C2B-Issue RFP City Website Design Development And ImplementationCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To lssue A Request For Proposals (RFP) For Website Design,
and lmolementation.
Enhance External and lnternal Communication From and Within the Citv.
Environmental Scan
N/A
!tem mendation:
The City of Miami Beach is requesting proposals from qualified vendors to update the City's
website assets with a new design that represents the prestige of our vibrant City and to replace
the existing proprietary website Content Management System (CMS) with a non-proprietary
open source CMS. The sites that need to be redesigned and implemented include:
www. m iam ibeachfl. oQ.v and www. m bcu ltu re. com,
Currently, the online content has been decentralized to multiple content editors across all City
departments that are supported by two technical website administrators. lt is the City's intent to
preserve this mode of operation. The City has been running its websites in the current CMS
since 2006. Since then, much has changed in the architecture and security of open source
CMS, as well as the level of expectations of services provided by local government websites.
The goal is to enhance user experience by implementing a design that has an appealing look
and feel, making information easy to find by implementing user friendly navigation that is also
responsive to mobile devices, and improving the administration of the sites by implementing a
CMS that simplifies content management. The website must also conform to current ADA,
section 508, accessibility standards.
The proposed CMS needs to be robust, secure, and will support large amounts of content. The
current site hosts approximately 20,000 pages and has over 400,000 page views per month.
The information on the City's website is directed towards the City's citizens, businesses, and
visitors. Proposers are strongly encouraged to carefully review the City's existing websites,
which will define the baseline requirements.
RECOMMENDATION
To seek proposals from interested parties, the Administration recommends that the Mayor and
City Commission of the City of Miami Beach, Florida authorize the issuance of RFP 2015-163-
LR for Website Desiqn, Development and lmplementation.
Clerk's Office islative Tracki
T:\AGEN I\RFP 2015-163-LR Website Design,
lmplem E SUMMARY.doc
Agenda ltem
Date
N/A
Financial lnformation :
Source of
Funds:
IT
Financial lmpact Summary:
Alex Denis, Ariel Sosa
(B MIAMIBEACH 62
MIAMIBEACH
City of Miomi Beoch, 'l 200 Conveniion Center Drive, Miomi Beoch, Florido 33.l39, www.miomibeochfl.gov
N MEMORANDUM
Mayor Philip Levine and Members df the City
Jimmy L. Morales, City Manager
DATE: April 15,2015
SUBJECT: REQUEST FOR APPROVAL
PROPOSALS (RFP) FOR
IMPLEMENTAT!ON.
ADMINISTRATION RECOMMENDATION
Authorize the issuance of the RFP.
KEY INTENDED OUTCOME
CITY WEBSITE DESIGN, DEVELOPMENT, AND
Enhance External and lnternal Communication From and Within the City.
BACKGROUND
The City of Miami Beach is requesting proposals from qualified vendors to update the City's website
assets with a new design that represents the prestige of our vibrant City and to replace the existing
proprietary website Content Management System (CMS) with a non-proprietary open source CMS.
The sites that need to be redesigned and implemented include: www.miamibeachfl.qov and
www.mbculture.com
Currently, the online content has been decentralized to multiple content editors across all City
departments that are supported by two technical website administrators. lt is the City's intent to
preserve this mode of operation. The City has been running its websites in the current CMS since
2006. Since then, much has changed in the architecture and security of open source CMS, as well as
the level of expectations of services provided by local government websites. The goal is to enhance
user experience by implementing a design that has an appealing look and feel, making information
easy to find by implementing user friendly navigation that is also responsive to mobile devices, and
improving the administration of the sites by implementing a CMS that simplifies content management.
The website must also conform to current ADA, section 508, accessibility standards.
The selected firm wilt be responsible for:
1. Providing three (3) website design concepts that are in accordance with the City's design
standards.
2. Server installation and configuration of the CMS.
3. lmplementation of CMS security.
4. lmplementation of the approved design proposal in the proposed CMS as specified in the
scope of services section.
5. Migration of all content that currently exists in both City sites.
6. Training of website administrators and content editors.
7. CMS and server support services.
TO:
FROM:
63
City Commissioner Memorandum - City Website Design, Development, and lmplementation.
April 15,2015
Page 2 of 2
The proposed CMS needs to be robust, secure, and will support large amounts of content. The current
site hosts approximately 20,000 pages and has over 400,000 page views per month. The information
on the City's website is directed towards the City's citizens, businesses, and visitors. Proposers are
strongly encouraged to carefully review the City's existing websites, which will define the baseline
requirements.
