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C2D - Closed Captioning Services IAMIBEACH CITY OF MIAMI BEACH CERTIFICATION OF CONTRACT TITLE: Real -Time Closed ' Captioning Services of All City. of Miami Beach Commission Meetings and Other Televised Meetings, as required. CONTRACT NO.: 08-10%11 EFFECTIVE DATE(S): This contract shall remain in effect for two (2) years from date .of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for three (3) additional years, on a year to year basis SUPERSEDES 31 -04/05 CONTRACTOR(S): Ageis RapidText, Inc. ESTIMATED ANNUAL CONTRACT AMOUNT :. $75,000.00 A. AUTHORITY Upon affirmative action taken .by the Mayor. and City. Commission of the City of Miami Beach, Florida on April 13, 2011, for approval to award a . contract, upon execution between the City of Miami Beach Florida and Contractor. B. EFFECT - This Contract is entered into to provide read -time closed captioning service of all City of Miami ' Beach commission meetings and other televised meeting for the City of Miami Beach, pursuant to City Invitation to Bid (ITB) No.. 08- 10/11 and any addenda. thereto, and Cont`ractor's bid in response thereto (this- .Contract, the' ITB, and Contractor's bid .. in response thereto may hereinafter, collectively be referred to as the "Contract Documents "). C. ORDERING' INSTRUCTIONS - :All blanket purchase orders shall be issued in accordance with the City of Miami Beach Procurement Division policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. 'All blanket purchase orders 'shall show the City of Miami Beach Contract Number 08- 10/11. D. CONTRACTOR PERFORMANCE City of Miami Beach departments *shall report any failure of Contractor for real -time closed captioning service of all City of Miami Beach - commission meetings and other televised meeting for the City of Miami Beach according to the requirements of the Contract Documents to Rober Parcher, City of Miami Beach, City Clerk at 305 -673- 7000. ext. 6451. E. INSURANCE CERTIFICATE(S) - The Contractor shall file Insurance Certificates, as required, which must be signed by a Registered Insurance Agent licensed in the State of Florida, and approved by the City of Miami Beach Risk Manager .prior to delivery: of supplies, and %or commencement of any services /work by Contractor. r Certification of Contract F. ASSIGNMENT AND PERFORMANCE Neither this Contract nor any -interest herein shall be assigned., transferred, .or encumbered by ,either party without the prior written consent of the City. In addition, Contractor shall not subcontract. delivery of supplies, or any portion of work, and /or services required by. the Contract Documents .without the prior written consent; of the City. Contractor warrants and represents that all persons providing /performing any supplies,. work, and /or services required by the ' Contract Documents have the knowledge and skills, either by training, experience, .education, or a combination thereof, to adequately and competently provide /perform same, to City's- satisfaction, for the agreed compensation. Contractor shall provide /perform the supplies, work, and /or services required under the Contract Documents in a skillful and respectable manner. The quality of the Contractor's performance and all interim and final product(s) ;provided to or on behalf of City shall be comparable to the best local and national standards. G: SERVICE EXCELLENCE STANDARDS — Excellent Customer Service is the standard of the City of Miami Beach. As. a Contractor of the City, Contractor will be required to conduct itself in a professional, courteous and ethical manner,- and at all times and adhere to the City',s Service Excellence standards. Training will be provided by the City's Organizational. Development and Training Specialist. H. PUBLIC ENTITY CRIMES In accordance with the Public Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who is a contractor; consultant or other provider, ,.who; has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on . a contract to provide any goods or services to the City, may not submit a bid on a contract with the City for the construction or repair of a public building or public work, may not submit bids on leases of real property to the City, may not be awarded or perform work as a contractor, supplier, `subcontractor, or consultant under a contract with the City and may not transact any business with the City in excess of the threshold amount provided in Section 287.017, Florida Statutes, for, category two purchases for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the Contract and may result in Contractor debarment. I. INDEPENDENT CONTRACTOR - Contractor 'is an independent. contractor under this Contract. Supplies, work, and /or services, provided by Contractor pursuant to the .Contract Documents shall be subject to the supervision of Contractor. In providing such supplies, work, and /or services, neither Contractor nor its agents shall act as officers, employees, or agents of the City. This Contract shall not constitute or make the parties a partnership or joint venture. J. THIRD PARTY BENEFICIARIES - Neither Contractor nor City intends to directly or substantially benefit a third party by this Contract -and /or the Contract Documents. Therefore, the parties agree that there are no third party beneficiaries to this Contract and that no'third party shall be entitled to assert a .claim against either of them based upon this Contract and /or the Contract' Documents. The parties expressly acknowledge that it is not their, intent to create any .rights or obligations in any third person or entity 'under this Contract and /or the Contract Documents. 2 , Certification of Contract K. NOTICES - Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested,. or by hand- delivery with a' request for a written receipt of acknowledgment of t delivery, addressed to the .party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties, designate the following: For City Gus Lopez, Procurement Director City of Miami Beach Procurement Division 1700 Convention Center Drive Miami Beach, Florida 33139 With .copies to: Robert Parcher, , City Clerk City of Miami Beach City Clerk' Office 1700 'Convention Center Drive Miami Beach, Florida 33139 For Contractor Ageis RapidlText, Inc. 111 North First Street, Ste. 201 Burbank, California 91502 Attn: Kathy Furlan Phone: 800-234-0304 ext. 47124 - Fax: 818- 556 -4150 Email: Katby.furlanC@aegisglobal.com L. MATERIALITY AND WAIVER OF BREACH - City and Contractor agree that ' each requirement, duty, and obligation set forth in the Contract Documents is substantial and important to the formation of this Contract and,' therefore, is a material term hereof. City's failure to enforce any provision of the Contract Documents shall not be deemed a waiver of such provision or modification of. this Contract. A waiver ' of any breach of, a provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. 3 Certification of Contract M SEVERANCE In the event a portion of this Contract and /or the Contract Documents is found by a .court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective. unless City or Contractor elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7) days after the finding by the court becomes final: N. APPLICABLE LAW AND VENUE - This Contract and /or the Contract Documents shall be enforceable in Miami =Dade County, Florida, and if legal .action is necessary by either , party with respect to the enforcement: of any or, all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami -Dade County; Florida. By entering into this Contract, Contractor and City hereby expressly waive any rights either party may have to a trial by jury of any civil Litigation related to, or arising out -of the Contract and /or the Contract Documents. Contractor, shall specifically bind all subcontractors to the - provisions of this Contract and the Contract Documents. O. AMENDMENTS -- No modification, amendment, .or alteration in the terms or conditions contained herein, or in the Contract Documents, shall be effective unless contained in a written document prepared with the same or similar formality as this Contract and executed by the City and Contractor. P. This Contract shall not be effective until all bonds and insurance(s) required under the Contract Documents have been submitted to, and approved by, the City's Risk Manager. Q. The 1TB and all addenda-.issued, and Contractor's bid in response thereto, are attached to this. Contract and are hereby adopted by reference and incorporated herein as if fully set forth in this Contract.. Accordingly, Contractor agrees to abide by and be . bound by E any and all of the documents incorporated by the Contract Documents. Where there is a conflict between. -any provision set forth within (i) this Contract; (ii) - the ITB; (iii) Contractor's bid in response - thereto; the more stringent provision (as enforced by the `City) shall prevail. 4 Certification of Contract - IN WITNESS WHEREOF the City and Contractor have caused this Certification of Contract to . be signed and attested on this /yfh day of S�Rfewher 2011, by their respective duly authorized representatives. CONTRACTOR CITY OF MIAMI.BEACH By By Vitt President/ .Signature, . ` 'Ma or Print Name Date Date , ATTEST: ATTEST: Q .rLC Secretary/ Signature City Clerk Print Name, Date Date APPROVED AS TO FO RM & LANGUAGE & FOR EXECUTION F: \PURC \$ ALL \SHIRLEY\contracts \08 -10 -11 Aegis.doc Attorne Date 5 COMMISSION ITEM SUMMARY Condensed Title: Request For Approval To Award Contracts To Aegis Rapidtext, Inc., As Primary. Vendor, And National Captioning institute Inc., As Secondary Vendor Pursuant To Invitation To Bid (ITB) No.08 -10/11 For Real Time Closed Captioning Services Of -All City Of Miami Beach Commission Meetings, And Other Televised Meetings, As Required, To Include Real -Time Spanish Closed Captioning And Translation Services, In the Estimated Annual Amount of $75,000. Key Intended Outcome Supported: Increase Community Satisfaction With City Services. Supporting Data (Surveys, Environmental Scan, etc.)::' In 2009, 17.7% of all'respondents indicated they most often get their information for Cable Channel MB77. Issue: Shall the Mayor and. City Commission approve the award a contract? Item Summa /Recommendation: T he Purpose of Invitation to Bid No.- 08- 10/11 (the" "Bid ") is to establish a contract, by means of competitive ealed bids, for real-time closed captioning service of all City of Miami Beach Commission meetings and ther 'televised meetings, as required, from a source that provides prompt and efficient service with a ccuracy generally better than 90 %. T he real -time closed. captioning services provide English and Spanish of all City Commission meetings, and then televised meetings, as required. The City will receive one (1) file in time sequence order. A Microsoft W ord compatible or other ASCII, unedited, uncertified, via e-mail before 9:30 a.m. Eastern Time- the m orning , following a meeting. T he awarded contract shall remain in effect for two (2) years from date of contract execution by the Mayor f a nd City Clerk, and may be renewed for three (3) additional years, on a year -to -year basis, providing the uccessful bidder will agree to maintain the same terms and conditions of the current contract. ased on the analysis of the' bids received, it is recommended that the- City award contracts to Aegis apidtext, Inc., as primary vendor and National Captioning Institute, inc., as secondary vendor. APPROVE THE AWARD OF CONTRACT. Adviso N/A Financial Information: Source of Amount Account Funds: 1 $55,000 annually City Clerk Office Professional Services Account No. 011- 0210- 000312 $20,000 annually ADA Compliance Grant - 199 -6953- 000312 QBPI Total $75,000 annually Financial Impact Summary: City Clerk's Office Legislative Trackin Gus Lopez Procurement Division Director @ 6641 Sign Departrnent Director Assistant City Manager City RP DM PDW JMG T:\ AGENDA \2011 \04- 13- 11 \ITB- 08 -10 -11 Closed Capitioning Summary . MIAM]BEI�%N....H AGENDA ITEM C AD I M 171MIBEACH.' IA City. of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.mi'omibeachfl.gov COMMISSION MEMORANDUM s TO:' Mayor Matti Herrera Bower and Members of the -Citv Commission FROM: Jorge M. Gonzalez, City Manager' DATE:' April 13, 2011 SUBJECT: REQUEST FOR APPROVAL, TO- AWARD' CONTRACTS: TO AEGIS RAPIDTEXT, INC. AS PRIMARY VENDOR, AND` NATIONAL CAPTIONING INSTITUTE INC. AS SECONDARY VENDOR, PURSUANT TO - INVITATION TO BID (ITB) NO. 08 -10/11 FOR REAL -TIME. CLOSED CAPTIONING SERVICES OF ALL CITY OF MIAMI BEACH. COMMISSION MEETINGS; AND OTHER TELEVISED MEETINGS, 'AS REQUIRED, TO INCLUDE REAL - TIME SPANISH CLOSED CAPTIONING AND TRANSLATION SERVICES, IN THE ESTIMATED ANNUAL AMOUNT OF $75,000. : ADMINISTRATION RECOMMENDATION Approve the Award of contracts KEY INTENDED OUTCOME SUPPORTED Increase community - satisfaction with City services. FUNDING i $ 55,000.00 FY 2010/2011 City Clerk's Professional Services Account # 011- 0210- 000312 $20,000.00 FY 2010/1011 ADA Compliance Grant Account No. 199-6953-000312 ANALYSIS f. in .2005, the City issued ITB No. 31- 04/05 for the purpose of establishing a contract for real -time closed captioning services of all City of Miami Beach Commission meetings - and other televised meetings as required. The City awarded the bid to National Captioning. Institute, Inc: (NCI) with a at'a rate of $135 an hour. In 2006, the City determined that the community would be better served by providing Spanish real -time ` translation and closed captioning services for City Commission meetings. At the Commission meeting held on September 6 2006, the City Commission' approved ,an amendment 'to the professional services agreement with NCI at a rate of .$400 per hour. This rate included: 1) Interpreter at $150 per program hour and Spanish real -time captioning at $250 per program hour. j The real -time closed captioning services provide English and Spanish of all City Commission meetings, and other televised meetings, as required. The City will receive .J d 42 ' _ i Commission Memo April 13, 2014 ITB -08- 10/11 Real -Time Closed Captioning one (1) file in time sequence order. A Microsoft Word compatible, or other ASCII, unedited, uncertified, via e-mail before 9:30 a.m. Eastern Time the morning following a meeting. The City Commission has determined that the community would be better served by providing English to Spanish translation and real -time closed captioning services for the City Commission meetings, in addition to English real -time closed captioning services. The purpose of Invitation to Bid No. 08 -10/11 (the "Bid ") is to establish a contract, by means of competitive sealed bids, for real -time closed captioning service of all City of Miami Beach Commission meetings and other televised meetings, as required, from a source that provides prompt and efficient service with accuracy generally better than 90 %. The awarded contract shall remain in effect for two (2) years from date of contract execution by the Mayor and City Clerk, and may be renewed for three (3) additional years, on a year -to -year basis, providing the successful bidder will agree to maintain the,- same terms and conditions of the current contract. The secondary vendor will be awarded the real -time closed, captioning services should the primary vendor fail to comply with the terms and conditions of the contract. The City reserves the right to award to the. secondary vendor, provided the secondary vendor will extend the pricing submitted under the bid proposal. BID PROCESS ; The Bid was issued on December 7, 2010 with an opening date January 6, 2011. Bidnet issued bid notices to 19 prospective bidders, and BidSync issued bid notices to 58 prospective bidders, Additionally, the Procurement Division sent the notices to five. (5) prospective bidders. The notices resulted in the receipt of four (4) bids from the following firms: Aegis Rapidtext, Inc., Caption Colorado, LLC, National Captioning institute, - Inc., and ' Caption IT, _LLC, of which three (3) were deemed responsive. The bid from Caption IT, LLC bid did meet the bidder qualifications, and was therefore- deemed non- responsive. On .January 10, 2011; the Procurement Division sent the bids received to the following individuals for evaluation. r r Robert Parcher, City Clerk Jeffrey Singer, Media Specialist EVALUATION