97-22497 RESO
RESOLUTION NO.
97-22497
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE A REQUEST FOR PROPOSALS FOR A CONTRACT TO PROVIDE
HARDWARE AND SOFTWARE FOR A CONVENTION CENTER TIME
KEEPING SYSTEM.
WHEREAS, the City currently contracts with Spectacor Management Group (SMG) to
manage the Miami Beach Convention Center; and
WHEREAS, SMG has requested a time keeping system to manage the Convention
Center more efficiently; and
WHEREAS, it is the intent of the City to utilize the Request For Proposals process to
select a qualified vendor which will be contracted to install a Convention Center Time Keeping
System.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the Administration to issue a Request for Proposals for a
Convention Center Time Keeping System.
PASSED and ADOPTED this lOthday of September, 1997.
ATTEST:
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CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.lJs
COMMISSION MEMORANDUM NO. 55 8-9l
TO:
Mayor Seymour Gelber and
Members ofthe City Commission
DATE: September 10, 1997
SUBJECT:
A Resolution of the yor and City Commission of the City of Miami Beach,
Florida, Authorizing t e Administration to Issue a Request for Proposals (RFP)
No. 133-96/97, for a Contract to Provide Hardware and Software for a
Convention Center Time Keeping System.
FROM:
Jose Garcia-Pedrosa
City Manager
ADMINISTRA TION RECOMMENDATION
The Administration recommends adopting the attached Resolution authorizing the RFP to be issued.
FUNDING
Funding will be available from the Tourism and Convention Center Expansion Authority Capital
Fund.
BACKGROUND
The City has selected Spectacor Management Group (SMG) to manage the Convention Center.
SMG is currently recording employee attendance manually. During large event shows ( e.g. Miami
International Boat Show, Miami International Home & Garden Show, International Sport Fishing
Exposition, etc.), SMG must track over six hundred (600) employees and temporaries, that are
required to assemble/disassemble the shows. SMG has requested a computerized tracking solution
for attendance.
It will be beneficial to the City and the administration of the Convention Center to automate this
process. Some of the benefits will be:
an efficient method of recording employee work time,
quick reporting capabilities (e.g. analysis on operational cost per event show),
scheduling of workers and enforcement of schedules,
an easy to trace audit trail of employee work times and
better management of employee accrued benefits.
AGENDA ITEM C. '1 C-
DATE 't-\O-C11-
Attached is an RFP to solicit proposals from responsible vendors to provide an integrated hardware
and software solution for a Convention Center Time Keeping System.
CONCLUSION
The issuance of the RFP will allow the City to select a qualified vendor to provide a hardware and
software solution.
JGP:MDB:PK J-lPJr.
Attachment
RFP NO.:
DATE:
CITY OF MIAMI BEACH
RFP NO. 133-96/97
REQUEST FOR PROPOSALS FOR
CONVENTION CENTER TIME KEEPING SYSTEM
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN OCTOBER 13,1997 AT 12:00 NOON
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
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TABLE OF CONTENTS
Pa2e
I - OVERVIEW AND PROPOSAL PROCEDURES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
II - SCOPE OF SERVICES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
III - PROPOSAL FORMAT .................................................. 10
IV - EVALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION . . . . . . . . . 13
v - GENERAL PROVISIONS ................................................ 15
VI - SPECIAL TERMS AND CONDITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
VII-ATTAC~NTS ..................................................... 21
VIII - PROPOSAL DOCUMENTS TO BE COl\1PLETED . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
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SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTIONIBACKGROUND
The City of Miami Beach is located on a barrier island off the southeastern coast of
Florida and comprises 7.1 square miles of land and 10 square miles of water.
Incorporated in 1915, the current population is approximately 100,000. The City has
approximately 1,800 employees managed by a City Manager form of government. The
City Manager reports to six commissioners serving staggered four-year terms and a Mayor
serving a two-year term.
The City of Miami Beach is soliciting proposals from responsible vendors to provide an
integrated hardware and software solution for a Convention Center Time Keeping System.
