HomeMy WebLinkAboutRFP 19-12-01 Printing and Mailing Services
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 1
Request for Proposal
Goods & Services
Printing & Mailing Services
Request for Proposal No. 19-12-01
Advertisement Date: Friday, December 20, 2019
All Questions Due: Friday, January 3, 2020 by 5:00 PM
Submission due date: Thursday, January 16, 2020 at 2:30 PM
Submit to: Attn: City Clerk
Sunny Isles Beach Government Center
18070 Collins Avenue, 4th Floor
Sunny Isles Beach, Florida 33160
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 2
TABLE OF CONTENTS
Table of Contents Page 2
Legal Advertisement/Notice to Bidder Page 3
Instructions to Bidder / General Terms Section 1 Page 4
Special Terms & Conditions Section 2 Page 10
Scope of Work / Technical Specifications Section 3 Page 17
Evaluation Process Section 4 Page 26
Proposal Format Section 5 Page 28
Bid Submittal Form Section 6 Page 31
Attachments
Attachment A - Price Schedule
Affidavits
Non-Collusive Affidavit Page 1 of 7
Public Entity Crimes Page 2 of 7
Equal Opportunity / Affirmative Action Statement Page 4 of 7
Conflict of Interest Statement Page 5 of 7
Dispute Disclosure Form Page 6 of 7
Anti-Kickback Affidavit Page 7 of 7
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 3
LEGAL ADVERTISEMENT
NOTICE TO BIDDER
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is seeking sealed Bids for the following
work as specified.
Printing & Mailing Services Request for Proposal No. 19-12-01
The Bid Specifications for this Request for Proposal are available from DemandStar by calling (800) 711-
1712 or by accessing their website at www.demandstar.com. The Bid Specifications may also be
examined at the City of Sunny Isles Beach – Office of the City Clerk. Vendors who obtain the Bid
Specifications from sources other than DemandStar or the City of Sunny Isles Beach are cautioned that
their Bid response package may be incomplete. Addenda will be posted and disseminated by
DemandStar at least five days prior to the submittal date to all vendors who are listed on the official list.
The City may not accept incomplete Bids.
Sealed submittals will be received by the City Clerk no later than Thursday, January 16, 2020 at 2:30
PM at the Sunny Isles Beach Government Center located at 18070 Collins Avenue, 4th floor,
Sunny Isles Beach, Florida, 33160. The City is under no obligation to return Submittals. Responses
will be publicly opened and firm names and bid totals are read aloud at that time.
The envelope containing the sealed RFP must be clearly marked:
PRINTING AND MAILING SERVICES
RFP No. 19-12-01
OPENING DATE AND TIME Thursday, January 16, 2020 at 2:30 PM
The City reserves the right to reject any or all submittals, with or without cause, to waive technical errors
and informalities, and to accept the submittal determined to be in the best interest of the City.
All questions regarding the Request for Proposals No. 19-12-01 shall be directed in writing to Mauricio
Betancur, CMC, City Clerk, no later than September 6, 2019. Questions may be submitted via email to:
MBetancur@sibfl.net or via regular mail at: Mauricio Betancur, CMC, City Clerk, City of Sunny Isles Beach,
18070 Collins Avenue, Sunny Isles Beach, FL 33160. Pursuant to Florida Statutes 119.071, sealed bids,
proposals or replies by an agency pursuant to a competitive solicitation are exempt from inspection until such
time as the agency provides notice of an intended decision or until thirty (30) days after the opening of the
bids, proposals, or final replies, whichever is earlier.
Mauricio Betancur, CMC, City Clerk,
City of Sunny Isles Beach
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 4
SECTION 1
INSTRUCTIONS TO BIDDER / GENERAL TERMS AND CONDITIONS
THESE INSTRUCTIONS ARE STANDARD FOR ALL BID COMMODITIES/SERVICES ISSUED BY THE CITY OF SUNNY ISLES BEACH. THE CITY OF SUNNY ISLES BEACH MAY
DELETE, SUPERSEDE OR MODIFY ANY OF THESE STANDARD INSTRUCTIONS FOR A PARTICULAR CONTRACT BY INDICATING SUCH CHANGE IN SPECIAL INSTRUCTIONS TO
BIDDERS OR IN THE BID SHEETS. ANY AND ALL SPECIAL CONDITIONS THAT MAY VARY FROM THE GENERAL CONDITIO0NS SHALL HAVE PRECEDENCE. BIDDER AGREES
THAT THE PROVISIONS INCLUDED WITHIN THIS BID OR RFP SHALL PREVAIL OVER ANY CONFLICTING PROVISION WITHIN ANY STANDARD FORM CONTRACT OF THE
BIDDER REGARDLESS OF ANY LANGUAGE IN BIDDER’S CONTRACT TO THE CONTRARY.
1.1 CLARIFICATION/EXPLANATION/QUESTIONS:
Any questions concerning the Bid Specifications or any required
need for clarification must be made to Mauricio Betancur, CMC, City
Clerk via email to: MBetancur@sibfl.net or via facsimile (305) 792-
1563 or via regular mail at: Mauricio Betancur, CMC, City Clerk, City
of Sunny Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, FL
33160. Such requests for clarification/explanation or questions
must be made in writing to Mauricio Betancur, CMC, Deputy City
Clerk, at least five (5) business days prior to the date of the Bid
opening. Interpretations or clarifications considered necessary by
the City will be issued by addenda and posted/disseminated by
DemandStar (www.demandstar.com) to all parties listed on the
official plan holders’ list as having received the Bid documents. Only
questions answered by written addenda shall be binding. Oral
interpretations or clarifications shall be without legal effect. No plea
of ignorance or delay or required need of additional information
shall exempt a Bidders from submitting their Bid on the required
date and time as publicly noted.
1.2 PLAN HOLDER’S LIST:
As a convenience to vendors, the City of Sunny Isles Beach has
made available via internet lists of all plan holders for each Request
for Proposal, Request for Proposal, and Request for Proposal. The
information is available on-line at www.demandstar.com or by
calling the Office of the City Clerk at (305) 792-1703.
1.3 ADDENDA TO SPECIFICATIONS:
If any addenda are issued after the initial specifications are
released, the City will post and disseminate the addenda through
DemandStar. For those projects with separate plans, blue prints,
or other materials that cannot be accessed through the internet,
the Office of the City Clerk will make good faith effort to ensure
that all registered proposers (those who have been registered as
receiving a Bid package) receive the documents. It is the
responsibility of the vendor prior to the submission of any Bid to
check the above website or contact the Office of the City Clerk at
(305) 792-1703 to verify any addenda issued. The receipt of all
addenda must be acknowledged on the Bid Response Sheet.
1.4 SPECIAL ACCOMMODATIONS:
Any person requiring a special accommodation at a Pre-Bid
Conference or Bid/RFP/RFP opening because of a disability should
call the Office of the City Clerk at (305) 792-1703 at lease five (5)
days prior to the Pre-Bid Conference or Bid/RFP/RFP opening. If
you are hearing or speech impaired, please contact the Office of
the City Clerk by calling the City of Sunny Isles Beach using the
Florida Relay Service which can be reached at 1(800) 955-8771
(TDD).
1.5 PUBLIC ENTITY CRIMES STATEMENT:
Pursuant to the provisions of paragraph (2) (a) of section 287.133,
Florida statutes -"a person or affiliate who has been placed on the
convicted vendor list following a conviction for a public entity crime
may not submit a Bid 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 a
public entity, may not be awarded to perform work as a Contractor,
supplier, sub-Contractor, or consultant under a contract with any
public entity, and may not transact business with any public entity
in excess of the threshold amount provided in section 287.107, for
category two for a period of 36 months from the date of being
placed on the convicted vendor list”.
1.6 BID DEADLINE:
Bids must be submitted no later than the time and date shown
within this document.
1.7 SEALED BID:
The entire Bid Response Package shall be placed in an opaque
envelope (with all items listed on the Bid checklist form and all
other items required within this Request for Proposal must be
executed) and submitted in a sealed envelope.
1.8 BID EXECUTION, SIGNATURES, ERASURE/CORRECTION:
All Bids shall be signed in blue ink. All price quotes shall be
typewritten or printed with ink. All corrections made by the
proposers prior to the opening must be initialed and dated by the
proposers. No changes or corrections will be allowed after Bids are
opened. Bids must contain an original, manual signature of an
authorized representative of the company.
1.9 WITHDRAWAL OF BIDS:
Proposers may withdraw Bids only by written request and shall
forward the withdrawal request via “Certified U.S. Mail – Return
Receipt Requested” prior to the Bid opening time. Negligence on
the part of the Proposers in preparing the Bid confers no right for
the withdrawal of the Bid after it has been opened.
