HomeMy WebLinkAboutSpecial ConditionsMiami -Dade County Bid No.:7392-3/08-OTR
SECTION 2.0 SPECIAL CONDITIONS
REALTIME CLOSED/OPEN CAPTIONING STENOGRAPHY
2.1 PURPOSE: TO PURCHASE SERVICES
The purpose of this Invitation to Bid is to purchase for Real time Closed and Open
Captioning Stenography Service for Miami Dade Communication Department as
specified herein from a source(s) of supply that will give prompt and efficient service.
2.2 Intentionally Omitted
2.3 Intentionally Omitted
2.4 TERM OF CONTRACT: TWENTY FOUR (24) MONTHS
This contract shall commence on the first calendar day of the month succeeding approval
of the contract by the Board of County Commissioners, or designee, unless otherwise
stipulated in the Notice of Award Letter which is distributed by the County's Department
of Procurement Management, Bids & Contracts Division; and contingent upon the
completion and submittal of all required bid documents. The contract shall remain in
effect for (24) twenty four months and upon completion of the expressed and/or implied
warranty period.
2.5 OPTION TO RENEW (3) THREE YEARS (With Price Adjustment)
The prices for a one (1) year period from effective date shall be consistent with the
provisions outlined in section 2.7 of these special terms and conditions; at which time
Dade County shall have the option to renew for an additional two (2) years on a year to
year basis. At that time Dade County will consider an adjustment to price based on the
Consumer Price Index (CPI), Wage Earners & Clerical Workers in the Miami -Ft
Lauderdale area for Other Goods & Services. It shall be further understood that the
County reserves the right to reject any price adjustments submitted by the bidder and/or
to terminate the contract with the bidder based on such price adjustments. Continuation of
the contract beyond the initial period is a County prerogative; not a right of the bidder.
This prerogative may be exercised only when such continuation is clearly in the best
interest of the County.
In the event that the bidder declines the County's right to exercise the option
period, the County will consider the successful bidder in default and affect its
eligibility for future contracts.
NOTE: SHOULD THE COUNTY EXERCISE THE OPTION TO
RENEW, IT SHALL BE ONLY FOR THOSE ITEMS
ORIGINALLY AWARDED.
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Miami -Dade County Bid No.:7392-3/08-OTR
2.6 METHOD OF AWARD: To Two (2) Lowest Bidders
Award of this contract will be made to two (2) responsive, responsible bidders who bid
on all items and whose bid offer the lowest price for Line Item I on the Bid Proposal. If
bidder fails to bid on all items its bid shall be declared non -responsive. While the award
will be made to multiple Bidders to assure availability, the lowest priced Bidder will be
given the first opportunity to perform under the Terms and Conditions of the Contract.
2.7 PRICES SHALL BE FIXED WITH ADJUSTMENTS ALLOWED:
If the bidder is awarded a contract under this solicitation, the prices proposed by the
bidder shall remain fixed for a period of one year. After that time elapses, the County
will consider annual adjustments based on the Consumer Price Index for wages earners
and clerical work, other good and services. It shall be further understood that the County
reserves the right to reject price adjustments and/or to terminate the contract in response
to such requests. Vendors should be aware that such adjustments may alter the
primary/secondary vendor designations under this contract.
2.8 EXAMINATION OF SITE (RECOMMENDED)
Prior to submitting its proposal it is advisable that the bidder visit the site of the proposed
work and become familiar with any conditions which may in any manner affect the work
to be done or affect the equipment, materials and labor required. The bidder is also
advised to examine carefully the drawings and specifications and to become thoroughly
informed regarding any and all conditions and requirements that may in any manner affect
the work to be performed under the contract. No additional allowances will be made
because of lack of knowledge of these conditions. For site visitation appointment and for
any additional information required regarding the specifications and requirements of this
bid contact Barnett Schwartzman at (305) 375-1620 for appointment.
