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C2A-Issue RFP Electronic Agenda SystemCOMMISSION ITEM SUMMARY Condensed Title: Request For Approval To Issue A Request For Proposals (RFP) No. 2013-411 MF For An Electronic A end a S stem. Ke Intended Outcome Su orted: Improve process through information technology. Supporting Data (Surveys, Environmental Scan, etc.): N/A Item Summa /Recommendation: Currently, agenda items are prepared in M.S. Word, and are routed in paper form from the initial preparer, to the DepartmenUDivision Director, to the appropriate Assistant City Manager, and finally to the City Manager for his approval. Any edits required to a document oftentimes requires the rerouting of the document back to its originator, creating inefficiencies and delaying the agenda preparation process. Once the Office of the City Clerk receives all signed agenda items, the Agenda Coordinator and City Clerk prepare the Agenda Packet consisting of the agenda, staff reports, and associated attachments. The Office of the City Clerk utilizes MS Word to produce the agenda. The Agenda Packet is scanned in order to convert it into Portable Document Format (PDF); the PDF Agenda Packet is then processed through Optical Character Recognition (OCR) software to convert the PDF file into editable and searchable data. The Agenda Packet in PDF/OCR format is published on the City Clerk's webpage for access by citizens. The proposed Automated Agenda Management software will provide an automated workflow to prepare, track, modify and monitor the progress of individual items for a specific agenda date. The system will allow for easy assembly of the documents into a single cohesive Agenda Packet for publication. The system will provide the ability to easily audit individual items to determine the modifications made by reviewers to the original document, and provide flags for items that have not been reviewed in the process. Integration with the City's existing Microsoft Exchange e-mail system will allow for notification e-mails at specific milestones in the processing of items. While the primary objective is to automate the City Commission agenda preparation and management process, the City may explore providing paperless distribution of Agenda Packets, paperless meetings, and to support other legislative bodies, such as the Commission Committees. The Administration recommends issuing the Request for Proposals (RFP) No. 2013-411-MF, for an Electronic A enda S stem. Advisory Board Recommendation: Financial Information: Source of Amount Account Funds: 1 D 2 3 OBPI Total Financial Impact Summary: The purchase of the software is subject to approval of the funding re uested in the FY2013/2014 bud et. Si n-Offs: MIAMI BEACH 37 DATE (1--//-/5 ----------------------------------------. MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMIS ION MEMORANDUM TO: Mayor Matti Herrera Bower and M FROM: Jimmy L. Morales, City Manager DATE: September 11, 2013 SUBJECT: REQUEST FOR APPROVAL TO I SUE A REQUEST FOR PROPOSALS (RFP) NO. 2013-411 MF FOR AN ELECT ONIC AGENDA SYSTEM ADMINISTRATION RECOMMENDATION The Administration recommends issuing the Request for Proposals. The purchase of the software is subject to approval of the funding requested in the FY2013/2014 budget. BACKGROUND The City Manager and City Clerk request to solicit proposals for an automated agenda management software. Currently, agenda items are prepared in M.S. Word, and are routed in paper form from the initial preparer, to the Department/Division Director, to the appropriate Assistant City Manager, and finally to the City Manager for his approval. Any edits required to a document oftentimes requires the rerouting of the document back to its originator, creating inefficiencies and delaying the agenda preparation process. Once the Office of the City Clerk receives all the signed agenda items, the Agenda Coordinator and the City Clerk prepare the Agenda Packet consisting of the agenda, staff reports, and associated attachments. The Office of the City Clerk utilizes MS Word to produce the agenda. The Agenda Packet is scanned in order to convert it into Portable Document Format (PDF); the PDF Agenda Packet is then processed through Optical Character Recognition (OCR) software to convert the PDF file into editable and searchable data. The Agenda Packet in PDF/OCR format is published on the City Clerk's webpage for access by citizens. ANALYSIS The proposed Automated Agenda Management software will provide an automated workflow to prepare, track, modify and monitor the progress of individual items for a specific agenda date. After review by appropriate persons, the system will allow for easy assembly of the documents into a single cohesive Agenda Packet for publication. The system will provide the ability to easily audit individual items to determine the modifications made by reviewers to the original document, and provide flags for items that have not been reviewed in the process. Integration with the City's existing Microsoft Exchange e-mail system will allow for notification e-mails at specific milestones in the processing of items. While the primary objective is to automate the City Commission agenda preparation and management process, the City may explore the system's ability to provide for paperless distribution of Agenda Packets, paperless meetings, and to support other legislative bodies, such as the Commission Committees. 38 ---------------------------------------- This software will allow the City to save time and money by automating the paper-intense agenda process, while facilitating communication between the City Departments, the City Manager's Office and the Office of the City Clerk. It is anticipated that the Automated Agenda Management Software will streamline the agenda building process and provide the capability of easily posting the agenda, with attachment, to the City's web page to provide citizens the ability to view all documents being provided to the City Commission. The following benefits are expected if the City Commission approves the move to an Automated Agenda Management Software: 1. Improve Internal Controls-The software will provide the ability to easily audit individual items to determine the modifications made by reviewers to the original document, and provide flags for items that have not been reviewed in the process. 2. Improve Speed of Business Processes-The software will eliminate manual workflows; create and manage items for agendas in one system; and automate agenda item approvals with electronic approval processes. 3. Simplify Agenda Creation -The software will automatically compile files and supporting materials for upcoming meetings, and organize, store and retrieve electronic documents, which can easily be uploaded to the City Clerk's webpage for access by citizens. 4. Improve Customer Service-The software will track legislation and generate historical reports for staff, citizens and the City Commission. CONCLUSION AND RECOMMENDATION The Automated Agenda Management Software is designed to help create, approve and track Commission meeting agenda items. It is anticipated that this software will automate, streamline and simplify the agenda compilation, tracking and distribution process for all departments and divisions within the City. The purchase of the software is subject to approval of the funding requested in the FY2013/2014 budget. The Administration recommends issuing the Request for Proposals (RFP) No. 2013-411 MF, for an Electronic Agenda System. ~\AD\KGB Attachment T:\A.GENDA\2013\September 11 \Automated Agenda Management Software.doc 39 ----------~------------------------------------------------~ REQUEST FOR PROPOSALS (RFP) RFP 2013·411MF ELECTRONIC AGENDA SYSTEM (9 MIAMtBEACH DEPARTMENT OF PROCUREMENT MANAGEMENT, 3RD Floor 1700 Convention Center Drive Miami Beach, FL 33139 305-673-7 490 40 Section I Section II Section Ill Section IV Section V Section VI Section VII Section VII e MIAMlBEACH RFP 2013-411MF ELECTRONIC AGENDA SYSTEM TABLE OF CONTENTS Overview & Proposal Procedures .......................... . Minimum Qualifications Requirements ................... . Scope of Services ................................................. . Proposal Format ................................................... . Evaluation/Selection Process ................................. . Special Terms & Conditions: Insurance .................... . General Conditions ............................................... . Appendices: 3 7 7 10 10 12 13 A-Proposal Certification, Questionnaire & .. . . . .. . .. . ... 