during the Contract Term. Also, the Contractor shall include in related subcontracts a requirement that Subcontractors performing work or providing services pursuant to this Contract utilize the E-Verify system to verify employment of all new employees hired by the Subcontractor during the Contract Term. 2.5 Compliance with Laws The Contractor as well as its employees, Subcontractors, and agents shall comply with all applicable federal, state and local regulations, including, but not limited to, nondiscrimination, wages, social security, worker’s compensation, licenses and registration requirements. Violation of such laws shall be grounds for termination of the Contract. 2.5.1 Compliance with law. In addition to compliance with laws under Section 2.5, the Contractor will provide the Services in a manner which is materially compliant with all laws to which the Contractor may be subject (including, but not limited to, all AML/Sanctions Laws). The Contractor represents and warrants that the Contractor’s performance of its obligations will not materially violate any law applicable to the Contractor or facilitate illegal Transactions in the United States. 2.5.2 OFAC. The Contractor will implement systemic protocols to decline attempted Transactions that would violate Sanctions, or that would result in a violation by any person (including any person participating in the Transaction, whether as advisor, investor or otherwise) of Sanctions. The Contractor will monitor activity on the Eligible User and its Card Accounts for activity that may be expected to lend, contribute, or otherwise fund any activities of a business or person in countries subject to Sanctions and may review such activity with the Eligible User as may be necessary. 2.6 Conflict of Interest The Contractor must have no conflict of interest as described in Chapter 112, Florida Statutes. Further, the Contractor must disclose the name of any State of Florida employee who also, directly or indirectly, has an interest of five percent (5%) or more in the Contractor's firm or any of its subsidiaries. This shall be an ongoing requirement, and failure to comply will subject the Contract to cancellation or reimbursement of all dollars paid under the Contract. Exhibit 3146 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 6 of 47 3 Project Management Office (PMO) The State shall form a joint Program governance organization known as the “Project Management Office”, or “PMO”. The PMO shall serve as the primary governance body for managing the Services, Solution, and Program Deliverables required under this Contract. 3.1 PMO Assigned Staff The State may assign staff to and remove staff from the PMO as needed. On such occasions, the entity making the reassignments shall inform the Contractor, in writing, of any staff being assigned to or removed from the PMO. 3.1.1 The Department The staff assigned to the PMO for the Department shall include the Contract Manager, and may include additional staff as necessary. 3.1.2 DFS The staff assigned to the PMO for DFS shall include the Statewide Purchasing Card Administrator, and may include additional staff as necessary. 3.2 Contractor Roles and Responsibilities The Contractor, though not a member of the PMO, shall work with the PMO to ensure comprehensive governance of the Contract. Regarding the PMO: 3.2.1 The Contractor shall have overall responsibility for managing and successfully performing and completing the Services and providing the Solution to Eligible Users as specified in this Contract, subject to the overall direction and supervision of the PMO. 3.2.2 The Contractor shall provide early notice to the PMO if the State's failure to perform its responsibilities is likely to delay the timely achievement of any tasks or delay Delivery of any Deliverable. Material delays shall be addressed according to section 24, Exhibit B, General Contract Conditions, Form PUR1000. 3.2.3 The Contractor shall have overall responsibility to coordinate the Delivery of Deliverables with the PMO. Exhibit 3147 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 7 of 47 4 Contractor Personnel and Third Parties 4.1 Contractor Personnel During the term of the Contract, the Contractor shall not knowingly employ, subcontract with, or sub-grant to any person (including any non-governmental entity in which such person has any employment or other material interest as defined by section 112.312 (15), Florida Statutes), who is employed by the Department, DFS, or who is participating in the performance or procurement of the Contract, except as provided in section 112.3185, Florida Statutes. The Contractor shall take all actions necessary to ensure that the Contractor's employees, Subcontractors, providers and other agents are not employees of the State. Such actions include, but are not limited to, ensuring that the Contractor's employees, Subcontractors, providers, and other agents receive benefits and necessary insurance (health, workers' compensations, and unemployment) from an employer other than the State of Florida. 4.1.1 All persons assigned by the Contractor to the performance of Services under this Contract shall be fully qualified to perform the work assigned to them, and shall be either: 4.1.1.1 Employees of the Contractor; 4.1.1.2 Employees of its majority-owned (directly or indirectly, at any tier) subsidiaries; or 4.1.1.3 Employees of an approved Subcontractor. 4.1.2 Independent contractors engaged by the Contractor solely to augment and fulfill a staff role with the Contractor are considered to be employees of the Contractor. 4.1.3 The Contractor shall include a similar provision in any subcontract entered into with a Subcontractor that is made specifically for this Contract. 4.1.4 The Contractor’s employees, Subcontractors, and any other personnel furnished by the Contractor to perform the Services must adhere to all terms of this Contract and in particular, the confidentiality and security requirements in Section 7. 4.1.5 The Contractor is responsible for all acts and omissions of its employees, as well as the acts and omissions of any other personnel furnished by the Contractor to perform the Services. 4.2 Key Personnel Exhibit D, Statement of Work, provides the roles of Key Personnel. Key Personnel are to be dedicated to the Contract for its duration except as required by the Contractor, and subsequently provided in the list of Key Personnel as described in Exhibit D, Statement of Work, or in a Contract Amendment with respect to other individuals designated as Key Personnel for that Contract Amendment. Exhibit 3148 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 8 of 47 4.2.1 Review The PMO will have the right to review the assignment of Key Personnel and alternate Key Personnel. Acceptance Criteria for the Key Personnel are given in Exhibit E, Schedule of Deliverables. When assigning an individual to be Key Personnel, or alternate Key Personnel, the Contractor shall: 4.2.1.1 Notify PMO of the proposed assignment; 4.2.1.2 Provide assurance that new individuals have been trained in the State of Florida’s policies and procedures; 4.2.1.3 Introduce the individual to the PMO; and 4.2.1.4 Provide the PMO with any other requested information about the individual. 4.2.2 Alternates Exhibit D, Statement of Work, provides the roles of Key Personnel. Each Key Personnel shall have an individual designated as ‘alternate’ who possesses equivalent qualifications and who will serve in the same role as the Key Personnel, should the Key Personnel be unavailable. 4.2.3 Authorized Removal or Reassignment The Contractor shall inform the PMO of any removal or reassignment of Key Personnel as soon as the Contractor is able to do so. 4.2.4 Replacement In the event of removal or reassignment of Key Personnel the Contractor shall identify a replacement for the Key Personnel and assign the replacement to shadow the Key Personnel as the Contractor is able to do so. 4.2.5 Staffing Levels and Location The Contractor shall provide all staff and facilities required to provide the Services and Solution. If the level of personnel resources specified in the Contractor’s State Agency Implementation Plan is insufficient to complete any Contractor tasks in accordance with the State Agency Implementation Plan’s due dates, the Contractor shall promptly add additional qualified personnel resources to the performance of the affected tasks in an amount sufficient to complete performance of the Contractor’s tasks by the due date. Notwithstanding the turnover of personnel, the Contractor shall remain obligated to perform the Services without degradation. 4.3 Cooperation with Third Parties The Contractor agrees to cause its personnel and the personnel of any Subcontractors to cooperate with the State and its agents and other contractors including the State’s properly Exhibit 3149 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 9 of 47 authorized governmental entity or business third parties, including but not limited to technology staff under contract to the State, and properly authorized individuals directly or indirectly accessing State Data. The Contractor is to provide, as reasonably requested by the State, to the State’s agents and other contractors, reasonable access to the Contractor’s personnel, systems, and facilities with prior written notice to the Contractor, to which request the Contractor will not unreasonably delay. The State acknowledges that the Contractor’s time schedule for the implementation is very specific and agrees it will not unnecessarily or unreasonably interfere with, delay, or otherwise impede the Contractor’s performance under this Contract with such requests for access. 4.4 Subcontracting by the Contractor The Contractor shall have full responsibility for the successful performance and completion of all subcontracted duties under this Contract to the same extent as if the Contractor has not subcontracted such duties. The Contractor shall be the sole point of contact for Subcontractors with regard to all matters under this Contract. The Contractor shall not delegate any duties under this Contract to a Subcontractor unless the Department has given written consent to such delegation. The Department shall have the right of written approval of all Subcontractors. The management of any Subcontractor will be the responsibility of the Contractor. All payments to Subcontractors or suppliers of the Contractor shall be made by the Contractor. The Department’s written approval of any Subcontractor engaged by the Contractor to perform any obligation under this Contract shall not relieve the Contractor of any obligations or performance required under this Contract. Exhibit 3150 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 10 of 47 5 Deliverables The Contractor shall provide all Deliverables identified in Exhibit E, Schedule of Deliverables, as specified in this Contract. Any Deliverable added to the Contract shall be added to Exhibit D, Statement of Work, and to Exhibit E, Schedule of Deliverables, and, if applicable, be incorporated into the appropriate Deliverable(s), as needed. 5.1 Deliverable Schedule Elements The tables provided in Exhibit E, Schedule of Deliverables, contain details about each Deliverable, specifically, the Date of Delivery, the Review Cycle, the Deliverable Type, the Non- Conformance Damages, the Correction Period, the Requirements and the Acceptance Criteria. 5.1.1 Date(s) of Delivery The Contractor shall create, provide, and submit for Delivery the Deliverables, as defined in Exhibit E, Schedule of Deliverables, by the Date(s) of Delivery defined therein. The Deliverable is due to be received by the PMO before 5:00 PM Eastern Time on the last Business Day specified in the Date of Delivery. When calculating the specific Business Day of a Date of Delivery of a Deliverable, the first Business Day included in the calculation will be the Business Day following the specified initiating event for that Deliverable. For example: If a Deliverable specifies “Within twenty days of Contract execution”, the first of those Business Days is the Business Day following Contract execution. 5.1.2 Late Delivery A Deliverable which is submitted for Delivery after the close of business (5:00 PM Eastern Time) on the Business Day specified as the Date of Delivery for that Deliverable, following any applicable Correction Period will be considered a late, non-conforming Deliverable. 5.1.3 Review Cycle The PMO’s inspection, and Acceptance or Rejection, of the Contractor’s Deliverables shall require no longer than the number of Business Days from Date of Delivery specified as the Review Cycle for each Deliverable provided in Exhibit E, Schedule of Deliverables. 5.1.4 Deliverable Type(s) The Deliverables that shall be provided by the Contractor under this Contract are classified as one of four types: 5.1.4.1 Documentation 5.1.4.2 Electronic File 5.1.4.3 Key Personnel 5.1.4.4 Service Each Deliverable is given a type in Exhibit E, Schedule of Deliverables. Exhibit 3151 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 11 of 47 5.1.5 Non-Conformance Damages For Deliverables rejected under Section 5.3, the Contractor shall be liable for the Non- Conformance Damages specified in Exhibit E, Schedule of Deliverables, for that Deliverable. Excluding from the cap the cost to the Contractor of duties for which the Contractor is directly responsible, such as, Corrective Action Plans and data security nonconformance, the Contractor’s total for Non-Conformance Damages for all Deliverables shall not exceed an aggregate cap of $35,000 per year, which will begin on the execution date of the Contract, and continue annually thereafter. 5.1.6 Correction Period For Deliverables rejected under Section 5.3, the Contractor shall have the time specified as the Correction Period in Exhibit E, Schedule of Deliverables, for that Deliverable, to correct the errors identified in the Notice of Deficiency and resubmit the Rejected Deliverable for Delivery. 5.1.7 Requirements The Contractor shall create, provide, or deliver the Deliverables defined in Exhibit E, Schedule of Deliverables, in accordance with the Requirements defined therein. 5.1.8 Acceptance Criteria The PMO shall inspect each Deliverable submitted for Delivery by the Contractor to ensure that it conforms in all material aspects to the Acceptance Criteria. Subject to Section 5.2, Acceptance Criteria, for a given Deliverable contained in Exhibit E, Schedule of Deliverables, may be modified or augmented by an Accepted Deliverable. In the case where the Acceptance Criteria for a Deliverable are altered by an Accepted Deliverable, the PMO will consider both sets of criteria before granting Acceptance. 5.2 Acceptance of Deliverables If, upon review, the PMO finds a Deliverable to meet both the Acceptance Criteria and any specifications detailed in a previous Accepted Deliverable (such as a Plan), if appropriate, the Department will provide to the Contractor a written notification that a Deliverable has been reviewed and is judged by the PMO to meet the Acceptance Criteria, as modified or augmented by other Deliverables (“Acceptance”). Deliverable Acceptance will be determined by the PMO, providing, in the PMO’s sole assessment, that the Deliverable meets the Acceptance Criteria, as modified or augmented by Accepted Deliverable(s). Notwithstanding any provisions to the contrary, written Acceptance of a particular Deliverable does not foreclose the States’ remedies in the event those performance standards that cannot be readily measured at the time of Delivery are not met. 5.2.1 Documentation Deliverables Exhibit 3152 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 12 of 47 If, during the Review Cycle, and after reviewing the Documentation against the Acceptance Criteria, the PMO finds the Documentation acceptable, the Department shall provide written notice of Acceptance of the Documentation to the Contractor by the end of the Review Cycle. 5.2.2 Electronic File Deliverables 5.2.2.1 If, during the Review Cycle, and after reviewing the Documentation against the Acceptance Criteria, the PMO finds the Documentation acceptable, the PMO shall grant Interim Acceptance of an Electronic File’s design as part of a Documentation Deliverable by the end of the Review Cycle. Deliverables given Interim Acceptance status shall not preclude the PMO from later identifying deficiencies and declining to provide Operational Acceptance. 5.2.2.2 Upon receipt of Interim Acceptance of an Electronic File Deliverable (and Acceptance of its parent Documentation Deliverable), the Contractor shall create the mechanisms to create, transmit, or process the Electronic File Deliverables according to the description provided in the Accepted Documentation Deliverable. 5.2.2.3 Upon Delivery of each Electronic File Deliverable, DFS will process the Electronic File to determine whether the Deliverable meets the Acceptance Criteria. 5.2.2.4 Upon completion of its review, DFS, through the PMO, will give the Contractor the PMO’s Operational Acceptance or Rejection of the Electronic File Deliverable by the end of the Review Cycle. Deliverables given Operational Acceptance status shall not preclude the PMO from later identifying deficiencies and declining to provide Final Acceptance. 5.2.2.5 The PMO will determine Final Acceptance of each Electronic File Deliverable when it has been operating in production with all functionality and without any material deficiency for thirty (30) days of full production, and the Department shall provide written notice of the Final Acceptance to the Contractor. Notwithstanding items described in 5.2.2, Final Acceptance of a particular Electronic File Deliverable does not foreclose the States’ remedies in the event that the Electronic File Deliverable becomes inoperable or fails to continuously meet its Acceptance Criteria. Each Electronic File Deliverable’s transfer or processing by the Contractor shall be required for maintaining Final Acceptance. 5.2.3 Key Personnel Deliverables If, during the Review Cycle, and after reviewing the candidate Key Personnel against the Acceptance Criteria, the PMO finds the candidate Key Personnel acceptable, the PMO shall determine Acceptance of the Key Personnel to the Contractor by the end of the Review Cycle, and the Department shall provide written notice of the Acceptance to the Contractor. Exhibit 3153 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 13 of 47 5.2.4 Service Deliverables 5.2.4.1 If, during the Review Cycle, and after reviewing the appropriate Documentation against the Acceptance Criteria, the PMO finds the appropriate Documentation acceptable, the PMO shall grant Interim Acceptance of a Service’s specifications as part of a Documentation Deliverable by the end of the Review Cycle. Deliverables given Interim Acceptance status shall not preclude the PMO from later identifying deficiencies and declining to provide Operational Acceptance. 5.2.4.2 Upon receipt of Interim Acceptance of a Service Deliverable (and Acceptance of its parent Documentation Deliverable), the Contractor shall create the mechanisms to provide the Service Deliverable according to the description provided in the Accepted Documentation Deliverable. 5.2.4.3 Upon initial Delivery of each Service Deliverable, the PMO will assess the Service to determine whether the Deliverable meets the Acceptance Criteria. 5.2.4.4 Upon completion of its review, the PMO will give the Contractor the PMO’s Operational Acceptance or Rejection of the Service Deliverable by the end of the Review Cycle. Deliverables given Operational Acceptance status shall not preclude the PMO from later identifying deficiencies and declining to provide Final Acceptance. 5.2.4.5 The PMO will determine Final Acceptance of each Service Deliverable when it has been operating in production with all functionality and without any material deficiency for thirty (30) days of full production, and the Department shall provide written notice of the Acceptance to the Contractor. Notwithstanding Section 5.2.4 above, Final Acceptance of a particular Service Deliverable does not foreclose the State’s remedies in the event that the Service Deliverable becomes inoperable or fails to continuously meet its Acceptance Criteria. Each Service Deliverable’s operation and provision by the Contractor shall be required for maintaining Final Acceptance. 5.3 Rejection of Deliverables If, upon review, the PMO finds that a Deliverable fails to meet both the Acceptance Criteria and any modification or augmentation detailed in a previous Accepted Deliverable (such as a Plan), if appropriate, the Department will provide to the Contractor a written notification that a Deliverable has been reviewed and is judged by the PMO to fail the Acceptance Criteria, as modified or augmented by other Deliverables (“Rejection”). 5.3.1 Notice of Deficiency Following a review with the Contractor and discussion of any concerns, and any applicable Correction Period, if, at any time during the Contract, the PMO finds that a Deliverable Exhibit 3154 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 14 of 47 submitted for Delivery fails to meet the Acceptance Criteria, the Department may transmit a Notice of Deficiency to the Contractor stating its rejection of the Deliverable. The Notice of Deficiency shall identify how the Deliverable fails to meet the Acceptance Criteria, as modified or augmented by other Accepted Deliverables and shall provide a timeline for correction. 5.3.2 Documentation Deliverables If the PMO finds that a Documentation Deliverable submitted for Delivery fails to meet the Acceptance Criteria, the Department shall provide the Contractor a Notice of Deficiency. 5.3.3 Electronic File Deliverables 5.3.3.1 Before Interim Acceptance 5.3.3.1.1 If the PMO finds that a Documentation Deliverable containing specifications for an Electronic File submitted for Delivery fails to meet the Acceptance Criteria, the Department may provide the Contractor a Notice of Deficiency. 5.3.3.2 After Interim Acceptance, but before Operational Acceptance 5.3.3.2.1 If the PMO finds that an Electronic File submitted for Delivery fails to meet the Acceptance Criteria, the Department may provide the Contractor a Notice of Deficiency. 5.3.3.3 After Operational Acceptance, but before Final Acceptance 5.3.3.3.1 If the PMO finds that an Electronic File transmitted to DFS or processed by the Contractor fails to meet the Acceptance Criteria, the Department may provide the Contractor a Notice of Deficiency. 5.3.3.4 After Final Acceptance 5.3.3.4.1 If DFS finds that an Electronic File transmitted to DFS or processed by the Contractor fails to meet the Acceptance Criteria, the Statewide Purchasing Card Administrator shall notify the Contractor, in writing, of its rejection of the Electronic File. 5.3.3.5 Upon notice from the Statewide Purchasing Card Administrator, the Contractor shall begin Error Resolution. 5.3.3.5.1 If, after the completion of Error Resolution, the Electronic File still fails to meet the Acceptance Criteria, the Department may transmit a Notice of Deficiency to the Contractor. 5.3.3.5.2 If DFS finds that an Electronic File has not been transmitted to DFS or processed by the Contractor, the Department shall notify the Contractor, in writing, of the Contractor’s failure to submit the Electronic File. Exhibit 3155 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 15 of 47 5.3.3.6 Upon notice from the Department, the Contractor shall begin Error Resolution. 5.3.3.7 If, after the completion of Error Resolution, the Electronic File still fails to meet the Acceptance Criteria, the Department may transmit a Notice of Deficiency to the Contractor. 5.3.4 Key Personnel This section supplements and does not supplant section 32, Exhibit B, General Contract Conditions, Form PUR 1000. If, at any time during the Contract, the PMO finds that candidate Key Personnel, Key Personnel, or alternate Key Personnel submitted for Delivery fail to meet the Acceptance Criteria, the Department shall provide the Contractor a Notice of Deficiency. 5.3.5 Service If, at any time during the Contract, notwithstanding its Acceptance, either Interim, Operational, or Final, a Service Deliverable is found to be incomplete, inadequate, or unacceptable, due, in whole or in part, to the Contractor’s lack of satisfactory performance under the terms of this Contract, the Department may reject an Accepted Service Deliverable and deliver to the Contractor a Notice of Deficiency. 5.4 Correction of Deliverables 5.4.1 Acknowledgement The Contractor shall acknowledge, in writing, the receipt of a Notice of Deficiency by close of business on the Business Day following the Business Day of receipt. 5.4.2 Remedy of Deficiency Notwithstanding the confirmation required above, upon receipt of a Notice of Deficiency, the Contractor shall continue any and all efforts necessary to remedy the identified deficiencies and, at the Contractor’s expense, bring the Deliverable into compliance with the Acceptance Criteria, as augmented by other Accepted Deliverables, during the Correction Period defined in the Notice of Deficiency. 5.4.3 Resubmission of Rejected Deliverable Upon correction, and before the expiration of the Correction Period, the Contractor shall re- submit the Deliverable for Delivery. If the Contractor has not re-submitted a Rejected Deliverable before the close of business (5:00 PM Eastern Time) on the final Business Day of the Correction Period defined in the Notice of Deficiency provided to the Contractor with the Rejection, the Department shall assess liquidated damages against the Contractor in amounts listed as the Non-Conformance Damages for that Deliverable, with notice to the Contractor. 5.4.4 Repeated Rejection of Deliverable If, after two (2) opportunities (the original and a repeat effort in the Correction Periods), the Contractor is unable to correct all deficiencies in a Rejected Deliverable identified in the Notice Exhibit 3156 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 16 of 47 of Deficiency, or; for each subsequent Delivery of the Rejected Deliverable (the third, and subsequent, attempts), if the Rejected Deliverable is again Rejected; the Department shall assess liquidated damages against the Contractor in amounts listed as the Non-Conformance Damages for that Deliverable, up to the maximum aggregate annual cap for Deliverables. 5.5 Corrective Action Plan The Contractor shall, upon acceptance by the PMO of a previously nonconforming Deliverable where a Notice of Deficiency has been issued, prepare at the Contractor’s expense and submit a Corrective Action Plan to the PMO. This plan shall describe steps to be taken by the Contractor to ensure satisfactory performance of the Rejected Deliverable. This plan shall include: 5.5.1 Factors identified by the Contractor as having led to the nonconformance of the Deliverable; 5.5.2 List of specific steps taken by the Contractor to mitigate those factors; 5.5.3 List of specific staff responsible for completing the step; and 5.5.4 Date of completion for the described steps. Review and correction periods specified in Exhibit E, Schedule of Deliverables, for the specific Deliverable will apply to the delivery and acceptance of this Corrective Action Plan. Failure by the Contractor to complete activities in Section 5.5 will result in rejection of the Corrective Action Plan. Exhibit 3157 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 17 of 47 6 Contract Records 6.1 Inspection of Records of Work Performed The State’s authorized representatives shall at all reasonable times have the right to enter the Contractor's premises, or any other places, where the Services and Solution are being provided and shall have access, upon request, to interim drafts of Deliverables or work-in-progress. Upon reasonable notice and during business hours, the State’s representatives (including the Auditor General, DFS, or any governmental representative seeking to inspect the Services and Solution) shall be allowed to inspect, monitor, or otherwise evaluate records of the work being performed under this Contract. The Contractor must provide all reasonable facilities and assistance to such representatives. The Contractor is not obligated to present for inspection or audit any Eligible User’s corporate account data or Transaction-specific data to the extent it is retained in the Information Warehouse. 6.2 Retention of Records The Contractor shall retain records, documents, and files of any type or form that refer or relate to the Contract for five (5) years after expiration or termination of the Contract. The Contractor may meet the State’s record retention requirements by transferring its Contract-related records to the Department after expiration of the Contractor’s record retention period, and by destroying duplicate records that are exempt or confidential in accordance with the requirements of section 119.0701, Florida Statutes. This provision also applies to the books, records, documents, and papers of any parent, affiliated, or subsidiary organization of the Contractor, or any Subcontractor of the Contractor performing Services in connection with this Contract. 6.3 Examination and Retention of Records for Audit Purposes This provision supplements the record inspection and retention portions of section 18, Exhibit B, General Contract Conditions, Form PUR 1000. The Contractor agrees the State shall have access to and the right to examine and copy the Contractor's books, records, documents, and papers pertinent to the Contractor’s compliance with, and actual performance of, this Contract and to conduct an audit, examination, excerpt, or transcription, including of its duly authorized representatives. The Contractor shall make available to the State, upon request, financial, accounting and any other specified records pertaining to the Services and Solution to be provided under this Contract any time during the Audit Period. If an audit, litigation, or other action involving the Contractor's records pertaining to the Services and Solution to be provided under this Contract is initiated before the end of the Audit Period, the records must be retained until all issues arising out of the audit, litigation, or other action are resolved or until the end of the Audit Period, whichever is later. At the expiration of the Contract and after all federal and State record retention requirements have been met, the Contractor shall destroy and render unrecoverable all remaining Exhibit 3158 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 18 of 47 Department, DFS or OEU information and certify in writing to the Department, DFS or OEU that these actions have been taken. Exhibit 3159 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 19 of 47 7 Confidentiality 7.1 Confidential Information The State and the Contractor each acknowledge that the other possesses and will continue to possess Confidential Information that has been developed or received by it. Except to the extent that such records contain trade secret information or are confidential or exempt from the Public Records Act, all records are subject to disclosure under Chapter 119, Florida Statutes. The Contractor is responsible for becoming familiar with the Florida Public Records Act with regard to records associated with the Contract. If a public records request is made to the Contractor, the Contractor will: immediately notify the Department of such request; process the request; provide the Department progress status reports; and provide a copy of its intended redacted version in case there is a public records request. For noncompliance by the Contractor with section 119.0701, Florida Statutes, or the above requirements regarding response to public records requests (collectively Public Records Tasks), the Department may enforce these provisions. The Contractor is responsible for training its employees regarding the Florida Public Records Act and the above notice and process requirements. The Department will consider the Contractor’s Contract Manager to be the Contractor’s public records contact person. 7.2 Protection of Trade Secrets and other Confidential Information If the Contractor submits a document containing information which is confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the contractor must mark the document as “Unredacted” or “Confidential”, and place such information in an encrypted electronic form or a sealed separate envelope. Digital copies will have highlighted in yellow the specific unredacted confidential content that is REDACTED from the redacted version of the Confidential Information. The Contractor shall clearly identify specific sections of the document that are confidential and identify the reason for each designation. If the State receives a public records request related to the document, the Contractor shall be notified of the request. Also, if the Contractor considers any portion of the documents, data or records submitted in reply to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the Contractor must also simultaneously provide the State with a separate redacted copy of its document. Any responses to Department requests for or questions about security of a proposed technology system to be used by the Department, or information subject to sections 119.011(14), 119.071(1) (f) and (3), Florida Statutes, must be: (1) REDACTED in the redacted version and (2) must be maintained in confidence. The State and the Contractor will each use at least the same degree of care to prevent disclosing to third parties the Confidential Information of the other as it employs to avoid unauthorized disclosure, publication, or dissemination of its own Confidential Information of like character, but in no event less than reasonable care. The Contractor will protect, by password Exhibit 3160 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 20 of 47 and encryption software compatible with the State’s, all electronic documents and web-based information that is confidential and exempt from Florida’s Public Records Act. Each party will limit disclosure of the other party’s Confidential Information to employees and Subcontractors who must have access thereto in order to fulfill the purposes of this Contract. Disclosure to, and use by, a Subcontractor is permissible where: 7.2.1 Use of a Subcontractor is authorized under this Contract, 7.2.2 Such disclosure is necessary or otherwise naturally occurs in connection with work that is within such Subcontractor's scope of responsibility, and 7.2.3 The Contractor obligates the Subcontractor in a written Contract to the same security and confidentiality requirements as the Contractor to protect the State’s Confidential Information in confidence. At the State's request, any employee of the Contractor and of any Subcontractor having access or continued access to the State’s Confidential Information may be required to execute an acknowledgment that the employee has been advised of the employee’s obligation to protect such Confidential Information from unauthorized use or disclosure. The Contractor shall not be required to keep Confidential Information that: 7.2.4 is publicly available through no fault of the Contractor, 7.2.5 the Contractor developed independently without relying on the State’s Confidential Information, or 7.2.6 is otherwise obtainable under State law as a public record. 7.3 Data Security and Confidentiality The Contractor will use at least the same degree of care as required by the Payment Card Industry (PCI), not inconsistent with standards and practices codified as ISO 27001 and 27002, to prevent disclosing to third parties the Confidential Information of State of Florida Eligible Users as it employs to avoid unauthorized disclosure, publication or dissemination of its own Confidential Information of like character, but in no event less than reasonable care. 7.3.1 The Contractor shall maintain and secure adequate back-up files of all system and software documentation utilized to process data submissions. The Contractor shall develop data security procedures to ensure only authorized access to data submissions and databases by personnel for contracted activities. The Contractor shall develop data security procedures to ensure no unauthorized access to data submissions and databases by other individuals other than authorized by the Contract or designated representatives of the State. All data security procedures at a minimum must be in accordance with PCI standards including at rest and secure transmission encryption. 7.3.2 The Contractor will only divulge to a third party, including any regulatory agency or Subcontractor, any Confidential Information obtained by the Contractor or its agents, distributors, resellers, Subcontractors, officers, or employees as it deems necessary in the Exhibit 3161 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 21 of 47 course of performing Contract work. The Contractor will make the State Data available only to individuals and entities who are assigned by the Contractor to perform the Services and only to the extent necessary for those individuals and entities to perform the specific responsibilities assigned to them in connection with the Contractor’s provision of the Services. All employees, Subcontractors, or agents performing work under the Contract must comply with applicable provisions in Sections 7 and 8 of these Special Contract Conditions and specifically the section below titled “Payment Card Industry/Data Security Standard Certifications and Requirements”. The Contractor must maintain policies and procedures on who has access to secure data, how access is controlled, and the daily operation and management of systems consistent with PCard data management and security standards. 7.3.3 Payment Card Industry / Data Security Standard (“DSS”) Certifications and Requirements 7.3.3.1 The Contractor shall maintain PCI DSS accreditation and provide Attestation of Compliance (AOC) or proof thereof on a yearly basis and within sixty days of issuance. 7.3.3.2 The Contractor will provide options to protect cardholder information in accordance with PCI standards as follows: 7.3.3.2.1 Truncation: the ability to eliminate all digits of a credit card number except the last 4 digits or the first 2 / last 4 digits; 7.3.3.2.2 Encryption: the ability to transform credit card information, by applying mathematically proven cryptographic methods, into unreadable data unless explicitly allowed; and 7.3.3.3 The Contractor shall offer the processes listed above or a functional equivalent that provides for storing card information that protects cardholder information in order to diminish the Eligible User’s PCI compliance obligations. 7.3.4 Authorization of business third parties to Access State Data The Department hereby authorizes the Contractor to provide access to business third parties, and individuals directly or indirectly accessing the State Data on behalf of business third parties, to the State Data and the Contractor represents that such access shall be in accord with the following: (i) each business third party shall respond affirmatively to nondisclosure requirements protecting the State’s Confidential Information as set forth in an Nondisclosure Acknowledgment; (ii) all business third parties accessing the State Data shall be licensed as Named Users; (iii) business third parties are expressly limited to screen access to the State Data; (iv) in no circumstances may business third parties have access to modify State Data; (v) in no circumstances shall business third parties Use the State Data in their operations or management of the business of such business third parties; and (vi) such use shall not constitute an unauthorized exportation of any Confidential Information under U.S. Government laws and regulations. Exhibit 3162 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 22 of 47 7.3.5 Breach of Confidential Data The Contractor shall notify the Department in writing (electronically) within two Business Days of becoming aware of any breach of Confidential State Data, unauthorized transmission of State Data, or any allegation or suspected violation of security procedures of the State. Except as required by law or legal process and after notice to the State, if legally permissible to provide; or as retained by the Contractor for performance of the Contract; the Contractor shall not divulge to third parties any Confidential Information obtained by the Contractor or its employees, Subcontractors or agents in the course of performing the services, including, but not limited to, security procedures, business operations information, or commercial proprietary information in the possession of the State. 7.3.6 Loss of Data In the event of loss of any State Data or record where such loss is due to the negligence of the Contractor or any of its Subcontractors or agents, the Contractor shall notify the State and be responsible for recreating such lost data in the manner and on the schedule set by DFS at the Contractor’s expense, in addition to any other damages the State may be entitled to by law or the Contract. Further, failure to maintain security that results in certain data release will subject the Contractor to sanctions for failure to comply with section 501.171, Florida Statutes, together with any costs of DFS for such breach of security. 7.3.7 Data Protection No State Data or information will be transmitted to, stored in, processed in, or shipped to offshore or out of the United States of America regardless of method, except as required by law and as provided below. The Contractor shall encrypt all data transmissions in accordance with PCI Standards. Access to view State Data shall only be available to approved and authorized Contractor and State staff, including remote personnel, that have a legitimate business need. If that need changes, then access shall be removed promptly. Remote data access must be provided via a secure and trusted method such as SSL, TLS, SSH, VPN, IPSec, SFTP or a comparable protocol approved by the State. Legitimate business needs approved by the Department and DFS for remote personnel access are limited to: (a) testing with use of only fictitious test data and (b) Contract documents and Eligible User Agreements for completeness reviews. The Contractor shall be responsible for associated expenses and for damages of any nature to the extent caused by the Contractor or its Subcontractors, or otherwise covered by the Contractor’s insurance, including damages of any nature arising out of an Information Security Event, including, without limitation: (i) damages to the individual Cardholders (i.e. identity theft), (ii) informing all affected individuals if applicable laws require notification to such individuals, (iii) reissuance of credit cards to all affected individuals, and (iv) credit monitoring services for one year for all affected individual. In response to an Information Security Event, the Contractor shall further provide all notices required by, and otherwise comply with, section 501.171, Florida Statutes. Exhibit 3163 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 23 of 47 7.4 Exclusions Notwithstanding the foregoing, the provisions of this section will not apply to any particular information which the State or the Contractor can demonstrate: 7.4.1 was, at the time of disclosure, in the public domain; 7.4.2 after disclosure is published or otherwise becomes part of the public domain through no fault of the receiving party; 7.4.3 was in the possession of the receiving party at the time of disclosure without an obligation of confidentiality; 7.4.4 was received after disclosure from a third party who had a lawful right to disclose such information to it without any obligation to restrict its further disclosure; or 7.4.5 was independently developed by the receiving party without reference to Confidential Information of the furnishing party. Further, the provisions of this section will not apply to any particular Confidential Information to the extent the receiving party is required by law to disclose such Confidential Information, provided that the receiving party: 7.4.6 promptly provides the furnishing party with notice of the legal request, and 7.4.7 assists the furnishing party in resisting or limiting the scope of such disclosure as reasonably requested by the furnishing party. 7.5 No Implied Rights Nothing contained in this section shall be construed as obligating a party to disclose any particular Confidential Information to the other party, or as granting to or conferring on a party, expressly or impliedly, any right or license to the Confidential Information of the other party. 7.6 Remedies Related to Trade Secrets or Other Confidential Information 7.6.1 Neither the Department nor DFS will provide access to any Confidential Information of the Contractor, including but not limited to information identified by the Contractor as confidential pursuant to section 812.081, Florida Statues, to any other party without first providing notice to the Contractor. 7.6.2 The Contractor shall notify the Department and DFS in writing within a reasonable timeframe, not to exceed ten Business Days, of receipt of such notice from the Department or DFS, whether it intends to defend the confidentiality of such public records. 7.6.3 The Contractor shall file an action to prevent disclosure within a reasonable timeframe, not to exceed ten Business Days. If not filed within such time, the Contractor is deemed to have released the State from liability for disclosure of the applicable public records. Exhibit 3164 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 24 of 47 7.6.4 No remedy for damages against the State arises from disclosure in the event the Contractor chooses to not defend the confidentiality. In the event the Contractor chooses to defend against release of such documents, data or information, and they do not succeed in such defense, the Contractor agrees to indemnify the State against any costs resulting from such order for release of such documents, data or information. 7.7 Survival The parties’ respective obligations under this section shall survive the termination or expiration of this Contract. Exhibit 3165 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 25 of 47 8 Proprietary Rights and Software 8.1 Rights in Data The State will be and remain the owner of all data made available by the State to the Contractor or its agents, Subcontractors, or representatives pursuant to this Contract. The Contractor will not use the State Data for any purpose other than providing the Services and Solution, nor will any part of the State Data be disclosed, sold, assigned, leased, or otherwise disposed of to the general public or to specific third parties or commercially exploited by or on behalf of the Contractor, nor will any employee of the Contractor other than those on a strictly need to know basis have access to the State Data. The Contractor will not possess or assert any lien or other right against the State Data. Without limiting the generality of Section 7, the Contractor shall only use personally identifiable information as strictly necessary to provide the Services or Solution and shall disclose such information only to its employees who have a strict need to know such information. The Contractor shall materially comply at all times with all laws and regulations applicable to such personally identifiable information. 8.2 Ownership of Florida Accounting Information Resource (FLAIR) The State will own all Transaction data and cardholder data transmitted by the Contractor. The State owns its FLAIR design, including but not limited to file layouts, processing, documentation, and all components. Only the Solution and Solution data that is the proprietary product of the Contractor shall be owned by the Contractor. Title to all property furnished by the State under this Contract shall remain in the State, and the Contractor shall surrender to the State all property of the State prior to settlement upon completion, termination, or cancellation, less an archival copy as required by law. 8.3 Other Proprietary Rights The State will be entitled to all intellectual property rights in such works which are developed specifically for the State, other than modifications to (or derivative works of) the Contractor's existing materials, know-how, systems, or other work products funded by the Contractor itself. 8.3.1 Intellectual Property Rights: Unless otherwise agreed in writing, 8.3.1.1 Intellectual property rights to pre-existing Contractor property will remain with the Contractor (or its applicable licensor). The Contractor will, at its cost, obtain all necessary rights to ensure that the Department, DFS and participating Eligible Users (“Licensees”) receive beneficial use of said property throughout the Term. In turn, the Licensees agree to abide by all applicable third party licensing restrictions (including use restrictions) relative to such property that are disclosed to and accepted by the Department or DFS in writing, Exhibit 3166 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 26 of 47 8.3.1.2 Intellectual Property Rights: Any development work or Developed Material on the Contractor’s systems will be retained and owned by the Contractor and any development work or Developed Material on a State system such as FLAIR will be retained and owned by the State or the agency that owns such systems. 8.3.2 The Contractor hereby grants the Licensees a non-exclusive, revocable, non- transferable license to use the software and the User Documentation subject to the terms of this Contract. Each license is granted solely for use in object code form only in connection with one or more Services. Licensees may use the software only in accordance with the applicable User Documentation subject to the Special Contract Conditions. Any technical documentation provided as part of an Implementation Plan shall be subject to the approval of the Department with acceptance of an Implementation Plan, and shall be subject to the requirements identified in the Contract and Exhibit D, Statement of Work. 8.3.2.1 No clauses in the Contractor’s documentation shall have the effect of modifying the rights and duties of the parties as stated in the Contract and Exhibit D, Statement of Work. 8.3.2.2 The Contractor shall not add out of scope duties or other responsibilities by asserting documentation adds such duties if not described in Exhibit D, Statement of Work, or explicitly required by applicable law, and no Contractor documentation that is referenced but not attached to the Contract will apply unless agreed to in the final Contract or a final Implementation Plan. 8.3.2.3 There are no deemed warranties nor agreements based on use nor based on any click-wraps or other terms accompanying, incorporated by, or affixed to a product or service; nor may Contract provisions be unilaterally modified. There is no deemed acceptance of Deliverables. Definitions in the Contract shall supersede conflicting definitions in all other documents. 8.3.2.4 The Contractor is obligated to provide Licensees only with those updates, upgrades or new releases of software which the Contractor makes available to the Contractor’s other customers who license the same software. 8.3.2.5 Licensees may not alter, repair, modify, or adapt any Materials, including but not limited to, translating, reverse engineering, decompiling, disassembling or creating derivative works from it. 8.3.2.6 Software problems. The Eligible User will inform the Contractor of all errors, difficulties or other problems with the software of which the Eligible User becomes aware. The Contractor will make all reasonable efforts to promptly fix or promptly provide workarounds for any material errors reported to the Contractor. The Contractor may request the Eligible User’s reasonable cooperation in resolving any such errors, difficulties or other problems by providing the Contractor an overview of input, output and all other data it may Exhibit 3167 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 27 of 47 reasonably request in order to reproduce operating conditions similar to those present when such errors, difficulties or other problems were discovered. 8.4 Continuity of Services and Solution relating to FLAIR Data Integration and Transition 8.4.1 The Contractor shall ensure continuity of the Services and Solution to be provided under this Contract from the date of Contract execution through implementation of the FLAIR Data Integration Plan, as described in section 11, Exhibit D, Statement of Work. 8.4.2 The Contractor shall ensure continuity of the Services and Solution to be provided under this Contract through completion of the transition from FLAIR to the State’s successor accounting and cash management system, as described in section 11, Exhibit D, Statement of Work. 8.4.3 Delivery of and compensation for the FLAIR Data Validation and Payment Settlement Error Files shall be as stated in Section 11.8, Exhibit D, Statement of Work. 8.4.4 Title to the State’s successor accounting and cash management system shall reside with the State. 