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HomeMy Public PortalAbout09-7455 Code Red Speed Telephone Services Sponsored by: City Manager RESOLUTION NO. 0 9-7 4 5 5 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA ACCEPTING THE PROPOSAL FROM EMERGENCY COMMUNICATIONS NETWORK, INC., AS A SOLE SOURCE SELECTION FOR IMPLEMENTATION OF CODERED HIGH SPEED TELEPHONE NOTIFICATION SERVICES AT AN ANNUAL COST OF THIRTEEN THOUSAND TWO HUNDRED AND FIFTY DOLLARS ($13,250.00); FURTHER AUTHORIZING THE CITY MANAGER TO MAKE A PAYMENT OF THIRTEEN THOUSAND TWO HUNDRED AND FIFTY DOLLARS ($13,250.00) TO EMERGENCY COMMUNICATIONS NETWORK, INC. FOR CODERED HIGH SPEED TELEPHONE NOTIFICATION SERVICES, PAYABLE FROM ACCOUNT NO. 19-519340 WHEREAS, the City of Opa-locka ("City")is in need of efficient high-speed technology services which will allow City staff to quickly notify City residents of important information during times of emergency; and WHEREAS,the City's Information Technology department is recommending that the City utilize Emergency Communications Network,Inc.("ECN"),a sole source provider of the CodeRED Community Notification System, a high speed telephone communication service available for community notification in times of emergency; and WHEREAS,the CodeRED Community Notification System employs an Internet mapping system for geographically targeting calls,along with a high speed telephone calling system capable of delivering unlimited number of customized pre-recorded messages directly to homes and business at a rate of 60,000 calls per hour; and Resolution No. 0 9—7 4 5 5 WHEREAS,CodeRED service uses proprietary patented technology in its network to ensure delivery of emergency messages during local telephone company peak system usage along with the service capacity to deliver multi-lingual messages to residents; and WHEREAS, as an additional services, the CodeRED Weather Warning service notifies registered residents with early severe weather warnings issued by National Weather Service for their area; and WHEREAS, the CodeRED services are provided only by ECN, which is a sole source for such services; and WHEREAS,ECN has provided a proposal for the implementation of the CodeRED services within the City; and WHEREAS,the City Manager is recommending that the City utilize the proposal provided by ECN as they are a sole source for the services; and WHEREAS,the City Commission of the City of Opa-locka desires to accept the proposal from Emergency Communications Network, Inc. ("ECN") for implementation of CodeRED high speed telephone notification services within the City. NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby accepts the proposal from Emergency Communications Network,Inc.as a sole source provider for high speed telephone communication services required by the City, and further authorizes the City Manager to make Resolution No. 0 9—7 4 5 5 payment of Thirteen Thousand Two Hundred and Fifty-Four Dollars ($13,250.00) to Emergency Communications Network, Inc., for implementation of the CodeRED high speed telephone notification services, payable from Account No. 19-519340. .Section 3. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 8 day of APRIL , 2009. 4I J . ' LEY YOR est: Approved as to fo i. and legal suffici:ncy: I►/i! Debor. sy Burnadette Norms-Weeks City Clerk City Attorney Moved by: HOLMES Seconded by: JOHNSON Commission Vote: 5-0 Commissioner Tydus: YES Commissioner Holmes: YES Commissioner Johnson: YES Vice-Mayor Taylor: YES Mayor Kelley: YES 0E \<0 )1a Memorandum TO: Mayor Joseph L. Kelley Vice Mayor Mayra L.Taylor Commissioner Timothy Holmes Commissioner Dorothy John Commissioner R I`.e Ty . FROM: Bryan K. Finnie,Inte • '.,! Y Manager Mana Y � . g DATE: March 31,2009 / RE: CODERED H SPEED TELEPHONE COMMUNICATION SYSTEM Request: APPROVAL OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AGREEMENT WITH CODERED FOR HIGH SPEED TELEPHONE COMMUNITY NOTIFICATION SERVICES FOR A YEARLY AMOUNT OF THIRTEEN THOUSAND TWO HUNDRED AND FIFTY DOLLARS ($13,250.00). Description: CodeRED Community Notification System is a high speed telephone communication service available for community notifications. CodeRED service employs a internet mapping system for geographic targeting calls, couple with a high speed telephone calling system capable of delivering unlimited number of customized pre-recorded messages directly to homes and business at a rate of 60,000 calls per hour. Additionally, CodeRED Weather Warning service notifies registered citizens with early severe weather warnings issued by National Weather Service for their area. Due to their proprietary patented technology, CodeRED is a sole source program which will not require a Request for Proposals (RFP). Financial Impact: Not Budgeted, $13,250.00 yearly CodeRED Community Notification Service - $9,500.00 CodeRED Weather Warning Service- $3,750.00 Implementation Time Line: 30 days Legislative History: None Recommendation(s): Staff recommends approval Analysis: CodeRED service was selected over other services in part due to their proprietary patented technology used in their network to assure delivery of emergency messages during local telephone company peak system usage, the private ownership of all hardware, dialers, and long distance providers used to place the emergency calls, calling servers are located across the country in hardened co-location facilities to assure delivery of messages, and the service capacity to deliver multi-lingual messages to citizens. OQP.loclt4 � 9 U � D OwpzE Staff analyzed the feasibility of ownership of an emergency community communication system and cost incurred by monthly telephone service for 48 lines, hardware and server operating system license cost, software and software maintenance cost surpassed the annual cost of CodeRED service cost. Having the system in-house would create a single point of failure during emergency condition were damage occurred to our server room or downed local telephone and power infrastructure existed. Server Hardware: $5,000.00 Operating System Software $1,500.00 Digital Dual Port T1 Card $2,500.00 Emergency Dialing Program $25,000-$35,000 Yearly Software/Hardware Support: $4,000.00 2xT 1 Monthly Cost $1,300.00(yearly$15,600.00) Attachment(s): 1. Resolution 2. CodeRED Proposal 3. CodeRED System Specifications 4. CodeRED Service Agreement 5. CodeRED Weather Warning Service Addendum Prepared by: Bernardo Larralde, Information Technology Director End of Memorandum Office of die &if &de "THE GREAT CITY " Pp-�-OCk 0 DEBORAH S.IRBY,CMC o�� `x(9 6°#c ) (305)953-2800 City Clerk (` og aPa=g,trAna (305)953-2801 Supervisor of Elections (305)953-2802 �' a; Fax (305)953-2834 JOANNA FLORES,CMC :0 Assistant City Clerk MEMORANDUM TO: The Honorable Mayor/Commission BryaK.Finnie Interim City Manager :urnadette Norris-Weeks, City Attorney 1 • ' FROM: $ e • ice of the ity erk DATE: arch 23, 2009 SUBJ: RFP No. 09-0320—Processing of Utility Bills Attached hereto is a copy the Request for Proposal document, advertisement, certification and proposal submitted in response to the City of Opa-locka's Request for Proposals (RFP)No. 09-0320—Processing of Utility Bills If you have any questions, please contact our office. [U CITY HALL•780 FISHERMAN STREET, OPA-LOCKA,FLORIDA 33054•(305)688-4611 •SUITE 335 AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF HANDICAP C e= CITY OF OPA-LOCKA CERTIFICATION OF PROPOSALS RECEIVED REQUEST FOR PROPOSALS (RFP)#09-0320 PROCESSING OF UTILITY BILLS I,Deborah S.Irby,City Clerk of the City of Opa-locka,Florida,do hereby certify that according to the provisions of Sec.2-320.1 of the City's Code of Ordinances,sealed proposal(s) were opened at the Office of the City Clerk, 780 Fisherman Street, 4th floor, Opa-locka, Florida, at 2:05 p.m. this 20th day of March,2009. PROPOSAL(S) RECEIVED Name of Company Municipal Code Corporation See attached proposal MCCAdvantage P.O. Box 2235 Tallahassee, FL 32316-2235 Office: 850-576-3171 Mobile: 850-728-1023 Contact: Scott Molenburg Email: SMolenburg @municode.com Website: www.mccadvantage.com I further certify that sealed proposal(s)submitted were properly opened in my presence and also the ollowing: CITY ' ERK MIAMI DAILY BUSINESS REVIEW Published Daily except Saturday,Sunday and • Legal Holidays Miami,Miami-Dade County,Florida STATE OF FLORIDA COUNTY OF MIAMI-DADE: Before the undersigned authority personally appeared V.PEREZ,who on oath says that he or she is the LEGAL CLERK,Legal Notices of the Miami Daily Business • Review f/k/a Miami Review,a daily(except Saturday,Sunday • and Legal Holidays)newspaper,published at Miami in Miami-Dade • County, Florida;that the attached copy of advertisement, being a Legal Advertisement of Notice in the matter of CITY OF OPA-LOCKA REQUEST OF PROPOSALS CITY OF OPA-LOCKA-REQUEST OF PROPOSALS RFP NO. 05.0320 RFP NO.09-0320-PROCESSING OF UTILITY BILLS PROCESSING OF UTILITY BILLS in the XXXX Court, was published in said newspaper in the issues of Proposals for PROCESSING OF UTILITY BILLS will be received by the City of Opa-Locka at the Office of the City Clerk,780 Fisherman Street, 03/04/2009 03/05/2009 4th Floor,Opa-Locka,Florida 33054,FRIDAY.MARCH 20.2009 before =gBm.Any proposals received after the designated closing time will be returned unopened. Affiant further says that the said Miami Daily Business The purpose of this Request for Proposal is to seek assistance of a Review is a newspaper published at Miami in said Miami-Dade qualified professional firm to provide PROCESSING OF UTILITY BILLS County,Florida and that the said newspaper has services to the City of Opa-Locka. heretofore been continuously published in said Miami-Dade County, Florida,each day(except Saturday,Sunday and Legal Holidays) sealed original.and three(3)copies of the proposal shall be submitted in and has been entered as second class mail matter at the post se enveiopeslpadcages addressed to Deborah S. Irby,City Clerk, office in Miami in said Miami-Dade County,Florida,for a Ody of .Opa-Locka, Florida, and marked •RFP FIg i 09-0320 — period of one year next preceding the first publication of the PROCESSING OF UTILITY BILLS."Proposers desiring i forrhation for use attached copy of advertisement;and afflant further says that he or Clerk's In preparing Of Office. 780 Fisherman may obtain, set of such documents from ida y Clark's Office, 786 Rsherman Street, 4th Floor, Opa-Locka, Florida she has neither paid nor promised any person,firm or corporation 33054,Telephone (305)953-2800 or copies of the requirements may any discount,rebate,commission or refund for the purpose also be obtained by visiting the Citys website at www.opaiodcafLgov, of securing this advertisement for publication in the said (click"RFP/B1DS`located on the right hand side of the screen and follow newspaper. the instructions). The City reserves the right to accept or reject any and all proposals and . /L�� to waive any technicalities or irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal Sworn to and subscribed b is best complies with the requirements.Proposers may not withdraw their proposal for a period of ninety(90)days from the date set for the opening thereof. 