1 6 Requirements Affidavit (Under Separate Cover) B -Contractor Client Survey C -Cost Proposal D -Minimum Requirements And System Features Checklist 41 22 23 24 m MIAMIBEACH ~ City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov DEPARTMENT OF PROCUREMENT MANAGEMENT Tel: 305-673-7 490, Fax: 786-394-4003 PUBLIC NOTICE Sealed proposals, as detailed herein, will be received until 3:00 PM on, October 4, 2013, at the following address: City of Miami Beach City Hall Procurement Division-Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 ANY PROPOSAL RECEIVED AFTER 3:00PM ON THE PROPOSAL DUE DATE WILL BE RETURNED TO THE PROPOSER UNOPENED, AND WILL NOT BE CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING PROPOSALS BEFORE THE STATED TIME AND DATE IS SOLELY THE RESPONSIBILITY OF THE PROPOSER. THE CITY WILL NOT BE RESPONSIBLE FOR DELAYS CAUSED BY MAIL, COURIER SERVICE, OR ANY OTHER ENTITY OR OCCURRENCE. The City utilizes PublicPurchase for automatic notification of bid opportunities and document fulfillment, including the issuance of any addendum to this RFP. This system allows vendors to register online and receive notification of new bids, addendums and awards. Registration is available through www.publicpurchase.com. Any prospective proposer who has received this RFP by any means other than through PublicPurchase must register immediately with PublicPurchase to assure receipt of any addendum issued to this RFP. Prospective proposers are solely responsible for assuring they have received any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. Proposers are hereby advised that this RFP is subject to the follmving ordinances/resolutions, which may be found on the City of Miami Beach website: www.miamibeachfi.gov/procurement. • CONE OF SILENCE--ORDINANCE NO. 2002-3378 • PROTEST PROCEDURES--ORDINANCE NO. 2002-3344. • DEBARMENT PROCEEDINGS --ORDINANCE NO. 2000-3234 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES--ORDINANCE NO. 2002-3363. • CAMPAIGN CONTRIBUTIONS BY VENDORS-ORDINANCE NO. 2003-3389. • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS - ORDINANCE NO. 2005-3494 • LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS-ORDINANCE NO. 2011-3747. • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE- CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISES-ORDINANCE NO. 2011-3748. • CODE OF BUSINESS ETHICS--RESOLUTION NO. 2000-23879. All questions or requests for clarifications must be received by the procurement contact named above no later than ten (1 0) calendar days prior to the scheduled RFP due date. The City Clerk, rafaelgranado@miamibeachft.gov, must copied on any question or comment submitted in response to this RFP. All responses to questions/clarifications will be sent to Proposers in the form of a written addendum. THE CITY OF MIAMI BEACH RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE CITY, OR WAIVE ANY IRREGULARITY AND/OR INFORMALITY IN ANY PROPOSAL, OR REJECT ANY AND/OR ALL PROPOSALS. Sincerely, Alex Denis, CPPO Procurement Director l l RFP 2013-411 MF. Electronic Agenda System 42 City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, vvww.miamibeachfl.gov DEPARTMENT OF PROCUREMENT MANAGEMENT Tel: 305.673.7 490 Fcx: 786.394.4003 NOTICE OF NO RESPONSE ~ IV\iAtv\l BEACH If not submitting a Proposal at this time, please detach this sheet from the RFP documents, complete the information requested, and return to the address listed above. NO PROPOSAL SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED: _ Not responding due to workload issues _ Not responding due to minimum qualifications requirements _ Not responding due to scope of services _ Not responding due to project's size and/or complexity _OTHER. (Please specify)----------------- Note: Failure to respond, either by not submitting a proposal or this completed form, may result in your company being removed from the City's bid list We do do not'----want to be retained on your mailing list for future proposals for the type or product and/or service. Signature: -------------- Title:---------------- Company: _____________ _ Feedback The City of Miami Beach is interested in corrtinuously improving the process through which it acquires required goods and services. Your feedback is important. Please provide any comments or suggestions which may assist the City in this endeavor, including information an requirements, timelines, and solicitation forms. 2 I RFP 2013-411 MF. Electronic Agenda System 43 ~ ;\1\LL.i'v\i BEACH SECTION I • OVERVIEW AND PROPOSAL PROCEDURES A. INTRODUCTION I BACKGROUND The City of Miami Beach is seeking a solution to automate its current City Commission agenda preparation process. It is desired that the proposed system provide an automated workflow to prepare, track, modify and monitor the progress of individual items for a specific agenda date. After review by appropriate persons, the system should allow for easy assembly of the documents into a single cohesive agenda packet for publication. The system should provide an ability to easily audit individual items to determine the modifications made by reviewers to the original document, and provide fiags for items that have not been reviewed in the process. Integration with the City's existing Microsoft Exchange e-mail system will allow for notification e-m ails at specific milestones in the processing of items. The system must provide for paper and paperless distribution of agenda packets (iPad, web or smartphone) and paperless meetings, and to support other legislative bodies, boards and Commission Committees. City personnel and he public must be able to search meeting agendas, minutes/after-actions and associated documents simultaneously. The system must also provide the capability to prepare meeting minutes/after-actions (records motions, votes, etc.). The selected vendor must provide "basic" training and/or "advanced" training to selected users. The City is seeking a total solution that addresses the needs outlined in this RFP, vendors may not respond a Ia cart to items identified in this proposal. B. RFP TIMETABLE The tentative schedule for this RFP is as follows· RFP Issued September 12, 2013 Pre-Proposal Meeting September 25,2013 Deadline for Receipt of Questions September 27, 2013 Proposals Due October 11, 2013 Evaluation Committee Review October 22, 2013 Tentative Commission Approval Authorizing Negotiations December 11,2013 Contract Negotiations Following Commission Approval C. PROPOSAL SUBMISSION DUE DATE An original and ten (10) copies of complete Proposals, plus one electronic copy (CD or flash drive), must be received no later than 3:00 p.m. on the dated stated in Section 1(B), at the following address: City of Miami Beach City Hall Procurement Division •• Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 The original and all copies, including the electronic copy, must be submitted to the Procurement Division in a sealed package clearly noted with the Proposer's name, address, and RFP number and title. No facsimile, electronic, or e·mail Proposals will be considered. THE RESPONSIBILITY FOR SUBMITTING A PROPOSAL IN RESPONSE TO THIS RFP, ON OR BEFORE THE STATED TIME AND DATE, WILL BE SOLELY AND STRICTLY THAT OF THE PROPOSER. THE CITY WILL IN NO WAY BE RESPONSIBLE FOR DELAYS CAUSED BY MAIL, COURIER SERVICE, OR BY ANY OTHER ENTITY OR OCCURRENCE. ANY PROPOSAL RECEIVED AFTER STATED DUE DATE WILL BE RETURNED TO THE PROPOSER UNOPENED. PROPOSALS RECEIVED AFTER THE RFP DUE DATE AND TIME WILL NOT BE ACCEPTED AND WILL NOT BE CONSIDERED. D. PRE-PROPOSAL SUBMISSION MEETING A Pre-Proposal Submission Meeting will be held on the date noted in Section 1(B) at 10:00 a.m. at the following address: City of Miami Beach City Hall-4th Floor, Manager's Large Conference Room, 1700 Convention Center Drive, Miami Beach, Florida 33139. Proposer should confirm date and time of meeting with contracting officer named in this RFP. 3 I RFP 2013-411 MF, Electronic Agenda System 44 ~ MiAlv\i BEACH Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 1142644 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in Section E of this RFP expressing their intent to participate via telephone. E. CONTACT INFORMATION Contact: Telephone: Email: MARTA FERNANDEZ-RUBIO 305-673-7000, Extension 6263 MartaFemandezRubio Requests for additional information or requests for clarifications must be made in writing to the Procurement Division. Facsimile or e-mail requests are acceptable. Please send all questions andfor requests for clarifications to the contact named above, with a copy to the City Clerk's Office at RafaeiGranado@miamibeachfl.gov, no later than the date specified in the RFP timetable. F. RESPONSE TO QUESTIONS & ADDENDUM TO RFP The Procurement contact will issue replies to inquiries and any other corrections or amendments, as he deems necessary, in written addenda issued prior to the deadline for responding to the RFP. Proposers should not rely on representations, statements, or explanations {whether verbal or written), other than those made in this RFP or in any written addendum to this RFP. Proposers should verify with the Procurement Division prior to submitting a Proposal that all addenda have been received. G. CONE OF SILENCE Pursuant to the city's Cone Of Silence Ordinance, as codified in section 2-486 of the City Code, proposers are advised that oral communications between the proposer, or their representatives and 1) the Mayor and City Commissioners and their respective staff; or 2} members of the City's Administrative staff (including but not limited to the City Manager and his staff); or 3) Evaluation Committee members, is prohibited. H. MODIFICATION/WITHDRAWALS OF PROPOSALS A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. I. RFP POSTPONEMENT/CANCELLATION/REJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, Proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP, or in any Proposals received as a result of this RFP. J. COSTS INCURRED BY PROPOSERS All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City. K. EXCEPTIONS TO RFP Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term andfor condition of the RFP to which Proposer took exception to (as said term and/or condition was originally set forth on the RFP). L. FLORIDA PUBLIC RECORDS LAW Proposers are hereby notified that all Proposals including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07{1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the Proposals, whichever is earlier. 41 RFP 2013-411 MF. Electronic Agenda System 45 (;9 iV\Ll\(:\!BEACH M. NEGOTIATIONS The City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to r~egotiate a contract. It is also understood and acknowledged by Proposers that by submitting a Proposal, no property interest or legal right of any kind shall be created at any time until and unless a contract has been agreed to: approved by the City; and executed by the parties. N. PROTEST PROCEDURE Proposers that are not selected may protest any recommendation for selection of award in accordance with the proceedings established pursuant to the City's bid protest procedures (Ordinance No. 2002-3344), as codified in Sections 2-370 and 2-371 of the City Code. Protests not timely made pursuant to the requirements of Ordinance No. 2002·3344 shall be barred. 