8.5 State Property All Deliverables (excluding pre-existing software provided by the Contractor) shall become and remain the Department's property upon receipt and acceptance. As between the parties, data provided to the Contractor by the Licensees (State Data as defined in Exhibit A, Definitions) will be and remain the property of the respective Licensee regardless of whether the Contractor or the Licensee is in possession or control of the State Data. The State Data and Shared Data will be made available to the Department or DFS, upon its request, in the form and format reasonably requested by the Department. The Contractor and its representatives will not sell, assign, lease, or otherwise dispose of any the State Data to third parties or commercially exploit the State Data other than for the benefit of the Department, DFS and participating Eligible Users as authorized by the Contract or national card network rules, nor will any employee of the Contractor other than those on a strictly need to know basis have access to the State’s data. Exhibit 3168 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 28 of 47 9 Insurance Requirements Providing and maintaining adequate insurance coverage is a material obligation of the Contractor. During the Contract term, the Contractor will either provide commercial insurance of such a type and with such limits as may be reasonably associated with the Contract at its sole expense; or will provide that same coverage through a program of self-insurance. The Contractor shall obtain and maintain Commercial General Liability insurance, or a program of self-insurance, including products and completed operations, for the entire length of the Contract. This insurance will provide coverage for all claims that may arise from the operations completed under this Contract. Such insurance shall include the State of Florida as an Additional Insured for the entire length of the Contract. The insurers selected by the Contractor shall have an A.M. Best rating of A- Class VII, or as otherwise approved in writing by the Department, or better or, if such ratings are no longer available, with a comparable rating from a recognized insurance rating agency, and shall be qualified and doing business in Florida. The State of Florida is exempt from and in no way liable for any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor. The Contractor will provide to the Department a Certificate of Insurance annually and on request. In the event of self-insurance, a letter of self-insurance will be provided to the Department annually and on request. The letter of self-insurance shall specify the types, limits, and effective dates of coverage. For this Contract, the minimum limits of coverage whether provided by commercial insurance or a program of self-insurance maintained by the Contractor shall be: Liability Insurance Minimum Limits, which may be met through any combination of primary and excess liability policies: $5,000,000 Each Occurrence $5,000,000 Aggregate Errors and Omissions Insurance Minimum Limits: $2,000,000 Each Occurrence $2,000,000 Aggregate Worker’s Compensation: When required by Florida law, the Contractor shall obtain and maintain, during the life of this Contract, minimal employer’s liability Worker’s Compensation Insurance. For all of its employees working in connection with this Contract, the amount of coverage shall be: Minimum Employer’s Liability Limits: $100,000 each accident Exhibit 3169 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 29 of 47 $500,000 policy limit $100,000 each employee Fidelity Employee Insurance and Computer Crime Insurance: providing coverage for loss arising from fraudulent and dishonest acts of employees and agents performing services under the Contract, as well as loss, from a variety of other crimes including theft and fraud. Primary limit: $15,000,000 Umbrella Liability Insurance Minimum amount: $15,000,000 per occurrence 9.1 Other Insurance Requirements The Contractor will be responsible for all deductibles and retentions with regard to the above- described insurance. Each such policy will include provisions generally considered standard, which comply with the above requirements. Notwithstanding the termination of this Contract, any claims-made policy will allow for reporting of claims until the applicable limitation of actions period has expired. The obligation to maintain insurance will not act as a limitation on any other liability or obligation which the Contractor would otherwise have under the Contract. 9.2 Subcontractors Except where the State has approved in writing a Contractor’s subcontract with other insurance provisions, the Contractor shall require all of its Subcontractors hereunder to purchase and maintain the insurance coverage described in Section 9 in connection with the performance of work by such Subcontractors. 9.3 Certificates of Insurance and Other Requirements 9.3.1 Within thirty (30) days after the date of execution of this Contract, the Contractor shall furnish the State with certificate(s) of insurance verifying insurance coverage or providing satisfactory evidence of self-insurance as required above (the "Certificates"). The Contract number must be shown on each Certificate. The Certificates shall provide that the State shall be given at least thirty (30) days’ prior written notice (bearing the Contract number) of termination, non-renewal, or reduction in limit or in scope of coverage of such policies. 9.3.2 Within thirty (30) days following the execution of this Contract, and every year thereafter, the Contractor shall provide evidence that the State and its agents, officers and employees are additional insured under each applicable policy. The Contractor shall maintain all required insurance coverage throughout the term of the Contract and any extensions thereto. The minimum limits of coverage specified above are not intended, and shall not be construed to Exhibit 3170 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 30 of 47 limit any liability or indemnity of the Contractor under this Contract to any indemnified party or other persons. The Contractor is responsible for all deductibles with regard to such insurance. 9.3.3 The Contractor shall have the right to assume in whole or in part, through a program of self-insurance, any and all risks otherwise required by the Contract to be insured against. 9.3.4 The ultimate parent corporation for the Contractor and its affiliates makes all required disclosures in its Annual Reports on Form 10-K and Quarterly Reports on Form 10-Q, which are updated in Reports on Form 8-K, all of which are filed with the Securities and Exchange Commission. Those Reports include disclosures of material litigation, investigations and other matters as required by federal law and are publicly available (“Proceeding”). In the event that any such Proceeding disclosed by the Contractor, or of which the Department or an Eligible User otherwise becomes aware, during the term of this Contract, would cause a reasonable party to be concerned about the ability of the Contractor (or a Subcontractor hereunder) to continue to perform this Contract in accordance with its terms and conditions, or whether the Contractor (or a Subcontractor hereunder) in performing Services for the State is engaged in conduct which is similar in nature to conduct alleged in such proceeding, which conduct would constitute a breach of this Contract or a violation of Florida law, regulations or public policy, then the Contractor shall be required to provide the Department all reasonable assurances requested by the Department to demonstrate that the Contractor or its Subcontractors hereunder will be able to continue to perform this Contract in accordance with its terms and conditions. Exhibit 3171 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 31 of 47 10 Indemnity 10.1 Patent/Copyright Infringement Indemnity This section modifies and supersedes paragraphs 2 and 3, section 19, Exhibit B, General Contract Conditions, Form PUR 1000. 10.1.1 The Contractor shall fully indemnify, defend, and hold harmless the State from any suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to violation or infringement of a trademark copyright, patent, trade secret, or intellectual property right. 10.1.2 If and to the extent the Contractor’s system or software becomes the subject of an infringement suit brought by a third party, or in the Contractor’s sole opinion is reasonably anticipated to become the subject of such a suit, then the Contractor may, at its sole discretion, election and expense procure for the State the right to continue using the Contractor’s system or software or to modify it to become non-infringing. If, in the Contractor’s sole opinion, it is not reasonably able to modify or otherwise secure the Services, then the Contractor shall substitute for the State a non-infringing system or software. The State shall not be liable for any payment of any royalties to a third party with respect to the Contractor’s substitute system or software. 10.1.3 The foregoing obligation(s) shall not apply to any misuse of the Contractor’s system or software by the State. 10.1.4 The Contractor’s obligations under the preceding paragraph(s) and Section 10.2 with respect to any legal action are contingent upon the State giving the Contractor (1) written notice of any action or threatened action, (2) the opportunity to take over and settle or defend any such action at the Contractor’s sole expense, and (3) assistance in defending the action at the Contractor’s sole expense. 10.1.5 THE PROVISIONS OF THIS SECTION ARE THE SOLE, EXCLUSIVE, AND ENTIRE LIABILITY OF THE CONTRACTOR, AND ARE THE STATE'S SOLE REMEDY WITH RESPECT TO THE INFRINGEMENT OF THIRD-PARTY INTELLECTUAL PROPERTY RIGHTS. THIS SECTION DOES NOT OVERRIDE ANY OTHER WARRANTIES OR INDEMNIFICATION CONTAINED IN THE CONTRACT. 10.2 Other Indemnities This section supplements paragraph 1, section 19, Exhibit B, General Contract Conditions, Form PUR 1000. 10.2.1 The Contractor shall do nothing to prejudice the State’s right to recover against third parties for any loss, destruction of, or damage to State property, and upon the request of the Contract Manager shall, at the Contractor’s expense, furnish to the State all reasonable assistance and cooperation. Exhibit 3172 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 32 of 47 10.2.2 The indemnification obligation under this section shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for the Contractor or any Subcontractor under Workers’ Compensation acts, disability benefit acts, or other employee benefit acts for any claim against the State or any of its agents or employees by any employee of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. 10.2.3 Except as otherwise required in these Special Contract Conditions, the Contractor shall be fully liable for the actions of its agents, employees, partners, or Subcontractors and shall fully indemnify, defend, and hold harmless the State and Eligible Users, and their officers, agents, and employees, from suits, actions, actual damages, and costs of every name and description arising from or relating to: 10.2.3.1 Any claim that, if true, would arise from or be attributable to fraud, theft, or embezzlement by the Contractor (or any entity or person for which the Contractor is responsible); 10.2.3.2 Any claim that, if true, would arise from or be attributable to an intentional tort, willful misconduct (including intentional breach of contract), unlawful conduct, or gross negligence of the Contractor (or any entity or person for which the Contractor is responsible); or 10.2.3.3 Any and all costs, claims, demands, actual damages, losses, and liabilities arising from or in any way related to the Contractor’s breach of data security or the negligent acts or omissions of the Contractor related to data protection. Provided, however, that the Contractor shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the State or an Eligible User. 10.2.4 Except as otherwise provided by law, the parties agree to be responsible for their own attorney fees incurred in connection with disputes arising under the terms of this Contract. 10.3 Indemnification Procedures The procedures set forth below shall apply to all indemnity obligations under this Contract. 10.3.1 After receipt by the State of notice of the action or proceeding involving a claim for which it will seek indemnification, the State shall notify the Contractor of such claim in writing and take or assist the Contractor in taking, as the case may be, any reasonable action to avoid the imposition of a default judgment against the Contractor. Failure to so notify the Contractor shall not relieve the Contractor of its indemnification obligations. Within ten days following receipt of written notice from the State relating to any claim, the Contractor shall notify the State in writing whether the Contractor agrees to assume control of the defense and settlement of that claim (a “Notice of Election”). After notifying the Contractor of a claim and prior to the Department’s and DFS’s receiving the Contractor’s Notice of Election, the State shall be entitled to defend against the claim at the Contractor’s expense, and the Contractor will be responsible Exhibit 3173 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 33 of 47 for any reasonable costs incurred by the State in defending against the claim during such period. 10.3.2 If the Contractor delivers a Notice of Election relating to any claim: 10.3.2.1 The State shall be entitled to participate in the defense of such claim and to employ counsel at its own expense to assist in the handling of such claim and to monitor and advise the State about the status and progress of the defense; 10.3.2.2 The Contractor shall periodically advise the State about the status and progress of the defense and, for any claim that would impact the State’s rebate, shall obtain the prior written approval of the State before entering into any settlement of such claim or ceasing to defend against such claim, which approval shall not be unreasonably withheld; and 10.3.2.3 To the extent that any principles of Florida governmental or public law may be involved or challenged, the State shall have the right, at its own expense, to control the defense of that portion of such claim involving the principles of Florida governmental or public law. Any litigation activity on behalf of the State, or any of its subdivisions pursuant to this section, must be coordinated with the State. 10.3.3 If the Contractor does not deliver a Notice of Election relating to any claim of which it is notified by the State as provided above, the State shall have the right to defend the claim in such manner as it may deem appropriate at the cost and expense of the Contractor. If it is determined that the claim was one against which the Contractor was required to indemnify the State, upon request of the State, the Contractor shall promptly reimburse the State for all such reasonable costs and expenses. 10.4 Sovereign Immunity The State will not, and does not, indemnify the Contractor. Any provision, implication or suggestion to the contrary is null and void. Nothing herein shall be construed as waiving the sovereign immunity of the State. Exhibit 3174 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 34 of 47 11 Financial Consequences for Nonperformance and Force Majeure 11.1 Liquidated Damages The parties acknowledge that time is of the essence with regard to each and every obligation of the Contractor contained in the Contract. The parties further acknowledge that late or insufficient delivery of the Services, Solution, or Program by the Contractor will interfere with the timely and proper operations of the State’s Purchasing Card Program to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any such delay, defect, or harm caused by the situation described. The Contractor and the State agree that in the case of any of the situations outlined in this section, the Contractor shall pay the State liquidated damages as specified in this section or Exhibit E, Schedule of Deliverables, as indicated, up to the maximum aggregate annual cap for Deliverables with financial consequences as detailed in Special Contract Conditions, Section 5.1.5. Any payments due to the State for liquidated damages will be invoiced and paid with the next scheduled rebate payment. The amounts specified in this section are not intended to be a penalty and the amount(s) listed are fair and reasonable to compensate the State for the Contractor’s delays or non- performance. These specified liquidated damages do not prevent the State seeking contract damages for breaches for which liquidated damages are not specified in this Contract. For amounts due the State as liquidated damages, the State may bill the Contractor. Notwithstanding the assessments listed in this section, the Contractor shall continue any and all efforts necessary to remedy the deficiencies identified in a Notice of Deficiency and, at the Contractor’s expense, bring the Deliverable into compliance with the Acceptance Criteria, as augmented by other Accepted Deliverable. 11.2 Corrective Action Corrective action is a financial consequence requiring tasks by the Contractor to remediate a deficient Deliverable. The burden and the cost of developing a Corrective Action Plan and implementing a corrective action is the responsibility of the Contractor who must obtain PMO approval before implementing. 11.3 Force Majeure Events All provisions of section 24, Exhibit B, General Contract Conditions, Form PUR 1000 apply, except to the extent they conflict with this section. Neither party will be liable for any default or delay in the performance of its obligations under this Contract to the extent such default or delay is caused by fire, flood, earthquake, elements of nature, or acts of God; riots, civil disorders, rebellions or revolutions in the United States; injunctions (provided the injunction was not issued as a result of any fault or negligence nor avoidable by reasonable precaution of the party seeking to have its default or delay excused); or Exhibit 3175 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 35 of 47 any other cause beyond the reasonable control of such party (“Force Majeure Events”); provided the non-performing party and its Subcontractors are without fault in causing such default or delay, and such default or delay could not have been prevented by reasonable precautions and cannot reasonably be circumvented by the non-performing party through the use of alternate sources, workaround plans or other means, including disaster recovery plans. Performance times shall be considered extended for a period of time equivalent to the time lost because of any such delay, provided that in the event the Contractor is delayed in its performance by reason of such cause, no such extension shall be made unless notice thereof is presented by the Contractor to the State in writing within 24 hours after the start of the occurrence of such delay, giving the reason of such delay. The Contractor shall use commercially reasonable efforts to avoid or minimize any delays in performance of its obligations during such period of delay and will promptly notify the State of its abatement or cessation. 11.4 Limitation and Liability The limitation of liability provisions of paragraph 1, section 20, Exhibit B, General Contract Conditions, Form PUR 1000 apply to the Contract, with the following clarifications: notwithstanding any provisions to the contrary, the Contractor shall reimburse any actual costs to the State for a loss due to fraud committed by the employees or Subcontractors of the Contractor. Exhibit 3176 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 36 of 47 12 Termination The State may terminate this Contract without further liability or penalty to the State, its divisions, agencies, offices, commissions, officers, agents, and employees for any of the following reasons: 12.1 Termination for Cause In the event that the Contractor breaches any of its material duties or obligations under this Contract, which are either not capable of or subject to being cured, or are not cured within the time period specified in the written notice of breach provided by the Department or pose a serious and imminent threat to the health and safety of any person, or the imminent loss, damage or destruction of any real or tangible personal property, the Department may, according to Rule 60A-1.006, Florida Administrative Code, terminate this Contract in whole or in part, for cause, as of the date specified in the notice of termination. 12.2 Events of Default for the Contractor: Provided such failure is not the fault of the Department or outside the reasonable control of the Contractor, the following events, acts, or omissions, shall include but are not limited to, breach of material duties and events of default: 12.2.1 Failure to pay any and all entities, individuals, and the like furnishing labor or materials, or failure to make payment to any other entities as required herein in connection with the Contract; 12.2.2 Failure to complete and maintain, within the timeframes specified between the Department and the Contractor, the implementation, ongoing performance, maintenance, and provision of Services; 12.2.3 Failure to timely deliver a Deliverable, discontinuance of the performance of the work, failure to resume work that has been discontinued within a reasonable time after notice to do so, or abandonment of the Contract; 12.2.4 Failure to abide by any statutory, regulatory, or licensing requirement; 12.2.5 One or more of the following circumstances, uncorrected for more than thirty (30) days unless within the specified thirty (30) day period, the Contractor (including its receiver or trustee in bankruptcy) provides to the Department adequate assurances, reasonably acceptable to the Department, of its continuing ability and willingness to fulfill its obligations under the Contract: 12.2.5.1 Entry of an order for relief under Title 11 of the United States Code; 12.2.5.2 The making by the Contractor of a general assignment for the benefit of creditors; Exhibit 3177 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 37 of 47 12.2.5.3 The appointment of a general receiver or trustee in bankruptcy of the Contractor’s business or property; or 12.2.5.4 An action by the Contractor under any state insolvency or similar law for the purpose of its bankruptcy, reorganization, or liquidation. 12.2.6 Entry of an order revoking the certificate of authority granted to the Contractor by the State of Florida or other licensing authority; 12.2.7 The Contractor makes or has made an intentional material misrepresentation or engages in intentional torts, willful misconduct (including intentional breach of contract), unlawful conduct or gross negligence in relation to the contract, or fails to maintain the required insurance; or 12.2.8 The Contractor is sold offshore, meaning the transfer or sale of more than 49.9% of its equity shareholder interests or sale of substantially all of its assets, to a corporation or other entity owned by more than 49.9% of its equity shareholder interests outside the United States (“Offshore”). 12.3 Termination for Other Than Cause 12.3.1 Either party may, terminate the Contract at any time by giving twelve (12) months written notice to the other party. 12.3.2 Notwithstanding anything to the contrary, in the event that the Contractor becomes subject to new federal, State of Florida or card network rules or regulations that significantly reduce revenue, the rebate payment structure may be subject to renegotiation. A request for renegotiation shall be made in writing, citing the new rules or regulations and the related impact sufficient to allow the State to make an informed decision. The State will review and respond to the request for renegotiation within fifteen Business Days of receipt of said notice. 12.3.3 Both parties agree to negotiate in good faith and within a forty-five (45) Business Day timeframe following the State’s response. In the event that both parties are unable to come to a mutually agreeable provision, the Contractor will have the right to reduce rebate payments on all future transaction volume as of the effective date of the rule or regulation and commensurate with the changes impacting the Contractor until 1) an agreement is reached between the parties or 2) either party provides its notice of termination. Any interim rebate reduction realized by the Contractor from the applicable change shall not exceed the revenue reduction to the Contractor. 12.4 State Funding Obligation State Agencies’ performance and obligation to settle purchasing card charges incurred under this Contract is contingent upon an annual appropriation by the Legislature, and subject to the provisions of the Proviso requirements of Legislative appropriations. The Contractor acknowledges and agrees that all funds for payments after the end of the current fiscal year are subject to the availability of a legislative appropriation for the purpose of this Contract. Exhibit 3178 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 38 of 47 12.5 Criminal Conviction The State may terminate this Contract immediately and without further liability or penalty in the event the Contractor, an officer of the Contractor, or an owner of a 25% or greater share of the Contractor is convicted of a criminal offense incident in the application for, or performance of, a State of Florida, public or private contract or subcontract; convicted of a criminal offense, including any of the following: embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, attempting to influence a public employee to breach the ethical conduct standards for State of Florida employees; convicted under Florida or federal antitrust statutes; or convicted of any other criminal offense which in the sole discretion of State reflects upon the Contractor's business integrity. 12.6 Rights and Obligations upon Termination If this Contract is terminated by the State for any reason, the Contractor shall: 12.6.1 stop all work as specified in the notice of termination, 12.6.2 take any action that may be necessary, or that the State may direct, for preservation and completion of Deliverables identified in the Transition Plan or other property derived or resulting from this Contract that may be in the Contractor's possession, 12.6.3 return all materials and property provided directly or indirectly to the Contractor by any entity, agent, or employee of the State, less an archival copy as required by law, and 12.6.4 transfer title in, and deliver to, the State, unless otherwise directed, all Deliverables and other Developed Materials resulting from the Contract (which shall be provided to the State on an “As-Is” basis). In the event the State terminates this Contract for its own convenience, all completed or partially completed Deliverables prepared by the Contractor pursuant to this Contract shall, at the option of the State, become the State’s property. Regardless of the basis for the termination, the State is not obligated to pay, or otherwise compensate, the Contractor for any lost expected future profits, costs or expenses incurred with respect to Services not actually performed for the State. Upon a good faith termination, the State shall have the right to assume, at its option, any and all subcontracts and agreements for services and materials provided under this Contract specifically retained for this Contract or critical to the uninterrupted function of the Program and may further pursue completion of the Services and Solution under this Contract by replacement Contract or otherwise as the State may in its sole judgment deem expedient. 12.7 Reservation of Rights Any termination of this Contract or any Deliverable under Exhibit D, Statement of Work issued under it by a party shall be with full reservation of, and without prejudice to, any rights or remedies otherwise available to such party with respect to any claims arising prior to or as a result of such termination. Exhibit 3179 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 39 of 47 12.8 Remedies for Contractor Default The State is entitled to one or all of the following remedies in the event of Contractor default: 12.8.1 Equitable relief; 12.8.2 Damages for non-performance or breach of contract as described in Section 12.2 above; or 12.8.3 Termination of contract upon notice of intent to terminate in whole or in part with respect with participating agencies individually affected by an event of default. 12.9 Remedies for State Failure to Perform The Contractor may not terminate for non-performance but upon notice to the Department’s and DFS’s obligations of the Contractor may be excused to the extent the State’s failure to perform prevents Contractor performance and the Contractor uses commercially reasonable efforts to perform notwithstanding such failure. 12.10 Contractor Rights of Termination In its role as Contract Manager, the PMO’s material delay or failure to perform will not constitute grounds for termination. However, the Contractor may obtain a schedule delay in accordance with the force majeure provisions of Exhibit B, General Contract Conditions, Form PUR 1000. Eligible User contract termination rights of the Contractor are described in Exhibit F, Eligible User Agreement. Exhibit 3180 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 40 of 47 13 Financial 13.1 Assumption of Cost and Limitation of Fees The Contractor shall incur all costs associated with the Services, Solution, and Program detailed in the Contract. Except as otherwise agreed, in writing, by the parties, neither the Department nor DFS assume liability for any costs incurred by the Contractor in providing the Services, Solution, and Program detailed in the Contract. The Contractor shall not assess any fees or charges for the Services, Solution and Program detailed in the Contract to the Department, DFS or the Eligible Users except as provided for in Section 13.3. 13.2 Limitation of Liability The Contractor is obligated to address any cost-related issue with the State. The total liability of the State under this Contract is limited by the terms and conditions of this Contract. 13.3 Settlement of Charges The settlement for all individual Merchant charges is solely the responsibility of the Eligible User that incurred the charge. The State will be responsible for payment and settlement of all posted Transactions that have not been disputed, reported as fraudulent or reported as employee misuse. 13.3.1 Agency DFS performs the administrative role of processing the settlement of Merchant charges (Transactions) using FLAIR for Agency Eligible Users. Agency Eligible Users shall inspect, approve, or dispute individual Transactions using the Solution prior to the Transactions being delivered from the Contractor to DFS via the Payment Settlement File. Upon DFS’s inspection and acceptance of each Payment Settlement File, any payments, disputes, or interest for individual Merchant charges are processed in accordance with section 215.422, Florida Statutes. 13.3.2 OEU OEUs shall inspect, approve, or dispute individual Transactions using the Solution prior to the Transactions being delivered from the Contractor to the OEU. Upon the OEU’s inspection and acceptance of each Transaction, any payments, disputes, or interest for individual Merchant charges are processed in accordance with the laws and rules governing each OEU. 13.3.3 Review of Statements On Eligible User’s receipt of a Billing Statement or at the end of the monthly billing cycle in which the charge occurred, the Eligible User must review it and notify the Contractor by telephone (using the appropriate telephone number set out in the Billing Statement), electronic mail, or other method that may be agreed upon by the parties of any Transaction appearing on that statement or that billing cycle which the Eligible User considers may have resulted from any Unauthorized Use. The Eligible User must give this notice as soon as reasonable but in any Exhibit 3181 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 41 of 47 event not later than sixty days after the Eligible User receives the Billing Statement or after the end of the monthly billing cycle in which the charge occurred. 13.3.4 Transactions outside normal processing hours If the Contractor receives any payment from the Eligible User or a Cardholder in respect of any statement or billing cycle amount outside the Contractor’s normal processing hours to which that payment relates, that payment shall be deemed to have been received by the Contractor on the next Business Day. 13.3.5 Credit Balances not permitted on a Card Account The Eligible User is not permitted to have a credit balance on any Card Account. If any such credit balance arises (for example, by a refund), then the Contractor may retain the credit balance in or towards prepayment of any amount the Eligible User owes the Contractor in the future under the Contract, or if the amount of the credit balance is material the Contractor may, at the Contractor’s option, pay it to the Eligible User using any method mutually agreed upon between the Eligible User and the Contractor. The Eligible User also may request that the Contractor refund such credit balances to the Eligible User. 13.4 Disputed Transactions 13.4.1 Agency The Contractor shall not hold the State responsible for payments against an individual transaction while that transaction resides in an unresolved ‘disputed’ status. If an Agency’s authorized Cardholder is determined, by means of the Disputed Transaction Procedures method, to be responsible for the disputed charges, the Agency shall pay for the goods and services received. 13.4.1.1 The Contractor shall assist the Agency in retrieving copies of any individual transaction receipts or disputed transaction receipts. The Contractor will provide the copy of the receipt, as obtained. 13.4.1.2 The Contractor shall have internal controls in place to identify Unauthorized Use Transactions made by any Agency Card Account and have the ability to, and shall, as directed by the Purchasing Card Administrator, provide responses with corrective actions to the Purchasing Card upon identification of such activity. 13.4.2 OEU The Contractor shall not hold an OEU responsible for payments against an individual transaction while that transaction resides in an unresolved ‘disputed’ status. If an OEU’s authorized Cardholder is determined, by means of the Disputed Transaction Procedures, to be to be responsible for the disputed charges, the OEU shall pay for goods and services received. 13.5 Account Delinquency Exhibit 3182 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 42 of 47 13.5.1 Agency The Contractor shall be responsible for notifying the Statewide Purchasing Card Administrator, in a mutually agreed upon method, when the Contractor believes that an Agency’s payment is in arrears. The Contractor shall provide DFS with the information necessary to perform a review of the Agency’s Corporate Account. 13.5.2 OEU The Contractor shall be responsible for notifying an OEU’s Purchasing Card Administrator, in writing, when the Contractor believes that an OEU’s payment is in arrears. The Contractor shall provide the OEU with the information necessary to perform a review of the Corporate Account. Exhibit 3183 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 43 of 47 14 Representations and Warranties 14.1 Contractor’s Representations and Warranties The Contractor represents and warrants to the State as follows: 14.1.1 All components of the applications will be compatible and will properly transmit in proper format. 14.1.2 The Services will be fit for the business purposes described in the Contract and Exhibit D, Statement of Work. 14.1.3 The Contractor will perform all of the Services in accordance with generally accepted professional standards in the industry. The Contractor will use adequate numbers of qualified individuals with suitable training, education, experience, and skill to perform the Services in a manner commensurate with the requirements of this Contract. 14.1.4 The Contractor has all of the rights necessary, or ensures that its partner software contractors or other third parties involved in the creation of Deliverables have the ownership rights or licensed use, as applicable, of any and all software or interests that are critical to delivery of the Services. The Contractor will monitor and confirm that there are no gaps in the maintenance of the Contractor’s system(s) sufficient to provide the Services. 14.1.5 The Contractor will perform the Services as specified in Section 2.5, Compliance with Laws. The Contractor will be responsible for obtaining and maintaining at its expense any business licenses or permits required in the operation of its business and performance of the Services. 14.1.6 The Contractor represents and warrants that the signatory below has the power and authority necessary to enter into this Contract on behalf of the Contractor and the Contractor has the power and authority to perform fully and completely its obligations under this Contract. 14.1.7 Electronic Accessibility. Section 508 of the Rehabilitation Act Amendments, 29 USC Sec. 794, compliance information on the supplies and services in this Contract are available on a website indicated by the Contractor or final Contract. The Electronic and Information Technology standard can be found at: http://www.section508.gov/. 14.2 State Warranty and Covenant The State represents and warrants to the Contractor as follows: 14.2.1 In the event the Contractor is required to use or modify any State-licensed third party software in the course of performing the Services, the State warrants and covenants that it will acquire or has acquired the necessary approvals and license rights for the Contractor to perform such Services. Exhibit 3184 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 44 of 47 14.2.2 Information provided by the State online as to the State’s financial condition is generally accurate and sufficiently complete to give the Contractor accurate knowledge of the State’s financial condition. 14.3 Disclaimer THE FOREGOING EXPRESS WARRANTIES ARE IN LIEU OF ALL OTHER WARRANTIES AND EACH PARTY EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, BY OPERATION OF LAW OR OTHERWISE, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Exhibit 3185 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 45 of 47 15 Exit Transition Services If at any time the Contract is canceled, terminated, or has expired, or a contract is subsequently executed with a firm other than the Contractor, the Contractor has the affirmative obligation to assist in the smooth transition of Contract services to the subsequent contractor. The Contractor agrees to provide, for up to six (6) months after termination or until the subsequent provider is fully operational, whichever occurs first, all reasonable termination assistance requested by the Department to facilitate the orderly transfer of such services to the Department or its designees. At a minimum, the Contractor agrees to provide to the Department data definitions, table structure, State Data and Shared Data under its control, allowing the Department a smooth transition to in-house or substituting for vendor implementation of similar functionality to that provided by the Contractor. Such termination assistance shall be at no additional charge to the Department if the termination is due to the Contractor default and, if associated with technology services, shall not exceed the Contractor’s current maintenance rates for such services. Such termination assistance will be deemed by the parties to be governed by the terms and conditions of this Contract (notwithstanding its termination) other than any terms or conditions that do not reasonably apply to such termination assistance. Exhibit 3186 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 46 of 47 16 Survival The respective obligations of the parties, which by their nature would continue beyond the termination or expiration of this Contract, including without limitation, the obligations regarding exit transition processing and settlement of card transactions, confidentiality, proprietary interests, data security obligations, data access, indemnification, limitations of liability, insurance and endorsements and references shall survive termination, cancellation or expiration of this Contract. Exhibit 3187 OF 434 Special Contract Conditions Purchasing Card Services Contract No. 84121500-15-01 Page 47 of 47 17 Dispute Resolution and Governing Law This section modifies and supersedes section 31 Exhibit B, General Contract Conditions, Form PUR 1000. 17.1 Representatives of the Contractor and the Department shall meet as often as the parties reasonably deem necessary to gather and furnish information regarding the issue in dispute which the parties regard as appropriate to resolve the dispute; 17.2 The party representatives shall discuss the matter and negotiate in good faith to resolve the matter; 17.3 In the event that an agreed upon resolution is not reached through negotiation, the Department’s Contract Manager shall make a determination about the matter, reduce the decision to writing, and send a copy to the Contractor’s representative; 17.4 In the event the Contractor is dissatisfied with the Department’s decision, the Contractor may initiate a formal alternative dispute resolution mechanism; however, no mandatory mediation or arbitration is authorized, and any provision to the contrary does not apply to this Contract; 17.5 Failing success of both the informal and formal dispute resolution processes identified above, jurisdiction for any dispute arising under the terms of the Contract will be in the courts of the State of Florida, and venue will be in the Second Judicial Circuit, in and for Leon County. In any such action, Florida law shall apply; 17.6 Except as otherwise provided by law, the parties agree to be responsible for their own attorney fees incurred in connection with disputes arising under the terms of this Contract; and 17.7 Card disputes will be resolved by other dispute resolution processes more particularly identified in Exhibit D, Statement of Work. Exhibit 3188 OF 434 Exhibit D: Statement of Work State Term Contract No. 84121500-15-01 Purchasing Card Services Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 1 of 49 Statement of Work Contents 1 Statement of Work Overview ............................................................................................... 5 1.1 Services ....................................................................................................................... 5 1.2 Solution ........................................................................................................................ 6 1.3 Program and Contract Phases ..................................................................................... 6 2 Project Management ........................................................................................................... 7 2.1 Key Personnel ............................................................................................................. 7 2.2 Key Personnel Roles and Responsibilities ................................................................... 8 3 Agency Program Implementation ........................................................................................ 9 3.1 Overview ...................................................................................................................... 9 3.2 Services ......................................................................................................................10 4 Agency Program Operation ................................................................................................10 4.1 Overview .....................................................................................................................11 4.2 Services ......................................................................................................................11 4.3 Agency Program Staffing Plan ....................................................................................12 5 Agency Program Transition ................................................................................................12 5.1 Overview .....................................................................................................................13 5.2 Services ......................................................................................................................13 5.3 Final Payments and Data Transfer ..............................................................................14 6 Customer Support ..............................................................................................................14 6.1 General Requirements ................................................................................................14 6.2 OEU Requirements .....................................................................................................14 6.3 Agency Requirements .................................................................................................15 6.4 Agency Customer Support Plan ..................................................................................15 7 User Training .....................................................................................................................16 Exhibit 3189 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 2 of 49 7.1 General Requirements ................................................................................................16 7.2 OEU User Training Plan..............................................................................................18 7.3 Agency User Training Plan .........................................................................................18 7.4 Agency User Training Materials ..................................................................................19 8 Program Plans ...................................................................................................................19 8.1 Program Disaster Recovery Plan ................................................................................20 8.2 Solution Security Report .............................................................................................20 8.3 Disputed Transaction Procedures ...............................................................................21 8.4 Error Resolution Procedures .......................................................................................21 9 Contract Reporting .............................................................................................................21 9.1 Contract Reports .........................................................................................................21 9.2 Contract Review Meetings ..........................................................................................22 10 Card Production & Issuance ...........................................................................................22 10.1 General Card Physical Requirements .........................................................................22 10.2 Agency Card Physical Requirements ..........................................................................23 10.3 OEU Card Physical Requirements ..............................................................................24 10.4 General Card Issuance Requirements ........................................................................25 10.5 Agency Card Issuance Requirements .........................................................................25 10.6 Lost or Stolen Cards ...................................................................................................26 11 FLAIR Data Integration ...................................................................................................27 11.1 Integration Plan ...........................................................................................................27 11.2 FLAIR Data Validation File ..........................................................................................28 11.3 Payment Settlement File .............................................................................................28 11.4 Payment Settlement Error File ....................................................................................29 11.5 Automated Clearing House (ACH) File ........................................................................29 11.6 Charge Data File .........................................................................................................29 11.7 Scanned Images File ..................................................................................................30 11.8 Delivery of and Compensation for the FLAIR Data Validation and Payment Settlement Error Files ..............................................................................................................................30 11.9 FLAIR Replacement ....................................................................................................31 12 Agency Enrollment .........................................................................................................31 12.1 Agency Enrollment Plan ..............................................................................................31 Exhibit 3190 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 3 of 49 12.2 Solution Deployment ...................................................................................................32 12.3 Initial Agency User Training ........................................................................................32 12.4 Card Account Establishment .......................................................................................32 13 OEU Program Implementation ........................................................................................33 13.1 OEU Program Implementation Overview ....................................................................33 14 OEU Program Operation ................................................................................................35 14.1 OEU Program Operation Overview .............................................................................35 14.2 OEU Program Operation Services ..............................................................................35 15 OEU Program Transition ................................................................................................35 15.1 Overview .....................................................................................................................36 15.2 Services ......................................................................................................................36 16 Program Performance Measures ....................................................................................37 16.1 Development of Performance Measures .....................................................................37 16.2 Use and Reporting of Performance Measures ............................................................39 17 The Solution ...................................................................................................................39 17.1 General Requirements ................................................................................................40 17.2 User Administration & Access Requirements ..............................................................40 18 Card Account Administration ..........................................................................................41 18.1 General Card Account Administration Requirements ..................................................41 18.2 Emergency Card Account Administration Requirements .............................................42 18.3 Transaction & Charge Limits .......................................................................................43 18.4 Merchant Category Code Restrictions .........................................................................43 19 Transaction Approval & Transaction Approval Workflow ................................................44 19.1 Transaction Approval ..................................................................................................44 19.2 Transaction Approval Workflow Management .............................................................45 19.3 Agency Accounting Entries .........................................................................................45 19.4 Transaction Approval Auditing ....................................................................................46 19.5 Supporting Documentation Management ....................................................................47 20 Program Reporting .........................................................................................................47 20.1 General Program Reporting ........................................................................................47 20.2 Configurable Program Reporting .................................................................................48 21 Contract Deliverables .....................................................................................................48 Exhibit 3191 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 4 of 49 21.1 Submission and Delivery of Deliverables ....................................................................48 21.2 Quality Assurance .......................................................................................................48 Exhibit 3192 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 5 of 49 1 Statement of Work Overview This Statement of Work (SOW) gives an overview and provides the details of the Services and Solution to be provided by the Contractor to Eligible Users to support the Program under this Contract. Currently, there are more than 20,000 Cardholders across 35 Agencies and over 200 Other Eligible Users (OEUs) in the Program. 