HomeMy WebLinkAboutITB 31-04/05 Miami Beach
INVITATION TO BID
(ITB)
BID# 31-04/05
FOR
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL
CITY OF MIAMI BEACH COMMISSION MEETINGS
AND OTHER TELEVISED MEETINGS,
AS REQUIRED
BIDS ARE DUE
NO LATER THAN AUGUST 18, 2005 AT 3:00 P.M.
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
www. miamibeachfl.gov
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PHONE: (305) 673-7490
FAX: (305) 673-7851
1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
http:l~www.miamibeachfl.gov
PROCUREMENT DIVISION
Telephone (305) 673~7490
Facsimile (305) 673-;'851
PUBLIC NOTICE
INVITATION TO BID NO. 31-04/05
Sealed bids will be received by thc City of Miami Beach Procurement Division, 3rd Floor, 1700
Convention Center Drive, Miami Beach, Florida 33139, until 3:00 p.m. on the August 18, 2005 for:
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF
MIAMI BEACH COMMISSION MEETINGS, AND OTHER TELEVISED
MEETINGS AS REQUIRED
Purpose of Bid: Purpose: The purpose of this Invitation to Bid is to establish a contract, by means
of sealed bids, for real-time closed captioning service of all City of Miami Beach Commission
Meetings, and other televised meetings, as required.
At time, date, and place above, bids will be publicly opened. Any bids or proposals received after
time and date specified will be returned to the bidder unopened. The responsibility for submitting a
bid before the stated time and date is solely and strictly the responsibility of the bidder. The City is
not responsible for delays caused by mail, courier service, including U.S. Mail, or any other
occurrence.
The City has contracted with BidNet as our electronic procurement service for automatic notification
of bid opportunities and document fulfillment. We encourage you to participate in this bid
notification system. ·
To find out how you can receive automatic bid notifiCations or to obtain a copy of this Bid, go
to..www.govbids.com/scripts/southflorida/public/homel.asp or call toll-free 1-800-677-1997 ext.
214.
Any questions or clarifications concerning this Bid shall be submitted in writing by mail, e-mail, or
facsimile to the Procurement Division, 3TM Floor, 1700 Convention Center Drive, Miami Beach, FL
33139, or FAX: (305) 673-7851. The Bid title/number shall bc referenced on all correspondence.
All questions must be received no later than ten (10) calendar days prior to the scheduled Bid
opening date. Ali responses to questions/clarifications will be sent to all prospective bidders in the
form of an addendum.
The City of Miami Beach reserves the right to accept any proposal or bid deemed to be in the best
interest &the City of Miami Beach, or waive any informality in any proposal or bid. The City of
Miami Beach may reject any and all proposals or bids.
YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE
"CONE OF SILENCE," IN ACCORDANCE WITH ORDINANCE NO. 2002-3378. A COPY
OF ALL WRITTEN COMMUNICATION(S) REGARDING THIS BID MUST BE FILED WITH
THE CITY CLERK.
YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE
"CODE OF BUSINESS ETHICS" ("CODE"), IN ACCORDANCE WITH RESOLUTION NO.
20OO-23879.
YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE
CITY OF MIAMI BEACH DEBARMENT ORDINANCE NO. 2000-3234.
.YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE BID
SOLICITATION PROTEST ORDINANCE NO. 2002-3344.
YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE
CITY OF MIAMI BEACH LOBBYIST FEES DISCLOSURE ORDINANCE NO. 2002-3363.
YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR BID IS SUBJECT TO THE
CAMPAIGN CONTRIBUTIONS BY VENDORS ORDINANCE NO. 2003-3389.
Detailed representation of all these ordinances can be found on the City of Miami Beach WebSite at
.http ://www. m iam i beachfl, gov/neWc ity/depts/pu rchase/b id in tro.asp
CITY OF MIAMI BEACH
!.
Gus Lopez, CPPO
Procurement Director
CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
http:\~rniamibeachfl.gov
PROCUREMENT DIVISION
INOTICE TO PROSPECTIVE BIDDERS
Telephone (305) 673-7490
Facsimile (305) 673-7851
ITB 31-04/05
NO BID
If not submitting a bid at this time, please detach this sheet from the bid documents,
complete thc information requested, and return to thc address listed above.
NO BID SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED:
.. Our company does not handle this type of product/service.
We cannot meet the specifications nor provide an alternate equal product.
Our company is simply not interested in bidding at this time.
Duc to prior commitments, I was unable to attend pre-proposal meeting.
OTHER. (Please specify)
We do m do not __ want to bc retained on your mailing list for future bids for thc type or
product and/or service.
Signature:
Title:
Company:
I I
Note: Failure to respond, either by submitting a bid o_.r this completed form, may result in your
company being removed from the City's bid list.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
4
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REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID//31-04/05
GENERAL CONDITIONS
1.1
SEALED BIDS:
Original copy of Bid Form as well as any other pertinent documents must be returned in
order for the bid to be considered for award. Ali bids are subject to the conditions specified
hereon and on the attached Special Conditions, Requirements, Scope of Services, and Bid
Form.
The completed bid with three (3) copies must be submitted in a sealed envelope clearly
marked with the BidTitle to the City of Miami Beach Procurement Division, 3rd floor, 1700
Convention Center Drive, Miami Beach, Florida 33139, no later than 3:00 pm August 18,
2005. Facsimile or e-mailed bids will not be accepted.
1.2
EXECUTION OF BID:
Bid must contain a manual signature of an authorized representative in the space provided on
the Bid Form. Failure to properly sign bid shall invalidate same and it shall NOT be
considered for award. All bids must be completed in pen and ink or typewritten. No
erasures are permitted. If a correction is necessary, draw a single line through the entered
figure and enter the corrected figure above it. Corrections must be initialed by the person
signing the bid. Any illegible entries, pencil bids or corrections not initialed will not be
tabulated. The original bid conditions and specifications CANNOT be changed or altered in
any way. Altered bids will not be considered. Clarification of bid submitted shall be in
letter form, signed by bidders and attached to the bid.
1.3
NO BID:
If not submitting a bid, respond by returning the enclosed bid form questionnaire, and
explain the reason. Repeated failure to bid without sufficient justification may be cause for
removal of a supplier's name from the bid mailing list.
1.4
PRICES QUOTED:
Deduct trade discounts and quote firm net prices. Give both unit price and extended total,
when requested. Prices must bc stated in units of quantity specified in the bidding
specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE
quoted will govern. All prices must be F.O.B. destination, freight prePaid (unless otherwise
stated in special conditions). Discounts for prompt payment. Award, if made, will be in
accordance with terms and conditions stated herein. Each item must be bid separately and
no attempt is to be made to tie any item or items in with any other item or items. Cash or
quantity discounts offered will not be a consideration in determination of award of bid(s).
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
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TAXES:
The City of Miami Beach is exempt from all Federal Excise and State taxes. State Sales Tax
and Use Certificate Number is 04-00097-09-23.
MISTAKES:
Bidders are expected to examine the requirements, scope of services, delivery schedules, bid
prices and extensions and all instructions pertaining to supplies and services. Failure to do
so will be at the bidder's risk.
CONDITION AND PACKAGING:
It is understood and agreed that any item offered or shipped as a result of this bid shall be the
latest new and current model offered (most current production model at the time of this bid).
All containers shall be suitable for storage or shipment, and all prices shall include standard
commercial packaging.
UNDERWRITERS' LABORATORIES:
Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall
be U.L. listed or re-examination listing where such has been established by U.L. for the
item(s) offered and furnished.
BIDDER'S CONDITIONS:
The City Commission reserves the right to waive irregularities or technicalities in bids or to
reject all bids, or any part of any bid, they deem necessary for the best interest of the City of
Miami Beach, FL.
EQUIVALENTS: N/A
NON-CONFORMANCE TO CONTRACT CONDITIONS:
Items may be tested for compliance with specifications. Item delivered, not conforming to
specifications, may be rejected and returned at vendor's expense. These items and items not
delivered as per delivery date in bid and/or purchase order may be purchased on the open
market. Any increase in cost may be charged against the bidder. Any violation of these
stipulations may also result in:
A)
B)
Vendor's name being removed from the vendor list.
Ail departments being advised not to do business with vendor.
SAMPLES:
Samples of items, when required, must be furnished free of expense and, if not destroyed,
will, upon request, be returned at the bidder's expense. Bidders will be responsible for the
removal of all samples furnished within (30) days after bid opening. All samples will be
disposed of after thirty (30) days. Each individual sample must be labeled with bidder's
name. Failure of bidder to either deliver required samples or to clearly identify samples may
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
6
be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to
the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139.
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DELIVERY:
Unless actual date of delivery is specified (or if specified delivery cannot be met), show
number of days (in calendar days) required to make delivery after receipt of purchase order,
in space provided. Delivery time may become a basis for making an award. Delivery shall
be within the normal working hours of thc user, Monday through Friday, excluding holidays.
INTERPRETATIONS:
Unless Otherwise stated in the bid, any questions concerning conditions and specifications
should be submitted in writing to the Procurement Division, 1700 Convention Center Drive,
Miami Beach, FL 33139. Fax (305) 673-7851.
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BID OPENING:
Bids shall be opened and publicly read on the date, time and place specified on the Bid
Form. All bids received after the date, time, and place shall be returned, unopened.
INSPECTION, ACCEPTANCE & TITLE:
Inspection and acceptance will be at destination unless otherwise provided. Title to/or risk
of loss or damage to all items shall be the responsibility of the successful bidder until
acceptance by the buyer unless loss or damage result from negligence by the buyer.