OTHER RFP REQUIREMENTS
o MINIMUM QUALIFICATIONS. Please Reference, Appendix C, RFP 2015-163-LR for Website
Design, Development and lmplementation (attached).
o SUBMITTAL REQUIREMENTS. Please Reference Section 0300, RFP 2015-163-LR for
Website Design, Development and lmplementation (attached).
o CRITERIA FOR EVALUATION. Please Reference Section 0400, RFP 2015-163-LR for
Website Design, Development and lmplementation (attached).
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of the RFP
for Website Design, Development, and lmplementation.
ATTACHMENTS
AttachmentA: RFP 2015-163-LRforWebsite Design, Development, and lmplementation.
JLM/MT/AS/AD
64
REQUEST FOR PROPOSALS (RFP)
WEBSITE DESIGN, DEVELOPMENT AND IMPLEMENTATION
RFP #20 r 5-t 63-LR
RFP ISSUANCE DATE: APRIL 16,2015
PROPOSALS DUE: MAY 12,2015 @ 3:00 PM
ISSUED BY: LOURDES RODRIGUEZ, CPPB
E MIAMIBEACH
LOURDES RODRIGUEZ, SENIOR PROCURE'YIENT SPECIATIST
PROCUREMENT DEPARTMENT
1700 Convention Center Drive, Miomi Beoch, FL 33.l39
305.673.7000 x 6652 | Fox: 786.394.4075 | www.miomibeochfl.gov
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TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NoT uTtLrzED ......... .......... N/A
O2OO INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS ........ .......3
O3OO PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT ..........11
0400 PRoPoSAL EVALUATTON ....... ............14
APPENDICES:
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS
APPENDIX B "NO PROPOSAL" FORM
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS
APPENDIX D SPECIAL CONDITIONS
APPENDIX E COST PROPOSAL FORM
APPENDIX F INSURANCE REQUIREMENTS
RFP 201 5-t 63-LR
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SECTION ()2OO INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS
1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the
"proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
Proposers and, subsequently, the successful Proposer(s)(the "contractor[s]") if this RFP results in an award,
The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective
Proposer who has received this RFP by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum
may result in disqualification of proposalsubmitted.
2. PURPOSE.
The City of Miami Beach is seeking proposals from qualified vendors interested in providing website design and
content management system services, The City's goal is to replace the existing proprietary Content Management
System (CMS) with a non-proprietary, open source CMS, update our website to enhance the user experience,
simplify content management, and provide better information and customer service to the community, while meeting
high standards for design quality, visual appeal and new design that represents the prestige of our vibrant City. The
sites that need to be redesigned and implemented include: www.miamibeachfl.qov and www.mbculture.com.
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact:
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
The tentative schedule for this solicitation is as follows:
RFP lssued April '16, 2015
Pre-Proposal Meeting April 23, 2015 at 10 a.m.
Deadline for Receipt of Questions May 1,2015by 5 p,m,
Responses Due l{iay 12,2015 al3 p.m.
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval Authorizing
Negotiations
TBD
Contract Negotiations Following Commission Approval
305-673-7000 x 6652
RFP 2015 r63-LR
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receivednolaterthanten(10)calendardayspriortothedateproposalsaredueasscheduledinSection0200-3. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled.
A Pre-PROPOSAL conference will be held as scheduled in Solicitation Timeline above at the following address:
City of Miami Beach
City Hall - 4ttt Floor
City Manager's Large Conference Room
1700 Convention Center Drive
Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not
mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow
these steps:
(1) Dialthe TELEPHONE NUMBER: 1- 888-270-9936 (Toll-free North America)
(2) Enter the MEETING NUMBER: 5804578
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this
RFP expressing their intent to participate via telephone.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s), Only questions answered by written addenda will be binding and may supersede
terms noted in this solicitation. Addendum will be released through PublicPurchase.
7. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been fonrvarded to the City Commission by the City Manager are under the
"Cone of Silence." The Cone of Silence ordinance is available at
http://library.municode.com/index.aspx?clientlD=13097&statelD=9&statename=Florida. Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the
Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City 0f Miami Beach website:
http://web. miamibeachfl.qov/procuremenUscroll.aspx?id=2351 0
. CONE 0F SILENCE....r PROTEST PROCEDURES............,.................,.,.,....
o DEBARMENT PROCEEDINGS
r LOBBYIST REGISTMTION AND DISCLOSURE 0F FEES....
o CAMPAIGN CONTRIBUTIONS BY VENDORS. CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT
tssuES..........
