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Request for Proposals
IMCOle le 96 RFP
RFP Number:
Title:
Issue Date/Time:
RFP Closing Date/Time:
Pre -Bid Conference:
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E -Mail Address:
Buyer Facsimile:
Purchasing Department
Glenn Marcos, CPPB, Director/Chief Procurement Officer
Miami Riverside Center
444 SW 21d Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
75163,1
Request for Proposal to Provide Network
Backbone Equipment Maintenance
06 -JUN -2008
16-JUL-2008 @ 13:00:00
Friday, June 20, 2008 at 4 p.m
Rodriguez, Lourdes
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
lorodriguez@ci.miami.fl.us
(305) 400-5033
Page 1 of 46
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 120 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 documents, and propose to
furnish and deliver, F.O.B. 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 documented 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 person 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 I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME:
ADDRESS:
PHONE: _
EMAIL:
SIGNED BY:
TITLE:
I
BEEPER:
DATE:
FAILURE TO COMPLETE. SIGN. AND RETURN THIS FORM SHALL DISQUALIFY THIS BID.
Page 2 of 46
Certifications
Legal Name of Firm:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Address:
Office Location: City, State, Zip Code
Telephone and Fax Number:
Email Address:
Occupational License Number:
Occupational License Issuing Agency:
Occupational License Expiration Date:
Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No.
10032 (Section 18-105 of the City Code) pertaining to the implementation of a "First Source Hiring
Agreement.": (Yes or No)
Do you expect to create new positions in your company in the event your company was awarded a
Contract by the City? (Yes or No)
In the event your answer to question above is yes, how many new positions would you create to
perform this work?
Page 3 of 46
Please list the title, rate of pay, summary of duties, number of positions, and expected length or duration
of all new positions which might be created as a result of this award of a Contract.
Minority/Women Business Affairs Registration Status: Hispanic, Female, Black or None,
Will Subcontractor(s) be used? (Yes or No)
Does the City of Miami Living Wage Ordinance apply to this formal solicitation? ( See Section 1.40 of
the General Terms and Condtions) (Yes or No)
Service Total Contract Amount( which includes base term and renewal options):
Provide brief description of the project or service to be provided
I/We hereby state compliance with the City of Miami Living Wage Ordinance, Section 18-556 through
Section 18-559 as summarized in Section 1.40 of the General Terms and Condtions? (Yes or No)
Page 4 of 46
Line: 1
Description: Network Backbone Maintenance Total Cost for coverage between 8 a.m. through 5
pmx2
Category: 92045-00
Unit of Measure: Dollar
Unit Price: $ Number of Units: 1 Total: $
Line: 2
Description: Network Backbone Maintenance Total Cost for coverage 24 x 7 x 365 x 2
Category: 93921-55
Unit of Measure: Dollar
Unit Price: $ Number of Units: 1 Total: $
Page 5 of 46
Request for Proposals (RFP) 75163,1
Table of Contents
Termsand Conditions........................................................................................................................................7
1. General Conditions..............................................................................................................................7
1.1. GENERAL TERMS AND CONDITIONS...............................................................................7
2. Special Conditions............................................................................................................................26
2.1. PURPOSE...............................................................................................................................26
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION...........................................................................................26
2.3. TERM OF CONTRACT........................................................................................................26
2.4. CONDITIONS FOR RENEWAL...........................................................................................26
2.5. NON -APPROPRIATION OF FUNDS...................................................................................26
2.6. MINIMUM QUALIFICATION REQUIREMENTS.............................................................26
2.7. CONTRACT EXECUTION...................................................................................................27
2.8. FAILURE TO PERFORM.....................................................................................................27
2.9. INSURANCE REQUIREMENTS.........................................................................................27
2.10. CONTRACT ADMINISTRATOR.......................................................................................29
2.11. SUBCONTRACTOR(S) OR SUBCONSULTANT(S)........................................................29
2.12. WARRANTY, FITNESS FOR PURPOSE..........................................................................30
2.13. TERMINATION...................................................................................................................30
2.14. ADDITIONAL TERMS AND CONDITIONS....................................................................30
2.15. PRIMARY CLIENT (FIRST PRIORITY)...........................................................................30
2.16. UNAUTHORIZED WORK.................................................................................................30
2.17. CHANGES/ALTERATIONS...................... _............. .........................................................
30
2.18. METHOD OF PAYMENT...................................................................................................30
2.19. COMPENSATION PROPOSAL..........................................................................................31
2.20. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD ...........................31
2.21. ADDITIONAL SERVICES.................................................................................................31
2.22. RECORDS............................................................................................................................32
2.23. TRUTH IN NEGOTIATION CERTIFICATE.....................................................................32
3. Specifications....................................................................................................................................33
3.1. SPECIFICATIONS/SCOPE OF WORK................................................................................33
4. Submission Requirements.......................................................... ...............................
........................42
4.1. SUBMISSION REQUIREMENTS.........................................................................................42
5. Evaluation Criteria............................................................................................................................46
5.1. EVALUATION CRITERIA...................................................................................................46
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Request for Proposals (RFP) 75163,1
Terms and Conditions
1. General Conditions
I.I. GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of
goods/equipment/services with an estimated aggregate cost of $25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an 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.
I.I. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this
formal 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 terms 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 of the bidder/proposer; such offer shall be deemed accepted upon
issuance by the City of a purchase order.
1.3. ACCEPTANCE/REJECTION — 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 has previously failed to properly perform under the
terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a
position to perform the requirements defined in this formal solicitation. The City further 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's/proposer's responsibility to ensure receipt of all Addenda. Addenda are
available at the City's website at: http://www.ci.miami.fl.us/procurement
1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate
response from the same Bidder/Proposer 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 Bidder/Proposer 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 formal 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. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this
Contract, the prevailing party shall be entitled to recover its costs and reasonable attorney's fees through
and including appellate litigation and any post judgment proceedings.
1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer 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 formal solicitation,
for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall
maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for
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Request for Proposals (RFP) 75163,1
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 STATE-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
goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s)
established herein, when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not-for-profit or quasi -governmental entity which uses this formal solicitation and
resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its
own purchase orders, be invoiced there from and make its own payments, determine shipping terms and
issue its own exemption certificates as required by the successful bidder(s)/proposer(s).
1.10. AWARD OF CONTRACT:
A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement,
amendment or addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or
designee in the instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference
to Businesses with Drug -Free Workplace Programs.
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. Bidder/Proposer shall be in default of its
contractual obligation if such documents are not submitted in a timely manner and in the form required by
the City. Where Bidder/Proposer is in default of these contractual requirements, the City, through action
taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer'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 Bidder/Proposer and its bid/proposal 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 term of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120)
calendar days beyond the stated contract term in order to provide City departments with continual service
and supplies while a new contract is being solicited, .evaluated, and/or awarded. If the right is exercised,
the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price,
terms and conditions for a specific number of days. Additional extensions over the first one hundred
twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer 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 the expressed or implied warranty periods.
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 Bidder/Proposer 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 form by the City
Attorney.
1.11. BID BOND/ 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 from all bidders/proposers, if so indicated under the Special Conditions. This check
or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it
is awarded to bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award
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Request for Proposals (RFP) 75163,1
contract/agreement to Bidder/Proposer and Bidder/Proposer 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
bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of
award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract
has been awarded, all bid deposits will be returned on demand.
Certified Minority/Women vendors may apply to participate in the City's Bid Bond Voucher Program by
contacting the Minority/Women Business Affairs office.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and
submitted accordingly.
1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement
and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for 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 - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog 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, Bidders/Proposers 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
formal 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 formal request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its
opening/closing. In the event of bid/proposal 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/perform 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 for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to
any other person for, or on account of, any stoppages or delay in 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—Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, firm or corporation submitting a
response for the same items/services or with the City of Miami's Purchasing Department or initiating
department. The Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other
illegal action. Bidder/Proposer 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 of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect
the goods or equipment offered, including but not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
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Request for Proposals (RFP) 75163,1
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. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
D. Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, 11272, as
amended, as applicable to this Formal Solicitation.
E. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
F. Uniform Commercial Code (Florida Statutes, Chapter 672).
G. Americans with Disabilities Act of 1990, as amended.
H. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
1. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
J. City Procurement Ordinance City Code Section 18, Article III.
K. Conflict of Interest, City Code Section 2-611;61.
L. Cone of Silence, City Code Section 18-74.
M. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
N. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation.
Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a
condition precedent to the execution of service contracts including professional services.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility.
Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds
for termination of contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is
imposed upon each RFP, RFQ, RFLI, or 1FB 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 IFBs (bids) between, among others:
Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff
including, 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 regarding Minority/Women Business Enterprise
(M/WBE) and local vendor outreach programs; oral communications, provided the communication is
limited strictly to matters of process or procedure already contained in the formal solicitation document; the
provisions of the Cone of Silence do not apply to oral communications at duly noticed site
visits/inspections, pre -proposal or pre-bid conferences, oral presentations before selection/evaluation
committees, contract negotiations during any duly noticed 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
prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section 2.2. of the Special
Conditions); or communications in connection with the collection of industry comments or the performance
of market research regarding a particular RFP, RFQ, RFLI 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
cornmunications may be in the form of e-mail, with a copy to the Office of the City Clerk.
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Request for Proposals (RFP) 75163,1
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 of these 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 summary 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.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida
Sunshine Act and Public Records Law_ If this Contract/Agreement contains a confidentiality provision, it
shall have no application when disclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST — Bidders/Proposers, 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 Formal
Solicitation. Any such interests on the part of the Bidder/Proposer 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 of the total assets of capital stock in your firm.
1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation
of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or
services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City
harmless from any and all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - 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
Bi dder(s)/Proposer(s) .
