HomeMy WebLinkAboutExhibit 2RFP Number:
Title:
City of Miami
Request for Proposals
(RFP)
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, CPPD, CPPB, Director/Chief Procurement Officer
Miami Riverside Center
444 SW 2°d Avenue, 61" Floor
Miami, Florida 33130
Web Site Address: http://miamigov.com/procurement
127103
Request for Proposals for Law
Enforcement Digital Photo Lab System
13 -MAR -2009
04/15/2009 @ 14:00:00
5:00 PM EST on Tuesday, March 31,
2009
Gonzalez, Yusbel
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
YGonzalez@ci.miami.fl.us
(305) 400-5104
Pagel of 3 8
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a
minimum of 180 days following the time set for closing of the submissions.
In the event of en -ors 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 (1) 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 certit, that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME:
ADDRESS:
PHONE:
FAX:
EMAIL: BEEPER:
SIGNED BY:
TITLE: DATE:
FAILURE TO COMPLETE. SIGN. AND RETURN THIS FORM SHALL DISQUALIFY THIS BID.
Page 2 of 38
Certifications
Legal Name of Firm:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other
Business Address:
City, State, and Zip Code:
Telephone Number:
Fax Number:
E-mail 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)
Page 3 of 38
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?
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.
Will Subcontractor(s) be used? (Yes or No)
Provide brief description of the project or service to be provided
Page 4 of 38
Line: 1
Description: Lam, Enforcement Digital Photo Lab, Pursuant to Section 3, Scope of Work
Category: 65578-56
Unit of Measure: Each
Unit Price: $ Number of Units: 1 Total: $
Page 5 of 38
Request for Proposals (RFP) 127103
Table of Contents
Termsand Conditions ........................................................................................................................................ 7
1. General Conditions ..............................................................................................................................
7
1.1. GENERAL TERMS AND CONDITIONS ............................... - ..............................................
7
2. Special Conditions ............................................................................................................................
25
2.1. PURPOSE .........................................................................................................
..................... 25
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION ............................................................................................
25
2.3. NON -APPROPRIATION OF FUNDS ...................................................................................
25
2.4. CONTRACT EXECUTION ...................................................................................................
25
2.5. PROPOSER'S MINIMUM QUALIFICATIONS - .................................................
............... 25
2.6. FAILURE TO PERFORM .....................................................................................................
26
2.7. INSURANCE REQUIREMENTS ..........................................................................................
26
2.8. CONTRACT ADMINISTRATOR .........................................................................................
27
2.9. USE OF PREMISES .................................................................................................
............ 27
2.10. DAMAGES TO PUBLIC/PRIVATE PROPERTY .............................................................27
2.11. WARRANTY, FITNESS FOR PURPOSE ..........................................................................
27
2.12. COMPLETE PROJECT REQUIRED ................................................ .................................
28
2.13. SPECIFICATION EXCEPTIONS .... ..................................................................................
28
2.14. SAFETY MEASURES .................................................. ...... ..............................
................28
2.15. ADDITIONAL TERMS AND CONDITIONS ....................................................................
28
2.16. PRIMARY CLIENT (FIRST PRIORITY) ...........................................................................
28
2.17. CHANGES/ALTERATIONS ...............................................................................................
29
2.18. METHOD OF PAYMENT ...................................................................................................
29
2.19. COMPENSATION PROPOSAL ........................................ ..................................
.............. 29
2.20. LIFE CYCLE COST .............................................................................................................
29
2.21. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD ...........................29
2.22. ADDITIONAL SERVICES .................................................................................................
30
2.23. RECORDS ....................................................................... ....................................................
30
3. Specifications ......... ....................................................... ....................... ..........................................
31
3.1. SPECIFICATIONS/SCOPE OF WORK ..................................................................................
)I
4. Submission Requirements ......................... ............ ....... ........... ........ — ......... .............................
36
4.1. SUBMISSION REQUIREMENTS........................................................................................
36
5. Evaluation Criteria ..... ......................................................................................................................
38
5.1. EVALUATION CRITERIA ...................................................................................................
33 8
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Request for Proposals (RFP) 127103
Terms and Conditions
1. General Conditions
1.1. GENERAL TERMS AND CONDITIONS
Intent: The General Terns and Conditions described herein apply to the acquisition of
goods/equipment/services with an estimated aggregate cost of 825,000.00 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
terns 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 fon-nal 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.miaini.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 fonnal 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 fonnal 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) 127103
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-govermnental 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, detennine 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 tern 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,
terns 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 tenn 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, lurnp surn or individual -item basis,
or such combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreernent maybe awarded to the Bidder/Proposer by the City Cormmission 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 terns 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 frorn 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) 127103
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.
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 fine
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. COLLUSIOiN—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
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.
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Request for Proposals (RFP) 127103
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. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
E. Uniform Commercial Code (Florida Statutes, Chapter 672).
F. Americans with Disabilities Act of 1990, as amended.
G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
I. City Procurement Ordinance City Code Section 18, Article III.
J. Conflict of Interest, City Code Section 2-611;61.
K. Cone of Silence, City Code Section 18-74,
L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
M. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation.