CITY CODE SECTION 2486
CITY CODE SECTION 2-37,1
CITY CODE SECTIONS 2.397 THROUGH 2.485.3
CITY CODE SECTIONS 2.481 THROUGH 2.406
CITY CODE SECTION 2487
CITY CODE SECTION 2488
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o REQUIREMENT FOR CITY CONTRACTORS T0 PROVIDE EOUAL
BENEFITS FOR DOMESTIC PARTNERS.. ... CITY CODE SECTION 2.373
o LIVING WAGE REQUIREMENT... . CITY CODE SECTIONS 2-407 THR0UGH2-410
. PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETEMNS AND TO STATE.CERTIFIED SERVICE.
DISABLED VETEMN BUSINESS ENTERPRISES CITY CODE SECTION 2.374. FALSE CLAIMS 0RD|NANCE.... CITY CODE SECTION 70-300
o ACCEPTANCE0FGIFTS,FAVORS&SERVICES.... .... CITYCODESECTION2449
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the
deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written
notice of any such postponement to all prospective Proposers through PublicPurchase.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the proposal
due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and
proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-
371 shall be barred.
11. MIAMI BEACH-BASED VENDORS PREFERENCE. Pursuant to City of Miami Beach Ordinance No, 201 1-3747 ,
a five (5) point preference will be given to a responsive and responsible Miami Beach-based Proposer.
12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3748, the City shall give a five (5) point preference to a responsive and responsible Proposer which is a small
business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise.
13. DETERMINATION 0F AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission the Propose(s)
s/he deems to be in the best interest of the City or may recommend rejection of all proposals. 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 Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer.
(a) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may 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 relect all Proposals. Upon approval of
selection by the City Commission, negotiations between the City and the selected Propose(s) will take place to
arrive at a mutually acceptable Agreement.
14. ACCEPTANCE OR REJECTION 0F PROPOSALS. The City reserves the right to reject any or all proposals
prior to award. Reasonable efforts will be made to either award the Contract or re.yect all proposals within one-
hundred twenty (120) calendar days after proposals opening date. A Proposer may not withdraw its proposals
unilaterally before the expiration of one hundred and twenty (120) calendar days from the date of proposals opening.
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15. 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. lgnorance 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.
16. 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.
17. RELATIONSHIP TO THE CITY. lt 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,
18. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes.
19. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will
be at the Proposer's risk and may result in the Proposal being non-responsive.
20. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced. lnvoices must be
consistent with Purchase Order format,
21. PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its
officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for,
or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the
performance of the contract, including its use by the City of Miami Beach, Florida, lf the Proposer uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in
any way involved in the work.
22. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of
knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
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applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
Proposer, or its officers, employees, contractors, and/or agents, for failure to comply with applicable laws.
23. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
24. ANTI-DISCRIMINATION. The Proposer certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
25. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the Propose/s facility may be made prior to the award of contract.
B. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation,
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of
the City.
F. The City may require Proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier, which is the actual source of supply, ln these instances, the City may also require
material information from the source of supply regarding the quality, packaging, and characteristics of the
products to be supply to the City.
26. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or othenrvise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
27. LAWS. PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
28. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
29. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. lt is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
30. DISPUTES. ln the event of a conflict between the documents, the order of priority of the documents shall be as
follows:
A. Any contract or agreement resulting from the award of this solicitation; then
B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then
C. Thesolicitation;then
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D. The Propose/s proposal in response to the solicitation.
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31. INDEMNIFICATION. The contractor shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The contractor
expressly understands and agrees that any insurance protection required by this Agreement or othenruise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement,
32. CONTRACT EXTENSION. The City reseryes the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded, Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
33. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1), Florida Statutes, and s. 24(a), Afi.,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.
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all
requirements for retaining public records and transfer, at no cost, to the public agency all public records in
possession of the contractor upon termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. All records stored electronically
must be provided to the public agency in a format that is compatible with the information technology systems of the
public agency,
34. MODIFICATIONMITHDRAWALS 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 conhact 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.
35. 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. ln 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 RFP to which Proposer took exception to (as
said term and/or condition was originally set forth on the RFP).
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36. 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 accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties.