1.10 BID OPENING:
Bids will be opened publicly at the time and place stated in the
Notice to Bidder. It is the responsibility of the proposers to insure
that the Bid reaches the Office of the City Clerk on or before the
closing hour and date stated on the Request for Proposal. After the
Bid opening, the contents of the Bid Form will be made public for
the information of vendors and other interested parties who may
be present either in person or by representative. Bids that are
received after the Bid opening time will not be considered and will
not be returned.
1.11 EVALUATION OF BIDS:
The City, at its sole discretion, reserves the right to inspect any/all
Proposers facilities to determine their capability of meeting the
requirements for the Contract. Also, price, responsibility, and
responsiveness of the Proposers, the financial position, experience,
staffing, equipment, materials, references, and past history of
service to the City and/or with other units of state, and/or local
governments in Florida, or comparable private entities, will be
taken into consideration in the Award of the Contract.
1.11.1 Hold Harmless: All Proposer’s shall hold the City, it's
officials and employees harmless and covenant not to
sue the City, it's officials and employees in reference
to their decisions to reject, award, or not award a Bid,
as applicable.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 5
1.11.2 Cancellation: Failure on the part of the Proposers to
comply with the conditions, specifications,
requirements, and terms as determined by the City,
shall be just cause for cancellation of the Award.
1.11.3 Disputes: If any dispute concerning a question of fact
arises under the Contract, other than termination for
default or convenience, the Contractor and the City
department responsible for the administration of the
Contract shall make a good faith effort to resolve the
dispute. If the dispute cannot be resolved by
agreement, then the department with the advice of
the City Attorney shall resolve the dispute and send a
written copy of its decision to the Contractor, which
shall be binding on both parties.
1.12 AGREEMENT:
After the Bid award, the City will, at its option, prepare an
Agreement specifying the terms and conditions resulting from the
award of this Bid. The vendor will have ten (10) calendar days after
notification of the award by the City to execute the Agreement and
provide the required Performance Bond.
The Proposers who has the Contract awarded to them and who
fails to execute the Agreement and furnish the Performance Bond
and Insurance Certificates within the specified time shall forfeit the
Bid Security that accompanied their Bid, and the Bid Security shall
be retained as liquidated damages by the City, and it is agreed that
this sum is a fair estimate of the amount of damages the City will
sustain in case the Proposers fails to enter into the Contract and
furnish the Bonds as herein before provided. Bid Security deposited
in the form of a cashier’s check drawn on a local bank in good
standing shall be subject to the same requirements as a Bid Bond.
The performance of the City of Sunny Isles Beach of any of its
obligations under the agreement shall be subject to and contingent
upon the availability of funds lawfully expendable for the purposes
of the agreement for the current and any future periods provided
for within the Bid specifications.
1.13 PAYMENTS:
Payment will be made after commodities/services have been
received, accepted, and properly invoiced as indicated in the
contract and/or purchase order. Invoices must bear the purchase
order number.
1.14 BRAND NAMES:
If a brand name, make, of any "or equal" manufacturer trade
name, or vendor catalog is mentioned whether or not followed by
the words "approved equal" it is for the purpose of establishing a
grade or quality of material only. Vendor may offer equals with
appropriate identification, samples, and/or specifications on such
item(s). The City shall be the sole judge concerning the merits of
items Bid as equals.
1.15 MATERIAL:
Material(s) delivered to the City under this Bid shall remain the
property of the seller until accepted to the satisfaction of the City.
In the event materials supplied to City are found to be defective or
do not conform to specifications, the City reserves the right to
return the product(s) to the seller at the seller’s expense.
1.16 SAMPLES:
Samples of items, when required, must be furnished by the
Proposers free of charge to the City. Each individual sample must
be labeled with the Proposers name and manufacturer's brand
name and delivered by them within ten (10) calendar days of
Proposers receipt of the “Notice to Proceed”, unless schedule
indicates a different time. If samples are requested subsequent to
the Bid opening, they should be delivered within ten (10) calendar
days of the request. The City will not be responsible for returning
samples.
1.17 QUANTITY GUARANTY:
No guaranty or warranty is given or implied by the City as to the
total amount that may or may not be purchased from any resulting
Contract or Award. These quantities are for Bid purposes only and
will be used for tabulation and presentation of the Bid. The City
reserves the right to increase or decrease quantities as required,
even significantly. The prices offered herein and the percentage
rate of discount applies to other representative items not listed in
this Bid.
1.18 GOVERNMENTAL RESTRICTIONS ON MATERIALS:
In the event any governmental restrictions may be imposed which
would necessitate alteration of the material quality, workmanship,
or performance of the items offered on this Bid prior to their
delivery, it shall be the responsibility of the successful Proposers to
notify the City at once, indicating in their letter the specific
regulation which required an alteration. The City of Sunny Isles
Beach reserves the right to accept any such alteration, including
any price adjustments occasioned thereby, or to cancel at no
further expense to the City.
1.19 SAFETY STANDARDS:
The Proposers warrants that the product(s) supplied to the City
conforms in all respects to the standards set forth in the
occupational safety and health act (OSHA) and its amendments.
Bids must be accompanied by a materials data safety sheet (MSDS)
when applicable.
1.20 WARRANTIES:
Successful Proposers shall act as agent for the City in the follow-up
and compliance of all items under Warranty/Guaranty and complete
all forms for Warranty/Guarantee coverage under this Contract.
1.21 COPYRIGHTS/PATENT RIGHTS:
Proposers warrants that there has been no violation of copyrights
or patent rights in manufacturing, producing or selling of goods
shipped or ordered, as a result of this Bid. The seller agrees to
indemnify City from any and all liability, loss, or expense
occasioned by any such violation.
1.22 LOCAL BUSINESS TAX (OCCUPATIONAL LICENSE
REGISTRATION):
The contractor shall be responsible for obtaining and maintaining
throughout the contract period his or her city and county local
business tax receipts. Each vendor submitting a Bid on this
Request for Proposal shall include a copy of the company’s local
business tax/occupational license(s) with the Bid response. For
information specific to City of Sunny Isles Beach local business
tax/occupational licenses, please call Code Enforcement & Licensing
at (305) 792-1705. If the contractor is operating under a fictitious
name as defined in Section 865.059, Florida Statutes, proof of
current registration with the Florida Secretary of State shall be
submitted with the Bid. A business formed by an attorney actively
licensed to practice law in this state, by a person actively licensed
by the Department of Business and Professional Regulations or the
Department of Health for the purpose of practicing his or her
licensed profession, or by any corporation, partnership, or other
commercial entity that is actively organized or registered with the
Department of State shall submit a copy of the current licensing
from the appropriate agency and/or proof of current active status
with the Division of Corporations of the State of Florida.
1.23 LIABILITY, INSURANCE, PERMITS AND LICENSES:
Proposers shall assume the full duty, obligation, and expense of
obtaining all necessary licenses, permits, inspections, and insurance
required. The Proposers shall be liable for any damages or loss to
the City occasioned by negligence of the Proposers (or their agent)
or any person the Proposers has designated in the completion of
their contract as a result of the Bid. Contractor shall be required to
furnish a copy of all licenses, certificates of competency or other
licensor requirements necessary to practice their profession as
required by Florida State Statute, Miami-Dade County, and City of
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 6
Sunny Isles Beach Code. Contractors shall include current Miami-
Dade County Certificates of Competency. These documents shall
be furnished to the City along with the Bid response. Failure to
furnish these documents or to have required licensor will be
grounds for rejecting the Bid.
1.24 CERTIFICATE(S) OF INSURANCE:
Proposers shall furnish to the Office of the City Clerk, City of Sunny
Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida
33160, certificate(s) of insurance which indicate that insurance
coverage has been obtained from an insurance company authorized
to do business in the State of Florida or otherwise secured in a
manner satisfactory to the City, for those coverage types and
amounts listed in this document, in an amount equal to 100% of
the requirements and shall be presented to the City prior to
issuance of any Contract(s) or Award(s) Document(s). The City of
Sunny Isles Beach shall be named as "additional insured" with
respect to this coverage. The required certificates of insurance
shall not only name the types of policies provided, but shall also
refer specifically to this Bid and section. At the time of Bid
submission the Proposers must submit certificates of insurance as
outlined in the General Conditions section. All required insurances
shall name the City of Sunny Isles Beach as additional insured and
such insurance shall be issued by companies authorized to issue
insurance in the State of Florida. It shall be the responsibility of
the Proposers and insurer to notify the City Manager of the City of
Sunny Isles Beach of cancellation, lapse, or material modification of
any insurance policies insuring the Proposers, which relate to the
activities of such vendor and the City of Sunny Isles Beach. Such
notification shall be in writing, and shall be submitted to the City
finance support service director thirty (30) days prior to
cancellation of such policies. This requirement shall be reflected on
the certificate of insurance. Failure to fully and satisfactorily
comply with the city's insurance and bonding requirements set
forth herein will authorize the City Manager to implement a
rescission of the Bid award without further City Commission action.
The Proposers hereby holds the City harmless and agrees to
indemnify City and covenants not to sue the City by virtue of such
rescission.