Implemented to foster the creation of new and pennanent 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 IFB after advertisement and terminates at the time the City
Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be
applicable only to Contracts for the provision of goods and services and public works or improvements for
amounts greater than 5200,000. 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 cornmittee.
The provision does not apply to, among other coma-nunications:
oral communications with the City purchasing staff, provided the cormmunication 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 rileeting, or public presentations made to the Miami City Corrunission 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
communications may be in the form of e-mail, with a copy to the Office of the City Clerk.
In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or
bidder shall render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent,
lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person
having personal knowledge of a violation of these provisions shall report such violation to the State
Attorney and/or may file a complaint with the Ethics Corrunission. Proposers or bidders should reference
Section 18-74 of the City of Miami Code for further clarification.
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Request for Proposals (RFP) 127103
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 home by the
Bi dder(s)/Proposer(s).
1.25. DEBARMENT AND SUSPENSIONS (Sec 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 debannent, 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 debannent 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 terns 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 debannent or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
(6) False certification pursuant to paragraph (c) below.
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which the violation retrains 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.
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Request for Proposals (RFP) 127103
(9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party perforniing 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 terns 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 tenns of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time
limits stated, together with the cost of completing the work, shall be deducted from any monies due or
which may become due on 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 Fonnal 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
non-responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the
response shall be fixed after the award by the Conmzission, 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 tern 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.
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1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in
the Fonnal 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 Teras 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 detemlining the low bidder or most
advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities
at the prices bid/proposed or at lower prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
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
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 film which has failed to perfonn 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.
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C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing
the goods/equipment/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.B. 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 (Sec. 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 rneans 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.
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
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training and employment programs, and other residents of the city
1.39. FLORIDA MINIMUM '"'AGE - 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 I 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 CITY 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
5100,000 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 pernianent; 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, 2008, contractors must pay
its' employees a living wage no less than 511.21 an hour with a health benefit plan and not less than $12.46
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
(5) A conunitinent 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
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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 tennination 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 LAR' 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 performs 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
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.
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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 perform such tests, as the City deems reasonably necessary, to detennine 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
famished 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 famish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of
coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled
"Insurance Requirements". The City shall be listed as an "Additional Insured."
Issuance 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 subinit 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 terns that may be granted to the Bidder/Proposer.
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.
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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 temlination of
contract/agreement, for which the bidder/proposer must bear full liability.
1.52. 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.
1.53. 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.
1.54. NONCONFORMANCE TO CONTRACT CONDITIONS - Items maybe tested for compliance
with specifications under the direction of the Florida Department of Agriculture and Consumer Services or
by other appropriate testing Laboratories as determined by the City. The data derived from any test for
compliance with specifications is public record and open to examination thereto in accordance with
Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and
returned at Bidder'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.
1.55. 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. Furthennore, 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. v
1.56. 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)/proposer(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.
1.57. OCCUPATIONAL LICENSE - Any person, frnn, corporation or joint venture, with a business
location in the City of Miami and is submitting a Response under this Fon-nal 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.
1.58. 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
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response, please refer to the herein condition for "Alternate Responses May Be Considered"
1.59. 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 titres 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.
1.60. PARTIAL INVALIDITY- If any provision of this Contract or the application thereof to any person
or circumstance shall to an), 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
pennitted by law.
1.61. 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.
1.62. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to
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 Bidder/Proposer is submitting its response in
hardcopy fon-nat. Use of any other fon-ns 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.
1.63. 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.
1.64. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's
product becomes unavailable during the tern 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.
1.65. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS
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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.
1.66. 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 terns 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 cornmence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment
is authorized. If a discount is part of 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 cormnencing 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.
1.67. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such
property famished 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.
1.68. 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.
1.69. 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.
1.70. 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 III, 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.
1.71. 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.
1.72. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality
and workmanship. Materials famished to complete the service shall be new and of the highest quality
except as otherwise specified in this Solicitation.
1.73. 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
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cancelled by the City Coimnission, the City Manager.or the Chief Procurement Officer, as may be
applicable, or revised to comply with the law.
1.74. 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 $25,000, 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 perfonnance, 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
party shall not be entitled to such judicial relief without first having followed the procedure set forth in this
section.
1.75. 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 525.000.
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. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two
days after receipt by the proposer of the notice of the City Manager's recommendation for award of
Contract, which will be posted on the City of Miami Purchasing Department website, in the Supplier
Comer, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City
Manager's reconunendation can be found by selecting the details of the solicitation and is listed as
Recommendation of Award Posting Date and Recommendation of Award To fields. If "various" is
indicated in the Recommendation of Award To field, the Bidder/Proposer must contact the buyer for that
solicitation to obtain the suppliers name. It shall be the responsibility of the Bidder/Proposer to check this
section of the website daily after responses are submitted to receive the notice; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's
determination of non responsiveness or non responsibility. The receipt by bidder of such notice 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
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Request for Proposals (RFP) 127103
assigning points in making an award detennination
The written protest shall state with particularity the specific facts and lam, 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 shall form the basis for review
of the written protest and no facts, grounds, documentation or evidence not contained in the protester's
submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the
consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed
or allowed by this section, the day of the act, event or default from which the designated period of time
begins to run shall not be included. The last day of the period so computed shall be included unless it is a
Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is
neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be
excluded in the computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the
approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief
Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting
party and shall submit said decision to the City Commission within 30 days after he/she receives the
protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be
submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by
the city attorney and the City Manager.