Balance of Page lntentionallv Left Blank
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SECTION O3OO PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED RESPONSES.One original Proposal (preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10)
bound copies and one ('l) electronic format (CD or USB format) are to be submitted. The following information
should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation
number, solicitation title, Proposer name, Proposer return address, Proposals received electronically, either through
email or facsimile, are not acceptable and will be relected.
2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids.
Any Bid received after the deadline established for receipt of proposals wil! be considered Iate and not be
accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays,
natural or othenrvise.
3. PROPOSAL FORMAT. ln 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 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. Proposals that do not include the required information will be deemed non-
responsive and will not be considered.
il
Cover Letter & Minimum Qualifications
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the
purposes of this solicitation.
1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum
s requirements established in Appendix C, Minimum Requirements and Specificati
Experience & Qualifications
2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience
and proven track record of providing the scope of services similar as identlfied in this solicitation, including experience in
providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of
similar experience, the following is required: prolect description, agency name, agency contact, contact telephone &
email, and yea(s) and term of engagement,
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for
this prolect 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,
2.3 Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report
(SOR) directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of
the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the
Proposer. The Proposer shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servleUSupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. lt is highly recommended
that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and
as early as possible in the solicitation process. For assistance with any portion of the SQR submitta! process,
contact Dun & Bradstreet at800-424-2495.
RFP 201 5-t 63-LR
75
of Services
Submit detailed information addressing how Proposer will achieve each portion of the scope of services and
technical requirements outlined in Appendix C, Minimum Requirements and Specifications, including website
design, server installation, Content Management System (CMS) installation and implementation, content migration,
training and support services.
Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the
a fullv review and score the
and
Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed
information, as applicable, which addresses, but need not be limited to: proposed timeline, outline project phases
and City's role, design process, content editor, website administrator training, post website go live communications,
ability to integrate existing municipal branding into new sites, and ongoing technical assistance and training
Cost
Submit a com Cost Form
Note: After proposal submittal, the City reserves the right to require additional information from Proposers (or
Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation
history, regulatory action, or additional references); and financial capability (including, but not limited to, annual
reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).
Ktr 2u t5- to3-LK 12
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SECTION O4O() PROPOSAL EVALUATION
1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the solicitation. lf further information is desired, Proposers
may be requested to make additional written submissions of a clarifying nature or oral presentations to the
Evaluation Committee. The evaluation of proposals will proceed in a two-step process as noted below. lt is important
to note that the Evaluation Committee will score the qualitative portions of the proposals only, The Evaluation
Committee does not make an award recommendation to the City Manager, The results of Step 1 & Step 2
Evaluations will be fonruarded to the City Manager who will utilize the results to make a recommendation to the City
Commission.
2. Step 1 Evaluation. 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. 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. ln doing so, the Evaluation Committee may:o review and score all proposals received, with or without conducting interview sessions; oro review all proposals received and short-list one or more Proposers to be further considered during
subsequent interview session(s) (using the same criteria).
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
Approach and Methodology
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive
additional quantitative criteria points to be added by the Department of Procurement Management to those points
earned in Step 1, as follows.
Cost Proposal
30
30
Veterans Preference
4. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula:
Sample 0biective Formula for Cost
Vendor Vendor
Cost
Proposal
Example Maximum
Allowable Points
(Points noted are for
illustrative purposes only.
Actual points are noted
above.)
Formula for Calculating Points
(lowest cost / cost of proposal
being evaluated X maximum
allowable points = awarded
points)
Round to
Total
Points
Awarded
Vendor A $100.00 20 $100 / $100 X20 =20 20
Vendor B $150.00 20 $100/$150X20=13 13
Vendor C $200.00 20 $100/$200X20=10 10
RFP 2015-r63 LR r3
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5. Determination of Final Ranking. 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:
* Final Ranking is presented to the City Manager for furlher 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, which may be different than final
ranking results.
Committee
Member 1
Step 1
Points 82 76 80
Step 2
Points 22 15 12
Total 104 91 92
Rank 1 3 2
Committee
Member 2
Step 1
Pnints 79 85 72
Step 2
Points 22 15 12
Total 101 100 84
Rank 1 2 3
Committee
Member 2
Step 1
Points 80 74 66
Step 2
Points 22 15 12
Total 102 89 78
Rank 1 2 3
Rt-P 20 l5-t63-LR 14
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APPENDIX A
@ MIAMIBEACH
Proposo I Certificotion,
auestionnoire &
Req uirements Affid ovit
RFP 2015-r 63-LR
Website Design, Development ond
lmplementotion
PROCU REMENT DEPARTMENT
I200 Conveniion Center Drive
Miomi Beoch. Florido 33139
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Solicitation No:
201 5-1 63-LR
Solicitation Title:
Website Desiqn. Develooment and lmolementation
Procurement Contact:
Lourdes Rodriquez 305-673-7000 x 6652
T Email:
LourdesRodriouez(Omiamibeachfl .oov
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 lnformation.
