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ITB-19-111-01DF Forensis Technologies LLCCONTRACT NO. 19-111-01 MIAMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490, Fax: 786-394-4235 SENT VIA E-MAIL TO: chris@forensis.com August 1, 2019 Chris Hansen Forensis Technologies LLC. 4300 SW 73 Avenue, Suite 103 Miami, FL. 33155 Phone: 305-757-9393 RE: NOTICE OF AWARD OF CONTRACT PURSUANT TO INVITATION TO BID (ITB) 2019- 111-DF FOR DOCUMENT SCANNING SERVICES. Dear Mr. Hansen: On April 26, 2019, Forensis Technologies LLC., submitted to the City of Miami Beach, Florida (the "City") a bid in response to the above-referenced ITB. The ITB stipulates, pursuant to Section 0200, Sub-Section 16, Binding Contract, that the approval of the City Manager's recommendation by the Mayor and City Commission shall constitute a binding Contract between the City and the awarded bidder. Accordingly, this letter shall serve as official notice from the City that the Mayor and Commission, at its July 17, 2019 meeting, approved the City Manager's recommendation, pursuant to the ITB, to award a contract to Forensis Technologies LLC., (the "Contractor"), for awarded items see attached Contract Award Memo. No goods may be shipped, or services performed (as applicable) until such time as the City has issued a Purchase Order to the Contractor. Before proceeding with the issuance of a Purchase Order, the following items are required: 1. A certificate of insurance, with limits as indicated in the ITB, reflecting the City of Miami Beach as additional insured. Certificates need to include the following as Certificate Holder: City of Miami Beach EXIGIS Insurance Compliance Services P.O. Box 4668 - ECM #35050 New York, NY 10163-4668 2. A completed W9. To create the Contractor's profile in the City's vendor system. Congratulations on being awarded the contract for the above referenced item(s). If you have any questions regarding this letter of notification of award, you may contact Jorge Gueimunde, Contract Analyst, Procurement Department, at JorqeGueimunde(@,miamibeachfl.qov or at 305.673.7490. Otherwise, all other questions should be addressed to the Contract Manager for this contract, RaShonda Blatch, Service Manager, Building Permit Department, at ras ondablatch@miamibeachfl.gov or (305) 673-7000 ext. 26621. -4- -ppr,"4 • o r p zo 1 I l' ' 0 AD/ME/AG We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community. Al Procurement Department PROCUREMENT DEPARTMENT CONTRACT AWARD MEMO Addendum: SECTION 1 – GENERAL INFORMATION SOLICITATION TITLE: Document Scanning Services CONTRACT # ITB 2019-111-DF CONTRACT TERM: Initial Term: July 17, 2019 through July 16, 2022 The Contract may be renewed for up to two (2), one (1) year options at the City Manager’s sole option. In the event the contract is renewed, the Procurement Department will issue an addendum to this Contract Award Memo. CONTRACT MANAGER: There are two Contract Managers for the project: 1) RaShonda Blatch, Building Permit Service Manager, (305) 673- 7000 Ext. 26659, or RaShondaBlatch@miamibeachfl.gov, and 2) Yeny Cobo, Building Records Manager, (305) 673- 7000 Ext. 26791, or YenyCobo@miamibeachfl.gov. SECTION 2 UTILIZING THIS CONTRACT At the start of every fiscal year included in the term of the contract, t he City’s Building Department will issue a blanket purchase order to cover the services for the year. There is no limit on the value of the forthcoming purchase order(s) during the term of the contract. The vendor’s contact and contract prices are illustrated below: Forensis Technologies Inc. - Attn: Chris Hansen, 4300 NW 73rd Avenue Miami, FL 33155, chris@forensis.com, 305-757-9393 Group A - Preliminary Drawings and Documents Item Description Unit Cost A1 11’’x17’’ or Smaller (Black and White) $0.05 A2 Larger than 11’’x17’’ (Black and White) $0.59 A3 11’’x17’’ or Smaller (Color) $0.05 A4 Larger than 11’’x17’’ (Color) $0.59 Group B - Backfile Conversion B1 11’’x17’’ or Smaller (Black and White) $0.04 B2 Larger than 11’’x17’’ (Black and White) $0.49 B3 11’’x17’’ or Smaller (Color) $0.04 B4 Larger than 11’’x17’’ (Color) $0.49 Group C - Rush Orders for All Groups C1 Rush Order Charge (Lump Sum) $35.00 PROCUREMENT DEPARTMENT CONTRACT AWARD MEMO Addendum: SECTION 3 OTHER CONTRACT REQUIREMENTS 1. Incorporated Documents. The contract and the ITB, including (but not limited to) all appendices and all addenda, and the bid is hereby incorporated by reference in the following order of priority. a. first, the Contract; b. second, all addenda to the ITB in reverse order of issuance; c. third, the ITB; d. fourth, the bid submitting by the awarded bidder. All work shall be consistent with said requirement and any discrepancies shall be clarified by the documents in the order established above. [Remainder of Page Intentionally Left Blank] ATTACHMENT A RESOLUTION COMMISSION ITEMS AND COMMISSION MEMORANDUM Competitive Bid Reports - C2 A MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: July 17, 2019 SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB) NO. 2019-111-DF DOCUMENT SCANNING SERVICES. RECOMMENDATION The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida approve the City Manager's recommendation pertaining to bids received, pursuant to ITB 2019-111-DF, Document Scanning Services. ANALYSIS The purpose of this bid is to establish a contract, by means of sealed bids, with qualified firm(s) for the 1) backfile drawings & documents and 2) preliminary drawings & supporting documents services required by the Building Department. Backfile drawings & documents are part of a paper only plan review process. The customer submits drawings and documents on paper and the entire review process is conducted utilizing paper documents. Once the drawings and documents are approved by all disciplines, a set is given back to the customer, and the other set is submitted to the scanning vendor to be scanned for future use. Preliminary drawings & supporting documents are part of an electronic plan review process. The customer submits drawings and documents on paper and the permit clerk sends these to the vendor to be scanned. The scanned documents are uploaded to a network to begin the electronic plan review process. The City currently acquires the required services through an Invitation-to-Quote (IT-Q) with a one (1) year term, which requires staff to process quotes every year. In order to streamline operations, the department is seeking to establish a contract for the services for a three (3) year term period, with two (2) one (1) year options to renew. ITB PROCESS The ITB was issued on March 27, 2019, with bid opening date of April 26, 2019. The Procurement Department issued bid notices to 249 companies utilizing www.publicpurchase.com. website. 54 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of four (4) responses from: Advanced Data Solutions, Inc. ("ADS"), Complete Payment Recovery Services, Inc, ("Complete Payment Recovery Services"), Forensis Technologies, LLC ("Forensis"), and DRS Imaging Services LLC ("DRS"). See Attachment A for a tabulation of bids received. The bid submitted by DRS was deemed non-responsive for failure to execute "Appendix "A" Proposal Certification, Questionnaire, and Requirements Affidavit" and received no further consideration. Staff has verified that the bids submitted by three (3) remaining firms met the requirements of the ITB and can be considered. ADS and Complete Payment Recovery Services submitted bids for some, but not all groups. The Building Department has determined that, in order to maintain operational efficiencies and keeping with the department's current practice, it is not in the department's best interest to award multiple bidders as the services are related and the coordination efforts among multiple bidders can lead to inefficiencies. Staff has determined that the overall lowest responsive and responsible bidder (for all groups) meeting all terms and conditions of the ITB is Forensis. The cost for the services as proposed by Forensis is lower than the cost the City is currently paying for these services. CONCLUSION I have reviewed the proposals and staff's evaluation. I concur that aggregating all services through a single provider will help to streamline departmental operations. Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida approve the award of a contract, pursuant to ITB 2019-111-DF for Document Scanning Services, to Forensis Technologies, LLC. FINANCIAL INFORMATION The costs of the related services are subject to funds availability approved through the City's budgeting process. Grant funding will not be utilized for this project. Legislative Tracking Building/Procurement ATTACHMENTS: Description D Attachment A City of Miami Beach ITB 2019-111-DF Document Scanning Services Group Description ADS Complete Payment Recovery Services Forensis A Preliminary Drawings and Documents No Bid No Bid 37,520.50 B Backfile Conversion 30,180.00 15,960.00 23,968.50 C Rush Orders 1,800.00 No Bid 420.00 Total 1N/A Total 1N/A Total 61,909.00 'Bidder did not bid all groups. ATTACHMENT B SOLICITATION (ITB) AND ADDENDUMS MIAMIBEACH Procurement Department, 1755 Meridian Avenue, 3'd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 1 INVITATION TO BID (ITB) NO. 2019-111-DF FOR DOCUMEMT SCANNING SERVICES April 19, 2019 This Addendum to the above-referenced ITB is issued in response to clarifications and revisions issued by the City. The ITB is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. REVISIONS: Appendix C, Scope of Services & Specifications, C.2. Specifications, 2.3. Requirements for Backfile Document Scanning (Group B), 2.3.1 Backfile Document Scanning, on Page 30 of the ITB, is hereby amended as follows: • 2.3.1.Backfile Document Scanning: After picking up, the awarded bidder(s) shall scan and index the backfile documents (plans, shop drawings, cost estimate and appraisal, elevation certificates, flood proofing certificates, structural calculations, notice of acceptance, and special inspection form) within 30 15 business days II. ATTACHMENT(S). Attachment A - April 5, 2019 ITB 2019-111-DF Pre-Bid Meeting Sign-in Sheet Attachment B - Sample(s) of Backfile Documents III. RESPONSES TO QUESTIONS RECEIVED Q1: Isn't this DRS contract? Were they released? Al: The current City vendor for fiscal year 2019 is DRS. Q2: Do we need to pick up the documents every day? Or is there any schedule for pick up all the documents. A2: Yes, every day. Q3: Can we pick all the documents within single visit? If no, how many documents city will provide in each visit? A3: Documents are submitted to vendor for processing on a daily basis. Q4: Is this a new requirement? If not, can you please provide the name of the current Vendor, the current contract value and eligibility criteria to re-compete? A4: Question is not clear. Q5: Are you using any specific software or any cloud services? A5: Please refer to Appendix C Scope of Services & Specifications, C.2. Specifications, 2.1.4 Cloud Services. Q6: Is there a Single sided or double sided? A6: Both types of documents. 1 ADDENDUM NO. 1 INVITATION TO BID NO. 2019-111-DF DOCUMENT SCANNING SERVICES Q7: Are you looking for specifically Florida local vendor? A7: There is no geographic requirement. However, bidder must comply with all ITB requirements, including the pickup of documents from the City. Q8: Is there an approved budget? If so, what is the designated budget for this project? A8: Estimated yearly budget amount of $75,000.00. Q9: Do we need to provide the digitized documents in specific folder structure? A9: For Preliminary Drawings, name the folder according to the permit number written on the drawings. Q10: Do we need to apply any naming convention to files? A10: Refer to 2.2.1 Preliminary Drawing and Document Scanning on page 29 and 2.3.1. Backfile Document Scanning on 30 of the ITB. Q11: Is there any specific time frame is the conversion to completed? A11: Please refer to Section I - REVISIONS, and Appendix C Scope of Services & Specifications, C.2. Specifications, 2.2 Requirements for Preliminary Drawing and Document Scanning (Group A). Q12: Do you need to OCR the documents? Al2: No. Q13: What is the ratio of the pages — single sided/double sided? A13: Question is not clear. Q14: What is the indexing criteria? How many fields do we need to index for each file? A14: 2 fields: Permit Number and Address Q15: Whether companies from Outside USA can apply for this? (like,from India or Canada) A15: See response to Question 7. Q16: Whether we need to come over there for meetings? A16: No. However, the City requires the awarded bidder(s) to pick-up documents on a daily basis. Q17: Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A17: It is the responsibility of the awarded bidder(s) to perform the services in accordance to the specifications stated in the ITB. Q18: Can we submit the proposals via email? A18: No. 2 ADDENDUM NO. 1 INVITATION TO BID NO. 2019-111-DF DOCUMENT SCANNING SERVICES Q19: Under method of award you have this bullet. • The character, integrity, reputation, judgment, experience and efficiency of the bidder. On page 19 # 5 Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had a contract cancelled due to non-performance by any public sector agency? — Does other legal violations include: leans, judgements and other litigation? A19: It is the discretion of the City Manager. Q20: What is the penalty for a bidder trying to deceive the City with false information or misremembering? A20: Refer to Appendix A - Proposal Certification, Questionnaire & Requirements Affidavit. Q21: Page 19 # 4. References: Scanning and Indexing Building