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20-9756 Piggy Back on Lighthouse Point for Voice Over
Sponsored by: City Manager RESOLUTION NO. 20-9756 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO PIGGYBACK REQUEST FOR PROPOSALS (RFP) 2019-02 FROM THE CITY OF LIGHTHOUSE POINT, FLORIDA FOR VOICE OVER IP (VOIP) TELEPHONE SYSTEM SERVICES AND EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH INTERACTIVE SERVICES NETWORK, INC. (D/B/A IPFONE) FOR SAME; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Opa-locka ("City") desires to upgrade its current telephone system as the current phone instruments in use in the City lack vital features that are available on newer phones; WHEREAS, the City currently uses a legacy Voice Over IP telephone system ("VOIP"), Avaya IP500, that depends on Digital PRI's (T1 lines) for service; and WHEREAS, as documented previously on numerous occasions, these Digital PRI's are unreliable since they depend on the copper wiring in the area; and WHEREAS, the City of Lighthouse Point duly issued and executed on Request for Proposals 2019-02 (attached hereto in Exhibit "A") on April 18, 2019 for a five (5) year annual service and maintenance agreement with Interactive Services Network, Inc. (d/b/a IPFone) to provide equipment and services for a "Voice Over IP Phone System" ("New VOIP System") that is a highly available hosted system and is functional but can easily be updated/upgraded to address future needs as well as, among additional requirements, for training of users and administrators on the VOIP System and installation and configuration services for the system equipment; and WHEREAS, the New VOIP System, which will allow the City with flexibility for deployment because it is internet based, also costs less than traditional phone systems to operate and offers more capabilities such as call forwarding, call history, analytics, accounting, live dashboard, and auto attendant in one system; and 1 Resolution No. 20-9756 WHEREAS, several of the traditional phone lines will remain in service for use in life and safety emergency matters as well as other necessary use; and WHEREAS, the City Commission finds that it is the best interest of the City to benefit from usage of an already executed Request for Proposals 2019-02 and professionals services agreement by the City of Lighthouse Point for the provision of equipment and services for a "Voice Over IP Phone System". NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. Adoption of Representations. The above recitals are true and correct and are incorporated into this Resolution by reference. Section 2. Authorization. The City Commission hereby authorizes the City Manager to piggyback the City of Lighthouse Point Request for Proposals 2019-02 for Voice Over IP (VOIP) Telephone System Services and execute a professional services agreement with Interactive Services Network, Inc. (d/b/a IPFONE) for same, as described in the professional services agreement attached hereto as Exhibit "A". Section 3. Scrivener's Errors. Sections of this Resolution may be renumbered or re - lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of public hearing, by filing a corrected copy of same with the City Clerk. Section 5. Effective Date. This Resolution shall take effect immediately upon adoption and is subject to the approval of the Governor or his designee. PASSED and ADOPTED this 13th day of May, 2020. Matthew A. Pigatt, Mayor 2 Resolution No. 20-9756 ATTEST: Joa Flores, City Clerk APPROVED AS TO FORM AND LEGAL 5FFICIENCY: Bua.det(e orris -Weeks, P.A. City Attorney Moved by: Commissioner Bass Seconded by: Vice Mayor Davis VOTE: 5-0 Commissioner Bass YES Commissioner Burke YES Commissioner Kelley YES Vice -Mayor Davis YES Mayor Pigatt YES 3 (-)FC:i. '°ElAtIDEVI C-79r (C ER IC City of Opa-Locks ` `'' ` Agenda Cover Mem V.Z fg -5 111 12' 18 Department Director: Nelson Rodriguez Department Director Signature: Ji r'IF City Manager: John E. Pate CM Signature: I or Commission Meeting Date: 05/13/2020 Item Type: (EnterX in box) Resolution 0 P ' inance Other X Fiscal Impact: (Enter X in box) Not to exceed $Annually Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing:Yes (Enter X in box) No Yes No X X Funding Source: Account# : 85- 519411 (Enter Fund & Dept) Ex: 001-501, Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid#: RFP # Piggyback Contract X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Communication Area: Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) X • • • Image IN Sponsor Name City Manager Department: City Manager Short Title: A Resolution of the City Commission of the City of Opa-locka, Florida, authorizing the City Manager to piggyback RFP 2019-002 from the City of Lighthouse Point, Florida for VOIP (Voice Over IP) telephone services. Staff Summary: The City currently uses a legacy VOIP telephone system (Avaya IP500) that depands on Digital PRI's (T1 lines) for service. As documented on numerous occasions these PRI's are unreliable since they depend on the copper wiring in the area. The current phone instruments in use lack features that are available on newer phones. VoIP costs less than traditional phone systems to operate and offer more capabilities such as call forwarding, call history, analytics, accounting, live dashboard, and auto attendant in one system. Since the system only depands on the internet to operate it provides the City with flexibility for deployment. Several of the traditional phone lines will remain in service for use in such as life safety. Proposed Action: Staff recommends approval to piggyback existing agreement. Attachment: 1. Quote 2. RFP 2019-002 Award Resolution 3. RVP 2019-002 Executed Agreement 4. Current Service Comparisons AGREEMENT VOICE OVER IP PHONE SYSTEM THIS IS AN AGREEMENT, dated the day of , 2020, between CITY OF OPA-LOCKA, a Florida municipal corporation, hereinafter "CITY," and Interactive Services Network, Inc., d/b/a IPFone, a Florida corporation, hereinafter CONTRACTOR." WITNESSETH: WHEREAS, the City of Opa-locka ("CITY") desires to upgrade its current telephone system as the current phone instruments in use in the CITY lack vital features that are available on newer phones; and WHEREAS, the City of Lighthouse Point's Request for Proposals, Project No. RFP No. 2019-02, "Voice Over IP Phone System" included and incorporated herein as Attachment A, was advertised on January 13, 2019, and CONTRACTOR was determined to be the most responsible and responsive Proposer for the Project; and, WHEREAS, the CITY Commission deems it to be in the best interest of the residents and citizens to piggyback the City of Lighthouse Point's RFP 2019-02 for "Voice Over IP Phone System"; and, WHEREAS, CITY and CONTRACTOR have agree to enter into this Agreement for "Voice Over IP Phone System" (hereafter referred to as the "Work"); and, NOW, THEREFORE IN CONSIDERATION of the mutual covenants and undertakings and other good and valuable consideration the receipt and sufficiency of which is hereby acknowledged, the parties do mutually covenant and agree as follows: 1.0 PREAMBLE CONTRACTOR submitted a Response to The City of Lighthouse Point's RFP 2019-02, which is included and incorporated in this Agreement as Attachment B. All Work shall be completed pursuant to the Response. In the event of a conflict among this Agreement, RFP 2019-02, and CONTRACTOR'S Response to RFP 2019-02, the conflict shall be resolved in the following order: 1.1 This Agreement; 1.2 RFP 2019-02; 1.3 CONTRACTOR'S Response to RFP 2019-02 2.0 SCOPE OF WORK 2.1 CONTRACTOR shall furnish all of the materials, tools, supplies, and labor necessary to perform all of the Work. CONTRACTOR represents to CITY with full knowledge that CITY is relying upon these representations when submitting a Response to RFP 2019-02, that CONTRACTOR has the professional expertise, experience, and manpower to perform the Work requested. The CONTRACTOR will bear all costs associated with the Work. 2.2 CONTRACTOR shall provide and install Voice Over IP Phones at CITY facilities as determined by the CITY, as well as other equipment necessary for the operation and functionality of the phones, pursuant to its Response to RFP 2019-02. All phones and equipment shall meet the specifications within the Response to RFP 2019-02. 2.3 All licensing and hardware configuration is included within the Scope of Work. 2.4 The CONTRACTOR will provide on -site training for CITY employees pursuant to its Response to RFP 2019-02. 3.0 CONTRACTOR PERFORMANCE RESPONSIBILITIES 3.1 Consistent with the CONTRACTOR'S Response to RFP 2019-02, CONTRACTOR SHALL: 3.1.1 Install the phones and associated equipment and hardware within sixty (60) days after the issuance of a Notice to Proceed by the CITY. The CITY will issue the Notice to Proceed during the initial phase of the Deployment Strategy within CONTRACTOR'S Response to RFP 2019-02. 3.1.2 Indicate manufacturer's warranties for all proposed equipment. 3.1.3 Provide five (5) years of annual service and maintenance for all equipment and installation as set forth in the CONTRACTOR'S Response to RFP 2019-02, to commence on completion of installation. 3.1.4 Acknowledge that no adjustment in the price to a higher amount shall be allowed should the CONTRACTOR not adequately acquaint itself with the locations and the needs for such locations. 3.1.5 Be responsible for obtaining any and all required building permits. City permit fees will be waived. 3.1.6 CONTRACTOR shall respond to any system outage within four (4) hours. 3.1.7 CONTRACTOR confirms there are no licensing fees for the lifetime of the system. 3.2 The CITY acknowledges its Role, Tasks and Responsibilities as set forth in CONTRACTOR'S Response to RFP 2019-02. 4.0 EFFECTIVE DATE AND CONTRACT PERIOD This Agreement will become effective upon execution by both parties. The initial term of this Agreement expires upon the completion of the sixty (60) monthly payments described in Section 5.0 below and the Response to RFP 2019-02. This Agreement may be renewed on such terms as agreed to by the parties; provided that the length of any renewal shall not exceed five (5) years. 5.0 CONTRACT PRICE Contract prices are identified in CONTRACTOR'S Response to RFP 2019-02 included as Attachment B to this Agreement. Payments shall be made on a monthly basis for sixty (60) months, with the initial payment due upon substantial completion of the site rollout as described in CONTRACTOR'S Response to RFP 2019-02. The total cost and the amount of the monthly payments will be determined by applying the unit prices in CONTRACTOR'S Response to RFP 2019-02 to the actual final installations. The annual cost for services shall not exceed $19,824.00. 6.0 INDEMNIFICATION 6.1 The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the CITY of Lighthouse Point, its officers, employees, and agents from and against any and all lawsuits, penalties, damages, settlements, judgments, decrees, costs, charges, and other expenses or liabilities of every kind in connection with or arising directly out of the work agreed to be performed herein, to the extent caused by the negligence, recklessness, or intentional wrongful misconduct of CONTRACTOR, its employees, servants, agents, and subcontractors. Without limiting the foregoing, any and all such claims, suits, etc., relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged infringement of any patent, trademark, copyright or of any other tangible or intangible personal or property right, or any actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation or decree of any court, is included in the indemnity. CONTRACTOR further agrees to investigate, handle, respond to, provide defense for, and defend any such claims, etc., at his sole expense and agrees to bear all other costs and expenses related thereto, even if the claim(s) is groundless, false, or fraudulent. Pursuant to Section 725.06, Florida Statutes, the indemnification required by this Section is limited to $1,000,000, which the parties agree bears a reasonable commercial relationship to the Agreement. In case of injury to persons, animals, or property, real or personal, by reason of failure, to erect or maintain proper and necessary barricades, safeguards, and signals or by reason of any negligence of any CONTRACTOR, or any of the CONTRACTOR'S agents, servants, or employees during the performance of the work before the estimates have become due under this Agreement, the CITY may, through its officials, withhold such payments as long as it may deem necessary for the indemnity of the CITY as Owner, provided that the failure to pay the same shall not be construed or considered as a waiver of the indemnity as hereinabove set forth. 6.2 The parties recognize that various provisions of this Agreement, including but not necessarily limited to this Section, provide for indemnification by the CONTRACTOR and that Section 725.06, Florida Statutes, requires a specific consideration be given thereof The parties therefore agree that the sum of Ten Dollars and 00/100 ($10.00), receipt of which is hereby acknowledged, is the specific consideration for such indemnities, and the providing of such indemnities is deemed to be part of the specifications with respect to the services to be provided by CONTRACTOR. Furthermore, the parties understand and agree that the covenants and representations relating to this indemnification provision shall survive the term of this Agreement and continue in full force and effect as to the party's responsibility to indemnify. 7.0 INSURANCE 7.1 CONTRACTOR and all SUBCONTRACTORS shall have the proper insurance coverage and documents for this type of project, which will include: 7.1.1 Comprehensive General or Commercial Liability: CONTRACTOR shall provide Comprehensive General or Commercial Liability Insurance, including the City of Lighthouse Point, as an additional insured, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. CONTRACTOR shall provide Two Million Dollar ($2,000,000) annual aggregate Comprehensive General Liability coverage. CITY shall be named as an additional insured. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services Office. 7.1.2 Worker's Compensation: CONTRACTOR shall comply with statutory obligations imposed by Worker's Compensation or Occupational Disease Laws, including, where applicable, the United States Longshoremen's and Harbor Worker's Act, the Federal Employer's Liability Act and the Homes Act. Employer's Liability Insurance shall be provided with a minimum of One Million Dollars ($1,000,000) limit, and One Hundred Thousand Dollars ($100,000) per accident. CONTRACTOR agrees to be responsible for the employment, conduct and control of its employees and for any injury sustained by such employees in the course of their employment. CONTRACTOR shall provide Worker's Compensation and Employer's Liability Insurance for the benefit of CONTRACTOR'S work force in accordance with State Statutes. 