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a
protest or the written protest, together with the required Filing Fee as provided in subsection (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.
1.76. 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.
1.77. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell,
assign, transfer or subcontract at any time during the tern 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.
1.78. 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.
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1.79. SILENCE OF SPECIFICATION'S - The apparent silence of these specifications and any
supplemental specification as to any detail or the omission from it of detailed description conceming 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.
1.80. 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
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 US1. US] 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] 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.
1.81. 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.
1.82. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to tenninate
this contract by written notice to the contractor effective the date specified in the notice should any of the
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following apply
A. The contractor is determined by the City to be in breach of any of the terns 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.
1.83. 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.
1.84. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this
solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if
delivery is not made within the time(s) specified on their Response. Deliveries are to be made during
regular City business hours unless otherwise specified in the Special Conditions.
1.85. 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.
1.86.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.
1.87. 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.
1.88. 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 pennission of the City Manager or the City Commission.
1.89. 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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2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for a law enforcement Digital Photo Lab system,
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/CLARIFI CAT] ON
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Department, Attn: Yusbel Gonzalez; fax: (305) 400-5104 or email: ygonzalez@ci.miami.fl.us.
The solicitation title and number shall be referenced on all correspondence. All questions must be received
no later than 5:00 PM EST on Tuesday, March 31, 2009. All responses to questions will be sent to all
prospective bidders/proposers in the form on an addendum. NO QUESTIONS WILL BE RECEIVED
VERBALLY OR AFTER SAID DEADLINE.
2.3. 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).
2.4. 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 tenns as are
in the City's best interests, and will be subject to approval as to legal form by the City Attorney.
2.5. PROPOSER'S MINIMUM QUALIFICATIONS
Proposers shall satisfy each of the following requirements cited below. Failure to do so may result in
the Proposal being deemed non-responsive.
A. Proposals will be considered only from firms that are regularly engaged in the business of providing
goods and/or services as described in this Request for Proposal; that have a record of performance for a
minimum period of three (3) years; and that have sufficient financial support, equipment and organization
to insure that they can satisfactorily provide the goods and/or services if awarded a Contract under the
terns and conditions herein stated.
The terns "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 reserves the right, before awarding the Contract, to require a Proposer(s) to submit such
evidence of his/her qualifications as it may deem necessary and as part of the Evaluation Committee's
process, may consider any evidence available to it of the financial, technical, and other qualifications and
abilities of a Proposer, including previous experiences of same with the City and perfonnance evaluation
for services, in snaking the award in the best interest of the City.
C. Proposer must have successfully installed a minimum of three (3) law enforcement digital photo
lab systems for municipalities similar in size to the City of Miami during the last three (3) years.
D. Proposers shall have no record of pending lawsuits, bankruptcies, or criminal activities and not have any
conflicts of interest as defined by applicable law with the City.
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Request for Proposals (RFP) 127103
E. Neither Proposer nor any member, officer, or stockholder of Proposer (s) 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.
2.6. 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.
2.7. 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
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 clai ns, 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:
(1) Worker's Compensation
A. Limits of Liability - Statutory - State of Florida
(2) Commercial General Liability:
A. Limits of Liability
Bodily Injury and Property Damage Liability - Each Occurrence: S1.000.000
General Aggregate Limit: S2,000,000
Personal and Adv. Injury. Products and Completed Operations and Fire Damage: S1.000.000.
B. Endorsements Required:
City of Miami included as an Additional insured. Employees included as insured. Contractual
Liability.
(3) BusinessAutomobile Liability
A. Limits of Liability
Bodily injury and property damage liability combined single limits. Any Auto, including hired,
borrowed or owned, or non -owned autos used in connection with the work - S 1.000.000
B. Endorsements Required:
City of Miami included as an Additional Insured
(4) Employer's Liability
A. Limits of Liability
S100,000 for bodily injury caused by an accident, each accident
$100,000 for bodily injury caused by a disease, each employee
S500,000 for bodily injury caused by disease, policy limit
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:
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Request for Proposals (RFP) 127103
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 and Special 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.
2.8. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Lazaro R. Fernandez, Forensic Investigations
Supervisor, ,who shall be designated as the Contract Administrator.
2.9. USE OF PREMISES
The contractor shall confine his/her equipment, apparatus, the storage of materials, and the operation of
his/her workmen to the limits indicated by law, ordinances, permits, or direction of the project manager,
and shall not unreasonably encumber the premises with his/her materials. The contractor shall take all
measures necessary to protect his own materials.
2.10. DAMAGES TO PUBLIC/PRIVATE PROPERTY
The contractor shall carry out the work with such care and methods as not to result in damage to public or
private property adjacent to the work. Should any public or private property be damaged or destroyed, the
contractor, at his/her expense, shall repair or make restoration as is practical and acceptable to the City
and/or owners of destroyed or damaged property promptly within a reasonable length of time. (Not to
exceed one month from date damage was done).