PROCESS In an .effort to ensure the lowest possible cost,' and obtain a comparison of the vendors' products - and services, Procurement requested additional information from Aegis, RapidText, Inc. , As Aegis' bid for real -time closed captioning, for its English to Spanish translation appeared quite low, $90 per hour when compared to other bids received, $165 per hour; $320 per hour; and $330 per hour. The Procurement requested Aegis confirm that their 43 Commission Memo :April 13, 2011 ITB -08 -10/11 Real -Time Closed Captioning Bid .included rear -time translation from English to Spanish, and then real -time captioning, ` . and also provided and opportunity to Aegis to confirm their pricing for Spanish captioning or withdraw their Bid. Aegis stated they do have the resources to provide the English to Spanish Captioning real -time closed , captioning, and that they will honor the rates as provided in their bid. Considering the low rate, the Administration decided to include a secondary vendor who the. City's current vendor, National Captioning Institute, Inc. ' ,.On March 31, 2011 the City performed a connectivity test to confirm if the two lowest bidders could dial in and send the City text, and also listen in to verify that the bidder could hear the City's audio. Aegis RapidTest, Inc. had submitted the lowest bid and successfully completed the connectivity test. Caption Colorado, LLC was initially recommended as the secondary a vendor, : but they failed the connectivity .test. Therefore, National Captioning Institute, ,Inc. Was the third lowest bid. Upon review of NCI's current contract with the City, .the City concluded that NCI was. best suited for the secondary vendor, and didn't need to performing a connectivity test, .as they are presently perform the captioning services. BID RESULTS The bid results are tabulated.and attached. CONCLUSION "Based on the analysis of the bids received, the Administration recommends that the City award contracts to Aegis RapidText, Inc.. as primary vendor and National Captioning Institute as secondary vendor pursuant' to _ITB 08- 10/11 for Real -Time Closed. Captioning for English and translate English to Spanish closed captioning. T:\AGENDA\2011 \4 -13 -11 \ITB- 08 -10 -11 Memo.doc I . I 44 a 7 3 BID TABULATION - s n • Description Aegis Rapid Caption Colorado, National Ca p t o I T , Text, Inc. LLC Captioning ,LLC Institute, Inc Real -time CC $ 80.00 $ 95.00 $ 98.00 $ 85.00 English r Real -time CC $ 90.00 $ 165.00 $ 320.00 $ 330.00. Sp anish Total $ 170.00 $ 260.00 $ 418.00 $ 415.00 aption encoding N/A $ 4,000.00 $ 6,850.00 $ 3,500:00 hardware TO $8,905' Model None Link PDR -895 HD9084 Link PDA -895 with Internal Certified transcript 1 original in English $ 78.00 $ $ 15:00 ' $ 120.00 Certified transcript 1 on inal in Spanish $ 450.00 $ 190.00 $ 15.00 $ 150.00 Total $ 528.00 $ 340.00 .$30-00 $ 270.00 Webcast option No Charge 140.00 English 360.00 Spanish Calendar days 2 days Immediately under ` Immediately 5 days 5 days i 45 .:` . City of Miami Beach, 1:00 Convention Center Drive, hhiami Beach Florida 33139, ' t PROCUREMENT DIVISION Tel: 305- 673 - 7490 Fax: 786.304.4011 December 20, 2010 RE: ADDENDUM NO. 1 TO. INVITATION TO BID (ITB) NO.08 -10111 FOR REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS The ITB is hereby amended as follows: I. Spanish closed captioning is being added to the requirements of this ITB, in addition to the English closed captioning. 11. Attached is the revised Bid proposal form., which is to be submitted 111. Delete the word analog in Section 3.0 entitled "Minimum Requirements" pages 21. and 22: . IV.' Delete the last paragraph 3.20 (located on page 22 of the Invitation to Bid) replace with the following ry ` 'The successful vendor will provide the City one (1) consolidated file ,consisting of all captioning sessions for the meeting, in time sequence order, with each session clearly.noted with a beginning and ending time. V. The City currently has the following hardware in the Control Room: a. Telephone interface - b. Four (4) telephone lines:- Two (2) in and two (2) out c. Two (2) encoder and, decoder units, one unit that does both functions. VI. The contractor must provided closed captioning services under this agreement for ; the duration of each of the scheduled - meetings. The following are answers to questions submitted by prospective Bidders: Q1. Do you.have to bid on all line items? Al. Yes, . The City's is looking. to enter into one contract for the services described. in the ITB and the addendum. December 20, 2010 008 -10 -11 City of Miami Beach. Addendum No. 1 t � , REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS ; ITB- 08 -10 -11 { i . Bid Proposal page 1 of 3 COMPANY- NAME: We propose to provide real time closed captioning .services for English and accordance. With the requirements and conditions of this Bid. 1) Real -time closed captioning- English $ per hour Real -time closed captioning- Spanish $ per hour TOTAL$ 2) Caption encoding hardware $ - Specify model and description: _ r 3) Certified transcript�option - 1original in English $ per hour Certified transcript option - T original in Spanish $ per hour TOTAL$ - .4) Webcast solution option $ - per hour l (Per section 3. 1.9) Specify in Calendar days, after receipt of purchase order, when services described in this Bid can begin PAYMENT TERMS: NET 30 if other specify here ANY LETTERS ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDERED AS PART OF THE BID MUST BE SUBMITTED IN TRIPLICATE, SUBMITTED BY: COMPANY NAME: SIGNED: (I certify .that I am authorized to execute this proposal and commit the bidding firm) December 20, 2010 ITB No..08 -10 -11 City of Miami Beach Addendum No. 1 REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS ITB # 08 -10 -11 Bid :Proposal Page 2 of 3 t � r PAYMENT TERMS: NET 30. If other, specify here ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE .CONSIDERED PART OF THE .BID MUST BE SUBMITTED IN DUPLICATE. SUBMITTED BY: COMPANY NAME: SIGNED: (I certify that I am authorized to execute this bid and commit the bidding firm) Bidders must acknowledge receipt-of addendum (if applicable). Amendment No. 1: Amendment No. 2: Amendment No. 3: Amendment NoA: NAME /TITLE (Print): v ADDRESS: CITY /STATE: 1 ZIP: TELEPHONE NO: FACSIMILE.NO: FEDERAL I.D. #: SIGNED: r December 20, 2010 ITB No. 08 -10 -11 City of Miami Beach Addendum No. 1 REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS ITB # 08 -10 -11 Bid Proposal page 1 of 3 THIS IS A FORMAL ADDENDUM THAT HAS TO BE ACKNOWLEDGED IN THE BID • ADDENDA ACKNOWLEDGEMENT `FORM. IF A BIDDER -FAILS TO ACKNOWLEDGE RECEIPT OF THIS. ADDENDUM AS PART OF ITS BID SUBMISSION, THE CITY RESERVES THE RIGHT TO REQUEST, AND THE .BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM• THE CITY. FAILURE TO ACKNOWLEDGE THE RECEIPT OF THIS ADDENDUM MAY RESULT IN DISQUALIFICATION CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director . t - 1 - I i i December 20, 2010 ITB No. 08 -10 -11 ! City of Miami Beach Addendum No. 1 i ' I INVITATION TO BID REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS. AND OTHER TELEVISED MEETINGS :IT 08-10/11 L BID OPENING: January 6,.201 1 AT 3:00 P.M. Gus Lopez, CPPO, Procurement Director PROCUREMENT DIVISION t y 1700 Convention Center Drive, Miami Beach, FL 33139 www.miamibeachfl.gov '111 -'01 I A M- 1B EEC ' ' City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION PUBLIC NOTICE Tel: 305 -673 -7490, Fax: 786-394-4011 Invitation to Bid No. 08- 10/11 Sealed will be received by the City of Miami Beach Procurement Director, 3rd Floor, 1700 Convention Center Drive, Miami Beach', Florida 33139, until 3:00 p.m.. on the day of January 6, 2011 for: REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETING AND OTHER TELEVISED MEETINGS At date and time referenced above, bids will be publicly. opened. Any bids or proposals received after time and date specified will be returned to the bidder unopened. The responsibility for submitting a bid /proposal before the stated time and date is solely and strictly the responsibility of the bidder /proposer. The City is not responsible for delays caused by mail, courier service, including; U.S. Mail, or any other occurrence. Purpose: The purpose of this Invitation to Bid is to establish a contract, by means of sealed bids, for real -time closed captioning service of all City of Miami Beach Commission Meetings, and other televised meetings, as required. A pre -bid conference will be held on December 15, 2010 at 10:0.0 am at the City of Miami Beach City Hall, 4th Floor, and City Manager's Small Conference Room, located at 1700 Convention Center Drive, Miami Beach Florida 33139. Attendance at the pre -bid conference is highly encouraged and recommended as a source of information but is not mandatory. Attendance (in person or via telephone) to this Pre -bid meeting is encouraged and recommended as a source of information, but is not mandatory. Bidders interested in participating in the pre -bid submission meeting via telephone must follow these steps: (1) Dial'the TELEPHONE NUMBER: 1- 877 - 960 -3821 (Toll -free North America) (2) Enter the MEETING NUMBER: 2355961# (note that number is followed by the pound ( #) key). The City is utilizing BidNet as our electronic procurement service for automatic notification of bid opportunities and document fulfillment. We encourage you to participate in this bid notification system. To find out how you can receive automatic bid notifications or to obtain a copy of this Bid, go to www.govbids.com/ scripts /southfiorida /public /home1.asp or call toll -free 1- 800 - 677 -1997 ext. 214. The City of Miami Beach is also utilizing Bid Sync, a central bid notification system which provides bid notification services to interested vendors. Bid Sync allows for vendors to register online and receive notification of bids, amendments and awards. Vendors with Internet access should review the registration options at the following website: www.bidsync.com If ,you do ,not have Internet access, please call the RFP Depot's vendor support group at 800 - 990 -9339 or 801 -765 -9245. November 2011 Bid No: 08 =10 -11 City of Miami Beach 2 of 31 i I i Any questions or clarifications concerning this Bid shall be submitted in writing by email or facsimile to sthomas(a- miamibeachfl.gov or FAX: (786) 394 - 4011. The Bid title /number shall be referenced on all correspondence. All questions must be received no later than ten (10) calendar days prior to the ,scheduled Bid opening date. All responses to questions /clarifications will be sent to all prospective bidders in the form of an addendum. The City of Miami* Beach reserves the right to accept any bid or bid deemed to be in the best interest of the City Miami Beach, or waive,any informality in any bid or bid. The City of Miami Beach may reject any and all bids or bids. YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE FOLLOWING ORDINANCES /RESOLUTIONS, WHICH MAY BE FOUND.ON THE CITY OF MIAMI BEACH WEBSITE: http : / /www.miamibeachfl.gov /newcity /depts /purchase /bidintro.asp • CONE OF SILENCE -- .ORDINANCE NO. 2002 =3378 • CODE OF BUSINESS ETHICS - RESOLUTION NO. 2000- 23879. • DEBARMENT PROCEEDINGS -- ORDINANCE NO. 2000 -3234, PROTEST PROCEDURES- ORDINANCE NO. 2002- 33 , • LOBBYIST REGISTRATION AND DISCLOSURE-OF FEES -- ORDINANCE NO. 2002 -3363 • LOCAL PREFERENCE ORDINANCE NO. 2003 -341.3 CAMPAIGN CONTRIBUTIONS BY VENDORS ORDINANCE NO. 2003 - 3389. • LIVING WAGE REQUIREMENT -- ORDINANCE NO.'2010- 3682. Pursuant to Section 2 -408 of the Miami Beach City Code, as same: may_ be amended from time to time, Bidders /Proposers shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage gates based on the following three (3) year,phase -in approach: ' ! Commencing with City fiscal year 2010 -11 (October 1 the hourly living wage rate will'be $10.16/hr. with health benefits, and $11.41/hr without benefits; • Commencing with City fiscal year 2011 -12 (October 1, 2011), the hourly living wage rate will be $10.72/hr with health benefits, and $12.17/hr without benefits;'and • Commencing with City fiscal year 2012 -13 (October 1, 2012), the hourly living rate will be $11.28/hr with health benefits, and $12.92/hr without benefits. For Bidders /Proposers to comply with the new Living Wage requirements by choosing to pay the lower hourly rate, when a covered employer also provides.health benefits, such health.benefits shall consist of payment of at least 1.64 per hour toward the provision of a health benefits plan for covered employees and their dependents. Bidders /Proposers' failure to comply with this provision shall be deemed a material breach under this ITB /RFP, under which the City may, at its sole option, immediately deem said. bidder /proposer as non-, responsive, and may further subject bidder /proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as amended. The attached Living :Wage Certification form must be executed and submitted as part of your bid /proposal, or if omitted, within five (5) calendar days upon receipt of request from - the City. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director November 2011 Bid No: 08 -10 -11 City of Miami Beach 3 of 31 • t MIAMSEACIH City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION NOTICE TO PROSPECTIVE BIDDERS Tel: 305 -673 -7490, Fax: 786- 394 -401 1 ITB- 08 -10 -11 . NO BID If not submitting a bid at this time, please detach this sheet from the bid documents, complete the information requested, and return to the address listed above. NO BID SUBMITTED FOR REASON(S) CHECKED AND /OR INDICATED: r Our company does not handle this type of product/service. We cannot meet the specifications nor provide an alternate equal product. Our company is simply not interested in bidding at this time. Due to prior commitments, I was unable to attend pre - proposal meeting. OTHER. (Please specify) We do _ do not _ want to be retained on your mailing list for future bids for the. type or product and /or service. Signature: Title: r Company: Note: Failure to respond, either by submitting a bid or this completed form, may result in your company being removed from the City's bid list. i November 2011 Bid No: 08 -10 -11 City of Miami Beach 4 of 31 ' I i REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGSAND OTHER TELEVISED MEETINGS 1:0 GENERAL CONDITIONS 1.1 SEALED BIDS: An Original and three (3) copies of the Bid Form as well as any other pertinent documents must be returned in order for the bid to be considered for award. All bids are subject to the conditions specified hereon and on the Special Conditions, Specifications and Bid Form. The completed bid must be submitted in a sealed envelope clearly marked with the Bid Title to the City of Miami Beach Procurement Division, 3rd floor, 1700 Convention Center Drive, Miami Beach, Florida 33139. Facsimile bids will not be accepted.° 1.2 EXECUTION OF BID: Bid must contain a manual signature of an authorized representative in the space provided on the Bid Form. Failure to properly sign bid shall invalidate same and it shall NOT be considered for award. All bids must be completed in pen and. ink or typewritten. No erasures are permitted. If a correction is necessary, draw a single line through the entered figure and enter the corrected figure above it. Corrections must be initialed by the person signing the bid. Any illegible entries, pencil bids 'or corrections not initialed will not be tabulated. The original bid` conditions and specifications CANNOT be changed or altered in anyway. Altered bids will not be considered. Clarification of bid submitted shall be in letter form, signed by bidders and attached to the bid. 1.3 NO BID: If not submitting a bid, respond by returning the .enclosed bid form questionnaire, and explain the reason. Repeated failure to bid without sufficient justification shall be cause for removal of a supplier's name from the bid mailing list. 1.4 PRICES QUOTED: - Deduct trade discounts and quote firm .net prices. Give both unit price and extended total, when requested. Prices must be stated in units of quantity specified • in the bidding specifications. Incase 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). Discounts for prompt payment. Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately and no attempt ls 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). 