3THE CITY OF PLEASANT LIVING
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
FUND &
ACCOUNT:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
December 19, 2017 Agenda Item N03. Steven Alexander, City Manager
A Resolution authorizing the City Manager to enter into a contract with
MCCI, LLC. for the digitizing and transferring of documents to Laserfische
for the City Clerk's office.
In 2012, via Resolution 81-12-13638, the City has implemented an electronic
document storage system, Laserfiche, with the intent of transferring various hard
copy documents to a digital platform. Laserfische effectively stores and organizes
documents that can easily be accessed by City personnel. Hard copy storage of
documents takes up valuable City office space, however, Laserfiche alleviates the
burden of storage and digital documents are easily located and printed, if
necessary, from individual desktop personal computers.
The City has been transferring documents to Laserfische over the past few budget
cycles to minimize the overall financial impact in a single fiscal year.
Moreover, the City took advantage of the City of Miami's existing contract
through Resolution 234-16-14789, dated December 6,2016, which provides the
City of South Miami with the benefit of Miami's economy of scale which would
provide the City of South Miami with a lower cost per scan. The City of Miami
contract will allow the City to scan additional documents into the existing
Laserfische system. The City Miami Contract is a mUlti-year agreement and was
renewed through June, 2018.
Furthermore, the City is requesting funds, not to exceed $45,000, for fiscal year
2018 and will use this piggyback agreement during the budget process for future
fiscal years digitizing requirements.
The City of Miami Contract "Pricing Matrix" is broken down based on the number
of scans being created; the greater the number of scans, the lesser cost per scan.
The proposed rates are included with the attached piggyback agreement.
The total expenditure, not to exceed $45,000, shall be charged to the City Clerk's
Digitizing Account, account number 001-1200-512-3480, which has a balance of
$45,000 before this request was made.
THE CITY OF PLEASANT LIVING
ATTACHMENTS: Resolution
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
Resolution 81-12-13638
Resolution 234-16-14789
Piggyback Agreement:
• MCCI, LLC Proposals dated 11/16/2017
• City of Miami Pricing Schedule
• City of Miami Second Renewal
1 RESOLUTION NO: _____ _
2 A Resolution authorizing the City Manager to enter into a contract with MCCI,
3 LLC. for the digitizing and transferring of documents to Laserfische for the City
4 Clerk's office.
5 WHEREAS, the City has implemented an electronic document system by
6 transferring various documents digitally to a Laserfische system; and
7 WHEREAS, Laserfische effectively stores and organizes documents that can be
8 easily accessed by City personnel and the public; and
9
10 WHEREAS, Laserfische eliminates the need to store documents thereby freeing
11 up valuable office space; and
12
13 WHEREAS, the City Clerk's office requires sensitive documents to be stored and
14 organized digitally; and
15
16 WHEREAS, the purchase for these services will be from MCCI, LLC., through a
17 piggyback onto the City of Miami Contract IFB No. 391322(19) which was renewed for a
18 term from June 16, 2017 through June 15, 2018. The piggybacking onto this contract was
19 previously authorized by City of South Miami Resolution 234-16-14789, dated December
20 6,2016 for other services. The new piggyback contract for the digitizing of the City Clerk's
21 documents is for an amount notto exceed $45,000 and charged to Account No. 001-1200-
22 512-3480.
23 NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
24 THE CITY OF SOUTH MIAMI, FLORIDA;
25 Section 1. The City Manager is authorized to enter into a contract with MCCI, LLC.,
26 that piggybacks onto MCCI, LLC's contract with the City of Miami, Contract IFB No.
27 391322(19), for the digitizing and transfer of documents to Laserfische for the City Clerk's
28 office.
29 Section 2. The City Manager is authorized to expend to MCCI, LLC. an amount not
30 to exceed $45,000 for fiscal year 2017-2018 and charged to Account No. 001-1200-512-
31 3480.
32 Section 3. The City Manager is authorized to expend to MCCI, LLC. in future fiscal
33 years, based on the commissions allocation for digitizing through the annual budget
34 process, and
35 Section 4. Severability. If any section, clause, sentence, or phrase of this
36 resolution is for any reason held invalid or unconstitutional by a court of competent
37 jurisdiction, this holding shall not affect the validity of the remaining portions of this
38 resolution.
Page 1 of2
1 Section 5. Effective Date: This resolution shall take effect immediately upon
2 enactment.
3
4
5
6
7
8
9
PASSED AND ADOPTED this _ day of ____ , 2017
10
11
12
13
14
15
16
17
18
19
20
21
22
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND EXECUTION
EXECUTION THEREOF
CITY ATTORNEY
Page 2 of2
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Harris:
Commissioner Liebman:
Commissioner Edmond:
RESOLUTION NO.: 81-12-:-13638
A Resolution authorizing the 'city manager to purchase Laserfiche Software
for a total expenditure associated with this project of $47,130.96 from
account numbers 001-1340-513-4634 Maintenance-internet services and 001-
1340 513-5205 Computer Equipment.
WHEREAS, the City's MIS Office -International Data Consultants, Inc (IDC) is tasked with working
towards a paperless environment; and .
WHEREAS, the City of South Miami needs assistance in achieving this task which will requite the
expertise of the MIS Office, International Data Consultants (IDC) who can help implement and carry out this important
task; and
WHEREAS, to achieve this task, the City will purchase the Laserfiche Software. By purchasing this
software the city will accomplish various important tasks, it will provide staff a powerful way to best work and be a mote
efficient and informed team. It will provide the City the foundation for a paperless environment. Additionally, it will
provide both the administrative and support staff training to utilize the software and its tools: and
WHEREAS, the City desires to purchase these Licenses from the State of Texas Department of
Information Resources contract through MCCI (Municipal Code Corporation) for a total arIl:ount oU 47,130.96.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
OF SOUTH l\1IAMl, FLORIDA THAT:
Section 1: The city manager is authorized to purchase the Laserfiche Software from (MCCI) as set
forth in Professional Services Proposal which is attached and made part of this resolution by reference, for a total amount
of $ 47,130.96 to be paid from account number 001-1340-513-4634 Maintenance-Internet Services which has a current
balance of $ 18,930.75 and account number 001-1340-513-5205 Computer Equipment with a current balance of
$ 41,953.67.
Section 2
Commission.
This resolution shall be effective immediateiy upon being approved by a vote of the City
Passed and Adopted thisiLday of April. 2012.
Attest: (JcG~ Approved:
¥;t:!U:UJ I<1ayo
Commission Vote: 5-0
Mayor Stoddard: Yea
Vice Mayor Liebman: Yea
CommissionerNewman: Yea
Commissioner Harris: Yea
Commissioner Welsh: Yea
RESOLUTION NO: 234-16-14789
A Resolution authorizing the City Manager to enter into a multi-year
contract with MCCI, LLC. by piggybacking off of its contract with the City
of Miami.
WHEREAS, the City has implemented an electronic document system by
transferring various documents digitally to a Laserfische system; and
WHEREAS, Laserfische effectively stores and organizes documents that can be
easily accessed by City personnel and the public; and
WHEREAS, Laserfische eliminates the need to store documents thereby freeing
up valuable office space; and
WHEREAS, the Police and Building departments require sensitive documents and
building plans to be stored and organized digitally; and
WHEREAS, the purchase for these services will be from MCCI, LLC. through a
piggyback from the City of Miami Contract IFB No. 391322(19) for an amount not to
exceed $45,000 and charged to Account No. 001-1200-512-3480.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The City Manager is authorized to enter into a multi-year contract,
not to exceed five years, with MCCI, LLC. by piggybacking off of MCCI, LLC's contract
with the City of Miami under Contract IFB No. 391322(19) .and limited to amounts
approved in this resolution for the first fiscal year and to the amounts approved to be
expended in the City's budget for succeeding years.
Section 2. The City Manager is authorized to expend to MCCI, LLC. an amount
not to exceed $45,000 for fiscal year 2016-2017.
Section 3. The City Manager is authorized to expend to MCCI, LLC. in future
fiscal years, based on the commissions allocation for digitizing through the annual
budget process, and
Section 4. Severability. If any section, clause, sentence, or phrase of this
resolution is for any reason held invalid or unconstitutional by a court of competent
jurisdiction, this holding shall not affect the validity of the remaining portions of this
resolution.
Section 5. Effective Date: This resolution shall take effect immediately upon
enactment.
Page 1 of2
Res. No. 234-16-14789
PASSED AND ADQPTED this 6 t hday of December, 2016
ATTEST: APPROVED:
Ok-GJ~
CITYClERKY MAYOR
COMMISSION VOTE: 5-0
Mayor Stoddard: Yea
Vice Mayor Welsh: Yea
Commissioner Harris: Yea
Commissioner Liebman: Yea
Commissioner Edmond: Yea
Page 2 of2
(,j)
South'Miami
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER"()FFICE MEMORANDUM
THE CllY OF PLEASANT LIVING
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
FUND &
ACCOUNT:
The Honorable Mayor & Members of the City Commission
December 6, 2016 . Agenda Item No.: ~ Steven Alexander, City Manager
A Resolution authorizing the City Manager to enter into a multi-year
contract with MCCI, LLC. by piggybacking off of its contract with the
City of Miami. .
In 2012, via resolution 81-12-13638, the City has implemented an electronic
document storage system, Laserfiche, with the intent of transferring various
hard copy documents to a digital platform. Laserfische effectively stores and
organizes documents that can easily be accessed by City personnel. Hard copy
storage of documents takes up valuable City office space, however, laserfiche
alleviates the burden of storage and digital documents are easily located and
printed, if necessary, from individual desktop personal computers.
The City has been transferring documents to Laserfische over the past few
budget cycles to minimize the overall financial impact in a single fiscal year.
Moreover, the .City is looking to take advantage of City of Miami's existing
contract which provides the City of South Miami with the benefit of Miami's
economy of scale which would provide the City of South Miami with a lower
cost per scan. The City of Miami contract will allow the City to scan additional
documents into the existing laserfische system.
The City of South Miami is proposing to use MCCI, llC through a piggyback
agreement from the City of Miami. The City Miami Contract is a multi-year
agreement expiring June, 2019, pending renewals.
Furthermore, the City is requesting funds, not to exceed $45,000, for fiscal year
2017 and will use this piggyback agreement during the budget process for
future fiscal years digitizing requirements.
The City of Miami Contract "Pricing Matrix" is broken down based on the
number of scans being created; the greater the number of scans, the lesser cost
per scan. The proposed rates are included with the attached piggyback
agreement.
The total expenditure shall be charged to the City Clerk's Digitizing Account,
account number 001-1200-512-3480, which has a balance of $45,000 before this
request was made.
~
South'Miami
THi: CITY OF PLEASANT .LlVING
A1TACHMENTS: Resolution
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER~OFFICE MEMORANDUM
Resolution 81-12-13638
Piggyback Agreement: .
• MCCI, LLC Proposals dated 11/11/2016
• City of Miami Contract No. IFB 391322 (19)
• City of Miami Pricing Schedule
Prepared For:
South Miami, Fl
Presented By:
togan Di liello
ANNING
ffi¥i§222 m
LUTION
Issued: November 16, 2017
CCi
SCANNING SOLUTION
SCOPE OF SERVICES AND PROJECT PRICING-City of Miami Contract Pricing -IFB NO: 391322
.wn
The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy /electronic
documents to be converted.
PROJECT SCOPE -All estimates are based on information provided by the client and are only estimates
based on the Not to Exceed dollar amount. MCCi will only scan the volume that reaches the Not to Exceed.
.. General Description
Document Size:
Document Types:
Fiche Count:
Image Count:
Images per Document:
o Document Preparation:
Current Storage Method:
Condition of documents:
3Smm Microfiche
Permit Files
14,000
70,000
Approximately 20/ 4 fiche per
Envelopes
Good Condition, multiple fiche types
.. Image Processing & Indexing
DPI & Color: 300 DPI, Black & White
Number of Index Fields:
• Image Output
Method of Delivery:
Output Type:
I> Material Handling
Shipping Logistics:
1 Field, Document Name: Folio #
Up to 1 Set per trip
Laserfiche Briefcase
Shipping & Delivery Terms:
MCCi Pick UP
1 Shipment
o Special Notes
• Documents will be named by Folio Number as Address is handwritten and
illegible on envelopes.
• All scope information above are estimates to arrive at the not to exceed
scanning amount of $4~OOO. Once reache~ MeCi will coordinate with client
for return of non-scanned documents.
• One shipment is included in this scope to receive the rates below.
MCCi I Page 3 of 7
MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the.
State of Florida, hereinafter referred to as MCCi, hereby offers the Laserfiche Software & Services to the CITY OF SOUTH MIAMI, FL, a
corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions.
MCCI DOCUMENT SERVICES -INDEXING SERVICES. Once MCCi has received your documents, the following process will occur
according to the terms laid out in MCCi's pricing proposal and may vary according to services selected.
CONSULTATION. A Consultation will be scheduled via a telephone conference after receipt of signed contract. This consultation is designed to
go over the following: the signed contract and terms, folder structure, current searching methods, document naming scheme, document
preparation requirements, and document shipment and/or pick up.
DOCUMENT PREPARATION. If you decide to send paper documents to MCCi, the process of document preparation begins with removing any
materials that may prohibit the document from being fed through the scanner (i.e. Removal of documents from file folders, Removal of staples,
paperclips, tape, clips, etc) and is described as Document Preparation. Upon completion of scanning, MCCi will organize the documents into their
original order as received from the Client but not placed back into their file folders or reprepped unless specifically stated otherwise in the project
scope.
DOCUMENT ORGANIZATION & INDEXING. Based on the scope of the project and outcome of your consultation, MCCi will organize and
index your documents. Each project will have its own required organization and indexing requirements. Our project management team will work
with the Client to identify those requirements. Prior to project kickoff we will send the Client example template cards and file-tree structure for
their approval. Or, if the Client already has existing Laserfiche template cards created for a specific document series, they can send us that
te~plate via Laserfiche Briefcase.
DOCUMENT QUALITY CONTROL. MCCi performs a thorough quality control process after the job has been completed. Steps are taken to
ensure each document has been captured, the quality of the scanned image is comparable to the original, and all manual indexing errors have
been corrected. MCCi cannot be accountable for records not reflected in original inventory report as provided by Client. MCCi will correct only
those valid discrepancies reported within 90 days after delivery of electronic data to Client.
DOCUMENT STORAGE. MCCi's facilities contain secure rooms for hardcopy "work in progress" document storage. MCCi will arrange for the
return of hardcopy documents to the client after completion of scanning. If documents reside at MCCi facilities for a period longer than 90 days
after converted electronic data is delivered to client storage charges will apply.
DATA STORAGE MCCi is not responsible for maintaining a copy of Client data, with the exception of Clients who contractually and on a
recurring basis, utilize MCCi's Online Document Hosting Services. MCCi periodically reviews and deletes client data from previous projects. The
timing of the periodic review and deletion of data is at MCCi's discretion. MCCi recognizes that for records retention and security compliance, the
Client may require MCCi to delete copies of it's data prior to MCCi's process of deleting data; If so, the Client is responsible for making the
request in writing and for obtaining confirmation of data deletion.
ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions herein, MCCi can provide any department in the
organization with scanning services for documents other than those described in this priCing proposal. All costs are volume based and can be
provided upon request. MCCi will consult with each department interested in beginning their own project to determine individual scanning and
indexing needs.
MICROFILM & FICHE CONVERSION SERVICES. MCCi offers electronic conversion services for microfilm, microfiche, and aperture cards. The
Client will provide MCCi with data to be converted to electronic format. MCCi will extract the images contained on the film/fiche and migrate
them to Laserfiche or to another industry standard format as requested by the Client. The images will be captured based upon the reduction ratio
and threshold between the beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing image
quality, such as black borders, skewed images, blurry images, non-legible images, or other errors that are not controllable by MCCi. Unless
otherwise specified in the project scope, MCCi will index by the roll/card number or unique identifier.
LASERFICHE SEARCH ENGINE MEDIA. If included in the Scope of Services, MCCi will integrate the documents with the LaserFiche Software
to provide the Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index
cards, and full text word search. MCCi will provide the Client with the appropriate media containing all documents scanned and integrated with
Laserfiche.
ONLINE DOCUMENT HOSTING. MCCi will post the documents to the web for a minimal annual fee. MCCi provides the Client with a direct link
which can then be linked to the Client's website for public access if desired. Document storage cost is determined upon actual image count. All
documents on the site are integrated with a search engine, and updates are incorporated as the database is amended.
PROJECT TIMELINE. MCCi will complete and deliver the project within the predetermined project timeline as agreed upon with the Client.
Should MCCi require additional time, the Client will be notified immediately.
DOCUMENT TRANSPORTATION. The client is required to package all materials per MCCi's instruction prior to delivery of materials to MCCi
facilities. If the client chooses to utilize MCCi's pick up and delivery service (offered in select states), priCing is based on picking up the entire
project described in the scope of services in one shipment. At the time of updating or if additional trips are required due to the Client not having
all the documents ready for pick up, additional charges will be applied. If the client chooses to ship via a certified carrier, the client incurs all
shipping costs.
MCCi I Page 5 of 7
The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date
appearing below, unless accepted by the Client.