2.11. WARRANTY, FITNESS FOR PURPOSE
The vendor warrants the materials supplied and the work performed under this contract conform to
warranty materials provided and work performed for one (1) year from date of completion.
In addition to all other warranties that may be supplied by the bidder, the bidder shall warrant its products
and/or service against faulty labor and/or defective material for a minimum period of one (1) year after the
date of acceptance of the labor, materials and/or equipment by the City. this warranty requirement shall
retrain in force for the full one (1) year period; regardless of whether the bidder is under contract with the
City at the time of any defect. Any payment by the City on behalf of the goods or services received from
the bidder does not constitute a waiver of these warranty provisions.
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Request for Proposals (RFP) 127103
The bidder shall be responsible for promptly correcting any deficiency, at no cost to the City, within five
(5) calendar days after the City notifies the bidder of such deficiency in writing. If the bidder fails to honor
the warranty and/or fails to correct or replace the defective work or items within the period specified, the
City may, at its discretion, notify the bidder, in writing, that the bidder may be debarred as a City bidder
and/or subject to contractual default if the corrections or replacements are not completed to the satisfaction
of the City within ten (10) calendar days of receipt of the notice. If the bidder fails to satisfy the warranty
within the period specified in the notice, the City may (a) place the bidder in defaults of its contract, and/or
(b) procure the products or services from another vendor and charge the bidder for any additional costs that
are incurred by the City for this work or items; either through a credit memorandum or through invoicing.
2.12. COMPLETE PROJECT REQUIRED
The scope of these specifications is to insure the delivery of complete units, ready for operation. Omission
of any essential detail from these specifications does not relieve the supplier from furnishing a complete
working unit to the satisfaction of the City of Miami.
2.13. SPECIFICATION EXCEPTIONS
Specifications are based on the most current literature available. Bidder shall notify the City of Miami
Purchasing Department, in writing, no less than ten (10) days prior to solicitation closing date of any
change in the manufacturers' specifications which conflict with the specifications. For hard copy bid
submittals, bidders must explain any deviation from the specifications in writing as a footnote on the
applicable specification page and enclose a copy of the manufacturer's specifications data detailing the
changed item(s) with his/her submission. For electronic bid submittals, bidders must explain in the Header
Section or by an Attachment and, if applicable, enclose a scanned copy of the manufacturer's specifications
data detailing the changed item(s) with his/her submission. Additionally, bidders must indicate any options
requiring the addition of other options, as well as those which are included as a part of another option.
Failure of bidders to comply with these provisions will result in bidders being held responsible for all costs
required to bring the item(s) in compliance with contract specifications.
2.14. SAFETY MEASURES
Contractor shall take all necessary precautions for the safety of employees, and shall erect and properly
maintain at all times all necessary safeguards for the protection of the employees and the public. Danger
signs warning against hazards created by his/her operation and work in progress must be posted.
All employees of contractor shall be expected to wear safety glasses or goggles, appropriate clothing, and
hearing protection when and wherever applicable. The contractor shall use only equipment that is fully
operational and in safe operating order. Contractor shall be especially careful when servicing property
when pedestrians and/or vehicles are in close proximity - work shall cease until it is safe to proceed.
2.15. ADDITIONAL TERMS AND CONDITIONS
No additional tens 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.
2.16. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s) agree upon award of this contract that the City of Miami shall be its primary client
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Request for Proposals (RFP) 127103
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.
2.17. 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
Full payment will be made upon receipt and acceptance of a complete law enforcement digital photo lab
system, as described in Section 3 of this RPP. 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,
including a percentage of collections. Proposer shall additionally provide a detailed list of all costs to
provide all services as detailed in Section III 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 shall disqualifj, Proposer from consideration.
2.20. LIFE CYCLE COST
Proposer shall include in the proposal the Life Cycle Cost of a law enforcement digital photo lab system
over a five (5) year period. All applicable costs shall be listed and clearly described, and shall include any
anticipated escalation over the period. Costs should include, but not be limited to:
(a) total cost of acquiring
(b) cost of future upgrades
(c) licensing fees
(d) replacement parts and maintenance/service costs
(e) site -preparation costs
(f) training costs
(g) cost of supplies/operating manuals
(h) installation costs
2.21. EVALUATION/SELECTION 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 conununity, 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 evaluation criteria as specified herein.
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Request for Proposals (RFP) 127103
(6) The Evaluation Committee reserves the right, in its sole discretion, to request Proposers to snake oral
presentations before the Committee as part of the evaluation process. The presentation may be scheduled at
the convenience of the Evaluation Corrunittee 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
recommendation, 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 reconunendation to
the City Commission. The City Manager shall make his recorrnnendation to the City Conunission
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 Conunission shall consider the City Manager's and Evaluation Conunittees'
recommendation(s) and, if appropriate and required, approve the City Manager's recomtnendation(s). The
City Commission may also reject any or all response.
(10) If the City Commission 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).
2.22. 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.
2.23. 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.
Original and/or copies of data/image/file records of Crime Scene Investigations are the sole property of
The City of Miami Police Department and said images (original and/or copies) shall be returned to the City
of Miami Police Department upon completion of this project. Copies of Crime Scene Investigation
data/irnage/files shall not be maintained by the selected proposer. Date/Image/File Records of Crime Scene
Investigations shall not to be released to the general public.