1.25. DEBARMENT AND SUSPENSIONS (See 18-107)
(a) 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 Chief Procurement Officer and the city attorney, shall have the authority to debar a
Contractual Party, for the causes listed below, from consideration for award of city Contracts. The
debarment shall be for a period of not fewer than three years. The City Manager shall also have the
authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable
cause for debarment, pending the debarment determination. The authority to debar and suspend contractors
shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer
after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident 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 under state or federal statutes of embezzlement, theft, forgery, bribery, 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 of nonresponsibility. 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 perform 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.
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Request for Proposals (RFP) 75163,1
(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 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 the 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 performing city Contracts.
(c) 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) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall
render a written decision stating the reasons for the debarment 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. DEBARRED/SUSPENDED 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 perform work as a contractor, supplier, subcontractor, or consultant under contract
with any public entity, and may not transact business with any public entity.
1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which
shall include any failure on the part of the successful Bidder/Proposer 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 Bidder/Proposer to meet any terms of this agreement, the City will notify
the Bidder/Proposer 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 terminated 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 perform 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 perform the work with sufficient workers and equipment or with sufficient materials to
ensure timely completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms 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 Bidder/Proposer incapable of performing the work in accordance with and as required by the
Contract.
F. Failure to comply with any of the terms 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 this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it
is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is
one which follows the requirements of the formal solicitation, includes all documentation, is submitted in
the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as
required on each document. Failure to comply with these requirements may deem a Response
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non-responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the
response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms
and Conditions. Price discounts off the original prices quoted in the response will be accepted from
successful Bidder(s)/Proposer(s) during the term 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 Bidder/Proposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in
the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing
Department. 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 instructions, clarifications, or other communications.
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving
precedence to the following documents, 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. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency
or disaster situation, the successful vendor shall provide 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 AGREEMENT - The Bid Contract or Agreement consists of this
City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response
and any written 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, if any,
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 determining the low bidder or most
advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities
at the prices bidi"proposed or at lower prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
A.Rejection of Responses
The City may reject a Response for any of the following reasons:
1) Bidder/Proposer fails to acknowledge receipt of addenda;
2) Bidder/Proposer mistates or conceals any material fact in the Response ;
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder's/Proposer(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.
B. Elimination From Consideration
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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 firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing
the goodsiequipment/services required by the Formal Solicitation. Bidder/Proposer must be able to
demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material,
equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms
"equipment and organization" as used herein shall be construed to mean a fully equipped and well
established entity in line with the best industry practices in the industry as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications
and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other
governmental entity in making the award.
3) The City may require the Bidder(s)/Proposer(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 Formal Solicitation.
1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
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 (IFB) 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 terms and conditions of the resulting agreement it may lead to terminating
negotiations.
1.36. F.O.S. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices
quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, 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.
1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its
response will be firm throughout the duration of the contract unless otherwise specified in the Formal
Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or
contracts, which are to be performed or supplied over a period of time.
1.38. FIRST -SOURCE HIRING AGREEMENT (See. 18-105)
(a) The Commission approves implementation of the first -source hiring agreement policy and requires
as a condition precedent to the execution of service contracts for facilities, services, and/or receipt of grants
and loans, for projects of a nature that create new jobs, the successful negotiation of first -source hiring
agreements between the organization or individual receiving said contract and the authorized representative
unless such an agreement is found infeasible by the city manager and such finding approved by the City
Commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their derivations shall have
the following meanings:
Authorized representative means the Private Industry Council of South Florida/South Florida Employment
and Training Consortium, or its successor as local recipient of federal and state training and employment
funds.
Facilities means all publicly financed projects, including but without limitation, unified development
projects, municipal public works, and municipal improvements to the extent they are financed through
public money services or the use of publicly owned property.
Grants and loans means, without limitation, urban development action grants (UDAG), economic
development agency construction loans, loans from Miami Capital Development, Incorporated, and all
federal and state grants administered by the city.
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Service contracts means contracts for the procurement of services by the city which include professional
services.
Services includes, without limitation, public works improvements, facilities, professional services,
commodities, supplies, materials and equipment.
(c) The authorized representative shall negotiate each first -source hiring agreement
(d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city
training and employment programs, and other residents of the city.
1.39. 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 current
established hourly 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, CPI -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 1 st.
At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full
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 the contract. If impacted, bidder/proposer must furnish employee name(s),
job title(s), job 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 throughout the term of contract and waiver of
any contractual price increase request(s). The City reserves the right to request and successful
bidder/proposer must provide for any and all information to make a wage and contractual price increase(s)
determination.
1.40 CITE' OF MIAMI LIVING WAGE ORDINANCE- The City of Miami adopted a living wage
ordinance for city service contracts awarded by the city containing a total contract value exceeding
S 100,000 annually for the following services: food preparation and/or distribution; security services;
routine maintenance services such as custodial, cleaning, computers, refuse removal, repair, refinishing and
recycling; clerical or other non -supervisory office work, whether temporary or permanent; transportation
and parking services; printing and reproduction services; landscaping, lawn, and or agricultural services.
If this solicitation requires the aforementioned services, effective on April 1, 2007, contractors must pay
its' employees a living wage no less than $10.92 an hour with a health benefit plan and not less than 512.17
an hour without health benefits, which shall be adjusted annually by no later than April 1 st following the
publication of the U.S Department of Health and Human Services Poverty Guidelines, as published from
time to time.
A service contractor is defined as any "for profit" individual, business entity, corporation, partnership,
limited liability company, joint venture, or similar business: (1) Paid in whole or part from one or more of
the city's general funds, capital project funds, special revenue funds, or any other funds either directly or
indirectly, whether by competitive bid process, informal bids, requests for proposals, some form of
solicitation, negotiation, or agreement, or any other decision to enter into a contract; and, (2) The service
contractor is engaged in the business of, or part of, a contract or a subcontract to provided covered services,
either directly or indirectly, for the benefit of the city. This does not aply to contracts related primarily to
the sale of products or goods.
The service contractor, prior to entering any such contract, must certify to the city that it will pay each of
its covered employees no less than the living wage. A copy of this certificate must be made available to the
public upon request. The certificate, at a minimum, must include the following:
(1) The name, address, and phone number of the employer, a contact person, and the specific project for
which the service contract is sought;
(2) The amount of the service contract and the city department the contract will serve.
(3) A brief description of the project or service provided;
(4) A statement of the wage levels for all covered employees; and
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(5) A commitment to pay all covered employees the living wage.
A copy of the living wage rate shall be kept posted by the service contractor at the site of the work in a
prominent place where it can easily be seen and read by the covered employees and shall be supplied to
such employees within a reasonable time after a request to do so. Additionally, service contractors shall
furnish a copy of the requirements of the City of Miami Living Wage Ordinance to any entity submitting a
bid for a subcontract on any service contract subject to this article. Posting requirements will not be
required where the service contractor prints the following statements on the front of the covered employee's
first paycheck and every six months thereafter. "You are required by the City of Miami Living Wage
Ordinance to be paid a Living Wage. If you do not believe you being paid at the Living Wage rate, contact
your employer, an attorney, or the City of Miami." All notices will be printed in English, Spanish and
Creole.
Service Contractors and their subcontractors agree to produce all documents and records relating to payroll
and compliance this Ordinance. Each service contractor shall maintain payroll records for all covered
employees and basic records relating thereto and shall preserve them for a period of three (3) years from
the date of termination or expiration of the service contract. The records shall contain:
(1) The name and address of each covered employee;
(2) The job title and classification;
(3) The number of hours worked each day;
(4) The gross wages earned and deductions made;
(5) Annual wages paid;
(6) A copy of the social security returns and evidence of payment thereof;
(7) A record of fringe benefit payments including contributions to approved plans; and
(8) Any other data of information the city require from time to time.
Every six months, the service contractor shall file with the city's procurement director a listing of all
covered employees together with a certification of compliance with this article. Upon request from the
city, the service contractor shall produce for inspection and copying its payroll records for any or all of its
covered employees for any period covered by the service contract. The city may examine payroll records as
needed to ensure compliance.
Failure to comply with the City of Miami Living Wage Ordinance may result in legal action by the
covered employee or former covered employee as allowed by Florida Law, court impose sanctions, city
impose sanctions, such as pay wage restitution, impose monetary damages, suspension or termination of
payment, termination of contract, and debarment.
Please review City of Miami Code Section 18-556 through Section 18-559 for a complete and thorough
description of the City of Miami Living Wage.
1.41. GOVERNING LAW AND VENUE - The validity and 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.
1.42. 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
affecting in any way the expressed terms and provisions hereof.
1.43. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any
person or entity that perforans or assists the City of Miami with a function or activity involving the use or
disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI)
shall 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 -permitted 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
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the Bidder/Proposer and reasonable assurances that IIHI/PHI 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
H. Making internal practices, books and records related to PHI available to the City of Miami for
compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records,
and/or,electronic transfer of data). The Bidder/ 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.
1.44. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all
the City's agents, officers and employees from and against all charges or claims resulting from any bodily
injury, loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting
investigation.
1.45. INFORMATION AND DESCRIPTIVE LITERATURE—Bidders/Proposer must furnish all
information requested in the spaces provided in the Formal Solicitation. Further, as may be specified
elsewhere, each Bidder/Proposer 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.
1.46. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's
facilities and perforin 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 conform to the terms 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 (Section 18-79), as same may be amended or supplemented from time to time.
1.47. 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 10 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be
furnished upon request via 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.
1.48. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor,
shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of
coverage shall demonstrate strict compliance to all requirements Iisted on the Special Conditions entitled
"Insurance Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the
insurance certificate is received within the specified time frame but not in the manner prescribed 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 fails to submit the required
insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after
receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall
not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from
submitting future responses to the City. Information regarding any insurance requirements shall be directed
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 Bidder/Proposer.
