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Home My Public Portal AboutResolution No. 24-046 - Resolution rejecting all bids received in connection with ITB No. 23-0912200 and approving the re-issuance of a request for proposals for records retention servicesSponsored By: City Manager RESOLUTION NO. 24-046 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA- LOCKA, FLORIDA, REJECTING ALL BIDS RECEIVED IN CONNECTION WITH INVITATION TO BID (ITB) NO. 23-0912200 AND FURTHER AUTHORIZING AND APPROVING RE - ADVERTISEMENT AND RE -ISSUANCE OF A REQUEST FOR PROPOSALS ("RFP") PERTAINING TO RECORDS RETENTION SERVICES; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Opa-Locka, Florida ("City Commission") issued Invitation to Bid (ITB) No. 23-0912200, to solicit competitive proposals from qualified firms for records retention services; and WHEREAS, three (3) proposals were received on October 13, 2023 in response to RFP No. 23-0912200; and WHEREAS, the City Manager recommends that the proposals received in connection with RFP No. 23-0912200 be rejected based on the low response of bidders; and WHEREAS, the City further desires to re -issue a Request for Proposals ("RFP") for records retention services; and WHEREAS, the City Commission of the City of Opa-Locka finds that it is in the best interest of the City and its residents to reject all bids in connection with Invitation to Bid (ITB) No. 23-0912200. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA- LOCKA, FLORIDA: SECTION 1. RECITALS The recitals to the preamble herein are incorporated by reference. SECTION 2. AUTHORIZATION The City Commission of the City of Opa-Locka hereby rejects all bids in connection with Invitation to Bid (ITB) No. 23-0912200 and further approves and authorizes the re - advertising and re -issuance of a Request for Proposals (RFP), for Records Retention services. Resolution No. 24-046 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 of this Resolution may be authorized by the Interim City Manager, following review by the City Attorney, without need of public hearing, by filing a corrected copy of same with the City Clerk. SECTION 4. EFFECTIVE DATE This Resolution shall take effect upon the adoption and is subject to the approval of the Governor or Governor's Designee. PASSED and ADOPTED this 27th day of March, 124. ohn H. T.; y or Jr., Mayor TTEST: nna Flores, City Clerk APPROVED AS TO FORM AND LEGAL SUFFICIENCY: Bur a• -tte No is -Weeks, P.A. City Attorney Moved by: Commissioner Williams Seconded by: Vice Mayor Ervin 2 Resolution No. 24-046 VOTE: 5-0 Commissioner Williams YES Commissioner Kelley YES Commissioner Bass YES Vice Mayor Ervin YES Mayor Taylor YES 3 DocuSign Envelope ID: 9A2080C5-879E-43F1-BADF-C9F1D6A77269 City of Opa-locka Agenda Cover Memo DocuSigned by: City Manager: Darvin Williams CM Signature: "`1'-' C46C07C1E8DE492... Commission Meeting Date: 03.27.2024 Item Type: (EnterX in box) Resolution Ordinance Other X Fiscal Impact: (Enter xin box) Yes No Ordinance Reading. (EnterXin box) 1s, Reading 2nd Reading X Public Hearing: (EnterX in box) Yes No Yes No X X Funding Source: Account# : (Enter Fund & Dept) Ex: See Financial Impact Section Advertising Requirement: (EnterX in box) Yes No X Contract/P.O. Required: (EnterX in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (EnterX in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Area: Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) X m 0 0 • • MI Sponsor Name City Clerk Department: City Clerk Short Title: A resolution authorizing the Interim City Manager to reject all proposals received in connection with RFP No. 23-0912200 for records retention services. Staff Summary: The City Commission issued an Invitation To Bid (ITB) to solicit competitive proposals for the record retention for the City Clerk's office. Three (3) proposals were received; however, a request is being made to reject the proposals based on the low response of quality bidders and to re -advertise a Request for Proposal (RFP). Financial Impact - The only expense associated with this item is advertising costs from utilizing publications in addition to electronic dissemination of this RFP to ensure broad coverage to reach a wide range of potential bidders. Up to $3,000 may be expended if advertising is done through publications and will be charged to Non - Department Division, Other Advertising, (19-515491) which has a budget of $25,000 and balance of $13,060. Proposed Action: Staff recommends the approval of this request to reject all proposals submitted and readvertise an RFP. Attachment: Bid Certification Copy of proposals received CITY OF OPA-LOCKA CERTIFICATION INVITATION TO BID ITB NO. 23-0912200 PUBLIC RECORDS MANAGEMENT I, Joanna Flores, City Clerk of the City of Opa-locka, Florida, do hereby certify that sealed bids were received by 2:00 p.m. on October 12, 2023 and opened at the Opa-locka Municipal Complex, 780 Fisherman Street, 4`h Floor, Opa-locka, Florida, at 9:45 a.m. this 13th day of October, 2023. BIDS RECEIVED NAME/ADDRESS 1. Dynamic Documents Services 133 NE 2" Avenue, Suite 2612 Miami, FL 33132 Contact: Nareg Halajian Tele: (855) 866-3627 2. IQBG Inc. 1751 Pinnacle Drive McLean, VA 22102 Contact: Jamie Aguilar, President Tele: (703) 395-2041 Email: iaguilar(a igbginc.com 3. Secure Records Solutions 105 Baybrook Street Thomasvilla, GA 31792 Contact: Christopher P. Jones Tele: (850) 656-6900 Email: christopher(asecurerecordssolutions.com Lump Sum: Hourly onsite: Hourly offsite: Lump Sum: Hourly onsite: Hourly offsite: Lump Sum: Hourly onsite: Hourly offsite: $16,550.00 $120.00 $120.00 $40,655.00 $185.00 $185.00 $155,000.00 $450.00 $300.00 Please note that all bids, with the exception of Dynamic Documents Services were submitted via Demand Star (e -bid) and provided to the City Clerk's Office by Junior Bergel, City of Opa-locka Procurement Office. I further certify that bids were submitted and properly opened in the presence of the following: Jun J": er� 1 J i nna Flores, CMC Procurement Officer C!y Clerk City of Opa-locka City of Opa-locka Proposal For City of Opa-Iocka Public Records Management System ITB NO. 23-0912200 Dynamic Document Services, Ltd. 133 NE 2nd Ave Ste 2612 Miami, FL 33132 Nareg Halajian (President) 855-866-3627 YNAMIC DOCUMENT SERVICES Table Of Contents Introduction Letter 3 Executive Summary 4 Company Background 5 Company History 5 Company Highlights 5 Personnel 6 References 8 Statement Of Work 9 Introduction 9 Project Requirements 9 Scope Of Work 9 Deliverables 10 Timeline 11 Implementation Plan 11 Change Management 16 Cost Summary 17 Price Proposal Form 18 Statement Of Work Approval 19 Certificates & Licenses 20 Drug -Free Workplace Certification Form 21 Non -Collusion Affidavit 22 Non -Discrimination Affidavit 23 E -Verify Form 24 Attachments 25 Attachment 1: Qatar 2022 FIFA Soccer Committee Laserfiche Records Management Solution 25 2 netts cot„ 1-855-866-DOCS i,, „6o-DOC infv@:ivnaniicdocun er;is cvi J''NAMIc DOCUMENT SERVICES Introduction Letter September 12, 2023 Joanna Flores City Clerk City of Opa-locka 780 Fisherman Street, 4th Floor Opa-locka, FL 33054 To Joanna, Dynamic Document Services is pleased to present this proposal to provide Public Records Management products and services to the City of Opa-Iocka. The proposed products and services will meet and exceed your records management, information governance and compliance needs as outlined in your Invitation To Bid. Our vision for the City of Opa-locka is to apply our standard high level of customer service, leverage our detailed technical expertise, and utilize our extensive experience providing Records Management solutions and support. We are confident that we can provide a solution for every feature request outlined in the Scope Of Work of the ITB in a timely manner. We also know that we can do a great job providing the necessary support, training and consulting services needed to create a reliable and efficient Public Records Management schema for Records Managers and End - Users alike. We are a team of passionate, hardworking enthusiasts who strive to provide simple, effective Records Management and Process Automation solutions, backed up with excellent customer. Our successful track record of Laserfiche implementations, along with our happy customers, ensures that we are qualified to provide the same experience for the City of Opa-locka. Respectfully, Nareg Halajian President Dynamic Document Services 133 NE 2nd Ave Ste 2612 Miami, FL 33132 www.dynamicdocuments.com ndh@dynamicdocuments.com 855-866-3627 3 d•,rrur,r:::cocu•nerils UOr,i ?-855-866-ROCS info a dynamicdocunrents.curri IYNAMII DOCUMENT SERVICES Executive Summary The City of Opa-locka ("Customer") is seeking to implement a modern and scalable Public Records Management (PRM) platform that offers widespread accessibility and usability, and standardizes controlled record governance across the organization. The solution should support a diverse population of users and offer a seamless experience for end -users, records managers, and system administrators to effectively access, create, and manage their paper and electronic records in a highly available and secure environment. The proposed PRM solution will provide a digital repository that will provide a secure, highly - accessible platform in which to store and retrieve critical organizational records and other content. In addition to efficient search and retrieval, the solution will also keep accurate track of record retention policies and notify Records Managers when records series' are due for cutoff, destruction, or transfer to an offsite storage facility. Laserfiche offers industry -leading PRM solutions that have been implemented within organizations throughout the world to ensure transparency and simplify compliance through the centralization and standardization of public record policies. Benefits ofthe platform include: • Automated Capture, Routing & Storage — Laserfiche offers advanced capture and workflow processing tools to automate the import of new records, reducing the time and need for manual data entry and file organization. New records can be routed to the records series that they belong to and will automatically inherit the retention policies applied to those records series. • Records Retention Management — Laserfiche enables Records Managers to easily keep track of the retention policies for all their record types. Versatile information governance tools will make your organization more transparent and compliant with regulatory guidelines. • Records Routing Workflows — With Laserfiche Workflow, records added to working folders by end users will be automatically routed to records series that have already been configured with retention policies for that record type. Once stored in a records series, records automatically inherit the retention policy previously configured by the Records Manager. Two separate folder structures for Records Managers and End Users enable each to store and work with records in a way that makes sense to them. • Robust Records Searching — Records Managers can easily search for records that are cutoff, ready for disposition, or have holds applied to them. These advanced searches give Records Managers a snapshot of where records series' are in their retention lifecycle. Finding records easily and taking necessary actions in a timely manner keeps organizations adherent to record retention guidelines and eliminates the need to pay costly non-compliance fines. • Physical Records Management — Records Managers will manage physical records in storage using a paper -based manual version of the electronic Public Records Management solution. 4 ' ::✓ciyn nr:ccio:u•nc:nts Cora i-855-866-DOCS irrio@dynamicdocumenls.conr 3YNAMIc DOCUMENT SERVICES Company Background Company History Dynamic Document Services was established in 2012. We are a small, effective team of 3 Laserfiche enthusiasts who always go the extra mile to keep our customers satisfied. Nareg Halajian is the team leader. Marlon Lumanog and Cherry Diesta act as the technical support team. We have not had any employee turnover in the past three years. Our highly trained and experienced team of professionals have proven that we can deliver on our customer satisfaction claims. We have a long, successful track record of quickly resolving support cases and providing high -quality, effective technical solutions for our customers. Our Laserfiche Certified Professional Gold Certification status ensures that you get quality support and expertise. Our team is well -versed in providing technical support and solutions for all Laserfiche's features, including Server, Desktop Client, Web Client, Mobile App, Workflow, Forms, Records Management, Audit Trail, Quick Fields, Public Portal, Import Agent, Connector, SDK and more. We also have long established working relationships with many members of the Laserfiche community, including Laserfiche Support, Presales, Development, and Management. Leveraging our technical expertise, creative solutions, personal connections, and strong work ethic, your organization can rest assure that it will get the most out of its investment in Laserfiche ECM and have a great customer experience. Company Highlights Since starting our business in 2012, we've prided ourselves on providing an excellent level of end - user support and technical expertise. Our goal has always been to ensure that our Laserfiche customers are happy with their investment in Laserfiche software and our professional services. We've managed to stay on track with our goals with a high customer satisfaction rating. We've also managed to make an impact in the Laserfiche community with a reputation for resolving issues that many others could not. We utilize all the support and knowledgebase resources at our disposal to quickly resolve any type of Laserfiche support issue or consulting inquiry. We will of course bring this same approach of hard work and attention to detail in providing support and solutions to your organization. We're happy to say that we have satisfied customers and we're confident that you'll be one of them too. 5 dytieiri,-.;(.1oc !',!en;s cur'; 1-855-866-DOCS fo dynar iudouunieni .uur DYNAMIC DOCUMENT SERVICES Personnel Nareg Halajian — Owner/President (Jan 2011 To Jan 2022) Marion Lumanog — Technical Support Manager (Jan 2011 To Jan 2022) Cherry Diesta — Technical Support Representative (Jon 2015 To Jan 2022) Combined Professional Experience Over 13 years of experience facilitating all aspects of reselling the Laserfiche ECM software suite. Activities include directing sales and marketing efforts, performing software implementations, providing end -user support, creating technical solutions, and managing consulting projects. Responsibilities: • Manage and direct sales and marketing efforts for Laserfiche ECM to organizations in State & Local Gov't, Higher Education, Healthcare, Financial Services, Manufacturing, & Property Management. • Manage and perform Laserfiche software implementations including technical requirements gathering, installation, configuration, user training and end -user support. • Manage and direct a team of employees who provide technical support assistance to Laserfiche end -users. • Manage all support cases and provide technical support assistance to Laserfiche end -users; escalate to Laserfiche Support if necessary. • Facilitate professional services projects using all components of the Laserfiche ECM suite; includes directing project communication and documentation, technical requirements gathering, solution design and creation, testing, implementation, user training and ongoing support. Combined Laserfiche Technical Experience Over 15 years of creating document management and process automation solutions using all components of Laserfiche. Experience includes: gathering process requirements from customers; designing, building and testing solutions; transitioning to live production environment; providing ongoing technical and process support. 6 ,V r:'C::)'�'ric r'l��:dUC!"tlenls LO 1 . -855-866-DOCS info@dynanticdocun.e!:ts.con, JYNAMIc DOCUMENT SERVICES Laserfiche technical experience includes: • Server & Client (Admin Console; Desktop and Web Client; User Administration; Security; Metadata) • Workflow (Database Lookups; Invoke Business Process; C# or VB.net Custom SDK Scripting) • Forms (Realtime Lookup; Data Management; Invoke Workflow; Conditional Decisions; Form Tabulation CSS; JavaScript;) • Quick Fields (Document Classification; First/Page Identification; Image Enhancements; Metadata Extraction) • Records Management (Record Folder Structure; Retention Period; Cutoff Instructions; Final Disposition) • Audit Trail • Import Agent • Public Document Portal • Connector Continuing Education Laserfiche CPP Gold Certified 7 1 •. . .. Jvnairnr(_;uocu uen!s eo ' ?-85 5 -866 -DOGS inro(5?dynaniicdocunlenlS cvir PI'NAMIC DOCUMENT SERVICES References City of Pompano Beach (2020 -Current) Susan Moran, Business Analyst, susan.moran@copbfl.com, 954-786-4277 Responsibilities include: Provide ongoing technical support for end -user errors and how-to questions Provide administrative maintenance of system platform to ensure accessibility and up -time Help automate and streamline internal processes using tools like Laserfiche Forms and Workflow Automate and streamline document and data capture processes using Laserfiche Quick Fields intelligent scanning application Qatar 2022 FIFA Soccer Committee (2015 -Current) Mustafa Siddiqui, IT Director, mustafa@itqan.com.qa, +974 4435 0800 Responsibilities include: Interpret existing retention policies for all records types Design Laserfiche Records Management schema that adheres to organization records policies and regulations Build Laserfiche Records Management cutoff instructions, retention periods, holds, records series, records folders, etc. necessary to carry out proposed RM schema Build Laserfiche Workflows to automatically route new records to appropriate records series so they inherit pre -determined retention policies Create project documentation and training materials for users and administrators for efficient use of RM solution, including running RM searches and executing RM workflows Kings Point In Tamarac (2019 -Current) Rich Bobker, Executive President, rbobker@kingspoint.com, 954-726-4120 Responsibilities include: Provide ongoing technical support for end -user errors and how-to questions Provide administrative maintenance of system platform to ensure accessibility, up -time and efficiency Scan large batches of documents and import them into the Laserfiche document repository for OCR full -text indexing and searchability Automate and streamline slow and paper -heavy incident report process using Laserfiche Forms and Workflow 8 VIlcIlia.:doc.