The system should track employee time cards by department, shows, and events. Employee
benefits for full-time, part-time, and temporary employees, will also need to be recorded.
The system should also include event scheduling with enforcement and supervisor override.
The system must provide a minimum of two permanent time clock stations/terminals and two
portable handheld time clock units.
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued 9/15/97
Deadline for receipt of questions 10/6/97
Deadline for receipt of proposals 10/13/97 at 12 Noon
Evaluation/selection process 10/27/97
Projected award date 11/5/97
Projected contract start date 11/19/97
C. PROPOSAL SUBMISSION
An original and 5 copies of complete proposal must be received by October 13, 1997 at
12:00 Noon and will be opened on that day at that time. The original and all copies must
be submitted to the Procurement Division in a sealed envelope or container stating on the
outside the proposer's name, address, telephone number, RFP number and title, and proposal
due date.
The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. Proposals received after the proposal due date and time will not
be accepted and will not be considered.
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D. CONTACT PERSON/ADDmONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers
are advised that from the date of release of this RFP until award of the contract, no contact
with City personnel related to this RFP is permitted, except as authorized by the contact
person. Any such unauthorized contact may result in the disqualification of the proposer's
submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals. The proposer should verify
with the Procurement Division prior to submitting a proposal that all addenda have
been received.
E. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount of
$250.00. Failure by a proposer to honor its proposal or to submit any required insurance or
performance bond, within the time stated, shall cause the proposal guaranty submitted with
the proposal to be forfeited.
Any proposal which is not accompanied by the required proposal guaranty shall be
considered non-responsive and ineligible for award.
Proposal guaranty will be returned to successful proposer upon approval of any required
insurance certificates or bonds. Guaranties submitted by other than the successful proposer
will be returned after award of contract.
F. MODIFICA TION/WITHDRA W ALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn in
writing prior to the proposal due date or upon expiration of one-hundred twenty calendar
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days after the opening of proposals without a contract award. Letters of withdrawal received
after the proposal due date and before said expiration date, and letters of withdrawal received
after contract award will not be considered.
G.
RFP POSTPONEMENT/CANCELLA TION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in any proposals received as a result of this RFP.
H. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be borne by the proposer( s) and not be
reimbursed by the City.
I. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of $20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, including
new address, telephone number, services, or commodities.
J. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
may accept or reject the exceptions. In cases in which exceptions are rejected, the City may
require the proposer to furnish the services or goods described herein, or negotiate an
acceptable alternative.
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K. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with
Chapter 286, Florida Statutes, known as the "Government in the Sunshine Law".
L. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin negotiations with the next selected proposer. This process will
continue until a contract has been executed or all proposals have been rejected. No proposer
shall have any rights in the subject project or property or against the City arising from such
negotiations.
M. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received
no later than 5 calendar days after contract award by the City Commission. The
Procurement Director will notify the protester of the cost and time necessary for a written
reply, and all costs accruing to an award challenge shall be assumed by the protester. Any
protests received after 5 calendar days from contract award by the City Commission will not
be considered, and the basis or bases for said protest shall be deemed to have been waived
by the protester.
N. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws,
ordinances, codes, and regulations that may in any way affect the services offered, including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
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v
O. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made, may result in forfeiture of
that portion of any proposal surety required equal to liquidated damages incurred by the City
thereby, or where surety is not required, such failure may be grounds for removing the
proposer from the City's vendor list.
P. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. All
proposers must disclose with their proposal the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, 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 or any of its affiliates.
Q. PROPOSER'S RESPONSmILITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. No pleas of ignorance of such conditions and requirements resulting from failure
to make such investigations and examinations will relieve the successful proposer from any
obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any
monetary consideration on the part of the proposer.
R. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considered
to be an independent contractor and that neither the proposer nor the proposer's employees
and agents shall, under any circumstances, be considered employees or agents of the City.