If the materials or services supplied to the City are found to be defective or not conform to
specifications, the City reserves the right to cancel the order upon written notice to the seller
and return product at bidder's expense.
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PAYMENT:
Payment will be made by the City after receipt of a valid invoice, which is to be submitted
on a monthly basis, for the duration of the contract. Invoices will be subject to verification
and approval by the City of Miami Beach ADA Coordinator, or designated representative.
DISPUTES:
In case of any doubt or difference of opinion as to the items to be furnished hereunder, the
decision of the City shall be final and binding on both parties.
LEGAL REQUIREMENTS:
Federal, State, county and city laws, ordinances, rules and regulations that in any manner
affect the items covered herein apply. Lack of knowledge by the bidder will in no way be a
cause for relief from responsibility.
1.20
PATENTS & ROYALTIES:
The bidder, without exception, shall indemnify and save harmless the City of Miami Beach,
Florida and its employees from liability of any nature or kind, including cost and expenses
for, or on account of, any copyrighted, patented, or unpatented invention, process, or article
manufactured or used in the performance of the contract, including its use by The City of
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
7
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Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters,
patent, or copyright, it is mutually understood and agreed, without exception, that the bid
prices shall include all royalties or cost arising from the use of such design, device, or
materials in any way involved in the work.
OSHA:
The bidder warrants that the product supplied to the City of Miami Beach, Florida shall
conform in ali respects to thc standards set forth in the Occupational Safety and Health Act
of 1970, as amended, and the failure to comply with this condition will.be considered as a
breach of contract. Any fines levied because of inadequacies to comply with these
requirements shall be borne solely by the bidder responsible for same.
SPECIAL CONDITIONS:
Any and all Special Conditions that may vary from these General Conditions shall have
precedence.
ANTI-DISCRIMINATION:
The bidder certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order I 1375,
relative to equal employment opportunity for all persons without regard to race, color,
religion, sex or national origin.
1.24
AMERICAN WITH DISABILITIES ACT:
To request this material in accessible format, sign language interpreters, information on
access for persons with disabilities, and/or any accommodation to review any document or
participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-
7524 (fax) or 305-673-7218 (TTY) five days in advance to initiate your request. TTY users
may also call 711 (Florida Relay Service).
1.25
QUALITY:
All materials used for the manufacture or construction of any supplies, materials or
equipment covered by this bid Shall be new. The items bid must be new, the latest model, of
the best quality, and highest grade workmanship.
1.26
LIABILITY, INSURANCE, LICENSES AND PERMITS:
Where bidders are required to enter or go onto City of Miami Beach property to deliver
materials or perform work or services as a result of a bid award, the successful bidder will
assume the full duty, obligation and expense of obtaining all necessary licenses, permits and
insurance and assure all work complies with all applicable Miami- Dade County and City of
Miami Beach municipal code requirements as well as the Florida Building Code. The bidder
shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or
agent) or any person the bidder has designated in the completion of the contract as a result of
his or her bid.
1.27 . BID GUARANTY/PAYMENT AND PERFORMANCE BOND: N/A
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
8
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DEFAULT:
Failure or refusal ora bidder to execute a contract upon award, or withdrawal ora bid before'
such award is made, may result in forfeiture ofthat portion of any bid surety required equal
to liquidated damages incurred by the City thereby, or where surety is not required, failure to
execute a contract as described above may be grounds for removing the bidder from the
bidder's list
CANCELLATION:
In the event any of the provisions of this bid are violated by the contractor, the Procurement
Director shall give written notice to the contractor stating the deficiencies and unless
deficiencies are corrected within ten (10) days, recommendation will be made to the City
Commission for immediate cancellation. The City Commission of Miami Beach, Florida
reserves the right to terminate any contract resulting from this invitation at any time and for
any reason, upon giving thirty (30) days prior written notice to the other party.
BILLING INSTRUCTIONS:
Invoices, unless otherwise indicated, must show purchase order number, dates and specific
times of service provided, a breakdown of any materials provided, and shall be submitted in
DUPLICATE to the City of Miami Beach, ADA Coordinator, Public Works Division, 1700
Convention Center Drive, 4th Floor, Miami Beach, Florida 33139; with a copy to City of
Miami Beach, Accounts Payable, 1700 Convention Center Drive, 3rd Floor, Miami Beach,
Florida 33139.
NOTE TO VENDORS DELIVERING TO THE CITY OF MIAMI BEACH: N/A
SUBSTITUTIONS: N/A
FACILITIES:
The City Commission reserves the right to inspect the bidder's facilities at any time with
prior notice.
BID TABULATIONS:
Bidders desiring a copy of the bid tabulation may request same by enclosing a self-addressed
stamped envelope with the bid.
BID PROTEST PROCEDURES:
Bidders that are not selected may protest any recommendation for Contract award in
accordance with City of Miami Beach Ordinance No. 2002-3344, which establishes
procedures for resulting protested bids and proposed awards. Protest not timely pursuant
to the requirements of Ordinance No. 2002-3344 shall be barred.
CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS:
If any person contemplating submitting a Bid under this Solicitation is in doubt as to the true
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
9
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meaning of the specifications or other Bid documents or any part thereof, the Bidder must
submit to the City of Miami Beach Procurement Division at least ten (10) calendar days prior
to scheduled Bid opening, a request for clarification. All such requests for clarification must
be made in writing and the person .submitting the request will be responsible for its timely
delivery.
Any interpretation of the Bid, if made, will be made only by Addendum duly issued by the
City of Miami Beach Procurement Division. The City shall issue an Informational
Addendum if clarification or minimal changes are required. The City shall issue a Formal
Addendum if substantial changes which impact the technical submission of Bids is required.
A copy of such Addendum shall be sent by e-mail, mail or facsimile to each Bidder receiving
the Solicitation. In the event of conflict with the original Bid Documents, Addendum shall
govern all other Bid Documents to the extent specified. Subsequent Addendum shall govern
over prior addendum only to the extent specified. The Bidder shall be required to
"acknowledge receipt of the Formal Addendum by signing in the space provided on the Bid
Proposal Form. Failure to acknowledge Addendum shall deem its Bid non-responsive;
provided, however, that the City may waive this requirement in its best interest. The City
will not be responsible for any other explanation or interpretation made verbally or in writing
by any other city representative.
DEMONSTRATION OF COMPETENCY:
1) Pre-award inspection of the Bidder's facility may be made prior to the award of contract.
Bids will only be considered from firms which are regularly engaged in the business of
providing the goods and/or services as described in this Bid. Bidders must be able to
demonstrate a good record of performance for a reasonable period of time, and have
sufficient financial support, equipment and organization to insure that they can satisfactorily
execute the services if awarded a contract under the terms and conditions herein stated. The
terms "equipment and organization" as used herein shall be construed to mean a fully
equipped and well established company in line with the best business practices in the
industry and as determined by the City of Miami Beach.
2) The City may consider any evidence available regarding the financial, technical and other
qualifications and abilities of a Bidder, including Past performance (experience) with the
City in making the award in the best interest of the City.
3) The City may require Bidders to show proofthat they have been designated as authorized
representatives ora manufacturer or supplier which is the actual source of supply. In these
instances, the City may also require material information from the source of supply
regarding the quality, packaging, and characteristics of the products to be supplies to the City
through the designated representative. Any conflicts between this material information
provided by the source of supply and the information contained in the Bidder's Proposal may
render the Bid non-responsive.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMi BEACH
10
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4) The City may, during the period that the Contract between the City and the successful
Bidder is in force, review the successful Bidder's record of performance to insure that the
Bidder is continuing to provide sufficient financial support, equipment and organization as
prescribed in .this Solicitation. Irrespective of the Bidder's performance on contracts
awarded to it by the City, the City may place said contracts on probationary status and
implement termination procedures if the City determines that the successful Bidder no longer
possesses the financial support, equipment and organization which would have been
necessary during the Bid evaluation period in order to comply with this demonstration of
competency section.
DETERMINATION OF AWARD
The City Commission shall award the contract to the lowest and best bidder. In
determining the lowest and best bidder, in addition to price, there shall be considered the
following:
a. The ability, capacity and skill of the bidder to perform the Contract.
b. Whether the bidder can perform the Contract within the time specified, without
delay or interference.
e. The character, integrity, reputation, judgment, experience and efficiency of the
bidder.
d. The quality of performance of previous contracts.
e. The previous and existing compliance by the bidder with laws and ordinances
relating to the Contract.
ASSIGNMENT:
The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this contract,
including any or all of its right, title or interest therein, or his or its power to execute such
contract to any person, company or corporation without prior wriRen consent of the City of
Miami Beach.
LAWS, PERMITS AND REGULATIONS:
The bidder shall obtain and pay for all licenses, permits and inspection fees required for this
project; and shall comply with all laws, ordinances, regulations and building code
requirements applicable to the work contemplated herein.
OPTIONAL CONTRACT USAGE:
As provided in Section 287.042 (17), Florida Statutes, other State agencies may purchase
from the resulting contract, provided the Department of Management Services, Division of
Procurement, has certified its use to be cost effective and in the best interest of the State.
Contractors have the option of selling these commodities or services certified by the Division
to the other State agencies at the agencies option.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
11
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SPOT MARKET PURCHASES:
It is the intent of the City to purchase the items specifically listed in this bid from the
awarded vendor.' However, items that are to be Spot Market Purchased may be purchased by
other methods, i.e. Federal, State or local contracts.