Submitted by: MCCi, a Limited Liability Company
Date: November 16, 2017
By:
(Signature)
(Printed Name & Title)
Noted Items Accepted by: CITY OF SOUTH MIAMI, FL
Date:
By:
(Signatu re)
(Printed Name & Title)
MCCi I Page 7 of 7
\
i
\
I
. CONTRACT FOR DOCUMENT MANAGEMENT SOFTWARE, HARDWARE &
SERVICES
THIS AGREEMENT made and entered into this .!:L day of 2kcpmbir, 20 Lbby
and between the City of South Miami, a Florida municipal Corporation by and through its City
Manager (hereinafter referred to as "City") and MCCt LLC., (hereinafter referred to as
"Contractor").
WITNESSETH:
WHEREAS, the "The City of Miami" solicited bids, pursuant to IFB# 391322. for
Document Management Software. Hardware & Services; and
WHEREAS, the "The City of Miami." after completing a competitive bidding
process, awarded a contract to Contractor, and
WHEREAS, the City of South Miami desires to utilize the "The City of Miami"
Contract and pursuant to authority of the City of South Miami's Charter.
NOW, THEREFORE, the City and the Contractor, each through their authorized
representativelomcia~ agree as follows:
I. The City desires to enter into a Contract, under the same tenns and
conditions as set forth in the solicitation and the agreement between "The City of Miami"
and Contractor, pursuant IFB #391322 and Contrad No. 391322 (19), .
2. . The City has reviewed the contract and agrees to the tenns.and conditions to
be applicable to a purchase order to be issued by the City and further agrees to the fair and
reasonableness of the pricing. Contractor hereby agrees to provide such goods andlor
services, pursuant to the City's purchase order made during the term of this agreement, under
the same price(s), tenns and conditions as found in the solicitation documents and the
response to the solicitation, pertinent copies of which are attached hereto as Attaebment A
and made a part hereof by reference, and the agreement andlor the award between the "The
City of Miami" and Contractor, pursuant IFB #391322 and Contrad No. 391322 (19). a
copy of which, including any amendments and addendums thereto, is attached hereto and
made a part hereof by reference.
3. All references in the contract between "Tbe City of Miami" and Contractor,
shall be assumed to pertain to, and are binding upon Contractor and the City of South Miami.
All decisions that are to be made on behalf of the "The City of Miami. " as set forth in the
"The City of Miami" pursuant IFB #391322 and Contrad No. 391322 (19), and its
agreement with Contractor, shall be made by the City Manager for the City of South Miami.
The tenn of the contract, including all extensions authorized by the contract shall not exceed
five years. Notwithstanding anything contained in the IFB #391322 and Contrad No.
391322 (19) or the "The City of Miami" contract to the contrary, this agreement shall be
governed by the laws of the State of Florida and venue for all dispute resolutions or litigation
shan be in Miami-Dade County. Florida.
4. Scope of Goods and Services. The scope of goods and services are set forth
Thomas F. Pepe-OI-II-16
Page 1 of5
in the attached Attachment A.
5. Contract Price. The contract price for the good and services is set forth in
the attached Attachment B. lfnot otherwise set forth in the "The City of Miami"
Agreement/Contract, the Contractor shall be paid upon delivery of all the goods, the
completion of all the services and after final inspection by the City that approves of the
goods delivered and the work performed.
6. Grant Funding: This project is being funded N/A and Contractor agrees to
comply with all the requirements of that Grant, applicable to the delivery of the goods and
services that are the subject of this Agreement, and that are within its power to provide and
to provide all the documentation within its control that is required for the City to be able to
recover the contract price pursuant to the tenns of the grant. A copy of the grant is attached
hereto and made a part hereofby reference.
7) Public Records: CONTRACTOR and all of its subcontractors are required to
comply with the public records law (s.119.0701) while providing goods and/or services on behalf
of the CITY and the CONTRACTOR, under such conditions, shaJl incorporate this paragraph in
all of its subcontracts for this Project and. shall: (a) Keep and maintain public records required by
the public agency to perfODn the service; (b) Upon request from the public agency's custodian of
pUblic. records, provide the public agency with a copy of the requested records or allow the
records to be inspected or copied within a reasonable time at a cost that does not exceed the cost
provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are
exempt or confidential and exempt from public records disclosure requirements are not disclosed
except as authorized by law for the duration of the Contract tenn and following completion of the
Contract if CONTRACTOR' does not transfer the records to the public agency; and (d) Upon
completion of the Contract, transfer, at no cost, to the public agency all public records in
possession of CONTRACTOR or keep and maintain public records requited by the public agency
to perform the service. If CON'fRACTOR transfers all public records to the public agency upon
completion of the Contract, CON1RACTOR shall destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. If
CONTRACTOR keeps and maintains public records upon completion of the Contract,
CONTRACTOR shall meet all· applicable requirements for retaining public records. All records
stored electronically must be provided to the public agency, upon request from the public
agency's custodian of public records, in a fonnat that is compatible with the infonnation
technology systems of the public agency.
IF CONTRACTOR BAS QUESTIONS REGARDING TQE APPLICATION
OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S
DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS
CONTRACT, CONTACf THE CUSTODIAN OF PUBLIC RECORDS AT
305-663-6340; E-mail: mmenendeZ@southmiamiO.gov; 6130 Sunset Drive,
South Miami, FL .33143.
8. Waiver Jury Trial: City and Contractor knowingly, irrevocably voluntarily and
intentionally waive any right either may have to a trial by jury in State or Federal
Court proceedings in respect to any action, proceeding, lawsuit or counterclaim
arising out of the Contract Documents or the perfonnance of the Work
Thomas F. Pepe-OI-1l-16
Page 2 ofS
2
thereunder.
9, Validity of Exeeuted Copies: This agreement may be executed in several
counterparts,' each of which may be construed as an original.
10. Attorneys' Fees and Costs: In the event of any litigation between the parties
arising out of or relating in any way to this Agreement or a breach thereof, each
party shall bear its own costs and legal fees. Nothing contained herein shall
prevent or prohibit the right to be indemnified for any attorney fees incurred in
the defense of an action by a person or entity who is not a party to this
Agreement.
11. SeverabiUty: If any tenn or provision of this Agreement or the application
thereof to any person or circumstance shall, to any extent, be invalid or
unenforceable, the remainder of this Agreement, or the application of such tenn
or provision to persons or circumstances other than those to which it is held
invalid or unenforceable. shall not be affected thereby and each tenn and
provision of this Agreement shall be valid and enforceable to the fullest extent
pennitted by law.
IN WITNESS WHEREOF, and as the duly authorized act of the parties, the undersigned
representatives of the parties hereto have caused this instrument to be signed in their respective
names by their proper officials on or before the day and year first above written.
MeeK, L~: fJ.
By: J-, ~
Donny Barstow -President
(type name and title ofsignatory above)
Read and Approved as to Fonn,
Language, Legality and Execution
Thereof.
By: ___ ~&2~::/~
Thomas F. Pepe
City Attorney
Thomas F. Pepe-OI-1l-16
~ By:: .
-steVeIlAICX8Ii
City Manager
Page 3 of5
3
ATTACHMENT A
CONTRACT FOR DOCUMENT MANAGEMENT SOlFTW ARE, HARDWARE &
SERVICES
CITY OF MIAMi CONTRACT NO. 391322 (19)
Thomas F. Pepe-OI-I1-16
Page40fS
4
TO:
FROM:
CITY OF MI~MI, FLORIDA
IItfiER~OffUCE MEMORANDUM
ALL DEPARTMENT DIRECTORS
AND CONTRACT LIAISONS
Pablo Velez, Interim Director
Procurement DepanmBent
DATE:
SUBJECT:
REFERENCES:
ENCLOSURES:
July 14,2014 FILE :
Document Management Software,
Hardware and Services
IFB No. 391322
Please find enclosed a copy of the approved term contract for Document Management Software,
Hardware and Services. This contract has been established for the Department of Infomation
Technology. Unless a specific item is not listed, using department in need of these goods or
services is required to utilize this contract. Using department is urged to carefully review the
contract in detail to becoine familiar with its prices, terms and conditions, and items awarded. If
any department is unable to locate a particular item on the contract, please contact the appropriate
Buyer for assistance. No other goods or services can be purchased under this agreement except
those specified in the contract. When requesting this commodity or service, the IFB No.,
Resolution No. and the corresponding catalog item numbers must be cited in the
requisition. .
It shall be the responsibility of the using department to properly administer the contract to ensure
that the contractor and the City perform all contractual obligations. In the ·execution of this
responsibility, departments should monitor vendor performance, inspect goods at time of
delivery, and check for accuracy in bilJing.
Should any using department experience any difficulties with the contractor, please document the
matter and immediately advise Tahlia Gray, Procurement Specialist, at (305) 416-1912 for
assistance.
5
QI till of ~htm:i
CONTRACT AWARD
Procurement Department·
FIRST RENEWAL
IFBNO.: 391322(19)
DESCRIPTION: DOCUMENT MANAGEMENT SOFlWARE, HARDWARE AND
~RM OF CONTRACT:
CONTRACT PERIOD:
RENEWAL PERIOD:
COMMODITY CODE:
ISECTION #1 -VENDOR AWARD
MCCI,LLC
1700 Capilal Circle SW
Tallahassee, FL 32310
Contact Donny Barstow
Phone: (800) 342-2633
Fax: (850) 701-0715
email: dwb@mccinnovaitons.com
SERVICES .
lWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE
(3) ADDmONAL ONE-YEAR PERIODS
JUNE 16, 2014 THROUGH JUNE 15, 2016
JUNE 16, 2016 THROUGH JUNE 15, 2017
92045-00·
ISECTION #2 -AWARDJBACKGROUND INFORMATIONIAPPUCABLE ORDINANCESINOTES
. C.C. AWARD DATE: JUNE 12,2014 AMENDED AMOUNT: NlA
RESOLUTION NO: 14-0215 INSURANCE REQUIREMENTS: YES
ANNUAL CONTRACT AMOUNT: N/A PERFORMANCE BOND: NfA
APPUCABLE ORDINANCES: NfA
Notes: Funds allocalad from the varioua 80Urces of funds from the user departments and agencies, subject to
availability of funds and budgetary approval at the time of need.
The contract has been renewed for the Period of June 16, 2016 through June 15, 2017.
ISECTION #3 -REQUESTING DEPARTMENT
INFORMATION TECHNOLOGY
Contract Administrator: Stuart Henry
Phone: (305) 416-1566
ISECTION #4 -PROCURING AGENCY
CITY OF MIAMI, PROCUREMENT DEPARTMENT
Buyer: Pearl Bethel
Phone: (305) 416-1949
Fa~: (305)41~1925
Prepared By: Max sagesse,5127/2016
A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDE TO ASSIST YOU WITH THE INFORMATION
CONTAINED HEREIN IS AVAILABLE IN THE ISUPPLIER INFORMATION SECTION OF OUR WEBPAGE AT:
www.miamjgov.com/procurement
Initial
([itll of~iami
CONTRACT AWARD
Procurement ~t
IFBNO.:
DESCRIPTION:
CONTRACT PERIOD:
TERM OF CONTRACT:
COMMODITY CODE: .
ISECDON t1-VENDOR AWARD
IIICCI, LLC
1700 Capital Circle SW
Tallahassee, FL 32310
Contact: Donny Barstow
Phope: (BOO) 342-2633
Fax: (850) 701-0715
email: dwb@mcc!nnovaitons.com .
391322(19)
DOCUMENT MANAGEMENT SOFTWARE, HARDWARE AND
SERVICES
JUNE 16, 2014 THROUGH JUNE 16,2016
lWO (2) YEARS WITH THE OPTION TO RENEW FOR
THREE (3) ADDITIONAL ONE-YEAR PERIODS
920
ISECTION f2 -AWARD!BACKGBouND INFORMATIONIAPPUCABLE oRDiNANCESINOTES
C.C. AWARD DATE: JUNE 12, 2014 AMENDED AMOUNT: NJA
RESOLUTION NO: 14-0216 INsURANCE REQUIREMENTS: YES
ANNUAL CONTRACT AMOUNT: NJA PERFORMANCE BOND: NJA
NoCa: FUnds aIIoc:IIIedfrom the varloussoun:es APPUCABLE ORDINANCES: NIA
of funds from the user departments and agencles,aubject to availability of funds and budgetary approval
at the time of need. ..
·ISEcnON #3-REQUESDNG DEPARJIIENT
RISK MANAGEMENT
Contract Administrator: L~nya Johnson
Phone: (305) 416-1659
\SEcnON #4-PROCURING AGENCY
CITY OF MIAMI, PURCHASING DEPARTMENT
Buyer: Tahlla Gray
Phone: (305) 416-1912
Fax: (305) 416-1925
Prepared By: Aimee Gandarilla, 7/14/14
A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDE TO ASSIST YOU WITH THE INFORMATION
CONTAINED HEREIN IS AVAILABLE IN THE ISUPPLIER INFORMATION SECTION OF OUR WEBPAGE AT:
www.miamiQov.comfprocurement
6
TABULATION
IF. 391322· DOCUMENT MANAGEMENT SOFTWARE, HARDWARE, AND SERVICES
lID UNE ITEM
REM I1-1'111ant11p IIfsaIunt, ott ManufadUrar
Published Price Ustor catalas. for the pun:II8Ia of
Laserftcbe Pnlducts end5enlcas
LDset/IdIe Products and SerII1t:a O/fr!red shall
Indude: Unfcect A-tct, RIO, and LaRrjfdle
StJftwrneAssunrnQ! Plfln (£SAP} Bask find
PremIum.
RiM" Z-Percentap l;IiICIDUIIt, ott Manufacturer
Published Price lilt or tatatos. filrtbe·purdlue of
Fujitsu Scanner PnldudsandServlclls
Fujitsu SamnerPrDducts tmd 5etvIces a/fered
shaH IndutIe: Setmners, MlIIntl!lUlnQt. Sf!nIt~
~rmd5oftwore
RiM.3 -PenIentap DIsatunt, off ManuIacbarer
Published Price lilt or c8taIClfp fer the ~ of
Contu5c8nner·ProduI:tIancl Servrces
C'rmtex stDnller Products tlf/d Selvlces
oIfcred slltIII fll't:/Uft: Scrmnen,
~,~Aa:&uorles.flmJ
Software.
ITEM. 4 -PeI'aIIIta&e 1IIscDunt" 011' Manufacitvrer
PublIshed PIfce list or Cltelor. forlh..;purchaseof
ICofax SoftwIII'II PnHlUCIS and SelVlteI
created II¢ Yusbel G~1ez, CPP8 4/2312014
THE DRS GROUP OF FLORIDA, INC."
(NON-LOCAL'
PERCIN1'AGE DISCOUNT
I
i •
j 0
I N
I
I
I
I
2mt.
R
IE
-s ,
&
III
S
v
*'
!
I
I
,
I
1,F2
M",*UC
ilia. ____ I'
PIRCIN1'ME DISCOUNT
ProcIuctc 6.75" on Laserfiche Product
tsAP: 2m& on LaI8l'lldle SoftweareAssurance
Plan. Discount requlrenctlveSLA with MCCI.
NO liD
N081D
NO BID
INFORMA1ION CONSULTANtS,INC.
fLOCAUt
PERCENTAGUISCOUNT
(In~ddltio~-;;;;;;::::"OUnted ~es I offered in catalogl I
j N I I LasetfichOvante: 5" !
I Laserfiche UnttlA: Non Indicated i
I
!
i 09£ I
cPj'iShed Prices Indle best prices Offe~)
IE!
I !
--~ --1
P . i
NeR'D N
5
V
NchlD
.-_ .. _--.. __ ........... ----. -.. --.... ._-_ ..... -.. -. .-. __ . ------------------
TABULA nON
IFB 39UZ2 -DOCUMENT MANAGEMENT SOFTWARE, HARDWARE, AND SERVICES
Created by: YUsbel Gonzalez, CPPB 4(1312014
.. Deemed non-responslve per SectIon 1.28 of
!the IFI. failed to meet the requlramenu of
formal solicitation under SectIon 2.7'(3) and
5ec.tbn 2.9. Attlme of bid, Bldderhld'Ollly
completed one (1) munldpillty-wlde Instal~tIon
In the State ofRorfda. ThelFa required that a
Bidder have completed at IIIISt two (2l. Bidder
also faIled to Include manufacturer pr1ce lists
that clearly showed the date of issUince and
effiIctIve cIate. Furthermore. BIdder faDed to
Include documentatlorl conllrmins that It Is
either a manufiltturer or
manufacturer/dlsttlbutor authorized
reseller/dealer/servfce provider of the product
brands shown In Une 2, 3, and 4 of the 1F8.
2ifl
------------------------.. -. __ ._-----_.--
Mc:a,w: INFORMAnON CONSULTANTS. INC.
:lOCAL)t
t.Deemed non-re5pOIISlve per 5ection 1.28 of
thelFa. Bidder Failed to fol/owtfte requirements
of the formal solicitation under Sealan 2.9-
Dl5CDllnt fterr:entzlgetmd Published Price Ust.
Bidder failed to li.dlcate the pen:entage discount
.for the LaserIIche, Unlb!d product and further
faDed to Include the manufacturer published
price list for Llserfiche United products. Bidder
also failed to Indicate. pertentage dIscount off
rnanufltturer suuested published prICe list or
c:ataJol for the purchase of Fujitsu Sc:iMer
Praclucts and SeMces.