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,J SECTION II - SCOPE OF SERVICES
A. OVERVIEW
The City Of Miami Beach seeks a turn key solution to manage the Miami Beach Convention
Center's time keeping, scheduling, and benefits for full-time, part-time, and temporary
employees. The software should be networkable. The City currently uses Novell Netware
for network file sharing/printing and Windows 3.x/95 for client access to the server. The
proposed system should operate within this environment to maximize the City's current
investment and future plan in technology, (see section VII - Attachments, Exhibit B - City
Technology Profile.)
B. SOFTWARE
The system must be able to track a minimum of 1,500 active employees. The system must
interface with ADP payroll. The system must be capable of tracking employees working at
multiple events at differing pay scales within the same pay period. The system must be able
to record employee regular pay, holiday pay, overtime pay, flat minimum pay, late arrivals
and absences. The system must be capable of tracking employee benefits such as sick time,
vacation time, and other accrued times.
C. HARDWARE
The City seeks a system with two permanent time clock stations/terminals that will
communicate to the host, located approximately 3,000 feet away, via communication lines
such as modems and two portable handheld scanner timeclock units. Badge swipes,
scanning, and key entry are necessary for recording time events. The proposer will provide
at least a 1 year warranty on equipment and provide on-site maintenance. The system must
be able to operate in the City's current Netware and Windows environment and should be
easily expandable if needed in the future.
D. LEADERSIDP, ADMINISTRATION, QUALITY AND FUTURE TECHNOLOGIES
COMMITMENT.
The Proposer's ability to support the City in a way that will ensure a successful
implementation is of critical importance. The selected Proposer must meet the following
requirements:
1. Be an industry leader and have a clear vision of how they will support emerging
technologies and industry standards.
2. Provide a single point of contact for all contract negotiation, installation and
implementation issues.
3. Demonstrate an ongoing commitment to quality, increased operating efficiency and
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5.
effectiveness and an improving cost/value ratio.
Maintain competent technical and administrative support organizations, trained in
current and emerging technology, and properly trained and equipped.
Proposer must have references for other convention center, hotel, arena, and stadium
installations, including contacts and telephone numbers.
Proposed system must have a track record of being used for the last five years in a
similar size site.
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4.
6.
E. TRAINING
Proposer will describe a detailed description of the training plan necessary for full utilization
of the system. The training plan will include the type of training, location of training,
equipment / materials used for training and party responsible for said equipment / materials,
length of training and any limits on number of users to attend training.
F. WARRANTIES / EXTENDED MAINTENANCE PLAN
Proposer will describe, in detail, your proposed warranty (minimum one year) on the system
and any optional extended maintenance plans.
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SECTION ill - PROPOSAL FORMAT
Proposals must contain the following documents, each fully completed and signed as required.
Proposals which do not include all required documentation or are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
1. Table of Contents
Outline in sequential order the major areas of the proposal, including enclosures. All
pages must be consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address:
Proposer must respond to all minimum requirements listed below, and provide
documentation which demonstrates ability to satisfy all of the minimum qualification
requirements. Proposals which do not contain such documentation may be deemed
non-responsIve.
3. Price Proposal
Proposer must include price which will be charged to the City.
4. Acknowledgment of Addenda and Proposer Information forms (Section VIII)
5. Any other document required by this RFP. such as a Ouestionnaire or Proposal
Guaranty.
B. MINIMUM REQUIREMENTS / QUALIFICA nONS:
Please do not include brochures, manuals, or boiler plate proposals in the sections listed
above. If included, it must be listed in the table of contents as an appendix after section 5
(Other Required Documents).
1. Include the following specific subsections as part of Section 2 (Proposal Points to
Address) :
Executive Top level summary of the most important aspects of the proposal,
Summary containing a concise description of the proposed solution and cost.
Detailed Provide detailed information of proposed solution as described in
Description SECTION II - SCOPE OF SERVICES, including detailed project
of Proposed plans for implementation, training, and continued maintenance.
Solution
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)
2. In Section 3 (price Proposal) provide detailed price information for hardware,
software, training, warranty, and extended maintenance plan as follows:
Description Price
Hardware:
List itemized detail of hardware for proposed system; $
provide name brand, model number, and price per unit. $
Hardware Total $
Software:
Please describe, in detail, software modules/components $
including version number and price per module for the $
proposed system. If third party software is needed, $
include as separate module and price. Include price per
single user and simultaneous users in groups of3, 5,
and 10 users or state unlimited use by City.