0. OBSERVANCE OF LAWS Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this RFP (including, without limitation, the Americans with Disabilitres Act Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance. P. DEFAULT Failure or refusal of the successful Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a Proposal before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City. Where surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. Q. CONFLICT OF INTEREST All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (1 0%) percent or more in the Proposer entity or any of its affiliates. R. PROPOSER'S RESPONSIBILITY Before submitting a Proposal, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. S. RELATIONSHIP TO THE CITY It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. T. PUBLIC ENTITY CRIME 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 TviJO for a period of 36 months from the date of being placed on the convicted vendor list. U. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS This RFP is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their Proposals, in the event of such non-compliance. V. CONE OF SILENCE This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Cane of Silence requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their Proposal voidable, in the event of such non-compliance. 5 I RFP 2013-411 MF. Electronic Agenda System 46 (9 tv\!AMi BEACH W. DEBARMENT ORDINANCE This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Debarment Ordinance (as adopted pursuant to Ordinance No. 200-3234, and as codified in Sections 2-397 through 2-406 of the City Code). X. COMPLIANCE WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied wlth, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non-compliance. Y. CODE OF BUSINESS ETHICS Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code'') and submit that Code to the Procurement Division with its bid/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. Z. AMERICAN WITH DISABILITIES ACT (ADA) Call 305-673-7490 to request material in accessible format; sign language interpreters (five (5) days ln advance when possible), or infonnation on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673-7000, Extension 2984. AA. ACCEPTANCE OF GIFTS, FAVORS, SERVICES 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 infiuencing ccnsideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to infiuence him in the discharge of his official duties. BB. METHOD OF AWARD At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points will be added to each evaluation committee member's scores by the Department of Procurement Management. Step 1 and 2 scores will be converted to rankings in accordance with the example below: • Step 2 Points calculated by DPM. •• Final Ranking is presented to the City Manager for further due diligence and recommendation to the City Commission. Final Ranking does not constitute an award recommendation until such time as the City Manager has made his recommendation to the City Commission. 6 I RFP 2013-411 MF, Electronic Agenda System 47 <e !V\iA!v'\1 BEACH SECTION II-MINIMUM QUALIFICATIONS REQUIREMENTS In order to be considered, Proposers shall provide evidence of the following minimum requirements: 1. System must integrate with LaserFiche and Folio systems currently utilized by the City. 2. Software must be ADA compliant. 3. Software must be PCI compliant. 4. Proposed solution must be hosted by third-party and web-enabled. SECTION Ill-SCOPE OF SERVICES Following is a list of the City's functional requirements for the automated agenda management system. Item Preparation by Department 1. Login security should use the user's Windows account ID and password, seamlessly for an auto login capability. 2. Provide standard Word templates for drafting staff reports, resolutions and ordinances. 3. Agenda templates shall include preloaded drop-down designations, and an option to edit these designations (e.g. minimize manual data entry using feature such as drop-down tables, type-ahead, check, boxes, auto populate, etc.} 4. Agenda templates will include a checklist of standard items, including roll call, public hearings, voting requirements, presentations, etc. As needed, the checklist of standard items can be edited and amended by authorized users. 5. Provide for spell check. 6. Allow attachment of files in various formats and from various drives and locations (e.g. Laserfiche repository). 7. Create electronic versions of paper documents for item submittal. 8. Provide for inter-departmental review in the workflow prior to item submittal. 9. Shall allow an unlimited number of meetings to be added and managed by the system. 10. Ability to accommodate a meeting within a meeting (e.g. executive session, redevelopment agency, etc.). 11. Ability to support simultaneous multiple-user access to all components of the agenda. Item Submittal by Department 12. Use for multiple meeting bodies (e.g. City Commission, City Commission Committees, boards or Committees). 13. Use for multiple meeting types (e.g. regular meeting, special meeting, workshops) for a meeting body. 14. Allow advance scheduling of items (e.g. submit title only for a future agenda). 15. Allow scheduling of recurring items. 16. Provide a central point for handling and documenting tasks relating to an item (e.g. send a notice of public hearing for publication 30 days before the meeting, submit a PowerPoint for presentation during a meeting, publish a notice to bidders after the City Commission adopts plans and specifications). 17. Provide for simple and user-friendly interface for submitting items. 18. Allow user to modify an item offline. 19. Allow input of follow-up instructions for use after meeting. 20. Enforce submittal deadline. 21. Submit supplemental and addendum materials for agenda items (e.g. submit a revised staff report for review after the agenda was published but before the meeting, submit public comments received up to time of meeting}. 22. No limit in the type of electronic files that can be attached. These file types include at least text, graphics, word processing applications, spreadsheets, acrobat, HTML, and photos and other images. Digital media such as visual files shall also be supported. (TIFF, JPEG, MPEG, GIF, PDF, BMP, PNG, Pict, A VI). 23. Allow agenda items to be moved with all associated attachments from one agenda to another. Workflow Design 24. Customize workflow (serial or parallel) specific to each meeting body (e.g., the agenda creation follows the City-defined workflow). 25. Allow reviewers to modify/override workflow (e.g. return item to department, forward to person not in standard workflow). 26. Allow assignment of delegates/backups for out-of-office reviewers (e.g. reviewer assigns a delegate during vacation). 27. Route items to reviewers automatically. 28. Restrict access to items being reviewed. 29. Program key dates for tasks. 30. Allow insertion of documents to any step of the workflow. 31. Allow the withdrawal of document to any step of the workflow. 32. Allow the withdrawal of an agenda item from the workflow. 33. Allow deadlines to be set based on meeting date, response time, etc. 34. The workflow shall allow routing to be determined automatically based on information gathered during the flow process. 35. Automatically renumbers agenda items when editing. 36. Allows for future redesigns of workflow. Notification 71 RFP 2013-411 MF, Electron:c Agenda System 48 ~ lv\!Atv'l BEACH 37. Use email to notify departmental reviewers during item preparation phase. 38. Use email to notify City Clerk/Agenda Coordinator upon item submittal. 39. Use email to notify reviewers to review items. 40. Use email to send reminders to appropriate staff to facilitate workflow (e.g., reviewer receives message to review an item after a number of days). 41. Customize notification messages specific to the task (e.g. Budget Director receives message to review financial information for an item at provided hyperlink). 42. Customize notifications during review process (e.g., item submitters can opt to receive notifications on the status of an item at each step or after approval for agenda). 43. Notify administrator if a reviewer or delegate in a defined workflow is no lor~ger in Active Directory. 44. Allow for escalatior1 and notifications based on deadlines. 45. Must give users the ability to track the status of each ager~da. Review and Approval 46. Show comments and track changes on documents in different file types. 47. Document approvals on final items (e.g. insert an approval code, apply an electronic or digital signature). 48. Allow reviewers to see pending items for review, and allow the user to decide which items they would like to access. 49. Ability to see the status of any item and graphically view where it is at in the workflow process at any given point. 50. Provide automatic notification when a document is revised. 51. Support electronic signatures. Monitoring and Tracking 52. Allow users to see status of submitted items by department, meeting date, etc. 53. Allow users to see preliminary meeting agenda. 54. Allow Clerk/Agenda Coordinator to move an item from one meeting to another. Publication 55. Allow moving items on agenda prior to publication. 56. Allow drafts to be created. 57. Allow flexible reformatting of the document, such as font, indentation, numbering, order of items, etc. 58. Allow pending items to be placed on the agenda. 59. Capability to allow versioning of agendas and agenda items; allows process steps such as draft, revision and final agenda. 