1.25 ASSIGNMENT:
The Contractor shall not transfer or assign the performance
required by this Bid without prior written consent of the City
Manager. Any award issued pursuant to the Request for Proposal
and monies which may be due hereunder are not assignable except
with prior written approval of the City Manager. Further, in the
event that the majority ownership or control of the Contractor
changes hands subsequent to the award of this contract,
Contractor shall promptly notify City in writing (via United States
Postal Service – Certified Mail, Return Receipt Requested) of such
change in ownership or control at least thirty (30) days prior to
such change and City shall have the right to terminate the contract
upon sixty (60) days written notice, at City’s sole discretion.
1.26 HOLD HARMLESS/INDEMNIFICATION:
The Contractor shall indemnify, hold harmless, and defend the City
of Sunny Isles Beach, it's officers, agents and employees from and
against any claims, demands or causes of action of whatsoever
kind or nature arising out of error, omission, negligent act, conduct,
or misconduct of the Contractor, their agents, servants or
employees in the provision of goods or the performance of services
pursuant to this Bid and / or from any procurement decision of the
City including without limitation, awarding the Contract to the
Contractor.
1.27 NON-CONFORMANCE TO CONTRACT:
The City of Sunny Isles Beach may withhold acceptance of, or
reject items which are found upon examination, not to meet the
specification requirements. Upon written notification of rejection,
items shall be removed within (5) calendar days by the vendor at
their own expense and redelivered at their expense. Rejected
goods left longer than thirty (30) calendar days will be regarded as
abandoned and the City shall have the right to dispose of them as
its own property. Rejection for non-conformance or failure to meet
delivery schedules may result in the Contractor being found in
default.
1.28 DEFAULT PROVISION:
In case of default by the Proposers, the City of Sunny Isles Beach
may procure the articles or services from other sources and hold
the Proposers responsible for any excess costs occasioned or
incurred thereby.
1.29 SECONDARY/OTHER VENDORS:
The City reserves the right in the event the primary vendor cannot
provide an item(s) or service(s) in a timely manner as requested, to
seek other sources without violating the intent of the Contract.
1.30 DEFINITIONS:
Wherever used in these General Conditions or in the other Contract
Documents, the following terms shall have the meaning indicated
which shall be applicable to both the singular and plural thereof:
Acceptance: Acceptance by the City of the Work as
being fully complete in accordance with
the Contract Documents subject to
waiver of claims.
Agreement: The written Agreement between the City
and the Contractor covering the Work to
be performed, which includes the
Contract Documents.
Addenda: Written or graphic instruments issued
prior to the Bid Opening which modify
or interpret the Contract Documents,
Drawings and Specifications, by
addition, deletions, clarifications or
corrections.
Approved: Means approved by the City.
Bid: The offer of the Proposers submitted on
the prescribed form setting forth the
prices for the Work to be performed.
Proposers: Any person, firm or corporation
submitting a Bid for Work.
Bonds: Bid, performance bond and other
instruments of security, furnished by the
Contractor and their surety in
accordance with the Contract
Documents and in accordance with the
law of the State of Florida.
Change Order: A written order to the Contractor signed
by the City authorizing an addition,
deletion or revision in the Work, or an
adjustment in the Contract Price or the
Contract Time issued after execution of
the Agreement.
City: City of Sunny Isles Beach, 18070 Collins
Avenue, Sunny Isles Beach, Florida
33160.
Contract Documents: Contract Documents shall include,
Instructions to Proposers, Contractor's
Bid, the Bonds, the Notice of Award, the
Agreement between the City and
Contractor as well as any addenda
thereto, these General Conditions,
Special Conditions, the Technical
Specifications, Drawings and
Modifications, Notice to Proceed,
Request for Proposal, Insurance
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 7
Certificates, Change Orders and
Acknowledgment of Conformance with
the City of Sunny Isles Beach.
Contract Price: The total monies payable to the
Contractor under the Contract
Documents.
Contract Time: The number of calendar days stated in
the Agreement for the completion of the
Work.
Contracting Officer: The individual who is authorized to sign
the contract documents on behalf of the
City’s governing body.
Contractor: The person, firm or corporation with
whom the City has executed this
Agreement.
Day: A calendar day of twenty-four hours
measured from midnight to the next
midnight.
Field Order: A written order issued by the City which
clarifies or interprets the Contract
Documents or orders minor changes in
the Work.
Modification: Modification means any one of the
following: (a) a written amendment of
the Contract Documents signed by both
parties, (b) a Change Order, (c) a
written clarification or interpretation if
issued by the City, or (d) a written order
for minor change or alteration in the
Work issued by the City. A modification
may only be issued after execution of
the Agreement.
Notice of Award: The written notice by City to the
apparent successful Proposers stating
that upon compliance with the
conditions precedent to be fulfilled by
him within the time specified, City will
execute and deliver the Agreement to
him.
Samples: Physical examples which illustrate
materials, equipment or workmanship
and establish standards by which the
Work will be judged.
Specifications: Those portions of the Contract
Documents consisting of written
technical descriptions of materials,
equipment, construction systems,
standards and workmanship as applied
to the Work.
Statement of Services: The form furnished by the City which is
to be used by the Contractor in
requesting progress payments.
Supplier: Any person or organization who supplies
materials or equipment for the Work,
including that fabricated to a special
design, but who does not perform labor
at the site.
Work: Any and all obligations, duties and
responsibilities necessary to the
successful completion of the Project
assigned to or undertaken by Contractor
under the Contract Documents,
including all labor, materials, equipment
and other incidentals, and the furnishing
thereof.
Written Notice: The term “Notice” as used herein shall
mean and include all written notices,
demands, instructions, claims, approvals
and disapproval’s required to obtain
compliance with Contract requirements.
Written notice shall be deemed to have
been duly served if delivered in person
to the individual or to a member of the
firm or to an officer of the corporation
for whom it is intended, or to an
authorized representative or such
individual, firm, or corporation, or if
delivered at or sent by registered mail to
the last business address known to
them who gives the notice. Unless
otherwise stated in writing, any notice
to or demand upon the City under this
Contract shall be delivered to the City.
1.31 BID AWARD:
The City reserves the right to reject any and all Bids at its sole
discretion. Bids shall be awarded by the City after the City
performs all necessary searches, inquiries, exploration, and analysis
of the Bids. The Bid shall be awarded to the lowest responsible
and responsive proposer whose Bid best serves the interests of and
represents the best value to the City in conformity with the criteria
set forth in Section 62-8 of the City Code. No Notice of Award will
be given until the City has concluded any investigation(s) as they
deem necessary to establish the Proposer’s capability to perform
the Services as described in this RFP, ITB, RFP or ITQ, as
substantiated by the required professional experience, client
references, technical knowledge and qualifications; and sufficient
labor and equipment to comply with the City’s established
standards, as well as the financial capability of the Proposer to
perform the Work in accordance with the Contract Documents to
the satisfaction of the City within the time prescribed. The City
reserves the right to reject the Bid of any Proposers on the basis of
these queries and investigations and who does not meet the City’s
satisfaction, even though the firm may be the lowest dollars and
cents Bid. In analyzing Bids, the City will also take into
consideration client references, past work experience and work
product, proven ability to satisfactorily perform. If the Contract is
awarded, the City will issue the Notice of Award and give the
successful Proposers a Contract for execution within ninety (90)
days after opening of Bids. The City specifically reserves the right
to award the contract to a proposer who is not necessarily the
lowest dollars and cents proposers on the basis of the results of
these queries and investigation(s).
1.32 EXECUTION OF AGREEMENT:
At least four counterparts of the Agreement, the Performance
Bond, the Certificates of Insurance and such other Documents as
required by the Contract Documents shall be executed and
delivered by Contractor to the City within ten (10) calendar days of
receipt of the Notice of Award.
1.33 LAWS AND REGULATIONS:
The Contractor will give all notices and comply with all laws,
ordinances, rules and regulations applicable to the Work. If the
Contractor observes that the Specifications are at variance
therewith, they will give the City prompt written notice thereof, and
any necessary changes shall be adjusted by an appropriate
modification. If the Contractor performs any Work knowing it to be
contrary to such laws, ordinances, rules and regulations, and
without such notice to the City, they will bear all costs arising
wherefrom.
1.34 TAXES:
The City of Sunny Isles Beach is exempt from sales tax imposed by
the State and/or Federal Government. Florida Sales Tax Exemption
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 8
No. 23-00-477131-54C appears on each purchase order.
Exemption certificates are available upon request.
1.35 DUTY TO DEFEND, INDEMNIFY AND SAVE HARMLESS:
In consideration of the separate sum of twenty-five dollars ($25.00)
and other valuable consideration, the Contractor shall defend,
indemnify and hold harmless the City, its officers, agents and
employees, from or on account of any injuries or damages,
received or sustained by any person or persons during or on
account of any operations connected with the Work described in
the Contract Documents, or by or in consequence of any
negligence in connection with the same; or by use of any improper
materials or by or on account of any act or omission of the said
Contractor or his Sub-Contractor, agents, servants or employees.