Software (single user license) Total $
Software (3 user license) Total $
Software (5 user license) Total $
Software (10 user license) Total $
Training:
Please list and price the training plan proposed in $
Section II.
Warranties / Extended Maintenance:
Please list the proposed warranty and price. Include $
length of warranty period.
Please list various options for extended warranties / $
maintenance plans to begin after warranty period. $
3. In Section 5 (Other required documents) include:
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a) The completed "Punctions/Features Questionnaire" (Exhibit A). This Exhibit
should be returned as both hardcopy and filled in on the attached diskette. Both
WordPerfect and Word formats are available.
b) Include either an annual report or financial data (e.g. audited financial statements,
Dunn & Bradstreet rating reports, etc.).
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SECTION IV - EV ALVA TION/SELECTION PROCESS: CRITERIA FOR EV ALVA TION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is desired,
proposers may be requested to make additional written submissions or oral presentations
before the Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the Evaluation Committee believes to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
a. Responsiveness to the technical requirements of this RFP.
b. Proposer's Qualifications, Experience and Professional Reputation.
c. Total cost for proposal.
d. Training.
e. Warranty / Maintenance Plan.
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals acceptance of which the
City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of the
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject City Manager's
recommendation(s) and select another proposal or proposals. In any case, City Commission
shall select the proposal or proposals acceptance of which the City Commission deems to
be in the best interest of the City. The City Commission may also reject all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive at a
contract. If the City Commission has so directed, the City Manager may proceed to
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negotiate a contract with a proposer other than the top-ranked proposer if the negotiations
with the top-ranked proposer fail to produce a mutually acceptable contract within a
reasonable period of time.
9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract( s) after the selected
proposer(s) has or have done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
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SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all
of its right, title, or interest therein, or its power to execute such contract to any
person, firm, or corporation without prior written consent of the City. Any
unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold harmless
the City of Miami Beach and its officers, employees, and agents, from and against
any and all actions, claims, liabilities, losses and expenses, including but not limited
to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of
or damage to property, in law or in equity, which may arise or be alleged to have
arisen from the negligent acts or omissions or other wrongful conduct of the
successful proposer, its employees, or agents in connection with the performance of
service pursuant to the resultant Contract; the successful proposer shall pay all such
claims and losses and shall pay all such costs and judgments which may issue from
any lawsuit arising from such claims and losses, and shall pay all costs expended by
the City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it shall
fail to fulfill in a timely manner, or otherwise violate any of the covenants,
agreements, or stipulations material to the Agreement, the City shall thereupon have
the right to terminate the services then remaining to be performed by giving written
notice to the successful proposer of such termination which shall become effective
upon receipt by the successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with
the Agreement for all services performed by the proposer prior to termination, net
of any costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability
to the City for damages sustained by the City by virtue of any breach of the
Agreement by the proposer, and the City may reasonably withhold payments to the
successful proposer for the purposes of set off until such time as the exact amount
of damages due the City from the successful proposer is determined.
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D. TERMINA nON FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be
performed at any time without cause by giving written notice to successful proposer
of such termination, which shall become effective thirty (30) days following receipt
by proposer of the written termination notice. In that event, all finished or unfinished
documents and other materials shall be properly delivered to the City. If the
Agreement is terminated by the City as provided in this section, the City shall
compensate the successful proposer in accordance with the Agreement for all
services actually performed by the successful proposer and reasonable direct costs
of successful proposer for assembling and delivering to City all documents. Such
payments shall be the total extent of the City's liability to the successful proposer
upon a termination as provided for in this section.
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SECTION VI - SPECIAL TERMS AND CONDITIONS
A. PERFORMANCE BOND
Within five (5) calendar days after the award of the Agreement, the successful Respondent will be
required to obtain and provide a $5,000.00 bond which will remain in effect during the term of the
Agreement. The bond shall be executed by a responsible corporate surety which has been given a
B+ VI or higher rating by the most recent edition of AM Best's Insurance Guide and which is
authorized to issue bonds in the State of Florida through an authorized agent with an office in
Florida. In the alternative, an Irrevocable Letter Credit or cash deposit will be accepted.