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1.49. INVOICES - Invoices shall contain purchase order number and details of goods and/or services
delivered (i.e. quantity, unit price, extended price, etc), and in compliance with Chapter 218 of the Florida
Statutes (Prompt Payment Act).
1.50. LOCAL PREFERENCE - City Code Section 18-85, states that the City Commission may offer to a
responsible and responsive bidder/proposer, who maintains a Local Office, the opportunity of accepting a
bid at the low bid amount, if the original bid amount submitted by the local vendor is not more than ten
percent (10%) in excess of the lowest other responsible and responsive bidder/proposer.
1.51. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from
bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal.
Failure to provide such certification may result in the rejection of bid/proposal or termination of
contract/agreement, for which the bidder/proposer must bear full liability.
1.52. MINORITY/WOMEN PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, titled
the Minority and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida, sets
forth "...a goal of awarding at least 51 percent of the City's total annual dollar volume of all expenditures
for all goods and services to Black, Hispanic and Women minority business enterprises on an equal basis."
A minority business enterprise is defined as a business firm "...in which at least 51 percent of said
enterprise is owned by Blacks, Hispanics, or Women and whose management and daily business operations
are controlled by one or more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All bidders/proposers doing business with the
City are encouraged to include the participation of minority firms in their response. In evaluating
bids/proposals for determination of awards, minority participation may be a factor. Failure to adequately
involve minority firms may be a basis for rejecting any and all responses.
Possible ways to include minority participation would involve:
A. Joint venture with a minority firm(s)
B. Utilizing minority firm(s) as subcontractor(s)-
C. Utilizing minority firm(s) to supply goods and/or services.
D. Successful implementation of well defined affirmative action program.
E. Other forms of minority participation, if properly documented.
Successful bidder(s)/proposer(s) shall be required to establish an Affirmative Action Plan, if not, an
Affirmative Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date
of implementation must be indicated on the policy.
A "Minority Status Information Sheet" is provided to assist bidders/proposers in presenting information
concerning minority participation.
Minority and women -owned business firms are encouraged, but not required, to register with the City prior
to submitting a response. The Purchasing Department, Minority/Women Business Affairs Office, will
provide the necessary forms and instructions upon request. All bidders/proposers are urged to submit
responses for any goods or services that they are able to supply, regardless of minority classification.
However, compliance with all requests for information regarding Minority/Women Status or Participation
is required. Bidder's/Proposer's cooperation is greatly needed to aid the City in achieving its goal.
Bidders/Proposers may contact this Office at (305) 416-1913 for information.
1.53. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - 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 the issuance of a change order, addendum, amendment, or supplement to the
contract, purchase order or award sheet as appropriate.
1.54. NO PARTNERSHIP 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.
1.55. 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
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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's/Proposer's expense. These non -conforming items not delivered as per delivery date in
the response and/or Purchase Order may result in bidder/proposer being found in default in which event
any and all re -procurement costs may be charged against the 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.
1.56. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex,
color, age, religion, national origin, marital status, or disability in connection with its performance under
this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall
solely by reason of his/her 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 connection with the conduct of its business, including performance of services and employment of
personnel, Bidder/Proposer shall 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.
1.57. NON-EXCLUSIVE CONTRACT/ 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 and/or services, and to make use of other competitively bid (governmental)
contracts, agreements, or other similar sources for the purchase of these goods and/or 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)lproposer(s) to receive all orders that may be generated by the City in conjunction
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 purchased
under the terms, conditions and awards rendered under this solicitation, unless such purchases are
determined to be in the best interest of the City.
1.58. OCCUPATIONAL LICENSE - Any person, firm, 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 Bidder/Proposer to supply the license to the City
during the evaluation period, but prior to award.
1.59. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or
joint venture will be considered in response to this Formal Solicitation_ When submitting an alternate
response, please refer to the herein condition for "Alternate Responses May Be Considered".
1.60. 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 Bidder/Proposer
pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by
the Bidder/Proposer for any other purposes whatsoever without the written consent of the City.
1.61. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person
or circumstance 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 shall not be
affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent
permitted by law.
1.62 PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a
Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred
percent (100%) of the contract price.
1.63. PREPARATION OF RESPONSES (HARDCOPY FORMAT)—Bidders/Proposers are expected to
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examine the specifications, required delivery, drawings, and all special and general conditions. All
bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink.
Failure to do so will be at the Bidder's/Proposer's risk.
A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The
Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address,
and telephone number on the face page and on each continuation sheet thereof on which he/she makes an
entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include
packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise
specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's
compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If
applicable, a unit price shall 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.
C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods
and/or services.
D. The Bidder/Proposer 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
his/her signature. Bids/Proposals 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's/Proposer'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 BidderTroposer is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS,
UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE
RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON-RESPONSIVE.
1.64. 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.
1.65. PRODUCT 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.
1.66. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents 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, percentage, brokerage fee, or gift of any kind contingent upon or in
connection with, the award of this Contract.
1.67. PROMPT PAYMENT—Bidders/Proposers may offer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for
the percentage discount to indicate no discount. If the Bidder/Proposer 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 continence 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
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is authorized. If a discount is part of the 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 off the original prices quoted on the Price Sheet will be accepted from successful
bidders/proposers during the term of the contract.
1.68. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such
property furnished to a Contractor 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 Contractor. Damages occurring to such property while in route to the City of Miami
shall be the responsibility of the Contractor. 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.
1.69. 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.
1.70. PUBLIC 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 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 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 a contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list.
1.71. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable
times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter
119, Florida Statutes, and City. of Miami Code, Section 18, Article 11I, and agrees to allow access by the
City and the public to all documents subject to disclosure under applicable law. Contractor's failure or
refusal to comply with the provision of this section shall result in the immediate cancellation of this
Contract by the City.
1.72. 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 bid/proposed must be of the latest make or model, of the best quality,
and of the highest grade of workmanship, unless as otherwise specified in this Solicitation.
1.73. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality
and workmanship. Materials furnished to complete the service shall be new and of the highest quality
except as otherwise specified in this Solicitation.
1.74. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined 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.
1.75. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
(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 525,000, the City Commission must approve the City Manager's decision. Such authority extends,
without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of
complete performance, and shall 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 relief, provided that the protesting
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party shall not be entitled to such judicial relief without first having followed the procedure set forth in this
section.
1.76. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and
awards except for purchases 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.
1.Protest of Solicitation.
i. 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 Procurement Officer within three days after the Request for Proposals, Request for Qualifications
or Request for 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
ii. 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
Chief Procurement Officer within three days after the solicitation 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.
2. Protest of Award.
i. Any actual proposer who perceives itself aggrieved in connection with the recommended award of
Contract 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 proposer of the notice of the
City Manager's recommendation for award of Contract. The receipt by proposer of such notice shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of
intent to file a protest is considered filed when received by the Chief Procurement Officer; 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 shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return 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 Chief Procurement Officer
within five (5) days after the date the notice of protest was filed. A written protest is considered filed when
received by the Chief Procurement Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula 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 required Filing Fee as provided in subsection (f). This shalt 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
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protest. In cases involving more than 525,000, 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.
(c) Compliance with filing requirements. Failure of a parry 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 (f), 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 City 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 health, safety or welfare.
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
(f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or
cashier's check payable to the city in an amount equal to one percent of the amount of the Bid or proposed
Contract, or 55000.00, 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 City Commission, as applicable, the filing fee shall 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.
1.77. 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.
1.78. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell,
assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or
assign any portion of the performance required by this contract, except under and by virtue of written
permission granted by the City through the proper officials, which may be withheld or conditioned, in the
City's sole discretion.
1.79. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty,
service and replacements that will be provided. Bidders/Proposer must explain on the Response to what
extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,
should be submitted with your response.
1.80. 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 of first 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 firm has a current 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; failure to comply
with this request will result in disqualification of bid/proposal.
1.81. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via
the Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500
Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as
designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers 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
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title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the
requisite Response Forms may be rejected. Hardcopy responses received at any other location than the
specified shall be deemed non-responsive.
Directions to City Hall:
FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US 1. USI SOUTH TO 27TH AVE.,
TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1
BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN
AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: US 1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, I BLOCK TURN RIGHT ON PAN
AMERICAN DR. CITY HALL IS AT THE 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 bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and
strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by
the United States mail delivery 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 will 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 submitted via the Oracle
System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider
any subsequent submission which alters the responses.
H. If hardcopy responses are submitted 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
information previously stated in 1.82.A.
1.82. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal
Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers
should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for
the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08,
Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer.
1.83. 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 determined by the City to be in breach of any of the terms and conditions of the
contract.
B. The City has determined that such termination 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 funds.
1.84 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded
to a Bidder/Proposer 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 45 days of receipt of an invoice and authorized inspection
and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable
law.
1.85. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this
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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.
1.86. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted
the goods/equipment or used the goods, whichever comes first.
1.87.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses
submitted to the City are subject to public disclosure 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 119 must be submitted in a separate envelope, clearly identified as "TRADE
SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the
outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any
person. By your designation of material in your Response as a "trade secret" you agree to indemnify and
hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and
attorney's fees incurred by the City by reason of any legal action challenging your claim.
1.88. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified
Bidder(s)/Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a
change order or purchase order is issued and received by the Contractor. The qualified
Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the
contract or any work performed by an employee not otherwise previously authorized.
1.89. 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
written permission of the City Manager or the City Commission.
1.90. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers
must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If
variations are not stated on their Response, it will be assumed that the product fully complies with the
City's specifications.
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Request for Proposals (RFP) 75163,1
2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for Network Backbone Equipment Maintenance,
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: Lourdes Rodriguez; fax: (305) 400-5033 or
email: lorodriguez@ci.miami.fl.us. The solicitation title and number shall be referenced on all
correspondence. All questions must be received no later than Friday, June 20, 2008 at 4 p.m. All
responses to questions will be sent to all prospective bidders/proposers in the form on an addendum. NO
QUESTION'S WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE.