The Contractor will defend, indemnify and hold harmless the City
and their agents or employees from and against all claims,
damages, losses and expenses including attorneys' fees arising out
of or resulting from the performance of the Work, provided that
any such claim damage, loss or expense (a) is attributable to bodily
injury, sickness, disease or death, or to injury to or destruction of
tangible property (other than Work itself) including the loss of use
resulting wherefrom and (b) is caused in whole or in part by any
negligent act or omission of the Contractor, Sub-Contractor, anyone
directly or indirectly employed by any of them or anyone for whose
acts any of them may be liable, regardless of whether or not it is
caused by a party indemnified hereunder. In the event that a court
of competent jurisdiction determines that Sec. 725.06 (2), F.S. is
applicable to this Work, then in lieu of the above provisions of this
section the parties agree that Contractor shall indemnify, defend
and hold harmless the City, their officers and employees, to the
fullest extent authorized by Sec. 725.06 (2) F.S., which statutory
provisions shall be deemed to be incorporated herein by reference
as if fully set forth herein. In the event that any action or
proceeding is brought against City by reason of any such claim or
demand, Contractor, upon written notice from City shall defend
such action or proceeding by counsel satisfactory to City. The
indemnification provided above shall obligate Contractor to defend
at its own expense or to provide for such defense, at City’s option,
any and all claims of liability and all suits and actions of every name
and description that may be brought against City, excluding only
those which allege that the injuries arose out of the sole negligence
of City, which may result from the operations and activities under
this Contract whether the Work be performed by Contractor, its
Sub-Contractors, or by anyone directly or indirectly employed by
either.
1.36 DECISIONS ON DISAGREEMENTS:
The City will be the initial interpreter of the Technical
Specifications.
1.37 CITY MAY TERMINATE:
If the Contractor is adjudged bankrupt or insolvent, or if they make
a general assignment for the benefit of their creditors, or if a
trustee or receiver is appointed for the Contractor or for any of
their property, or if they file a petition to take advantage of any
debtor’s act, or to reorganize under bankruptcy or similar laws, or if
they repeatedly fails to supply sufficient skilled workmen or suitable
materials or equipment, or if they repeatedly fail to make prompt
payments to Sub-Contractors or for labor, materials or equipment
or they disregard laws, ordinances, rules, regulations or orders of
any public body having jurisdiction, or if they disregard the
authority of the City, of if they otherwise violate any provision of,
the Contract Documents, then the City may, without prejudice to
any other right or remedy and after giving the Contractor and the
surety ten (10) days written notice, terminate the services of the
Contractor and take possession of the Project and of all materials,
equipment, tools, construction equipment and machinery thereon
owned by the Contractor, and finish the Work by whatever method
they may deem expedient. In such case the Contractor shall not
be entitled to receive any further payment until the Work is
finished. If the unpaid balance of the Contract Price exceeds the
direct and indirect costs of completing the Project, including
compensation for additional professional services, such excess shall
be paid to the Contractor. If such costs exceed such unpaid
balance, the Contractor will pay the difference to the City. Such
costs incurred by the City will be determined by the City and
incorporated in a Change Order. If after termination of the
Contractor under this Section, it is determined by a court of
competent jurisdiction for any reason that the Contractor was not
in default, the rights and obligations of the City and the Contractor
shall be the same as if the termination had been issued pursuant to
this document.
1.37.1 Where the Contractor’s services have been so
terminated by the City said termination shall not
affect any rights of the City against the Contractor
then existing or which may thereafter accrue. Any
retention or payment of moneys by the City due the
Contractor will not release the Contractor from
liability.
1.37.2 Upon ten (10) days written notice to the Contractor,
the City may, without cause and without prejudice to
any other right or remedy, elect to terminate the
Agreement. In such case, the Contractor shall be
paid for all Work executed and accepted by the City
as of the date of the termination. No payment shall
be made for profit for Work which has not been
performed.
1.38 MISCELLANEOUS:
Proposers acknowledge the following miscellaneous conditions:
1.38.1 Whenever any provision of the Contract Documents
requires the giving of written notice it shall be
deemed to have been validly given if delivered in
person to the individual or to a member of the firm or
to an officer of the corporation for whom it is
intended, or if delivered at or sent by registered or
certified mail, postage prepaid, to the last business
address known to them who gives the notice.
1.38.2 The Contract Documents shall remain the property of
the City. The Contractor shall have the right to keep
one record set of the Contract Documents upon
completion of the Project.
1.38.3 The duties and obligations imposed by these General
Conditions, Special Conditions and Supplemental
Conditions and the rights and remedies available
hereunder, and, in particular but without limitation,
the warranties, guarantees and obligations imposed
upon Contractor and those in the Special Conditions
and the rights and remedies available to the City,
shall be in addition to, and shall not be construed in
any way as a limitation of, any rights and remedies
available by law, by special guarantee or by other
provisions of the Contract Documents.
1.38.4 Should the City or the Contractor suffer injury or
damage to its person or property because of any
error, omission, or act of the other or of any of their
employees or agents or others for whose acts they
are legally liable, claim shall be made in writing to the
other party within a reasonable time of the first
observance of such in jury or damage.
1.39 WAIVER OF JURY TRIAL:
City and Contractor knowingly, irrevocably voluntarily and
intentionally waive any right either may have to a trial by jury in
State or Federal Court proceedings in respect to any action,
proceeding, lawsuit or counterclaim based upon the Contract
Documents or the performance of the Work there under.
1.40 GOVERNING LAW:
The Contract shall be construed in accordance with and governed
by the law of the State of Florida.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 9
1.41 VENUE:
Venue of any action to enforce the Contract Documents shall be in
Miami-Dade County, Florida.
1.42 ARBITRATION:
It is the intention of the parties that whenever possible, if a dispute
or controversy arises hereunder then such dispute or controversy
shall be settled by arbitration in accordance with the procedures,
rules and regulations of the American Arbitration Association. The
decision rendered by the Arbitrator shall be final and binding upon
the parties and judgment upon the award rendered by the
arbitrator may be entered in any court having jurisdiction.
Arbitration shall be held in Miami-Dade County, Florida. All costs of
arbitration and attorneys’ fees incurred by the parties shall be paid
by the non-prevailing party or, if neither party prevails on the
whole, each party shall be responsible for a portion of the costs of
arbitration and their respective attorneys’ fees as may be
determined by the court on confirmation.
1.43 PROJECT RECORDS:
City shall have right to inspect and copy during regular business
hours at City’s expense, the books and records and accounts of
Contractor which relate in any way to the Project, and to any claim
for additional compensation made by Contractor, and to conduct an
audit of the financial and accounting records of Contractor which
relate to the Project. Contractor shall retain and make available to
City all such books and records and accounts, financial or
otherwise, which relate to the Project and to any claim for a period
of three years following final completion of the Project. During the
Project and the three year period following final completion of the
Project, Contractor shall provide City access to its books and
records upon five days written notice.
1.44 SEVERABILITY:
If any provision of the Contract or the application thereof to any
person or situation shall to any extent, be held invalid or
unenforceable, the remainder of the Contract, and the application
of such provisions to persons or situations other than those as to
which it shall have been held invalid or unenforceable shall not be
affected thereby, and shall continue in full force and effect, and be
enforced to the fullest extent permitted by law.
1.45 INDEPENDENT CONTRACTOR:
The Contractor is an independent Contractor under the Contract.
Services provided by the Contractor shall be by employees of the
Contractor and subject to supervision by the Contractor, and not as
officers, employees, or agents of the City. Personnel policies, tax
responsibilities, social security and health insurance, employee
benefits, purchasing policies and other similar administrative
procedures, applicable to services rendered under the Contract
shall be those of the Contractor.
End of Section
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 10
Section 2
Special Terms and Conditions
2.1 PURPOSE OF BID:
The purpose of this solicitation is to establish a contract with a printing and mailing company (the
“Vendor/Proposer” or “Contractor”) of the Sunny Isles Beach (SIB) Islander Newsletter along with
the printing and binding of the Sunny Isles Beach Living Magazine and the printing and binding of
the Sunny Isles Beach desktop calendar, in conjunction with the City’s additional printing needs
on an as needed basis.
The City’s SIB Islander newsletter is printed monthly and mailed to all Sunny Isles Beach
residences with additional copies delivered to the City’s office. The Sunny Isles Beach Living
magazine is printed quarterly and delivered directly to a City facility. The Sunny Isles Beach
desktop calendar is printed annually and delivered to a City facility. The awarded Proposer will be
expected to provide the printing and mailing for the City’s pre-produced content according to the
deadlines set forth in section 3.3 by the City of Sunny Isles Beach.
