HomeMy Public PortalAboutBid Packet - Information Technology ServicesTOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
REQUEST FOR PROPOSALS
INFORMATION TECHNOLOGY SERVICES
RFP No. 17-200
DATE: OCTOBER 22 12017
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
TOWN OFFICIALS
SCOTT W. MORGAN, MAYOR
THOMAS M. STANLEY, VICE MAYOR
JOAN K. ORTHWEIN, COMMISSIONER
PAUL A. LYONS, JR., COMMISSIONER
DONNA S. WHITE, COMMISSIONER
GREGORY L. DUNHAM, TOWN MANAGER
MTA TAYLOR, TOWN CLERK
EDWARD K. ALLEN, JR., POLICE CHIEF
EDWARD C. NAZZARO, STAFF ATTORNEY
TowN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
CONTRACT DATA
Contract Title:
Information Technology Services
Contract Number:
Town RFP No. 17-200
Contract Owner:
Town of Gulf Stream
Contract Address:
100 Sea Road
Gulf Stream, FL 33483
RFP Representative:
Rita Taylor, Town Clerk
100 Sea Road
Gulf Stream, FL 33483
Phone: 561-276-5116
Fax: 561-737-0188
Date: October 22, 2017
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
REQUEST FOR PROPOSALS (RFP)
RFP No: 17-200
The Town of Gulf Stream, Florida, (hereafter, "Town") will receive sealed Proposals in response
to this Request for Proposals (hereafter, "RFP") together with the information and documents
required and as referenced herein and any other information relative to the experience, expertise
or proficiency of the Proposer, at the office of Rita Taylor, Town Clerk, Town Hall, 100 Sea Road,
Gulf Stream, Florida 33483, (561) 276-5116, for furnishing the services described below:
RFP No. 17-200
INFORMATION TECHNOLOGY SERVICES
The Town is accepting proposals for Information Technology Services to the Town, including its
Police Department. For further details, see Section 19. Scope of Work and Specifications.
Responses to this RFP must be clearly marked "RFP No. 17-200, Information Technology
Services" and must be received by the Town Clerk at 100 Sea Road, Gulf Stream, Florida 33483,
either by mail or hand delivery, no later than 2:00 p.m. local time on November 22, 2017.
Proposals must be sealed. It is anticipated that the proposals shall be opened at 2:00 p.m. at Town
Hall, located at 100 Sea Road, Gulf Stream, Florida 33483, on the same date. Any proposals
delivered or received after 2:00 p.m. local time on said date will not be accepted under any
circumstances. Any uncertainty regarding the time a Proposal is delivered or received will be
resolved against the Proposer.
In accordance with Florida Statutes, Section 119.071, proposals are exempt from public
disclosure until such time as the Town provides notice of an intended award or until 30 days
after the opening, whichever is earlier.
The Town reserves the right to reject any or all Proposals, to waive any informalities or
irregularities in any Proposals received, to re -advertise for Proposals, or take any other such actions
that may be deemed to be in the best interest of the Town.
INSTRUCTIONS TO PROPOSERS:
1. PURPOSE
The Town of Gulf Stream is interested in obtaining proposals from qualified Proposers to
provide Information Technology Services to the Town, including its Police Department.
All work must be performed in accordance with applicable Federal, State, Local laws and
regulations.
2. COPIES OF SUBMISSION
One unbound original and five (5) copies with one (1) electronic copy (USB flash drive)
of the entire proposal form and required submittals in PDF format shall be submitted to the
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TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
Town of Gulf Stream at the office of Rita Taylor, Town Clerk, Town Hall, 100 Sea Road,
Gulf Stream, Florida 33483.
Sealed proposals clearly marked "RFP No. 17-200, Information Technology Services"
must be received by the Town Clerk either by mail or hand delivery, no later than
Wednesday, November 22, 2017 at 2:00 p.m. local time. A public opening will take place
at 2:00 p.m. in the Town's William F. Koch, Jr. Commission Chambers at Town Hall on
the same date.
Facsimile or e-mail submittals will not be accepted. Any Proposal received after 2:00 p.m.
local time on the above referenced date will not be accepted under any circumstances and
will be returned unopened. Any uncertainty regarding the time that a Proposal is received
will be resolved against the Proposer.
In addition to other requirements included in this RFP, proposals shall at a minimum
include the following information for a proposing firm to be considered:
(1) Title Page This section should minimally include a Title page with the firm's name, address
and telephone number of contact person, and the name, address, principal place of business and
telephone number of legal entity with whom the contract is to be written.
(2) Table of Contents The table of contents of the proposal should include a clear and complete
identification of the materials submitted by section and page number.