1.5 TAXES: The City of Miami Beach is exempt from all Federal Excise and State taxes. State Sales Tax and Use Certificate Number is 85-8012621639C-9- 1.6 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. November 2011 Bid No: 08 -10 -11 City of Miami Beach 5 of 31 0 1.7 CONDITION AND PACKAGING: It is understood and agreed that any item offered or.shipped as a result of this bid shall be the latest new and current. model offered (most current production model at the time of this bid). All , containers shall be suitable for storage or shipment, and` all prices .shall include standard commercial packaging. 1.8 UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the bid,' all manufactured items and fabricated assemblies shall be U.L. listed or re- examination listing where such has been established by U.L. for the item(s) offered and furnished. 1.9 BIDDER'S CONDITIONS: The City Commission reserves the - right to waive irregularities or technicalities in bids or to reject all bids or any part of any bid they deem necessary for the best interest of the City of Miami Beach, FL. 1.10 NON.- CONFORMANCE TO CONTRACT CONDITIONS: Items may be tested for compliance with, specifications Item delivered, not conforming to specifications may be rejected and returned at vendor's expense. These items and items not delivered as per delivery date in bid and /or purchase: order may be purchased on the open market. Any increase in cost may be charged against the bidder: Any violation of these stipulations may also result in: A) Vendor's name being removed from the vendor list. B) All departments being advised not to do business with vendor. 1.11 SAMPLES: 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 (30) days. Each individual sample must be labeled with bidder's name_. Failure of. bidder to either deliver required samples orto clearly identify samples may be reason for rejection of the bid. Unless otherwise indicated., samples should be delivered to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139. 1.12 DELIVERY: Unless actual date of delivery is specified (or if specified delivery cannot be. met), show f 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 user, Monday through Friday, excluding holidays. 1.13 INTERPRETATIONS: Unlessotherwisectated in the bid, any questions concerning conditions and specifications should be submitted in writing to the Procurement Director, 1700 Convention Center Drive, Miami Beach, FL 33139. E -mail sthomas a.miamibeachfl.gov with a copy to GusLopez(a�miamibeachfl.gov 1.14 BID OPENING: Bids shall be opened and publicly read on the date, time and place specified on the Bid Form. All bids received after the date, time., and place shall be returned, unopened. November 2011 Bid No: 08 -10 -11 City of Miami Beach 6 of 31 I i i . I 1.15 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 buyer unless - loss or damage result from negligence by the buyer. If the materials or services supplied to -the City are found to be defective or not conform to specifications, the City reserves the right to cancel the order upon written notice to the seller and return product at bidder's expense. 1.16 PAYMENT: Payment will be made by the City within 30 day after the items awarded to a vendor have been received; inspected, and found to comply with award specifications, free of damage or' defect and properly invoiced. 1:17 In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City shall be final and binding on both parties. 1.18 LEGAL REQUIREMENTS: { Federal, State, county and city laws, ordinances, rules and regulations that in any manner affect the items covered herein apply. Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. 1.19 PATENTS & ROYALTIES: The bidder, without exception, shall indemnify and save harmless`the City of Miami Beach, Florida and its employees 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. 1.20 OSHA: The bidder warrants that the product supplied to the City of Miami Beach, Florida 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 considered as a breach of contract. Any fines levied because of inadequacies to comply with these requirements shall be borne solely by the bidder responsible for same., 1:21- SPECIAL CONDITIONS: Any and all Special Conditions that may vary from these General Conditions shall have precedence. 1.22 ANTI - DISCRIMINATION:. The bidder certifies that he /she is' in compliance with the non - discrimination clause contained, in Section 202, Executive Order 11246,,, as amended by Executive Order 11375, r relative to equal employment opportunity. for all persons without regard to race, color, religion, sex or national origin. I November 2011 Bid No: 08 -10 -11 t j City of Miami Beach 7 of 31 i _ 1.23 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- .7254 (fax) or 305- 673 -7218 (TTY) five days in advance to initiate your request. ITTY users may also call 77 (Florida Relay Service). 1.24. QUALITY: AIL materials used for the manufacture or construction of any supplies, materials. or equipment covered by this bid shall be new. ' The items bid must be new, the latest model, of the best quality and highest grade workmanship. 1.25 LIABILITY, INSURANCE, LICENSES AND PERMITS: Where bidders are required to enter or go onto City of Miami Beach property to deliver materials or perform work or services as a result of a bid award, the successful 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 Dade County and City of Miami Beach. building code requirements and the South Florida Building Code. The bidder shall be liable for..any damages or loss to the City occasioned by negligence of the bidder (or agent) or any person the bidder has designated in the completion of the contract as a result of his or her bid. 1.26, BONDS, PERFORMANCE BONDS, CERTIFICATES -OF - INSURANCES: Bid Bonds, when required, shall be submitted with the bid in the amount specified in Special Conditions. After Acceptance of bid, the City will notify the successful bidder to submit a performance bond and certificate of insurance - in the amount specified in Special Conditions. 1.27 DEFAULT: Failure or refusal of a bidder to execute a contract upon award orwithdrawal`of a bid before such award is made, may result in forfeiture of that portion of any bid surety required equal to 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 bidder's list 1.28 CANCELLATION: In the event any-of the provisions of this bid are violated by the contractor, the Procurement Director shall give written notice to the contractor stating the deficiencies and- unless. - deficiencies are corrected within ten (10) days, recommendation will be made to the City Commission for immediate cancellation. The City Commission of Miami Beach, 'Florida reserves the right to terminate any contract resulting from.this invitation at any time and for r :any reason, upon giving thirty. (30) days prior written notice to the other party. 1.29 .BILLING INSTRUCTIONS: Invoices, unless otherwise indicated, must show ,purchase order numbers and shall be submitted to the ordering department. 1.30 NOTES TO VENDORS DELIVERING TO THE -CITY OF MIAMI BEACH: Receiving hours are Monday through Friday, excluding holidays, from 8:30 A.M. to 5:00 P November 2011 Bid No' 08 -10 -11 A City of Miami Beach 8 of 31 i -1.311 FACILITIES: The City Commission reserves the right to inspect the bidder's facilities at.any time with prior notice. 1.32 BID TABULATIONS: Bidders desiring,a copy of.the' bid tabulation may request same by. enclosing a self- addressed stamped envelope with the bid. 1.33 BID PROTEST PROCEDURES: Bidders that are not selected may protest any recommendation for Contract award in accordance with City of Miami Beach Ordinance No. 2002 - 3344, which establishes procedures for resulting protested bids and proposed awards. Protest'not timely pursuant to the requirements of Ordinance No. 2002 -3344 shall be barred. 1.34 CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS: If any person contemplating submitting a Bid under this Solicitation is in doubt as to the true meaning of the specifications or other Bid documents'or any part thereof, the Bidder must submit to the of Miami Beach Procurement Director at least ten (10) calendar days prior to scheduled Bid opening, a request for clarification. All such requests for clarification must be made in writing and the person submitting the request will be responsible for its timely delivery. Any interpretation of the Bid, if made, will be made only by Addendum duly issued by the City of Miami Beach Procurement Director. The City shall issue an Informational Addendum if clarification or minimal changes are required. The City shall issue a Formal Addendum if substantial changes which impact the technical submission of Bids is required. A copy of such Addendum shall be sent by mail or facsimile to each Bidder receiving the Solicitation.. In the event of conflict with the original Contract Documents, Addendum shall govern all other Contract Documents 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 the Formal Addendum by signing in the space provided on the Bid Proposal Form. Failure to acknowledge Addendum shall deem its Bid non - responsive; provided, however, that the City may waive this requirement in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative. ;-1.35 DEMONSTRATION OF COMPETENCY: 1) Pre- award inspection of the Bidder's facility maybe -made prior to the award of contract. 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.. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial support, equipment and organization to insure that they can satisfactorily execute the services if awarded a contract under the terms and conditions herein stated. 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. 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder, including past performance (experience) with the City in making the award in the best interest of the City. ' 3) The City may require Bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier which Js the actual source of supply. In these instances, the City may also require material information from the source November 2011 Bid No: 08 -10 -11 City of Miami Beach 9 of 31 . j r � of supply regarding the quality, packaging, and characteristics of the products to be supplies to the City through the designated representative. Any conflicts between this material information provided by the source of supply and the information contained in the Bidder' Proposal may render the Bid non - responsive. 4) 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 insure that the Bidder is continuing to provide sufficient financial support, equipment and organization as prescribed in this Solicitation. 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 this demonstration of competency section. 1.36 'DETERMINATION OF AWARD: The City Commission shall award the contract to the lowest and best bidder. In determining the lowest and best bidder, in addition to price, there shall be considered the following: a. The ability, capacity and skill of the bidder to perform the Contract. b. Whether the bidder can perform the Contract within the time specified, without delay or interference. C. The character, integrity, reputation, judgment, experience and efficiency of the bidder. d. The quality of performance of previous contracts. e. The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. 1.37 ASSIGNMENT: The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or his or its power to execute such contract to any person, company or corporation without prior written consent of the City of Miami Beach. 1.38 LAWS, PERMITS AND REGULATIONS: The bidder shall obtain and pay for all licenses, permits and inspection fees required for this project; and shall comply with all laws, ordinances, regulations and building code requirements applicable to the work contemplated herein. 1.39 OPTIONAL CONTRACT USAGE: As provided in Section 287.042 (17), Florida Statutes, other State agencies may purchase from the resulting contract, provided the Department of Management Services, Division of Procurement, has certified its use to be cost effective and in the best interest of the State. Contractors have the option of selling these commodities or services certified by the Division to the other State agencies at the agencies option. 1.40 SPOT MARKET PURCHASES: It is the intent of the City to purchase the items specifically listed in this bid from the awarded vendor. However, items that are to be Spot Market Purchased may be purchased by other methods, i.e. Federal, State or local contracts. November 2011 Bid No: 08 -10 -11 City of Miami Beach 10 of 31 i 1.41 ELIMINATION FROM CONSIDERATION This bid solicitation shall not be awarded to any person or firm which is arrears to the City upon any debt, taxes or contracts which are defaulted as surety or otherwise upon any obligation to the City. 1.42 WAIVER OF INFORMALITIES: The City reserves the right to waive any informalities or irregularities in this bid solicitation. 1.43 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 solicitation. Estimates are based upon the City's actual needs and /or usage during a previous contract period. The City for purposes of determining the low bidder meeting specifications may use said estimates. 1.44 COLLUSION: Bids from related parties. Where two (2) or more related parties each submit a bid or proposal for any contract, such bids or proposals 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 bids or proposals. Related parties mean bidders or proposers or the principals thereof which have a direct or indirect ownership interest in another bidder or proposer for the same contract or in which a parent company or the principals thereof of one (1) bidder or proposer have a direct or indirect ownership interest in another bidder or proposerforthe same contract. Bids or proposals found to .be collusive shall be rejected. Bidders or Proposers who have been found to have. engaged in collusion may be considered non - responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default. 1.45 DISPUTES: In the event of a conflict between the documents, the order of priority. of the documents shall be as follows: Any agreement resulting from the award of this Bid (if applicable); then Addenda released for this Bid, with the latest Addendum taking precedence; then • The Bid; then Awardee's Bid. 1.46 REASONABLE ACCOMMODATION: In accordance with the Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid opening because of a disability must contact the Public Works Department at (305) 673 -7080. 1.47 GRATUITIES: Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of proposal. 1.48 SIGNED BID CONSIDERED AN OFFER: - r The signed bid shall be considered an offer on the part of the bidder or contractor, which offer shall be deemed accepted upon approval by the City Commission of the City of Miami Beach, Florida and in case of default on the part of successful bidder or contractor, after such acceptance, the City may procure the items or services from other sources and hold the bidder or contractor responsible for any excess cost occasioned or incurred thereby. November 2011 Bid No: 08 -10 -11 City of Miami Beach 11 of 31 I Additionally, the City may take such action. 1.49 BID CLARIFICATION: Any questions or clarifications concerning this Invitation to bid shall be submitted in writing by mail or facsimile to the Procurement Department 1700 Convention Center Drive, Miami Beach, Florida, 33139 via e-mail: sthomas(amiamibeachfl.gov with a copy to , GusLopez .miamibeachfl.gov The bid title /number shall be referenced on all correspondence. All questions must be received no later than ten (10) calendar days prior to the scheduled bid opening date. All responses to questions /clarifications will be sent to all prospective bidders in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 1.50 TIE BIDS: Please be advised that in accordance with Florida Statues Section .287.087, regarding identical tie bids, preference will be given to vendors certifying that they have implemented a drug free work place program. A certification form will be required at that time. 1.51 PUBLIC ENTITY CRIMES (PEC): A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as ' a contractor, supplier, sub- contractor, or consultant under a contract with a .public entity , and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.52 DETERMINATION OF RESPONSIVENESS: Determination of responsiveness will take place at the time of bid opening and evaluation. In order to be deemed a responsive bidder, your bid must conform in all material respects to the requirements stated in their Bid. 1.53 DELIVERY TIME: Vendors shall specify on the attached Bid Form, the guaranteed delivery time (in calendar days) for each item. It must be a firm delivery time; no ranges will be accepted, i.e.; 12 -14 days. 1.54 CONE OF SILENCE: .This invitation to bid is subject to the "Cone of Silence" in accordance with Ordinance No. 2002 -3378. A copy of all written communication(s) regarding this bid must be filed with the city clerk. 