FIRM NAME:
No of Years in Business:NoofYearsinBusinessLocally: I No.of Employees:
OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 1O YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE:ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO,:
FAX NU,:
FIRM LOCAL ADDRESS:
CITY:
STATE:ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO,:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL
FEDERAL TAX IDENTIFICATION NO,:
The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems
necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements.
RIP 20 I5 I63 LR t6
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3.
4.
b lv'ilAll,lBEACH
Veteran Owned Business. ls Proposer claiming a veteran owned business status?[--l vrs [__-l r.ro
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,
Conflict 0f lnterest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family
member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member
(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Proposers must also disclose the name of
any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entlty or any of
its affiliates
References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
lndividual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided.
Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had
a contract cancelled due to non-oerformance bv anv oublic sector aoencv?
l---l ves 'fi
ruo
SUBMITTAL REQUIREMENT: lf answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform
laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all
applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions,
as prescribed therein, including disqualification of their Proposals, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a conkolling
financial interest as defined in solicitation. For each individual or entity with a conholling 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.
Code of Business Ethics. Pursuant to City Resolution N0.2000-23879, 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 Department of Procurement Management with its
proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply
with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics
provision of the City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. ln 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/procuremenU.
b.
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7.
t, the heurly living wage rates listed belew;. eemmeneing with eityfisealyear 2012 13 (Oeteber 1;2012); the heurly living rate willbe $'11,28/hrwith health
The living wage rate and health eare benefits rate may, by Reselutien ef the eity eemmissien be indered annually fer inflatien
ity may alse; by
weuld net be fiseally seund te implement
@
ive, and ma" further subjeet Prepeser te additienal penalties
age requirement ts
SUBMITTAt REQUIREMENT: Ne additienal submittal is required, By virtue ef exeeuting this affidavit deeument, Prepeser agrees
@
8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United
States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami
Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?f--l vrs [__--] ruo
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?[--l vrs [-l rrro
c. Please check all benefits that apply to your answers above and list In the "othe/' section any additional
benefits not already specified. Note: some benefits are provided to employees because they have a spouse or
domestic partner, such as bereavement leave, other benefits are provided directly to the spouse or domestic
partner, such as medical insurance,
BENEFIT Firm Provides for
Employees with
Soouses
Flrm Provides for
Employees with
Domestic Partners
Firm does not
Provide Benefit
Health
Sick Leave
Family Medical Leave
Bereavement Leave
lf Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance
providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To
comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City
Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal
Benefits requirement is available at www.miamibeachfl .qov/procuremenV.
Kil', 2U t5- tO3-LR IB
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b lvilAl'l\iBEACH
Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal,
proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit
proposals, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity
in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of
being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list.
Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation
which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every
Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are
solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of
Addendum section cefifies 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.
lnitial to Conflrm
Receinl
lnitial to Confirm
Rccpinl
lnitial to Confirm
Receiot
Addendum 1 Addendum 6 Addendum '1'1
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
lf additional confirmation of addendum is required, submit under separate cover
11.
RFP 20 I 5- I 63-LR t9
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The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience.
Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to
make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after
issuance of an award, shall be without any liability or obligation on the pa( of the City.
ln its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and
may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. ln 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. lt is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any
information in this solicitation.
Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should
rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty
or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City
or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation, or approval.
The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be
made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally
relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this
solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal.
This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. lnformation is for guidance
only, and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason, or for no
reason, without any resultant liability to the City.
The City is governed by the Government-inthe-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as
required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by
Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become
public records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer
acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement
information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation.
Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge,
information, and belief.
Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment
by a cou( of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The
previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
ln the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
RrP 20 l5-t63-LR 20
84
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Name of Propose/s Authorized Representative:Title of Proposer's Authorized Representative:
Signature of Proposef s Authorized Representative:Date:
State of On this _day of _, 20_, personally
appeared before me who
County of _) stated that (s)he is the
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 Florida
My Commission Expires:
of
I hereby certify that: l, as an authorized agent of the Proposer, am submitting the following information as my firm's
proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto,
and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and
conditions contained in the solicitation, and any released Addenda and understand that the following are requirements
of this solicitation and failure to comply will result in disqualiflcation of proposal submitted; Proposer has not divulged,
discussed, or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any
other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal,
inclusive of the Certification, Questionnaire and Requi Affidavit are true and accurate.
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APPENDIX B
MIAMIBEACH
"No Bid" Form
RFP 2015-t 63-LR
Website Design, Development ond
lmplementotion
PROCUREMENT DEPARTMENT
lZ00 Convention Center Drive
Miomi Beoch, Florido 33139
Rr-P 2U r5- r03 LR 22
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Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDICATED BELOW:
_ Workload does not allow us to proposal
_lnsufficient time to respond
_ Specifications unclear or too restrictive
_ Unable to meet specifications
_Unable to meet service requirements
_Unable to meet insurance requirements
_Do not offer this producUservice
_OTHER. (Please specify)
We do _ do not _ want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
City of Miami Beach
Procurement Department
ATTN: Lourdes Rodriguez
RFP No. 2015-163-LR
1700 Convention Center Drive
Miami Beach, FL 33139
Rl-P 20 l5- t63-LR 23
87
APPENDIX C
g MIAMIBEACH
Minimum Requirements
& Specificotions
RFP 2015-t 63-LR
Website Design, Development ond
lmplementotion
PROCU REMENT DEPARTMENT.l700 Convention Center Drive
Miomi Beoch, Florido 33.l39
24
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C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed
below. Proposer shall submit detailed verifiable information affirmatively documenting compliance
with each minimum requirement. Proposers that fail to comply with minimum requirements will be
deemed non-responsive and will not be considered.
1. Proposer must have produced a minimum of five (5) websites using proposed Content
Management System (CMS).
SUBMITTAL REQUIREMENT: For each web site listed, provide: CMS used; client;
client representative; client representative email address and telephone number;
contract dates, and a brief scope of work.
2. Proposer must have a minimum of three (3) municipal or public sector clients in the last
five (5) years where it has completed work similar in scope to this project using the
proposed Content Management System (CMS).
SUBMITTAL REQUIREMENT: For each client listed, provide: agency name; agency
representative; client representative email address and telephone number; contract
dates, and a brief scope of work.
C2. Statement of Work Required.
The City of Miami Beach is requesting proposals from qualified proposers to update the City's
website assets with a new design that represents the prestige of our vibrant City and to replace the
existing proprietary Content Management System (CMS) with a non-proprietary, open source
CMS. The sites that need to be redesigned and implemented include: www.miamibeachfl.qov and
www.mbculture.com.
C3. Specifications
Website Desiqn
1. The selected firm will be responsible for providing three (3) website design concepts that are in
accordance with the City's design standards and branding requirements. The look and feel
implemented need to be consistent throughout the City's website. For this task, the vendor is
required to propose a detailed approach and methodology for the website design,
2. The selected firm will be responsible for proposing navigation design wireframes that includes
an updated architecture of the content of the website in order to simplify its management. This
architecture must be designed by keeping in mind that the content presented will be directed
towards the City's citizens, businesses, and visitors. For this task, the vendor is required to
propose a detailed approach and methodology for the architecture design.
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3. An integration strategy with existing City applications, third-party applications, and transitions
to external sites and other services need to be proposed in order to maintain a consistent flow
of information with the look and feel of the site. The selected firm will be responsible for
providing the templates, style sheets, and other files necessary for the implementation of the
recommendations made. For this task, the vendor is required to propose a detailed approach
and methodology for the integration strategy.
Seruer lnstallation
The websites will be hosted on premises in the City's VMware infrastructure. The selected vendor
will be responsible for the installation and configuration of the servers. The City will require the
following:
1. The operating system and database to be installed will be dictated by the proposed
Content Management System (CMS) best practices recommendations.
The database of the Content Management System will be installed on a separate server.
The selected vendor must provide details on the configuration needed for each of the
servers required to install the new Website/ Content Management System.
The vendor must specify the additional requirements such as licenses, certificates, etc,
Vendor is required to implement a development environment that is identical to the
production environment.
Content Manaoement System (CM$, lnstallation and lmplementation
The selected vendor must deliver to the City a new, fully operational Website/Content Management
System. Proposers are encouraged to carefully review the City's existing websites which will define
the baseline requirements. The proposed Content Management System needs to support large
amounts of content. The current site hosts approximately 20,000 pages and has over 400,000
page views per month.