60. Assemble all items with different file types into a final agenda packet. 61. Automatically converts all documents to PDF (OCR version) for printing and website publication. 62. Unk agenda item Iitle on short agenda to item in agenda packet. 63. Insert page numbers. 64. Works with the City's print shop equipment to allow the insertion of tabs and blue pages separating agenda items for paper agendas. 65. Amend an agenda after publication (e.g. add an item to a published agenda). 66. Publish automatically to multiple locations (e.g. website, Laserfiche repository). 67. Publish to different media for distribution (e.g. iPad). 68. Notify interested parties when certain subjects are on the agenda. 69. Must provide a method to download the agenda and all associates backup material as individual items. 70. Have the ability to download a copy of a meeting with all the supporting material to a folder providing for easy off-line access. 71. Provide public access, via the internet, to archival/historical information, such a meeting minutes/after-actions, motions and votes. 72. Provide the ability to download the agenda to any mobile device such as iPad or smartphone. 73. Ability to notify Commissioners, board members and the public of agenda and packet availability. 74. Ability to automatically notify the public when changes are made to an individual agenda item. 75. Ability to create a table of content for the agenda. 76. Provide bookmarks in the PDF agenda packet to allow users to jump to relevant items in the packet. 77. Ability to convert the final agenda to PDF and Word files. Meeting Minutes/After-Action 78. Real-time record of roll call and voice votes. 79. Real-time record of notes. 80. Allow Clerk's staff to enter multiple motions for a single item, including substitute motions 81. Ability to choose whether electronic voting is used. 82. Ability to vote per individual item or entire agenda sections, such as Consent Agenda. 8 I RFP 2013-411 MF, Electronic Agenda System 49 foe N·JA!v\1 BEACH Follow-up and Research 83. Provides post meeting capability for tracking, numbering and signing of documents. 84. Notify staff regarding actions following meeting (e.g. notify selected staff members about the City Commission action on an item). 85. Notify staff regarding tasks following meeting (e.g. notify item originator to submit a notice for publication, notify item originator to submit original agreement to the City Clerk after obtaining signature from the outside party). 86. Maintains and makes available history of all agenda items. 87. · Allows users to search and access past items by keywords, dates, project manager, etc. 88. Provides the capability to prepare meeting minutes/after-actions (records motions, voles, etc.). 89. Provide the capability to prepare meeting notes (e.g., the offline agenda version shall allow each user to make notes for each agenda item; the proposed solution should provide the ability to make notes on agenda items on mobile devices.). 90. Provide for search of agenda items, full text or metadata. 91. Ability to OCR documents in order to allow search of text within documents. 92. Abilltyto print any search result. 93. Allow searches by date and/or within date ranges. 94. Support grouping and searching documents based on metadata content. 95. Search on agenda titles, agenda content, supporting materials content, supporting material annotations. 96. Public can search meeting agenda, minutes/after-actions and associated documents simultaneously. 97. Return a list of all search results with links to the agenda item and supporting documents within the respective agenda. 98. Ability to search for records related to vote (e.g., how many time a Commissioner/Mayor voted Yes, No, abstained, etc.) 99. Ability to search for records regarding meeting attendance (list meetings in which a Commissioner/Mayor was absent). 100. Ability to use workflow post meeting for tracking, numbering and signing of documents. Document Management 101. Prepare follow-up legislative documents from files submitted with item. 102. Export selected files to Laserfiche for archive. Reports 103. 104. Generate calendar of scheduled items on future agendas by date range, department, etc. Generate statistical and performance reports (e.g. tabulation of agenda items for reimbursement claims, tabulation of agenda items by departments for cost allocation studies, and other reports). 105. 106. 107. Ability to support flexible user-friendly query capability based on user-defined criteria. Must be able to export reports to Microsoft Excel and Word. Must be able to print reports. System Technology 108. Software should have a sharepoint interface capability. 109. Single Sign-On through Active Directory Services. 110. Able to integrate with Microsoft Exchange. 111. Ability to integrate with electronic document management systems for seamless depositing of final agendas into the archive (currently running Laserfiche/Weblink). 112. Allow third party reporting tool to access database for ad hoc queries and reporting. 113. Provides user-dependent views/ security based on role. 114. Provide adequate security to safeguard documents, processes and existing data from non-administrative users. 115. Ability for system/ database to be hosted locally on company's network. 116. Technical support provided with software. 117. Upgrades included in the maintenance price. 118. Ability of system to time out users due to inactivity of their client connection (admin configurable time limits). 119. Ability of system to lock files as they are edited to avoid revision contention issues. 120. Allow off-line editing/ reviewing of documents to be later resynchronized and resume workflow 121. Allow remote access. System Support 122. Software support must be available and provided by the vendor via a telephone hot line backed up by a minimum of three support personnel available and a complete line of computer hardware to be able to test and re-create any software situation. 123. Software support must be available during the City's "normal" business hours, which are Monday-Friday, 8:00a.m.-5:00p.m., Eastern Standard Time, with access to support personnel after hours and on weekends. It is desired that any user have access to support personnel for questions. 124. Must provide end user training options (both initial and follow-up). 125. Must provide administrator-training options (both initial and follow-up). 9 ) RFP 2013-411 MF, Electronic Agenda System 50 SECTION IV-PROPOSAL FORMAT In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be presented in a three (3) ring binder and should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. TAB2 • erience & Qualifications. Qualifications of Proposing Firm. Describe experience and qualifications of the Proposer in performing the services sought in this RFP or a related business, including: • Documentable, proven track record of providing the scope of services similar as identified in this solicitation. • Providing similar scope of services to private sector agencies. • Financial capacity to perform services outlined in the RFP including, but nat limited to, Dun & Bradstreet Supplier Qualification Reports, latest annual reviewed/audited financial statements with the auditors notes. The City reserves the right to require additional information to determine financial capability. Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. Through the information provided in Appendix A, proposer's financial capacity, litigation history, past performance, as well as other factors, rna be assessed. TAB3 • e of Services & Methodolo Submit detailed information on how proposer plans to accomplish the required scope of services, including detailed information, as applicable, on proposed sofulion(s), approach and methodology to project implementation, project timeline and any other factor that may impact the successful completion of the project. Submit a detailed proposed statement of work, categorized by specific deliverables, which will accomplish the required scope of services in the timeliest manner possible. SECTION V-EVALUATION I SELECTION PROCESS The procedure for response, evaluation and selection will be as follows: The RFP will be issued 1. A Pre-Proposal Submission Meeting with potential Proposers will be conducted. 2. All timely received Proposals will be opened and listed. 3. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the RFP. If further information is desired, Proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee, The evaluation of proposals will proceed in a two-step process. 4. The first step will consist of the qualitative criteria listed below to be considered by the Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the Evaluation Committee results by the Department of Procurement Management. Step 1 Evaluation. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may: a. Review and score all proposals received, with or without conducting interview sessions; or b. Review all proposals received and short-list one or more proposers to be further considered during subsequent interview session(s) (using the same criteria). 10 I RFP 2013-411 MF, Electronic Agenda System 51 Step 1 -Qualitative Criteria Maximum Points Proposer Experience and Qualifications, including Financial Capability Reference as to Experience and Qualifications Approach and Methodology 35 15 35 TOTAL AVAILABLE STEP 1 POINTS 85 5. Step 2 Evaluation. Following the results of Step 1 Evaluation Qualitative criteria, the proposers may receive additional points to be added by the Department of Procurement Management to those points earned in Step 1, as follows. Step 2 -Quantitative Criteria Quantitative Criteria Cost Proposal Local and Veterans Preference Miami Beach-Based Vendor Veterans and State-Certified Service-Disabled Veteran Business Fnt•>rnr11~1>~ 6. The cost proposal shall be developed in accordance with the following formula: Sample Objective Formula for Cost Vendor Vendor Example Maximum Formula for Calculating Points 15 5 Cost Allowable Points (lowest cost I cost of proposal being Proposal evaluated X maximum allowable points= awarded points) Vendor A $100.00 15 $100 I $100 X 15 = 15 Vendor B $150.00 15 $100 I $150 X 15 = 10 Vendor C $200.00 15 $100 I $200 X 15 = 8 Total Points Awarded 15 10 8 7. The final ranking results of Step 1 & 2 will be forwarded to the City Manager who may recommend to the City Commission the proposer(s) s/he deems to be in the best interest of the City. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the bidder to perform the contract. (2) Whether the bidder can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the bidder. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the bidder with laws and ordinances relating to the contract. 8. The City Commission shall consider the City Manager's recommendation and, if appropriate, approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 10. Negotiations between the City and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement. If the City Commission has so directed, the City may proceed to negotiate an Agreement with a proposer other than the top-ranked proposer. 11. The final proposed agreement(s) will be presented to the City Commission for approval. 12. If the agreement(s) are approved by the City Commission, the Mayor and City Clerk shall execute the contract(s), after the Proposer (or Proposers) has (or have) done so. BY SUBMITTING A PROPOSAL, ALL PROPOSERS SHALL BE DEEMED TO UNDERSTAND AND AGREE THAT NO PROPERTY INTEREST OR LEGAL RIGHT OF ANY KIND SHALL BE CREATED AT ANY POINT DURING THE AFORESAID EVALUATION/SELECTION PROCESS UNTIL AND UNLESS A CONTRACT HAS BEEN AGREED TO AND SIGNED BY BOTH PARTIES. 11 I RFP 20 13~411 MF, Electronic Agenda System 52 G lv\IAMi BEACH SECTION VI -SPECIAL TERMS AND CONDITIONS: INSURANCE REQUIREMENTS The Provider shall furnish to the Department of Procurement, City of Miami Beach, 1700 Convention Center Drive, 3rd Floor, Miami, Florida 33139, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440. B. Commercial General Liability Insurance on a comprehensive basis, including Personal Injury Liability, Products/Completed Operations, in an amount not less than $1,000,000 combined single limit per occurrence for bodily injury and property damage. City of Miami Beach must be shown as an additional insured with respect to this coverage. C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $1,000,000 combined single limit per occurrence for bodily injury and property damage. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than ·a· as to management, and no less than "Class \f as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the City Risk Management Division. or The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or Approved to Do Business in Florida" issued by the State of Florida Department of Insurance and are members of the Florida Guaranty Fund. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days in advance notice to the certificate holder. CERTIFICATE HOLDER MUST READ: CITY OF MIAMI BEACH 1700 CONVENTION CENTER DRIVE 3RD FLOOR MIAMI BEACH, FL 33139 Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. 12f RFP 2013-411 MF, Electronic Agenda System 53 SECTION VII-GENERAL CONDITIONS 7.1 VOLUNTARY. AGREEMENT. By virtue of submitting a response to thrs ITN, Proposer agrees to be bound bv all terms and conditions of this solicitation and all applicable ~egulations and requirements of the Miami Beach City Code, as included herein or in the full Code available at http/ /1 ibrarv .municode.com/index.aspx?cl ientld \3097. 7.2 MODIFICATION/WITHDRAWALS OF PROPOSALS. A Pro~oser may su?mtt a modi_fied Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and tlme. wtll not be considered. Proposals shall be m:vocable until contract award unless withdrawn in writing pnor to the Proposal due date, or after expiration of l21l calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award wil! not be considered. 7.3 ITN POSTPONEMENT/CANCELLATION/REJECTION. The City may, at its sote and absolute discretton, reject any and all, or parts of any and all, Proposals; re-advertise this ITN, postpone or cancel, at any time, this ITN process~ or waive any irregutarities m th1s !TN, or many Proposals received as a result of this ITN. 7.4 COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, sh<Ill be the sole responsibillt:y (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City. 7.5 EXCEPTIONS TO ITN. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this ITN and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated in wTiting, in the Proposal. The City, at its sole and absol~te discret1on, may accept or reject any or a!l exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the lTN to which Proposer took exception to (as said term and! or condition was originally set forth on the ITN). 7.6 FLORIDA PUBLIC RECORDS lAW. Proposers are hereby not1fied that all Proposats including, w1thout limitation, any and all information and documentation submitted there.,.ith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. I of the State Constitution until s·uch time as the City provides notice of an intended decision or until thirty (30) days after opening of the Proposals, whichever is earller. 7.7 NEGOTIATIONS. The City reserves the right to enter into fimher negotiations with the selected Proposer. Notwithstanding the precedmg, the C1ty !S m no way obligated to enter into a contract with the selected Proposer in the event the parties are Lmable to negotmte a contract It is also understood and acknowledged by Proposers that by submitting a Proposal, no property interest or legal right of any kind shall be created at any time until and unless a contract has been agreed to: approved by the Crty; and executed by the parties 7.8 PROTEST PROCEDURE. Proposers that are not selected may protest any recommendation for selection of award in accordance 131 RFP 2013-411MF, Electronic Agenda System e MIPv\J\1 BEACH with the proceedings established pursuant to the City's bid protest procedures (Ordinance No. 2002-3344), as codified in Sections 2-370 and 2-371 of the City Code. Protests not timely made pursuant tD the requirements of Ordinance No. 2002- 3344 shall be barred. 7.9 OBSERVANCE OF lAWS. Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regutations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, tn any manner, may affect the scope of services and/or project contemplated by this ITN (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and g~id~ltnes). Ignorance of the law(s) on the part of the Proposer w1ll m no way rel!eve it from responsibility for compliance. 7.1 0 DEFAULT. Failure or refusal of the successful Proposer to execute a contract following approval of such contract by the C1ty Commission, or untimely withdrawal of a Proposal before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City. \Vhere surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. 7.11 CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or 1mmed1ate family member (spouse, parent, sibhng, and child) who is also an employee of the City of Miami Beach. Further, all Proposers m'-lst disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. 7.12 PROPOSER'S RESPONSIBILITY. Before submitting a Proposal, each Proposer shall be solely responsible for making any and all mvesl!gatJOns, evaluallons, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and wah all prov1sions and reqU1rements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 7.13 RElATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that netther the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 7.14 PUBLIC ENTITY CRIME. 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 b1d 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 ent1ty, 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 By virtue of submitting a response to this ITN, proposer certifies that it has not commltted any Pubhc entrty cnme or been placed on any convicted vendor list. 54 7.15 COMPLIANCE WITH THE CITY'S LOBBYIST LAWS. This ITN is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shaH be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their Proposals, in the event of such non-compliance. 7.16 DEBARMENT AND SUSPENSION ORDINANCE. This ITN is subject to, and all Proposers are expected to be or become familiar with, the City's Debarment and Suspension Ordinance (as adopted pursuant to Ordinance No. 200-3234, and as codified in Sections 2-397 through 2-406 of the City Code, or as amended from time to time). 7.17 AMERICAN WITH DISABILITIES ACT (ADA). Call 305-673- 749DNOICE to request material in accessible format; sign language interpreters {five days in advance when possible), or information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673-7631. 7.18 ACCEPTANCE OF GIFTS, FAVORS, SERVICES. 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 this ProposaL Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall a(cept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties 7.19 GOVERNING LAW I VENUE. This solicitation, and any award(s) resulting from same, shall be governed by and construed under the laws of the State of Florida and mu.st have venue established in the ll"' Judicial Circuit Court of Miami- Dade County, Florida. 7.20 LEGAL REQUIRENIENTS. Proposer agrees to be in full compl!ance with any federal, state, county and local laws, ordinances, rules, regulations or codes that in any manner affe~;t the goods or services covered herein, including the City of Miami Beach Code available at http:/llibrarv.municode.com/index.aspx?clientid-13097. Lack of knowledge by the proposer will in no way be a cause for relief from responsibility. 