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PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS that
as Principal,
hereinafter called Contractor, and as Surety, hereinafter
called Surety, are held and firmly bound unto the City of Miami Beach, Florida, as Obligee,
hereinafter called the City, in the amount of Dollars ($ ), for
the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors,
administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, Contractor, on the _ day of , 19 --..J entered into a
certain contract with the City, hereto attached, for RFP No. 133-96/97, Entitled
"CONVENTION CENTER TIME KEEPING SYSTEM" , which Contract is made a part
hereof by reference thereto.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that, if
the Contractor shall well and truly perform and fulfill all the undertakings, covenants, terms,
conditions and agreements of said Contract, and all duly authorized modifications of said
Contract that may hereafter be made, notice of which modifications to the Surety being
hereby waived, then this obligation shall be void; otherwise to remain in full force and effect.
Any suit under this bond must be instituted before the expiration of two (2) years from the
date on which the final payment under the Contract falls due.
No right of action shall accrue on this bond to or for the use of any person or corporation
other than the Obligee named herein or the heirs, executors, administrators or successors of
the Obligee.
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IN WITNESS WHEREOF, the above bounded parties have caused this Bond to be
executed by their appropriate officials of the day of
, 19
WITNESSES:
PRINCIPAL:
(If sole Proprietor or partnership)
(Firm Name)
BY
Title: (Sole Proprietor or Partner)
PRINCIPAL (If Corporation)
(Corporate Name)
BY
(president)
Attest:
(Secretary)
(CORPORATE SEAL)
COUNTERSIGNED BY
RESIDENT FLORIDA
AGENT OF SURETY:
SURETY:
(Copy of Agent's current
License as issued by State
of Florida Insurance
Commissioner)
By:
RFP NO.:
DATE:
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CITY OF MIAMI BEACH
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CERTIFICA TE AS TO CORPORATE PRINCIPAL
I, , certifY that I am the Secretary of the Corporation named as
Principal in the foregoing bond; that who signed the said bond on behalf
of the Principal, was then of said Corporation; that I know his
signature, and his signature hereto is genuine; and that said bond was duly signed, sealed, and
attested for and in behalf of said Corporation by authority of its governing body.
Secretary
Corporate
Seal
ACKNOWLEDGMENT OF ATTORNEY-IN-FACT SURETY
STATE OF FLORIDA)
ss
COUNTY OF )
Before me, a Notary Public, duly commissioned, qualified and acting, personally appeared
, who says that he is the Attorney-in-Fact, for the
(Surety) and that he has been authorized by the Surety to execute the
foregoing bond on behalf of the Surety named therein in favor of the City of Miami Beach, Florida.
Said person is _ personally known to me, or _ has produced (specifY type of identification, i.e.,
driver's license and number, state of issue, etc.) and
who _did take an oath, or _ did not take an oath.
WITNESS my hand and official seal, at the County and State aforesaid, on the day and year
aforesaid.
(Attach Power of Attorney)
Notary Public
State of Florida- at-Large
My commission Expires:
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SECTION vn - ATTACHMENTS
Exhibit A - FunctionslFeatures Questionnaire
Proposer should assign the appropriate response code to each of the questions below. Please return
this section both as printed proposal and diskette in either Word Perfect format or Word format.
Y - Specification is fully met by the proposed existing software, is installed and
operational at other sites and can be demonstrated to the City.
N - Not provided.
..... ............>.. ... ....... ........ ................ ..... .... ......>........... )> ..... ...... .... .................
\)....... 'Ti1I.T
c.c ...... ......................... .. .> ... ......... .. ...... ... ..... ..... ..... ...... >
1. Does the proposed system handle at least 1,500 active employees?
2. Does the system have direct interface/downloading to ADP payroll system?
3. Does the system run on a Novell Netware server using MicroSoft Windows
operating environment for client access?