ELIMINATION FROM CONSIDERATION
This bid solicitation shall not be awarded to any person or firm which is in arrears to the City
upon any debt, taxes or contracts which are defaulted as surety or otherwise upon any
obligation to the City.
WAIVER OF INFORMALITIES
The City reserves the right to waive any informalities or irregularities in this bid solicitation.
ESTIMATED QUANTITIES
Estimated quantities or estimated dollars, if provided, are for City guidance only. No
guarantee is expressed or implied as to quantities or dollars that will be used during the
contract period. The City is not obligated to place any order for a given amount subsequent
to the award of this bid solicitation. Estimates are based upon the City's actual needs and/or
usage during a previous contract period. The City for purposes of determining the Iow bidder
meeting specifications may use said estimates.
COLLUSION
Bids from related parties. Where two (2) or more related parties each submit a bid or
proposal for any contract, such bids or proposals shall be presumed to be collusive. The
foregoing presumption may be rebutted by presentation of evidence as to the extent of
ownership, control and management of such related parties in the preparation and submittal
of such bids or proposals. Related parties mean bidders or proposers or the principals thereof
which have a direct or indirect ownership interest in another bidder or proposer for the same
contract or in which a parent company or the principals thereof of one (I) bidder or proposer
have a direct or indirect ownership interest in another bidder or proposer for the same
contract. Bids or proposals found to be collusive shall be rejected. Bidders or Proposers
who have been found to have engaged in collusion may be considered non-responsible, and
may be suspended or debarred, and any contract resulting from collusive bidding may be
terminated for default.
DISPUTES
In the event ofa confiict between the documents, the order of priority of the documents shall
be as follows:
Any agreement resulting from the award of this Bid (if applicable); then
Addenda released for this Bid, with the latest Addendum taking precedence; then
The Bid; then
Awardee's Bid.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
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REASONABLE ACCOMMODATION
In accordance with the Title II of the Americans with Disabilities Act, any person requiring
an accommodation at the Bid opening because of a disability must contact Heidi Johnson
Wright at the Public Works Department at (305) 673-7080.
GRATUITIES
Proposers shall not offer any gratuities, favors, or anything of monetary value to any official,
emplOyee, or agent of the City, for the purpose of influencing consideration of this proposal.
SIGNED BID CONSIDERED AN OFFER
The signed bid shall be considered an offer on the part of the bidder or contractor, which
offer shall be deemed accepted upon approval by the City Commission of the City of Miami
Beach, Florida, and in case of default on the part of successful bidder or contractor, at~cr
such acceptance, the City may procure the items or services from other sources and hold the
bidder or contractor responsible for any excess cost occasioned or incurred thereby.
BID CLARIFICATION:
Any questions or clarifications concerning this Invitation to Bid shall be submitted in writing
by e-mail, mail or facsimile to the Procurement Division, 1700 Convention Center Drive,
Miami Beach, FL 33139 FAX: (305) 673-7851. The bid title/number shall be referenced on
all correspondence. All questions must be received no later than ten (10) calendar days prior
to the scheduled bid opening date.
All responses to questions/clarifications will be sent to all prospective bidders in the form of
an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID
DEADLINE.
TIE BIDS:
Please be advised that in accordance with Florida Statues Section 287.087, regarding
identical tie bids, preference will be given to vendors certifying that they have implemented
a drug free work place program. A certification form will be required at that time.
PUBLIC ENTITY CRIMES (PEC):
A person or affiliate who has been placed on the convicted vendor list following a conviction
for public entity crimes may not submit a bid on a contract to provide any goods or services
to a public entity, may not submit a bid on a contract with a public entity for the construction
or repair of a public building or public work, may not submit bids on leases of real property
to public entity, may not be awarded or perform work as a contractor, supplier, sub-
contractor, or consultant under a contract with a public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Sec. 287.017, for
CATEGORY TWO for a period of 36 months from the date ofbeing placed on the convicted
vendor list.
BID NO: 31-04/05 '
DATE: July 25, 2005
CITY OF MIAMI BEACH
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DETERMINATION OF RESPONSIVENESS:
Determination of responsiveness taken place at the time of bid opening and evaluation. In
order to be deemed a responsive bidder, your bid must conform in all material respects to the
requirements stated in their Bid.
IMPLEMENTATION TIME:
Contractor is to specify on Bid Form, the length of time, in calendar days, after receipt of
purchase order, that captioning services described herein can begin.
CONE OF SILENCE
This invitation to bid is subject to the "Cone of Silence" in accordance with Ordinance No.
2002-3378. A copy of all written communication(s) regarding this bid must be filed with the
City Clerk.
TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful bidder, it shall fail to
fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or
stipulations material to the Agreement, the City shall thereupon have the right to terminate
the services then remaining to be performed by giving written notice to the successful bidder
of such termination which shall become effective upon receipt by the successful bidder of
the written termination notice.
In that event, the City shall compensate the successful bidder in accordance with the
Agreement for all services performed by the bidder prior to termination, net of any costs
incurred by the City as a consequence of the default.
Notwithstanding the above, the successful bidder shall not be relieved of liability to the City
for damages sustained by the City by virtue of any breach of the Agreement by the bidder,
and the City may reasonably withhold payments to the successful bidder for the purposes of
set off until such time as the exact amount of damages due the City fi.om the successful
bidder is determined.
TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be performed at
any time without cause by giving written notice to successful bidder of such termination,
which shall become effective thirty (30) days following receipt by bidder of such notice. In
that event, all finished or unfinished documents and other materials shall be properly
delivered to the City. If the Agreement is terminated by the City as provided in this section,
the City shall compensate the successful bidder in accordance with the Agreement for ali
services actually performed by the successful bidder and reasonable direct costs of
successful bidder for assembling and delivering to City ali documents. No compensation
shall be due to the successful bidder for any profits that the successful bidder expected to
earn on thc balanced of the Agreement. Such payments shall be the total extent of the City's
liability to the successful bidder upon a termination as provided for in this section.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
14
1.59
INSURANCE AND INDEMNIFICATION:
The contractor shall be responsible for his work and every part thereof, and for all materials,
tools, appliances and property of every description, used in connection with this particular
project. He shall specifically and distinctly assume, and does so assume, all risks of damage
or injury to property or persons used or employed on or in connection with the work and of
all damage or injury to any person or property wherever located, resulting from any action or
operation under the contract or in connection with the work. It is understood and agreed that
at ali times the contractor is acting as an independent contractor.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
15
INSURANCE CHECK LIST -- N/A
.
Workers' Compensation and Employer's Liability per the Statutory limits of the State of
Florida.
.
Comprehensive General Liability (occurrence form), limits of liability $1,000,000.00
per occurrence for bodily injury property damage to include Premises/Operations;
Products, Completed Operations and Contractual Liability. Contractual Liability and
Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance
requirements" of specifications).
.
Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired
automobiles included.
__ 4. Excess Liability- $
.00 per occurrence to follow the primary coverages.
.
The City must be named as and additional insured on the liability policies; and it must
be stated on the certificate.
6. Other Insurance as indicated:
Builders Risk completed value
Liquor Liability
Fire Legal Liability
Protection and Indemnity
Employee Dishonesty Bond
Other
$ .00
$ .00
$ .00
$ .00 '
$ .00
$ .00
7. Thirty (30) days written Cancellation notice required.
~ 8. Best's guide rating B+:VI or better, latest edition.
9. The certificate must state the bid number and title
BIDDER AND INSURANCE AGENT STATEMENT:
We understand the Insurance Requirements of these specifications and that evidence of this
insurance may be required within five (5) days aider bid opening.
Bidder
Signature of Bidder
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
16
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
2.0
SPECIAL CONDITIONS
2.1
2.2
The purpose of this Invitation to Bid (ITB) is to establish a contract, by means of sealed bids,
for real-time closed captioning service for all City of Miami Beach Commission Meetings,
and other televised meetings, as required.
TERM OF CONTRACT:
This contract shall remain in effect from time of award by the Mayor and City Commission
for an initial period of two (2) years. Providing the successful bidder will agree to maintain
the same terms and conditions of the current contract, this contract could be extended for an
additional three (3) years, on a year to year basis, if mutually agreed upon by both parties.
Required services, as outlined in this ITB, will be provided by vendor on an as-needed
basis to meet City requirements.
2.3
METHOD OF AWARD:
Award of this contract will be made to the primary lowest and best bidder, as defined in
General Conditions 1.38, whose bid will be most advantageous to the City of Miami Beach.
Should the primary vendor fail to comply with the Terms and Conditions of this Bid, the
City reserves the right to award to the secondary lowest and best bidder, if it is deemed to be
in the best interest of the City.
2.4
INVOICING/PAYMENT:
Invoices for payment, unless otherwise indicated, are to be submitted on a monthly basis,
for the duration of the contract. Invoices will be subject to verification and approval by the
City's ADA Coordinator in the Public Works Division, or designated representative. All
invoices, must reference the purchase order number that will be issued as a result of award
of business; dates and specific times of service provided; and a breakdown of any materials
provided. No payments will be made without a purchase order issued by the City.
Invoices shall be submitted in DUPLICATE to the City of Miami Beach, ADA Coordinator,
Public Works Division, 1700 Convention Center Drive, 4th Floor, Miami Beach, Florida
33139; with a copy to City of Miami Beach, Accounts Payable, 1700 Convention Center
Drive, 3rd Floor, Miami Beach, Florida 33139.
2.5 ADDITIONS/DELETIONS OF FACILITIES: N/A
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
17
2.6
2.7
2.8
2.9
2.10
PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT:
If the bidder is awarded a contract under this bid solicitation, the prices quoted by the bidder
on the Bid Form shall remain fixed and firm during the term of this contract; provided,
however, that the bidder may offer incentive discounts from this fixed price to the City at
any time during the contractual term.