Approvedby: C!.ou,d C2.Cg r-
Department DIrector/Desi.-
TABULATION -CONTINUED
IFB 391322 -DOCUMENT MANAGEMENT SORWARE, HARDWARE, AND SERVIcES
BAlANCE OF LINE (PER SECTION 2.10 OF THE BFB)
MCCi* (NON-LOCAL)
SERVICE PERCENTAGE DISCOUNT
SetuP services (per hour' 109&
Tralnlftl5ervlC81 (per hour) 109&
Devetopment(~) Serv1cu (per hour) 10K
CustomIzed LuerfIche services, such as are currently emplowed for
autamated bulk Importantfon and .. tomated IiSl-5L Retention 5chedulInB 10K
(per hour) .
MCXIlntesration IIetween luerfIche and ..... r CGranJca·s ..... 1atIve Only available thTOlJlh MCClas LF VAR Ma SUIte
MCCII lle&w ... t ...... and Munlcocle Only available thrvuatt MCCl8$ LF VAR
Aa:ass to "TraInIna Centerfar LaserfIche-• Created and Maintained by MClCI Upon Relnstantement: No charp for 1st year of
subscription
1st Year f1I ManapdSenlces (Up to 10 Hours) Upon Relnstantement: No ellarp for 1st year of LSAP
ranewal
Dlsc:lMlton ScIIftnIn8 Sa,.. (AssumIna MIamlIlealmes an Mea aa-t1c:he
CIIIntI SpecIal Government PrldrII-Please see attached
ItQarIIfaIion .. cafor .......... ofUne PnIducIsandSenlbl: I
• All MCCI ServIces are elWble for the 11* discount off MSRP
• All Mea Products (with the a:eptlon of ,he Laserflche/l.ear ind Munlcode/l.eslstar Il'ItI!IPtJons) are~ for the 6.75%
discount off MSRP. 11I1s was the same pen:enta&e offered on LaserfIche software. SUpport for Mea pnlducts Is offefed at the
same 1'* discount as Is I.aserfIche support, as lema as the CIty has an active Mea SLA.
o All Third Party JIroduc:tsand SUpport are available for purchase at the prices noted In MCO's orf&1nal reSponse.
o The GranJcus Suite Subsa1ptlons have the 3" discount 8$ noted In Mea's original submission.
Created by: yusbel G~nzalez, CPPB 4/23/2014 10F2
I
I
I
I
I
TABULATION -CONTINUED
IFB 391322 -DOCUMENT MANAGEMENT SOFTWARE, HARDWARE, AND SERVices
BALANCE OF UNE (PER SECTION 2.10 OF THE BFB)
INFORMATION CONSULTANTS, INC.(LOCAL)
---, ,-----
SERVICE PERCENTAGE DISCOUNT
Setup Servlces (per hourI 14"
Trafnlng 5ervIces (per hour) 14"
Development ,Integration) ~ (per hourJ 1476
CUstomlzedLaserflcbeSel'Vlces,SU~e~.N
automated bulk /mportantlan and fft SIVE 1496
!<Perhourl
PUBUSHED LABOR RATES Base Rate· $145
Option "1-$125 for 100 hrs
Optlon"2· $110 for l00+hrs
nr..tln" Jl ~ _ I+hm i
DeanIed nar ... aspansIve per 5ectIan L28 of the IF&. BIdder failed tofO/Iow the requirements of the formal solicitation under section
2.9 -D/scaunt PelantlCe end Pu ...... PrIce'lIIt. Bidder failed to IndiaDte the pen:8IIbIp d1IcDunt for the LaIerfIc:he United
product and further faIId to Include ilia manufaclurer publllhecl prfce list for l.IIetfIcke UnItIad pracIIa:ts. 8IdcIer lIIIO fIIIIed to
IndfcaIa a percenlalll dIscaunt off 1'IIaftIIfacIur ........ published price list or cataIoI far the purcIIMe ofFu)ltsu Scanner
".,.... and SeAkes.
I
I
THE DRS GROUP OF FLORIDA, ONe. (NON-LOCAL) I
SERVICE PERCENTAGE DISCOUNT
Setup 5erwIces ( "-$180.00 PER HOUR
T ..... Servlces (per hour) $180.00 PER HOUR I
DavaIopment (In\eII'8dOn) Services (per flow) $180.00 PER HOUR
CustomIzed LaserfJcheservk:as, su~ J~ 51VE automa\1ld bulclmportaDtton and Rw __ • $180.00 PER HOUR
(per hoUr)
II~"--nt MaIntenenr.e (per hour) $150.00 PER HOUR
CD I
I
i -j.
Deemed nonoresponsIve per SectJOn 1.28 of ..... FB. FaIled to meet the requirements of formal soI/dtatIOn under section 2.7 ts) and
SectIon 2.9. At time of bid, BIdder hid only completed en (1) munldpaltty.wfde InstIBation In the State of FIarIdI. 11Ie IF8 required
ttIat. 8Jdder have completed at least two (2). BIdder aIsofalJed to Inducle manufaCtUrer price /Ists tIIat clearly showad the date of
IsIuance and effective date. Furthermore, BIdder failed to Induda documentation conf1nn1. that It Is either I manufacturer or
manufacturer/dIsIrIIIutDr authorized reseller/deaIer/service _dar of the product brands shown In !-Ina 2, 3, and 4 of the IFB. I
,Approved by: ~Il<i c.. ~
Department Dlrector/Destgnee
Created by: Yusbel Gonzalez, CPPB 4/23/2014 20F2
IFB Nwnber:
Title:
Issue DateJ1'ime:
IFB Closing Datetrime: .
Pre-Bid Conference:
Pre-Bid DateJTime:
Pre-Bid Location:
City of Miami
Invitation fo," Bid (IFB)
Pun:haslng Department
Miami Riverside Center
444 'i1tN 2M Avenue, 61It Floor
Miami, Florida 33130
Web SHe Address: htIp:llcl.miamI.f1.uslproc:urement
391322,1
Invitation for Bid for Document
Management Software, Hardware, and
Serviees
1l1-DEC-2013
01/1412014 @ 11:00:00
Deadliae for Request for Ciarifieation: Tuesday, December 24, 2013 at 5:00 PM
Gonzalez, Yusbel Buyer:
Hard Copy Submittal Loeation:
Buyer E-Mail Address:
Buyer Faesimile:
City of Miami -City Clerk
3500 Pan Ameriean Drive
Miami FL 33133 us
YGonzalez@miamigov.com
(305)400-5104
.. Page 1 of37
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a
minimum of 180 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary docwnents, and propose to
furnish and deliver, 11'.0.8. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel' have been convicted of any of the violations, or debarred or suspended as set in section
18·107 or Ordinance No. 12271.
All exceptions to this submission have been docwnented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm. or pe~n submitting a submission for the same materials, supplies, equipment. or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that 1 am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLffiRNANffi: ____________________________________ .....
ADDRESS: ..... ________________________________________ ....
PHONE: ..... ___________________ FAX: _______ .......... ___________ _
EMAIL: ..... _______________ BEEPER: ____________ _
SIGNED BY: ______________________________ _
TITLE: ________________ DATE: ______________ _
FAILURE TO COMPLETE. SIGN. AND RETUBN THIS FORM SHALL DlSQIlALIFY THIS BID.
12 Page 2 of37
Certifications
Legal Name of Finn:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami-Dade County, or Other
Office Address, including Cit;y, State, and Zip Code:
Full Name of Bidder's Representative, including Telephone Number, Fax Number, and Email Address:
Occupational License I Business Tax Receipt Number:
Occupational License I Business Tax Issuing Agency:
Occupational License / Business Tax Expiration Date:
Please list and acknowledge all addendum/addenda receiVed. List the addendum/addenda number and
date of receipt (i.e. Addendum No.1, 7/1107). [fno addendum/addenda was/were issued, please insert
N/A.
Reference No.1: Name oCCompany/Agency for which bidder is currently providing the services/goods
as described in this solicitation, or has provided such services/goods in the past:
Reference No. I: Address, City, State, and Zip for above reference company/agency listed:
Reference No. ): Name of Contact Person, Telephone Number, and E-mail Address for above reference
no. 1
83 Page 3 of37
!
\ ,
i
!
I
I
i
!
I
I,
i
i
Reference No.1: Date of Contract or Sale for above reference no. 1
Reference No.2: Name of Company/Agency for which bidder is currently providing the services/goods
as described in this solicitation, or has provided such services/goods in the past:
Reference No.2: Address, City, State, and Zip for above reference company/agency listed:
Reference No.2: Name of Contact Person, Telephone Number, and E-mail Address for above reference
no. 2 '
Reference No. ~: Date of Contract or Sale for above reference no. 2
Reference No.3: NameofCompany/Agency for which bidder is currently providing the services/goods
as described in this solicitation, or has provided such services/goods in the past:
Reference No.3: Address, City, State, and Zip for above reference company/agency listed:
Reference No.3: Name of Contact Person, Telephone Number, and E-mail Address for above reference
no. 3
Reference No.3: Date of Contract or Sale for above reference no. 3
Have you completely filled out and included with your bid response A 'IT ACHMENT A -Bid Price
Sheet? YES OR NO? (Attachment A is located under the HeaderlNotes and Attachments Section of the
IPB, in the OracleliSupplier Sourcing system)
Have you included with your bid response the documentationlinfonnation requested in
A IT ACHMENT B -Bidder's Minimum Qualifications Documentation Checklist? YES OR NO? (This
checklist is located under the HeaderlNotes and Attachments Section of the IFB, in the Oracle Sourcing
system)
14 Page 4 of37
If Bidder has a Local Office, as defined under Chapter 18/ Articlle UI, Section 18-73 of the City Code~
has Bidder filled out, notarized. and included with its bid response the "City of Miami Local Office
Certification" fonn? YES OR NO? (The City of Miami Local Office Certification fonn is located in the
Oracle Sourcing system ("iSuppJiertl), under the Header/Notes and Attachments Section of this
solicitation)
15 Page 5 of37
Line: 1
Description: BIDDERS ARE NOT REQUIRED TO ENTER A UNIT PRICE IN THIS LINE.
BIDDERS SHALL SUBMIT mEIR BID PRICES UTILIZING ATTACHMENT A -BID
PRICE SHEET, LOCATED UNDER THE HEADERINOTES AND ATI'ACHMENTS
SECTION OF TmS SOLICITATION IN THE ORACLEliSUPPLiER SOURCING SYSTEM.
Category: 92045-00
Unit of Measure: Each
Unit Price: $, ___ _ Number of Units: Total: $ ___ _
16 Page 6 of37
Invitation for Bid (IFB) 391322,1
Table ofContenfs
Tenns and Conditions ..................................................................................................................................................... .8
1. General Conditions ............................................................................................................................................ 8
1.1. GENERAL TERMS AND CONDITIONS ............................................................................................. 8
2. Special Conditions .......................................................................................................................................... .28
2.I.PURPOSE ............................................................................................................................................. 28
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATIONlCLARlFICA TION .......................................................................................................... 28
2.3. TERM OF OON1RACf ....................................................................................................................... 28
2.4. OONDmONS FOR RENEWAL ......................................................................................................... 28
2.5. NON-APPROPRIATION OF FUNDS ................................................................................................. 28
2.6. ME1lIOD OF AW ARD ....................................................................................................................... 28
2.7. BmDERS MINIMUM QUALIFICA TIONS ....................................................................................... 29
2.8. DELIVERY .......................................................................................................................................... .29
2.9. DISCOUNT PERCENTAGE AND PUBLISHED PRICE LISTS ....................................................... 30
2.10. BALANCE OF LINE ..................................................................................................................... _ .. 30
2.11. FAILURE TO PERFORM .................................................................................................................. 30
2.12. INSURANCE REQUIREMENTS ...................................................................................................... 31
2.13. ME1HOD OF PAYMENT ................................................................................................................. 32
2.14. PACKING SLIPIDELIVERY TICKET TO ACCOMPANY ITEMS DURING DELIVERY .......... 33
2.15. RESPONSE 11MB .............................................................................................................................. 33
2.16. ADDmONIDELETIONOF lTEMSJPRODUCfSlSERVlCBS ....................................................... 33
2.17. CONTRACT ADMINISTRATOR ..................................................................................................... 33
2.1S. TIEBmS ............................................................................................................................................ 33
2.19.LIQUIDATEDDAMAGES ............................................................................................................... 34
2.20. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS .............................. 34
2.21. WARRANTY ..................................................................................................................................... 34
2.22. REFERENCES ................................................................................................................................... 34
2.23. SPECIFICATION EXCEPTIONS ................................................................ J ..................................... 35
2.24. MAINTENANCE OF SCANNERS ........... : ....................................................................................... 35
2.25. TERMINATION ................................................................................................................................. 35
2.26. ADDmONAL TERMS AND CONDITIONS .................................................................................. 35
2.27. PRIMARY CLIENT (FIRST PRIORITY) ......................................................................................... 36
3. Specifications .......................................................................... ~ ....................................................................... 37
3.1. SPECIFICA nONS/SCOPE OF WORK .............................................................................................. 37
Page 7 of37
17
Invitation for Bid (IFB) 391322,1
Terms and Conditions
1. General Conditions
1.1. GENERAL TERMS AND CONDITIONS
Intent: The General Tenns and Conditions described herein apply to the acquisition of goods/equipment/services
with an estimated aggregate cost ofS2S,OOO.OO or more.
Definition: A fonnal solicitation is defined as issuance ofan Invitation for Bids, Request for Proposals, Request for
Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida
Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein.
1.1. ACCEPTANCE OF GOODS OR EQUIPMENT -Any good(s) or equipment delivered under this fonnal
solicitation. if applicable, shall remain the property of the seller until a physical inspection and actual usage of the
good is made. and thereafter is accepted as satisfactory to the City. It must comply with the tenns herein and be
fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order
upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER -The signed or electronic submission of your solicitation response shall be
considered an offer on the part ofth~ bidder/proposer; such otTer shall be deemed accepted upon issuance by the
City of a purchase order.
l.3. ACCEPTANCElREJEC'fION -The City reserves the right to accept or reject any or all responses or parts of
after opening/closing date and request re-issuance -on the goods/services described in the formal solicitation. In the
event of such rejection, the Director of Purchasing shall notify all affected bidders/proposers and make available a
written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer
who bas previously tailed to properly perfonn under the terms and conditions of a contract, to deliver on time
con1:rads of a similar nature, and who is not in a position to perfonn the requirements defined in this formal
solicitation. The City ftmher reserves the right to waive any irregularities or minor informalities or technicalities in
any or all responses and may, at its discretion, re-issue this formal solicitation.
1.4. ADDENDA -It is the bidder'slproposer's responsibility to ensure receipt of all Addenda. Addenda are available
at the City's website at http://www.ci.miami.t1.uslprocurement
1.5. ALTERNATE RESPONSES MAY BE CONSIDERED -The City may consider one (1) alternate response
from the same BidderlProposer for the same formal solicitation; provided, that the alternate response offers a
different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an
alternate response, the BidderlProposer shall complete a separate Price Sheet form and shall mark "Alternate
Response". Alternate response shall be placed in the same response. This provision only applies to fonnal
solicitations for the procurement of goods, services, items, equipment, materials, and/or supplies.
1.6. ASSIGNMENT -Contractor agrees not to subcontract, assign. transfer, convey, sublet, or otherwise dispose of
the resulting Contract, or any or·all of its right, title or interest herein, without City of Miami's prior written consent.
1.7. A TIORNEY'S FEES -In connection with any litigation, mediation and arbitration arising out of this Contract,
each party shall bear their own attorney's fees through and including appellate litigation and any post-judgment
Page 8 of37
18
Invitation for Bid (IFB) 391322,1
proceedings.
l.I. AUDIT RIGHTS AND RECORDS RETENTION -The Successful BidderlProposer agrees to provide access
at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers,
and records of Contractor which are directly pertinent to this fonnal solicitation, for the purpose of audit,
examination, excerpts, and transcriptions. The Successful BidderlProposer shall maintain and retain any and all of
the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final
payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition
shall result in the immediate cancellation of this contract by the City.
1.9. AVAILABILITY OF CONTRACT SlATE-WIDE -Any Governmental, not-for-profit or
quasi-governmental entity in the State of Florida, may avail itself of this contract and purchase any and all
goodsIservices, specified herein from the successful bidder(sVproposer(s) at the contract price{s) established herein,
when permissible by federal, state, and loca1laws, rules, and regulations.
Each Governmental, not-for-profit or quasi-governmental entity which uses this fonnal solicitation and resulting bid
contraet or agreement will establish its own contract/agreement, place its own orders, issue its own pURlbase orders,
be invoiced there ftom and make its own payments, detennine shipping tenns and issue its own exemption
certificates as required by the successful bidder(sVproposer(s).
1.10. AWARD OF CONTRACT:
A. The FonnaI Solicitation, Bidder'sIProposer's response, any addenda issued, and the purohase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement, amendment or
addenda.
B. The award of a contrad where there are TIe Bids will be decided by the Director ofPurcbasing or designee in the
instance that Tie Bids can't be detc:nnined by applying Florida Statute 287.087, Preference to Businesses with
Drug-Free Workplace Prognms. .
C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified
in the Special Conditions or Technical Specifications.·BidderlProposer shall be in default of its con1nCtUal
obligation if such documents are not submitted in a timely manner and in the fonn required by the City. Where
BidderlProposer is in default of these contractual requirements, the City. through action taken by the Purchasing
Department, wiD void its acceptance of the Bidder'sIProposer's Response and may accept the Response from the
next . lowest responsive. responsible Bidder or Proposal most advantageous to the City or re-solicit the City's
requirements. The City, at its sole discretion, may seek monetary restitution from BidderlProposer and its
bidlproposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Bidder's!Proposer's default.