2.2 PRE-BID CONFERENCE
Intentionally Omitted
2.3 TERM
This initial contract shall commence upon approval by the City Commission, contingent upon the
completion and submittal of all required bid documents and fully executed contract. This contract
shall remain in effect for two (2) years; provided that the services rendered by the Proposer
during the contract period are satisfactory.
In the event services are scheduled to end because of the expiration of this contract, the
contractor shall continue the service upon the request of the City. The extension period shall not
extend for more than ninety (90) days beyond the expiration date of the existing contract. The
contractor shall be compensated for the service at the rate(s) in effect when the City invokes this
extension clause.
2.4 OPTIONS TO RENEW
Prior to, or upon completion, of that initial term, the City shall have the option at its sole
discretion to renew this contract for an additional three (1) one-year renewals. Prior to
completion of each exercised contract term, the City may consider an adjustment to price based
on changes in the following pricing index: Consumer Price Index for Urban Wage Earners and
Clerical Workers (CPI-W): Miami-Fort Lauderdale, FL, for commodities such as paper and
postage.
It is the vendor’s responsibility to request any pricing adjustment under this provision. For any
adjustment to commence on the first day of any exercised option period, the vendor’s request for
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 11
adjustment should be submitted 90 days prior to expiration of the then current contract term.
The vendor adjustment request should not be in excess of the relevant pricing index change. If
no adjustment request is received from the vendor, the City will assume that the vendor has
agreed that the optional term may be exercised without pricing adjustment. Any adjustment
request received after the commencement of a new option period may not be considered.
The City reserves the right to negotiate lower pricing for the additional term(s) based on market
research information or other factors that influence price. The City reserves the right to apply any
reduction in pricing for the additional term(s) based on the downward movement of the
applicable index.
The City reserves the right to reject any price adjustments submitted by the vendor and/or to not
exercise any otherwise available option period based on such price adjustments. Continuation of
the contract beyond the initial period, and any option subsequently exercised, is a City
prerogative, and not a right of the vendor. This prerogative will be exercised only when such
continuation is clearly in the best interest of the City.
Should the vendor decline the City’s right to exercise the option period, the City may consider the
vendor in default which decision may affect that vendor’s eligibility for future contracts.
2.5 PRICE
If the vendor is awarded a contract under this solicitation, the prices proposed by the vendor
shall remain fixed and firm during the term of contract, except as detailed in Section 2.4 Options
to Renew. The price proposed shall be an all-inclusive price; no additional charges will be paid.
However, increases in the cost for postage may be requested on a yearly basis with sufficient
documentation and, increases for the cost of paper can be requested after the initial two-year
term, with 30 days prior written notice to the City.
2.5.1 POSTAGE
The price for postage will adhere to the current rates as set by the United States Postal
Service. Mailings are sent via bulk mail to zip code 33160, which include carrier routes 1,
9 and 47. Mailing lists should be updated monthly and should be sorted for duplicates.
Mailings are not to be addressed to each individual and should be addressed as
“Resident” instead.
2.6 PERFORMANCE AND PAYMENT BOND
Intentionally Omitted
2.7 INSURANCE
Comprehensive General Liability with minimum limits of One Million Dollars ($1,000,000.00) per
occurrence combined single limit for Bodily Injury Liability and Property Damage Liability.
Coverage must be afforded on a form no more restrictive than the latest edition of the
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 12
Comprehensive General Liability policy, without restrictive endorsements, as filed by the
Insurance Services Office, and must include:
o Premises and Operation
o Workers Compensation (Statutory)
o Independent Contractors
o Products and/or Completed Operations Hazard
o Broad Form Property Damage
o Broad Form Contractual Coverage applicable to this specific Contract
o Personal Injury Coverage with Employee and Contractual Exclusions removed, with
minimum limits of coverage equal to those required for Bodily Injury Liability and
Property Damage Liability.
o Professional Liability (Errors and Omissions)
Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00)
per occurrence combined single limit for Bodily Injury Liability and Property Damage
Liability. Coverage must be afforded on a form no more restrictive than the latest edition
of the Business Automobile Liability policy, without restrictive endorsements, as filed by
the Insurance Services Office, and must include:
o Owned Vehicles;
o Hired and Non-Owned Vehicles;
o Employers’ Non-Ownership.
Before starting the Work, the Contractor will file and make sure that all certificates of
insurance required by this document and by the Contract are in the City’s possession.
These certificates shall contain a provision that the coverage afforded under the policies
will not be canceled or materially changed until at least thirty (30) days prior written
notice has been given to the City by certified mail. The City shall be named as an
additional insured on the above-referenced policies.
The Contractor agrees that if any part of the Work under the Contract is sublet, they will
require the Sub-Contractor(s) to carry insurance as required, and that they will require
the Sub-Contractor(s) to furnish to them insurance certificates similar to those required
by the City in this section.
2.7.1 Cancellation and Re-Insurance:
If any insurance should be canceled or changed by the insurance company or should any
insurance expire during the period of this contract, the Contractor shall be responsible for
securing other acceptable insurance to provide the coverage specified in this section to
maintain coverage during the life of this Contract. All deductibles must be declared by
the Contractor and must be approved by the City. At the option of the City, either the
Contractor shall eliminate or reduce such deductible or the Contractor shall procure a
Bond, in a form satisfactory to the City, covering the same.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 13
2.8 MONTHLY INVOICES PAYMENTS
Cut-off date for submission of final payment invoices is the close of the last business day of the
month. Vendor shall submit by the 10th day of the following month vendor's completed invoice
for services successfully rendered. Should the 10th fall on a weekend or holiday, Contractor shall
submit their invoice on the next workday. Contractor shall submit postage invoices by the first
Monday of each month in which a Newsletter shall be mailed.
Contractor is advised that processing of invoices must follow this schedule, as the City has
funding requirements and other payment obligations which may prevent payment of late
Statement of Services for that month’s billing cycle. A late Statement of Services with a
recommendation for payment will be paid in the next month’s billing cycle.
2.9 LABOR, MATERIALS, AND EQUIPMENT SHALL BE SUPPLIED BY THE PROPOSER
Unless otherwise provided in Section 3 of this solicitation the proposer shall furnish the following,
including but not limited to, all labor, material, equipment, adequate supervision, and
coordination for satisfactory contract performance. When not specifically identified in the
technical specifications, such materials and equipment shall be of a suitable type and grade for
the purpose. All material, workmanship, and equipment shall be subject to the inspection and
approval of the City's responsible staff.
2.10 FEDERAL, STATE AND LOCAL REGULATIONS
The successful Proposer shall comply with all federal, state and local ordinances, regulations, and
rules as well as any other laws that would apply to the proposed project. Such proposer costs
associated with regulatory requirements shall be included in the project cost whether depicted
specifically or not within the body of the proposal.
2.11 SUB-CONTRACTORS OF WORK SHALL BE IDENTIFIED
As part of its Proposal, the Bidder is required to identify any and all Subcontractors that will be
used in the performance of the proposed contract, their capabilities, experience and the portion
of the work to be done by the subcontractor. The competency of the Subcontractor(s) with
respect to experience, skill, responsibility and business standing shall be considered by the City
when making the award.
2.12 MULTIPLE AWARD
The City may award multiple Bidders (primary, secondary and tertiary) as available, by line item,
or by group.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 14
2.13 BIDDER’S MINIMUM QUALIFICATIONS
Proposals will be considered from firms that have successfully, with supporting references
completed a minimum of three (3) projects of similar scope over the past five (5) years. State if
you have any governmental entity experience. It is the responsibility of the Bidder to ascertain
that the contact person will be responsive. In addition, award of this contract will be made to the
responsive and responsible bidder who meets the minimum qualifications set forth in this
solicitation. Those qualifications are as follows:
• Must be able to produce monthly mailers, quarterly magazine, and additional
printed collateral as detailed in the documents attached.
• Develop and maintain mailing list on a monthly basis.
• Fold, tab, and mail out monthly mailers and invoice postage to the City at United
States Post Office postage rate. Proposer will be responsible for the payment of
postage to the United States Post Office.
• Print house shall have an online system for uploading digital files.
• Print house shall allow City or City proposer to ensure quality control on press.
• Delivery of digital and printed proofs (low-resolution aka Spinjet backed up and
bound for pagination approval plus high-resolution proofs aka Epson 9900) shall
occur within 2 business days of digital submission by the City.
• Distribution and delivery of publications shall occur during the deadlines stated in
Section 3.3.
• Delivery of publications to a City facility, in addition to mailed mailers. Applicable
delivery charges should be included in bid.
• Must provide three (3) references for which similar jobs have been performed
within the last two (2) years.
• Samples of a mailer, magazine, and calendar in accordance with specifications
attached must be submitted along with bid package.
• Print house press must be located within 40 miles of City of Sunny Isles Beach,
Government Center, 18070 Collins Avenue, Sunny Isles Beach, FL 33160.