Documents are unique, from the way you handle the large and small document to the raised seals, stamps, voids, revisions and document classification. Should these references be limited to other Building Departments locally or in the State of Florida? A21: No. Q22: The City is currently utilizing LASERFICHE, why wouldn't the city require a LASERFICHE briefcase for the export? A briefcase will allow the City to bring in the images with the metadata in one clean file. It's a simple drag and drop into the building repository. An easier solution for the City and less time consuming. A22: The City is not considering at this time. Q23: Concerning the background checks, will the City cover the cost or is that the responsibility of the bidder? Is it just the people working on the project? A23: The cost of the background checks will be the responsibility of the bidder. Only staff assigned to the City's operations, whether permanently or temporarily, shall be required to comply. Q24: Under method of award, the City seems to be clear on what to expect from the bidder(s) — Should there be a point system to break down the qualifications (understanding of the project, price, etc.) instead of going with the lowest bidder? A24: There are no points assigned to Invitation to Bids. Q25: Can the City provide the current pricing for the services? A25: For both backfile and preliminary groups, the City currently pays $0.03 for documents 11" x 17" or smaller, B/W and color. For documents larger than 11" x 17", the City currently pays $0.40, B/W and color. Q26: Can the City provide the estimated annual expenditure for the services? A26: Estimated annual expenditures is $62,000.00. Q27: With regards to urgent requests, can the City provide the number of urgent requests have been placed within the last year? A27: Urgent/Rush requests are utilized sporadically. For fiscal year 2018, the City did not require any urgent requests. Q28: In regard to Appendix E, are the estimated quantities established based on the yearly basis? A28: The estimated quantities are based per annum. ADDENDUM NO. 1 INVITATION TO BID NO. 2019-111-DF DOCUMENT SCANNING SERVICES 3 Sincerely, enis curement Director Q29: Are there situations where the City on a specific day there may not be many documents needed to be picked up? A29: No. The City continuously receives outside requests and requires daily services from the awarded bidder(s). Q30: Will the City consider splitting the award of the contract to the separate groups? A30: It is the sole discretion of the City to award based on bid item, bid group, or entirety of all bid items. Q31: Does the vendor have to bid on the preliminary and backfile groups in to be considered? A31: See response to Question 30. Q32: Would the City consider creating a line item for pickup and delivery? A32: No. All fees and charges related to the services must be included in the bidder's unit cost. Q33: Are the documents stored in the City? A33: The documents are briefly stored at the City; however, the documents are ultimately transferred to the City's current records management vendor. Q34: In regards to background checks it is clear that ANY employee that engages in the service be included, does that include the President, CFO and COO? I'm positive that companies responding to this ITB are small businesses and they would be engaged to some degree especially the COO and should the background check include other states that those individuals lived in? A34: The background check applies to employee(s) working within City property. Refer to Appendix D Special Conditions, 3. BACKGROUND CHECKS. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(@.miamibeachfl.ciov. Procurement Contact: Telephone: Email: Danny Flores 305-673-7000, ext. 6652 dannyfloresmiamibeachfl.qov Proposers are reminded to acknowledge receipt of this addendum as part of your ITB submission. Potential proposers that have elected not to submit a response to the ITB are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. 4 ADDENDUM NO. 1 INVITATION TO BID NO. 2019-111-DF DOCUMENT SCANNING SERVICES ADDENDUM 1 MIAMIBEACH Attachment A Pre-Bid Meeting Sign-in Sheet ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 MIAMIBEACH CITY OF MIAMI BEACH PRE-BID MEETING I SIGN-IN SHEET DATE: April 5, 2019 TITLE: ITB-2019-111-DF — DOCUMENT SCANNING SERVICES NAME (PLEASE PRINT) COMPANY NAME PHONE# Signature /7 E-MAIL ADDRESS Danny Flores Procurement - CMB 305-673-7000 Ext. 6652 darmyflores rr miamibeachtl.gov Ic'J c) \ ' a '1(3()1 WvozenAmt - cy/q2, xv_ios 1. _ vauodeleinclOvuom,buy,6110\1 t0-1),1 A4-y(jz-- •i 2 '-t c-1 VA---- — )2_,UV(V,,-L1kelc (0 4) ( k Ebert,' bb_las ..J ------&Y \' ..- AVIY-f ) i roici . - (i 116 al q la \)67 ,\06 1/ kn« 41,S6 aln 11+YO 14 iroA , Qp,41 m , C,14-got- .,, t.Aacil -Z. ,6:-1,6y1,1_ %,.• 90651.... 9, (),,,, h 1•A, \....._ .,\I .., Q-A k Alcilce OcA, sioliovi MIAMIBEACH CITY OF MIAMI BEACH PRE-BID MEETING SIGN-IN SHEET DATE: April 5, 2019 TITLE: ITB-2019-111-DF — DOCUMENT SCANNING SERVICES NAINIE (PLEASE PRE T) COMPANY NAME PHONE# FAX# E-MAIL ADDRESS Ile4 E6L it tWtea t)c/c, _St14-4. te7 W- DvL c)biI1 4-iod*sLdvec. QicAct- 9fcciA4L li 6-5 'led' ADDENDUM 1 MIAMIB A r—ft Nit Attachment B Sample(s) of Backfile Documents ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 1609 — 610 S. SHORE DR. RESIDENCE Address: 610 S. Shore Dr. Miami Beach, FL. 33141 Folio #: 02-3203-007-0790 October 31st, 2017 CITY OF MIAMI BEACH MASTER PERMIT Plan Number: 81601657 • BUILDING (Mr. Miguel Andersonl • S. • • • 1. Show egress windows on floor plan. Basements with habitable space and every sleeping room shall hare a • . least one openable emergency escape and rescue opening. Minimum clear opening area is 5.7 squareAer, • minimum clear width is 20 inches, minimum clear height is 24 inches, and maximum sill height is 44 indiet..II • shall be operable from the inside without the use of keys or tools. FBCR 310. **PROVIDE FALL PROTETIGI FOR WINDOWS 'E' & 'D' FBC R312.2 ** •••• Response: Complied. Egress windows shown plans. Fall hazard eliminated with raised sill 3'-8".A0 for operable egress windows D and E, which still provide minimum egress area clear dimensions. IMAM* refer to sheets A3.01, A3.02 and A9.02. •• • • • • • 2. Guardrail height shall be 36" minimum and must reject a 4" diameter object. For open stairs they shall be 36" in height measured from the nosing of treads and must reject a 4" diameter object. For opening limitations see FBCR 312.1.3. **SHOW OPENING LIMITATION BETWEEN BOTTOM CORD AND STEPS 3/A6.01 Response: Complied. Opening limitation between bottom cord and steps shown on detail No. 3, plan A6.01. Opening must reject the passage of a sphere 6" in diameter, as per FBCR 312.1.3. FLOOD (Mr. Carlos Guerrero) New construction of 2 story single family residence. accessible roof terrace, swimming pool, privacy walls plus gate on a single on a single-family residence lot with existing house to be 100% demolished. existing dock and street driveway curb to remain. New detached Garage - Area of New Construction: 5,393 sq ft - Date of Application (DOA): 01/12/2016 - Flood Zone: AE - Base Flood Elevation (BFE): 8.0' NGVD minimum - Minimum Design Flood Elevation: DFE: BFE: 8.0' NGVD - Design Flood Elevation as per Plans: 9.0' NGVD Information submitted: - Flood Zone: AE - Base Flood Elevation (BFE): 8.0' NGVD - Design Flood Elevation (DFE): 9.0' NGVD (as per Plans) - Crawlspace ground elevation: HP: 6.83' NGVD. LP: 6.16' NGVD - Garage Top of Slab elevation: 6.17' NGVD as per S-2.01.6.0' NGVD as per A2.01 NEEDS CORRECTION - Lowest TOS Elevation of habitable space: 9.0' NGVD - Lowest Grade Elevation adjacent to the building: 4.94' NGVD - Highest Grade Elevation adjacent to the building:6.46' NGVD - Lowest Elevation of equipment servicing the building: 9.0' NGVD (Pool equipment). NC CU are on the roof. - Crown of Road elevation: 3.64' NGVD - Adjusted Grade elevation: 5.88' NGVD - FIRM Map number. 12086C0307L - Crawlspace area: 2,120 sq ft. Flood Vents: 12 Smart FV 1540-520. - Garage FV: 3 Smart FV. - Valuation of the permit: $458,405.00 ** REQUIRED CORRECTIONS: 1. Show all the proposed Top of Slab Elevation on STRUCTURAL FLOOR PLAN (S-2.01) referred to NGVD. TOS of the Garage is 6.17' NGVD on S-2.01 and 6.00' NGVD on A2.01. Coordinate information. Response: Complied. Please, refer to coordinated sheets S-2.01 and A2.01, showing TOS of the garage at 6.00' NGVD. 6301 BISCAYNE BOULEVARD STE 201 / MIAMI, FL. 33138 T 305.456-7252 www.dblewisarchitectcom DB LEWIS Architect-Thresholds Intl.inc AA0003652 AR0017357 100004536 Committed to Excellence 1 • • • • • • • • • • • • • • • • • • • • • • • • • • • . 21g une.„Thu) St-nctak.. r) 100% PERMIT SET SHELL & CORE DEVELOPMENT ISSUED: 1/22/2016 818 LINCOLN ROAD 318 LINCOLN ROAD, MIAMI BEACH, FL. 33139 818 Lincoln Investments. LIG 010 51 Joseph Boulavani East Monaca+ Quebec NIX 11/01 Canada Douglas Wood Associates, Inc. 5040 NW 7th Street, Suite 820 Miami, FL 33126 (T) 305.461.3450 STA ArtAltectural Group 3526 Ruth Miami Connie Miami, EL 33127 (I) 305.571.1811 MEP Engineer Civil Engineer Edwards & Zack, LLC Ocean Engineering, Inc 3915 Biscayne Blvd Suite 401 333 NE 24th Street, Suite 408 Miami, R. 33127 - - Miami, FL 33137 - (T) 305.535.7090 (1) 786.253.5252 001 %MO ••• TM NAOS..., ,41.11,1111•1.1.•11.10•411.1.. udotr: alma "um •••••••••••••••, lb DEMOLITION UNDER SEPARATE PERMIT. INTERIOR BUILDOUT RY RITURF TENANTS. 1 BERM I PLAN REVIEW FINAL APPROVAL t49-c.1('°0 7 3 3 S Owner _ _ Architect - Record Structural Engineer \-3\ up-aki tre g 4.4 AY }tom„ 44,ee •001••••••••••••• .44 0..0.- • PROJECT NO. 414 Architect - Record Structural Engineer MEP Engineer REVISION 02 TO PERMIT SET SHELL & CORE DEVELOPMENT ISSUED: 07/27/2016 DEMOLITION UNDER SEPARATE PERMIT. INTERIOR BUILDOUT BY FUTURE TENANTS. *A 0 18 LINCOLN ROAD • • 818 LINCOLN ROAD, MIAMI BEACH, FL. '3139 Owner ma Lincoln Investments. LIG 3610 St aseeph Boulevard East Mointaw. Quebec HIS IW13 Canada A4P " F-17 S. F.51' 4,1 id Chill Engineer Envelope Consuttant .....isalt....."krzz '"' STA Architectural Group Douglas Wood Associates, Inc. Edwards & luck, tic Ocean Engineering, Inc Miami Curtain Wall Consultants Corp. . 04-.7...1%.=.-.... 3526 North MianrI Avenue 5040 NW 7th Street, Suite 820 3915 Biscayne BMA Suite 401 333 NE 241h Street, Suite 408 9901 SW 75th Ave. Miami, Ft. 33127 Miami, FL 33126 Miami, FL 33127 Miami, FL 33137 Illaml, Ft. 33155 (1) 305.571.18U (1) 305.461.3450 (1) 305.535.7090 (1) 786253.5252 (r) 305.740.7595 . -4 PROJECT NO. 3414 elaaa~encnew near irk Ocean Engineering, Inc 333 NE 2481 Street, Suite 408 Miami, FL 33137 (T) 78E253.5252 .E\S :Nne-W1 100% PERMIT SET SHELL & CORE DEVELOPMENT ISSUED: 1/22/2016 DEMOLITION UNDER SEPARATE PERMIT. INTERIOR BUILDOUT BY FUTURE TENANTS. ortter Corr tar. IA alla. 4 MlitlVE0 06111011.1 Ur 114 ULLMAN., to x End _ tAxTom.fYINi6.e moOtkv.. FLORIPA QUILOttia CODE FIFTH EDITION 2014 Owner _ _ _ _ 618 Lincoln Investments. LLC 3510 Si Josoph Bouievaid East laohusal, Quebec MIS MB Canada STA Architectural Group 3526 Noith Mona Avenue Miami, FL 33177 (T) 305 571.1811 Architect - Record Structural Engineer Douglas Wood Associates, Inc. 5040 NW 7th Stieet, Suite 820 Miami, ft 33126 (T) 305.461 3450 Edwards 0. Zuck, ICC 3915 Biscayne Blvd Susie 401 Miami, R. 33127 (T) 305.535 7090 MEP Engineer Civil Engineer 1.1 0 818 LINCOLN ROAD 818 LINCOLN ROAD, MIAMI BEACH, FL. 33139 PROJECT NO. 3414 rxr-"" • --- 3.7 L-- _ 3 ii,TA • ;,..7:33 moro 3.ntai.3.32m3 roc .77* 3.• •33.1 3-33 33.3 3.3.r-.7.7•37" ""' 3333 333 3333.. 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''''''' '"ii:•74 Illra/Ndo - -4a .01,. /It ._ • if fInX• . - . - -1- t ?if, 6- ,e. • hir(slo•loe4 0.41. ...--7.-- •• . •... a ...1••••••'• OA., VAN a me, kr Nrtuovel 0.• de .•'... 4, It' :7 .:e: 11/ -----= r :::„,,. rl Ni3I1 L3 1-tr1( reJLK.f1F.t.0 BAIA` 2,FAl,/NSI l,/NS ,,k)R!!P.123 fo..Sete fecohe .1a. .4.. i- .11•oclhe h•os•iy Awned., .e -14reperi 6)._15jonic 9I'RN11JE DtTAli 481184;.• 3,•'• j —•11M1 mos •PSAIVIRA- ir 1 GROWID FLOOR ELEVATION is 1 1 '61 FO R R E FE RE N C E ON L Y GROW) MOOR PUVI LINC.0114 ROAD 611./..411111C1.41 fileCte INVITATIO\ TO BID (113 Document Scanning Services 2019-111-DF BID ISSUANCE DATE: MARCH 27, 2019 BID DUE: APRIL 26, 2019 AT 3:00 PM ISSUED BY: AMIREACH DANNY FLORES, PROCUREMENT CONTRACTING OFFICER I PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor, Miami Beach, FL 33139 305.673.7000 x 7490 I dannyflores@miamibeachfl.gov i www.miamibeachfl.gov MIAMI BEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO BIDDERS & GENERAL CONDITIONS 3 0300 BID SUBMITTAL INSTRUCTIONS & FORMAT 16 APPENDICES: APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS APPENDIX B "NO BID" FORM APPENDIX C SCOPE OF SERVICES & SPECIFICATIONS APPENDIX D SPECIAL CONDITIONS APPENDIX E COST PROPOSAL FORM APPENDIX F INSURANCE REQUIREMENTS EXHIBITS: EXHIBIT A PLAN ROUTING SHEET ITB 2019-111-DF 2 MIAMI BEACH SECTION 0200 INSTRUCTIONS TO BIDDERS 1. GENERAL. This Invitation to Bid (ITB) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "bid") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Bidders(s) (the "contractor[s]") if this ITB results in an award. The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this ITB. Any prospective Bidder who has received this ITB by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this ITB. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City is seeking bids for professional preliminary drawing/document and backfile scanning services (the "Services"). The Services to be performed shall conform to requirements the ITB. The specifications are detailed in Appendix C. Currently these Services have been acquired through an Invitation-to-Quote (ITQ) with a one (1) year term. The City is seeking a longer term solution. Therefore, through this ITB, the City is seeking to establish the Services for a three (3) year term period, with two (2) one (1) year options to renew due to it's ongoing, day-to-day departmental operational impact. 3. SOLICITATION TIMETABLE. The tentative schedule for this solicitation is as follows: ITB Issued March 27, 2019 Pre-Bid Meeting April 5, 2019 at 10:00 a.m. Deadline for Receipt of Questions April 19, 2019 at 5:00 p.m. Responses Due April 26, 2019 at 3:00 p.m. Tentative Commission Approval Authorizing Award June 2019 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Dann Flores Telephone: Email: 305 673-7000, Ext. 6652 dann lores • miamibeachfl •ov additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado • miamibeachfl.•ov; or via facsimile: 786-394-4188. The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than seven (7) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. ITB 2019-111-DF 3 MIAMI BEACH 4. PRE-BID MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-bid meeting or site visit(s) may be scheduled. A Pre-Bid conference will be held as scheduled in Solicitation Timeline above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Bid Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1- 888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 9415468 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this ITB expressing their intent to participate via telephone. 5. PRE-BID INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City and will be without legal effect, including any information received at pre-bid meeting or site visit(s). Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase. 6. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised and until an award recommendation has been forwarded to the City Commission by the City Manager are under the "Cone of Silence." The Cone of Silence ordinance is available at http://library.municode.com/index.aspx?clientID=13097&statelD=9&statename=Florida. Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception communications with the Procurement Director, or his/her administrative staff responsible for administering the procurement process for this solicitation providing said communication is limited to matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov. 7. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: http://www.miamibeachfl.qov/city-hall/procurement/procurement-related-ordinance-and-procedures/ • CONE OF SILENCE CITY CODE SECTION 2-486 • PROTEST PROCEDURES CITY CODE SECTION 2-371 • DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 • CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487 • CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES CITY CODE SECTION 2-488 • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS CITY CODE SECTION 2-373 • LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2 107 THROUGH 2 110 ITB 2019-111-DF 4 MIAMI BEACH • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES CITY CODE SECTION 2-374 • FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS, FAVORS & SERVICES CITY CODE SECTION 2-449 8. EXAMINATION OF SOLICITATION DOCUMENTS AND SITE: It is the responsibility of each Bidder, before submitting a Bid, to: • Examine the solicitation thoroughly. • Visit the site or structure, as applicable, to become familiar with conditions that may affect costs, progress, performance or furnishing of the Work. • Take into account federal, state and local (City and Miami-Dade County) laws, regulations, permits, and ordinances that may affect costs, progress, performance, furnishing of the Work, or award. • Study and carefully correlate Bidder's observations with the solicitation. • Notify the Procurement Director of all conflicts, errors or discrepancies in the solicitation of which Bidder knows or reasonably should have known. • The submission of a Bid shall constitute an incontrovertible representation by Bidder that Bidder has complied with the above requirements and that without exception, the Bid is premised upon performing and furnishing the Work required by the solicitation and that the solicitation documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. 9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF BIDS. The City reserves the right to postpone the deadline for submittal of bids and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Bidders through PublicPurchase. 10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the bid due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2.371 shall be barred. 11. JOINT VENTURES. Joint Ventures are not allowed. The City will only contract with the prime contractor. Proposals may, however, identify other sub-contractors or sub-consultants to the prime contractor. 12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011- 3748, the City shall give a preference to a responsive and responsible bidder which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goods or contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more bidders which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest bid pursuant to an ITB or oral or written request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 13. CONTRACT PRICE. Bid Price is to include the furnishing of all labor, materials, equipment including tools, services, permit fees, applicable taxes, overhead and profit for the completion of the Work except as may be otherwise expressly provided in the solicitation. ITB 20 1 9-1 1 1 -DF 5 MIAMI BEACH 14. METHOD OF AWARD. Following the review of bids and application of vendor preferences, the lowest responsive, responsible bidder(s) meeting all terms, conditions, and specifications of the ITB will be recommended for award by bid item, bid group, or for the entirety of all bid items, as deemed in the best interest of the City, to the City Manager for his consideration. After considering the staff recommendation for award, the City Manager shall exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s) and, may approve or reject the City Manager's recommendation(s). The City Commission may also reject all bids received. In determining the lowest and best bidder, and in addition to price, Section 2-369 of the City Code provides that the City may consider the following: • The ability, capacity and skill of the bidder to perform the Contract. • Whether the bidder can perform the Contract within the time specified, without delay or interference. • The character, integrity, reputation, judgment, experience and efficiency of the bidder. • The quality of performance of previous contracts. • The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. 15. MULTIPLE AWARD. The City may award two or more vendors (primary, secondary, tertiary, or higher), as available, by line item, by group or in its entirety, beginning with lowest, responsive, responsible bidder (primary), followed by the second lowest, responsive, responsible bidder (secondary), and continuing with other responsive, responsible bidders in order of next best cost. The City will endeavor to utilize vendors in order of award. However, the City may utilize other vendors in the event that: 1) a contract vendor is not or is unable to be in compliance with any contract or delivery requirement; 2) it is in the best interest of the City to do so regardless of reason. Bidder acknowledges and agrees that this Contract and the award of any work hereunder, is non-exclusive, and the City may, at its sole and absolute discretion, award similar services or work to other firms under contract with the City (either as a co-primary contractor, or as secondary or tertiary contractors). No Purchase Order shall be issued to Contractor, and no work or Services shall be authorized under this Agreement, except at City's sole discretion. Contractor shall have no entitlement to perform any services hereunder, or to be compensated for any Services, unless set forth in a written Purchase Order. 16. BINDING CONTRACT. The signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon award of the bid by the City Commission, or as delegated by the City Commission. Said award shall constitute a binding Contract between the City and the awarded bidder(s). In case of default on the part of the successful bidder, after said award, the City may take such action as it deems appropriate, including legal action, for damages or specific performance. The Contract shall include the solicitation, any and all addenda issued by the City and the Bid Proposal submitted the by bidder. In any discrepancy between the documents, the order of preference shall be as follows: 1) Addendum in reverse order of release; 2) Solicitation; 3) Bid Proposal. In case of default on the part of the successful bidder, the City may procure the items or services from other sources and hold the bidder responsible for any excess cost occasioned or incurred thereby. 17. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. ITB 2019-1 1 1-DF 6 MIAMI BEACH 18. GENERAL TERMS AND CONDITIONS. It is the responsibility of the Bidder to become thoroughly familiar with the Bid requirements, terms and conditions of this solicitation. Ignorance by the Bidder of conditions that exist or that may exist will not be accepted as a basis for varying the requirements of the City, or the compensation to be paid to the Bidder. 19. ACCEPTANCE OR REJECTION OF BIDS. The City reserves the right to reject any or all bids prior to award. Reasonable efforts will be made to either award the Contract or reject all bids within one-hundred twenty (120) calendar days after bid opening date. A Bidder may not withdraw its bid unilaterally nor change the Contract Price before the expiration of one hundred and twenty (120) calendar days from the date of bid opening. A Bidder may withdraw its bid after the expiration of one hundred twenty (120) calendar days from the date of bid opening by delivering written notice of withdrawal to the Procurement Department prior to award of the Bid by the Mayor and City Commission. 20. ALTERNATE RESPONSES MAY BE CONSIDERED. The City may consider one (1) alternate response from the same Bidder for the same formal solicitation; provided, that the alternate response offers a different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the Bidder shall complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall be placed in the same response. This provision only applies to formal solicitations for the procurement of goods, services, items, equipment, materials, and/or supplies. 21. AMERICAN WITH DISABILITIES ACT. To request this material in accessible format, sign language interpreters, information on access for persons with disabilities, and/or any accommodation to review any document or participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218 (TTY) five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service). 22. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. 23. ASSIGNMENT. The successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person, company or corporation, without the prior written consent of the City. 24. AUDIT RIGHTS AND RECORDS RETENTION. The Successful Bidder agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. 25. BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE. Bid Bonds, when required, shall be submitted with the bid in the amount specified in the Special Conditions. After acceptance of the bid, the City will notify the successful bidder to submit a performance bond and certificate of insurance in the amount specified in the Special Conditions. ITB 2019-111-DF 7 MIAMI BEACH 26. BILLING INSTRUCTIONS. Invoices, unless otherwise indicated, must show purchase order numbers and shall be submitted to the ordering City department. 27. CANCELLATION. In the event any of the provisions of this Bid are violated by the bidder, the City shall give written notice to the bidder stating such deficiencies and, unless such deficiencies are corrected within ten (10) calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in default and terminate same, without further notice required to the bidder. Notwithstanding the preceding, the City, through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior written notice to the bidder. 28. CITY'S RIGHT TO WAIVE OR REJECT BIDS. The City Commission reserves the right to waive any informalities or irregularities in this Bid; or to reject all bids, or any part of any bid, as it deems necessary and in the best interest of the City of Miami Beach. 29. CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS. If a bidder is in doubt as to the true meaning of the Bid specifications, or other Bid documents, or any part thereof, the bidder must submit to the City, at least seven (7) calendar days prior to the scheduled Bid opening date, a request for clarification. Any interpretation of the Bid, including, without limitation, responses to questions and request for clarification(s) from bidders, will be made only by Addendum duly issued by the City. In the event of conflict with the original specifications, the Addendum shall supersede such specifications, to the extent specified. Subsequent Addendum shall govern over prior Addendum only to the extent specified. The bidder shall be required to acknowledge receipt of any and all Addendum, and filling in and signing in the spaces provided in Appendix A, No. 14 Acknowledgement of Addendum. Failure to acknowledge Addendum may deem a bid non-responsive. The City will not be responsible for explanations, interpretations, or answers to questions made verbally or in writing by any City representative, unless issued by the City via formal written Addendum to this Bid. Any questions or clarifications concerning the Bid shall be submitted in writing to the Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, FL 33139 with a copy to the City Clerk. 