05 da . ,A.D. 009 Deborah S.Irby,CMC 3/4-5 City Clerk 09-9-245/1183825M (SEAL) V.PEREZ personally known to me 't'A.RIA i,MESA r a '" COMMiSsioN a DD 750:70 }i ;=.._;S EXPIRES.March 4.20;2 Mun BI DS QUOTATION SHEE FOR CITY OF OPA-LOCKA, FLORIDA Schedule 1.0— Fees for Goods & Services Paper Bill • Data processing & Simplex printing $ .14 Per bill • Single 81/2x11 document with 31/2" perforated return, white, long-grain paper stock, 24 lb bond • #10 windowed envelope, white, 20 lb • #9 single windowed reply envelope, white, 20 lb w/info in black print • Folding, inserting and delivery to USPS • Minimum monthly statement volumes are 6,000 • CASS certification of customer mailing list • Price does not include postage • Two color highlight (Black print with Blue logo) with terms and conditions printed on the back. Paper bill w/o #9 return $ .01 Per bill Initial programming and set-up $800 One time Optional: Market message on the statement (setup) (N/C if included in file) $ 25 Per message Optional: Technical Services (Including programming & insert composition if $ 110 Per hour needed) Optional: Additional copies of statements or rework if requested $ .50 Each Optional: Additional Inserts - (Does not include printing or design of insert) .01 Each Optional: CD/DVD archiving of billing data $25 Flat rate for CD/DVD creation and $ .01 per record per cycle Freight, courier, shipping, etc. _ Cost Per Request _ Optional: MCCAdvantage Disaster Protection N/C Included Optional: MuniBill PDF Images (includes processing & creation) 3 months N/C Included Optional: MuniBill E — Paperless emailing of statements to customers .14 Per Bill Optional: Bilingual MuniBill (Does not include setup) .16 Per Bill Optional: Statement Optimal Design Review& Consulting N/C Included Optional: PDF Images of statements and reports N/C Included Optional: Late notices, final bills (1-color black on pink paper stock) $ .145 Each Optional: Insert printing Pricing available upon request Optional: Special mailing of fliers or letters: Single one page mailing — simplex printing $ .135 Each Single one page mailing — duplex printing $ .14 Each Mailing fliers (1 per envelope) — (does not include the cost insert creation or $ .15 Each printing) Optional: Hand stuffing (does not include special envelopes that may be required) $ 18 Per hour JVldvantage P.O.Box 2235 Tallahassee,Florida 32316 1.800.262.2633 fax 1.850.575.8852 www.mccadvantage.com mccad vanfage@municode.com March 19, 2009 Ms. Deborah S Irby City of Opa-Locka City Clerk 780 Fisherman Street 4th floor Opa-Locka Florida 33054 Dear Deborah, Thank you for your interest in Municipal Code Corporation (MCC) and the MuniBill$ services we provide to local governments. MCC understands your community has unique needs and we offer a variety of services to meet those needs. We are pleased to provide the attached proposal for your billing requirements. ABOUT MCCAdvantage. MCCAdvantage, a division of MCC, specializes in providing local governments with high-quality, leading-edge statement processing and bill presentment services. We offer a wide variety of statement output options to ensure your customers receive the type of statement that is right for them. MCC's approach to statement processing sets the standard in the industry. WHY USE MCC? MCC is family owned and operated and focuses on providing the highest possible level of professionalism and customer service. The following distinguishes MCC as the best: J. TRUST - Municipal Code Corporation (MCC) has more than 55 years of experience focused solely on providing services to local government. MCC has over 3,000 city and county customers in 49 states. We are proud to count the City of Opa-Locka as one of our long term business partners. You know us, we know you. CUSTOM-DEVELOPED SOLUTIONS - Our statements are easy to read and understand. We work directly with your staff to insure your statements are exactly the way you and your customers want them. Our staff has over 28 years of billing experience. FAST TURNAROUND - We know how important your revenue stream is. Statements normally reach the USPS within one business day of our receipt of your data file. We work closely with the USPS to insure speedy delivery to your customers. 4- QUALITY - Our "Advantage 10" quality process insures quality and integrity on each and every statement that leaves our door. MCC's cutting-edge printing technology produces some of the best print quality in the industry. -4- IN-HOUSE CREATIVE SERVICES - MCC has been in the publishing business for over 55 years, and has kept up with the evolution of technologies to the benefit of our customers. We have a creative team of talented graphic artists to help you create statement inserts, newsletters or any other important customer communications. .4- DISASTER RECOVERY -All data sent to MCC is saved, archived and available at your request in the event of a natural disaster. Additionally, MCC's disaster plan is thorough and tested; a copy is available on request. 4- PAYMENT OPTIONS 10 FIT YOUR CUSTOMERS' LIFESTYLES - If you are interested in return payment options, please contact us for further information. AL SAFE AND SECURE - You can be assured your customers' information is safe and secure from prying eyes. At MCC we take no risks and employ all necessary measures to insure your data is always protected. If you have any questions or desire additional information, please call me anytime. I would also be happy to schedule a conference call with all interested parties, or meet with you personally. Sincerel A IA Sdi/ off Molenburg - -ral Manager M Advantage a division of Municipal Code Corporation 2 TABLE OF CONTENTS EXECUTIVE SUMMARY 4 SCOPE OF WORK 5 MuniBiII$ QUOTATION SHEET FOR OPA-LOCKA, FLORIDA 8" ADDITIONAL SERVICES 10 3 PROFESSIONAL SERVICES PROPOSAL FOR BILLING SERVICES EXECUTIVE SUMMARY MCCAdvantage, a division of MCC will provide you and your customers the highest possible level of service. Our corporate goal is to focus on the details of each customer's needs. MCCAdvantage team members are creative, good communicators, ask questions and leverage their experience to solve problems. The company was founded in 1951 and offers services to local governments nationwide. While MCCAdvantage is a relatively new division, MCC has more than 55 years of service to local governments. The MuniBill$ service takes advantage of MCC's skill, equipment and technology to offer you the most efficient and affordable services available. We work hard to maintain the high level of service and integrity our Clients have come to expect in all our services. Customer Service/Sales Approach Our focus on service begins with our sales approach. We listen carefully to your concerns and address each issue individually. Our response time to inquiries is normally a couple of minutes via e-mail (constantly monitored) or within the half-hour for phone communication. Customers frequently send notes and emails reminding us how rare this level of service is, but at MCC we make it a priority. MCC is a family-owned, medium-sized business, which means our clients receive a level of personal service unparalleled in the industry. Our size also allows us to provide technological resources smaller firms can't offer. Our most valuable assets are our customers and our reputation. We earn our reputation by offering helpful suggestions and solutions for your unique situation. Employee Focus MCC is a privately owned Corporation. We are financially sound, having been in business for more than 55 years. MCC's President and Board of Directors are focused on improving MCC though investments in people, technology and facilities. MCC has recently refurbished many offices and has a Health and Fitness Gym with showers, laundromat, and a walking trail through our 10-acre campus. MCC also provides employees a Quarterly Production Reward system based on the profits of the company. Through this incentive, our employees feel an ownership in the company. 4 SCOPE OF WORK MUNICIPAL CODE CORPORATION, a corporation duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCC, hereby offers to perform billing services for the CITY OF OPA LOCKA, FLORIDA, hereinafter referred to as Client. MCCAdvantage, a division of MCC, agrees to provide Client "MuniBill$" services defined herein and at pricing contained in Schedule 1.0. The Client agrees that MCCAdvantage shall be its exclusive provider of these goods and services during the term of this agreement. During the term of the agreement, the Client agrees to produce a minimum monthly quantity of statements for a period of months as defined in Schedule 1.0 with rates and terms and conditions provided herein. In the event the client does not fulfill the minimum commitment during any given quarter, then the Client may be subjected to a minimum processing fee in the amount calculated upon the "minimum commitment" at MCCAdvantage's discretion. COMPENSATION — In full and complete compensation for all goods and services provided by MCCAdvantage hereunder, Client agrees to pay MCCAdvantage according to the rates set forth in Schedule 1.0. Prices quoted in Schedule 1.0 are based upon specifications provided by the Client. If there is a change in specifications or instructions to the original quotation, the work performed will be billed at an adjusted rate agreed to by Client. MCCAdvantage will provide to Client an invoice after each production run consisting of all fees, as outlined in Schedule 1.0, including a summary of postage used. Invoices shall be paid in accordance with Chapter 218, Par VII, Florida Statutes (Florida Prompt Payment Act). A monthly late payment charge may be assessed on statements not paid within thirty (30) days. The price for materials may be re-evaluated no more than once per twelve month period, taking into account any fluctuations in the price of paper and supplies. Any price increase will be supported by supplier documentation and provided to Client for review. POSTAGE — MCCAdvantage will require that the Client maintain a permanent postage deposit in connection with this agreement. Client shall deposit in advance with MCCAdvantage the initial sum specified in Schedule 2.0 as the permanent postage deposit. The amount of this deposit is based on expected volumes and postage rates and is subject to change based on changes to the volume and prices defined in Schedule 2.0, or customer payment history. Client will be notified in writing in advance if a change in the amount of the deposit is necessary. Upon termination of the Agreement, MCCAdvantage shall return the deposit amounts to Client after payment of all services and postage. If client fails to maintain the deposit at the prescribed levels, or if client fails to maintain current status of all invoices as described in the "Compensation" section, MCCAdvantage. may suspend its performance under this agreement and hold customers statements/bills (at MCCAdvantage discretion) until the deposit is received. The outgoing statements/bills will leave MCCAdvantage utilizing the MCC postage permit for USPS postage payment. FORCE MAJEURE— Neither party shall be responsible for delays or failures in performance resulting from acts or occurrences beyond reasonable control of such party, including, without limitation: fire, explosion, power failure, flood, earthquake, hurricane or other act of God, civil commotion, terrorism, or acts of public enemies; any law, order, regulation, ordinance, or requirement of any government or legal body or any representative of any such government or legal body; or labor unrest, including without limitation, strikes, slowdowns, picketing or boycotts. In such event, the party affected shall be excused from such performance (other than any obligation to pay money) on a day-to-day basis to the extent of such interference (and the other party shall likewise be excused from performance of its obligations on a day-to- day basis to the extent such party's obligations relate to the performance so interfered with). CONFIDENTIALITY — MCCAdvantage agrees that any and all data, reports and documentation supplied by Client or its affiliates or third parties on Client's behalf, which are confidential and which are clearly designated as confidential, shall be subject only to the disclosure requirement for the performance of MCCAdvantage's obligations hereunder, and will be held in strict confidence and shall not be disclosed or otherwise disseminated by MCCAdvantage without the written consent of Client. 5 LIMITATION OF LIBILITY - fhe parties hereto agree that this agreement is only for the production of goods and services. MCCAdvantage shall be liable only to the extent of re-mailing a correction or corrected job as soon as possible to rectify the mistake. Breach of contract damages shall be limited to the value of the work performed. In the event of a breach of the terms of this agreement, MCCAdvantage shall not be liable for loss of business, incidental or consequential damages, or costs in excess of billing for services related to the specific job. MCCAdvantage is not liable for incidental or consequential damages, including revenue even if MCCAdvantage has been advised of the possibility of such loss or damage. PERFORMANCE — MCCAdvantage shall handle the laser printing and mailing of the Client's bills. Expected volumes are defined in Schedulel.0. MCCAdvantage will receive data in a format mutually determined by both MCCAdvantage and the Client on the agreed upon billing schedule. Data compression is allowed as mutually agreed to by MCCAdvantage and Client. MCCAdvantage shall simplex (one side) laser print the data on pre-printed forms as described in Schedule 1.0. If required, MCCAdvantage shall set up the form and program to include scan lines for intelligent inserting. The Client will then provide the matching criteria for such intelligent programming. INSERTS - Client may request that inserts be included with mailings. The Client has the option of either providing the inserts or contracting with MCCAdvantage Creative Services to provide inserts. Inserts provided by the Client are required to meet MCCAdvantage's inserting equipment specifications. (A MCCAdvantage specification sheet is available upon request.) Inserts provided by Client normally must arrive no earlier than two (2) weeks in advance of the first required mailing and no later than three (3) days before the first mailing day. Upon arrival, inserts are "Quality" checked to insure they meet specifications. At Client's request and MCCAdvantage's approval, we may attempt to use inserts not meeting minimal specifications. However, additional costs may be assessed and/or mailings may be delayed. It is MCCAdvantage's policy to ALWAYS work with the Client through issues that may arise and do what's best for the Client and their customer. Any unused inserts will be destroyed or returned at Client's request (shipping charges apply). 