2.9 Intentionally Omitted
2.10 Intentionally Omitted
2.11 Intentionally Omitted
2.12 Intentionally Omitted
2.13 Intentionally Omitted
2.14 Intentionally Omitted
2.15 METHOD OF PAYMENT: MONTHLY INVOICES
The vendor(s) shall submit monthly invoices by the tenth (loth) calendar day of each
month. These invoices shall be submitted to the County user department(s) that
requested the service through a purchase order. The invoices shall reflect the type of
service provided to the County in the prior month.
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Miami -Dade County Bid No.:7392-3/08-OTR
All invoices shall contain the following basic information:
I, Vendor Information:
• The name of the business organization as specified on the contract between Miami -Dade
County and vendor
Date of invoice
Invoice number
• Vendor's Federal Identification Number on file with Miami -Dade County
II. County Information:
• Miami -Dade County Release Purchase Order or Small Purchase Order Number
III. Pricing Information:
• Unit price of the goods, services or property provided
• Extended total price of the goods, services or property
• Applicable discounts
IV. Goods or Services Provided per Contract:
Description
Quantity
V. Delivery Information:
Delivery terms set forth within the Miami -Dade County Release Purchase Order
Location and date of delivery of goods, services or property
VI. Failure to Comply:
Failure to submit invoices in the prescribed manner will delay payment, contractor may
be considered in default of contract and its contract may be terminated.
2.16 SHIPPING TERMS: F.O.B. DESTINATION
All bidders shall quote prices based on F.O.B. Destination and shall hold title to the
goods until such time as they are delivered to, and accepted by, an authorized County
representative at Miami Dade Communication Department.
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Miami -Dade County Bid No.:7392-3/08-OTR
2.17 DELIVERY SHALL BE IN ACCORDANCE WITH THE STATEMENT OF
WORK
The bidder shall make deliveries of any required document in accordance with the
materials stated in Section 3 of this solicitation. All deliveries shall be made in
accordance with good commercial practice and shall be adhered to by the successful
bidder(s); except in such cases where the delivery will be delayed due to acts of God,
strikes, or other causes beyond the control of the bidder. In these cases, the bidder shall
notify the County of the delays in advance of the delivery date so that a revised delivery
schedule can be negotiated.
Should the bidder(s) to whom the contract(s) is awarded fail to deliver in the number of
days stated above, the County reserves the right to cancel the contract. If the contract is
cancelled, it is hereby understood and agreed that the County has the authority to
purchase the goods elsewhere and to charge the bidder with any re -procurement costs. If
the bidder fails to honor these re -procurement costs, the County may suspend the bidder
from submitting bid proposals on County contracts for a minimum period of six (6)
months.
2.18 Intentionally Omitted
2.19 Intentionally Omitted
2.20 CONTACT PERSONS:
For any additional information regarding the specifications and requirements of this
contract, Contact: Barnett Schwartzman, at (305) 375-1620.
2.21 Intentionally Omitted
2.22 ACCEPTANCE OF SERVICE BY THE COUNTY
The services shall be provided to the County in an excellent manner in accordance with
the performance standards set forth in Section 3 of this solicitation. If a service does not
meet specifications, vendor shall investigate any or all complaints resulting from services
supplied by the vendor, and shall rework and return deliverable within items within three
(3) working days of deficiency at no cost to the County.
2.23 LABOR, MATERIALS, AND EQUIPMENT SHALL BE SUPPLIED BY THE
BIDDER
Unless otherwise provided in Section 3 of this Solicitation entitled "Technical
Specifications", the Bidder shall furnish all labor, material and equipment necessary for
satisfactory contract performance. When not specifically identified in the technical
specifications, such materials and equipment shall be of a suitable type and grade for the
purpose. All material, workmanship, and equipment shall be subject to the inspection
and approval of the County's Project Manager.
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Miami -Dade County Bid No.:7392-3/08-OTR
SECTION 3.0
REALTIME CLOSED/OPEN CAPTIONING STENOGRAPHY
3.1 SCOPE:
The Miami -Dade County Communications Department is upgrading the current
audio/video system in the Board of County Commissioner's [BCC] Chambers to
include real-time "closed", and on occasion, "open" captioning. The captioning
will be available on Miami -Dade Television's closed circuit internal building and
cable TV broadcast feeds. This object will benefit Miami-Dade's hearing
impaired and deaf community, as well as provide the BCC with and immediate text
file of the proceedings.