30. COLLUSION. Where two (2) or more related parties each submit a bid or bids for any contract, such bids or bids shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to the extent of ownership, control and management of such related parties in the preparation and submittal of such bid or bids. "Related parties" means bidders or the principals thereof which have a direct or indirect ownership interest in another bidder for the same contract, or in which a parent company or the principals thereof of one (1) bidder have a direct or indirect ownership interest in another bidder for the same contract. Bid or bids found to be collusive shall be rejected. Bidders who have been found to have engaged in collusion may also be suspended or debarred, and any contract resulting from collusive bidding may be terminated for cause. 31. CONDITION AND PACKAGING. Bidder guarantees items offered and delivered to be the current standard production model at time of bid and shall offer expiration dating of at least one year or later. Bidder also guarantees items offered and delivered to be new, unused, and free from any and all defects in material, packaging and workmanship and agrees to replace defective items promptly at no charge to the City of Miami Beach, for the manufacturer's standard warranty but in no case for a period of less than 12 months from date of acceptance. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging. ITB 2019-111-DF 8 MIAMI BEACH 32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 33. DELIVERY. Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time may become a basis for making an award. Delivery shall be within the normal working hours of the City using Department, Monday through Friday, excluding holidays. Receiving hours are Monday through Friday, excluding holidays, from 8:30 A.M. to 4:00 P.M. 34. DELIVERY TIME. Bidders shall specify in the attached Bid Form, the guaranteed delivery time (in calendar days) for each item. It must be a firm delivery time; no ranges (For example, 12-14 days) will be accepted. 35. DEMONSTRATION OF COMPETENCY. A. Pre-award inspection of the bidder's facility may be made prior to the award of contract. B. Bids will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this Bid. C. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this Bid. D. the terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a bidder, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. Any material conflicts between information provided by the source of supply and the information contained in the bidder's bid may render the bid non-responsive. G. The City may, during the period that the contract between the City and the successful bidder is in force, review the successful bidder's record of performance to ensure that the bidder is continuing to provide sufficient financial support, equipment, and organization as prescribed in this bid. Irrespective of the bidder's performance on contracts awarded to it by the City, the City may place said contracts on probationary status and implement termination procedures if the City determines that the successful bidder no longer possesses the financial support, equipment, and organization which would have been necessary during the bid evaluation period in order to comply with the demonstration of competency required under this subsection. ITB 2019-111-DF 9 MIAMI BEACH 36. DISPUTES. In the event of a conflict between the Bid documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this Bid; then B. Addendum issued for this Bid, with the latest Addendum taking precedence; then C. The Bid; then D. The bidder's bid in response to the Bid. In case of any doubt or difference of opinion as to the items and/or services (as the case may be) to be furnished hereunder, the decision of the City shall be final and binding on all parties. 37. NOT USED. 38. DEFAULT. Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such award is made, may result in forfeiture of that portion of any bid surety required as liquidated damages incurred by the City thereby; or, where surety is not required, failure to execute a contract as described above may be grounds for removing the bidder from the City's bidders list. 39. EQUIVALENTS. If a bidder offers makes of equipment or brands of supplies other than those specified in the Bid specifications, he must so indicate in his bid. Specific article(s) of equipment/supplies shall conform in quality, design and construction with all published claims of the manufacturer. The bidder shall indicate in the Bid Form the manufacturer's name and number if bidding other than the specified brands, and shall indicate ANY deviation from the specifications as listed in the Bid. Other than specified items offered requires complete descriptive technical literature marked to indicate detailed conformance with specifications, and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS INFORMATION. THE CITY SHALL BE THE SOLE JUDGE OF EQUALITY AND ITS DECISION SHALL BE FINAL. Note as to Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are informational guides as to a standard of acceptable product quality level only and should not be construed as an endorsement or a product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that product(s) offered conform with or exceed quality as listed in the specifications. 40. ELIMINATION FROM CONSIDERATION. This bid shall not be awarded to any person or firm who is in arrears to the City upon any debt, taxes, or contracts which are defaulted as surety or otherwise upon any obligation to the City. 41. EMERGENCY RESPONSE PRIORITY. It is hereby made a part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of force majeure that the City of Miami Beach, Florida shall receive a "First Priority" for any goods and services covered under any award resulting from this solicitation, including balance of line items as applicable. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. By virtue of submitting a response to this solicitation, vendor agrees to provide all award-related goods and services to the City on a "first priority" under the emergency conditions noted above. 42. ESTIMATED QUANTITIES. Estimated quantities or estimated dollars, if provided, are for City guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is not obligated to place any order for a given amount subsequent to the award of this Bid. Estimates are based upon the City's actual needs and/or usage during a previous contract period. The City may use said estimates for purposes of determining whether the low bidder meets specifications. ITB 2019-111-DF 10 MIAMI BEACH 43. EXCEPTIONS TO BID. Bidders are strongly encouraged to thoroughly review the specifications and all conditions set forth in this Bid. Bidders who fail to satisfy the requirements in this Bid, may be deemed non- responsive and receive no further consideration. Should your proposed bid not be able to meet one (1) or more of the requirements set forth in this Bid and you are proposing alternatives and/or exceptions to said requirements, you must notify the Procurement Office, in writing, at least five (5) days prior to the deadline for submission of bids. The City reserves the right to revise the scope of services via Addendum prior to the deadline for receipt of bids. 44. FACILITIES. The City, through its City Manager or his/her authorized designee, reserves the right to inspect the bidder's facilities at any time, upon reasonable prior written or verbal notice. 45. FLORIDA PUBLIC RECORDS LAW. Bidders are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 46. F.O.B. DESTINATION. Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the bidder must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid. 47. GRATUITIES. Bidders shall not offer any gratuities, favors, or anything of monetary value to any official, employee, contractor, or agent of the City, for the purpose of influencing consideration of this Bid. 48. INDEMNIFICATION. The successful Bidder shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the successful Bidder or its employees, agents, servants, partners, principals or subcontractors. The successful Bidder shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The successful Bidder expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the successful Bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. ITB 2019-111-DF MIAMI BEACH 49. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance will be at destination, unless otherwise provided. Title to (or risk of loss or damage to) all items shall be the responsibility of the successful bidder until acceptance by the City, unless loss or damage results from the gross negligence or willful misconduct of the City. If any equipment or supplies supplied to the City are found to be defective, or do not conform to the specifications, the City reserves the right to cancel the order upon written notice to the seller, and return the product, at the bidder's expense. 50. LAWS, PERMITS AND REGULATIONS. The bidder shall obtain and pay for all licenses, permits, and inspection fees required under the contract; and shall comply with all Applicable Laws. 51. LEGAL REQUIREMENTS. The bidder shall be required to comply with all federal, State of Florida, Miami-Dade County, and City of Miami Beach codes, laws, ordinances, and/or rules and regulations that in any manner affect the items covered herein (collectively, Applicable Laws). Lack of knowledge or ignorance by the bidder with/of Applicable Laws will in no way be a cause for relief from responsibility. 52. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where bidders are required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of the Bid, the bidder will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all Applicable Laws. The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder, or his/her officers, employees, contractors, and/or agents, for failure to comply with Applicable Laws. 53. MANNER OF PERFORMANCE. Bidder agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Bidder agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Bidder agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Bidder further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of bidder to comply with this paragraph shall constitute a material breach of this contract. 54. MISTAKES. Bidders are expected to examine the specifications, delivery schedules, bid prices, and extensions, and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk and may result in the bid being non-responsive. 55. MODIFICATION/WITHDRAWALS OF BIDS. A bidder may submit a modified bid to replace all or any portion of a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time will NOT be considered. Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date or after expiration of 120 calendar days from the opening of bids without a contract award. Letters of withdrawal received after the bid due date and before said expiration date and letters of withdrawal received after contract award will NOT be considered. 56. NON-CONFORMANCE TO CONTRACT CONDITIONS. Items may be tested for compliance with specifications. Items delivered, not conforming to specifications, may be rejected and returned at the bidder's expense. These items, as well as items not delivered as per delivery date in bid and/or purchase order, may be purchased by the City, at its discretion, on the open market. Any increase in cost may be charged against the bidder. Any violation of these stipulations may also result in the bidder's name being removed from the City's vendor list. ITB 2019-111-DF 12 MIAMI BEACH 57. OPTIONAL CONTRACT USAGE. When the successful bidder(s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 58. OSHA. The bidder warrants to the City that any work, services, supplies, materials or equipment supplied pursuant to this Bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply with this condition will be deemed breach of contract. Any fines levied because of inadequacies to comply with this condition shall be borne solely by the bidder. 59. PATENTS & ROYALTIES. The bidder shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 60. PAYMENT. Payment will be made by the City after the items have been received, inspected, and found to comply with Bid specifications, free of damage or defect, and properly invoiced. 61. PRICES QUOTED. Prices quoted shall remain firm and fixed during the duration of the contract. In completing the bid form, state both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in Special Conditions). The Bidder may offer cash discounts for prompt payments; however, such discounts will not be considered in determining the lowest price during bid evaluation. Bidders are requested to provide prompt payment terms in the space provided on the Bid submittal signature page of the solicitation. Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately, and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s). 62. PRODUCT INFORMATION. Product literature, specifications, and technical information, including Manufacturer's Safety Data Sheets (MSDS) should be provided with this bid as an attachment to the "BID FORM". However, in all cases must be provided within five (5) calendar days upon request from Purchasing Agent. 