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HomeMy Public PortalAbout09-7892 RFP for the Installation of Television Broadcast Equipment Sponsored by: City Manager RESOLUTION NO. 0 9-7 8 9 2 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSAL (RFP) FOR THE INSTALLATION OF TELEVISION BROADCAST EQUIPMENT FOR THE SECOND FLOOR OF THE TOWN CENTER ONE BUILDING WHEREAS, the City of Opa-locka ("City") has leased meeting space for the City Commission located on the 2" floor of the Town Center One building; and WHEREAS, the City's Information Technology Department is in need of television broadcast equipment in order to provide"live"broadcasting for future City Commission meetings in a new location; and WHEREAS, issuance of a Request for Proposals (RFP) would allow the City to consider proposals from vendors for the installation of television broadcast equipment for 2nd Floor of the Town Center One building for the purpose of holding future City Commission meetings; and WHEREAS, the City Commission of the City of Opa-locka desires to authorize the City Manager to issue an RFP for the purchase and installation of television broadcast equipment for the City. 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 the installation of television broadcast equipment for the purpose of holding City Commission meetings on the 2nd Floor of the Town Resolution No. 0 9—7 8 9 2 Center One Building. Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 22 day of JULY , 2009. rteckf:PH L. LEY MAYOR Attest: „ Approved as to form and legal sufficiency: , ) Deborah S. Irby Buri1adet • orris-Wee City Clerk City ' torney Moved by: TAYLOR Seconded by: JOHNSON Commission Vote: 3—1 Commissioner Holmes: yes Commissioner Johnson: YES Commissioner Tydus: NOT PRESENT Vice-Mayor Taylor: NO Mayor Kelley: YES c`r 70'1: 4 1 SWkt T o j L=i Pa°L'� L5 A.„,/ To: Joseph Kelley, Mayor na Myra"Lady"Taylor, Vice Mayor n a Dorothy"Dottie"Johnson, Commissioner i ,; (F.-- Timothy Holmes, C• issioner o L+M? r Rose Tydus, Co .,1 sioner ,,,■''' cp Zs ; 3• From: Bryan K. ..� = City M. AP 0 0 /4 Date: Ju , , 009 RE: LEVISION BROADCAST EQUIPMENT AND INSTALLATION REQUEST: A resolution of the City of Opa-Locka,Florida authorizing the City Manager to advertise a Request for Proposal#09- 0814 for the purchase and installation of television broadcast equipment for the 2' floor Commission Chambers. DESCRIPTION: This equipment is needed in order to provide"LIVE" broadcasting of the City Commission meetings.This service will also provide better information to the residents of the City. A list of the equipment can be found under the"Scope"in the Request for Proposal#09-0814. FINANCIAL IMPACT: The purchase cost of this equipment was included in the FY 2009 Budget Amendment passed by the City Commission. Account# 16-512491. IMPLEMENTATION TIME LINE: (1) July 22, 2009—Authorization provided to City Manager (2) July 24, 2009—Advertise (3) August 14, 2009—Bids due (4) September 9,2009—Submit recommendation for City Commission approval RECOMMENDATION(S): Authorize City Manager to advertise this RFP. ANALYSIS: On February 11, 2009 Commission approved Resolution#09- 7428 as an Invitation for Bid. We are re-submitting as a Request for Proposal. ATTACHMENT(S): 1. Copy of RFP 09-0814 2. Copy of Resolution #09-7428 COP _ )ggio Sponsored by: City Manager RESOLUTION NO. , 09-7428 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE AN INVITATION FOR BID(IFB) FOR PROCUREMENT AND INSTALLATION OF AUDIO AND VIDEO EQUIPMENT FOR THE 2" FLOOR COMMISION CHAMBERS WHEREAS, the City of Opa-locka ("City") is interested in moving the City Commission meetings from Historic City Hall to the 2nd Floor Commission Chambers in Town Center One;and WHEREAS, the City is also interested in providing "LIVE" broadcasting of the City Commission meetings and any other City meetings held in the 2nd Floor Commission Chambers;and WHEREAS, new audio and video equipment is needed in order to provide "LIVE" broadcasting of the City Commission meetings; and WHEREAS,by issuing an Invitation for Bid(IFB)the City will be able to consider bids for the procurement and installation of the equipment; and WHEREAS,the City Commission of the City of Opa-locka("City Commission")desires to issue an IFB for the procurement and installation of audio equipment for the 2nd floor Commission Chambers. 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 an Invitation for Bid(IFB)for procurement and installation of audio equipment for the 2nd floor Commission Chambers. Resolution No. 0 9—7 4 2 8 Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 1 1 day of FRRRTTARY , 2009. EPH . 1, LEY MAYOR Attest: Approved as to form and legal sufficiency: Debor• - S. • Burnadette Norris-Weeks City Clerk City Attorney Moved by: JOHNSnN Seconded by: HOLMES Commission Vote: 4-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: NOT PRESENT Mayor Kelley: YES CITY OF OPA-LOCKA lT 1 0 L� s • _ a IF RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND INSTALLATION * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *CITY OF OPA-LOCKA*780 FISHERMAN STREET *OPA-LOCKA*FLORIDA *33054* RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND INSTALLATION cer-4 CITY OF OPA-LOCKA o4 11 TELEVISION BROADCAST EQUIPMENT AND INSTALLATION � '��a'V RFP NO: 09-0814 TABLE OF CONTENTS Subject 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 9 Part IV- Evaluation of Proposals 11 Proposer Qualifications 13 Debarment, Suspension Certification 14 Drug-Free Certification 16 RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND/NSTALLATION �0ek ;.