(3) Transmittal/Introduction Letter Transmittal/Introduction letter should be included to
introduce the Company with the corporate name (if applicable), address and telephone number of
principal office, number of years in business and size of staff. Include a reproduction of Corporate
Charter Registration, if applicable.
This letter will summarize in a brief and concise manner that the Proposer understands the scope
of the work to be performed, a statement why the firm believes itself to be best qualified to provide
the services, a statement that the proposal remains in effect for ninety (90) days, and a statement
acknowledging receipt of each addendum issued by the Town, if any. An authorized agent of the
Proposer must sign the Letter of Transmittal indicating the agent's title or authority.
(4) Financial Information An indication of the resources and the necessary working capital
available and how it will relate to the firm's financial stability should be included in the RFP
response. The information provided will be used to gauge the financial resources and capabilities
of your firm.
(5) Litigation Statement A statement that no litigation or regulatory action has been filed against
your firm in the last three (3) years should be included in the proposal. If an action has been filed
against your firm(s) within the last three years, state and describe the litigation or regulatory action
filed against your firm and identify the court or agency before which the action was instituted, the
applicable case or file number, and the status or disposition for such reported action. Describe all
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
litigation (include the court and location) of any kind involving proposer or proposer's team
members within the last five years.
(6) Experience Provide a minimum of three (3) references, for which the Proposer has performed
(or is currently performing) work, similar in nature and size (including projects larger in scope),
as the project described herein within the five (5) years prior to the RFP due date. These references
must include, as a minimum: name of company, contact person, address, and telephone number.
References shall include the general description of the dates and work performed. The proposal
shall include information regarding past performance, including the total number of similar clients
successfully served. Proposals will only be considered from experienced qualified firms. Provide
information on proposed staffing levels and resumes of all persons who will be involved in the
business and the actual operations. Letters of Commendations or Recommendation may be
included in this section.
Provide a list of all of your organization's ongoing or completed contracts in the previous three (3)
fiscal years. If more than ten (10), list the ten (10) most recent. Information should include the
name of the client, description of the project, and any contract renewals, if applicable.
Provide a list of all current contracts and estimated monthly time spent on each contract.
Information should include the name of the client; the name, location, and description of the
project; the names of any subcontractors; and percentage of the work subcontracted to others.
(7) Forms Executed copies of the following: Proposer's Qualifications, Bid Form, Signature
Sheet, and Drug -Free Workplace Certification.
SELECTION PROCEDURE
A Selection Committee (hereafter, "Committee") appointed by the Town Manager will
evaluate proposals submitted for recommendation to the Town Commission as set forth
below.
4. EVALUATION CRITERIA
Max. Points
Category
20
Qualifications and Experience of Firm
• Qualifications and experience with similar projects
• Experience working with Law Enforcement Agencies
• Experience working with Government Agencies
• Availability of qualified, CJIS certified personnel
• Certifications
0
References (provide a minimum of 3)
• Provide at least two (2) government and one (1) law enforcement agency
references from the past five (5) years
• Demonstrated ability to promptly solve critical issues
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
20
Scheduling ability and location, and how they impact maintaining effective
communication between the Town & Consultant:
• Location of the consultant and proximity of key personnel
• Willingness to meet time and budget requirements, where
necessary
• Recent, current and projected workload(s) of the consultant
• 24/7 availability of key personnel when and if necessary
20
Knowledge/Understanding of Town's Software & Hardware
• See section 19. Scope of Work and Specifications for detailed list
of software and hardware.
0
Contract Price
NOTE: Proposals should be prepared to clearly address the Evaluation Criteria as
well as any and all other information required by this RFP.
A. The Selection Committee will review and evaluate the proposals received. Non-
responsive or incomplete proposals may be rejected. The Committee will be
responsible for short listing the most qualified firms. The Committee shall have the
discretion to short list all of the Proposals received or to short list no fewer than three
firms for scoring and ranking. The Committee may also, in its sole discretion, request
additional or clarifying information from any Proposer. The committee may expressly
request such information to remedy any incomplete response, but will not be obligated
to do so. The occurrence or absence of such a request shall not be cause for objection
by any Proposer. NOTE: In accordance with Florida Statutes, Section 286.0113,
portions of Committee meetings may be closed to the public and the Proposers.
B. Short listed firms may be asked to make a presentation of its qualifications and
methodology to the Committee.
C. The Committee will rank the short listed proposers in accordance with the Evaluation
Criteria. If presentations are required by the Committee, they shall occur prior to the
final ranking. The Town Commission will make the final award decision, which shall
be made to the Proposer determined to be most advantageous to the Town taking into
consideration the price and other Evaluation Criteria.