2.14 PROPRIETARY RIGHTS
The Proposer hereby acknowledges and agrees that the City retains all rights, title and interests
in and to all materials, data, documentation and copies thereof furnished by the City to the
Proposer hereunder or furnished by the Proposer to the City and/or created by the Proposer for
delivery to the City, even if unfinished or in process, as a result of the Services the Proposer
performs in connection with the Agreement, including all copyright and other proprietary rights
therein, which the Proposer as well as its employees, agents, sub-Proposers and suppliers may
use only in connection with the performance of Services under the Agreement. The Proposer
shall not, without the prior written consent of the City, use such documentation on any other
project in which the Proposer or its employees, agents, sub-Proposers or suppliers are or may
become engaged. Submission or distribution by the Proposer to meet official regulatory
requirements or for other purposes in connection with the performance of Services under the
Agreement shall not be construed as publication in derogation of the City's copyrights or other
proprietary rights.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 15
2.15 PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES
Pursuant to Florida Statutes Section 217.4725, contracting with any entity that is listed on the
Scrutinized Companies that Boycott Israel List or that is engaged in the boycott of Israel is
prohibited. Contractors must certify that the company is not participating in a boycott of Israel.
Any contract for goods or services of One Million Dollars ($1,000,000) or more shall be
terminated at the City’s option if it is discovered that the entity submitted false documents of
certification, is listed on the Scrutinized Companies with Activities in Sudan List, the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has been
engaged in business operations in Cuba or Syria after July 1, 2018. Any contract entered
into or renewed after July 1, 2018 shall be terminated at the City’s option if the company is listed
on the Scrutinized Companies that Boycott Israel List or engaged in the boycott of Israel.
Contractors must submit the certification that is attached to this agreement. Submitting a false
certification shall be deemed a material breach of contract. The City shall provide notice, in
writing, to the Contractor of the City’s determination concerning the false certification. The
Contractor shall have ninety (90) days following receipt of the notice to respond in writing
and demonstrate that the determination was in error. If the Contractor does not demonstrate
that the City’s determination of false certification was made in error, then the City shall have
the right to terminate the contract and seek civil remedies pursuant to Florida Statute Section
215.4725.
2.16 DEBARRED OR SUSPENDED BIDDERS OR PROPOSERS
The bidder or proposer certifies, by submission of a response to this solicitation, that neither it
nor its principals or subcontractors are presently debarred or suspended by any Federal
department or agency.
2.17 PUBLIC RECORDS
IF THE SUCCESSFUL PROPOSER HAS QUESTIONS
REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA
STATUTES, TO THE SUCCESSFUL PROPOSER’S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT CITY OF
SUNNY ISLES BEACH 18070 COLLINS AVENUE, SUNNY ISLES
BEACH, FL 33160. THE CITY CLERK’S OFFICE MAY BE
CONTACTED BY PHONE AT (305) 792-1703 OR VIA EMAIL AT
MBetancur@sibfl.net.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 16
2.18 EXCEPTIONS TO REQUEST FOR PROPOSALS
The Proposer must clearly indicate any exceptions they wish to take to any of the terms in this
Proposal, and outline what, if any, alternative is being offered. All exceptions and alternatives
shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and
absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which
exceptions and alternatives are rejected, the City shall require the Proposer to comply with the
particular term and/or condition of the RFP to which the Proposer took exception to (as said term
and/or condition was originally set forth on the RFP.)
2.19 PIGGYBACK
For the term of the agreement and any mutually agreed extensions pursuant to this request for
proposals, at the option of the vendor, other school districts, any public corporation or agency,
including any county, city, town or public corporation, may purchase the identical item(s) at the
same price and upon the same terms and conditions of the awarded contract.
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 17
Section 3
Scope of Services / Technical Specifications
3.1 SCOPE OF SERVICES
The City is in need of a qualified and experienced contractor for the printing and mailing of its
various publications. The project scope primarily consists of a quarterly magazine, Sunny Isles
Beach Living, and SIB Islander monthly newsletter. Additional projects may include, but are not
limited to, the printing of an annual desktop calendar and additional printed collateral such as
flyers, palm cards, and brochures.
The City’s SIB Islander newsletter is printed monthly and mailed to all Sunny Isles Beach
residences with additional runoff copies delivered to the City’s office. The Sunny Isles Beach
Living magazine is printed quarterly and delivered directly to a city facility. The Sunny Isles Beach
desktop calendar is printed annually and delivered to a city facility.
Mailing list development shall occur monthly and distribution per mailing list contents will be
required for the monthly mailers (SIB Islander). Contractor shall have an online system for
uploading digital files and delivery of printed proofs (low-resolution aka Spinjet backed up and
bound for pagination approval plus high-resolution proofs aka Epson 9900) and digital proofs
shall occur within 2 business days of digital submission by the City. Contractor shall allow the City
to ensure quality control on press.
The printing and mailing services to be performed by Contractor under this Agreement and the
unit cost and delivery schedule for same are as outlined in section 3.3.
The City reserves the right to change quantities and other specifications and request additional
printing services on an as-needed basis.
The awarded Proposer of this RFP may be selected to complete part or all of the work herein
described.
3.2 BACKGROUND
The Sunny Isles Beach Islander newsletter is a monthly publication sent to each household in
Sunny Isles Beach covering various updates, news, and upcoming events in the City. The Sunny
Isles Beach Islander newsletter also shares monthly updates from the City’s elected officials, city
manager, and police chief.
The Sunny Isles Beach Living magazine is produced quarterly and is an excellent guide for both
residents and visitors alike. The Living magazine features details on upcoming events, youth,
adult and senior programs, ongoing services, updates on City projects, a hotel guide, a
restaurant guide and upcoming events around South Florida. The magazine also features a City
map, information regarding the City’s shuttle bus service and City contact information.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 18
The Sunny Isles Beach desktop calendar features the winning photos of the City’s annual photo
contest. Seventeen photos are selected from the contest each year for the desktop calendar. The
final calendar is an astonishing representation of our City’s stunning architecture, beautiful parks,
the Atlantic Ocean, and our gorgeous City views. The calendar is distributed at City facilities to
residents and guests through the beginning of the upcoming year.
3.3 SPECIFICATIONS AND DELIVERY
3.3.1 SIB Islander Newsletter
Project 6-page mailer (monthly)
Price per two-year term
Press Direct to plate only
Sheet-fed printing preferred. Web offset printing
accepted as a secondary option.
Size 25.5 x 10.875” flat; tri folds to 8.5 x 11”
folds again to finished size: 8.5 x 5.5”
Ink 5/5 (4/4; process, full bleed, plus satin aqueous coating)
Qty 17,300 per month (approximately 17,0000 mailed to
the residents’ homes and 300 delivered to the City)
207,600 per year
415,200 per term
Stock Endurance Silk 100 lb text; no substitutions
Proofs Low-resolution aka Spinjet backed up and bound for
pagination approval plus high-resolution proofs aka
Epson 9900
Digital proofs
Bindery trim, score and fold; wafer seal on final fold for
mailing
Art Upload to ftp
Prepared press quality PDF, single pages with readers flat
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 19
low-resolution file as guide; all created in Adobe Creative
Cloud software
Mailing List Updated monthly; 12 per year.
Data process; residential list to be provided by vendor
Full-service mailing
Postage Pre-sort standard and delivery to post office.
Full-service bulk mailing
Mailing tab applied, address labeling from list, process,
with delivery to post office 5 days from print date.
Timelines Proofs: 1-2 business days from upload.
Corrections: 24-hour completion.
On press: 2 business days from client approval. Delivery
to post office: 5 business days from print date
Extra copies delivered to the City’s office.
Delivery In residents’ mail boxes 6-8 days from final approval
Extra copies boxed and delivered to:
Sunny Isles Beach Government Center
18070 Collins Avenue, Sunny Isles Beach, FL 33160
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 20
The vendor shall deliver the publication, SIB Islander newsletter, required in conjunction with this
contract based on monthly intervals. All deliveries shall be mailed out to all residences in Sunny
Isles Beach by the 26 date of the corresponding month contingent on the date of approval of the
final proof. If the 26 date falls on a Saturday or Sunday, the mailing date should be adjusted by
the vendor to the business date prior to. Back orders shall not be allowed.