%°74/ o CITY OF OPA-LOCKA s� ' iii �° - �� Advertisement for Request for Proposals OApORPt fc�, RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND INSTALLATION A mandatory pre-bid conference is scheduled for Wednesday, August 5, 2009 at 10:00 AM at 780 Fisherman Street, 2nd floor, Opa Locka, Florida 33054. Proposals for TELEVISION BROADCAST EQUIPMENT AND INSTALLATION 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, AUGUST 14, 2009 by 2:00 PM EST 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 to provide TELEVISION BROADCAST EQUIPMENT AND INSTALLATION to the City of Opa- Locka. An original and five (5) 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.-0814 - TELEVISION. BROADCAST EQUIPMENT AND INSTALLATION." Proposers desiring information for use in preparing proposals may obtain a set of such documents from the Clerk's Office, 780 Fisherman Street, 4tn Floor, Opa-Locka, Florida 33054, Telephone (305) 953-2800 or copies of the RFP NO: 09-0814 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 RFP NO: 09-0814 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 Dated: Published: RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND y4STALLATION CITY OF OPA-LOCKA RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND INSTALLATION PART I PROPOSAL GUIDELINES 1-1. Introduction: The City of Opa Locka, Florida is seeking one or more Company(s) to provide TELEVISION BROADCAST EQUIPMENT AND INSTALLATION at the request of the City as defined herein. This contract is an exclusive contract. The City reserves the right to award to a primary and secondary Company or award to two (2) Companies this service. 1-2. Mandatory Pre-Bid Conference: August 5, 2009 10:00 AM Location: 780 Fisherman Street, 2nd floor, Opa Locka, Fl 33054 1-3. Proposal Submission and Withdrawal: The City must receive all proposals in a sealed envelope by 2:00 P.M. on FRIDAY, AUGUST 14, 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: 09-0814 - TELEVISION BROADCAST EQUIPMENT AND INSTALLATION. 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). 1-4. Number of Copies: Proposers shall submit an original and five (5) 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. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND itISTALLATION 1-5. 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. 1-6. 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 NO: 09-0814 so that they may read and interpret such for themselves. No employee of the City is authorized to interpret any portion of this RFP NO: 09-0814 or give information as to the requirements of the RFP NO 09-0814 in addition to what is contained in the written RFP NO: 09-0814 document. 1-7. 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 NO: 09-0814 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. 1-8. 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 NO: 09-0814 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. 1-9. Contractual Agreement: This RFP NO: 09-0814 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. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDISTALLATION 1-10. 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. 1-11. Public Records: Upon award recommendation or ten (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. 1-12. 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 NO: 09-0814 or the service, study or project to which it relates. 1-13. 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. 1-14. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of RFP NO: 09-0814 submittal. The proposal of any Proposer who is not fully licensed and certified shall be rejected. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND eISTALLATION 1-15. 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 NO: 09-0814 proposal forms, Proposer attests that they have not been placed on the "Convicted Vendor List". 1-16. Code Of Ethics: If any Proposer violates or is a party to 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. 1-17. 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. • 1-18. 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. 1-19. 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. 1-20. 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: 09-0814 TELEVISION BROADCAST EQUIPMENT AND INSTALLATION PART II NATURE OF SERVICES REQUIRED SCOPE OF SERVICES Television Broadcast Equipment and Installation Scope of Work: To achieve a live broadcast of City Commission Meetings, as well as all other official City meetings through a government access channel provided by Comcast, and streamed live over the internet. The broadcast will be executed with three broadcast quality cameras, a switcher and broadcast quality sound. The switcher will be in a mobile case that will be transported in and out of the room. A permanent locked rack will be installed in the room and will house audio equipment, and lighting controls. All video and audio signals will be transmitted from the second floor meeting space to a fourth floor computer server room, then on to Comcast. The City Commission dais will be mobile, consisting of seven to ten individual "Desks." The room will also serve as a multi purpose space for various events, therefore sound must be adequate not only for meetings, but as well as other functions. Materials Required • Three CCD broadcast quality P/T/Z cameras that are capable of out putting HD/SD SDI. • All necessary camera controls. • Broadcast Pix Slate 100G HD switcher or compatible, that