D. The tenn of the contract shall be specified in one of three documents which shaD be issued to the successful
BiddcrlProposer. These documents may either be a purchase order, notice of award andIor contract award sheet.
Eo The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calen~
days beyond the stated contract term in order to provide City departments with continual service and supplies while
a new contraet is being solicited, evaluated, and/or awarded. If the right is exercised, the City shall notify the
BidderlProposer, in writing, ofits intent to extend the contract at the same price, tcnns and conditions for a specific
number of days. Additional extensions over the first one hundred twenty (l20) day extension may occur, if, the City
and the Successful BidderlPropos~r are in mutual agreement of such extensions. .
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon
completion of tile expressed or implied wammty periods.
Page 9 of37
19
Invitation for Bid (IFB) 391322,1
G. The City reserves the right to award the contract on a split.order, lump sum or individual. item basis, or such
combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract! Agreement may be awarded to the BidderlProposer by the City Commission based upon the
minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the
right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the
City's best interests. Such agreement will be furnished by the City, will contain certain terms as are in the City's
best intereSts, and will be subject to approval as to legal furm by the City Attorney.
1.11. BID BONDI BID SECURITY -A cashier's or certified check, or a Bid Bond signed by a recognized surety
company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is
required ftom all bidders/proposers, if so indicated under the Special ConditioDS. This check or bond guarantees
that a bidder/proposer will accept the order or contract/agreement, as bidlproposed, if it is awarded to
bidder/proposer. BidderlProposer shall forfeit bid deposit to the City should City award contract/agreement to
BidderlProposer and BidderlProposer fails to accept the award. The City reserves the right to reject any and all
surety tendered to the City. Bid deposits are returned to unsuccessful biddersfproposers within ten (10) days after
the award and succ:essfW bidder's/proposer's acceptance of award. If sixty (60) days have passed after the date of the
furmal solicitation closing date, and DO contract has been awarded, all bid deposits will be returned on demand.
1.12. RESPONSE FORM (HARDCOpy FORMA 1) • All funns should be completed, signed and submitted
accordingly. .
1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES· Failure to execute an Agreement andlor file
an acceptable Perfurmance Bond, when required, as provided herein, shall be just cause fur the annulment of the
award and the forfeiture of the Bid Security to the City, which forfeiture shall be conSidered, not as a penalty, but in
mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or
Proposal most advantageous to the City or all responses may be rejected.
1.14. BRAND NAMES· Ifaud wherever in the specifications brand names, makes, models, names of any
manufiwturers, trade names. or bidderlproposer cataIog numbers are specified, it is for the purpose of establishing
the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not
wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an
approved equal, BidderslProposers will submit, with their response, complete sets of necessary data (factory
information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the
item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise
specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the
City. Such samples are to be furnished after furmal solicitation opening/closing only upon request of the City. If
samples should be requested, such samples must be received by the City no later than seven (7) calendar days after
a furmal request is made.
1.15. CANCELLATION· The City reserves the right to cancel all fonnal solicitatioDS before its opening/closing.
,.In the event ofbidlproposal cancellation, the Director of Purchasing shall notifY all prospective bidders/proposers
and make available a written explanation for the cancellation.
'1.16. CAPITAL EXPENDITURES -Contractor understands that any capital expenditures that the firm makes, or
prepares to make, in order to deliver/perfurm the goods/services required by the City, is a business risk which the
contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures,
or to maintain the approved status of any contractor. If contractor has been unable to recoup its capital expenditures
during the time it is rendering such goods/services, it shall not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAYS· It is further expressly agreed that in no event shall the City be liable
Page lO of 37 .
20
Invitation for Bid (IFB) 391322,1
for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractorlsub-consultant, or to any other person for,
or on account of, any stoppages or delay iii the work herein provided for by injunction or other legal or equitable
proceedings or on account of any delay for any cause over which the City has no control.
1.18. COLLUSION -BidderlProposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, finn or corporation submitting a response
for the same items/services or with the City ofMianti's Purchasing Department or initiating department The
BidderlProposer certifies that its response is fair, without control, collusion, fraud or other illegal action.
BidderlProposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City
will investigate all potential situations where collusion may have occurred and the City reserves the right to reject
any and all bids/responses where collusion may have occurred.
1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS -Contractor understands that contracts
between private entities and local governments are subject to certain laws and regulations, including laws pertaining
to public records, conflict ofinterest, records keeping, etc. City and Contractor agree to comply with and observe all
applicable laws, codes and ordinaitces as that may in any way affect the goods or equipment offered, including but
not limited to:
A. Executive Order 11246, which probibits discrimination against any employee, applicant, or client because of
. race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment
practices, rate of pay or other compensation methods, and training selection.
B. OccupatiOlla1, Safety and HeaJtb Act (OSHA), as applicable to thls Formal Solicitation.
Co The State of Florida Statutes, Section 287. 133{3XA) on Public Entity Crimes.
]I). Environment Protection Agency (EPA), as applicable to thls Formal Solicitation.
L Uniform Commercial Code (Florida Statutes, Chapter 672).
F. Americans with Disabilities Act of 1990, as amended.
G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
L City Procurement Ordinance City Code Section 18, Article III.
J. Conflict of Interest, City Code Section 2-611;61.
K. Cone of Silence, City Code Section 18-74.
L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment
Lack of knowledge by the bidderlproposer will in no way be a cause for relief from responsibility. Non-compliance
with all local. state, and federa1 directives, orders, and laws may be considered grounds for termination of
contract{s).
Copies oCthe City Ordinances may be obtained ftom the City Clerk's Office.
1.10. C~NE OF SILENCE -Pursuant to "Section 18-74 of the City of Miami Code, a "Cone ofSilencetl is imposed
upon each RFP, RFQ .. RFLI, or IFB after advertisement and terminates at the time the City Manager issues a written
recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the
provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of
Silence prohibits any communication regarding RFPs, RFQs, RFLI or IPBs (bids) between, among others:
Page II of37
11
Invitation for Bid (IFB) 391322,1
Potential vendors, service providers, bidders, lobbyists or consultants and the City'S professional staffincluding, but
not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective
staffs and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
oral communications with the City purchasing staff, provided the communication is limited strictly to matters of
process or procedw-e already contained in the fonnal solicitation document; the provisions of the Cone of Silence do
not apply to oral communications at duly noticed site visitsfmspections, pre-proposal or pre--bid conferences. oral
presentations before selection/evaluation committees, contract negotiations during any duly noti~ public meeting,
or public presentations made to the Miami City Commission during a duly noticed public meeting; or
communications in writing or by email at any time with any City employee, official or member of the City
Commission unless specifically probibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section
2.2. of the Special Conditions); or communications in CoDllection with the collection of industry comments or·the
performance of market research regarding a particular RFP, RFQ, RFLJ OR IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written communications with the Office of the City Clerk, which shall
be made available to any person upon request. The City shall respond in writing and file a copy with the Office of
the City Clerk, which shall be made available to any person upon request. Written communications may be in the
form of e-mail, with a copy to the Office of the City Clerk.
In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall
render any award voidable. A violation by a particular Bidder. Proposer, Offeror, Respondent, lobbyist or
consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal
knowledge of a violation oftbese provisions shall report such violation to the State Attorney and/or may file a
complaint with the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami
Code for further clarification.
This language is only a summBIY of the key provisions of the Cone of Silence. Please review City of Miami Code
Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at
305-250-5360, to obtain a copy of same.
1.11. CONFIDENTIALITY -As a political subdivision, the City of Miami is subject to tbe Florida Sunshine Act
and Public Records Law. Iftbis Contract/Agreement contains a confidentiality provision, it shall have no application
when disclosure is required by Florida law or upon court order.
1.l2. CONFLIer OF INTEREST -BidderslProposers, by responding to this Formal Solicitation, certify that to
the best of their knowledge or belief: no elected/appointed official or employee of the City of Miami is financially
interested, directly or indirectly, in the purchase of goods/services specified in this Fonnal Solicitation. Any such
interests on the part of the BidderlProposer or its employees must be disclosed in writing to the City. Further, you
must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or
more oftbe total assets of capital stock in your finn.
A. BidderlProposer further agrees not to use or attempt to use any knowledge, property or resource which may
be within bislherlits trust, or perform hislher/its duties, to secure a special privilege, benefit, or exemption for
himselt7berselfTItself, or others. BidderlProposer may not disclose or use infonnation not available to members of
the general public and gained by reason of bislher/its position, except for information relating exclusively to
governmental practices, for bislberlits personal gain or benefit or for the personal gain or benefit of any other person
or business entity.
B. BidderlProposer hereby acknowledges that he/she/it has not contracted or transacted any business with the
City or any person or agency acting for the City, and has not appeared in. representation of any third party before any
Page 12007
21
Invitation for Bid (IPB) 391322,1
board, commission or agency of the City within the past two years. Bidder/Proposer further warrants that be/she/it
is not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission:
(ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City.
C. A violation of this section may subject the BidderlProposer to immediate termination of any professional
services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law.
Additionally, violations may be considered by and subject to action by the Miami-Dade County Commission on
Ethics.
1.13. COPYRIGHT OR PATENT RIGHTS -BiddcrslProposers warrant that there has been no violation of
copyright or patent rights in manufacturing. producing, or se.lling the goods shipped or ordered and/or services
provided as a result of this fonnal solicitation, and bidders/proposers agree to hold the City hannless from any and
a1lliability,loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDERIPROPOSER -All expenses involved with the preparation and submission
of Responses to the City, or any work performed in connection therewith shall be borne by the
Bidder(s)lProposcr(s).
1.15. DEBARMENT AND SUSPENSIONS (See 18-107)
Ca) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual
Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the
ChiefProcuremem Officer and the city attorney, sball have the authority to debar a Contractual Party, for the causes
listed below, from consideration for award of city Con1nlcts. The debarment shall be for a period of not fewer than
three years. The City Manager sbaIl also have the authority to suspend a Contractual Party from consideration for
award of city Con1I'acts if there is probable cause for debarment, pending the debarment determination. The
authority to debar and suspend con1ractoJs shall be exercised in accordance with MgUlations which sbaII ~ issued
by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debannent or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incid~ to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or subcontract.
(2) Conviction amder state or fed~ statutes of embezzlement, theft, forgery, bn'bery, falsification or
destruction of records, receiving stolen property, or any other offense indicating a lack of business
integrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative ofnonresponsibility. Such violation may include failure without good cause to perform in
accordance with the terms and conditions of a Contract or to perform within the time limits provided in a
Contract, provided that failure to perfomi caused by acts beyond the control of a party shall not be
considered a basis for debarment or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
(6) False certification pursuant to paragraph (c) below:
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which
Page 13 of37
23
Invitation for Bid (IPB) 391322,1
the violation remains noncompliant.
(8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a
civil penalty or fine is due and owing to th~ city .
. (9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party perfonning city Contracts.
(e) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that
neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the
violations set forth above or debarred or suspended as set forth in paragraph (b)(5).
(d) Debanncnt and suspeDSion decisions. Subject to the provisions of paragraph (a), the City Manager shall render a
written decision stating the reasons for the debannent or suspension. A copy of the decision shall be provided
promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief.
1.26. DEBARREDISUSPENDED VENDORS -An entity or affiliate who has been placed on the State of Florida
debarred or suspended vendor list may not submit a response on a contract to provide goods or services to a public
entity, may not submit a response on a contract with a public entity for the construction or repair of a public building
or public work, may not submit response on leases of real property to a public entity, may not award or perfonn
worlc: as a contractor, supplier, subcontractor. or consultant under contract with any public entity, and may not
transact business with any public entity.
1.17. DEFAULTIFAILURE TO PERFOIRM -The City shall be the sole judge ofnonperfonnance, which shall
include any failure on the part of the successful BidderlProposer to accept the award. to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful BidderlProposer to meet any tenns of this agreement, the City will notify the
BidderlProposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to
remedy the default Failure on the contractor's part to correct the default within the required three (3) days shall
result in the Contract being tenninated and upon the City notifying in writing the contractor of its intentions and the
effective date of the termination. The following shall constitute default:
A. Failure to perfonn the work or deliver the goods/services required under the Contract and/or within the time
required or failing to use the subcontractors. entities and personnel as identified and set forth, and to the degree .
specified in the Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perfonn the work with sufficient workers and equipment or with sufficient materials to ensure timely
completion.
D. Neglecting or refusing to remove materials or perfonn new work where prior work has been rcjected as
nonconforming with the tenns of the Contract
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an
assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful
BidderlProposer incapablc ofperfoiming the work in accordance with and as required by the Contract.
F. Failure to comply with any of the tenns of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated,
together with the cost of completing the work, shall be deducted from any monies due or which may become due on
Page 14 of37
24
Invitation for Bid (IFB) 391322,1
this Contract.
1.28. DETERMINATION OF RESPONSIVENESS -Each Response will be reviewed to detennine if it is
responsive to the submission requirements outlined in the Fonnal Solicitation. A "responsive" response is one which
follows the requirements of the fonnal solicitation, includes all documentation, is submitted in the fonnat outlined in
the fonnal solicitation, is of timely submission, and has appropriate signatures as required on each document Failure
to comply with these requirements may deem a Response non-responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT -Discount Prices offered in the response
shall be ~xed after the award by the Commission, unless otherwise specified in the Special Tenns and Conditions.
Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s}lProposer(s)
during the tenn of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by
the City Commission Any discounts offered by a manufacturer to BidderlProposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS -Any discrepancies, eoors, or ambiguities in the Formal
Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Deparbnent. Should it be
found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the
purchase agreement (contract documents). The City will not be responsible for any oral instJuctions, clarifications,
or other communications.
A. Order of Precedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence to the
following docwnents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31.IEMERGENCY I DISASTER PERFORMANCE -In the event of a hurricane or other emergency or disaster
situation, the successful vendor sball ~vide the City with the commodities/services defined within the scope of this
formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform
for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGIIlEEMENT -The Bid Contract or Agreement consists of this City of
Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any wriUcn
agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs. and RFLIs, and
represents the entire understanding and agreement between the parties with respect to the subject matter hereof and
supersedes all other negotiations, understanding and representations, ifany, made by and between the parties. To the
extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the
Formal Solicitation "and/or Response, the Formal Solicitation and then the Response shall control. This Contract may
be modified only by a written agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES -Estimated quantities or estimated dollars are provided for your guidance
only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The
City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates
may be used by the City for purposes of detennining the low bidder or most advantageous proposer meeting
specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower
prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
Page 15 of37
25
Invitation for Bid (IFB) 391322,1
A.Rejection of Responses
The City may reject a Response for any of the following reasons:
1) BidderlProposer fails to acknowledge receipt of addenda;
2) BidderlProposer mistates or conceals any material fact in the Response;
3) Response does not conform to the requirements of the Fonnal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
S) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder'sIProposeJ(s) authorized agent.
The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and
re-advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the
City.
a. Elimiaation From Considerrad:ion
1) A contract shall not be awarded to any person or fIrm which is in arrears to the City upon any debt or contract, or
which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions
of any previous contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or fum which has been debarred by the City in accordance with
the City's Debannent and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered ftom entities who are regularly engaged in the business of providing the
goods/equipment/services required by the Formal Solicitation. BidderlProposer must be able to demonstrate a
satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility,
personnel resoun:es. and expertise to meet all contractual requirements. The terms "equipment and organization" as
used herein shaII be construed to mean a fully equipped and well established entity in line with the best industry
practices in the industry as detennined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications and
abilities ofa BidderlProposer, including past performance (experience) with the City or any other governmental
entity in making the award.
3) The City may require the Bidder(s)lProposer(s) to show proof that they have been designated as an authorized
representative of a manufacturer or supplier which is the actual source of supply, if required by the Fonnal
Solicitation.
1.35. EXCEmONS TO GENERAL AND/OR SPECIAL CONDmONS OR SPECMCATIONS-
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to
the General or Special Conditions shall be cause for the bid (lFB) to be considered non-responsive. It also may be
cause for a RFP, RFQ. or RFLI to be considered non-responsive; and, if exceptions are taken to the tenns and
conditions of the resulting agreement it may lead to tenninating negotiations.
1.36. F.O.B. DESTINATION -Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by
the bidder/proposer must be F .O.B. DESTINATION, inside delivel)', with all delivery costs and charges included in
the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for
rejection of bid/proposal.
Page 160f37
26
Invitation for Bid (IFB) 391322,1
1.37. FIRM PRICES -The bidder/proposer warrants that prices, tenns, and conditions quoted in its response will
be finn througbout the duration of the contract unless otherwise specified in the Fonnal Solicitation. Such prices
will remain finn for the period ofperfonnance or resulting purchase orders or contracts, which are to be perfonned
or supplied .over a period of time.