1.55 TERMINATION FOR DEFAULT: If through any cause within the reasonable control of the successful bidder, 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 bidder of such termination which shall become effective upon receipt by the successful bidder of the written termination notice. j November 2011 Bid No: 08 -10 -11 r City of Miami Beach 12 of 31 i i J f r , • I I , r i i November 2011 Bid No: 08 -10 -11 City of Miami Beach 13 of 31 i 1 � In that event, the City shall compensate successful bidder in accordance with.the Agreement for all services 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 Agreement by the bidder, and the City may reasonably withhold payments to the successful bidderforthe purposes of set off until such time as the exact amount of damages due the City from the successful bidder is determined. 1.56 TERMINATION 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 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 Agreement is terminated by the City as provided in this section, the City shall compensate the successful bidder in accordance with the Agreement for all services actually performed -by the successful bidder and reasonable direct costs of successful bidder for 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 Agreement.. Such payments shall be the total extent of the City's liability to the successful bidder upon a termination as provided for in this section. 1.57 INSURANCE AND INDEMNIFICATION: (See Check List for applicability to this contract) The contractor"shall be responsible for his work and every part thereof, and for all materials, tools, appliances and property of every description,. used in connection with this particular project. He shall specifically and distinctly assume, and does so assume, all risks of damage or injury to property or persons used or employed on or in connection with the work and of all damage or injury to any person or property wherever located, resulting from any action or operation under the contract or in connection with the work. It is understood and agreed that at all times the contractor is acting as an independent contractor. The contractor, at all times during the full duration of work under this contract, including extra work in connection with this project shall meet the, following requirements: Maintain Worker's Compensation and Employer's Liability Insurance to meet the statutory requirements of the State of Florida. Maintain Comprehensive General Liability Insurance in amounts prescribed by the City (see checklist for limits) to protect the contractor in the interest of the City against all risks of injury to persons (including death) or damage to property wherever located resulting from any action or operation under the contract or in connection with the work. This policy is to provide coverage for premises /operations, independent contractor, broad form property damage, products /completed operations and contractual liability. Maintain. Automobile Liability Insurance including Property Damage covering all owned, non -owned or hired automobiles and equipment used in connection with the work. Maintain any additional coverages required by the Risk Manager as indicated on the Insurance Check List. Name the City of "Miami Beach as an additional insured on all liability policies required by this contract. When naming the City of Miami Beach as an additional insured onto your policies, the insurance companies hereby agree and will endorse the November 2011 Bid No: 08 -10 -11 City of Miami Beach 14 of 31 i policies to state that the City will not be liable for the payment of any premiums or assessments. A copy of the endorsement(s) naming the City of Miami Beach as an additional insured is required and must be submitted to the City's Risk Manager. No change or cancellation in insurance shall be made without thirty (30) days written notice to the City of Miami Beach Risk Manager. All insurance policies shall be issued by companies, authorized to do business under the laws of the State of Florida and these companies must have a rating of at least B +:VI or better per Best's Key Rating Guide, latest edition. Original signed Certificates of Insurance, evidencing'such coverages and endorsements as required herein, shall be filed with and approved by the City of Miami Beach Risk Manager before work is started. The certificate must state Bid Number and Title. Upon expiration of the required insurance, the contractor must submit updated certificates of insurance for as long a period as any work is still in progress. It is understood and agreed that all policies of insurance provided by the contractor are primary coverage to any insurance or self- insurance the City of Miami Beach possesses that may apply to a loss resulting from the work performed in this contract. All policies issued to cover the insurance .requirements herein shall provide.full coverage from the first dollar of exposure. No deductibles will be allowed in any policies issued on this contract unless specific safeguards have been established to assure an adequate fund for payment of'deductibles by the.insured and approved by the City's Risk Manager., The liability insurance coverage shall extend to and include the following contractual indemnity and hold harmless agreement: "The contractor hereby agrees to indemnify and hold harmless the City of Miami Beach, a municipal corporation, its officers, agents, and employees from all claims for bodily injuries to the public in and up to the amount of $1,000,000.00 . for each occurrence and for all damages to the property of others in and up to the amount of $1,000,000.00 for each occurrence per the insurance requirement under the specifications including costs of, investigation, all expenses of litigation, including reasonable attorney fees and the cost of appeals arising out of any such claims or suits because of any and all acts of omission or commission of any by the contractor, his agents, servants, or employees, or through the mere existence of the project under contract The foregoing indemnity agreement shall apply to any and all claims and suits other than claims and suits arising out of the sole and exclusive negligence of the City of Miami Beach, its officers, agents, and employees, as determined by a court of competent jurisdiction. The contractor will notify his insurance agent without delay of the existence of the Hold Harmless Agreement contained within this contract, and furnish a copy of the Hold. Harmless Agreement to the insurance agent and carrier. The contractor will obtain and maintain contractual liability insurance in adequate limits for the sole purpose of protecting,the City of Miami Beach under the Hold Harmless Agreement :F from any and all claims arising out of this contractual operation. The contractor will secure and maintain policies of subcontractors. All policies shall be made available to the City upon demand. Compliance by the contractor and all j subcontractors with the foregoing requirements as to carrying insurance and furnishing copies of the insurance policies shall not relieve the contractor and all subcontractors of November 2011 Bid No: 08 -10 -11 City of Miami Beach 15 of 31 their liabilities and obligations under any Section or Provisions of this contract. Contractor shall .be as fully responsible to the City for the acts and omissions of the subcontractor and of persons employed by them as he is for acts and omissions of persons directly employed by him. Insurance coverage required in these specifications shall be in force throughout the contract term. Should any awardees fail to provide acceptable evidence of current insurance within seven days of receipt of written notice at any time during the contract term, the City shall have the right to consider the contract breached and justifying the termination thereof. If bidder does not meet.the insurance of the specifications; alternate insurance. coverage, satisfactory to the Risk Manager, may be considered. It is understood and agreed that the inclusion of more than one insured under these policies shall not restrict the coverage provided by these policies for one insured hereunder with respect to a liability claim or suit by another insured hereunder or an employee of such other insured and that with respect to claims. against any insured hereunder, other insured hereunder shall be considered members of the public; but the provisions of this Cross Liability clause shall apply only with respect to liability arising out of the ownership, maintenance, use, occupancy or repair of such portions of the premises insured hereunder as are not reserved for the exclusive use of occupancy of the insured against whom claim is made or suit is filed. 1.58 MODIFICATION/WITHDRAWALS OF BIDS: A Bidder may submit a modified bid to replace all or any portion of a previously submitted bid up unit,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 letter of withdrawal received after contract award will not be considered. 1.59 EXCEPTION TO BID: Bidders are strongly- encouraged to thoroughly review the qualification requirements set forth in this ITB, specifically the minimum specifications found on page 21, identified by the words "must ", "shall ", and "will ". Bidders who fail to satisfy the requirements set forth, 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 ITB and you are proposing alternatives 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. November 2011 Bid No: 08 -10 -11 City of Miami Beach 16 of 31 J 1 REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETING AND OTHER TELEVISED MEETINGS IT13- 08 -11 INSURANCE CHECK LIST ✓ 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. ✓ 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). ** ✓ 3. Automobile Liability - $1,000,000* each occurrence - owned /non- owned /hired automobiles included. ✓ 4. Excess Liability - $ 2,000,000 .00* per occurrence* to follow the primary coverages. ✓ 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 * ** $ 1,000,000 .00* Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 ✓ Other Crime Insurance $ 1,000,000 .00* 7. Thirty (30) days written cancellation notice required. ✓ 8. Best's guide rating B +:V or better, latest edition. ✓ 9. The certificate must state the bid number and title BIDDER AND INSURANCE AGENT STATEMENT: We understand the Insurance Requirements of these specifications and that evidence of this insurance may be required within five (5) days after bid opening. , Bidcler Signature of Bidder November 2011 J Bid No: 08 -10 -11 City of Miami Beach 17 of 31 } EXPLANATION TO BIDDER'S EXECUTION OF BIDDER STATEMENTS TO INSURANCE CHECKLIST: The amounts stated are per occurrence and per aggregate ** Comprehensive General Liability refers to Commercial General Liability * ** Already included in the Commercial General Liability REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSSION MEEITNGS AND OTHER TELEVISED MEETING ITB- 08 -10 -11 2.0 SPECIAL CONDITIONS 2.1 PURPOSE:. The purpose of this Invitation to Bid is to establish a contract, by means of sealed bids, for real -time closed captioning service for all City of Miami Beach Commission Meetings, and other televised meetings, as required. 2.2 TERM OF CONTRACT: This contract shall remain in effect for two (2) years from "date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for three (3) additional years, on a year to year basis 2.2.1 Orders will be placed to vendors on an as needed , basis to meet City usage requirements. 2.3 METHOD OF AWARD: f Award of this contract may be made to the primary and secondary Lowest and Best Bidders, as defined in General Conditions 1.38. Should the primary vendor fail to comply with the Terms and Conditions of this Contract, the City reserves the right to award to the secondary vendor, if it is deemed to be in the best interest of the City. Award of orders will be based on the vendor's pricing and availability.of materials at the time the need arises. However, the City reserves the right to award per line item and /or by group, should it be determined it is in the City's best economic interest. It shall be the sole prerogative of the City as the total amount of awarded vendors on this contract. During the term of this contract, the City reserves the - right to add or delete vendors as it deems necessary, in its best interest. 2.4 PAYMENT: Invoices for payment will be submitted upon delivery, Invoices will be subject to verification and approval by the ordering Department's designated representative. 2.5 SHIPPING TERMS. , Prices shall include freight to City's premises., and shall be F.O.B. Destination. Vendor shall hold title to the goods until such time as .they are delivered, installed and accepted by an authorized City representative. 2.6 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT: If the Bidder is awarded a contract under this bid solicitation, the prices quoted by the Bidder on the Bid Form shall remain fixed and firm during the term of this contract; provided, however, that the Bidder may offer incentive discounts from this fixed price to the City at any time during the contractual term. 2.7 PRE -BID CONFERENCE: A Pre -bid conference will be held on December 15, 2010 at 10:00 a.m. in the City Manager's Small Conference Room, 4th Floor, City Hall, and 1700 Convention Center November 2011 Bid No: 08 -10 -11 City of Miami Beach 18 of 31 Drive, Miami Beach, Florida 33139. Attendance (in person or via telephone) to this Pre -bid meeting is encouraged and recommended as a source of information, but is not mandatory.. Bidders interested 'in participating i6 pre -bid submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1- 877 - 960 -3821 (Toll -free North America) , (2) Enter the MEETING NUMBER: 2355961# (note that number is followed by the pound ( #) key). - 2.8 CONTACT PERSON: The contact person for this Invitation to Bid is Shirley Thomas. The contact person may be • reached by phone: 305.673.7490; fax: 786.394.4011;or e -mail: sthomas(a),miamibeachfl.gov proposer, bidder, lobbyist or consultant and-Procurement Staff is limited to matters of process or procedure. Requests for additional information or clarifications must be made in writing to the contact person, with a copy to the City Clerk, no later than 'ten (10) calendar days prior, to the scheduled Bid opening date. 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 Bid. Bidders should not rely on representations, statements, or explanations other than those made in this Bid or in any written addendum to this Bid. Bidders should verify with the Procurement Division prior to.submitting a bid that all addenda have been received. YOU MUST FAMILIARIZE YOURSELF WITH GENERAL CONDITION 1.54, ENTITLED CONE OF SILENCE, WHICH SETS FORTH THE POLICIES AND PROCEDURES RELATIVE TO ORAL AND WRITTEN COMMUNICATIONS. 2.9 DISCOUNTS (From published price lists): N/A Bids shall be submitted on the basis of a discount from a manufacturer's published price list(s). Such published price list(s) must be common to, and accepted by, the industry in general. The lists must be printed properly identified, and dated as to issuance and effectiveness. Revised published prices list(s) may be used as a means of price adjustments. However, all bids are to be firm through September 30, 2011, and revised price list(s) will not be accepted by the City until after that date. Revised published price list(s) will be accepted only in the event of an industry-wide price change, as evidenced by the issuance of revised price lists by the manufacturer. Revised prices will not become } effective until revised list(s) are submitted to the City under the vendor cover letter identifying the applicable bid number. Vendor cover letter and pricing list(s) must be dated, signed and submitted to the Procurement Director. 