1.1 Services The Department requires that the Contractor provide Services to support Eligible User’s usage of Card Accounts and the Solution that administers them. The Department considers the Services named below to be the fundamental elements of which the Program is composed, and, as such, considers the Contractor’s provision of the Services to be of paramount importance to the success of the Program. 1.1.1 The Contractor shall provide Eligible Users with non-revolving credit Card Accounts (Purchasing Cards) issued to Cardholders designated by Eligible Users. 1.1.2 The Purchasing Cards provided by the Contractor shall be the MasterCard or Visa card brand. 1.1.3 The Contractor shall provide sufficient Services to support all aspects of administering these Card Accounts, in accordance with this SOW. 1.1.4 The Contractor shall provide the following Services to all Eligible Users that choose to participate in the Program. In addition to the Solution, outlined in Section 1.2, the Services required by this SOW include: 1.1.4.1 Project Management (Section 2) 1.1.4.2 Agency Program Implementation (Section 3) 1.1.4.3 Agency Program Operation (Section 4) 1.1.4.4 Agency Program Transition (Section 5) 1.1.4.5 Customer Support (Section 6) 1.1.4.6 User Training (Section 7) 1.1.4.7 Program Plans (Section 8) 1.1.4.8 Contract Reporting (Section 9) 1.1.4.9 Card Production & Issuance (Section 10) 1.1.4.10 FLAIR Data Integration (Section 11) 1.1.4.11 Agency Enrollment (Section 12) 1.1.4.12 OEU Program Implementation (Section 13) Exhibit 3193 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 6 of 49 1.1.4.13 OEU Program Operation (Section 14) 1.1.4.14 OEU Program Transition (Section 15) 1.1.4.15 Program Performance Measures (Section 16) 1.2 Solution The Department requires the Contractor to provide a Solution that allows Eligible Users’ Purchasing Card Administrator(s) to manage and routinely make changes to Card Accounts, Transaction Approval & Transaction Approval Workflow, Program structure, and perform Program Reporting in real time. Further specific details about the requirements for the Solution are located in Section 17 of this SOW. 1.2.1 The Contractor shall provide the Solution, described in Section 17 of this SOW, to Eligible Users that choose to participate in the Program. In addition to the Services, outlined in Section 1.1, the Solution must have the following functionality: 1.2.1.1 Card Account Administration (Section 18) 1.2.1.2 Transaction Approval & Transaction Approval Workflow (Section 19) 1.2.1.3 Program Reporting (Section 20) 1.3 Program and Contract Phases The Department requires that the Contract have three distinct phases throughout its life cycle: Implementation, Operation, and Transition. Additionally, the Department requires that each Eligible User’s participation in the Program should have the same three phases. The Services required during each phase, for both the Contract as a whole and each Eligible User individually, are broadly detailed below, and more specifically defined throughout the entire SOW. 1.3.1 Implementation Phase During the Implementation Phase for an Eligible User, the Contractor shall provide the Services and Solution appropriate to the Eligible User as detailed in this SOW for as long as is necessary for Eligible User to implement and begin using the Services and operating the Solution. Each Eligible User, in accordance with their own governance, is the sole determinant of when they have completed the Implementation Phase. 1.3.2 Operation Phase Once the Implementation Phase is completed for each Eligible User and the elements of the Services and Solution required by that Eligible User have been implemented and accepted, that Eligible User will be in the Operation Phase. Exhibit 3194 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 7 of 49 During the Operation Phase, the Contractor shall provide the Services and Solution required by this SOW, and as requested by the Eligible User, for the term of the Contract. 1.3.3 Transition Phase If the Department elects to transition to a new vendor, or if an Eligible User elects to leave the Program, the Contractor shall assist the Department and Eligible User(s), in accordance with the approved Transition Plan(s), in the Transition out of the Program or of the Contract to the new vendor. 1.3.4 Separate Provisions for Eligible Users During the phases described in this section, the Contractor shall make separate provisions for the enrollment in the Program of, the deployment of the Solution to, and the use of the Services by, two separate and distinct groups of Eligible Users: 1.3.4.1 Agencies, and 1.3.4.2 Other Eligible Users (OEUs). 1.3.5 All provisions made by the Contractor for Eligible Users, both Agencies and OEUs, while separate and distinct for each group, shall be in compliance with this SOW. 2 Project Management Proper governance of a Program of the size and scope of the State of Florida Purchasing Card Program requires a single governing body to serve as the primary liaison for all issues regarding the Program. As specified in Exhibit C, Special Contract Conditions, the Department and DFS will form a PMO to manage the implementation and operation of the Services by Eligible Users. The Contractor must work with this organization in order to ensure comprehensive governance of the Contract. 2.1 Key Personnel The Department requires the Contractor to have a dedicated team (Key Personnel) to work with the PMO during the Contract to develop, document, and, perform the steps necessary to minimize implementation, conversion, and operational difficulties as part of the Services. The Department requires the Contractor‘s Key Personnel to be knowledgeable in the Program. The Contractor will provide all Key Personnel, and alternates, provided each candidate meets the requirements below. 2.1.1 The Contractor shall delineate staff, by name and title, proposed candidates for Key Personnel. Exhibit 3195 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 8 of 49 2.1.2 The Contractor may designate alternates to the Key Personnel, listed below, to assist the State of Florida in the event of the designated Key Personnel being unavailable. The alternate Key Personnel must meet the same qualifications and possess, or have ready access to, the same knowledge and information required of the primary Key Personnel. 2.1.3 The Key Personnel shall have overall responsibility for managing or successfully performing the Services and providing the Solution to Eligible Users as specified in this SOW. 2.1.4 The Key Personnel shall, at a minimum, include: 2.1.4.1 Project Manager The Project Manager will be responsible for development of the Agency Program Implementation Plan and assisting with all activities during the Implementation Phase of the Contract. The Project Manager shall be a Project Management Professional (PMP), certified by the Project Management Institute (PMI). 2.1.4.2 Program Manager The Program Manager will be responsible for coordinating with the PMO for the delivery of all Services during all program phases (Implementation, Operation and Transition) provided under the Contract. 2.1.4.3 Technical Representative The Technical Representative must be familiar with DFS technical specifications and critical timeframes and shall be available to assist the Statewide Purchasing Card Administrator with handling file problems and solutions during daily operations. The Technical Representative will assist when file deficiencies are identified, Corrective Action Plans are developed, and when additional assessments are necessary. 2.1.4.4 Customer Service Representative The Customer Service Representative must be responsible for assisting the Statewide Purchasing Card Administrator with all procedural and operational activities and assisting each Agency Purchasing Card Administrator with all Cardholder issues. 2.2 Key Personnel Roles and Responsibilities The Department requires that the Key Personnel designated by the Contractor serve as the points of contact for members of the PMO, ensuring that State personnel will not have to coordinate with multiple areas within the Contractor’s organization to resolve any issues. Exhibit 3196 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 9 of 49 2.2.1 The Key Personnel designated by the Contractor shall serve as the sole points of contact for their respective realms of responsibility in the Program, as described above. 2.2.2 The Contractor shall inform the PMO no later than ten Business Days after removal or reassignment of any Key Personnel or alternates. 2.2.3 The Contractor shall make all Key Personnel, and alternates, if designated, available as indicated in the approved Agency Program Staffing Plan (Section 4.3). 2.2.4 The Contractor shall, upon notification by the PMO, take corrective action regarding any issues with Key Personnel, or alternates, provided to the Program. Corrective action may include removal of problem Key Personnel, or alternates, from the Program, if issues remain unresolved after ninety calendar days of training and coaching as requested by the PMO. 2.2.5 The Key Personnel, and alternates, if designated, are to be available, upon request of the PMO, for the appropriate Program Phase of the Contract as outlined in Table 2-1: Key Personnel Availability by Contract Phase. 3 Agency Program Implementation The Department requires the Contractor to timely implement a purchasing card program with at least 20,000 separate cards issued to individual State employees (Cardholders) spread across at least 35 State of Florida Agencies. Each Agency will require the establishment of a separate Corporate Account, and uses the same form of payment: Electronic Funds Transfer (EFT) in the form of an Automated Clearing House (ACH) File, which is processed by the Florida Accounting Information Resource (FLAIR), the State of Florida’s in-house accounting system owned and managed by the DFS. 3.1 Overview In order to facilitate a smooth implementation of the Program from the current provider to the Contractor, the Department requires the Contractor to create and execute a comprehensive Agency Program Implementation Plan as part of the Services. The purpose of this plan is to detail all steps and requirements necessary to set up all State of Florida Agencies in the Program created under this Contract. Title Implementation Operation Transition Project Manager Required Not required Not Required Program Manager Required Required Required Technical Representative Required Required Required Customer Service Representative Required Required Required Table 2-1: Key Personnel Availability by Contract Phase Exhibit 3197 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 10 of 49 3.1.1 The Contractor shall provide a detailed and comprehensive Agency Program Implementation Plan in compliance with this SOW. 3.1.2 The Agency Program Implementation Plan shall: 3.1.2.1 Provide a schedule for the implementation of Services and Solution, by Agency 3.1.2.2 Outline the work required to implement and deploy the Services and Solution to all Agencies within the allotted implementation time period. 3.1.2.3 Provide realistic timeframes to complete the work outlined. 3.1.2.4 Provide adequate staff to meet those timeframes. 3.1.2.5 Provide tasks to ensure effective and efficient communication during the implementation and deployment of the Services and Solution to all Agencies. 3.1.3 The Agency Program Implementation Plan shall include the following: 3.1.3.1 FLAIR Data Integration Plan (Section 11) 3.1.3.2 Agency Enrollment Plan (Section 12) 3.1.4 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Program Implementation Plan and begin providing the Agency Program Implementation Services. 3.2 Services 3.2.1 The Contractor shall provide the following Services as part of Agency Program Implementation: 3.2.1.1 Project Management (Section 2) 3.2.1.2 FLAIR Data Integration (Section 11) 3.2.1.3 Program Performance Measures (Section 16) 3.2.1.4 Agency Enrollment (Section 12) 4 Agency Program Operation The Department requires the Contractor to operate, on an ongoing basis, a purchasing card program with at least 20,000 separate cards issued to individual State employees (Cardholders) spread across at least 35 State of Florida Agencies. Exhibit 3198 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 11 of 49 4.1 Overview In order to facilitate smooth operations by Agencies of the Solution and Services offered by the Contractor, the Department requires that the Contractor, as part of the Services, create and execute a comprehensive Agency Program Operation Plan. The Agency Program Operation Plan includes all aspects of the Operation phase of the Program. 4.1.1 The Contractor shall provide a detailed comprehensive Agency Program Operation Plan in compliance with this SOW. 4.1.2 The Agency Program Operation Plan shall: 4.1.2.1 Outline the ongoing work and activities required to operate the Solution and Services after the Agency Implementation Phase is completed. 4.1.2.2 Provide periodic schedules to monitor the work and activities outlined. 4.1.2.3 Provide adequate staffing to ensure uninterrupted operation of the Solution and Services. 4.1.2.4 Provide tasks to ensure effective and efficient communication during the Operation Phase. 4.1.3 The Agency Program Operation Plan shall include the following Plans: 4.1.3.1 Program Disaster Recovery Plan (Section 8.1) 4.1.3.2 Solution Security Report (Section 8.2) 4.1.3.3 Agency Program Staffing Plan (Section 4.3) 4.1.3.4 Agency Customer Support Plan (Section 6.4) 4.1.3.5 Agency User Training Plan (Section 7.3) 4.1.4 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Program Operation Plan and begin providing the Program Operation Services. 4.2 Services 4.2.1 The Contractor shall provide the following Services as part of Program Operation: 4.2.1.1 Project Management (Section 2) 4.2.1.2 Program Performance Measures (Section 16) 4.2.1.3 Agency Enrollment (Section 12) 4.2.1.4 Customer Support (Section 6) 4.2.1.5 User Training (Section 7) Exhibit 3199 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 12 of 49 4.2.1.6 Contract Reporting (Section 9) 4.2.1.7 Card Production & Issuance (Section 10) 4.3 Agency Program Staffing Plan The Department requires the Contractor to provide an Agency Program Staffing Plan. The purpose of the Agency Program Staffing Plan is to document the staff necessary to support the Operation phase of the Program by Agencies. 4.3.1 The Contractor shall provide a detailed and comprehensive Agency Program Staffing Plan in compliance with this SOW. 4.3.2 The Agency Program Staffing Plan shall detail the Contractor’s staffing levels to support the requirements detailed in the: 4.3.2.1 Program Disaster Recovery Plan (Section 8.1) 4.3.2.2 Agency Customer Support Plan (Section 6.4) 4.3.2.3 Agency User Training Plan (Section 7.3) 4.3.3 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Program Staffing Plan. 4.3.4 The Contractor shall, upon notification by the PMO, take corrective action regarding any issues with staff provided to the Program. Corrective action may include removal of problem staff members from the Program, if issues remain unresolved after ninety days of training and coaching as requested by the PMO. 4.3.5 The Contractor shall review and update the Agency Program Staffing Plan annually. 5 Agency Program Transition The Department requires the Contractor to Transition an Eligible User out of the Program with minimal difficulty should any Eligible User elect to leave the Program or should the Department elect to solicit for and award a Contract for the Services, Solution, and Program to a vendor other than the Contractor in the future. The Department envisions the Transition Phase of any Agency, or the Contract as a whole, to involve a stepped reduction of Agency Services as each Agency leaves the Program, or the Department implements the Program with a new vendor. The Department requires the Contractor to simultaneously provide both Agency Program Operation and Agency Program Transition Services to ensure continued Operations of Agencies that have not entered the Transition Phase and a successful Transition of Agencies that are leaving the Program or that have begun Implementation with the new vendor. Exhibit 3200 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 13 of 49 5.1 Overview In order to facilitate a smooth transition from the Contractor to a new vendor, the Department requires the Contractor to create, maintain, and execute when needed, a comprehensive Agency Program Transition Plan. The purpose of this plan is to detail all steps and requirements necessary to close-out an Agency’s participation in the Program created under this Contract should any Agency elect to leave the Program or the Department elect to solicit for, and award, a Contract for the provision of the Services and Solution with a new vendor. 5.1.1 The Contractor shall provide a detailed comprehensive Agency Program Transition Plan in compliance with this SOW. 5.1.2 The Agency Program Transition Plan shall: 5.1.2.1 Outline the work required to close out and reconcile the Services and Solution within the allotted transition time period. 5.1.2.2 Outline the work required to reconcile and close all Card Accounts and each Agency’s Corporate Account. 5.1.2.3 Provide realistic timeframes to complete the work outlined and adequate staff to meet those timeframes. 5.1.2.4 Provide tasks to ensure effective and efficient communication during the transition of services from the Contractor to the new vendor. 5.1.3 Upon Acceptance by the PMO, the Contractor shall review and update the Agency Program Transition Plan annually. 5.1.4 Upon request of the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Program Transition Plan and begin providing the Program Transition Services. 5.2 Services The Department requires the Contractor to facilitate the Transition of each Agency away from the Program or to the new vendor, if applicable. The Department will require the Contractor continue to provide Operation Services (Section 4.2) to each Agency until the Contractor is notified by that Agency and DFS that all Card Accounts have been closed and all payments have been transmitted. 5.2.1 The Contractor shall provide the following Services as part of Program Transition: 5.2.1.1 Project Management (Section 2) 5.2.1.2 Program Performance Measures (Section 16) 5.2.1.3 Customer Support (Section 6) 5.2.1.4 Contract Reporting (Section 9) Exhibit 3201 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 14 of 49 5.2.1.5 Upon notification from the PMO that an Agency’s Program has been transitioned, the Contractor shall close that Agency’s Corporate Account in accordance with the approved Agency Transition Plan. 5.3 Final Payments and Data Transfer The Department requires the Contractor to transmit all outstanding data files to FLAIR and the Information Warehouse as part of the final Transition and closing out of the Program. DFS will continue to receive the files specified in the FLAIR Data Integration until such time as there is no data remaining to transmit or receive from the Contractor. 5.3.1 The Contractor shall continue to provide and receive the transfer of files specified in FLAIR Data Integration until notified by the PMO that there is no data or that there are no more payments to be transmitted. 5.3.2 The Contractor shall transfer to the Information Warehouse all remaining Charge Data or Scanned Images (when available) before the Contract may be closed. 6 Customer Support The Department requires the Contractor to efficiently support a Purchasing Card Program with over 20,000 Card Accounts spread across at least 35 State of Florida Agency and at least 200 OEUs. 6.1 General Requirements The Department requires the Contractor to provide Customer Support to all Eligible Users as part of the Services. Customer service representatives provided as Customer Support should be knowledgeable in all aspects of the Program and are responsible for assisting Eligible User Purchasing Card Administrators with: all procedural and operational activities of the Program, difficulty or issues in using the Solution, and all Cardholder issues that cannot be resolved in the Solution. 6.1.1 The Contractor shall provide the following Customer Support to all Eligible Users: 6.1.1.1 A toll-free number and an online method, through the Solution for those users with Solution access, available twenty-four hours a day, seven days a week, for Cardholders and Purchasing Card Administrators to report lost/stolen cards. 6.1.1.2 A toll-free number available twenty-four hours a day, seven days a week, for emergency assistance. 6.2 OEU Requirements The Department requires the Contractor to provide specific Customer Support to OEUs as detailed below. Exhibit 3202 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 15 of 49 6.2.1 The Contractor shall provide the following Customer Support to OEUs: 6.2.1.1 A toll-free number to a customer service representative to assist OEUs Purchasing Card Administrators with issues in using the Solution, available 8:00 A.M.- 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. 6.2.1.2 A toll-free number to a customer service representative for the OEUs Purchasing Card Administrator’s inquiries involving accounts, billing, and Services from 8:00 A.M. to 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. 6.3 Agency Requirements The Department requires the Contractor to provide specific Customer Support to Agencies as detailed below. 6.3.1 The Contractor shall provide the following Customer Support to Agency Eligible Users: 6.3.1.1 A toll-free number to the Customer Service Representative for Agency Purchasing Card Administrators available 8:00 A.M.- 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. 6.3.1.2 A toll-free number to the Customer Service Representative, Program Manager, and Technical Representative for the Statewide Purchasing Card Administrator’s inquiries involving accounts, billing, and Services from 8:00 A.M. to 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. 6.3.1.3 An email address for the Customer Service Representative to be used by Agency Purchasing Card Administrators and the Statewide Purchasing Card Administrator for handling administration, management, technical, and customer service operations specific to Agency participation. 6.3.2 The Contractor shall provide security controls to identify Purchasing Card Administrators when they make Customer Support calls. 6.4 Agency Customer Support Plan The Department requires the Contractor to provide an Agency Customer Support Plan. The purpose of the Agency Customer Support Plan is to document the policies and procedures for Customer Support that the Contractor offers to Agencies as part of the Program. 6.4.1 The Contractor shall provide a detailed and comprehensive Agency Customer Support Plan in compliance with this SOW. Exhibit 3203 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 16 of 49 6.4.2 The Agency Customer Support Plan shall provide details to meet the Customer Support requirements below. 6.4.3 The Agency Customer Support Plan shall provide security controls for verifying the identity of, prior to providing any information about the Program, the: 6.4.3.1 Statewide Purchasing Card Administrator, 6.4.3.2 Agency Purchasing Card Administrators, 6.4.3.3 Users, and 6.4.3.4 Cardholders. 6.4.4 The Agency Customer Support Plan shall provide security controls to prevent unauthorized individuals from: 6.4.4.1 Accessing confidential information, 6.4.4.2 Cancelling existing, ordering new or replacement cards, and 6.4.4.3 Requesting modifications to Card Account Transaction & Charge Controls or Merchant Category Code Restrictions. 6.4.5 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Customer Support Plan. 6.4.6 The Contractor shall review and update the Agency Customer Support Plan annually. 7 User Training The Department requires the Contractor to provide initial and ongoing User Training to the Program, which includes, at present; at least 20,000 Eligible User Card Accounts spread across 35 State of Florida Agency and 200 OEUs. Each Eligible User has at least one Purchasing Card Administrator, and an undetermined number of potential Users. The Department envisions User Training to include multiple channels of information dissemination, requiring the appropriate mix of classroom, webinar, on- demand online, and written documentation training methods and materials. The Department requires that the Contractor work with the PMO to provide Training Plans and programs for OEUs and Agencies that allow each Eligible User maximum autonomy in the operation of their Program. 7.1 General Requirements The Department requires the Contractor to provide User Training Plan(s) as part of the Services. The purpose of the User Training Plan(s) is to document the elements required to train and refresh Eligible Users in the operation of the Solution and use the Services. Exhibit 3204 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 17 of 49 The User Training Plan(s) provided by the Contractor must cover all details necessary to familiarize Users of the Solution with all the functionality available to perform their designated Role, and must provide refresh training, update training, and written documentation (ex. user quick-start guides and manuals) for infrequent Users to be walked through seldom-used tasks. 7.1.1 The User Training Plan(s) shall detail all aspects of User Training that the Contractor will provide to Eligible Users who elect to participate in the Program, both present and future, including: 7.1.1.1 Demonstration and pilot, if requested by Eligible User, 7.1.1.2 Instructor guidebooks, 7.1.1.3 Contractor’s guidelines (policies and procedures), 7.1.1.4 Training methods and channels, and 7.1.1.5 User Training materials (electronic access). 7.1.2 The User Training Plan shall detail how the Contractor will use the following methods and channels to most effectively train and refresh Users: 7.1.2.1 Classroom training for Program Administrators, 7.1.2.2 Webinar training, 7.1.2.3 On-demand online training, and 7.1.2.4 Written documentation, 7.1.3 The Contractor, in consultation with the PMO, shall provide Role-specific User Training materials for all Users which take full advantage of the methods and channels described above. 7.1.4 The Contractor shall provide Role-specific User Training materials, detailed in the User Training Plan(s), for the following aspects of Solution functionality: 7.1.4.1 User Administration (Section 17.2), 7.1.4.2 Card Account Administration (Section 18), 7.1.4.3 Transaction Approval & Transaction Approval Workflow Management (Section 19), 7.1.4.4 Supporting Documentation Management (Section 19.5), and 7.1.4.5 Program Reporting (Section 20). 7.1.5 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the User Training Plan(s) and begin providing the User Training to all Eligible Users. Exhibit 3205 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 18 of 49 7.1.6 The Contractor shall review, at least quarterly, with the PMO, the User Training Plan(s) and User Training Materials. 7.2 OEU User Training Plan The Department requires the Contractor to provide an OEU User Training Plan containing elements described in Section 7.1, except for required classroom training. The purpose of the OEU User Training Plan is to document the Contractor’s User Training on all aspects of the Program, in all Program Phases. 7.2.1 The Contractor shall provide a detailed and comprehensive OEU User Training Plan in compliance with this SOW. 7.2.2 In cooperation with the PMO and appropriate participating OEU, the Contractor shall implement the OEU User Training Plan. 7.2.3 The Contractor shall review and update the OEU User Training Plan annually. 7.3 Agency User Training Plan The Department requires the Contractor to provide an Agency User Training Plan containing all the elements described in Section 7.1. The purpose of the Agency User Training Plan is to document the Contractor’s User Training on all aspects of the Program, in all Program Phases. 7.3.1 The Contractor shall provide a detailed and comprehensive Agency User Training Plan in compliance with this SOW. 7.3.2 The Agency User Training Plan shall provide details to meet the Agency User Training requirements detailed below. 7.3.3 The Agency User Training Plan shall cover all aspects of Agency User Training, including: 7.3.3.1 Agency User Training methods will include initial training of Program Administrators and Approvers in a classroom setting. Ongoing training will be an appropriate mix of classroom, webinar, on-demand online, and written documentation; 7.3.3.2 Agency User Training Materials (electronic access); and 7.3.3.3 Instructional guidebooks and manuals. 7.3.4 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency User Training Plan. 7.3.5 The Contractor shall review and update the Agency User Training Plan at least quarterly. Exhibit 3206 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 19 of 49 7.4 Agency User Training Materials The Department requires that the Contractor ensure that the Agency Programs in particular require minimal interference and Customer Support from the Contractor. The Department desires that Agency Users be fully trained and empowered to operate the daily details of administering their respective Programs. The Department envisions that this full empowerment of Agencies would be accomplished by making available the Contractor’s User Training materials and the Agency policies and procedures regarding the State of Florida P-Card Program. These Agency User Training Materials would be presented jointly by the Contractor and DFS’ training staff at regularly scheduled training sessions. 7.4.1 The Contractor shall provide Agency User Training Materials for the State of Florida Purchasing Card Program. 7.4.2 The Agency User Training Materials provided by the Contractor shall contain information on the Contractor’s aspects of the Program. The Contractor will assist with ideas, share best practices and discuss strategies with the Agency for its specific policy and training. 7.4.3 The Agency User Training Materials shall provide for comprehensive Agency User Training, including: 7.4.3.1 Training in all aspects of Role-specific Solution functionality, 7.4.3.2 Presentation of Contractor’s guidelines (policies and procedures), and 7.4.3.3 State of Florida specific guidelines (policies and procedures). 7.4.4 When DFS updates Agency Program Policy and Procedures, the Contractor shall bring the User Training Plan(s) into compliance with the updates within thirty days from being requested by the PMO. 7.4.5 If the Contractor should implement an update to the Services and Solution, the Contractor shall provide Update Training detailing the substance of the change and the effect it will have on User functionality no more than thirty days after the update has been implemented and upon request by the PMO. 8 Program Plans In addition to specific plans related to the various Program Phases for Agency and OEUs, the Department requires the Contractor to create and maintain certain Program-wide plans that will be administered by the PMO. For plans and reports detailed in Sections 8.1 and 8.2, a non- disclosure agreement may be necessary. Exhibit 3207 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 20 of 49 8.1 Program Disaster Recovery Plan The Department requires the Contractor to provide a Program Disaster Recovery Plan. The purpose of the Program Disaster Recovery Plan is to document the process specific to the State to restore operations after a natural disaster or a disaster resulting from sabotage, negligence, or other major events. The Contractor shall provide the Statement on Standards for Attestation Engagements (SSAE) No. 16 report annually. 8.1.1 The Contractor shall provide a detailed and comprehensive Program Disaster Recovery Plan in compliance with this SOW. 8.1.2 The Program Disaster Recovery Plan shall include elements required for restoring business operations to the State of Florida Purchasing Card Program, including: 8.1.2.1 Roles and responsibilities, 8.1.2.2 Application and Inventory profiles, 8.1.2.3 Backup processes and procedures, and 8.1.2.4 Start-up and Recovery procedures. 8.1.3 The Contractor shall inform the Statewide Purchasing Card Administrator of any scheduled maintenance, described in Section 17, to be performed on the Services or Solution which would result in an interruption of service at least five Business Days in advance of the Services or Solution being unavailable. In the event of an emergency, notification shall be provided as soon as reasonably practicable. 8.1.4 The Contractor shall inform both the PMO and the Statewide Purchasing Card Administrator as soon as reasonable when there is an interruption of service in the Solution. 8.1.5 Upon Acceptance of the Plan by the PMO, and in coordination with DFS and the Department, the Contractor shall implement the Program Disaster Recovery Plan. The Contractor will use the accepted plan when circumstances require. 8.1.6 The Contractor shall review and update the Program Disaster Recovery Plan annually. 8.2 Solution Security Report The Department requires the Contractor to provide a Solution Security Report for the Solution. The purpose of the Solution Security Report is to document the process for protecting the State of Florida’s data from theft, loss, manipulation, exploitation from hackers, or damage from Solution failures. Exhibit 3208 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 21 of 49 8.2.1 The Contractor shall provide a detailed and comprehensive Solution Security Report in compliance with this SOW referred to as the Statement on Standards for Attestation Engagements (SSAE) No.16 report upon request. 8.2.2 The Solution Security Report will be shared with the PMO annually. 8.3 Disputed Transaction Procedures The Department requires the Contractor to provide Disputed Transaction Procedures. The purpose of the Disputed Transaction Procedures is to document the process for resolving any Transactions marked in the Solution by an Eligible User as ’disputed’. 8.3.1 The Contractor shall provide to the Statewide Purchasing Card Administrator forms and instructions for reporting disputed transactions. 8.4 Error Resolution Procedures The Department requires the Contractor to develop or provide Error Resolution Procedures. The purpose of the Error Resolution Procedures is to document the process for resolving any issues that result in or from the routine transfer of Electronic Files. 8.4.1 The Contractor, in consultation with the PMO, shall develop a comprehensive set of Error Resolution Procedures to deal with errors or failures of Delivery in Electronic Files. 9 Contract Reporting In order to ensure and verify the quality and consistency of Services provided by the Contractor, the Department requires the Contractor to report on the status of the entire Program as a whole, both Agency and OEUs’ participation in the Contract. The Department envisions regular quarterly meetings, in which the PMO and the Contractor meet to review the Contract Reports provided by the Contractor. During these meetings, Contract status will be assessed, contract issues will be discussed, and remedies will be formulated. 9.1 Contract Reports The Department requires the Contractor to provide Performance Measures by which the Program may be monitored and the provision of Services by the Contractor may be verified by the Department. The Department requires the Contractor to provide the PMO with Performance Measures to monitor the status of the Program and verify the Contractor’s provision of the Services and Solution under the Contract. 9.1.1 The Contractor shall provide reports of mutually agreed upon Accepted Program Performance Measures at a mutually agreed upon timeframe to the Department’s Contract Administrator pursuant to Section 16 in this SOW. Exhibit 3209 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 22 of 49 9.1.2 The Contractor shall provide monthly reports of the aggregate spending activity (Deliverable 27) of each Eligible User in the Program indicating the activity of each Program Eligible User to the Department’s Contract Administrator no more than thirty calendar days following the closing of the preceding month. 9.2 Contract Review Meetings The Department requires the Contractor to attend regular meetings in which the Contract Reports are reviewed and the status of the Program is assessed by the PMO. 9.2.1 The Contractor, including Key Personnel as needed, shall meet with the PMO to assess the Program, at least quarterly, in a Contract Review Meeting. 9.2.2 The Department’s Contract Administrator in consultation with the Contractor will set both the schedule and agenda for a Contract Review Meeting. 9.2.3 The Contractor shall submit proposed agenda items for each Contract Review Meeting to the Department’s Contract Administrator at least seven Business Days prior to the meeting. 9.2.4 The Contractor shall implement remedies for identified Contract issues formulated during the Contract Review Meetings within the timelines set during the Meetings. 10 Card Production & Issuance The Contractor must produce Purchasing Cards to be issued to Eligible User Cardholders. The Purchasing Cards must have a customized visual style, contain the data elements defined below, and be issued, delivered, and activated as specified herein. Card design may be subject to field requirements and limitations. 10.1 General Card Physical Requirements The Department requires the Contractor to provide a Purchasing Card with customizable options for the Program. Purchasing Cards issued by the Contractor must be customizable, at the request of the Eligible User’s Purchasing Card Administrator, per the card design options below. Card design may be subject to field requirements and limitations. 10.1.1 Card design options: 10.1.1.1 Standard Card: Contractor branded plastic which has no client logo or other plastic customizations. 10.1.1.2 Logo Card: Standard Card plus logo printed in a single standard color. A Logo Card may take up to four weeks for design and production. For programs less than $5MM in annual volume, a one-time fee may apply. Exhibit 3210 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 23 of 49 10.1.1.3 Extended Logo Card: A Logo Card where the logo is extended from end-to- end on card plastic with multiple color options available for the face of the plastic. An Extended Logo Card may take up to six weeks to design, build and enable production after Contractor and Eligible User approval. A one-time fee may apply. 10.1.2 Cards issued to Eligible Users shall have a unique Purchasing Card design. Each Eligible User will work with the Contractor to finalize this design during each Implementation Phase 10.1.3 The Contractor shall be responsible for the embossing and printing of the Cards to the Eligible User’s specifications. 10.1.4 Cards issued to Eligible Users shall be embossed with a name of the Cardholder, as indicated in the Solution by the Purchasing Card Administrator. 10.1.5 Cards issued to Eligible Users shall be embossed with the account number and expiration date. 10.1.6 Cards issued to Eligible Users shall have the Contractor’s toll free Customer Support telephone number printed on the back of the card. 10.2 Agency Card Physical Requirements The Department requires the Contractor to provide a Purchasing Card designed specifically and exclusively for Agency Programs. The Department will work with the Contractor to furnish the necessary artwork and develop final specifications, including color and logos during Agency Implementation. The State will use this one basic design as the standard Card stock to be used by all Agency Eligible Users. 10.2.1 Cards issued to Agencies shall have a unique Card design. The Contractor shall work with the PMO to finalize this design during Agency Implementation. 10.2.2 The PMO shall approve the layout and artwork of the Card design prior to its use or distribution. 10.2.3 Cards issued to Agencies shall be issued in the agreed upon Card design and cannot be modified without prior approval by the PMO. 10.2.4 The Department reserves the right to change the Card design during the contract term, and if doing so, will provide the Contractor with the artwork needed to make changes. 10.2.5 The Contractor shall implement the changes to the Card design for a Standard Card or Logo Card at no charge to the State. Exhibit 3211 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 24 of 49 10.2.6 Cards issued to Agencies shall be embossed with the individual employee’s name, as indicated in the Solution by the Purchasing Card Administrator. 10.2.7 Cards issued to Agencies shall be embossed with the account number and card expiration date. 10.2.8 Cards issued to Agencies shall have the following printed elements: 10.2.8.1 The State’s official seal shall be printed on the face of the Card. 10.2.8.2 The name, “STATE OF FLORIDA”, shall be printed on the face of the Card. 10.2.8.3 The phrase, “FOR OFFICIAL USE ONLY”, shall be printed on the face of the Card. 10.2.8.4 The phrase, “PURCHASING CARD”, shall be printed on the face of the Card. 10.2.8.5 The phrase, “TAX EXEMPT”, shall be printed on the face of the Card. 10.2.8.6 The Agency’s tax-exempt number shall be printed on the face of the Card. 10.2.8.7 The brand emblem (Visa or MasterCard) shall be on the face of the Card. 10.2.9 There shall be no reference to Automatic Teller Machines “ATM” or other advertising on Cards issued to Agency Eligible Users. 10.3 OEU Card Physical Requirements The Department requires the Contractor to provide OEUs with the opportunity to develop a Purchasing Card designed specifically for their Programs. The Contractor must have the ability to receive the necessary artwork and work with OEUs to develop final specifications, including color and logos, during OEU Program Implementation. Each OEU will be restricted to one basic design as the standard card stock to be used by their Program. 10.3.1 OEUs shall have the ability, without interaction from the Department, to interface with the Contractor to customize the Card stock that is issued as a standard to their Program. 10.3.2 OEUs Eligible Users may only have one standard look and feel for Card stock issued as part of their Program 10.3.3 The Contractor shall provide, as part of the OEU Program Implementation Plan, the options for customization of the front side of the card for all OEUs in the Program. 10.3.4 The customization options shall detail all options for customization, including verbiage, logo, or graphic printing. 10.3.5 Cards issued to OEUs may have the following printed elements: 10.3.5.1 An official seal, if requested, shall be printed on the face of the Card. Exhibit 3212 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 25 of 49 10.3.5.2 The name of the OEU, if requested, shall be printed on the face of the Card. 10.3.5.3 The phrase, if requested, “FOR OFFICIAL USE ONLY”, shall be printed on the face of the Card. 10.3.5.4 The phrase, if requested, “PURCHASING CARD”, shall be printed on the face of the Card. 10.3.5.5 The phrase, if requested, “TAX EXEMPT”, shall be printed on the face of the Card. 10.3.5.6 The OEU’s tax-exempt number, if requested, shall be printed on the face of the Card. 10.3.5.7 The brand emblem (Visa or MasterCard) shall be on the face of the Card. 10.4 General Card Issuance Requirements The Department requires the Contractor to provide Purchasing Cards of either major brand, MasterCard or Visa. The following General Card Issuance Requirements apply: 10.4.1 The Purchasing Cards provided by the Contractor shall be the MasterCard or Visa brand. 10.4.2 The Contractor shall be responsible and accountable for the mailing of all individual Cards issued to OEUs. 10.4.3 The Contractor and the OEU shall mutually agree to the Card delivery requirements for their individual Programs. 10.4.4 The Department requires the Contractor to provide procedures for activating Purchasing Cards issued to Cardholders. 10.5 Agency Card Issuance Requirements The Department requires the Contractor to adhere to a strict set of protocols and mailing requirements to ensure the security of the Program and the integrity of the State’s fiscal controls. 10.5.1 The Contractor shall provide Agencies with non-revolving credit Cards issued to State employees only for official State business pursuant to the State of Florida Purchasing Card Program Guidelines. 10.5.2 The Contractor shall be responsible and accountable for the mailing of all individual Cards issued to Agencies. Exhibit 3213 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 26 of 49 10.5.3 The Contractor shall not insert any additional material to what is required for secure and complete delivery with the mailed Cards. Exceptions to this restriction will generally be materials that pertain to the Program, and shall be approved, in writing, by the PMO before the Contractor may include such additional materials. 10.5.4 Cards issued to Agencies shall be mailed using a courier service which provides online tracking from origination of the order to delivery of a Card. 10.5.5 Cards issued to Agencies shall not be sent by U.S. Mail or the U.S. Postal Service. 10.5.6 Cards issued to Agencies shall be mailed to the addressee and mailing address for the respective Agency Purchasing Card Administrator. 10.5.7 Cards issued to Agencies shall not be mailed directly to the Cardholder. 10.5.8 Cards requested by Agencies for new Cardholders shall be issued within three Business Days except in the case of a custom card or an initial program issuance. 10.5.9 Cards requested by Agencies as replacement Cards for existing Card Accounts shall be issued within three Business Days of being requested in the Solution. 10.5.10 Cards requested for expedited delivery must be requested in the Solution before 3:00 PM EST and shall be issued within 1 Business Day. If the 3:00 PM EST window is missed, the system defaults back to the standard delivery and will not be treated as an expedited request. 10.5.11 Cards issued to Agencies shall be issued in a Cardholder’s name as indicated by the Agency Purchasing Card Administrator in the Solution. 10.6 Lost or Stolen Cards The Department requires the Contractor to provide for the occasions when Cardholders misplace, lose, or have their Cards stolen. 10.6.1 The Contractor shall provide a method for reporting lost or stolen Cards in both the Solution and by telephone in the form of a Customer Support toll-free number. 10.6.2 The Contractor shall accept reports of lost or stolen Cards via the Solution with a follow-up call to Customer Support toll-free number or by Customer Support toll-free number directly. 10.6.3 The Contractor shall provide a method to identify a caller reporting a lost or stolen Card as a Cardholder or a Purchasing Card Administrator. 10.6.4 The Contractor shall immediately cancel a Card upon receipt of notification that it is lost or stolen. Exhibit 3214 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 27 of 49 10.6.5 The Contractor will set system instructions to prevent automatically issuing a replacement Card for any Agency Card(s) reported lost or stolen. The Purchasing Card Administrator will order a new Card through the Solution. 10.6.6 The Contractor shall not change the mailing address for reissued Cards if requested by the Agency Cardholder. 11 FLAIR Data Integration In order to process payments for Agencies, the Department requires the Solution to either 1) be capable of or 2) be made capable of integrating various Accounting Data Elements with the Florida Accounting Information Resource (FLAIR). FLAIR is a legacy system which the State of Florida uses for all accounting and is the system of record for all payments issued by the State of Florida. The Department envisions that the FLAIR Data Integration involves a routine transfer of several files between the Contractor/Solution and FLAIR on a periodic basis Special provisions concerning the delivery of and compensation for the FLAIR Data Validation and Payment Settlement Error Files. The Contractor will complete the FLAIR Data Integration within 18 months from acceptance of the FLAIR Data Integration Plan, or as otherwise agreed to by the parties after the requirements have been fully vetted according to the plan. 11.1 Integration Plan In order to facilitate a smooth implementation of the Solution, the Department requires the Contractor to create and execute a comprehensive FLAIR Data Integration Plan. The FLAIR Data Integration Plan must include the timeframes for developing and providing a successful test validation of the required files, prior to the roll-out of services to Agencies, as specified below. 11.1.1 The Contractor shall provide a detailed and comprehensive FLAIR Data Integration Plan in compliance with this SOW. 11.1.2 The FLAIR Data Integration Plan shall include the formats and specifications for the following files: 11.1.2.1 FLAIR Data Validation File (Section 11.2), 11.1.2.2 Payment Settlement File (Section 11.3), 11.1.2.3 Payment Settlement Error File (Section 11.4), 11.1.2.4 Automated Clearing House (ACH) File (Section 11.5), 11.1.2.5 Charge Data File (Section 11.6), and 11.1.2.6 Scanned Images File (Section 11.7). 11.1.3 The FLAIR Data Integration Plan shall also: Exhibit 3215 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 28 of 49 11.1.3.1 Provide a schedule for the FLAIR Data Integration. 11.1.3.2 Outline the work required to modify the Solution and integrate the FLAIR Accounting Data Elements required for validation and transmission within the allotted implementation time period. 11.1.3.3 Provide realistic timeframes to complete the work outlined including the identification of needed resources for both State and Contractor. 11.1.3.4 Provide adequate staff to meet those timeframes. 11.1.3.5 Provide tasks to ensure effective and efficient communication during the implementation and deployment of the Services and Solution to all Agencies 11.1.4 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the FLAIR Data Integration Plan as part of the Agency Program Implementation Services. 11.2 FLAIR Data Validation File In order for FLAIR to be able to process a Transaction for payment, certain Accounting Data Elements required by FLAIR must be validated, in the Solution, before they are transmitted to DFS as an Accounting Entry in the Payment Settlement File. Validation of the Accounting Data Elements must occur during the Transaction Approval (Section 19) process. When an Approver creates an Accounting Entry associated to a Transaction, the Solution must check the Approver-entered data against data provided to the Solution by DFS as part of the FLAIR Data Validation File. Validation of the Accounting Data Elements is anticipated to reduce the likelihood of an Accounting Entry being rejected by FLAIR. The Department requires the Contractor to validate six (6) Accounting Data Elements as part of the Transaction Approval process. The FLAIR Data Validation File is uploaded each Business Day into the Solution which shall receive and store the Accounting Data Elements provided by DFS. The Contractor shall process the six (6) separate and uniquely formatted FLAIR files, containing Accounting Data Elements so that the data required for validation of every transaction is available in the Solution. 11.3 Payment Settlement File In order for FLAIR to be able to process a Transaction for payment, the Solution must either 1) be capable of or 2) be made capable of transmitting each Transaction recorded and approved as part of the Transaction Approval & Transaction Approval Workflow (Section 19) in the Solution as no fewer than twenty (20) Accounting Entries (Section 19.3) which include at least five (5) and as many as twenty-one (21) User-entered Accounting Data Elements required for FLAIR processing and utilizing a maximum of ten accounting code segment fields in the Solution. This file, known as the Payment Settlement File, shall be transmitted, in ASCII format, Exhibit 3216 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 29 of 49 to DFS on a daily basis. The specific contents of the Payment Settlement File shall be in the State’s required format, and delivered according to timing determined and outlined in the FLAIR Data Integration Plan. 11.3.1 The Solution shall transmit to DFS in the Payment Settlement File, on the night following each Business Day, the Accounting Entries associated to each approved Transaction. 11.4 Payment Settlement Error File While validating certain Accounting Data Elements will reduce errors in FLAIR processing, there will inevitably be some errors that cause an Accounting Entry to be rejected by FLAIR. After the nightly processing of the Payment Settlement File by FLAIR, DFS will transmit any Accounting Entries that are rejected by FLAIR to the Solution as a Payment Settlement Error File. The specific contents of the Payment Settlement Error File shall be in the State’s required format, and delivered according to timing determined and outlined in the FLAIR Data Integration Plan. The Department requires that the Solution match the Accounting Entries included in the Payment Settlement Error File to their original Transactions and that those Transactions be flagged and placed in the Approval Workflow (Section 19.1) to be manually checked and re- keyed if necessary. 