7.1.3. Business Automobile Liability: CONTRACTOR shall provide Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. The CITY shall be named as an additional insured in respect to this Agreement. Certificates evidencing the required limits will be provided to the CITY annually on the anniversary date of the Agreement. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the Insurance Services Office. 7.2 Certificates of Insurance: Before commencing performance of the Agreement, the CONTRACTOR shall furnish the CITY of Opa-locka a duplicate policy of Certificate of Insurance for the required insurance as specified above, which shall contain the following: 7.2.1 Name of insurance carrier(s) 7.2.2 Effective and expiration dates of policies 7.2.3 Thirty (30) days written notice by carrier of any cancellation or material change Ma policy. 7.2.4 Duplicate Policy or Certificates of Insurance stating that the interests of the CITY of Opa-locka, Florida, is included as an additional named insured and specifying the nroi ect/location. 7.3 Such insurance shall apply despite any insurance which the CITY of Opa-locka may carry in its own name. 8.0 WARRANTIES CONTRACTOR warrants that its services are to be performed within the limits prescribed by the CITY with the usual thoroughness and competence of industry standards. 9.0 MISCELLANEOUS 9.1 Law Governing: This Agreement shall be governed by and construed in accordance with the Laws of the State ofFlorida. 9.2 Venue for litigation concerning this Agreement shall be in Miami -Dade County, Florida. 9.3 Each party waives its rights to a trial by jury. 9.4 In the event it becomes necessary for either party herein to seek legal means to enforce the terms of the Agreement, the prevailing party shall be entitled to its reasonable attorney fees and court costs and para legal fees at both the trial and appellate levels. 9.5 Severability: If any portions of this Agreement shall be held invalid or unenforceable, such invalidity or unenforceability shall not affect any other provisions hereof, and this Agreement shall be construed and enforced as if such provisions had not been included. 9.6 This Agreement may not be assigned without the prior written approval of the CITY. 9.7 Any use of SUBCONTRACTORS must have prior approval from the CITY. 10.0 PUBLIC RECORDS The Company shall keep and maintain public records required by the Property Owner to perform the Project. Upon request from the Property Owner, Company shall provide the Property Owner with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided by law. The Company shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Company does not transfer the records to the public agency. Upon completion of the Project, transfer, at no cost, to the Property Owner all public records in possession of the contractor or keep and maintain public records required by the Property Owner to perform the service. If the Company transfers all public records to the Property Owner upon completion of the Project, the Company shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Company keeps and maintains public records upon completion of the Project, the Company shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Property Owner, upon request from the Property Owner's custodian of public records, in a format that is compatible with the information technology systems of the Property Owner. IF THE COMPANY HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUES, TO THE COMPANY'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS PROJECT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK City of Opa-locka 780 Fisherman Street Opa-locka, FL 33054 (305)953-2800 ifloresna,Opalockafl.gov 11.0 TERM AND TERMINATION 11.1 The CITY may terminate for cause upon the occurrence of any one or more of the following events: 11.1.1 If CONTRACTOR commences a voluntary case under any chapter of the Bankruptcy Code as now or hereafter in effect, or if CONTRACTOR takes any equivalent or similar action by filing a petition or otherwise under any other federal or state law in effect at such time relating to the bankruptcy or insolvency. 11.1.2 If a petition is filed against CONTRACTOR under any chapter of the Bankruptcy Code as now or hereafter in effect at the time of filing, or if a petition is filed seeking any such equivalent or similar relief against CONTRACTOR under any other federal or state law in effect at the time relating to bankruptcy or insolvency. 11.1.3 If CONTRACTOR makes a general assignment for the benefit of creditors. 11.1.4 If a trustee, receiver, custodian or agent of CONTRACTOR is appointed under applicable law or under contract, whose appointment or authority to take charge of property of CONTRACTOR is for the purpose of enforcing a Lien against such property or for the purpose of general administration of such property for the benefit of CONTRACTOR'S creditors. 11.1.5 If CONTRACTOR admits in writing an inability to pay its debts generally as they become due. 11.1.6 If CONTRACTOR persistently fails to perform the Work in accordance with the Contract Documents (including but not limited to, failure to supply sufficient skilled Workers or suitable materials or equipment or failure to adhere to the progress schedule as same may be revised from time to time). 11.1.7 If CONTRACTOR disregards laws or regulations of any public body having jurisdiction. 11.1.8 If CONTRACTOR otherwise violates in any substantial way any provisions of the Contract Documents. 11.2 In the event the CONTRACTOR fails to comply with the provisions of Section 11.1 of this Agreement or any material part of its Response to RFP 2019-02, the CITY may declare the CONTRACTOR in default and notify them in writing, giving a reasonable time to cure the default, but in no event shall this time period exceed thirty (30) calendar days unless otherwise agreed to by the parties. In such event, the Agreement or shall only be compensated for any services completed as of the date written notice of default is served. 11.3 It is expressly understood and agreed that the CITY may terminate this Agreement, in total or in part for convenience, without cause or penalty, with sixty (60) calendar days' notice. In that event, the CITY'S sole obligation to the CONTRACTOR shall be payment for services for work previously authorized and performed, Such payment shall be determined on the basis of the hours of Work performed by the CONTRACTOR up to the time of termination, including materials. Upon such termination, the CITY may, without penalty or other obligation to the CONTRACTOR, elect to employ other persons to perform the same or similar services. 11.4 If CITY fails to make payment thereon for a period of thirty (30) calendar days, CONTRACTOR may, upon seven (7) additional days written notice to CITY, terminate the Agreement. 12.0 NOTICES Whenever either party desires to give notice unto the other, it must be given by written notice, sent by certified mail, addressed to the party for whom it is intended at the place last specified or by facsimile transfer with confirmation thereof The place for giving of notice shall remain such until it shall have been changed by written notice in compliance with the provisions of this paragraph. For the present, the parties designate the following as the respective place for giving of notice, to -wit: For CITY: With copy to: For CONTRACTOR: City of Opa-locka Attention: John E. Pate, City Manager Office of the City Manager 780 Fisherman Street Opa-locka, FL 33054 E-Mail: jpate@opalockafl.gov 786) 338-6598 Burnadette Norris Weeks, Esq. Burnadette Norris -Weeks P.A. 401 NW 7th Avenue Fort Lauderdale, Florida 33311 Fax: 954-768-9770 E-Mail: bnorris@apnwplaw.com Damian Chmielewski IPFone 1035 N.E. 125th Street, Suite 200 Miami, FL 33161 13.0 NONDISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYMENT 13.1 During the performance of this Agreement, CONTRACTOR shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. 13.2 CONTRACTOR shall comply with all applicable local, state and federal labor and safety laws and regulations. 14.0 SCRUTINIZED COMPANIES In accordance with Section 287.135, Florida Statutes, as amended, a company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services if: Any amount of, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; or One million dollars or more, if at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company: 1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to Section 215.73, Florida Statutes; or 2. Is engaged in business operations in Syria. By submitting a bid, proposal or response, the CONTRACTORS, principals or owners certify that they are not listed on the Scrutinized Companies that Boycott Israel List, Scrutinized Companies with Activities in Sudan List, Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or is engaged in business operations in Syria. In the event CONTRACTOR is placed on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel, the CITY has the right to terminate this Agreement. ACCEPTANCE OF AGREEMENT Execution of this Agreement by both parties signifies agreement with all the terms and conditions. In witness of the foregoing, the parties have set their hands and seals the day and year first written above. BY: CITY OF OPA-LOCKA, FLORIDA Matthew A. Pigatt, Mayor APPROVED AS TO FORM AND ATTEST: LEGAL SUFFICIENCY: Joanna Flores, City Clerk Burnadette Norris -Weeks, P.A. City Attorney CONTRACTOR WITNESS: Signature of Corporate Representative Signature of Witness Printed Name of Corporate Representative (Corporate Seal) STATE OF FLORIDA COUNTY OF Printed Name of Witness The foregoing instrument was acknowledge before me this IPFone. day of , 2020 by in their capacity as of Interactive Services, Inc., d/b/a Personally known Produced identification Type of identification produced NOTARY PUBLIC or DEPUTY CLERK AGREEMENT VOICE OVER IP PHONE SYSTEM THIS IS AN AGREEMENT, dated the 23 (day of April, 2019, between: CITY OF LIGHTHOUSE POINT, a Florida municipal corporation, hereinafter "CITY," and Interactive Services Network, Inc., d/b/a IPFone, a Florida corporation, hereinafter "CONTRACTOR." WITNESSETH: WHEREAS, Request for Proposals, Project No. RFP No. 2019-02, "Voice Over IP Phone System" included and incorporated herein as Attachment A, was advertised on January 13, 2019, and advised that sealed proposals would be received at the City Clerk's Office until February 14, 2019, at 2:00 p.m.; and, WHEREAS, the sealed proposals that were received were opened and read aloud in the CITY Clerk's Office, at 2200 N.E. 381 Street, Lighthouse Point, Florida; and, WHEREAS, CONTRACTOR has been determined to be the responsible and responsive Proposer for the Project; and, WHEREAS, the CITY Commission deems it to be in the best interest of the residents and citizens to accept the Response to the City's RFP 2019-02 from CONTRACTOR for "Voice Over IP Phone System"; and, WHEREAS, CITY has determined that entering into this Agreement with CONTRACTOR for the Work contemplated by this Agreement is in the best interests of the health, safety, and welfare of the citizens and residents of the CITY; and, WHEREAS, CITY and CONTRACTOR have determined that it is in the best interests of the parties hereto to enter into this Agreement for `Voice Over IP Phone System" (hereafter referred to as the "Work"); and, NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and undertakings and other good and valuable consideration the receipt and sufficiency of which is hereby acknowledged, the parties do mutually covenant and agree as follows: 1.0 PREAMBLE CONTRACTOR submitted a Response to RFP 2019-02, which is included and incorporated in this Agreement as Attachment B. All Work shall be completed pursuant to the Response. In the event of a conflict among this Agreement, RFP 2019-02, and CONTRACTOR'S Response to RFP 2019-02, the conflict shall be resolved in the following order: 1.1 This Agreement; 1.2 RFP 2019-02; (00297529.1 1547-9902061) 1.3 CONTRACTOR'S Response to RFP 2019-02 2.0 SCOPE OF WORK 2.1 CONTRACTOR shall furnish all of the materials, tools, supplies, and labor necessary to perform all of the Work. CONTRACTOR represents to CITY with full knowledge that CITY is relying upon these representations when submitting a Response to RFP 2019-02, that CONTRACTOR has the professional expertise, experience, and manpower to perform the Work requested. The CONTRACTOR will bear all costs associated with the Work. 2.2 CONTRACTOR shall provide and install Voice Over IP Phones at City facilities as determined by the CTTY, as well as other equipment necessary for the operation and functionality of the phones, pursuant to its Response to RFP 2019-02. All phones and equipment shall meet the specifications within the Response to RFP 2019-02. 2.3 All licensing and hardware configuration is included within the Scope of Work. 2.3 The CONTRACTOR will provide on -site training for CITY employees pursuant to its Response to RFP 2019-02. 3.0 CONTRACTOR PERFORMANCE RESPONSIBILITIES 3.1 Consistent with the CONTRACTOR'S Response to RFP 2019-02, CONTRACTOR SHALL: 3.1.1 Install the phones and associated equipment and hardware within sixty (60) days after the issuance of a Notice to Proceed by the CITY. The CITY will issue the Notice to Proceed during the initial phase of the Deployment Strategy within CONTRACTOR'S Response to RFP 2019-02. 3.1.2 Indicate manufacturer's warranties for all proposed equipment. 3.1.3 Provide five (5) years of annual service and maintenance for all equipment and installation as set forth in the CONTRACTOR'S Response to RFP 2019-02, to commence on completion of installation. 3.1.4 Acknowledge that no adjustment in the price to a higher amount shall be allowed should the CONTRACTOR not adequately acquaint itself with the locations and the needs for such locations. 3.1.5 Be responsible for obtaining any and all required building permits. City permit fees will be waived. 3.1.6 CONTRACTOR shall respond to any system outage within four (4) hours. 3.1.7 CONTRACTOR confirms there are no licensing fees for the lifetime of the system. 3.2 The CITY acknowledges its Role, Tasks and Responsibilities as set forth in CONTRACTOR'S Response to RFP 2019-02. 4.0 EFFECTIVE DATE AND CONTRACT PERIOD This Agreement will become effective upon execution by both parties. The initial term of this Agreement (00297529.1 1547-9902061E expires upon the completion of the sixty (60) monthly payments described in Section 5.0 below and the Response to RFP 2019-02. This Agreement may be renewed on such terms as agreed to by the parties; provided that the length of any renewal shall not exceed five (5) years. 