6 CLIENT RESPONSIBILITY- ne Client agrees to: • Provide MCCAdvantage with a calendar/schedule of the coming month's cycle dates with estimated volumes 30 days prior to commencement of printing. The number of records sent will change monthly based on the number of Client customers. • Transmit data files to MCCAdvantage's FTP site in the method agreed upon according to the provided schedule. • Ensure postage funds are available per specifications provided in "Scope of Work". • Quality check data files in advance of sending to MCCAdvantage. • Pay MCCAdvantage for services billed (Net 30). • Provide MCCAdvantage insert specifications to Client's insert vendors (if other than MCCAdvantage). • • Provide an explanation of billing record layout to MCCAdvantage. • Meet USPS "NCOA" and "Move Update" requirements (unless done through MCCAdvantage). If done through MCCAdvantage, client agrees to update their records with matches per USPS requirements. • Review and approve design of billing statements. • Pay state or sales tax. (If applicable) • At the conclusion of initial setup and deployment, client will acknowledge setup is complete and meets expectations. At this time, customer will approve setup and deployment consequently closing the initial setup period. The initial setup ends forty five (45) days after the first statements are mailed to customers. All changes to setup thereafter will be billed at rates outlined in Schedule 1 — Fees for Goods and services in this proposal. 7 M niBW$ QUOTATION SHEET FOR CITY OF OPA-LOCKA, FLORIDA Schedule 1.0— Fees for Goods & Services Paper Bill • Data processing & Simplex printing $ .14 Per bill • Single 81/2x11 document with 31/2" perforated return, white, long-grain paper stock, 24 lb bond • #10 windowed envelope, white, 20 lb • #9 single windowed reply envelope, white, 20 lb w/info in black print • Folding, inserting and delivery to USPS • Minimum monthly statement volumes are 6,000 • CASS certification of customer mailing list • Price does not include postage • Two color highlight (Black print with Blue logo) with terms and conditions printed on the back. Paper bill w/o #9 return $ .01 Per bill Initial programming and set-up $800 One time Optional: Market message on the statement (setup) (N/C if included in file) $ 25 Per message Optional: Technical Services (Including programming & insert composition if $ 110 Per hour needed) Optional: Additional copies of statements or rework if requested $ .50 Each Optional: Additional Inserts - (Does not include printing or design of insert) .01 Each Optional: CD/DVD archiving of billing data $25 Flat rate for CD/DVD creation and $ .01 per record per cycle Freight, courier, shipping, etc. Cost Per Request Optional: MCCAdvantage Disaster Protection N/C Included Optional: MuniBill PDF Images (includes processing & creation) 3 months N/C Included Optional: MuniBill E — Paperless emailing of statements to customers .14 Per Bill Optional: Bilingual MuniBill (Does not include setup) .16 Per Bill Optional: Statement Optimal Design Review & Consulting N/C Included Optional: PDF Images of statements and reports N/C Included Optional: Late notices, final bills (1-color black on pink paper stock) $ .145 Each Optional: Insert printing Pricing available upon request Optional: Special mailing of fliers or letters: Single one page mailing —simplex printing $ .135 Each Single one page mailing —duplex printing $ .14 Each Mailing fliers (1 per envelope) — (does not include the cost insert creation or $ .15 Each printing) Optional: Hand stuffing (does not include special envelopes that may be required) $ 18 Per hour 8 Schedule 2.0— Permanent Postage Deposit Permanent Postage Deposit - Estimated volumes of 6,000 * Est. Rate .334 $2,004.00 *All statements are mailed at the lowest possible postage rate (.312 is current 5 digit rate) Schedule 3.0— MCCAdvantage Guarantee MCCAdvantage will deliver client bills/statements to USPS within an average of one (1) business day after applicable determination date. Determination date is based on timely delivery of customer data file to MCCAdvantage at the agreed upon delivery dates and times. In the best interest of our Clients and their customers, MCCAdvantage works closely with the USPS insuring timely delivery of statements to USPS and taking advantage of USPS delivery efficiencies. 9 ADDITIONAL SERVICES As an additional service/product under this contact MCC and MCCAdvantage can provide the following: Document Imaging and Records Management Software (Laserfiche) - MCCi offers Laserfiche (LF) Software and related services which provides a records repository allowing storage, retrieval and imaging of all documents. Capabilities include an intuitive browse window, index cards, full-text indexing, keyword template search, fuzzy word search, and virtually unlimited folders, giving users access to any document instantly. Document Scanning Services (MuniScan) - MCCi offers scanning, indexing and integration of hard copy documents with Laserfiche Software to provide the Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index cards,and fuzzy logic. Process Management Software (MuniTracklt) - MCCi offers the MuniTracklt Software (developed by Brandt Information Services, Inc.) which is a web based solution designed specifically for Government organizations. MuniTracklt will save time and money by streamlining business processes. Code Supplementation and Codification Services (MuniCode) - Municipal Code Corporation offers supplementation of existing Codes, Codification of Ordinances and Recodification of existing Codes. Our optional services include legal review, republishing, editorial and index work and electronic options (CD, Internet). Creative Services - MCCAdvantage can provide design and printing services of inserts. We have a creative team of talented graphic artists to help you quickly create statement inserts, newsletters or any other important customer communications at competitive rates. Electronic Agenda Management (MuniAgenda) - MCCi offers MuniAgenda Software and related services which provides electronic automation and creation of Agendas 10 This proposal shall be valid Tui a period of thirty (30) days from the date appearing on the signature page of this proposal unless signed and authorized by MCC and the Client. Term of Agreement. This agreement shall begin upon execution by client and terminate three years after execution. At the end of this period, services shall be automatically renewed from year to year provided that each party may cancel or change this agreement with thirty (30) days written notice. Submitted by: MUNICIPAL CODE CORPORATION ADVANTAGE a division of Municipal Code Corporation MCC President: Witness: Date: Accepted by: Opa-Locka. Florida By: Title: Witness: Date: 11 CITY OF OPA-LOCKA O� �p i • W l' '1, ,___'i D.11V3)"L'PH.., UP 14.4 0 0 ortAlw- RFP NO. 09-0320 PROCESSING OF UTILITY BILLS * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *CITY OF OPA-LOCKA*780 FISHERMAN STREET*OPA-LOCKA*FLORIDA*33054* RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 1 .<o CITY OF OPA-LOCKA D I.y i7` .! PROCESSING OF UTILITY BILLS c�AOgpT� ! RFP NO. 09-0320 TABLE OF CONTENTS Subiect Page Number Cover 1 Table of Contents 2 Advertisement 3 Part I - Proposal Guidelines 4 Part II- Nature of Services Required 8 Part III - Proposal Requirements 10 Part IV- Evaluation of Proposals 12 Proposer Qualifications 14 Debarment, Suspension Certification 15 Drug-Free Certification 17 RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 2 Lock �' CITY OF OPA-LOCKA > '9 ci : _t a r 2� 92 RFP NO. 09-0320 PROCESSING OF UTILITY BILLS Proposals for PROCESSING OF UTILITY BILLS will be received by the City of Opa-Locka at the Office of the City Clerk, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054, FRIDAY, MARCH 20, 2009 before 2:00 pm. Any proposals received after the designated closing time will be returned unopened. The purpose of this Request for Proposal is to seek assistance of a qualified professional firm to provide PROCESSING OF UTILITY BILLS to the City of Opa-Locka. An original and three (3) copies of the proposal shall be submitted in sealed envelopes/packages addressed to Deborah S. Irby, City Clerk, City of Opa-Locka, Florida, and marked "RFP NO. 09-0320 — PROCESSING OF UTILITY BILLS." Proposers desiring information for use in preparing proposals may obtain a set of such documents from the Clerk's Office, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054, Telephone (305) 953-2800 or copies of the requirements may also be obtained by visiting the City's website at www.opalockafl.gov, (click "RFP/BIDS" located on the right hand side of the screen and follow the instructions). The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal best complies with the requirements. Proposers may not withdraw their proposal for a period of ninety (90) days from the date set for the opening thereof. Deborah S. Irby Deborah S. Irby City Clerk RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 3 CITY OF OPA-LOCKA RFP NO. 09-0320 PROCESSING OF UTILITY BILLS PART I PROPOSAL GUIDELINES 1-1. Introduction: The City of Opa-Locka is requesting proposals from qualified firms to provide PROCESSING OF UTILITY BILLS for the City of Opa-Locka. 1-2. Proposal Submission and Withdrawal: The City must receive all proposals in a sealed envelope by 2:00 P.M. on FRIDAY, MARCH 20, 2009. The proposals shall be submitted at the following address: CITY OF OPA-LOCKA Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-Locka, Florida 33054 To facilitate processing, please clearly mark the outside of the proposal package as follows: RFP NO. 09-0320 — PROCESSING OF UTILITY BILLS. This package shall also include the Proposer's return address. Proposers may withdraw their proposals by notifying the City in writing at any time prior to the deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer, for a period of 90 days. Once opened, proposals become a record of the CITY and will not be returned to the Proposer. The City cautions proposers to assure actual delivery of mailed or hand-delivered proposals directly to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054 prior to the deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may be made by calling (305) 953-2800 before proposal closing time. Any proposal received after the established deadline will not be considered and will be returned unopened to the Proposer(s). 1-3. Number of Copies: Proposers shall submit an original and three (3) copies of the proposal in a sealed, opaque package marked as noted above. The Proposer will be responsible for timely delivery, whether by personal delivery, US Mail or any other delivery medium. 1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this Request for Proposal. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of the RFP. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 4 1-5. Inquiries: Interested Proposers may contact the City's Purchasing Officer regarding questions about the proposal by telephone at (305) 953-2868 x1307 or by facsimile at (305) 953-2900. The City Clerk will receive written requests for clarification concerning the meaning or interpretations of the RFP, until eight (8) days prior to the submittal date. City personnel are authorized only to direct the attention of prospective Proposers to various portions of the RFP so that they may read and interpret such for themselves. No employee of the City is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to what is contained in the written RFP document. 1-6. Addendum: The City may record its response to inquiries and any supplemental instructions in the form of written addenda. The CITY may mail written addenda up to seven (7) calendar days before the date fixed for receiving the proposals. Proposers shall contact the City to ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive proposal. Any oral explanation given before the RFP opening will not be binding. All Proposers are expected to carefully examine the proposal documents. Any ambiguities or inconsistencies should be brought to the attention of the City's Purchasing Agent through written communication prior to the opening of the proposals. 1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who submits the proposal judged by the City to be most advantageous. The Proposer understands that this RFP does not constitute an offer or an Agreement with the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City and executed by all parties. The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. 1-8. Contractual Agreement: This RFP shall be included and incorporated in the final award. The order of contractual precedence will be the Contract or Agreement document, original Terms and Conditions, and Proposer response. Any and all legal action necessary to enforce the award will be held in Miami-Dade County and the contractual obligations will be interpreted according to the laws of Florida. Any additional contract or agreement requested for consideration by the Proposer must be attached and enclosed as part of the proposal. 