4. Will the proposed system run on a stand-alone PC using Windows?
5. Does the system have two fixed timeclock stations/terminals in the proposed
package?
6. Do the remote timeclock stationslterminals interface via modem with host
PC/server?
7. Does the system have two portable handheld scanner timeclock units included
in the base package?
8. Do the timeclock stations/terminals have entry capability for badge swipes,
PIN entry, and supervisor-authorized entry?
9. Do the timeclock stations/terminals have internal battery backup capability?
10. Does proposer manufacture the timeclock stations/terminals?
11. Will proposer provide for maintenance/repairs of timeclock stations/terminals
for the next five years?
12. Does the system have full security parameters, allowing multiple levels of
access depending on user id/password?
13. Does the system provide archiving of historical time and attendance data for
employees based on a date range?
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14. Is the system capable of processing and reporting all critical labor data,
including labor hours, absences, late arrivals, vacation time, exception
comments and wages? Attach sample reports.
15. Is the system capable of accruals reporting for employee benefits, including
sick time, vacation, personal time and other accrued time as required? Attach
sample reports.
16. Is the system capable of remote diagnostics to be performed by maintenance
and service representatives over a modem? Attach sample screen prints or
reports.
17. Is the system programmable for multiple employee wage parameters,
including but not limited to, holiday pay, overtime parameters, minimum call
time, "flat rate per call", pay structures, etc.?
18. Does the system have full end-user real time reporting capabilities, including
job costing, employee data reports, departmental reports, event reports, etc.?
Attach sample reports.
19. Does the system have full scheduling capability, and exception to schedule
reporting capabilities? Attach sample reports.
20. Does proposer include at least one year warranty for system
(software/hardware )?
21. Does proposer include start-up training for full utilization of system by
purchaser?
22. Does proposer provide on-site support for timeclock stations/terminals?
23. Does proposer provide loaner timeclock stationslterminals if repair time is
greater than twenty four hours?
24. Does proposer have the ability to provide supplies as needed, including id
badges, labels, etc.?
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......................<< ....... ............. ....... rd.......... ..... ............. ..u....
.......... ......... .<
...... .............................. ......... ........... > . ..... ......... ....... ...... >>i> .i ... .><r J:II~
25. Do the timeclock stations/terminals display name at time of swipe?
26. Do the timeclock stations/terminals display benefit hours?
27. Do the timeclock stations/terminals have the ability to change jobs and
department on timeclock?
28. Do the timeclock stations/terminals have the ability to view punches?
29. Do the timeclock stations/terminals have a no re-punch feature?
30. Do the timeclock stations/terminals have an automatic lunch deduct key?
31. Do the timeclock stations/terminals have view last punch?
32. Do the timeclock stations/terminals display a schedule?
33. Do the timeclock stations/terminals have the ability for an employee to view
individual messages on timeclock?
34. Do the timeclock stations/terminals allow employees to punch at any terminal?
35. Do the timeclock stations/terminals have the ability to use wands or scanners
on them?
36. Do the timeclock stations/terminals have the ability to allow employees' punch
while system is polling?
37. Can the timeclock stations/terminals' clock be programmed from a PC?
38. Do the timeclock stations/terminals allow supervisor edits?
39. Do the timeclock stations/terminals have punch on battery backup in the event
of a power failure?
40. Do the timeclock stations/terminals have the ability to communicate over
ethernet?
41. Do the timeclock stations/terminals have an internal modem to communicate
with the PC/server?
42. Do the timeclock stations/terminals have off hour entry by supervisor and
schedule enforcement?
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43. Have your systems been installed for at least 5 years?
44. Does the system have an audit trail report of changes made to timecards?
45. Does the system poll clocks while in another application?
46. Does the base system have any graphing capabilities for employee data
without any other software package required? Attach sample.
47. Does the system have real time updating of a timecard when a change is made,
without having to get out of an application to post?
48. Does the system have customizable help screens?
49. Is the system capable of scheduling automatic report execution at offpeak
hours?