5.0 CONTRACT PRICE Contract prices are identified in CONTRACTOR'S Response to RIP 2019-02 included as Attachment B to this Agreement. Payments shall be made on a monthly basis for sixty (60) months, with the initial payment due upon substantial completion of the site rollout as described in CONTRACTOR'S Response to RIP 2019-02. The total cost and the amount of the monthly payments will be determined by applying the unit prices in CONTRACTOR'S Response to RFP 2019-02 to the actual final installations. 6.0 INDEMNIFICATION 6.1 The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the CITY of Lighthouse Point, its officers, employees, and agents from and against any and all lawsuits, penalties, damages, settlements, judgments, decrees, costs, charges, and other expenses or liabilities of every kind in connection with or arising directly out of the work agreed to be performed herein, to the extent caused by the negligence, recklessness, or intentional wrongful misconduct of CONTRACTOR, its employees, servants, agents, and subcontractors. Without limiting the foregoing, any and all such claims, suits, etc., relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged infringement of any patent, trademark, copyright or of any other tangible or intangible personal or property right, or any actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation or decree of any court, is included in the indemnity. CONTRACTOR further agrees to investigate, handle, respond to, provide defense for, and defend any such claims, etc., at his sole expense and agrees to bear all other costs and expenses related thereto, even if the claim(s) is groundless, false, or fraudulent. Pursuant to Section 725.06, Florida Statutes, the indemnification required by this Section is limited to $1,000,000, which the parties agree beam a reasonable commercial relationship to the Agreement. In case of injury to persons, animals, or property, real or personal, by reason of failuro to erect or maintain proper and necessary barricades, safeguards, and signals or by reason of any negligence of any CONTRACTOR, or any of the CONTRACTOR'S agents, servants, or employees during the performance of the work before the estimates have become due under this Agreement, the CITY may, through its officials, withhold such payments as long as it may deem necessary for the indemnity of the CITY as Owner, provided that the failure to pay the same shall not be construed or considered as a waiver of the indemnity as hereinabove set forth. 6.2 The parties recognize that various provisions of this Agreement, including but not necessarily limited to this Section, provide for indemnification by the CONTRACTOR and that Section 725.06, Florida Statutes, requires a specific consideration be given thereof. The parties therefore agree that the sum of Ten Dollars and 00/100 ($10.00), receipt of which is hereby acknowledged, is the specific consideration for such indemnities, and the providing of such indemnities is deemed to be part of the specifications with respect to the services to be provided by CONTRACTOR. Furthermore, the parties understand and agree that the covenants and representations relating to this indemnification provision shall survive the term of this Agreement and continue in full force and effect as to the parry's responsibility to indemnify. 7.0 INSURANCE 7.1 CONTRACTOR and all SUBCONTRACTORS shall have the proper insurance coverage and documents for this type of project, which will include: 7.1.1 Comprehensive General or Commercial Liability: CONTRACTOR shall provide (00297529.1 1547-9902061j Comprehensive General or Commercial Liability Insurance, including the City of Lighthouse Point, as an additional insured, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. CONTRACTOR shall provide Two Million Dollar ($2,000,000) annual aggregate Comprehensive General Liability coverage. CITY shall be named as an additional insured. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services Office. 7.1.2 Worker's Compensation: CONTRACTOR shall comply with statutory obligations imposed by Worker's Compensation or Occupational Disease Laws, including, where applicable, the United States Longshoremen's and Harbor Worker's Act, the Federal Employer's Liability Act and the Homes Act. Employer's Liability Insurance shall be provided with a minimum of One Million Dollars ($1,000,000) limit, and One Hundred Thousand Dollars ($100,000) per accident. CONTRACTOR agrees to be responsible for the employment, conduct and control of its employees and for any injury sustained by such employees in the course of their employment. CONTRACTOR shall provide Worker's Compensation and Employer's Liability Insurance for the benefit of CONTRACTOR'S work force in accordance with State Statutes. 7.1.3. Business Automobile Liability: CONTRACTOR shall provide Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. The CITY shall be named as an additional insured in respect to this Agreement. Certificates evidencing the required limits will be provided to the CITY amorally on the anniversary date of the Agreement. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the Insurance Services Office. 7.2 Certificates of Insurance: Before commencing performance of the Agreement, the CONTRACTOR shall furnish the CITY of Lighthouse Point a duplicate policy of Certificate of Insurance for the required insurance as specified above, which shall contain the following: 7.2.1 Name of insurance carrier(s) 7.2.2 Effective and expiration dates of policies 7.2.3 Thirty (30) days written notice by carrier of any cancellation or material change in a policy. 7.2.4 Duplicate Policy or Certificates of Insurance stating that the interests of the CITY of Lighthouse Point, Florida, is included as an additional named insured. and specifying the project/location. 7.3 Such insurance shall apply despite any insurance which the CITY of Lighthouse Point may carry in its own name. 8.0 WARRANTIES CONTRACTOR warrants that its services are to be performed within the limits prescribed by the CITY with the usual thoroughness and competence of industry standards. 9.0 MISCELLANEOUS (00297529.1 1547-9902061} 9.1 Law Governing: This Agreement shall be governed by and construed in accordance with the Laws of the State of Florida. 9.2 Venue for litigation concerning this Agreement shall be in Broward County, Florida. 9.3 Each party waives its rights to a trial by jury. 9.4 In the event it becomes necessary for either party herein to seek legal means to enforce the terms of the Agreement, the prevailing party shall be entitled to its reasonable attorney fees and court costs and para legal fees at both the trial and appellate levels. 9.5 Severability: If any portions of this Agreement shall be held invalid or unenforceable, such invalidity or unenforceability shall not affect any other provisions hereof, and this Agreement shall be construed and enforced as if such provisions had not been included. 9.6 This Agreement may not be assigned without the prior written approval of the CITY. 9.7 Any use of SUBCONTRACTORS must have prior approval from the CITY. 10.0 PUBLIC RECORDS The Company shall keep and maintain public records required by the Property Owner to perform the Project. Upon request from the Property Owner, Company shall provide the Property Owner with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided by law. The Company shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Company does not transfer the records to the public agency. Upon completion of the Project, transfer, at no cost, to the Property Owner all public records in possession of the contractor or keep and maintain public records required by the Property Owner to perform the service. If the Company transfers all public records to the Property Owner upon completion of the Project, the Company shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Company keeps and maintains public records upon completion of the Project, the Company shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Property Owner, upon request from the Property Owner's custodian of public records, in a format that is compatible with the information technology systems of the Property Owner. IF THE COMPANY HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUES, TO THE COMPANY'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS PROJECT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK City of Lighthouse Point 2200 N.E. 38th Street Lighthouse Point, FL 33064 (954) 943-6500 joh(fiiahthousepoint.com 11.0 TERM AND TERMINATION (00297529.1 154749020611 11.1 The CITY may terminate for cause upon the occurrence of any one or more of the following events: 11.1.1 If CONTRACTOR commences a voluntary case under any chapter of the Bankruptcy Code as now or hereafter in effect, or if CONTRACTOR takes any equivalent or similar action by filing a petition or otherwise under any other federal or state law in effect at such time relating to the bankruptcy or insolvency. 11.1.2 If a petition is filed against CONTRACTOR under any chapter of the Bankruptcy Code as now or hereafter in effect at the time of filing, or if a petition is filed seeking any such equivalent or similar relief against CONTRACTOR under any other federal or state law in effect at the time relating to bankruptcy or insolvency. 11.1.3 If CONTRACTOR makes a general assignment for the benefit of creditors. 11.1.4 If a trustee, receiver, custodian or agent of CONTRACTOR is appointed under applicable law or under contract, whose appointment or authority to take charge of property of CONTRACTOR is for the purpose of enforcing a Lien against such property or for the purpose of general administration of such property for the benefit of CONTRACTOR'S creditors. 11.1.5 If CONTRACTOR admits in writing an inability to pay its debts generally as they become due. 11.1.6 If CONTRACTOR persistently fails to perform the Work in accordance with the Contract Documents (including but not limited to, failure to supply sufficient skilled Workers or suitable materials or equipment or failure to adhere to the progress schedule as same may be revised from time to time). 11.1.7 If CONTRACTOR disregards laws or regulations of any public body having jurisdiction. 11.1.8 If CONTRACTOR otherwise violates in any substantial way any provisions of the Contract Documents. 11.2 In the event the CONTRACTOR fails to comply with the provisions of Section 11.1 of this Agreement or any material part of its Response to RFP 2019-02, the CITY may declare the CONTRACTOR in default and notify them in writing, giving a reasonable time to cure the default, but in no event shall this time period exceed thirty (30) calendar days unless otherwise agreed to by the parties. In such event, the Agreement or shall only be compensated for any services completed as of the date written notice of default is served. 11.3 It is expressly understood and agreed that the CITY may terminate this Agreement, in total or in part for convenience, without cause or penalty, with sixty (60) calendar days' notice. In that event, the CITY'S sole obligation to. the CONTRACTOR shall be payment for services for work previously authorized and performed. Such payment shall be determined on the basis of the hours of Work performed by the CONTRACTOR up to the time of termination, including materials. Uponsuch termination, the CITY may, without penalty or other obligation to the CONTRACTOR, elect to employ other persons to perform the same or similar services. 11.3 If CITY fails to make payment thereon for a period of thirty (30) calendar days, CONTRACTOR may, upon seven (7) additional days written notice to CITY, terminate the Agreement. {00297529.1 1547-9902061) 12.0 NOTICES Whenever either party desires to give notice unto the other, it must be given by written notice, sent by certified mail, addressed to the party for whom it is intended at the place last specified or by facsimile transfer with confirmation thereof. The place for giving of notice shall remain such until it shall have been changed by written notice in compliance with the provisions of this paragraph. For the present, the parties designate the following as the respective place for giving of notice, to -wit For CITY: With copy to: For CONTRACTOR: City of Lighthouse Point Attention: John D. Lavisky, City Administrator 2200 NE 38th Street I .ighthouse Point, Florida 33064 Telephone: (954) 943-6500 / Fax: (954) 784-3446 Michael D. Cirullo, Jr., City Attorney do Goren, Cherof Doody & Errol, P.A. 3099 Fast Commercial Boulevard, Suite 200 Fort Lauderdale, Florida 33308 Telephone: (954) 771-4500 / Fax: 954-771-4923 ,.. in ion t3 irni e "euz F-4 n •(ru 13.0 NONDISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYMENT 13.1 During the performance of this Agreement, CONTRACTOR shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. 13.2 CONTRACTOR shall comply with all applicable local, state and federal labor and safety laws and regulations. 