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Request for Proposals (RFP) 127103
3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
I) PURPOSE/OBJECTIVE
The City of Miami is seeking to retain the services of a firm specializing in the supply, installation, and
training of a law enforcement Digital Photo Lab System to include crime scene camera equipment to
capture, download, transfer, and archive digital images, as well as the case and evidentiary management of
images, video, audio, and other various digital data, as described in the Scope of Services.
11) EXISTING SYSTEMS
The City of Miami Police Department is currently utilizing the Linear Systems hardware and software
configured system, with a proprietary Digital Information Management System (DIMS) and capabilities to
manage and authenticate digital images. The existing digital photo lab consists of a standalone server, film
scanners, DVD storage, printers, and contains a supply of five (5) years of images in storage, which must
be retrieved and imported into the new Digital Photo Lab System. Currently, the Crime Scene Unit has
twelve (12) Nikon D100 digital Single Lens Reflex (SLR) cameras, which may be kept as backup to the
new equipment.
IIT) SCOPE OF SERVICES:
Selected Proposer shall be required to provide an integrated solution, which includes the law enforcement
Digital Photo Lab software and the equipment listed below in Subsections A through E. However, the City
shall have the option to purchase from the selected proposer the equipment listed in Subsections A through
E. The new law enforcement Digital Photo Lab System will require installation, startup, initial system
check, and configuration with the current City of Miami computer system, internet, and intranet. Any and
all wiring or re -wiring required for the functionality of the system, connection of components, and
equipment shall be done by the selected Proposer.
The law enforcement Digital Photo Lab System will be located where the current system resides in the
Miami Police Headquarters building, located at 400 NW 2 Ave., on the 5th floor, in the Crime Scene
Investigations (CSI) Unit. There is also a designated area in the Miami Police Department server room to
install the new system's servers.
The Digital Photo Lab system shall have the ability to download, store, and manage digital
photo/images/data/records from digital cameras, flatbed scanners, film scanners, video cameras, cell/mobile
telephones, Personal Digital Assistants (PDA), computer hard drives, memory cards and/or other storage
devices. The system shall maintain the original capture device's file infonnation, as well as, authenticate
the images and must not alter; compress, encrypt or change the original file nor rename the file. The file
must be stored on the hard drive or other storage medium with the original file name. The system's software
shall allow the input of case information such as, but not limited to: Miami Police Department case number,
date, location of the incident, crime type, photographer and badge or employee number. The system's
software shall use a Relational Database on the backend to store image data. This Relational Database
should be Microsoft SQL Server 2005 or better. A data dictionary and data architecture schema shall be
made available to the Miami Police Department Information Technology Section Conunander.
The system must also allow the user to view thumbnail images of the photos so that the user can select
folders within the system to import the photos to. After images are downloaded/imported to the systern, the
software shall provide administrative privileges for the photo lab personnel who are responsible for the
storage and archiving of images. The photo lab personnel will have the option to either print, burn to a CD,
or other media and/or transfer images to other secure locations.
The proposed Digital Photo Lab System must have the capability to recover and store files from
the current Liner Systems digital photo lab. The selected proposer is required to provide on-site training of
the new system as well as all startup supplies to include, but not limited to: CD's, DVD's, printer ink,
cables, readers, manuals and/or any associated supplies to assure the operation of the system. There will
be no "gray market" equipment considered, and all supplies or equipment, both hardware and software,
must carry U.S. manufacturer's warranty.
The proposed law enforcement Digital Photo Lab shall also perform the below listed functions:
Authenticate irnage files by assigning Hash Signatures to the original file. Each file must be signed
with a unique digital signature using the Secure Hash Algorithm (SHA) -256 algoritlun. Other hash
algorithms or private digital signatures may not be used. The system must also authenticate, manage
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Request for Proposals (RFP) 127103
and track the complete life -cycle (acquire, process, archive and delete) of digital evidence in all its
forms: digital images, imaged documents, recorded video and sound clips, imaged computer hard
drives, capture mobile phone memory.
Assign each image or data file a globally unique ID number that users can use to reference and
lookup image or data file by the Miami Police Case number.
Provide seamless integration with existing information system security infrastructures, including
Active Directory, Novell eDirectory, and Oracle ID.
Manage, maintain and control multiple user levels for secured access.
Allow for viewing of RAW format files in both full screen and thumbnail views from within the
system without having to export the files out of the system to use an external viewer. The system
must be able to do this with RAW files without converting the RAW files into another format unless
requested by the Police Department.
Provide side-by-side image display for on-screen comparison.
Print calibrated (scaled) images at any specified magnification.
Offer a background removal module that can remove repetitive background patterns from digital
images,
Run on Linux and Windows Servers.
Run on an open source Structured Query Language (SQL) database (for example, PostgreSQL).
Store digital files in their native fonnat and in the file system (for access by other integrated software)
and not in the database. The system cannot have any database -imposed limitations on number of
cases or number of images per case or file sizes of images.
Be based on open standards and cannot include proprietary file formats or data encryption routines
that cannot be verified by open standard, third parry software. Files must not be stored in an
encrypted or proprietary format.