1.38. FLORIDA MINIMUM WAGE· The Constitution of the State of Florida, Article X. Section 24, states that
employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly,
it is the contractor's and its' subcontractor(s) responsibility to understand and comply. with this Florida constitutional
minimum wage requirement and pay its employees the cumnt established bourly minimum wage rate, which is
subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and
clerical workers, CPl· W, or a successor index as calculated by the United States Department of Labor. Each
adjusted minimum wage rate calculated shall be determined and published by the Agency Workforce Innovation on
September 30th of each year and take effect on the following January 1st
At the time of responding, it is bieJder/proposer and his/her subcon1:rador(s), if applicable, fiill responsibility to
determine whether any of its employees may be impacted by this Florida Law at any given point in time during the
term .of tile contract. If impacted, bidderlproposer must fiunish employee name(s),job tit1e(s),jDb description(s},
and current pay rate(s). Failure to submit this information at the time of submitting a response constitute successful
bidder's!proposer's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its
prices thIougbout the tam of contract and waiver of any contractua1 price increase request(s). 'IbeCity reserves the
right to request and successful bidderlproposcr must provide for any and all information to make a wage and
contractual price increase(s) determination.
1.3'. GOVERNING LAW AND VENUE • The validity aDd effect of this ContraCt shall be governed by the laws
of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall
take place in Miami-Dade County, Florida.
1.40. HEADINGS AND TERMS • The headings to the various paragraphs of this Contract have been inserted for
convenient reference only and shall not in any manner be construed as modifying, amending or aft'ecting in any way
the expressed terms and provisions hereof.
1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACI' (lDPPA) -Any person or
entity that perfunns or assists the City of Miami with a fiuiction or activity involving the use or disclosure of
"individually identifiable health information (IIHI) and/or Protected Health Information (PHI) sball comply with the
Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards.
HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to:
A. Use .of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non-pennitted disclosures;
C. Reporting to the City of Miami of any non-permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IDUlPHI will be held confidential;
E. Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested
by the customer;
G. Making PHI available to the City of Miami for an accounting of disclosures; and
R. Making internal practices, books and records related to PIn available to the City of Miami for compliance audits.
Page 17 of37
27
Invitation for Bid (IFB) 391322,1
PID shall maintain its protected status regardless of the form and method of transmission (paper records, and/or
electronic transfer of data). The Bidderl Proposer must give its customers written notice of its privacy information
practices including specifically, a description of the types of uses and disclosures that would be made with protected
health information.
1.41 INDEMNIFICATION -Contractor shall indemnify, hold harmless and defend the City, its officials, officers,
agents. directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable
attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of
Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify.
hold hannless and defend the City. its officials. officers, agents. directors and employees against, any civil actions,
statutory or similu claims, iqjuries or damages arising or resulting ftom the pennitted work, even if it is alleged that
the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this
Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand.
Contractor shall, upon written notice from City. resist and defend such action or proceeding by counsel satisfactory
to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or
otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save humless and
defend the City or its officers, employees, agents and instrumentalities as herein provided.
The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate,
S1IPPlemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of
liability and all suits and actions of every name and description which may be brought against City whether
performed by Contraccor. or persons employed or utilized by Contractor.
This .indemnity win survive the cancellation or expiration of the Contract. This indemnity will be interpreted under
the laws of the State of Florida, including without limitation and which confonns to the limitations of §72S.06 .
and/or §72S.0B, F1L Statues, as amended ftom time to time as applicable.
Contractor shall require aU Sub-Contnwtor agreements to include a provision that they will indemnify the City.
The Contractor agrees and recognizes that the City shall not be held liable or responsible fur any claims which may
result from any actions or omissions of the Contractor in whicb the City participated either through review or
concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or
other acts of the Contractor, the City in no way assumes or shares any responsibility or liability oftbe Contractor or
Sub-Contractor, under this Agreement
1.43. FORMATION AND DESCRIPTIVE LITERATURE -BidderslProposer must furnish all information
requested in the spaces provided in the Fonnal Solicitation. Further, as may be specified elsewhere, each
BidderlProposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and
Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted
with a previous response or on file with the Buyer will not satisfy this provision.
1.44. INSPEcnONS -The City may, at reasonable times during the term hereof. inspect Contractor's facilities'and
perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services
required to be provided by the Contractor under this Contract confonn to the tenns and conditions of the Formal
Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the
performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in
accordance with, the provisions of the City of Miami Ordinance No. 12271 (S~ction 18-79), as same may be
amended or supplemented trom time to time.
1.45. INSPECTION OF RESPONSE -Responses received by the City pursuant to a Formal Solicitation will not
be made available until such time as the City provides notice of a decision or intended decision or within 30 days
after bid closing, whichever is earlier. BidlProposal results will be tabulated and may be furnished upon request via
Page 18 of37
28
Invitation for Bid (lFB) 391322,1
fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's
Web Site following recommendation for award.
1.46. INSURANCE -Within ten (10) days after receipt of Notice of Award. the successful Contractor, shaI.1 furnish
Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall
demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance ofa Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time fiame but not in the manner prcsoribed in this Solicitation the
Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit
a corrected certificate to the City. If the Contractor mils to subniit the required insurance docwnents in the manner
prescn'bed in this Solicitation within fifteen· (IS) calendar days after receipt Notice of Award. the contractor shall be .
in defiwlt of the contractual tenus and conditions and shall not be awarded the contract. Under such circumstances,
the BidderlProposer may be prohIbited ftom submitting future responses to the City. Information regarding any
insurance requirements shall be din:cted to the Risk Administrator, Department of Risk Management, at 444 SW
2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604.
The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in effect for the duration of the contractual period; including any and all option terms that may be
granted to the BidderlProposer •.
1.47. INVOICES -Invoices shall contaIn purchase order number and details of goods and/or services· delivered
(i.e. quantity, wUt price, extended price, etc); and in compliance with Chapter 218 of the Florida Statutes (Prompt
Payment Act).
1.41. LOCAL PREFERENCE
A. City Code Section 18-85, states, "when a responsive, responsible non-local bidder submits the lowest bid
price, and the bid submitted by one or more responsive, responsible local bidders who maintat'n a local office, as
defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non-local bidder, then that
non-local bidder and each ofthc aforementioned responsive, responsible Ioca1 bidders shall have the opportunity to
submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non-local
bIdder. Contract award shall be made to the lowest responsive. responsible bidder submitting the lowest best and
final bid. In the case of a tie in the best and final bid between· a local bidder and a non-local bidder, contract award
shall be made to the local bidder."
B. City Code Section 18-86, states, ''the RFP, RFLJ or RFQ, as applicable, may, in the exercise of the reasonable
professional discretion of the City Manager, director of the using agency. and tbeChiefProcurement Officer,
include a five (5%) percent evaluation criterion in mvor of proposers who maintaIn a local office, as defined in
Section 18-73. In such cases, this five (S%) percent evaluation criterion in mvor of proposers who maintain a local
office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply.
1.49. MANUFAcruRER'S CERTIFICATION -The City reserves the right to request from bidders/proposers a
seplll1lte Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such
certification may J'CSUlt in the rejection ofbidlproposaJ or termination of contract/agreement, for which the
bidder/proposer must bear full liability •
I.SO. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACI'S -No contract or
understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be
binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida through
Page 19 of37
29
Invitation for Bid (IPB) 391322,1
the issuance of a change order, addendum. amendment, or supplement to the contract, purchase order or award sheet
as appropriate.
1.51. NO PARTNERSWP OR JOINT VENTURE -Nothing contained in this Contract will be deemed or
construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other
similar relationship between the parties.
1.52. NONCONFORMANCE TO CONTRACT CONDITIONS -Items may be tested for compliance with
specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other
appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with
specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes.
Items delivered not conforming to specifications may be rejected and returned at Bidder'sIProposer's expense.
These non-conforming items not delivered as per delivery date in the response andlor Purchase Order may result in
bidderlproposer being found in defiwlt in which event any and all re-procurement costs may be charged against die
defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from
the City of Miami's Supplier's list.
1.53. NONDISCRIMINA nON -BidderlProposer agrees that it shall not discriminate as to race, sex, color, age,
religion, national origin, marita1 status, or disability in connection with its performance under this funnal
solicitation. Furthermore, BidderlProposer agrees that no otherwise qualified individual shall solely by reason of
hisIher race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation
in, be denied benefits of, or be subjected to, discrimination under any program or activity.
In coDDeCtion with the conduct of its business, including performance of services and employment of personnel,
BidderlProposer ~l not discriminate against any person on the basis of race. color, religion, disability, age, sex,
marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity
for employment.
1.54. NON-EXCLUSIVE CONTRACfI PIGGYBACK PROVISION -At such times as may serve its best
interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein
goods andlor services, and to make use of other competitively bid (governmental) contracts, agreements, or other
similar sources for the purchase of these goods andlor services as may be available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the
successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in coqjunction with this
Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with construction
projects are solicited under a distinctly different solicitation process and shall not be purcbased under the terms,
conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best
interest of the City.
1.55. OCCUPATIONAL LICENSE -Any person, finn, corporation or joint venture, with a business location in
the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational
License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a
location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the
license must be submitted with the response; however, the City may at its sole option and in its best interest allow
the BidderlProposer to supply the license to the City during the evaluation period, but prior to award.
1.56. ONE PROPOSAL -Only one (1) Response from an individual, firm, partnership, corporation or joint venture
Page 20 of37
30
Invitation for Bid (IFB) 391322,1
will be considered in response to this Fonnal Solicitation. When submitting an alternate response, please refer to the
herein condition for n Alternate Responses May Be Considered" .
1.57. OWNERSHIP OF DOCUMENTS -It is understood by and between the parties that any documents, records,
files, or any other matter whatsoever which is given by the City to the successful BidderlProposer pursuant to this
formal solicitation shall at all times remain the property of the City and shall not be used by the BidderlProposer for
any other purposes whatsoever without the m:ittcn consent of the City.
1.58. PARTIAL INV ~1TY -If any provision of this Contract or the application thereof to any person or
cin:umstance shall to any extent be held invalid, then the remainder of this Contract or the application of such
provision to persons or circumstances other than those as to which it is held invalid shaU not be affected thereby, and
each provision of this Contract shall be valid and enforced to the fullest extent permiUec;l by law.
1.59. PERFORMANcE/pAYMENT BOND-A Contractor may be required to furnish a Perfol1l18llCelPayment
Bond as part of the requirements oftbis Contract, in an amount equal to one hundred percent (100%) of the contract
price.
1M. PREPARATION OF RESPONSES (HARDCOPY FORMAT) -BidderslProposers are expected to
examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed
amounts, ifrequired, sbalI be either typewritten or entered into the space provided with ink. Failure to do so will be
at the Bidder'sIProposer's risk.
A. Each BidderlProposer shaI1 furnish the information required in the Formal Solicitation. The BidderlProposer
shall sign the Response and print in ink or type the name of the BidderlProposer, address, and telephone number on
the face page and on each continuation sheet thereof on which helshe makes an enby, as required.
B. If so required, the unit price for each unit offered sbaIJ be shown, and such price shall include packaging,
handling and shipping, and F .0.8. Miami delivery inside City premises unless otherwise specified. BidderlProposer
shall include in the response all taxes, insurance. social security, workmen's compensation, and. any other benefits
normally paid by the BidderlProposer to its employees. If applicable, a unit price sbaU be entered in the "Unit
Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended
Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit
price will be presumed correct.
Co The BidderlProposer m~ state a definite time, if required, in calendar days for delivery of goods and/or
services.
D. The BidderlProposer should retain a copy of all response documents for future reference.
E. All responses, as described. must be fully completed and typed or printed in ink and must be signed in ink with
the firm's name and by an officer or employee having authority to bind the company or firm by bislher signature.
BidslProposaIs having any erasures or corrections must be initialed in ink by person signing the response or the
response may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful
Bidder'sIProposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when BidderlProposer inubmitting its response in
hardcopy fannat. Use of any other fonns will result in the rejection of the response. IF SUBMITIING
HARDCOPy FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS
OlHERWISE SPECIFIED, AND ANY REQUIRED AITACHMENTS MUST BE RETURNED TO THE CITY
Page 21 of37
31
Invitation for Bid (IPB) 391322,1
OR YOUR RESPONSE MAYBE DEEMED NON-RESPONSIVE.
1.61. PRICE ADJUSTMENTS -Any price decrease effectuated during the contract period either by reason of
market change or on the part of the contractor to other customers shall be passed on to the City of Miami.
1.61. PRODUcr SUBSTITUTES -In the event a particular awarded and approved manufacturer's product
becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's
authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is
approved in advance of delivery and that the new product meets or exceeds all quality requirements.
1.63. CONFLlCI' OF INTEREST. AND UNETHICAL BUSINESS PRAcrICE PROHlBmONS-
Contractor reJnSCIIts and warrants to the City that it has not employed or retained any person or company employed
by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any
fee, commission, pm:entage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of
this Contract.
1.64. PROMPf PAYMENT -BidderslProposers may otTer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
BidderslProposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being otTered, the BidderlProposer must enter zero (0) for the
percentage discount to indicate DO discount If the BidderlProposer fails to enter a percentage, it is understood and
agreed that the terms shall be 2% 20 days. effective after receipt of invoice or final acceptance by the City,
whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or
receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to
damage. the cash discount period shall commence on the date final approval for payment is authorized. If a discount
is part of tile contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash
discount with the period commencing on the date it is determined by the City that a cash discount applies.
Price discounts otTthe original prices quoted on the Price Sheet will·be accepted from successful bidders/prOposers
during the tenn of the contract
1.65. PROPERTY -Property owned by the City ofMianii is the responsibility of the City of Miami. Such property
furnished to a Contraetor for repair, modification, study, etc., shall remain the property of the City of Miami.
Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the
ContJactor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the
ContnIetor. In the event that such property is destroyed or declared a total loss, the Contractor shall be respOnsible
for replacement value of the property at the current market value, less depreciation of the property, if any.
l.66. PROVISIONS BINDING -Except as otherwise expressly provided in the resulting Contract, all covenants,
conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties
hereto and their respective heirs, legal representatives, successors and assigns.
1.67. PUBUC ENTITY CRIMES -A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a response on a contract to provide any goods 9r
services to a public entity, may not submit a response on a contract with a public entity for the construction or repair
of a public building or public work, may not submit responses on leases of real property to a public entity, may not
be awarded or perform work as a contractor, supplier, subcontractor, or consultant under 8 contract with any public
entity, and may not transact business with any public entity in excess of the threshold amount provided in Section
Page 22of37
32
Invitation for Bid (lFB) 391322,1
287.017, for CATEGORY lWO for a period of36 months from the date of being placed on the convicted vendor
list
U8. PUBLIC RECORDS -Contractor understands that the public shall have access, at all reasonable times, to all
documents and infonnation pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes,
and City of Miami Code, ~on 18, Article m. and agrees to allow access by the City and the public to all
documents subject to disclosure under applitable law. Contractor shall additionally comply with the provisions of
Section 119.0701,Florida Statutes, entitled "Contracts; public records". Contractor's failure or refusal to comply
with the provision of this section'shaIl result in the immediate cancellation of this Contract by the City.
1.69. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT -All materials
used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be
new. The items bidlproposed must be of the latest make or model, of the best quality, and of the highest grade of
wOOOnanship, unless as otherwise specified in this Solicitation.
1.70. QUALITY OF WORKISERVICES -The worklseMccs perfonned must be of the highest quality and
wodtmanship. Ma1eriaIs furnished to complete the service shall be new and of the highest quality except as
otherwise specified in this Solicitation. '
1.71. REMEDIES PRIOR TO A W ARB (See. 18-106) -If prior to Contract award it is detennined that a formal
solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by
the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to
comply with the law.
1.72. RESOLUTION OF CONTRAC'JI' DISPUTES (See. 18-10S)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall
have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue
of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City
Commission must approve the City M.anager's decision. Such authority extends, without limitation, to controversies
based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shaD be invoked by
a Contractual Party by submission of a protest to the ,City Manager.
(b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly
render a written report stating the reasons for the action taken by the City Commission or the City Manager which
shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along
with a notice of such party's right to seek judicial reliet: provided that the protesting party shall not be entitled to
such judicial reliefwithout first having followed the procedure set forth in this section.
1.73. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (See. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards
except for pmchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed
$25,000.
Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing.
I.Protest of Solicitation.
L Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may
protest to the Chief Procurement Officer. A written notice of intent to file' a protest shall be filed with the Chief
Proc:ur!:ment Officer within three days after the RequeSt for Proposals, Request for Qualifications or Request for
Page 23 of37
33
Invitation for Bid (IFB) 391322,1
Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered
filed when received by the Chief Procurement Officer; or
iL Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the
Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the ChiefProcurernent
Officer within three days after the solicitation is published in a newspaper of general circulation. A notic~ of intent
to file a protest is COIISidered filed when received by the Chief Procurement Officer.
2. P.-otest of Award.
L A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after
receipt by the proposer of the notice of the City Manager's recommendation for award of Contract. which will be
posted on the City of Miami PurChasing Department website, in the Supplier Comer, CWTent Solicitations and
Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by
selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and
Recommendation of Award To fields. If"various" is indicated in the Recommendation of Award To field, the
Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. It shall be the
responsibility of the BidderlProposer to check this section of the website daily after responses are submitted to
receive the notice; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief
Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non
responsiveness or non responsibility. The receipt by bidder of such notice sbaIl be continued by the city by facsimile
or electronic mail or U.S. mail, mum receipt requested. A notice of intent to file a protest is considered filed when
received by the Chief Procurement Officer. .
iii. A written protest based on any of the foregoing must be submitted to the CbiefProcurement Officer within five
(5) days after the date the notice of protest was filed. A written protest is considered filed when received by the
ChiefProcW'Cll1ent Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the fonuuIa for assigning
points in making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation
or the award is based, and shall include all pertinent documents and evidence and shall be accompanied by the
n=quired Filing Fee as provideCl in subsection (t). This shall form the basis for review of the written protest and no
facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement
Officer at the time of filing the protest shall be permitted in the consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed
by this section, the day of the act, event or default from which the designated period of time begins to run shall not
be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday
in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday.
Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of
the City Manager and the city attorney, to settle and resolve any written protest. The Chief Procurement Officer
shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said
decision to the City Commission within 30 days after he/she receives the protest In cases involving more than
$25,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the
City Commission after a favorable recommendation by the city attorney and the City Manager.
Page 240f37
34
Invitation for Bid (IFB) 391322,1
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or
the written protest, together with the required Filing Fee as provided in subsection (t), with the Chief Procurement
Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a
protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having
followed the procedure set forth in this section
(d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this
section, the city shall not proceed further with the solicitation or with the award of the Contract until the protest is
resolved by the Chief Procurement Officer or the City Commission as provided in subsection (b) above, unless the
Ci1y Manager makes a written determination that the solicitation process or the Contract award must be continued
without delay in order to avoid an immediate and serious danger to the public hea1th, safety or welfare.
(e) Costs. All costs accruing from a ~ shall be assumed by the protestor.
(I,) Filing Fee. The written protest must be accompanied by a filing fee in the fonn of a money order or cashier's
check payable to the ci1y in an amount equal to one percent of the amount of the Bid or proposed Contract, or
$5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against
the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer
and/or the Ci1y Commission, as applicable, the filing fee sball be refunded to the protestor less any costs assessed
under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of
costs for the administrative proceedings as prescribed by subsection (e) above.
1.74.. SAMPLES -Samples of items, when required, must be submitted within the time specified at no expense to
the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense,
within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of
the City. .
1.75. SELLING, TRANSFElUUNG OR ASSIGNING RESPONSIBILITIES -Contractor shall not sell, assign,
transfer or subcontract at any time during the term of tile Contract, or any part ofits operations, or assign any portion
of the perfonnance required by this contract. except under and by virtue of written pennission granted by the City
through the proper officials, which may be withheld or conditioned, in the City's ~le discretion.
1.76. SERVICE AND WARRANTY -When specified, the bidder/proposer shall define all warranty, service and
replacements that will be provided. BidderslProposer must explain on the Response to what extent wamnty and
service facilities are available. A copy of tile manufacturer's warranty, if applicable, should be submitted with your
response.
1.77. SILENCE OF SPECIFICATIONS -The apparent silence of these specifications and any supplemental
specification as to any detail or the omission' from it of detailed description concerning any point shall be regarded
as meaning that only the best commercial practices are to prevail and that only materials offirst quality and correct
type, size and design are to be used. All workmanship and services is to be first quality.
All interpretations of these specifications shall be made upon the baSis of this statement.
If your finn has a cumnt contract with the State of Florida, Department of General Services, to supply the items on
this solicitation, the bidder/proposer shall quote not more than the contract price; fiillure to comply with this request
will result in disqualification of bid/proposal.
1.78. SUBMISSION AND RECEIPT OF RESPONSES -Responses shall be submitted electronically via the
Oracle System or responses may be submitted in hardcopy fonnat to the City Clerk, Cjty Hall, 3S00 Pan American
Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP,
Page 25 of37
35
Invitation for Bid (IFB) 391322,1
RFQ, or RFLI. NO EXCEPTIONS. BiddersJProposers are welcome to attend the solicitation closing; however, no
award will be made at that time.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or
package must show the hour and date specified for receipt of responses, the solicitation number and title, and the
name and return address of tile BidderlProposer. Hardcopy responses not submitted on the requisite Response
Fonns may be rejected. Hardcopy responses received at any other location than the specified shall be deemed
non-responsive.
Diredioos to City HaD:
FROM THE NOR'IH: 1-95 SOUlH UNTO.. IT nJRNS INTO USI. USI SOUTII TO 271H A VB., TURN LEFf,
PROCEED SOUlH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), 1URN LEFT, 1 BLOCK TURN RIGHT
ON PAN AMERICAN DR. CITY HALL IS AT mE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
FROM mE SOU1H: USI NOR'IH TO 27111 A VENUE, TURN RIGHT, PROCBBD SOU1H TO SO.
BAYSHORE DR. (3RD TRAFFIC UGHT), 'fl!RN LEFf, 1 BLOCK 1URN RIGHT ON PAN AMBRICAN DR.
CITY HALL IS AT nIB END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
B. Facsimile responses will not be considered.
'c. Failure to follow these procedures is cause for rejection of biellproposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the
responsibility oCBidderlProposer. The City of Miami is not responsible for delays caused by the United States mail
delivmy or caused by any other occurrence. Responses received after the solicitation closing date and time will be
returned unopened, and will not be considered for award.
E. Late responses wiD be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions
are subject to rejection.
G. Modification of responses already submitted will be considered only if received at. the City before the time and
date set for closing of solicitation responses. All modifications must be submiUed via the Oracle System or in
writing. Once a solicitation closes (closed date anellor time expires), the City wiD not consider any subsequent
submission which alters the responses.
H. Ifbardcopy responses are submiUed at the same time for different solicitations, each response must be placed
in a separate envelope, box, or package and each envelope, box or package must contain the infonnation previously
stated in I.B2.A.
1.79. TAXES-The City of Miami is exempt from any taxes imposed by the State anellor Federal Government.
Exemption certificates wiD be provided upon request. Notwithstanding, BidderslProposers should be aware of the
fact that all materials and supplies which are purchased by the BidderlProposer for the completion oCthe contract is
subject to the Florida State Sales Tax in accordance with Section 212.0B, Florida Statutes, as amended·and all
amendments thereto and shall be paid solely by the BidderlProposer.
I.SO. TERMINATION -The City Manager on behalf of the City of Miami reserves the right to terminate this
contract by written notice to the contractor effective the date specified in the notice should any of the following
apply:
. A. The contractor is detennined by the City to be in breach of any of the tenns and conditions of the contract.
Page 260f37
J6
Invitation for Bid (IFB) 391322,1
B. The City has detennined that such ~ination will be in the best interest of the City to terminate the contract for
its own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon
the availability of appropriate tUnds.
1.81. TERMS OF PAYMENf ~ Payment will be made by the City after the goods and/or services awarded to a
BidderlProposer have been received, inspected, and found to comply with award specifications, free of damage or
defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami.
Payment shall be made after delivery, within 4S days of receipt of an invoice and authorized ipspection and
acceptance of the goods/serVices and pursuant to Section 218.74, Florida Statutes and other applicable law.
1.8l. TIMELY DELIVERY ~ Time will be of the essence for any orders placed as a result of this solicitation. The
City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within
the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless
otherwise specified in the Special Conditions.
1.83. TI'I'LE -Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipmerrt or used the goods, whichever coines first.
1.84. TRADE SECRETS EXECUTION TO PUBLIC RECORDS D!SC~ All Responses submitted to
the City are subject to public discloSUi'e pursuant to Chapter 119, Florida Statutes. An exception may be made for
"trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from
Chapter I 19 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION,"
with your firm's name and the Solicitation number and title IDlIIked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in co~ by any person.
By your designation of material in your Response as a "trade secret" you agree to indemnify and hold hannless the
City for any award to a plaintitTfor damages, costs or attorney's fees and for costs and attorney's fees incurred by
the City by reason of any legal action cballenging your claim.
1.85. UNAUTHORIZED WORK OR DELiVERY OF GOODS-Neither the qualified Bidder(s)lProposer(s) nor
any ofhislher employees shall perform any work or deliver any goods unless a change order or purchase order is
issued and n:ccived by the Contractor. The qualified Bidder(s)lProposcr(s) shall not be paid for any work perfonned
or goods delivered outside the scope of the contract or any work perfonned by an employee not otherwise
previously authorized.
1.86. USE OF NAME -The City is not engaged in research for advertising, sales promotion, or other publicity
purposes. No advertising. sales promotion or other publicity materials containing information obtained from this
Solicitation are to be mentioned, or imply the name of the City, without prior express wriUen permission of the City
Manager or the City Commission.
1.87. V ARlADONS OF SPECIFICATIONS ~ For purposes of solicitation evaluation, bidders/proposers must
indicate any variances from the solicitation specifications and/or conditions, no matter how slight Ifvariations are
not stated on their Response, it will be assumed that the product fully complies with the City's specifications.
Page 270f37
37
Invitation for Bid (IFB) 391322,1
1. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for Document Management Software, Hardware, and
Services, as specified herein, from a source( s) of supply that will give prompt and efficient service fully compliant
with the terms, conditions and stipulations of the solicitation.
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Department, Attn: Yusbel Gonzalez; fax: (305) 400·5 I 04 or email: ygonzalez@ci.miami.f1.us.
The solicitation title and number shall be referenced on all correspondence. All questions must be received no later
than Tuesday, December 24,2013 at S:OO PM. All responses to questions will be sent to all prospective
bidderslproposers In the form on an addendlDll. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AF1ER
SAID DEADLINE.
2.3. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for two (2) years with the
option to extend for three (3) additional one (1) year periods, subject to the availability of funds for succeeding fiscal
years.
Continuation of the contract beyond the initial period is a City prerogative; not a right oCthe bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest oftbe City.
2.4. CONDmONS FOR RENEWAL
Each renewal oftbis contract is subject to the following:
(1) Continued satisfactory perfonnance compliance with the specifications. terms and conditions established
herein.
(2) Availability of funds
2.5. NON·APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal
period for payments due under this contract, then the City, upon written notice to Contractor or his assignee of such
occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No
guarantee, warranty or representation is made that any particular or any project(s) will be awarded to any firm(s).
1.6. MEmOD OF AWARD
Award of this contract will be made to the responsive and responsible bidder (s) who offer the highest percentage
discount, per manufacturer brand, off the manufacturer's latest published price list or catalog. Bidders may bid on
Page 28 of37
38
Invitation for Bid (IFB) 391322,]
one or more items.
BIPPER MUST SUBMIT THE MANUFACTUREB puBLISHED PRICE LIST OR CATALOG AT TIME
OF BID. OTUERWISE BlDPER MAY BE DEEMED NON-RESPONSIVE
2.7. BIDDERS MINIMUM QUALIFICATIONS
Bids will be coosidered only from firms that are regularly engaged in the business of providing goods andlor
services as described in this Bid; that have a record ofperfonnance for a reasonable period of time; and that have
sufficient financial support, equipment and organization to insure that they can satisfactorily provide the goods
andlor services if awarded a Contract under the tenns and conditions herein stated. Bidder shall:
(I) not have any member, officer, or stockholder that is in arrears or is in default of any debt or contract
involving the City, is a defaulter surety otherwise, upon any obUgation to the City, andlor has failed to
perform faitbfuIJyon any previous contract with the City.
(2) have no record of pending lawsuits or criminal activities, and have never been declared bankrupt.
(3) Be registered with the Florida Department of State, Division of Corporations, to do business in the
State of Florida. (www.sunbiz.org)
BIIDDERS RESPONDING TO LINE ITEM # 1 OF TBIS IFB SHALL:
(1) be a current Laserfiche Value Added Reseller (V AR)
(2) currently have five (5) years (concurrently i.e. 2008 to 2013) ofLaserfiche experience
(3) have successfully completed at least two (2) municipality-wide installations, in the State of Florida,
along with support and maintenance of either Laserficbe United, Laserficbe RME, Laserfiche RIO, or
Laserfiche Avante, involving process development for the fun anay of the municipality's departments.
(4) have the ability to be onsite for support within twenty-four (24) hours for standard support and within
four (4) hours for emergency sUpport.
(5) offer customized Laserfiche services, such as are currently employed for autoinaled bulk-importation
and automated GS I-SL Retention Scheduling.
(6) offer development (integration) services to assist with (consult) or provide integration solutions such
as Windows Communication Foundation (WCF) Services, Web Services or other integration points.
(7) have experience with Florida State Records Retention Law and the GSI-SL retention schedule, which
.the City of Miami is required to follow.
BIDDERS RESPONDING m LINE ITEMS # 2, f#3,AND #4 OF THIS IFB SHALL:
(I) be a Manufacturer OR ManufacturerlDistributor Authorized Resellerl Dealerl Service Provider of the
product brands specified.
FAILURE TO MEET THE ABOVE LUSTED MINIMUM QUALHFlCATHONSAT TIME OF BID MAY
DEEM BIDDER NON-RESPONSIVE.
2.8. DELIVERY
Successful Bidder shall make delivery of any item(s) ordered herein within seven (7) business days after receipt ofa
Blanket Release.
At time of order, products provided to the City under this contract must be the latest approved model or version
Page 29 of.37
39.
Invitation for Bid (IPB) 391322,1
available in the market at that time and agreeable and compatible with the City's implementation.
2.9. DISCOUNT PERCENTAGE AND PUBLISHED PRICE LISTS
Bidders shan utilize Attachment A -Bid Price Sheet. to submit their bid prices. Attachment A is located under the
HeaderlNotes and Attachments section of this solicitation in the OracI~iSupplier Sourcing System. FAILURE TO
SUBMIT THIS FORM AT TIME OF BID SHALL DEEM BIDDER NON-RESPONSIVE.
Bids shall be submitted on the basis ofa discount from a manufacturer's published price list(s) or catalog. Such
published price list(s) or catalog must be common to and accepted by the industry in general. The lists or
catalog must be properly identified with the manufacturer name, date CIf issuance, and effective date. Published
pnee list or eataiog must be pro\'ided at the time or bid submittal in electronic fOllDat, either liS an
.ttadiment in the header section of the bidder's electronic response l'ia tbe Oracle iSnppUer system OR in a
CD or flasb drivelmemory drive if submitting III bllrdeopy bid response.
With the exception of increases to the discount awarded, the percentage discount shall be fixed and finn for the term
of the contract, including alI renewal options.
Revised published price list(s) or catalog may be used as a means of fJlIlf8J. price adjustments. Revised published
price Iist(s) or catalog will be accepted only in the event ofan industry-wide price change, as evidenced by the
issuance ofrevised price lists or catalog by the manufacturer. Published price list or catalog submitted at time of bid
sball remain valid fOr a period of one (1) ycar from the contract start date. At least thirty (30) calendar days prior to
the end of the cutreIlt COIltract year, revised published price list(s) or catalog shall be subtiUtted to the Department of
Procurement Revised prices will not become effective until the start of the new contract year.
2.10. BALANCE OF LINE
While the City bas listed all major items on the bid solicitation, there may be ancillary services that fall within the
scope oftbis contract that may be needed by the City during the teno of this contract For this reason, bidders are
requested to quote the percentage discount that will be offered to the City fOr services such as, but no limited to:
Setup services (per hour)
Training services (per hour)
Development (Integration) services (per hour)
Customized Laserficlte services, such as are currently employed for automated bulk importation and
automated OS I-SL Retention Scheduling (per hour)
This discount shall be offered fOr gil servica listed in the bidder's published price list or catalog. The most recently
published price list/catalog shall serve as the basis for establishing the price to be discounted. Bjdd,r Ih,Ulubmlt.
at time of bjd. publhbed price tist/qtalog. or other yerifllble pricjgg source(U for the seryices offered uPder
the .. lapce of Line.
2.11. FAILURE TO PERFORM
Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48
hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in
defiwlt of the contract or make appropriate reductions in the contract payment.
Page 30of37
40
Invitation for Bid (IFB) 391322,1
2.12. INSURANCE REQUIREMENTS
INDEMNIFICATION .
Bidder shall pay on behalf of, indemnitY and save City and its officials hannless, from and against any and all
claims, liabilities, losses, and causes of action, which may arise out of bidder's perfonnance under the provisions of
the contract, including aU acts or omissions to act on the part of bidder, including any person perfonning under this
Contract for or on bidder's behalf, provided that any such claims, liabilities, losses and causes of such action are not
attributable to the negligence or misconduct of the City and, from and against any orders, judgments or decrees
which may be entered and which may result from this Contract, unless aun'butable to the negligence or misconduct
of the Chy, and tiom and against all costs, attorneys' fees, expenses and liabilities incurred in the defense of any
such claim, or the investigation thereof. .
The bidder shall1bmish to Chy of Miami, clo Procurement Department. 444 SW 2nd Avenue, 6th Floor, Miami,
Florida 33130, CertifiClde(s) of Insurance which indicate that insurance coverage has been obtained which meets the
requirements as outlined below:
(1) Commerdal Geaeral LiabUity:
A. Limits ofLiabili1y
Bodily Injury and Property Damage LiabDhy -Each Occurrence: $1.000.000
General Aggregate Limit $2.000.000
Personal and Adv. IJijury: $1.000.000
Products and Completed Operations: $1.000.000
B. Endorsements Required: .
City of Miami included as an Additional insured.