•u•1 lel1 tS l,•o"E 1.855-866-DOCS info•@dynarnicdocume lts.co , IYNAMIC DOCUMENT SERVICES Statement Of Work Introduction We are undertaking the implementation of a Public Records Management system for the City of Opa-locka. We will collaborate with the City Clerk's Office to review existing Florida Administrative Code and Retention Schedules and design a matching records management schema for both electronic and physical records. Mutual collaboration, project documentation and training materials will ensure a successful project that delivers an effective solution for the City. Project Requirements This project requires that a fully functioning records management schema be designed, built, configured, tested, and rolled out for City of Opa-locka's physical and digital records. In collaboration with the City's Records Manager, we will create a Records Management schema that adheres to the record retention policies listed in the Florida Administrative Code and Retention Schedules. We expect to complete the project within 30 days of the start. Solution support will be provided to the Records Manager and End -Users by the contractor for any technical issues, errors or how-to inquiries that occur. Scope Of Work The Public Records Management implementation will consist of the following activities: • Review Florida Administrative Code & Retention Schedules with Records Manager and key departmental staff members • Meet with City Clerk and key departmental staff to discuss current and future needs for public records management and reporting • Meet with Records Manager and key departmental staff to create inventory of all physical and digital business records generated by the City • Design and create Records Management schema for physical and electronic records based on retention policies outlined in the Florida Administrative Code & Retention Schedules • Evaluate current software systems used by the City and recommend more effective alternatives • Meet with Records Manager to determine most effective records filing structure for managing retention policies • Meet with End -Users to determine most effective filing structure for working with records on a daily basis • Design and create a Laserfiche records series folder structure for Records Managers and regular folder structure for End -Users • Review records access levels with Records Manager and configure folder access security in Laserfiche records folders based on City requirements 9 uun -855-866-DOES info dyrlariticdocurle".:5 uuli' IYNAM II DOCUMENT SERVICES • Design and create Laserfiche Records Management structures including record series, record folders, cutoff instructions, retention periods, review cycles, events, locations, holds • Design and create Laserfiche Records Management routing workflows that route new records to appropriate records folders and create a shortcut in the end -user folders • Design and create paper -based retention policies to be attached to corresponding cabinets/boxes in offsite storage facility • Assist with compiling Florida Department of State compliance statements • Assist with monitoring changes in the Florida Administrative Code & Retention Schedules and making necessary updates to solution so the City stays compliant • Assist with monitoring changing legislation, Attorney General and Court Opinions and making necessary updates to solution so the City stays compliant • Provide onsite training to all City Clerk and departmental staff on use of new Laserfiche Records Management system • Provide onsite training to all City Clerk and departmental staff on new procedures and tasks involved with managing retention of physical paper records stored offsite • Provide training and documentation for implementing management and destruction policies and procedures for all of the City's physical and electronic records • Provide social media archival and retention guidance and support • Review and update current public records definitions and make recommendations for more effective management tools and techniques • Review current Public Records Request process with City Clerk and recommend automated digital solution using Laserfiche Forms • Implement and train users on new Public Records Request solution using Laserfiche Forms • Provide ongoing training to administrators and users on how to use physical and digital Records Management solutions • Provide ongoing administrative and maintenance assistance to keep the City in compliance with current standards and definitions Deliverables • Fully functioning Laserfiche Records Management solution for managing retention policies of electronic records • Records Management plan and paper -based solution for managing physical records stored offsite • Full inventory of all City records in all departments and locations • List of current retention policies and procedures outlined in Florida Administrative Code & Retention Schedules • Training sessions and initial implementation support provided to Records Manager and End - Users • Records Management solution manual and training documentation • Ongoing solution support for Records Manager and End -Users • Implementation of digital Public Records Request solution using Laserfiche Forms including training and documentation 10 dVI}ar!I cdu:;unents copl ,•855-o66•DCCS in(ofpcynr,niicdo :ur:e,its can J'I'NAMIC DOCUMENT SERVICES Timeline The entirety of this project is expected to be completed within 30 days of the project start date, as agreed to by both parties. 1. Full review of Florida Administrative Code & Retention Schedules is expected to be completed within 3 days of project start date. 2. Full inventory of all City records in all departments and locations is expected to be completed within 8 days of project start date. 3. Full list of current retention policies and procedures is expected to be completed within 12 days of the project start date. 4. Creation and implementation of Laserfiche RM solution is expected to be completed within 20. S. Creation and implementation of paper -based RM solution is expected to be completed within 20. 6. Implementation of new Public Records Request process using Laserfiche Forms is expected to be completed within 28 days of the start of the project. 7. All documentation and training materials are expected to be completed within 30 days of the project start date. 8. Solution support will be provided on an ongoing basis Records Manager and End -Users. Implementation Plan This detailed implementation plan ensures that we follow proven methods and best practices for configuring your Laserfiche environment. Step I: Requirements Analysis Gather and confirm all requirements for a successful implementation Performing a thorough requirements analysis is a critical first step to successfully completing a project on time and within budget. The requirements analysis involves a reexamination of the documents that will be captured, the processes that will be automated and the way people will use and interact with the documents once they have been digitized. During the requirements analysis, important design factors such as security, access and retention requirements should be examined and documented. Confirm Architecture In most cases, the architecture of the proposed solution is developed using whatever information is available. Once the requirements analysis is completed, it's necessary to confirm that the proposed architecture is appropriate. If any modifications are required, you should document them, along with the reasons for the modifications. 11 Jyn��ni,� Ju :u:��ents cc)' .-855-366-ROCS info,@dynamicdocun,enis cur., 3YNAMIC DOCUMENT SERVICES Confirm Software Using the information from the requirements analysis, it's important to confirm that the proposed software solution is appropriately configured and licensed. Any required addition (or removal) of applications or licenses should be documented. Confirm Hardware Information about document types, expected performance, user behavior patterns, retention schedules and expected capture volumes can greatly affect the way a hardware solution is designed. Once the requirements analysis is complete, it's necessary to confirm that the appropriate hardware configuration has been proposed. Any modification to the hardware solution should be documented. Confirm Deployment Environments The deployment environment can have a significant impact on the way a solution is deployed. Network bandwidth, desktop hardware and legacy systems should be examined to confirm that the solution can be deployed as planned. Any changes to the proposed solution based on environmental factors and/or any environmental changes that are required should be documented. Step 2: Planning Define the formal work plan, checkpoints, and milestones for the project The formal work plan should serve as the master schedule by which progress is measured. The work plan should include all project -related tasks, as well as all required resources. The published work plan should also be used to track all project -related activities and generate scheduled and ad hoc progress reports. No work on the project should begin until a mutually -accepted work plan has been developed. Assemble Project Teams The work plan should include the human resources required to complete the project. In most cases, members from each department and IT are included, as well as an overall project manager and the Laserfiche team. Roles for each team member should be assigned and a general reporting structure agreed upon. Develop a Detailed Project Work Plan The overall project should be logically separated into distinct milestones, and the milestones should be broken into a series of tasks that must be performed in order to achieve the milestones. Tasks should be assigned to the appropriate team members in order to clearly define responsibility. Schedule Status and Milestones Meetings Regular status meetings are necessary to ensure milestones are met and the project is completed on time. Because achieving milestones requires team members to complete their assigned tasks, it's important to develop a realistic schedule of tasks. When meeting in person is not practical, meetings should be hosted using a Web conferencing infrastructure. 12 :J�rlicn•nuciUCu"^IEi'ilis COI'1 1-855-866-DOCS info@ dynamicJucunients C°Jlt J'I'NAMIC DOCUMENT SERVICES Develop a Support Plan A written support plan is necessary to ensure that end -users and system administrators have access to the proper support personnel. Response times to helpdesk inquiries should be documented, and an escalation procedure should be defined for more difficult issues. The support plan should also detail helpdesk ticketing procedures and personnel to be notified regarding the status of current cases. Develop a Communications Plan In addition to scheduled status and milestone meetings, regular communication between project members will be necessary. Additionally, it will be important to provide reports or documentation to management as the project progresses. It is also important to document the content of and decisions made during meetings for distribution to team members who aren't able to attend. Step 3: Design Design every aspect of the system in a design specification document Design is usually the first milestone of the project plan and is always documented in detail. System specifications should be developed to meet the needs outlined in the requirements analysis. These specifications should be submitted for approval before the build process begins. Step 4: Build Build the application according to the design specification The system should be built according to the approved specifications. Any changes that need to be made should be made to the specification and agreed upon before they are implemented. Step 5: Test Test the application for functionality, performance and design, according to the specification Before the solution is rolled out, comprehensive testing should be done. It's important to identify issues through testing so that productivity is not hindered once the system goes live. Unit Testing The proposed solution is made up of individual components that must be installed and tested within their environments. Implementation of a software or hardware component is not complete until it has been thoroughly tested. System Testing The overall system should be tested to ensure the individual components work together as planned. 13 dII tC ihlltnls.:» -855-866-DCCS inio@Jynarnicdoc:uments.coI: IYNAMIC DOCUMENT SERVICES Overall System Architecture Test The system should be tested according to the way in which it will be utilized. Functions such as scanning, data extraction, exporting and document routing should be tested to ensure they are working as expected. Hardware components should be tested to ensure image quality is acceptable and all devices can communicate with each other. Load Testing Once it's been determined that the system works as designed, load testing should be conducted to ensure the system will provide the expected performance once it's in production. Network bandwidth and server I/O should be tested under loads to ensure things like scanning at peak capacity won't affect search and retrieval. Step 6: Revise Revise the application per testing results and conform to design specification Based on test results, there may be functional or performance issues that require modifications to hardware or software components to address. System modifications should require the approval of an appended specification before they are made. Revise Program Revisions should be made according to the appended system specification. New hardware or software components should be tested individually to ensure they function as anticipated. Regression Testing Regression testing should be conducted to ensure that modifications don't adversely affect system components that originally worked as anticipated. Step 7: Rollout Launch the application, supported with communication, training and service The system should be rolled out based on a defined plan. All rollout activities, such as pilot testing, change management activities and training should be coordinated to ensure a smooth transition to the new system. Pilot Group Before the system is rolled out to the entire user community, pilot testing should be conducted using an appropriately diverse sample. During the pilot, usage patterns should be monitored to ensure the system will be used as predicted and that the system components will support the usage. Usability feedback should be solicited and training requirements should be determined. 14 -855-866-DOCS Ir1iog'y l )1icdouurnE n1s.COI' JYNAMIC DOCUMENT SERVICES Communication Plan A plan should be developed and agreed upon that describes the way project -related activities will be communicated to the user community. It's also important to develop a way for system users to communicate with the appropriate project team members. Pre -Launch Notifications If the system launch affects the way people will do their jobs (such as day forward scanning or workflow requirements), it's critical to give proper notification of what will be expected and when the system will be launched. Pre -launch notifications can also act as effective change management activities, providing a forum for users to discuss any potential questions. Launch Notifications Launch notifications serve as formal notice of system rollout and what is expected of system users. Post -Launch Notifications Post -launch notifications serve to keep the user community abreast of accomplishments, changes and any system -related issues that may affect them. Training Providing proper training is critical to the success of the implementation. In most cases, training is provided onsite, in groups according to role/function and using a copy of the production system. End -User Training End -user training is hands-on and conducted in groups using a replica of the production system. Whenever possible, users should be grouped according to their role or function so that training can be targeted. In most cases, follow-up training sessions should be scheduled to ensure questions that come up after initial use are addressed right away. System Administrator Training System administrators should be encouraged to participate in as much of the implementation process as possible so they understand how the hardware and software components are configured and work together. System administrator training will cover the overall design of the solution, as well as the way the individual components work. Topics covered should include security configuration, troubleshooting and maintenance. Particular attention should be paid to regular maintenance procedures to ensure the system continues to perform as expected. Support Laserfiche offers a variety of support options based on project complexity, required uptime and response expectations. Support plans range from telephone and e-mail support to regularly - scheduled maintenance visits and remote system monitoring. 15 dync;rri ..:ciocu nests cum 1-855-866•DOCS infocc'_r,.dynarnicdocurnenis.c;urr1 IYNAMIC DOCUMENT SERVICES Define Internal Escalation Path The way in which problems are reported, addressed and escalated should be documented. Internal support personnel may be expected and trained to address common issues (such as ensuring hardware is properly connected, resetting passwords, etc.) Internal support staff should be given system documentation and access to an online knowledge base to assist them. Define Escalation Path to Laserfiche Lines of communication should be established for escalating issues to Laserfiche for support. Response times and resolution procedures should be documented. Project Wrap -Up Once all of the milestones on the work plan are achieved, the implementation is considered complete. Project wrap-up activities may include formal sign -off and a final status meeting. Transition System Maintenance to Internal Personnel System administration and regular maintenance activities will be transferred to internal personnel and all support and configuration issues will be routed through the defined escalation paths. Publish Project Audit If included in the work plan, a project audit should be published outlining the project goals, issues faced and final outcome of the implementation. Change Management Any features or functionality of the Laserfiche Cloud system that is not specifically mentioned in this proposal will be considered outside the scope of this project and will require separate project documentation and cost. 16 !-653-666-DOCS in o@,cynamiedouurii&nts.Curr: P'I'NAMII Notes: DOCUMENT SERVICES Cost Summary 'fea Laserfiche Cloud Records Management Add -On 1 $5,750.00 $5,750.00 Professional S'e vices Professional Services Consulting for creating PRM solution Subtotal Ho 90 $120.00 $5,750.00 $10,800.00 Subtotal $10,800.00 Total $16,550.00 City of Opa-locka Public Records Management project for designing and creating full Records Management schema for physical and electronic records; Digital Public Records Request solution using Laserfiche Forms Subtotal amount for ECM Features is due annually Installation and configuration consists of creating necessary accounts, downloading software install files, performing software installs, updating license keys, configuring software modules, and making sure users/groups, user/group security rights, template metadata, folder structure and folder access rights are properly configured User training will take place after system configuration is complete. Initial implementation support will be available to users after system rollout. Solution manuals and training documentation will be provided Optional Gimmal Physical records management software for managing paper records stored offsite; Lump sum for initial implementation is $25,000; Hourly rate for professional services is $250/hr Gimmal Physical website - https://gimmal.com/gimmal-physical/ Gimmal Physical Overview video - https://www.youtube.com/watch?v=Mc03X8-Yogy 17 w :. (Jyn2rn �..,c.0 nc:r is Lorr 1-8 5 -866 -ROCS inio%Q iynarricducun enls cum, PRI CE PROPOSAL FORM Firms must usethecost proposal form below to submit your Firm's Scope of Service herein. The city reserves the right to increase, decrease, and/ or choose the project to meet its available budget using the hourly rates provided completely fill out each row below. The firm must provide a detailed fee schedule that explains the cost task. cost for this bid indicated in the items and quantities below for the below. The proposing firm must and services for each description of Line Item # Specifications/ Item Description/ Service Estimated Quantity Unit of Measure Unit Price Extended Price 1 Evaluate Public Records Management Policy and Systems and Provide Recommendations to Improve the Plan and Systems' Level of Efficiency, Productivity, Functionality, and Connectivity. 