1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the highest number of points will be ranked first; however, nothing herein will prevent the City from assigning work to any firm deemed responsive and responsible. The City reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the right to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an agreement is reached. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 5 1-10. Public Records: l n award recommendation or te., (10) days after opening, whichever occurs first, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the RFP, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. Document files may be examined, during normal working hours. 1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of all news releases or other publicity pertaining to this RFP or the service, study or project to which it relates. 1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least the minimum amounts and conditions specified herein. In the event the Proposer is a governmental entity or a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the Proposers' insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing Agreement. 1. Evidence of General Liability coverage with limits not less than $1,000,000 per Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period); 2. Evidence of Auto Liability coverage with limits not less than $1 ,000,000 per Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period); 3. Evidence of Workers' Compensation coverage with statutory limits and Employer's Liability coverage with limits not less than $100,000 (Including Policy Number and Policy Period); 4.The City listed as an additional insured (this may be specifically limited to the specific job(s) the contractor will be performing); 5. Minimum 30-day written notice of cancellation. 1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of RFP submittal. The proposal of any Proposer who is not fully licensed and certified shall be rejected. 1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the Department of Management Services' "Convicted Vendor List". This list is defined as consisting of persons and affiliates who are disqualified from public contracting and purchasing process because they have been found guilty of a public entity crime. No public entity shall award any contract to, or transact any business in excess of the threshold amount provided in Section 287.017 Florida Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted Vendor List" for a period of thirty-six (36) months from the date that person or affiliate was placed on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By signing and submitting the RFP proposal forms, Proposer attests that they have not been placed on the "Convicted Vendor List". RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 6 1-15. Code Of Ethics: I 'iy Proposer violates or is a party ,J a violation of the code of ethics of the City of Opa-Locka or the State of Florida with respect to this proposal, such Proposer may be disqualified from performing the work described in this proposal or from furnishing the goods or services for which the proposal is submitted and shall be further disqualified from submitting any future proposals for work, goods or services for the City of Opa-Locka. 1-16. Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place (DFW) programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. 1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. 1-18. Protests: Protests of the plans, specifications, and other requirements of the request for proposal and bids must be received in writing by the City Clerk's Office at lease ten (10) working days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must be included. Protests of the award or intended award of the bid or contract must be in writing and received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed explanation of the protest must be included. 1-19. Termination for Convenience: A contract may be terminated in whole or in part by the City at any time and for any reason in accordance with this clause whenever the City shall determine that such termination is in the best interest of the City. Any such termination shall be effected by the delivery to the contractor at least five (5) working days before the effective date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for the completed service, but no amount shall be allowed for anticipated profit on unperformed services. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 7 PART II NATURE OF SERVICES REQUIRED 2-1 PURPOSE AND SCOPE OF WORK It is the intent of the City of Opa-Locka to have one (1) firm provide all of the printing and mailing services of the utility bills. The Utility Billing Department currently has three (3) billing cycles per month which occur on 5th, 15th and 25th of each month, with the exception of City Holidays. The billing data transmission from the City will be scheduled for release before 4:00 pm on each billing day. The Utility Bill processing and the delivery of the statements to the Post Office are to be scheduled within twenty-four (24) hours of transmission. The City reserves the right to increase or decrease the number of billing cycles per month and change the Billing day, as necessary. It is estimated that the average billing count will range between 5,000 and 6,000 per month. Quantities indicated are estimated for the proposal purposes only and are not to be construed as the minimum or maximum quantities that the City is obligated to purchase. 2-2 GENERAL REQUIREMENTS The successful proposer must be able to do the following: A. Receive data via the internet from a personal computer at the City any time of day, 365 days a year. The company is to notify the City upon receipt of the customer billing data. Please provide methods of electronic transfer available. B. Read data and print bills per City specifications. The City will provide information in a comma-delimited file. Document totals need to be balanced and verified prior to printing. C. Utilize the best postal rates through the use of the carrier routing combinations with the vendors other customer mailings. D. Deal directly with the postal service and either bill the City for charges relative to the postage or inform the City of the postal charges applied to the City's postal permit the next working day. Provide a report, detailing the number of pieces mailed and its related cost to the City. E. The City will provide artwork for the printed City logo which appears on the billing statement. Al printed data and text is black in color. F. Print a scannable OCR and barcode line on the remittance portion of the billing statement. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 8 G. Utilize a heat fusion sr printer and imprint certain gent information on the front of the bill — for example: certain heading information, City address and phone numbers; payment information; late fee information; cut-off information; after hour assistance information; returned check information; billing cycle information; account finals or service transfers; and/or mailing address correspondence information. The City must be able to change this information within a Forty-eight (48) hour notice to be successful proposer. H. Print any current customer billing information relative to types of services and related charges, due dates, cut-off dates, past due amounts, read dates and consumption, services address, account number information relative to balance transfers, prior consumption history, and general messages to the public on the bill. Insert additional pre-printed documents as requested by the City (with adequate notice). J. Provide a standard 8 1/2: x 11" billing statement with a return window envelope (both white stock). The statement must be perforated for a return portion and print a barcode line and an OCR for scanning payments. K. Mail utility bills to the customers by the most direct method which should be at the customer's address within three (3) business days for transmission. This will enable customers time to mail payments back without receiving late fees. 2-3 SIMILAR ENGAGEMENTS The Utility Billing Processing firm must provide a list of the most significant engagement performed in the last 5 years that are similar to the engagement described in this request for proposal. Indicate the scope of work, date, the name, telephone numbers and email address of the principal client contact. We would like five (5) years experience working with a public entity preferable City government. 2-4 CITY CONTRACT COORDINATOR The City's Contract Coordinator for these services will be Dr. Ezekiel Orji, CPA, Assistant City Manager/Finance Director. After the contract is negotiated, all communications and correspondence shall be directed to Dr. Ezekiel Orji, CPA, Finance Department, 780 Fisherman Street, 4t" Floor, Opa-Locka, FL 33054. 2-5 TERM OF CONTRACT The term of the contract is anticipated to be two (2) fiscal years with a one (1) year renewable clause, subject to negotiation of terms with the contractor and the concurrence of the City of Opa-Locka City Commission and availability of annual appropriation. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 9 PART III PROPOSAL REQUIREMENTS 3-1 RULES FOR PROPOSALS In order to maintain comparability and enhance the review process, proposals shall be organized in the manner specified below and include all information required herein. The proposal must name all persons or entities interested in the proposal as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP. 3-2 SUBMISSION OF PROPOSALS The proposal shall be submitted on 8 1/2 "x 11" paper, portrait orientation, with headings and sections numbered appropriately. Ensure that all information is written legibly or typed. The following should be submitted for a proposing firm to be considered: 1. An original copy (so marked) of the proposal and three (3) copies must be sealed in one package and clearly labeled "RFP NO. 09-0320 — PROCESSING OF UTILITY BILLS" on the outside of the package. 2. Title Page showing the request for proposal number, subject, the firm's name, the contact person's name, address and telephone number and the date of the proposal. 3. Table of Contents should include a clear and complete identification of the materials submitted by section and page number. 4. Transmittal Letter summarizing in a brief and concise manner the Proposer's understanding of the work to be performed, the commitment to perform the work within the anticipated time period, a statement why the firm believes itself to be best qualified to perform the engagement, and a statement that the proposal remains in effect for ninety (90) days. An authorized agent of the Proposer must sign the Letter of Transmittal indicating the agent's title or authority. 5. Experience and qualifications of the firm with the name, address, telephone number, licenses and certifications of the principals of the proposing firm, number of years the firm has been in business, and five similar government entities (specify name of entity, _ contact person, address and phone number), for whom your firm has provided services within the last five years including a brief description of the project, and contract award amount. The City may contact these references. 6. Detailed Proposal with all the required information and signatures as specified, including a work plan, schedule and any additional information relevant to the scope of work. The detailed proposal should follow the order set forth in this Request for Proposal. 7. Executed copy of Drug Free Workplace Form attached to this Request for Proposal. 8. Statement acknowledging receipt of each addendum issued by the City. 9. Proposal must be signed by an officer or employee having authority to legally bind the Proposer. RFP NO. 09-0320 PROCESSING OF UTIUTY BILLS 10 3-4 TECHNICAL PROPOSAL The purpose of the technical proposal is to demonstrate the qualifications, competence, and capacity and methodology of the firms seeking to provide the services in conformity with the requirements of this Request for Proposal. As such the substance of proposals will carry more weight than their form or manner of presentation. The technical proposal should demonstrate the combined qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an approach that will meet the Request for Proposal requirements. The technical proposal should address all of the points outlined in the Request for Proposal. The proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of the Request for Proposal. While additional data may be presented, the following subjects must be included — Licenses, Firm Qualifications and Experience, Staff Qualifications and Experience, Similar Projects with Other Government Entities, Specific Approach, and Proof of Insurance. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 11 PART IV EVALUATION OF PROPOSALS 4-1 SELECTION COMMITTEE A Selection Committee, consisting of City personnel, will convene, review and discuss all proposals submitted. The Purchasing Officer will chair the committee. The Selection Committee will use a point formula during the review process to score proposals and assign points in the evaluation process in accordance with the evaluation criteria. The Proposer shall satisfy and explicitly respond to all the requirements of this RFP including a detailed explanation of how the services shall be performed. 4-2 EVALUATION CRITERIA All timely submitted proposals will be evaluated by a selection committee who will make an award recommendation to the City Commission for the proposer whose proposal, conforming to the RFP, is most advantageous to the City. The ranking of proposals shall be based on the proposers response to the following: A. Experience in successfully performing similar services. 30 points B. Demonstrated competence and professional qualifications necessary 25 points for successfully performing the work required by the City as stated in the RFP. C. Comparative cost to the City. 20 points D. Ability of the proposing firm to accurately print utility bills; provide 20 points mailing services in the most expeditious manner; provide for emergency contingencies; and perform services onsite without subcontracting; proposed approach in completing work. E. References. 5 points RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 12 4-3 ORAL PRESENTATIuNS Proposers may be required to make individual presentations to the selection committee in order to clarify their proposals. Only those firms with the highest rated scores in accordance with the stated criteria and their weights will be invited to give oral presentations. However, the City has the right to accept the best proposal as submitted, without discussion or negotiation. If the City determines that such presentations are needed, a time and place will be scheduled for oral presentations. Each Proposer shall be prepared to discuss and substantiate any of the areas of the proposal submitted, and its qualifications to perform the specified services. During the oral presentations, the Proposers should relate their discussion to the evaluation criteria, which will include (but not be limited to) their approach to the project. The proposed Project Manager must be in attendance. The Evaluation Criteria may be changed for the oral presentations evaluation phase. References and site visits (if completed) shall be included in the final evaluation criteria, along with other criteria and weights as determined by the Selection Committee. Finalists will be informed as to the revised criteria, if any, prior to their oral presentation. Additionally, prior to award of an Agreement pursuant to this RFP, the City may require Proposers to submit such additional information bearing upon the Proposer's ability to perform the services in the Agreement as the City deems appropriate. 4-4 FINAL SELECTION The City of Opa-Locka will select the firm that meets the best interests of the City. The City shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions will be final. Following the notification of the selected firm, it is expected that an Agreement will be executed between both parties. City staff will recommend award to the responsible Proposer whose Proposal is determined to provide overall best value to the City, considering the evaluation factors in this RFP. 4-5 AWARD AND CONTRACT EXECUTION After review by the Selection Committee of the proposals and oral presentations a recommendation will be made to the City Manager for submission to the City Commission for final approval. Upon Commission authorization, contract negotiations will be initiated with the first ranked firm. If those negotiations are unsuccessful, the City will formally terminate negotiations with the first ranked firm and will commence contract negotiations with the next ranked firm, etc. Upon successful contract negotiations with the prevailing firm, the remaining firms will be notified that the process has been completed and that they were not selected. It is expected that a contract will be negotiated within sixty (60) days of Commission approval. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 13 ,o pL °q, RFP NO. 09-0320 (,;°,.a„,,,,,,-, � la zt> PROCESSING OF UTILITY BILLS �v opPOUnTEG, PROPOSER QUALIFICATIONS 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: rn i. n i C A-p al Co ck ec r p t) Cali-w Address: P• 0 • 8-bA 2235 City, State, Zip: 160-(ei-kGw,e-, Phone/Fax: SSo-S-76•- 3 17 i / so_S7 _ 'es2 CS�k) 3231u. 2. Check One: Corporation (Partnership () Individual () 3. If Corporation, state: _ Date of Incorporation: 3IZZI KS)i State in which Incorporated: I o ✓t.ctc:- 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: 1.A A . Lc�,�-tb In L cur) ret-1 residQ,�t I I I c G2rD id E . C--,ra.;nt 1 Exec VP c1 f I le f 19 ci Y'V-\% tket(e- S. L o, n / CF=-O 3 / to i 00 3 5 2 6. The length of time in business: years 7. The length of time (continuous) in business as a service organization in Florida: S `a years 8. Provide a list of at least five commercial or government references that the bidder has supplied service/commodities meeting the requirements of the City of Opa-Locka 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 of Opa-Locka and will be a factor considered in awarding any resulting contract. The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-Locka, 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. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 14 CITY OF OPA-LOCKA ,---to q 47 i .;ai CERTIFICATION REGARDING DEBARMENT, SUSPENSION f PROPOSED DEBARMENT AND OTHER MATTERS OF E RESPONSIBILITY 1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its Principals: A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. B. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision. 2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any City, State or Federal agency. A. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions). This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code. B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Proposer learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Proposer's responsibility. Failure of the Proposer to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Proposer non- responsive. D. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of a Proposer is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 15 E. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Proposer knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS. Signature Printed Name 14 .c'. 67R A r RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 16 oCK °P � CITY OF OPA-LOCKA / f1.:w ,V RFP NO. 09-0320 ,uw DRUG-FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and service, are received by the CITY OF OPA-LOCKA 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. In order 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 1 ,d . 67.x/112-7 the (Name) C.-.7'1,13t> V. P , of (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. 13 /:f Date Signature RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 17 Z`4 DOns .NA LOT BUSINESS TAX RECEIP _ LEON COUNTY TAX COLLECTOR -Post Office Box 1835 • Tallahassee, FL 32302 ACCOUNT 1984-001413-05263 f ,fir EXPIRES SEPT. 30, 2009 4 ice. TYPE OF 1984-001413-05263 SERVICE FL BUSINESS ., - f. ii # I d � z BUSINESS . _ r ADDRESS 1700 SW CAPITAL CR - } TALLAHASSEE (INSIDE CITY LIMITS1 r MUNICIPAL CODE CORP Any business not in compliance with state and local ordinance,including zoning,shall deem this P 0 BOX 2 2 3 5 tax receipt invalid. TALLAHASSEE FL 32316 THIS BUSINESS TAX RECEIPT MUST BE CONSPICUOUSLY DISPLAYED TO THE PUBL 998 2007 34504. 0001 PAID 25 . 00 08/07/2008 Ln Lo @ \ / E o % { / 2 \ 3 \ \ « - 2 § • 3 2 ) / \ 2 CL) \ ( / \ V) 3 S e •- C'6 » \ \ / / %% / / / u § U [ _ •U 0 Cr; \ \ \ c) / / / ƒ ƒ / / : : . t \ \ \ \ \ \ / \ m \ / CO o N. \ / ® \ \ i r s ^-1 $ % ® 3 a \ \ \ \ \ / e & / \ / \ \ \ / / e • \ \ / . \ \ - / 0 ..-7, / \ . ® � 6 c = \ ' ^ / & e v g \ » G \ / G . \ ƒ / iz- 2 . 0 % \ g / . " S c z Z \ Z CZ \ \ / / / 2 / 3 / CU E ƒ ƒ § _ ƒ - 3 2 \ 6 c _ « 0i./ _c & § £ J ƒ - / \ / 6 G W / / / 4 \ ~ . 5 k / \ / % 6 % u E $ $ % m & & Sponsored by: City Manager RESOLUTION NO. 0 9-7 4 3 8 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS (RFP) FOR UTILITY BILL PROCESSING WHEREAS, the Finance Department of the City of Opa-locka ("City") currently mails approximately Six Thousand(6,000) utility bills each month to City residents; and WHEREAS,the monthly mailing of utility bills costs the City approximately Ten Thousand ($10,000.00)per month and approximately 35 hours in staff time; and WHEREAS, it would be more cost effective for the City to outsource the printing and mailing of utility bills; and WHEREAS, it is estimated that the City could save a significant amount of money each month in labor, su pp lies and materials by outsourcing the processing, printing and mailing of the City's utility billing; and WHEREAS, the City Manager requests authorization to issue an RFP for utility bill processing services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Manager to issue a Request for Proposals (RFP) for a qualified company to provide utility bill processing services. Section 3. This resolution shall take effect immediately upon adoption. Resolution No. 09-7438 PASSED AND ADOPTED this 2 5 day of FEBRUABY , 2009. ,/7 ■ err. ' L. KEL EY 1V�AYOR Attest: Approved as to form and (leegal suffici ncy: Oak Deborah S. I •y Bit -.•ette Norris-Weeks City Clerk City Attorney Moved by: HOLMES Seconded by: JOHNSON Commission Vote: 5-0 Commissioner Tydus: YES Commissioner Holmes: YES Commissioner Johnson: YES Vice-Mayor Taylor: YES Mayor Kelley: YES Sponsored by: City Manager RESOLUTION NO. A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA ACCEPTING THE PROPOSAL FROM EMERGENCY COMMUNICATIONS NETWORK, INC., AS A SOLE SOURCE SELECTION FOR IMPLEMENTATION OF CODERED HIGH SPEED TELEPHONE NOTIFICATION SERVICES AT AN ANNUAL COST OF THIRTEEN THOUSAND TWO HUNDRED AND FIFTY DOLLARS ($13,250.00); FURTHER AUTHORIZING THE CITY MANAGER TO MAKE A PAYMENT OF THIRTEEN THOUSAND TWO HUNDRED AND FIFTY DOLLARS ($13,250.00) TO EMERGENCY COMMUNICATIONS NETWORK, INC. FOR CODERED HIGH SPEED TELEPHONE NOTIFICATION SERVICES, PAYABLE FROM ACCOUNT NO. 19-519340 WHEREAS, the City of Opa-locka ("City")is in need of efficient high-speed technology services which will allow City staff to quickly notify City residents of important information during times of emergency; and WHEREAS,the City's Information Technology department is recommending that the City utilize Emergency Communications Network,Inc.("ECN"),a sole source provider of the CodeRED Community Notification System, a high speed telephone communication service available for community notification in times of emergency; and WHEREAS,the CodeRED Community Notification System employs an Internet mapping system for geographically targeting calls,along with a high speed telephone calling system capable of delivering unlimited number of customized pre-recorded messages directly to homes and business at a rate of 60,000 calls per hour; and Resolution No. WHEREAS,CodeRED service uses proprietary patented technology in its network to ensure delivery of emergency messages during local telephone company peak system usage along with the service capacity to deliver multi-lingual messages to residents; and WHEREAS, as an additional services, the CodeRED Weather Warning service notifies registered residents with early severe weather warnings issued by National Weather Service for their area; and WHEREAS, the CodeRED services are provided only by ECN, which is a sole source for such services; and WHEREAS,ECN has provided a proposal for the implementation of the CodeRED services within the City; and WHEREAS,the City Manager is recommending that the City utilize the proposal provided by ECN as they are a sole source for the services; and WHEREAS,the City Commission of the City of Opa-locka desires to accept the proposal from Emergency Communications Network, Inc. ("ECN") for implementation of CodeRED high speed telephone notification services within the City. NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby accepts the proposal from Emergency Communications Network,Inc. as a sole source provider for high speed telephone communication services required by the City, and further authorizes the City Manager to make Resolution No. payment of Thirteen Thousand Two Hundred and Fifty-Four Dollars ($13,250.00) to Emergency Communications Network, Inc., for implementation of the CodeRED high speed telephone notification services, payable from Account No. 19-519340. .Section 3. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this day of , 2009. JOSEPH L. KELLEY MAYOR Attest: Approved as to fo and legal sufficiency: Deborah S. Irby Burnadette No s-Weeks City Clerk City Attorney Moved by: Seconded by: Commission Vote: Commissioner Tydus: Commissioner Holmes: Commissioner Johnson: Vice-Mayor Taylor: Mayor Kelley: ov p.