The County intends to establish a three-year contract for the purpose of obtaining Real-
time "Closed" and "Open" Captioning Stenography for BCC and other meetings from a
source of supply that provides prompt and efficient service with accuracy generally better
than 90%. Miami -Dade Communications will provide the caption encoding machine
(Link PCE-845) and The Contractor shall provide a compatible captioning signal feed.
3.2 DESCRIPTION OF WORK:
1. The contractor shall provide real-time closed captioning of BCC and other
meetings, utilizing Contractor's real-time stenocaptioning hardware and software.
The County will supply the caption encoding hardware (Link PCE-845), a
telephone line for the sound track feed to Contractor's office, and telephone line
for the return feed of generated characters to the captioning machine. Contractor
shall provide a complete test session prior to award of contract. A translation rate
of 90% accuracy, or better, for a normal BCC meeting is required. A Microsoft
Word compatible or ASCII text file of each real-time captioning session will be
provided to the County at the conclusion of each meeting.
2. Meeting Schedule
The Board of County Commissioners generally meets four times each month, on
Tuesdays and Thursdays commencing at 8:00 or 9:00 AM EST, except during the
month of August, when the Commission is in recess, for approximately 44
regularly -scheduled meeting annually. In the past twelve months, the meetings
have averaged 9-10 hours in length. From time to time special Commission and
other meetings will be scheduled. All of the meetings described above generally
involve multiple BCC Committee Meetings as well. Captioning may be required
in support of all such meetings. If captioning is required, the County will provide
48-hours notice of these other meetings or a firm schedule will be provided in
advance.
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Miami -Dade County Bid No.:7392-3/08-OTR
3. Transcripts
The County may require the vendor to provide transcripts of all or some (or none)
or the meetings. The following directions apply.
A. Contractor shall be responsible for maintaining Stenocaptioning report's
notes, clearly marked and boxed in chronological sequence by meeting
dates.
B. The file shall be delivered in electronic form on floppy, "Zip" or CD ROM
disk within three (3) working days of request.
C. Any interested party may request copies of transcripts at his own expense
by contacting the vendor directly.
D. All copies are to be certified as required by Chapter 194 of the Florida
Statutes.
4. Videotape
Miami -Dade TV may utilize vendor to closed caption studio productions and
taped programs. Vendor will be provided 48 hours notice for studio productions.
Vendor will be provided videotape (Beta cam SP or Beta cam SX) to be
captioned. Vendor must deliver to the County the captioned tape within five (5)
working days of receipt.
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Submit Bid To:
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW 1" Street
171h Floor, Suite 202
Miami, Florida 33128-1983
DPMafitigi
ViaininigeMBINNAM
DEPARTMENT OF
PROCUREMENT MANAGEMENT
OPENING: 2:00 P.M.
WEDNESDAY
AUGUST 27, 2003
INVITATION TO BID
SECTION 4.0
BID PROPOSAL FORM
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
MIAMI-DADE COUNTY, FLORIDA
NOTE: Miami -Dade County is exempt from all taxes (Federal, State, Local). Bid price should be Tess all
taxes. Tax Exemption Certificate furnished upon request.
Issued DPM Date Issued: 07/10/03
by:BEMT Bids & Contracts Division
This Bid Proposal Consists of
Pages 7 through 10
Sealed bids subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid
Proposal. Such other contract provisions, specifications, drawings or other data as are attached or
incorporated by reference in the Bid Proposal, will be received at the office of DPM, Bids and Contracts
Division, Vendor Assistance section at the address shown above until the above stated time and date, and
at that time, publicly opened for furnishing the supplies or services described in the accompanying Bid
Proposal Requirement.