11.4.1 The Solution shall receive and process the Payment Settlement Error File. 11.5 Automated Clearing House (ACH) File The Department requires the Contractor to accept payments for each Eligible User Agency in the form of Electronic Funds Transfer (EFT), ACH credit file, from DFS. The payments made using the ACH File will be applied against an Agency’s outstanding balance with the Contractor. 11.5.1 The Contractor shall receive and process the ACH File as payment against each Agency Corporate Account’s outstanding balance. 11.6 Charge Data File The Department requires the Contractor to provide Transaction data to the Information Warehouse. This Transaction data, along with the Accounting Entries and Supporting Documentation, will serve as the official archiving and accounting of Agency expenditures. As such, the Contractor must transmit to the Information Warehouse, on a periodic basis, a Charge Data file which contains the data elements detailed below. 11.6.1 The Contractor shall transmit the Charge Data File to the Information Warehouse as specified in the FLAIR Data Integration Plan. 11.6.2 The Charge Data File shall include data elements agreed upon by DFS and the Contractor. Exhibit 3217 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 30 of 49 11.6.3 The Charge Data File shall be transferred to the Information Warehouse in a manner allowing the Charge File to be electronically associated with the appropriate Scanned Images File data when available. 11.7 Scanned Images File The Department requires the Contractor to provide the Supporting Documentation attached to each Transaction to the Information Warehouse. This Supporting Documentation, along with the Accounting Entries and Transaction data, will serve as the official archiving and accounting of Agency expenditures. As such, the Contractor must transmit to Information Warehouse, on a periodic basis, a Scanned Images file when functionality becomes available which contains the scanned images of the Supporting Documentation associated with the Transaction data contained in the Charge Data File. 11.7.1 The Contractor shall transmit the Scanned Images File, when functionality becomes available, to the Information Warehouse as specified in the FLAIR Data Integration Plan. 11.7.2 The Scanned Images File shall be transferred to the Information Warehouse in a manner allowing the Supporting Documentation to be electronically associated with the appropriate Charge Data File data. 11.8 Delivery of and Compensation for the FLAIR Data Validation and Payment Settlement Error Files The State has agreed to compensate the Contractor for the development of the FLAIR Data Validation and Payment Settlement Error Files and for the initial incorporation of the data from these files into the Solution for use by the State. This compensation shall be accomplished by reductions in the amount of rebate dollars paid to the State. Each such reduction shall be agreed to by the State in writing prior to its effect and shall be based on the Contractor’s completion of previously planned and agreed to milestones and related compensation amounts. The State and the Contractor shall agree to the details for the development of the FLAIR Data Validation and Payment Settlement Error Files as a clearly delineated portion of the FLAIR Data Integration Plan, constructed pursuant to Deliverables 32 and 33 and Section 11 of the Statement of Work. The details shall include an identification of milestones to be accomplished and resources required for, a schedule for the completion of, and the compensation attached to, each milestone. Additionally, the development of each milestone shall include an assessment of the resources and time required, so that the State may make determinations affecting both the time required and the cost of each milestone. Once this delineated portion of the FLAIR Data Integration plan is begun, and no less than once each quarter, the Contractor shall report on its progress in accomplishing each milestone and request the State to agree, for each milestone accomplished, that the milestone has been Exhibit 3218 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 31 of 49 accomplished and the associated compensation has been earned. Once the State has so agreed, in writing, the Contractor may deduct the agreed to amount from the next scheduled state rebate payment. Contractor shall submit documentation for services in detail sufficient enough for a proper pre-audit and post-audit. The Department reserves the right to request additional documentation. This section is supplemental to and not in replacement of Deliverables 32 and 33 and Sections 11.2 and 11.4 of the Statement of Work. 11.9 FLAIR Replacement The parties recognize that there may be a replacement to FLAIR. The FLAIR replacement will be addressed in a mutually updated FLAIR Data Integration Plan in concert with the Solution’s standard ERP integration file specifications. 12 Agency Enrollment The Department requires the Contractor to timely enroll each of the at least 35 State of Florida Agencies in the Purchasing Card Program. Enrollment of an Agency in the Program consists of setting up the Corporate Account, deploying the Solution to the Agency’s Purchasing Card Administrator(s), fully training the Purchasing Card Administrator(s) and Approver(s) in using the Solution, and issuing new cards to Cardholders. After successfully completing FLAIR Data Integration, (see Section 11), the Department envisions that the Agency Enrollment would be accomplished in waves, agency by agency, until all 35 current agencies are fully using the Services and Solution. In addition, should additional Agencies elect to join the Program at a future date, the Department envisions the Agency Enrollment Plan be used to timely enroll those Agencies in the Program. 12.1 Agency Enrollment Plan The Department requires the Contractor to provide an Agency Enrollment Plan as part of the Agency Program Implementation Plan. The purpose of the Agency Enrollment Plan is to document all tasks and provide a schedule for the completion of those tasks required to enroll and establish each Agency in the Program, allowing them to operate the Solution and use the Services. 12.1.1 The Contractor shall, in consultation with the PMO, provide a detailed and comprehensive Agency Enrollment Plan in compliance with this SOW. 12.1.2 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Enrollment Plan and begin providing the Agency Program Implementation Services (Section 3.2). Exhibit 3219 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 32 of 49 12.2 Solution Deployment After Acceptance of the FLAIR Data Integration (Section 11) and of the Agency Enrollment Plan, the Contractor and the PMO will begin enrolling Agencies in the Program according to the Agency Enrollment Plan. Solution Deployment involves any and all steps necessary to prepare an Agency to operate the Solution with minimal intervention from the Contractor. 12.2.1 The Agency Enrollment Plan shall cover all aspects of Solution Deployment, including: 12.2.1.1 The roll-out schedule for an Agency, 12.2.1.2 Tasks for setting up a Corporate Account number for each Agency, 12.2.1.3 Contact information and roles and responsibilities for all Contractor Program Support Staff, and 12.2.1.4 Solution access set-up and testing. 12.3 Initial Agency User Training After setting up a Corporate Account and confirmation of Solution Deployment, each Agency’s Users must be trained and familiarized with all aspects of the Solution as part of Initial Agency User Training. 12.3.1 The Agency Enrollment Plan shall cover all aspects of Initial Agency User Training, including: 12.3.1.1 The schedule, with dates and locations, for Program and Solution User Training, 12.3.1.2 Demonstration of the Solution, if requested by the Agency, and 12.3.1.3 User Training in compliance with the requirements set forth in Section 7 of this SOW. 12.4 Card Account Establishment Once the Solution Deployment and Agency Initial User Training are completed, the Agency being enrolled will begin to create Card Accounts in the Solution. These Cards must be issued according to the requirements for Card Production & Issuance (Section 10). 12.4.1 The Contractor shall provide DFS with the Corporate Account number for each enrolling Agency. 12.4.2 The Agency Enrollment Plan shall cover all aspects of Card Account Establishment, including: 12.4.2.1 A list of tasks for Card Issuance prior to each Agency’s cut-over, 12.4.2.2 Program forms (hard copy and electronic), Exhibit 3220 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 33 of 49 12.4.2.3 Customer Support for Card Account creation, 12.4.2.4 Customer Support for Card Account Transaction & Charge Limits (Section 18.3), 12.4.2.5 Customer Support for Card Account Merchant Category Restrictions (Section 18.4), 12.4.2.6 Card Account issuance options, 12.4.2.7 Card Production & Issuance (Section 10), and 12.4.2.8 Card Account Activation. 13 OEU Program Implementation The Department requires the Contractor to timely implement a purchasing card program with at least 20,000 separate Cards issued to OEU personnel (Cardholders) spread across over at least 200 OEUs. Each OEU will require the establishment of at least one Corporate Account, and utilizes different methods and forms of payment ranging from monthly paper checks to Electronic Funds Transfer (EFT) in the form of an Automated Clearing House (ACH) File. The Contractor will be responsible for working with each OEU to Implement the Program with that entity, in compliance with this SOW. 13.1 OEU Program Implementation Overview In order to facilitate a smooth implementation of the Program from the current provider to the Contractor, the Department requires the Contractor to create and execute a comprehensive OEU Program Implementation Plan. The purpose of this plan is to provide for OEUs to deploy the Solution and use the Services. 13.1.1 The Contractor shall provide a detailed comprehensive OEU Program Implementation Plan in compliance with this SOW. 13.1.2 The OEU Program Implementation Plan shall contain comprehensive information detailing all steps and tasks required to enroll an OEU in the program, and all options that OEUs have under the Contract. 13.1.3 The Contractor shall create the OEU Program Implementation Plan to accommodate both: 13.1.3.1 Initial Deployment of Solution and Services to current OEUs, and 13.1.3.2 Ongoing Deployment of Solution and Services to future OEUs. 13.1.4 User Training Exhibit 3221 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 34 of 49 The OEU Program Implementation Plan shall cover all aspects of User Training that the Contractor will provide to OEUs who elect to participate in the Program, both present and future, including: 13.1.4.1 Demonstration and pilot, if requested by the OEU, 13.1.4.2 Contractor’s guidelines (Policies and Procedures), and 13.1.4.3 OEU training modalities and training materials (electronic). 13.1.5 Solution Deployment The OEU Program Implementation Plan shall cover all aspects of Solution Deployment to OEUs who elect to participate in the Program, both present and future, including: 13.1.5.1 The roll-out schedule for OEUs, 13.1.5.2 The schedule, with dates and locations, for program and technology solution training, 13.1.5.3 Tasks for setting up a corporate account number for each OEU, 13.1.5.4 Tasks for mapping the Solution to interface with OEU accounting system(s), and 13.1.5.5 A list of tasks for card issuance prior to each OEU’s transfer to the Program. 13.1.6 Card Issuance The OEU Program Implementation Plan shall cover all aspects of Card Issuance, including: 13.1.6.1 Program forms (hard copy and electronic), 13.1.6.2 Electronic access set-up and testing, 13.1.6.3 Card controls and issuance options, 13.1.6.4 Card Account set-up, 13.1.6.5 Card Account production and distribution, 13.1.6.6 Card Account activation, and 13.1.6.7 Account follow-up. 13.1.7 Upon Acceptance by the PMO, and in cooperation with the appropriate participating OEU, the Contractor shall implement the OEU Program Implementation Plan and begin providing the Program Implementation Services to the participating OEU. Exhibit 3222 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 35 of 49 14 OEU Program Operation The Department requires the Contractor to operate, on an ongoing basis, a purchasing card program with approximately 20,000 separate cards issued to individual State employees (Cardholders) spread across 200 State of Florida OEUs. 14.1 OEU Program Operation Overview In order to facilitate smooth operations by OEUs of the Solution and Services offered by the Contractor, the Department requires the Contractor to create and execute a comprehensive OEU Program Operation Plan that includes all aspects of the Operation phase of the Program. 14.1.1 The Contractor shall provide a detailed comprehensive OEU Program Operation Plan in compliance with this SOW. 14.1.2 The OEU Program Operation Plan shall: 14.1.2.1 Outline the ongoing work and activities required to operate the offered Solution and Services after the allotted transition time period. 14.1.2.2 Provide periodic schedules to monitor the work and activities outlined 14.1.2.3 Provide adequate staffing to ensure uninterrupted operation of the Solution and Services. 14.1.2.4 Provide tasks to ensure effective and efficient communication during the operation of services. 14.1.3 Upon Acceptance by the PMO, and in cooperation with the appropriate participating OEU, the Contractor shall implement the OEU Program Operation Plan and begin providing the Program Operation Services to the participating OEU. 14.2 OEU Program Operation Services 14.2.1 The Contractor shall provide the following Services as part of OEU Program Operation: 14.2.1.1 Customer Support (Section 6), 14.2.1.2 User Training (Section 7), 14.2.1.3 Contract Reporting (Section 9), and 14.2.1.4 Card Production & Issuance (Section 10). 15 OEU Program Transition The Department requires the Contractor to transition an OEU’s Program with minimal difficulty should any OEU elect to leave the Program or should the Department elect to solicit for and Exhibit 3223 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 36 of 49 award a Contract for the Services, Solution, and Program to a vendor other than the Contractor in the future. The Department envisions the Transition Phase of any Program, or the Contract as a whole, to involve a stepped reduction of OEU Program Operation Services as each OEU leaves the Program, or implements with the new vendor. The Department requires the Contractor to simultaneously provide both OEU Program Operation and Transition Services to ensure continued Operations of OEUs that have not entered the Transition Phase and a successful Transition of OEUs that are leaving the Program or that have begun Implementation with the new vendor. 15.1 Overview In order to facilitate a smooth transition away from the Contractor, the Department requires the Contractor to create, maintain, and execute when needed, a comprehensive OEU Program Transition Plan. The purpose of this plan is to detail all steps and requirements necessary to close-out a OEU’s participation in the Program created under this Contract should any OEU elect to leave the Program or the Department elect to solicit for, and award, a Contract for the provision of the Services and Solution with a new vendor. 15.1.1 The Contractor shall provide a detailed comprehensive OEU Program Transition Plan in compliance with this SOW. 15.1.2 The OEU Program Transition Plan shall: 15.1.2.1 Outline the work required to close out and reconcile the Services and Solution within a reasonable transition time period. 15.1.2.2 Outline the work required to reconcile and close all Card Accounts and each OEU’s Corporate Account. 15.1.2.3 Provide realistic timeframes to complete the work outlined and adequate staff to meet those timeframes. 15.1.2.4 Provide tasks to ensure effective and efficient communication during the transition of services. 15.1.3 Upon Acceptance by the PMO, the Contractor shall review and update the OEU Program Transition Plan annually. 15.1.4 Upon request of the OEU, and in cooperation with the Department, the Contractor shall implement the OEU Program Transition Plan and begin providing the Program Transition Services to the participating OEU. 15.2 Services The Department requires the Contractor to facilitate the Transition of each OEU away from the Program or to the new vendor, if applicable. The Department will require the Contractor to Exhibit 3224 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 37 of 49 continue to provide OEU Program Operation Services (Section 14) to each OEU until the Contractor is notified by that OEU that all Card Accounts have been closed and all payments have been transmitted. 15.2.1 The Contractor shall provide the following Services as part of OEU Program Transition: 15.2.1.1 Customer Support (Section 6), 15.2.1.2 Contract Reporting (Section 9), and 15.2.1.3 Upon notification from the OEU that an OEU’s Program has been transitioned, the Contractor shall close that OEU’s Corporate Account in accordance with the approved OEU Program Transition Plan. 16 Program Performance Measures In order to ensure and verify the consistency of Services provided by the Contractor, the Department requires the Contractor to cooperate with the PMO to create and adhere to Performance Measures for both Agencies’ Programs and the Program as a whole. These Performance Measures will be provided to the Department on a periodic basis as specified in Contract Reporting (Section 9), and are also to be available to the PMO upon request. 16.1 Development of Performance Measures The Department requires the Contractor, during Agency Implementation (Section 3), to work with the PMO to design and propose measurements by which the Program may be monitored and the provision of Services by the Contractor may be verified by the Department. The Program Performance Measures should utilize a variety of techniques to measure the quality, timeliness, and level of Services provided by the Contractor. 16.1.1 The Contractor, in consultation with the PMO, shall provide Performance Measures for the Contractor’s performance of the Services under the Contract, consistent with this SOW, and Exhibit E, Schedule of Deliverables. Deliverables related to the Contractor’s performance of the Services under the Contract, and for which Performance Measures shall be developed and reported, include: 16.1.1.1 Agency Program Implementation (Deliverable 3) 16.1.1.2 Agency Program Operation (Deliverable 5) 16.1.1.3 Agency Program Transition (Deliverable 9) 16.1.1.4 Customer Support – General (Deliverable 10) 16.1.1.5 Customer Support – OEU (Deliverable 11) 16.1.1.6 Customer Support – Agency (Deliverable 12) 16.1.1.7 OEU User Training (Deliverable 15) Exhibit 3225 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 38 of 49 16.1.1.8 Agency User Training (Deliverable 18) 16.1.1.9 Agency User Update Training (Deliverable 21) 16.1.1.10 Program Disaster Recovery (Deliverable 23) 16.1.1.11 Contract Review Meetings (Deliverable 28) 16.1.1.12 Card Issuance (Deliverable 31) 16.1.1.13 Agency Enrollment (Deliverable 41) 16.1.1.14 OEU Program Implementation (Deliverable 43) 16.1.1.15 OEU Program Operation (Deliverable 45) 16.1.1.16 OEU Program Transition (Deliverable 47) 16.1.2 The Contractor, in consultation with the PMO, shall provide Performance Measures for the Solution provided by the Contractor under the Contract, consistent with this SOW, and Exhibit E, Schedule of Deliverables. Deliverables related to the Contractor’s performance of the Solution under the Contract, and for which Performance Measures shall be developed and reported, include: 16.1.2.1 FLAIR Data Integration Plan (Deliverable 32) 16.1.2.2 FLAIR Data Integration (Deliverable 33) 16.1.2.3 FLAIR Data Validation File (Deliverable 34) 16.1.2.4 Payment Settlement File (Deliverable 35) 16.1.2.5 Payment Settlement Error File (Deliverable 36) 16.1.2.6 Automated Clearing House (ACH) File (Deliverable 37) 16.1.2.7 Charge Data File (Deliverable 38) 16.1.2.8 Scanned Images File (Deliverable 39) 16.1.2.9 Solution Availability (Deliverable 49) 16.1.3 The Contractor, in consultation with the PMO, shall provide Performance Measures for Agency Implementation using the Agency Program Implementation Plan (Deliverable 2) that shall include, Performance Measures for the implementation and which will show project progress during implementation and timelines targeted versus achieved. 16.1.4 The Contractor, in consultation with the PMO, shall provide Performance Measures for Agency Enrollment using the Agency Enrollment Plan (Deliverable 40) that shall include, Performance Measures for the enrollment and which will show project progress during enrollment and timelines targeted versus achieved. Exhibit 3226 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 39 of 49 16.1.5 The Contractor, in consultation with the PMO, shall provide Performance Measures for Agency Program Operation using the Agency Program Operation Plan (Deliverable 4) that shall include, Performance Measures for the operation and which will show program progress during operation and timelines targeted versus achieved. 16.1.6 The Contractor, in consultation with the PMO, shall provide Performance Measures for Agency Transition using the Agency Program Transition Plan (Deliverables 7 and 8) that shall include, Performance Measures for the transition and which will show the timelines targeted versus achieved. 16.2 Use and Reporting of Performance Measures Once the Program Performance Measures have been mutually agreed upon, the Department requires that the Contractor provide reporting of the Program Performance Measures as specified in 16.1. 16.2.1 Upon Acceptance by the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Program Performance Measures and begin monitoring performance of the Services under the Contract. 16.2.2 Upon implementation, the Program Performance Measures will be provided to the Department on a periodic basis as specified in the Contract Reporting section (Section 9) of this SOW, and to the PMO upon request. 16.2.3 Upon implementation, the Contractor, in consultation with the PMO, shall review, at least annually, the agreed-upon Performance Measures to validate their continued applicability to the Program. 17 The Solution The Department considers the Solution offered to the Department to be the cornerstone of a successful Program. The Solution should be the single point of control for Purchasing Card Administrators and must allow them to manage, with minimal interaction with the Contractor: User Administration & Access (Section 17.2), Card Account Administration (Section 18), Transaction Approval & Transaction Approval Workflow (Section 19), and Accounting Entries (Section 19.3). Additionally, the Solution must allow Purchasing Card Administrators to access and query live data and perform Program Reporting (Section 20). Until the Solution is fully implemented for use by Agencies, the Contractor will provide all of the functionality currently available to Agency Eligible Users according to the interfaces in effect until Solution implementation including FLAIR Data Integration (Section 11). Exhibit 3227 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 40 of 49 17.1 General Requirements The Department requires the Contractor to provide a Solution that allows Purchasing Card Administrator(s) to manage and routinely make changes to Card Accounts, program structure, and possibly other elements in their use of the Program. 17.1.1 The Contractor shall provide the Solution to Eligible Users. 17.1.2 The Solution shall be available for use by Eligible Users twenty-four hours per day, seven days a week, every day of the year, less scheduled maintenance. 17.1.3 All time(s) of Solution scheduled maintenance shall be provided, in writing, to the Eligible User’s Purchasing Card Administrator at least five Business Days prior to their occurrence. 17.1.4 Changes made by a Purchasing Card Administrator in the Solution shall be executed and applied in real-time or overnight. 17.1.5 The Solution shall allow for each Purchasing Card Administrator to manage their respective Eligible User’s activities, including: 17.1.5.1 Determining to whom cards shall be issued 17.1.5.2 Establishing the purchasing authority of each Cardholder 17.1.5.3 Viewing a real time log of transaction declines and authorizations 17.1.5.4 Allowing Cardholders to view their transactions online 17.1.5.5 Altering Transaction & Charge Limits and MCC Restrictions 17.1.6 The Solution shall allow for each Eligible User to manage the following Program functions: 17.1.6.1 User Administration (Section 17.2) 17.1.6.2 Cardholder Administration (Section 18.1) 17.1.6.3 Transaction Approval & Transaction Approval Workflow (Section 19) 17.1.6.4 Program Reporting (Section 20) 17.1.7 The Solution must be able to accommodate an increasing number of cards. 17.2 User Administration & Access Requirements The Department requires the Contractor to provide a Solution that allows Purchasing Card Administrators to manage Users of the Solution with maximum autonomy with minimal intervention required by the Contractor. 17.2.1 At a minimum, the Solution must conform to the following requirements: Exhibit 3228 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 41 of 49 17.2.1.1 All Solution functions shall be accessible using a single login unique to each User. 17.2.1.2 The Solution shall require complex passwords. 17.2.1.3 The Solution shall require regular password changes. 17.2.1.4 The Solution shall utilize Role-Based Security (RBS). 17.2.1.5 The Solution shall lock out a User ID if a specified number of unsuccessful login attempts are made. 17.2.2 At a minimum, the Solution must allow Purchasing Card Administrators to manage the following functions: 17.2.2.1 Create User IDs and passwords for new Users. 17.2.2.2 Reset User IDs and passwords for all Users. 17.2.2.3 Unlock User IDs locked due to repeated password entry failures. 17.2.2.4 Manage Roles and authority levels for all Users. 17.2.3 The Solution’s RBS scheme shall support the following Roles: 17.2.3.1 Administrator, 17.2.3.2 Approver, and 17.2.3.3 Cardholder. 18 Card Account Administration The Department considers the Card Account Administration of utmost importance to the success of the Program. The ability for Eligible Users to manage their own Card Accounts is an essential function of the Solution offered by the Contractor. The Solution must allow Purchasing Card Administrators to determine to whom the Card Accounts shall be issued and the purchasing authority of each Card Account, within the limits of the Contract. 18.1 General Card Account Administration Requirements The Department requires a Solution that allows Eligible User’s Purchasing Card Administrator(s) to routinely make changes to Card Accounts with no required action by the Contractor. These changes, made in the Solution, must be in real time or overnight, and may include, but are not limited to: changes to Contact Information, Transaction & Charge Limits, Merchant Category Code Restrictions, or approving official(s); temporarily suspend Card Account activity; or termination of a Card Account. Additionally, with the anticipation of continual growth in the State of Florida Program, the Contractor’s issuance system must be able to accommodate an increasing number of Card Accounts. Exhibit 3229 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 42 of 49 18.1.1 The Solution shall have a simple and user-friendly method for Purchasing Card Administrators to manage Card Accounts. 18.1.2 The Solution shall allow for Purchasing Card Administrators to: 18.1.2.1 Create new Card Accounts, 18.1.2.2 Order replacement Cards, 18.1.2.3 Modify a Card Account’s name as it appears on a Card Account, 18.1.2.4 Modify Contact Information for groups of Card Accounts, 18.1.2.5 Modify Contact Information for a Card Account’s Purchasing Card Administrator, 18.1.2.6 Modify Transaction & Charge Limits, 18.1.2.7 Modify card profiles: Merchant Category Code Groups (MCCGs) are contained in profiles, and Purchasing Card Administrators can move cardholders in and out of profiles as needed, in real time, 18.1.2.8 Cancel/Deactivate a Card Account, and 18.1.2.9 Close a Card Account. 18.1.3 The Solution shall execute all Card Account changes made by Purchasing Card Administrators in real-time. 18.1.4 The Contractor shall have the ability to and shall, as directed by the Statewide Purchasing Card Administrator, eliminate or turn-off paper statements from being mailed to Agency Eligible Users. 18.2 Emergency Card Account Administration Requirements The Solution shall allow Purchasing Card Administrators the freedom to temporarily modify Transaction & Charge Limits and Merchant Category Code Restrictions applied to a Card Account and to issue new Card Accounts in response to an emergency. 18.2.1 The Solution shall support emergency operations and purchases by: 18.2.1.1 Allowing Purchasing Card Administrators to specify a limited period of time that Card Account limits and restrictions, described in Sections 18.3 and 18.4, are adjusted. 18.2.1.2 Returning, upon expiration of the specified time period, the Card Account limits and restrictions to their previous levels without requiring the action or intervention of a Purchasing Card Administrator. 18.2.1.3 Allowing Purchasing Card Administrators to designate new Card Accounts issued as part of an emergency as ‘for expedited delivery’. Exhibit 3230 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 43 of 49 18.3 Transaction & Charge Limits The Department desires a Purchasing Card with flexible Card Account limits. Eligible Users must have the capability, through the Solution, to apply limits to transactions and charges to each Card Account issued as part of this Contract. 18.3.1 The Contractor’s Solution shall provide, at a minimum, the capability to set the following limits on the proposed Card Account: 18.3.1.1 Total credit limit 18.3.1.2 Charge amount per transaction 18.3.1.3 Charge amount per day 18.3.1.4 Charge amount per cycle 18.3.1.5 Allowed number of transactions per day 18.3.2 The Solution shall have the ability to prohibit all cash transactions, such as: 18.3.2.1 Cash Advances 18.3.2.2 Cash refunds 18.3.2.3 Advance checks 18.3.2.4 Automated Teller Machine (ATM) withdrawal 18.4 Merchant Category Code Restrictions The Department desires a Card Account Administration function with the widest possible Merchant Category Code (MCC) restrictions available. Purchasing Card Administrators must have the capability to apply restrictions based upon MCCs to each Card Account issued as part of this Contract. 18.4.1 The Contractor shall allow for Purchasing Card Administrators to create and manage customized MCCGs. 18.4.2 The Contractor shall allow for MCCs to be arranged and assigned into custom MCCGs by Purchasing Card Administrators. 18.4.3 The Solution shall allow for Purchasing Card Administrators to manage Card Account activity by assigning specific and custom-created MCCGs to each Card Account designating custom MCCGs as either: 18.4.3.1 Prohibited, 18.4.3.2 Permitted, or 18.4.3.3 Permitted with notification (appears on exception report). Exhibit 3231 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 44 of 49 18.4.4 The Solution shall allow for Purchasing Card Administrators to assign at least nine (9) MCCGs to a Card Account. 18.4.5 The Contractor shall provide the Statewide Purchasing Card Administrator with any new MCCs, updates of current MCCs, and deleted MCCs within one (1) week of notification by the industry via the Solution. 19 Transaction Approval & Transaction Approval Workflow The Department considers Transaction Approval & Transaction Approval Workflow to be of vital importance for the success of the Program. The Solution must be able to manage Transaction Approval by routing each Transaction to the appropriate Approver or Approver/Group using a configurable Transaction Approval Workflow associated to each Card Account. The Solution must also allow Purchasing Card Administrators to manage the Transaction Approval Workflow paths associated with each Card Account. 19.1 Transaction Approval The Department requires a Solution that allows Eligible User Approvers to route, review, and approve Transactions created by Cardholders. 19.1.1 The Solution shall provide a system to route, review, and approve Transactions associated with Card Accounts by Approvers. 19.1.2 The Solution shall allow Approvers to review the Transactions and the attached Supporting Documentation, if any, that are pending approval for their Approver/Group. 19.1.3 The Solution shall allow Approvers to mark the Transactions that are pending approval for their Approver/Group as: 19.1.3.1 Approved, 19.1.3.2 Flagged, or 19.1.3.3 Disputed. 19.1.4 The Solution shall route Transactions marked as ‘Approved’ to the next Approver/Group designated as part of the Transaction Approval Workflow. 19.1.5 The Solution shall allow for flagged Transactions to be reviewed by those Approver/Group designated as part of the Transaction Approval Workflow. 19.1.6 The Solution shall route Transactions marked as ‘Disputed’ to a Disputed Transaction Resolution Process. Exhibit 3232 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 45 of 49 19.2 Transaction Approval Workflow Management The Department requires the Solution to support a Transaction Approval workflow management system that manages and defines a series of approvals for each Transaction, allowing each Eligible User the controls to ensure integrity of their Program. This Transaction Approval Workflow must allow each Eligible User Purchasing Card Administrator to assign multiple Approver/Groups to a Card Account in a one-to-many relationship so that a single User may be assigned as an Approver to Approver/Groups in multiple workflows. For Agencies, once a Transaction finishes its designated workflow, the Solution will transmit the Agency Accounting Entries associated with that Transaction to FLAIR, in accordance with FLAIR Data Integration (Section 11), for payment. For OEUs using the Solution, once a Transaction finishes its designated workflow, the Solution will transmit the Transaction to the OEU, according to a method agreed to by the OEU and the Contractor, for payment. 19.2.1 The Solution shall allow Purchasing Card Administrators to designate Users as Approvers. 19.2.2 The Solution shall allow Purchasing Card Administrators to group Approvers at each level or stage of approval by assigning them to Approver/Groups. 19.2.3 The Solution shall allow a User to be assigned as an Approver to multiple Approver/Groups. 19.2.4 The Solution shall allow Purchasing Card administrators to designate which Approver/Groups are assigned to which Card Account. 19.2.5 The Solution shall allow Purchasing Card Administrators to assign at least three Approver/Groups to a Card Account in conjunction with 2 created levels from implemented State policy for a total of 5 levels of approvals. 19.2.6 The Solution shall allow Purchasing Card Administrators to designate the order in which a Transaction is routed to each Approver/Group associated with a Card Account. 19.2.7 The Solution shall provide the ability for an Approver to return Transaction to applicable users within the designated approval path. 19.3 Agency Accounting Entries The Department requires a Solution that will allow for the coding of each Transaction as FLAIR- specific Accounting Entries as specified in the FLAIR Data Integration (Section 11). The Solution must allow for each Transaction in the Solution to be split and coded as a minimum of Exhibit 3233 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 46 of 49 twenty (20) Accounting Entries. Each Accounting Entry must validate the Validated Accounting Data Elements as defined in the FLAIR Data Integration (Section 11). In addition, the Department requires the Solution to assign a unique identifier to all Accounting Entries made for a Transaction in order to maintain the association of a Transaction to the Accounting Entry distributions in FLAIR. 19.3.1 The Solution allows for each Transaction in the Solution to be split and coded as a minimum of twenty (20) Accounting Entries. The Solution shall create and store a unique, 9-character numeric or alphanumeric primary key for each Accounting Entry. 19.3.2 The Solution shall store the Accounting Entries associated to each Transaction by Approvers. 19.3.3 The Solution shall provide a method for associating ‘default’ Validated Accounting Data to each Card Account. 19.3.4 The Solution shall, upon Approver entry, validate the Accounting Data Elements against Accounting Data Elements provided in the FLAIR Data Validation File (Section 11.2). 19.3.5 The Solution shall reject Accounting Entries entered by Approvers that fail validation. 19.3.6 The Solution shall not allow any Accounting Entries associated with a Transaction to be approved or transmitted in the Payment Settlement File until all Validated Accounting Data Elements in each Accounting Entry associated with that Transaction pass validation. 19.3.7 The Solution shall route the Accounting Entries returned in the Payment Settlement Error File (Section 11.4), and their associated Transactions, to an Approver/Group to approve the Transaction in the Solution. 19.4 Transaction Approval Auditing The Department requires the Solution to allow Purchasing Card Administrators to audit Transactions with minimal interaction with the Contractor. The Solution must provide the ability to view each Transaction Approval workflow step in order to validate the dates and times Approver/Groups approved a Transaction. The Solution must also provide the ability to view the details surrounding the attachment of scanned Supporting Documentation associated with each Transaction. 19.4.1 The Solution shall maintain a complete audit trail of which Users interact with Transactions, when those Users interact with Transactions, and how those Users interact with Transactions. Exhibit 3234 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 47 of 49 19.4.2 The Solution shall provide the ability for Purchasing Card Administrators to view all routing information about a Transaction, including: 19.4.2.1 Date(s) and times(s) of User interactions. 19.4.2.2 Supporting Documentation, if available. 19.5 Supporting Documentation Management The Department requires a Solution that allows Eligible User’s User(s) to attach and associate supporting documentation, such as receipts, invoices, purchase orders, or other scanned documentation to Transactions as part of the Approval workflow. The Solution must allow Users in a Transaction approval workflow path to attach and review supporting documentation. 19.5.1 The Solution shall allow Users to attach scanned Supporting Documentation to the Transactions as part of the Transaction Approval process. 19.5.2 The Solution shall allow Users to view scanned Supporting Documentation that has been attached to the Transactions as part of the Transaction Approval process. 19.5.3 The Solution shall allow Users to remove scanned Supporting Documentation that has been attached to the Transactions as part of the Transaction Approval process. 20 Program Reporting The Department considers Program Reporting to be important to the ongoing success and growth of the Program. The ability for Eligible Users to report on their own Program usage though data analysis is an essential function of the Solution offered by the Contractor. 20.1 General Program Reporting The Department requires a Solution that allows Eligible Users to routinely query data about Card Accounts with no required action by the Contractor. These queries, made in the Solution, must be in real time and must be exportable to the formats listed below. 20.1.1 The Solution shall allow for Purchasing Card Administrators to query live data of Program use by all Eligible User’s Card Accounts, Cardholders, and Users. 20.1.2 The Solution shall allow for report or query results to be exported to the following file formats: 20.1.2.1 Microsoft Excel 2007 or later (.xlsx) 20.1.2.2 Adobe PDF (.pdf) 20.1.2.3 Comma Separated Values (.csv) 20.1.3 The Solution shall provide Purchasing Card Administrators the capability to schedule reports or queries to run within the Solution. Exhibit 3235 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 48 of 49 20.1.4 The Solution shall provide Purchasing Card Administrators the capability to save reports or queries within the Solution. 20.1.5 The Solution shall provide Purchasing Card Administrators the capability to specify date ranges for reports or queries. 20.1.6 The Solution shall provide Purchasing Card Administrators the capability to pull reports of Program Activity, including, but not limited to: 20.1.6.1 Approved transactions 20.1.6.2 Declined transactions 20.1.6.3 User activity 20.1.6.4 Credits received 20.2 Configurable Program Reporting 20.2.1 The Solution shall provide Purchasing Card Administrators the capability to generate, within the Solution, configurable reports or queries. 20.2.2 The Solution shall provide Purchasing Card Administrators the capability to save, within the Solution, configurable for later use. 20.2.3 The Solution shall provide Purchasing Card Administrators the capability to specify specific data fields for reports or queries within Solution data elements. 21 Contract Deliverables The Department requires the Contractor to provide all Deliverables identified in Exhibit E, Schedule of Deliverables. The tables provided in Exhibit E, Schedule of Deliverables, contain specific details about each Deliverable that the Contractor must provide under the Contract. 21.1 Submission and Delivery of Deliverables 21.1.1 The Contractor shall deliver the Deliverables defined in Exhibit E, Schedule of Deliverables, in accordance the Requirements defined therein. 21.1.2 Each of the Deliverables shall be submitted for review (“Delivery”) by the Date(s) of Delivery listed for the Deliverable in Exhibit E, Schedule of Deliverables. 21.2 Quality Assurance The Department requires that the Contractor use due professional care in preparing each Deliverable. The Contractor must perform all quality assurance measures necessary in order to ensure performance under the contract. Exhibit 3236 OF 434 Statement of Work Purchasing Card Services Contract No. 84121500-15-01 Page 49 of 49 21.2.1 Prior to Delivery of any Deliverable, the Contractor shall first perform any quality assurance activities necessary to verify that the Deliverable is complete and in conformance with the Acceptance Criteria defined in Exhibit E, Schedule of Deliverables, and in conformance to applicable specifications provided in Accepted Deliverable(s). 21.2.2 Deliverables shall contain documentation of all quality assurance activities applied, including documentation of deficiencies or defects corrected. 21.2.3 When presenting a Deliverable, the Contractor shall certify that: 21.2.3.1 The Contractor has performed all required quality assurance activities, 21.2.3.2 The Contractor has performed all applicable testing to adhere to the Statement of Work and all technical specification documents or plans, 21.2.3.3 The Contractor has corrected all material deficiencies discovered during quality assurance activities and testing, and 21.2.3.4 The Deliverable is ready for review. Exhibit 3237 OF 434 Exhibit E: Schedule of Deliverables State Term Contract No. 84121500-15-01 Purchasing Card Services Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 1 of 58 Schedule of Deliverables Contents ID: 1 Candidate Key Personnel ...................................................................................... 3 ID: 2 Agency Program Implementation Plan ................................................................... 6 ID: 3 Agency Program Implementation ........................................................................... 7 ID: 4 Agency Program Operation Plan .......................................................................... 8 ID: 5 Agency Program Operation ................................................................................... 9 ID: 6 Agency Program Staffing Plan ............................................................................. 10 ID: 7 Agency Program Transition Plan ......................................................................... 11 ID: 8 Agency Program Transition Plan – Updates ........................................................ 12 ID: 9 Agency Program Transition ................................................................................. 13 ID: 10 Customer Support – General ............................................................................. 14 ID: 11 Customer Support – OEU .................................................................................. 15 ID: 12 Customer Support – Agency .............................................................................. 16 ID: 13 Agency Customer Support Plan ......................................................................... 17 ID: 14 OEU User Training Plan .................................................................................... 18 ID: 15 OEU User Training ............................................................................................ 20 ID: 16 OEU User Training Plan – Updates ................................................................... 21 ID: 17 Agency User Training Plan ................................................................................ 22 ID: 18 Agency User Training ........................................................................................ 24 ID: 19 Agency User Training Plan – Updates ............................................................... 25 ID: 20 Agency User Training Materials ......................................................................... 26 ID: 21 Agency User Update Training ........................................................................... 27 ID: 22 Program Disaster Recovery Plan ....................................................................... 28 ID: 23 Program Disaster Recovery ............................................................................... 29 ID: 24 Program Disaster Recovery Plan – Updates ...................................................... 30 ID: 25 Solution Security Report .................................................................................... 31 ID: 26 Program Performance Measures Report ........................................................... 32 Exhibit 3238 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 2 of 58 ID: 27 Monthly Spending Reports ............................................................................... 33 ID: 28 Contract Review Meetings ................................................................................. 34 ID: 29 Agency Card Design .......................................................................................... 35 ID: 30 OEU Card Design .............................................................................................. 36 ID: 31 Card Issuance ................................................................................................... 37 ID: 32 FLAIR Data Integration Plan .............................................................................. 38 ID: 33 FLAIR Data Integration ...................................................................................... 40 ID: 34 FLAIR Data Validation File................................................................................. 41 ID: 35 Payment Settlement File .................................................................................... 42 ID: 36 Payment Settlement Error File ........................................................................... 43 ID: 37 Automated Clearing House (ACH) File .............................................................. 44 ID: 38 Charge Data File ............................................................................................... 45 ID: 39 Scanned Images File ......................................................................................... 46 ID: 40 Agency Enrollment Plan .................................................................................... 47 ID: 41 Agency Enrollment............................................................................................. 49 ID: 42 OEU Program Implementation Plan ................................................................... 50 ID: 43 OEU Program Implementation ........................................................................... 52 ID: 44 OEU Program Operation Plan ........................................................................... 53 ID: 45 OEU Program Operation ................................................................................... 54 ID: 46 OEU Program Transition Plan ........................................................................... 55 ID: 47 OEU Program Transition ................................................................................... 56 ID: 48 Disputed Transaction Procedures ...................................................................... 57 ID: 49 Solution Availability ............................................................................................ 58 Exhibit 3239 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 3 of 58 Title: Candidate Key Personnel ID: 1 Date of Delivery: Within 10 Business Days of Contract execution. Review Cycle: Within 5 Business Days. Deliverable Type: Documentation SOW Section(s): 2.1 Deliverable Description: A list of staff for the Key Personnel with explanation of qualifications, including: 1. Project Manager - A Project Manager is responsible for development of the Agency Program Implementation Plan and assisting with all activities during the Implementation Phase. 2. Program Manager - A Program Manager is responsible for coordinating with the PMO for the delivery of all Services provided under the Contract. 3. Technical Representative – A Technical Representative is responsible for assisting in the development of the FLAIR Data Integration Plan and in Error Resolution when file deficiencies are identified. 4. Customer Service Representative - A Customer Service Representative is responsible for assisting the Statewide Purchasing Card Administrator with all procedural and operational activities and assisting each Agency Purchasing Card Administrator with all Cardholder issues. Additionally, the Customer Service Representative is responsible for coordinating other bank resources as necessary. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: Within 10 Business Days. Exhibit 3240 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 4 of 58 Requirements: The Contractor shall provide a list, including qualifications, of candidate Key Personnel. 1. Project Manager: a. The Contractor shall provide a Project Manager for the duration of the State Agency Implementation Phase. b. The Project Manager shall direct and manage all Contractor's activities during State Agency Implementation. c. The Project Manager shall manage the development of the following plans: i. Agency Program Implementation Plan ii. Agency Program Operation Plan iii. Agency Program Transition Plan 2. Program Manager: a. The Contractor shall provide a Program Manager for the duration of the Contract. b. The Program Manager shall be the single point of contact for the Contractor for all issues related to the Contract. c. The Program Manager shall coordinate with the PMO for the Delivery of all Services provided under the Contract. d. The Program Manager shall direct and manage all Contractor's activities during the State Agency Operation and Transition Phases. 3. Technical Representative: a. The Contractor shall provide a Technical Representative for the duration of the Contract. b. A Technical Representative shall assist in the development of the FLAIR Data Integration Plan. c. The Technical Representative shall assist in the development of Error Resolution Procedures. d. The Technical Representative shall be available to assist the Statewide Purchasing Card Administrator with issues regarding Electronic File Deliverables and Error Resolution during daily operations. e. The Technical Representative shall be familiar with the technical specifications and critical timeframes of Electronic File Deliverables. f. The Technical Representative shall assist in Error Resolution when deficiencies in Electronic Files are identified. g. The Technical Representative shall assist when additional assessments are necessary. 4. Customer Service Representative: a. The Contractor shall provide a Customer Service Representative for the duration of the Contract. b. The Customer Service Representative shall assist the Statewide Purchasing Card Administrator with all procedural and operational activities of the Program. c. The Customer Service Representative shall assist each Agency Purchasing Card Administrator with all Cardholder issues. Exhibit 3241 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 5 of 58 Acceptance Criteria: The Contractor provides satisfactory candidates for all four (4) Key Personnel positions. 