1. Content Management System (CMS) Solution
a. Provide a comprehensive "full function", easy to use web based solution that
includes, but is not limited to, template creation, security and approval levels,
WYSIWYG content editor, versioning, content scheduling, etc. Use of the Content
Management System should not require content editors to know HTML, CSS,
XML, XSL, PHP, etc.
b. Provide the ability to update content automatically upon approval of edited pages.
c. Provide ability for City staff to both edit and approve content (through an agreed
upon workflow and based on user rights) for their assigned areas of responsibility,
d. Ensure that deleted pages will not be accessible via search.
e. Provide the ability during editing to resize pictures proportionately once
downloaded on a page.
f. Provide spell-check and grammar correction functionality.
2.
3.
4.
5.
RFP 20 I 5.I 63-LR 26
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g. Due to ADA requirements, implement features that would not allow creating or
saving changes to a page if it does not contain all ALT tags and/or other required
Metadata.
h, Provide the ability to post multiple file types on web pages for viewing and/or
downloading (e.9. .jpg, .gif, pdf, etc.).
i. Provide ability to upload content to enable the public to view video, listen to audio,
and/or view photo galleries.j. Provide staff the flexibility to determine size and position of page features such as
photographs.
k. Provide solution that supports replicating navigation and menu changes to all
related pages automatically with no additional data entry or steps.l. Provide the ability for staff to add, change, and/or delete links between pages
and/or to other websites as needed.
m. Provide ability to access the Content Management System from the lnternet.
n. Support the optimization of pictures and graphic files for quickest page loading.
o. Provide the capability to create and manage document libraries/galleries to
support organizing and publishing documents according to subject matter.
p. Support the versioning and indexing of content to meet legal and policy-based
records retention schedules.
q. Ability to support multi-lingual content integration with Google Translate.
r. Ability to allow third party applets, such as widgets, to extend the functionality of
the website.
2. WebsiteRequirements
a. Conform to current American with Disabilities Act (ADA), Section 508 accessibility
standards.
b.
c,
d.
f.
Provide uniformity of design that is visually appealing, intuitive, and easy to use.
Provide features and functionality that exist on current website (Proposers are
strongly encouraged to carefully review the City's existing web presence).
Provide the ability for departments to have the flexibility to differentiate their pages
from the City's primary home page without compromising the consistent look and
feel of the overall site.
Provide a citizen-centric navigation scheme that improves the ability for users to
quickly find and navigate desired services or information.
Provide the capability for selected pages (i.e. City's home page and selected
departmenflevel home pages) to display a "slideshow" or "slider" where fresh
pictures and information are displayed and change automatically in a repetitive
fashion.
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g. Provide users an easy to use site search capability (i.e. Google or similar look and
feel and functionality preferred) that prioritizes and places the most relevant and
recent content at the top of the search results screen.
h. Provide a site map feature that automatically updates to reflect any site
adds/changes/deletions.
i. Provide consistent dropdown menus on all pages, with the ability for City trained
staff to change the menus as needed.j. Provide users with a printer-friendly page capability on every site page.
k. Support all major operating systems (i.e. Windows, Apple, iOS, Android, etc.) as
well as current and future versions of commonly used browsers (e.9, lnternet
Explorer, Safari, Firefox, and Chrome).
l. Provide responsive design in order to provide seamless access to the website
from all major mobile devices (i.e. iPhones, iPads, Android phones, tablets, etc.)
so that pages render efficiently and are easy to view and navigate regardless of
screen size.
m. Provide integration to social media and networking (i.e. Twitter, Facebook, Flickr,
YouTube, lnstagram, etc.) sites.
n. Provide the ability to display rotating or scrolling banners with associated
hyperlinks.
o. Provide site usage and other statistics to allow the City to analyze and optimize
the site based on user behaviors. The City currently uses Google Analytics.
p. Provide "breadcrumb" or similar navigation aide.
q. Provide common or quick links on the home page.
r. Support ability to display streaming video from the City's streaming video provider
Telvue.
s. Provide seasonal background/color/style themes that can be quickly and easily be
changed by City's website administrators.
t. Provide a solution that eliminates or minimizes the potential for duplicate
documents, forms, and other material as various pages are updated.
u. Provide innovative ideas and recommendations for maximizing the City's web
presence.
v. Provide any additional recommendations that may not be covered in the prior
requirements.