14.0 SCRUTINIZED COMPANIES In accordance with Section 287.135, Florida Statutes, as amended, a company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services if: Any amount of, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; or One million dollars or more, if at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company: 1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to Section 215.73, Florida Statutes; or 2. Is engaged in business operations in Syria. (00297529.1 1547-9902061) By submitting a bid, proposal or response, the CONTRACTORS, principals or owners certify that they are not listed on the Scrutinized Companies that Boycott Israel List, Scrutinized Companies with Activities in Sudan List, Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or is engaged in business operations in Syria. In the event CONTRACTOR is placed on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel, the CITY has the right to terminate this Agreement. ACCEPTANCE OF AGREEMENT Execution of this Agreement by both parties signifies agreement with all the terms and conditions. In witness of the foregoing, the parties have set their hands and seals the day and year first written above. z Signature o Wnitss Printed Name of Witnes J STATE OF FLO • ! A COUNTY OF i AAccle BY: CITY OF LIGHTHOUSE POINT, FLORIDA ‘,7,0 Glenn Troast, Mayor Michael D, Cirullo, Jr., Cityomey1;, s 'O. CONTRACTOR SignatuoCorporate President Prigted Name of Corporate President (Corporate Seal) The foregoing instrument was acknoy1 td edged befpre me this �day of (42019, by //Jjjj 1,,n)e N dw, +elguAk.:in their capacity as pre,5 / a "-11- of Interactive Services Nfetwork, Inc., d/b/a IPFone. NOTARY+ Y ,H EVANGELINA BENITEZ V Personally Known OR ���s NotaryPublic - State of Florida {00297529.I 1547.9902060 p0, 2019 0 ` �,'` BondeMy dExpires R National Notary /��' ��uf,u• rough Produced Identification Type of Identification Produced (00297529.1 1547-9902063) ATTACHMENT A: RFP 2019-02 {00297529.1 15474902061) CITY OF LIGHTHOUSE POINT REQUEST FOR PROPOSAL Sealed bids will be received until Thursday, February 14, 2019, at 2:00 p.m. local time, in the Office of the City Clerk, located in the Lighthouse Point City Hall, 2200 N.E. 38th Street, Lighthouse Point, Florida 33064. Bids will be publicly opened and read aloud immediately thereafter in the Office of the City Clerk: "Voice Over IP Phone System" RFP 2019-002 City seeks a highly available hosted system that is functional in terms of our current needs for all departments, but that can easily and inexpensively be updated/upgraded to address future needs. Selected proposer(s) shall provide equipment and services to include: • Hosted VoIP system. • Business telephone system hardware, software and voicemail equipment. • Installation and configuration services for this equipment. • Training of users and administrators. • Maintenance of equipment and software. • Ensuring there are no other ancillary costs other than those specified in the proposal. • All equipment, software, licensing and maintenance pricing must be clearly staled. • All pricing must include both a five (5) and seven (7) year analysis of the Total Cost of Ownership. • Functionality of standard equipment and features to meet our specific needs. • Ability to save communications costs by using Internet Technologies. • System capable of filtering hacking or TDoS attacks and prevention of unauthorized access. Bidding blanks, filing instructions, and specifications may be obtained in the Office of the City Clerk. Bids will not be accepted from anyone who obtains the bid documents from any other party. This bid is advertised on www.demandstar.com, and the Sun Sentinel newspaper It will be the sole responsibility of the bidder to clearly mark bid as such, and ensure that the bid reaches the City prior to the bid opening date and time listed. One (1) original and five (5) copies must be submitted in sealed packaging and clearly marked "Voice Over IP Phone System, RFP 2019-002" on all packaging, including any outer shipping package or envelope. Any uncertainty regarding the time a bid is received will be resolved against the bidder. Pursuant to Florida law, all responses to this Request for Proposal are exempt public records until thirty (30) days after opening, or award of proposal, whichever is sooner. In the event presentations are necessary, all responders will be required to exit the room during the presentations of the other responders as portions of selection committee meetings at which presentations are made are exempt from Florida's public meeting laws. The City of Lighthouse Point reserves the right to reject any and all proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any proposal as they deem to be in the best interest of the citizens of the City, or City may reject proposals and re -advertise. Contact the City Clerk, Jennifer Oh, at 954-943-6500 with any questions concerning this Request for Proposal. Jennifer Oh, City Clerk Advertised: Sunday, January 13, 2019 1 of 13 SECTION 1: INSTRUCTIONS TO PROPOSERS The following instructions are given for the purpose of guiding Proposers in properly preparing their proposal or proposals. These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions. 1. QUALIFICATIONS OF PROPOSERS: No Proposal will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Lighthouse Point, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Commission of Lighthouse Point. 2. PERSONAL INVESTIGATION: Proposers shall satisfy themselves by personal investigation and by such other means as they may think necessary or desirable, as to the conditions affecting the proposed request and the cost. No information derived from City staff or their assistants shall relieve the Selected Proposer from any risk or from fulfilling all terms of the request. 3. INCONSISTENCIES: Any seeming inconsistency between different provisions of specifications, proposal, or any point requiring explanation must be inquired into by the Proposer, in writing, at least ten (10) days prior to the time set for opening Proposals. After Proposals are opened, the Proposers shall abide by the decision of the City Administrator or designee as to such interpretation. 4. ADDENDA AND INTERPRETATIONS: No interpretations of the meaning of the specifications or other contract documents will be made orally to any Proposer. Proposers must request from the City Clerk or City designee such interpretation in writing. To be considered, such request must be received at least ten (10) days prior to the date fixed for the opening of proposals. Any and all interpretations and any supplemental instructions will be in the form of a written addenda which, if issued, will be sent to all prospective Proposers (at the address furnished for such purpose) not later than five (5) days prior to the date fixed for the opening of proposals. Failure of any Proposer to receive any such addenda or interpretation shall not relieve any Proposer from any obligation under his proposal as submitted. All addenda so issued shall become a part of the contract document. Proposer shall verify that he has all addenda before submitting his proposal. 5. 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 proposal to provide any goods or services to a public entity, may not submit a proposal with a public entity for the construction or repair of a public building or public work, may not submit proposals 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 for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. 6. DISCRIMINATORY VENDOR LIST: An entity or affiliate who has been placed on the Florida Department of Management Services' Discriminatory Vendor List may not submit a bit. 7. LEGAL CONDITIONS: Proposers are notified to familiarize themselves with the provisions of the laws and regulations of the State of Florida, applicable ordinances of Broward County, and with the provisions in the Charter and the ordinances of the City of Lighthouse Point. Any omissions or inconsistencies herein shall not relieve Proposer of any obligations to comply with such applicable laws, at Proposer expenses. 8. FORMS OF PROPOSALS: Sealed proposals will be received until Thursday, February 14, 2019, at 2:00 p.m. local time, in the Office of the City Clerk, located in the Lighthouse Point City Hall, 2200 N.E. 38th Street, Lighthouse Point, Florida 33064. Proposals will be publicly opened and read aloud immediately thereafter in the Office of the City Clerk. Each Proposal and its accompanying statements must be made on the blanks provided. The forms must be submitted in good order and with all the blanks filled in. One (1) original and five (5) copies must be enclosed in a sealed envelope when submitted to the Office of the City Clerk, 2200 N.E. 38th Street, Lighthouse Point, Florida 33064, and all outer packaging must show the name of the Proposer and be clearly marked "Voice Over IP Phone System, REP 2019-002". The Proposal must be signed by one duly authorized to do so, and in case signed by a deputy or subordinate, the principal's properly written authority to such deputy or subordinate must accompany the Proposal. No Proposal will be 2 of 13 accepted, for any reason whatsoever, which is not submitted to the Office of the City Clerk as stated above, within the specified time. Any dispute about the timeline of submission shall be resolved against the Proposer. 9. BID BOND: None required. 10. FILLING IN PROPOSALS: AlI prices must be written in the Proposal. Proposer shall distinctly state the Proposal is, in all respects, fair and without collusion or fraud. 11. PROPOSALS FIRM FOR ACCEPTANCE: Proposer warrants, by virtue of bidding, that the Proposal and the prices quoted in the Proposal will be firm for acceptance by the City of Lighthouse Point for a period of ninety (90) days from the date of proposal opening. 12. WITHDRAWALS: Any Proposer may, without prejudice to himself, withdraw their proposal at any time prior to the expiration of the time during which proposals may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the proposal. 13. CAUSES FOR REJECTION: No Proposal will be canvassed, considered, or accepted which, in the opinion of the City Administration, is informal or unbalanced, or contains inadequate or unreasonable prices for any items; each item must carry its own proportion of the cost as nearly as is practicable. Any alteration, erasure, interlineations, or failure to specify proposals for all items called for in the schedule shall render the Proposal informal. 14. REJECTION OF PROPOSALS: The City reserves the right to reject any Proposal if the evidence submitted by the Proposer, or if the investigation of such Proposer, fails to satisfy the City that such Proposer is properly qualified to carry out the obligations. Any or all Proposals will be rejected, if there is reason to believe that collusion exists among Proposers. A Proposal will be considered irregular and may be rejected, if it shows serious omissions, alterations in form, additions not called for, conditions or unauthorized alternates, or irregularities of any kind. The City of Lighthouse Point reserves the right to reject any and all Proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any Proposal, and to waive such technical errors as may be deemed to be in the best interest of the City, or the City may reject Proposals and re -advertise. 15. AWARD OF PROPOSAL: The City will award the Proposal to the most responsible and responsive lowest Proposer as determined by the Selection Committee. All meetings of the Selection Committee are public meetings, subject to statutory exemptions. Notice of the meetings will be posted at City Hall. If a proposer desires direct notice, please advise on the response and provide an email address for such notice. 16. AGREEMENT: City will enter into agreement with selected vendor(s). 17. PAYMENT: Payment will be made when the product is received and accepted by the City. Selected Proposer will invoice the City. The invoice shall be solely for the purpose of documenting payment due and payable to the Proposer, and shall not contain any terms and conditions not disclosed in the Bid. 18. AUDIT OF CONTRACTOR'S RECORDS: Upon award, the City reserves the right to conduct any necessary audit of the Contractor's records. Such an audit, or audits, may be conducted by the City or its representatives at any time prior to final payment, or thereafter, for a period up to three (3) years. The City may also require submittal of the records, at no cost to the City, from the Contractor, the subcontractor, or both. For the purpose of this Section, records shall include all books of account, supporting documents and papers deemed necessary by the City to assure compliance with the Request for Proposal provisions. Failure of the proposer to comply with these requirements may result in disqualification or suspension from bidding for future contracts or disapproval as a subcontractor at the option of the City. The Contractor shall assure that his subcontractor will provide access to his records pertaining to the project upon request by the City. 3 of 13 19. QUESTIONS ABOUT THE RFP: Questions regarding the project or the proposal process shall be directed in writing to the City Clerk, City of Lighthouse Point, 2200 N.E. 38th Street, Lighthouse Point, Florida 33064 or by email at joh@lighthousepoint.com no later than Tuesday, February 5, 2019, at 2:00 p.m. local time. Failure by the City to respond to an inquiry shall not excuse a late or incomplete submission. 20. LOBBYISTS: Pursuant to Broward County Ordinance 2011-19, Lobbyists, and any of their principals or employers attending such meeting, are required to complete a Contact Log contemporaneously with the meeting. City of Lighthouse Point Ordinance 2011-0897 requires Lobbyists to register with the City PRIOR to engaging in lobbyist activities within the City. Contact with personnel of the City of Lighthouse Point other than the City Clerk or designated representative regarding the RFP shall be grounds for elimination and disqualification from the selection process. SECTION 2: GENERAL INFORMATION City seeks a highly available hosted system that is functional in terms of our current needs for all departments, but that can easily and inexpensively be updated/upgraded to address future needs. Departments include Police (Non 911), Fire, Public Works, City Clerk, City Administration, Finance, Recreation, and Library in multiple buildings. There are approximately 75 telephones currently in use. Selected proposer(s) shall provide equipment and services to include: • Hosted VoIP system. • Business telephone system hardware, software and voicemail equipment. • Installation and configuration services for this equipment. • Training of users and administrators. • Maintenance of equipment and software. • Ensuring there are no other ancillary costs other than those specified in the proposal. • All equipment, software, licensing and maintenance pricing must be clearly stated. • All pricing must include a five (5) year analysis of the Total Cost of Ownership. • Functionality of standard equipment and features to meet our specific needs. • Ability to save communications costs by using Internet Technologies. • System capable of filtering hacking or TDoS attacks and prevention of unauthorized access. SECTION 3: SCOPE OF SYSTEM AND ADMIMSTRATION The major features of the system are outlined below. Proposers shall to provide a solution to the specified areas, and propose any additional components or features necessary to complete the project. 1. The proposed VolP telephone system should include the ability to assign certain user solutions to certain users within the network. 2. The proposed VoIP telephone system must allow assigning authorization codes to individuals, projects, and customers in order to charge expenses directly to the appropriate departments and to control access to long distance facilities. 3. The proposed VoIP telephone system must permit station users to forward incoming calls to another phone of their choice. 4. Any station in the proposed VoIP telephone system must be able to park a call for retrieval at another station. 5. The proposed VoIP telephone system must allow station users to answer calls intended for other stations within a common call pickup group. 6. Station users of the proposed VoIP telephone system must be able to transfer a call in progress to an internal extension or external number without attendant intervention. 4 of 13 7. The proposed VoIP telephones system must support integration with email. 8. The proposed VolP telephone system must provide the ability to initiate a conference call with a minimum of five (5) additional parties. 