1 Lump SUm $16,550 2 Hourly Rate for additional 0nsite Consulti rig and 1 Hour $120 Implementation Services "as needed". (Travel expenses to be billed at cost - no additional markup) 3 Hourly Rate for additional CffsiteConsulting and 1 Hour $120 Implementation Services "as needed". Dynamic Document Services, Ltd. Company Nareg Halajian 855-866-3627 Telephone Number Name of Person Authorized to Submit Fax Number Bid Signatu e President Title ndh@dynamicdocuments.com Email Address 18 ]YNAMIC DOCUMENT SERVICES Statement Of Work Approval IN WITNESS WHEREOF, the parties hereto have caused this Statement of Work to be executed by their duly authorized representatives as of the Effective Date. Customer's Signature: Name: Signature: Effective Date: Contractor's Signature: Name: Signature: Effective Date: Proposed Project Start Date: 19 ii'Ynarnrccio'.:u'i1 elits Cur;i 855.866 -ROCS info CI ciy"1amicdocu!i1F nts.:;um CERTIFICATE AND LICENSES. The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: Name: Nareg Halajian Address: 133 NE 2nd Ave Suite 2612 City, State, Zip: Miami, FL 33132 Phone/Fax: 855-866-3627 2. Check One: Corporation M' Partnership () Individual () 3. If Corporation, state: Date of Incorporation: 1/12/11 State in which Incorporated: NY 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: Nareg Halajian 1/12/11 6. The length of time in business: 12 years 7. The length of time (continuous) in business as a service organization in Florida: 8 years 8. Provide a list of at least three commercial or government references that the bidder has supplied service/commodities meeting the requirements of the CITY specification, during the last twenty- four months. 9. A copy of County and/or Municipal Occupational License(s) Note: information requested herein and submitted by the proposers will be analyzed by the C17Y and will be a factor considered in awarding any resulting contract. The purpose is to ensure that the Contractors in the sole opinion of the CITY, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are in conflict, the most stringent requirement shall apply, 20 DRUG -FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/ proposal, which are equal with respect to price, quality, and service, are received by the CITY for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. To have a drug -free workplace program, a business shall: 1. 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. 3. 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 no contest 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. This Certification is submitted by Nareg Halajian the (Name) President of Dynamic Document Services, Ltd. (Title/Position) (Company) who does hereby certify that said Company has implemented a drug -free workplace program, which meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6) above. 9/12/23 Date ' Sig rSat'm e 21 NON -COLLUSION AFFIDAVIT STATE OF FLORIDA - COUNTY OF MIAMI DADE (5) RWCS fk1aj avi He/She/They is/are the Pas I a eiA (Owner, Partner, Officer, Representative or Agent) of 04 M iii L OOL um (l I Se(ti (e Sr c. fd • the proposer that has submitted the attached proposal. He/She/They is/are fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal. Such Proposal is genuine and is not a collusive or sham Proposal. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other proposer, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from Proposing in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any proposer, firm, or person to fix any overhead, profit, or cost elements of the Proposal or of any other proposer, or to fix any overhead, profit, or cost elements of the Proposed Price or the Proposed Price of any other proposer, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any other of its agents, representatives, owners, employees, or parties of interest, including this affiant. being first duly sworn, deposes and says that Signe se led, an • • 'vered in the presence of: Witness 5 -3f .t6k By: 4(00)I-orn {01 /Eater- Signature a -'&-c\ Print Name and , itle Stan of Florida, County of Miami -Dade The foregoing instrument was a knowledged before me this day of 703 by NJC& e \ 4a\ r1 a� a C,� who is person known tom r who has produced as identification. `•��tigy 45, Marjorie Chavez Notary Public •c, '' State of Florida �,._ = Comm# HH091610 Expires 5/7/2025 22 NON-r-ISCRO f'JJiUATJ& AU'`r'Et1MIIT , the undersigned, hereby duly sworn, depose and say that the organization, business, or entity represented herein shall not discriminate against any person in its operations, activities, or delivery of services under any agreement it enters into with the Opa-locka CRA. The same shall affirmatively comply with all applicable provisions of federal, state, and local equal employment laws and shall not engage in or commit any discriminatory practice against any person based on race, age, religion, color, gender, sexual orientation, national origin, marital status, physical or mental disability, political affiliation or any other factor which cannot be lawfully used as a basis for service delivery. By: (lam-(ak4iav Title: Pfe Sworn and subscribed before this Notary Public, State of Florida (Printed Name) My comr ,fission expires: Q.P 11 i LUIS CAMINA ` Notary Public - State of Florida . fi n f �i Commission M MM 3136!1 My Comm. Expires Sep 11, 2026 23 E -VERIFY FORM Definitions: "Contractor" means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration. "Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary, wages, or other remuneration. Effective January 1, 2021, public and private employers, contractors and subcontractors will begin required registration with, and use of the E -verify system in order to verify the work authorization status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment eligibility of: a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within Florida during the term of the contract; and b) All persons (including sub-vendors/subcompanies/subcontractors) assigned by Vendor/Consultant/Contractor to perform work pursuant to the contract with the Department. The Vendor/Consultant/Contractor acknowledges and agrees that use of the U.S. Department of Homeland Security's E -Verify System during the term of the contract is a condition of the contract with the CITY; and Should vendor become successful Contractor awarded for the above -named project, by entering into this Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not limited to utilization of the E -Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. If this contract is terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date of termination. Company Name: Dynamic Document Services, Ltd. Authorized Signature: Print Name: Nareg Halajian Title: President Date: 9/12/23 24 3YNAMIC DOCUMENT SERVICES Attachments Attachment 1: Qatar 2022 FIFA Soccer Committee Laserfiche Records Management Solution 0OPl 1 inarlcc• Laser.`icho Fde Yd.11 V.tx Tasks Tool: Records VLndow Help loearerc rTrtReposnory 20Pt Finance Folders lascd,chc Ecpa.Boncs • .} U:erReposrery ;) TestR.epo:dors • nCC1.191C mmun�<at.on & !.tarStung • . C(PJ International P.elatrons • n JS! Souse, Insteute • ai} CCGL legal DOPFnam ! X flame n ,112022 (1 Yea* ,2321(3 Yea1) n2021 (S Ytar) "� COPG:.dminisuttmn • n COPH Human Resources • D0Pt Information Technolog-y • j COPP Procurement & Cor+tract> • '! CPMO Programme Management 0ifrte • '! 0500 (Sports) T ouraament Operahens&I • n 030:. Strategic Development & Assurance • CS5C Security •. ',J oSGOSecrctaryGcncral Office • n! 0501 Tender & Auctions Ccmmelte •n CKPI Legac, > < P,e.,rw one or more Document %New: e: I'i Le.6o Search .. __ : .r Page Count Indexed Y'es Yes Creat on Date t 7!43201 S 1:X.07 PM 17.C3<2015 1:92.0', PM t 703'2015 1:90:07 PM Litt 1•todd,ed 17120.'2015 1:02,21 97.1 17/03/2015 l9322 PM 1710_".2015 10(22 Pt.t P TexReposito.y (Records Manager) Exhibit 1A: Laserfiche Records Management records series folder structure 131 Free Edd Vim Tacks Tools Record: Wmdow Help To re, j • ,. Loeat+on Test9eperrtoryli,nance Folders Laserfithe R pat 1cne • J laserP.epos4cr; TestRepovtoey • i.,MIEJ • Human Resou•<cs • :.. laferrnatron Te<hnolog. _ lcgac) • _ legal Recjele 9.n entr.m finance Laser(idle x ?Jame Accounts Payable •2,:.I Edda Toner Bad, up Puehtree Fudges _ budget Tats Force • 2015 fus,nes Claims Cash Planning$ l.lanagemem CcAaboraben Arm Ccmmerc.at Ccncpondcncc Departmental Repent Genera! Ledge' General Frogmen r Troe ker., _ Laa,ry L. Main Project: Management :., MCT Peymerd Chap M`de Template: 23I. Photo: - 0Go Page Count Indexed Yes Ye: Yr. r. Yr. 'I C. Yes Yet Yr. r. Yes Nes Nes I'm C 'men Date 20'03/2014 925:04 AM 20103'2014 9 33 35 AM 13,07/2015 1:.09.27 Pl.t 22110'2013 23613 PM 1035/2015 1 4er:16 PM 20.'012.14 933,'19 t0 t 26'03t3014 2 19.31 PM 30'11/30136"11:44 PM 17/11/2013 12.•0!:37 PM 17/1113313 6.7:03 PM 21/36, 2315 11:11:197.1.1 23'03/2314 9.26:36.2,,1 20'03(2014 9 33.45 AM 20;03'2014 9:3133 31.1 201032414931:1701.1 20.'03/20 IA 92:23A1.1 Cf-'25/2444 3O.t-17 91.1 01/07/2315 11;42:0201.1 21%05'2314. 12.540: AM 16'35'2314 1}31:37 AM Exhibit 1B: Laserfiche End -User folder structure 0 0 Last Mteddred ^ 13'CV2C15 627:3,( 91.1 13.'2('2315 6=4:33 PM 13.'03+2015 6.44.•54 91.1 1333,2015 64.42 91.1 13'03/2015 &:335 91.1 03'03/2014 933:09 AM 13'(-2.'23155.122591.1 31/03'2014 11:55:22 AM 06'95/2014 4:5956 P1.1 15'03'2915 009:1: 91.1 11;ceoot 5 2.9'0-35 91.1 11'0V01315 607:13 91.1 001'24 2014 1.03.39 91.3 330(/2035 60323 91.1 13,04^015 6;46.00 91.1 3302/20356:45:3391.1 13'04331515,4.501 961 13'23'2015 607:33 91.1 09'07/2314 2:35;17 91.1 27/01/2215 1:37:57 P1,1 ,n,n,l.ee rnn.. .1/ +•.. r... Trtpepe:dor/(Reguar User) 25 iy'na11r:;:1a::u'net tis cam 1 -855 -866 -ROCS irlfoc dvnanliudocur13ents.cur YNAMIC DOCUMENT SERVICES 13 File Edit W.or inks Tool: Record; Window Heir 19/O8/1O1S laserfiche • 4, ci Q • .. location Te tRepo:rtcry`^9?F Finance'.2i 22 (1 t'cvi, �. Augu-.t.14!0&2015 • d Go Starch: L (,`' . Foldm X Name Retention Schedule Cutoff Instruction Cutoff Creation Otte Last 6Sedit.. O791rcor In;teute � +. ' 1n:ace t 1 Tear 2022 No 17/14'12015 1327:41 01.1 199i/234S5 °� CLOL legs: ` In.c.ce 2 1 year 2022 No 17/0112315 122241 PJ.1 14'CC2215 "j COPE Finance Insc.0 3 1 year 2022 No 17/01/2015 12-27.41 Pfd 19M2315 2321 it eearl • n 21 January • J 02 February. • nG3 literal C• April • n 051da! . Cr lune • n 07 Jul, 01 August • 61 05'10'2215 59/W2010 • n 09 September 10 October • 11 Nos -ember ,. 12 December •'IS )m7 n v...r 3 enters o TestRepo•,.torr (AMAIN) Exhibit 1C: Laserfiche Records Management records folders and custom column displays Q22EDRMS ® Activity .• .4 Users and Groups f Metadata Management a Recycle Bin Volumes .;n Index Auditing • ot Records Management • .- Cycle Definitions r» Locations :6 Retention Schedules Cutoff Instructions Repository Options • j Custom Views Name `p Cycle Definitions + Locations Retention Schedules Cutoff Instructions Exhibit 1D: Creating Laserfiche Records Management objects in Repository Administration section 26 'J :'•'"d'yt Jar l!i'„Uv_;um;llliS cur; i-855-866-DOCS iniop,dynarnicdocurulenls curl, DYNAMIC DOCUMENT SERVICES 1 year Properties General InstruCxns Ntemate In:trvctior I. Enter haw long to keep record n arrent fie afea. Reran for 2 Year 0 — month(s) 2. LaserSI* can tra3: records hen you move them rim one locator to another. Order rra:,fer rrords to Re to (months) Action Descnpon Tact 3. Enter the Mai d:Maaten to three records. Fna' Rspos+Dont Aseelson k dtiva Lorabon: Off- tt Lo-aton ,J Re'.an meta -iota nformotw n the reposday OK Cancel v Exhibit 1E: Defining Laserfiche Records Management cutoff instructions in Repository Administration section 7 Entry Access Selected entry: TestRepoatorylpCMN Communication &Marketing Access Right. Effective Rights Access Rights �I Show inherited nghts Trustee Inherited From Scope a Workflow TeLReposrtory Ttus folder, subfokiers and d' ADMr7J Add... Remove TetRepository Rights towse Read Modify Contents Append Data Delete Entry Rename Delete Roam ent panes This folder, subfoders and d! AGo•n• Deny. n n r~ C3 L7 (-3 CJ n v G Inherit rights from parent and indude nit, spedfied rights I OK Cancel Allow All Clear All Deny All Help Exhibit 1F: Configuring folder access security for Records Managers versus End Users 27 J'y' i rri CclGr...0 lel Its cOrI -855-866-DOCS info c-Pdyna: iedocurnents.cur 3YNAMIC [DOCUMENT SERVICES _ '.'f 1•. . 1'. .!1: �jr;; ,I ' li d �it._i �, !C.Idc.r:. .:irff': ri tit,t,tt If Fields Have Been Applied I Coto i f of .ir ld rlr,I rrr r;' 11r.}n ru'f lh,.. brirlri? It !,,-tj• - u cr-,,:!':. 11:•n I r_i Fr Cl��b,_. II I !;,t1:Itt' Find Document's Creation Date Create Tokens I tsio,'fl�:r•lil f„_rf:E'.F, !_beu:C*iInUttIV! Check Database For ' Department Code it,. `:': pepartrn,ynt; �•i}L9+; t'i r? ridre?-, GI -r Arn7 rl?r'. rtri:•F.:• Retrieve Cutoff Year and Retention Period 17 !Poll Sr',,i Fl nh l 1-'c lai��l Ir_� f :�nlc:r• d�.'<'.rrnrn•. Li Assign RM Fields !-tn•;i:, .1! ['eu.nnrnt it fc 1,711`.?.l Move To RMS Folder Create Shortcut iio In Original Path • Exhibit 1G: Laserfiche Workflow definition to route new records to Record Manager's folder structure, while creating a shortcut to the record in the End User folder structure 28 U1UCU'tlerlts l:vr't 1-8 5-866-DCCS inforupdynar3tiudcxun:ents.;:olt; JS'NAMIC DOCUMENT" SERVICES Records Management Actions Name: TestRepootorytOjPF Fnance\2022 (1 YearA03 August Record folder status; Ely& for Cutoff Location: Current Poe area . Clore Set Event Date 'Cutoff:: ' ..t] Retention at Accesson v ie'w Record Folder... View Record series... Cutoff �X1 LJ Cuttng off a record folder moves it nto the had penod and s+gna a that it is ready for retention. A record folder may be tanatoff if it hasn't moved into dsposibon. Note: If a record folder's cutoff i>;trucbon type i either Superseded or Dspodson Acton, recordsl,vill be cutoff autornaticaly when the cutoff criteria is met. You do not need to tee the Perform Cutoff command to cutoff records with either of those types. Cutoff E6gibaty Date: 21/03/2015 Perform Cutoff View Projected 505. ty... Ell Exhibit 1H: Records Manager performs RM actions like cutting off a record so that it's retention period can begin Records Management Actions Name: TestRepositor y \OOPF Fanance\2022 (1 Year) August Record folder status: Eligible for Destruction Lot:abOn: Current ffe area 3 Close Set Event Date Cutoff Retenbon View Record Folder... View Record Series... Destroy The deotroy command wit dose of at records n the folder that are eligible for destruction. The record folder itseld will be destroyed when all the records contained within it are destroyed. If the Retain r ,etadata Information option has been selected, entries containing metadata will remain in the repository. Destroy Help Ell Exhibit 11: Records Manager performs RM actions like destroying a record 29 1-855-6, DOCS info@dynanlitdoc:uments ccn: JYNAMII DOCUMENT SERVICES Search Sage cL°4 Load Customize Search Records Management Search Cutoff Already cutoff ( Due for cutoff before 19/08/2015 Retention Schedule Find entries with the following retention schedules: x 3 year 5 year 8 year Search 1 n v Reset Exhibit 1J: Records Manager performs RM searches to bring together all records eligible for cutoff or disposition 30 1-3 5 -866 -DOGS info dynamiuclocunIe!'ts coon, IQ BG Response to City of Opa-locka Request for Proposal (RFP) Public Records Management, ITB NO: 23-0912200 October 12, 2023 Submitted to: City of Opa-locka Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-Iocka, Florida 33054 Submitted by: IQBG Inc. 1751 Pinnacle Drive McLean, VA 22102 Point of Contact: Jamie Aguilar, President Phone: (703) 395-2041 Email: JAguilar@iqbginc.com This proposal includes data that shall not be disclosed outside the Govemment and shall not be duplicated, used, or disclosed —in whole or in part —for any purpose other than to evaluate this proposal. However, if a contract is awarded to this offeror as a result of —or in connection with —the submission of these data, the Govemment shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Govemment's right to use information contained in these data if they are obtained from another source without restriction. The data subject to this restriction are contained in all Sheets. IQ BG Public Records Management City of Opa-locka, FL October 12, 2023 Table of Contents 1 Understanding the Needs of the City 1 1.1 The Firm shall provide a summary of why the Firm is uniquely qualified to provide services specified herein. 1 1.2 The Firm shall prepare and submit a detailed scope of work that includes specific tasks, deliverables, and a proposed time for completion of each task. 2 1.3 The Firm shall describe their approach to problem identification and effective solution development 5 2 Experience and Qualification 8 2.1 Proposed IQBG Team 9 2.2 Bios for Proposed IQBG Team Members 10 3 References 14 4 Supporting Materials 15 5 Cost and Price Analysis 16 6 Certificates & Licenses Form 17 7 Price Proposal Form 18 8 Drug -Free Workplace Certification Form 19 9 Non -Collusion Affidavit 20 10 Non -Discrimination Affidavit 21 11 E -Verify Form 22 i Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. IQ BG Public Records Management City of Opa-locka, FL October 12, 2023 1 Understanding the Needs of the City 1.1 The Firnz shall provide a summary of why the Firm is uniquely qualified to provide services specified herein. The IQ Business Group, Inc. (IQBG) was founded in 1998 in McLean, Virginia. As a small business, we provide Enterprise Information Management (EIM) services, helping our clients design and build intuitive, automated and streamlined information governance programs and solutions. Unlike many consulting companies, we are not generalists; instead, we specialize solely in providing EIM-technologies and related services. We are: • EIM experts. Our consultants average over 20 years of experience and define best practices and standards in the EIM sector. We are recognized as industry thought leaders and participate in many standards organizations. • SME-driven. Our subject matter experts (SMEs) have gained their experience through hundreds of successful client projects. Our best -practice solutions are designed, implemented and maintained by our SMEs. We do not have salespeople. You will work with experts from start to finish. Have a problem? Call our SMEs directly. • Client -focused. Our clients' needs come first. We are tool -agnostic and will find the best solution to meet the City of Opa-locka's unique requirements. Your success is our success. IQBG is led by experienced Enterprise Content and Records Management (ECRM) practitioners that have invented technologies, set standards, and helped build the industry. We understand how to redesign business processes to take advantage of source capture of content, optical/intelligent character/intelligent document recognition (OCR/ICR/IDR) technologies to eliminate the need for keying information, automated workflows to support more efficient and effective review and collaboration processes, and integration with existing systems to achieve faster return on investment (ROI). IQBG helps customers become more efficient and productive using best -in -breed technology and experienced process consulting. We have worked with leading ECRM vendors to implement solutions that integrate e -forms, capture technologies and automated records management (RM) components. The RM solutions IQBG implemented have helped organizations realize substantial cost savings while raising service levels by streamlining their business processes; and migrated terabytes of legacy content to new environments without compromising data integrity. IQBG is a primary Information Governance, ECRM advisor to clients throughout North America. In fact, we have been involved in nearly $5B of ECRM procurements and have guided projects for clients in the public sector and private sector (including Wachovia, Verizon, Coca-Cola Enterprises, American Express). 