63. REASONABLE ACCOMMODATION. In accordance with Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid opening because of a disability must contact the Procurement Division. 64. SAMPLES. Bids submitted as an "equal" product must be accompanied with detailed specifications. Samples of items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with the bidder's name. Failure of the bidder to either deliver required samples, or to clearly identify samples may be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, FL 33139. ITB 2019-111-DF 13 MIAMI BEACH 65. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 66. SPOT MARKET PURCHASES. It is the intent of the City to purchase the items specifically listed in this Bid from the successful bidder. However, the City reserves the right to purchase the items from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 67. SUBSTITUTIONS. After award of contract, the City WILL NOT accept substitute shipments of any kind, without previous written approval. The bidder is expected to furnish the brand quoted in its bid. Any substitute shipments will be returned at the bidder's expense. 68. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 69. TIE BIDS. In accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be given to bidders certifying that they have implemented a drug free work place program. A certification form will be required. In the event of a continued tie between two or more bidders after consideration of the drug free workplace program, the City's Local Preference and Veteran Preference ordinances will dictate the manner by which a tie is to be resolved. In the event of a continued tie after the Local and Veteran Preference ordinances have been applied or the tie exists between bidders that are not Local or Veteran, the breaking of the tie shall be at the City Manager's discretion, which will make a recommendation for award to the City Commission. 70. TERMINATION FOR DEFAULT. If the successful bidder shall fail to fulfill in a timely manner, or otherwise violate, any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to be performed by giving written notice to the bidder of such termination, which shall become effective upon receipt by the bidder of the written termination notice. In that event, the City shall compensate the successful bidder in accordance with the term of the contract for all work and/or services satisfactorily performed by the bidder prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the bidder, and the City may reasonably withhold payments to the successful bidder for the purposes of set off until such time as the exact amount of damages due the City from the successful bidder is determined. The City may, at its discretion, provide reasonable "cure period" for any contractual violation prior to termination of the contract; should the successful bidder fail to take the corrective action specified in the City's notice of default within the allotted cure period, then the City may proceed to terminate the contract for cause in accordance with this subsection 1.57. 71. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its convenience, terminate the work and/or services then remaining to be performed, at any time, by giving written notice to the successful bidder of such termination, which shall become effective thirty (30) days following receipt by bidder of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the contract is terminated by the City as provided in this subsection, the City shall compensate the successful bidder in accordance ITB 2019-111-DF 14 MIAMI BEACH with the terms of the contract for all and without cause and/or any resulting liability to the City, work and/or services actually performed by the successful bidder, and shall also compensate the bidder for its reasonable direct costs in assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any profits that the successful bidder expected to earn on the balanced of the contract. Such payments shall be the total extent of the City's liability to the successful bidder upon a termination as provided for in this subsection. 72. ADDITIONAL ITEMS I SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ("items"), it is hereby agreed and understood that the City may require additional items to be added to the Contract which are ancillary or supplemental to the items specified herein and required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for the additional items. If these quote(s) are determined to be fair and reasonable, then the additional items will be awarded to the current contract vendor(s) through either a Purchase Order (or Change Order if Purchase Order already exists) or an amendment to the Contract. Additional items with a cumulative value of $50,000 or less may be approved by the City Manager. City Commission approval is required for additional items with a cumulative value greater than $50,000. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. [THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK] ITB 2019-111-DF 15 MIAMI BEACH SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED BIDS. One original Bid Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of bids. Additionally, three (3) bound copies and one (1) electronic format (CD or USB format) are to be submitted, with the original submission or within three (3) calendar days upon request from the City. The following information should be clearly marked on the face of the envelope or container in which the bid is submitted: Bid Number, Bid Title, Bidders Name, Bidder Return Address. Bids received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. BID PROPOSAL. The Bid Proposal is to include the following: • TAB 1 — Cost Proposal Form (Appendix E). The Cost Proposal Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms submitted in pencil shall be deemed non- responsive. All corrections on the Cost Proposal Form shall be initialed. FAILURE TO SUBMIT THE MOST RECENT COST PROPOSAL FORM (EITHER INCLUDED IN THE ORIGINAL ITB OR RELEASED VIA AN ADDENDUM) MAY RESULT IN BID BEING DEEMED NOT RESPONSIVE AND NOT BEING FURTHER CONSIDERED. • TAB 2 - Bid Certification, Questionnaire and Affidavits (Appendix A). The City reserves the right to request any documentation omitted, with exception of the Cost Proposal Form (Appendix E), Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A), and Bid Bond (if applicable). Bid Submittals received that do not include the Cost Proposal Form, completed as required and fully executed, or Bid Bond (if applicable) shall be deemed non-responsive. Bidder must submit any omitted documentation within three (3) business days upon request from the City, or the bid may be deemed non- responsive. Non-responsive bid packages will receive no further consideration. 3. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. ITB 2019-111-DF 16 APPENDIX "A" MIAMIBEACH Proposal Certification, Questionnaire & Requirements Affidavit ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DP 17 MIAMI BEACH Solicitation No: 2019-111-DF Solicitation Title: Document Scanning Services Procurement Contact: Danny Flores Tel: (305)673-7000, Ext. 6652 Email: dannyflores@miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: NO. OF YEARS IN BUSINESS: NO. OF YEARS IN BUSINESS LOCALLY: NO. OF EMPLOYEES: OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS (HEADQUARTERS): CITY: STATE: ZIP CODE: TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. ITB 2019-111-DF 18 MIAMI BEACH 1. Veteran Owned Business. Is Pro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government, as required pursuant to ordinance 2011-3748. 2. Financial Capacity. When requested by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https://supplierportal.dnb.com/webappiwcs/stores/servlet/SupplierPortal?storeld=11696 Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495. SUBMITTAL REQUIREMENT: Proposer shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City, with bid or within three (3) days of request. 3. Conflict Of Interest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates 4. References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided. 5. Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had a contract cancelled due to non- erformance by l rly_pillic sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to action (s). 6. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 7. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Department with its proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics, available at http://www.miamibeachffioov/citv-hall/procurement/procurement-related-ordinance-and-procedures/ ITB 2019-1 1 1 -DF 19 The living wage rate aed-health-eare bens Ft. Lauderdale, issued by the U.S. Department of Labor's Bureau 3. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.7-8 per hour with health MIAMI BEACH 8. employees shall be paid the required living wage rates listed below: Proposers' failure to comply with this provision shall be deemed a material breach under this proposal, under which the City may, at - e• ••••-: e--- - •:• - ::• - -•: --•- " - : :•. - . • : available at http://www.miamib achfl.qovIcity hall/procurement/procurement related ordinance and procedures/. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. Any payroll request made by the City during the contract term shall be completed electronically via the City's electronic compliance portal, LCP Tracker (LCPTracker.net). 9. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners* or to domestic partners of employees? YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Employees with Spouses Firm Provides for Employees with Domestic Partners Firm does not Provide Benefit Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at http://www.miamibeachfl.00v/city-hall/procurement/procurement-related-ordinance-and- procedures/ ITB 2019-111-DF 20 MIAMI BEACH 10. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit proposals, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list. 11. Non-Discrimination. Pursuant to City Ordinance No.2016-3990, the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a) of the City Code, including the blacklisting, divesting from, or otherwise refusing to deal with a person or entity when such action is based on race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital or familial status, age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 12. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 13. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code, the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices, and standards that are consistent with the City's Fair Chance Ordinance, set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity. 14. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Receipt Initial to Confirm Receipt Initial to Confirm Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required, submit under separate cover. ITB 2019-111-DF 21 MIAMI BEACH DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award, shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors, shareholders, partners and employees, as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation, or approval. The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance only, and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason, or for no reason, without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information, and belief. Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. ITB 2019-111-DF 22 MIAMI BEACH PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Signature of Proposer's Authorized Representative: Date: ITB 2019-111-DF 23 APPENDIX B M AMIBEACH "No Bid" Form ITB 2019-111-DF Document Scanning Services Note: It is important for those vendors who have received notification o this solicitation but have decided not to respond, to complete and submit the attached "Statement of No Bid." The "Statement of No Bid" provide the City with information on how to improve the solicitation process Failure to submit a "Statement of No Bid" may result in not being notified of future solicitations by the City. PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DF 24 MIAMI BEACH Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW: Workload does not allow us to proposal _ Insufficient time to respond Specifications unclear or too restrictive Unable to meet specifications _ Unable to meet service requirements Unable to meet insurance requirements Do not offer this product/service _OTHER. (Please specify) We do do not want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ATTN: Danny Flores, Procurement Contracting Officer I PROPOSAL # 2019-111-DF 1755 MERIDIAN AVENUE, 3rd FLOOR MIAMI BEACH, FL 33139 ITB 2019-111-DF 25 APPENDIX C MIAMI BEACH Scope of Services & Specifications ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3r d Floor Miami Beach, Florida 33139 ITB 2019-111-DF 26 C1. Scope of Services The City of Miami Beach is seeking professional preliminary drawing/document and backfile document scanning services (the "Services"). Successful bidder(s) will be required to supply all labor, materials, tools, and equipment necessary to provide professional backfile and preliminary drawing and document scanning services. C.2. Specifications. 2.1 Scanning Services and Processes Requirements for All Groups. 