SHIPPING TERMS:
Prices shall include freight, if applicable, to City's premises, and shall be F.O.B. Destination.
Vendor shall hold title to the goods until such time as they are delivered to, and accepted by,
an authorized City representative.
VENDOR APPLICATION
The City has contracted with BidNet as our electronic procurement service for automatic
notification of bid opportunities and document fulfillment. We encourage you to participate
in this bid notification system.
To find out how you can receive automatic bid notifications or to obtain a copy of this Bid,
go to www.govbids.com/scripts/southflorida/public/homel.asp or call toll-free 1-800-677-
1997 ext. 214.
CONTACT PERSON:
The contact person for this Invitation to Bid is Pamela Leja. The contact person may be
reached by phone: 305.673.7490; fax:' 305.673.7851; or e-mail:
PamelaLeja~miamibeachfl.gov Communications between a proposer, bidder, lobbyist or
consultant and Procurement Staffis limited to matters of process or procedure. Requests for
additional information or clarifications must be made in writing to the contact person, with a
copy to the City Clerk, no later than ten (10) calendar days prior to the scheduled Bid
opening date.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the Bid. Bidders
should not rely on representations, statements, or explanations other than those made in this
Bid or in any written addendum to this Bid. Bidders should verify with the Procurement
Division prior to submitting a proposal that all addenda have been received.
YOU MUST FAMILIARIZE YOURSELF WITH GENERAL CONDITION 1.56,
ENTITLED CONE OF SILENCE, WHICH SETS' FORTH THE POLICIES AND
PROCEDURES RELATIVE TO ORAL AND WRITTEN COMMUNICATIONS.
SAMPLES:
The City reserves the right to inspect Bidders facilities and product samples in order to
determine compliance with specified material.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
18
2.11
2.12
2.13
2.14
2.15
2.16
IMPLEMENTATION TIME:
Contractor is to specify on Bid Form, the length of time, in calendar days, after receipt of
purchase order, that captioning services described herein can begin.
LIQUIDATED DAMAGES: N/A
DISCOUNTS (From published price lists): N/A
ESTIMATED QUANTITIES:
Quantities, hours of required service, and number ofmeetings stated are for bidders' guidance
only, and no guarantee is given or implied as to quantities, hours of required service, or
number of meetings that will be used during the contract period. Said estimates may be used
by the City for the purpose of evaluating the lowest and best bidder meeting specifications.
HOURLY RATE:
Hourly rates, any materials, and incidental services to be provided are to be quoted on the Bid
form.
WARRANTY:
Warranty for any equipment purchased from the vendor is to be clearly stated in bid response.
Extended warranty is to be bid as requested. In addition to the warranty supplied by the
manufacturer, the bidder hereby acknowledges and agrees that all material supplied by the
Bidder in conjunction with this Bid shall be new, warranted for their merchantability, and fit
for a particular purpose. The successful bidder must accept return for full credit for defective
items, items shipped in error or damaged in shipment. The City of Miami Beach shall return
items in "as received" condition.
2.17
2.18
2.19
2.20
PRODUCT/CATALOG INFORMATION: N/A
REFERENCES (PROVIDE 6 REFERENCES, IN THE CUSTOMER REFERENCE
FORM ON PAGES 25 AND 26)
Each bid must be accompanied by a minimum of six (6) references for which similar
services have been provided. References shall include the name of the company, a contact
person, the telephone number, fax number, e-mail address and estimated value of services.
COMPLETE PRODUCT REQUIRED:
FACILITY LOCATION: N/A
N/A
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
19
2.21
2.22
2.23
2.24
2.25
2.26
BIDDER QUALIFICATIONS:
In order for bids to be considered, bidders must submit with their bid, evidence that they are
qualified to satisfactorily perform the specified scope of services. Evidence shall include all
information necessary to certify that the bidder: maintains a permanent place of business; is
qualified to provide the services specified in their proposal; has not had just or proper claims
pending against him or his firm; and has provided similar type, quantity and complexity of
such services. The evidence will consist of listing of similar services that have been provided
to public and, if applicable, private sector clients, within the last three (3) years.
In addition to the above, bidders are to submit the number of captioners consistently
utilized; the time zones in which these captioners are located; and a summary of the
qualifications and certifications held by the captioners that are consistently utilized and that
will, or may, be utilized in providing services to the City.
LATE BIDS:
At time, date, and place indicated, bids will be publicly opened. Any bids or proposals
received after time and date specified will be returned to the .bidder unopened. The
responsibility for submitting a bid/proposal before the stated time and date is solely and
strictly the responsibility of the bidder/proposer. The City is not responsible for delays
caused by mail, courier service, including U.S. Mail, or any other occurrence.
EXCEPTIONS TO SPECIFICATIONS:
Exceptions to the specifications shall be listed on the Bid Form, and shall reference the
section. Any exceptions to the General or Special Conditions may be cause for the bid to be
considered non-responsive.
COMPLETE INFORMATION REQUIRED ON BID FORM:
All bids must be submitted on the attached Bid Form and all blanks filled in. To be
considered a valid bid, the ORIGINAL AND THREE (3) COPIES ofthe Bid Form pages
and all required submittal information must be returned, properly completed, in a sealed
envelope as outlined in the first paragraph of General Conditions.
MAINTENANCE AGREEMENT: N/A
EQUAL PRODUCT:
If manufacturer's name, brand name and model number are used in these specifications, this
is for the purpose of establishing minimum requirement of level of quality, standards of
performance and design required, and is in no way intended to prohibit the bidding of other
manufacturer's items of equal material, unless otherwise indicated. Equal (substitution) may
be bid, provided product so bid is found to be equal in quality, standards of performance,
design, etc. to item specified, unless otherwise indicated.
BID NO: ;}1-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
20
3.O
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
MINIMUM REQUIREMENTS
GENERAL
The purpose of this Invitation to Bid is to establish a two (2) year contract, by means of
sealed bids, for real-time closed captioning service of all City of Miami Beach Commission
Meetings, and other televised meetings, as required, from a source that provides prompt and
efficient service with accuracy generally better than 90%. Providing the successful bidder
will agree to maintain the same terms and conditions of the current contract, this contract
could be extended for an additional three (3) years, on a year to year basis, if mutually
agreed upon by both parties.
This project will benefit the City's hearing impaired and deaf community, as well as provide
the City Commission and City Clerk with a text file of the meetings.
The City will publish a list of Commission Meetings for the current fiscal year, and any other
meetings that are known to require captioning services. In addition, the City may call or e-
mail requests for service at any time.
3.1
MEETING SCHEDULES
The Miami Beach Commission meets once or twice each month, on Wednesdays, and with
rare exceptions, on a day other than Wednesday. The Commission is in recess during the
month of August, and there are no scheduled Commission Meetings. There are
approximately 20 meetings per year. The meetings generally commence at 9:00 a.m. Eastern
Time, and run until approximately 7:00 p.m., with some ending later, contingent upon the
meeting agenda and discussion items. From time to time, there may be occasion for special
meetings that require captioning service. The City will make its best effort to provide as
much notification as possible of these special meetings.
SCOPE OF SERVICES:
3.1.1
The successful Bidder ("Contractor") shall provide real-time closed captioning of
City of Miami Beach Commission meetings, and other televised meetings as
required, utilizing Contractor's real-time stenocaptioning hardware and software.
The City is seeking to have the Contractor provide all equipment, as in a turnkey
arrangement, with the City providing two analog telephone lines and a captioning
encoder. One of the phone lines will be provided for the sound track feed to the
Contractor's captioner to receive the audio, and the other phone line is for the return
feed of the captioning transmission.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
21
3.1.2
3.1.3
3.1.4
3.1.5
3.1.6
3.1.7
3.1.8
3.1.9
The Contractor shall provide a quote for the City to purchase the caption encoding
analog hardware to accommodate the compatible captioning signal feed provided by
the Contractor. City may purchase said hardware from Contractor, and reserves the
right to purchase from another source.
Contractor shall designate an individual as a central point of contact to the City that
can be reached during regular business hours, and on an urgent basis a/~er regular
business hours, for the duration of the contract period.
The Contractor may be required to provide a complete test session prior to final
award of contract.
A translation rate of 90% accuracy, or better, for a normal Miami Beach
Commission Meeting is required.
A Microso/~ Word compatible, or other ASCII, unedited, uncertified, raw data text
file of each real-time captioning session shall be provided to the City via e-mail
before 9:30 a.m. Eastern Time, the morning following a meeting.
There may be times when the City may request the Contractor to provide certified
transcripts of all, or some, of the meetings. In the event certified transcripts are
requested, the following will apply:
a)
b)
c)
Contractor shall be responsible for maintaining captioning report notes,
clearly marked and boxed in chronological sequence by meeting dates.
The file shall be delivered in electronic format on a floppy disk, zip disk or
CD ROM disk within three (3) business days of the City's request.
All certified copies are to be certified as required by Chapter 194 of the
Florida Statutes.
Miami Beach TV may utilize Contractor for closed caption studio production and
taped programs. Contractor will be provided with 48 hours notice for studio
productions. For taped programs, Contractor will be provided videotape (DV cam)
to be captioned. Contractor must deliver to the City the captioned tape within five (5)
working days of receipt.