1 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. IQBG developed the industry's first ECRM Assessment and Strategic Plan Development methodology, adopted as an industry standard by AIIM, that we are proposing to use for the City of Opa-locka's project. Our people are not only well versed with the latest ECRM functionality and industry best practices but are respected thought leaders in the field of Information Governance and ECRM. Our recent projects have addressed many leading -edge RM issues including "big bucket," "Capstone" and flexible records (as defined by NARA and ARMA) scheduling, autoclassification and transparent records declaration, public records/eDiscovery response, privacy, vital records, email/social media RM, SharePoint / ECRM integration, RM for M365, and enterprise taxonomy design. ECRM Services. IQBG provides services relating to virtually every aspect of ECRM, from strategy and governance, to needs assessments, developing policies and procedures, designing functional classification and retention schedules, developing digitization plans and guiding scanning efforts, and implementation/on-going support. IQBG's ECRM services include inventories and audits, retention plan simplification using best practices such as flexible scheduling and "big buckets", mapping business processes to records declaration, Information Governance Maturity Assessments, the design of ECRM Programs to guide increased compliance. Because of our reputation in the industry and the number of clients we have assisted to procure ECRM software solutions, vendors work very hard to keep us informed about emerging technologies. Our first-hand knowledge of vendor bid strategies and their future product roadmaps is very helpful when we make recommendations and negotiate contracts for our end -user customers. ECRM Industry Clout. We work very closely with trade associations such as the Association for Intelligent Information Management (AIIM), Association of Records Managers and Administrators (ARMA), The Association for Work Process Improvement (TAWPI), and the Workflow Management Coalition. Many of our staff have held offices at local and national levels with these associations and carry considerable clout in the industry, allowing us to gain leverage over vendors and get the best value for our customers. Our people appear on the mastheads of many ECRM related publications in the industry, and have also appeared in such publications as Forbes ASAP, PC Week, and USA Today. As members of industry associations —ARMA, AIIM, Sedona Conference Working Groups, etc., IQBG staff have worked diligently to craft many of the standards established in the realm of ECRM. 1.2 The Firm shall prepare and submit a detailed scope of work that includes specific tasks, deliverables, and a proposed time for completion of each task. IQBG is proposing to use our proven High-level Assessment (HLA) approach and methodology — the same approach adopted by AIIM as an industry standard — tailored for the City to perform a HLA Assessment, determine requirements, recommend and develop RM policies and procedures, create and provide necessary training, review and recommend records software 2 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. system, assist with monitoring local, state and federal codes and policies and deliver a RM Program Strategic Plan. IQBG consultants have used this same approach for over thirty successful ECRM Assessment and Strategic Roadmap projects in the last ten years. The HLA will be tailored to include an assessment of the full lifecycle of content —that is, the early phases of records creation, authoring, editing, review, etc.; and also, work -in -progress management; collaboration; business process and workflow requirements, protection of confidential, sensitive (personally identifiable information (PII), technology security protocols and proprietary investments data) and vital information; and access requirements and search. Designing and implementing unobtrusive records management requires alignment of business processes with records retention and disposition rules. The current state will be measured against where the City should be based on industry best practices and IQBG's experience with many other private sector clients, industry policies and standards, standard metrics, models, roadmaps, and other relevant information based on IQBG's many years of experience and setting of RM and Information Governance standards (e.g., ARMA principles and IGMM). IQBG's RM assessment (HLA) will: • Perform an Assessment of each department's existing records and the business processes surrounding them, creating a summary of findings that represents the City's Current State • Analyze information gathered through Assessment interviews to analyze business process and content lifecycle requirements. • Conduct a full records inventory of both digital and physical records. • Develop recommendations to enhance the City's information governance and records management maturity program. • Develop recommendations for each department to enhance digital record processing and enhance operations and storage, going forward. • Develop recommendations for existing system enhancements or propose a new ECRM system. Especially relevant for the City, our consultants who worked to develop this proposal were very pleased with how closely our HLA approach matched the tasks and deliverables that define the project scope based on our discussions with your representatives. Additionally, our HLA is proven to deliver successful projects and the IQBG team that will be performing the work has much experience performing HLA projects as well as working together as a team. IQBG's proven HLA approach and methodology not only recognizes the importance of stakeholder inclusion in the process, but ensures it based on how the approach is engineered. Specifically, the HLA ensures high involvement of City stakeholders and representatives at every step of the project by: • Upfront project initiation workshop (PIW) that heavily involves business representatives in the planning process, approach, identification of participants, review of the questions 3 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. that will be asked during the interview process, and review of the records inventory survey. • Participation in the assessment interviews by representatives from all departments, and business areas within departments as appropriate • Involvement in reviewing and setting priorities on ECRM software requirements matrix. IQBG typically uses MS Teams to set up a project related workspace where not only meetings can be held, but chats can be exchanged, and files can be easily shared and collaborated on. We can set up the MS Teams instance that is already configured to allow our clients to collaborate with us. Of course, we will use whatever collaboration platform is preferred by the City. If MS Teams is used, status reports including the project status and RAID (Risks, Assumptions, Issues, and Dependencies) reports will be shared within the Team Site; and, formal monthly presentations of status, progress and completed deliverables will also use MS Teams. Otherwise, email or another collaborative platform can be used in combination as appropriate. Deliverables will be developed in MS Word and Excel, and presentations will be developed in MS PowerPoint. Final deliverables are PDFs. Feedback from the City can be facilitated through the use of MS Track Changes and collaboration in the MS Teams site (or another collaborative platform preferred by the City). As presented in Figure 1.2-1 below, the proposed project plan for the City's HLA project will produce the Software System Analysis Report and New Records Management Plan in approximately two months — by the end of November 2023 if the project starts by October 2nd This project plan details the steps to complete the five tasks noted in the solicitation. Figure 1.2-1. Proposed HLA & Enterprise Reference Architecture Project Plan Oct Nei: Car tan —as/.tame A Opa-Locka - Public Records Management Project • Project Initiation Curation Start Finish 60 days? Mon 1012123 Fri 12122/23 5 days Mon 1012123 Fri 1016123 Pre -start Efforts 5 days Mon 10/2/23 Fri 10/6/23 Project Initiation Workshop and Project Planning 5 days Mon 1012123 Fri 1016/23 PIW Comp/etc, - Finalized Project Plan e Phase I - Evaluate Public Records Management Policy and Systems Meet with the City Clerk and designated staff to discuss current and future needs for public 20 days Mon 1019123 Fri 11/3123 records Complete onsite data collection from all city departments, creating an inventory Review, recommend and develop policies and procedures related to records management Review Business Processes and Collaboration Develop records retention and destruction processes Completion of Interviews and Inventory Sessions Evaluate the current software systems used by the city and propose ways to improve the system Provide Software System Analysis Report Develop Merl Records Management Plan Phase I Complete 0 days Fri 1016/23 Fri 10/6323 30 days? Mon 1019123 Fri 11/17/23 20 days Mon 10/9/23 Fri 11/3/23 20 days Mon 10/9123 Fri 11/3/23 20 days Mon 10/9/23 Fri 11/323 20 days Mon 10/9/23 Fri 11/3/23 0 days Fri 11/3/23 Fri 1113/23 5 days Fri 11/3/23 Thu 11/9/23 0 days Thu 11/9/23 0 days Thu 11/9/23 0 days Fri 11110123 Thu 11/9/23 Thu 11/9/23 Fri 11/10/23 4 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. In this tentative project plan, project initiation occurs the week of October 2"d, 2023. Obviously, the actual start date will be determined in collaboration with City stakeholders, and when the actual start date is determined the project plan will just "slide forward" based on the actual start date. 1.3 The Firm shall describe their approach to problem identification and effective solution development In this section, more detail is provided about our proven HLA approach that is proposed for the City's RM project that will produce, along with other required deliverables, the Current State Findings summary. The HLA is a rapid assessment of operations that results in documented RM requirements. For the City, the HLA will be tailored to produce the specific deliverables requested in the ITB. Our approach is different than most consulting firms in two significant ways. First, we use very senior staff whose only focus is ECRM consulting, not general IT consulting. This allows us to conduct the RM Assessment and produce the required RM Roadmap deliverables more quickly than our competition. Having staff that has performed numerous ECRM engagements (that match very closely to the City's RM Consulting project) using our proven HLA methodology also enables us to quote fixed price proposals with confidence rather than forcing clients to rely on time and material contracts. Secondly, IQBG believes in knowledge transfer -- teaching our clients as much as we can so that when our project is finished, they will be well equipped to support future steps and an eventual RM program on their own. Our methodology includes focused use case discussions, in some cases technology demonstrations, knowledge transfer sessions and recommended training. IQBG consultants have been successfully providing the specific services requested by the City for many years and have developed standard processes which are customized for each client. IQBG will conduct requirements analysis meetings with internal stakeholders representing City departments (and selected divisions/functional areas within departments) to gather requirements. Requirements documentation will be provided to the City PM and selected management staff for review and approval of interview summaries. To gather the best information possible, the assessment interviews must be with experienced, knowledgeable staff that are both committed to the City's RM project and at the appropriate level to explain how the various functions of their department relate to functions performed by others. Some consulting firms will interview only the managers or directors of the departments. This is problematic from two points. First, the management may know what is supposed to be done but not what is currently being done, which is most important. Secondly, few managers have the depth and breadth of the various business processes that are needed. IQBG will discuss this critical success factor with the City's project team to assist in the identification of the "right" staff to interview. A customized letter is provided to the City PM, 5 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. by IQBG, that can be emailed to all participants explaining the purpose of the HLA, who will be involved and the timing/duration of the study. Interviews are usually between one to two (1-2) hours long and rarely involve more than two to four (2-4) staff at a time. Larger groups tend to confuse the participants or result in one or two staff dominating the discussion and therefore lose the benefit of meeting with all the others in the group. Our consultants will review and assess the current state of document and records management at the City, asses the rates in which the City accumulates and stores both paper and digital records, understand processes in different departments, understand industry policies and procedures, and review peripheral inventory to develop an informed actionable plan; and, gather the necessary information to develop RM requirements that will be used to develop the Records Management Plan. One of the critical success factors, our analysis found, is preparing for implementation through early project buy -in. IQBG consultants will facilitate early buy -in by City staff by ensuring heavy user involvement and knowledge transfer during sessions with City staff related to industry best practices, ways that other local government organizations have benefited from RM solutions, how an RM system can benefit them personally as well as the City as a whole; and, by assisting the City to develop a communications plan that supports each step of the RM project with appropriate and consistent messaging. Each HLA begins with a Project Initiation Workshop (PIW) that includes two parts. The first part of the meeting is a collaborative discussion with the project team, City business representatives and stakeholders. Our goal for this meeting is to explain our methodology, listen to team members' concerns and goals, discuss team members' roles, establish methods of communication with the project team and generally get to know each other. At this meeting, we rely on the project team to identify department representatives to interview. We assume that each project team member will identify key individuals or small groups of users to be interviewed (group interviews are best with 2-4 people). We also set up progress meeting dates, typically every two weeks during the RM Assessment phases. The second part of the PIW is typically a collaborative session to agree on the content of a presentation about the HLA methodology, schedule, and how the recommendations will be prepared that will be provided to all selected City staff prior to conducting the RM Assessment interviews. Some customers have IQBG provide an overview related to RM principles and best practices. Some customers have a presentation for Department Heads, other customers have a presentation for all Assessment participants. Regardless, project kickoff presentations are prepared so that study participants and managers can be exposed to the concepts of RM. We typically discuss how other state and local governments have implemented their RM Programs and/or implemented RM solutions. We also describe the interview process and explain the role of study participants. We distribute sample interview questions during these meetings, so interviewees are prepared for the interviews. 6 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. In addition to conducting interviews with representatives from all City departments, IQBG provides a records inventory survey that will be distributed to each of the business areas to document their more significant document and records collections. During the interviews, we answer any questions that the representatives may have about completing the record surveys. We will also conduct on -site inventories of physical records. The information collected on the records surveys and inventory guide the creation of a digitization plan, and the mapping of the City's records against the State of Florida's records schedules. The deliverables produced from the RM Assessment interviews will be interview summaries, a Software System Analysis Report, and a New Records Management Plan documenting the City's current state as related to document and records management, highlighting the current issues faced by the City's staff and supporting the findings with examples from the interviews. The records survey and the interviews will identify: • Each department's vital records as well as any critical/high value or at -risk paper records • Content collections likely to contain personally identifiable information or personal health information • Current or legacy department electronic systems and make recommendations on converting or integrating the applications with the future ECRM solution • Each department's content and records management system needs, highlighting any unique requirements • Gaps between current records management processes and municipal best practices 7 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 2 Experience and Qualification IQBG presents 3 references of successful HLA projects with very similar scope and deliverables as those requested in the City's ITB. Client: Broward County, Florida Brief Description of Project: ECM High Level Assessment (HLA) to support the enhancement of the County's ECM Program. Included development of Policies and Records Schedule recommendations, ECM solution analysis and requirements development, RFP use cases and evaluation matrix, Roadmap (Implementation Plan) to support the rollout of an automated ECM system and program. Completion Date: December 2021, with continued work related to Roadmap tasks planned Contact Person: Althea Lewis, Director of Enterprise Technology Services — Project Manager Telephone: (954) 357-9504 E -Mail Address: ETSCIO@broward.org Client: Halifax Regional Municipality (HRM) Brief Description of Project: RM High Level Assessment (HLA) to support the enhancement of the Municipality's RM/ECRM Program. Included development of Policies and Records Schedule, RM Solution Recommendation, Validation of 0365/SharePoint as a viable solution, Governance Model, Roadmap (Implementation Plan) to support the rollout of an automated RM system and program. Completion Date: July 2020, with continued work related to Roadmap tasks planned Contact Person: Millie Anthony, ERM Project — Project Manager Telephone: (902) 210-8275 E -Mail Address: anthonm@halifax.ca Client: Harris County, Texas Brief Description of Project: Multiple ECRM High Level Assessments (HLAs) to guide the rollout of an ECRM offering to multiple County Departments as part of a shared services, County -wide ECRM offering. Completion Date: Ongoing (Initial projects completed on time and on budget — multiple projects requested and completed since then in an excellent partnership with the County) Contact Person: Mr. Randolph Watson, Senior Manager, Enterprise Business Telephone: 713-274-7690 E -Mail Address: Randolph.Watson@ctsitc.hctx.net 8 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. Because the IQBG personnel proposed for the City's Records Management Project have used our proven HLA for numerous local government projects like the Public Records Management described in the City's ITB, we are able to anticipate and avoid problems, minimize risk, and maximize success. We understand what information needs to be gathered to create complete and high -quality deliverables. IQBG consultants have been leaders in the marketplace in terms of developing RM strategies for effectively managing an organizations' paper and digital records including email, web, as well as related social media, audio, and video content. IQBG has carefully reviewed the City's ITB and put together a team that can deliver the services required in a way that ensures high quality at a reasonable cost. By utilizing our very senior and experienced personnel, our standard HLA can be tailored to interview representatives from all the City's business units and produce the deliverables requested. 