�ocko ;0, lo� Memorandum TO: Mayor Joseph L. Kelley Vice Mayor Mayra L. Taylor Commissioner Timothy Holmes Commissioner Dorothy John Commissioner R FROM: Bryan K. Finnie,Inte ' i1= er Mana Y g DATE: March 31,2009 RE: CODERED/ H SPEED TELEPHONE COMMUNICATION SYSTEM Request: APPROVAL OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AGREEMENT WITH CODERED FOR HIGH SPEED TELEPHONE COMMUNITY NOTIFICATION SERVICES FOR A YEARLY AMOUNT OF THIRTEEN THOUSAND TWO HUNDRED AND FIFTY DOLLARS ($13,250.00). Description: CodeRED Community Notification System is a high speed telephone communication service available for community notifications. CodeRED service employs a interne mapping system for geographic targeting calls, couple with a high speed telephone calling system capable of delivering unlimited number of customized pre-recorded messages directly to homes and business at a rate of 60,000 calls per hour. Additionally, CodeRED Weather Warning service notifies registered citizens with early severe weather warnings issued by National Weather Service for their area. Due to their proprietary patented technology, CodeRED is a sole source program which will not require a Request for Proposals (RFP). Financial Impact: Not Budgeted, $13,250.00 yearly CodeRED Community Notification Service - $9,500.00 CodeRED Weather Warning Service- $3,750.00 Implementation Time Line: 30 days Legislative History: None Recommendation(s): Staff recommends approval Analysis: CodeRED service was selected over other services in part due to their proprietary patented technology used in their network to assure delivery of emergency messages during local telephone company peak system usage, the private ownership of all hardware, dialers, and long distance providers used to place the emergency calls, calling servers are located across the country in hardened co-location facilities to assure delivery of messages, and the service capacity to deliver multi-lingual messages to citizens. OQp.LOC, F 9 Ul' •C�ORASE ``' Staff analyzed the feasibility of ownership of an emergency community communication system and cost incurred by monthly telephone service for 48 lines, hardware and server operating system license cost, software and software maintenance cost surpassed the annual cost of CodeRED service cost. Having the system in-house would create a single point of failure during emergency condition were damage occurred to our server room or downed local telephone and power infrastructure existed. Server Hardware: $5,000.00 Operating System Software $1,500.00 Digital Dual Port T1 Card $2,500.00 Emergency Dialing Program $25,000-$35,000 Yearly Software/Hardware Support: $4,000.00 2xTl Monthly Cost $1,300.00(yearly $15,600.00) Attachment(s): 1. Resolution 2. CodeRED Proposal 3. CodeRED System Specifications 4. CodeRED Service Agreement 5. CodeRED Weather Warning Service Addendum Prepared bv: Bernardo Larralde, Information Technology Director End of Memorandum PROPOSAL PRESENTED TO CITY OF OPA-LOCKA FOR lisisaFRED Emergency Communication Made Easy . (HIGH SPEED OUTBOUND NOTIFICATION) BY 1 1 C_N - N 1/12/2009 Dana TooIan dtoola n @coderedweb.com 9 Sunshine Boulevard Ormond Beach, FL 32174 (866)939-0911 x 310 vo.vw.emernencvcommunica€ions.net 1JRED ® tasetQeety Cemnte;eatfaa %Attie ttsy. About CodeRED® Emergency Communications Network, Inc. (ECN)servers have been providing high- speed messaging since 1996. It wasn't until the fires that burned across Florida in 1998 that the true power of this system was fully recognized. Since then CodeRED has been growing our networks and our client base across the nation. ECN specializes in providing high-speed emergency communication services to Governmental agencies, businesses and private individuals. The CodeRED g Community Notification System is a high-speed telephone communication service available for community notifications. CodeRED employs a one-of-a-kind Internet mapping capability for geographic targeting of calls, coupled with a high speed telephone calling system capable of delivering customized pre-recorded emergency messages directly to homes and businesses at the rate of up to 60,000 calls per hour. CodeRED subscribers control their emergency broadcasts from anywhere in the world via a secure Internet Portal. Clients pick CodeRED® because of its ease of use, speed, reasonable cost, and real life experience in communities just like yours. All of our infrastructure is controlled directly by us with no third parties involved and is completely redundant. We are very proud that most new clients come from direct referrals by current CodeRED.F system clients. Some common requirements for a notification system are: Experience The recent hurricane seasons have proven that the CodeRED 1' high-speed telephone network is a powerful and reliable tool for notifying residents of critical emergency information. Even under the most stressful circumstances, CodeRED was successfully used by numerous; cities, counties, and municipalities to inform, educate and protect residents during the hurricanes with over 20,000,000 calls. Code RED-:g, has been widely used in events affecting every part of the U.S. for situations as rare as rabid animal notifications or escaped prisoners, and even for situations as common as street closings or utility outages. Hundreds of thousands of calls have been made for water emergencies near Chicago and over 100,000 calls have been made for every snow emergency in Minnesota; calls are made all over the nation for missing children and adults nearly every day. For these communities, having a CodeRED 1?., system in place in the midst of a dangerous, volatile, and large-scale emergency is not a luxury — it is a vital necessity. 2 Emergency Communications Network,Inc. • 9 Sunshine Blvd • Ormond Bch,FL 32174 PH:B66-939-0911 x 310• FAX:366-676-1127 •dt001a11 @Codercdwcb.00m I II isaRED Ectrtiescp teasmsr.icst,as 1.1411• #tt r. While this is only a portion of our capacity, no other system can show this performance - other systems talk about volume and capabilities - CodeRED has actually performed them. CodeRED is the backbone for national missing children programs, serves emergency management offices, emergency councils, police departments, sheriff's offices, as well as Public Works, Utilities, schools and other agencies across the nation. Calling data CodeRED 11: maintains a 160,000,000 name national calling database, something only CodeREIYI7i= does in the emergency communication field; data from your community is already on our servers. This allows CodeRED to be up and running very quickly; in some instances CodeRED®: has been up and running in less than one day. The calling database included with CodeRED - includes more than just neighborhood white pages. It also includes some cell phones, VoIP phones and other numbers not available in the white pages or 911 data. CodeRED 3' invites your community to add to this database with any additional data that is available, such as Utility billing data or business license data. 911 data is frequently added, although there is no requirement to add any data. Finally, because keeping your data current and accurate is important to any community, we provide a custom web page for each community. This web page allows your residents and businesses to directly add their data as well as add secondary numbers and TDD(TTY requirements. This is called our Ready-Up""m Link. Al he , CLIENT SUPPLIED DATA '{ RESENTIAL BASE-UNE DATA Calling Data Pyramid Calling data is treated like a pyramid, with data de-duplicated from the top down in order of precedence. The best possible data is at the top of the pyramid with the Ready-Up link - your residents and business are the best source for their own phone numbers and the addresses they use. Emergency Commtutt ations Network,Inc. • 9 SurIshmc Blvd. Ormond Bch,FL 32174 3 PH:866-939-0911 .r 310 • FAX 386-676-1127 . dtoolan @coderedweb.com 1JRED F s t r g e tt t t C t ra m s t i c a E..»m 4•!4 is s t'. Speed CodeRED;"= speed offers up to 60,000 calls per hour, based on a thirty-second message length. This utilizes only a fraction of our capabilities and CodeRED can handle multiple communities launching calling jobs simultaneously (and has done so in real life). ECN does not publish calling speed numbers that are irrelevant to your community. While it is accurate to say that we can call more than 10,000 numbers per minute, local telephone infrastructures cannot handle this input. CodeRED utilizes only a portion of our phone lines for every calling job. Additionally, since we maintain our own infrastructure and do not use any third party outside our corporate structure, our client communities do not have to compete with other priorities for the phone lines and every CodeRED f job launches immediately. Ease of use When originally developed, the primary design focus was that CodeRED.: must be easy to use. That focus has continued to be primary with features, such as a 3-step Wizard, designed for a user that rarely operates CodeRED" . We have a number of client communities that have launched calls with no training whatsoever. While our customer support is always available, not every user needs help (its extraordinarily easy to learn how to use, even with no training). Training for CodeRED E is typically scheduled for 1-V2 hours but it normally does not take that long. Costs We use community population to determine the needs of each community and resources that need to be available to the community. The intent of our pricing is to provide a single annual cost with no additional fees or requirements. Our pricing is built to be FEMA friendly and help communities qualify for reimbursement when eligible. Included in this proposal are all costs for the CodeRED'k system for your community. 4 Emergency Communizations Network.Inc. •9 Stris tine Blvd• Ormond Bch,FL?2174 PH:866-939-ca11 x 3)u. FAX:386-676-1127 + dtoolan @coderedweb.com 11 ,0 mai siaRED £ec er6teey &mass€u►tasttme O r &ttq. Highlights The CodeRED , Emergency Telephone Messaging System is a service providing clients with the ability to deliver customized, pre-recorded in your voice, emergency messages at a rate of up to 60,000 calls per hour. What makes CodeRED® the best solution for your community? • CodeRED® is easy and quick to implement, easy to operate and does not require continuous re-training by your personnel. Anyone can be trained to run CodeRED: • A baseline database is supplied and customers can supply additional calling databases (such as 911 data or utility billing data) to be added to the calling data provided by CodeRED1 with no extensive programming required. • All dialing infrastructure is owned and operated by ECN. • Calling populations can be selected via a map interface and/or from pre- determined calling lists. • Multiple calling jobs can be initiated at the same time for any community or multiple communities simultaneously. • CodeRED::. uses patented technology to ensure emergency messages are delivered IN FULL and provides call statistics are in real time, allowing you to view the results for every call record. • There is no hardware to buy, no dedicated telephone lines to lease, no maintenance costs and no need for additional personnel. The only cost for the service is for access to the system, which includes the calling minutes to be used. Calling minutes are included with more than enough minutes for typical annual usage, with discounts for larger quantities purchased. • CodeRED ,® has multiple layers of redundancy for all elements of the CodeRED system with secure server and dialing locations in multiple states. • Authorized clients have access to the system 24 hours a day - 365 days a year from virtually anywhere in the world via their secure CodeRED:r=. Internet portal with 24/7/365 Technical Support 5 iLntZrgency Communications Network,inc. • 9 Sunslunt Blvd • Ormond Bch,FL 32174 PH:866-939-091 t x 330• FAX:366-676-1127• dtooian @coderedweb.com 1 11RED„t....