9. The proposed VoIP telephone system must have the ability to store a list of frequently called numbers and make those available on a system wide basis to station users. 10. The proposed VoIP telephone system must provide waiting callers music -on -hold. 11. The proposed VoIP telephone system must support direct dialing to extensions from outside callers. 12. The solution proposed must include an integrated software "soft phone" solution, compatible with Microsoft Windows or Mac. The soft phone software must implement substantially all of the features a physical phone set when connected to Vendor's service solution. The proposed solution must include a method for delivering a caller's location to E911 that does not require manual entry of address information by end users. 13. The proposed VoIP telephone system must include a 'dial by name' directory feature, allowing callers to find a user on the system. 14. The proposed VoIP telephone system must include desktop phones with the ability to be used anywhere there is an internet connection, allowing users to work remotely and make and receive calls on their City phone. 15. The proposed VolP telephone system must support flexible main greetings for holiday, inclement weather announcements, and emergency situations. 16. The proposed VoIP telephone system must allow users to check voicemail and administer voicemail settings from an outside line (like do not disturb, vacation greetings, illness greeting). 17. The proposed VoIP telephone system must include an online administrative interface to facilitate end user configurations, dialing privileges, and Moves, Adds and Changes. 18. The proposed VoIP telephone system must provide platform architecture with comprehensive capacity and instances to provide at least 99.999% uptime. SECTION 4: INSURANCE REQUIREMENTS Contractor and all Subcontractors shall have the proper insurance coverage and documents for this type of project, which will include: 1. Comprehensive General or Commercial Liability: Contractor shall provide Comprehensive General or Commercial Liability Insurance, including the City of Lighthouse Point, as an additional insured, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. Contractor shall provide Two Million Dollar ($2,000,000) annual aggregate Comprehensive General Liability coverage. City shall be named as an additional insured. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services Office. 2. Worker's Compensation: Contractor shall comply with statutory obligations imposed by Worker's Compensation or Occupational Disease Laws, including, where applicable, the United States Longshoremen's and Harbor Worker's Act, the Federal Employer's Liability Act and the Homes Act. Employer's Liability Insurance shall be provided with a minimum of One Million Dollars ($1,000,000) limit, and One Hundred Thousand Dollars ($100,000) per accident. Contractor agrees to be responsible for the employment, conduct and control of its employees and for any injury sustained by such employees in the course of their employment. Contractor shall provide Worker's Compensation and Employer's Liability 5 of 13 Insurance for the benefit of Contractor's work force in accordance with State Statutes. 3. Business Automobile Liability: Contractor shall provide Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. The City shall be named as an additional insured in respect to this Agreement. Certificates evidencing the required limits will be provided to the City annually on the anniversary date of the Agreement. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the Insurance Services Office. 4. Certificates of Insurance: Before commencing performance of the Agreement, the Contractor shall furnish the City of Lighthouse Point a duplicate policy of Certificate of Insurance for the required insurance as specified above, which shall contain the following: a) Name of insurance carrier(s) b) Effective and expiration dates of policies c) Thirty (30) days written notice by carrier of any cancellation or material change in any policy d) Duplicate Policy or Certificates of Insurance stating that the interests of the City of Lighthouse Point, Florida, is included as an additional named insured, and specifying the project/location. Such insurance shall apply despite any insurance which the City of Lighthouse Point may carry in its own name. SECTION 5: INDEMNITY The Successful Proposer agrees to protect, defend, indemnify, and hold harmless the CITY of Lighthouse Point, its officers, employees, and agents from and against any and all lawsuits, penalties, damages, settlements, judgments, decrees, costs, charges, and other expenses or liabilities of every kind in connection with or arising directly out of the work agreed to be performed herein, to the extent caused by the negligence, recklessness, or intentional wrongful misconduct Successful Proposer, its employees, servants, agents, and subcontractors. Without limiting the foregoing, any and all such claims, suits, etc., relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged infringement of any patent, trademark, copyright or of any other tangible or intangible personal or property right, or any actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation or decree of any court, is included in the indemnity. Successful Proposer further agrees to investigate, handle, respond to, provide defense for, and defend any such claims, etc., at his sole expense and agrees to bear all other costs and expenses related thereto, even if the claims) is groundless, false, or fraudulent. Pursuant to Section 725.06, Florida Statutes, the indemnification required by this Section is limited to $1,000,000, which the parties agree bears a reasonable commercial relationship to the Agreement. In case of injury to persons, animals, or property, real or personal, by reason of failure to erect or maintain proper and necessary barricades, safeguards, and signals or by reason of any negligence of any Successful Proposer, or any of the Successful Proposer's agents, servants, or employees during the performance of the work before the estimates have become due under this Agreement, the City may, through its officials, withhold such payments as long as it may deem necessary for the indemnity of the City as Owner, provided that the failure to pay the same shall not be construed or considered as a waiver of the indemnity as hereinabove set forth. The parties recognize that various provisions of this Agreement, including but not necessarily limited to this Section, provide for indemnification by the CONTRACTOR and that Section 725.06, Florida Statutes, requires a specific consideration be given thereof. The parties therefore agree that the sum of Ten Dollars and 00/100 ($10.00), receipt of which is hereby acknowledged, is the specific consideration for such indemnities, and the providing of such indemnities is deemed to be part of the specifications with respect to the services to be provided by CONTRACTOR. Furthermore, the parties understand and agree that the covenants and representations relating to this indemnification provision shall survive the term of this Agreement and continue in full force and effect as to the parry's responsibility to indemnify. 6 of 13 SECTION 6: GOVERNING LAW Proposers agree that the disputes shall be governed by the laws of the State of Florida. Venue will be Broward County. Parties agree to waive their rights to a trial by jury. SECTION 7: SELECTION PROCESS The Selection Committee will evaluate the proposals, references, and company information provided by Proposers, as contained in their submittals. Each firm should submit documents that provide evidence of capability and willingness to provide the services required for the Committee's review. The score shall be determined by the Committee at a meeting, portions of which that involve presentations by Proposers or question and answer sessions involving Proposers is exempt from Florida's public meeting requirements pursuant to Section 286.0113, Florida Statutes. Certain information that is exempt from public records pursuant to Section 119.071(1) (b) or (c), Florida Statutes, may not be disclosed during such meeting. The Selection Committee will rank proposers on a weighted score. City will award the work to the most responsive and responsible lowest Proposer. Table: 2 Selection Criteria Points Ease of use, product quality, reliability, and warranty plan 15 References where similar systems have been installed 10 Service and support resources, including training by vendor for the installation and maintenance 15 Cost 60 Maximum Points 100 SECTION 8: PROPOSAL PACKAGE Each Proposer is required to complete and submit the following information with their proposal: A. Proposal Form B. Summary of Qualifications C. Drug -Free Workplace Certification of Compliance D. Non -Collusion Affidavit E. Scrutinized Company Certification, Pursuant to Florida State Statute 287.135. F. Documentation from State of Florida Division of Corporations confirming that Proposer is authorized to do business in the State of Florida. G. Additional information such as qualifications, references, technical information, warranty information, installation plan, and company information, etc. 7 of 13 PROPOSAL FORM ATTACHMENT A "Voice Over IP Phone System — RFP 2019-002" Proposal of (Company Name) (Address, City, State, Zip, Phone Number) TO: City of Lighthouse Point Attention: City Clerk 2200 N.E. 38th Street Lighthouse Point, FL 33064 The undersigned, as Proposer, hereby declares that the only person or persons interested in the proposal, as principal or principals, is or are named herein and that no other persons than herein mentioned has any interests in the Proposal of the contract to which the Work pertains; that this Proposal is made without connection or arrangement with any other person, company, or parties making Proposals and that the Proposal is in all respects fair and made in good faith without collusion and fraud. The Proposer further declares that he has examined the Request for Proposal and understands the equipment and materials that are desired, that he has made sufficient investigations to fully satisfy himself that such labor, material, and equipment are available, and he assumes full responsibility therefore; that he has examined the specifications for the Work and from his own experience or from professional advice that the specifications are sufficient for the labor, equipment and materials to be provided, and has the Request for Proposal, Detailed Scope of Work/Specifications, Qualification Statement, Public Entity Crime Form, and he has read all addenda prior to the opening of Proposals, and the he has satisfied himself fully, relative to all matters and conditions with respect to the Work to which this proposal pertains. The Proposer proposes and agrees, if this Proposal is accepted, to begin the project no later than thirty (30) days of the award of the proposal to Proposer, and complete the project no later than ninety (90) days after proposal award. Proposer: Address: Name: Title: Phone Number: 8 of 13 Fax Number: ATTACHMENT B SUMMARY OF QUALIFICATIONS Number of years your company has been in business: List of similar projects, locations, and dates of completion: Project Location Date Completed Contact Name/Phone # Has this company ever failed to complete work awarded to it? . If yes, where, when and why? Have you personally inspected the location of the proposed work? Provide Written Description Qualifications: (Attached company brochure or fact sheet, and resumes of key personnel) Insurance Information: A. Workmen's Compensation - limit per accident $ B. Comprehensive General Liability - limit per occurrence $ C. Business and Automotive liability - limit per occurrence $ D. Other: $ (Contractor will be required to furnish documentation if awarded the contract) Is this company a subsidiary? If yes, name of Parent company. Names of principals or officers: Name Title Name Title 9 of 13 Names of principals or officers of Parent Company, if any: Name Title Names of principals or officers of Primary Subcontractor, if any: Proposer: Address: Name Title Phone Number: Email: By: Fax Number: Signature Printed Name, Title Remainder of page left blank 10 of 13 ATTACHMENT C DRUG -FREE WORKPLACE CERTIFICATION OF COMPLIANCE The undersigned Contractor (firm) in accordance with Chapter 287.087, Florida Statutes, hereby certifies that does: (Name of Company) 1. Publish a statement notifying employees that the unlawful manufacturing, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specify the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the contractual services that are under proposal a copy of the statement specified in subsection (1). 4. Notify the employee that in accordance with the statement specified in subsection (1), as a condition of working on the contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of; or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employer's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Signature Print Name Title Date STATE OF FLORIDA COUNTY OF ) SS: BEFORE ME, an officer duly authorized by law to administer oaths and take acknowledgments, personally appeared as of , an organization authorized to do business in the State of Florida, and acknowledged and executed the foregoing AGREEMENT as the proper official of for the use and purposes mentioned in it and affixed the official seal of the corporation, and that the instrument is the act and deed of that corporation. He/She is personally known to me or has produced as identification. IN WITNESS OF THE FOREGOING, I have set my hand and official seal in the State and County aforesaid on this day of 2019. NOTARY SEAL (Notary Signature) 11 of 13 ATTACHMENT D NON -COLLUSION AFFIDAVIT The undersigned individual, being duly sworn, deposes and says that: 1. He/She is of the Proposer that has submitted the attached Proposal; 2. He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 3. Such Proposal is genuine and is not a collusive or sham Proposal; 4. Neither said Proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, connived, or agreed, directly or indirectly, with any other Proposer, firm, or person to submit a collusive or sham Proposal in connection with the Agreement for which the attached Proposal has been submitted, or to refrain from proposing in connection with such Agreement, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm, or person to fix the price or prices in the attached RFP, or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal or the response of any other Proposer, or to secure through any collusion, connivance, or unlawful agreement any advantage against the City of Lighthouse Point, Florida or any person interested in the proposed Agreement; and 5. The cost Proposals in the attached RFP are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. Signature Print Name Title STATE OF FLORIDA COUNTY OF ) SS Date BEFORE ME, an officer duly authorized by law to administer oaths and take acknowledgments, personally appeared as , of , an organization authorized to do business in the State of Florida, and acknowledged and executed the foregoing Agreement as the proper official of for the use and purposes mentioned in it and affixed the official seal of the corporation, and that the instrument is the act and deed of that corporation. He/she is personally known to me or has produced as identification. IN WITNESS OF THE FOREGOING, I have set my hand and official seal in the State and County aforesaid on this day of , 2019. Notary Seal 12 of 13 Signature of Notary Public I, ATTACHMENT E CERTIFICATION PURSUANT TO FLORIDA STATUTE 287.135 , on behalf of Print Name and Title Company Name Certify that does not: Company Name 1. Participate in a boycott of Israel; and 2. Is not on the Scrutinized Companies that Boycott Israel List; and 3. Is not on the Scrutinized Companies with Activities in Sudan List; and 4. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; and 5. Has not engaged in business operations in Syria. Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to the Contractor of the City's determination concerning the false certification. The Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If the Contractor does not demonstrate that the City's determination of false certification was made in error, then the City shall have the right to terminate the contract and seek civil remedies pursuant to Florida Statute 287.135. Section 287.135, Florida Statutes, prohibits the City from: 1) Contracting with companies for goods or services in any amount if at the time of bidding on, submitting a proposal for, or entering into or renewing a contract if the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S. or is engaged in a boycott of Israel; and 2) Contracting with companies for goods or services over $1,000,000.00 that are on either the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, or are engaged in business operations in Syria. As the person authorized to sign on behalf of the Contractor, I hereby certify that the company identified above in the section entitled "Contractor Name" does not participate in any boycott of Israel, is not listed on the Scrutinized Companies that Boycott Israel List, is not listed on either the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, and is not engaged in business operations in Syria. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject the company to civil penalties, attomey's fees, and/or costs. I further understand that any contract with the City for goods or services may be terminated at the option of the City if the company is found to have submitted a false certification or has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Company Name Signature Print Name Title 13 of 13 ATTACHMENT B: RESPONSE TO RFP 2019-02 (00297529.1 154749020611 TABLE OF CONTENTS TAB 1: Cover Letter TAB 2: Completed Forms & Documents & RFP 2019-002 A. Proposal Form B. Summary of Qualifications, ~ , ,_:u B. Drug -Free Workplace Certification of Compliance C. Non -Collusion Affidavit E. Scrutinized Company Certification, Pursuant to Florida State Statute 287.135. F. Documentation from State of Florida: Division of Corporations confirming that Proposer is authorized to do business in the State of Florida. ' .A TT ; TAB 3: Company Overview & Proposed Solution Technical Proposal TAB 4: Qualifications and Key Employee Resumes TAB 5: Project Implementation Approach, Timeline and Project Management TAB 6: System & Equipment Features TAB 7: Pricing & Configuration Proposal & 5 and 7 year Cost Analysis TAB 8: Other Supporting Documentation, Product Docu neuta.tio t etc A. Call A:i,alytics Package Sample reports B. Managed Service QoS : + dgeMarc Router Overview C. Cisco 232D Multi -line ATA for Fax, Elevators, Paging Overview D. Cisco P 8841 MP Gisbit Desk Telepho r;e Brochure TAB: 1_ COVER LETTER Thank you for this opportunity to present the lPfone Cisco/ BroadSoft Comprehensive Unified Business Solution to the City of Lighthouse Point, as a comprehensive program for the evolution of its telecommunications and collaboration needs. With more than 85 million users, we're confident that the 1Pfone Cisco/BroadSoft Business Platform is the right solution to help communicate and collaborate more effectively. IPfone is dedicate to the City of Lighthouse Point to addressing the workforce and campus challenges of information overload, fragmented communication and inefficient workflows through a powerful, integrated cloud solution that is reliable, scalable, affordable and simple to manage regardless of the no# of locations or no# of users. We have read and asked numerous questions along with completing a thorough IPfone Engineering site survey of all bldgs of the City of Lighthouse Point on 1/29/19. We have additionally worked with of our engineering staff in the preparation of our response to the City of Lighthouse Point and its completeness as requested by the City. We have read and understand & agree and will comply with all REQUIREMENTS, FORMS, CONDITIONS and EXHIBITS RFP #2019-002 along with City of Lighthouse Point sequent ADDENDUMS No# ] through 4 which have been signed and are included as part of the IPfone RESPONSE. The IPfone/ Cisco Broadsoft Business solutions provides a comprehensive Solution to the City of Lighthouse Point along with services that include our enterprise -grade, fully hosted -PBX, with applications, and Voice mail to Email integration all fully managed and maintained by IPfone personnel a company w/20+ year Partner of Cisco Broadsoft delivering VoIP solutions both Nationally & Globally. The lPfone Cisco BroadSoft platform is designed specifically to address the highly mobile, highly diverse needs of today's connected Citywide campus environments all running on the proven and powerful BroadWorks call control platform, enabled by open standard applications like Collaboration, Video, Contact Centers mobility and all running on highly secure software. ✓ Cisco BroadSoft is a market share leader Globally offering carrier -class scalability, w/ (99.999's) reliability, and security. .1 The lPfone / Cisco BroadSoft Platform offers the most comprehensive True cloud business communication Solutions & applications to the City of LightHouse Point ✓ lPfone Local 24 hour 365 day year Service Resources available to the City at No Charge ✓ IPfone deploys only Cisco Broadsoft Factory Certified Field Technicians & engineers ✓ The Cisco Broadsoft Platform yr in yr out maintains the highest ranking in the Gartner Magic Quadrant ✓ The lPfone Solution will save thousands of dollars over the coming year with through the use of existing Broad Band Services and the elimination of Local Trunking for all agencies within the City of Lighthouse Point ✓ lPfone will provide professional on staff & certified Trainer all User Training and administration training ✓ The !Phone & Cisco cloud operations expense model is financially predictable determined monthly cost that places working capital back in your hands. ✓ The lPfone s Cisco solution has minimal upfront costs, flexible deployment options, and our comprehensive solution contained within this proposal was designed specifically to meet the unique Unified Communication needs of the City of Lighthouse Point We look forward to the opportunity to partner with the City of Lighthouse Point by meeting and exceeding your specific business communication needs and expectations. We're committed to fully serving the City of Lighthouse Point and look forward to a long-term strategic relationship together. Respectfully, ttiCrW 1De/c3 e ry .ci1rd1t ' Ross DeBernardis 904-315-9295 RFP Single Point of Contact for the City of Lighthouse Point ATTACHMENT A "Voice Over TP Phone System — RFP 2019-002" PROPOSAL FORM Proposal of —�-/Y % ,AL' Tit" t ip >) c � C t� itte 7VoR K r (Company Name) 0, 40A22; /P13 6 11l Attl_ zi; (Address, City, State, Zip, Phone Number) F- f , 33 f ' 1 TO: City of Lighthouse Point Attention: City Clerk 2200 N.E. 38th Street Lighthouse Point, FL 33064 d baa, J P) emiE The undersigned, as Proposer, hereby declares that the only person or persons interested in the proposal, as principal or principals, is or are named herein and that no other persons than herein mentioned has any interests in the Proposal of the contract to which the Work pertains; that this Proposal is made without connection or arrangement with any other person, company, or parties making Proposals and that the Proposal is in all respects fair and made in good faith without collusion and fraud. The Proposer further declares that he has examined the Request for Proposal and understands the equipment and materials that are desired, that he has made sufficient investigations to fully satisfy himself that such labor, material, and equipment are available, and he assumes full responsibility therefore; that he has examined the specifications for the Work and from his own experience or from professional advice that the specifications are sufficient for the labor, equipment and materials to be provided, and has the Request for Proposal, Detailed Scope of Work/Specifications, Qualification Statement, Public Entity Crime Form, and he has read all addenda prior to the opening of Proposals, and the he has satisfied himself fully, relative to all matters and conditions with respect to the Work to which this proposal pertains. The Proposer proposes and agrees, if this Proposal is accepted, to begin the project no later than thirty (30) days of the award of the proposal to Proposer, and complete the project no later than ninety (90) days after proposal award. ,,�� Proposer: iPi=e-) rJ , Address: 'i rvk et. 1/1 ,:1 Fl: 3 3 r 6 Name: I= ,,t• . t'.1..',. C rJ & -t • z) l��;Y Title: (es C. Er' a y 7 .3 -y- 2 l �I q p Phone Number: f 7 b •� c� LI - 4 Fax Number: -35 a ‘.5423 8 of 13 ATTACH-NI:ENT B SUI{MARY OF QUALIFICATIONS Number of years your company has been in business: List of similar projects, locations, and dates of completion: Project Location Gi ps5 p Date Completed Contact Name/Phone # 3d 30,5 - go i - 44-1 % 3 64++i TIN tV114 i 1/ o/ i L( L 1r4:4d.i SAvv p c.• 3c - I L( t.: Ru5.; eitlei -61r,c:=„.+.4 r I4J��'?/r 4�1c ri`r — 3Y75 :r� t to eci,- ..del C t (1'MIiZ L�,;sq.4 /d »S Jt , , 1., ram. Has this company ever failed to complete work awarded to it? N 0. If yes, where, when and why? Have you personally inspected the location of the proposed work? rtc' 5 , s , }^ e- S ,e-fy 74Z ) =,I ril•e-CL ��`- t(/ Bq� f'l 1�= ✓1r : _ l �Ac Y l h,1 P �jJ da , r �c ' �� � 1 4C �"(� e �, sJ'f�F�- IL 4:>r �r�• !L 1 /'"�% cI� I�4�� �lt'L� ��',t C"�-�_ .. Provide Written Description Qualifications: (Attached company brochure or fact sheet, and resumes of key personnel) 2.5 e dt-y 5 e '• - -Ft c1 C..{`rPt{ p�=1- : t.) Insurance Information: 00"•• A. Workmen's Compensation - - /' limit per accident $ j.. � � �"' � d 1 i B. Comprehensive General Liability - limit per occurrence C. Business and Automotive liability - limit per occurrence D. Other: � 047i Cep, • $ �>e 4 - � . 1 .. o'v TN/1 5. $ t ' 3 :(i) , 41Jo f te''-. (Contractor will be required to furnish documentation if awarded the contract) Is this company a subsidiary? If yes, name of Parent company. Names of principal's or officers: 7 /� r/ 4 ( / ' �4 ,i i�Il.�.�z.� l�1 4 / JO. v 7' - 4i Title + Name Name -4 Title i 9 of 13 Names of principals or officers of Parent Company, if any: Name / Title Names of principals or officers of Primary Subcontractor, if any: Proposer Address: Name Title Phone Number: Email: By: Fax Number: Signature Printed Name, Title Remainder of page left blank 10of13 CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDONYYY) 4/17/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(Ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Risk Strategies Company 3350 S Dixie Hwy Miami FL 33133 CONTACT NAME; /nlc NsJ2tt. (305) 446-2271 FAlc,Nol: ADD EBS.Certificates@kahn-carlin.con INSURER(S) AFFORDING COVERAGE NAIL 8 INSURER A;AIDerican Casualty 20427 INSURED Interactive Services Network 1035 NE 125 Street, Suite 200 North Miami FL 33161 INSURER B: Continental Casualty Co 20443 INSURER C: Continental Insurance Co 35289 INauRERD:Valley Forge Ins Co 20508 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: CL1871370833 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VMTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCEAFFORDED BY THE POUCIES DESCR BED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INBR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MMIDDIYYYYI POLICY EXP IMMIDDfYYVY) LIMITS A X COMMERCIAL GENERAL UABWTY 1099465682 7/12/2010 7/12/2018 _ EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES LEe occurrence) $ 100,000 CLAIMS -MADE Fit OCCUR MED EXP (Any one person) $ 15,000 PERSONAL 8 ADV INJURY $ 1,000,000 GCE {MLAGGREGATE POLICY OTHER: LIMITAPPUES RO- j a PER: LOC GENERALAGGREGATE S 2,000,000 PRODUCTS-COMPIOPAGG $ 2,000,000 PER LOC AGGREGATE $ B AUTOMOBILE _ X - 1--- LIABILITY ANY AUTO AOWNED AUTOSP1099465696 HIRED AUTOS -- _ SCHEDULED NON -OWNED AUTOS 7/12/201S 7/12/2019 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ Uninsured muuaist combined stays $ 500,000 `, X UMBREUALIAB EXCESSLIAB OCCUR CLAIMS -MADE 2025109251 7/12/2018 7/12/2019 EACH OCCURRENCE $ 5,000,000 AGGREGATE $ 5,000,000 $ DED S RETENTION $ 10,000 D WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETORWPARTNERJEXECUTIVE pi OFFICER/MEMBERNH) EXCLUDED? (Mandatory H) II yes, describe under DESCRIPTION OF OPERATIONS below N NrA SIC199465701 7/12/2010 7/12/2019 R ! PER OTH- I STATUTE ER E.L EACH ACCIDENT $ 500, 000 E.L. DISEASE - EA EMPLOYEE $ 500,000 E.L. DISEASE - POUCY UMIT $ 500,000 DESCRIPTION OF OPERATIONS! LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached If more space 1a required) CERTIFICATE HOLDER CANCELLATION City of Lighthouse Point 2200 NE 38 Street Lighthouse Point, FL 33064 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE M Christian/IRIWIL ACORD 25 (2014/01) 1NS025 (201401) © 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ATTACHMENT C DRUG -FREE WORKPLACE CERTIFICATION OF COMPLIANCE The undersigned Contractor (firm) in accordance with Chapter 287.087, Florida Statutes, hereby certifies that z ?re. does: (Name of Company) 1. Publish a statement notifying employees that the unlawful manufacturing, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specify the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the contractual services that are under proposal a copy of the statement specified in subsection (1). 