Content Miqration
The selected vendor will be responsible for the migration of all content of www.miamibeachfl.qov
and www.mbculture.com to the new sites. City content editors and website administrators will be
available to assist the selected vendor in this task. For this task, the vendor is required to propose
a detailed approach and methodology for the content migration from the existing sites to the new
sites.
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Traininq
The selected vendor will be responsible to train the City's content editors and website
administrators on how to use and manage the Content Management System. Additional training,
for server administration, may be required. For this task, the vendor is required to propose a
detailed training approach and methodology.
Supporf Servlces
The City is requiring that the selected vendor provide support services for the original three (3) year
term of Agreement. The service must include server 0S patches and upgrades, CMS patches and
upgrades, additional website design support and refresher training for content editors and website
administrators. Additionally, Proposer shall stipulate the cost of support for the renewal terms.
Rl-P 20 t5- t63-LR 29
93
APPENDIX D
g MIAMIBEACH
Speciol Conditions
RFP 2015-t 63-LR
Website Design, Development ond
lmplementotion
PROCU REMENT DEPARTMENT
1700 Convention Center Drive
Miomi Beoch, Florido 33139
RFP 20 I 5.I 63 LR 30
94
b i'/lAl/TIBEACH
1. TERM 0F CONTRACT. The contract shall commence upon the date of notice of award and shall
be effective for three (3) years.
2. OPTIONS T0 RENEW. The City, through its City Manager, will have the option to extend for two
(2) additional one-year periods subject to the availability of funds for succeeding fiscal years.
3. ADDITIONAL SERVICES. The City may require additional services, similar in scope to the
requirements of this RFP, from time to time. Services not specifically identified in this RFP may be added by
mutual agreement of the Parties and approval of the City Manager.
4. AMERICAN WITH DISABILITIES ACT (ADA). Proposer will conform to current American with
Disabilities Act (ADA), Section 508 accessibility standards.
Rf-P 20 I 5- I 63.1R 3l
95
APPENDIX E
b
:MIAMIBEACH
Cost Proposol Form
RFP 2015-r 63-LR
Website Design, Development ond
lmplementotion
PROCU REMENT DEPARIMENT,l700 Convention Center Drive
Miomi Beoch, Florido 33.l39
96
A/lAlvliBEACH
APPENDIX E
Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full
accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements
stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays,
taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised
by the City Manager in advance. The Bid Price Form (Appendix E) shall be completed mechanically or, if manually, in
ink. Cost Proposal Form (Appendix E)completed in pencil shall be deemed non.responsive. Allcorrections on the
Proposal Tender Form (Appendix E) shall be initialed.
b
COST PROPOSAL FORM
Licenses and Certificates (specify any
97
b IdIAI/IBEACH
* Grand Total for all groups will be utilized to calculate the Cost Points as described in Section 0400(4),
Company:
Authorized Representative:
Address:
Telephone:
Email:
Authorized Representative's Signature:
98
APPENDIX F
I nsuro nce Requirements
RFP 2015-t 63-LR
Website Design, Development ond
lmplementotion
PROCU REMENT DEPARTMENT
1700 Convention Center Drive
Miomi Beoch, Florido 33139
99
g MIAMIBEACH
INSURANCE REQUIREMENTS
The provider shall furnish to the Human Resources Department, Risk Management Division, City of Miami Beach,
1700 Convention Center Drive,3d Floor, Miami Beach, Florida 33139, Certificate(s) of lnsurance which indicate that
insurance coverage has been obtained which meets the requirements as outlined below:
A. Worker's Compensation and Employer's Liability lnsurance for all employees of the provider as
required by Florida Statute 440.
B. Commercial General Liability on a comprehensive basis 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 lnsurance 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.
D, Professional Liability lnsurance in an amount not less than $1,000,000 with the deductible per claim,
if any, not to exceed 100/o of the limit of liability.
The insurance coverage required above must include a waiver of subrogation in favor of the City, The insurance
coverage required shall include those classifications, as listed in standard liability insurance manuals, which most
nearly reflect the operations of the provider.
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 Vll" as to
financial strength, by the latest edition of Best's lnsurance Guide, published by A,M. Best Company,
Oldwick, New Jersey, or its equivalent, subject to the approval of the City Risk Management Division.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days advance notice
to the certificate holder.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
17(}O CONVENTION CENTER DRIVE
3,4 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.
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