2.3. TERM OF CONTRACT
The proposer(s) qualified to provide the service(s) requested herein (the "Successful Proposer(s)") shall be
required to execute a contract ("Contract") with the City, which shall include, but not be limited to, the
following terms:
(1) The term of the Contract(s) shall be for two (2) years with an option to renew for three (3) additional
one (1) year periods.
(2) The City shall have the option to extend or terminate the Contract.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the
bidder/proposer. This prerogative will be exercised only when such continuation is clearly in the best
interest of the City.
2.4. CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
(1) Continued satisfactory performance compliance with the specifications, terms and conditions
established herein.
(2) Availability of funds
In the event the Contractor is unable to extend the contract for any subsequent period under the above
conditions, or for whatever cause, advance written notice and explanation must be submitted to the Chief
Procurement Officer, no later than ninety (90) days prior to the annual expiration date. Such notification is
subject to the acceptance of the City, or the Contractor may be found to be in default.
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).
2.6. MINIMUM QUALIFICATION REQUIREMENTS
Proposers shall satisfy each of the following requirements cited below. Failure to do so will result in
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Request for Proposals (RFP) 75163,1
the Proposal being deemed non-responsive.
A. Proposals shall be considered only from firms that are regularly engaged in the business of providing
the services described in this RFP; that have a record of satisfactory performance for at least five (5) years;
who can provide all features as indicated in Section 3.0 - Specifications/Scope of Work herein; and that
have sufficient financial support, equipment, and organization to ensure that they can satisfactory execute
the services if awarded a contract under the terms and conditions herein stated.
The term "equipment and organization," as used herein shall be construed to mean a fully equipped and
well-established facility as determined by the proper authorities of the City.
B. The City may inspect the Proposer's facilities and/or equipment prior to selection, award or both.
C. Must be a Cisco Gold partner for five (5) years or more.
D. Must have five (5) or more years of experience installing AVVID Systems and at least two (2) proven
references of AVVID System installation in the State of Florida. Cisco SmartNet services is only one
component of this RFP. The City has been deploying voice over IP solutions, specifically the Cisco
AVVID product. The City wants to ensure that any changes to the network infrastructure are consistent
with voice needs as well as data needs.
E. Must have two (2) or more Cisco Certified Inter -Network Experts (CCIE) that work in the Eastern
Standard time zone of the United States to facilitate consultation on technical issues or design questions.
The City does not expect to have the CCIE dedicated to the City's network. Resumes for the CCIE
engineers, including the CCIE Cisco ID, must be included as part of the proposal.
F. Must be able to maintain a 24 x 7 x 365 network backbone maintenance service.
G. The City reserves the right to require, before awarding the Contract, that a Proposer submits such
evidence of his/her qualifications as the City may deem necessary. Further, the City may consider any
evidence of the financial, technical, and other qualifications and abilities of a Proposer, including previous
experiences of same with the City and performance evaluation for services, in making the award in the best
interest of the City.
H. Proposer shall have no record of judgments, pending lawsuits against the City or criminal activities
involving moral turpitude, in the process of filing or any pending bankruptcy proceedings, and not have any
conflict of interest that have not been waived by the City Commission.
I. Neither Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or in default of
any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform
faithfully on any previous contract with the City.
2.7. CONTRACT EXECUTION
The selected Proposer(s) evaluated and ranked in accordance with the requirements of this Solicitation,
shall be awarded an opportunity to negotiate a contract ("Contract") with the City. The City reserves the
right to execute or not execute, as applicable a Contract with the selected Proposer(s) that is determined to
be in the City's best interest. Such Contract 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 form by the City Attorney.
2.8. 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 default of the contract or make appropriate reductions in the contract payment.
2.9. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and
all claims, liabilities, losses, and causes of action, which may arise out of bidder's performance under the
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provisions of the contract, including all acts or omissions to act on the part of bidder, including any person
performing 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 attributable to the negligence or misconduct of the City, and from and against all costs, attorneys'
fees, expenses and liabilities incurred in the defense of any such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th
Floor, Miami, Florida, 33130, Certificate(s) of Insurance which indicate that insurance coverage has been
obtained which meets the requirements as outlined below:
I. Commercial General Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability
Each Occurrence S 1,000,000
General Aggregate Limit S2,000,000
Personal and Adv. Injury S 1,000,000
Products/Completed Operations S 1,000,000
B. Endorsements Required
City of Miami included as an Additional Insured
Employees included as insured
Contractual Liability
II. Business Automobile Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability
Combined Single Limit
Any Auto
Including Hired, Borrowed or Non -Owned Autos
Any One Accident S 1,000,000
B. Endorsements Required
City of Miami included as an Additional Insured
I11. Worker's Compensation
Limits of Liability
Statutory -State of Florida
Waiver of Subrogation
IV. Employer's Liability
A. Limits of Liability
$100,000 for bodily injury caused by an accident, each accident
$100,000 for bodily injury caused by disease, each employee
$500,000 for bodily injury caused by disease, policy limit
V. Professional Liabifity/Errors and Omissions Coverage
Combined Single Limit
Each Claim $1000,000
General Aggregate Limit
Deductible- not to exceed 10%
S1,000,000
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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 of Best's Insurance Guide, published by A.M. 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.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
written advance notice to the certificate holder.
NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
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 of ten (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:
(4) Suspend the contract until such time as the new or renewed certificates are received by the City in
the manner prescribed in the Invitation To Bid.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement
damages from the Bidder in conjunction with the General Terms and Conditions of the Bid.
The Bidder shall be responsible 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 terms that
may be granted to the Bidder.
2.10. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Ely Greenspan, who shall be designated as the
Contract Administrator.
2.11. SUBCONTRACTOR(S) OR SUBCONSULTANT(S)
A Sub -Consultant, herein known as Sub -Contractors) is an individual or firm contracted by the Proposer
or Proposer's firm to assist in the performance of services required under this Solicitation. A
Sub -Contractor shall be paid through Proposer or Proposer's firm and not paid directly by the City.
Sub -Contractors are allowed by the City in the performance of the services delineated within this
Solicitation. Proposer must clearly reflect in its Proposal the major Sub -Contractors to be utilized in the
performance of required services. The City retains the right to accept or reject any Sub -Contractors
proposed in the response of Successful Proposer or prior to contract execution. Any and all liabilities
regarding the use of a Sub -Contractor shall be borne solely by the Successful Proposer and insurance for
each Sub -Contractors must be maintained in good standing and approved by the City throughout the
duration of the Contract. Neither Successful Proposer nor any of its Sub -Contractors are considered to be
employees or agents of the City. Failure to list all Sub -Contractors and provide the required information
may disqualify any proposed Sub -Contractors from performing work under this Solicitation.
Proposers shall include in their Responses the requested Sub -Contractor information and include all
relevant information required of the Proposer. In addition, within five (5) working days after the
identification of the award to the Successful Proposer, the Successful Proposer shall provide a list
confirming the Sub -Contractors that the Successful Proposer intends to utilize in the Contract, if applicable.
The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor,
the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any
applicable licenses, references, ownership, and other information required of Proposer.
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2.12. WARRANTY, FITNESS FOR PURPOSE
The vendor warrants items supplied under this contract conform to specifications herein, and are fit for the
purpose for which such goods are ordinarily employed; except if stated in a Special Condition, the material
must then fit that particular purpose. The vendor and the City agrees that orders under this contract does
not exclude, or in any way limit, other warranties, provided in this agreement or by law.
2.13. 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 default, 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 if, (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 for 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.
2.14. ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included with the bid 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
bid. 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 and Special Conditions in this bid solicitation are the only conditions applicable to this bid and that
the bidder's authorized signature affixed to the bidder's acknowledgment form attests to this.
2.15. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(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) 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
impacting various areas during or approximately the same time.
2.16. UNAUTHORIZED WORK
The Successful Proposer(s) shall not begin work until a Notice to Proceed is received.
2.17. CHANGES/ALTERATIONS
Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however,
no oral modifications will be allowed. Written modifications shall not be allowed following the proposal
deadline.
2.18. METHOD OF PAYMENT
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Full payment will be made upon receipt and acceptance of a complete unit(s). No down or partial down
payments will be made.
2.19. COMPENSATION PROPOSAL
Each Proposer shall detail any and all fees and costs to provide the required services as listed herein.
Proposer shall provide a detailed list of all costs to provide all services as detailed in Section III,
Specifications/Scope of Services, as proposed. The City reserves the right to add or delete any service, at
any time. Should the City determine to add an additional service for which pricing was not previously
secured, the City shall seek the Successful Proposer to provide reasonable cost(s) for same. Should the City
determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek another vendor
for the provision of said service(s).
Failure to submit compensation proposal as required shalt disqualify Proposer from consideration.
2.20. EVALUATION/SE,LECTION PROCESS AND CONTRACT AWARD
The procedure for response evaluation, selection and award is as follows:
(1) Solicitation issued.
(2) Receipt of responses
(3) Opening and listing of all responses received
(4) Purchasing staff will review each submission for compliance with the submission requirements of the
Solicitation, including verifying that each submission includes all documents required.
(5) An Evaluation Committee, appointed by the City Manager, comprised of appropriate City Staff and
members of the community, as deemed necessary, with the appropriate technical expertise and/or
knowledge, shall meet to evaluate each response in accordance with the requirements of this Solicitation
and based upon the the evaluation criteria as specified herein.
(6) The Evaluation Committee reserves the right, in its sole discretion, to request Proposers to make oral
presentations before the Committee as part of the evaluation process. The presentation may be scheduled at
the convenience of the Evaluation Committee and shall be recorded.