2.1 Proposed IQBG Team IQBG's team of very experienced ECRM consultants to support the City's initiative, and the management structure of the team, is presented in Figure 2.1-1. The project will be managed out of our McLean, Virginia office (although consultants are remote at this time) and the primary point of contact for the City will be the IQBG Project Manager, Alex Webb. Figure 2.1-1. IQBG Project Team Organizational Chart — City of Opa-Locka Consulting Service Alex Webb Project Manager & Senior ECRM Consultant Greg Lloyd Executive Sponsor & Quality Assurance Advisor Eve Rainey Senior ECRM Analyst/ Consultant Debra Korty ECRM Senior Analyst/ Consultant IQBG Project Team ECRM Consultants, Analysts & Developers Tammy Camden Project Administrator All proposed IQBG consultants will be available to work on project tasks as directed by the IQBG and City Project Manager. Alex Webb will lead the project, be responsible for managing project deliverables, serve as the City's main point of contact and participate as part of the RM Assessment and Roadmap team. Alex Webb along with Eve Rainey and Debra Korty, and others from our pool of experienced consultants (depending on the exact timing of the interviews) will 9 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. conduct interviews during the RM Assessment interviews used to determine the state of current operations and develop the other deliverables required (as specified in the ITB). Alex Webb and Eve Rainey will be very active in the development of best practice approaches to end -to -end records management, the redesign of processes and digital and physical inventories. Additional experts will be used as needed by Alex Webb for tasks related to the development of the set of deliverables specified in the City's ITB. Appropriate staff will be available for all stakeholder and management presentations. Alex Webb will be responsible for all project management responsibilities including, but not limited to: • All coordination of services with the City. • Ensuring any substitutions in proposed team personnel given project timing are approved by the City (the team has been proposed given our estimated timing of the City's project; but substitutions of equally qualified IQBG consultants may occur depending on actual timing. • Provision of reporting as required by the City to include: o Providing copies to the City's project manager (PM) of all project correspondence, including agreements reached on behalf of the City related to schedule and scope o Development of any decision and/or change requests driven from the engagement or requested by the City o Obtaining sign off from the City's PM of all Decision or Change Requests o Obtaining sign off on all deliverables. Summaries (bios) for each of the key IQBG personnel proposed for City of Opa-locka's Public Records Management project are provided in the next subsection. Additional staff of similar quality may be used as required dependent on the timing of the tasks, and how much eventual overlap of tasks is desired during collaborative project planning between Alex and the City's PM. 2.2 Bios for Proposed IQBG Team. Members t Alexander (Alex) Webb, CRM, IGP, CHP, is a Senior IG/ECRM/RM Consultant for IQBG and has over 15 years of experience in the development and implementation of IG/RM Programs and ECRM systems for local governments. His expertise includes ECRM/RM policy development, corporate training, project management, digitization, data governance, data analytics, business intelligence, metadata management, taxonomy design, ECRM system support and administration, information security, and data privacy. Alex is a current member of NAGARA and ARMA and has previously served as a board member for his local Austin Chapter. Prior to joining IQBG, Alex was a Senior Business Process Consultant for the City of Austin, Texas where he oversaw the implementation projects for the city-wide ECRM program and provided 10 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. continued life -cycle support of the system. Alex also served as the chair of the City's Information Management Governing Board where he developed city-wide policies and standards to support ECRM best practices within the City's information technology governance framework. As the Records and Information Management Officer for the Capital Metropolitan Transportation Authority, Alex developed the authority's new RM Program strategic framework and oversaw the migration of their digital assets to a new Microsoft ECRM system. Alex has also provided corporate ECRM training to thousands of staff for both the City of Austin and Capital Metro. Alex is a Certified Records Manager (CRM), an Information Governance Professional (IGP), a Certified HIPAA Professional (CHP), and holds a Bachelor of Public Administration from Texas State University. 'P Eve Rainey, CRM is a Senior Records Management Consultant and Business Analyst for IQBG and has almost 15 years of experience in the development and ilk implementation of Records Management programs and ECRM systems for local and federal government departments. Prior to joining IQBG, Eve was the Senior Business Analyst for the Tennessee Valley Authority where she worked to implement an agency wide ECMS system and migration of the legacy system. Eve has also managed records management projects for federal and commercial clients as well as developed training material for these programs. Eve is a Certified Business Consultant with OpenText Records Manager (CRM) and holds a Bachelor of Arts in History and Political Science from the College of Charleston and a Bachelor of Science in Accounting from Furman University. Debra Korty, CRM is a Senior Records Management Consultant for IQBG and has almost 20 years of experience in the development and implementation of IG/RM Programs and ECRM systems for local governments. Prior to joining IQBG, Debra was the Senior Corporate Records Analyst for the City of Austin, Texas where she oversaw the City Records Center and advised departments on the implementation of the City's corporate records program. Debra also developed the City's corporate records training curriculum and has held hundreds of records management training session for staff of all levels across the City. Debra is a Certified Records Manager (CRM) and holds a Master of Library and Information Science from the University of Texas in Austin. 11 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. IQBG Culture — gather the best people from around the World. IQBG recognizes that our clients want ECRM services and solutions built around their unique needs and provided by a team of professionals with deep expertise related to industry best practices and approaches and proven through actual project experience. We believe that our clients' requirements led to our approach: gather the best thinkers related to ECRM from around the world and then deliver solutions locally. With a vast base of intellectual capital and staff that bring years of experience and a thorough knowledge of industry best practices, we have built a professional services company of extremely high performance. Experienced People. Our personnel are exceptionally experienced — they average more than 15 years of experience each. Our team of over 65 employees have worked on numerous ECRM projects in the public and private sectors. IQBG professionals are frequently asked to speak at industry conferences, author white papers, contribute to analyst reviews, and to develop industry standards and certification requirements. Clients. IQBG has worked with numerous commercial and government organizations across most industry sectors. Our clients include some of the world's leading companies including Verizon, Campbell Soup, Intel, Coca Cola Enterprises, and Wachovia. In addition to numerous State and Local governments across North America, among our public sector clients are the U.S. Department of the Interior, U.S. Department of Transportation, the General Accountability Office (GAO) and many other agencies. The graphics below display some of our satisfied public and private sector customers. Figure 2.1-2. IQBG Public and Private Sector Experience Si ZS STAR Won. Anl.rrr.T SYST[Y orOmo Inicrnnl Revenue Sr twice Franchise Tax Board �Jpp\rj IN Ori wn MMKT IPalTrOSIAITS FannieMae Caplta!O i ENERGY ZIMI EIDEQ HB *„ ING ♦lit MCI Merrill Lynch rampdda. Anthem.' ' GODIVA AVON verszpn F.'s) �.% cltl 69. 6tepriaa Mellon A4121-1 GRACE aM * macys :i;:;:• Tupperware ECRM Government Experience: Our ECRM experience and the fact that IQBG has helped governments throughout the US with their ECRM projects provides us with the appropriate understanding of the unique challenges faced by the City of Opa-locka. IQBG has worked with state and local government clients like City of Opa-locka in over 40 states. IQBG was awarded the GSA SmartBUY contract for ECRM making us the mandatory source of these services; and we were also responsible for the ECRM implementation at Camp Victory in Iraq. 12 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. A partial list of Federal, State, Municipal, and Local Government ECRM clients include: Figure 2.1-3. Partial List of IQBG Federal, State, Municipal, and Local Government ECRM Clients Federal (partial list): • US Department of Transportation • US Department of State • US Department of Defense • US Department of Justice • US Department of Energy • US Department of Agriculture • US Department of Education • US General Accountability Office (GAO) • US Department of the Interior • US Internal Revenue Service • US Forest Service • US Architecture of the Capitol • US Senate Federal, State, Municipal, and Local Government Experience StatelMunicipal Government Clients: A partial list includes • Halifax Regional Municipality • The region of Peel • Canadian Museum of Immigration • North Carolina Department of Transportation • Washington Department of Transportation • Washington Department of Ecology • Kansas Department of Transportation • Pennsylvania Retirement Systems • Ohio State Teachers Retirement System • Califomia State Teachers Retirement Systems • Michigan State Housing and Development Authority • Mississippi Department of Finance and Administration • New Jersey Department of Transportation • New York Power Authority • Tennessee Controller of the Treasury • Texas Department of Health Services • Virginia Department of Transportation • Virginia Department of Health • Virginia Department of Juvenile Justice • Virginia Department of Environmental Quality • Virginia Department of Taxation • Virginia Department of Health Professions • Virginia Retirement Systems Local Government Clients: A partial Ilst includes • City of Lacombe, Alberta • City of Tempe, AZ • San Diego County, CA • Orange County, CA • Denver Regional Transportation • Raleigh, NC • Union County, NC • Wake County, NC • Orange County, NC • Howard County, Maryland • Wayne County, Michigan • City of Philadelphia, PA • City of Hillsboro, OR • City of Austin, TX • Harris County, TX • Spotsylvania County, VA • Albemarle County, VA • Chesterfield County, VA • Hanover County, VA • Fairfax County, VA • City of Virginia Beach, VA • Clark County, NV IQBG has vast experience with RM-related consulting, ECRM Program design, implementation, and with providing oversight to ECRM Program deployment. Most recently we assisted the US Forest Service with the implementation of a central ECRM platform to handle secure storage and to apply RM management rules and retention policies. This project involved the development of a Strategic Plan to support an ECRM program that included integration of multiple content repositories. IQBG performed a review/update of records schedules, policies, file plans and mapping of metadata and retention rules. IQBG also conducted a records inventory and developed a digitization plan, overseeing an imaging program for the Agency that moved them significantly towards Electronic Recordkeeping. IQBG provided design expertise and project oversight for the Virginia Department of Environmental Quality (VA DEQ) ECRM project that included migration from an older imaging system and enterprise taxonomy development. VA DEQ's project earned the Governor's award for "IT as an Efficiency Driver." 13 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 3 References Please see Section 2 for "References — Client List." 14 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 4 Supporting Materials 15 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. Sample Sections from High -Level Assessment Deliverables IQ BG 1751 Pinnacle Drive, Suite 600 McLean, Virginia 22102 (703) 436-6990 (p), (703) 995 4677 (f) DUNS: 173064267, TIN: 04-3581891 www.igbginc.com THE CITY OF OPA-ILOCKA FLORIDA Enterprise Content Management Program Needs Assessment September 22, 2023 Submitted to: City of Opa-locka Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-Iocka, Florida 33054 Email address: ibergel(a opalockafl.gov City of Opa-locka Sample Sections from High -Level Assessment Deliverables IQ Business Group is pleased to share sample sections from a few of our High -Level Assessment Deliverables proposed to the city. Figure 1 provides a visual representation of the deliverables, and the sections below contain a sample section from each of the first three deliverables (Interview Summaries, Records Inventory Surveys, the Current State Findings document and an example ECM Roadmap). PROGRESSIVE DELIVERABLES 1.0 Sample ECM Assessment Interviews and Current State Findings The Current State Findings included are based on IQBG's unbiased review of city operations based on discussions with representatives across all departments during the assessment interviews. The nature of the data collection process is at a relatively high level and the recommendations presented below are based on our understanding of the organization's current operations and future ECM Program needs. SAMPLE CURRENT STATE FINDING 1.1 Staff Struggle to Manage High Volumes of Paper and Digital Records Across the city the volume of both paper and digital records continues to grow. The lack of standards related to how records are stored and organized, and how collaboration is handled increases the volume of paper and digital content. Staff print documents or use email attachments to support collaboration and approval processes, store redundant copies of digital documents for reference, and retain records longer than required because there is no automated solution to manage retention. Example: Parks Operations Group: Each individual city location has access to their own local shared drive as well as access to the department -wide "G: drive." Most staff at the individual offices use their own drive to store documents and often store convenience copies of records and other important documents for easy access. I0 BG Page 1 City of Opa-locka Sample Sections from High -Level Assessment Deliverables Much of the duplication of documents can be found on the city's shared drives. Department representatives from across the city stated that addressing the disorganization of information stored on shared drives is an issue that will need to be addressed by the ECM Program; and that doing so will be a significant effort. 2.0 Sample ECM Business Process Assessment As part of an Enterprise Content Management (ECM) Needs Assessment for the City of Opa- locka, Florida, IQBG consultants will conduct interviews with business representatives that included gathering high level business process and content collection information. SAMPLE INTERVIEW SUMMARY EXCERPT The Broward County Parks department currently employees 790 staff. Of which 425 are fill time positions. The remaining positions are seasonal and temporary roles that are fired and re -hired every year. Like many county departments, they have several vacancies that they need to fill. The Broward County Parks Department sent out a survey to their staff to collect information about their struggles with managing their information and will provide a copy of the survey results. The staff and departments that are located at the Central Administration Complex are working toward using more electronic documents and systems. Staff have several network shared drives and store digital content on SharePoint. However, they have had difficulty with maintaining permissions on the shared drive and in SharePoint. Organizing their paper and digital information is a struggle since staff tend to take an "everyone for themselves" approach to managing their content. The Broward County Parks department has had issues with responding to Open Records requests since there are no standards or policies for filing. It is also difficult to search for information, in particular information related to their contracts, but they have recently made improvements in the organization of their contract documents. Staff recently had an issue with responding to a public information request because a recent retiree had the responsive information, and this was discovered after the Parks Department had initially responded to the request. The Broward County Parks Department receives approximately 30 open records requests a year. This document will contain an assessment of business process requirements synthesized from interviews. It summarizes and describes the city's functional requirements for an effective information governance and ECM program. The figure below ranks the functional requirements that can be used to develop the ECM Roadmap. SAMPLE ECM CAPABILITY REQUIREMENT RANKINGS Required ECM Functionality Across All City Departments ECM Functionality! Priority Ranking Yh Fb16�Q§1}5615[, . _'IbycRta £, It@bu`rsG :aCkd� Raya . . d•Ma.1 EF.temal Calleeoreomi a^onn: .Sgeea ters S;vchino Tor Reco,-33 131919.0 5:.29M eo Pt•ys:al Rnoc-,r Kte 4s urrvt Cons1ItLem 9 Partner IFL^,:.c1 %•Cc_se Re:oros of !. IJ of :,, 4itoovery Rnoa=an btarkt::5o 8 Re9&99Do Remote P.ocass G!S t tograli;,n H1PPA Gt5 Over 50% of Departments need • 16 out of 21 ECl{1 Capabilities' 99% 3 9T6o 93`Si. 9 92% 89% 6 56 89% 6 77", 77'% 9 75%, 50 7599 .. 