The City may request the Contractor to provide a solution for webcasting. This
would be in the form of a captioning solution that can be embedded on a webpage
that hosts the City's meeting. This embedding solution would receive the text
transcription and make the website accessible to users.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
22
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
Bid Proposal Page 1 of 2
COMPANY NAME
We propose to provide real-time closed captioning services in accordance with the requirements and
conditions of this Bid.
1) Real-time closed captioning
$ per hour
2) Caption encoding analog hardware $
(Per Section 3.1.2)
Specify model and description
3) Certified transcript option (1 original) $
(Per section 3.1.7)
4) Webcast solution option $
(Per section 3.1.9)
.per
Specify in Calendar days, after receipt of purchase order, when services described in this
Bid can begin
PAYMENT TERMS: NET 30. If other, specify here
ANY LETTERS~ ATTACHMENTS~ OR ADDITIONAL INFORMATION TO BE
CONSIDERED AS PART OF THE BID MUST BE SUBMITTED IN TRIPLICATE.
SUBMITTED BY:
COMPANY NAME:
SIGNED:
(I certify that I am authorized to execute this proposal and
commit the bidding firm)
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
23
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID 031-04/05
Bid Proposal Page 2 of 2
Bidders must acknowledge receipt of addendum (if applicable).
Amendment No. 1: Amendment No. 2:
Insert Date
Insert Date
Amendment No. 3:
Insert Date
Amendment No. 4:
Insert Date
NAME/TITLE (Print):
ADDRESS:
CITY/STATE: ZIP:
TELEPHONE NO:
FACSIMILE NO:
FEDERAL I.D.#:
E-MAIL ADDRESS:
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
24
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
CUSTOMER REFERENCE LISTING
Bidder's shall furnish the names, addresses, and telephone numbers, fax numbers and e-mail
addresses of a minimum of six (6) firms or government organizations for which the Contractor is
currently furnishing or has furnished, similar services. Use additional pages, as necessary.
1) Company Name
Address
Contact Person/Contract Amount
Telephone No. Fax No.
E-mail address
2) Company Name
Address
Contact Person/Contract Amount
Telephone No. Fax No.
E-mail address
3) Company Name
Address
Contact Person/Contract Amount
Telephone No.
E-mail address
Fax No.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
25
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
CUSTOMER REFERENCE LISTING (Cont'd.)
4)
Company Name
Address
Contact Person/Contract Amount
Telephone No.
E-mail address
Fax No.
5)
Company Name
Address
Contact Person/Contract Amount
Telephone No.
Fax No.
E-mail address
6)
Company Name
Address
Contact Person/Contract Amount
Telephone No.
E-mail address
Fax No.
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
26
INCORPORATED
Proposal to Provide Real-Time Closed Captioning Services of All City of Miami
Beach's Commission Meetings, and Other Televised Meetings as Required
Bid #31-04105
To: City of Miami Beach, Procurement Divison
Contact Person: Pamela Leja
3rd Floor, 1700 Convention Center Drive
Miami Beach, FL 33139
Phone: (305) 673-7490
Fax: (305) 673-7851
Email: PamelaLeja~,miamibeachfl..qov
From: National Captioning Institute
Taryn Ayoub, Account Executive
1900 Gallows Road, Suite 3000 Vienna Virginia
Phone: (703) 917-7603
Fax: (703) 917-9853
Email: Tavoub~ncicao.or.cl
Website: www. ncicap.or.q
Date: August 18, 2005 @ 3:00PM ET
August 18, 2005
Pamela Leja
City of Miami Beach
Procurement Division
3rd Floor, 1700 Convention Center Drive
Miami Bea. ch, FL 33139
INCORPORATED
Dear Ms. Leja:
The National Captioning Institute, Inc. (NCI) respectfully submits a bid to provide real-
time closed captioning services as requested in the City of Miami Beach's Invitation to
Bid (ITB).
This year, NCI not only celebrates 25 years of excellence, we celebrate 25 years of
ensuring that deaf and hard-of-hearing people, as well as others who can benefit from
the service, have access to television's all multi-media formats through the technology of
closed captioning. As a non-profit organization, we continue to find innovative ways to
enhance our services so we may pass these successes to the community.
We trust we can be an overall solution for the City of Miami Beach's need for closed
captioning compliance with: ADA requirements, enhancement of programming, and
creative cost-effective options.
Attached is a proposal outlining our commitment to the City of Miami Beach. I look
forward to building a working relationship and developing a partnership that is mutually
beneficial.
Best Regards,
Taryn E. Ayoub
Account Executive
National Captioning Institute, Inc.
, www. ncicap.org
1900 Gallows Road, Suite 3000
Vienna, VA 22182
703-917-7600 V/TTY , 703-917-9878 FAX
303 North Glenoaks Boulevard, Suite 200
Burbank, CA 91502
818-238-0068 V/TTY, 818-238-4255 FAX
7610 N. Stemmons Freeway, Suite 200
Dallas, TX 75247 1
214-647-4360 V/TTY, 214-647-4386 FAX
Table Of Contents
SECTION
Letter of Interest
Table of Contents
I. Introduction: Company Overview
Ii. Client List
1.0 General Conditions
2.0
Special Conditions
2.2 Term of Contract
2.21 Bidder's Qualifications
3.0 Minimum Requirements
3.1
Scope of Services
3.1.2 Hardware Purchase
3.1.3
3.1.4
3.1.5
3.1.6
3.1.7
3.1.8
3.1.9
City of Miami Beach's Account Management Team
Testing Prior to Start Date
NCI's Real-Time Captioning Accuracy
Deliverables: Text Files
Deliverables: Certified Transcripts
NCI's Prerecorded Captioning
NCI's VVebcasting Solution
II!. Conclusion: Why Choose NCI?
Attachments:
-Attachment A: Bid Proposal List (2 pages)
-Attachment B: Customer Reference Listing (2 pages)
-Attachment C: Insurance Checklist
PAGE
2
3-4
4
4
5-8
8-16
9
9-10
11
11-12
12
13
13-14
14
15
I. Introduction
Company Overview
NCI was established in 1979 as a nonprofit corporation with the mission of
ensuring that deaf and hard of hearing people, as well as others who can benefit
from the service, have access to television's entertainment and news through the
technology of closed captioning. NCI's closed captioning services for prerecorded
national television programs were launched in 1980 in cooperation with ABC,
NBC, PBS and the federal government. Real-time captioning of live programming
was introduced by NCI in 1982. Then in 1989, NCI partnered with ITT
Corporation to develop the first caption-decoding microchip that could be built
directly into new television sets.
Over the past two decades, NCI has grown into the largest captioning company
in the world with almost 200 employees. With a highly skilled captioning staff and
state-of-the-art facilities, NCI provides the highest quality captioning services for
local and federal government, broadcast and cable television, home video/DVD,
and corporate video programming.
NCI's Production Department is responsible for creating the captions and
subtitles for thousands of hours of television programs and videos each year,
using both off-line (prerecorded) and live (real-time and live-display) capabilities.
In 2005, NCl expects to caption nearly 12,000 hours of off-line programs and
over 75,000 hours of live programs. With this volume of captioning and subtitling,
NCI can successfully handle the numerous production and scheduling challenges
associated with all types of programming.
The company is headquartered in Vienna, Virginia near Washington, D.C. and
has offices in Dallas, Texas, Burbank, California and London, England. All
offices are physically accessible to persons with disabilities and are conveniently
located with respect to air, ground, and public transportation. A brief description
of each facility follows:
· Vienna, Virginia (Headquarters & Production). The Vienna facility performs
a significant portion of NCI's off-line work, as well as much of its real-time and
live-display captioning. One of NCI's Technical Operating Centers (TOC) is
located in Virginia.
· Dallas, Texas (Production). NCI Dallas houses NCI's second TOC, which is
a full-scale, digital, on-line production facility with complete redundancy and
engineering support. NCl provides both English and Spanish real-time
captioning from this facility. This facility is staffed 24/7/365.
· Burbank, California (Production). The Burbank facility, which handles off-
line captioning, is efficiently located to serve networks, studios, producers, and
post-production firms, particularly those located on the West Coast. This facility
is available, if needed, 24 hours per day, 365 days per year, to meet the tight.
deadlines and changing demands of the industry.
· London, England (Production), Owned by NCI, the European Captioning
Institute (ECl) was established in 1992 to provide captioning for home video
releases in the British Isles. Production capabilities were subsequently
expanded to include subtitling and translation services in over 40 languages for
the growing worldwide DVD market.
II. Clients
NC! has almost 400 current clients, including city and council governments,
broadcast television networks, cable networks, program producers, home
video/DVD producers, advertising agencies, and government agencies. A partial
list of clients follows:
· Alachua County, FL (beginning
September 05)
· Fairfax County, VA
· Montgomery County, MD
· Loudoun County, VA
· City of Alexandria, VA
· Long Beach, CA
· Santa Monica City Council, CA
· Howard County, MD
· Federal Communications
Commission (FCC)
· National Institutes of Health (NIH)
· NASA TV
· Department of Health & Human
Services (DHHS)
· Internal Revenue Service (IRS)
· Federal Energy Regulatory
Commission (FERC)
· CNN en Espa~ol
· FOX News Channel
· Nickelodeon/Nick at Nite
· The Weather Channel
· Fox Network
· MSNBC
· King World
· CBS
· NBC
· HBO
· FX
· Spike TV
· MTV Networks
· Noggin
· Telemundo de Puerto Rico
· Warner Bros. Television
· Warner Bros. Entertainment
· Univision Networks
1.0 General Conditions
NCI agrees to all of the terms set forth in sections 1.1-1.59.
2.0 Special Conditions
NCI agrees to all of the terms set forth in sections 2.1-2.26.