Contingen~ &; ContractuaJ Liability
Premises and Operations Liability
(2) BasiDess Automobile Liability
A. Limits of Liability
Bodily lJijwy and Property Damage Liability
Combined Single Limit
Owned/Scheduled Autos
Including Hired, Borrowed or Non-Owned Autos
Any One Accident $1.000.000
B. Endorsements Required:
City of Miami included as an Additional Insured
(3) Worker's CompeasatioD
A. Limits of Liability:
Statutory -State of Florida
Waiver of Subrogation
48
Page 31 of37
Invitation for Bid (IPB) 391322,1
Employer's Liability
A. Limits of Liability:
$100,000 for bodily injury caused by an accident, each accident
$100,000 for bodily iqjury caused by disease, each employee
$500,000 for bodily injury caused by disease, policy limit
(4) Professional LiabilitylErrors and Omissions Covel1lge
Combined Single Limit
Each Claim S 1.000.000
General Aggregate Limit SI.oo0.ooo
Retro Date Included
The above poUeies shaD provide the City of Miami with written notice of CIIncellatioa or material ehaage
from the iDsurer in aecordance to poliey provisioas.
BINDERS ARE UNACCEPTABLE.
The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals,
which most nearly reflect the operations of the bidder. .
All insurance policies required above shall be issued by companies authorized to do business under the laws of the
State of Florida, with the following qualifications:
The Company must be rated no less than "A-" as to management, and no less than "Class V" as to financial strength,
by the latest edition ofBesfs Insurance Guide, published by AM. Best Company, Oldwick, New Jersey. or its
equivalent. All policies and/or certificates of insurance are subject to review and verification by Risk Management
prior to insurance approval.
NOlE: CI1Y BID NUMBER AND/OR TIlLE OF BID MUST APPEAR ON EACH CERTIFICAlE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation under this
section or under any other section of this Agreement.
-If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible for
submitting new or renewed insurance certificates to the City at a minimum often (10) calendar days in advance of
such expiration.
-In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual
period, the City shall:
(1) Suspend the contract until sucb time as the new or renewed certificates are received by the City in the manner
prescribed in the Invitation for Bid. .
(2) The City may, at its sole discretion, tenninate this contract for cause and seek re-procurement damages from the
Bidder in conjunction with the General and Special Terms and Conditions of the Bid.
The Bidder shall be re5PQosible for assuring that the insurance certificates required in conjunction with this SectiOn
remain in force for the duration of the contractual period; including any and all option tenns that may be granted to
the Bidder. .
2.13. METHOD OF PAYMENT
Page 32 of37
42
Invitation for Bid (IPB) 391322,1
Full payment will be made upon receipt and acceptance of each contract item ordered via a Blanket Release. No
down or partial down payments will be made. In addition, no payments :will be made for goods/services ordered and
delivered without a Blanket Release. The City will pay the contract price minus any liquidated damages and/or
other damages to theSuccessful Bidder upon final completion and acceptance.
GoodsIservices provided without the prior issuance of Blanket Release shall be considered UNAUlHQRIZED. in
accordance with General Terms and Conditions Section 1 ~8S of the lFB.
2.14. PACKING SLIPIDELIVERY TICKET TO ACCOMPANY ITEMS DURING DELIVERY
The successful bidder shall enclose a complete packing slip or delivery ticket with any items to be delivered in
conjunction with this bid solicitation. The packing slip shall be attacbed to the shipping carton(s) which contain the
items and shall be made available to the City's authorized representative during deliVery. The packing slip or
delivery ticket sball include, at a minimum, the foUowing information: purchase order number; date of order; a
complete listing ofitems being delivered; and back-onler quantities and estimated delivery of back -orders if
applicable.
2.15. RESPONSE TIME
A tweJIty-four (24) hour response time is required for standard support and a four (4) bour response time is requhed
for emerpncy support. Failure to respond to a service call within the specified -time may result in the contracted
vendor being deemed in default of contract and possibly paying any and all costs associated with the services
performed by an alternate vendor.
2.16. ADDmONIDELETION OF ITEMSlPRODUCfSlSERVICES
Although this Solicitation identifies spciclfic items/products/services to be provided, it is bereby agreed and
understood that any ~1ated itemlpmductsfservices may be addedIdeleted toIfi'om this contract at the option of the
City. When an addition to the contract is required, the SuccesstW Bidder(s) under this contract, and other suppliers.
as deemed necessary, shall be invited to submit price quotes for these new items/prodUcts/services. If these quotes
~ comparable with market prices offered f~r similar items/products/services, the supplier(s), if applicable, and
item(s) shall be added to the contract. An amendment and updated Blanket Purchase Agreement shall be issued by
the City. The newly added items/products shall be ordered via a Blanket Release I Purchase Order.
l.I7. CONTRACI' ADMINISTRATOR
Upon award, contractor shall report and work directly with Mr. Stuart Henry, who shall be designated as the
Contract Administrator.
l.I8. TIE BIDS
Whenever two or more Bids wbich ~ equal with (eSpect to price, quality and service are received by the City for
the procurement of commodities or contractual services, a Bid received ftom a business that certifies that is has
implemented a drug-free workplace program sbaU be given p~ference in the award process. Established procedures
for processing tie Bids will be followed if none of the tied vendors have a drug-free workplace program. In order to
Page 33 of37
43
Invitation for Bid (IFB) 391322,1
have a drug-free workplace program, a business shall:
(1) Publish a statement notifying employees that the uniawful manufacture, distribution. dispensing, possession. or
use of a controlled substance is prohibited in the workplace and specifying the action that will be taken against
employees for violations of such prohibition.
(2) Infonn employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a
drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the
penalties that may be imposed upon employees for drug abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of
the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the
commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and
will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or
of any controlled substance law of the United states or any state, for a violation occurring in the workplace no later
than five (5) clays after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation
program, ifsucb is available in the employee's community, by any employee who is so convicted.
(6) Make a good faith effurt to continue to maintain a drug-free workplace through implementation of this section.
2.19. LIQUIDATED DAMAGES
""
Bidder sbaII provide all items at the guaranteed delivery time specified by the City in the Delivery Section of
this solicitation. If the successful bidder fails to deliver within the specified delivery time, it is understood that 1%
of the unit price per calendar day per item will be deducted, as liquidated damages, for each day beyond the
specified delivery time (not to exceed the total amount of the contract), not as a pena1ty but "as a form of
compensation for the loss ofnot baving the ability to use the product.
l.20. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECI'S
The Bidder hereby acknowledges and agrees that all materials/products, except where recycled content is
specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their
merchantability, md fit for a particular purpose. In the event any of the materials/products supplied to the City by
the Bidder are found to be defective or do not conform to specifications, the City reserves the right to cancel the
order and return such materials/products to the Bidder to replace the materia1s/products at the Bidder's expense.
l.ll. W ARRANTI:'
The su~essful bidder will be required to provide a standard warranty for the scanners provided under this contract.
A copy of the Standard Warranty shall be included with the product at time "ofshipment.
2.22. REFERENCES
Page34of37
44
Invitation for Bid (lFB) 391322,1
Each bidder ID.IIlt provide at least three (3) references in the Header I Attributes I Certifications Section of the
Invitation for Bid. References must include the name of the company, dates of contract, description of goods
supplied. a contact lJC1I1on, telephone number, and e~mail address. Failure to provide at least three (3) references may
deem bidder non~responsive.
2.23. SPECIFICATION EXCEPflONS
Specifications are based on the most current literature available. Bidder shall notifY the City of Miami Purchasing
Department, in writing, no less than ten (10) days prior to solicitation closing date of any change in the
manufacturers' specifications which conflict wjth the specifications. For hard copy bid submittals. bidders must
explain any deviation fiom the specifications in writiDg as a footnote on the applicable specification page and
enclose a copy of the manu&cturer's specifications data detailing the changed item{s) with hisIher submission. For
electronic bid submittals. bidders must explain in the Header Section or by an Attachment and, if applicable, enclose
a SCIIIUIOd copy of the manuficturer's specifications data detailing the changed item(s) with bisIher submission.
AdditionaUy, bidders must indicate any options requiring the addition of other options, as well as those which are
included as a part of another option. Failure of bidders to comply with these provisions will result in bidders being
held respoDSlDle fur all costs required to bring the item(s) in compliance with contract specifications.
2.24. MAINTENANCE OF SCANNERS .
Maintenance of scanners shall include all labor (including travel time) for the scanners installed under this bid.
Bidder shall also maintain a twenty-fuur.(24) hour response time &om time of call. For emergency purposes only, a
four (4) hour response time will be required.
l.l5. TERMINATION
A. FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within 30 days after
written notice of defiwlt, the City Manager may terminate this Contract, in whole or in part, upon written notice
without penalty to the City of Miami. In such event the Contractor shall be liable for damages including the excess
cost of procuring similar supplies or services: provided that it: (1) it is determined for any reason that the Contractor
was not in default or (2) the Contractor's failure to perform is without his or his subcontractor's control, fault or
negligence, the termination will be deemed to be a termination fur the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate' this Contract, in whole or in part, upon 30 days prior written notice when it is in
the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so
terminated for the convenience by the City of Miami the Contractor will be compensated in accordance with an
agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami
shall be liable. only for payment in accordance with the payment provisions of the Contract for those services
rendered prior to termination.
2.26. ADDmONAL TERMS AND CONDITIONS
Page3S of37
45
Invitation for Bid (IFB) 391322,1
No additional terms and conditions included as part of your solicitation response shall be evaluated or considered,
and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this
. solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in
transmittal letters, specifications, literature, price lists or warranties. it is understood and agreed that the General
Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that
the bidder's!proposer's authorized signature affixed to the bidder's!proposer's acknowledgment form attests to this. If
a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as
part of this solicitation, no additional terms or conditions which materially or substantially vary. modify or alter the
tenns or conditions of the PSA or Agreement, in the sole opinion and reas_le discretion of the City will be
considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to
this PSA or Agreement
2.27. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s)lproposer(s) agree upon award of this contract that the City of Miami shall be its primary
client and shall be serviced first during a schedule conflict arising between this contract and any other contract
successful bidder(s)/proposer(s) may have with any other cities and/or counties to perform similar services as a
result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency
impacdng various areas during or approximately the same time.
Page 36 of37
3. Specifications
3.1. SPECIFICATIONSISCOPE OF WORK
BACKGROUND
Invitation for Bid (IFB) 391322,1
The City of Miami CUl'I'eIltly utilizes Laserfiche as a document repository to store official copies with Iong-tenn
retention. Departments using the system include Building, City Clerk. Mayor, Planning, Community Development,
Public works, Public Facilities, Code enforcement, Zoning. Planning and Hlllnan Resources.
The City's support for Laserfiche bas lapsed as of October 2011, due to the contracted provider losing value-added
reseUer status with Laserfiche.
mmNGsysTWB
The City's Laserfiche system has remained at version 8.1.2 since October of 2011. Most Workstations are currently
on Windows 7 -64 bit and the server is Windows Server 2003 32-bit.
The City has 32 Laserfiche full licenses and 84 read licenses and the server runs Laserfiche United Version 8.1.2
32-bit The clients are Laserfiche 8.1.2.735 (and one case of7.21) on Windows 7 32-bit and Windows 7 64-bit
PROIWCI'S AND RRYfCES NEEDED
MSERFICBE:
Undertbis contract, Bidder's shall provide the City with the following Laserfiche products and services:
Laserfiche United
Laserfiche A vante
Lasertiche RIO
Lasertiche Software Assurance Plan (LSAP)
BasicLSAP
Premium.LSAP
Bidder shall also provide the City with setup se.-vjces, training services, and customized Laserfiche services, such as
are cunart1y employed for automated bulk-importation and automated OS I-SL Retention Scheduling. The City will
require development (integration) services to assist with (consult) or provide integration solutions such as Windows
Communication Foundation (WCF) Services, Web Services or other integration points.
SC4NNERS;
Under this contract, Bidder's shall provide the City with Fujitsu and Contex scanners. In addition, Bidder shall
provide for needed maintenance and service, accessories and software.
07'llRll SOFfW4RE:
Under this contract, Bidder's shall provide the City with Kofax Software Products and Services.
Page 37 of37
47
City Hall City of Miami 3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File ID #: 14-00460
Version:
Master Report
Resolution R-14-0215
Controlling Office of the City
Body: Clerk
Enactment Date: 6112114
Status: Passed
TItle: A RESOLtmON OF TIlE MIAMI CITY COMMISSION ACCEPTING TIlE BIDS RECEIVED ON
JANUARY 14,2014, PURSUANT TO INVITATION FOR BID NO. 391322, FROM MCCI, LLC., TIlE
LOWEST RESPONSIVE AND RESPONSmLE BIDDER, FOR TIlE PURCHASE OF DOCUMENT
MANAGEMENT SOFrWARE, HARDWARE, faND SERVICES, ON AN AS-NEEDED CONTRAClUAL
BASIS, FOR AN INITIAL CONTRACT PERIOD OF TWO (2) YEARS, WITH OPTIONS TO RENEW FOR
11IREE (3) ADDmONAL ONE (1) YEAR PERIODS; AunJORlZING TIlE ALLOCATION OF FUNDS
FROM TIlE VARIOUS SOURCES OF FUNDS OF TIlE USER DEPARTMENT. SUBJECT 1'0 TIlE
AVAlLABD..lTY OF FUNDS AND BUDGETARY APPROVAL AT TIlE TIME OF NEED.
Reference: Introduced: 516114
Name: Accept Bid -MCCI, LLC.
Requester: Department of
Infonnation
Technology
Notes:
Sections:
Indexes:
Cost: Final Action: 6112114
Attachments: 14-00460 Summary Fonnpdf, 14-00460 Award Recommendation FOIm.pdf, 14-00460 Bid Tabulation
Sheet.pdf, 14-00460 Invitation For Bid.pdf, 14-00460 Back-Up From Law Dept.pdf, 14-00460
Legislation.pdf
Action History
Ver. Acting Body
Office of the City
Attorney
Date
6112114
ActIon
Reviewed and
Approved
City Commission 6112114 ADOPTED
This Matter was ADOPTED on the Consent Agenda.
SantTo Due Date Returned
Aye: 5 -Wiftedo (Willy) Gort, Marc David Sarnoff, Frank CarolJo, Francis Suarez and Keon Hardemon
Result
City of Miami Page 1 Printed on 7/1412014
48
Office of the Mayor 6/17/14
Office of the City Clerk 6/18/14
CityofMiuni
Signed by the Mayor
Signed and Attested by
City Clerk
PBge2
49
Office of the City
Clerk
Printed on 7/14nOl4
QIitt! :of 48f{iami
CONTRACT A WAR D
:Procurement 'Department
FIRST RENEWAL
IFBNO.:
DESCRIPTION:
TERM OF CONTRACT:
CONTRACT PERIOD:
RENEWAL PERIOD:
COMMODITY CODE:
ISECTlON#I-VENDORAWARD
MCCI,LLC
1700 CapHaI Circle St/II
Tallahassee, FL 32310
Contact Donny Barstow
Phone: (BOO) 342-2633
Fax: (850) 701-0715
Email: dwb@mccimovaitons.com
391322(19)
DOCUMENT MANAGEMENT SOFTWARE, HARDWARE AND
SERVICES . .
TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE
(3) ADDmONAL ONE·YEAR PERIODS
JUNE 16, 2014 THROUGH JUNE 15,2016
JUNE 16, 2016 THROUGH JUNE 15, 2017
92045-00
ISECTION #2 -AWARDIBACKGROUND INFORMATIONJAPPUCABLE ORDINANCESINOTES
C.C. AWARD DATE: JUNE 12,2014 AMENDED AMOUNT: NfA
RESOLUTION NO: 14-0215 INSURANCE REQUIREMENTS: YES
ANNUAL CONTRACT AMOUNT: NfA PERFORMANCE BOND: NfA
APPLICABLE ORDINANCES: NfA
Notes: Funds a1Joc:ated from the various sources of funds from the user departments and agencies, subject to
availability of funds and budge1ary approval at the time of need.
The contract has been renewed for the period of June 16, 2016 through June 15, 2017.
ISECTION #3 -REQUESTING DEPARTMENT
INFORMATION TECHNOLOGY
Contract Administrator: Stuart Henry
Phone: (305) 416-1566
ISECTION #4 -PROCURING AGENCY
CITY OF MIAMI, PROCUREMENT DEPARTMENT
Buyer: Pearl Bethel
Phone: (305) 416-1949
Fax: (305) 416-1925
Prepared By: Max sagesse, 512712016
A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDE TO ASSIST YOU WITH THE INFORMATION
CONTAINED HEREIN IS AVAILABLE IN THE (SUPPliER INFORMATION SECTION OF OUR weBPAGE AT:
www.mjamigov.com/orocurement
Initial
50
ATTACHMENT B
CONTRACT· FOR DOCUMENT MANAGEMENT SOFTWARE, HARDWARE &
SERVICES
,CONTRACT PRICE & PROPOSAL
Thomas F. Pepe-Ol-l1-16
Page50f5
51
mCCi
ExperienceExcellence
Municipal Code Corporation
PO Box 2235 Ii) Tallahassee, Florida 32316
TELEPHONE (800) 342-2633 Q FAX (850) 564-7496
Logan Oi Uello, Senior Account Executive e extension 1725 III logan@mccinnovations.com
November 11, 2016
Mr. Stephen Kulick
Purchasing Manager
6130 Sunset Drive
South Miami, FL 33143
Dear Mr. Kulick:
Thank you for speaking with me recently regarding Conversion and Indexing services for your records.
We have enclosed a proposal per our conversation.
If you have any questions concerning our proposal or desire additional information, please do not
hesitate to contact me. We appreciate your interest and look forward to working with you.