2.10 ESTIMATED QUANTITIES: Quantities, if stated, are. for Bidders' guidance only and no guaranteels s or implied as to quantities that will be used during the contract period. Estimated .quantities are based upon previous needs. Said estimated quantities maybe used by the City for the purpose of evaluating the low Bidder meeting specifications. November 2011 Bid No: 08 -10 -11 City of -Miami Beach 1.9 of 31 r ! m r November 2011 Bid No: 08 -10 -11 City of Miami Beach 20 of 31 2.11 WARRANTY: The successful bidder will be required to warranty all equipment supplied. Warranty shall be described in detail on the attached Bid form. The successful bidder must accept return for full credit for items shipped in error or damaged in shipment. The City of Miami Beach shall return items in "as 'received" condition. 2.12 REFERENCES (PROVIDE 6 REFERENCES IN THE CUSTOMER REFERENCE FORM) Each bid must be accompanied by a minimum of six (6) references, including the name of the company, a contact person and the telephone number. NO,BID WILL BE CONSIDERED WITHOUT THIS LIST. 2.13. HOURLY RATES: Hourly rates, any materials, and incidents services to be provided are to be quoted on the Bid form. 2.14 BIDDER QUALIFICATIONS: in order for bids to be considered, bidders must submit with their bid, evidence that they are qualified to satisfactorily perform the specified service. Evidence shall include all information necessary to certify that the bidder: maintains a permanent place of business; has technical knowledge and practical experience in the type of equipment included in this scope of service; has available the organization and qualified manpower to do the service; has adequate financial status to meet the financial obligations incident to the service; has not had just or proper claims pending against the company; and has provided similar type, size and complexity of such service. The evidence will consist of listing of service that has been provided to public and private sector clients, ei. nature of SERVICE within the fast five (5) years. In addition to the above, bidders are to submit the number of captioners consistently utilized; the time zones in which these captioners are located; and a summary of, the qualifications and certifications held by the captioners that are consistently utilized and that will, or may, be utilized in providing services to the City. 2.15 LATE BIDS: At time, date, and place above, bids will be publicly opened. Any bids or proposals -received after time and date specified will be returned to the bidder unopened. The responsibility for submitting a bid /proposal before the stated time and date is solely and strictly the responsibility of the bidder /proposer. The City is not responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. 1 2.16 EXCEPTIONS TO SPECIFICATIONS: Exceptions -to the specifications shall be listed on the Bid Form and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid to be considered non- responsive. November 2011 - Bid No: 08 -10 -11 City of Miami Beach 21 of 31 2.17 COMPLETE INFORMATION REQUIRED ON BID FORM: All bids must be submitted on the attached Bid Form and all blanks filled in. To be considered a valid bid, the ORIGINAL AND THREE (3) COPIES of the Bid Form pages and all required submittal information must be returned, properly completed, in a sealed envelope as outlined in the first paragraph of General Conditions. 2.18 EQUAL PRODUCT: Manufacturer's name, brand name and model number are used in these specifications for the purpose of establishing minimum requirement of level of quality, standards of performance and design required and is in no way intended to prohibit the bidding of other manufacturer's items of equal material, unless otherwise indicated. Equal (substitution) may be bid, provided product so bid is found to be equal in quality, standards of performance, design, etc. to item specified, unless otherwise indicated. Where is proposed, bid must be accompanied by complete factory information sheets (specifications, brochures, etc.) and test results of bid as equal. The City, after evaluation of the documentation submitted, will determine if products is approved as equal to specified i 2.19 USAGE REPORTS: The City may request Annual Usage Reports from successful bidder(s), to include: item number, item description, quantity ordered /supplied, unit/extended costs and total dollar amount citywide and per department. 2.20 MIAMI -DADS /STATE CONTRACTS: The City reserves the right to purchase supplies such as the ones specified in this contract from Miami Dade County or State Contract Vendors should it be determined that it is in the City's best interest. 2.21 CUSTOMER SERVICE: Excellent customer service is the standard of the City of Miami Beach. As contract employees of the City, all employees will be required to adhere to the City's "Service Excellence standards and expected to conduct themselves in a professional, courteous and ethical manner in all situations. The successful bidder's employees must work as a 'cooperative team of well- trained professionals, and must serve the public with dignity and respect. All business transactions with the City will be conducted with honesty, integrity, and dedication. November 2011 Bid No: 08 -10 -11 City of Miami Beach 22 of 31 REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETING ITB- 08 -10 -11 3.0 MINIMUM REQUIREMENTS GENERAL: The purpose of this Invitation to Bid is to establish a two (2) year contract, by means of sealed bids, for real -time closed captioning service of all City of Miami Beach Commission Meetings, and other televised meetings as required, from a source that provides prompt and efficient service with accuracy generally' better than 90 %. Providing the successful bidder will agree to maintain the same terms and conditions of the current contract, this contract could be extended for an additional three (3) years, on a year to year basis. This project will benefit the City's, hearing impaired and deaf community, as well as provide the City Commission and City Clerk with a text file of the meetings. The City will publish list of Commission Meetings for the current fiscal year and any. other meetings that are known to require captioning services. In addition, the City may call or e- mail requests for service at any time. MEETING SCHEDULES: The Miami Beach Commission meets once each month, on Wednesdays , and with rare exceptions, on a day other than Wednesday. The Commission is in recess during the month of August, and there are no scheduled Commission Meetings. There are approximately 11 meetings per year. The meetings generally commence at 9:00 a.m. Eastern'Time, and run until approximately 7:00 p.m., with some ending later, contingent upon the meeting agenda and discussion items. From time to time, there may be occasion for special meetings that require captioning service. The City will make its best effort to provide as much notification as possible of these special meetings. 3.1 SCOPE OF SERVICES: 3.1.1 The successful Bidder ( "Contractor") shall provide real -time closed captioning of City of Miami Beach Commission meetings, and other televised meetings as required, utilizing Contractor's real -time ste'nocaptioning hardware and-softvi are. The City is seeking to have the Contractor provide all equipment, as in a turnkey arrangement, with the City providing two analog telephone lines and a captioning encoder. One of the phone lines will be provided for the sound track feed to the Contractor's captioner to receive the audio, and the other phone line is for the return feed of the captioning transmission. 3.1.2 The Contractor shall provide a quote for the City to purchase the caption encoding analog hardware to accommodate the compatible captioning signal feed provided by the Contractor. City may purchase said hardware from Contractor, and reserves the right to purchase from another source. 3.1.3 Contractor shall designate an individual as a central point of contact to the City that can be reached during regular business hours, and on an urgent basis after regular business hours, for the duration of the contract period. November 2011 Bid No:.08 -10 -11 City of Miami Beach 23 of 31 3.1.4 The Contractor may be required to provide a complete test session prior to final award of contract. 3.1.5 A translation rate of 90% accuracy, or better, for a normal Miami Beach Commission Meeting is required. 3.1.6 A Microsoft Word compatible, or other ASCII, unedited, uncertified, raw data textfile of each.real -time captioning session shall be provided to the City via e -mail before 9:30 a.m. Eastern Time, the morning following a meeting. 3.1.7 There may be times when the City may request the Contractor to provide certified transcripts of all, or some, of the meetings. In the event certified transcripts are requested, the following - will apply: a) Contractor shall be responsible for maintaining captioning report notes, clearly marked and boxed in chronological sequence by meeting dates. b) The file shall be delivered in electronic format on a floppy disk, zip disk or CD ROM disk within three (3) business days of the City's request. C) All certified copies are to be certified as required by Chapter 194 of the Florida Statutes. 3.1.8 Miami Beach TV may utilize Contractor for closed caption studio production and taped programs. Contractor will be provided with. 48 hours notice for studio. productions. For taped programs, Contractor will be provided videotape (DV cam) to be captioned. Contractor must deliver to the City the captioned tape within five (5) working days of receipt. 3.1.9 The City may request the Contractor to provide a solution for webcasting. This would be in the form of a captioning solution that can be embedded on a webpage that hosts the City's meeting. This embedding solution would receive the -text transcription and make, the website accessible to users. 3.2.0 The City will receive one (1) in time sequence order.. The title of each file must clearly contain the beginning and ending time period. November 2011 Bid No: 08 -10 -11 City of Miami Beach 24 of 31 REAL - TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS ITB- 08 -10 -11 Bid Proposal page 1 of 3 COMPANY NAME: We propose to provide real -time closed captioning services for English and Spanish accordance with the requirements and conditions of this Bid. 1) Real -time closed captioning- English $ g0 per hour Read -time closed captioning- Spanish $ q per hour TOTAL$ V 7 0 2) Caption encoding hardware $ Specify model and description: 4 fie, orc. kase� 3) Certified transcript option -1 original in - 4 79 _ per hour ' J Certified transcript option- 1 original in Spanish $ per hour ASs tern ` �►� En j ' s J% cor1 + ��, n s i at -��c� v-� S p dry s I� TOTAL$ 4) Webcast solution option $ per hour (Per section 3.1.9) se ' v i ca s Specify in Calendar da s, after receipt of purchase order, when services described in this Bid can begin S / \ PAYMENT TERMS: NET 30 if other specify here ANY LETTERS ATTACHMENTS OR ADDITIONAL INFORMATION TO BE CONSIDERED AS PART OF THE BID MUST BE SUBMITTED IN TRIPLICATE. SUBMITTED BY. �e �_e r COMPANY NAME: SIGNED: (I certify that I am authorized to execute this proposal and commit the bidding firm) December 20, 2010. ITB No. 08 -10 -11 City of Miami Beach Addendum No. 1 L REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS ITB # 08- 10 -11. Bid Proposal Page 2 of 3 PAYMENT TERMS: NET 30. If other, specify, here ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDERED PART OF THE BID MUST BE SUBMITTED IN DUPLICATE. SUBMITTED BY: _ _ _PeAe_�_ T h an ` COMPANY NAME: A eo_ kckje t SIGNED: (I certify that I am authorized to execute this bid and commit the bidding firm) Bidders must acknowledge receipt of addendum (if applicable). Amendment No. 1: X Amendment No. -2: Amendment No. 3: Amendment No.4: NAME /TITLE (Print): 'Pe- ev T ho, n Sccre -A-ckc Ag R_.e E &k ADDRESS: I 1 t N; +1-\ h'Gs_" s- ceElt , 1 ; i +C_,_�2 M CITY /STATE: Boor a n k , C, ZIP: g i 5 0 D TELEPHONE NO: L i Y3 DI e `4 q or e x-j y (05 FACSIMILE NO: 1 3 13 _ 55 L1__ L 4 V FEDERAL I.D. #: 3 3 �) o q ) } SIGNED:. /�- 1 December 20; 2010 ITB No. 08 -10 -11 City of Miami Beach Addendum No. T. EXPLANATION TO EXECUTION OF BID PROPOSAL The execution of the Bid Proposal is subject to the following: 1. Section 1.16, General Conditions — Payment - The 30 -day payment period is acceptable with reckoning period from date of receipt of invoice, subject to a mutually agreed upon reasonable period (e.g., 30 days) for the City to monitor the services in order to determine whether Aegis RapidText has met the specifications. In the event that the City does not provide notice to Aegis RapidText of such non - conformance after performance of the services, such services will be deemed finally accepted. 2. Section 1.19, General Conditions — Patents and Royalties — Considering that the service to be contracted is for real -time -captioning service, this Section may not be applicable and relevant to the subject transaction. In Lieu thereof, the following clauses may be apt and proper for the subject contract, for consideration and mutual discussion at a later time: OWNERSHIP AND INTELLECTUAL PROPERTY RIGHTS - 5.1 Pre - Existing and Independently Developed Works. Aegis RapidText will retain all right, title, and interest in any software, ideas, concepts, know- how, processes, development .tools, techniques, or any other proprietary material or information that it owned or developed prior to the date of this Agreement, or acquired or developed after the date of this Agreement without use or incorporation of the intellectual property of the other Party. 5.2 Aegis RapidText Ownership Rights. Insofar as Aegis RapidText is in the business of creating innovations, Aegis RapidText retains all right, title, and interest in and will be free to use all ideas, concepts, know -how, software, software development tools, know -how, methodologies, processes, technologies, and /or algorithms used in performing the Services, which I are based on trade secrets or proprietary information of Aegis RapidText or are otherwise owned or licensed by Aegis RapidText. Aegis RapidText will retain ownership of any Aegis RapidText -owned intellectual property rights as incorporated into software or tools that are ' used in producing any deliverables, even if such ideas, concepts, know -how, or other intellectual property is used or embedded in such deliverables. 