REAL-TIME CLOSED/OPEN CAPTIONING STENOGRAPHY FOR MIAMI-
DADE COUNTY COMMUNICATION DEPARTMENT FOR A THREE (3)
YEAR PERIOD
A Bid Deposit in the amount of N/A of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of N/A of the total amount of the bid will be required upon execution
of the contract by the successful bidder and Miami -Dade County
DO NOT WRITE IN THIS SPACE
ACCEPTED
NON -RESPONSIVE
DATE B.C.C.
ITEM NOS. ACCEPTED
HIGHER THAN LOW
UNRESPONSIBLE
NO BID
COMMODITY CODE: 915-09
Barnett Schwartzman (305) 375-1620
FIRM NAME:
RETURN THREE COPIES OF BID PROPOSAL PAGES ONLY
FAILURE TO SIGN PAGE 10 OF SECTION 4.0, BID PROPOSAL FORM, WILL
RENDER YOUR BID NON -RESPONSIVE
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Miami -Dade County Bid No.: 7392-3/08-OTR
BID PROPOSAL FOR:
REAL TIME CLOSED/OPEN CAPTIONING STENOGRAPHY
FIRM NAME:
ITEM QUANTITY DESCRIPTION
UNIT PRICE TOTAL
BASIC WORK ITEM PER ALL SOLICITATION REQUIREMENTS:
1.
Real Time Captioning $ per %A hr
OPTIONAL WERE ITEM PER PARAGRAPH 3.2.3:
1. Transcript $ One original/Price per page
*This price will apply to all transcript requests for the County, or other interested parties for
meeting covers under this contract. The price Bid will be required for reasonableness and
any bid may be rejected if the price Bid for this item is determined to be unreasonable.
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MIAMI-DADE COUNTY BID NO:7392-3/08-OTR
BID PROPOSAL FOR:
REAL TIME CLOSED/OPEN CAPTIONING STENOGRAPHY
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN
CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
Addendum #9, Dated
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
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EVISED 02/26/02
Revised 09R7/02
MIAMI-DADE COUNTY BID NO:7392-3/08-OTR
MIAMI•DADE
BID PROPOSAL FORM
Bid Title: REAL TIME CLOSED/OPEN CAPTIONING STENOGRAPHY
By signing this Bid proposal the Bidder certifies that it satisfies all legal requirements (as an entity) to do business with the
County, including all Conflict of Interest and Code of Ethics provisions in Section 2-11 of the Miami -Dade County Code. Any
County employee or member of his or her immediate family seeking to contract with the County shall seek a conflict of interest
opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid response or application of any type to
contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and any
opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with
the Clerk of the Board a statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or
her immediate family in the proposed contract and the nature of the intended contract at the same time as or before submitting a
Bid, response, or application of any type to contract with the County. Also a copy of the request for a conflict of interest
opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County
Commissioners, must be submitted with the response to the solicitation.
In accordance with Sec. 2- 1 1.1(s) of the County Code as amended, prior to conducting any lobbying regarding this
solicitation. the Bidder must file the appropriate form with the Clerk of the Board stating that ajarticular lobbyist is
authorized to represent the Bidder. Failure to file the appropriate form in relation to each solicitation may be considered as
evidence that the Bidder is not a responsible contractor.
The Bidder confirms that this Bid proposal is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a Bid for the same goods and/or services and in all respects is without collusion, and
that the Bidder will accept any resultant award. Further, the undersigned acknowledges that award of a contract is contingent
upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being considered
for award.
Pursuant to Section 2-8.6, any individual, corporation, partnership, joint venture or other legal entity having an
officer, director, or executive who has been convicted of a felony during the past ten (10) years shall disclose this
information prior to entering into a contract with or receiving funding from the County.
D Place a check mark here to affirm compliance with this disclosure requirement.
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No. Fax No.
Email Address: FEIN No. / - / / / / / /
Prompt Payment Terms: % days net days
(Please see paragraph 1.2 H of General Terms and Conditions)
Signature:
(Signature of authorized agent)
Print Name: Title:
Failure to sign this page shall render your Bid non -responsive.
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Revised 09/27/02