(7) The Evaluation Committee reserves the right to rank the Proposals and shall submit its
recommendation to the City Manager for acceptance. If the City Manager accepts the Committee's
reconnnendation, a Notice of the City Manager's recommendation for award of contract will be sent to all
proposers by the Chief Procurement Officer notifying proposers of the City Manager's recommendation to
the City Committion. The City Manager shall make his recommendation to the City Commission
requesting the authorization to negotiate and/or execute an agreement with the reommended
Proposer(s). No Proposer(s) shall have any rights against the City arising from such negotiations or
termination thereof.
(8) The City Manager reserves the right to reject the Committee's recommendation, and instruct the
Committee to re-evaluate and make another recommendation, reject all proposals, or recommend that the
City Commission reject all proposals.
(9) The City Commission shall consider the City Manager's and Evaluation Committees'
recommendation(s) and, if appropriate and required, approve the City Manager's recommendation(s). The
City Commission may also reject any or all response.
(10) If the City Cormnission approves the recommendations, the` City will enter into negotiations with the
selected Proposer(s) for a contract for the required services. Such negotiations may result in contracts, as
deemed appropriate by the City Manager.
(11) The City Commission shall review and approve the negotiated Contract with the selected
Proposer(s).
2.21. ADDITIONAL SERVICES
Services not specifically identified in this request may be added to any resultant contract upon successful
negotiation and mutual consent of the contracting parties.
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2.22. RECORDS
During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall
provide City access to all files and records maintained on the City's behalf.
2.23. TRUTH IN NEGOTIATION CERTIFICATE
Execution of the resulting agreement by the Successful Proposer shall act as the execution of
truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the
compensation of the resulting Agreement are accurate, complete, and current at the time of contracting.
The original contract price and any additions thereto shall be adjusted to exclude any significant sums by
which City determines the contract price was increased due to inaccurate, incomplete, or non-current wage
rates and other factual unit costs. All such contract adjustments shall be made within one (1) year
following the end of the Agreement.
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3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
Deliverables
The City of Miami, Florida ("City"), a municipal corporation of the State of Florida, is soliciting responses
from reputable firms with demonstrated experience to provide Network Backbone Equipment Maintenance
("Maintenance Services") for the City's network infrastructure. All respondents to this Request for
Proposal (RFP) should focus on and define proven methods that will be used to provide Maintenance
Services to the City as further described in this document.
The goal of this RFP is to select a Successful Respondent that ensures continuous operation of City's
Network Backbone, minimizes downtime, recommends periodic updates of operating systems and
configurations for network equipment to keep abreast of Industry standards while maintaining the
optimization of the City's network, and assists the City's technicians in the design, configuration and
installation of the network backbone equipment. Appendix A contains the current snapshot of the
representative equipment which comprises the City's Network at this time. Equipment may be added or
removed at any time during the term of this contract without penalty to the City.
In response to this RFP, the Successful Respondent must provide the following deliverables. The
Respondent may offer, and the City may consider, alternate solutions for maintenance on the equipment
listed in Appendix A as long as maintenance is provided for all items listed and all associated costs for
these alternate solutions are disclosed in the response. Again, failure to fulfill one of the listed deliverables
and/or not provide maintenance coverage for any and all piece(s) of equipment listed in Appendix A
may be cause for disqualification.
1. The Respondent must complete Appendix A (Pricing Matrix) in its entirety. A monthly charge to
maintain the equipment must be filled out for both options business day 8 a.m. to 5 p.m., and 365 days a
year.. 24 hours a day, 7 days a week. A maximum of two (2) hour response time, as defined as the elapsed
time from initial problem notification to the Respondent's technicians working at the City site to resolve the
issue and placing the order for required equipment or parts to restore the service for all requested items
identified to be serviced 24 x 7 x 365, which includes replacement and reconfiguration of any defective
equipment. This service must be available 24 x 7 x 365.
2. A maximum of a next business day response time, as defined as elapsed time from initial problem
notification to have the Successful Respondent's technicians working at the City site to resolve the issue
and placing the order for required equipment or parts to restore the service, for all requested items
identified to be serviced business days 8 a.m. to 5 p.m., which includes replacement and reconfiguration of
any defective equipment. This service must be available during City business days. The City's business
day is considered to be from 8 a.m. to 5 p.m., Eastern Time, Monday though Friday, with the exception of
City defined holidays (a holiday schedule will be provided annually).
3. The Successful Respondent shall maintain local stocking of parts or propose a manufacturers'
maintenance coverage plan that will allow them to meet the response criteria described in items two and
three. Replacement/loaner equipment must be made readily available to the City to minimize down time
during a hardware/software outage.
4. The successful Respondent shall maintain local stocking of parts or propose a manufacturers'
maintenance coverage plan that will allow them to meet the response criteria described in items two and
three. Replacement/loaner equipment must be made readily available to the City to minimize down time
during a hardware/software outage.
5. All maintenance services must be conducted with minimum service disruption. The City will
determine the appropriate schedule necessary to minimize service disruption. Non -nal scheduled
maintenance hours are customarily 6 p.m. to 6 a.m., Monday through Thursday, and 6 p.m. Friday through
6 a.m. Monday.
6. The Successful Respondent shall not charge the City for troubleshooting backbone equipment when
external factors (such as, facility wiring, connectors, fiber, viruses, hacker attacks, electromagnetic fields,
power variations, computer malfunction, etc.) affect the normal operation of equipment covered by the
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Request for Proposals (RFP) 75163,1
contract.
7. The Successful Respondent must provide timely software updates in consultation with the City for
the covered equipment at no additional charge. The City will be responsible for the procurement of all
hardware necessary to support software updates. All anticipated costs (labor, software, shipping, etc.)
associated with software upgrades must be included in pricing provided in Appendix A.
8, The Successful Respondent is responsible for recommending updates/modifications to improve the
optimal level of network performance, security and compatibility. Recommended updates shall be
implemented after review and written approval by the City.
9. While the original manufacturer's maintenance coverage is preferred, e.g. Cisco Smartnet, alternate
maintenance coverage may be proposed. In all cases, this coverage must be purchased in the name of the
City, with all ownership rights belonging to the City; including, access rights to any
information/records/support services by City staff or designees as required. The solution must include at a
minimum three user accounts accessible by City staff that have access to the Cisco Web site. These
accounts roust have the capability to request trouble shooting assistance directly from Cisco and to
download Cisco software upgrades.
10. The Successful Respondent shall maintain the same price discount for both existing equipment and
equipment added over the term of the contract, including all applicable extension periods. The Respondent
shall include in the proposal the discount used to obtain the prices listed on Appendix A.
11. Regarding the maintenance coverage, for any equipment added during the term of the contract, the
Successful Respondent must provide similar maintenance as was provided for the original existing
equipment listed in ?appendix A prorated to ensure that all equipment has the same coverage expiration
date.
12. The Citv reserves the right to change the level of service for each piece of equipment at any time,
allowing Successful Respondent to make cost adjustment consistent with pricing schedules provided.
13. The Successful Respondent shall invoice all services included in this contract on a monthly basis;
consistent with the City's fiscal year: Budget constraints dictate that the City makes monthly payments
over the term of the contract. A single monthly invoice shall be provided by vendor for items covered
under contract.
14. The Successful Respondent shall perform repair or replacement of defective equipment at no charge to
the City, including shipping.
15. The Successful Respondent shall provide consultation at no additional charge to the City for network
backbone equipment topics, including but not limited to network performance, configuration, software
levels, security, and equipment features.
16. The City reserves the right to issue a partial award of the total list of devices shown in Appendix A to
the Successful Respondent.
17. The City reserves the right to add equipment to the list in Appendix A over the term of the Contract,
including all applicable extension periods. Charges for new equipment similar to existing equipment must
maintain the same price as currently proposed in Appendix A. Charges for equipment not similar to
existing equipment listed in Appendix A must not exceed prices quoted to other government agencies and
must be consistent with the original pricing schedule provided in response to this proposal. The Successful
Respondent shall prorate the charges accordingly and reflect the changes in the next billing period.
18. The City reserves the right to remove equipment over the term of the contract, as the City deems
necessary. The Successful Respondent shall prorate the charges accordingly and reflect the changes in the
next billing period.
19. The Successful Respondent must provide the City with a simple procedure to add and remove network
equipment while maintaining a database of network equipment to include description, serial number and
location. The process must include that any changes to the network infrastructure database and inquiry of
the information shall be electronically available to City staff.
20. Rates of services provided by the Successful Respondent shall not increase (fixed and firm) for the
term of the contract, including renewal periods; however, decreases in the cost of services offered to other
customers shall be afforded to the City. Throughout the term of this contract and any extensions, any
across the board discounts offered to any Successful Respondent's clients must be passed on to the City
21. The Successful Respondent shall administer the equipment maintenance coverage on behalf of the
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Request for Proposals (RFP) 75163,1
City during the term of the contract and any possible extensions, including, but not limited to renewals,
upgrades, cancellations (removal of items from service for any reason during the term of the contract), new
subscriptions, and reporting requirements.
22. Any modification of the equipment maintenance coverage (such as, additions, upgrades,
cancellations, etc.) must require advanced written approval from the City.
23. As needed, the City and Successful Respondent will jointly review anticipated future network
equipment acquisitions to determine the appropriate maintenance coverage.
24. The Successful Respondent shall review the City's network documentation and network topology
within ten (10) business days of Contract award in order to familiarize the Successful Respondent's
technicians with the City's network infrastructure and provide prompt resolution to backbone issues and
questions.
25. The Successful Respondent shall provide a clear explanation of how they will develop and maintain a
detailed understanding of the City's unique Network Infrastructure.
26. Any changes to the network infrastructure documentation must be transmitted electronically to the
City in a format specified by the City.
27. To provide proactive network infrastructure analysis and consultation, the City desires to have the lead
technician for the City's account on-site for at least 8 hours weekly at no additional cost to the City.
28. The Successful Respondent shall provide a detailed explanation of how end-to-end troubleshooting
will be conducted.