4. Notify the employee that in accordance with the statement specified in subsection (1), as a condition of working on the contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employer's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Print Name i&\ t � Title Date STATE OF FLORIDA ) SS: COUNTY OF pidtiq BEFORE ME, an officer duly authorized by law to administer oaths and take acknowledgments, personally appeared!)Q{n n Camfe/t,v,k;as i2r2.5t4 Q,t , of ZP S51\4 , an orpnnization authorized to do business in the State of Florida, and acknowledged and executed the foregoing AGREEMENT as the proper official of `i-P Fa r E for the use and purposes mentioned in it and affixed the official seal of the corporation, and that the instrument is the act and deed of that corporation. He/She is personally known to me or has produced as identification. IN WITNESS OF THE FOREGOING, I have set my hand and official seal in the State and County aforesaid on this LI day of nt Gl l^y .2019. r NOTARY SEAL MICHEL.E A. DE$EPNAADIS Netsty Public Stats of Florida Commission # aG 0561ei 7 ¢ My Comm. [:spires Dec 19. 2020 Bonded through stational Notary Assn (Notary Signa) 11 of 13 ATTACi1i LENT D NON -COLLUSION AN.Ii''DAVIT The undersigned individual, being duly sworn, deposes and says that l . �IrI;/She is U �• tof!! the Proposer that has submitted the attached Proposal; 2. He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 3. Such Proposal is genuine and is not a collusive or sham Proposal; 4. Neither said Proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, bas in any way colluded, connived, or agreed, directly or indirectly, with any other Proposer, firm, or person to submit a collusive or sham Proposal in connection with the Agreement for which the attached Proposal has been submitted, or to refrain from proposing in connection with such Agreement, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm, or person to fix the price or prices in the attached RFP, or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal or the response of any other Proposer, or to secure through any collusion, connivance, or unlawful agreement any advantage against the City of Lighthouse Point, Florida or any person interested in the proposed Agreement; and 5. The cost Proposals in the attached RFP are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including thins affiant. ature Print Name Title STATE OF FLORIDA COUNTY OF .b tJ V C ) SS ) k ate. e '�- iC L+"� • C� i BEFORE ME, an officer duly, authorized by law to administer oaths and take acknowledgments, personally appeared Dsrati+r O ;al 2i r, i as Pre 5 ,d Q.nt , of j- P Fo N E , an organization authorized to do business in the State of Florida, and acknowledged and executed the foregoing Agreement as the proper official of Ii- o NE: for the use and purposes mentioned in it and affixed the official seal of the corporation, and that the instnrment is the act and deed of that corporation. He/she is personally known to me or has produced as identification_ IN WITNESS OF THE FOREGOING, I have set my hand and official seal in the State and County aforesaid on this IIPt day of Feb atavy ,2019. Notary Seal /. — a a a a a ,, IAMPiALE A. t1EUi111AADIS p Notary Plitt a State of ftorida Commlawlon GilOS6t47 t MyComm. Expires Dec 15. 2020 •'•',g' i'' Bonded through National Notary Ass. /At tle 5rgnatut�e of Notary Public 12of13 ATTACHMENT E CERTIFICATION PURSUANT TO FLORIDA STATUTE 287.135 , #!„ 0l1.) dipA eiAALs : l Sr li J�� n i)ehalfof 6-4 Print Name and Title / Company Name Certify that —'S`"t..) �. Company Name does not: 1. Participate in a boycott of Israel; and 2. Is not on the Scrutinized Companies that Boycott Israel List; and 3. Is not on the Scrutinized Companies with Activities in Sudan List; and 4. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; and 5. Has not engaged in business operations in Syria.. Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to the Contractor of the City's determination concerning the false certification. The Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If the Contractor does not demonstrate that the City's determination of false certification was made in error, then the City shall have the right to terminate the contract and seek civil remedies pursuant to Florida Statute 287.135. Section 287.135, Florida Statutes, prohibits the City from: 1) Contracting with companies for goods or services in any amount if at the time of bidding on, submitting a proposal for, or entering into or renewing a contract if the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S. or is engaged in a boycott of Israel; and 2) Contracting with companies for goods or services over $1,000,000.00 that are on either the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, or are engaged in business operations in Syria. As the person authorized to sign on behalf of the Contractor, I hereby certify that the company identified above in the section entitled "Contractor Name" does not participate in any boycott of Israel, is not listed on the Scrutinized Companies that Boycott Israel List, is not listed on either the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, and is not engaged in business operations in Syria. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject the company to civil penalties, attorney's fees, and/or costs. I further understand that any contract with the City for goods or services may be terminated at the option of the City if the company is found to have submitted a false certification or has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Company Name Title 13 of 13 2/11/2019 ii by Entity Name ih nip, :'go- Cor:Pun`nn0W. Detail by Entity Name Florida Profit Corporation INTERACTIVE SERVICES NETWORK, INC. Filing Information Document Number P95000077517 FEI/EIN Number 65-0617220 Date Filed 10/09/1995 State FL Status ACTIVE Last Event AMENDMENT Event Date Filed 12/13/2011 Event Effective Date NONE Principal Address 1035 NE 125 TH STREET 200 NORTH MIAMI, FL 33161 Changed: 03/16/2015 Mailing Address 1035 NE 125 TH STREET 200 hbe:l/search.sunbtz.org/Inquiry/CorporationSearch/SearchResultGetairinquirytype=EntilyNameRdirectionType=lnitial8searchNameOrdei=INTERACTNESERVICESNETWORK%20P950000775171 &a... 1/4 2/11/2019 - tit by Entity Name NORTH MIAMI, FL 33161 Changed: 03/18/2015 Registered Agent Name & Address CHMIELEWSKI, ROBERTO D 1035 NE 125 TH STREET SUITE 200 NORTH MIAMI, FL 33161 Name Changed: 12/13/2011 Address Changed: 03/18/2015 Officer/Director Detail Name & Address Title PRES CHMIELEWSKI, ROBERTO 1035 NE 125 TH STREET #200 NORTH MIAMI, FL 33161 Title SECR EVANGELINA, BENITEZ 1035 NE 125 TH STREET #200 NORTH MIAMI, FL 33161 Annual Reports Report Year Filed Date 2016 03/15/2016 2017 03/10/2017 htip://search sunb(zorg/Inquiry/CorporationSearch/SearchResultDetail?inqulrytype=EntityNameBdirectionType=lnitial8seamhNameOrder=I NTERACTIVESERVICESNET WORK%20P9500007751718a... 2/4 2/11/2019 sunbizor "lodda Department of State Fictitious Name Detail Fictitious Name IPFONE Filing information Registration Number G10000031545 Status ACTIVE Filed Date 04/08/2010 Expiration Date 12/31/2020 Current Owners 1 County MIAMI-DADE Total Pages 2 Events Filed 1 FEUEIN Number 65-0617220 Mailing Address 1035 NE 125 ST SUITE # 300 NORTH MIAMI, FL 33161 Owner Information INTERACTIVE SERVICES NETWORK. IN 1035 N E 125 ST # 200 NORTH MIAMI, FL 33161 FEUEIN Number. 65-0617220 Document Number P96000077517 Document Images View image in PDF format DIVitili_Ij (JrOr IIONS Fictitious Name Search Submit http://dos.sunblzorg/scripts/ficldetexe?action=DETREG&docnum=G10000031545&rdocnum=G10000031545 1/2 .19 (Rev. November 2017) Dope anent ofthe 'RseelaY intend Revenue Service Request for Taxpayer identification Number and Certification ke Go to wwratka.goviFonnWS, to, instructions and the latest information, • i I Name (as shown on your Income tax retrml. Name Is requited on *banal do not intrados line blank. interactive Services Network. Inc. (dba IPFONE) 2 Business remeidisrecp rded entity name, it different tom above m i s Check appropriate box for federal tea classification of the person whose name is entailed en ikre 1 Check orgy one et the 9 Ind viduel(sole proprietor or as I sirycle-member LLC y i 0 limited Itabtftiy company. ender the tax classification (C=Gcorporation, 8=S corporation, P Pargnershipi ► g 3 Note: Check the appropriate Lox in the line above for the toot classification at the ainyle-member owner: Dv rat check I Give Form to the requester. Do not vend to the R. en following seven boxes, . C Corporation O s Corptwafla t ® Partnership 0 Momenta { LLC If the LLC h olaseged as a single -member LLC Maris disregarded from the owner unless the muter of the W. la r It, another LLC that is rot disregarded from the owner for U,S, federal tax purposes. Otherwise, ashlars -member I is disregarded torn the cease should check the appropriate box for the lax ciassiecation of its owner. Other (sea fnsirudaons) • 4 !s'rwnpnone (codes apply only to certain entres, not indviduats; see rrratn•Srdns on page a): Exempt payee code Of any) E3kemptlon Prom FATCA reporting cod (if any) ' I s Address (number, alien, end apt. or suile no.) See inatmdflons Requester's name and address (opponeq T I1t) S NE 125th Street, Suite 200 co 6 ti`. y, Mete, and ZIP code 1 North Miami, FL, 33161 1 Ust account numbens) here (opflsn l) Part I Taxpayer !den Number MN) 1 l4nn gz5 anAmxmeB asanH5 MnrtSJ Enter you TIN in the appropriate box. The TiN provided must match the name given on fine i to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for e resident alien, sale proprietor, or disregarded entity, see the instrwctIons for Part I, lath For other entities, it Is your employer Identification number (BN). If you do not have a number, see Flow to get a TIN, later. Note: if the account is in more than one name, see the instructions for tine I. Also see What Name and Number To Giro (ha Requester for guidelines on whose number to enter. Part It Certification Social tearing number or E nproyerideetti►eatbs number — 7--, fl -i 64b' t)' 64 l'13 2 2 jo I 1 ' Under penalties of perjury, I certify that 1. The number shown on this form is trey correct taxpayer Identification number (or I ern waiting for a number to be Issued to me); and 2. tam not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified bythe Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all Interest or dividentis. or (e) the IRS has notified me that I am no longer subject to backup withholding and 3. I am a U.S. citizen or other U.S. person (defined below)', and 4. The FATCA codes) entered on this form (if arty) indicating that i am exempt from FATCA reporting is correct oertigcaiian Instructions. You mast cross out item 2 above 2 you have been notified by the IRS that you are ctumrtliy subject to backup withholding because you have tailed to repctt all interest and dividends on your tax return. For red estate transactions, item 2 does not apply. For mortgage interest paid, acquisition cr abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (RA), and generally, payments other than interest and dividends. you are not required to sign the certification, but you must provide your correct i1N. See to instructions for Pert II, radar. Sign , stemmas of Here ! tin. person ► General instructions _ Section references are to the Internal Revenue Code unless otherwise noted. Future developments. Forte latest information about developments related to Form W-9 and its Inshtrctbns, such as legislation enacted after they were publ'mited, go to www.fra.gov/FormW9. bs.gov/Formw9. Purpose of Form An Individual or entity (Form W requested wino Is required to file an information rearm with the IRS must obtain your correct taxpayer Identification number (TIN) which may be your social security number (SEN), individual taxpayer idenet)oatiicn number (TIN), adoption taxpayer identification number (WIN), or employer identification number (EIN), to report on an irio netion return the amount paid to you, or other amount reportable on an information return. Examples of information retuRne Include, but am not limited to, the following. • Form 1099-tNT (interest earned or paid) Cat. No. W231x Cate ► _ • Form 1099-DIV (dividends. inJud im, those from stocks or mutual funds) • Form 1099-MISC (various types of income, pries, awards, or grose proceeds) • Form 1099-B (stock or mutual fund seise and certain other transactions by brokers) • Form 1888-S (proceeds from real estate trarsactiorw) • Form 1099-K (Merchant card and third party network transactions) • Form 1098 (home mortgage interest),189g-E (student loan Interest), 1008-T (tuition) • Form 11199-C (canceled debt) • Form 1 099-A (acquisition or abandonment of secured property) Use Form W-9 only If you area U.S. parson (including a resident alien), to provide your correct 3iN, If you do not return Form W-9 to the requesterwith a YIN, you might be subject to backup w ithhold:ksg, See Whet is backup withholding, later. - Form W4 (Rev, t I -eel?) Addendum 1 Will there be a pre -bid meeting? No What is your current phone system? Centrex, Model Samsung iDS 100 Do you have PoE (power over ethernet) switches in place for the proposed new IP phones? Yes, Model Cisco 5G300-52P Is the cabling Cat5e or greater? Yes 4 14W )47e.atia1414 02//7/12° ) 9 ADDENDUM 2 1. Question Does the City want separate Monthly Billing for each Dept listed with in the RFP? Yes 2) Will you entertain a customer premise VoIP system (versus pure Hosted in the cloud) in the City with Von' terminals for everyone in all buildings? No 3) On page 4 of 13 Item referenced as 2, how do you wish to assign codes to projects or calls? For instance are you looking for time billing? Example - If I am called by you, and I am one of your projects, then do you wish to enter a specific number or set of numbers representing our project before the call, after the call during the call? Conversely, If I call you back on the project are you wanting to enter the project numbers again for people calling you on the project while on the call so to capture the call duration and billable time? We are not looking for time billing. 4) What type of reports are you wishing to see and are these to be pulled by extension, by project, by department and for both incoming and outgoing calls? By Department usage. 5) Is the city providing all bandwidth for the Vol? Solution? Yes Addendum 3 1. How many of the 75 users will require office 365 VM to email? All 75 2. How many physical locations are a part of Lighthouse Point network? This is needed for 911 purposes. 6 Locations LLAItti/w4?,..- ,6?'