50. Does the system have Job and Event tracking reports? Attach sample.
51. Does the system have the ability to add on and view comments on a timecard?
52. Does the system allow for viewing schedules on timecard?
53. Are the batteries standard off the shelf and user replaceable?
54. Is the system capable of processing and reporting all critical labor data,
including labor hours, absences, late arrivals, vacation time, exception
comments and wages on archival data?
55. Does proposer have a local telephone number or 1-800 toll free number for
support?
56. Does proposer include references for other convention center, hotel, arena, and
stadium installations, including contacts and telephone numbers?
For the/ollowing questions, please use additional sheets or attachments as necessary:
57. How long does battery backup last on the timeclock stations/terminals?
58. List supported manufacturers and part numbers for backup batteries on the timeclock
stations/terminals.
59. How many fixed time clock stations/terminals does the system support?
60. Do the timeclock stations/terminals ring bells at schedule times? Describe how.
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61. Do the timeclock stations/terminals communicate to door locks and gates? Describe how.
62. Describe how the timeclock stations/terminals can communicate with the host, equipment
used, and at what speed?
63. If a timeclock station/terminal requires repair and it will be out of service for 24 hours, how
soon does proposer provide a temporary replacement?
64. List the manufacturer of the timeclock stations/terminals and handhelds, include model
numbers.
65. Are there escalation procedures for support calls? List steps and contacts.
66. How many portable handheld scanner timeclock units does the system support?
67. List the operating systems the proposed system will run on?
68. Describe how the system archives data and if the system is able to reload or view archived
data?
69. What type of training does proposer include for system start-up as needed for full utilization
of system by purchaser, for example (classroom, train-the-trainer, video, length of training,
location of training, etc.)?
70. List any optional proposed annual maintenance/upgrade cost to be guaranteed for two years
following warranty period?
71. State proposer's main line of business.
72. State number of years proposer is in business.
73. List the proposer's headquarters address and support center address if different.
74. State years proposed software has been installed in working sites.
75. List three references of proposed system of similar size for whom you have installed,
include:
a. Company/Agency name and main line of business.
b. Brief narrative of implementation including date of installation, size of
implementation, summary of technical environment.
c. Contact information including name, position, phone number and extension,
fax number.
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76. List sample pricing for other optional software/hardware such as handhelds, stations, etc.
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Exhibit B - City Technology Profile
A. Overview
The City currently operates a geographically-dispersed mix of technology platforms
connected via a wide area network. Several new technology requirements have been
identified which are fundamental to achieving the City's strategic initiatives. These new
technology requirements formulate the City's "Future" Technology Architecture. During the
next few years, the City will aggressively migrate from the current or "As-Is" Technology
Architecture to the new, "Future" Technology Architecture. The Convention Center Time
Keeping System is a critical part of the new Architecture.
B. "As-Is" Technology Architecture
Currently, the City operates the following technology platforms at its various operating
locations:
1. Four (4) HP series 3000 minicomputers running under l\1PE/IX.
2. Ten (10) Pentium servers with speeds ranging from 90 to 200 Mhz. All are running
Novel Netware 4.1.
3. Approximately 400 PC's, of which about 350 are networked. Configurations range
from the minimum 486 running at 25 to 66 Mhz with 8 l\1B RAM, to Pentiums
running at 100 to 166 Mhz with 16 to 32 l\1B RAM. Most feature a 14" SVGA
monitor and have from 800 to 1.6 GB hard drives. CD-ROM drives are not standard.
F ewer than 5% have FAX capabilities and internal modems. About 98% operate
under Windows 3.1. The City plans to migrate to a 32-bit OS by mid 1998.
4. Most departments have at least one network printer. Network printers include lIP 4si,
HPSL, lIP6, HP 4mv and lIP Sm.
5. The City leases a 10 MBS WAN connection from Bell South. The lIP 3000's are tied
to an Ethernet 802.3 backbone.
6. HP's running Computer Aided Dispatch and Emergency Response applications tie
through a Microvax SNA Gateway to Microwave MDTs.
7. Local Area Networks are currently 10 base T. Most network interface cards are
currently "D-link" for 10 base T. Some departments are expected to upgrade to 100
base T.