5.3 Client Ownership Rights. Client understands and agrees that it is engaging Aegis RapidText to provide transcription /captioning services for materials furnished. by the Client (such material collectively "Client- Provided Materials') and all such Client- Provided Materials transcribed /captioned by Aegis RapidText (the "Work') shall be works for hire and Aegis RapidText hereby transfers and assigns to Client any right, title or interest Aegis RapidText may have to the Work. 3. Section 1.26, General Conditions - Bonds, Performance Bonds, and Certificates of Insurances - After the acceptance of the bid, in the event that the City will notify the successful bidder to submit a performance bond, Aegis RapidText anticipates an opportunity to understand and discuss with the City on the terms of the subject performance bond. 4.. Section 1.55, General Conditions — Termination for Default — It is proposed that the parties consider the mutual application of this requirement to both parties, subject to a cure period (e.g., 30 days) and to also facilitate the vendor's right to terminate due to payment default. AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY 2 5. Section 1.57, General Conditions — Insurance and Indemnification As it relates to the. Insurance Checklist executed by Aegis RapidText vis -a -vis the subject Section. a. It is understood that the "Comprehensive General. Liability insurance" referred to in paragraph 4 of Section 1.57 refers specifically to a "Commercial General Liability . Insurance." Moreover, said coverage is intended to protect Aegis RapidText in the interest of the City against risks, such as injury to persons (including death) or damage to the City's property in the possession. of Aegis RapidText, if any, directly arising from the performance of the services under the contract. b. The change or cancellation in insurance shall be made with notice to be made within thirty (30) days therefrom. c. All policies issued to cover the insurance requirements' herein shall provide full coverage from the first dollar of exposure and that deductibles, if any, shall be borne solely by the vendor /contractor. proposed "liability insurance coverage" and "Hold Harmless Agreemenf' are ma s that s uld be undertaken between the parties as mutual obligations to each oth . Any insuranc laims shall be subject to requirement'of the issuing insurance co any. For this purpose i lieu of the proposed "liability insurance coverage" and " old Harmless Agreement" cla a as found in Section 1.57, General Conditions, ge 15 of Invitation to Bid, the following auses are presented for consideration: Indemnification. Client shall indemnify, end and hold Aegis RapidText, its subsidia 'es, affiliates, and ach of their respective ` C' director, officers, employee agents, or r resentatives, harmless from', ? n any and all claims, action , suits, roceedings, costs, expenses, damages, and liabilities, including out limitation reasonable attomeys' i fees (collectively, . "Claims'), whic a e out of or relate to Client's breach of this Agreement or Client's se of th Service, except those resulting from the willful misconduc f Aegis Rap' Text. Aegis RapidText shall indemnify, defend, and old Client harmle, from any and all_ Claims caused by the willful isconduct of Aegis Rapi ext. The party cl ing indemnification shall (i) omptly notify the indemnifying arty of any claim in respect of which e indemnity may I appiy; (ii) relinquish control of the defense of the claim to the indemnif ing party; and (iii) provide the indemnifying p y with all assist ce - reasonably requested in defense of the c The ind nifying party shall be entitled to settle any claim without the ritten c sent of the indemnified party so long as such settlement only inv es e payment of money by the indemnifying party and in no way affec any rights of the indemnified party. i Limitation any wallailli T xt m S Ii services y i I AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY l 3 -- wi h e on le Th e- rf a he ry s a b the. s e y Ir nt r co ec on th ch isp in no event shall either party be liable for any special, indirect ! exemplary,, incidental, punitive, or consequential damages.'arising under or relating ,to this Agreement in any way, including, but not limited to' loss . of date, lack of services, or loss of revenues or. profits, even if a. Party has been advised, *nows or should know of the possibility of the foregoing. ' rr-VtMuM !f5tiffity to 6' in r �- he fees 4- 46 i LZ r pur of th"Ag ment " aim s" efer ore s abl roven n a ual / sses a aims, a ages, , o s, a d xp es (inc d in rea on bJe attorn ' fees) arising out or.. rel ng to his gre ent. t -naLmnAnt ant . sugge e. In paragraph 17 of Section 1.57, it is understood that the "subcontractors" refer to those ._ hired or engaged by Aegis RapidText to perform real -time closed captioning service or the actual customer- facing agents, and will not include Aegis RapidText's vendors that are engaged to address the general business. needs thereof (i.e., "providers for telecommunications, maintenance services, janitorial services, etc.). Moreover, what will be made available to the City are certificates of insurance, not the actual - policies themselves, as the same should remain in the custody of the insured (Contractor)., ! AEGIS RAPIDTEXT CONFIDENTIAL &. PROPRIETARY i REAL -TIME CLOSED CAPTIONING SERVICE OF ALL. CITY 'OF MIAMI BEACH } COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS 1TB- 08 -10 -11 BID CHECK LIST To ensure that your bid is submitted in conformance with the Contract Documents, please verify'. that the following items have been completed and submitted as required. X Original and .three copies of bid (including all submittal information) General Conditions - Section 1.1 X Execution of Bid General Conditions Section 1.2 Insurance and' Indemnification: (including Insurance. Checklist) d . X General Condition Section 1.26 General Condition Section 1.57. Bid /Performance Bond X V General Condition Section 1.26 Rune.`Qortk, N/A Warranty N/A Product/Catalog Information References (-including customer, reference listing) X - Special Conditions Section 2.13 Pages - 26,27 X j Bidder Qualifications Special Conditions Section 2.14 X Exceptions to Specifications V. Special Conditions Section 2.16 Contractor's Questionnaire X. Pages 28,29 November.2011 '. Bid No: 08-10 -11 City of Miami Beach .27 of 31 REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS { ITB- 08 -10 -11 CUSTOMER REFERENCE LISTING Bidder's shall furnish the names, addresses, and telephone numbers of .a minimum of six (6) firms -or government organizations for which the Contractor is currently furnishing or has furnished, similar services. : 1) Company Name Address Contact Person /Contract Amount Telephone No. Fax No; E -mail address ,t 2) ..Company Name Address Contact Person /Contract Amount Telephone No. Fax No. E -mail address 3) Company Name Address Contact Person /Contract Amount Telephone No. Fax No. E -mail address November 2011 Bid No: 08 -10 -11 City of Miami Beach - : 28 of 31 AEt�I - RAPIDTEXT REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS IT13- 0840 -11 CUSTOMER REFERENCE LISTING Bidder's shall furnish the names, addresses, and telephone numbers of a minimum. of six (6) firms or government organizations for which the Contractor is currently furnishing or has `furnished, similar services. 1) The City of Los Angeles L..A. City View 35 Attn: Tony Ighani Station Manager ry 120 South San Pedro Suite 630, Los Angeles, California Phone: 213-485-4419, Fax: 213- 847 -4329 Tony. ighani(a_lacity.org RapidText provides "live broadcast captioning of city and county government meetings. 2.l! .fThe.City of Rio Rancho Rebecca Martinez Deputy Clerk City of 'Rio Rancho 505- 896 7 8709 RapidText provides live broadcast captioning of city and, county government meetings., 3.) 3C Media Works, a service of 3C Media Solutions Attn :' Chris Brown Production Coordinator % Editor 365 South Rancho Santa Fe Road, Suite 104, San Marcos, CA. 9207 Phone 760 -744 -1150 x1 514, fax " - 760 -510 -8344' CHBrownCcDPalomar.edu . • 3C Media Works hosts simultaneous broadcasts and Vllebcasts of regularly - scheduled 2 -day Board of .Governors' meetings for the California Community College'. 3C Media Works has chosen RapidText to provide concurrent live Broadcast and Webcast captioning since 2004 411 United States Office of Personnel Management (USOPM) Attn: John Susnir Audio Visual, Production Specialist ry ' 1900 E. Street NW, Room 5347, Washington', DC. 20415 . Office: 202-606-72863, Fax: 202 -606 -2264 _ John.Susnir(a�opm.gov .._ , RapidText provides live captioning for various USOPM Departmental and public meetings and trainings. AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY AEC Is RAPOTEXT r . 5.) KCET T'1! Attn: Kathy Kasaba 4401 Sunset Boulevard, Los Angeles,, CA 90027 Phone: 323 -953 -5460 Fax: 323-953-5665 kkasabaCa7kcet.net • We provide Realtime Captioning, Offiine Captioning, of video's, and Transcription services, approximately $50,000 per year. - r Attn: John Sander) Sr. Broadcast Operations Production Manager Christian Broadcasting. Network 977 Centerville Turnpike, Virginia Beach, Virginia 23463 757.226.2516 (direct) 757.226'.2510 (fax) john. sander10cbn. org We provide live broadcast captioning of program content for CBN. : AEGIS RAPIDTEXT CONFIDENTIAL &PROPRIETARY s ' REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF 'MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS IT1348 -10 -11 CUSTOMER REFERENCE LISTING (CONTD.) 4} Company Name Address Contact Person /Contract Amount - Telephone No. Fax No. E -mail address 5). Company Name 'Address Contact Person /Contract Amount Telephone No. Fax No. E -mail address 6). Company Name ., Address.. Contact'Person /Contract Amount Telephone No. Fax No. t E -mail address November 2011 Bid No: 08 -10 =11 City of Miami Beach 29 of 31 AE ' 15 RAP I DTEXT REAL -TIME CLOSED CAPTIONING SERVICE OF .ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS a �Q IT13- 08 -10 -11 , CONTRACTOR'S QUESTIONNAIRE r NOTE: Information supplied in response to this questionnaire is subject to verification. Inaccurate or incomplete answers may be grounds for disqualification from award of this bid.; Submitted to The Mayor and City Commission of the City of Miami Beach, Florida: By C4 e"r 1 P h g n Principal Office: How many years has your organization been in business under your present business name? Aegis RapidText, Inc. has been in business under' its present name for approximately eight (8) months to date (since March 30, 2010, when the name was changed in Delaware, its state of incorporation). Prior to the foregoing, the company was called "RapidText, Inc." and in January 9, 2006, the company underwent a change of name to "PeopleSupport RapidText, Inc." Does your organization have current occupational licenses entitling it to do the work contemplated in this Contract? Yes, (i) a business license issued by Burbank, CA; and (ii), and a Los Angeles County, CA, tax certificate. Both are required for ARTI to perform its business from its current office site at Burbank, CA. All `of the aforementioned business licenses /tax certificates have been secured, are current, with copies thereof, submitted herewith. State of Florida occupational license - state type and number: N /A, as work is performed in Burbank, CA, not in Florida. A Florida occupational license is not required for work performed outside the state. No personnel of Aegis RapidText, Inc. will be performing closed captioning services within the state of Florida. , Dade County certificate of competency - state type and number: N /A, see above. City of Miami.Beach occupational license - state type and number: N /A. see above. Include copies of above licenses and certificates with proposal. How many years experience in similar work has your organization had? At least 22 Years of experience, first as Rapidtext, Inc., then as PeopleSupport Rapidtext, Inc. and now Aegis Rapidtext, Inc. Have you ever had a contract terminated due to failure to comply with contractual specifications? - No: If so, where and why? NIA Response to Request for Quotation for Closed Captioning Services ' RAP I DIET In what other lines of business are you financially interested. or engaged? Medical and legal transcription, Captioning, - transcription and translation. Aegis, USA, Inc., the parent company of Aegis' RapidText, Inc., . provides BPO services such as call centers, billing, accounts receivables and customer support services. Give references as to experience ability, and financial standing Such references have been provided in the :body of the RFP response. What equipment do you own.that is' available for the proposed work and where located? We'. are .a full- service captioning and transcription company with all equipment in place to do 'the . proposed work. Equipment has been described in the body of the RFP Response. REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETING ITB- 08 -10 -11 C.ONTRACTOR'S QUESTIONNAIRE (CONTD.) What Bank or Banks have you arranged to'do business with during the course of the Contract should it be awarded to you? a Aegis 'RapidText's business bank is Comerica. `Aegis RapidText's affiliates currently perform work for the client,- JP Morgan. . Please list the names and addresses of subcontractors to be used, if any. RapidText utilizes the talents of Independent contractors for realtime captioning. Information is provided in Attachment #1: Vendor Campaign Contribution (s): a. You must provide the names of all individuals or entities (including, your sub - consultants) with a controlling financial interest. The'term "controlling financial interest" shall mean the ownership, directly or indirectly, of 10% or more of the outstanding capital stock in any corporation or a direct or indirect interest of 10% ormore in a firm. The term "firm" shall mean any corporation, partnership, business trust or any legal entity,'other than a natural person.. . Aegis RapidText; Inc., formerly known as PeopleSupport RapidText, Inc., is wholly owned by Aegis USA, lnc., a Delaware corporation _ b. Individuals or entities (including our sub - consultants) with a controlling financial interest: have X have not 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. Please provide the name(s) and, date(s) of said contributions and to whom said contribution was made. Neither Aegis RapidText, Inc. nor its parent company Aegis USA, Inc., and. none of their respective officers or directors, have contributed either directly or indirectly to the campaign of a _candidate who has been elected to the office of Mayor or City Commissioner for the City of -Miami Beach ti. AwrA ar Response to Request for Quotation for Closed Captioning Services E-C31S 1 HEREBY CERTIFY that the above answers are true and correct. (SEAL) eL« < 1X (SEAL) m3mm t EXPRESSLY AND CONFIDENTIALLY PREPARED FOR THE CITY OF MIAMI BEACH Company Proprietary Information G Aegis Ltd. All Rights Reserved December 2010 AEGIS t RAPT DTET �ns�e to ITB -08 -1 G -11 Respo Jime.: Closed Cap tionin g Se'rvice's fouther C ity of Miami- Beach 4 2010 SAL Attention: r City of Miami Beach Procurement Director 3rd Floor, 1700 Convention Center Drive Miami Beach, Florida 33139 Submiffed by: Kathy Furlan Aegis RapidText, Inc. . Tel: 800 -234 -0304 ext 47124 Email: kathy.furlan(aegisglobal.com 11.1 North First Street, Suite 201 AE C' 15' RAC' I NEXT January 4, 2011 City of Miami .Beach Procurement Director 3rd Floor, 1700 Convention Center Drive Miami Beach, Florida.33139 4 Re: ITB- 08 -10 -11 for Real'-Time Closed Captioning Services To whom it may concern, Aegis RapidText welcomes the opportunity to provide real -time closed captioning service of all City of Miami Beach commission meetings and other televised meetings. .:We have read and understand the instructions and scope contained in this (TB. Aegis RapidText (RapidText), was founded in 1988, and has peovided captioning services for government, business, entertainment and educational clients for over 20 years. We believe that based on our experience, capabilities, and solid. business structure,, we - are the perfect match to provide these captioning services for the City of Miami Beach. I .trust you will find everything in order; however should you have any questions or need clarification on any 'items,' please contact me at 1 -500 -234 -0304 ext 47124 ( Kathy.Furlan @AegisGlobal`.com). Thank you for the opportunity to participate in this Bid. Sincerely, Kathy rlan Aegis RapidText, Inc. 111 North First Street, Suite 201 Burbank, CA 91502 - { A 1 RAPT TET Contents Cover Page Cover letter Table of Contents A, jis RapidText — Company Profile... ... ............. ........ ... Page 1 Section A: ' Plan and Method to accomplish reguired services......:: :...Page 1 Overview Page 1 2 What Page 2 Where Page 3 Who `Page 3 When Page 4 How 'Page 5 . r Section R ates .... . �.,. �.... rr. . . ........... . ... . .. .. ... . Page 6 ■ Qua li ty Se C ty C ® ntr® l s Page - -s - " - Sec -• tl/. s.• .. r . .. .. � ... ..: r.....a.or..■.�■s...s• ■ ..... ..... �...• 8 Section D: Qualifications and Experience ....................... g ...:...... ,:...Page ' t , Sect ion E: Optional Services...... ....:......... ....... r ...........:...........Page 9 Section b°■ Additional Guidelines . .. ......... ........ ...Pape 10 Conclusion..... r ............ .................;............. . ..Page 1'l Attachment #1 - C a ptioner Quailifications ....... .............................. ..... Attachment #2 — Miami Beach ITB*...... ........... .............. ...... ... r ......... *Including References, Insurance.Page and Questionnaire A ttachment #3 Addendum ## 1* ..... .......................... ............................... *including Bid Proposal Pages 1 2, -and 3 Additional attachments: Business License Tax License AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY AEGIS 4 APIDTET Aegis RapidText — Company Profile Aegis Rapidtext began as Rapidtext, founded in 1988 'as a captioning software development company. With this technical background and knowhow, the company soon began services in transcription and captioning in 1990, Rapidtext quickly became a pioneer, in the captioning industry. Some company firsts , include: 3 ' First to offer instant steno translation to generic PC (1988) 3.. First to caption a live video teleconference (Los Angeles to Chicago) First remote classroom captioning (Auburn University) First to caption simultaneously to Internet, Broadcast and a third venue First to have Spanish and English captions simultaneously displayed. from one software :. RapidText has shown steady growth through the years. " In 2004 Rapidtext purchased The Transcription Company. = In 2006 both companies were acquired by PeopleSupport, Inc and became PeopleSupport Rapidtext. In 2008 PeopleSupport was purchased by Aegis Communications, ,Inc. The name was changed to Aegis RapidText, Inc. Aegis RapidlText Today Aegis RapidText (based in Burbank, CA) is a wholly owned subsidiary-of Aegis USA Inc:, a $600M+ global Business Process Outsourcing`(BPO) leader headquartered in .Los Angeles, CA. In tum, Aegis 'USA, Inc. is a privately -held subsidiary of $15B Essar Group. This scale and financial backing is best -in -class in the Captioning Ind_ ustry, assuring the City of Miami Beach that Aegis RapidText -,can . successfully .execute the City of Miami Beach's current in -scope requirements, as "well as any future requirements that may arise. Aegis RapidText is an equal opportunity employer. .Today," Aegis. RapidText's primary services include Realtime Captioning, Offline Captioning, Subtitling, translation, and Transcription with a customer base .ranging from government entities and-major entertainment companies, to colleges and universities, businesses,- hospitals and legal entities nationwide. RapidText's original .founder Glory Johnson still serves as the Vice President of Media Services. A. Plan and Method, of Approach to accomplish required serviced X4.1. Aegis RapidText -Solution for Closed Captioning Services. for City of Miami Beach Aegis RapidText already has a well -pstablished captioning solution, in place, which appears "to be perfectly suited. for- integration with the broadcast captioning :goals -of .the City of Miami Beach. This simplifies the implementation plan considerably. We easily have the capacity to caption for any meetings requested by the City of Miami. Beach per year. AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY AEGIS APOTEXT . 2. Aegis RapidText solution Overview Z f What W ere Who When How GOAL: ADMINISTRATION ADMINISTRATION t IMPLEMENTATION SCHEDULING Y City of Miami Beach sendsr< Deliver quality Closed Administrative andx Vice President and` CONTACTS: ` r z meeting schedule to wr t captioning seiv�ces for, Superviso Director each ry Staffing, : have Esta lish pri bmary s RapidText schetluler meetings of the City of Schedulingand Y � over 20 years' „ r scheduling, techrllcal } Scheduler assigns4 Miami Beach Technical Support , expenence�in th' ! and billing contact infp � G�ptioner. Scheduler �_ performedfrom captioning industry nfirmation to?Cry' -� sends co Captioning will be Rapid Text's,Burbank K F ; } of M ia m i ." Beaah ,, dministrative delivered remotely �n A ' California office - K REALTIME u •Sign contract, v TESTIN DEPART. NIEN Y u • Establish billir RapitlText Tech Support 3� discusses and sshed�es CAPTIONERS Providm ca tion� I Procedure w x� g p,g testing; or con�tey services-'4 supRort �.7 h� Captioner connectsfor� Inde dr'k tsar a ors 0 11ea - ' T r P ism ulinl; f for ver S64 test M^ 'i• s for realtime cap = • Confirmmee.'Ei _ - - f services, locate- z sc ed� CAPTIONING` CAPTIONE�tS h diet .IM'_ v a throughout•�the U5 _� •• _ o� r c iialsino p - Vii° nets ' Capti f– Ass�gnp : meefmg�at�dPrAvjtles �� Professionl�� e �, r -_ , - captioning thro09 out REDUNDANCYBACK UP captionersrith y > _ Techhical - r;x 7 _ tdTextM certificat�o nd • file to` �vuithm 24i RapidT,eict has expert prov n�&peed, = in Irm- 161 Tech " antl - ' " nurr l is f+ rxauclio and houR o d meeting w v C upp aeturacyand M ScheduUrlgmployees m ex erietti%e With' encoder " �UALTiy CONTROLS uR Y p = _ rts Ae �n.Manla : broadcast�`capfiornn �r Y� - C= .; - . y �Tso con nrtty Q who can ac up place r P of government T F •�T e nett servise� to our Burbank, meetings ^ tWith,each tNVD GING = r M. It CA ;office �, p eci Ali r _ nv , WHAM Aegis RapidText will deliver quality captioning for' all meetings and any other broadcasts, Webcasts, Teleconferences or other meetings or events requested by the City of Miami Beach; using realtime who have proven speed-, accuracy, certification and quality to meet and exceed RapidText's 98% accuracy benchmark for accuracy. Captioners.will connect with the City of Miami Beach's audio line caption encoder, or stream captions 'by any other specs requested - for video/web-based meetings. RapidText captioners can even send live captions to a broadcast encoder and. send a separate text stream to the Web at the same This represents a significant valuable benefit to the City- "of Miami Beach. All services are backed up by RapidText's 2417 Technical Support Team. RapiclText also has robust Transcription, Offline Video Captioning, . and Translation Departments and can provide post- production captioning and - transcription services for any programming needed by the City of Miami. Beach or Miami Beach' TV. We work with all tape, DVD, Blu Ray and electronic formats. We offer translation and subtitling in all, languages. AEGIS RAPIDTEXT- CONFIDENTIAL & PROPRIETARY . dWFA AEC31S l RAP DTEXT 3 WHERE Administration and Scheduling Will be coordinated in RapidText's Burbank' California office. Captioners`are independent contractors from multiple locations throughout the US. This provides built -in redundancy in services; In the event that there is a disaster or emergency situation in one region, we have back -up captioners in other regions who can seamlessly step in to assure no break in services. Technical Support is based and coordinated in our Burbank, California office. We also have technical support personnel in Aegis' .office in Manila, who are experts in scheduling and supporting captioning. This again provides built -in redundancy. In the event there is a disaster or emergency situation in California, technical - support and scheduling can seamlessly be coordinated from Manila to assure no break in services. • WHO Aegis RapidText is a full- service captioning and transcription company with an established Realtime Captioning Department with the capacity,to meet the needs and standards set forth for the City of Miami Beach in this ITB. The following is an overview of the RapidTexfs organization: ORGANIZATIONAL CHART - AEGIS RAPIDTEXT" Featuring our Realtime Department Glory Johnson Vice President, Media Svcs Kathy Furlan . Account Executive Stephanie Gray Director, Media Services Translation Department Realtime Department Transcnpbon Depalment ' OfflneCapbonng :Dept Jose Sepulveda, Mgr. i" Christopher Keveny. M' r. Cfnstna Aboyte,.Mgr. Kathi'Loeb;'Mgr ' QA Associates Schedulers Transcribers Transcribers Translation Team Realtime" captioners Qualy Check Captroners`` 1 Technical support Team dial Servioes %Uam ADMINISTRATION At the helm of Aegis RapidText" is the corrmpany's original founder Glory Johnson, who serves as .the Vice President of Media Services. Ms. Johnson background as a .businesswoman, Certified Court Reporter, and her 20 years' experience in the field �of captioning and transcription combine with her passion for excellence -and customer service'. is" the basis for the continuing success' of the company.. Stephanie Gray is the Director of Operations and Media Services. Ms. Gray has a master's 'degree in fine arts from UCLA,. and has served. as Executive Producer of Public Affairs Broadcasting for KNBC in Burbank and other key positions in . the broadcast industry. Having worked in media services for over 30 years, (20 of which were directly related to captioning and transcription) Ms. Gray understands the needs of the. City of Miami Beach and will assure continuity and quality services under this contract. AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY AEI's API DTEXT 4. Kathy Furlan will be RapidText's Account Executive for the City of Miami Beach. Ms Furlan holds a bachelor's degree in business - management and has been with RapidText in this capacity for 8 years. She, will assist with details of this IFB and with implementation of the contract: IREALTIME DEPARTMENT MANAGER: Christopher Keveny .is the manager of the ,Realtime Department at RapidText: With a background in- business management, media services and IT, Christopher has the perfect mix of leadership and technical know -how to coordinate the ever - changing technical and scheduling needs - of our Realtime. Captioning Clients. , With his experience, Mr. Keveny has a keen understanding of the nuances of captioning - for city government meetings. . SCHEDULERS: Our Schedulers coordinate hundreds of hours. of Realtime captioning each. week. Utilizing our proprietary scheduling database, the schedulers can .effectively track schedules and schedule changes, and manage captioners' assignments. The Scheduling team will communicate scheduling confirmations to the City of Miami 'Beach and creates their invoices. Our schedulers are used to the complexities of City Council meeting schedules. REALTIME CAPTIONERS: Aegis RapidText maintains a large pool of experienced steno captioners,' These are independent contractors from across the US. , Each has proven speed, accuracy and professionalism. RapidText's captioners have the hardware and software needed to provide captioning remotely., including all software and hardware and a minimum of three phone lines as needed to dial in to the audio, connect to the encoder, and a third line for communication with the City of-Miami Beach's control room when needed. Each captioner is required to submit raw caption -files of every assignment. These caption files are checked for accuracy on a random basis. A profile of our captioners' certifications and experience is found in Attachment4l. RapidText matches captioners with assignments based .on the captioners' experience, expertise and technical capabilities. It is always our -goal to assign a, particular captioner to the same client or program permanently so the captioner becomes familiar with the assignment to best provide consistent service, time after time. TECHNICAL SUPPORT: Realtime Manager Christopher Keveny leads the Technical Support Team. Each team member is familiar with every aspect of .:broadcast and webcast captioning, including of connecting to closed caption encoders like the City's Evertz Model 8084AD and Link Model PCE845, and the importance of tests.for connectivity prior to the onset of captioning, and often prior to every meeting. The Support Team knows each - captioner's software and setup,, and will offer support to the captioners as well as to the City of Miami Beach. Technical .Support is .available prior to a scheduled program for testing connectivity between the Captioner and Master.. Control at the City. of Miami Beach, and is also .available for immediate support in the event that a problem occurs during a captioning session. There is never a charge for technical support. CROSS- TRAINING: It is important to note that Aegis RapidText has cross- training in place for each position above to ensure continuity of services when any member. of the team is called away. WHEN Aegis - , RapidText has all systems, processes and personnel in place to begin captioning for the City of Miami Beach right away. Upon selection as the vendor for this contract, RapidText Administration will work with the City of Miami . ' Beach to sign the contract. Concurrently, RapidText's Schedulers and Technical Support Teams will work with contacts at the City of Miami Beach, to get all schedules into. -the . database, assign captioners, and conduct testing for connectivity with the City's Control Room personnel. ` AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY AMA RAPT DTEXT 5. Aegis RapidText: provides captioning :services 24 hours a day, 365 days a year. After the onset of captioning, RapidText will be available to caption any last- minute, extended,_ or emergency meetings that may be needed. • HOW Upon being chosen as the vendor for the City of Miami Beach, Aegis RapidText will implement the - following plan: PHASE 1: PREPARATION: r Upon notification of being chosen as the vendor for this contract, Glory Johnson and the .City of Miami Beach will agree upon contract terms and fully.execute a contract. During the contract process, RapidText's Schedulers will become familiar with City of Miami Beach's Website, , reviewing the calendar of scheduled meetings and agendas in preparation for scheduling. RapidText and, the City of Miami Beach will exchange contact information for scheduling, billing,-. technical support, connectivity testing, and agendas and prep materials for captioners. RapidText's Scheduling Department will contact the City of Miami Beach to' attain a formal schedule of meetings, .and enter the information into the database assign captioners, and send an "Activity List" 'for the City of Miami Beach's review. This Activity List will contain the schedule of each meeting as entered into the Realtime Database, including meeting dates, times, and anticipated lengths, and the captioner(s) assigned to those meetings. The City of Miami Beach will review the activity list for accuracy and confirm with Scheduling. An important planning component prior to the onset of captioning for the -.City of,Miami Beach will be preparation on the part of RapidText captioners. All - captioners assigned to the City, of Miami *Beach will review the City's Website. They will review a sampling of meeting agendas, download lists commission members and officials and enter them into their captioning dictionaries. RapidText .will invite the City , to send any additional lists of names, terms and acronyms that they deem to ' be important for captioner preparation. This preparation will. be a vital component in guaranteeing the highest level of accuracy possible. Meanwhile, RapidText's Technical Support Team and City of .Miami Beach's Master Control Technicians will be in dialogue, to establish all details, needed. to support broadcast captioning to the City of Miami Beach's specifications. Prior to the onset of captioning, RapidText's technicians will schedule testing - each captioner and City of Miami Beach's Master Control to confirm each captioner is familiar with the connection_ protocol: PHASE W. IMPLEMENTATION: Beginning :with the first -meeting, RapidText captioners will connect with City of Miami Beach's - Master Control, and captioning will commence. RapidText will email .a consolidated fife consisting of the raw notes from all captioning sessions �e for the meeting, in time sequence order, . with each session clearly noted with .a beginning and ending time. The notes will be forwarded to the City of Miami Beach by 9:30 AM Eastern time the "morning following the meeting. RapidText will ,keep copies on file for the duration of the Contract and can provide these raw notes at any time at no additional charge. Upon request, and upon - the City providing a recording of the meeting; RapidText,will provide a certified verbatim transcript of the meeting within 3 business days of the City's request. This shall be delivered I electronic format on a floppy disk, zip disk or.CD ROM disk. AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY JJ AWA 2r _ RAPIDTEXT 6. Aegis RapidText Technical. Support will schedule testing. whenever requested by'the City, and will be available by phone whenever there is a--session in progress. The Scheduling Team will generate invoices from the database detailing each captioned session including the date, time, and length of the session. Invoices will be emailed to the City of Miami Beach twice monthly. The City of Miami Beach will notify RapidText Schedulers of each additional meeting, hearings, press conference, and /or other event that requires captioning, and RapidText will follow the same procedures for.entering new events into the database, scheduling 'captioners, and communicating schedules clearly with the City of Miami /Beach. It is important to note here that RapidText has developed a means by which its captioners can ,send live captions to a broadcast encoder and to send a