1. Project Manager: a. Candidate Project Manager is a certified Project Management Professional. b. Candidate Project Manager has demonstrated experience in managing projects of similar size and scope to the prospective FLAIR Data Integration project defined in the Statement of Work. 2. Program Manager: a. Candidate Program Manager has demonstrated experience in managing projects of similar size and scope to those defined in the Statement of Work. b. Candidate Program Manager has documented success in managing projects of similar size and scope to those defined in the Statement of Work. 3. Technical Representative: a. Candidate Technical Representative has demonstrated experience in projects of similar size and scope to those defined in the Statement of Work. b. Candidate Technical Representative has documented success in projects of similar size and scope to those defined in the Statement of Work. 4. Customer Service Representative: a. Candidate Customer Service Representative has demonstrated experience in projects of similar size and scope to those defined in the Statement of Work. b. Candidate Customer Service Representative has documented success in projects of similar size and scope to those defined in the Statement of Work. Exhibit 3242 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 6 of 58 Title: Agency Program Implementation Plan ID: 2 Date of Delivery: Within 30 Business Days of the PMO's Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 3.1.1 - 3.1.3 Deliverable Description: A document that details all steps and requirements necessary to set up all State Agencies in the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: Within 10 Business Days. Requirements: 1. The Agency Program Implementation Plan shall: a. Provide a schedule for the implementation of Services and Solution, by Agency. b. Outline the work required to implement and deploy the Services and Solution to all Agencies within the allotted implementation time period. c. Provide timeframes to complete the work outlined, including the target Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria. d. Provide staff to meet those target timeframes. e. Provide tasks to ensure effective and efficient communication during the implementation and deployment of the Services and Solution to all Agencies. Acceptance Criteria: 1. The Agency Program Implementation Plan contains: a. A schedule for the implementation of Services and Solution, by Agency. b. An outline of the work required to implement and deploy the Services and Solution to all Agencies within the allotted implementation time period. c. Realistic timeframes to complete the work outlined d. Adequate staff to meet those timeframes. e. Tasks to ensure effective and efficient communication during the implementation and deployment of the Services and Solution to all Agencies. Exhibit 3243 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 7 of 58 Title: Agency Program Implementation ID: 3 Date of Delivery: According to the Accepted Agency Program Implementation Plan Review Cycle: According to the Accepted Agency Program Implementation Plan. Deliverable Type: Service SOW Section(s): 3.1.4 and 3.2 Deliverable Description: In cooperation with DFS and the Department, the Contractor shall implement the Agency Program Implementation Plan and begin providing the Agency Program Implementation Services. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted Agency Program Implementation Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the Agency Program Implementation Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the Agency Program Implementation Plan. Exhibit 3244 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 8 of 58 Title: Agency Program Operation Plan ID: 4 Date of Delivery: Within 60 Business Days of the PMO's Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 4.1.1 – 4.1.3 Deliverable Description: A document that details all aspects of the Agency Operation. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: Within 10 Business Days. Requirements: 1. The Agency Program Operation Plan shall: a. Outline the ongoing work and activities required to operate the Solution and Services after the Agency Implementation Phase is completed. b. Provide periodic schedules to monitor the work and activities outlined, per the plan dates Delivery, Review, Requirements and Criteria included in each plan listed in ID #2. c. Provide adequate staffing to ensure uninterrupted operation of the Solution and Services. d. Provide tasks to ensure effective and efficient communication during the Operation Phase. 2. The Agency Program Operation Plan shall include the following Plans: a. Program Disaster Recovery Plan b. Solution Security Report c. Agency Program Staffing Plan d. Agency Customer Support Plan e. Agency User Training Plan Acceptance Criteria: 1. The Agency Program Operation Plan contains: a. An outline of the ongoing work and activities required to operate the Solution and Services after the Agency Implementation Phase is completed. b. Periodic schedules to monitor the work and activities outlined c. Adequate staffing to ensure uninterrupted operation of the Solution and Services. d. Tasks to ensure effective and efficient communication during the Operation Phase. 2. The Agency Program Operation Plan includes the: a. Program Disaster Recovery Plan b. Solution Security Report c. Agency Program Staffing Plan d. Agency Customer Support Plan e. Agency User Training Plan Exhibit 3245 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 9 of 58 Title: Agency Program Operation ID: 5 Date of Delivery: According to the Accepted Agency Program Operation Plan. Review Cycle: According to the Accepted Agency Program Operation Plan. Deliverable Type: Service SOW Section(s): 4.1.4 and 4.2 Deliverable Description: In cooperation with DFS and the Department, the Contractor shall implement the Agency Program Operation Plan and begin providing the Agency Program Operation Services. Non-conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $500 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted Agency Program Operation Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the Agency Program Operation Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the Agency Program Operation Plan. Exhibit 3246 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 10 of 58 Title: Agency Program Staffing Plan ID: 6 Date of Delivery: Within 60 Business Days of the PMO’s Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 4.3.1 – 4.3.2 Deliverable Description: A document that details the staff necessary to support the Operation Phase of the Agencies Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Agency Program Staffing Plan shall detail the Contractor’s staffing levels, including the Date(s) of Delivery, Review Cycle, Requirements, and Acceptance Criteria, to support the requirements detailed in the: a. Program Disaster Recovery Plan b. Solution Security Report c. Agency Customer Support Plan d. Agency User Training Plan Acceptance Criteria: 1. The Agency Program Staffing Plan details the Contractor’s staffing levels to support the requirements detailed in the: a. Program Disaster Recovery Plan b. Solution Security Report c. Agency Customer Support Plan d. Agency User Training Plan Exhibit 3247 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 11 of 58 Title: Agency Program Transition Plan ID: 7 Date of Delivery: Within 90 Business Days of the PMO's Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 5.1.1 - 5.1.2 Deliverable Description: A document that details all steps and requirements necessary to close-out an Agency’s participation in the Program created under this Contract should any Agency elect to leave the Program or the Department elect to solicit for, and award, a Contract for the provision of the Services and Solution with a new vendor. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Agency Program Transition Plan shall: a. Outline the work required to close out and reconcile the Services and Solution within the allotted transition time period. b. Outline the work required to reconcile and close all Card Accounts and each Agency’s Corporate Account. c. Provide realistic timeframes to complete the work outlined and adequate staff to meet those timeframes, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria. d. Provide tasks to ensure effective and efficient communication during the transition of services from the Contractor to the new vendor. e. Provide tasks identified in Section 15 of the Special Contract Conditions, Exhibit C. Acceptance Criteria: 1. The Agency Program Transition Plan contains: a. An outline of the work required to close out and reconcile the Services and Solution within the allotted transition time period. b. An outline of the work required to reconcile and close all Card Accounts and each Agency’s Corporate Account. c. Realistic timeframes to complete the work outlined and adequate staff to meet those timeframes. d. Tasks to ensure effective and efficient communication during the transition of Services from the Contractor to the new vendor. e. Tasks identified in Section 15 of the Special Contract Conditions, Exhibit C. Exhibit 3248 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 12 of 58 Title: Agency Program Transition Plan – Updates ID: 8 Date of Delivery: Annually upon the anniversary date of Acceptance of the Agency Program Transition Plan by the PMO. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 5.1.3 Deliverable Description: A document that details all steps and requirements necessary to close-out an Agency’s participation in the Program created under this Contract should any Agency elect to leave the Program or the Department elect to solicit for, and award, a Contract for the provision of the Services and Solution with a new vendor. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor shall verify and update the Agency Program Transition Plan to ensure that the information contained in it is still current and valid. Acceptance Criteria: 1. The updated Agency Program Transition Plan contains: a. An outline of the work required to close out and reconcile the Services and Solution within the allotted transition time period. b. An outline of the work required to reconcile and close all Card Accounts and each Agency’s Corporate Account. c. Realistic timeframes to complete the work outlined and adequate staff to meet those timeframes. d. Tasks to ensure effective and efficient communication during the transition of Services from the Contractor to the new vendor. e. Tasks identified in Section 15 of the Special Contract Conditions, Exhibit C. Exhibit 3249 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 13 of 58 Title: Agency Program Transition ID: 9 Date of Delivery: Upon notice from the PMO and according to the Accepted Agency Program Transition Plan. Review Cycle: According to the Accepted Agency Program Transition Plan. Deliverable Type: Service SOW Section(s): 5.1.4 and 5.2 Deliverable Description: Upon notice from the PMO, and in cooperation with DFS and the Department, the Contractor shall implement the Agency Program Transition Plan and begin providing the Agency Program Transition Services. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted Agency Program Transition Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the Agency Program Transition Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the Agency Program Transition Plan. Exhibit 3250 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 14 of 58 Title: Customer Support – General ID: 10 Date of Delivery: Within 2 Business Days of the establishment of an Eligible User’s Corporate Account. Review Cycle: Within 2 Business Days. Deliverable Type: Service SOW Section(s): 6.1.1 Deliverable Description: The Contractor is responsible for assisting Eligible User Purchasing Card Administrators with: all procedural and operational activities of the Program, difficulty or issues in using the Solution, and all Cardholder issues that cannot be resolved in the Solution. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 5 Business Days. Requirements: 1. The Contractor shall provide the following Customer Support to all Eligible Users: a. A toll-free number, and an online method for Eligible Users, available 24 hours, 7 days a week, for Cardholders and Purchasing Card Administrators to report lost/stolen cards. b. A toll-free number available 24 hours a day, 7 days a week, for emergency assistance. Acceptance Criteria: 1. The Contractor provides the Customer Support required. Exhibit 3251 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 15 of 58 Title: Customer Support – OEU ID: 11 Date of Delivery: Within 2 Business Days of the establishment of an OEU's Corporate Account. Review Cycle: Within 2 Business Days. Deliverable Type: Service SOW Section(s): 6.2.1 Deliverable Description: The Contractor shall provide Customer Support specific to OEU. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 5 Business Days. Requirements: 1. The Contractor shall provide the following Customer Support to OEUs: a. A toll-free number to a customer service representative to assist OEUs’ Purchasing Card Administrators with issues in using the Solution, available 8:00 A.M - 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. b. A toll-free number to a customer service representative for the OEUs’ Purchasing Card Administrator’s inquiries involving accounts, billing, and Services from 8:00 A.M. to 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. Acceptance Criteria: 1. The Contractor provides the OEU Customer Support required. Exhibit 3252 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 16 of 58 Title: Customer Support – Agency ID: 12 Date of Delivery: According to the Accepted Agency Customer Support Plan. Review Cycle: According to the Accepted Agency Customer Support Plan. Deliverable Type: Service SOW Section(s): 6.3.1 – 6.3.2 Deliverable Description: The Contractor shall provide Customer Support specific to Agencies. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Accepted Agency Customer Support Plan. Requirements: 1. The Contractor shall provide the following Customer Support to Agency Eligible Users: a. A toll-free number to the Customer Service Representative for Agency Purchasing Card Administrators available 8:00 A.M. - 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. b. A toll-free number to the Customer Service Representative, Program Manager, and Technical Representative for the Statewide Purchasing Card Administrator’s inquiries involving accounts, billing, and Services 8:00 A.M. - 6:00 P.M. Eastern Time, excluding weekends and State of Florida designated holidays. c. An email address for the Customer Service Representative to be used by Agency Purchasing Card Administrators and the Statewide Purchasing Card Administrator for handling administration, management, technical, and customer service operations specific to Agency participation. 2. The Contractor shall provide security controls to identify Purchasing Card Administrators when they make Customer Support calls. 3. Additional Requirements for this Deliverable will be specified in the Agency Customer Support Plan. Acceptance Criteria: 1. The Contractor provides the Agency Customer Support required. Exhibit 3253 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 17 of 58 Title: Agency Customer Support Plan ID: 13 Date of Delivery: Within 30 Business Days of the PMO’s Acceptance of the Customer Service Representative. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 6.4.1 – 6.4.4 Deliverable Description: A document containing the policies and procedures for Customer Support that the Contractor provides to Agencies as part of the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Agency Customer Support Plan shall provide details to meet the Customer Support requirements below, including the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for Agency Customer Support. 2. The Agency Customer Support Plan shall provide security controls for verifying the identity of, prior to providing any information about the Program, the: a. Statewide Purchasing Card Administrator b. Agency Purchasing Card Administrators c. Users d. Cardholders 3. The Agency Customer Support Plan shall provide security controls to minimize risk of unauthorized individuals from: a. Accessing confidential information b. Cancelling existing, ordering new or replacement cards c. Requesting modifications to Card Account Transaction & Charge Controls or Merchant Category Code Restrictions Acceptance Criteria: 1. The Agency Customer Support Plan provides details to meet the Customer Support requirements below. 2. The Agency Customer Support Plan provides security controls for verifying the identity of, prior to providing any information about the Program, the: a. Statewide Purchasing Card Administrator b. Agency Purchasing Card Administrators c. Users d. Cardholders 3. The Agency Customer Support Plan provides security controls to prevent unauthorized individuals from: a. Accessing confidential information b. Cancelling existing, ordering new or replacement cards c. Requesting modifications to Card Account Transaction & Charge Controls or Merchant Category Code Restrictions Exhibit 3254 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 18 of 58 Title: OEU User Training Plan ID: 14 Date of Delivery: Within 60 Business Days of the PMO’s Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 7.1.1, 7.1.2, 7.1.4, and 7.2.1 Deliverable Description: A document containing the Contractor’s User Training on all aspects of the Program, in all Program Phases that will be provided to OEUs. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The OEU User Training Plan shall detail how the Contractor will use the following methods and channels to most effectively train and refresh OEU Users: a. Webinar training b. On-demand online training c. Written documentation 2. The Contractor, shall provide Role-specific User Training materials for all Users which takes full advantage of the methods and channels described above. 3. The Contractor shall provide Role-specific User Training materials for the following aspects of Solution functionality: a. User Administration b. Card Account Administration c. Transaction Approval & Transaction Approval Workflow Management d. Supporting Documentation Management e. Program Reporting 4. The OEU User Training Plan shall provide the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for the OEU User Training. Exhibit 3255 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 19 of 58 Acceptance Criteria: 1. The OEU User Training Plan details how the Contractor will use the following methods and channels to most effectively train and refresh OEU Users: a. Webinar training b. On-demand online training c. Written documentation 2. The Contractor provides Role-specific User Training materials for all Users which takes full advantage of the methods and channels described above. 3. The Contractor provides Role-specific User Training materials for the following aspects of Solution functionality: a. User Administration b. Card Account Administration c. Transaction Approval & Transaction Approval Workflow Management d. Supporting Documentation Management e. Program Reporting 4. The OEU User Training Plan contains the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for the OEU User Training. Exhibit 3256 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 20 of 58 Title: OEU User Training ID: 15 Date of Delivery: According to the Accepted OEU User Training Plan. Review Cycle: According to the Accepted OEU User Training Plan. Deliverable Type: Service SOW Section(s): 7.1.5 and 7.2.2 Deliverable Description: In cooperation with the appropriate participating OEU, the Contractor shall implement the OEU User Training Plan. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Accepted OEU User Training Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the OEU User Training Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the OEU User Training Plan. Exhibit 3257 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 21 of 58 Title: OEU User Training Plan – Updates ID: 16 Date of Delivery: Annually upon the anniversary date of Acceptance of the OEU User Training Plan by the PMO. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 7.1.1, 7.1.2, 7.1.4, 7.2.1, and 7.2.3 Deliverable Description: A document containing the Contractor’s User Training on all aspects of the Program, in all Program Phases that will be provided to OEUs. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor shall verify and update the OEU User Training Plan to ensure that the information contained in it is still current and valid. Acceptance Criteria: 1. The OEU User Training Plan details how the Contractor will use the following methods and channels to most effectively train and refresh OEU Users: a. Webinar training b. On-demand online training c. Written documentation 2. The Contractor develops or provides Role-specific User Training Materials for all Users which takes full advantage of the methods and channels described above. 3. The Contractor develops and provides Role-specific User Training Materials for the following aspects of Solution functionality: a. User Administration b. Card Account Administration c. Transaction Approval & Transaction Approval Workflow Management d. Supporting Documentation Management e. Program Reporting Exhibit 3258 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 22 of 58 Title: Agency User Training Plan ID: 17 Date of Delivery: Within 30 Business Days of the PMO’s Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 7.1.1- 7.1.4 and 7.3.1-7.3.3 Deliverable Description: A document containing the Contractor’s User Training on all aspects of the Program, in all Program Phases that will be provided to Agencies. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Agency User Training Plan shall detail how the Contractor will use the following methods and channels to most effectively train and refresh Agency Users: a. Classroom training b. Webinar training c. On-demand online training d. Written documentation 2. The Contractor shall provide Role-specific User Training documentation for Users which takes full advantage of the methods and channels described above. 3. The Contractor shall provide Role-specific User Training documentation for the following aspects of Solution functionality: a. User Administration b. Card Account Administration c. Transaction Approval & Transaction Approval Workflow Management d. Supporting Documentation Management e. Program Reporting 4. The Agency User Training Plan shall provide the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for the Agency User Training. Exhibit 3259 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 23 of 58 Acceptance Criteria: 1. The Agency User Training Plan details how the Contractor will use the following methods and channels to most effectively train and refresh Agency Users: a. Classroom training b. Webinar training c. On-demand online training d. Written documentation 2. The Contractor provides Role-specific User Training documentation for Users which takes full advantage of the methods and channels described above. 3. The Contractor provides Role-specific User Training documentation for the following aspects of Solution functionality: a. User Administration b. Card Account Administration c. Transaction Approval & Transaction Approval Workflow Management d. Supporting Documentation Management e. Program Reporting 4. The Agency User Training Plan contains the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for the Agency User Training. Exhibit 3260 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 24 of 58 Title: Agency User Training ID: 18 Date of Delivery: According to the Accepted Agency User Training Plan. Review Cycle: According to the Accepted Agency User Training Plan. Deliverable Type: Service SOW Section(s): 7.3.4 Deliverable Description: In cooperation with DFS and the Department, the Contractor shall implement the Agency User Training Plan. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Accepted Agency User Training Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the Agency User Training Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the Agency User Training Plan. Exhibit 3261 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 25 of 58 Title: Agency User Training Plan - Updates ID: 19 Date of Delivery: Quarterly from the anniversary date of Acceptance of the Agency User Training Plan by the PMO or within thirty (30) days notice from the PMO of updated State of Florida Policy and Procedures. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 7.1.1 - 7.1.4, 7.3.1, 7.3.2, 7.3.5 and 7.4.4 Deliverable Description: A document containing the Contractor’s User Training on all aspects of the Program in all Program Phases that will be provided to Agencies. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor shall verify and update the Agency User Training Plan to ensure that the information contained in it is still current and valid. Acceptance Criteria: 1. The Agency User Training Plan details how the Contractor will use the following methods and channels to most effectively train and refresh Agency Users: a. Classroom training b. Webinar training c. On-demand online training d. Written documentation 2. The Contractor provides Role-specific User Training documentation for Users which takes full advantage of the methods and channels described above. 3. The Contractor provides Role-specific User Training documentation for the following aspects of Solution functionality: a. User Administration b. Card Account Administration c. Transaction Approval & Transaction Approval Workflow Management d. Supporting Documentation Management e. Program Reporting Exhibit 3262 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 26 of 58 Title: Agency User Training Materials ID: 20 Date of Delivery: According to the Agency User Training Plan upon its Acceptance by the PMO. Review Cycle: According to the Agency User Training Plan upon its Acceptance by the PMO. Deliverable Type: Documentation SOW Section(s): 7.4.1 - 7.4.3 Deliverable Description: Agency User Training Materials providing for comprehensive solution-specific User Training Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Agency User Training Plan. Requirements: 1. The Agency User Training Materials shall provide for comprehensive solution-specific User Training, including: a. Training in all aspects of Role-specific Solution functionality b. Presentation of Contractor’s guidelines Acceptance Criteria: 1. Agency User Training Materials with the Contractor’s provided training documentation to be presented jointly by the Contractor and DFS’ training staff at mutually agreeable regularly scheduled training sessions. The Agency User Training Materials provide for comprehensive solution-specific User Training, including: a. Training in all aspects of Role-specific Solution functionality b. Presentation of Contractor’s guidelines (policies and procedures) Exhibit 3263 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 27 of 58 Title: Agency User Update Training ID: 21 Date of Delivery: Within thirty (30) days of an update to the Services or Solution and upon request by the PMO. Review Cycle: Within 10 Business Days. Deliverable Type: Service SOW Section(s): 7.4.5 Deliverable Description: User training detailing the substance of the change and the effect it will have on User functionality provided by the Contractor if the Contractor should implement an update to the Services and Solution. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor shall provide User Training detailing the substance of any changes to the Solution and the effect it will have on User functionality. Acceptance Criteria: 1. The Contractor provides User Training detailing the substance of any changes to the Solution and the effect it will have on User functionality. Exhibit 3264 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 28 of 58 Title: Program Disaster Recovery Plan ID: 22 Date of Delivery: Within 45 Business Days of the PMO's Acceptance of the Program Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 8.1.1 – 8.1.2 Deliverable Description: A document containing the process to restore computer operations and business services after a natural disaster or a disaster resulting from sabotage, negligence, or other major events. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Program Disaster Recovery Plan shall include all elements required for restoring business operations to the State of Florida Purchasing Card Program, including: a. Roles and responsibilities b. Application and inventory profiles c. Backup processes and procedures d. Start-up and recovery procedures 2. The Program Disaster Recovery Plan shall provide the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for Program Disaster Recovery. Acceptance Criteria: 1. The Program Disaster Recovery Plan includes all elements required for restoring business operations to the State of Florida Purchasing Card Program, including: a. Roles and responsibilities b. Application and inventory profiles c. Backup processes and procedures d. Start-up and recovery procedures 2. The Program Disaster Recovery Plan contains the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for Program Disaster Recovery. Exhibit 3265 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 29 of 58 Title: Program Disaster Recovery ID: 23 Date of Delivery: According to the Accepted Program Disaster Recovery Plan. Review Cycle: According to the Accepted Program Disaster Recovery Plan. Deliverable Type: Service SOW Section(s): 8.1.3 – 8.1.6 Deliverable Description: The process to restore computer operations and business services after a natural disaster or a disaster resulting from sabotage, negligence, or other major events. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted Program Disaster Recovery Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the Program Disaster Recovery Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the Program Disaster Recovery Plan. Exhibit 3266 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 30 of 58 Title: Program Disaster Recovery Plan - Updates ID: 24 Date of Delivery: Annually upon the anniversary date of Acceptance of the Program Disaster Recovery Plan by the PMO. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 8.1.6 Deliverable Description: Updates to the document containing the process to restore computer operations and business services after a natural disaster or a disaster resulting from sabotage, negligence, or other major events. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor shall verify and update the Program Disaster Recovery Plan to ensure that the information contained in it is still current and valid. Acceptance Criteria: 1. The Program Disaster Recovery Plan includes elements required for restoring business operations to the State of Florida Purchasing Card Program, including: a. Roles and responsibilities b. Application and Inventory profiles c. Backup processes and procedures d. Start-up and Recovery procedures Exhibit 3267 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 31 of 58 Title: Solution Security Report ID: 25 Date of Delivery: Within 45 Business Days of the PMO's Acceptance of the Program Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 8.2.1 - 8.2.2 Deliverable Description: Statement on Standards for Attestation Engagements No. 16 (SSAE16): Report on management's description of a service organization's system and the suitability of the design and operating effectiveness of controls. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor shall provide the SSAE16, or its equivalent if superceded or replaced. Acceptance Criteria: 1. The Contractor provides the SSAE16, or its equivalent if superceded or replaced. Exhibit 3268 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 32 of 58 Title: Program Performance Measures Report ID: 26 Date of Delivery: As specified in the Statement of Work Section 16 requirements. Review Cycle: Within 2 Business Days. Deliverable Type: Documentation SOW Section(s): 9.1.1 Deliverable Description: A document containing the results of the Accepted Program Performance Measures. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $500 if the State rejects a resubmitted deliverable. Correction Period: Within 5 Business Days. Requirements: 1. The Contractor shall provide reports to the Department’s Contract Administrator containing mutually agreed upon Accepted Program Performance Measures according to the Statement of Work pursuant to Sections 9 and 16. Acceptance Criteria: 1. The Contractor provides reports to the Department’s Contract Administrator containing mutually agreed upon Accepted Program Performance Measures, according to the Statement of Work pursuant to Sections 9 and 16. Exhibit 3269 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 33 of 58 Title: Monthly Spending Reports ID: 27 Date of Delivery: Within thirty (30) days following the closing of the preceding month. Review Cycle: Within 2 Business Days. Deliverable Type: Documentation SOW Section(s): 9.1.2 Deliverable Description: A document detailing the aggregate spending activity of each Eligible User in the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $500 if the State rejects a resubmitted deliverable. Correction Period: Within 5 Business Days. Requirements: 1. The Contractor shall provide monthly reports of the aggregate spending activity of each Eligible User in the Program indicating the activity of each Program Eligible User to the Department’s Contract Administrator. Acceptance Criteria: 1. The Contractor provides monthly reports of the aggregate spending activity of each Eligible User in the Program indicating the activity of each Program Eligible User to the Department’s Contract Administrator. Exhibit 3270 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 34 of 58 Title: Contract Review Meetings ID: 28 Date of Delivery: Quarterly meetings mutually scheduled by the Department's Contract Administrator and Contractor. Review Cycle: Within 2 Business Days. Deliverable Type: Service SOW Section(s): 9.2.1 – 9.2.4 Deliverable Description: A regular meeting of the Contractor, including Key Personnel, and the PMO to evaluate the state of the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $500 if the State rejects a resubmitted deliverable. Correction Period: Within 5 Business Days. Requirements: 1. The Contractor, including Key Personnel as needed, shall meet with the PMO to assess the Program, at least quarterly, in a Contract Review Meeting. 2. The Contractor shall submit proposed agenda items for each Contract Review Meeting to the Department’s Contract Administrator at least seven (7) Business Days prior to the meeting. 3. The Contractor shall implement any remedies for any identified Contract issues formulated during the Contract Review Meetings within the timelines set during the Meetings. Acceptance Criteria: 1. The Contractor, including Key Personnel as needed, meets with the PMO to assess the Program. 2. The Contractor submits proposed agenda items for each Contract Review Meeting to the Department’s Contract Administrator at least seven (7) Business Days prior to the meeting. 3. The Contractor implements any remedies for any identified Contract issues formulated during the Contract Review Meetings within the timelines set during the Meetings. Exhibit 3271 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 35 of 58 Title: Agency Card Design ID: 29 Date of Delivery: Within 45 Business Days of the PMO's Acceptance of the Project Manager except for custom cards as defined within the Statement of Work Section 10. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 10.1 - 10.2 Deliverable Description: A document containing the details of the Agency PCard Design. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $500 if the State rejects a resubmitted deliverable. Correction Period: Within 10 Business Days. Requirements: Subject to field requirements and limitations, 1. Cards issued to Agencies shall be embossed with the individual employee’s name, as indicated in the Solution by the Purchasing Card Administrator. 2. Cards issued to Agencies shall be embossed with the account number and card expiration date. 3. Cards issued to Agencies shall have the following printed elements: a. The State’s official seal shall be printed on the face of the Card. b. The name, “STATE OF FLORIDA”, shall be printed on the face of the Card. c. The phrase, “FOR OFFICIAL USE ONLY”, shall be printed on the face of the Card. d. The phrase, “PURCHASING CARD”, shall be printed on the face of the Card. e. The phrase, “TAX EXEMPT”, shall be printed on the face of the Card. f. The Agency’s tax-exempt number shall be printed on the face of the Card. 4. The Brand Emblem (Visa or MasterCard) shall be displayed on the face of the Card. 5. There shall be no reference to Automatic Teller Machines “ATM” or other advertising on Cards issued to Agency Eligible Users. Acceptance Criteria: Subject to field requirements and limitations, 1. Cards issued to Agencies are embossed with the individual employee’s name, as indicated in the Solution by the Purchasing Card Administrator. 2. Cards issued to Agencies are embossed with the account number and card expiration date. 3. Cards issued to Agencies have the following printed elements: a. The State’s official seal is printed on the face of the Card. b. The name, “STATE OF FLORIDA”, is printed on the face of the Card. c. The phrase, “FOR OFFICIAL USE ONLY”, is printed on the face of the Card. d. The phrase, “PURCHASING CARD”, is printed on the face of the Card. e. The phrase, “TAX EXEMPT”, is printed on the face of the Card. f. The Agency’s tax-exempt number is printed on the face of the Card. g. The Brand Emblem (Visa or MasterCard) is displayed on the face of the Card. 4. There is no reference to Automatic Teller Machines “ATM” or other advertising on Cards issued to Agency Eligible Users. Exhibit 3272 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 36 of 58 Title: OEU Card Design ID: 30 Date of Delivery: Within 45 Business Days of the PMO's Acceptance of the Project Manager except for custom cards as defined within the Statement of Work Section 10. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 10.3.5 Deliverable Description: A document containing the Contractor’s options for OEU PCard Designs. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 15 Business Days. Requirements: 1. Cards issued to OEUs may have the following printed elements: Subject to field requirements and limitations, a. An official seal, if requested, shall be printed on the face of the Card. b. The name of the OEU, if requested, shall be printed on the face of the Card. c. The phrase, if requested, “FOR OFFICIAL USE ONLY”, shall be printed on the face of the Card. d. The phrase, if requested, “PURCHASING CARD”, shall be printed on the face of the Card. e. The phrase, if requested, “TAX EXEMPT”, shall be printed on the face of the Card. f. The OEU’s tax-exempt number, if requested, shall be printed on the face of the Card. g. The Brand Emblem (Visa or MasterCard) shall be displayed on the face of the Card. Acceptance Criteria: 1. Cards issued to OEUs have the requested printed elements: Subject to field requirements and limitations, a. An official seal, if requested, is printed on the face of the Card. b. The name of the OEU, if requested, is printed on the face of the Card. c. The phrase, if requested, “FOR OFFICIAL USE ONLY”,is printed on the face of the Card. d. The phrase, if requested, “PURCHASING CARD”, is printed on the face of the Card. e. The phrase, if requested, “TAX EXEMPT”, is printed on the face of the Card. f. The OEU’s tax-exempt number, if requested, is printed on the face of the Card. g. The Brand Emblem (Visa or MasterCard) is displayed on the face of the Card. Exhibit 3273 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 37 of 58 Title: Card Issuance ID: 31 Date of Delivery: Card will be issued within 3 Business Days, except in the case of a custom card or an initial program issuance. Review Cycle: Within 10 Business Days. Deliverable Type: Service SOW Section(s): 1.1.1 and 10 Deliverable Description: The process by which the Contractor creates and issues plastic PCards as instructed by the Eligible User in the Solution. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period: Within 10 Business Days. Requirements: 1. The Requirements for this Deliverable are specified in Sections 1.1.1 and 10 of the Statement of Work. Acceptance Criteria: 1. Cards issued by the Contractor meet the Requirements specified in Sections 1.1.1 and 10 of the Statement of Work. Exhibit 3274 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 38 of 58 Title: FLAIR Data Integration Plan ID: 32 Date of Delivery: Within 60 Business Days of the PMO’s Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 11.1.1 – 11.1.3, and 11.9 Deliverable Description: A document detailing the specifications, timeframes for development, and a successful test validation of the required files. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: Within 10 Business Days. Requirements: 1. The FLAIR Data Integration Plan shall include the formats and specifications for the following files: a. FLAIR Data Validation File b. Payment Settlement File c. Payment Settlement Error File d. Automated Clearing House (ACH) File e. Charge Data File f. Scanned Images File (when functionality is available) 2. The FLAIR Data Integration Plan shall also: a. Provide a schedule for the FLAIR Data Integration. b. Outline the work required to modify the Solution and integrate the FLAIR Data Elements required for validation and transmission within the allotted implementation time period. c. Provide realistic timeframes to complete the work outlined. d. Provide adequate staff to meet those timeframes. e. Provide tasks to ensure effective and efficient communication during the implementation and deployment of the Services and Solution to all Agencies. 3. The FLAIR Data Integration Plan shall provide the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for FLAIR Data Integration. 4. When new functionality is available or if Section 11.9, Statement of Work, is triggered, the FLAIR Data Integration Plan shall be updated. Exhibit 3275 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 39 of 58 Acceptance Criteria: 1. The FLAIR Data Integration Plan includes the formats and specifications for the following files: a. FLAIR Data Validation File b. Payment Settlement File c. Payment Settlement Error File d. Automated Clearing House (ACH) File e. Charge Data File f. Scanned Images File (when functionality is available) 2. The FLAIR Data Integration Plan also contains: a. A schedule for the FLAIR Data Integration b. An outline of the work required to modify the Solution and integrate the FLAIR Data Elements required for validation and transmission within the allotted implementation time period. c. Realistic timeframes to complete the work outlined. d. Adequate staff to meet those timeframes. e. Tasks to ensure effective and efficient communication during the implementation and deployment of the Services and Solution to all Agencies 3. The FLAIR Data Integration Plan contains the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for FLAIR Data Integration. 4. When new functionality is available or if Section 11.9, Statement of Work, is triggered, the FLAIR Data Integration Plan is updated. Exhibit 3276 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 40 of 58 Title: FLAIR Data Integration ID: 33 Date of Delivery: According to the Accepted FLAIR Data Integration Plan. Review Cycle: According to the Accepted FLAIR Data Integration Plan. Deliverable Type: Service SOW Section(s): 8.4 and 11.1.4 Deliverable Description: The process by which the Contractor creates and routinely transfers several files between the Solution and FLAIR on a periodic basis. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted FLAIR Data Integration Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the FLAIR Data Integration Plan. Exhibit 3277 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 41 of 58 Title: FLAIR Data Validation File ID: 34 Date of Delivery: According to the Accepted FLAIR Data Integration Plan. Review Cycle: According to the Accepted FLAIR Data Integration Plan. Deliverable Type: Electronic File SOW Section(s): 8.4 and 11.2 Deliverable Description: An electronic file, transmitted to the Contractor by DFS, containing all information necessary for to the Contractor’s Solution to validate required accounting (FLAIR) data elements. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted FLAIR Data Integration Plan. Requirements: 1. The Solution shall receive and store the Accounting Data Elements provided by DFS in the FLAIR Data Validation File. 2. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor shall provide Error Resolution Procedures for the FLAIR Data Validation File. Acceptance Criteria: 1. The Solution receives and stores the Accounting Data Elements provided by DFS in the FLAIR Data Validation File. 2. The Acceptance Criteria for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor provides Error Resolution Procedures for the FLAIR Data Validation File. Exhibit 3278 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 42 of 58 Title: Payment Settlement File ID: 35 Date of Delivery: According to the Accepted FLAIR Data Integration Plan. Review Cycle: According to the Accepted FLAIR Data Integration Plan. Deliverable Type: Electronic File SOW Section(s): 8.4 and 11.3 Deliverable Description: An electronic file, transmitted to DFS by the Contractor, containing State of Florida accounting information for all Agency Transactions processed in the Contractor’s Solution. The Payment Settlement File allows for verification of accounting controls in FLAIR before payment is made to the Contractor. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted FLAIR Data Integration Plan. Requirements: 1. The Solution shall transmit to DFS in the Payment Settlement File, on the night following each Business Day, the Accounting Entries associated to each approved Transaction. 2. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor shall provide Error Resolution Procedures for the Payment Settlement File. Acceptance Criteria: 1. The Solution transmits to DFS in the Payment Settlement File, on the night following each Business Day, the Accounting Entries associated to each approved Transaction. 2. The Acceptance Criteria for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor provides Error Resolution Procedures for the Payment Settlement File. Exhibit 3279 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 43 of 58 Title: Payment Settlement Error File ID: 36 Date of Delivery: According to the Accepted FLAIR Data Integration Plan. Review Cycle: According to the Accepted FLAIR Data Integration Plan. Deliverable Type: Electronic File SOW Section(s): 8.4 and 11.4.1 Deliverable Description: An electronic file, transmitted to the Contractor by DFS, containing Agency Transactions in the Payment Settlement File that were rejected by FLAIR. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted FLAIR Data Integration Plan. Requirements: 1. The Solution shall receive from DFS, process, and store the Payment Settlement Error File. 2. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor shall provide Error Resolution Procedures for the Payment Settlement Error File. Acceptance Criteria: 1. The Solution receives from DFS, processes, and stores the Payment Settlement Error File. 2. The Acceptance Criteria for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor provides Error Resolution Procedures for the Payment Settlement Error File. Exhibit 3280 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 44 of 58 Title: Automated Clearing House (ACH) File ID: 37 Date of Delivery: According to the Accepted FLAIR Data Integration Plan. Review Cycle: According to the Accepted FLAIR Data Integration Plan. Deliverable Type: Electronic File SOW Section(s): 8.4 and 11.5 Deliverable Description: An electronic file, produced by FLAIR and transmitted to the State’s treasury provider by DFS, which contains payment information and is used to settle account balances with the Contractor. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period According to the Accepted FLAIR Data Integration Plan. Requirements: 1. The Contractor shall receive from DFS, process, and store the ACH File as payment against each Agency Corporate Account’s outstanding balance. 2. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor shall provide Error Resolution Procedures for the ACH File. Acceptance Criteria: 1. The Contractor receives from DFS, processes, and stores the ACH File as payment against each Agency Corporate Account’s outstanding balance. 2. The Acceptance Criteria for this Deliverable will be specified in the FLAIR Data Integration Plan. 3. The Contractor provides Error Resolution Procedures for the ACH File. Exhibit 3281 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 45 of 58 Title: Charge Data File ID: 38 Date of Delivery: According to the Accepted FLAIR Data Integration Plan. Review Cycle: According to the Accepted FLAIR Data Integration Plan. Deliverable Type: Electronic File SOW Section(s): 8.4 and 11.6 Deliverable Description: An electronic file containing line item level detail of all Agency transactions. The Charge Data File includes payment card industry standard Level 3 data, when available. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted FLAIR Data Integration Plan. Requirements: 1. The Contractor shall transmit the Charge Data File to the Information Warehouse on a mutually agreed upon regular basis. 2. The Charge Data File shall include data elements agreed upon by DFS and the Contractor. 3. The Charge Data File shall be transferred to the Information Warehouse in a manner allowing the Charge File to be electronically associated with the appropriate Scanned Images File data. 4. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 5. The Contractor shall provide Error Resolution Procedures for the Charge Data File. Acceptance Criteria: 1. The Contractor transmits the Charge Data File to the Information Warehouse on a mutually agreed upon regular basis. 2. The Charge Data File includes data elements agreed upon by DFS and the Contractor. 3. The Charge Data File is transferred to the Information Warehouse in a manner allowing the Charge File to be electronically associated with the appropriate Scanned Images File data. 4. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 5. The Contractor provides Error Resolution Procedures for the Charge Data File. Exhibit 3282 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 46 of 58 Title: Scanned Images File ID: 39 Date of Delivery: According to the Accepted FLAIR Data Integration Plan when functionality is available. Review Cycle: According to the Accepted FLAIR Data Integration Plan when functionality is available. Deliverable Type: Electronic File SOW Section(s): 8.4 and 11.7 Deliverable Description: An electronic file containing all images electronically attached or associated to Agency Transactions processed through the Contractor’s Solution. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted FLAIR Data Integration Plan when functionality is available. Requirements: 1. The Contractor shall transmit the Scanned Images File to the Information Warehouse on a mutually agreed upon regular basis. 2. The Scanned Images File shall be transferred to the Information Warehouse in a manner allowing the Supporting Documentation containing a unique transaction ID in common with the appropriate Charge Data File data. 3. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 4. The Contractor shall provide Error Resolution Procedures for the Scanned Images File, when functionality is available. Acceptance Criteria: 1. The Contractor transmits the Scanned Images File to the Information Warehouse on a mutually agreed upon regular basis. 