„.,„... ..,. kw Cost Proposal (Pricing good for 90 days from 1/1212009) There are no set-up fees, no dedicated telephone lines to purchase or operate, and no special equipment or facilities to buy and maintain. The only item Opa-Locka would be responsible for providing, at any location requiring access to the CodeRED system, is a computer to access the CodeRED.t on-line application and a touch-tone phone capable of dialing a toll-free number. The computer can be any existing computer with Internet access, running Internet Explorer 5.0 or higher. The cost for a one (1) year contract with renewals would be as follows: • CodeRED® system Setup=Included • Unlimited system minutes = Included • Initial database=Included • Initial customer supplied data upload = included (911 data, Utility data, etc.) • CodeRED® user pass codes for up to 5 groups or Individuals = Included • 2417 Technical Support =Included • Initial CodeRED® system distance training = NO CHARGE • Design and web hosting custom Database Update Page= NO CHARGE • Initial database=Included • One street layer of custom mapping= Included Annual total = $ 9,500 (Unlimited Calling) Renewals will be offered after the first year of service.There are no annual or other cost increases built in the service agreement. Thank you for the opportunity to submit this proposal outlining ways we can help you improve your emergency notification system. If you have any questions please feel free to contact me directly at 866-939-0911 x 310 or dtoolan(cacoderedweb.com `Alt of the costs associated with running the CodeRED;K: service are calculated into the minutes used to deliver calls (billed in six-second increments) for your convenience. System minutes are only deducted from System Time bank for delivered calls. A large bank is included with the CodeRED.' solution, expected to more than a community will use in a typical year. 6 Emergency Communications Network,Inc. • 9 Sunshine Blvd • Ormond Bch,FL 32174 PH:866-939-0911 x 310♦ FAX:3;56-676-1127 • dtoolan(coderedweb.com JRED Emetgcctg Cateeuxeica ttaa •a!t ExaE CDDERED weather W A R N I N G Weather Warning Add-on (Pricing good for 90 days from 111212009) The CodeRED Weather Warning is an early warning system designed to deliver severe weather warnings to telephones within seconds after being issued by the National Weather Service (NWS). Subscribers to the CodeRED Weather Warning service receive recorded message alerts anytime severe weather threatens their local area...24 hours a day, 365 days per year. To deliver warnings CodeRED Weather Warning utilizes a massive computerized calling system connected to thousands of telephone lines. This system can deliver over one million weather warning calls per day! The dialing speed of CodeRED Weather Warning makes it possible to call all of our subscribers within seconds after a warning is issued for their area. The calls are delivered so quickly they often arrive before any other warnings are made public... usually before weather radio broadcasts! In situations where minutes matter, CodeRED Weather Warning stands alone as the best way to protect your citizens from the threat of severe weather. CodeRED Weather Warning is completely automated, and as members of the community will sign up for this service this will increase the city database for CodeRED. Only those who sign up wilt receive the CodeRED Weather Warning. CodeRED Weather Warnings include tornado warnings, flash flood warnings and severe thunderstorm warnings. The cost for a one (1) year contract with renewals would be as follows: • CodeRED® Weather Warning system Setup = Included • Unlimited system time annually= Included • 24/7 Technical Support=Included • Custom Designed Link for community sign up = NO CHARGE Annual Total = $ 3,750 The CodeRED R, Weather Warning is offered as an add-on to CodeRED Emergency Communication Network and renewals will be offered after the first year of service. Thank you for the opportunity to submit this proposal outlining ways we can help you improve your emergency notification system. If you have any questions please feel free to contact me. httn 'w« .code red;tcather.co ni 7 Emergency Comrnteeticstionti\(twv`;k,Inc, a 9 Sunshine Blvd •Ormond Bch,FL 32174 PH:866-939-0911 x 310 + FAX:3gf=-676-1 127 • dtoolan @coderedweb.com \sk:(1 CODE Emergency Communication* Network CodeRED® System Specifications The CodeRED Emergency Telephone Messaging System is a service providing clients with the ability to deliver customized,pre-recorded messages at a rate of up to 60,000 calls per hour. CodeRED is the only emergency notification system providing the following features included in our single cost per year concept Many of our clients are able to immediately purchase CodeRED through the `sole-source" method,using the completely unique and patented abilities or the totality of these benefits. What makes CodeRED Unique? • Patented Technology: ECN is the only emergency notification system provider authonzed to utilize the ReatCall® patent allowing us to deliver accurate messages in their entirety without looping or repeating the message to answering machines and other voicemail devices. This very important technological advantage as been proven to maximize the efficiency of the local telephone infrastructure when telephone circuits are in their highest demand. Other technologies will leave partial, truncated, or repeated messages wasting valuable telephone circuit resources when they are most needed. (Unique process, US Patent 6324262 B1) • CodeRED utilizes a Universal ANIT*' that allows residents to call back and hear the last specific message that was delivered to their phone. (Unique ability and technology) • Using the Validate"' telephone number validation system CodeRED is able to confirm every number in the customer's database as used to verify validity of the data and identify addresses without valid phone numbers. (Unique ability and technology) • CodeRED offers the option to add CodeRED Weather Warning TM. Weather Warning"' is designed to deliver severe weather warnings to your resident's telephones within seconds after being issued by the National Weather Service. Weather Warnings' calls are initiated automatically with no interaction needed by your staff.(Unique ability and technology) Standard Features of the CodeRED solution • No Hardware: There is no specific hardware to buy, no dedicated telephone lines to lease, no maintenance costs, no need for additional personnel. System setup speed is unmatched in the industry, emergency installations have been completed in hours and most systems are setup in less than 30 days. • System Redundancy: CodeRED is completely redundant in all aspects of its infrastructure. Through our family of companies, we own, operate and maintain our own equipment and dialers,which are co-located with our Long Distance providers in multiple "hardened facilities" around the country. As a result, CodeRED operates independently of, and without regard, to any situation that may exist with our physical business or structures. • CodeRED owns its infrastructure including our dialers and phone lines giving us full control — CodeRED does not use SLAs with third parties to deliver messaging. • Simultaneity: CodeRED's robust multithreaded infrastructure offers a level of unmatched dialing capacity as seen during Hurricane Wilma in 2005. CodeRED launched 1.7 million calls in one day and totaled 7 Emergency Communications Nciwork,inc. t 9 Sunsiune Blvd t Ormond Bch,FL 32174 PH:386-676-0294 • FAX:386-676-1127 • www.CodeRTDweb.com CODE \1:(Errtergency Communications Network CodeREDe System Specifications million storm related calls for this one event across 57 agencies. CodeRED is used every day to deliver emergency messages nationwide in communities just like yours. • Initial residential calling data is included with annual cost. • Customer supplied data is integrated and geo-coded at no additional charge. • Web-Based Design: CodeRED was built as a web-based system from the beginning. There are no convoluted interfaces converting older onsite architecture to a web-based model, so city/county officials can launch calls from anywhere in the world and are truly never tied to just one computer. • Mapping Tools: Calling populations can be selected via the geo-coded point-and-click mapping interface. City supplied mapping is also an optional interface. • Statistics: Call statistics for every telephone record are provided in real-time. • Customer Support:CodeRED has 2417/365 Technical Support. • Customizable Intemal/External Calling Lists: Customers can supply additional calling databases to be added to the calling data provided by CodeRED. • Missing Children: CodeRED is the backbone for the non-profit organization called "A Child Is Missing". This organization is a nationwide user of CodeRED allowing our staff to monitor the effectiveness of CodeRED with multiple telephone infrastructures from coast to coast. • Re-Call Non-Connected Calls: CodeRED attempts to deliver your custom message to each phone number multiple limes to ensure high delivery rates, and can regenerate calling jobs automatically upon request. • Multi-Lingual Message Delivery: CodeRED customers can deliver messages in multiple languages. This feature allows residents will hear an option to"Press 9 for Spanish"when they answer the phone. Emcreeney Communications Network,inc. •9 Sunshine Blvd • Ormond Bch.FL 32174 PH:386-676-0294 • FAX:386-676-1127 • w cw.Code ED.+cb.cctai CODERED SERVICES AGREEMENT This Services Agreement("Agreement')is made and effective as of the last date written below by and between Emergency Communications Network,Inc.a Florida Corporation('Licensor")located at 9 Sunshine Boulevard.Ormond Beach, FL 32174 and the City of Opa-Locka,a body politic and corporate of the State of Florida("Licensee")located at 780 Fisherman Street, 411 Floor, Ope-Locka,FL 33054. Licensor is the owner of a service identified as'CodeRED©Emergency Notification System"(The "Service"),which is designed for authorized Licensed users to have access 24 hours a day 7 days a week for the purpose of generating high-speed notifications to targeted groups via an Internet-hosted software application.Licensee desires to utilize the Service for the purpose of communicating matters of public interest and concern.The parties agree as follows: 1. License: Licensor grants Licensee a non-exclusive and non-transferable license to use the"Service'by City Manager.Police,Finance,and Public Works department personnel only. Licensor reserves the right to either charge additional fees or terminate this Agreement if other parties not contemplated in this agreement are granted access to the"Service"by Licensee. Licensee assumes full and complete responsibility for the use of the service by anyone whom Licensee authorizes or permits to use the-Service" Licensee may not assign,license.sublicense.rent,sell or transfer the'Service". To access the'Service' Licensor will provide Licensee with up to five(5)unique user name(s)and password(s). Additional users pass codes may be obtained at an additional annual fee as outlined in Exhibit A.The Licensee's license confers no title or ownership in the"Service'. 2. Functionality: The"Service'provides the ability for the Licensee to generate high-speed notifications to geographically selected calling areas and/or listed databases via an Internet-hosted software application. The"Service'will utilize an interactive voice response telephone service to record Licensee voice messages and initiate telephone call out projects Licensee's community database(s)shall be limited to containing residential and/or business contact data residing within the geographic boundaries(determined by Lat/Lon coordinates)of the City of Qoa-Locka,Florida. Licensee may input up to two(2)phone numbers per household into the calling database.Licensee may only place calls via the system to telephone numbers assigned within the 48 contiguous United States of America Any additional'Service"functions will be listed on'Exhibit A"attached to this agreement. 3. Term and Termination:The License will extend for a period of one(1) year beginning on the last date this Agreement is signed by both Licensee and Licensor. Upon expiration,Licensee's access to the"Service'will be terminated Licensee may terminate this Agreement by notifying the Licensor in writing no less than 30 days advance notice. Licensee will return all Confidential lnformabon and copies to Licensor. In the event that Licensor terminates this agreement for reasons other than Licensee's failure to abide by this agreement. Licensor will refund to Licensee an amount equal to the monthly-prorated balance of the annual fee based on the number of days left in the term of the agreement. 4. Costs for The"Service": During the term of this agreement Licensee agrees to pay all costs for utilizing the'Service"as described in Exhibit A-Service Charges.Pricing for the"Service"is predicated on a population within the CALLING AREA not to exceed 15,000 at the time of the effective date of this agreement.A deviation above 10%in Licensee's population effective at the time of renewal of any term may affect pricing.Payment for the"Service"is due and payable upon receipt of invoice(ROI). Finance charges at a rate of 1%per month(12%per annum)will be charged on all balances outstanding beyond 60 days All payments due under this agreement shall be paid to:Emergency Communications Network. Inc. at 9 Sunshine Blvd.Ormond Beach, FL 32174. 