7.21 ADVERTISING. In submitting a solicitation, proposer agrees not to use the results therefrom as a part of any commercial advertising without prior written approval of City. 7.22 PATENTS/INTELLECTUAL RIGHTS AND ROYALTIES. The proposer, without exception, shall indenmify and save harmless City and its employees from liability of any nature or kind, mcluding 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, 141 RFP 2013-411 MF, Electronic Agenda System (9 iv~IA!V\! BEACH including its use by City. Ifthe proposer uses any design, device, or materials covered by letters, patent, or copyright or other intellectual rights, it is mutually understood and agreed without exception that the solicitation prices shall include all royalties or cost arising from the use of such design, device or materials in any way involved in the work 7.23 DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows: a. Any agreement resulting from the award of this solicitation; then b. Addenda released for this soli~itation, with the latest Addendum taking precedence and chronologically thereafter; then c. this solicitation; then d. proposer's proposal. 7.24 In case of any other doubt or difference of opinion, the decision of City shall be final and binding on both parties. 7.25 PUBLIC ENTITY CRIMES. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal ona contract with a public entity for the construction or repair of a public building or public work, may not submit a proposal on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list By submitting response to this solicitation proposer certifies that it has not been convicted of a public entity crime. 7.26 USE OF OTHER CONTRACTS. City reserves the right to utilize any other City contract, any State of Florida Contract, any contract awarded by any other city or county governmental agencies, other City, other community City/state university system cooperative agreements, or to directly negotiate/purchase per City policy, as currently enacted or as amended from time to time, in lieu of any offer received or award made as a result of this solicitation if it is in its best interest to do so. 7.27 SOLICITATION and ADDENDA. It is the sole responsibility of the proposer to assure it has received the entire solicitation package and any and all Addenda. No submissions made after the proposal opening, amending or supplementing the proposal shall be ~onsidered. 55 APPENDIX A Proposal Certification, Questionnaire & Requirements Affidavit RFP 2013-411 MF ELECTRONIC AGENDA SYSTEM DEPARTMENT OF PROCUREMENT MANAGEMENT 1700 Convention Center Drive Miami Beach, Florida 33139 G! !\!'. tvV\i BEACH Page 15 RFP 2013-411 MF, Electronic Agenda System 56 APPENDIX A PROPOSAL CERTIFICATION QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Solicitation No: 2013-411 MF SolicitaUon Title: Electronic Agenda System Procurement Contact Marta Fernandez Rubio Tel: 305-673-7000 Ext 6263 J Email:mfemandezrubio@miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain SOLICITATION and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: No of Years in Business: I No of Years in Business Locally: I No. of Employees: OTHER NAME(S) BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS (HEADQUARTERS): CITY: STATE: TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: '. The Ctty reserves the nght to seek addtttonaltnformatlon from proposer or other source(s), rncludmg but not lrmrted to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the proposer to perform in accordance with contract requirements. e M!Atv'\l BEACH Pagel6 RFP 2013-411 MF. Electronic Agenda System 57 2. 3. APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Miami Beach Based (Loclal) Ve,dor. Is proposer a Miami Beach based firm? YES c=J NO SUBMITTAL REQUIREMENT: Proposers claiming Miami Beach vendor status shall submit a Business Tax Receipt issued by the City of Miami Beach, as required pursuant to ordinance 2011-3747, to demonstrate that the Proposer is a Miami Beach Based Vendor. Veteran Owned Business~oser a veteran owned business? L_j YES c=J NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government, as required pursuant to ordinance 2011-3748. 4. Financial Capacity. Proposers shall submit a Dun & Bradstreet Duns Number (D-U-N-S #). The City may request one or more D&B reports to assess proposer's financial capacity or may request other informalion (e.g., audited and other financial statements) after proposal submittal in order to assess financial capacity. If firm is not currently registered at D&B, contact D & Bat 1-800-234-3867 to register your company. SUBMITTAL REQUIREMENT: Proposer shall submit Dun & Bradstreet Duns Number {D·U·N·S #): _________________ _ Note: The City may require other financial information (e.g., audited financial statements, bonding capacity, credit history, etc.), as part of the solicitation submittal requirements or during the evaluation process, as necessary to evaluate financial capacity. 5. Litigation History. Proposer shall submit a statement of any litigation or regulatory action that has been filed against your firm(s) in the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect. If "No" litigation or regulatory action has been filed against your firm(s), please provide a statement to that effect. Truthful and complete answers to this question may not necessarily disqualify a firm from consideration but will be a factor in the selection process. Untruthful, misleading or false answers to this question shall result in the disqualification of the firm for this project. SUBMITTAL REQUIREMENT: Proposer shall submit history of litigation or regulatory action filed against proposer, or any proposer team member firm, in the past five (5) years. If Proposer has no litigation history or regulatory action in the past 5 years, submit a statement accordingly. 6. References & Past Performance. Proposer shall submit at least three (3) references for whom the proposer has completed work similar in size and nature as the work referenced in solicitation. Additionally, Proposer shall provide reference with the Contractor Client Survey provided as an attachment to the solicitation, and request that your reference submit the completed survey to directly to the contracting officer named in the solicitation. In order to be considered, surveys must be sent to the Procurement Division directly by the reference. The city will not accept client surveys sent to the Procurement Division by the Proposer. A minimum of three (3) references and client surveys are required. SUBMITTAL REQUIREMENT: Proposer shall submit a minimum of three (3) references, including the following information: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided. Additionally, each reference shall submit Contractor Client Survey included '1n the solicitation directly to the Citv. Proposer may attach additional references and ask that additional references submit client surveys as applicable. (!: lv\iA/v\i BEACH Page 17 RFP 2013-411 MF, Electronic Agenda System 58 APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT 7. Suspension, Debarment or Contract Cancellation. Has proposer ever been debarred, suspended or other legal violation, or had a contract cancelled due to non-rrfor~ance by any public sector agency? c=J YES NO SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to action(s). 8. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non- compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-oonsultants) with a controlling financial interest as defined in ITN. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 9. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its bidfresponse or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, proposer may submit a statement indicating that it will adopt. as required in the ordinance, the City of Miami Beach Code of Ethics, available at www.miamibeachfl.gov/procurementf. 10. living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, proposers shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage rates listed below: • 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. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent (3%). The City may also, by resolution, elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement same (in a particular year). Proposers' failure to comply with this provision shall be deemed a material breach under this bid, under which the City may, at its sole option, immediately deem said proposer as non-responsive, and may further subject proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is available at www.miamibeachfl.gov/procurementl. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document. Proposer agrees to the living wage requirement. 11. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. e MIN/\!BEACH Page18 RFP 2013-411 MF. Electronic Agenda System 59 APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? c=J YES c::J NO B. Does your company provide or offer access to any benefits to employees with {same or opposite sex) domestic partners* or to domestic partners of employees? CJ YES c.:=J NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is nat guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. 12. Public Entity Crimes. Section 287.133(2)(a}, Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply an a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perfonn work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may nat transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, proposer agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list. 12. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional infonnation to proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's a-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confim1 Initial to Con~rrn Initial to Coofirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 2 Addendum 7 Addendum 3 Addendum 8 Addendum 4 Addendum 9 Addendum 5 Addendum 10 .. If addttional confirmatton of addendum ts requtred, submtt under separate cover. G i\/dlv'v\!SEACH Page 19 RFP 2013-411 MF, Electronic Agenda System 60 Addendum 11 Addendum 12 Addendum 13 Addendum 14 Addendum 15 APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City"} for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this RFP, or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this RFP, either before or after issuance of an award, shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, a11d may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors, shareholders, partners and employees, as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for ccnsideration, negotiation, or approval. The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this RFP are submitted at the sole risk and responsibility of the party submitting such Proposal. This RFP is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance only, and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties. /my response to this solicitation may be accepted or rejected by the City for any reason, orfor no reason, without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed bid form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the informatiol'l contained in the Proposal is true, accurate and complete, to the best of its knowledge, information, and belief. Notwithstanding the foregoing or anything contained in the RFP, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this RFP, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be ccnstrued to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the RFP, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The RFP and any disputes arising from the RFP shall be governed by and construed in accordance with the laws of the State of Florida. <9 ti\!Mli!BEACH Page 20 RFP 2013-411 MF. Electronic Agenda System 61 APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE&. REQUIREMENTS AFFIDAVIT PROPOSER CERTIFICAT.;.;;IO;.;.;N~-----~----~""'1 I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this !TN, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and conditions contained in the ITN, and any released Addenda and understand that the following are requirements of this SOLICITATION and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposers and has not colluded with any other proposer or party to any other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Publlc Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Ti~e of Proposer's Authorized Representative: Signature of Proposer's Authorized Representative: Date: State of FLORIDA On this ~day of , 20_, personally appeared before me who County of stated that {s)he is the of _____ , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of __ _ My Commission Expires: ______ _ (;e BEACH Page21 RFP 2013-411 MF, Electronic Agenda System 62 MIAMI BEACH Appendix B Contractor Client Survey City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7000 ext. 6263, Fax; 786-394-4003 To Whom It May Concern: The City of Miami Beach (City) has implemented a process that collects past performance information on contractors interested in providing service to the City. Your firm has been named by the contractor named below as a current or past client. It is kindly requested that you complete this form and submit it directly to the City by the due date noted below. Client surveys received directly from the contractor will not be considered. Please evaluate the performance of the company (10 means you are very satisfied and have no questions about hiring them again, and 1 is if you would never hire them again because of very poor performance). If you don't know, please leave blank. Contractor: RFP No.: 2013-411-MF I RFP Title: Electronic Agenda System Client Survey Due Date: City Contact: Submittal Information: October 11,2013 Marta Fernandez, CPPB City of Miami Beach 305-673-7000, Extension 6263 Procurement Division 786-394-4003, Fax 1700 Convention Center Drive mfernandezrubio@miamibeachfi.QOV Miami Beach, Florida 33139 Client Name: Client Contact Dates of Service: Project Value: Project Description: Contractor Performance Evaluation Criteria Unit Score (1-10) 1 How satisfied were you with qualifications and professionalism of the contractor's personnel, (1-1 D) subcontractors and agents in completing the project requirements? 2 How satisfied were_ you with the project completion timeline? (1-10) 3 How satisfied were you with the services provided by the contractor? (1-10) How satisfied were you with the approach and methodology utilized by the contractor in (1-1 0) 4 completing the agreed to seNices, including any innovative approach undertaken to achieve proiect requirements, within or below costs and within schedule? 5 Overall, how satisfied were you with the seNices, approach and costs paid to the contractor? 1-10) Additional Comments I Information: e MtAMlBEACH Page22 RFP 2013-411 MF, Electronic Agenda System 63 APPENDIX 11 '(H COST PROPOSAL RFP 2013-411 MF, ELECTRONIC AGENDA SYSTEM The City is seeking a total solution that addresses the needs outlined in this RFP, vendors may not respond a Ia cart to items identified in this proposal. PROPOSER'S NAME: _____________________ _ Software Cost to include software module fees and any other expense related to the acquisition of the soft.vare. Professional Services/ Pro[ect Management and Implementation Costs Maintenance fees, if applicable Cost of sofr..vare updates, if applicable Travel and Expenses Training [specify how many days and how much per day): Basic Training: Advanced Training: TOTAL COST (9 Nd/\fvi! BEACH Page 23 RfP 2013-411 MF, Electronic Agenda System 64 $ $ $ $ $ $ $ APPENDIX IJ'D" MINIMUM REQUIREMENTS AND SYSTEM FEATURES CHECKLIST RFP 2013-411 MF, ELECTRONIC AGENDA SYSTEM Does your system provide for the following requirements or functionalities? Response Category (I) Included I Yes I No (MMJ Minimum Modification. (3P) 3..c Party. (SM) Significant Modification. (N) Not available. (FR) Future Release. ill= Cost to modify your system to meet requirement or functionality. If no additional cost, indicate 1'None" Minimum Requirements Response $$$ Description/Notes 1 System must integrate with LaserFiche and Folio systems currently utilized by the City. 2 Software must be ADA compliant. 3 Software must be PCI compliant. 4 Proposed solution must be hosted by third-party and web-enabled. Functional Requirements Item Preparation by Department 1 Login security should use the user's Windows account ID and password, seamlessly for an auto login capability. 2 Provide standard Word templates for drafting staff reports, resolutions and ordinances. 3 Agenda templates shall include preloaded drop- down designations, and an option to edit these designations (e.g. minimize manual data entry using feature such as drop-down tables, type- ahead, check, boxes, auto populate, etc.) 4 Agenda templates will include a checklist of standard items, including roll call, public hearings, voting requirements, presentations, etc. As needed, the checklist of standard items can be edited and amended by authorized users. 5 Provide for spell check. 6 Allow attachment of files in various formats and from various drives and locations (e.g. Laserfche repository). 7 Create electronic versions of paper documents for item submittal. 8 Provide for inter-departmental review in the workflow prior to item submittal. 9 Shall allow an unlimited number of meetings to be added and managed by the system. ~ BEACH Page 24 RFP 2013-411 MF, Electronic Agenda System 65 Functional Requirements (contd.) Response 10 Ability to accommodate a meeting within a meeting (e.g. executive session, redevelopment aqency, etc\ 11 Ability to support simultaneous multiple-user access to all components of the agenda. Item Submittal by Department 12 Use for multiple meeting bodies (e.g. City Commission, City Commission Committees, boards or Committees). 13 Use for multiple meeting types (e.g. regular meeting, special meeting, workshops) for a meetinQ body. 14 Allow advance scheduling of items (e.g. submit title only for a future agenda). 15 Allow scheduling of recurring items. 16 Provide a central point for handling and documenting tasks relating to an item (e.g. send a notioe of public hearing for publication 30 days before the meeting, submit a PowerPoint for presentation during a meeting, publish a notice to bidders after the City Commission adopts plans and specifications). 17 Provide for simple and user-friendly interface for submitting items. 18 Allow user to modify an item offline. 19 Allow input of follow-up instructions for use after meeting. 20 Enforce submittal deadline. 21 Submit supplemental and addendum materials for agenda items (e.g. submit a revised staff report for review after the agenda was published but before the meeting, submit public comments received up to time of meetinQ). 22 No limit in the type of electronic files that can be attached. These file types include at least text, graphics, word processing applications, spreadsheets, acrobat. HTML, and photos and other images. Digital media such as visual files shall also be supported. (TIFF, JPEG, MPEG, GIF. PDF, BMP, PNG, Pict, AVI). 23 Allow agenda items to be moved with all associated attachments from one agenda to another. Workflow Design 24 25 26 27 Customize workflow (serial or parallel) specific to each meeting body (e.g., the agenda creation follows the City-defined workflow). Allow reviewers to modify/override workflow (e.g. return item to department, forward to person not in standard workflow). Allow assignment of delegates/backups for out-of- office reviewers (e.g. reviewer assigns a delegate during vacation). Route items to reviewers automatically. G !v\c,t\/'v\!BEACH Page 25 RFP 2013-411 MF. Electronic Agenda System 66 $$$ Description/Notes Functional Requirements (contd.) Response $$$ Description/Notes 28 Restrict access to items being reviewed. 