SIB Islander Newsletter
Publication Expected Upload Date Expected Mailing Date
SIB Islander Newsletter – March 2020 February 18, 2020 February 26, 2020
SIB Islander Newsletter – April 2020 March 18, 2020 March 26, 2020
SIB Islander Newsletter – May 2020 April 18, 2020 April 26, 2020
SIB Islander Newsletter – June 2020 May 18, 2020 May 26, 2020
SIB Islander Newsletter - July 2020 June 18, 2020 June 26, 2020
SIB Islander Newsletter – August 2020 July 18, 2020 July 26, 2020
SIB Islander Newsletter – September 2020 August 18, 2020 August 26, 2020
SIB Islander Newsletter -October 2020 September 18, 2020 September 26, 2020
SIB Islander Newsletter – November 2020 October 18, 2020 October 26, 2020
SIB Islander Newsletter – December 2020 November 18, 2020 November 24, 2020
SIB Islander Newsletter – January 2021 December 18, 2020 December 24, 2020
SIB Islander Newsletter – February 2021 January 18, 2021 January 26, 2021
SIB Islander Newsletter – March 2021 February 18, 2021 February 26, 2021
SIB Islander Newsletter – April 2021 March 18, 2021 March 26, 2021
SIB Islander Newsletter – May 2021 April 18, 2021 April 26, 2021
SIB Islander Newsletter – June 2021 May 18, 2021 May 26, 2021
SIB Islander Newsletter - July 2021 June 18, 2021 June 26, 2021
SIB Islander Newsletter – August 2021 July 18, 2021 July 26, 2021
SIB Islander Newsletter – September 2021 August 18, 2021 August 26, 2021
SIB Islander Newsletter – October 2021 September 18, 2021 September 26, 2021
SIB Islander Newsletter – November 2021 October 18, 2021 October 26, 2021
SIB Islander Newsletter – December 2021 November 18, 2021 November 26, 2021
SIB Islander Newsletter – January 2022 December 18, 2021 December 24, 2021
SIB Islander Newsletter – February 2022 January 18, 2022 January 26, 2022
SIB Islander Newsletter – March 2022 February 18, 2022 February 26, 2022
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 21
3.3.2 Sunny Isles Beach Living Magazine
The vendor shall deliver the publication, Sunny Isles Beach Living Magazine, required in
conjunction with this contract based on quarterly intervals. All deliveries shall be by the 30th of
the corresponding month after the date of the approval of final proof. Back orders shall not be
allowed.
Project 48 Page Plus Cover Magazine (Quarterly)
Price per two-year term
Press Direct to plate only
Sheet-fed printing preferred. Web offset printing
accepted as a secondary option.
Size Finished Size: 8.5 X 11” (Book: 52 pages Total*)
48 Pages Text
4 Pages Cover
*Number of pages may fluctuate from 48 pages to 44
pages. Price proposal should also include cost for 44
pages text plus 4 pages cover (48 pages total).
Ink Cover: 5/5 (4/4; process, full bleed, plus satin aqueous
coating)
Text: 4/4; process, full bleed
Coating Satin Aqueous Coating
Qty 7,500 per quarter or 30,000 per year
60,000 per term
Stock Cover: Endurance Silk 80 lb cover; no substitutions
Text: Endurance Silk 80 lb text; no substitutions
Proofs Low-resolution aka Spinjet backed up and bound for
pagination approval plus high resolution proofs aka
Epson 9900 (specify your equipment)
Digital proofs
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 22
Sunny Isles Beach Living Magazine
Publication Expected Upload Date Expected Delivery Date
Sunny Isles Beach Living
Magazine – Summer 2020 April 9, 2020 April 30, 2020
Sunny Isles Beach Living
Magazine – Fall 2020 July 9, 2020 July 30, 2020
Sunny Isles Beach Living
Magazine – Winter 2021 October 9, 2020 October 30, 2020
Sunny Isles Beach Living
Magazine – Spring 2021 January 8, 2021 January 29, 2021
Sunny Isles Beach Living
Magazine – Summer 2021 April 9, 2021 April 30, 2021
Sunny Isles Beach Living
Magazine – Fall 2021 July 9, 2021 July 30, 2021
Sunny Isles Beach Living
Magazine – Winter 2022 October 8, 2021 October 29, 2021
Bindery Trim and perfect bound on 11” side
Art Upload to ftp
Prepared press quality PDF, single pages with readers flat
low-resolution file as guide; all created in Adobe Creative
Cloud software
Timelines PROOFS: 3 business days from upload.
CORRECTIONS: 24-hour completion.
ON PRESS: 2 business days from client approval.
DELIVERY: 7–10 business days from print date
Delivery City facility
Sunny Isles Beach, FL 33160
Note: no loading dock available.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 23
Sunny Isles Beach Living
Magazine – Spring 2022 January 7, 2022 January 28, 2022
3.3.3 Sunny Isles Beach Desktop Calendar
The vendor shall deliver the publication, Sunny Isles Beach desktop calendar, required in
conjunction with this contract by the second week in November of each year to the City’s office.
Back orders shall not be allowed.
Project Desktop Calendar
Price per two-year term.
Occurrence Annually. Once per year.
Description 16 Leaves + Cover + Plus Base
Press Direct to plate only
Sheet-fed printing only.
Size Cover: 6.75 x 6”
Text: 6.75 x 6”
Base: 15 x 6.75: flat
Ink Cover: die cut and foil stamp (1/0)
Text: 5/5; process plus aqueous, full bleed
Base: blank
QTY 1,500 per year
3,000 per term
Stock Cover: Classic Crest natural white stipple 130 lb. cover;
no substitutions
Text: Hannoart Silk 100 lb cover; no substitutions
Base: Classic Crest natural white stipple 160 lb. cover; no
substitutions
Proofs Low-resolution aka Spinjet backed up and bound for
pagination approval plus high-resolution proofs aka
Epson 9900 (specify your equipment)
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 24
All deliveries shall be made in accordance with good commercial practice, and all required
delivery timeframes shall be adhered to by the vendor(s); except in such cases where the
delivery will be delayed due to acts of God, strikes, or other causes beyond the control of the
vendor. In these cases, the vendor shall notify the City of the delays in advance of the original
delivery date so that a revised delivery schedule can be appropriately considered by the City.
Should the vendor(s) to whom the contract(s) is awarded fail to deliver in the number of days as
stated in this solicitation, the City reserves the right to cancel the contract on a default basis. If
the contract is so terminated, it is hereby understood and agreed that the City has the authority
to purchase the goods elsewhere and to charge the incumbent vendor with any re-procurement
costs. If the vendor fails to honor these re-procurement costs, the City may pursue
reimbursement through legal channels.
3.4 BACK ORDER DELAYS IN DELIVERY SHALL NOT BE ALLOWED
The City shall not allow any late deliveries attributed to product back order situations under this
contract. Accordingly, the vendor is required to deliver all items to the City or U.S. post office
Digital proofs
Bindery Cover: die cut and foil stamp; total area approx. 3” x 2”
Text: trim to size
Base: double score and fold for construction inverted V
to stand alone
Wiro: collate all and grey wiro bind all on the 6.75” side
(top)
Art Upload to ftp
Prepared press quality PDF, single pages with readers
flat low-resolution file as guide; all created in Adobe
Creative Cloud software
Timeline 10–12 business days from approved proofs. Paper order
may require 5 days
Packaging Carton packing
Delivery Local delivery to:
Sunny Isles Beach Government Center
18070 Collins Avenue, Sunny Isles Beach, FL 33160
Note: no loading dock available.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 25
within the time specified in this solicitation and resultant contract; and no grace period on
account of back order situations shall be honored, unless written authorization is issued by the
user department and a new delivery date is mutually established. In the event that the vendor
fails to deliver the products within the time specified, the City reserves the right to cancel the
order, seek the items from another vendor, and charge the incumbent vendor for any re-
procurement costs. If the vendor fails to honor these re-procurement costs, the City may
terminate the contract for default.
3.5 RIGHT TO INSPECT
The Proposer agrees to allow City staff and/or the City’s graphic designer to inspect product on
site during printing to ensure the quality of the product.
3.6 SAMPLES
Samples of current Sunny Isles Beach Living Magazines, SIB Islander Newsletters, and Sunny
Isles Beach desktop calendars can be mailed to the proposer at their request. Samples can also
be requested for pick-up at the Sunny Isles Beach Government Center 4th Floor, 18070 Collins
Avenue, Sunny Isles Beach, FL 33160. To request a sample, please contact the City Clerk’s office
by phone at (305) 792.1703 or via email at CityClerk@sibfl.net with your preferred delivery
method.
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 26
Section 4
Evaluation Process
4.1 Review of Proposals For Responsiveness
Each proposal will be reviewed to determine if the proposal is responsive to the
submission requirements outlined in the solicitation. A responsive proposal is one which
follows the requirements of this solicitation that includes all documentation, is submitted
in the format outlined in this solicitation, is of timely submission, and has the appropriate
signatures as required on each document. Failure to comply with these requirements
may result in the proposal being deemed non-responsive. The contract will be awarded
to the lowest responsible and responsive proposer(s) whose proposal best serves the
interest of and represents the best value to the City in conformity with section 62-8 of
the City code.
4.2 Qualifications
Proposals will be evaluated on the criteria listed below.
Technical Qualifications
1. Proposer’s relevant experience, past performance and qualifications including
equipment, facilities, personnel and inventory.
2. Relevant experience and qualifications of key personnel, including key personnel
of subcontractors that will be assigned to this project and experience and
qualifications of subcontractors.