5. Contract Extension: Upon each annual anniversary of the effective date of this Agreement,the term of this Agreement will extend for additional one-year period(s).This contract extension provision(the'extension provision")will continue to extend the contract period by one additional year annually. Either party may cancel this extension provision by submitting notice to the other no less than 30 days prior to the annual anniversary of the effective date of the Agreement. Upon extension of the agreement: a)Licensor will update its systems to extend the active software license and associated access codes for one additional year of use; b)Licensor will invoice Licensee for one additional year service extension in the amount of pine thousand five hundred dollars(S 9,500). c)Licensee will be responsible for payment of the contract extension fee upon receipt of invoice from the Licensor. Emergency Communications Network.Inc Page 1 of 4 Initials CodeRED Services Agreement LicenSOr Licensee 6. Copyright: United States copyright laws and international treaty provisions protect the"Service'. Except for the limited license provided.Licensor reserves all rights in and to the'Service and all underlying data, compilations,and information maintained by Licensor relating to the"Service",including but not limited to, the source or object code. 7. Warranty: (a)The`Service is designed to be active 24 hours per day 365 days per year. (b)Licensee acknowledges that software in general is not error-free and agrees that the existence of such errors in Licensee's software used in conjunction with the'Service"shall not constitute a breach of this License.(c)In the event that Licensee discovers a material error which substantially affects Licensee's use of the"Service"and notifies Licensor of the error,Licensor shall use reasonable measures to restore access to the'Service, provided that such error has not been caused by Licensee's incorrect use,abuse or corruption of the"Service'software,or by use of the'Service with other software or on equipment with which it is incompatible.(d)Licensee is responsible for maintaining access to the Internet.Licensor in no way warrants Licensee's access to the Internet via Licensee's Internet Service Provider(s).(e)Licensor will use commercially reasonable practices and standards to secure and encrypt data transmissions.Licensee understands and acknowledges that Licensor is providing the"Service"on the World Wide Web through an "upstream"third party Internet Service Provider,utilizing public utility services and may not be secure. Licensor shall not be liable to Licensee in the event of any interruption of service or lack of presence on the Internet as a result of any disruption by the third party Internet Service Provider or public utility.(f)Licensor cannot guarantee the integrity of any Licensee supplied data.Any errors,duplications,or inaccuracies related to Licensee supplied data will be the responsibility of the Licensee.(9)In no way will either party to this agreement,its officers,employees or agents be liable for indirect,punitive, special,consequential or indirect damages to the other arising from or related to this Agreement (h)To the extent permitted by the applicable law,Licensor disclaims all warranties with respect to the'Service",either expressed or implied. (i) Licensee recognizes that once email and text messages have been released from Licensor's equipment,the ultimate delivery of the messages depends on the message recipient's local network.As a result Licensor cannot guarantee the delivery of email and text messages to a recipient. 8. Obligations: Licensee agrees to use the'Service"in a way that conforms with all applicable laws and regulations.Licensee may not initiate a call to be delivered to two(2)or more lines of a business. Licensee agrees that Licensor shall not be responsible or liable for the content of the message(s)created by Licensee or delivered by the"Service'on behalf of Licensee Licensee agrees to defend,indemnify and hold harmless Licensor and its affiliates,employees and agents from any and all liabilities,costs, and expenses, including reasonable attorneys'fees,arising from any use of the"Service". 9. Confidentiality:Licensor agrees that in view of the confidential nature of Licensee supplied data and files that it is to prepare,process or maintain under this Agreement,it will perform its duties in such a manner as to prevent the disclosure to any persons not employed by Licensor of any such data and files unless Licensor and Licensee mutually agree in writing otherwise. Data collected by Licensor will remain secured on Licensor's equipment and will only be released upon mutual agreement by both parties or a court order of sufficient jurisdiction.Licensor shall disclose to Licensee certain confidential,proprietary trade secret information of Licensor("Confidential Information").Confidential Information may include,but is not limited to,the`Service",computer programs,flowcharts,diagrams, manuals,schematics,development tools. specifications,design documents,marketing information,financial information or business plans.During this Agreement and for a period of five(5)years thereafter, Licensee agrees that it will not.without the express prior written consent of Licensor.disclose any Confidential Information or any part thereof to any third party. Nothing in this Agreement will be deemed to prohibit the disclosure of any information in response to a subpoena or other similar order by a court or agency.The Licensee will promptly notify the Licensor of the receipt of any subpoena or other similar order and of any request under the Public Information Act or any other similar law. Emergency Communications Network,Inc Page 2 of 4 Initials CodeRED®Services Agreement Licensor Licensee 10. Entire Agreement: This Agreement supersedes all prior understandings or agreements between the parties 11. Notices: All notices or requests,demands and other communications hereunder shall be addressed to the parties as follows: As to Licensor:Emergency Communications Network, inc. 9 Sunshine Blvd.Ormond Beach, FL 32174 As to Licensee: City of Opa-Locka,Attn: Bryan Finnic/City Manager, 780 Fisherman St.4°h Floor, OOa-Locka,FL 33054 • IN WITNESS WHEREOF,the parties execute this Agreement on the date(s)indicated below. Licensee: City of Opa-Locka,Florida By: Printed Name: 7itie: Date Licensor. Emergency Communications Network,Inc. By: Printed Name: Title. Date: Emergency Communications Network.Inc Page 3 of 4 trait als CodeREO®Services Agreement Licensor Licensee Exhibit A— Service Charges Initial block purchase(s)of Prepaid System Minutes: One(1)year CodeRED Service Agreement $Included Unlimited CodeRED System Minutes $Included Up to 5 CodeRED user pass codes $ Included Additional pass codes may be purchased for an angwal fee of$150.40 per pass code. One(1)CodeRED distance training session $ Included Additional distance training sessions may be purchased for$150.00 per hour(one hour minimum). Initial Residential Database Upload $Waived Standard CodeRED data collection website $No Charge Standard CodeRED mapping interface and data layers $ No Charge Email and Text Messaging $No Charge Annual System Maintenance, including all Software Upgrades $No Charge TOTAL: $9.500 Database Accuracy Updates: Licensor Supplied Database:"Database Accuracy Updates"ensure that the data population maintained by Licensor under this Agreement undergoes periodic accuracy checks using the Licensor's most current in- house compiled database including,but not limited to, household addresses and telephone numbers. It will be the sole responsibility of the Licensee to maintain database accuracy and request updates from the Licensor. One annual"Database Accuracy Update°will be performed by the Licensor upon request by the Licensee at no charge.Additional updates requested by Licensee will incur charges at the rate listed below after the update service is completed by Licensor. 2.5 oer record to final undated database population Licensee Supplied Database:A service labor fee of One Hundred Dollars($100.00)per hour will be billed to Licensee for any data importing,manipulating,and loading any database supplied by Licensee or on Licensee's behalf to Licensor S100J)er hour for database maintenance OPTIONAL:GIS Upload and Hosting upon request: $ 2.500 ? GIS information must be in a standard format tecoejm•zable and electronically transferable to the CodeRED system. Up to 10 layers may be loaded for use in the System.Licensee may update up to 10 layers annually at Licensees discretion. GIS Custom Street"single layer"Upload and Hosting upon request:$250 Emergency Common goons Network,Inc Page 4 of 4 1 nrtiats CodeRED®Services Agreement Licensor Licensee CodeRED Weather Warning Service Addendum This is an Addendum to the CodeRED Services Agreement(`Agreement")entered into by and between the City of Opp-Locka(hereinafter"Licensee") a body politic of the State of Florida located at 780 Fisherman St,4th Floor,Opa-Locka, FL 33054 and Emergency Communications Network, Inc. (hereinafter`Licensor"). In consideration of the promises set forth herein and outlined in the Agreement, Licensee and Licensor agree to amend the CodeRED Services Agreement in the following manner: 1. The following tern-is shall be added to the original CodeRED Service Agreement: CodeREDI)Weather Warning Service: Licensor's CodeRED Weather Wanting Service (CRWW)expands the benefits of the CodeRED service to include the automatic launching of prerecorded Weather Warning call-out projects to Licensee approved subscribers.These automated call-outs are initiated by the issuance of a Severe Weather Bulletin by the National Weather Service(NWS),with no intervention on the part of Licensee or Licensor.Call recipients are determined by matching the geographic locations associated with a database of opt-in subscribers against the geographic polygon(s)associated with Severe Weather Warnings issued by NWS. CRWW Terms of Use: • Subscribers: Severe weather events can occur at any time of day or night.Accordingly, CRWW calls will automatically be launched in response to the issuance of NWS Bulletins at any time,24 hours/day. Unlike the CodeRED service which is pre-populated with calling data for residential and business telephones,the CRWW service targets the telephone numbers of ONLY those households and business that have CHOSEN to participate through an opt-in process. Residents and businesses within the City of Opa-Locka, Florida who wish to receive the CRWW calls can add their name and geographic location to the CRWW subscriber database via the Licensee's CodeRED Residential Update Website.This site is hosted by Licensor for the purposes of allowing citizens to add their contact information to both the CodeRED database and the CRWW database via the Internet. Subscribers shall be subject to the terms and conditions of the CRWW service,which can be reviewed at: htto://www.coderedweb.com/codereddataentry/terms_cfm. ONLY THOSE CITIZENS WHO OPT- IN TO THE CRWW SERVICE WILL BE ELIGIBLE TO RECEIVE WEATHER WARNING CALLS. LICENSEE MUST APPROVE ALL SUBSCRIBER ENTRIES PRIOR TO THEIR BEING ACTIVATED AND ENTERED INTO THE CALLING DATABASE.All subscriber data is the sole and exclusive property of Licensor. Limits on Calling Database: Citizens are allowed to enter up to two (2)telephone contact numbers for each CRWW address. Only addresses falling within the geography covered under the CodeRED Services Agreement are eligible to receive CRWW calls. Licensee is responsible for removing subscriber addresses that fall outside of their covered municipality prior to approving records via the on-line Residential Update approval process. CodeRED Minute Bank Balance: Calls placed automatically via the CRWW Service have no effect on the minute bank balance associated with the CodeRED Service. The additional fees (described below)for the CRWW Service include all minutes used in the delivery of all warning calls made during the term of this agreement. License: The CRWW Service is available only as an add-on service module for Licensees of the CodeRED Service. The CRWW service license will not be provided under the terms of this agreement unless a current active Standard CodeRed Services agreement is in effect. Page I of 2 Initials Licensor Licensee COST FOR CRWW: Licensee shall pay to Licensor three thousand seven hundred fifty dollars f$3,7501 for the initial term of the Agreement. Thereafter Licensee shall pay three thousand seven hundred fifty dollars ($3,750)for each successive term of the Agreement. Payment terms shall be identical to the terms contained in the original Agreement for the CodeRED Service.Pricing for CRWW is separate and independent from CodeRED Service Agreement pricing, and the CRWW service can be removed from the CodeRED Service by Licensee at the time of annual renewal with 30 days notice. Licensee will be notified of any price change for CRWW a minimum of 90 days in advance of annual renewal date. TERM: The term of the CRWW Agreement shall commence as of the effective date of Licensee's CodeRED Services Agreement and shall be for so long as Licensee maintains an active CodeRED Services Agreement and has paid the appropriate fees listed above. Upon termination of the CodeRED Services Agreement,access to the CRWW system will terminate and Licensor shall terminate all individual subscriber accounts. 2. Alt other terms and conditions shalt remain in force and effect for the term of the Agreement. EMERGENCY COMMUNICATIONS NETWORK CITY OF OPA-LOCKA,FLORIDA Licensor Licensee By: By: Name: Name: Title: Title: Date: Date: • Page 2 of 2