29. Upon completion of each problem reported, the Successful Respondent shall provide the following
information to the City's designee: the exact time and date the problem ticket was opened, the exact time
and date the problem ticket was closed, a chronology of all actions performed in the process of resolving
the problem, and the serial number and model number of all parts replaced or repaired . The City will keep
a record of these problem tickets reports for historical purposes.
30. The Respondent shall update equipment configuration file, immediately after any change, in a shared
folder on the City's designated server, designated by the City's Network Administrator as the "Network
Backbone Equipment's configurations".
3.2. Assumptions
The Successful Respondent's technicians shall work in a cooperative manner with City's technical
staff to ensure an appropriate level of knowledge transfer.
The City's technical staff currently monitors network equipment, including the initial troubleshooting
diagnosis and will continue to do so.
City's existing SmartNet coverages at contract start must be credited to the City.
3 Profile of Ci
The City of Miami is a municipal government located in Miami -Dade County, Florida. The City has a
population of about 425,000 and comprises an area of approximately 34 square miles. The City's current
information infrastructure consists of a legacy mainframe environment, Unisys Libra 520, and Windows
2003 network supporting Active Directory and Exchange 2003. Clients communicate with the legacy
mainframe environment through the use of tenninal emulation software in a TCP/IP enviromnent. The
City's wide area network is predominately supported by Frame Relay technology. Some sites including all
the "super sites" are directly connected via fiber utilizing bandwidth ranging between 10 to 100
megabits/sec with bursting capability to 1 Gigabit/sec, while smaller sites utilize DSL connections.
3.4 Computing Environment
Currently, the City's legacy environment utilizes a Unisys Libra 520 mainframe computer, which supports
legacy applications, such as: Fire Dispatch, Payroll, and Permits. The Libra 520 is located on the 5th floor
of the Miami Police Department Building, located at 400 NW 2nd Avenue. The database software used
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Request for Proposals (RFP) 75163,1
on the Libra 520 is Unisys DMS II, Version 5.1 or higher. The operating system used on the Libra 520 is
MCP -AS, Version 5.1 or higher. Approximately 50% of the City's enterprise transactions are conducted
through this legacy environment.
The City also has a Windows Network using TCP/IP protocol, which supports approximately 3000
personal computers. These computers run Windows XPNista, Microsoft Office 2003/2007, mainframe
terminal emulation, fax clients (FacSys and Faxination), McAfee Antivirus, B&L workstation based
backup client, Microsoft SQL/Access databases, and various other desktop applications. Individual
workstation storage is both local and server based. Internet access for the client workstations is provided
through 10 Megabits/See line currently centralized at located on the 5th floor of the Miami
Police Department Building and controlled by Proxy servers. Additionally, the City hosts its own Internet
and Intranet domains (multiple) in the Windows environment. Approximately 200 Windows 2003 servers
are installed in the network supporting file storage and retrieval, email, fax, antivirus, authentication,
connectivity, Intranet, Internet, Remote Access, VPN, SQL databases, applications, etc. A fiber
Metro -Ethernet link connects the MRC site with the Police building. Pix Firewalls are used for Internet and
internal connection security.
The City envisions migrating its legacy applications to an open applications platform over the next few
years and anticipates the expansion/enhancement of the current and proposed network infrastructure to
meet these needs. Additionally, the City plans to expand the current portfolio of information technology
products and services offered to its external and internal clients. Web based applications and services will
be expanded to provide both static and dynamic content to the City's citizens, businesses, and employees.
3.5 The Phvsical Network
The physical network consists of approximately 120 sites utilizing a combination of, direct connect fiber
optic Metro -Ethernet of bandwidths varying from 10 mbps to 100 mbps with bursting capability to 1
Gigabit/sec, frame relay circuits of bandwidths varying from 64KB to T1, DSL and dial-up. The main
concentration of clients is located in two major sites: Miami Riverside Center (MRC) and Miami Police
Department (MPD). These two major sites are connected via a 100 mbps fiber optic Metro -Ethernet
connection, which supports burst to one gigabit/sec while frame relay T 1 lines are utilized for backup
purposes. Appendices A and B illustrate the types of connections and technology used for each site in the
City.
Approximately 1000 mobile clients utilize Verizon wireless connectivity at 120 kbps speed. A single
Metro-Ethemet IOMegabits/Sec line supplies access for Internet clients to the City Web servers located at
both the MPD and MRC building. The City's mainframe computer is located in the MPD building.
Mainframe access for all City clients is provided via communications links to the MPD building. The
distribution of workstations across the City buildings is depicted in Appendix A. The number of clients at
each site listed in Appendix A may be altered throughout the term of the Contract. Server distribution is
provided in a table located in Appendix C. Server resources may be added, deleted or relocated
periodically. While Police clients use roaming profiles, the remainder of City clients utilizes local profiles.
Approximately 40% of City clients store personal documents in shared points on file servers, while the
remaining 601/1. store documents locally. For the clients utilizing local data storage, a centralized back-up
application residing on the mainframe backs -up approximately 400 desktop computers per night (total
machines in backup process — 1600), with each backup group being serviced once a week. Centralized
server storage (non mainframe) is backed up utilizing Veritas backup software at both the MRC and MPD
sites. All City sites utilize Cisco routers and Cisco switches for connectivity. The City IT infrastructure is
supported by a Windows 2003 and Microsoft Exchange 2003 network (see Appendix D). The network is
composed of a single forest containing one root domain with two trees: one for City clients and a second
for MPD clients. An expanding number of 802.xx clients, utilizing centrally managed Cisco access points
and bridges, are located on both domains. The City expects to expand the 802.xx offering in the near
future.
3.6 Other Network Considerations
Beyond the current status of the City's network infrastructure, the City envisions the following:
As of April 2008, approximately 95% of the workstations are running Windows XP or greater, with
100% of the servers running Windows 2003 or greater.
High speed fiber optic links should connect the four "super sites" (Fire Training Center, MPD, MRC
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Request for Proposals (RFP) 75163,1
and City -Hall) and fourteen (14) Fire Stations to allow:
o Installation of new servers in those buildings in order to serve the entire City without degrading the
response time.
o Movement of current servers between these building without affecting clients' response time.
o Installation of fault-tolerant servers, as replicas for disaster recovery plans.
A network communication design that allows for continued connectivity between the "super sites"
when one link is down.
Capability to add services or features without major changes to the infrastructure. Examples of these
issues are: Transmission encryption, Voice over IP, Video streaming.
Transfer of servers from the MRC building to the MPD building without a degradation in response
time.
Installation of new servers in the Fire Training Center for redundancy purposes.
Use of protocols and communication technologies that ensure maximum security, prevent loss of
data and minimize vulnerabilities against intruders.
Centralization of local file storage in share points located on centralized file servers.
Centralized management of the communication links and LAN/WAN equipment
SPECIAL CONSIDERATIONS
Tracking data relative to number of tickets and average time to restore for network equipment is not
currently available
The City has current configuration backups for switches, routers and PIX devices.
The City does not have onsite spare parts for network equipment.
The City does not have the facilities to test network upgrades in a development mode
Currently, Network Backbone Maintenance is provided through Unisys branded coverage.
The purpose of the RFP is to select a Network Backbone Maintenance vendor. Network
Management and Monitoring is not being contemplated at this time. The Successful Respondent may
submit a separate quote for management and monitoring capabilities should they so desire, however, this
aspect will not be considered as part of the RFP evaluation.
3.7 Voice Considerations
Voice over IP is being utilized at 20 sites in the City. It is a technology that will be expanded in the near
future, but there is not a finalized schedule at this time.
3.8 Resilient Network Requirement
The City's network is subject to severe acts of nature, such as hurricanes, tornadoes, etc. It is important to
note that in the event of such adverse occurrences, City emergency services are essential. The Successful
Respondent must offer contingency/disaster recovery plans and procedures for the existing network
backbone and possible enhancements.
Spare parts or equivalent equipment must be provided to the City to cover service under these special
circumstances.
The overall availability of the Network Backbone Equipment's operation should be equal to or greater than
99.5%.
3.9 City of Miami's Technology , trateg
The City's strategy is to only adopt and implement cost effective, established technologies that address the
overall strategic plan for the City. If the City adopts new communication technologies, which implies
changes to the network backbone equipment, the Successful Respondent must provide recommendations in
the redesign phase to insure network optimization and assistance in the installation, re -programming and
testing of these devices at no additional costs to the City. The proposed solution must comply with
industry recognized network design best practices. The Successful Respondent must assist the City in
ensuring that these industry recognized best practices are continually met through maintenance and design.
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Request for Proposals (RFP) 75163,1
If the City notifies the Successful Respondent that it is experiencing network degradation or is planning
to implement an application which will require additional network capacity for a segment or link, the City
expects the Successful Respondent to assist in developing a solution at no additional cost. Additionally,
the City has the following technology objectives:
Maintain a posture that is technologically competitive but not leading edge - a prudent follower.
Provide quality support that is responsive to the clients and supports Police and Fire emergency
services for the City.
Use a technology infrastructure that will ensure the City can develop timely responses to changes in
its environment.
Use technologies that safeguard the City's requirements by maintaining adequate security and disaster
recovery plans.
3.10 Scope of Work
The Scope of Services defined below is considered a general list and may not represent a complete list of
all hardware, software or services necessary to complete the project.
Each Respondent shall identify in its response any additional items needed to meet the requirements of the
Request for Proposal (RFP) and the Network described herein.
1. Provide a solution that meets the requirements of this RFP and that has proven to be operational in
other local governments with similar requirements.
2. Denote your Points of Presence (POPS) in the City or close to the City to provide Backbone
Equipment Maintenance support, describing the availability of technicians, equipment and parts to provide
a prompt response.
3. Describe in detail the process for adding, deleting or modifying network backbone equipment to the
contract.