2.1.1 Scanning Services and Processes Introduction: The bidder(s) must provide all scanning functions for preliminary drawing/documents and backfile scanning which include the retrieval, scanning and return, digital or otherwise specified, of City's files or disposal of files. The documents, or batch, will either be ready for pickup in a box with an assigned number and barcode, or loose-leaf with an assigned number. Awarded bidder(s) shall store the loose-leaf drawings and/or documents in a weather resistant container for safe passage during transportation to scanning facility. Each batch may contain several loose-leaf documents and/or boxes. The bidder(s) must follow without exception the user department's requirement specifications for the following: 2.1.2 Frequency of Services and Location: The awarded bidder(s) must pick up a predetermined amount of documents, or batches, on or before 11 a.m., but no later than 12 p.m. every business day. Orders placed after 12 p.m. shall be considered a rush order from the below listed location: City of Miami Beach City Hall 2nd Floor, Building Department 1700 Convention Center Drive Miami Beach, FL 33139 The awarded bidder(s) may, from time to time, be called by no later than 11 a.m. during regular business hours to pick up a predetermined amount of batches from the City's Building Department North Beach office. The awarded bidder(s) shall pick up the batch(es) by no later than 2 p.m. Orders placed from this location after 11 a.m. shall be considered a rush order from the below listed location: Building Department North Beach Office 962 Normandy Drive Miami Beach, FL 33141 I TB 2019-111-DF 27 2.1.3 Scan Measurements: Both preliminary drawings/documents and backfile documents shall be provided in the following measurements and formats: •11"x17" or Smaller (Black and White) •Larger than 11"x17" (Black and White) •11"x17" or Smaller (Color) •Larger than 11"x17" (Color) 2.1.4 Cloud Services: For the virtual upload of both preliminary drawings/documents and backfile documents: • All backfile, preliminary drawings and documents files must be made available for retrieval by City assigned personnel to download from a cloud-based system. • The bidder(s) will provide and maintain logon credentials for each assigned user. • The bidder(s) solution shall provide a secure transmission and storage solution. 2.1.5 Return Requirements: For the return of both preliminary drawings/documents and backfile documents: • For preliminary drawings/documents, the batch files must be returned to City digitally through a secure transmission solution. • For backfile documents, batch files being returned may be requested to be uploaded to a portable, labeled (City department name and 'From' and 'To' with date) USB hard drive, of 5 GB capacity or greater (to be supplied by awarded bidder(s)) and submitted to City. The USB hard drive will then be returned to awarded bidder(s) at the time of the following scheduled pickup. Images on the portable USB hard drive will be scanned at an acceptable resolution based on the document scanned (minimum of 300 dpi). • Re-dos will be returned labeled as Re-dos with Quality Control approval. • All image sizes will be in accordance/accepted size from approved samples. • Awarded bidder(s) must include an electronically generated log (preferably CSV format) of scanned permits by page size along with the corresponding invoice, as shown below: Permit No. Small Pages Large Pages BC1801111 20 10 BC1801112 150 100 BC1801113 35 60 BC1801114 42 25 BC1801115 22 15 • Both backfile document and preliminary drawing and document scanning must be invoiced separately with every batch processed. ITB 2019-111-DF 28 2.1.6 Applicable Green Certifications Equipment All bidders are encouraged to provide information regarding the specifications of the scanner equipment. It is preferred that all electric-powered equipment used for scanning services meet at least one of the following criteria: • EPEAT (Electronic Product Environmental Assessment Tool) rating or better. • ENERGY STAR® qualified rating or performance equivalent for projects outside the U.S. Packaging All bidders are encouraged to offer packaging which minimizes or eliminates the use of disposable containers; is made from recycled content; contains a minimum of 25% by weight of post-consumer materials; and/or meets or exceeds the minimum post-consumer content level for respective packaging in the U.S. Environmental Protection Agency Comprehensive Procurement Guidelines. 2.2 Requirements for Preliminary Drawing and Document Scanning (Group A) 2.2.1 Preliminary Drawing and Document Scanning: After picking up, the awarded bidder(s) shall scan and index the preliminary drawing and document (plans, shop drawings, structural calculations, and notice(s) of acceptance) batches within 24 hours from pick up and returned to City next business day, in the following manner: File Name Description File Format DPI Permit#_Page Letter_Page # Plans Sing lepage PDF 300 Permit#_Shop Drawings Shop Drawings Multipage PDF 300 Permit#_Calculations Structural Calculations Multipage PDF 300 Perm it#_NOA Notice of Acceptance Multipage PDF 300 Along with the batches, the awarded bidder(s) will also receive from the City a Plan Routing Sheet (attached as Exhibit A of the ITB). It is the responsibility of the awarded bidder(s) to scan the Plan Routing Sheet and return to City along with scanned batch(es) of Preliminary Drawings and Documents. Preliminary drawings and documents must be held on site at scanning facility for a minimum of 30 days, and thereafter be destroyed by the awarded bidder(s). Further, the City may, from time to time, request that the awarded bidder(s) return back to the City certain batches of preliminary drawings and documents at the next business day's drop off. ITB 2019-111-DF 29 2.3 Requirements for Backfile Document Scanning (Group B) 2.3.1.Backfile Document Scanning: After picking up, the awarded bidder(s) shall scan and index the backfile documents (plans, shop drawings, cost estimate and appraisal within 30 business days, in the following manner: File Name Permit#_Plans Description Plans File Format Multipage TIFF DPI 300 Permit#_Shop Drawings Shop Drawings Multipage TIFF 300 Permit#_Cost Estimate Cost Estimate & Appraisal Multipage TIFF 300 Permit#_Elevation Certificate Elevation Certificate Multipage TIFF 300 Permit#_FLOOD Certificate Flood Proofing Certificate Multipage TIFF 300 Permit#_Calculations Structural Calculations Multipage TIFF 300 Permit# NOA Notice of Acceptance Multipage TIFF 300 Permit#_Special Inspection Special Inspection Form Multipage TIFF 300 Upon scanning completion of backfile documents, City assigned personnel will coordinate with the awarded bidder(s) in order for the boxed files to be picked by the City's record management vendor (GRM). The City may, from time to time, request that the awarded bidder(s) prioritize scanning of certain batches to be processed and emailed to the City within one (1) business day. Should the email attachment pass the maximum allowable size, the awarded bidder(s) shall use Filelilla or approved equal. Further, the City may, from time to time, request that the awarded bidder(s) return back to the City certain batches of backfile documents at the next business day's drop off. 2.4 Requirements for Rush Orders for all Groups (Group C) The awarded bidder(s) may be called, from time to time, to perform rush either preliminary drawing/document or backfile document scanning services outside of the regularly daily established timeline, as stated herein the specifications of the ITB. At such time, the bidder(s) must acknowledge and pickup predetermined documents within a four (4) hour timeframe. The predetermined documents must then be returned to the City the next business day. ITB 2019-111-DF 30 APPENDIX D MIAMIBFACH Special Conditions ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3r(1 Floor Miami Beach, Florida 33139 ITB 2019-111-DF 31 MIAMI BEACH 1. TERM OF CONTRACT. This Contract shall remain in effect for a period of three (3) years from date of contract execution by the City Manager. 1.2 In the event that the contract is held beyond the term herein provided it shall only be from a month-to month basis only and shall not constitute an implied renewal of the contract. Said month-to-month extension shall be upon the same terms of the contract and at the compensation and payment provided herein. 2. OPTIONS TO RENEW WITH PRICE ADJUSTMENT. The contract may be extended at the sole discretion of the City, through its City Manager, for two (2) additional one (1) year terms, if mutually agreed upon by both parties. Prior to completion of each exercised contract term, the City may consider an adjustment to price based on Consumer Price Index. Change shall not be more than the percentage increase or decrease in the Consumer Price Index CPI-U (all urban areas) computed 60 days prior to the anniversary date of the contract. It is the Contractor's responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised option period, the Contractor's request for adjustment should be submitted 60 days prior to expiration of the then current contract term. The Contractor's adjustment request must clearly substantiate the requested increase. If no adjustment request is received from the Contractor, the City will assume that the vendor has agreed that the optional term may be exercised without pricing adjustment. Any adjustment request received after the commencement of a new option period may not be considered. The City of Miami Beach reserves the right to accept the renewal adjustment or to allow the contract to terminate and re-advertise for bids, whichever is in the best interest of the City. 3. BACKGROUND CHECKS. The awarded bidder(s) shall conduct a full criminal background check at its own expense on each of its employees engaged in providing services under this ITB or any resulting Agreement prior to the commencement of said services. No awarded bidder(s) employee shall be eligible to perform services, pursuant to this ITB or resulting Agreement, if he or she: (1) has been convicted of or was placed in a pre-trial diversion program for any crime involving dishonesty or breach of trust; embezzlement; drug trafficking; forgery; burglary; robbery; theft; perjury; possession of stolen property; identity theft; fraud; money laundering; shoplifting; larceny; falsification of documents and/or (2) has been convicted of any sex, weapons, or violent crime including but not limited to homicide; attempted homicide; rape; child molestation; extortion; terrorism or terrorist threats; kidnapping; assault; battery; and illegal weapon possession, sale or use. The awarded bidder(s) shall defend, indemnify and hold the City, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys' fees) or claims for injury or damages arising out of its failure to comply with this req uirement. Awarded bidder(s) agrees that no employee shall be allowed on any City property without a issued ID badge worn at all times in visible and easily readable location. The transfer of ID badge from one employee to another is strictly prohibited and shall be cause for all awarded bidder(s) employees responsible for such action to be immediately removed from City property. ITB 2019-111-DF 32 MIAMI BEACH Awarded bidder(s) agrees to require all its employees to notify the awarded bidder(s) and the City of any arrest(s) or conviction(s) of any offense within 24 hours of its occurrence. Awarded bidder(s) further agrees to immediately notify the City upon becoming aware that one of its employees which were previously certified as completing the background check is subsequently arrested or convicted of any disqualifying offense. Failure by awarded bidder(s) to notify the City of such arrest or conviction within 24 hours of being put on notice shall constitute a material breach of the Contract entitling the City to terminate this Contract immediately. [THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK] ITB 2019-111-DF 33 APPENDIX E iV\ I ANA I B At: H Cost Proposal Form ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DF 34 MIAMI BEACH APPENDIX E COST PROPOSAL FORM Failure to submit Appendix E, Cost Proposal Form, in its entirety and fully executed by the deadline established for the receipt of pro • osals will result in • ro • osal bein • deemed non-responsive and bein • riected. Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms (Appendix E) completed in pencil shall be deemed non-responsive. All corrections on the Cost Proposal Form (Appendix E) shall be initialed. Group A — Preliminary Drawings and Documents Item Description Al 11"xl 7" or Smaller Black and White Est Quantity 108,000 U I M Each Unit Cost $ Total (Quantity_X_Unit_Cost) $ A2 Lar•er than 11"x17" Black and White 53,000 Each $ $ A3 11"xl 7" or Smaller Color 1,500 Each $ $ A4 Larser than 11"x17" Color 1,500 Each $ GROUP A TOTAL $ Grou • B — Backfile Conversion Item Description B1 11"x17" or Smaller Black and White Est Quantity 255,000 U / M Each Unit Cost $ Total (Quantity_X_Unit_Cost) $ B2 Lareer than 11"x17" Black and White 27,000 Each $ $ B3 11"x17" or Smaller Color 1,500 Each $ B4 Lar•er than 11"xl 7" Color 1,500 Each GROUP B TOTAL $ $ Grou • C — Rush Orders for All Grou • s Item Description Cl Rush Order Char•e Lum• Sum Est Quantity 12 U / M Each Unit Cost $ GROUP C TOTAL Total (Quantity X Unit Cost) $ $ Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: ITB 2019-111-DF 35 APPENDIX F MIAMIBEACH Insurance Requirements ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DF 36 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation/Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX 3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included. 