D. The Town further reserves the right to request such additional information, make
inspection of Proposers' facilities, request audited financial statements or other
approved documentation to verify financial viability, and in order to fully evaluate a
Proposer(s) responsibility and ability to perform the subject work, including
performing a background check and fingerprinting of those who will work on the
Town's system to ensure Proposer is able to obtain CJIS certification. Nothing herein
shall be construed as requiring the Town to take such steps.
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
E. By submitting a proposal, a Proposer is warranting that it has not employed or retained
any company or person, other than a bona fide employee working solely for the
Proposer to solicit or secure the Contract and that it has not paid or agreed to pay any
person, company, corporation, individual or firm, other than a bona fide employee
working solely for the Proposer any fee, commission, percentage, gift or any other
consideration contingent upon or resulting from the award or making of the Contract.
5. TENTATIVE SCHEDULE OF EVENTS
The schedule of events relative to this RFP shall be as follows:
Event
Date on or b
Issuance of Request for Proposals
Sunday, October 22, 2017
Opening of Proposals at Town Hall, 100
Sea Road, Gulf Stream
Wednesday, November 22, 2017, 2:00
p.m.
Submission Evaluations
To be determined
Award of Contract
December 8, 2017
The Town reserves the right to modify the schedule of events.
6. AWARD
Pursuant to applicable law, the Town reserves the right to accept or to reject any or all
Proposals. The Town also reserves the right to reject the Proposal of any vendor who has
previously failed in the proper performance of an award or failed to deliver on contracts of
a similar nature or who is not in a position to perform properly under this award. The Town
reserves the right to ascertain Proposers capabilities in order to make a determination as to
the foregoing. The Town reserves the right to waive any irregularities and technicalities
and may, at its discretion, request a re -quote.
7. CONTRACT
The Committee will rank the proposals and the Town Manager may proceed to present the
ranking and award recommendation to the Town Commission. The terms of the contract
shall incorporate the terms of this RFP, and the top ranked firm's price proposal. The final
award decision shall be made by the Town Commission. The final contract shall be
prepared by the Town and shall include all terms and conditions required by this RFP,
applicable to law, and as maybe required or approved by the Town Commission, including,
but not limited to, termination for cause and for convenience.
8. PROPOSER WARRANTY
Proposer warrants that the prices, terms and conditions quoted in the proposal will be firm
for a period of at least 12 months from the date of the Contract award. Incomplete,
unresponsive, irresponsible, vague and ambiguous responses to this RFP will be cause for
rejection, as determined by the Town.
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
9. GUARANTEES
No guarantee or warranty is given or implied by the Town as to a minimum or total amount
of work that may result in a contract or award. The Town reserves the right to determine
the amount of work as deemed necessary to serve the best interest of the Town.
10. PRICING
The Proposer shall determine and indicate in the pricing section of its Proposal all
information which may be required for the Town to fully evaluate the pricing. If a Price
Proposal form is incorporated into this RFP, Proposers shall fully complete the Price
Proposal form and supply all required information.
11. PROPOSAL WITHDRAWAL
Any Proposer may withdraw its proposal prior to proposals opening by providing a written
notice to the Town. After proposals are opened, they shall be irrevocable for a period of
ninety (90) days.
12. INDEMNIFICATION
The Proposer agrees to indemnify, defend and hold harmless the Town, its officers, agents
and employees, free and harmless from any claim, liability, damages, cause of action,
expense or charge, of whatever kind or nature, including, but not limited to, personal injury,
loss of life, property damage including loss of use thereof, and against all losses which may
arise out of or be connected with the performance of Proposer's duty hereunder, and shall
indemnify the Town against any suits, actions, claims, damages or causes of action brought
by or on behalf of any person arising out of the performance of such duties, and pay all
costs and expenses, including reasonable attorney fees at both trial and appellate levels, in
connection therewith. Nothing in this agreement shall be construed to affect or waive in
any way the Town's sovereign immunity.
13. EQUAL EMPLOYMENT OPPORTUNITY
Proposer shall not discriminate against any employee or applicant for employment because
of race, religion, color, age, sex or national origin, or physical or mental handicap, or
marital status. Proposer shall take affirmative action to ensure that applicants are
employed, and that employees are treated during their employment without regard to their
race, religion, color, age, sex or national origin, physical or mental handicap, or marital
status.
14. PUBLIC ENTITY CRIMES
Pursuant to the provisions of paragraph (2) (a) of section 287.133, Florida Statutes — "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 bid, proposal, or reply on a contract to provide
any goods or services to a public entity; may not submit a bid, proposal, or reply on a
contract with a public entity for the construction or repair of a public building or public
work; may not submit bids, proposals, or replies 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
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TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
entity in excess of the threshold amount provided in s. 287.017 for Category Two for a
period of 36 months following the date of being placed on the convicted vendor list."