6599 5199 13 49% 14 46% t5 31`1 56 2499 17 399 IQ BG Page 1 2 City of Opa-locka Sample Sections from High -Level Assessment Deliverables During the interview session, IQBG consultants will provide staff with an inventory form to collect additional details about the high value content that staff create in the normal course of business. The information in the inventory surveys will be used to develop the ECM Roadmap. SAMPLE ECM SURVEY FORM Nunar Broward County, FL - ECM Records Survey Form Brslum de: Bushes Ural Address: Contact kdo (phone, areal* City DeprlmanUBUYOca WI/Program Contact Pamen I Owner Description &Documents tecatlon Typed Storage Amount or Storage s MA-Statewide Records Schedule N Beg.Date End.Date Brexatl County: Parke & Recreslon 950 NW 38th Street Oakland Palk, FL 33309 D''''''" RNIai Retards: kndces, contract', use of federal lurks Parks & Recreation: G Drive Electronic/Shared 36.23 GB 891321 Brovord County: Perko & Recreation 950 NW 38th Street Oakland Park, FL 33309 Financial Transaction Records: PCARp3, Purchase Orden. & Requefone, receivingndo, invoices, receiving epode Perks & Recreation G Data Eoolmdrl8heed 5 cabinets 851435 Broward County: Pate & Recreation 27 950 NW 38th Shoat Oakland Park, FL 33309 Grant Files & Agreements Parke & Recreation: G 0Me Eocloddshaed birds,. 891422 Broward County: Parks & Recreation 960 NW 301 Street Oakland Perk, FL 33309 Performance & Maintenance Bads Parks & Recreation: G Dave E8aleai0l8heed 13 Donuts G51-408 Broward County: Parks & Recreation 950 M4 391 Street Oakland Park, FL 33309 Cepitai Improvement Project Fies Parke & Recreation G Dd. Electronic/Shared 583M0 831-138 Browerd County: Parks & Recreation 950 NW 38th Street Oakland Park, FL 33309 Federal Project Files Perks & Recreatlau G Drive Electronic/Shand 4 8hehw G81-137 3.0 Sample ECM Roadmap The HLA uses interviews and analysis to assess current operations, identify future requirements and technology gaps, determine budget information, and recommend implementation sequencing. The HLA provides the basis for more detailed requirements and system specifications once the RM software selection has been made to support implementation of departments identified as first implementations on the RM Program Roadmap produced from the HLA. Based on structured interviews and industrial engineering concepts, the roadmap is designed to gain user buy -in early in the project life cycle. Figure 3 below presents a sample ECM Program Strategic Roadmap diagram. SAMPLE ECM STRATEGIC ROADMAP DIAGRAM ECM Base Configuration Update RM Policies, Procedures & Trelning IdentlfyRCs & Develop RM Training 10 so Departmental Tazonomyauilds& Shared Drive Migrations Departmental Business Process (Workflow, Integration, eForms & Collaboration) Enhancements Assist with Cleanup & RM-to-TazonomyMapping — Digitization Plannhtg Develop RM COMDR.,oa Program Plan and Perform Physical Records Digitization / Migration Conduct Contextual RM Training (RCs and Staff), Compliance Audits & Schedule Reviews Implement Email Arohivhlg Poscyl Methods Implement 2 -Prong Email Management ERP, ESRI, and other High -Value Line of Business Integrations RM Disposition Workflow eForms Pilot Social Media Pilot MS Teams Templates, OnsDrive and SharePaInt Best Practice Standardization — MS Teams Archive Process Redaction Pilot Structured Records Retention Management ow2z "� Governance ■ EOM Software ■ Records Management ■ Email Archiving ■ Structured Records Retention IQ BG Page3 5 Cost and Price Analysis In this section, IQBG provides a firm, fixed -fee price for the City of Opa-locka's Public Records Management Project that produces the deliverables presented in this proposal. Firm Fixed Fee pricing for each of the project's major tasks is presented in Figure 5.0-1 below. Figure 5.0-1. Firm Fixed Fee Pricing ■ E ask Name Fixed -Price Cost ity of Opa-locka's HLA & Public Records Management Project Project Initiation Phase I - Existing ECRM Program Analysis - Current State Assessment Phase II - Develop Enterprise Reference Architecture Recommendations $3,975.00 $30,200.00 $14,910.00 LA & Public Records Management Project Complete $40,655.00 IQBG consultants plan to perform the project remotely using MS Teams or another collaboration platform preferred by the city. Onsite data collection will be conducted to create an inventory of physical records. The firm, fixed -fee pricing shown in Figure 6 above includes up to twenty (10) interviews during the information gathering task of the RM Assessment. Based on information related to the number of departments (approximately 8) and the City Clerk and team, IQBG is estimating 10 interviews will likely be conducted. Of course, IQBG consultants will be available for onsite visits related to management presentations and in support of interviews/demonstrations, etc. All travel will be at the request of and will be preapproved by the City of Opa-locka. For pre -approved travel only actual expenses of GSA Per Diem rates will be invoiced and IQBG consultants will travel business class and lodging will be made under the direction of the City of Opa-locka. IQBG can also provide a firm -fixed fee for any additional projects required by the City of Opa- locka and perform any additional tasks desired for the hourly rates shown on the next page in Figure 5.0-2. Figure 5.0-2. IQBG Consulting Hourly Rates onsultin ' Role Executive Sponsor and QA Advisor Project Manager and Senior RM/ECRM Consultant Senior RM/ECRM Consultant ourl Rate $220.00 $200.00 $185.00 *Hourly Rates do not include travel costs which would be invoiced based on actual costs and/or GSA Per Diem rates 16 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 6 Certificates & Licenses Form 17 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. CERTIFICATE AND LICENSES. The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: Name: The IQ Business Group, Inc. Address: 1751 Pinnacle Drive, Suite 600 City, State, Zip: McLean, VA 22102 Phone/Fax: 703-436-6990 / 703-9954677 2. Check One: Corporation (4 Partnership () Individual () 3. If Corporation, state: Date of Incorporation: 11/05/2001 State in which Incorporated: DE 4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such authorization: 03/28/2014 5. Name and Title of Principal Officers Date Elected: Eric Wadsworth, Executive Chairman/CEO 09/01/2010 Jamie Aguilar, President 06/21/2023 Ewan Macaulay, CTO 09/01/2010 6. The length of time in business: 22 years 7. The length of time (continuous) in business as a service organization in Florida: 9 years 8. Provide a list of at least three commercial or government references that the bidder has supplied service/commodities meeting the requirements of the CITY specification, during the last twenty- four months. See Section 2 - Experience and Qualification in proposal. 9. A copy of County and/or Municipal Occupational License(s) Note: Information requested herein and submitted by the proposers will be analyzed by the CITY and will be a factor considered in awarding any resulting contract The purpose is to ensure that the Contractors, in the sole opinion of the CITY, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract If there are any terms and/or conditions that are in conflict. the most stringent requirement shall apply. 13 7 Price Proposal Form 18 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. PRICE PROPOSAL FORM Firms must use the cost proposal form below to submit your Firm's cost for this bid indicated in the Scope of Service herein. The city reserves the right to increase, decrease, and/or choose the items and quantities below for the project to meet its available budget using the hourly rates provided below. The proposing firm must completely fill out each row below. The firm must provide a detailed fee schedule that explains the cost and services for each description of task. Line Item # Specifications/Item Description/Service Estimated Quantity Unit of Measure Unit Price Extended Price 1 Evaluate Public Records Management Policy and Systems and Provide Recommendations to Improve the Plan and Systems' Level of Efficiency, Productivity, Functionality, and Connectivity. 1 Lump Sum $40,655.00 $40,655.00 2 Hourly Rate for additional Onsite Consulting and 1 Hour $185.00 $185.00 Implementation Services "as needed". (Travel expenses to be billed at cost - no additional markup) 3 Hourly Rate for additional Offsite Consulting and 1 Hour $185.00 $185.00 Implementation Services "as needed". The IQ Business Group Company Jamie Aguilar 703.395.2041 Telephone Number 703.995.4677 Name of Person Authorized to Submit Fax Number Bid Y) -84A -°-- Sig re President Title jaguilar@iqbginc.com Email Address 14 8 Drug -Free Workplace Certification Form 19 Use or disdosure of data contained on this sheet is subject to the restriction on the title page of this proposal. DRUG -FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/ proposal, which are equal with respect to price, quality, and service, are received by the CITY for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. To have a drug -free workplace program, a business shall: 1. 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. 3. 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 no contest 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. This Certification is submitted by Jamie Aguilar the (Name) President (Title/Position) of The IQ Business Group, Inc. (Company) who does hereby certify that said Company has implemented a drug -free workplace program, which meets the requirements of Section 287.0 7, Florida Statutes, which are identified in numbers (1) through (6) above. �� 09/13/2023 Date U Signature 15 9 Non -Collusion Affidavit 20 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. NON -COLLUSION AFFIDAVIT STATE OF FLORIDA - COUNTY OF MIAMI DADE Jamie Aguilar being first duly sworn, deposes and says that: (1) He/She/They is/are the President (Owner, Partner, Officer, Representative or Agent) of The IQ Business Group, Inc. the proposer that has submitted the attached proposal. (2) He/She/They is/are 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 the said proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other proposer, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from Proposing in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any proposer, firm, or person to fix any overhead, profit, or cost elements of the Proposal or of any other proposer, or to fix any overhead, profit, or cost elements of the Proposed Price or the Proposed Price of any other proposer, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; (5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any other of its agents, representatives, owners, employees, or parties of interest, including this affiant. Signed, sealed, and delivered in the presence of: Tammy Camden, Contract Admin Witness By: Sign ure Dianne Parrish, Controller Jamie Aguilar, President Witness Print Name and Title 16 10 Non -Discrimination Affidavit 21 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. NON-DISCRIMINATION AFFIDAVIT I, the undersigned, hereby duly sworn, depose and say that the organization, business, or entity represented herein shall not discriminate against any person in its operations, activities, or delivery of services under any agreement it enters into with the Opa-locka CRA. The same shall affirmatively comply with all applicable provisions of federal, state, and local equal employment laws and shall not engage in or commit any discriminatory practice against any person based on race, age, religion, color, gender, sexual orientation, national origin, marital status, physical or mental disability, political affiliation or any other factor which cannot be lawfully used as a basis for serviceielivery. Title: Contract Admin Sworn and subscribed before this id fit? p-temlat,K,2O2 WV Pt ( otary Public, State of.&i.,.ia rgln►r� exi I1)1kt,h t,1 (Printed Name) It- 1�"'1(p 61 3,10 My commission expires: 1',161' 1).6 9(1) Catherine Ann Touchette Commonwealth of Virginia Notary Public Commission No. 7370930 My Commission Expires 12/3112026 17 11 E -Verify Form 22 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. E -VERIFY FORM Definitions: "Contractor" means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration. "Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary, wages, or other remuneration. Effective January 1, 2021, public and private employers, contractors and subcontractors will begin required registration with, and use of the E -verify system in order to verify the work authorization status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment eligibility of: a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within Florida during the term of the contract; and b) All persons (including sub-vendors/subcompanies/subcontractors) assigned by Vendor/Consultant/Contractor to perform work pursuant to the contract with the Department. The Vendor/Consultant/Contractor acknowledges and agrees that use of the U.S. Department of Homeland Security's E -Verify System during the term of the contract is a condition of the contract with the CITY; and Should vendor become successful Contractor awarded for the above -named project, by entering into this Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not limited to utilization of the E -Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. If this contract is terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date of termination. Company Name: The IQ Business Group, Inc. Authorized Signature: Print Name: Jamie Aguilar Title: President Date: 09/13/2023 19 IQBUSIN-01 SMAXWELL 4 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/� 10/11/2023 ) 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 POLICIES 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 have ADDITIONAL INSURED provisions or 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 Provider Group 160 Gould Street Needham, MA 02494 CONTACT NAME: PHONE FAX (ac, No, Ext): (781) 444-0347 1 WC, No): (781) 444-8961 ADDRESS: needham@providerig.com INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: Federal Insurance Company 20281 INSURED IQ BUSINESS GROUP 1751 Pinnacle Drive Suite 600 McLean, VA 22102 INSURER B : Lloyd's of London 15792 INSURER C INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE 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 WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLIC ES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYYI POLICY EXP (MM/DD/YYYYI LIMITS A X COMMERCIAL GENERAL LIABILITY 35826985 1/9/2023 1/9/2024 EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE X OCCUR DAMAGEES (TOEa RENTED occurrence) PREMIS $ 1,000,000 MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L X AGGREGATE POLICY OTHER: LIMIT APPLIES PRO- PER: LOC GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG $ 1,000,000 $ A AUTOMOBILE _ X LIABILITY ANY AUTO OWNED X SCHEDULED AUTOS AUTOS ONLY 73577137 1/9/2023 1/9/2024 COMBINED SINGLE LIMIT (Ea accident) 1 000 000 $ ' ' BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY accidentDAMAGE $ $ A X UMBRELLALIAB EXCESS LIAB X OCCUR CLAIMS -MADE 79838172 1/9/2023 1/9/2024 EACH OCCURRENCE $ 3,000,000 AGGREGATE $ 3,000,000 DED X RETENT ON $ 10,000 $ WORKERS COMPENSATION AND EMPLOYERS° LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y/ N N / A PER STATUTE OTH- ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ B B Prof Liability Cyber Liability MPL214330422 MPL214330422 1/30/2022 1/30/2022 1/30/2023 1/30/2023 Each Claim Aggregate 1,000,000 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached rmore space is required) CITY OF OPA-LOCKA is listed as an additional insured on General Liability, Auto Liabi ity and Umbrella Liability Policies. Umbrella Policy follows form of the General Liability and Auto Liability Policies. 30 days notice of cancellation applies. CERTIFICATE HOLDER CANCELLATION CITY OF OPA-LOCKA Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-Locka, FL 33054 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ACORD 25 (2016/03) AUTHORIZED REPRESENTATIVE arm © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ..--_ 1 4 AcoRE, CERTIFICATE OF LIABILITY INSURANCE ��. DATE (MMIDD/YYYY) 10/11/2023 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 POLICIES 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 have ADDITIONAL INSURED provisions or 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 Dabney Collier c/o Collier Insurance 606 S. Mendenhall; Suite 200 Memphis, TN 38117 CONTACT NAME: PHONE 901 529-2900 FAX 901 529-2916 (MAIL ( ) (A/c, No): ( ) ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: American Zurich Insurance Company 40142 INSURED AK Employer Services LLC Alt. Emp: The IQ Business Group Inc 6750 Poplar Ave Ste 400 Memphis, TN 38138 INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER:22TN709867834 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 WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR UBR TYPE OF INSURANCE 'IN p 5V VD POLICY NUMBER POLICY EFF (MM/DD//YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ DAMAGE RENTED PREMISESO(Ea occurrence) $ CLAIMS -MADE OCCUR MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE POLICY OTHER: LIMIT APPLIES PRO- JECT PER: LOC PRODUCTS - COMP/OP AGG $ $ AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS NON -OWNED AUTOS ONLY COMBINED SINGLE LIMIT (Ea accident) $ BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ $ UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ $ DED RETENTION $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OF I ER/MEMB REXC U ED?ECUTIVE (Mandatory In NH) DESCRIPTIONIf Ees, Nunder OF OPERATIONS below Y/N NIA WC 56-11-881-09 12/01/2022 12/01/2023 X PER STATUTE OTH- ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1,000,000 Location Coverage Period: 12/01/2022 12/01/2023 Client# 9157 -VA DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Coverage is provided for The IQ Business Group Inc only those co -employees 1751 Pinnacle Dr Ste 600 of, but not subcontractors McLean, VA 22102 to: CERTIFICATE HOLDER CANCELLATION City of Opa-Locka; Office of the City Clerk 780 Fisherman Street 4th Floor Opa-Locka, FL 33054 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 ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and Joao are registered marks of ACORD DRUG -FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/ proposal, which are equal with respect to price, quality, and service, are received by the CITY for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. To have a drug -free workplace program, a business shall: 1. 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. 3. 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 no contest 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. This Certification is submitted by,Jamie Aguilar the (Name) President of The IQ Business Group, Inc. (Title/Position) (Company) who does hereby certify that said Company has implemented a drug -free workplace program, which meets the requirements of Section 287.0 7, Florida Statutes, which are identified in numbers (1) through (6) above. , , „a_____ 09/13/2023 Date U Signature 15 NON -COLLUSION AFFIDAVIT STATE OF FLORIDA - COUNTY OF MIAMI DADE Jamie Aguilar being first duly sworn, deposes and says that: (1) He/She/They is/are the President (Owner, Partner, Officer, Representative or Agent) of The IQ Business Group, Inc. the proposer that has submitted the attached proposal. (2) He/She/They is/are 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 the said proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other proposer, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from Proposing in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any proposer, firm, or person to fix any overhead, profit, or cost elements of the Proposal or of any other proposer, or to fix any overhead, profit, or cost elements of the Proposed Price or the Proposed Price of any other proposer, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; (5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any other of its agents, representatives, owners, employees, or parties of interest, including this affiant. Signed, sealed, and delivered in the presence of: Tammy Camden, Contract Admin Witness By: Sign ure Dianne Parrish, Controller Jamie Aguilar, President Witness Print Name and Title 16 CERTIFICATE AND LICENSES. The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: Name: The IQ Business Group, Inc. Address: 1751 Pinnacle Drive, Suite 600 City, State, Zip: McLean, VA 22102 Phone/Fax: 703-436-6990 / 703-995-4677 2. Check One: Corporation (4 Partnership () Individual () 3. If Corporation, state: Date of Incorporation: 11/05/2001 State in which Incorporated: DE 4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such authorization: 03/28/2014 5. Name and Title of Principal Officers Date Elected: Eric Wadsworth, Executive Chairman/CEO 09/01/2010 Jamie Aguilar, President 06/21/2023 Ewan Macaulay, CTO 09/01/2010 6. The length of time in business: 22 years 7. The length of time (continuous) in business as a service organization in Florida: 9 years 8. Provide a list of at least three commercial or government references that the bidder has supplied service/commodities meeting the requirements of the CITY specification, during the last twenty- four months. See Section 2 - Experience and Qualification in proposal. 