2.2 Term of Contract
The period of performance for this contract is two years, with the option of three-
year renewals based on a year to year basis.
4
2.21 Bidder Qualifications
Technical Expertise
NCI proposes to real-time caption the City of Miami Beach's Commission
meetings from its production facilities located in metropolitan Washington, DC or
Dallas, TX. NCI has provided real-time captioning since 1982, and currently
captions over 75,000 hours of live programming a year.
NCI has extensive experience captioning County Council and Commissioner
Meetings. Our clients include Loudoun County, Virginia; Fairfax County, Virginia;
Montgomery County, Maryland; Howard County, Maryland; Long Beach County,
California; Santa Monica County, California; the City of Alexandria, Virginia and
will soon include the recently awarded Alachua County, Florida.
The captioning will take place through either NCI's Vienna, Virginia or Dallas,
Texas facilities. NCI also has set up nine satellite studios for national real-time
captioning as part of its Expanded Real-Time Service and has an additional 45
remote sites staffed with captioners. Redundant back-up equipment is available
at NCI's main offices, its 9 satellite studios and 24 of its 45 remote sites. For
those remote sites without back-up equipment, NCI's Virginia and Dallas offices
serve as the back-up equipment site. All sites have back-up audio lines.
NCI is equipped to handle all of City of Miami Beach's needs for real-time
captioning. NCI is the only captioning provider in the world to have two technical
Operations Centers (TOC) that provide 24/7/365 support. Using a combination
of sites will ensure complete redundancy of service.
NCl's facilities are designed to meet the ever-changing demands placed on high-
quality caption service providers. Each facility has redundancy of operation and
contingency operation programs in place. NCl has processes and systems in
place to ensure the completion and delivery of captioning under virtually any
circumstance on a 24/7/365 basis.
All NCI production facilities, including the nine real-time captioning satellite
studios and remote sites, are supported by uninterruptible power supplies to
prevent problems associated with local power outages. In addition, the Vienna
and Dallas centers have backup generators capable of powering all captioning
production equipment as well as the Technical Operations Centers. For live
programming, the Vienna center has eight live captioning and nine-satellite
studios. The Dallas office has six fully redundant studios.
NCI's real-time captioning studios are equipped with primary and back-up
captioning systems. The live-captioning studios connect to the TOC. The TOC
is the central point for all incoming video/audio and all live outgoing caption data
transmissions. The technical center controls the satellite downlink antennas. As
broadcasters make the transition to transmitting their signal(s) in the digital
domain, NCI also is incorporating digital satellite Integrated Receiver Decoders
(IRDs) to access their signals. This combination of antenna dishes and
receivers, cable signal services, and over-the-air terrestrial reception provide
primary and redundant capability from all domestic broadcast transmissions. The
broadcast and caption data signals are distributed to and from the caption
studios and related computer systems via an audio/video/data matrix router. The
router provides total flexibility to reroute signals at a moment's notice should
there be any technical difficulties.
The TOC distributes the caption data transmissions from the studios to its clients
via telephone lines. NCI uses digital interconnects to both local and long
distance telephone service providers and maintains several analog lines in
reserve for back-up measures. In addition, both TOC's have complete facilities
for conducting preventive maintenance and making timely repairs. NCI's Dallas
TOC is staffed with engineering personnel virtually around the clock, every day of
the year. The Virginia TOC is staffed 20 hours/day. The staff is responsible for
providing technical assistance and operational support for the entire captioning
effort.' NCI employs fifteen broadcast engineers who are located in the Vienna,
Dallas and Burbank offices.
NCI will assign a designated production coordinator to handle routine issues and
expedite special requests. NCI also maintains a special "live line" telephone
number guaranteeing 24-hour access to production and engineering personnel in
the event of any emergency.
Approximately 15 minutes before the beginning of the program, a data
connection is established with the broadcaster and its integrity is verified. All
primary and back-up computer systems are loaded and checked. Captioning
begins with the start of the meeting call to order, with captioners accessing the
program at the same time the audience views it. The captioner listens to the
audio on an established telephone line since the televised audio is not available.
NC I will have access to the City of Miami Beach's audio only and will not be able
to verify that captions are being shown properly. Therefore, a contact from the
City of Miami Beach will have to contact NCI's Engineering staff in the event that
captions are not appearing. The caption data is transmitted instantaneously via
modem to the master control network. There, the' caption data is inserted into
Line 21 of the television signal through a smart encoder.
All computers used to provide captioning, or any other business services for the
City of Miami Beach contract either via the modem or internet, will have the latest
Microsoft security patches and service packs installed on their Windows
operating system. NCI is set up with an anti-virus protection program that
complies with the latest virus definitions file. In addition, NCI retains consultancy
agreements with three companies in order to advise NCI of new technologies
and support IT.
Samples of Similar Services
In addition to its technical expertise, NCI can also prove its ability in performing
the scope of services set forth by the City of Miami Beach through examples of
similar services that it provides for existing clients. These samples are below:
1) Montgomery County, MD: NCI has been a Montgomery County vendor
since January 2004 and currently real-time captions Montgomery County's
"Council in Brief" sessions and programming for its Montgomery Cable Channel 6
every Friday. Additionally NCI real-time captions a variety of other meetings
monthly for Montgomery County including Town Hall Meetings, Public Hearings,
Public Forums, Budget Forums and Council Budget Work Sessions.
2) Federal Communications Commission (FCC): NCi has been a vendor for
the FCC since 1998 and captions all of the FCC's programming, primarily
consisting of their monthly commission meetings. Secondary meetings are
scheduled on an on-going basis. Approximately 15 hours per month of live
captioning are scheduled. Meeting requests are emailed to NCI. The primary
subject of FCC's programming is telecommunications. Transcripts of the live
meetings are frequently requested and delivered electronically immediately after
the meeting's adjournment and after a quick editing job has been performed by
the captioning staff.
3) Fairfax County, Virginia: NCI has been a vendor for Fairfax County
Government since 2003 and provides captioning for Fairfax County's bi-weekly
Board meetings and any additional meetings upon request. The length of the
meetings varies so flexibility is important. The meetings are scheduled in
advance and the County provides NCl agendas and meeting notes. Countrywide
issues are discussed. Additionally, NCI real-time captions Fairfax County's local
programming aired on the city's local Channel 16. This includes approximately
7-10 half-hour programs per month.
NCI will provide real-time captioning services for the entire City of
Miami's Commission meetings as well as for any last minute requests for
additional special programs or meetings.
NCl's Real-Time Captioning Staff
NCI employs nearly 100 real-time captioners. Our current structure allows us to
schedule our captioners efficiently and effectively and our capacity allows for
great flexibility. NCI's real-time captioners are located in every United States
continental time zone including:
· Thirty-five in the Eastern Time Zone
· Thirty-six in the Central Time Zone
· Six in the Mountain Time Zone
· Seventeen in the Pacific Time Zone
· One in Hawaii
· Thirteen are in-house inthe Virginia facility
· Eleven are in-house in the Dallas facility
NCI's Real-Time Captioners' Certifications
NCI's captioners hold various certifications including:
· Sixty-one are Registered Professional Reporters
· Thirty-seven are Certified Real-time Reporters
· Thirty-five are Certified Shorthand Reporters ·
· Twenty-six are Registered Merit Reporters
· Sixteen are Certified Broadcast Reporters
· Eleven are Texas Certified Shorthand Reporters
· Two are Registered Diplomat Reporters
NCI guarantees that all of its real-time captioners meet the quality standards that
the City of Miami has set.
The most challenging aspect of the captioning industry is recruiting qualified
court reporters who are able to make the transition to real-time captioner. Not
only do they have to be able to caption at a minimum rate of 225 wpm but they
also must have strong vocabulary and language skills. In 2002, NCI entered into
an agreement with The Court Reporting Institute of Dallas, which has an
enrollment of approximately 700 students. NCI's real-time management staff
teaches a real-time captioning course over an eight-week period every year to
qualified students who are nearing graduation. The students have the
opportunity to learn the theories and procedures needed for broadcast
captioning. NCI has the opportunity to evaluate and make employment offers for
its Dallas facility to candidates who will make top quality real-time captioners.
3.0 Minimum Requirements
NCI proposes to provide real-time captioning services for the City of Miami
Beach's Commission meetings as scheduled on Wednesdays, and any other
special meetings that require captioning services. NCl also proposes to provide
the City of Miami Beach and the City Clerk with a text file of the meetings, and
guarantees a minimum of 98% accuracy in its captioning service.
3.1 Scope of Services
NCI has in place all of the necessary equipment in order to provide real-time
captioning services. Additionally, NCi utilizes proprietary real-time caption
software called RealCap. RealCap was developed in 1982 and NCI's IT staff
continues to improve and upgrade it regularly. This captioning software has the
ability to automatically re-dial in the event of a modem disconnection, and the
ability to automatically save copies of the real-time captioners' text files. NCI
uses this captioning software to provide real-time captioning for over 75,000
hours of live programming a year.
The City of Miami Beach must provide two dedicated telephone lines and one
encoder, which inserts the caption data into Line 21 of the television signal.
3.1.2 Hardware Purchase
If NCI must purchase the encoder for the City, NCI would purchase a PDR-885
Analog closed caption encoder/decoder and data recovery decoder with an
optional model andl0-year parts and labor warranty from Link Electronics, Inc.
The cost is $2, 610.00.
3.1.3 NCl's Account Management Team & Point of Contact
NCI's Account Management team for the City of Miami Beach will be comprised
of some of NCI's most experienced staff members who are committed to
providing rapid responses to any concern.