By submitting bid documents, the submitting firm attests that it has not been placed on the
"Convicted Vendor List" or found guilty of a public entity crime.
15. CONFLICT OF INTEREST
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida
Statutes. Proposers must disclose with their Proposals the name of any officer, director,
partner, associate, agent, Advisory Board member or client/customer who is also an officer,
former officer, or employee of the Town of Gulf Stream or its agencies.
16. SUBMISSION OF PROPOSALS
It is the responsibility of the Proposer to ensure that the Proposal reaches the Office of the
Town Clerk on or before the closing hour and date set forth in this RFP. The Town is not
responsible for the Proposer's costs associated with preparation of the bid or proposal.
17. DISPUTES, GOVERNING LAW, VENUE:
After an award of the contract, disputes shall be resolved as set forth in the contract and in
the manner generally required by the Town in its contracts. The contract and the
Contractor's performance of the services shall be governed and construed in accordance
with Florida law. Venue for any disputes shall be in the state courts of the State of Florida
in Palm Beach County.
18. CONE OF SILENCE; ADDENDA OR ADDITIONAL INFORMATION
A Cone of Silence is hereby imposed and made applicable to this RFP. A "Cone of
Silence" means a prohibition on any communication, except for written correspondence,
regarding a particular request for proposal, request for qualification or invitation to bid.
The Cone of Silence shall become effective from the time this RFP is advertised, and shall
terminate at the time that the Town Commission commences to make a final decision
regarding a contract award, rejects all responses, or takes other action which ends the RFP
process.
During the effective time period of the Cone of Silence, any person or entity which submits
a response, or that will be subject to evaluation under the terms of this RFP, shall not have
any communication with the members of the Selection Committee, the Town Commission
or the Town's professional staff relative to this RFP, except as may be permitted or required
during public meetings.
Any questions or requests for clarifications concerning this RFP shall be submitted in
writing by mail, facsimile, or e-mail and directed to Rita Taylor, Town Clerk of the Town
of Gulf Stream, 100 Sea Road, Gulf Stream, FL 33483; by fax number (561) 737-0188; or
e-mail address rtaylor ,gulf-stream.org. The Proposal Title/number shall be referenced on
all correspondence and in the subject section of the e-mail. All questions must be received
no later than noon, seven (7) calendar days prior to the scheduled proposal opening date.
All responses to questions/clarification, if deemed necessary by the Town, will be sent to
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TowN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
all prospective proposers either electronically, in writing, by mail, by facsimile or in the
form of an addendum, if applicable. No questions will be received verbally, and/or, after
the deadline. Proposers are hereby notified that they cannot rely upon oral representations
or discussions with the Town, including its staff or consultants, and which shall not be
binding upon the Town.
NOTE: A Proposer who violates the Cone of Silence shall be subject to automatic
disqualification from further consideration.
19. SCOPE OF WORK AND SPECIFICATIONS
Each Proposing Firm shall demonstrate its experience in providing the requested services.
Such experience shall include, but not be limited to:
• Ability to provide 24/7 monitoring of the Town's IT infrastructure for health and
performance and 24/7 Response for critical incidents per Service Level Agreement.
• IT Experience working with municipal/government clients (indicate number of years of
experience and which municipal/government clients).
• IT Experience working with Law Enforcement Agencies (indicate number of years of
experience and which agencies).
• Ability to provide on site work for the Police Department system. No remote access to
the Police Department system shall be permitted unless authorized by the Police Chief or
his designee.
• Maintain CJIS compliance, including maintaining or obtaining the required CJIS
certification level for all applicable employees, and assist in preparation of FDLE
Technical Audits.
• Maintenance of network and individual computers, including two (2) servers, seven (7)
PCs, seven (7) laptops, and one (1) tablet, including:
• New software and installation
• Troubleshooting desktop and server issues
• Internet connectivity and electronic mail verification
• System server and desktop maintenance (backup verification, back up drive
cleaning and service, service release updates, virus check verification,
defragmentation and scanning, printer cleaning and toner replacement)
• Miscellaneous computer tasks on an as needed basis
• Maintenance and monitoring of network security.
• Create, maintain, and alter user profiles.
• Maintenance of electronic mail server (to include adding and deleting users).
• Review equipment for protection from electrical surges and power outages.
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TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
- Assist as a liaison with software vendors on an as needed basis, and provide assistance
with installations and file conversions.
• Prepare and maintain system schematization of existing networks and network mapping.