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c. "Future" Technology Architecture
A "Future" Technology Architecture includes:
1. Components required to access data from anywhere in the enterprise in a transparent
fashion and present it to users as information to make critical decisions.
2. Information repositories for data storage.
3. Data highways by which users access information.
4. Desktop and laptop computers where information is presented.
5. Software required to tie all these elements together.
Making the "Future" Technology Architecture a reality poses three major challenges. The
Architecture must:
1. Provide the required "additional" functionality .
2. Coexist and be integrated with the City's existing application and technology
investments.
3. Be flexible, capable of changing rapidly according to the needs of the City.
To satisfY our requirements, several technology components have been identified including,
but not limited to:
1. Shared Database Systems - A foundation for all enterprise data so it can be accessed
and manipulated in a consistent fashion throughout the organization.
2. Client/Server Applications - Applications that can access large blocks of data from
one or more data servers and manipulate the data for presentation.
3. Local Area Networks (LANs) Shared storage, printing and file services, and
connectivity to high speed networks and other computing environments.
4. Laptop Computers - Mobile access to data via client/server applications and display
information on a graphical user interface.
5. High Performance Networks - Multi-protocol network connectivity providing high
speed data transfer between remote locations.
6. Open Systems - Adherence to industry standards able to coexist and inter-operate
with other systems.
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RFP NO.:
DATE:
SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
133-96/97 CITY OF MIAMI BEACH
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357
PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and all
proposals, to make awards on all items or any items according to the best interest of the City,
and to waive any irregularities in the RFP or in the proposals received as a result of the RFP.
It is also understood and agreed by the proposer that by submitting a proposal, proposer shall
be deemed to understand and agree than no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluation/selection process until and unless a
contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(printed Name)
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DATE:
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REQUEST FOR PROPOSALS NO. 133-96/97
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection with
this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part D:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(proposer - Name)
(Date)
(Signature)
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DATE:
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DECLARATION
TO: Jose Garcia-Pedrosa
City Manager
City of Miami Beach, Florida
Submitted this
day of
,1997.
The undersigned, as proposer, declares that the only persons interested in this proposal are named
herein; that no other person has any interest in this proposal or in the Contract to which this proposal
pertains; that this proposal is made without connection or arrangement with any other person; and
that this proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
document for the purpose of establishing a formal contractual relationship between the proposer and
the City of Miami Beach, Florida, for the performance of all requirements to which the proposal
pertains.
The proposer states that the proposal is based upon the documents identified by the following
number: RFP No. 133-96/97
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
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DATE:
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Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation. answer this:
When Incorporated:
In what State:
If Foreign Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
Ouestionnaire (continued)
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DATE:
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QUESTIONNAIRE
CITY OF MIAMI BEACH
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If a Partnership:
Date of organization:
General or Limited Partnership"':
Name and Address of Each Partner:
NAME
ADDRESS
'" Designate general partners in a Limited Partnership
I. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the proposed
project ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made,
failed to complete a contract during the past five (5) years, or been declared to be in
default in any contract in the last 5 years?
If yes, please explain:
Ouestionnaire (continued)
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4. Has the proposer or any of its principals ever been declared bankrupt or reorganized
under Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed
necessary .
5. Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or
Municipal Court of any violation of law, other than traffic violations. To include
stockholders over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or
individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
c. List any criminal violations and/or convictions of the proposer and/or any of its
principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or
perceived conflicts of interest in connection with this proposal:
(If none, so state.)
The proposer understands that information contained in this Questionnaire will be relied upon by the City in
awarding the proposed Agreement and such information is warranted by the proposer to be true. The
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undersigned proposer agrees to furnish such additional information, prior to acceptance of any proposal relating
to the qualifications of the proposer, as may be required by the City Manager.'-
The proposer further understands that the information contained in this questionnaire may be confirmed
through a background investigation conducted by the Miami Beach Police Department. By submitting this
questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to
fingerpt:inting and providing information for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
SignatUre
By:
(General Partner)
(Print Name)
(Print Name)
WITNESSES:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
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DATE:
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