29 Program key dates for tasks. 30 Allow insertion of documents to any step of the workflow. 31 Allow the withdrawal of document to any step of the workflow. 32 Allow the withdrawal of an agenda item from the workflow. 33 Allow deadlines to be set based on meeting date. response time, etc. 34 The workflow shall allow routing to be determined automatically based on information gathered durin.::~ the flow process. 35 Automatically renumbers agenda items when editing. 36 Allows for future redesigns of workflow Notification 37 Use email to notify departmental reviewers during item preparation phase. 38 Use email to notify City Clerk/Agenda Coordinator upon item submittal. 39 Use email to notify reviewers to review items. 40 Use email to send reminders to appropriate staff to facilitate workflow (e.g., reviewer receives message to review an item after a number of days). 41 Customize notification messages specific to the task (e.g. Budget Director receives message to review financial information for an item at provided hyperlink). 42 Customize notifications during review process (e.g., item submitters can apt to receive notifications on the status of an item at each step or after approval fer agenda). 43 Notify administrator if a reviewer or delegate in a defined workfiow is no longer in Active Directory. 44 Allow for escalation and notifications based on deadlines. 45 Must give users the ability to track the status of each agenda. Review and Approval 46 Show comments and track changes on documents in different file types. 47 Document approvals on final items (e.g. insert an approval code, apply an electronic or digital signature). 48 Allow reviewers to see pending items for review, and allow the user to decide which items they would like to access. 49 Ability to see the status of any item and graphically view where it is at in the workflow process at any given point. 50 Provide automatic notification when a document is revised. G f.i\fAN,; BEACH Page 26 RFP 2013-411 MF, Electronic Agenda System 67 Functional Requirements (contd.) Response $$$ Description/Notes 51 Support electronic signatures. Monitoring and Tracking 52 Allow users to see status of submitted items by department, meeting date, etc. 53 Allow users to see preliminary meeting agenda. 54 Allow Clerk/Agenda Coordinator to move an item from one meeting to another. Publication 55 Allow moving items on agenda prior to publication. 56 Allow drafts to be created. 57 Allow flexible reformatting of the document, such as font, indentation, numbering, order of items, etc. 58 Allow pending items to be placed on the agenda. 59 Capability to allow versioning of agendas and agenda items; allows process steps such as draft, revision and final agenda. 60 Assemble all items with different file types into a final agenda packet. 61 Automatically converts all documents to PDF (OCR version) for printing and website publication. 62 Link agenda item title on short agenda to item in agenda packet. 63 Insert page numbers. 64 Works with the City's print shop equipment to allow the insertion of tabs and blue pages separating agenda items for paper agendas. 65 Amend an agenda after publication (e.g. add an item to a published agenda). 66 Publish automatically to multiple locations (e.g. website, Laserfiche repository). 67 Publish to different media for distribution (e.g. iPad). 68 Notify interested parties when certain subjects are on the aqenda. 69 Must provide a method to download the agenda and all associates backup material as individual items. 70 Have the ability to download a copy of a meeting with all the supporting material to a folder providing for easy off-line access. 71 Provide public access, via the internet, to archival/historical information, such a meeting minutes/after-actions, motions and votes. 72 Provide the ability to download the agenda to any mobile device such as iPad or smartphone. (9 BEACH Page 27 RFP 2013-411 MF. Electronic Agenda System 68 Functional Requirements (contd.) Response 73 Ability to notify Commissioners, board members and the public of agenda and packet availability. 74 Ability to automatically notify the public when changes are made to an individual agenda item. 75 Ability to create a table of content for the agenda. 76 Provide bookmarks in the PDF agenda packet to allow users to jump to relevant items in the oacket. 77 Ability to convert the final agenda to PDF and Word files. Meeting MinuteslAfter-Action 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 Real-time record of roll call and voice votes. Real-time record of notes. Allow Clerk's staff to enter multiple motions for a single item. including substitute motions. Ability to choose whether electronic voting is used. Ability to vote per individual item or entire agenda sections, such as Consent Agenda. Provides post meeting capability for tracking, numbering and signing of documents. Notify staff regarding actions following meeting (e.g. notify selected staff members about the City Commission action on an item). Notify staff regarding tasks following meeting (e.g. notify item originator to submit a notice for publication, notify item originator to submit original agreement to the City Clerk after obtaining siqnature from the outside party)_ Maintains and makes available history of all aQenda items. Allows users to search and access past items by keywords, dates, project manager, etc. Provides the capability to prepare meeting minutes/after-actions (records motions, votes, etc.). Provide the capability to prepare meeting notes (e.g., the offline agenda version shall allow each user to make notes for each agenda item; the proposed solution should provide the ability to make notes on agenda items on mobile devices.). Provide for search of agenda items, full text or meta data. Ability to OCR documents in order to allow search of text within documents. Ability to print any search result. Allow searches by date and/or within date ranges. Support grouping and searching documents based on metadata content. G i\AtAM!BEACH Page 28 RFP 2013-411 MF, Electronic Agenda System 69 $$$ Description/Notes Functional Requirements (contd.) Response $$$ Description/Notes 95 Search on agenda titles, agenda content, supporting materials content, supporting material annotations. 96 Public can search meeting agenda, minutes/after- actions and associated documents simultaneously. 97 Return a list of all search results with links to the agenda item and supporting documents within the respective agenda. 98 Ability to search for records related to vote (e.g., how many time a Commissioner/Mayor voted Yes, No. abstained, etc) 99 Ability to search for records regarding meeting attendance (list meetings in which a Commissioner/Mayor was absent). 100 Ability to use workflow post meeting for tracking, numbering and signing of documents. Document Management 101 Prepare follow-up legislative documents from files submitted with item. 102 Export selected files to Laserfiche for archive. Reports 103 Generate calendar of scheduled items on future agendas by date range, department, etc. 104 Generate statistical and performance reports (e.g. tabulation of agenda items for reimbursement claims, tabulation of agenda items by departments for cost allocation studies, and other reports). 105 Ability to support fiexible user-friendly query capability based on user-defined criteria. 106 Must be able to export reports to Microsoft Excel and Word. 107 Must be able to print reports. System Technology 108 Software should have a sharepoint interface capability 109 Single Sign-On through Active Directory SerJices. 110 Able to integrate with Microsoft Exchange. 111 Ability to integrate with electronic document management systems for seamless depositing of final agendas into the archive (currently running Laserfiche/Weblink). 112 Allow third party reporting tool to access database for ad hoc queries and reporting. 113 Provides user-dependent views/ security based on role. 114 Provide adequate security to safeguard documents, processes and existing data from non-administrative users_ (9 MiAMi BEACH Page 29 RFP 2013-411 MF, Electronic Agenda System 70 Functional Requirements (contd.) Response 115 Ability for system/ database to be hosted locally on company's network. 116 Technical support provided with software. 117 Upgrades included in the maintenance price. 118 Ability of system to time out users due to inactivity of their client connection (ad min configurable time limits). 119 Ability of system to lock files as they are edited to avoid revision contention issues. 120 Allow off-line editing/ reviewing of documents to be later resynchronized and resume workflow 121 Allow remote access. System Support 122 123 124 125 Softvvare support must be available and provided by the vendor via a telephone hot line backed up by a minimum of three support personnel available and a complete line of computer hardware to be able to test and re-create any software situation. Software support must be available during the City's "normal" business hours, which are Monday-Friday, 8:00 a.m. -5:00p.m., Eastern Standard Time, with access to support personnel after hours and on weekends. It is desired that any user have access to support personnel for questions. Must provide end user training options (both initial and follow-up). Must provide administrator-training options (both initial and follow-up) (f: MLA.l'lt! BEACH Page 30 RFP 2013-411 MF, Electronic Agenda System 71 $$$ Description/Notes THIS PAGE INTENTIONALLY LEFT BLANK 72