/;,.zA.zc.,/ Addendum 1 a. What does the City mean by "hosted"? Is the City looking for managed service to maintain their on -premises equipment or are they looking for a complete off -site hosting service? Off -site hosting service b. Do they mean completely cloud based? Yes c. If on premise, where will the equipment be located/hosted? N/A • Please define your requirements for a Hosted VoIP System — Cloud -based • If the solution is Hosted, can you please explain what you mean by "Business telephone system hardware, software and voicemail equipment" a hosted solution typically does not servers at the customer site — Actual telephones and any services required • What are the user requirements for their phones: o Conference phones - Yes o Reception (attendant console application or phone with additional buttons, if so how many additional buttons) No reception attendant needed, Ability to transfer calls to different departments, Standard number of buttons, only 2 reception phones o Color screen - No o Gray scale screen - Yes o Amount of buttons - Standard • What applications will you be providing to the users and how many users: o Voicemail - Yes • What email solution do you have in place Office 365 o Soft phone (how many users) No o I M&P N/A o Contact Center No o Other • What type of connections to the PSTN do you require: o Amount of PRI Trunks Unknow, may require a site visit o Amount of SIP Trunks Unknown, may require a site visit • Do you have any form of conferencing today No or need conferencing Yes, audio only approximately 3-5 phones (Audio, Video, Data Collaboration) • Do you require point to point video calls or video conferencing - No • Do you require team collaboration - No • Do you have multiple sites - Yes o What type of PSTN connections do you need at these sites — VOIP System to connect all sites o Do you require survivability at the remote sites - Yes TAB: 3 :IPfone Company Overview & Proposed Solution Technical Proposal Our History (This section also contains Project Customer References of Implementation ) IPFone HQ. in Miami FL boasts 21 years in business with more than 4000 corporate accounts with deployments worldwide. The IPFone team dedicated to one goal and that is to be there for our customers resulting in exceptional customer experience. IPFone's solutions is powered by CISCO the world's leading developer of VoIP applications software. the world's top manufactures of IP telephony products. With offices throughout the Southeastern US and South America IPfone is well suited to provide world class services with through their 24/7 365 day Operational Network Operations Center. IPfone uses only certified IPfone Cisco Broadsoft Technications, Engineers and Trainiers that are all IPfone employees with all installation & Training performend onsite and customized to the City's requirements by only IPfone Employees. ;1;I, one E-.APEf¢IEi1C AG`1t EXPERTISE: With almost 'J years in the telera: rn imaudtrr' am! Broadsoft partner ;im:a 2; a;? "�'I%'-" ha,•e the to : _la;l .,I..,. gMwuxe MOMSIU9M,'S re-Zt4helOrlf fY•f7rMtr5 Tr, L::„ti•�n> lt;:_.�i. natit:rr:••iile ; , -:I ..Ian•.. Il .. : i�l rG 4i tl'1r1rOH IS 4Ae1J10o Why PFo ? PROOG)CT S4airE.; hi:: c•rfer 61.:•:aacl PBX,. i Inifi^•J .^91nrnunic7[i•:)re iUr l; t4. biI InteIratIc.ri: IP Trunks. (:ill Rrror.iNJ, c u Re,:or ding. h-:[el net CPh,1 In[egrati:n..3nd riot. r!i2 J� `n1rJ 1 1. •-'t PPO:k _i nr h[:_:irt •. s 'br :; '.'old r. •b.ttir:•r : ; :al ;n.t '!;ini:Il:tli:utrdC.:rr r r _ir;n„!• fad '.1. r. in,.` .!.:f •_ . l 1: jar':- 'iniil .,:11:,._,(.i1, .J•EEP14CMIL� " ' n':Y.cru•`rC)Pisr^ or 14 of 13 9la cIrle one Our Competitors ?U ye:ars in Business in -House Field Engineers On -site Training Professional installation Site Suvie. y before Install P;oleot ;(Manages Assigned Month Guarantee 24/ 7 Support VoIP System Contact us at 855-GO-IPFONE for a free assessment or visit us at. www.igfone.corr N 1116011. Ga;ha„;v- , sEummi - Sy?Po6esytf Ade IPFONE CUSTOMER REFERENCES SEE BELOW (Add References Available upon Request) CUSTOMER: City of Surfside ADDRESS: 9293 Harding Ave Surfside, Fl. 33154 CONTACT NAME : Jose Feliz PHONE: 305.861-4863 E-MAIL: ,,.i !✓l vn io ,-;(3ic _ .41 . CUSTOMER: Mission House ADDRESS: 800 Shetter Ave, Jacksonville Beach, Fl. 32250 CONTACT NAME: Lori Anderson / Executive Director PHONE: 904-241-6767 Ext 114 E-MAIL: Ian(.ii'.isiil)lj ?i,_U_y_;.j CUSTOMER: National Foundation for the Advancement in the Arts ADDRESS: 2100 Biscayne Blvd., Miami, FL> 33131 CONTACT NAME : Claudio Sampaio PHONE: 305 377-1140 E-MAIL: CUSTOMER: Young & Rubicam ADDRESS: Orlando CONTACT NAME : Edgar Sanchez PHONE: 305-347-7015 15 of 13 f one Over 4,000 Companies Trust 1PFone LOR EAL VtON EIMEMBEIS opoloangisat Club Med KASPERSKYI: IPfone is the proud recipient of many awards and has been named by • Communications Solution Product of the Year 20.14, 2016 and 2010 • Unified Product of the year for 20.14 & 20'16 • Internet Telephony Product of the Year 2014 and 2017 • With Cisco/Broadsoft Platform consistently in Gartner Groups Magic Quadrant as a Visionary Leader Our Network Multi -redundant network. Extremely reliable nationwide carrier -class hosted %/ADP network with full redundancy and automatic failover. lPFone's Collocation sites are higily secure and reliable environments. Includes: redundant network server infrastructure, clean agent fire suppression system, multiple UPS systems, multiple backup generators, geographic diversity/redundancy via other Data Centers. a Our core infrastructure is located at: Equinox iVill) Miami, FL. 7: Fort Lauderdale, FL. Jacksonville, FL. Dallas, TX. iPFone's VoIP platform is built on C,iscoi Eiroadsoft's (wvirw.broadsoftcorn) softswitch technology (acquired 3V Cisco in October 2017), the most re.iiable. switch technology in the world with over 700 carriers around the globe. 16 of 13 lPfone has a breath of services available that the City of Lighthouse Point can take advantage of which also include both Fiber Broadband and SIP services, T-1 Services, Consulting Services, Cabling Services, and integration Services. Solution Overview • Most organizations today lack the on -staff expertise to manage the many phone system features and applications available to thesetype services are available to the City and any other entity that wishes to leverage these services from lPfone. To resolve this challenge, lPfone is proposing our fully Hosted Cisco/Broadsoft Cloud PBX fully Managed Cloud Voice services, which is a cloud -based and managed telephone system designed specifically for organizations that are seeking a "Single Vendor" platform. This will allow the City of Lighthouse Point both the consolidation of their communications infrastructure and integrate applications to reduce the cost and complexity of deploying an on premise telephone system with bolt -on third party applications, to never need a Maintenance Contracts, and to have the ability to always be current in software and never again have to deal wJEOL End of Life premise based equipment. What makes IPfone & Broadsoft better and different? ► UNLIKE vendors and providers that copy and follow the path blazed by others, we consistently pioneer new innovations like HUB & CC-1 ► UNLIKE the partial and disjointed point solutions that get adopted as "rogue apps", we provide a holistic and complete experience, everything in one place ► UNLIKE closed and proprietary vendor solutions, we protect existing investments by keeping our Platforms current to the most current release of features & Applications at no Cost to our customers and are willing to work with what you already have ► UNLIKE frustrating solutions lacking refined and intuitive user interfaces, we provide technology that aims to be as natural as meeting face-to-face ► UNLIKE large, generalist technology vendors who dictate their own agenda to customers, we flexibly accommodate - without creating artificial barriers or limitations ► UNLIKE vendors who lack substantial service capabilities, we plan, deliver and manage our solutions, in the cloud faster and with more flexibility ► UNLIKE implementers who walk away once all the lights are green, we commit to the achievement of the business outcomes required by the City of Lighthouse Point Proposed Technical Solution Configuration: > 1 Enterprise Software w18 Tenant Licensing > (75) Standard User Licenses which include Unlimited US & Canada Calling (Expense Reduction) wNolce Mail to Email, Conference calling for all, Call Transfer. Call Forwarding to any no# or Extension, Call Hold Call Park Voice Mail for all and Automated Attendant, for all Extension Users City of Lighthouse Point includes all users at all locations listed in RFP List of all Features included TAB 6 > 6 lPfone Cloud Extension User for Elevators, Fire Alarms, Data Lines, Faxes Lines etc ➢ (1) Enterprise Location Package ➢ (1) Analytics Package call accounting, Traffic analytics Package for all users this far exceeds RFP Request > (1) Voice toS Gateway Managed Service Pack 6 Cisco EdgeMarc ➢ (75) Cisco Multiplatform MP 8841 Gigabit Desk Telephones with Color Display and HD Speakerphones > (1) Cisco 232D Gateways units for Paging access, Door access Fax Machines Elevators etc > Complete Onsite Installation, Project Management, User Training, Data Base Collection/Design and System Administration Training Also Included:. Professional Installation — Project Management, Technicians and Trainer. Database Collection, Design, Setting and Testing of telephones > Placement and Testing of all Telephones are (Included) ➢ No additional charges will be incurred at any Locations within the City Network > 12- Month Satisfaction Guarantee - No early termination fees apply to all voice and or data services, lPfone is the Only company in the industry that Provides this Guarantee if not fully satisfied. 17 of 13 Value Proposition The leadership team at has over 75 years of collective telecommunication expertise and our technical staff averages 15 to 20 years of experience with various voice, data services. With !Phone Representing Cisco Broadsoft and have been providing customers , for the past 20 years we continue to provide technology leadership to our customers, whether the solution lies in the closet or in the cloud. Top 10 advantages to migrating to a offsite Fully Hosted & Managed Unified Communications Solution OPX Model - Retain your Cash $$$ and pay as you go managed service Business Continuity No down time during disasters - Multiple Data Centers w/5- 99999. Of Reliability, Multiple Secure fail -over Data Centers in Miami, and Dallas with full 24/7 NOC with Third Level Engineers based in Miami and in Argentina. Our implementation Plan On Demand Flexibility - Pay-as-yo-go model- don't pay for more than eliminates the amount of Expense Mobility- Increased productivity and flexibility for remote user and travelling employees Multi -site expandability with quick implementation and minimal cost down time with our Parallel Installation process to all Network - Allow for secure Primary City of Lighthouse Point Locations and our design Provides Fail over at all locations & backup included for redundant services to the City if elected. Security and Back Up With !Phone &Cisco Broadsoft you can have confidence in knowing we have the following in place for our Enterprise customers with our premier DUAL GEO REDUNDANT DATA CENTERS 1. Hosted in Dallas and Miami w/ Physical Security 24x7 Security Guards 2. CCTV & Recording 3. Pre -approval Access 4. Private Cage, Secure Cabinet w/ Power 5 Redundant Power 6 Backup Power 7. Defined Datacenter Access protocols a Predefined Access lists Proof of identification 9. Mantrap Entry Motion Detection 10. Fiber vault SSAE-16 Defined Disaster Recovery and Geographic Redundancy The lPfone disaster recovery plan details the redundancy design of the network and services elements operated by engineering and operations. It focuses on quickly returning network service functionality to a working state in the event of a disaster. lPfone provides services through geographically redundant data centers. These data centers contain all data network and server equipment required to provide service to customers. The offices where !Prone employees reside are physically independent from these data center locations. An event that renders one of the Cisco BroadSoftmployee offices unavailable would have no effect on the service being provided to customers through the data centers. If an event were to effect one of 1Pfone offices, the operations team would be able to operate the network and service elements remotely via VPN access from anywhere in the world. Each data center is designed and engineered that if one data center becomes unavailable, traffic can be redirected and processed by another data center. 1Pfone Cisco use world -class data center vendors to provide the space and power required for the network and services. All vendors are SSAE 16 Type 2 compliant with greater than 99.999% uptime and 24-hour data center monitoring. All voice call control and voice service elements are designed to automatically migrate (failover) from one data center to another if one data center becomes unavailable. The entire failover process is automatic and will occur in near real time. All service operating & service elements, for City of Lighthouse Point has been provisioning and configuration web interfaces, are designed in an active/standby architecture and can be manually migrated (failover) from one data center to another if one data center becomes unavailable. Once initiated, the entire failover process takes less than 2 hours. 18 of 13 Data Center Overview Geographically Diverse Data Center Architecture Designed with: • Efficient bandwidth across ail networks • Proper redundant components • Adequate site preparation The hosted platform consists of a number of communications components that interconnect with voice and data networks, and premise equipment. The platform components are distributed among multiple locations for redundancy and fault tolerance. To Interconnect with customers' sites, it requires voice and data networks, as well as application infrastructure. There are two major parts to the hosted platform - the Voice Point -of -Presence (POP) and the Application Center (AC). High Level Architecture: Voice • The Application Centers (ACs) are coupled with the Voice POPs (VPOPs). • While only 2 of each are shown, the architecture has no restrictions in the number of each element. • Each instance of the Application stack has its own Provisioning database. • The Provisioning database defines the scope of all the servers managed by it or ail served tenants. • PSTN Clouds shown above are for inbound and outbound traffic. • PSTN Clouds can be private SiP networks and can be mixed and matched for inbound and outbound traffic. Data Center 1 Data Center 2 BroadCloud Managemant BraadClodd Private Private PIP fOSPF) BroedClovd' DMZ BroadCloud Pu611r. Brb"BCldud' DMZ BOP IMP E,ternol vetwor'Ms Geographic Redundancy Eatwrnel elriiwnrks BrondClotM Nlolidseinent' • 19 of 13 TAB: 4 QUALIFICATIONS AND KEY EMPLOYEE RESUME'S 20 of 13 " - k l O g n : . 1 , 1 "