Automatically read and display the metadata from the image file, such as the digital camera's
Exchangeable Image File (EXIF) data which should include and display the camera make and
model. It should also include and display all of the camera settings, such as aperture setting,
metering setting, and the physical date/time stamp that the shutter release button was pushed as well
as the date/time stamp for the instant that the information was downloaded from the imaging sensor
to the compact flash or other storage media.
Provide remote (distributed) access and local photo/record sharing.
Allow to view RAW EXIF data within the application.
Include EXIF data within reports.
Maintain two irrevocable audit trails for a complete chain of custody:
The first audit trail must record and display case or incident level actions such as when a case
or incident is created, when new files are downloaded into a case, and when a case is exported
or archived, etc.
The second audit trail must record and display image or file specific access and actions such as
when a specific image or file is printed, processed, exported or viewed. This audit trail must
also identify both the Media Access Control (MAC) and Internet Protocol (IP) address of the
workstation at which actions that physically affect the file occurred, as well as the users log in
identification. It must also have the ability to record permanent notes of any activity that may
occur associated with those images, i.e. "Copy sent to state attorneys' office" to include date,
time, requestor, and the technician fulfilling request by way of login information.
Manage user rights by controlling the privileges available to users and groups. Specifically must be
able to set general security parameters based on crime type and asset category for custornizable
groups of users. The system must also be able to grant individual users access to specific cases and
assets that they would otherwise not have access to. Additionally must be able to lock down a case or
asset restricting access to only a specific list of users.
Process images or files of all types (photos, audio, video files, word processing documents, PDF, etc)
using third party applications where the original image /file is unmodified and processing is done on
a copy only.
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Request for Proposals (RFP) 127103
Automatically create copies of images or files for viewing and processing of all file types (photos,
audio, video, word documents, pdfs, etc). The copy of the image or files must retain the original file
name along with a designation as a copy that continuously maintains the association to the original
image or file for a complete, detailed chain of custody of each image or file and its' record. Both the
original file and the copy made from that original must be authenticated.
Provide seamless integration with Adobe Photoshop CS or greater for processing (enhancement) of
images by launching Photoshop directly from within the management application. The system must
be able to automatically read and display Adobe Photoshop's enhancement History without manual
copying and pasting of the enhancement History and must be printable in a report.
Provide a direct interface to all major Automated Fingerprint Identification System (AFIS) systems
as well as Integrated Automated Fingerprint Identification System (IAFIS) which will allow the
Department to send a processed image directly to an AFIS tenninal without producing a hard copy of
the image and without losing critical image detail. The image must be sent at the designated AFIS
requirements (image format, ]:I calibration, image resolution, etc). This interface must also allow for
selection from multiple images as part of a single process, must allow for the selection of multiple
areas from a single image, such as an image with sequential lifts or a large paten print, for submission
to AFIS/IAFIS and must also allow for submissions to multiple AFIS profiles — State, Local and
IAFIS.
Search for digital files by a variety of case and image or file level parameters. Searchable fields must
include: crime type, case number, photographer, address; date of crime and importer, etc.
Perform "Keyword" search
Export images or files as part of a web page. The user should be able to select different thumbnails
on the page and view the image or file and information for the thumbnail. The case number,
photographer and any other information warranted by the department should be able to be included
on the page.
Make general, case specific, and image or file specific requests to users. The requests must be
tracked as tasks for the users to complete. Managers must have the ability to view tasks for all users
and to re -assign tasks.
Associate multiple tags, notes, imported word documents, scanned documents or the like with an
image or file and be able to view them all.
Acquire images or files from a camerahnedia card/thumb drive/etc. on a laptop in the field or at a
remote location without immediately transferring them to the server. Provide ability to control when
the images or files are transferred to the server and how much bandwidth is used. This transfer must
be secure and guaranteed. It must not be vulnerable to outside attacks.
Display all image types in an optional web browser (including RAW images) that are viewable in the
desktop application at full resolution.
Use tiling in the optional web browser (ex: Google snaps) to send only the portions of an image that
are visible on-screen over the network.
Allow transfer of images with all pertinent infonnation (i.e. download, camera, photographer, and
case information) from one workstation (i.e. download workstation) to another workstation (i.e.
administrative workstation) and maintain chain of custody / audit trail of images transfered.
The Cite shall have the option to Durchase from the selected Dronoser the eauiDment Iisted
in Subsections A through E:
A. Digital Single -Lens Reflex (SLR) Cameras and Accessories
All digital SLR cameras and accessories proposed must meet or exceed the standards of the Cannon or
Nikon models listed below, Proposers shall provide a quantity of thirty (30) each, unless otherwise
stated, of Camera Package 1 U Camera Package 2.
Complete Camera Package 1:
Nikon D300, 12.3 mega pixels, digital SLR camera body with neck strap.
Nikon Battery, EN-EL3e, Quantity: 60 (two batteries per camera)
Nikon Battery Charger.
Nikon Macro Lens, AF -S DX Nikkor 18-105 MM F/3.5 -5.6G ED VR.
Nikon Flash, SB -800 AF Speedlight.