9. A copy of County and/or Municipal Occupational License(s) Note: Information requested herein and submitted by the proposers will be analyzed by the CITY and will be a factor considered in awarding any resulting contract The purpose is to ensure that the Contractors, in the sole opinion of the CITY, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are in conflict, the most stringent requirement shall apply. 13 NON-DISCRIMINATION AFFIDAVIT 1, the undersigned, hereby duly sworn, depose and say that the organization, business, or entity represented herein shall not discriminate against any person in its operations, activities, or delivery of services under any agreement it enters into with the Opa-locka CRA. The same shall affirmatively comply with all applicable provisions of federal, state, and local equal employment laws and shall not engage in or commit any discriminatory practice against any person based on race, age, religion, color, gender, sexual orientation, national origin, marital status, physical or mental disability, political affiliation or any other factor which cannot be lawfully used as a basis for servicecdelivery. By Title: Contract Admin Sworn and subscribed before this *11'hy of ,5tp- empy 20,1 otary Public, State of e at -1 exi ry `1a.c.V1 tAL e__ (PrintedName) i -1 •1O 61 3i 0 My commission expires: t ;, I .3t' liN69.(D Catherine Ann Touchette Commonwealth of Virginia Notary Public Commission No. 7370930 My Commission Expires 12/3112026 17 Form � (Rev. October 2018) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification ► Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS. I Print or type. See Specific Instructions on page 3. 1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. The IQ Business Group, Inc. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. 4 Exemptions certain entities, instructions Exempt payee Exemption code (if any) (Applies to accounts (codes apply only to not individuals; see on page 3): code (if any) I• IndividuaVsole proprietor or IS C Corporation In S Corporation I• Partnership El Trust/estate single -member LLC Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) Note: Check the appropriate box in the line above for the tax classification of the single -member owner. 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For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Social security number or Employer identification number 0 4 3 5 8 1 8 9 1 Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) 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 code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends . ou are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part 11, later. Sign Here Signature of U.S. person ► Date O. 10/12/2023 General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. 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No. 10231X Form W-9 (Rev. 10-2018) PROPOSAL FOR PUBLIC RECORDS MANAGEMENT CONSULTING SERVICES Prepared for the City of Opa-locka Submitted by Secure Records Solutions 105 Baybrook Street Thomasville, GA 31792 800-614-0856 For questions about any aspect of this proposal, contact Christopher Jones at christopher@securerecordssolutions.com 1 INTRODUCTION This is a proposal by Secure Records Solutions to provide consulting services for Public Records Management as specified in the RFP issued by the City of Opa-locka on August 21, 2023. The proposal is divided into the following sections: • Part 1 presents Secure Records Solutions' proposed approach and work plan. • Part 2 presents the project schedule and the cost of the proposed consulting services. • Part 3 presents information about Secure Records Solutions' qualifications, including references. For questions about this proposal please contact Christopher Jones at 2 PART 1 PROPOSED APPROACH AND WORK PLAN Secure Records Solutions proposes a multi -phase approach to the Public Records Management project. The following sections explain the work plan, work product, and deliverables for each phase. Secure Records Solutions has used this multi -phase approach with excellent results in other consulting engagements. The following sections address the requirements specified in points #1, 2, 3, 4, 5, 9, 16, 19, and 20 on page 9 of the City's RFP. Phase 1: Initial Meetings • At the inception of the project, Secure Records Solutions will meet with the City's project manager and other stakeholders to review and confirm the project's timeline and deliverables, discuss the participants and schedule for department interviews, and discuss issues and concerns that may arise in the course of the project. Additional meetings may be needed to address these issues. • At the inception of the project, Secure Records Solutions would like to meet with one or more knowledgeable persons who can explain the City's organizational structure, provide an overview of the roles and responsibilities of the City's departments and the public services they offer, and discuss the City's existing records management policies and practices. • At the inception of the project, Secure Records Solutions would like to meet with one or more knowledgeable employees who can provide an overview of the City's IT infrastructure, databases and recordkeeping applications, and IT operations, plans, and requirements as they relate to Public Records Management. • Secure Records Solutions would like to complete all initial meetings within 3 weeks of the start of the project. Phase 2: Document Inventory and Departmental Interviews • Secure Records Solutions will conduct interviews with knowledgeable employees and key stakeholders in City departments. The purpose of the interviews is to obtain information about the City's existing recordkeeping practices and requirements for preparation of the project deliverables described in the following sections. • Secure Records Solutions expects to conduct up to 20 interviews for this phase of the proposed project. Based on our experience in previous consulting engagements, it is likely that some City departments will require multiple interviews to obtain all required 3 information. During interviews, participants often suggest the names of additional employees who should be interviewed about specific records or recordkeeping requirements. • Secure Records Solutions will schedule interviews with individual departments and divisions based on contact information provided by the City. Each department will identify one or more knowledgeable employees who will participate in the interviews. The interviews will be scheduled at a time that is convenient for participants. • All interviews will be conducted via MS Teams, Zoom, or another video conferencing service approved by the City. Secure Records Solutions has successfully used this interviewing method for other projects. It is as effective as in -person interviews, makes interviews easier to schedule, is often more convenient for participants, minimizes the inconvenience of canceled interviews, and significantly reduces the cost of the project. • As part of the interview scheduling process, Secure Records Solutions will send each participant a brief explanation of the purpose and scope of the interview. Most interviews will require one hour of the participants' time. To avoid taking up too much of a participants' workday, a follow-up interview will be scheduled if additional time is needed. With projects of this type, the early interviews tend to take a bit longer than the later ones, by which time Secure Records Solutions will be familiar with the City's business environment and recordkeeping practices. • Before the interviews begin, Secure Records Solutions will develop a general interview template, which will be submitted to the City's project manager for review and discussion. Secure Records Solutions will prepare a tailored version of the template for each department interview. • The need for other advance preparation by interviewees will be kept to a minimum. Secure Records Solutions' experience has indicated that interviewees tend to resist participation if advance preparation is required on their part. Interviewees often feel, correctly, that the consultant who requested the interview should have principal responsibility for preparation. If specific information is not available during an interview, it is better to request it through follow-up rather than ask the interviewees to obtain it in advance. • At a minimum, interviews with the City departments and divisions will collect information about the following recordkeeping practices and records management requirements: • The types of paper and electronic records that the department creates, collects, receives, and maintains in the course of City operations. 4 • The volume, anticipated growth rates, storage locations, organization, physical characteristics, authorized users, technologies utilized, retention practices, and vital record status for the department's records. The interview will cover the City records that are maintained in office areas, in offsite storage, in shared files on network drives, on personal computers, on mobile devices, or in other repositories. • Official copy determination where the same record is maintained in paper and electronic form or in multiple paper and electronic copies. (Where a given type of record exists in multiple copies, one of the copies is designated as the official copy to satisfy retention requirements. Other copies are considered duplicate records.) • The department's practices and requirements for organization, indexing, retrieval, remote access, security, confidentiality, and retention of City records. • The interviewee's issues, concerns, and constraints that may impact the project. • As soon as possible after each interview, Secure Records Solutions will prepare a written summary of the points discussed. A sample of an interview summary prepared for a previous consulting project is available on request. • The summary will be sent to the interview participants to review for correctness and completeness. Follow-up interviews will be scheduled if necessary to clarify specific matters. • The City's project manager will receive copies of all meeting summaries. • The meeting summaries and comments received from interview participants will serve as a written record of the ongoing progress of the interview phase of the project. (This method is essential to keep track of information and opinions obtained from interviewees. It is also necessary to avoid misunderstanding or disputes about points discussed during interviews.) • Information from the interview summaries will be used to prepare the project deliverables. • As the work proceeds, Secure Records Solutions will monitor the progress and effectiveness of the department interviews and bring any issues, concerns, or suggestions for improvement to the attention of the City's project manager. • Secure Records Solutions would like to complete all interviews within 8 weeks from the date that the interviews begin. • For this to occur, 2 to 3 interviews must be scheduled each week. (Timely 5 scheduling of interviews is the most problematic aspect for projects of this type, and it is the only aspect of the work that is out of Secure Records Solutions' direct control. In consulting engagements of this type, 10 to 20 percent of interviews are cancelled at the last minute and need to be scheduled. Some interviews may be cancelled multiple times.) • To the extent possible, Secure Records Solutions would like to schedule interviews on Tuesdays, Wednesdays, and Thursdays, which will leave Mondays and Fridays to write the interview summaries and for interviews that could not be scheduled on other days, but Secure Records Solutions will work with the City to develop the most practical and convenient schedule for its purposes. Phase 3: Inventory and Retention Schedule • When all interviews have been completed, Secure Records Solutions will conduct on -site reviews of the physical records maintained by each City department to confirm the correctness of information obtained through interviews and to collect any additional data that may not have been covered in the interviews. • We strongly recommend performing the on -site reviews after the interviews are completed rather than before. The consultants conducting the on -site reviews will have the interview summaries in hand, which will help them identify records that may have been omitted. • Based on interview summaries and data collected during on -site reviews, Secure Records Solutions will prepare an inventory of physical and electronic records maintained by City departments. The inventory will identify the records that each department creates and maintains. It will indicate the records' storage location and format, identify the owner of the records and other departments that use them, and evaluate the records importance and vital record status. • Secure Records Solutions will prepare a retention schedule or revise the existing schedule for the City's records. The retention schedule will specify the period of time that the records must be kept to satisfy legal requirements, to address the City's operational needs, and to preserve information of historical value. • Secure Records Solutions will perform all research necessary to identify federal, state, and local laws and regulations that specify retention requirements for the City's documents and data. Secure Records Solutions' consulting team has experience conducting research for recordkeeping laws and regulations in every U.S. state (including Florida) and in every country in the world. The retention schedule will comply with baseline retention requirements specified by the Florida Division of Library and 6 Information in Schedule GS1-SL and in other applicable retention guidance that may be specified in Section 1B-24.003 of the Florida Administrative Code. • The retention schedule will identify departmental records that are considered official copies for retention purposes. (Other copies are considered duplicate records. They will be covered by a separate retention policy to be developed as part of this project.) • Secure Records Solutions will prepare the following policies to ensure compliance with the retention schedule. • Definition, ownership, and retention of City records. • Retention of duplicate records, drafts, and documents of transitory value. • Destruction of City records with elapsed retention periods. • Preservation of City records that are subject to legal holds. • Retention of email. • Handling of City records that contain personal information. • Scanning City records for retention. • The record retention schedule, explanatory notes, instructions for use, and retention - related policies will be packaged as a record retention manual. A sample of a record retention manual prepared for another project is available on request. • Secure Records Solutions will submit a draft record retention manual to the City for review and comment within 30 days from the date that the interviews and site inventory are completed. Secure Records Solutions will submit the final version of the retention manual within 10 days of receipt of the City's comments. Drafts of departmental retention schedules will be submitted to interview participants for review and comment when each interview is completed. • When the retention schedule is completed, Secure Records Solutions will conduct a review of inactive records stored in the City's warehouse. The review will identify records that are eligible for immediate destruction as well as records that must be kept until their retention periods elapse. Secure Records Solutions, at its option, may perform this work in one of the following ways, depending on the quantity of records involved: • Secure Records Solution will send a team to Opa-locka to review the records at the warehouse location. Records that qualify for immediate destruction will be set aside for action by the City. Records that need to be retained will be marked with their future destruction dates and returned to their place in the warehouse. • Alternatively, Secure Records Solution will send a team to Opa-locka to pack and transport the City's inactive records to its own storage facility in Thomasville, 7 Georgia, which is 34 miles from Tallahassee where the review will be performed. • When the review is competed, Secure Records Solutions will send the City a list of inactive records that qualify for destruction. When authorized by the City, Secure Records Solutions will destroy the records in a secure manner and give the City a certificate of destruction. Secure Records Solutions' shredding processes are accredited by the National Association for Information Destruction (NAID) at the highest level (NAID AAA Certification). • For inactive records that require continued retention, Secure Records Solutions will give the City two options: (1) Secure Records Solutions will return the records to the City's warehouse; (2) Secure Records Solutions will retain the records at its secure storage facility in Thomasville at a competitive price. • The City's inactive records will be safely and securely maintained while they are in Secure Records Solutions' custody. Secure Records Solutions' security requirements and compliance standards have earned PRISM Privacy+ certification from the International Secure Information Governance and Management Association (i-SIGMA) and AAA Gold Standard and Membership Certification from NAID as well as accreditation by the Georgia Bureau of Investigation's Georgia Crime Investigation Center. • During the review process, Secure Records Solutions will provide 24 -hour retrieval service for the City's records. The records can be returned to the City by physical delivery or by Secure Records Solutions' Scan on Demand service. Phase 4: Records Management Plan • Secure Records Solutions will prepare a needs assessment and recommendations for a citywide records management plan. • Based on information obtained during departmental interviews, the needs assessment and recommendations will describe the City's current records management environment and present an analysis of the City's recordkeeping policies, procedures, practices, and issues. • The needs assessment and recommendations will discuss whether and to what extent an agency -wide records management plan will address the requirements and issues identified during departmental interviews. • The needs assessment will identify and prioritize City records that will likely benefit from an agency -wide solution. 