- Provide IT support in areas of project management, planning and procurement.
Proof of current Microsoft Certified Solutions Expert certification or similar credentials.
- Experience with the following software and hardware:
• Verifiable Experience with the following:
• Microsoft Windows Server
• Microsoft Exchange
• Two way Domain Trust Relationships
• Microsoft Windows
• Microsoft Office
• Microsoft Virtual Servers
• Managed Services
• Microsoft Data Protection Manager
• Cisco Routers
• Antivirus
• Data recovery
• Microsoft Security Essentials
• Somcwall Routers
• ACH file transfers
• Preferred Experience with the following:
• Antivirus
• GIS
• CJIS Compliance
• FLCJNet DAVID System
• FDLE
• GPS Gateway
• MUNIS
• Viewmail
• Blackbaud
• Laserfiche
"Current software and hardware in use by the Town shall be continued unless consultant
can offer compatible solutions without additional licensing fees.
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TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
PROPOSER'S QUALIFICATIONS
The Proposer, as a result of this proposal, must hold a County and/or Municipal Tax Receipt
(Occupational License) in the area of their fixed business location. Each proposer must complete
the following information and submit with their proposal in order to be considered:
1. Legal Name and Address:
Name:
Address:
City, State, Zip:
Phone: Fax:
2. Check One: Corporation ( ) Partnership ( ) Individual ( )
3. If Corporation, state: Date of Incorporation: State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of
such authorization:
5. Name and Title of Principal Officers Date Elected:
6. The Vendor's length of time in business: years
7. The Vendor's length of time (continuous) in business as a service organization in Florida:
years
8. All proposers must disclose with their proposal the name of any officer, director or agent who
is also an employee of the Town. Further, all proposers must disclose the name of any Town
employee who owns, directly or indirectly, an interest in the bidder's firm or any of its
branches.
Name
Percentage of Interest:
9. A copy of County and/or Municipal Tax Receipt (Occupational License) in the area of their
fixed business location.
10. A current, signed copy of your firm's IRS form W-9.
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TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
BID FORM
Gulf Stream Information Technology Services, RFP 17-200
Gulf Stream, Florida
(submit in duplicate on Contractor's letterhead)
To: Date:
Time:
The Proposer is responsible to provide remote and on site information technology services work
managing the Town's computer network for a twelve (12) month period, to be renewed for two
(2) additional twelve (12) month periods upon mutual agreement of both parties. The Proposer
shall furnish information technology services periodically throughout the month as requested,
monitoring the Town's network and responding to issues as they arise. The Proposer must provide
verification of experience working with government agencies, law enforcement agencies, and all
software and hardware identified in the Scope of Work and Specifications. Due to the sensitive
nature of the services performed, each Proposer shall be vetted by the Gulf Stream Police
Department before a final selection is made.
STATE PRICE IN WORDS AND NUMERALS:
TOTAL PROPOSAL: TO PROVIDE INFORMATION TECHNOLOGY CONSULTING
SERVICES FOR THE TOWN OF GULF STREAM INCLUDING 24/7 UNLIMITED REMOTE
AND TELEPHONE SUPPORT:
DOLLARS PER MONTH
Additional on-site non-scheduled technical support and on site work performed for the Town
Police Department shall be provided upon request and availability and will be billed at the rate of
per hour.
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TowN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
SIGNATURE SHEET
The undersigned attests to his or her authority to submit this proposal and to bind the firm herein
named to perform as per agreement. Further, by his or her signature, the undersigned attests to the
following:
The bidder is financially solvent and sufficiently experienced and competent to perform all of the
work required of the bidder in the contract; and
That the facts stated in the bidder's response to this RFP are true and correct in all respects; and
That the bidder has read and complied with all of the requirements set forth in the RFP.
Company
By
Printed Name
Title
Address
City, State, Zip
Telephone
15
Witness:
Printed:
Title:
TOWN OF GULF STREAM, FLORIDA
Request for Proposals, RFP No. 17-200
DRUG-FREE WORKPLACE CERTIFICATION
Bidders must certify that they will provide a drug-free workplace. In order to have a drug-free
workplace program, a business shall:
Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of controlled substances is prohibited in the workplace
and specifying 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.
Give each employee engaged in providing the commodities or contractual services
that are under bid a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for
working on the commodities or contractual services that are under bid, the employee
will abide by the terms of the statement and will notify the employer of any conviction
on or plea of guilty or nolo contendere to any violation of Chapter 893, Florida
Statutes or of any controlled substance law of the United States or any singular 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 employee'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 Section 287.087, Florida Statutes.
Proposer's signature
Date
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Company Name and Title