Lexar Professional with Write acceleration Compact Flash Card Type 1/11 233 Speed, 4 GB or
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Request for Proposals (RFP) 127103
greater, Quantity: 60 (two flash cards per camera)
Nikon MB -D10, Multi Power Battery Pack.
Quantum Instruments, MKZ3 Quantum Battery ]+
Quantum Instruments, MKZ3 Flash Cord.
Pelican 1510 Camera Case, with dividers.
Tiffen Ultra Violet (UV) filter, Nikon 72 mm.
Complete Camera Package 2:
Cannon EOS 50D, 15.1 mega pixels, digital SLR camera with neck strap.
Cannon Battery, BP -51 l A, Quantity: 60 (two batteries per camera).
Cannon Battery Charger.
Cannon Marco Lens, EF24-105m n f/4 L IS USM.
Cannon Flash, Speedlite 580EX II.
Lexar Professional with Write acceleration Compact Flash Card Type I/II 233 Speed, 4 GB or
greater, Quantity: 60 (two flash cards per camera).
Cannon BG-E2N, battery grip.
Quantum Instruments, Cannon Model, Quantum Battery 1+
Quantum Instruments, MB2 Flash Cord.
Pelican 1510 Camera Case, with dividers.
Tiffen Ultra Violet (UV) filter, Cannon 77 mm.
B. Download Workstations
The City's concept is to have five (5) download workstations configured to download digital data from
digital SLR cameras and any available digital medium on the market, such as: SM, xD, Compact Flash
Type I and II, SD/mini/MMC/RS, MS/Pro/Duo. The workstations shall be installed in the CSI Unit so that
all members of the Unit can access and download their digital images onto the Digital Photo Lab server.
These stations must be password protected, allow for multiple user access; and allow users to download
images from other digital SLR cameras or storage devices, which are collected as evidence from crime
scenes, and allow the user to sort downloaded images by Miami Police Department case numbers, crilne
type, photographer, and location.
The workstation proposed must meet or exceed the standards of the below listed brand name equipment:
Dell Optiplex 960 Mini Tower Desktop Computer.
Intel Quad Core 2, 3 GHz Processor.
Windows XP Operating System, with latest service pack.
Symantec Ghost.
Ghost Maintenance.
Microsoft Enterprice Agreement - Full Platform - True -Up Year One Microsoft Office,
McAfee Total Protection Enterprise Advanced Perpetual -,with 1 yr Gold Support.
Network Interface Card (NIC).
19" inch digital high resolution monitor with two (2) USB ports.
ATI Radeon, 256 MB, with PCI Express (PCIe) bus type, video card.
7 in 1 card reader.
6 USB ports.
320GB SATA 7200 RPM HDD 3.5" Hard drive.
4 GB DDR2 Non -ECC SDRAM, 800 MHz, (2 DIMM) Memory.
C. Administration Workstations:
The current business practice for the Police Department is to have all downloaded images from the
download stations proceed to an administrative station for quality control and assurance of images, storage
and filing methods. The new law enforcement Digital Photo Lab System shall allow for this same process
to occur. The selected proposer shall provide three (3) administrative workstations that meet or exceed the
standards of the below listed brand name equipment.
Dell Optiplex 960 Mini Tower Desktop Computer.
Intel Quad Core 2, 3 GHz Processor.
Windows XP Operating System, with latest service pack.
Symantec Ghost.
Ghost Maintenance.
Microsoft Enterprice Agreement - Full Platform - True -Up Year One Microsoft Office.
McAfee Total Protection Enterprise Advanced Perpetual with 1 yr Gold Support.
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Request for Proposals (RFP) 127103
Network Interface Card (NIC).
19" inch digital high resolution monitor with two (2) USB ports.
ATI Radeon, 256 MB, with PC] Express (PCIe) bus type, video card.
7 in 1 card reader.
6 USB ports.
320GB SATA 7200 RPM HDD 3.5" Hard drive.
4 GB DDR2 Non -ECC SDRAM, 800 MHz, (2 DIMM) Memory.
D. Servers
Two (2) servers will be required for the operations and storage of the new law enforcement Digital Photo
Lab media. One server will be used to store and retrieve media while the other server will be used as a
redundant backup of the first server. The servers must be capable of fitting into the existing Dell Server
Racks located in the Miami Police Department (MPD) Server Room. Both servers must also meet or
exceed the standards of the below listed brand name equipment:
Dell Power Edge 29501I1 Server
Processor: three (3) Dual Core Intel Xeon L5240, 6MB Cache, 3.0 GHz, 1333 MHz FSB processors.
Operating System: Windows Server 2003.
Memory*: 16 GB 667MHz (8x2GB), Dual Ranked DIMMs.
Riser Card: Riser with 3 PC.
Chassis Configuration: Rack Chassis with Sliding Rapid / Versa Rails and Cable Management Arm,
Universal.
Power Supply: Energy Smart Redundant Power Supply with Dual Cords.
Hard Drive* Configuration: Integrated SAS/SATA Raid 5, PERC 6/i Integrated. Hard drives must be
swappable.
Network adapter: Intel PRO l 000VT Quad Port 1 GbE NIC, PCIe-4.