Marc Okrand, Director of Live Captioning, joined NCI in 1979 and has managed
NCI's live captioning service since its inception. He has been instrumental in
establishing and improving live captioning procedures. Dr. Okrand will be
responsible for ali live captioning of the City of Miami Beach and will serve as the
day-to-day contact for all production matters. He will oversee staff scheduling to
meet programming requirements and be responsible for quality assurance,
caption monitoring and implementation strategies to reduce captioning errors.
He reports to NCI's President, Jack Gates, and is based at NCI's Vienna, VA
office.
Steve Clark, Manager of Real-time Captioning, is a Certified Shorthand Reporter,
a Registered Professional Reporter and a Registered Merit Reporter. Mr. Clark
will be responsible for the overall management of the day-to-day operation of
NCI's real-time service, including scheduling and establishing and maintaining
policies and procedures. He will work with Karen Finkelstein, Manager of
Recruiting and Training, on training issues and staffing needs, and with Okrand
on matters concerning live captioning in general. Since joining NCl in 1997,
Steve has shown himself to be not only a fine captioner, but also an excellent
trainer. He also spent nearly a year at NCI's Dallas facility establishing the real-
time operation and training up the captioning staff numbers. More recently, he
has assumed responsibility for scheduling, working with a growing team of
schedulers and production assistants, and he continues to collaborate with
supervisors on any number of issues on a daily basis. He reports to Mr. Okrand
and is based in the Vienna, VA office.
Karen Finkelstein, Manager of Recruiting and Training, is a Registered
Professional Reporter and a Certified Reporting Instructor (CRI). She is a
frequent speaker and contributor to journals and is co-author of "Real-Time
Writing: The Court Reporters Guide for Mastering Real-Time Skills." Ms.
Finkelstein joined NCI in 1984 and has managed NCI's National Real-Time
captioning service since 1999. Karen was formerly responsible for the
scheduling of over 65,000 hours of live programming. Currently she is
responsible for the recruitment of real-time captioners, and travels nationwide in
her search. Ms. Finkelstein often travels to the Court Reporting Institute of
Dallas in her recruitment efforts. She reports to Dr. Okrand and is based in the
Virginia office.
Darlene Parker, Supervisor of Real Time Captioning, is a Registered
Professional Reporter. Ms. Parker joined NCI in 1984 as a member of the real
time captioning staff and has been a supervisor since 1988. She has developed
real time training programs for real time captioners and has assisted in all
aspects of the Remote Captioning Service. Ms. Parker is co-author of "Real
Time Writing: The Court Reporter's Guide for Mastering Real Time Skills." She is
a member of the education committee for the National Court Reporters
Association and holds the position of faculty trainer for the real time certification
committee. For this project, Ms. Parker will assist Mr. Clark in managing NCI's
real-time captioning staff. She reports to Dr. Okrand and is based in the Virginia
office.
Taryn Ayoub, Account Executive, has been with NCI for almost 5 years. Ayoub
has been promoted from Real-time produCtion to Sales and Marketing. Ms.
Ayoub will be the central point of contact for the City of Miami Beach and can be
reached during regular business hours. Her responsibilities will include
maintaining contact with City of Miami Beach staff, assisting with troubleshooting
problems that may occur, preparing proposals and bids, and monitoring client
satisfaction With NCI's services. Ayoub is responsible for several large accounts
inclUding Fairfax County, VA, Alachua County, FL and Montgomery County, MD.
She will be the City of Miami Beach's day-to-day contact for everything except
production. Ayoub reports to the National Director of Sales and Marketing and is
based in Virginia.
Upon award, the City of Miami Beach will be supplied with engineering and
production contacts that can be reached during and after regular business hours
in case of emergency scheduling or during broadcasts.
10
3.1.4 Testing Prior to Start Date
NCI always schedules a test with a new client once all the equipment has been
put in place on the client's end and before the start of real-time captioning any of
the meetings. NCI's engineers will ensure that there is a data connection by
sending caption text through the encoder line with the client ensuring the caption
data is appearing properly. NCI's engineers will also verify a clear audio
connection is made.
3.1.5 NCl's Real-time Captioning Accuracy
To ensure that NCl's closed-captioned services meet the highest standards in
the industry, NCI has in place a well-established, effective quality control and
quality improvement program for captioning services. For live programming, NCI
has state-of-the-art facilities to monitor live program feeds. The captioning of live
feeds is monitored for completeness and correctness. For real-time captioning,
accuracy will be maintained at a minimum of 98 percent but usually exceeds 99.3
percent. In all cases, NCi strives to provide as near verbatim captioning as
possible. NCl captioners have captioned every type of program, including City
Council meetings, news, public affairs, entertainment and sports.
NCI has maintained extremely high quality standards and will not allow real-time
captioners on the air if they do not meet these standards. NCI's standard for
real-time captioning services requires a minimum accuracy level of 98 percent.
This accuracy level is judged against an average rate of 225 words per minute.
Accuracy is calculated using the following formula:
100 minus Total Errors x 100 =Accuracy
Total Words Written
A key element in analyzing and improving caption quality is ongoing review and
critique of the captioning. Every captioning project receives some level of review.
This review process is a significant portion of the captioner's overall
responsibilities. The reviews check for correct representation of the spoken word
and adherence to captioning style guidelines. Additionally, while captioners work
toward the highest levels of proficiency, they receive a documented review of
randomly selected samples of their captioning work on a regular basis. These
documented reviews provide a complete analysis of all captioning errors,
including misstrokes, misspellings and other types of errors.
These reviews are conducted both at the supervisory and peer levels, and
captioners are given copies of their review results. Each captioner uses the
information to make needed corrections in preparation for future captioning
assignments.
In addition to the documented reviews, NCI has developed training aids to
improve caption accuracy. NCI has found that numbers cause the highest
incidence of error for most real-time writers. In response to this, NCI staff
developed number drills to provide captioners practice and to improve their
accuracy when writing numbers.
NCI provides a rigorous training program for its real-time captioners. Initial
training prior to captioning on the air lasts three to six months, depending on the
trainee's skill level. The training program incorporates the use of a
comprehensive training syllabus and manual, various resource materials, and
practice tapes. Real-time training includes building, structuring and maintaining a
real-time captioning dictionary, plus instruction in pre-broadcast preparation and
on-air procedures. Practice sessions are conducted using representative
programs. Once a candidate captioner has achieved the required level of
expertise, she or he becomes an on-air captioner. It should be noted that NCI's
screening process for hiring real-time captioners is so stringent that only one in
ten applicants screened for a position is accepted as a training candidate.
Upon award, all of the real-time captioning staff will become knowledgeable of
the City of Miami Beach and it local governance. They will do this by first
preparing his or her computer dictionary by compiling a list of names, terms,
places and words unique to the City of Miami Beach and likely to be used during
the Commission meetings. All'available resources, including reliable Internet
sites, are used to verify the accuracy of these materials. The real-time captioners
then add these words to their individual computer dictionaries so that they appear
promptly and accurately during the broadcast.
Additionally, NCI's captioners will become familiar with the City of Miami Beach
and its local governance through NCI's "Words to Share" program. Through the
diligent application of this program, a list of new, unusual and difficult words is
compiled and distributed after each of the Commission meetings is captioned.
All captioners are required to make personal dictionary entries for each word on
the list. Thus, each captioner benefits from the "words to share" encountered by
other captioners.
Captioners begin preparing at least 1 to 2 hours in advance of the program start
time. Therefore, any additional preparatory materials that are provided to NCI
by the City of Miami Beach for specific meetings will also be incorporated into the
captioners' individual dictionaries.
3.1.6 Deliverables: Text Files
NCI will provide the City of Miami Beach with an unedited, raw data text file of
each real-time captioning session in the format of a Word document, or other
ASCII, via email by 9:30am ET, the morning after the session.
3.1.7 Deliverables: Certified Transcripts
The goal of Real-time captioning is to clearly explain the spoken word in such a
way for viewers to understand what is said. Therefore, captioning includes
paraphrasing in such instances when a speaker is talking very fast or if a
captioner is not sure how to spell a word. As long as the captioner clearly
expresses what is said, even if the words are not 100% verbatim, the goal of
real-time captioning has been accomplished. The accuracy rates in real-time
captioning for verbatim writing is closer to 90%. Therefore, NCI does not provide
Certified transcripts because they are word-for-word documents of meetings and
real-time transcripts cannot be guaranteed to be 100% word-for-word
documents.
3.1.8 NCl's Prerecorded Captioning
In the event that the City of Miami Beach requires prerecorded closed captioning
services for its studio productions and taped programs, NCl will deliver all
programming as requested with 48 hours prior notice on DVCam using its proven
prerecorded captioning technologies initially developed by NCI in the early
1980's. This technology has been refined, re-created and enhanced over the
past 20 years to meet the ever-higher quality demands of our television industry
clients and viewers.
The following steps are involved in NCl's prerecorded captioning workflow
process:
b. Step One: Log-In, Preview, and Digitalization. The City of Miami Beach
provides NCl with an exact SMPTE time-coded duplicate videocassette of the
program. Each tape is logged in by NCI's Traffic Department and previewed for
completeness by traffic personnel. The tape is inspected for sequential and error-
free time code, workable audio, and video quality at the time it is being digitized
onto one of NCI's non-linear servers.
This preview is essential since it serves to identify problems before the
captioning process, allowing NCl personnel, in cooperation with clients, to take
the necessary steps to rectify the situation. This quality-control step is of utmost
importance when project completion is deadline sensitive.