2. The Scanned Images File is transferred to the Information Warehouse in a manner allowing the Supporting Documentation containing a unique transaction ID in common with the appropriate Charge Data File data. 3. Additional requirements for this Deliverable will be specified in the FLAIR Data Integration Plan. 4. The Contractor provides Error Resolution Procedures for the Scanned Images File, when functionality is available. Exhibit 3283 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 47 of 58 Title: Agency Enrollment Plan ID: 40 Date of Delivery: Within 45 Business Days the FLAIR Data Integration Plan Acceptance Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 12.1.1, 12.2.1 – 12.4.2 Deliverable Description: A document detailing all tasks and providing a schedule for the completion of those tasks required to enroll and establish each Agency in the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Agency Enrollment Plan shall detail all aspects of Solution Deployment, including: a. The roll-out schedule for an Agency b. Tasks for setting up a Corporate Account number for each Agency c. Contact information and roles and responsibilities for all Contractor Program Support Staff d. Solution access set-up and testing 2. The Agency Enrollment Plan shall cover all aspects of Initial Agency User Training, including: a. The schedule, with dates and locations, for Program and Solution User Training b. Demonstration of the Solution, if requested by the Agency c. User Training in compliance with the requirements set forth in Section 7 of the SOW. 3. The Agency Enrollment Plan shall cover all aspects of Card Account Establishment, including: a. A list of tasks for Card Issuance prior to each Agency’s transfer to the Program b. Program forms (electronic access) c. Customer Support for Card Account creation d. Customer Support for Card Account Transaction & Charge Limits e. Customer Support for Card Account Merchant Category Restrictions f. Card Account issuance options g. Card Production & Issuance h. Card Account Activation 4. The Agency Enrollment Plan shall provide the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for Agency Enrollment. Exhibit 3284 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 48 of 58 Acceptance Criteria: 1. The Agency Enrollment Plan details all aspects of Solution Deployment, including: a. The roll-out schedule for an Agency b. Tasks for setting up a Corporate Account number for each Agency c. Contact information and roles and responsibilities for all Contractor Program Support Staff d. Solution access set-up and testing 2. The Agency Enrollment Plan details all aspects of Initial Agency User Training, including: a. The schedule, with dates and locations, for Program and Solution User Training b. Demonstration of the Solution, if requested by the Agency c. User Training in compliance with the requirements set forth in Section 7 of the SOW. 3. The Agency Enrollment Plan details all aspects of Card Account Establishment, including: a. A list of tasks for Card Issuance prior to each Agency’s transfer to the Program b. Program forms (electronic access) c. Customer Support for Card Account creation d. Customer Support for Card Account Transaction & Charge Limits e. Customer Support for Card Account Merchant Category Restrictions f. Card Account issuance options g. Card Production & Issuance h. Card Account Activation 4. The Agency Enrollment Plan contains the Date(s) of Delivery, Review Cycle(s), Requirements, and Acceptance Criteria for Agency Enrollment. Exhibit 3285 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 49 of 58 Title: Agency Enrollment ID: 41 Date of Delivery: According to the Accepted Agency Enrollment Plan. Review Cycle: According to the Accepted Agency Enrollment Plan. Deliverable Type: Service SOW Section(s): 12.1.2 Deliverable Description: The process of the Contractor enrolling an Agency in the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $1,000 if the State rejects a resubmitted deliverable. Correction Period: According to the Accepted Agency Enrollment Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the Agency Enrollment Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable is found in the Agency Enrollment Plan. Exhibit 3286 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 50 of 58 Title: OEU Program Implementation Plan ID: 42 Date of Delivery: Within 60 Business Days of the PMO's Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 13.1.1 - 13.1.6 Deliverable Description: A document that details all steps and requirements necessary to set up an OEU in the Program. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The OEU Program Implementation Plan shall contain comprehensive information detailing all steps and tasks required to enroll an OEU in the program, and all options that OEUs have under the Contract, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria of Implementation. 2. The Contractor shall create the OEU Program Implementation Plan to accommodate both: a. Initial Deployment of Solution and Services to current OEUs b. Ongoing Deployment of Solution and Services to future OEUs 3. The OEU Program Implementation Plan shall cover all aspects of User Training that the Contractor will provide to OEUs who elect to participate in the Program, both present and future, including: a. Demonstration and Pilot, if requested by the OEU b. Sample instructional guidebooks c. Contractor’s Guidelines (Policies and Procedures) d. Contractor provided training materials (electronic access) 4. The OEU Program Implementation Plan shall cover all aspects of Solution Deployment to OEUs who elect to participate in the Program, both present and future, including: a. The roll-out schedule for OEUs b. The schedule, with dates and locations, for program and technology solution training c. Tasks for setting up a corporate account number for OEU d. Tasks for mapping the Solution to interface with OEU accounting system(s) e. A list of tasks for card issuance prior to each OEU’s transfer to the Program 5. The OEU Program Implementation Plan shall cover all aspects of Card Issuance, including: a. Program forms (electronic access) b. Testing Card controls and issuance options c. Card Account set-up d. Card Account production and distribution e. Card Account activation f. Account follow-up Exhibit 3287 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 51 of 58 Acceptance Criteria: 1. The OEU Program Implementation Plan contains comprehensive information detailing all steps and tasks required to enroll an OEU in the program, and all options that OEUs have under the Contract, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria of Implementation. 2. The Contractor creates the OEU Program Implementation Plan to accommodate both: a. Initial Deployment of Solution and Services to current OEUs b. Ongoing Deployment of Solution and Services to future OEUs 3. The OEU Program Implementation Plan covers all aspects of User Training that the Contractor will provide to OEUs who elect to participate in the Program, both present and future, including: a. Demonstration and Pilot, if requested by the OEU b. Sample instructional guidebooks c. Contractor’s Guidelines (Policies and Procedures) d. Contractor’s training materials (electronic access) 4. The OEU Program Implementation Plan covers all aspects of Solution Deployment to OEUs who elect to participate in the Program, both present and future, including: a. The roll-out schedule for OEUs b. The schedule, with dates and locations, for program and technology solution training c. Tasks for setting up a corporate account number for each OEU d. Tasks for mapping the Solution to interface with OEU accounting system(s) e. A list of tasks for card issuance prior to each OEU’s transfer to the Program 5. The OEU Program Implementation Plan covers all aspects of Card Issuance, including: a. Program forms (electronic) b. Testing Card controls and issuance options c. Card Account set-up d. Card Account production and distribution e. Card Account activation f. Account follow-up Exhibit 3288 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 52 of 58 Title: OEU Program Implementation ID: 43 Date of Delivery: According to the Accepted OEU Program Implementation Plan. Review Cycle: According to the Accepted OEU Program Implementation Plan. Deliverable Type: Service SOW Section(s): 13.1.7 Deliverable Description: In cooperation with the appropriate participating OEU, the Contractor shall implement the OEU Implementation Plan and begin providing the OEU Program Implementation Services to the participating OEU. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Accepted OEU Program Implementation Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the OEU Implementation Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the OEU Implementation Plan. Exhibit 3289 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 53 of 58 Title: OEU Program Operation Plan ID: 44 Date of Delivery: Within 90 Business Days of the PMO's Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 14.1.1 - 14.1.2 Deliverable Description: A document that details all aspects of the OEU Program Operation. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The OEU Program Operation Plan shall: a. Outline the ongoing work and activities required to operate the offered Solution and Services after the Implementation Phase, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria of Operation Services. b. Provide periodic schedules to monitor the work and activities outlined. c. Provide adequate staffing to ensure uninterrupted operation of the Solution and Services. d. Provide tasks to ensure effective and efficient communication during the Operation Phase. Acceptance Criteria: 1. The OEU Program Operation Plan contains: a. An outline of the ongoing work and activities required to operate the offered Solution and Services after the Implementation Phase, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria of Operation Services. b. Periodic schedules to monitor the work and activities outlined. c. Adequate staffing to ensure uninterrupted operation of the Solution and Services. d. Tasks to ensure effective and efficient communication during the Operation Phase. Exhibit 3290 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 54 of 58 Title: OEU Program Operation ID: 45 Date of Delivery: According to the Accepted OEU Program Operation Plan. Review Cycle: According to the Accepted OEU Program Operation Plan. Deliverable Type: Service SOW Section(s): 14.1.3 – 14.2.1 Deliverable Description: In cooperation with the appropriate participating OEU, the Contractor shall implement the OEU Program Operation Plan and begin providing the OEU Program Operation Services to the participating OEU. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Accepted OEU Program Operation Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the OEU Program Operation Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the OEU Program Operation Plan. Exhibit 3291 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 55 of 58 Title: OEU Program Transition Plan ID: 46 Date of Delivery: Within 90 Business Days of the PMO's Acceptance of the Project Manager. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 15.1.1 - 15.1.2 Deliverable Description: A document that details all steps and requirements necessary to close-out an OEU’s participation in the Program created under this Contract should any OEU elect to leave the Program or the Department elect to solicit for, and award, a Contract for the provision of the Services and Solution with a new vendor. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The OEU Program Transition Plan shall: a. Outline the work required to close out and reconcile the Services and Solution within a reasonable transition time period, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria of Transition Services. b. Outline the work required to reconcile and close all Card Accounts and each OEU’s Corporate Account. c. Provide realistic timeframes to complete the work outlined and adequate staff to meet those timeframes. d. Provide tasks to ensure effective and efficient communication during the transition of services. Acceptance Criteria: 1. The OEU Program Transition Plan contains: a. An outline of the work required to close out and reconcile the Services and Solution within a reasonable transition time period, including the Date of Delivery, Review Cycle, Requirements, and Acceptance Criteria of Transition Services. b. An outline of the work required to reconcile and close all Card Accounts and each OEU’s Corporate Account. c. Realistic timeframes to complete the work outlined and adequate staff to meet those timeframes. d. Tasks to ensure effective and efficient communication during the transition of services. Exhibit 3292 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 56 of 58 Title: OEU Program Transition ID: 47 Date of Delivery: Upon request of the OEU, and according to the Accepted OEU Program Transition Plan. Review Cycle: According to the Accepted OEU Program Transition Plan. Deliverable Type: Service SOW Section(s): 15.1.4 – 15.2.1 Deliverable Description: In cooperation with the OEU, the Contractor shall implement the OEU Program Transition Plan and begin providing the Program Transition Services to the participating OEU. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: According to the Accepted OEU Program Transition Plan. Requirements: 1. The Requirements for this Deliverable will be specified in the OEU Program Transition Plan. Acceptance Criteria: 1. The Acceptance Criteria for this Deliverable will be specified in the OEU Program Transition Plan. Exhibit 3293 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 57 of 58 Title: Disputed Transaction Procedures ID: 48 Date of Delivery: Within 45 Business Days of Contract execution. Review Cycle: Within 10 Business Days. Deliverable Type: Documentation SOW Section(s): 8.3.1 Deliverable Description: A document that contains procedures for Disputed Transactions. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. Correction Period: Within 10 Business Days. Requirements: 1. The Contractor, shall provide procedures for handling Disputed Transactions marked in the Solution by Eligible Users as ‘Disputed’. Acceptance Criteria: 1. The Contractor, provides procedures for handling Disputed Transactions marked in the Solution by Eligible Users as ‘Disputed’. Exhibit 3294 OF 434 Schedule of Deliverables Purchasing Card Services Contract No. 84121500-15-01 Page 58 of 58 Title: Solution Availability ID: 49 Date of Delivery: Upon effective date of Contract. Review Cycle: Within 2 Business Days. Deliverable Type: Service SOW Section(s): 17.1 Deliverable Description: The Solution shall be available for use by Eligible Users twenty-four (24) hours per day, seven (7) days a week, every day of the year, less scheduled maintenance. Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency. The Contractor shall be assessed a Financial Consequence of $2,000 if the State rejects a resubmitted deliverable. Correction Period: Within 2 Business Days. Requirements: 1. The Solution shall be available at least 97% of the previous 12 months less scheduled maintenance. Unscheduled outages will be calculated as 31 minutes for the first minute beyond 30 of and by the minute for each fraction of a minute beyond 31 for the purposes of calculating Solution availability. 2. The Contractor shall provide notice of scheduled maintenance to the Contract Manager and Statewide Purchasing Card Administrator. 3. In the event that any portion of the Solution becomes inoperable or inaccessible to Eligible User(s), the Contractor or the Solution shall provide notice to the Statewide Purchasing Card Administrator as soon as reasonable. Acceptance Criteria: 1. The Solution is available at least 97% of the previous 12 months less scheduled maintenance. Unscheduled outages are calculated as 31 minutes for the first minute beyond 30 of and by the minute for each fraction of a minute beyond 31 for the purposes of calculating Solution availability. 2. The Contractor provides notice of scheduled downtime to the Contract Manager and Statewide Purchasing Card Administrator. 3. In the event that any portion of the Solution becomes inoperable or inaccessible to Eligible User(s), the Contractor or the Solution provides notice to the Statewide Purchasing Card Administrator as soon as reasonable. Exhibit 3295 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 1 of 11 State of Florida Purchasing Card Program Eligible User Agreement In accordance with State Term Contract No. 84121500-15-01 The State of Florida Department of Management Services (“Department” or “DMS”) has agreed that State Agencies and local government entities in the State of Florida (each an “Eligible User”) may utilize the purchasing card program of the State of Florida (“Purchasing Card Program”) as the basis for establishing a purchasing card program with an Eligible User. This Eligible User Agreement (the “Agreement”) is entered into by [Insert Eligible User name] (the “Eligible User”) and [vendor] (the “Contractor”) as of the date last signed by the parties (the “Effective Date”). By signing this Agreement, the Eligible User requests, and the Contractor agrees to provide to the Eligible User, the corporate purchasing card services set forth in State Term Contract number 84121500-15-01. Incorporated documents do not negate the provision of the Contract. Any product, service or maintenance provisions that do not comply with Florida law or require an Eligible User to indemnify the Contractor are invalid. The Eligible User and the Contractor agree as follows: A. All defined terms in the Contract apply to this Eligible User Agreement. B. By signing this Eligible User Agreement, the Eligible User and the Contractor agree to be bound by the terms of this Eligible User Agreement and the Contract in the performance of their obligations. By signing below, the Eligible User represents that a copy of the Contract has been provided or made available to it. C. With regard to Eligible User participation, the following applies: 1. Eligible User Warranties. The Eligible User represents and warrants to the Contractor that: 1.1 it is an Eligible User, as defined under the Contract; 1.2 it is contracting for purchasing card services with the Contractor, and its performance of its obligations under this Agreement and the Contract will not violate any law, regulation, judgment, decree or order applicable to it; and 1.3 it desires to utilize the Purchasing Card Program (“Program”) of the Department as the basis for establishing a purchasing card program. The Eligible User acknowledges and agrees that, notwithstanding anything to the contrary in the Contract, the Contractor will provide the Department and DFS with access to the following information: (i) Eligible User’s name and agreement to the provisions of the Contract and the Agreement; (ii) data related to the Eligible User’s Cardholder Transactions and use of the purchasing card program; and (iii) amount of rebate paid by the Contractor to the Eligible User under the Program. Exhibit 3296 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 2 of 11 2. Contractor’s Obligations. 2.1 Card Accounts. The Contractor will open Card Accounts, upon the Eligible User's request, which Cardholders may use to conduct Transactions for the Eligible User's business. All Transactions made on a Card Account are considered authorized by the Eligible User unless the Contractor receives, and has had a reasonable period of time to act upon, written notice from the Eligible User that the Cardholder is no longer authorized to use the Card or the Card Account. At the Eligible User’s request, the Contractor may also establish a Cardless Account. If an OEU so requests, the Contractor will provide to the Cardholder, at the address the OEU specifies, a Billing Statement reflecting the Cardholder’s use of the relevant Card Account. 2.2 External Fraud. The Contractor will assume the financial liability for all external fraud if the Eligible User or Cardholder has not authorized or participated in the specific Transaction. If there is internal fraud or collusion, the Contractor will deliver misuse insurance provided by the card network to help the Eligible User with recovery from card networks. 3. Eligible User’s Obligations. 3.1 The Eligible User shall use each Card Account solely for business purposes, and shall pay according to section 13, Exhibit C, Special Contract Conditions, for each Transaction, regardless of its purpose or whether the Eligible User signed a sales draft or received a receipt. 3.2 The Eligible User represents and warrants to the Contractor that each Cardholder is a current employee, or for OEU’s, an employee or agent of the OEU. If a Cardholder ceases to be the Eligible User’s employee or agent, the Eligible User must provide notice as soon as practicable and destroy or return to the Contractor as soon as practicable the Card allocated to that Cardholder. 3.3 The Eligible User will promptly furnish such financial and other information as the Contractor requests for the purpose of reviewing the Eligible User’s ability to perform the Eligible User’s obligations to the Contractor. Notwithstanding the foregoing, the financial information for State Agencies is located at: http://www.myfloridacfo.com/aadir/statewide_financial_reporting/index.htm. The Eligible User represents and warrants that all information about the Eligible User, its employees, and agents is accurate and sufficiently complete to give the Contractor accurate knowledge of the Eligible User’s financial condition. 3.4 The Eligible User and each Cardholder will check to ensure that the information on each new Card is correct, and the Eligible User will contact the Contractor if there is an error. 3.5 The Statewide Purchasing Card Administrator or OEU Eligible User must give Contractor prompt written notice of any addition, deletion or change of its Purchasing Card Administrator. Exhibit 3297 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 3 of 11 3.6 The Eligible User is responsible for maintaining the security of its data outside the Contractor’s or Contractor’s vendors’ systems. The Contractor is responsible for maintaining the security of the Eligible User’s data on the Contractor’s or Contractor’s vendors’ systems. 3.7 Compliance with Law. The Eligible User must comply, and ensure that its Cardholders and Transactions comply with all laws to which the Eligible User, the Cardholder or the Transaction may be subject, including all AML/Sanctions Laws. The Eligible User must provide all notifications or information necessary to allow the Contractor to comply with obligations under any AML/Sanctions Laws, including (if necessary) providing any information required to establish and verify the identity and background of any Cardholder. The Eligible User represents and warrants to the Contractor that the performance of its obligations will not violate any law or facilitate illegal transactions. 3.8 OFAC Covenant. The Eligible User covenants that it will not use or permit any Cardholder to use, any Card, Cardless Account, Cash Advance or Convenience Check to transact, lend, contribute, or otherwise make available funds to any Subsidiary, joint venture partner or other individual or entity (“Person”), to fund any disallowed activities of or business with any Person, in Cuba, Iran, North Korea, Sudan, Syria, or in any country or territory, that, at the time of such funding, is the subject of any Sanctions, or in any other manner that will result in a violation by any person (including any person participating in the transaction, whether as advisor, investor or otherwise) of Sanctions. 3.9 Credit Limit. The Contractor will establish one total credit limit for all Card Accounts issued to the Eligible User and all of its Cardholders. The Eligible User shall determine an individual credit limit for each Cardholder Account which is part of any of its Card Accounts issued to the Eligible User and all of its Cardholders. The individual credit limits for each Cardholder Account, when aggregated, may exceed the total credit limit for all Card Accounts issued to the Eligible User and all of its Cardholders. However, this will not increase the total credit limit. Upon the Eligible User’s request and if approved by the Contractor, the Contractor may increase the total credit limit or any individual limit. The Contractor may decrease the total credit limit or any individual limit in its reasonable discretion with notification to the Eligible User as soon as practicable, but in no event later than the same date as the decrease. 3.10 Transactions Exceeding the Credit Limit. The Eligible User agrees not to incur obligations which would cause the total credit limit for all Card Accounts to be exceeded. The Contractor will make available online tools and standard reporting to monitor cardholder activity. If the Eligible User exceeds the total credit limit for all Card Accounts, the Contractor may refuse any Transactions on all Card Accounts. The Contractor also may require the entire balance owing on the most recent Billing Statement to be immediately due and payable before further use of Card Accounts. If the Eligible User’s individual Card limit is exceeded and that individual Cardholder Account is individually billed, the Contractor may (i) refuse any Transactions applicable to that Cardholder Account until a payment is made to reduce the balance below the individual Cardholder’s credit limit or until the Eligible User increases that Cardholder’s credit limit; and (ii) charge the Eligible User a fee as set in the Schedule of Charges in Exhibit H. Exhibit 3298 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 4 of 11 3.11 Currency Conversion. If an Eligible User or its Cardholders make a Transaction in currency other than U.S. dollars, Visa or MasterCard will convert the charge or credit into a U.S. dollar amount. The conversion rate on the processing date may differ from the rate on the date of your Transaction. The exchange rate used by Visa will either be (i) a rate selected by Visa from a range of rates available in wholesale currency markets for the applicable central processing date, which rate may differ from the rate Visa receives, or (ii) the government-mandated rate in effect for the central processing date. MasterCard will use an exchange rate of either (i) a wholesale market rate or (ii) a government-mandated rate. 3.12 International Transaction Fee. The Contractor may add a fee to the U.S. dollar amount of any Transaction that is made in a foreign currency (the “International Transaction Fee”). The International Transaction Fee is set in the Schedule of Charges in Exhibits G and H. 4. Disputes with Merchants and Suppliers. 4.1 Disputes with Merchants and Suppliers. The Contractor will have no liability for goods or services purchased with, or for a Merchant’s or Supplier’s failure to honor purchases made with a Card Account. If the Eligible User has any questions, problems or disputes concerning the quality of any goods or services purchased using a Card Account or Card, a purchase price discrepancy, warranty or other performance issues or any other purchase matter, the Eligible User must contact the Merchant or Supplier directly. The Eligible User may not rely on any claim or dispute concerning the purchase of goods or services using a Card Account or Card as a reason to avoid the Eligible User’s payment obligations under the Contract. Notwithstanding the foregoing, when the Contractor processes any request for a Transaction refund through a card network on the Eligible User’s behalf, which for the avoidance of doubt shall be processed in accordance with the operating rules and regulations of such card network, the Eligible User agrees that, in a dispute with a Merchant or Supplier, the Contractor will be subrogated to the Eligible User’s rights and each Cardholder’s rights against the Merchant or Supplier and the Eligible User will assign (and cause the Cardholder to assign) to the Contractor the right to assert a billing error against the Merchant or Supplier. The Eligible User will, and will cause the Cardholder to, do whatever is necessary to enable the Contractor to exercise those rights. The Contractor may reverse from any Card Account any Transactions relating to the dispute. 4.2 Authorization for Transactions. A Merchant or Supplier may seek prior authorization from the Contractor before completing a Transaction. If the Eligible User advises the Contractor in writing that the Eligible User desires to restrict Transactions to Merchants falling within certain categories the Contractor designates, to the extent consistent with the Statement of Work and the Contract, the Contractor will take reasonable steps to prevent authorization of Transactions from other types of Merchants. The Contractor, however, will not be liable to the Eligible User if Merchants or suppliers nonetheless accept a Card for other types of Transactions, or if authorization for a Transaction is not given. The Contractor may also refrain from authorizing a Transaction for any reason in the Contractor’s reasonable discretion. 4.3 Forms of Consent. If a Transaction is made using a Card or a Card Account number, the Eligible User needs to consent to the Transaction (whether by a Cardholder giving consent or Exhibit 3299 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 5 of 11 otherwise) so that the Contractor can make sure that it is genuine. A Transaction can be consented to by: i. using a Card with the relevant card PIN or a signature; ii. using the account number and other details requested; iii. presenting a Card to the supplier’s terminal if the Transaction is made using contactless technology; or iv. such other means as the Department and the Contractor may from time to time agree. The Contractor may deem Transactions which have not been consented to in one of the above manners to be unauthorized and the Contractor may decline to process such Transactions. This is in addition to any other rights the Contractor has to decline Transactions according to Eligible User Agreement Sections 4, 5.1, or 5.2 (disputes, authorizations and Unauthorized Use). 5. Lost or Stolen Cards; Unauthorized Use. 5.1 Authorization Denials. The Contractor may refrain from authorizing any Transaction: i. if the Contractor suspects that the Transaction is or might be fraudulent or unlawful or for the purpose of any fraudulent or unlawful activity; ii. if the Contractor suspects that the Transaction constitutes or might constitute Unauthorized Use as defined in Section (3)(yyy), Exhibit A, Definitions; or iii. if to authorize that Transaction would cause the Contractor to breach any law (including any AML/Sanctions Laws by which the Contractor must abide). 5.2 Failure to Authorize. Subject to applicable law, the Contractor will not be liable to the Eligible User if the Contractor fails to authorize or declines any Transaction for any reason. If a Transaction is not authorized or declined, the Eligible User may seek, and the Contractor will provide, reasonable assistance in investigating and resolving the declined or unauthorized Transaction. 5.3 Reporting a Loss, Theft or Unauthorized Use; Assisting with Investigations. In the event of a possible loss or theft of a card, or Card Account or possible Unauthorized Use, the Eligible User will give the Contractor notice as provided in section 10.6, Exhibit D, Statement of Work, or using the Solution. The Eligible User agrees to give the Contractor this notice as soon as reasonable after discovery of the known or suspected loss or theft or Unauthorized Use. If notice is provided and the Eligible User assists the Contractor in investigating the loss, theft or possible Unauthorized Use, then the Eligible User will not be liable for Transactions resulting from Unauthorized Use. If the Contractor has issued fewer than ten Card Accounts to the Eligible User, the Eligible User’s liability for Transactions by a person who does not have actual, implied or apparent authority to use the Card, or Card Account and whose use does not result in a direct or indirect benefit to the Eligible User, will not exceed $50 on each Card. 6. License to Use the Eligible User’s Marks. Upon the Eligible User’s request, the Contractor may place the Eligible User’s trademark, trade name, service mark and/or designs (“Eligible User’s Marks”) on the Cards consistent with Exhibit 3300 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 6 of 11 section 10, Exhibit D, Statement of Work. The Eligible User will provide the graphics to the Contractor in sufficient time to allow for review and approval by the Contractor and, if necessary, the respective card network. The Eligible User or the State, as applicable, grants to the Contractor a non-exclusive license to use, during the term of the service, Eligible User’s Marks on the Cards. 7. Convenience Checks. In the event the Contractor provides Convenience Checks with regard to an OEU Card Account, the Convenience Checks may not be used to make payment on the Card Account. The Contractor may pay a Convenience Check and post its amount to the Card Account regardless of any restriction on payment, including a Convenience Check that is post-dated, that states it is void after a certain date or that states a maximum or minimum amount for which it may be written. Once paid, Convenience Checks will not be returned to the OEU or the Cardholder. If an OEU wishes to stop payment on a Convenience Check, it must call the Contractor at the customer service number shown on the Billing Statement and provide such information as the Contractor requests or is required under the relevant User Documentation. The Contractor will stop payment if the request is received on or before the Business Day on which the Contractor would otherwise pay the Convenience Check. The date on which the Contractor would pay a Convenience Check may be prior to the date it would post to the Card Account. A stop payment order will remain in effect for up to six months. 8. Cardless Accounts; Accounts not in Name of Individual. The Contractor may establish a Cardless Account or establish a Card Account with a designation which is not an actual individual, including, without limitation, designation of a vehicle identification number, license number, department name or “Authorized Representative” on the Card Account if requested by the Eligible User. The Eligible User may provide the number associated with the Cardless Account to its Cardholders. The Eligible User agrees to be solely responsible for the use of any such Cardless Account or Card Account, including, without limitation, any Unauthorized Use. The Contractor will however assist the Eligible User with any disputed transaction as described in Section 4. 9. Statements and Payment. For Eligible Users see section 13, Exhibit C, Special Contract Conditions. For OEUs, see Sections 9.1 – 9.5. 9.1 Issue of statements. The Contractor will provide to the Card Administrator, or other person the OEU designates in writing, a Billing Statement which will identify each Transaction posted during the billing cycle and the date of the Transaction. The Billing Statement will also list any applicable fees and charges for a Service. If the OEU has requested a Card Account for travel and entertainment Transactions, the Contractor will provide, upon the OEU’s request, an additional copy of the Billing Statement covering such use of the relevant Card Account to the appropriate Cardholder at the address which the OEU or the Cardholder provides to the Exhibit 3301 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 7 of 11 Contractor. The OEU agrees that the Contractor may provide Billing Statements or make Billing Statements available by electronic means, including by way of electronic mail or a Website. 9.2 Review of statements. On the OEU’s receipt of a Billing Statement, the OEU must review it and notify the Contractor by telephone (using the appropriate telephone number set out in the Billing Statement), electronic mail, or other method that may be agreed upon by the parties of any Transaction appearing on that statement which the OEU considers may have resulted from any Unauthorized Use. The OEU must give this notice as soon as practicable but in any event not later than 60 days after the OEU receives the Billing Statement. If the OEU opts to have individual statements sent to individual Cardholders, the OEU must ensure that each relevant Cardholder complies with the provisions of this Section 9.2. Subject to the requirements of any applicable laws, if the OEU does not (or if a relevant Cardholder does not) give the Contractor notice in accordance with this Section 9.2, the Contractor may not be liable to refund any amounts relating to that Transaction. 9.3 Payment of statement amount. The OEU will pay, or ensure that the relevant Cardholder pays on the OEU’s behalf, to the Contractor the total amount shown as due on each Billing Statement on or before the Payment Due Date shown on the statement. If the Contractor does not receive payment in full by the specified due date, in addition to its other rights, the Contractor may assess a late fee and finance charge as set in the Schedule of Charges for the OEU in Exhibit H. The OEU has no right to defer any payment due on any Card Account. For the avoidance of doubt, if individual billing applies, the Contractor will collect from the OEU for any amount due which is not paid by a Cardholder. 9.4 Service fees. The OEU will pay the Contractor for a Service set in the Schedule of Charges in Exhibit H. 9.5 Account identification. If an OEU or any Cardholder makes any payment to the Contractor in connection with a Card Account, it must, or ensure that the Cardholder must, at the same time provide the Contractor with either the account number or the Card number. The Contractor shall not be liable for any delay in crediting any such payment or recording any Transaction, where this information is not provided to the Contractor in accordance with this Section 9.5. 10. Termination. 10.1 All terminations are contingent on written notice. The following events may be the basis for termination for default: 10.1.1 If an Eligible User fails to pay when due undisputed charges totaling at least two months’ charges under the Contract and fails to make such payment within fifteen (15) days after receipt of written notice of non-payment from the Contractor referencing this section, and stating that the Contractor intends to terminate the Eligible User Agreement for nonpayment, then the Contractor may terminate the Agreement as of the date specified by the Contractor in a separate written notice of termination. This notice is contingent on prior completion of a dispute resolution process between the parties. Exhibit 3302 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 8 of 11 10.1.2 If an Eligible User fails to comply with any material law or regulation controlling its operation, including AML or Sanctions Law, the Contractor has the right to file a notice of termination immediately, which notice shall specify the asserted non-compliance and attach supporting evidence. 10.1.3 If an Eligible User materially breaches any of the terms and conditions of this Agreement, and does not cure or commence a cure of the breach within 30 days of written notice, then the Contractor has the right to file an immediate notice of termination contingent on prior completion of a dispute resolution process between the parties. 10.2. If an Eligible User experiences a material adverse change in the Eligible User’s financial condition and the Eligible User’s ability to perform its obligations under the terms of the Eligible User Agreement are negatively impacted, then the Contractor may terminate the specific Eligible User Agreement after providing written notice referencing this section and stating that the Contractor intends to terminate the Eligible User Agreement as of a date specified in the notice of termination. This notice is contingent on prior completion of a dispute resolution process between the parties. 10.3 Upon any termination of an Eligible User Agreement, the Eligible User will immediately destroy, and will instruct all Cardholders to immediately destroy, all Cards. The Eligible User’s responsibility to pay for all undisputed Transactions regarding each Card Account will continue until the Eligible User notifies the Contractor to close the Card Account or until the Eligible User pays for all Transactions entered into before the Contractor closes the Card Account to future use, whichever occurs later. The Contractor and the Eligible User shall settle all outstanding liabilities and all claims arising out of such termination. After termination, the Eligible User and all Cardholders will make no new Transactions on any Card Account. If, however, the Eligible User makes such Transactions, the Eligible User will be liable for each of them. These obligations will continue after a service the Eligible User is using has been terminated. 11. Receipts Imaging Service. The OEU may elect to use the Contractor’s receipts imaging service whereby the OEU will send copies of its transaction receipts, and the Contractor will electronically store those receipts (the “receipts imaging service”). It is the OEU’s obligation to send the Contractor legible copies of transaction receipts. The OEU acknowledges and agrees that the Contractor will not review the transaction receipts and that the OEU is responsible for retaining the original receipts. The Contractor will not be liable for damages if the images are illegible or blank or for failure to provide copies by a given time or for failure to provide copies the Contractor is not reasonably able to provide. Images will be made available to the OEU by website at such times as may be set forth in the applicable User Documentation or as otherwise established by the Contractor. There is no charge for this service. 12. Notices. Any notice required or permitted to be given under this Eligible User Agreement or the Contract from one party to the other will be in writing and will be given and deemed to have been given when actually received, if hand delivered, delivered by telephonic facsimile transmission equipment and confirmed by telephone, with and original mailed or hand-delivered thereafter or Exhibit 3303 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 9 of 11 mailed by certified or registered mail with postage prepaid to the Party or their successor at the address specified as follows: i. Eligible User: ii. Contractor: Routine notices given by Contractor to the Eligible User, such as transaction details, changes in terms required by systems updates or payment card network changes and any reasonable notice required by the Contractor’s licenses or schedules, may be delivered by electronic mail to the address provided by the Eligible User. Either party may change the address to which notices are to be delivered by giving to the other party not less than ten (10) Business Days prior written notice thereof. 13. Information Security/Data Protection. Data Security requirements are described in section 7, Exhibit C, Special Contract Conditions. The following are policies of the Contractor: 13.1 Overall Data Security Regulations. As a financial institution, the Contractor is required to comply with the information security standards of, as applicable, the Gramm Leach Bliley Act and the regulations issued thereunder the Fair and Accurate Credit Transactions Act and the regulations issued thereunder; the Federal Financial Institutions Examination Council (FFIEC) criteria; the Interagency Guidance on Response Programs for Unauthorized Access to Customer Information and Customer Notice; the US Securities and Exchange Commission; FINRA; the NASD; and other federal statutory, national and international legal and regulatory requirements. The Contractor is evaluated regularly for compliance with these obligations by various US and international regulators, including, the US Office of the Comptroller of the Currency, as applicable. 13.2 Security and Confidentiality. The Contractor maintains an information security policy that: contains appropriate administrative, technical, and physical safeguards designed to protect against Information Security Events; conforms as required to the requirements of applicable data protection laws; and sets forth policies and procedures that are consistent with, to the extent applicable to the Services, PCI DSS standards, the card networks’ rules and regulations; and Financial Services Industry Best Practices. 13.3 Organizational Security. All information is stored in the United States for programs in the United States and Canada. 13.4 Human Resources Security. The Contractor takes reasonable steps to ensure that its Workforce is aware of their obligations in the provision of the Services and applicable data protection laws, including that any unauthorized processing or disclosure of the Personal Data may lead to disciplinary action under their contract of employment or other contractual arrangements. Prior to receiving access to Personal Data, the Workforce and any Extended Workforce will receive appropriate security awareness training and recurring security awareness training at appropriate intervals. The access rights of the Contractor’s Workforce with access to the Contractor’s Information Processing System(s) or media containing Personal Data are Exhibit 3304 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 10 of 11 removed upon termination of their employment, contract or agreement, or adjusted upon change of job function. 13.5 Physical and Environmental Security. Contractor protects all areas that contain Information Processing System(s) or media containing Personal Data by the use of security controls deemed appropriate by the Contractor. 13.6 Information Security Event Management. The Contractor maintains an incident response plan that addresses handling of Information Security Events. In accordance with such incident response plan, the Contractor will: Provide Eligible User prompt, but in no event later than two (2) Business Days of becoming aware thereof, notice of any Information Security Event documented and verified by the Contractor as part of its standard incident response process that involves, or which the Contractor reasonably believes involves, the unauthorized access, use or disclosure of Eligible User’s Personal Data. Such notice shall, to the extent the Contractor is legally allowed, summarize in reasonable detail the Information Security Event and the corrective action taken or to be taken by the Contractor, if known at that time. The Contractor will promptly take all corrective action deemed necessary or appropriate by the Contractor at no additional charge to the Eligible User. 13.7 Security Assessments. The Contractor permits the Eligible User’s representatives to perform one annual on-site or written assessment of the security controls used at the Contractor’s data processing and business facilities. Also such assessment may be requested after an Information Security Event. Such assessments will be performed during regular business hours, at a date and time agreed to by both Parties, and will not require access to Information Processing System(s). Such assessments will be subject to the Contractor’s security policies, procedures, and restrictions, including restrictions on access to data centers, the ability to perform hands-on testing, and copying of certain materials. The Contractor scans internal and external facing Information Processing System(s) with applicable industry standard security vulnerability scanning software (including network, server, application and database scanning tools) at a minimum once per month and perform mitigations that the Contractor deems appropriate to address issues identified. The Contractor performs a comprehensive application penetration test and security evaluation of all websites used to store, access, or process Personal Data prior to use and at least annually thereafter. Exhibit 3305 OF 434 Exhibit F State of Florida Purchasing Card Program Eligible User Agreement Page 11 of 11 IN WITNESS WHEREOF, the parties hereby execute this Eligible User Agreement as of the Effective Date. [Contractor] Eligible User Signature: Signature: Name: Name: Title: Title: Date: Date: Exhibit 3306 OF 434 EXHIBIT G 1 Authorized initials: Date: Schedule of Fees, Charges and Rebates State Agencies June 16, 2015 | CONFIDENTIAL Submitted by: Kristin Harrison | Director Global Treasury Solutions Bank Merrill Lynch T +850-561-5911 E Kristin.harrison@baml.com Exhibit 3307 OF 434 Authorized initials: Date: 2 I. GENERAL PRODUCT FEES AND CHARGES General Fees Annual Card Fee Waived Logo Fee: Fee Waived Unique Custom Design Fee Not applicable Return Payment Fee Waived International Transaction Fee 2% of USD amount* Expedited Card Delivery Fee  U.S. Mail/Bulk Mail (Default)=No Fee  Overnight=$35.00, unless waived Overlimit Fee Waived State Billed Fees Late Fee (assessed 3 days after cycle date when account is past due) (Assessed as a % of the past due amount for the current month’s charges and any unpaid balances) Pursuant to Section 215.422, Florida Statutes *If you make a transaction in currency other than U.S. dollars, Visa or MasterCard will convert the charge or credit into a U.S. dollar amount. The conversion rate on the processing date may differ from the rate on the date of your transaction. The exchange rate used by Visa will either be (i) a rate selected by Visa from a range of rates available in wholesale currency markets for the applicable central processing date, which rate may differ from the rate Visa receives, or (ii) the government-mandated rate in effect for the central processing date. MasterCard will use an exchange rate of either (i) a wholesale market rate or (ii) a government-mandated rate. We may add a 2% fee to the U.S. dollar amount of any transaction that is made in foreign currency or that is made outside the United States even if you pay in U.S. dollars (the “International Transaction Fee”). II. ELECTRONIC PRODUCTS SCHEDULE OF FEES AND CHARGES Reporting and Data Works Fee Waived Payment Center Fee Waived Data File Feeds To Customers / Third Parties:  Statement Billing File  EDI 811  Visa Commercial Format (VCF)  MC Commercial Data Format (CDF)  1099 & Socioeconomic Reporting Fee Waived END OF SCHEDULES I AND II Exhibit 3308 OF 434 EXHIBIT G 3 Authorized initials: Date: III. US SCHEDULE OF REBATES (Cycle and Grace Days) REBATE DEFINITIONS Capitalized terms, which are not defined in this Section III have the meanings ascribed in the applicable Card Agreement. “Calculation Period” means the three (3) month period commencing on the first day of the month after Bank receives a fully executed original of the Agreement and thereafter, each subsequent three (3) month period. “Credit Losses” means any balances which remain unpaid by State Agency, Participant or a Cardholder six (6) billing periods after the closing date on the Billing Statement in which the Transactions, fees and charges appeared for the reporting period. “Cycle Days” means the number of days from the start of the billing period to the Billing Statement date. “Grace Days” means the number of days after the Billing Statement closing date within which payment is due. “Large Ticket Interchange (LTI) Transactions” means certain transactions which, based upon the type of merchant and/or transaction dollar amount, are subject to a Visa or MasterCard large ticket interchange program, as determined by and amended by Visa and MasterCard from time to time. “Rebate Multiplier” means the multiplier corresponding to the Standard Transactions volume, Cycle Days and Grace Days as set forth in the Standard Transactions Rebate Multiplier Table below. “Standard Transactions” means the Transaction Volume not meeting the criteria for Large Ticket Interchange Transactions. “Total Credit Losses” means, for any Calculation Period, the sum of (i) Bank’s Credit Losses on the Card Accounts for the Calculation Period and (ii) Bank’s Credit Losses on the Card Accounts for any previous Calculation Period which have not been applied against any rebate payable under the Agreement. “Transaction Volume” means, for any Calculation Period, the total dollar amount of purchase Transactions made with the Cards during the Calculation Period, less the total dollar amount of: returned purchases, credit adjustments, Transactions resulting from Unauthorized Use, and disputed charges. Cash advances and Convenience Checks are not included in Transaction Volume. REBATE CONDITIONS During the Calculation Period, the program must meet all of the following conditions in order to qualify for a rebate: i. State Agency complies with conditions of contract which may be further described upon execution of contract; and ii. State Agency complied with terms in this Agreement; and iii. The conditions above, being the “Rebate Conditions”. Exhibit 3309 OF 434 EXHIBIT G 4 Authorized initials: Date: REBATE CALCULATION AND PAYMENT In the event that all of the above Rebate Conditions are met with respect to the Calculation Period, Bank will pay a rebate to the State, which shall be calculated at the end of the Calculation Period in accordance with the Standard Transactions Rebate Multiplier Table and using the following equation: ((Transaction Volume for Standard Transactions x Rebate Multiplier) + (Transaction Volume for Large Ticket Interchange Transactions x LTI Rebate Multiplier) – Total Credit Losses The Standard Transactions rebate multiplier will be determined based on the Calculation Period cumulative total of all Standard Transactions volume. Payment of any rebate will be made by ACH credit or other means determined by Bank, within ninety (30) days following the end of the Calculation Period. State Agency and Contractor must comply with conditions of contract relating to rebates which may be further described herein upon execution of contract. Rebate Categories Basis Points to State State earns on State Agency spend 178 basis points* State earns on State LTI spend 59 basis points State earns on OEU Spend 5 basis points *Based on an annual average payment time of 10 days. Cap on hourly rate for development of FLAIR Data Validation and Error Settlement Files pursuant to Section 11, Exhibit D, Statement of Work $150.00 END OF US SCHEDULE III Exhibit 3310 OF 434 EXHIBIT G 5 Authorized initials: Date: IV. ACKNOWLEDGEMENT By signature of an authorized representative(s), you agree to the terms and conditions of this Schedule of Fees and Charges presented herein. This form must be signed in ink by an authorized representative(s) and submitted with the original signature to your Bank representative. STATE AGENCY Bank of America, N.A. [STATE AGENCY NAME] By: (Signature) By: (Signature) Name: (Print or Type) Name: (Print or Type) Title: (Print or Type) Title: (Print or Type) Date: Date: Exhibit 3311 OF 434 EXHIBIT H 1 Authorized initials: Date: Schedule of Fees, Charges and Rebates Other Eligible Users June 16, 2015 | CONFIDENTIAL Submitted by: Kristin Harrison | Director Global Treasury Solutions Bank Merrill Lynch T +850-561-5911 E Kristin.harrison@baml.com Exhibit 3312 OF 434 Authorized initials: Date: 2 I. GENERAL PRODUCT FEES AND CHARGES General Fees Annual Card Fee Waived Logo Fee: Fee Waived Unique Custom Design Fee As quoted Return Payment Fee Waived International Transaction Fee 2% of USD amount* Expedited Card Delivery Fee  U.S. Mail/Bulk Mail (Default)=No Fee  Overnight=$35.00 Overlimit Fee Waived Corporate Billed Fees Late Fee (assessed 3 days after cycle date when account is past due) (Assessed as a % of the past due amount for the current month’s charges and any unpaid balances) Pursuant to Section 218.70-218.80, Florida Statutes Cash Advance Fee 2.5% of transaction amt ($5 min/no max) Individual Billed Fees Late Fee (assessed 3 days after due date when account is past due) Pursuant to Section 218.70-218.80, Florida Statutes Cash Advance Fee 2.5% of transaction amt ($5 min/no max) If you make a transaction in currency other than U.S. dollars, Visa or MasterCard will convert the charge or credit into a U.S. dollar amount. The conversion rate on the processing date may differ from the rate on the date of your transaction. The exchange rate used by Visa will either be (i) a rate selected by Visa from a range of rates available in wholesale currency markets for the applicable central processing date, which rate may differ from the rate Visa receives, or (ii) the government-mandated rate in effect for the central processing date. MasterCard will use an exchange rate of either (i) a wholesale market rate or (ii) a government-mandated rate. We may add a 2% fee to the U.S. dollar amount of any transaction that is made in foreign currency or that is made outside the United States even if you pay in U.S. dollars (the “International Transaction Fee”). II. ELECTRONIC PRODUCTS SCHEDULE OF FEES AND CHARGES Reporting and Data Works Fee Waived Payment Center Fee Waived Data File Feeds To Customers / Third Parties:  Statement Billing File  EDI 811  Visa Commercial Format (VCF)  MC Commercial Data Format (CDF)  1099 & Socioeconomic Reporting Fee Waived END OF SCHEDULES I AND II Exhibit 3313 OF 434 EXHIBIT H 3 Authorized initials: Date: III. US SCHEDULE OF REBATES (Cycle and Grace Days) REBATE DEFINITIONS Capitalized terms, which are not defined in this Section III have the meanings ascribed in the applicable Card Agreement. “Calculation Period” means the twelve (12) month period commencing on the first day of the month after Bank receives a fully executed original of the Agreement and thereafter, each subsequent twelve (12) month period. “Credit Losses” means any balances which remain unpaid by Other Eligible User, Participant or a Cardholder six (6) billing periods after the closing date on the Billing Statement in which the Transactions, fees and charges appeared for the reporting period. “Cycle Days” means the number of days from the start of the billing period to the Billing Statement date. “Grace Days” means the number of days after the Billing Statement closing date within which payment is due. “Large Ticket Interchange (LTI) Transactions” means certain transactions which, based upon the type of merchant and/or transaction dollar amount, are subject to a Visa or MasterCard large ticket interchange program, as determined by and amended by Visa and MasterCard from time to time. “Rebate Multiplier” means the multiplier corresponding to the Standard Transactions volume, Cycle Days and Grace Days as set forth in the Standard Transactions Rebate Multiplier Table below. “Standard Transactions” means the Transaction Volume not meeting the criteria for Large Ticket Interchange Transactions. “Total Credit Losses” means, for any Calculation Period, the sum of (i) Bank’s Credit Losses on the Card Accounts for the Calculation Period and (ii) Bank’s Credit Losses on the Card Accounts for any previous Calculation Period which have not been applied against any rebate payable under the Agreement. “Transaction Volume” means, for any Calculation Period, the total dollar amount of purchase Transactions made with the Cards during the Calculation Period, less the total dollar amount of: returned purchases, credit adjustments, Transactions resulting from Unauthorized Use, and disputed charges. Cash advances and Convenience Checks are not included in Transaction Volume. REBATE CONDITIONS During the Calculation Period, the program must meet all of the following conditions in order to qualify for a rebate: i. Other Eligible User and Participant pay Bank the total amount of the new balance shown as due on each Billing Statement on or before the Payment Due Date; and ii. Other Eligible User and Participant complied with terms in this Agreement; and iii. Calculation Period Transaction Volume meets the minimum volume requirement as set out in the Standard Transactions Rebate Multiplier Table; and iv. The Agreement has not been terminated by either party prior to the completion of a rebate calculation period. v. The four conditions above, together being the “Rebate Conditions”. Exhibit 3314 OF 434 EXHIBIT H 4 Authorized initials: Date: REBATE CALCULATION AND PAYMENT In the event that all of the above Rebate Conditions are met with respect to the Calculation Period, Bank will pay a rebate to Other Eligible User, which shall be calculated at the end of the Calculation Period in accordance with the Standard Transactions Rebate Multiplier Table and using the following equation: ((Transaction Volume for Standard Transactions x Rebate Multiplier) + (Transaction Volume for Large Ticket Interchange Transactions x LTI Rebate Multiplier) – Total Credit Losses The Standard Transactions rebate multiplier will be determined based on the Calculation Period cumulative total of all Standard Transactions volume. Payment of any rebate will be made by ACH credit or other means determined by Bank, within ninety (90) days following the end of the Calculation Period. Should one or more of the above Rebate Conditions not be met, Bank will be under no obligation to pay any rebate, although Bank may, in its sole discretion, determine to pay a rebate in an amount determined by Bank. Bank’s payment of a rebate in such circumstance will in no way obligate Bank to pay a rebate with respect to any subsequent Calculation Period. OEU Annual Spend ($) Basis Points to OEU 1,000,000 - 3,499,999 110 basis points* 3,500,000 - 9,999,999 145 basis points* 10,000,000 - 17,999,999 165 basis points* 18,000,000 - 24,999,999 168 basis points* 25,000,000 - 39,999,999 170 basis points* 40,000,000+ 171 basis points* OEU earns on LTI spend 55 basis points *Based on a 30/14 cycle and grace.  