8 • The needs assessment will evaluate the City's software systems that create and maintain records and recommend improvements and replacements where appropriate. • The needs assessment will consider ways in which the City can leverage its Laserfiche installation to improve the effectiveness and efficiency of recordkeeping operations. • The needs assessment and recommendations will present a realistic implementation strategy, roadmap, and timetable for the citywide records management plan. • Secure Records Solutions will submit a draft of the assessment and recommendations to the City for review and comment within 30 days of completion of Phase 3 of the proposed project. The consultant will submit a final version with additions, corrections, or other changes within 10 days of receipt of the City's comments. A sample of an assessment report prepared for another consulting project is available on request. Phase 5: Training and Implementation • Secure Records Solutions will advise and assist the City in implementing the retention schedule and retention -related policies and procedures developed for this project. • As specified in Point #13 and 20 of the City's RFP, Secure Records Solutions will develop a training plan and provide on -site training to each City department for the records management plan and system. 9 PART 2 PROJECT SCHEDULE AND COST COMPLETION TIME The estimated completion time for the consulting services discussed in the preceding sections is 28 weeks (6 months). COST The fixed lump -sum cost of the consulting services discussed in the preceding sections is $155,000, which is calculated as follows: Task Hours Cost Initial meetings 20 $6,200 Departmental interviews 100 $31,000 Onsite department inventory 40 $12,400 Prepare retention schedule 100 $31,000 Prepare records mgmt plan 100 $31,000 Warehouse inventory 120 $37,200 Onsite training 20 $6,200 The following explanations apply: • The total effort is 500 hours. The allocation of hours is based on Secure Records Solutions' experience in projects with similar tasks and deliverables. • There will be no additional charges if completion of the proposed tasks and deliverables requires more than 500 hours of consulting services, assuming that there are no additions to the scope of work. • The 100 hours allocated for interviews includes the time required for advance preparation, written summaries, and follow-up. • The 100 hours allocated to create the retention schedule includes the time to conduct legal research and to prepare retention -related policies and procedures. 10 NOTE: This lump -sum cost applies to tasks specified in points 1, 2, 3, 4, 5, 9, 16, 19, and 20 on page 9 of the City's RFP. Points 6-8, 10-15, 17-18, and 21-22 relate to matters for which the City may require additional consulting advice and assistance at an unspecified future time. These consulting services are priced at $300 per hour for work performed remotely and $450 per hour plus travel for work performed onsite. Secure Records Solutions believes that most of the work specified in these points can be done remotely. 11 PART 3 CONSULTANT'S QUALIFICATIONS Secure Records Solutions (SRS) was founded in 2003. It provides a full range of information governance and records management services, including consulting and project management, policy development, secure document storage and destruction, electronic content management, document scanning, workflow integration, and business process outsourcing. Based in Thomasville, Georgia, the company has served over 1,000 clients in 49 states and abroad in a wide range of industries, including state and local government. Our team for the proposed project is described below. SRS has had experience with the types of records maintained by the City's departments and successfully completed projects that involved the tasks specified in the City's RFP. Project Leader The leader for this project is Christopher Jones, the SRS's Chief Problem Solver. Mr. Jones has been actively involved in records management since 2011. Under his leadership, SRS has increased the size of its customer base and expanded the scope of its services. Mr. Jones will lead the proposed project, manage the project schedule, select SRS employees to work on specific onsite tasks, work with the City to ensure that its needs are met, and coordinate the onsite portions of the work. He has extensive experience working with clients and leading projects of this type. Well-known and widely respected in the records management industry, Mr. Jones served as co- president of the International Secure Information Governance and Management Association (i- SIGMA), the leading trade association for secure records management and data destruction, and as president of PRISM International, where he completed a successful merger with the National Association for Information Destruction to form i-SIGMA. Mr. Jones is also a member of the Institute for Georgia Environmental Leadership (IGEL) and is dedicated to applying sustainable practices and addressing environmental challenges. Project Staff SRS is staffed by well -trained and highly qualified employees who will participate in interviews, perform the onsite inventory, and review inactive records stored in the City's warehouse. The onsite work specified in this proposal will be performed by SRS employees selected by the Project Leader for their knowledge of best industry practices and experience with storage, organization, retention, and management of data and documents. All SRS employees have passed security background checks, are subject to random criminal searches and drug screenings, and are required to sign a confidentiality agreement. All 12 employees are required to complete the NAIS Training Program and must pass a stringent test to ensure a complete understanding of all policies and procedures for handling client information. SRS staff assigned to onsite work and the review of inactive records stored in the City's warehouse will be closely supervised. Principal Project Planner The principal project planner for proposed project is William Saffady, a well-known records management consultant who works with SRS on projects of this type. Dr. Saffady will be responsible for the project tasks that are performed remotely, including conducting departmental interviews, preparing the City's retention schedule and policies, and developing the records management. He will also work with Mr. Jones to ensure that the onsite inventory and warehouse review are performed in a way that supports the other tasks. He is the author of over three -dozen books and many articles on records management, record retention, document storage and retrieval technologies, and other information management topics. His latest books are Information Compliance: Fundamental Concepts and Best Practices, which was published by Rowman & Littlefield in 2023; the fourth edition of Records and Information Management: Fundamentals of Professional Practice, which was published by Rowman & Littlefield in 2021; Managing Information Risks: Threats, Vulnerabilities, and Responses, which was published by Rowman & Littlefield in 2020; and U.S. Record Retention Requirements: A Guide to 100 Commonly Encountered Record Series, which was published in 2018 by ARMA International. Dr. Saffady has provided consulting services to many state and local government clients, including: Albany County Airport Authority Brooklyn Borough President City of Boca Raton, Florida City of Detroit Water and Sewerage Department City of Newburgh (New York) Police Department City of New York, Administration for Children's Services City of New York, Board of Education City of New York Commission on Human Rights City of New York, Department of Buildings City of New York, Department of City Planning City of New York, Department of Information Technology and Telecommunications City of New York, Department of Investigation City of New York, Department of Finance City of New York, Office of Emergency Management City of New York, Department of Parks and Recreation City of New York, Department of Probation City of New York, Department of Housing Preservation and Development 13 City of New York, Department of Youth and Community Development City of New York, Department of Records and Information Services City of Tampa, Florida City of Troy, New York Columbia County Clerk (New York) Detroit Water and Sewerage Department District of Columbia, Department of General Services Dormitory Authority of the State of New York Florida State Archives Georgia State Archives Green County Clerk (New York) Hicksville Water District (New York) Hudson County Government (New Jersey) Idaho Power Company Lake Whatcom (Washington) Water District Lewis County Clerk (New York) Maricopa County (Arizona) Department of Archives Metro -North Commuter Railroad Metro Wastewater Reclamation District (Colorado) Missouri State Archives New Orleans Notarial Archives New York City Health and Hospitals Corporation New York City Transit Authority New York County (Manhattan) District Attorney New York City Economic Development Corporation New York City Employees' Retirement System New York State Archives New York State Department of Motor Vehicles New York State Library Orange County Government (New York) Rensselaer County Clerk (New York) Roosevelt Island Operating Corporation (New York) San Bernardino County (California) Santa Barbara County (California) Santa Margarita Water District (California) Schenectady County Clerk (New York) Schoharie County Clerk (New York) Sonoma County Water District (California) State of Delaware, Department of Archives and History State of South Carolina, Department of Archives and History State of West Virginia, Department of State Suffolk County Clerk (New York) Tennessee State Library and Archives Town of Brookhaven, New York 14 Town of Cheektowaga, New York Town of Darien, Connecticut Town of East Hampton, New York Town of Greenburgh, New York Town of Guilderland, New York Town of Harrison, New York Town of Hilton Head Island, South Carolina Town of North East, New York Town of New Windsor (New York) Police Department Town of North Hempstead, New York Town of Oyster Bay, New York Town of Ramapo, New York Town of Rye, New York Town of Somers, New York Town of Southold, New York Village of Lynbrook, New York Westchester County Archives (New York) Wyoming State Archives References RXO Logistics Miami, Orlando, Tampa, Jacksonville, and Pensacola, FL Chad Mongelli Senior Manager, Facilities Chad.mongelli@rxo.com Project Scope: SRS developed and implemented a nationwide document management solution. Dekalb County Board of Health Decatur, GA Dianne McWethy Director of Administration dianne.mcwethy@dph.ga.gov Project Scope: SRS developed and implemented a document management solution to help the Board of Health understand their records inventory, apply their retention policy, and make strategic decisions to efficiently eliminate paper processes. BAYS Florida Mango, FL Jennifer Haynes COO jennifer.haynes@baysflorida.org Project Scope: SRS developed and implemented a statewide document management solution SECURRECOR1 ACORDTM CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYVY)6/07/2023 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 POLICIES 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 have ADDITIONAL INSURED provisions or 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 any rights to the certificate holder in lieu of such endorsement(s). PRODUCER Marsh & McLennan Agency LLC P 0 Box 1938 507 West Jackson Street Thomasville, GA 31799 CONTACT NAME: Toni Atkinson PHONE (A/C, No, EA; 912-377-9754 FAX (A/C, No): 229-436-7788 E-MAIL Toni.Atkinson@Marshmma.com ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : Frankenmuth Mutual Insurance Company 13986 INSURED Secure Records Solutions, LLC ATTN: W. 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(Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y / N N N / A WCV002562820 08/01/2023 08/01/2024 Y STATUTE OTH- ER E.L. EACH ACCIDENT $100,000 E.L. DISEASE - EA EMPLOYEE $100,000 E.L. DISEASE - POLICY LIMIT $500,000 C Professional Liability C4LR2176302CYBER20 01/22/2023 01/22/2024 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION For Insurance Purposes only 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 P5•' Z' (u' t,( ACORD 25 (2016/03) 1 of 1 #S13117814/M12335673 © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD JYTLA DRUG -FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/ proposal, which are equal with respect to price, quality, and service, are received by the CITY for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. To have a drug -free workplace program, a business shall: 1. 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. 3. 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 no contest 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. This Certification is submitted by L► s G. Le_dx, the ga,ngc, [Name) e t5 neAS ICo►�p�lavi e of c Cu r -G &cords Sol) 4.4- ov►o (Title/Position) (Company) LLC. who does hereby certify that said Company has implemented a drug -free workplace program, which meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6) abo e. g V26/2-3 tz4S Date Signature 15 This Day of DRU G -FREE (Ctrttfttatto n Sec ure Records Solutions, LLC Has Been Certified As A f DRUG -FREE WORK PLACE A.n d ts. Awatdcd .h`% Csruitca tc Bay.Ttiv Sou Bs.3rd of Workcis C;prra ntae,4rt • �iYi k• t', ty� (,) February 07, 2022 delli February 07, 2023 An d Expirt4 CERTIFICATE AND LICENSES. The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: Name: 5eCL&,r ( eorcJS Sbiu., CDnS LL -C Address: Po / ox 18171, - &A 3/799 City, State, Zip: l nD1 7&$Yi J/e 'Phone/Fax: _C550) (4S(,— 66100/(22dI )2.0 -o#9q 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: 2. O03 5. Name and Title of Principal Officers Date Elected: ehri'shrher 1P. <Tones, Ca' <Pc-Ge vt lam- go z 2 - hl. I% wel I Tones, rwnd, f r et1044.10 F - AMA 6. The length of time in business: 20 years 7. The length of time (continuous) in business as a service organization in Florida: ZO years 2.2 - 8. Provide a list of at least three commercial or government references that the bidder has supplied service/commodities meeting the requirements of the CITY specification, during the last twenty- four months. 9. A copy of County and/or Municipal Occupational License(s) Note: Information requested herein and submitted by the proposers will be analyzed by the CITY and will be a factor considered in awarding any resulting contract The purpose is to ensure that the Contractors, in the sole opinion of the CITY, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract If there are any terms and/or conditions that are in conflict the most stringent requirement shall apply. 13 PRICE PROPOSAL FORM Firms must use the cost proposal form below to submit your Firm's cost for this bid indicated in the Scope of Service herein. The city reserves the right to increase, decrease, and/or choose the items and quantities below for the project to meet its available budget using the hourly rates provided below. The proposing firm must completely fill out each row below. The firm must provide a detailed fee schedule that explains the cost and services for each description of task. Line Item # Specifications/Item Description/Service Estimated Quantity Unit of Measure Unit Price Extended Price 1 Evaluate Public Records Management Policy and Systems and Provide Recommendations to Improve the Plan and Systems' Level of Efficiency, Productivity, Functionality, and Connectivity. 1 Lump Sum 0 IKOEba° If 16."9' 2 Hourly Rate for additional Onsite Consulting and 1 Hour 0. DO a 00 Implementation Services "as needed". (Travel expenses to be billed at cost - no additional markup) 3 Hourly Rate for additional Offsite Consulting and 1 Hour 4309." SI' 60.00 Implementation Services "as needed". Secure. Records Sil ons Lt -c -- Company L ' 50) (05b- b a oo Telephone Number aritA9pher P. jorus L22q) 226- Mat Name of P rson Authorized to Submit Fax Number C ED Cdr i 51,0phe r Se t4..rc re cvretS5 Lawns . co.., Email Address Title 14 E -VERIFY FORM Definitions: "Contractor" means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration. "Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary, wages, or other remuneration. Effective January 1, 2021, public and private employers, contractors and subcontractors will begin required registration with, and use of the E -verify system in order to verify the work authorization status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment eligibility of: a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within Florida during the term of the contract; and b) All persons (including sub-vendors/subcompanies/subcontractors) assigned by Vendor/Consultant/Contractor to perform work pursuant to the contract with the Department. The Vendor/Consultant/Contractor acknowledges and agrees that use of the U.S. Department of Homeland Security's E -Verify System during the term of the contract is a condition of the contract with the CITY; and Should vendor become successful Contractor awarded for the above -named project, by entering into this Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not limited to utilization of the E -Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. If this contract is terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date of termination. Company Name: SQ Ge,�rc SDlt,tlt%prtS LLG Authorized Signature: Print Name: Chr stropio er ,F • JDl16 Title: coo Date: 9` 266 Z� 19 FormW-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification ► Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS. Print or type. See Specific Instructions on page 3. 1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. SECURE RECORDS SOLUTIONS, LLC 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. • Individual/sole proprietor or • C Corporation 111 S Corporation • Partnership . Trust/estate single -member LLC 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code (if any) 0 Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ► p Note: Check the appropriate box in the line above for the tax classification of the single -member owner. Do not check LLC if the LLC is classified as a single -member LLC that is disregarded from the owner unless the owner of the LLC is LLC that is disregarded from the for U.S. federal tax Otherwise, a single -member LLC that Exemption from FATCA reporting code (if any) another not owner purposes. is disregarded from the owner should check the appropriate box for the tax classification of its owner. Other (see instructions) ► (Applies to accounts maintained outside the U.S) 5 Address (number, street, and apt. or suite no.) See instructions. PO Box 1866 Requester's name and address (optional) 6 City, state, and ZIP code Thomasville, GA 31799 7 List account number(s) here (optional) Part 1 Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities. it is your emolover identification number (EIN). If you do not have a number. see How to aet a Social security number - - TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. or Employer identification number 2 0 0 0 8 8 8 1 0 Part 11 Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) 1 am exempt from backup withholding, or (b) 1 have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) 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 code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are nos,Qquired to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later. Sign Here Signature of U.S. person ► General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) Date 11.• C3l21 12,3 • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018)