4. Excess Liability - $ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: Builders Risk completed value .00 Liquor Liability .00 Fire Legal Liability .00 Protection and Indemnity .00 Employee Dishonesty Bond .00 Other .00 XXX 7. Thirty (30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. ITB 2019-11 1-DF 37 EXHIBIT A MIAMIBEACH Plan Routing Sheet ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DF 38 MIAMI BEACH Building Department 1700 Convention Center Drive, 2nd Fl. Miami Beach, Florida 33139 Telephone: 305-673-7610 http://www.miamibeachfl.gov/citv-hall/building/ Plan Routing Sheet General Information — All fields MUST be completed for submittal Date: Process/Pen-nit Number: I Historic (Y/N): Job Address: Contact Name: E-mail: Phone No: Cell /Fax No: Re-submittals - New Sheets: Yes 0 No 0 List all new sheets: OFFICE USE ONLY Required Approvals - As Indicated 1 0 Building Li Flood Plain Management q Public Works q DERM • Landsca• n• q Roofin• Electrical Mechanical q Structural ._E. Elevator • Parking • Urban Forestry • Environmental-Sustainability • Planning & Zoning 0 0 Fire 0 Plumbing q Comments: Clerk's Name: Date: q 2 sets of plans U Flood Proofing Certificate Lj Permit Application . Appraisal q Geotechnical Report II Special Inspector Forms Li Construction Contract q Master set E Structural calculations . DERM Approval 0 Master Permit #: Survey(s) Certificate 0 Plans in color tI R Elevation Energy calculations I M Narrative response Walk-Thru Drop-Off Revised July 20, 2018 ITB 2019-111-DF 39 ADA Information To request this material in accessible format, sign language interpreters, information on access for persons with disabilities, and/or any accommodation to review any document or participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax), or 305-673-7218 (TTY) five (5) days in advance to initiate your request. TYY users may also call 711 (Florida Relay Service). City of Miami Beach Mission We are committed to providing excellent public service and safety to all who live, work and play in our vibrant, tropical. historic community. Excellence Miami Beach Form Name Plan Routing Request Sheet. Purpose To route to several disciplines at once to reach final approval status. Form Submittal Submit in person to the Drop-Off Section. For Assistance Please contact: 1. In person: Building Department 1700 Convention Center Drive, 2'd Floor, Drop-Off Section, Miami Beach, Florida 33139. 2. Via Telephone: 305-673-7610 Ebony Dukes — Ext. 6434 RaShonda Blatch — Ext. 6621 3. Via E-mail: EbonyDukes at miamibeachfi.qov RaShondaBlatchmiamibeachffoov 4. Online: www.miamibeachfl.qov http://www.miamibeachffqovicity-hall/buildinqf Building Department Mission We are dedicated to serving the public by the efficient and effective supervision of construction, business, professional and personal activities to safeguard the public health, safety and general welfare of the City's residents and visitors by enforcing the Florida Building Code and the City Code of Ordinances. Revised July 20, 2018 ITB 2019-111-DF 40 ATTACHMENT C CONSULTANTS RESPONSE TO THE (ITB) Florida Department of Stale DIVISION OF CORPORATIONS 4lat DIYalfif r of 5*.treorg oppop rm offichil :Juin, of Florida Weinlie Department of State I Division of Corporations / Search Records / Detail By Document Number / Detail by FEI/EIN Number Florida Limited Liability Company FORENSIS TECHNOLOGIES, LLC Filing Information Document Number L03000002045 FEI/EIN Number 16-1651581 Date Filed 01/17/2003 State FL Status ACTIVE Last Event LC STMNT OF RA/RO CHG Event Date Filed 05/30/2019 Event Effective Date 10/19/2015 Principal Address 4300 SW 73rd Ave Suite 102,103,104 Miami, FL 33155 Changed: 07/02/2018 Mailing Address 4300 SW 73rd Ave. Suite 103 Miami, FL 33155 Changed: 07/02/2018 Registered Agent Name & Address THE HANSEN LAW FIRM, P.A. 4000 PONCE DE LEON BLVD #470 CORAL GABLES, FL 33146 Name Changed: 05/30/2019 Address Changed: 05/30/2019 Authorized Person(s) Detail Name & Address Title MGRM Hansen, Bryant S, CEO View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format 4300 SW 73rd Ave. Suite 10' Miami, FL 33155 Title MGRM Hansen, Chris 4300 SW 73rd Ave. Suite 103 Miami, FL 33155 Title MGRM Feuer, Mark 4300 SW 73rd Ave. Suite 103 Miami, FL 33155 Annual Reports Report Year Filed Date 2017 04/03/2017 2018 07/02/2018 2019 04/29/2019 Document Images 05/30/2019 — CORLCRACHG 04/29/2019 — ANNUAL REPORT 07/02/2018 — ANNUAL REPORT 04/03/2017 — ANNUAL REPORT 09/20/2016 — ANNUAL REPORT 10/19/2015 — REINSTATEMENT 04/21/2014 — ANNUAL REPORT 03/20/2013 —ANNUAL REPORT 01/04/2012 — ANNUAL REPORT 04/25/2011 -- ANNUAL REPORT 01/21/2010 — ANNUAL REPORT 03/18/2009 — ANNUAL REPORT 01/03/2008 — ANNUAL REPORT 09/06/2007 — ANNUAL REPORT 03/08/2007 — ANNUAL REPORT 01/03/2006 — ANNUAL REPORT 01/12/2005 — ANNUAL REPORT 02/04/2004 -- ANNUAL REPORT 01/17/2003 — Florida Limited Liabilites View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format ForensiS' DIGITAL DOCUMENT MANAGEMENT 2019-111-DF Document Scanning Services Forensis Technologies 4300 SW 73 rd Avenue, Suite 103 Miami, FL 33155 ForensiST" DIGITAL DOCUMENT MANAGEMENT TAB 1 Cost Proposal Form (Appendix E) APPENDIX E NA I A/01 BED,' Cost Proposal Form ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DF 34 MIAMI BEACH APPENDIX E COST PROPOSAL FORM Failure to submit Appendix E, Cost Proposal Form, in its entirety and fully executed by the deadline established for the receipt of proposals will result in pro . osal bein • deemed non-res • onsive and bein • reected. Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms (Appendix E) completed in pencil shall be deemed non-responsive. All corrections on the Cost Proposal Form (Appendix E) shall be initialed. Grou A — Preliminary Drawings and Documents Item Al Description 11"x17" or Smaller Black and White Est Quantity 108,000 U I M Each Unit Cost .049 Total (Quantity_X_Unit_Cost) $ 5,292.00 A2 Lareer than 11"x17" Black and White 53,000 Each $ '59 $ 31,270.00 A3 11"x17" or Smaller Color 1,500 Each $ .049 $ 73.50 A4 Lareer than 11"x17" Color 1,500 Each $ '59 GROUP A TOTAL $ 885.00 $ 37,520.50 Grou • B — Backfile Conversion Item Description B1 . 11"x17" or Smaller Black and White Est Quantity 255,000 U I M Each Unit Cost $ .039 Total (Quantity_X_Unit_Cost) $ 9,945.00 B2 Lareer than 11"x17" Black and White 27,000 Each $ .49 $ 13,230.00 B3 11"x17" or Smaller Color 1,500 Each $ .039 $ 58.50 B4 Lai-6er than 11"x17" Color) 1,500 Each $ .49 GROUP B TOTAL $ 735.00 $ 23,968.50 Grou • C — Rush Orders for All Grou •s Item Description Cl Rush Order Chase Lurne Sum Est Quantity 12 U I M Each Unit Cost $ 35 GROUP C TOTAL Total (Quantity_X_Unit_Cost) $ 420 $ 420 Bidder's Affirmation Company: Forensis Technologies, LLC Authorized Representative: Chris Hansen Address: 4300 SW 73rd Ave Suite 103, Miami, FL 33155 Telephone: 305-757-9393 Email: chris@forensis.com Authorized Representative's Signature: ITB 2019-111-DF 35 ForensiST" DIGITAL DOCUMENT MANAGEMENT TAB 2 BID Certification Questionnaire Affidavits (Appendix A) APPENDIX "A" MIA,MIBEAC Proposal Certification, Questionnaire & Requirements Affidavit ITB 2019-111-DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2019-111-DF 17 MIAMI BEACH Solicitation No: 2019-111-DF Solicitation Title: Document Scanning Services Procurement Contact: Danny Flores Tel: (305)673-7000, Ext. 6652 Email: dannyflores@miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: Forensis Technologies, LLC NO. OF YEARS IN BUSINESS: 16 NO. OF YEARS IN BUSINESS LOCALLY: 16 NO. OF EMPLOYEES: 28 OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: DBA - Forensis FIRM PRIMARY ADDRESS (HEADQUARTERS): 4300 SW 73rd Avenue, Suite 103 CITY: Miami STATE: Florida ZIP CODE: 33155 TELEPHONE NO:: 305-757-9393 TOLL FREE NO.: 866-757-9393 FAX NO.: 305-757-9392 FIRM LOCAL ADDRESS: Same as above CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Chris Hansen ACCOUNT REP TELEPHONE NO.: 305-757-9393 or 786-208-9089 ACCOUNT REP TOLL FREE NO.: 866-757-9393 ACCOUNT REP EMAIL: chris@forensis.com FEDERAL TAX IDENTIFICATION NO.: 16-1651581 The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. ITB 2019-1 1 1-DF 18 MIAMI BEACH 1. Veteran Owned Business. Is Proposer claiming a veteran owned business status? YES x NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government, as required pursuant to ordinance 2011-3748. 2. Financial Capacity. When requested by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https://supplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696 Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495. SUBMITTAL REQUIREMENT: Proposer shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City, with bid or within three (3) days of request. 3. Conflict Of Interest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates 4. References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided. 5. Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had a contract cancelled due to non- erformance by an .ublic sector agency? YES x NO SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to action(s). 6. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 7. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Department with its proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics, available at http://www.miamibeachfl.qov/city-hall/procurement/procurement-related-ordinance-and-procedures/ ITB 2019-111-DF 19 MIAMI BEACH 8. :• • e! : • - employees shall be paid the required living wage rates listed below: 1. Effective January 1, 2018, covered employees must be paid a living wage rate of no less than $11.62 per hour with health 2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $11.70 per hour with health • : • . • . " . IA •:. 3. Effective January 1, 2020, covered employees must be paid a living wage rate of no leaf than $11.78 per hour with health same (in a particular year). • : : - : : : • - . : : : - . - : : : - : : : • . : - • . - • : fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. Any payroll request made by the City during the contract term shall be completed electronically via the City's electronic compliance portal, LCP Tracker (LCPTracker.net). 9. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? NA YES NO B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners* or to domestic partners of employees? NA YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Employees with Spouses Firm Provides for Employees with Domestic Partners Firm does not Provide Benefit Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at http://mw.miamibeachfl.00vicity-hall/procurement/orocurement-related-ordinance-and- procedures/ ITB 2019-111-DF 20 MIAMI BEACH 10. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit proposals, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list. 11. Non-Discrimination. Pursuant to City Ordinance No.2016-3990, the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a) of the City Code, including the blacklisting, divesting from, or otherwise refusing to deal with a person or entity when such action is based on race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital or familial status, age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document. Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 12. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 13. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code, the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices, and standards that are consistent with the City's Fair Chance Ordinance, set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity. 14. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Receipt Initial to Confirm Receipt Initial to Confirm Receipt C M H Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required, submit under separate cover. ITB 2019-111-DF 21 MIAMI BEACH DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award, shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors, shareholders, partners and employees, as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation, or approval. The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance only, and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason, or for no reason, without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information, and belief. Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. ITB 2019-111-DF 22 MIAMI BEACH PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Bryant S. Hansen Title of Proposer's Authorized Representative: Chief Executive Officer Signature of Proposer's Authorized Representative: Date: 04-23-2019 .----__' ITB 2019-111-DE 23 ForensiST" DIGITAL DOCUMENT MANAGEMENT Submittal Requirements 4/4/2019 Based on up to 24 months of trade. Jump to: Payments Section 0 D&B Score Interpretation Table SUMMARY ANALYSIS ® D&B Rating: 1R2 Number of employees: 1R indicates 10 or more employees. Composite credit appraisal: 2 is good. The 1R and 2R ratings categories reflect company size based on the total number of employees for the business. They are assigned to business files that do not contain a current financial statement. In 1R and 2R Ratings, the 2, 3, or 4 credit worthiness indicator is based on analysis by D&B of public filings, trade payments, business age and other important factors. 2 is the highest Composite Credit Appraisal a company not supplying D&B with current financial information can receive. For more information, see the D&B Rating Key. 410 https://supplierportal.dnb.com/webapp/wes/stores/se eportDisplayCmd?langId=-1&storeId=11696 100 120 days stow 30 days slow Prompt Anticipates D&B PAYDEX: 80 When weighted by dollar amount, payments to suppliers average generally within terms. 