4. Describe Respondent's Equipment certifications.
5. List the number of technicians, their geographic location and their certifications who will be serving
the City's network backbone maintenance. The Respondent shall provide the number of technicians by
type of Cisco certification who are permanently located within fifty (50) miles from the City's main
building, located at 444 SW 2 Avenue, Miami, FL, 33130.
6. Describe your ability to address additional equipment within the physical boundaries of the City;
especially, as it relates to the inactive/future sites listed on Appendix A.
7. Explain backup and disaster recovery provisions and associated costs.
8. Describe your support network operations centers and the procedures currently in place to
proactively identify and correct network backbone equipment problems.
9. Describe the process for reporting network backbone equipment problems.
10. Describe the process the City will follow to ascertain the status of reported problems.
11. Describe the characteristics of your physical locations and facilities, as it relates to: compliance
with Florida Building code, emergency power provision, compliance with level 5 hurricane protection,
security, fire and flood protection, percentage of facilities which are underground and/or aerial and
adherence to construction and environmental standards. The City expects to continue receiving backbone
maintenance service after a disaster. The City is requesting a description of the Respondents' physical
facilities and emergency contingency plans with emphasis on how the Respondent plans to provide
maintain service to the City in an emergency situation.
12. Describe your billing processes, including flexibility of billing cycles, availability of electronic billing
and consolidation of existing billing currently provided to the City. In addition, the City requires an ad hoc
reporting tool as well as training of staff on using the tool. If the Respondent offers electronic billing, the
City needs to be able to perform queries and print reports.
13. The City's objective is to obtain a maximum of a two-hour (2) response to all trouble tickets.
Additionally, the City requires atoll free, 7 x 24 x 365 hour trouble reporting service. Describe your
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Request for Proposals (RFP) 75163,1
policies as they pertain to addressing these objectives. (See Section 3.12.8. Problem Resolution for
additional details).
14. Describe your escalation policies and procedures for problems and trouble tickets. (See Section 3.12.9,
Help Desk Feedback for additional details).
15. Describe the policies and procedures that are currently in place, which ensure the security and
integrity of the equipment of this RFP (See Section 3.12.10. Security Controls and Safeguards for
additional details).
16. Indicate the availability of periodic reports to show network equipment operation, utilization, failures,
etc., with their respective contents and any associated costs.
17. The Successful Respondent is not expected to monitor the City's network. The City will notify the
Successful Respondent when a failure/problem occurs.
3.11 Management of the City Network
The City currently manages its existing wide area network and plans to continue this practice. It is not the
purpose of this RFP to request Network Management Services.
3.12 Technical Requirements
3.12.1. Facilities
The City will provide the Successful Respondent with the appropriate electrical power, air conditioning,
and space required tosupport equipment installed as part of the proposed solution. However, all City sites
may not contain a standard operating environment; i.e. raised floor, air conditioning, etc.
3.12.2. Sites
There are approximately 120 sites in the City. Annendix A has a detailed description of each site,
including: size, connectivity status, type of line, type of router, approximate number of clients, etc.
Additionally, growth in number of sites, clients and services, as well as the potential reallocation or update
of current backbone equipment must be considered in the proposed solution.
3.12.3. Network Backbone Equipment
Current equipment on the City's existing network is listed in Appendices A. The Respondent must take
into consideration existing City owned equipment in the proposed solution, keeping in mind that any
change in current technology, protocols, services, features, etc. can affect the equipment currently installed
in each site.
3.12.4. Acceptance Testing
The Successful Respondent must develop and submit for approval by the City an installation acceptance
script and checklist for each new installation, change of equipment or configuration. These items will be
utilized to validate the successful installation of backbone equipment. The acceptance checklist should
include but is not limited to: Equipment name and type, location, new configuration, labeling, routing
protocols, interfaces.
3.12.5. Inventory
The City and the Successful Respondent shall develop an inventory of all devices to be covered by this
contract. The Successful Respondent shall be familiar with all City sites and network backbone equipment.
3.12.6. Equipment Installation
When a site requires new or replacement equipment, the Successful Respondent is responsible for all
activities necessary for its successful installation. Additionally, the Successful Respondent is responsible
for the removal and disposal of all shipping and packing materials.
3.12.7. Disposal of Old Equipment
The Successful Respondent and the City will determine the details of the removal and disposal of all
excess equipment, racks, and associated equipment, which is not reused in the new installation.
3.12.8. Problem Resolution
The Successful Respondent must provide a continuous trouble ticket response service and toll free contact
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Request for Proposals (RFP) 75163,1
number to accept and resolvetrouble calls from City sites on a 24 x 7 x 365 basis, including holidays.
The Successful Respondent will provide the following:
• Centralized trouble ticket reporting.
• A unique trouble ticket reporting number for each call.
• Audit trails of trouble resolution activities.
• Trouble ticket escalation procedures and report management.
• Response to inquiries on trouble ticket resolution status.
• Direct interface to other network backbone providers for problem resolution.
• Minimum of quarterly service meetings with account team to discuss pending items/concerns, possible
enhancements, new versions of operational systems, equipment utilization, etc. During an initial period
following award of this contract to be determined by the City, Service meetings may be required on a more
frequent basis.
• A description of any reporting capabilities available with regard to historical trouble ticket analysis.
3.12.9. Help Desk Feedback
The Successful Respondent shall provide at least a 24 hour business day advanced notice of any planned
network service interruption, including the reason for the interruption and expected duration. The City
reserves the right to request rescheduling of any planned interruption in the event of an adverse effect on
City operations. Additionally, the Successful Respondent will provide notification to the City of any
unplanned outages as they occur. Following each unplanned outage, the Successful Respondent must
provide the City with an explanation of the circumstances of the outage, the steps taken to restore service,
and any remedial action to be taken to avoid this type of outage in the future.
3.12.10 Security Controls and Safeguards
The Successful Respondent shall protect the network services by ensuring availability, connectivity,
confidentiality and integrity.
All Successful Respondent's personnel must have appropriated identification, including picture ID, at all
times while working on City sites.
3.12.11 Disaster Recovery
Successful Respondent is required to provide their disaster recovery strategy, including priorities for
service restoration.
3.12.12 Subcontractors
The City prefers that the Successful Respondent provide all services and/or facilities needed to comply
with the RFP. If, however, it is necessary for the Successful Respondent to utilize sub -contractors or
subsidiary organizations to assist it in the execution of its responsibilities, it is expected that any such
subcontractor will execute a written contract with the Successful Respondent under which it agrees to be
bound by all applicable provisions of the contract between the City and the Successful Respondent.
Successful Respondent is responsible for all sub -contractor effort and results. Any sub -contractor is
subject to review and approval by the City.
It is the responsibility of the Successful Respondent to ensure that all sub -contractors they manage provide
the same level of documentation support.
3.12.13 Migration to New Technologies
The City expects that as new technologies, services, operational system updates, patches, fixes, are
available, the Successful Respondent shall present them for consideration by the City. If the City agrees
that these new improvements serve the best interest of the City, the Successful Respondent shall develop a
plan to implement them in a seamless and non -disruptive manner. The City must approve each change
before its implementation.
3.12.14 Security of Data
Successful Respondent must provide plans to the City for ensuring data security and integrity. Prior to any
change or update the Successful Respondent must provide the City with a document/plan including all steps
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Request for Proposals (RFP) 75163,1
to ensure a minimal disruption of service, protection against data corruption or loss, maximize protection
against hackers.
3.12.15 Continuous Optimization
The Successful Respondent must work towards the continuous improvement of the City network services.
3.12.16 Implementation Security
The City deals with highly sensitive data. The Successful Respondent must implement policies and
procedures to prevent disruption of business and to ensure a secure network -operating environment through
the term of the contract.
3.12.17 Change Management (Control and Notification)
The Successful Respondent shall detail the change management process required to effectuate changes in
services or policies.
3.12.18 Service Availability
The proposed solution shall provide seamless, scaleable, and secure functionality with high availability
(minimum service level of 99.5%).
3.12.19 Implementation Control
The Successful Respondent shall provide a project manager whose responsibilities will include:
- Being a single point of contact regarding project issues, including coordination with any sub -contractor
or suppliers used by the Successful Respondent to service the City.
- Participating in quarterly status meetings, providing written minutes of those meetings to appropriate
City representatives, if necessary.
Providing status reports, as required, to the City about project status, escalation issues, costs, and
schedule issues.
3.12.20 Acceptance Criteria
Acceptance of the network backbone equipment installations and updates are at the City's discretion.
3.13. Pricing and Payment
Respondent must provide pricing information using the template provided in Appendix A.
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Request for Proposals (RFP) 75163,1
4. Submission Requirements
4.1. SUBMISSION REQUIREMENTS
Proposers shall carefully follow the format and instruction outlined below, observing format requirements
where indicated. Proposals should contain the information itemized below and in the order indicated. This
information should be provided for the Proposer and any sub -consultants to be utilized for the work
contemplated by this Solicitation. Proposals submitted which do not include the following items may be
deemed non-responsive and may not be considered for contract award.
The response to this solicitation shall be presented in the following format. Failure to do so may
deem your Proposal non-responsive.
1. Cover Page
The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the
Contract; Local Office Location; Local Business Address, if applicable; Business Telephone and Fax
Numbers, if applicable, Email addresses; Title of RFP; RFP Number; Federal Employer Identification
Number or Social Security Number.
2. Table of Contents
The table of contents should outline, in sequential order, the major sections of the proposal as listed below,
including all other relevant documents requested for submission. All pages of the proposal, including the
enclosures, should be clearly and consecutively numbered and correspond to the table of contents.
3. Executive Summarx;
A signed and dated summary of not more than two (2) pages containing the Qualifications, and
Experience, Ability and Capability to Perform Required Services, Methodology and Overall Approach, and
Technical Solution, as contained in the submittal. Include the name of the organization, business phone
and contact person.