For a 30/25 cycle and grace, reduce basis points by 6 points.  For OEU program spend exceeding $10 million, faster speeds of pay are available: o For a 30/7 cycle and grace, add 3 basis points. o For a 14/7 cycle and grace, add 5 basis points. Nothing in these schedules are intended to state a term for the Agreement. For the avoidance of doubt, any period of time set forth in the Schedules applies solely to pricing terms, but only to the extent the Agreement has not been terminated as set forth in the Agreement. Exhibit 3315 OF 434 EXHIBIT H 5 Authorized initials: Date: Notwithstanding anything to the contrary in the Agreement or any of its Schedules all fees, charges and rebates are subject to change upon 60 days’ prior written notice to you if, in connection with us providing this card program, or any Services to you: i. An event external to us increases the cost or decreases the revenue to us; ii. There is any decrease to the interchange rates paid to us by a card network; or iii. There is an increase to funding costs due to interest rate changes; iv. There is any deterioration in your financial condition END OF US SCHEDULE III Exhibit 3316 OF 434 EXHIBIT H 6 Authorized initials: Date: IV.ACKNOWLEDGEMENT By signature of an authorized representative(s), you agree to the terms and conditions of this Schedule of Fees and Charges presented herein. This form must be signed in ink by an authorized representative(s) and submitted with the original signature to your Bank representative. OTHER ELIGIBLE USER Bank of America, N.A [OTHER ELIGIBLE USER NAME] By: (Signature) By: (Signature) Name: (Print or Type) Name: (Print or Type) Title: (Print or Type) Title: (Print or Type) Date: Date: Exhibit 3317 OF 434 1 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: N/A X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev. Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)X Sponsor Name Cameron Benson City Manager Department: City Manager’s Office Short Title: A RESOLUTION OF THE CITY OF MIAMI GARDENS, FLORIDA, ADOPTING A PROPOSED MILLAGE RATE TO BE LEVIED FOR FISCAL YEAR 2016-17 FOR OPERATING PURPOSES; ESTABLISHING THE DEBT SERVICE MILLAGE RATE APPROVED BY THE ELECTORATE IN APRIL 2014; SETTING THE DATE, TIME AND PLACE OF PUBLIC HEARINGS TO CONSIDER THE PROPOSED MILLAGE RATE, DEBT SERVICE MILLAGE RATE AND TENTATIVE BUDGET; PROVIDING FOR DIRECTIONS TO THE CITY MANAGER; AND PROVIDING FOR AN EFFECTIVE DATE Staff Summary: On July 1, 2016 the City received the certification of 2016 taxable value for fiscal year 2017. Pursuant to Chapter 200, Florida Statues, the City has to certify with Property Appraiser Office ITEM L-1 TENTATIVE MILLAGE RATE 318 OF 434 2 utilizing Department of Revenue e-TRIM system, a not-to-exceed millage rate to be levied for fiscal year 2017 no later than 4:30 p.m. on August 4, 2016. The operating roll back rate for FY 2017 is 6.3964 mills. The proposed operating rate is 6.9363 which is the same millage rate as FY 2016. The voted debt service approved by the voters on April 21, 2014 for the parks and recreation improvements and purchase of crime prevention equipment is 1.1571 mill for FY 2017. The rate to be adopted at this meeting is a “not to exceed” rate. At the September budget hearings that are required by law, the Council can reduce this “not to exceed” rate, but should Council decide to increase the “not to exceed rate”, a first class certified mail has to be sent to all voters in the City. Recommendation: Staff recommends that Council approve the millage resolution at 6.9363 mills for the operating and 1.1571 mills for debt service. Attachment: Proposed budget 319 OF 434 1 RESOLUTION NO. 2016- 2 3 A RESOLUTION OF THE CITY OF MIAMI GARDENS, 4 FLORIDA, ADOPTING A PROPOSED MILLAGE RATE TO 5 BE LEVIED FOR FISCAL YEAR 2016-17 FOR 6 OPERATING PURPOSES; ESTABLISHING THE DEBT 7 SERVICE MILLAGE RATE APPROVED BY THE 8 ELECTORATE IN APRIL 2014; SETTING THE DATE, 9 TIME AND PLACE OF PUBLIC HEARINGS TO 10 CONSIDER THE PROPOSED MILLAGE RATE, DEBT 11 SERVICE MILLAGE RATE AND TENTATIVE BUDGET; 12 PROVIDING FOR DIRECTIONS TO THE CITY 13 MANAGER; AND PROVIDING FOR AN EFFECTIVE 14 DATE. 15 16 WHEREAS, Chapter 200, Florida Statutes, provides for a uniform procedure 17 for the adoption of ad valorem tax and millage rates associate therewith, and 18 WHEREAS, Section 200.065, Florida Statutes, provides for the adoption of a 19 proposed millage rate, together with the establishment of a roll-back rate computed 20 pursuant to Section 200.065(1), Florida Statutes, and 21 WHEREAS, on July 1, 2016, the Property Appraiser of Miami-Dade 22 County, Florida served upon the City, a Certification of Taxable Value, certifying 23 to the City its 2016 taxable value and 24 WHEREAS, pursuant to the referendum approved by the voters of the City 25 on April 21, 2014, the issuance of General Obligation bonds in an amount of 26 $60,000,000.00 was authorized; and 27 WHEREAS, the City Manager has recommended a budget and a proposed 28 millage that will support the same, based upon the preliminary certified property 29 values provided by the Property Appraiser, and 30 320 OF 434 WHEREAS, the provisions of Section 200.065, Florida Statues, require 1 that the City, within thirty-five (35) days of service of the Certification of Taxable 2 Value, furnish to the property Appraiser and Tax Collector the proposed millage 3 rate and the date, time and place at which public hearings will be held to consider 4 the proposed millage rate and the tentative budget, 5 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 6 OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 7 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing 8 Whereas paragraphs are hereby ratified and confirmed as being true, and the same 9 are hereby made a specific part of this Resolution. 10 Section 2. ADOPTION OF PROPOSED OPERATING MILLAGE 11 RATE: The City Council hereby adopts and establishes the proposed operating 12 millage rate for FY 2016-2017 at 6.9363, which is $6.9363 per $1,000.00 of 13 assessed property within the City of Miami Gardens, Florida. 14 Section 3. COMPUTATION OF OPERATING ROLLBACK RATE: The 15 roll-back rate is 6.3964 16 Section 4. ADOPTION OF DEBT SERVICE MILLAGE RATE: The City 17 Council hereby adopts and establishes the proposed voted debt service millage 18 rate for FY 2016-2017 at 1.1571 mills as established in accordance with the 19 provisions of law pursuant to Chapter 200, Florida Statutes. 20 Section 5. That the City’s aggregate tentative millage rate is 8.0934 (a 21 combined total Millage of 6.9363 Mills for operating and 1.1571 Mills for debt 22 service). 23 Section 6. ESTABLISHMENT OF DATE, TIME AND PLACE OF 24 PUBLIC HEARING: The date, time and place of the first and second public 25 321 OF 434 hearings on the proposed millage rate and tentative budget are set by the City 1 Council as follows: 2 Date Time Place First Budget Hearing: September 13, 2016 ____ 6:00 p.m. City Hall/City of Miami Gardens 18605 NW 27 Ave Miami Gardens, FL 33056 Second Budget Hearing: _September 28, 2016 6:00 p.m. City Hall/City of Miami Gardens 18605 NW 27 Ave Miami Gardens, FL 33056 3 Section 4. DIRECTIONS TO THE FINANCE DIRECTOR THROUGH THE 4 CITY MANAGER: The City Manager, is directed to complete and certify the “Not 5 to exceed” millage rate utilizing the Department of Revenue electronic eTRIM 6 system no later than 4:30 p.m. on August 1, 2016. 7 Section 5. EFFECTIVE DATE: This resolution shall be effective 8 immediately upon its adoption. 9 10 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF 11 MIAMI GARDENS AT ITS REGULAR MEETING HELD ON July 27, 2016. 12 13 14 15 __________________________ 16 Oliver Gilbert III, MAYOR 17 ATTEST: 18 19 20 ____________________________________ 21 RONETTA TAYLOR, CMC, CITY CLERK 22 23 Reviewed by SONJA K. DICKENS, ESQ. 24 City Attorney 25 322 OF 434 1 SPONSORED BY: Cameron Benson 2 3 MOTION BY:_________________ 4 5 SECOND BY: __________________ 67 8 VOTE: __ 9 10 Mayor Oliver Gilbert III (Yes) (No) 11 Vice Mayor Felicia Robinson ____(Yes) ___(No) 12 Councilwoman Lillie Q. Odom (Yes) (No) 13 Councilman David Williams Jr. (Yes) (No) 14 Councilman Rodney Harris (Yes) (No) 15 Councilwoman Lisa Davis (Yes) (No) 16 Councilman Erhabor Ighodaro (Yes) (No) 17 18 323 OF 434 18605 NW 27 Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27th, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Advertising Requirement: Yes No X Contract/P.O. Required: Yes No RFP/RFQ/Bid #: (Enter #) X Strategic Plan Related: Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: N/A X Sponsor Name: City Manager, Cameron D. Benson Department: City Manager’s Office Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION SUBMITTED BY MAS DEVELOPMENT FOR THE REZONING OF PROPERTY LOCATED EAST OF NW 31st AVENUE AND SOUTH OF NW 183RD STREET, MIAMI GARDENS, FLORIDA MORE PARTICULARLY DESCRIBED ON EXHIBIT “A”, ATTACHED HERETO, FROM EO, ENTERTAINMENT OVERLAY DISTRICT TO R-25, MULTIPLE FAMILY; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The applicant, Mas Development, seeks to rezone the subject parcel, located at Folio Number 34-2109- 001-0016 to R-25 Multiple Family, in order to develop 90 multiple family dwelling units. Current Situation M-1 MAS DEVELOPMENT REZONING 324 OF 434 The subject property is 4.68 acres, located east of NW 31st Avenue and south of NW 183rd Street (FN 34- 2109-001-0016) and is currently vacant and unimproved land. Surrounding properties to the north and south are zoned R-1, Single Family. Properties to the east and west are the EO, Entertainment Overlay District and GP, Government Property respectively. Multiple family uses are not permitted under the current EO, Entertainment Overlay District. The rezoning from EO to R-25, Multiple Family will allow the development of multi-family units. See attached Table 1: Permitted Uses, Sec. 34-287, Use Regulations, Generally-Table 1: Permitted Uses List. Zoning Districts/Uses EXISTING EO PROPOSED R-15, R-25, R-50 Residential—multifamily residential* □ P Analysis The proposed rezoning of the subject property from EO, Entertainment Overlay District to R-25, Multiple Family is consistent with the policies and objectives of the City of Miami Gardens’ Comprehensive Development Master Plan (CMDP), and satisfies the criteria for granting of amendments or adoption of changes to the text of the LDRs or change of the actual official zoning map designation of a parcel or parcels. Proposed Action: It is recommended the City Council adopt this Ordinance. 325 OF 434 Attachments: Exhibit “A”- Survey and Legal Description Exhibit “B”- Staff Recommendation Exhibit “C”- Letter of Intent 326 OF 434 1 ORDINANCE NO. 2016_____ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION SUBMITTED BY MAS DEVELOPMENT FOR THE REZONING OF PROPERTY LOCATED EAST OF NW 31st AVENUE AND SOUTH OF NW 183RD STREET (FOLIO NUMBER 34-2109-001-0016), MIAMI GARDENS, FLORIDA MORE PARTICULARLY DESCRIBED IN EXHIBIT “A”, ATTACHED HERETO, FROM EO, ENTERTAINMENT OVERLAY DISTRICT, TO R-25, MULTIPLE-FAMILY DWELLING RESIDENTIAL DISTRICT; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. WHEREAS, Mas Development (“Applicant”), is the owner of certain 1 property located east of Northwest 31st Avenue and south of Northwest 183rd 2 Street, (FN 34-2109-001-0016), more particularly described in Exhibit “A” 3 attached hereto, and 4 WHEREAS, the subject property is currently zoned as EO, is 4.68 acres, 5 and is currently vacant and unimproved land, and 6 WHEREAS, the Applicant seeks to rezone the subject parcel from EO to 7 R-25 in order to develop ninety (90) multiple family dwelling units, and 8 WHEREAS, the City’s Planning and Zoning Staff has made a 9 determination that the proposed rezoning of the subject property from EO to R-25 10 is consistent with the policies and objectives of the City of Miami Gardens’ 11 Comprehensive Development Master Plan (CMDP), and satisfies the criteria for 12 granting of amendments or adoption of changes to the text of the LDRs or 13 change of the actual official zoning map designation of a parcel or parcels, and 14 327 OF 434 2 WHEREAS, the City Council has considered the testimony of the 1 Applicant if any, and 2 WHEREAS, the City Council also considered that testimony of the City’s 3 Planning and Zoning staff and the staff report attached hereto as Exhibit “B” and 4 incorporated in by reference, 5 NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE 6 CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 7 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing 8 Whereas paragraphs are hereby ratified and confirmed as being true, and the same 9 are hereby made a specific part of this Ordinance. 10 Section 2. APPROVAL: The City Council of the City of Miami Gardens, 11 Florida hereby approves the application submitted by Mas Development for the 12 rezoning of property located east of Northwest 31st Avenue and south of Northwest 13 183rd Street, (FN 34-2109-001-0016), more particularly described on Exhibit “A” 14 attached hereto, from EO, Entertainment Overlay District, to R-25, Multiple-15 Family Residential District. 16 Section 3. CONFLICT: All ordinances or Code provisions in conflict 17 herewith are hereby repealed. 18 Section 4. SEVERABILITY: If any section, subsection, sentence, 19 clause, phrase or portion of this Ordinance is for any reason held invalid or 20 unconstitutional by any court of competent jurisdiction, such portion shall be 21 deemed a separate, distinct and independent provision and such holding shall 22 not affect the validity of the remaining portions of this Ordinance. 23 328 OF 434 3 Section 5. INCLUSION IN CODE: It is the intention of the City 1 Council of the City of Miami Gardens that the provisions of this Ordinance shall 2 become and be made a part of the Code of Ordinances of the City of Miami 3 Gardens and that the section of this Ordinance may be renumbered or relettered 4 and the word “Ordinance” may be changed to “Chapter,” “Section,” “Article” or 5 such other appropriate word or phrase, the use of which shall accomplish the 6 intentions herein expressed. 7 Section 6. EFFECTIVE DATE: This Ordinance shall become effective 8 immediately upon its final passage. 9 PASSED ON FIRST READING ON THE _____ DAY OF __________, 2016. PASSED ON SECOND READING ON THE ____ DAY OF _________, 2016. ADOPTED AND PASSED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON THE _____ DAY OF ______________, 2016. ________________________________ OLIVER GILBERT, III, MAYOR 329 OF 434 4 ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, ESQ., CITY ATTORNEY SPONSORED BY: CAMERON D. BENSON, CITY MANAGER Moved by: __________________ Second by: _________________ VOTE: _________ Mayor Oliver Gilbert , III ____ (Yes) ____ (No) Vice Mayor Felicia Robinson ____ (Yes) ____ (No) Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) Councilman David Williams Jr ____ (Yes) ____ (No) Councilwoman Lisa C. Davis ____ (Yes) ____ (No) Councilman Rodney Harris ____ (Yes) ____ (No) Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 330 OF 434 PZ-2016-001248 MAS Rezoning Princeton Park Project Exhibit “A”- Survey and Legal Description 331 OF 434 LEGAL DESCRIPTION A portion of Tracts 4, 5 and 28, in Section 9, Township 52 South, Range 41 East, MIAMI GARDENS, according to the plat thereof, as recorded in Plat Book 2, Page 96, of the Public Records of Miami-Dade County, Florida, being more particularly described as follows: Commence at the Northeast corner of said Section 9; thence run N 89° 47' 04" W, along the North line of said Section 9, a distance of 1080 feet to a point; thence run S 00° 00' 21" W, along a line parallel with the East line said Section 9, a distance of 50 feet to the Point of Beginning of the following described parcel of land: Thence continue S 00° 00' 21" W, a distance of 514.46 feet to a point; thence run N 89° 47' 04" W, along a line parallel with the North line of said Section 9, a distance of 245 feet to a point; thence run S 00° 00' 21" W, along a line parallel with the East line of said Section 9, a distance of 620 feet to a point on a line that is parallel to and 135 feet measured Northwardly at right angles to the South line of the N1/2 of the N1/2 of said Section 9; thence run N 89° 47' 49" W, along a line that is parallel to and 135 feet measured Northwardly at right angles from the South line of the N1/2 of the N1/2 of said Section 9, a distance of 325 feet to a point on the West line of said Tract 28; thence run N 00° 00' 21" E, along the West line of Tracts 28 and 5, a distance of 1134.63 feet to a point on a line that is parallel to and 50 feet measured Southwardly at right angles from the North line of said Section 9; thence run S 89° 47' 04" E, along a line that is parallel to and 50 feet measured Southwardly at right angles from the North line of Section 9, a distance of 570 feet to the Point of Beginning; LESS AND EXCEPT: That property deeded to Joseph Schragen, flied for record under Clerk's File No. 70R173550, Public Records of Miami-Dade County, Florida, on October 1, 1970, AND FURTHER LESS AND EXCEPT: That property deeded to Joseph Schragen, filed for record under Clerk's File No. 70R173551, Public Records of Miami-Dade County, Florida, on October 1, 1970, AND FURTHER LESS AND EXCEPT: That property deeded to Charles R. Michael, filed for record under Clerk's File No. 71R82012, Public Records of Miami-Dade County, Florida, on May 3, 1971. Folio #: 34-2109-001-0016 332 OF 434 333 OF 434 PZ-2016-001248 MAS Rezoning Princeton Park Project Exhibit “B”- Staff Recommendation 334 OF 434 STAFF RECOMMENDATION PZ-2016-001248 APPLICATION INFORMATION Applicant: Alan Benenson - MAS Development Property Location: East of NW 31st Avenue and South of NW 183rd Street Folio Number: FN 34-2109-001-0016 Property Size: 4.68 Acres Future Land Use: Commerce Existing Zoning: EO - Entertainment Overlay District Requested Action: Rezone from EO to R25 – Multiple Family RECOMMENDATION: Staff recommends granting the rezoning of the subject property from Entertainment Overlay District-EO to R-25 on the property generally located east of NW 31st Avenue and south of NW 183rd Street. REVIEW AND ANALYSIS: Neighborhood Land Use Characteristics Property Future Land Use Designation Zoning Classification Existing Use Subject Site Commerce EO, Entertainment Overlay District Vacant North Neighborhood R-1, Single Family Single Family Residential South Neighborhood R-1, Single Family Single Family Residential East Commerce EO, Entertainment Overlay District Shopping Center West Commerce GP, Government Property Government The total property is 4.68 acres, located approximately east of NW 31st Avenue and South of NW 183rd Street and is currently vacant and unimproved land. Surrounding properties to the north and south are zoned R-1, Single Family. The properties to the east are EO, Entertainment Overlay District and to the west is GP, Government Property. 335 OF 434 Project Summary/Background • The applicant is requesting a rezoning of the 4.68 acre property (Folio Number- 34-2109- 001-0016) zoned EO, Entertainment Overlay District to R-25, Multiple Family. • The subject property is currently undeveloped and vacant. • The rezoning to R-25, Multiple Family provides for use and occupancy of single-family attached and multifamily dwellings at medium densities, essential services and facilities, and select public and institutional uses. Also, it permits single-family detached and two-family dwellings. This zoning designation implements the 16 to 25 du/ac range of the Neighborhood CDMP land use category. Consistency with City of Miami Gardens Comprehensive Development Master Plan (CDMP) The primary uses consistent with the Commerce land use designation, as outlined in Objective 1.3; Policy 1.3.6 of the Comprehensive Development Master Plan is as follows: Policy 1.3.6: Uses that are consistent with Commerce land use category include mixed use developments such as Urban Center, Urban Core and Golden Glades-Palmetto Area, single use developments including Urban Commercial and Office, Urban Industrial, residential development including Medium Density Residential, Medium-High Density Residential, High Density Residential, and Very High Density Residential plus public and Semi-Public uses. Conclusion: The subject property is undeveloped and vacant. A proposed development of a Multiple Family development is compatible with the medium to high density residential in the Commerce land use. Therefore, the rezoning is consistent with the policies of the City’s Comprehensive Development Master Plan (CDMP). Zoning Review and Analysis The City Council may grant the rezoning of the properties subject to meeting the criteria set forth in Section 34-49(f) of the City’s Land Development Regulations: “(f) Criteria for granting of amendments or adoption of changes to the text of the LDRs, or change of the actual official zoning map designation of a parcel or parcels. The detriments or benefits of amendments or adoption of changes to the text of the LDRs, or change of the actual official zoning map designation of a parcel or parcels shall not be denied consideration on the grounds that they are indirect, intangible or not readily quantifiable. In evaluating the application, among other factors related to the general welfare, the following shall be considered: (1) The development permitted by the application, if granted, conforms to the city's comprehensive development master plan; is consistent with applicable area or neighborhood studies or plans, and would serve a public benefit warranting the granting of the application at the time it is considered; 336 OF 434 (2) The development permitted by the application, if granted, will have a favorable or unfavorable impact on the environmental and natural resources of the city, including consideration of the means and estimated cost necessary to minimize the adverse impacts; the extent to which alternatives to alleviate adverse impacts may have a substantial impact on the natural and human environment; and whether any irreversible or irretrievable commitment of natural resources will occur; (3) The development permitted by the application, if granted, will have a favorable or unfavorable impact on the economy of the city; (4) The development permitted by the application, if granted, will efficiently use or unduly burden water, sewer, solid waste disposal, recreation, education or other necessary public facilities which have been constructed or planned and budgeted for construction; (5) The development permitted by the application, if granted, will efficiently use or unduly burden or affect public transportation facilities, including mass transit, roads, streets and highways which have been constructed or planned and budgeted for construction, and if the development is or will be accessible by public or private roads, streets or highways.” Findings of the request pursuant to the rezoning criteria set forth above are as follows: 1. The rezoning will not impact public transportation facilities, streets or highways and will be accessible by public roads. 2. The rezoning will have a favorable impact upon the City’s economy introducing additional tax base once constructed. 3. The rezoning will not unduly impact water, sewer, drainage, education or recreation facilities. 4. The rezoning is consistent with the City’s CDMP. 5. The rezoning will not affect natural resources in the City; the property will be developed on the existing 4.68 acres of land. Rezoning to R-25, Multiple Family is an appropriate designation and will allow the development of Multiple Family residential units with easy access to supporting commercial uses. Conclusion The rezoning of the property meets the criteria in granting of the rezoning from EO, Entertainment Overlay District to R-25, Multiple Family. Anticipated Facilities Impact Site Plan Review: Prior to building permit issuance for the development, the site plan will be reviewed by the City’s DRC for anticipated impacts and any mitigation thereof. Concurrency Review: Concurrency determinations are not finalized during the zoning approval process. 337 OF 434 Public Notification/Comments In accordance with the Land Development Regulations, two (2) notifications of the applicant’s requests were mailed to property owners within a half mile (1/2) radius of the subject site to provide them an opportunity to comment on the application. No comments were received from property owners within that radius at the date of this writing. Attachments: Attachment A – Location Map Attachment B – Zoning Map 338 OF 434 Attachment A – Location Map 339 OF 434 Subject Property HEARING AREA MAP: Subject Property: East of NW 31st Avenue and south of NW 183rd Street FN 34-2109-001-0016 340 OF 434 Attachment B – Zoning Map 341 OF 434 Subject Property EO – Entertainment Overlay District City of Miami Gardens Planning & Zoning Division Subject Property: East of NW 31st Avenue and south of NW 183rd Street FN 34-2109-001-0016 EO GP R-1 342 OF 434 Exhibit “C”- Letter of Intent PZ-2016-001248MAS Rezoning Princeton Park Project 343 OF 434 19950 W Country Club Drive, Suite 904, Aventura, FL 33180 tel. 305.512.1145 | fax. 305.675.7778 Letter of Intent MAS Development Corp. and its successors are requesting to have the current zoning changed for property with folio 34-2109-001-0016 in Miami-Dade County. We are requesting to change its zoning from PCD-TCO (Planned Corridor Development-Town Center Overlay) to R-25, Multiple Family. The current zoning and land use on the subject property inclines towards developing a commercial or retail development. The access to the property on 183rd Street, which is the only access point, is only 51.32-feet wide, just enough to fit 2 (two) car lanes. This entry road extends back (Southbound) into the property 482.87-feet. Basically, the property is tucked way back and not visible. Due to this irregular parcel of land and lack of visibility, a commercial, mixed-use, or retail project would not attract development or consumer traffic thus a new project would be unsuccessful. Due to the above hardship and our years of experience as developers, we believe the highest and best use for this land would be a residential use as presented in our PPDR meeting. The location of the property makes for a successful, quiet residential development. I thank you in advance for your help and consideration. Sincerely, ___________________________ Alan Benenson, President 344 OF 434 18605 NW 27 Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Advertising Requirement: Yes No X Contract/P.O. Required: Yes No RFP/RFQ/Bid #: (Enter #) X Strategic Plan Related: Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: N/A X Sponsor Name: City Manager, Cameron D. Benson Department: City Manager’s Office Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION FOR THE REZONING OF CITY OWNED PROPERTY LOCATED AT 18330 & 18450 NW 12TH AVENUE (FOLIO NUMBER 34-2102-000-0040, 34-2102-000-0041, 34-2102-000-0042, 34-2102-000-0110, MIAMI GARDENS, FLORIDA MORE PARTICULARLY DESCRIBED IN EXHIBIT “A”, ATTACHED HERETO, FROM GP, GOVERNMENT PROPERTY, TO PD, PLANNED DEVELOPMENT; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVING A SEVERABILITY CLAUSE; PROVIDING INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. M-2 REZONING CITY OWNED PROPERTY 345 OF 434 Staff Summary: Background The subject property is located at 18330 & 18450 NW 12th Avenue and is comprised of 14 acres of City owned land with several structures currently located on the site. The City acquired the property from the Archdiocese of Miami in 2009 with the intent of demolishing the existing structures and constructing a new Senior Family Center to include meeting rooms, a dining room and kitchen, classrooms, workout and exercise rooms/facilities, dance studio, locker rooms and a pool along with a walking trail with distance markers, fencing, parking lot, landscaping, lighting and video surveillance systems. In addition, the construction of new, residential multi-family housing units geared towards an elderly but independent population are proposed. Current Situation The current zoning of the property is GP – Government Property. Per Section 34-287, Use Regulations, Generally-Table 1: Permitted Uses of the City’s Land Development Regulations (LDR) as outlined in Exhibit “C”, residential multi-family uses are not currently permitted within the GP zoning district. In order to facilitate the improvements as described above the property must be rezoned to permit both the community center and the residential multi-family project. The PD – Planned Development zoning district permits both uses and is considered to be the most appropriate zoning district for the site based on the planned improvements. Analysis The proposed rezoning of the subject property from GP – Government Property to PD – Planned Development is consistent with the policies and objectives of the City of Miami Gardens’ Comprehensive Development Master Plan (CMDP), and satisfies the criteria for granting of amendments or adoption of changes to the text of the LDRs or change of the actual official zoning map designation of a parcel or parcels. The project is expected to be complimentary to the surrounding single family residential zoning district adjacent to the site. Proposed Action: It is recommended the City Council adopt this Ordinance rezoning the subject property from GP – Government Property to PD – Planned Development. Attachments: Exhibit “A”- Survey and Legal Description Exhibit “B”- Staff Recommendation Exhibit “C”- Section 34-287 Use Regulations, Generally- Table 1: Permitted Uses List 346 OF 434 1 ORDINANCE NO. 2016_____ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI 1 GARDENS, FLORIDA, APPROVING THE APPLICATION FOR THE 2 REZONING OF CITY OWNED PROPERTY LOCATED AT 18330 & 3 18450 NW 12TH AVENUE, MIAMI GARDENS, FLORIDA MORE 4 PARTICULARLY DESCRIBED IN EXHIBIT “A”, ATTACHED HERETO, 5 FROM GP, GOVERNMENT PROPERTY, TO PD, PLANNED 6 DEVELOPMENT; PROVIDING FOR ADOPTION OF 7 REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; 8 PROVIDING FOR A SEVERABILITY CLAUSE; PROVIDING INCLUSION 9 IN CODE; PROVIDING AN EFFECTIVE DATE. 10 WHEREAS, the City of Miami Gardens is the owner of certain property 11 located at 18330 & 18450 NW 12th Avenue, comprised of 14 acres, more 12 particularly described in Exhibit “A” attached, and 13 WHEREAS, the current zoning of the property is GP – Government 14 Property, and 15 WHEREAS, a senior center and a multi-family housing units geared 16 towards an elderly but independent population is being contemplated on the site, 17 and 18 WHEREAS, per Section 34-287, Use Regulations, Generally-Table 1: 19 Permitted Uses of the City’s Land Development Regulations (LDR) as outlined in 20 Exhibit “C”, residential multi-family uses are not currently permitted within the GP 21 zoning district, and 22 WHEREAS, the property must be rezoned to permit both the community 23 center and the residential multi-family project, and 24 347 OF 434 2 WHEREAS, the PD – Planned Development zoning district permits both 1 uses and is considered to be the most appropriate zoning district for the site based 2 on the planned improvements, and 3 WHEREAS, the City’s Planning and Zoning Staff has made a 4 determination that the proposed rezoning of the subject property consistent with 5 the policies and objectives of the City of Miami Gardens’ Comprehensive 6 Development Master Plan (CMDP), and satisfies the criteria for granting of 7 amendments or adoption of changes to the text of the LDRs or change of the 8 actual official zoning map designation of a parcel or parcels, and 9 WHEREAS, the City Council has considered the testimony of the 10 Applicant if any, and 11 WHEREAS, the City Council also considered that testimony of the City’s 12 Planning and Zoning staff and the staff report attached hereto as Exhibit “B” and 13 incorporated in by reference, 14 NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE 15 CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 16 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing 17 Whereas paragraphs are hereby ratified and confirmed as being true, and the same 18 are hereby made a specific part of this Ordinance. 19 Section 2. APPROVAL: The City Council of the City of Miami Gardens, 20 Florida hereby approves the rezoning of that certain property located at 18330 & 21 18450 NW 12th Avenue from GP – Government Property to PD – Planned 22 Development. 23 348 OF 434 3 Section 3. CONFLICT: All ordinances or Code provisions in conflict 1 herewith are hereby repealed. 2 Section 4. SEVERABILITY: If any section, subsection, sentence, 3 clause, phrase or portion of this Ordinance is for any reason held invalid or 4 unconstitutional by any court of competent jurisdiction, such portion shall be 5 deemed a separate, distinct and independent provision and such holding shall 6 not affect the validity of the remaining portions of this Ordinance. 7 Section 5. INCLUSION IN CODE: It is the intention of the City 8 Council of the City of Miami Gardens that the provisions of this Ordinance shall 9 become and be made a part of the Code of Ordinances of the City of Miami 10 Gardens and that the section of this Ordinance may be renumbered or relettered 11 and the word “Ordinance” may be changed to “Chapter,” “Section,” “Article” or 12 such other appropriate word or phrase, the use of which shall accomplish the 13 intentions herein expressed. 14 Section 6. EFFECTIVE DATE: This Ordinance shall become effective 15 immediately upon its final passage. 16 PASSED ON FIRST READING ON THE _____ DAY OF __________, 2016. PASSED ON SECOND READING ON THE ____ DAY OF _________, 2016. 349 OF 434 4 ADOPTED AND PASSED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON THE _____ DAY OF ______________, 2016. ________________________________ OLIVER GILBERT, III, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, ESQ., CITY ATTORNEY SPONSORED BY: CAMERON D. BENSON, CITY MANAGER Moved by: __________________ Second by: _________________ VOTE: _________ Mayor Oliver Gilbert , III ____ (Yes) ____ (No) Vice Mayor Felicia Robinson ____ (Yes) ____ (No) Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) Councilman David Williams Jr ____ (Yes) ____ (No) Councilwoman Lisa C. Davis ____ (Yes) ____ (No) Councilman Rodney Harris ____ (Yes) ____ (No) Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 350 OF 434 PZ-2016-001380 18330 & 18450 Rezoning Senior Center GP to PD Exhibit “A”- Survey and Legal Description 351 OF 434 352 OF 434 PZ-2016-001380 18330 & 18450 Rezoning Senior Center GP to PD Exhibit “B”- Staff Recommendation 353 OF 434 STAFF RECOMMENDATION PZ-2016-001380 APPLICATION INFORMATION Applicant: City of Miami Gardens Property Location: 18330 & 18450 NW 12th Avenue Folio No.: 34-2102-000-0040, 34-2102-000-0041 34-2102-000-0042, 34-2102-000-0110 Property Size: 14 acres Future Land Use: Neighborhood Existing Zoning: GP – Government Property Requested Action(s): 1. Rezone from GP – Government Property to PD – Planned Development RECOMMENDATION: Staff recommends granting the rezoning of the subject property from GP – Government Property to PD – Planned Development, located at 18330 & 18450 NW 12th Avenue. REVIEW AND ANALYSIS: Neighborhood Land Use Characteristics Property Future Land Use Designation Zoning Classification Existing Use Subject Site Neighborhood GP – Government Property Government North Neighborhood R1 – Single Family Residential South Neighborhood R1 – Single Family Residential East Neighborhood R1 – Single Family AU - Agriculture Residential Religious West Neighborhood GP – Government Property Public Park Project Summary/Background The subject property is located at 18330 & 18450 NW 12th Avenue and is comprised of 14 acres of City owned land with several structures currently located on the site. The City acquired the property from the Archdiocese of Miami in 2009 with the intent of demolishing the existing structures and constructing a new Senior Family Center to include meeting rooms, a dining room and kitchen, classrooms, workout and exercise rooms/facilities, dance studio, locker 354 OF 434 rooms and a pool along with a walking trail with distance markers, fencing, parking lot, landscaping, lighting and video surveillance systems. In addition, the construction of new, residential multi-family housing units geared towards an elderly but independent population are proposed. The current zoning of the property is GP – Government Property. Per Section 34-287, Use Regulations, Generally-Table 1: Permitted Uses of the City’s Land Development Regulations (LDR) as outlined in Exhibit “C”, residential multi-family uses are not currently permitted within the GP zoning district. In order to facilitate the improvements as described above the property must be rezoned to permit both the community center and the residential multi-family project. The PD – Planned Development zoning district permits both uses and is considered to be the most appropriate zoning district for the site based on the planned improvements. Consistency with City of Miami Gardens Comprehensive Development Master Plan (CDMP) The subject parcel is designated Neighborhood on the Land Use Map of the Future Land Use Element of the Comprehensive Development Master Plan (CDMP). As outlined in Objective 1.2 of the CDMP, the Neighborhood land use designation applies to areas intended for residential development with supporting commercial and office uses. Objective 1.1: The “Neighborhood” Land Use Designation The Neighborhood land use designation applies to areas intended for low and medium density residential development with supporting commercial and office uses. The designation of Neighborhood is specifically intended to protect single family homes from encroachment or intrusion from incompatible land uses. Policy 1.1.1: Uses consistent with the Neighborhood land use designation shall primarily include low and low-medium density residential uses. Medium and medium-high densities, suburban commercial and office, and mixed- use planned uses may be permitted subject to the performance criteria set forth in this Plan. Policy 1.1.2: The Neighborhood land use designation shall provide for a variety of housing types and densities. Conclusion: The rezoning request is generally consistent with the goals, objectives and policies of the City’s Comprehensive Development Master Plan. Anticipated Facilities Impact General: Concurrency determinations are not finalized during the zoning approval process. Staff recommendation to approve the Applicant’s rezoning request does not constitute a final development order; one or more concurrency determinations will subsequently be required. 355 OF 434 Zoning Review and Analysis The City Council may grant the rezoning of the properties subject to meeting the criteria set forth in Section 34-49(f) of the City’s Land Development Regulations: “(f) Criteria for granting of amendments or adoption of changes to the text of the LDRs, or change of the actual official zoning map designation of a parcel or parcels. The detriments or benefits of amendments or adoption of changes to the text of the LDRs, or change of the actual official zoning map designation of a parcel or parcels shall not be denied consideration on the grounds that they are indirect, intangible or not readily quantifiable. In evaluating the application, among other factors related to the general welfare, the following shall be considered: (1) The development permitted by the application, if granted, conforms to the city's comprehensive development master plan; is consistent with applicable area or neighborhood studies or plans, and would serve a public benefit warranting the granting of the application at the time it is considered; (2) The development permitted by the application, if granted, will have a favorable or unfavorable impact on the environmental and natural resources of the city, including consideration of the means and estimated cost necessary to minimize the adverse impacts; the extent to which alternatives to alleviate adverse impacts may have a substantial impact on the natural and human environment; and whether any irreversible or irretrievable commitment of natural resources will occur; (3) The development permitted by the application, if granted, will have a favorable or unfavorable impact on the economy of the city; (4) The development permitted by the application, if granted, will efficiently use or unduly burden water, sewer, solid waste disposal, recreation, education or other necessary public facilities which have been constructed or planned and budgeted for construction; (5) The development permitted by the application, if granted, will efficiently use or unduly burden or affect public transportation facilities, including mass transit, roads, streets and highways which have been constructed or planned and budgeted for construction, and if the development is or will be accessible by public or private roads, streets or highways.” Findings of the request pursuant to the rezoning criteria set forth above are as follows: 1. The rezoning request is generally consistent with the policies, goals and objectives of the CDMP while maintaining the basic intent and purpose of the Zoning Code. 2. The rezoning will not affect natural resources in the City and does not impact negatively the stability and character of the area. 3. The rezoning of this property will allow the Applicant to build additional residential units on the site which would have been otherwise not allowed in the existing GP zoning district; this is expected to have a favorable impact on 356 OF 434 the economy of the City along with the addition of a senior family center for the enjoyment of the community. 4. The rezoning will not unduly impact water, sewer, drainage, education or recreation facilities. 