CD/DVD Drive: DVD -ROM, SATA, Internal.
Latest version of McAfee Antivirus and Spy -ware Software, Enterprice Edition.
*Selected Proposer shall indicate what storage capacity and memory the servers must have based on the
fact that the CSI Unit currently takes about 12,000 pictures per month (500 rolls x 24 exposures per roll).
The servers shall contain enough storage capacity to store at least five (5) years worth of data.
In addition to the above listed minimum requirements, the second server (i.e. backup server) shall have
Syinantec backup Software to ensure a four (4) hour backup of production.
E. Scanners and Printer
Selected Proposer shall provide all necessary accessories (i.e. cables, ink, software) for the proper
functionality and integration of the below listed equipment with the law enforcement Digital Photo Lab
system (workstations and servers).
The scanners and printer proposed must also meet or exceed the standards of the below listed brand name
equipment. The proposes- shall provide MPD a minimum of quantity two (2) of each item listed below.
(a) Film Scanners: Nikon Super Coolscan 9000 ED
(b) Flatbed Scanners: Epson Perfection V700
(c) Color Printer: Epson Stylus Pro 4880
(d) Printer Stand: C4800 Epson printer stand
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Request for Proposals (RFP) 127103
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
inforniation 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.
ALL RESPONSES SHALL BE SUBMITTED IN HARD COPY FORMAT ONLY TO INCLUDE
ONE (1) ORIGINAL AND FIVE (5) COPIES.
1. Cover Page
The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the
Contract; Primary Office Location; Local Business Address, if applicable; Business Phone 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;
includinc, 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 Summarv:
A signed and dated summary of not more than three (3) pages containing a comprehensive narrative
statement that illustrates its understanding of the requirements of the scope of services stipulated within this
RFP. Executive Summary should also briefly address Overall Qualifications and Experience, Ability and
Capability to Perform Required Services, and Overall Approach and Methodology, as contained in the
submittal. Include the name of the organization, business phone and contact person. Provide a summary of
the work to be performed by Proposer.
4. Overall Qualifications and Experience
a) Describe the Proposer's organizational history and structure; years Proposer has been in business
providing a similar service(s), and indicate whether the City has previously awarded any contracts to the
Proposer.
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 as required in this
RFP, and that can attest to the operation and management, and/or other relevant experience, of Proposer.
This list should include those governmental entities of a similar size and diverse population to the City for
whom services have been performed during the past three (3) years. Include the overall value of the
contract, and include the address, phone number(s) and contact persons within each organization.
References are subject to verification by the City and be utilized as part of the evaluation process.
d) 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.
e) Provide three (3) Letters of Reference on letterhead from similar entities to the City for uJhom similar
services have been performed.
5. Ability and Capabilio, to Perform Required Services
a) Describe the overall size of Proposer; overall number of personnel of Proposer; total number of
technical/support employee(s) company -wide.
b) Provide an organizational chart specifying the personnel assigned to accomplish the work. Provide a
personnel roster that identifies each person who will work on this project, and include the following
information for each individual specified, including naive, title, and relevant experience. This chart shall
illustrate the lines of authority and designate the individual responsible and accountable for the completion
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Request for Proposals (RFP) 127103
of each component and deliverable specified within the RFP. Clearly designate one point of contact for
dealings with the City (Project Manager).
c) Provide detailed background and experience in providing a law enforcement Digital Photo Lab System
for at least three (3) municipalities similar in size to the City of Miami during the last three (3) years.
d) Provide written documentation and proof that proposer has successfully converted the sample images
shown in the "Header /Notes and Attachments" section of this RFP into the law enforcement Digital Photo
Lab System proposed.
e) Copy of the most recently audited Financial Statement of Proposer.
6. Methodology and Overall Approach to Scope of Work
a) Discuss in detail Proposer's Overall Methodology and Approach to the work to be performed as required
under Section 3, Specifications and Scope of Work. The proposer shall address these key areas in response
to this section:
Functionality and capabilities of the hardware and software being proposed.
Methodology and overall approach to convert the images currently stored in the Linear Systems
digital photo lab to the proposed digital photo lab system.
Comprehensive training plan to train all Police Department personnel involved in the use of the
Digital Photo Lab.
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,
cotmnumcations to Proposer of changes which may be required as a result of changes to such things as
locations or scheduling conflicts.
7. Cost Proposal
Proposer shall provide in their proposal a break down of all costs associated with the purchase of the
hardware (listed in Section 3, subsections A to E), software, training, startup materials, delivery, labor,
installation, implementation, and configuration of a law enforcement digital photographic laboratory
system.
Proposer shall also indicate the Life Cycle Cost of a law enforcement Digital Photo Lab over a five (5)
year period, including but not limited to the total cost of acquiring, cost of future upgrades, licensing fees,
replacement parts and maintenance/sen�ice costs, site -preparation costs, training costs, cost of supplies and
operating manuals, and installation costs.
8. 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 trade for "trade secrets."
If the Proposal 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 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) 127103
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: 25
Ability and Capability to Perform Required Services: 15
Methodology and Overall Approach to Scope of Work: 15
Cost Proposal:
25
Ability of Proposer to Convert Sample Images to New System: 20
TOTAL
100
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