separate live text stream to the Web at the same time. This service will be available whenever needed by the City of Miami Beach. Aegis RapidText has .bilingual broadcast captioners who can caption Spanish language programming in Spanish or translate. programming. in realtime from English to Spanish or Spanish to English. f In response to Item 3.19, RapidText has several means by which it can host live Webcasts of City meetings online, from embedding an (Frame window in to a webpage which would carry the live caption stream, to hosting the session via WebEx. For the simplest solutions there would be no added cost involved. We would collaborate with the City of Miami .Beach to build a solution- that is most advantageous to the City meetings and .online attendees. B. Rates for Realtime Captioning. Aegis RapidText's Realtime Closed Captioning Services wily be offered at the following rates, English programming captioned in English: $80. per hour English programming captioned in Spanish: $90 per hour Each assignment will be invoiced a one -hour minimum, with additional time rounded up to the next quarter -hour increment. There are no additional' costs for setup fees or captioner preparation time. Once scheduled, any assignment cancelled or postponed with less 24 hour notice will be billed as scheduled. Invoices will be generated twice per month. All invoices for Realtime Captioning will be itemized with the event or meeting name, dates and duration of each meeting. C. QUALITY CONTROLS. Over the years, Aegis RapidText has instituted quality controls and remedies that have proven to be effective in identifying, rectifying and solving any technical or quality issues. Realtime Captioners. are required to submit the ", realtime transcript of all 'assignments by end of day, every day. All transcripts are kept on file in case they might be needed in the future. Every captioner's transcripts are, checked for quality and accuracy on a random basis, and if any are found to be less than .98% accurate or if there are complaints from a client -about the captioner's professionalism or accuracy, the captioner is notified and given a chance to improve. If a captioner's performance continues . to be sub -par, that captioner will be removed ' from ..the assignment. Ff In the event that any irregular incidents arise during a realtime assignment, the realtime captioner contacts the Master Control room and /or RapidText Tech Support if assistance is needed. Even AEGIS RAPIDTEXT.CONFIDENTIAL & PROPRIETARY AM W, AE ­ IS RAP I DTEXT 7. if no assistance was needed, the captioner is required to fill out a RapidText "Incident Report" and submit it to the Realtime Department.' The Incident Report details the date time and nature'of the incident. If further action. or remedy is needed, the Realtime Department or Technical Support will take action accordingly. If there is.. an emergency and the assigned . captioner cannot fulfil a scheduled assignment, RapidText has procedures in place for another qualified captioner to seamlessly-step in to ensure continuity of services. ` C.1. Security and Redundancy Aegis RapidText recognizes the extreme importance of security and uninterrupted .service to the City of Miami Beach and can meet all the security provisions needed. The following are in place. • Security measures are implemented to protect the security and integrity of protected information according to-the client's as well as RapidText's own guidelines. • Aegis RapidText maintains a password- protected FTP site for transfer of data and video files. • Technical tests and evaluations are performed on a routine (monthly) basis to assure all systems meet or exceed specified security requirements • Captioner accuracy is tested monthly to insure quality service is rendered to all clients Aegis RapidText's entire work force, both employee and contractor staff are trained on privacy; security, and confidentiality. Confidentiality and non- disclosure forms are kept on file for all contractors and employees_ Computer systems and Equipment have -sufficient system redundancy in place. .All captioners have backup computers, phone lines and -software: Technology Help Desk personnel are available around the - clock to resolve or troubleshoot issues in -a minimum time frame. Technical Support is available to support any live captioning that is ongoing. • RapidText maintains sufficient redundancies of all critical equipment, hardware, software and captioners. • RapidText has Data Recovery and Back -up through dual information- storage systems (on site and off site) utilized for periodic backups to prevent loss of data. UPS backup is available for all critical .equipment (PCs, Servers, etc.). Generators are online for longer power outage situations: Our server Data Center has onsite . generation and conditioned power. • All computers require new strong passwords every 30 days to turn on the computers, and computers after a designated period of time, requiring re -entry of password. • Firewalls and antivirus. software are on all the computers, along with virus definitions. that are updated and implemented as soon as they are released. • Security services and processes are employed to prevent theft _ and /or vandalism of any - information-stored on our. systems: • Administrative procedures are in place to guard data integrity and document availability (information Access Control,and Access Authorization)'. We follow 128 -bit encryption for all transferred files. AES, SSL3; TLS1.2 transport is available as well. AEGIS RAPIDTEXT CONFIDENTIAL & PROPRIETARY IAWA Nor RAP I DTEXT D. Qualifications anti 'Experience Aegis RapidText has been providing Realtime Captioning . {including Broadcast and Webcast) for over 20 years. Our administration, schedulers, captioners, and support technician's are seasoned professionals, currently providing hundreds of flours of live broadcast and web captioning each month..Captioners and support technicians are quite familiar with the process of dialling in to access audio and connecting to a variety of encoder models.- (A description of their qualifications is detailed above under the heading, "Who."), _ Aegis RapidText has over 20 years' direct experience providing captioning and transcription services. We welcome the opportunity to add the City of Miami Beach to our long list of clients. -A partial list is provided here: We caption business and governmental meetings. A partial list of cients includes: Ail City of Los Angeles � National Institute. of Bay Area Rapid Transit Standards & Technology New York Liquor Authority g U Dept of Health and : AT &T H uman Services U.S. Office of Personnel f National Institutes of Health Management M eadW est Va co AV National Archives .& City of Rio Rancho Records Admin - We provide captioning & transcription for entertainment& Media. A partial list of .clients includes: i Harpo Productions F National Public Radio A KCET TV C BN ABC News Sony Pictures DreamWorks Animation Turner Broadcasting Warner Bros.: Universal .Pictures WNED TV International Paramount, Pixar, Disney We caption regular and Distance Ed /Online classes and content for colleges and . universities. A partial list of clients includes: Georgetown Law University f Montana State - University f Stonybrook University Los An geles Harbor College University of Hawaii Mesa_ College .University of Memphis U C Berkeley Texas Tech University College of the Redwoods Granicus has selected Aegis RapidText to be'their exclusive caption and transcription vendor for all their governmental clients. Aegi's RapidText provides live captioning for 61.1 the Board of Governor's Meetings for the California Community Colleges. Aegis RapidText captions live meetings for the Board of Regents' of the California State University System Aegis Rapi dTe xt is certified as approved ca ptio ner for the US Department of Education, the Described and Caption Media Program (DCMP), and National Association for the Deaf. Aegis RapidText was selected to be a Vendor for the California Community Colleges' Distance 'Education Captioning and Transcription Grant; AEGIS RAPIDTEYT CONFIDENTIAL & PROPRIETARY AM Mr. AE t: I RAPS NEXT Ir 9. - - E. Additional Aegis RapidText Services A. Post Production Captioning Services: ' RapidText has - .provided offline video captioning services since 1989 when RapidText developed its own proprietary captioning software, RapidCaption. - Since then RapidText has been a pioneer in Offline Captioning, and currently captions thousands of videos each year using state -of -the -art software and hardware. RapidText provides captions on all tape formats. (Encoding rates may a p P P P ( 9 Y PP Y)• RapidText captions DVD and Blu Ray. > - RapidText offers DVD authoring services to preserveactive menus and buttons (or chapter stops) on the DVD. Additional charges apply, based on the specs of the individual project. > ..RapidText works" with all electronic formats; Windows Media, QuickTime, Flash, MP3, .wav, XML, etc. at no added charge. Aegis RapidText, Inc. has been certified by Google/YouTubeTm as a "YouTube Ready" Qualified Caption Vendor RapidText provides subtitling in all languages. Additional rates apply based on the language requested. The City can, submit- video content for captioning three ways Send. videotapes, CDs, or DVDs to our Burbank office Upload digital video files to RapidText's - " ftp site r Provide .links to media already posted online. Our process: 1 Upon receipt of video content, -the order is logged into our proprietary order tracking system. '2. RapidText's Media Services "digitizes the audio and sends it to our Transcription and /or Translation Department where the audio is transcribed and /or a. RapidText's transcripts and translations are not machine- generated. RapidText prides itself on accuracy so these functions" are performed by experienced, trained personnel. The entire transcript is reviewed at least twice, and three very important processes occur at time: i. Transcript Quality Assurance: Transcripts are edited 'to guarantee that they are indeed verbatim to the recording. ii. Research: If there is any doubt as to spelling of any 'names, places or terminology, the editor performs. online research to confirm the term is spelled or translated correctly. "This is especially important for videos in which terminology can be especially technical (videos for nursing classes; history of foreign countries, Anthropology, oceanography, etc.). 3. The transcript is then sent to RapidText's Captioning Department where the transcript is time s stamped to, match.the video, itself. a. RapidText's caption files °are. not (machine- generated. RapidText prides itself on accuracy, so Timestamping is performed by "specially trained 'personnel.. The entire video and.transcript are reviewed during Timestamping. i. Transcript Quality Assurance: The transcript is viewed for final editing during this process, guaranteeing that sound. cues for the Deaf are inserted accurately. ii.. Caption Placement: If there is important video content at the bottom of the screen, Caption. editors` adjust placement of the captions so- as not to obscure that content. iii. Timecode , Accuracy: The Offline editor verifies that the text exactly matches the dialogue in the video throughout the entire video.. AEGIS RAPIDTEXT CONFIDENTIAL& PROPRIETARY 7 ATTACHMENT 1 CAPTIONER EXPERIENCE The following profile is an indication of the qualifications of our current pool of captioners Aegis RapidText will utilize its top -tier captioners on assignments related to the City of Miami Beach. Identifying information. about our, -ca 'tioners is company confidential. Names and .contact information for all captioners selected to work on assignments related to this contract will be provided at the time the captioner is assigned: AEGIS RAPIDTEXT Profiles .of Current Pool of Realtime Stenographers Other Years' Name RPR CBC CRR CSR Cred Experience Captioner #1 X X X X CCP 20+ Ca ptioner #2 X X CMR 20+ Captioner #3 20+ Working on - Captioner #4 X X X CCR 20 +' Captioner #5 X X RMR, LSR 20+ Working,on Captioner #6 X .> X X RMR 20+'. - Captioner #7 X X 20 +. Working on Captioner # 8 X X . X RMR 20+ Captioner #9 17 Captioner #10 X '16 Captioner #11I X 15 Working on RMR, GSA and Captioner #12 X CBC 12 Captioner #13 x- X CCP 11 Captioner #14 X X X l RDR 11 - Captioner #15 CBC 11 Ca tioner #16 X X 11 Captioner #17 10 Qualified 240 Ca tioner #18 wpm 10 Captioner #19 X 10 Ca tioner #20 10 Ca tioner #21 . 1 Ca tioner #22 9 - Ca tioner #23 7 Ca tioner #24 7 Captioner #25 7. Captioner #26 f 6 Ca tioner #27 6 . 6 Ca tioner #28 6 Ca tioner #29 5 Ca tioner #30 X CCP' 4 [ Captioner #31 1 1 1 CCP 4 } i, REAL -TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH COMMISSION MEETINGS AND OTHER TELEVISED MEETINGS ITB # 08-10 -11 , Bid Proposal. page 1 of 3 THIS IS A FORMAL ADDENDUM THAT HAS, TO BE ACKNOWLEDGED IN THE. BID ADDENDA ACKNOWLEDGEMENT' FORM. IF A BIDDER FAILS TO - ACKNOWLEDGE RECEIPT ' OF - THIS ADDENDUM AS PART 'OF ITS BID - SUBMISSION, THE CITY RESERVES, THE RIGHT TO REQUEST, AND THE BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM THE CITY. FAILURE TO ACKNOWLEDGE THE RECEIPT OF THIS ADDENDUM MAY RESULT IN DISQUALIFICATION CITY OF MIAMI BEACH Gus Lopez, ,CPPO Procurement .Director December 20, 2010 ITB No. 08 -10 -11 City of Miami Beach Addendum No. 1 - i OFFICE OF FINANCE Fax;2139781548 Jun 25 2010.12 P001/001 CITY OF LOS ANGELe Office of,Finance P.O. Box 53200 Los IAnples CA 90053 -0200 AEGIS RAPIDTEXT INC • 2049 CENTURY PARKS E SUITE #300 2049 CENTURY PARKS :E SUITE 0300 LOS ANGELES, CA 90067 -3105 L,OS ANGELES, CA 90067 -3105 ' t - ... _ .... ................ .......... T . .............._....... -- ............ _ __ ................ _ .............. _...... _ .................. _ ................. _ .................. _ ...... ................................. ......... , ..................,.... W . CERTIFICATE MUST BE POST AT PLACE OF BUSIN SS CfTY OF LOS ANGELES TAX REGISTRATION CERTIFICATE THIS CERTIFICATE 1,94300D UNTIL SUSPENDED OR CANCELLEP • BUSINESS TAX ISSUEO:o6r WO10 ACCOUNT NO. ) f U arC4A$S DESCRIPTION STARTED STATUS ACCO I IJ 3 0002064743- 0001 -i 049 Professions/O=pmtivns I 08/222005 Acti -6 , , 1, :•�.�- AEGIS RAPIOTEXT INC ; c. : ` A: — 2W9 CENTURY PARKS E SltlYt 3E ¢ 3Y: j LOS ANGELES. CA 95067��05 .. • . :'4n' , . ..:• C 2049 CENTURY PARKS E SUITE 93Q0 - DIREGT4 pF FINANCE LOS ANGELES. CA'90%7 -3105 Y ftQ!l THE" ICE VP RNANCE IN wRmriG pc Any cKaNGE IN owN6RSNlp oR AGoRP3s- Offi(X of Finanot P.O. Box S&M Los ASMdw CA OW521- 0 City of Burbank :. License and Code Services Division BUSI APPLICATION and Nakc c n«r� ► :pan -. i C'it�' ni I3�irnanl: -- .I.�c�nse u :d rode St:, s, a ALL I NFOR - M ATION Rurhank. C A 9!510-6459 DESCRIPTION C N DATE OFAPPLICATION !� - OF BUSINESS r BUSINESS NAME A6. PHONE (s BUSINESSADDRESS CITY ZIP CODE. MAIL-ADDRESS, (If Different) TYPE OF OWNERSHIP: CITY ZIP CODE: TE . / - �C � �� CQRPOR ORPORATION FED. EMPLOYER ID # � •-•Q � NAME 6 /V , PARTNERSHIP - SOCIAL SECURITY r OR FED. EMPLOYER ID # ❑ JOINT VENTURE SOCIAL SECURITY # OR FED. EMPLOYER ID SOLE OWNERSHIP SOCIAL SECURITY AREA OCCUPIED IN DRIVER'S LICENSE NUMBER GROSS SQUARE FEET APPROX. STARTING DATE OF STATE (Gj �- " ��d BUSINESS IN BURBANK /, & NAMES AND RESIDENCE ADDRESSES OF OWNER, PARTNERS, OR CORPORATE OFFICERS: NAME �/ TITLE RESIDENCE ADDRESS CITY & ZIP CODE PHONE �.. I{i T �� I � s 1 '`,� 1 C YIL . Cr• yi M 3 /0 "p,wl OvItAA1 If 7 ALAMIC, kb. ARE THERE OTHER BUSINESSES OCCUPYING THIS PREMISES? ES[:]NO IF YES, EXPLAIN QI✓ V�I� REMARKS: I uNDE'RSTAND THAT THIS APP CATION IS NOT 'PROOF F FINAL ;APPROVAL OF A LICENSE, PERMIT, OR TAX. CERTIFICATE THIS IS ONLY AN APPLICATION'F R ONE R'MORE OF DOCUMENTS. APPLICANTS SIGNATURE TITLE C -1 `I L DATE TO. USE YES NO .PLANNING ZONE PERMITTED BY .DATE -APPROVED DATE YES NO BY DATE TO 'BUILDING ❑ , ❑ TO FIRE ❑ El C) ,� , Cj TO - HEALTH ❑ ❑ �(; NC�� �j''D/ u TO LICENSE ❑ �� ,� - CERTIFICATE ISSUED REMARKS; LICENSE LICENSE OR BUSINESS TAX BUSINESS TAX Permit/App Fee $ Date Paid Basic Tax'$ License Fee $ Cash Log # Empt Fee $' Prate Amount $ Class Code . SIC TOTAL TAX. S Adjustment Amount $ License or BT , 3 + `Z I Pro -rate $ TOTAL DUE rs $ Reg/ i ransfer Fee EMPLOYEE RATE FEE r No. of Peons/ 'DogsNehicies (i. EMPL co $ = Adjustment. Amount $ RATE LICENSE ISSUED DATE CODE ( 2. EMPI +� $ _ TOTAL DUE e S j C'. 6