Sincerelv,
Logan Di Liello
Senior Account Executive
SCOPE OF SERVICES AND PROJECT PRICING: City of Miami Contract Pricing -IFB NO: 391321 (19)
The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy
/electronic documents to be converted.
PROJECT SCOPE -All estimates are based on information provided by the client
. a General Description
Document Size:
Document Types:
Document Count:
Image Count:
Images per Document:
o Document Preparation:
Current Storage Method:
Condition of documents:
09 Image Processing & Indexing
DPI&Color:
Number of Index Fields:
~ Image Output
Method of Delivery:
Output Type:
6 Material Handling
Shipping LogistiCS:
Shipping & Delivery Terms:
G Special Notes
Up to 11"x17"
Personnel Files
Approximately 880
Approximately 176,440
Approximately 200/Document
Normal prep, no re-prep & destruction
36-24" Cabinets, 4-36" Lateral Cabinets and 13 Banker Boxes
Good Condition
300 DPI, Black & White
Up to 3 Fields (Employee Name, Hire Date, Termination Date)
Up to 1 Set per trip
Laserfiche Briefcase
MCCi PickUP
1 Shipment
It Documents will be named by in/ormation detailed above on file
tab
It Client can provide excel Index for QA
It All above are estimates, actual image counts may vary
G Documents will be held/or 60 days after completion and then
destroyed with written approval from Client
G Digital media will not be converted
e MCCi will provide remote system import ass;stance·(up to 3
hours)
CI) Shipping for one pickup is included in project pricing
r
!
I
I
I
PROJECT PRICING
Personnel Files -Conversion of Documents estimated cost $26,085.90
Includes MCCi service hours for Project Management, Paper Document Destruction Remote Import Assistance and
Pick-Up as detailed In the notes above.
Regular Size Scanning $O.137/image
PAYMENT It BIWNG TERMS
MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the
internet). Payment is due upon receipt of an invoice.
Quotation Sheet-Building Phin Scanning
SCOPE OF SERVICES AND PROJECT PRICING: City of Miami Contract Pricing -IFB NO: 391322 (19)
The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy
/electronic docume~ts to be converted.
PROJECT SCOPE -All estimates are based on information provided by the client
o General Description
Document Size:
Document Types:
Document/Roll/Fiche Count:
Image Count:
Images Per Document:
G Document Preparation:
Current Storage Method:
Condition of documents:
0 Image Processing & IntJexing
DPI & Color:
Number of Index Fields:
0 Image Output
Method of Delivery:
Output Type:
0 Material Handling
Shipping Logistics:
Shipping & Delivery Terms:
& Special Notes
e
..
€I
..
Up to 42"
Building Plans
Approximately 100
Approximately 2500
Approximately 25
Rolls
Good Condition
300 DPI, Black & White
Up to 4 Fields (Project Name, Address, Parcel and Folio)
Up to 1 Set per trip
Laserfiche Briefcase
MCCi Pick UP
1 Shipment
Documents will be named by information found on the
document and indexed from provided excel database
Quoted pricing is dependent on excel database being used for
indexing
MeCi will schedule pickups of the records at an additional cost of
$10/box, minimum $75
Documents will be held for 60 days after completion and then
recycled with written approval from Client
G Documents will be scanned as multipage documents
G 3 hours of remote import assistance included
PROJECT PRICING
Building Plans -Conversion of Documents estimated cost
Includes Mea service hours for Project Management, Remote Import Assistance and Paper Document Recycling
Large Format @ $1.512/image
PAYMENT" BIWNG TERMS
MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the
internet). Payment is due upon receipt of an invoice.
Prices listed are per image/per job. If the project is broken up into multiple parts the volume pricing
must be broken up as well.
Quotation Sheet .. Ponce Department .. Internal Affairs
SCOPE OF SERVICES AND PROJEg PRICING: City of Miami Contract Pricing-IFB NO: 391322 (19)
The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy
/electronic documents to be converted. .
PROJECT SCOPE -All estimates are based on information provided by the client
Q General Description
Document Size:
Document Types:
Document Count:
Image Count:
Images Per Document:
e Document Preparation:
Upto 11"x17"
Internal Affairs <;ases & Backgrounds
Approximately 250 IA & 175 Backgrounds
Approximately 41,400 IA & 17,600 Backgrounds (59,000 total)
Approximately 16s/Document IA & l00/Document Backgrounds
Normal prep, no re-prep
Current Storage Method: 2 36"Lateral Cabinets, 12 Banker Boxes & 10 Accordion Files
Good Condition Condition of documents:
II Image Processing & Indexing
DPI&Color: 300 DPI, Black & White
Up to 1 Field (File#) Number of Index Fields:
e Image Output
Method of Delivery:
Output Type:
f) Material Handling
Shipping Logistics:
Up to 1 Set per trip
Laserfiche Briefcase
Shipping & Delivery Terms:
MCCi PickUP
1 Shipment
G Special Notes
ell Documents will be named by file number on file tab
GI Client can prollide excel index for QA
G All abolle are estimates, actual image counts may lIary
GI Documents will be held for 60 days after completion and then
destroyed with written approllal from Client
Ii) Digital Media conllersion Is not included in this scope
Ii) MCCi will prollide remote system import assistance (up to 3
hours)
Ii) Shipping for one pickup is included in project pricing
PROJECT PRICING
Internal Affairs and Background Files -Conversion of Documents estimated cost $10,930
Includes MeCi service hours for Project Management, Paper Document Destruction Remote Import Assistance and
Pick-Up as detailed In the notes above
Regular Format: $.162/image
Pricing listed in IFa NO: 391322 (19) are broken down to "Not to Exceed" rates. The rates are detailed
below (can be referenced on page 53 of the awarded bid response document) and show a per Ima,e
rate total lower than the to Exceed" rates In the contract.
PAYMENT .. BlWNG TERMS
MCa will invoice project on a monthly schedule, based on deliverables (via Electronic media or the
internet). Payment is due upon receipt of an invoice.
MCCI, a Umlted Uability Company and subsidiary of MUNICIPAL CODE CORPORATION, which Is duly organized and existing under the
laws of the State of Florida, hereinafter referred to as MCCI, hereby offers the Laserfiche Software & Services to the CRY Of SOUTH
MIAMI, Fl, a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following
terms and conditions. .
MOO DOCUMENT SERVICES -INDEXING SERVICES. Once MCCi has received your documents, the following process will occur
according to the terms laid out in Mea's pricing proposal and may vary according to services selected.
CONSULTA11ON. A Consultation will be scheduled via a telephone conference after receipt of signed contract. This consultation Is
designed to go over the following: the signed contract and terms, folder structure, current searching methods, document naming
scheme, document preparation requirements, and document shipment and/or pick up.
DOCUMENT PREPARATION. If you decide to send paper documents to MCCI, the process of document preparation begins with remOving
any materials that may prohibit the document from being fed through the scanner (I.e. Removal of documents from file folders, Removal
of staples, paperclips, tape, dips, etc) and Is described as Document Preparation. Upon completion of scanning, MeCI will organIZe the
documents Into their orllinal order a~ received from the Client but not placed back Into their file folders or reprepped unless specifically
stated otherwise In the project scope.
DOCUMENT ORGANIZATION a INDEXING. Based on the scope of the project and outcome of your consultation, MCa will organize and
Index your documents. Each project wHl have its own required organization and indexing requirements. Our project management team
will work with the Client to Identify those requirements. Prior to project kickoff we will send the Client example template cards and file-
tree structure for their approval. Or, if the Client already has existlnglaserflche template cards created for a specific document series,
they can send us that template via Laserfiche Briefcase.
DOCUMENT QUALITY CONTROL MCO performs a thorough quality control process after the job has been completed. Steps are taken to
ensure each document has been captured, the quality of the scanned Image Is comparable to the original, and all manual Indexing errors
have been corrected. Mea cannot be accountable for records not reflected In original inventory report as provided by Client MCCi will
correct only those valid discrepancies reported within 90 days after delivery of electronic data to Cient.
DOCUMENT STORAGE. Mea's fadlltles contain secure rooms for hardcopy "work In progress" document storage. Mca wHl arrange for
the retum of hardcopy documents to the dlent after completion of scanning. If documents reside at MCa fadlities for a period'longer
than 90 days after converted electronic data Is delivered to dlent storage charges will apply.
DATA STORAGE MCCi is not responsible for maintaining a copy of ClIent data, with the exception Qf Clients who contractually and on a
recurring basis, utilize MCCi's Online Document Hosting Services. MCa periodically reviews and deletes dlent data from previous
projects. The timing of the periodiC review and deletion of data Is at MCa's discretion. Mca recognizes that for records retention and
security compliance, the Client may require MCO to delete copies of It's data prior to MCO's process of deleting data; If so, the Client Is
responsible for making the request in writing and for obtaining confirmation of data deletion.
ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions herein, MeCi can provide any department In the
organization with scanning services for documents other than those described In this pricing proposal. All costs are volume based and
can be provided upon request. MCa will consult with each department Interested In beginning their own project to determine
individual scan!)lng and Indexing needs.
MICROFILM & FICHE CONVERSION SERVICES. MCCI'offers electronic conversion services for microfilm, microfiche, and aperture cards.
The Client will provide MOO with data to be converted to electronic format. MeCI will extract the Images contained on the film/fiche
and migrate them to Laserflche or to another Industry standard format as requested by the aient The Images will be captured based
upon the reduction ratio and threshold between the beginning and ending of new Images on the original film. MCClls not responsible
for the accuracy of existing image quality, such as black borders, skewed Images, blurry Images, non-legible images, or other errors that
are not controllable by Mea. Unless otherwise specified in the project scope, MCel will Index by the roll/card number or unique
Identifier.
LASERFICHE SEARat ENGINE MEDIA. If Induded in the Scope of Services, MCCI will integrate the documents with the LaserFiche
Software to provide the Client with the most powerful Index retrieval search engine available with the following features: intuitive
browse window, index cards, and full text word search. MCCI will provide the Client with the appropriate media containing all documents
scanned and Integrated with Laserflche.
ONUNE DOCUMENT HOSTING. MCCi will post the documents to the web for a minimal annual fee. MeCi provides the Client with a
direct link which can then be linked to the Client's website for public access if desired. Document storage cost is determined upon actual
image count. All documents on the site are Integrated with a search engine, and updates are Incorporated as the database is amended.
PROJEa TIMELINE. MCCI will complete and deliver the project within the predetermined project tlme/ine as agreed upon with the
Client. Should Meel require additional time, the Client will be notified immediately.
DOCUMENT TRANSPORTATION. The client 15 required to package all materials per MCei's instruction prior to delivery of materials to
MCCi facilities. If the client chooses to utilize MCCi's pick up and delivery service (offered in select states), pricing Is based on picking up
the entire project described In the scope of services in one shipment. At the time of updating or if additional trips are required due to the
Client not having all the documents ready for pick up, additional charges will be applied. If the client chooses to ship via a certified
carrier, the client Incurs all shipping costs.
PRlDNG. Charges applv on a per project basis and are dependent upon size and volume of documents. Mcei requires having the entire
project in bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume priclng, and additional
charges per image may apply. A sample may be required prior to confinmlng large volume job priCing.
UNAN11ClPATED DOCUMENT TYPES & SIZES. The prices quoted are made with the expectation that customer will properly prepare and
annotate materials for scanning bureau use and that documents are consistent with the description provided in the scope of services. If
documents are not as initially represented, additional charges will apply. MCa will call for authorization to proceed with the project.
LASERFlCHE SYSTEM CUSTOMERS. Due to requirements by l.aserfiche systems regarding the importing of Images and indeKing
information, it Is highly recommended that Clients who already have a Laserfiche system have their documents scanned using only
Laserfiche software. This will ensure that all assoclated indexing Infonmatlon will be properly retained after the importing of Images into
the Laserfiche system. MCa has knowledge of the software versions, indexing requirements, and compatibility issues for each of our
Laserfiche system clients. For these reasons, MOO should be considered as a Sole Source provider for scanning services. Additionally,
Laserfiche System Oients are required to supply MCCi with a Laserfiche Briefcase of their current folder/template structure, prior to each
scanning project / updates to eKisting projects.
Mea CERTlRED PARTNERS. MCCi maintains partnerships for the purpose of additional capacity and f1eKibllity in meeting dlent
expectations. In the event partners are used for a project, the management and support of the project is handled directly by MOO.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCCl agrees to allow any other Government agency to purchase items at
the same terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms
and conditions may be negotiated by MeCi and participating Government agencies. Any orders Issued against this agreement shall be the
sole responsibility of the Government agency placing the order. It Is understood that the Client shall incur no financlal responsibility in
connection with any purchase by another Government agency.
TERMINATION. The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of
shipment of the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year,
provided that either party may alter orcancel the tenms of this agreement upon sixty (60) days' written notice.
FOR~ MAJEURE. Neither party shall be liable for any delay or failure In performance due to causes beyond Its reasonable control.
CUENT RNANCIAL SOLVENCY/BANKRUPTCY. MCa may require payment in advance for products and services in response to learning of
financial solvency or bankruptcy issues.
UMrTED UABIUTY. In no event shall MCCI's total liability to the client exceed the project fees paid to MeCI by the client.
PAYMENT a BIWNG TERMS. MCO will invoice project on a monthly schedule, based on deliverables (via ElectroniC media or the
internet). Payment is due upon receipt of an invoice.
MARKETING & REFERENCES Client agrees to allow MCCi to publish and publicize testimonials and case study information pertaining to
MCCi's work with the Client. This Infonmatlon, including the Client's organization name, logo, and contact infonmation will be used in all
media types .
The terms of this agreement shall remain In force and effect for a period of ninety (90) days from the
date appearing below, unless accepted by the Client.
Submitted by: MCCI, a Limited Liability Company
Date: November 11, 2016
By:
(Slsnature)
Donny Barstow-President
(Printed Name & rrtle)
Noted Items Accepted by: em OF SOUTH MIAMI, FL
Date:
By:
(Sisnature)
(Printed Name & Title)
Government Notllllto=Exc:eed Scanning
Prici
.e;--
59
!i
j
i
:j
'I
,I
Ii
:1
j ..
:i
1
I ,
60
IFB NO.:
QJi~tI of 4'llthttni
CON T R ACT AWARD
Procurement 7Jeparl:me'nt
SECOND RENEWAL
391322(19)
DESCRIPTION: DOCUMENT MANAGEMENT SOFTWARE, HARDWARE AND
SERVICES
TERM OF CONTRACT: TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE
(3) ADDITIONAL ONE-YEAR PERIODS
CONTRACT PERIOD: JUNE 16, 2014 THROUGH JUNE 15, 2016
FIRST RENEWAL: JUNE 16, 2016 THROUGH JUNE 15, 2017
SECOND RENEWAL: JUNE 16, 2017 THROUGH JUNE 15, 2018
COMMODITY CODE: 92045-00
ISECTION #1 -VENDOR AWARD
MCCI, LLC ,;;,:;~,:;:.i~:::;;~::):;C'i;'i;'>.! "'.,',3':Ci;i::':T,"
1700 Capital Circle Sw,,!~,.::i;:; ;:1' ", "::''L"}:S'lI""
Tallahassee, FL"32310 )' ,1" :<' 1.'\ <~q.h\!-i;<
Contact: Donny Barstow,:<: 'J':" " :.1 ,,::'l.: "',i",:;, ' h ''')' 'j"
Phone: (800) 342-2633 i"~:-'; f1' ,,': " ' ';!, , '\:i,)"\,
~:~II: d=~~~;2ai~~sCo.~ ,.;:;f0.i·!if'ii:+:,':."c: : ';. .':"1
ISECTION #2 -AWARD/BACKGROUNDINFORMArioNiApPLICABLE ORDINANCES/NOTES
'"
C.C. AWARD DATE:" II
RESOLUTION Nb:d :!
ANNUAL CONTAAq AMOUNT:
1'/' . 1,1:' :.,: ,: 1 '; ;.;': 1:' .. 7 ,1::. ,L .. '>li:,I';-':i.:',' ~\: :',;1,.::· \' !:~; ;i' '. I; .>. . '11" ~ 1:: ;~f .
JU,f',IE!12.,:201.4';.i:,;;·'",!, i,A.,M~NDED AMOUNT:, ii, ,[I
14~0215 [",', INSllRANCE REQUIREMENTS:
N/A'i PERFORMANCE' BONC)[ '!
:.,1
: i " .: I' "APPLICABLE ORDINANCES:
Notes: SECOND R~NEWAL: JUNE 16, 2017 TMRQ,UGH JUNE 15, 2018
I SECTION #3 -REQUESTING DEPARTMENT
DEPARTMENT OF INFORMATIONTECHNOLOGY
Contract Administrator: DeJ;lise RodrigU\3z
Phone: (305)416-1659 " ..
Y:',;:',: \::
ISECTION #4 -PROCURING AGENCY'·,::: ..
CITY OF MIAMI, PROCUREMENT DEPARTMENT
Buyer: Tahlia Gray
Phone: (305) 416-1912
Fax: (305) 400-5019
Prepared By: Aimee Gandarilla, 5/16/17
.. . '. '. .
t· !,'
r,' ,I
A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDE TO ASSIST YOU WITH THE INFORMATION
CONTAINEO HEREIN IS AVAILABLE IN THE ISUPPLIER INFORMATION SECTION OF OUR WEBPAGE AT:
WWN.miamigov.com/procurement
N/A
YES
N/A
N/A
.... DIV~lrnment Not-to-Exceed Scanning
Prici
59
60