Step Two: Caption Preparation. At one of NCl's networked caption preparation
workstations, a caption editor watches and listens to the program and word-
processes a verbatim text of the dialogue, sound effects, and other essential
non-verbal features. The editor breaks the text into discrete captions, assigns
appropriate screen placement to each caption, and times the appearance and
disappearance of each caption with the associated audio and video. The editor
also reconciles any conflicts caused by the amount of time available to present a
caption because of the slow transmission data rate of line 21 technology. If it is
necessary to edit the caption text because of the limitations of this technology, it
is done only minimally, with the goal of keeping the dialogue as intact as possible
while fully conveying meaning. NC! staff members have many years of
experience in dealing with these situations and follow a consistent set of NCI
standards and styles.
Step Three: Editor Review. NCl's caption editors are responsible for conducting
the review of their completed work. The completed caption file is compared
against the program as if a TV viewer is watching it. All terms are researched
using NCI's reference library, reliable Internet sites and external resources. The
editor also runs a spell check program that has been integrated into NCI's
caption preparation software. Any changes or adjustments are made on the
caption text file.
Step Four: Ready for Encoding. Once the final caption file is compete, the file
is transmitted to the client or designated encoding facility using either electronic
data transfer (i.e., direct computer-to-computer data transmission, e-mail, or
Internet) or delivering the file on floppy disk using an overnight express package
delivery service. The client or encoding facility then integrates the caption data
with the video portion of the program prior to broadcast.
c. Delivery Timeline:
NCI will deliver the completed captioned sub-masters On DVCam for the studio
productions or taped programming to the City of Miami Beach within 5 business
days.
3.1.9 NCl's Solution for Webcasting
NCI works with a third party vendor in its development and usage of its hardware,
OmniEdit RTX, for a webcasting solution to transmit and broadcast captions over
broadband connections. The OmniEdit RTX server works with the Windows
Media Encoder application and would be configured to send the captioning
stream to the RTX WME utility via IP. Since the City of Miami Beach broadcasts
its Commission meetings live using Windows Media Player, this hardware will
automatically drop the caption stream right into the player.
This solution would also return a live audio/video presentation to the captioner,
and would facilitate caption monitoring and accurate caption placement in
situations where the programming is not nationally distributed. Additionally, this
solution would ensure that the captioner could monitor alternate feeds from the
City of Miami Beach and the approach could be used as an alternative feed back
up to the TOCs.
14
III. Conclusion: Why Choose. NCl?
As your captioning service provider, NCI will continue to develop quality control
systems that increase the City of Miami Beach's program accessibility to the deaf
and hard of hearing audiences without compromising quality.
NCl's success in providing a national captioning service since 1980 is attributable
to a staff that is thoroughly knowledgeable in managing a full production facility
for broadcast captioning in a cost-effective manner. In addition, management
understands and is responsive to your requirements for quality. NCI's
management and quality control functions that have contributed to NCI's
successful reputation include:
· Global Captioning Leader
· Four production facilities located in Metropolitan Washington, DC; Dallas, TX;
Burbank, CA and London, England
· Superior Standards and Quality
· Exceptional Service and Reliability
· Experienced and dedicated staff available 24/7/365 to meet your
needs/deadlines
· Customer Intimacy
· Unsurpassed reputation in the industry
15
Attachment A
Bid Proposal List
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID//31-04/05
Bid Proposal Page I of 2
National Captioning Institute, Inc.
COMPANY NAME
We propose to provide real-time closed captioning services in accordance with the requirements and
conditions of this Bid.
1) Real-time closed captioning $. ! 35.00 per hour
2) Caption encoding analog hardware $. 2,610.00
(Per Section 3.1.2)
3)
4)
Specify model and description Model PDR 885 Analo~closed cmpt qoning encoder/decoder
& data recovery decoder w/ modem option & 10-yr.parts &
labor warranty
Certified transcript option (1 original) $. N/A .per
(Per section 3.1.7)
Webcast solution option
(Per section 3.1.9)
$ Separate fee from 3rd party vendor
Specify in Calendar days, after receipt of purchase order, when services described in this
Bid can begin Fourteen days (2 weeks)
PAYMENT TERMS: NET 30. If other, specify here
ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE
CONSIDERED AS PART OF THE BID MUST BE SUBMITTED IN TRIPLICATE.
SUBMITTED BY: Taryn E. AyoUb
COMPANY NAME: National Captioning Institute, Inc.
SIGNED: ,.~CL~'~-,, '-~ (~~c'~-
(I certify that I am authorized to execute this proposal and
commit the bidding firm)
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
23
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
Bid Proposal Page 2 of 2
Bidders must acknowledge receipt of addendum (if applicable).
Amendment No. 1'
Insert Date
Amendment No. 2:
Insert Date
Amendment No. 3:
Insert Date
Amendment No. 4:
Insert Date
NAME/TITLE (Print): Taryn E. Ayoub/ ~Account Executive
ADDRESS: 1900 Gallows Road, Suite 3000
CITY/STATE: Vienna, Virginia ZIP: 2218.2
TELEPHONE NO:
FACSIMILE NO:
(703) 917-7603
(703) 917-9853
FEDERAL I.D.#: 521144663
E-MAIL ADDRESS: Tayoub@ncicap.org
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
24
Attachment B
Customer Reference Listing
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
CUSTOMER REFERENCE LISTING
Bidder's shall furnish the names, addresses, and telephone numbers, fax numbers and e-mail
addresses of a minimum of six (6) firms or government organizations for which the Contractor is
currently furnishing or has furnished, similar services. Use additional pages, as necessary.
l).
Company Name Fairfax County, VA
Address
12055 Government Center Pkwy, Fairfax, VA 22035
Contact Person/ContractAmount Michael Liberman, Communications Productions Div.
$26,950.00/1 year for 5-year contract
Telephone No. (703) 324-5930 Fax No. (703) 324-5838
E-mail address Michael~Liberman@FairfaxCounty. gov
2)
Company Name Montgomery County, M~
Address 100 Maryland Ave., Ste.300. Rockville, MD 20850
Contact Person/Contract Amount Donna Keating.CCM Channel Mgr. / $160,000.00/ 1 yE
Telephone No. (240) 7.77'-3668 Fax No. (240) 777-3770
E-mail address Donna. Keat ing@montgomerycountymd, gov
3)
Company Name
Address
Loud@un County, VA
1 Harrison St., SE, 4th Floor, Leesburg, VA 20177
Contact Person/Contract Amount Lorie Fladin§,Cable TV Admin Specialist
$13,693.75/one year
Telephone No.(703) '737-8771 Fax No. (703) 771-5841
E-mail address lfladin~:Oloudoun, mov
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
25
REAL-TIME CLOSED CAPTIONING SERVICE OF ALL CITY OF MIAMI BEACH
COMMISSION MEETINGS, AND OTHER TELEVISED MEETINGS AS REQUIRED
BID #31-04/05
CUSTOMER REFERENCE LISTING (Cont'd.)
4)
Company Name
Address
Faderal Cnmrnun~cat~on.q Cnmra'i.~'inn
445 12th St., SW ,Washington, DC 20554
Contact Person/Con~act Amount Daniel Oliver, Pr@duc t ion Mgr.,/$ 22,000.00 / 1 year
Telephone No. (202) 418-0460 Fax No.
E-mail address Dann.Oliver@fcc. gov
(202) 418-0491
5)
Company Name
Address
C&ty Of Alexandria, VA
P.O.Box 178, Alexandria, VA 22313
Contact Person/Contract Amount Rose Boyd, Dir. of Citizen Assistance
Telephone No. (703) 838-4800530'000'00/1 year
Fax No. (703) 838-6426
E-mail address Rose. Boyd@alexandriaVa. gov
6)
Company Name National Institutes of Health (NIH)
Address Bldg 10,RM B2L103, 10 Center Dr. ~Bethesda, MD 20892
Contact Person/ContractAmountKen Ryland, Chief NIH Events Mngmt/$74,600/1 year
Telephone No. (301) 435-8270 Fax No. (301) 435-1366
E-mail address kenrOmail .nih. gov
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
26
Attachment C
Insurance Checklist
INSURANCE CHECK LIST - N/A
x 1.
Workers' Compensation and Employer's Liability per the Statutory limits of the State of
Florida.
X
.
Comprehensive General Liability (occurrence form), limits of liability $1,000,000.00
per occurrence for bodily injury property damage to include Premises/Operations;
Products, Completed Operations and Contractual Liability. Contractual Liability and
Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance
requirements" of specifications).
x 3.
Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired
automobiles included.
.
Excess Liability - $15,000,0.~ per occurrence to follow the primary coverages.
x 5.
The City must be named as and additional insured on the liability policies; and it must
be stated on the certificate.
X 6. Other Insurance as indicated:
bi/ABuilders Risk completed value
bl/ALiquor Liability
bi/AFire Legal Liability
N----/-AProtection and Indemnity
X Employee Dishonesty Bond
Other
$ .00
$ .00
$ .00
$ .00
$ 2~O00~Offl]D
$ .00
X
Thirty (30) days written cancellation notice required.
X 8. Best's guide rating B+:VI or better, latest edition.
x 9. The certificate must state the bid number and title
BIDDER AND INSURANCE AGENT STATEMENT:
We understand the Insurance Requirements of these specifications and that evidence of this
insurance may be required within five (5) days after bid opening.
Taryn E. Ayoub .x.~xe.' 2,---
Bidder Slllnature of Bidder
BID NO: 31-04/05
DATE: July 25, 2005
CITY OF MIAMI BEACH
16