1:1 High risk of late payment (average 30 to 120 days beyond terms) D Medium risk of late payment (average 30 days or less beyond terms) N Low risk of late payment (average prompt to 30+ days sooner) D&B PAYDEX Key • C) About Summary Analysis 1/2 D&B Supplier Qualifier Report: FORENSIS TECHNOLOGIES LLC Supplier Qualifier Report FORENSIS TECHNOLOGIES LLC D-U-N-S® Number 13-989-6356 Copyright 2019 Dun & Bradstreet - Provided under contract for the exclusive use of subscriber 100150009 ATTN: FORENSIS TECHNOLOGIES LLC & Print Entire Report E-mail Report IQ Save HTML Report Report Printed: APR 04 2019 In Date Overview OVERVIEW *Business Information D&B PAYDEX® Summary Analysis `Risk Score Analysis , Probability of Ceased Operations/Becoming Inactive Diversity Special Events Customer Service HISTORY & OPERATIONS History Business Registration Operations PRODUCTS & SERVICES UNSPSC NAICS SIC PAYMENTS D&B PAYDEX Payment Summary Payment Details Payment Trends FINANCE Finance BUSINESS INFORMATION FORENSIS TECHNOLOGIES LLC 4300 Sw 73rd Ave Ste 103 Miami, FL 33155 This is a single location. Telephone: 305 757-9393 Manager: BRYANT HANSEN, MEMBER Year started: 2003 Employs: 25 All amounts are displayed in local currency. Sales: 890,000 • History: CLEAR Jump to: Finance Section 0 About Business Information D-U-N-S® Number: D&B Rating: 1R2 Number of employees: 1R is 10 or more employees. Composite credit appraisal: 2 is good. Jump to: Summary Analysis Section D&B Supplier 1 Risk: SUPPLIER EVALUATION RISK (SER) RATING FOR THIS FIRM : V 9 8 7 6 5 4 3 2 1 13-989-6356 PUBLIC FILINGS P147.-1 '102,1,1%,,O1W.,_,1 UCC Filings High Medium Low Government Activity D&B PAYDEX® About D&B PAYDEX® 4/4/2019 D&B Supplier Qualifier Report: FORENSIS TECHNOLOGIES LLC Below is an overview of the company's rating history since 09/08/08: D&B Rating Date Applied 1R2 08/03/11 1R3 11/19/09 1R2 09/08/08 The Summary Analysis section reflects information in D&B's file as of April 1, 2019. RISK SCORE ANALYSIS About Risk Score Analysis SER COMMENTARY: - Proportion of past due balances to total amount owing. PROBABILITY OF CEASED OPERATIONS/BECOMING INACTIVE SUPPLIER EVALUATION RISK RATING: 1 The probability of ceased operations/becoming inactive indicates what percent of U.S. businesses is expected to cease operations or become inactive over next 12 months. Probability of Supplier Ceased Operations/Becoming Inactive : Percentage of US business with same SER score : Average Probability of Supplier Ceased Operations/Becoming Inactive : 1.3% (130 PER 10,000) 13% (1,300 PER 10,000) 0.48% (48 PER 10,000) - Average of Businesses in D&B's Supplier Database CREDIT DELINQUENCY SCORE: 583 @:, About Diversity DIVERSITY Minority-Owned Business: N/A Historically Underutilized Business: N/A Women-Owned Business: N/A Veteran-Owned Business: N/A Disadvantaged Business Enterprise: N/A Vietnam Veteran Business: N/A Small Disadvantaged Business: N/A Disabled-Owned Business: N/A HUB-Zoned Certified Business: N/A Historical College Classification: N/A SBA 8(a) Certified: N/A Labor surplus area: N/A Small Business: YES (2019) SPECIAL EVENTS 0 About Special Events 01/27/2018 Business address has changed from 7322 Sw 48th St, Miami, FL, 33155 to 4300 Sw 73rd Ave Ste 103, Miami, FL, 33155. 01/24/2012 Business address has changed from 14362 Commerce Way, Hialeah, FL, 33016 to 7322 Sw 48th St, Miami, FL, 33155. CUSTOMER SERVICE If you have questions about this report, please call our Customer Resource Center at 1.800.234.3867 from anywhere within the U.S. If you are outside the U.S. contact your local D&B office. *** Additional Decision Support Available *** Additional D&B products, monitoring services and specialized investigations are available to help you evaluate this company or its industry. Call Dun & Bradstreet's Customer Resource Center at 1.800.234.3867 from anywhere within the U.S. or visit our website at www.dnb.com. • • Overview History & Operations Products & Services Payments Finance Public Filings Print Entire Report E-mail Report Save HTML Report Order an Investigation Copyright 2019 Dun & Bradstre;?.t. - Provided under cot tract for the exclusive, use Of Sii!)SCriPer 106150009 hups://supplierportal.dnb.com/webapp/wcs/stores/ser eportDisplayCmd?langld=-1&storeId=11696 • 2/2 FT ForensiS M DIGITAL DOCUMENT MANAGEMENT 4300 SW 73'0 Ave Suite 103 FloridaMiami, 33155 fel 305 757 9393 fax 305 757 9392 South Florida's Leader in Scanning Services for the Past 16 Years REFERENCE SAMPLING SEMINOLE TRIBE OF FLORIDA Carolina Fernandez Contracts / Grants Specialist Environmental Resource Management Department 6363 Taft St., Suite 309 Hollywood, FL 33024 954-965-4380 ext. 10622 Carolina.Fernandez@SemTribe.com *Scanning of environmental and land use files TELEMUNDO — NBC UNIVERSAL Karen Rendon Rights Analyst Business and Legal Affairs 2350 NW 117th Place Miami, FL 33182 M: 305-215-1969 Karen.Rendon@nbcuni.com *Scanning of all legal files / licensing etc. FLORIDA INTERNATIONAL UNIVERSITY Neysa V. Aguirre Director, Human Resources and Operations 11200 SW 8th Street Miami, FL 33199 305-348-1060 aguirrenPfiu.edu *Ongoing scanning service for multiple departments Fr Forens iS TM DIGITAL DOCUMENT MANAGEMENT 4300 SW 73" Ave Suite 103 Miami, Florida 33155 tel 305 757 9393 tax 305 757 9392 Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Fl 33139 April 23r d, 2019 RE: ITB 2019-111-DF — Code of Business Ethics Dear Procurement Department: Forensis hereby adopts, pursuant to City Resolution No. 2000-23879, the City of Miami Beach Code of Ethics that is executed and attached hereto. Sincerely Bryant S. Hansen, J.D. CEO Forensis GREATER MIAMI CHAMBER OF COMMERCE, MODEL CODE OF BUSINESS ETHICS STATEMENT OF PURPOSE The Greater Miami Chamber of Commerde ("GMCC") seeks to create and sustain an ethical business climate for its members and the community by adopting a Code of Business Ethics. The GMCC encourages its members to incorporate the principles and practices outlined here in their individual codes of ethics which will guide their relationships with customers, clients and suppliers. This Model Code can and should be prominently displayed at all business locations and may be incorporated into marketing materials. The GMCC believes that its members should use this Code as a model for the development of their organizations' business codes of ethics. This Model Code is a statement of principles to help guide decisions and actions based on respect for tke importance of ethical business standards in the community. The GMCC believes the adoption of a meaningful code of ethics is the responsibility of every business and professional organization. Compliance with Government Rules & Regulations • . We will properly maintain all records and post all licenses and certificates in prominent places easily seen by our employees and customers; In dealing with government agencies and employees, we will conduct business in accordance with all applicable rules and regulations and in the open; We will report contract irregularities and other improper or unlawful business practices to the Ethics Commission, the Office of Inspector General or appropriate law enforcement authorities. Recruitment, Selection & Compensation of Vendors and Suppliers • We will avoid conflicts of interest and disclose such conflicts when identified; • Gifts which compromise the integrity of a business transaction are unacceptable; we will not kick back any portion of a contract payment to employees of the other contracting party or accept such a kickbadk. Business Accounting All our financial transactions will be properly and fairly recorded in appropriate books of account, and there will be no "off the books" transactions or secret accounts. Promotion and Sales of Products and Services • Our products will comply with all applicable safety and quality standards; • We will promote and advertise our business and its products or services in a manner which is not misleading and does nct falsely disparage our competitors; Doing Business with the Government CorpoTat Officer 1 WI 161 Date t • We will conduct business with government agencies and employees in a manner which avoids even the appearance of impropriety. Efforts to curry political favoritism are unacceptable; • Our bids will be competitive, appropriate to the bid documents and arrived at independently; Any challenges to contracts awarded will have a substantive basis and not be pursued merely because we are the, unsuccessful bidder; • We will, to the best of our ability, perform government contracts awarded at the price and under the terms provided for in the contract. We will not submit inflated invoices for goods provided or services performed under such contracts, and claims will be made only for work actually performed. We will abide by all contracting and subcontracting regulations. We will not, directly or indirectly, offer to give a bribe or otherwise channel kickbacks from contracts awarded, to government officials, their family members or business associates. • We will not seek or expect preferential treatment on bids based on our participation in political campaigns. Publid Life and Political Campaigns We encourage all employees to participate in community life, public service and the political process; We encourage all employees to recruit, support and elect ethical and qualified public officials and engage them in dialogue and debate about business and community issues; • Our contributions to political parties, committees or individuals will only be made in accordance with applicable law and will comply with all requirements for public disclosure. All contributions made on behalf of the business must be reported to senior company management; • We will not contribute to the campaigns, of persons who are convicted felons or those who do not sign the Fair Campaign Practices Ordinance. • We will not knowingly disseminate false campaign information or support those who do. Company Name I A CC:PRO® CERTIFICATE OF LIABILITY INSURANCE ik,,,......------ DATE (MM/DO/YYYY) 4/23/019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Risk Strategies Company 3350 S Dixie Hwy Mi ami FL 33133 CONTACT NAME: PHONE (305)446-2271 FAX (A/C, No, Ext): _(A/C, No): (305)448-3127 E-MAIL Certificates@kahn-carlin.com ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC ti INSURER A : Sentinel Ins . Co. 11000 INSURED Forensis Technologies, LLC 4300 SW 73rd Avenue #103 Miami FL 33155 INSURER B: Zenith Insurance Company 13269 iNsuRER c :Axis Surplus Insurance Co. 26620 INSURERD :Federal Insurance Company 20281 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 0,18121194376 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUER WVD POLICY NUMBER POLICY EFF (MM/DDNYYY) POLICY EXP (MM/CIDNYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY OCCUR X 21SBASY0626 S 12 /7 /2018 12/7/2019 EACH OCCURRENCE S 2,000,000 CLAIMS-MADE X DAMAGE TO REN7ED PREMISES (Ea occurrence) S 1,000,000 MED EXP (Any one person) S 10,000 PERSONAL & ADV INJURY 5 2,000,000 GEN'L AGGREGATE LIMIT APPLIES POLICY PRO JECT OTHER PER. LOC GENERAL AGGREGATE $ 4,000,000 X PRODUCTS - COMP/OP AGG 5 4,000,000 A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS HIRED AUTOS - SCHEDULED AUTOS NON-OWNED - AUTOS • 21SBABX0626 , 12/7/2018 12/7/2019 COMBINED SINGLE LIMIT (Ea accident) S 2,000,000 - BODILY INJURY (Per person) S BODILY INJURY (Per accident) $ X - ^ PROPERTY DAMAGE (Per accident) 5 5 A X UMBRELLA LIAB EXCESS UAB X ---- OCCUR CLAIMS-MADE 21SBABY0626 12 /7 /2018 12/7/2019 EACH OCCURRENCE S 2,000,000 AGGREGATE S 2,000,000 DOD X 'RETENTION S 10,000 5 B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER:EXECUTIVE OFFICER/MEMBER EXCLUDED'? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y I N N I A 0064907416 7/31/2018 ER 7/31/2019 X PER STATUTE 0TH- EL.EACH ACCIDENT $ 500,000 E L DISEASE - EA EMPLOYEE S 500, 000 E L. DISEASE - POLICY LIM'T $ 500,000 C Professional Liability TBD 12/7/2018 12/7/2019 Per Clans Aggregate $ 2,000,000 $ 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) RE: Contract: 2019-111-DF - Document Scanning Service The Certificate Holder is Additional Insured with respects to General Liability. CERTIFICATE HOLDER CANCELLATION City of Miami Beach 1755 Meridian Avenue,3rd Floor SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Miami Beach, FL 33139 AUTHORIZED REPRESENTATIVE M Christian/MARPER -..)7-6- C_,--e,...c.,...I---li 1 © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD INS025 (201401) COMMENTS/REMARKS CYBER LIABILITY Company (C) Policy Number: TBA Effective Dates: 12/07/18-12/07/19 Limit: $2,000,000 (Included within Professional Liability Limit) Retention: $10,000 CRIME COVERAGE Company (D) Policy Number #82494685 Effective Dates:12/07/18-12/07/19 Limit: $1,000,000 Retention: $10,000 VALUABLE PAPERS COVERAGE Company (A) Policy number #21SBABY0626 Effective Dates: 12/07/18-12/07/19 Limit: $1,000,000 Retention: $500 COPYRIGHT 2000, AMS SERVICES INC. OFREMARK S ATTACHMENT D INSURANCE REQUIREMENTS APPENDIX F MIAMIBEACH Insurance Requirements ITB 2019-1 1 1 -DF Document Scanning Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3r d Floor Miami Beach, Florida 33139 ITB 2019-111-DF 36 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation/Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX 3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included. 4. Excess Liability - $ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: Builders Risk completed value .00 Liquor Liability .00 Fire Legal Liability .00 Protection and Indemnity .00 Employee Dishonesty Bond .00 Other .00 XXX 7. Thirty (30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. ITB 2019-111-DF 37