is suitable for live broadcast as well as live streaming over the internet. CG, multi view monitoring, clip storage, character generator, as well as the ability to mix widescreen and traditional video with out distortion. This switcher must be have DVI inputs, and be upgradeable. • Switcher control options, such as touch screen monitors, keyboards, or control panels. • Adequate speakers for the area • All necessary audio processing equipment, such as amplifiers, digits) matrix processors, and mixers. • Ten variable polar pattern gooseneck microphones with LEDs, that can be switched on or off, which will be permanently mounted on "Desks" • Two wireless microphones. • Lightning adequate to illuminate the people on the dais, as well as at the podium. • All necessary lighting control equipment, such as dimmers and lighting boards. • Three LCD televisions. • Gefen HD-SDI to HDMI Scaler. • All necessary cables and mounts. • One mobile rack that will house the switcher and all other equipment needed. • A rack/cabinet to be permanently mounted in the room, with the ability to be locked. • Carts for televisions. • All other supporting equipment. • Installation, as well as a two or more year warranty and technical support. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT AND 8NSTALLATION 2.0 INTRODUCTION To establish a listing of qualified suppliers for supply and install audio and video broadcast equipment for the City's Commission Chambers. The above list of equipment specifications is necessary to establish, performance, quality and is based on specific brand names. Brand name equipment must be furnished. Manufacturers' published literature must clearly show that the products being offered are in compliance with these specifications. All equipment furnished under this contract shall be new and manufacturer's current production model unless stated otherwise. Accessories, not specifically mentioned herein but necessary to furnish a complete unit ready for use, also shall be included. If any of the equipment bid varies from the specifications, such variation(s) must be listed in writing and attached as part of the bid proposal. The City of Opa-Locka reserves the right to waive minor variance (s) if in the option of the City that the basic bid meets the general intent of these specifications. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDplSTALLATION 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 '/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 five (5) copies must be sealed in one package and clearly labeled "RFP NO: 09-0814 Request for Proposal for TELEVISION BROADCAST EQUIPMENT AND INSTALLATION" 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: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDDI1STALLATION 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: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDDII/1STALLATION 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 the RFP NO: 09-0814 including a detailed explanation of how the services shall be performed. 4-2 EVALUATION CRITERIA The Selection Committee will evaluate all responsive written proposals to determine which proposals best meet the needs of the City. The items listed below shall be submitted with each submittal and should be submitted in the order shown. Each selection should be clearly labeled with pages numbered and separate tabs. Failure by a Proposer to include all listed items may result in the rejection of the submittal. Award shall be made to the responsible Proposer whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth below. A. Overview of Project- (Max 30 points) B. Experience— (Max 25 points) C. Price— (Max 25 points) D. References(Max 20 points) 4-3 ORAL PRESENTATIONS • Proposers may be required to make individual presentations to the City 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. 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. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDJ STALLATION 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: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDJIySTALLATION °tea RFP NO: 09-0814 04 ',ikilli ELEVISION BROADCAST EQUIPMENT AND INSTALLATION c O9P �" 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: Address: City, State, Zip: Phone/Fax: 2. Check One: Corporation ( ) Partnership ( ) Individual ( ) 3. If Corporation, state: Date of Incorporation: State in which Incorporated: 4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such authorization: 5. Name and Title of Principal Officers Date Elected: 6. The length of time in business: years 7. The length of time (continuous) in business as a service organization in Florida: 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: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDII4STALLATION CITY OF OPA-LOCKA jP-C\� 04 f ( �� 9 �= � r CERTIFICATION REGARDING DEBARMENT, SUSPENSION � qet PROPOSED DEBARMENT AND OTHER MATTERS OF 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. RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDII51STALLATION 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. 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 RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDRISTALLATION CITY OF OPA-LOCKA O/nL 9 O�qq w /gY 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 underbid 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 the (Name) 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. Date Signature RFP NO: 09-0814 TELEVISION BROADCAST EQUIPMENT ANDJ STALLATION