4. Oualifications and Experience
a) Describe the Proposer's organizational history and structure; years Proposer and/or firm has been in
business providing a similar service(s), and indicate whether the City has previously awarded any contracts
to the Proposer/firm.
b) Provide a list of all principals, owners or directors.
c) Provide a complete list of clients for which Proposer has provided a similar service(s) as required in this
RFP. This list should include those entities of a similar size to the City) particularly governmental entities,
for whom services have been performed during the past five (5) years.
d) Provide a complete list of the personnel that will be assigned to handle the work to be performed for the
City. Include a resume of each describing their experience, training, certifications, and other relevant
details. Personnel should additionally be identified by race/ethnicity, and gender. Include copies of all
licenses held by each individual.
e) Provide detailed background indicating qualifications and experience, for the Project Manager to be
assigned the City's account throughout the duration of the Contract. Also include, if different, a primary
and alternate contact, their phone numbers, beepers, cell phones, and other means of contacting said
individuals on a 24-hour basis.
f) Provide, at a minimum, three references that have utilized each of the services proposed in this response.
The name, address, and telephone number or the equivalent to their Network Services Manager must be
included in the response.
Include the overall value of the contract, the period of time, and term of the contract. The City reserves the
right to contact any reference as part of the evaluation process.
g) Address the above -listed items for sub -consultant firms proposed, as applicable. Provide a current
resume of any Sub-Contractor(s). Should Proposer propose to utilize a Sub-Contractor(s) to perforin any of
the services, Proposer must identify Sub-Conctractor(s) and those services to be performed. Proposer must
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Request for Proposals (RFP) 75163,1
provide Sub-Contractor(s) qualifications and experience in detail, highlighting the experience in various
areas addressed in this RFP. List who will be acting as the prime contractor, including address, contact and
phone numbers, and briefly describe each other party's relationship to this prime. In addition, indicate
whether the Proposer will acquire any bandwidth or network services from a third party, and if so, provide
information as to this provider(s). The City reserves the right to contact any reference as part of the
evaluation process.
h) Provide a list of clients that have, for whatever reason, discontinued to use your services within the past
three (3) years, and indicate the reasons for the same. The City reserves the right to contact any reference as
part of the evaluation process.
i) Provide two (2) Letters of Reference on letterhead from entities, particularly governmental entities of a
similar size for whom similar services have been performed.
5. Ability and Capability to Perform Required Services
a) Describe the size of Proposer and its ability to provide required services to the City. Include Proposer's
total number of full time employees, and number of full time employees in customer service.
b) Describe where the primary work will be performed.
c) Describe the Proposer's management capacity and system for coordinating all of the services to be
provided under this RFP and any other contracts of the Proposer; further, discuss how it plans to handle and
coordinate all these efforts, along with the work to be performed pursuant to the RFP, if awarded a contract.
d) Describe how the Proposer's account team is structured, and how it would support the City account.
e) Provide financial data for your company as well as any other entity with whom you are proposing this
project. For each of the years 2005, 2006, and 2007, provide, in terms of millions of dollars, your Net
Income; Net Sales; and Total Debt. Include any other financial information as necessary.
f) Provide audited financial statements for the past three (3) years.
g) Provide information as to any and all pending or previous lawsuits, filing of or any pending bankruptcy
proceedings, including the disposition of same, filed against the Proposer relating to similar services being
sought within this RFP.
h) Provide information as to whether Proposer has been acquired, plans to be acquired or merged with any
other firms in the future, if known. Explain how said merger with another entity(s) may affect the services
to be provided to the City, if any.
6. Methodology and Overall Approach to Scone of Work
a) Discuss in detail Proposer's Overall Methodology and Approach to the work to be performed.
b) Proposer Coordination Plan: Each Proposer proposing on any portion of the RFP must include a plan
for coordinating with the City or its authorized representative(s). This plan must include Proposer's
proposal for the scheduling of regular meetings to review project status, how to handle the escalation of
problems, communications to Proposer of changes which may be required as a result of changes to such
things as locations or scheduling conflicts.
c) Schedule Development: If a test of a new technology is requested by the City, the Proposer must
provide a sample schedule for delivery of the equipment and/or services to be provided. The schedule must
show the capability to begin the test within one month from acceptance or proposal and be completed by
the desired project completion date. Any installation work that will be disruptive to conducting normal
business must be scheduled before or after hours. The final schedule will be developed by the awarded
Proposer(s) and the City.
d) Network Equipment: On all equipment proposed in the RFP response, indicate the warranty period, and
define the extent of warranty, i.e. parts and labor. The maintenance must be on-site repair or exchange with
a maximum service response time of two (2) hours during normal business hours. Please indicate any extra
cost to City associated with this response time and provide description and pricing for the next two lower
levels of on-site support.
e) Network Design, Implementation and Services: Proposers must present graphically their depiction of
how the City network would appear once these services and equipment are installed. You may use sample
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Request for Proposals (RFP) 75163,1
sites, such as the Riverside Data Center and remote sites, i.e. Fire Stations, as your basis for diagramming
how the overall network will appear and function. Include technical information of how to support new
installations, updates, switch of equipment between sites, etc. The City will be willing to provide some
documentation.
7. Technical Solution. including Capabilities and Expandability
Each Proposer shall concisely, and completely, respond to each of the following technical concerns with
respect to its communication services implementation approach. Responses to each of the following should
be presented in the following order of issues.
• Network Backbone Maintenance Services Implementation Services Implementation Requirements (as
discussed in Section 3.2, subsection 3.10)
1. Denote your Points of Presence (POPS) in the City or close to the City to provide Backbone Equipment
Maintenance support, describing the availability of technicians, equipment and parts to provide a prompt
response.
2. Describe in detail the process for adding, deleting or modifying network backbone equipment to the
contract.
3. Describe Proposer's Equipment certifications.
4. List the number of technicians and their certifications who will be serving the City's network backbone
maintenance.
5. Describe your ability to address additional equipment within the physical boundaries of the City;
especially, as it relates to the inactive/future sites listed on Appendix A.
6. Should you propose an "Alternate Solution," describe in detail proposed alternate solution. Ensure
pricing for alternate solution is provided on Appendix E.
7. Explain backup and disaster recovery provisions and associated costs.
8. Describe your support network operations centers and the procedures currently in place to proactively
identify and correct network backbone equipment problems.
9. Describe the process for reporting network backbone equipment problems.
10. Describe the process the City will follow to ascertain the status of reported problems.
11. Describe the characteristics of your physical locations and facilities, as it relates to: compliance
with Florida Building code, emergency power provision, compliance with level 5 hurricane protection,
security, fire and flood protection, percentage of facilities which are underground and/or aerial and
adherence to construction and environmental standards.
12. Describe your billing processes, including flexibility of billing cycles, availability of electronic billing
and consolidation of existing billing currently provided to the City. In addition, the City requires an ad hoc
reporting tool as well as training of staff on using the tool.
13. The City's objective is to obtain a maximum of a two (2) hour response to all trouble tickets.
Additionally, the City requires a toll free, 7 x 24 x 365 hour trouble reporting service. Describe your
policies as they pertain to addressing these objectives. (See section 3.12.8. Problem Resolution for
additional details).
14. Describe your escalation policies and procedures for problems and trouble tickets. (See section 3.12.9.
Help Desk Feedback for additional details).
15. Describe the policies and procedures that are currently in place, which ensure the security and
integrity of the equipment of this RFP (See section 3.12. 10, Security Controls and Safeguards for
additional details).
16. Indicate the availability of periodic reports to show network -equipment operation, utilization, failures,
etc. with their respective contents and any associated costs.
Installation History
(1) Provide a high-level technical summary (no diagram required here) of the proposed solution
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Request for Proposals (RFP) 75163,1
included in your response.
(2) Provide information as to when you first began installing communication services for your
customers?
(3) Indicate how many installations similar to the one you are proposing here do you have active
and operational?
(4) Indicate how many proposals for this type of service are you currently working on.
Trouble Handling
Proposers should submit sample trouble report(s).
Disaster Recovery
In the event of a natural disaster, i.e., category 5 hurricanes, othersimilar disasters, explain your
disaster recovery procedures andwhether the City of Miami would receive priority status?
If applicable: Provision of periodical or online equipment utilization rates and health for
devices.
8. Cost Proposal
a) Summary Page Pricing Totals: Provide a total pricing summing up the monthly charges for all items
listed in Appendix A. A total monthly cost of all items listed under the assumption they were being
covered under the business days, 8 a.m. to 5 p.m., option. A total monthly cost of all items listed under the
assumption they were being covered under the 24 x 7 x 365 days per year option.
b) Provide monthly pricing for any additional services the Respondent may be providing to the City that is
not covered in Appendix A yet has been requested by the City in the RFP.
c) Provide Pricing for options not specified within this RFP yet the Respondent feels would be beneficial
to the City, for instance:
(a) Network diagrams of the City's network.
(b) Library of current and past configurations.
(c) Hardware installation.
9. Trade Secrets Execution to Public Records Disclosure
All Proposals submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida
Statutes. An exception may be made for "trade secrets."
If the Proposal contains infonnation that constitutes a "trade secret", all material that qualifies for
exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE
SECRETS EXCEPTION," with your fine's name and the RFP number marked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any
person. By your designation of material in your Proposal as a "trade secret" you agree to indemnify and
hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and
attorney's fees incurred by the City by reason of any legal action challenging your claim.
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Request for Proposals (RFP) 75163,1
5. Evaluation Criteria
5.1. EVALUATION CRITERIA
Proposals shall be evaluated based upon the following criteria and weight:
CRITERIA PERCENTAGE
Proposer's Qualifications and Experience 15
Ability and Capability to Perform Required Services I0
Methodology and Overall Approach to Scope of Work 10
Overall Technical Solution, including proposed Network 25
Backbone Equipment Maintenance Services capabilities
And expandability, including any proposed alternate.-
Cost
lternates
Cost Proposal
40
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