5. The subject site is well located and easily accessible along the NW 183rd corridor. Rezoning will not unduly impact public transportation facilities, streets or highways and the site will be accessible by public roads. Conclusion: The proposed rezoning from GP – Government Property to PD – Planned Development is generally consistent with the policies, goals and objectives of the City’s Comprehensive Development Master Plan (CDMP), and satisfies Section 34-49(f) of the City’s Land Development Regulations (LDRs), which establishes the criteria for granting of amendments or adoption of changes to the text of the LDRs, or change of the actual official zoning map designation of a parcel or parcels. Rezoning of the property will not unduly impact water, sewer, drainage, education, transportation facilities, roads or recreation facilities. Rezoning of the property to facilitate a community center and multifamily residential is considered to be appropriate and complimentary to the existing development in the surrounding area. Attachments: Attachment “A” - Hearing Area Map Attachment “B” - Hearing Area Zoning Map 357 OF 434 Attachment “A” - Hearing Area Map SUBJECT PROPERTY HEARING AREA MAP City of Miami Gardens Planning & Zoning Division Subject Property: 18330 & 18450 NW 12th Avenue Folio No. 34-2102-000-0040 Folio No. 34-2102-000-0041 Folio No. 34-2102-000-0042 Folio No. 34-2102-000-0110 358 OF 434 Attachment “B” – Hearing Area Zoning Map Subject Property: 18330 & 18450 NW 12th Avenue Folio No. 34-2102-000-0040 Folio No. 34-2102-000-0041 Folio No. 34-2102-000-0042 Folio No. 34-2102-000-0110 City of Miami Gardens Planning & Zoning Division 359 OF 434 PZ-2016-001380 18330 & 18450 Rezoning Senior Center GP to PD Exhibit “C”- Section 34-287 Use Regulations, Generally Table 1: Permitted Uses List 360 OF 434 Zoning Districts/Uses EXISTING GP (Government Property) PROPOSED PD (Planned Development) Assisted Living Facility (ALF)* □ P Community residential facility up to 6 residents* □ P Community residential facility 7 to 14 residents * □ P Community residential facility greater than 15 and more * □ P Day care center—adult □ □ Dormitories, Fraternity or Sorority house, on campus, off-campus □ P Family day care home, 5 children or less □ □ Farm worker housing □ □ Halfway house, treatment facility □ □ Home occupation office* □ P Hotels, Motels, Lodging* □ P Mobile home, Manufactured homes* □ P Residential—mixed-use residential* □ P Residential—multifamily residential* □ P Residential—single-family-detached residential* □ P 361 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Residential—townhouse* □ P Residential—two-family residential* □ P Transient Housing—shelters □ □ Airport, airfield, heliport, related uses—public, private* P P Community centers P P Cultural and civic facilities—libraries, museums P P Detention facility P P Educational and child care facilities— non-public* (includes charter) P P Educational facilities—college or university—private; main campus* P P Educational facilities—public P P Educational facilities—technical, vocational, specialty—non-public P P Government facilities, including administrative, support and service P P Hospital—private, public P P Public parks and recreational facilities P P Public safety facility P P 362 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Sewage lift or pumping station* P P Solid waste transfer station P P Transit station P □ Utilities and related facilities P □ Water plant, waste water plant P □ Car wash—enclosed* □ □ Car wash—outside, hand wash* □ □ Parking Garage, Lot—commercial P P Rental—automobile only □ □ Rental—Truck and other vehicles □ □ Transit, passenger terminals □ P Vehicle Fueling stations and sales □ □ Vehicle major repair—mechanical, body □ □ Vehicle minor repair—mechanical, service □ □ Vehicle—parts sales and installation and service—new □ □ Vehicle—parts sales and installation— used □ SE 363 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Vehicle sales—new automobiles □ □ Vehicle sales—used automobiles □ □ Amusement parks, stadiums, arenas, Marinas* □ P Arcade, video games, electronic gaming, driving range □ □ Camp grounds, RV parks* □ P Casino gaming facility □ P Golf course □ P Golf, miniature □ P Gun, pistol range, gun clubs, archery clubs—indoor, outdoor □ □ Race track—horse, dog, car □ P Riding clubs—horses, off-road vehicles, motorcycles □ P Sports fields, batting cages, basketball courts, racket ball courts, sporting activities, bowling alleys—indoor □ P Sports fields, batting cages, basketball courts, racket ball courts, sporting activities—outdoor P Adult entertainment establishment* □ □ 364 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Bar/lounge □ P Catering Service* □ □ Nightclub, Discotheque, Club, Cabarets. □ SE Restaurant—sports, amusement, coffee/sandwich shop, cafeteria, outdoor cafe* □ P Auction House—indoor □ □ Banquet hall □ □ Funeral Homes □ □ Place of religious assembly □ □ Private clubs, not public □ □ Theater (movie, performing arts) □ □ Convenience store □ P Donated goods Center—new/used* □ □ Drug, Pharmacy store □ P Flea market □ □ Food specialty store □ P Grocery store □ P 365 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Liquor package store* □ □ Pawn shop □ □ Plant nursery, retail or wholesale* □ □ Retail—big box, club membership, department □ P Retail—general, single use □ P Retail—Home improvement, building materials* □ P Secondhand merchandise store/consignment store □ □ Call center □ P Office—business, sales, professional, semi-professional services □ P Office—medical office/medical clinic □ P Animal grooming and pet sitting— indoor □ □ Animal Hospital/Veterinarian clinic □ □ Animal kennel, boarding* □ □ Animal shelters □ □ Blood banks, diagnostic medical treatment centers □ □ 366 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Check cashing, bill payments □ □ Copy, printing center □ P Cosmetic Surgery, beauty clinics □ P Customer service center □ □ Dry cleaning □ P Equipment and tool rental □ □ Financial institution - banks, credit unions, investment brokerage establishments* □ P Health club, fitness club □ P Laundromat, self-service □ P Package shipping, mail service □ P Personal care services □ P Repair and service shop—general merchandise □ P Self-service storage facility □ P Studios—photographic, and instructional □ P Tattoo parlor, body piercing □ □ Cemetery, mausoleums, crematory* □ 367 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Wireless Antennas and support services* P P Distribution center □ □ Dry cleaning—commercial laundry plant □ □ Industrial uses—heavy □ □ Industrial uses—light □ □ Laboratory—medical, research, testing □ □ Mining/extraction, rock quarry □ □ Outdoor Storage, open air storage* (See section 10-10 for Special Requirements) □ □ Radio and transmitting station P □ Recycling facility, Refuse disposal □ □ Salvage yard, junkyard □ □ Self-storage facility □ P Showrooms, retail sales □ P Showrooms, wholesale sales □ P Studio for movie, television, music production □ □ 368 OF 434 EXISTING GP (Government Property) PROPOSED PD (Planned Development) Wholesale fireworks in accordance with F.S. § 791.04 □ □ Fireworks, retail □ □ Sparklers, retail, in accordance with F.S. § 791.015 □ □ Warehouse □ P Farms—produce, livestock □ □ Greenhouses—nurseries, retail □ □ Outdoor storage—agriculture* (No extra standard in section 9-20) □ □ Packing facilities—small* (No extra standard in section 9-20) □ □ Farmer's market* P* P* Packing facilities—large* □ □ Seed drying facility □ □ Urban agricultural gardens* □ □ Wineries, vineyards* □ □ 369 OF 434 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27th, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: (Enter Fund & Dept) Advertising Requirement: Yes No x Contract/P.O. Required: Yes No RFP/RFQ/Bid #: (Enter #) Strategic Plan Related: Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: Sponsor Name: Cameron D. Benson, City Manager Department: Development Services Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA APPROVING THE SPECIAL EXCEPTION APPLICATION SUBMITTED BY BAHA, LLC/ FLORIDA BUILDERS GROUP, INC., TO ALLOW A GENERAL CONTRACTOR OFFICE WITH OUTDOOR STORAGE IN THE PLANNED CORRIDOR DISTRICT (PCD) FOR THE PROPERTY LOCATED AT 16495 NW 27TH AVENUE; PROVIDING FOR A DECLARATION OF RESTRICTIVE COVENANTS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background The property is zoned PCD, Planned Corridor Development and has been designated as Commerce in the City of Miami Gardens Comprehensive Development Master Plan. The property is approximately 1.24 acres and is improved with one small office building of 1,847 square feet. The property has an 8’ perimeter iron fence and windscreen fabric along NW 27th Avenue, NW 164th Street and NW 165th Street. In addition, the property has a CBS wall along the rear of the property. The property has been used in the past for outdoor storage of vehicles and trailers. O-1 BAHA LLC SPECIAL EXCEPTION 370 OF 434 Special Exception Request for BAHA, LLC PZ-2016-001355 Current Situation The Applicant is seeking a Special Exception, pursuant to Sec. 34-48 of the City’s Land Development Code to allow a General Contractor Office with Outdoor Storage, namely trucks and trailers used in conjunction with the Applicant’s general contractor’s business. Analysis The proposed special exception use request for a General Contractor Office with Outdoor Storage was analyzed based on the criteria for granting Special Exception use as outlined in Sec. 34-48(g), Special Exception Uses and the following determinations were made: 1. The proposed general contractor office with outdoor vehicle storage is consistent with the Objectives and Policies of the Commerce designation as outlined in the City’s Comprehensive Development Master Plan. 2. There are no new structures or increase in density proposed for the site as part of the proposed special exception. The building and site will remain as is with no impacts to bulk, scale or design. The site is located along a major commercial corridor with a wide mix of commercial, retail and office uses. The proposed use is similar to previous uses historically located at the site which included outdoor storage of vehicles and trailers. 3. The property has an existing CBS wall at the rear which serves as an adequate buffer between the site and the adjacent residential land uses to the east. 4. The site has adequate vehicular and pedestrian access and will have no detrimental effect on vehicular or pedestrian circulation and flow. 5. No changes to the existing layout of the site are proposed and previous operations at the site were similar in use with outdoor storage of vehicles and trailers of similar size. As such, the use is not expected to overburden existing public services and facilities, including schools, parks, police and fire protection, water, sanitary sewer, public roads, storm water drainage, and other public improvements and services. 6. The outdoor storage use is permitted as a special exception use and meets the definitions and standards found within the City’s Land Development Code. 7. The development, use and operation of the site will be in compliance with all applicable code regulations, development standards and any additional standards imposed by the city council or zoning appeals board with the intent of protecting adjacent properties and preserving neighborhood character, inclusive of any additional landscape buffer or screening as is required. Based on the above analysis the Applicant satisfies the criteria for granting the Special Exception use as outlined in Sec. 34-48(g), Special Exception Uses. 371 OF 434 Special Exception Request for BAHA, LLC PZ-2016-001355 Proposed Action: Recommend adoption of the Resolution to permit the request for Special Exception for a General Contractor Office with Outdoor Storage with the following conditions: 1. That a landscape plan application to provide additional visual screening be approved prior to issuance of a Certificate of Use for outdoor storage. Attachments: Exhibit “A” – Survey & Legal Description Exhibit “B” – Staff Recommendation 372 OF 434 RESOLUTION NO. 2013____ 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 MIAMI GARDENS, FLORIDA APPROVING THE SPECIAL 4 EXCEPTION APPLICATION SUBMITTED BY BAHA, LLC/ 5 FLORIDA BUILDERS GROUP, INC., TO ALLOW A GENERAL 6 CONTRACTOR OFFICE WITH OUTDOOR STORAGE IN THE 7 PLANNED CORRIDOR DISTRICT (PCD) FOR THE PROPERTY 8 LOCATED AT 16495 NW 27TH AVENUE; PROVIDING FOR A 9 DECLARATION OF RESTRICTIVE COVENANTS; PROVIDING 10 FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING 11 FOR AN EFFECTIVE DATE. 12 13 WHEREAS, the Applicant, Baha, LLC/ Florida Builders Group, Inc. (“Baha, 14 LLC”), is the owner of the property located at 16495 N.W. 27th Avenue, more particularly 15 described on Exhibit “A” attached hereto, and 16 WHEREAS, the Applicant is seeking special exception approval in accordance 17 with Section 34-48 of the City’s Land Development Code, to allow a General Contractor 18 Office with Outdoor Storage, namely trucks and trailers used in conjunction with the 19 Applicant’s general contractor business. 20 WHEREAS, the City Council has considered the testimony of the Applicant, if 21 any, and 22 WHEREAS, the City’s Planning and Zoning staff has reviewed the Application, 23 and recommends approval in accordance with the Staff Report attached hereto on 24 Exhibit “B” and the Declaration of Restrictive Covenants attached hereto as Exhibit “C”, 25 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 26 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 27 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 28 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 29 made a specific part of this Resolution. 30 373 OF 434 2 Section 2: APPROVAL: The City Council of the City of Miami Gardens hereby 31 approves the application submitted by Baha, LLC, for the property located at 16495 32 N.W. 27th Avenue, more particularly described on Exhibit “A” attached hereto, for a 33 special exception to allow used vehicles sales as a permitted use. Said approval is 34 subject to the Applicant executing that certain Declaration of Restrictive Covenants 35 attached hereto as Exhibit “C.” 36 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 37 upon its final passage. 38 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 39 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 40 41 ___________________________________ 42 OLIVER GILBERT, III, MAYOR 43 44 45 46 ATTEST: 47 48 49 __________________________________ 50 RONETTA TAYLOR, MMC, CITY CLERK 51 52 53 PREPARED BY: SONJA KNIGHTON DICKENS, ESQ., CITY ATTORNEY 54 55 56 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 57 58 59 Moved by: __________________ 60 61 VOTE: _________ 62 63 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 64 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 65 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 66 Councilman David Williams Jr ____ (Yes) ____ (No) 67 374 OF 434 3 Councilwoman Lisa Davis ____ (Yes) ____ (No) 68 Councilman Rodney Harris ____ (Yes) ____ (No) 69 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 70 375 OF 434 Return to: (enclose self-addressed stamped envelope) Name: Ronetta Taylor, City Clerk 18605 N.W. 27th Avenue Miami Gardens, Florida 33056 This Instrument Prepared by: Sonja K. Dickens, Esquire City Attorney 18605 N.W. 27th Avenue Miami Gardens, Florida 33056 SPACE ABOVE THIS LINE FOR PROCESSING DATA SPACE ABOVE THIS LINE FOR PROCESSING DATA DECLARATION OF RESTRICTIONS WHEREAS, BAHA, LLC/Florida Builders Group, Inc. ("Applicant"), owns certain property located at 16495 N.W. 27th Avenue, more particularly described in Exhibit “A” attached hereto ("Property"), and WHEREAS, the Applicant desires to exclusively operate as a general contracting business, and WHEREAS, the Applicant is seeking special exception approval, in accordance with Section 34-48 of the City’s Land Development Code, to allow outdoor storage of trucks and trailers used in connection with a general contracting business as a permitted use, IN ORDER TO ASSURE the City of Miami Gardens that the representations made by the Applicant will be abided by, the Applicant, subject only to conditions contained herein, freely, voluntarily and without duress, makes the following Declaration of Restrictions covering and running with the Property: 376 OF 434 2 1. Landscape Plans. The applicant shall obtain approved landscape plans in accordance with Article XIV – Minimum Landscape and Buffering Requirements; Fences; Walls; Hedges of the City of Miami Gardens Code of Ordinances. 2. Occupancy. All site improvements, such as landscaping, shall be permitted and installed prior to issuance of Certificate of Use and Business Tax Receipt. 3. Use. The use shall be non-transferable. Any transfer, sale, or expansion of the business use will require a new special exception request, and approval by the City Council. 4. Loading and Unloading. All loading and unloading activities are required to be performed on site; loading and unloading on the right-of-way is prohibited. 5. Signage. All signage shall be in compliance with Article XVII - Sign Regulations of the City of Miami Gardens Code of Ordinances. 6. City Inspection. As further part of this Declaration, it is hereby understood and agreed that any official inspector of the City, or its agents duly authorized, may have the privilege at any time during normal working hours of entering and inspecting the use of the premises to determine whether or not the requirements of the building and zoning regulations and the conditions herein agreed to are being complied with. 7. Covenant Running With The Land. This Declaration on the part of the Applicant shall constitute a covenant running with the land and shall remain in full force and effect and be binding upon the Applicant, and his heirs, successors and assigns until such time as the same is modified or released. These restrictions during their lifetime shall be for the benefit of, and limitation upon, all present and future owners of the real property and for the public welfare. 8. Term. This Declaration is to run with the land and shall be binding on all parties and all persons claiming from the date this Declaration is recorded. This Declaration shall be in effect for a period of thirty (30) years from the date of recordation in the public records of Miami-Dade County, Florida, after which time it shall be automatically extended for periods of ten (10) years. This Declaration may be modified, amended or released as to the Property or any portion thereof by a written instrument executed by the then Applicant(s) of the Property, and applicable mortgagees, if any, provided that same is approved by the City Council after public hearing. In such event, the Mayor or City Manager shall execute a written instrument suitable for recordation acknowledging such modification, amendment or release. 377 OF 434 3 9. Modification, Amendment, Release. This Declaration of Restrictions may be modified, amended or released as to the land herein described, or any portion thereof, by a written instrument executed by the, then, owner(s) of all of the Property, including joinders of all mortgagees, if any, provided that the same is also approved by the City, or other procedure permitted under the City's Code, whichever by law has jurisdiction over such matters, after public hearing. 10. Enforcement. Enforcement shall be by action against any parties or person violating, or attempting to violate, any covenants. The prevailing party in any action or suit pertaining to or arising out of this declaration shall be entitled to recover, in addition to costs and disbursements allowed by law, such sum as the Court may judge to be reasonable for attorney fees. This enforcement provision shall be in addition to any other remedies available at law or in equity. Jurisdiction shall be proper in Miami-Dade County. 11. Authorization for Miami Gardens to Withhold Permits and Inspections. In the event the terms of this Declaration are not complied with, in addition to any other remedies available, the City is hereby authorized to withhold any further permits, and refuse to make any inspections or grant any approvals, until such time as this Declaration is complied with. 12. Executed Copy to be provided to the City. Executed Copy to be provided to the City Clerk. The Applicant shall be fully responsible for providing to the City Clerk an original and fully executed copy of the Declaration of Restrictions within thirty (30) days of the approval of this request by the City Council, unless an appeal is filed or otherwise the Director, for good cause shown, grants a time extension. If this is not accomplished, the approval shall become null and void. If circumstances prevent the Applicant from complying with this timeframe condition, the Applicant may request, in writing, an extension of said thirty-day timeframe in writing to the Development Services Director, who is authorized to take such action upon the request to approve, disapprove or approve with conditions such request. 13. Election of Remedies. All rights, remedies and privileges granted herein shall be deemed to be cumulative and the exercise of any one or more shall neither be deemed to constitute an election of remedies, nor shall it preclude the party exercising the same from exercising such other additional rights, remedies or privileges. 14. Recording. The City, at Applicant's expense following the approval of the same by the City of Miami Gardens, shall file this Declaration of record in the Public Records of Miami-Dade County, Florida. 378 OF 434 4 15. Acceptance of Declaration. Applicant acknowledges that acceptance of this Declaration does not obligate the City in any manner, nor does it entitle Applicant to a favorable recommendation or approval of any application, zoning or otherwise, and the City Council retains its full power and authority to deny each such application in whole or in part, and to decline to accept any conveyance. 16. Applicant. The term Applicant shall include the Applicant, and its heirs, successors and assigns. 17. Waiver. Each and every covenant and agreement contained herein shall be for any and all purposes hereof construed as separate and independent and the breach of any covenant by any party shall not release or discharge such party from its obligations hereunder. No delay or omission by any party to exercise its rights accruing upon any noncompliance or failure of performance by any party shall impair any such right or be construed to be a waiver thereof. A waiver by any party hereto of any of the covenants, conditions or agreements to be performed by any other party shall not be construed to be a waiver of any succeeding breach or of any other covenants, conditions or agreements contained herein. 18. Severability. All rights, powers and remedies provided herein may be exercised only to the extent that the exercise thereof does not violate any then applicable law and shall be limited to the extent necessary to render the real covenants herein valid and enforceable. If any term, provision, covenant or agreement contained herein or the application thereof to any person, entity or circumstance shall be held to be invalid, illegal or unenforceable, the validity of the remaining terms, provisions, covenants or agreements or the application of such term, provision, covenant or agreement to persons, entities or circumstances other than those to which it is held invalid or unenforceable shall not be affected thereby. 19. Entire Agreement. This Agreement and any exhibits attached hereto contain the entire agreement between the parties hereto with respect to the subject matter hereof. This Agreement and exhibits supersede any prior correspondence, memoranda or agreements in total hereto. 20. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, and all of which, when taken together, shall constitute one and the same document. 379 OF 434 5 SIGNATURE TO FOLLOW 380 OF 434 6 IN WITNESS WHEREOF, Applicant has executed this Declaration. ________________________________ Print Name:______________________ ________________________________ Print Name: ________________ ________________________________ Print Name: ___________ ________________________________ BAHA, LLC/Florida Builders Group, Inc. BY ITS: PRESIDENT ________________________________ Signature ________________________________ Print Name ________________________________ Date Print Name: __________________________ ACCEPTANCE The City of Miami Gardens, hereby accepts this Declaration of Restrictions hereby made by ____________________. CITY OF MIAMI GARDENS, FLORIDA Attest: _________________________________ By:_____________________________ City Clerk Cameron D. Benson, City Manager Date:___________________________ 381 OF 434 7 382 OF 434 8 EXHIBIT “A” 383 OF 434 9 384 OF 434 10 385 OF 434 BAHA, LLC Special Exception PZ-2016-001355 EXHIBIT “A” – Survey & Legal Description 386 OF 434 387 OF 434 388 OF 434 BAHA, LLC Special Exception PZ-2016-001355 EXHIBIT “B”- STAFF RECOMMENDATION 389 OF 434 BAHA, LLC Special Exception PZ-2016-001355 STAFF RECOMMENDATION PZ-2016-001355 APPLICATION INFORMATION Applicant: BAHA, LLC/Florida Builders Group, Inc. Property Location: 16495 NW 27th Avenue Property Size: 1.24 acres Future Land Use: Commercial Existing Zoning: PCD, Planned Corridor Development Requested Action(s): 1. Special exception use to allow a General Contractor Office with Outdoor Storage in the PCD, Planned Corridor Development District RECOMMENDATION: Recommend adoption of the Resolution to permit the request for Special Exception for a General Contractor Office with Outdoor Storage with the following conditions: 1. That a landscape plan application to provide additional visual screening be submitted prior to issuance of a Certificate of Use for outdoor storage. REVIEW AND ANALYSIS: Neighborhood Land Use Characteristics Property Future Land Use Designation Zoning Classification Existing Use Site Commerce PCD, Planned Corridor Development Commercial North Commerce PCD, Planned Corridor Development Commercial South Commerce PCD, Planned Corridor Development Commercial East Neighborhood R-1, Single Family Residential Single Family residences West Commerce PCD, Planned Corridor Development Commercial 390 OF 434 BAHA, LLC Special Exception PZ-2016-001355 The subject property is zoned PCD, Planned Corridor Development and has been designated as Commerce in the City of Miami Gardens Comprehensive Development Master Plan. The property is approximately 1.24 acres and is improved with one small office building of 1,847 square feet. The property has an 8’ perimeter iron fence and windscreen fabric along NW 27th Avenue, NW 164th Street and NW 165th Street. In addition the property has a CBS wall along the rear of the property. Project Summary/Background The Applicant is seeking a Special Exception, pursuant to Sec. 34-48 of the City’s Land Development Code to permit outdoor storage, namely trucks and trailers used in connection with the Applicant’s general contracting business. As stated earlier, the property is located in the PCD, Planned Corridor Development District. The purpose and intent of the PCD, Planned Corridor Development District is to implement the Comprehensive Development Master Plan (CDMP) Commerce land use category. It allows multiple-family residential dwellings, a wide range of commercial uses, select recreation and entertainment uses, mixed residential and commercial uses, select public and institutional uses, and places of assembly in the following urban contexts as identified in the CDMP: Urban Commercial and Office; Medium-Density Residential; Medium-High Density Residential; Urban Center; Urban Core; and Golden Glades Area. The Applicant satisfies the criteria for granting the Special Exception use as outlined in Sec. 34- 48(g), Special Exception Uses. Zoning History No items found. Consistency with City of Miami Gardens Comprehensive Development Master Plan The subject parcel is designated Commerce on the adopted 2006-2016 Land Use Plan (LUP) Map of the Future Land Use Element (FLUE) of the Comprehensive Development Master Plan (CDMP) of the City of Miami Gardens. Objective 1.1: The “Commerce” Land Use Designation The Commerce designation is intended for planned urban commercial, urban industrial, urban cultural and economic hubs. Commerce areas shall include existing and planned activity centers that are primarily located along the City’s three major arterial roadway corridors. Policy 1.1.1: Commerce areas shall provide for a wide variety of uses that range from major educational institutions, civic and governmental centers to major retail services as well as single purpose industrial areas. 391 OF 434 BAHA, LLC Special Exception PZ-2016-001355 Policy 1.1.2: Within the context of this plan element, Commercial and Office generally means retail sales and services whereby goods and services are provided. Offices and other activities including but not limited to restaurants and as well as automobile-oriented activities are also included. Objective 2.1 Performance Criteria for Land Uses All land uses shall conform to locational standards, design criteria and other performance standards to insure that development occurs in a manner that minimizes impacts on adjacent properties and results in quality development that furthers the vision of the community. Such requirements embodied in the following policies shall provide the basis for land development regulations and zoning requirements. Policy 2.1.3 Non-residential Single Use: performance criteria for non-residential single use development districts shall be set forth in the City’s land development regulations as follows. a. Urban Commercial and Office • Purpose. Urban Commercial and Office is designed to accommodate development primarily in areas designated as Commerce. • Uses. Typical uses include retail sales and services, automotive uses, offices, lodging, entertainment, certain storage activities and similar non-residential activities subject to land development regulations. • Floor Area Ratio (Intensity). 0.5 maximum. • Height. Up to an average height of six (6) stories. • Access. Public streets within Commerce areas. Conclusion: The proposed general contractor office with outdoor storage facility would be conducted along a major arterial roadway corridor that is appropriately located in the Commerce- designated land use area and is consistent with the goals and objectives of the Comprehensive Development Master Plan. Zoning Review and Analysis The City Council may grant or deny approval of a special exception use request as set forth in Section 34-48(g) of the City’s Zoning and Land Development Code: (g) Criteria for granting of special exception use approval. To authorize any special exception use, the zoning appeals board shall find all of the following: (1) The special exception use will be consistent with the city’s comprehensive development master plan; 392 OF 434 BAHA, LLC Special Exception PZ-2016-001355 (2) The special exception use will be in harmony with the general character of the neighborhood considering population density, design, scale and bulk of any proposed new structures, intensity and character of activity, traffic and parking conditions, and number of similar uses; (3) The special exception use will not be detrimental to the use, peaceful enjoyment, economic value, or development of surrounding properties or the general neighborhood; and will cause no objectionable noise, vibrations, fumes, odors, dust, glare, electrical interference, or physical activity; (4) The special exception use will have no detrimental effect on vehicular or pedestrian circulation and flow within the vicinity of the use. The special exception will not adversely affect the health, safety, security, morals, or general welfare of residents, visitors, or workers in the area; (5) The special exception will not, in conjunction with existing and proposed development in the area and development permitted under existing zoning, overburden existing public services and facilities, including schools, parks, police and fire protection, water, sanitary sewer, public roads, storm water drainage, and other public improvements and services; (6) That the special exception use otherwise meets the definition standards set forth elsewhere in this chapter for such particular use; and (7) That development, use and operation of the site will be in compliance with all applicable code regulations, development standards and any additional standards imposed by the city council or zoning appeals board with the intent of protecting adjacent properties and preserving neighborhood character. The proposed special exception use request for a general contractor office with outdoor storage was analyzed for the criteria set forth above: 1. The proposed general contractor office with outdoor vehicle storage is consistent with the Objectives and Policies of the Commerce designation as outlined in the City’s CDMP and referenced above. 2. There are no new structures or increase in density proposed for the site as part of the proposed special exception. The building and site will remain as is with no impacts to bulk, scale or design. The site is located along a major commercial corridor with a wide mix of commercial, retail and office uses. The proposed use is similar to previous uses historically located at the site which included outdoor storage of vehicles and trailers. 3. The property has an existing CBS wall at the rear which serves as an adequate buffer between the site and the adjacent residential land uses to the east. 4. The site has adequate vehicular and pedestrian access and will have no detrimental effect on vehicular or pedestrian circulation and flow. 5. No changes to the existing layout of the site are proposed and previous operations at the site were similar in use with outdoor storage of vehicles and trailers of similar size. As such, the use is not expected to overburden existing public services and facilities, including schools, parks, police and fire protection, water, sanitary sewer, public roads, storm water drainage, and other public improvements and services. 6. The outdoor storage use is permitted as a special exception use and meets the definitions and standards found within the City’s Land Development Code. 393 OF 434 BAHA, LLC Special Exception PZ-2016-001355 7. The development, use and operation of the site will be in compliance with all applicable code regulations, development standards and any additional standards imposed by the city council or zoning appeals board with the intent of protecting adjacent properties and preserving neighborhood character, inclusive of any additional landscape buffer or screening as is required. Conclusion The City’s Land Development Code allows the review of a special exception use on a case-by-case basis and allows the attachment of conditions on the proposed use. The application satisfies the criteria for granting the Special Exception use as outlined in Chapter 34, Special Exception Uses, Section 34-48 (g). Anticipated Facilities Impact General: There are no anticipated additional impacts on public facilities, including water and sewer, and traffic concurrency. Concurrency determinations are not finalized during the zoning approval process. Specific impacts will be determined at building permit review. Public Notification/Comments In accordance with the Land Development Regulations, two (2) notifications of the applicant’s requests were mailed to property owners within a five hundred (500) foot radius of the subject site to provide them an opportunity to comment on the application. Attachments Attachment A - Hearing Map-Aerial Attachment B - Hearing Map-Zoning 394 OF 434 BAHA, LLC Special Exception PZ-2016-001355 Attachment A - Hearing Map-Aerial Subject Property HEARING MAP-AERIAL Subject Property: 16495 NW 27th AVENUE FN 34-2115-002-0400 395 OF 434 BAHA, LLC Special Exception PZ-2016-001355 Attachment B - Hearing Map-Zoning Subject Property HEARING MAP-ZONING Subject Property: 16495 NW 27th AVENUE FN 34-2115-002-0400 R-1 AU PCD GP 396 OF 434 18605 NW 27 Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2016 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Advertising Requirement: Yes No X Contract/P.O. Required: Yes No RFP/RFQ/Bid #: (Enter #) X Strategic Plan Related: Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: N/A X Sponsor Name: City Manager, Cameron D. Benson Department: City Manager’s Office Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION SUBMITTED BY CALICO INVESTMENTS, LLC FOR THE NON- USE VARIANCE OF LAND DEVELOPMENT REGULATIONS FOR THE PROPERTY LOCATED AT 15800-15890 NW 15 AVENUE (FOLIO NUMBERS: 34-2114-008-1560, 34-2114-008-1570 AND 34-2114-008- 1580), MIAMI GARDENS, FLORIDA MORE PARTICULARLY DESCRIBED ON EXHIBIT “A”, ATTACHED HERETO, PROVIDING A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The applicant, Calico Investments LLC, seeks to obtain approval for non-use variances to the Land Development Regulations, Article XI-Development Standards Generalized Table of Development Standards, Section 34-342, to construct an addition to an existing warehouse building, located at 15800- -15890 NW 15 Avenue. ITEM O-2 CALICO INVESTMENT NON-USE VARIANCE 397 OF 434 Current Situation The subject property is 4.85 acres in size and is located in the heart of the Sunshine Industrial Park in the I-1 Special Industrial Zoning District. The applicant seeks to expand the warehouse building by constructing an addition to provide additional manufacturing space. The expansion will require a non- use variance to increase the lot coverage to 68% versus the 50% maximum allowed by the Code, and a non-use variance to increase the building area from 50% as allowed by code to 71.5%. Analysis The purpose of the variance is to allow the expansion of an existing warehouse building. The proposed development is deemed to be compatible with the surrounding area and uses. The 4.85 acres of property is located at 15800-15890 NW 15th Avenue. The expansion of the property is expected to enhance the industrial development of the area. The proposed warehouse building addition is consistent with existing property under the Zoning classification of I-1 and staff has determined the proposed variances should not negatively affect the current property and surrounding land uses. The requested variance will not be detrimental to the public welfare or injurious to other property or improvements in the vicinity. Proposed Action: It is recommended the City Council adopt this Resolution. 398 OF 434 Attachments: Exhibit “A”- Survey and Legal Description Exhibit “B”- Staff Recommendation Exhibit “C”- Proposed Site Plan 399 OF 434 RESOLUTION NO. 2016____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE APPLICATION SUBMITTED BY CALICO INVESTMENTS, LLC., FOR PROPERTY LOCATED AT 15800 – 15890 N.W. 15th AVENUE, MIAMI GARDENS, FLORIDA, MORE PARTICULARLY DESCRIBED ON EXHIBIT “A”, ATTACHED HERETO, FOR A VARIANCE OF SECTION 34-342 OF THE LAND DEVELOPMENT REGULATIONS TO INCREASE THE LOT COVERAGE FROM 50% TO 68% AND TO INCREASE THE BUILDING AREA FROM 50% TO 71.55%; PROVIDING FOR ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Calico Investments, LLC. ("Applicant"), owns that certain real 1 property generally located at 15800-15890 N.W. 15th Avenue ("Property"), more 2 particularly described on Exhibit "A," attached hereto, and 3 WHEREAS, the Applicant is seeking the following variances: 4 a. Non-use variance of Section 34-342 to increase the Lot Coverage to 68% (an 5 increase of 18% above the 50% allowed by the Land Development 6 Regulations (“LDRs”); and 7 8 b. Non-use variance of Section 34-342 to increase the Building Area to 71.5% 9 (an increase 21.5% above the 50% allowed by the LDRs), and 10 11 WHEREAS, the requested variance will allow for an addition to an existing 12 warehouse, 13 WHEREAS, the City’s Planning and Zoning Staff recommends approval of the 14 Application, , and 15 WHEREAS, the City Council considered the testimony of the Applicant, if any, 16 and 17 WHEREAS, the City Council also considered the testimony of the City’s Planning 18 and Zoning Staff, and the Staff Report is attached hereto as Exhibit “B” incorporated 19 herein by reference, 20 400 OF 434 2 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 21 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 22 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas 23 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 24 made a specific part of this Resolution. 25 Section 2. APPROVAL: The City Council of the City of Miami Gardens 26 hereby approves the Application submitted by Calico Investments, LLC., for: 27 c. Non-use variance of Section 34-342 to increase the Lot Coverage to 68% (an 28 increase of 18% above the 50% allowed by LDR); and 29 30 d. Non-use variance of Section 34-342 to increase the Building Area to 71.5% 31 (an increase 21.5% above the 50% allowed by LDR), and 32 33 Section 3. EFFECTIVE DATE: This Resolution shall take effect 34 immediately upon its final passage. 35 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 36 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2016. 37 38 ___________________________________ 39 OLIVER GILBERT, III, MAYOR 40 41 42 43 ATTEST: 44 45 46 __________________________________ 47 RONETTA TAYLOR, MMC, CITY CLERK 48 49 50 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 51 52 53 SPONSORED BY: CAMERON BENSON, CITY MANAGER 54 55 401 OF 434 3 Moved by: __________________ 56 57 VOTE: _________ 58 59 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 60 Vice Mayor Felicia Robinson ____ (Yes) ____ (No) 61 Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 62 Councilman David Williams Jr ____ (Yes) ____ (No) 63 Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 64 Councilman Rodney Harris ____ (Yes) ____ (No) 65 Councilman Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 66 67 402 OF 434 PZ-2016-001356 Calico Investments Variance Quantum Storage Project Exhibit “A”- Survey and Legal Description 403 OF 434 Northern Lot 404 OF 434 Southern Lot 405 OF 434 PZ-2016-001356 Calico Investments Variance Quantum Storage Project Exhibit “B”- Staff Report 406 OF 434 STAFF RECOMMENDATION PZ-2016-001356 APPLICATION INFORMATION Applicant: Calico Investments, LLC (Quantum Storage Systems, LLC) Property Location: 15800-15890 NW 15th Avenue Property Size: 4.85 Acres Future Land Use: Commerce Existing Zoning: I-1, Industrial Requested Action(s): 1. Non-use variance of Section 34-342 to increase the Lot Coverage to 68% (an increase of 18% above the 50% allowed by LDR); and 2. Non-use variance of Section 34-342 to increase the Building Area to 71.5% (an increase 21.5% above the 50% allowed by LDR). RECOMMENDATION: 1. To grant a Non-use variance of Section 34-342 to allow Lot Coverage of 68% (an increase of 18% above the 50% allowed by LDR; and 2. To grant a Non-use variance of Section 34-342 to allow an increase of the Building Area to 71.5% (an increase 21.5% above the 50% allowed by LDR). REVIEW AND ANALYSIS: Neighborhood Land Use Characteristics Property Future Land Use Designation Zoning Classification Existing Use Subject Site Commerce I-1 Warehouse North Commerce I-1 Warehouse South Commerce I-1 Warehouse East Commerce I-1 Warehouse West Commerce I-1 Warehouse Project Summary/Background • The 4.85 acres of property is located at 15800-15890 NW 15th Avenue. The Applicant intends to construct an addition to an existing warehouse building in the Sunshine Industrial Park. 407 OF 434 The City Council may grant variances and waivers subject to the property meeting the criteria set forth in Section 34-47 of the City’s Land Development Regulations (LDR): Sec. 34-47. - Granting of variances and waivers. (a) Purpose and intent. A variance or waiver of the code is a departure from the dimensional or numerical requirements of this chapter where such variance or waiver will not be contrary to the public interest and where, owing to conditions peculiar to the property and not as a the result of the action of the applicant, a literal enforcement of the requirement would result in unnecessary and undue hardship. Establishment or expansion of a use otherwise prohibited shall not be allowed by variance, nor shall a variance be granted due to the presence of nonconformities in the zoning district or adjoining zoning districts. Criteria for granting variances. Upon appeal or direct application in specific cases to hear and grant applications for non-use variances and waivers of this chapter, when authorized, the zoning appeals board may grant approval, approval with conditions of the application upon showing by the applicant that the non-use variance or waiver that all the following have been met: (1) The particular physical surroundings, shape, topographical condition, or other physical or environmental condition of the specific property involved would result in a particular hardship upon the owner, as distinguished from a mere inconvenience, if the regulations were carried out literally. (2) The conditions upon which the request for a variance is based are unique to the parcel and would not be generally applicable to other property within the vicinity. (3) The alleged difficulty or hardship was not deliberately created to establish a use or structure which is not otherwise consistent with this Code. (4) The granting of the variance will not be detrimental to the public welfare or injurious to other property or improvements in the vicinity. (5) The proposed variance will not substantially increase the congestion in the public streets, or increase the danger of fire, or endanger the public safety, or substantially diminish or impair property values within the vicinity. (6) The variance request is the minimum variance that will make possible the reasonable use of the land, building, or structure; (7) The granting of the variance request will be in harmony with the general intent and purpose of these regulations and the comprehensive plan; (8) Nonconforming use of neighboring lands, structures, or buildings in the same zoning district, and the permitted use of lands, structures, or buildings in other zoning districts, shall not be considered grounds for the authorization of a variance; and (9) Financial hardship is not the only evidence of a hardship considered in the authorization of a variance. Staff Comment To evaluate the variance requests from standards set forth in Section 34-342 of the LDR, the following was considered: • The purpose of the variance is to allow the expansion of an existing warehouse building. 408 OF 434 • The existing development appears to be compatible with the surrounding area and uses. The 4.85 acres of property is located at 15800 NW 15th Avenue in the heart of the Sunshine Industrial Park. The location of the property enhances the industrial development of the area. • The requested variance will not be detrimental to the public welfare or injurious to other property or improvements in the vicinity. The applicant has a need to expand the facility in order to provide additional manufacturing space. Consistency with City of Miami Gardens Comprehensive Development Master Plan (CDMP) The application is specifically consistent with the following policies of the CDMP: Policy 1.3.1: Commerce areas shall provide a wide variety of uses that range from major retail services as well as single purpose industrial Policy 1.3.5: Future development and redevelopment in commerce areas shall be designed to provide attractive urban places to live, work and shop. Conclusion: The core concept of the City’s Future Land Use Plan is that major development will occur along the City’s major transportation corridors. The Golden Glades area is appropriate for high intensity development providing opportunities for revitalization and redevelopment of commercial centers. The proposed variance is generally consistent with the policies, goals and objectives of the City’s Comprehensive Development Master Plan (CDMP), and satisfies Section 34-47 of the City’s Land Development Regulations (LDR) for granting of variances and waivers. The requested variances of the lot coverage and building area do not impact or change the proposed development on the property in a manner that is inconsistent with the Commerce designation of the property in the Future Land Use Element of the of the City of Miami Gardens CDMP. Granting this variance will not compromise the safety of visitors and the surrounding community, nor will it create any additional impact upon public services and facilities. Anticipated Facilities Impact The subject application does not create additional impact upon public services and facilities. Public Notification/Comments Notification of the applicant’s request was provided in accordance with Section 34-46 (d)(7). Attachments Attachment “A” - Hearing Map-Aerial Attachment “B” - Hearing Map-Zoning 409 OF 434 Attachment “A” - Hearing Map-Aerial Subject Property HEARING MAP AERIAL Subject Property: 15800-15890 NW 15th AVENUE FN 34-2114-008-1560 FN 34-2114-008-1570 FN 34-2114-008-1580 410 OF 434 Attachment “B” - Hearing Map-Zoning Subject Property HEARING MAP ZONING Subject Property: 15800-15890 NW 15th AVENUE FN 34-2114-008-1560 FN 34-2114-008-1570 FN 34-2114-008-1580 I-1 411 OF 434 PZ-2016-001356 Calico Investments Variance Quantum Storage Project Exhibit “C”- Proposed Site Plan 412 OF 434 413 OF 434 June 2016 ITEM P-1 JUNE 2016 REPORT 414 OF 434 About this report The Miami Gardens Police Department provides information concerning crimes in the City of Miami Gardens. Each page depicts actual crime information captured by the Records and Crime Analysis Units. Glossary Targeted Crimes: The State of Florida uses these crimes for conformity in compiling statistics within the state and the nation. The statistics for these crimes are reported to the Florida Department of Law Enforcement for inclusion in the Federal Bureau of Investigations (FBI) Annual Report. Data from the monthly report may differ from the FBI’s published report due to the fact that only certain classes of crime are extracted for publication and crimes reported after the reporting deadline are still captured by the Records Unit. •Criminal Homicide – The willful (non-negligent) killing of one human being by another. •Aggravated Assault ̶ An unlawful attack by one person upon another for the purpose of inflicting severe or aggravated bodily injury. •Larceny ̶ Deprive victim of such property permanently or temporarily without threat or violence or putting in fear, or by sudden snatch. •Robbery ̶ To take or attempt to take anything of value from the care, custody, or control of a person or persons by force or threat of force or violence and/or by putting victim in fear. •Burglary ̶ The unlawful entry of a structure to commit a felony or a theft. 2 415 OF 434 GLOSSARY Emergency Calls P = Priority call and is identified by a verbal ‘3’ at the beginning of the signal at dispatch Code 3 emergency call: A situation or sudden occurrence which poses an actual threat of serious injury or loss of human life and demands swift police action. Code 3 calls are preceded by a tone indicator and the signal prefixed by a 3. Example: Shooting victim, violent domestic with injuries, accident with injuries P1 = Emergency call that is identified by a verbal ‘2’ at the beginning of the signal at dispatch. Code 2 emergency call: A situation which poses a potential threat of serious injury or loss of human life which may require swift police action. Code 2 calls are preceded by a tone indicator and the signal prefixed by a 2. Example: Burglary in progress, violent domestic, assault with potential of injuries. P2 = requires an immediate response but no imminent threat of serious injury or loss of human life involved. There is no tone indicator preceding this type of call. Example: A just occurred burglary or any incident where the suspects may still be in immediate area. P3+ = Considered a routine response for a call that is delayed or non-emergency in nature. Example: Identity theft, loud music complaints, barking dog disturbance. 3 416 OF 434 Monthly Statistical Comparison June 2016 Year to Date 2015 2016 % Change Criminal Homicide 12 11 -8% Forcible Rape 11 7 -36% Robbery 111 136 23% Aggravated Assault 217 217 0% Burglary 388 302 -22% Theft from Motor Vehicle 459 445 -3% Larceny (All Other) 974 880 -10% Motor Vehicle Theft 178 208 17% Total 2350 2206 -6% This report reflects incidents that are currently in the records management and the GEO verification systems at the time this report was generated. Data shown is subject to change as pending reports are entered into records. *Non-calculable 4 Monthly Comparison May 2016 June 2016 %Change June 2015 June 2016 % Change Criminal Homicide 1 5 400% 4 5 25% Forcible Rape 2 3 50% 0 3 N/C Robbery 16 23 44% 28 23 -18% Aggravated Assault 44 38 -14% 48 38 -21% Burglary 45 46 2% 55 46 -16% Theft from Motor Vehicle 83 57 -31% 79 57 -28% Larceny (All Other) 146 139 -5% 174 139 -20% Motor Vehicle Theft 51 28 -45% 25 28 12% Total 388 339 -13% 413 339 -18% 417 OF 434 Monthly Statistical Comparison June 2016 5 *Percentage change is non-calculable ARREST May June Diff %Change Criminal Homicide 0 0 0 0% Forcible Sex Battery 0 2 2 N/C Robbery 3 4 1 33% Aggravated Assault 12 8 -4 -33% Burglary 10 6 -4 -40% Larceny 30 21 -9 -30% Motor Vehicle Theft 4 5 1 25% Total 59 46 -13 -22% 418 OF 434 PART ONE CRIMES June 2015 / June 2016 6 4 0 28 48 55 79 174 25 5 3 23 38 46 57 139 28 0 20 40 60 80 100 120 140 160 180 200 Jun-15 Jun-16 419 OF 434 PART ONE CRIMES Year to Date Comparison 2015 / 2016 7 12 11 111 217 388 459 974 178 11 7 136 217 302 445 880 208 0 200 400 600 800 1000 1200 2015 2016 420 OF 434 TOP FIVE ACCIDENT LOCATIONS 8 •NW 167th ST, NW 47th AVE – 2 •NW 188th ST, NW 3rd AVE – 2 •NW 187th ST, NW 2nd AVE – 2 •NW 187th ST, NW 37th AVE – 2 •NW 196th ST, NW 3rd CT – 2 1 1 1 2 3 1 1 Contributing Factors Fail to Yield Right of Way Follow Too Closely Fail to Maintain Single Lane Ran Red Light Ran Stop Sign Improper Lane Change Improper Turn 421 OF 434 9 TOP FIVE ACCIDENT LOCATIONS June 01 through June 30, 2016 NW 167th St/ NW 47th Ave DHSMV # Case # Date/Time Cause 86323334 2016010913 6/17/2016 10:33 Improper Lane Change 86323370 2016011199 6/22/2016 7:46 Fail Maintain Single Lane NW 188th St/ NW 3rd Ave DHSMV # Case # Date/Time Cause 86323202 2016010264 6/7/2016 10:46 Ran Stop Sign 86323209 2016010289 6/7/2016 14:17 Ran Stop SIgn NW 187th St/ NW 2nd Ave DHSMV # Case # Date/Time Cause 86323184 2016010138 6/5/2016 10:53 Follow too Closely 86323302 2016010712 6/14/2016 8:47 Improper Turn NW 187th St/ NW 37th Ave DHSMV # Case # Date/Time Cause 86323355 2016011085 6/20/2016 10:36 Ran Red Light 86323365 2016011164 6/21/2016 14:45 Ran Red Light NW 196th St/ NW 3rd Ct DHSMV # Case # Date/Time Cause 86323143 2016009960 6/2/2016 9:57 Ran Stop Sign 86323325 2016010864 6/16/2016 16:30 Fail To Yield Right of Way 422 OF 434 TRAFFIC ENFORCEMENT SUMMARY 2016 10 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEAR TO DATE Accident Reports 289 236 323 271 311 268 1698 Traffic Stops 329 337 501 129 262 246 1804 Traffic Moving 308 193 259 243 235 159 1397 Traffic Non Moving 414 304 569 444 284 155 2170 Traffic Verbal 127 125 222 117 121 90 802 Parking Citations 4 17 7 5 7 17 57 Red Light Camera Violations 6383 6963 13227 5850 3037 7471 42931 423 OF 434 11 TRAFFIC ENFORCEMENT ACTIVITY JUNE 2016 268, 3% 246, 3% 159, 2% 155, 2% 90, 1% 17, 0% 7,471, 89% Accident Reports Traffic Stops Traffic Moving Traffic Non Mov Traffic Verbal Parking Citations Red Light Camera Violations 424 OF 434 12 STREET CRIMES, CAREER CRIMINAL AND GANG UNITS June 2016 THESE PROACTIVE UNITS EFFECTED 22 ARRESTS. 8 Felony, 9 Misdemeanor, and 5 Traffic Arrests •PROACTIVE PATROL 32 Field Contacts 14 Traffic Citations •EXECUTED 1 SEARCH WARRANTS •SEIZED 139 GRAMS OF MARIJUANA 20 GRAMS OF COCAINE 6 FIREARMS •U.S. Marshals Services 7 Apprehension/Warrants related to CMG 11 Total Apprehension/Warrants 425 OF 434 CUSTODIAL FIREARMS 6/1/2016 to 6/30/2016 13 Total = 17 0 4 2 3 1 0 1 6 0 1 2 3 4 5 6 7 17 & Younger 18 to 21 22 to 24 25 to 30 31 to 40 41 to 50 Over 50 Other Possessors' Age 12 1 2 2 0 Firearms Type Pistol Shotgun Revolver Rifle Machine Gun 426 OF 434 CUSTODIAL FIREARMS 14 Total =110 9 16 10 21 5 12 3 1 1 0 0 1 5 3 3 2 2 2 4 2 4 2 0 2 0 0 0 0 0 0 0 5 10 15 20 25 Jan Feb Mar Apr May Jun Year to Date Pistol Shotgun Revolver Rifle Machine Gun 427 OF 434 TRAINING ANALYSIS 2015 TRAINING ACTIVITY 2016 TRAINING ACTIVITY 15 JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC YTD TOTAL CLASSES ATTENDED 14 18 18 20 14 15 99 HOURS TAUGHT 309 438 2004 2078 544 1252 6625 PARTICIPANTS 55 176 123 58 21 41 474 JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC YTD TOTAL CLASSES ATTENDED 17 17 8 11 17 17 10 6 10 16 22 20 171 HOURS TAUGHT 507 448 360 222 442 462 260 188 342 391 500 346 4468 PARTICIPANTS 35 32 28 32 33 37 13 12 28 30 46 47 373 428 OF 434 JUNE 2016 –OVERTIME SUMMARY 16 CATEGORY HOURS SHIFT EXTENSION/ HELD OVER 1016 COURT 456 ADMINISTRATION 0 SPECIAL DETAIL 130 COMMUNICATIONS 720 TOTAL 2322 429 OF 434 JUNE 2016 – OVERTIME SUMMARY 17 1016 456 0 130 720 SHIFT EXTENSION/ HELD OVER COURT ADMINISTRATION SPECIAL DETAIL COMMUNICATIONS 430 OF 434 ROUTINE CALLS FOR SERVICE 2015 / 2016 18 6197 5290 5363 5430 5465 6034 5978 5707 6336 5479 5618 5857 4600 4800 5000 5200 5400 5600 5800 6000 6200 6400 6600 JAN FEB MAR APR MAY JUN 2015 2016 431 OF 434 EMERGENCY & PRIORITY CALLS FOR SERVICE 2015 / 2016 19 603 543 594 606 590 582 624 552 550 588 654 548 0 100 200 300 400 500 600 700 JAN FEB MAR APR MAY JUN 2015 2016 432 OF 434 RESPONSE TIMES FOR CALLS FOR SERVICE 2016 20 9.55 9.585 8.48 8.685 8.875 8.585 18.59 17.855 17.525 11.105 19.885 19.355 0 5 10 15 20 25 Jan Feb March April May June P+ & P1 P2 & P3+ 433 OF 434 MIAMI GARDENS POLICE DEPARTMENT 434 OF 434