3. Proposers approach methodology to providing the services requested in this
solicitation including timeliness and ability to meet requested deadlines.
4. Proposed solution functionality, implementation and other objectives and
requirements as stated.
Price
5. Proposer’s proposed price
4.2.1 MINIMUM REQUIREMENTS
In order to be considered responsive, Proposers shall, at a minimum,
demonstrate compliance with the following Pre-Qualification Criteria in their
proposal. All requested documentation and/or information shall be provided in
the Proposal to confirm that the Proposer has satisfied the Prequalification
Criteria in order to be properly evaluated as listed herein. Proposers failing to
meet these requirements shall be deemed non responsive. The Proposer shall, at
the time of Proposal submittal, time of award, and throughout the duration of
the Contract, continue to meet the following Pre-qualification Criteria
requirements as stated in the Solicitation Documents.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 27
4.3 Price Evaluation
The price proposal should include all components of specifications provided. It shall be
evaluated subjectively in combination with the technical qualifications provided, including
an evaluation of how well it matches Proposers’ understanding of the City’s needs
described in this solicitation, the prospers’ assumptions, and the value of the proposed
services. The pricing evaluation is used as part of the evaluation process. The City
reserves the right to negotiate the final terms, conditions and pricing of the contract as
may be in the best interest of the City.
4.4 Negotiations
The City may award a contract on the basis of initial offers received, without discussions.
Therefore, each initial offer should contain the Proposer’s best terms from a monetary
and technical standpoint.
Notwithstanding the foregoing, if the City and said Proposer(s) cannot reach agreement
on a contract, the City reserves the right to terminate negotiations and may, at the City
Manager’s or designee’s discretion, begin negotiations with the next lowest responsible
and responsive proposer. This process may continue until a contact acceptable to the
City has been executed or all proposals are rejected. No Proposer shall have any rights
against the City arising from such negotiations or termination thereof.
Any Proposer recommended for negotiations may be required to provide to the City:
a) Its most recent certified business financial statements as of a date not earlier than
the end of the Proposer’s preceding official tax accounting period, together with a
statement in writing, signed by a duly authorized representative, stating that the
present financial condition is materially the same as that shown on the balance sheet
and income statement submitted, or with an explanation for material change in the
financial condition. A copy of the most recent business income tax return will be
accepted if certified financial statements are unavailable.
b) Information concerning any prior or pending litigation, either civil or criminal,
involving a governmental agency or which may affect the performance of services to
be rendered herein, in which the Proposer, any of its employees or subcontractors is
or has been involved within the last three years.
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 28
Section 5
Proposal Format
5.0 FORMAT
Proposers must submit (1) original and four (4) copies of the proposal and one electronic copy.
The original Proposal must contain an original signature. Be sure that the individual signing the
Proposal is authorized to commit the Proposer's organization to the Proposal as submitted. Each
page of the Proposal should state the name of the Proposer, the RFP number, and the page
number. The City reserves the right to request additional data or material to support Proposals.
All material submitted in response to the RFP will become the property of the City.
LABEL EACH SECTION AS NUMBERED
The proposal must be in the following format.
1. Company Information
In response to this Proposal, all Proposers must provide the following:
• Name of Agency/Company (including any "Doing Business As" names)
• Company Locations
• Internet Web Site Address (if any)
• Details of Entity Business Structure (Corporation, Partnership, LLC)
• Date Founded
• Office address and telephone number, phone number and email address
of main contact
• List of any outstanding litigation that would threaten the viability of the
firm or the performance of this contract
• Proof of insurance
• Indication of how long it would take to implement service after
authorized to begin
• Financial Stability
2. Qualifications
Proposer’s relevant experience, qualifications and past performance
An explanation of why the Proposer is the best qualified to perform the contract
and demonstrate its qualifications including an item-by-item disclosure outlining
how the Proposer meets or exceeds the requirements of this RFP.
A schedule of proposed services. The schedule should include the Proposer's
understanding of the issues and tasks of the project at hand including
turnaround time from the City’s date of upload to the proposer’s delivery of
proofs and the turnaround time from the City’s approval of the proof to the date
of delivery.
A list of on-site equipment and inventory.
Proposer’s facility hours and ability to provide 24 hour per day printing and
mailing services for the projects listed in section 3.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 29
3. Staffing
Relevant experience and qualifications of key personnel, including key personnel
of subcontractors, that will be assigned to this project and experience and
qualifications of subcontractors.
The size and experience of the company staff pool from which staff assigned to
the management contract can be drawn.
The composition of the staff team should include an account
manager/representative, print associates and technicians, graphic designer,
digital and press printing operator, production/ print services technician, and
machine operator and all other staff required to fulfill the needs of this proposal.
The names and credentials of the employees in the area responsible for this
contract and their function in the company.
The name and credentials of the person who will be responsible for the
coordination of work.
Experience and qualifications of staff and satisfactory record of performance of
staff.
4. Approach / Methodology
Proposers approach methodology to providing the services requested in this solicitation
Suitability of the methodologies and approaches used in achieving tasks.
Overall organization to completing the project.
Ability to meet desired timelines and deadlines listed in section 3.3.
Service delivery approach and contingency plans in the event of emergency or
disaster.
An explanation of the proposer’s approach for quality assurance.
5. Cost of Services
Each firm shall submit in their price proposal and any pricing conditions or contingencies
must be clearly stated along with the submission of Attachment A.
6. Samples
Up to seven (7) samples of projects the business has completed that demonstrate the
business’s product diversity and competence in completing the projects required of this
proposal. These samples must be accompanied by the client information, including the
name of a contact person who can act as a reference, a description of the nature, size
and complexity of the project and the agreed fee arrangements.
The City retains the right to request any additional information pertaining to the
Proposer's ability, qualifications, and procedures used to accomplish all work under the
contract as it deems necessary to ensure safe and satisfactory work.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 30
7. Availability
Indicate current and anticipated workloads and availability for other activities and include
proximity or frequency to the City for service calls. Identify the extent and nature of any
anticipated outside support.
8. Contract Forms
All completed contract forms
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 31
DELIVER TO:
City of Sunny Isles Beach
City Clerk
18070 Collins Avenue
Sunny Isles Beach, FL 33160
REQUEST FOR PROPOSAL
SECTION 6
BID SUBMITTAL FORMS
OPENING: 2:30 P.M.
Thursday, January 16, 2020
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
CITY OF SUNNY ISLES BEACH, FLORIDA
NOTE: City of Sunny Isles Beach is exempt from all taxes (Federal, State, and Local). Bid price should be
less all taxes. Tax Exemption Certificate furnished upon request.
Issued by: Purchasing Agent Date Issued:
12/20/2019
This Bid Submittal Consists of
Pages 31+
Sealed bids are subject to the Terms and Conditions of this Request for Proposal and the accompanying
Bid Submittal. Such other contract provisions, specifications, drawings or other data as are attached or
incorporated by reference in the Bid Submittal, will be received at the office of the City Clerk at the
address shown above until the above stated time and date, and at that time, publicly opened for
furnishing the supplies or services described in the accompanying Bid Submittal Requirement.
RFP 19-12-01
Printing & Mailing of SIB Living Magazine & Newsletter
A Bid Deposit in the amount of 0% of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of 0% of the total amount of the bid will be required upon execution
of the contract by the successful bidder and City of Sunny Isles Beach
Procurement Agent: Firm Name:
Genesis Cuevas
________________________________________
Commodity Code(s):
RETURN ONE ORIGINAL AND TWO COPIES OF BID SUBMITTAL PAGES AND AFFIDAVITS
FAILURE TO SIGN PAGE 32 OF SECTION 4 BID SUBMITTAL WILL RENDER YOUR BID NON-
RESPONSIVE
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 32
SECTION 6
BID SUBMITTAL FOR:
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION
WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 33
BID SUBMITTAL FORM
Bid Title: Printing & Mailing Services
The undersigned Proposers proposes and agrees, if this proposal is accepted, to enter into an agreement
with The City of Sunny Isles Beach in the form included in the Contract Documents to perform and
furnish all Work as specified or indicated in the Contract Documents for the Contract Price and within the
Contract Time indicated in this Bid and in accordance with the other terms and conditions of the Contract
Documents.
The Proposers accepts all of the terms and conditions of the Advertisement or Invitation to Bid and
Instructions to Proposers, including without limitation those dealing with the disposition of Bid Security.
This Bid will remain subject to acceptance for 90 days after the day of Bid opening. The Proposers
agrees to sign and submit the Agreement with the Bonds and other documents required by the Bidding
Requirements within ten days after the date of the City’s Notice of Award.
In submitting this Bid, the Proposer represents, as more fully set forth in the Agreement, that:
The Proposer has familiarized himself/herself with the nature and extent of the
Contract Documents, Work, locality, and all local conditions and Law and
Regulations that in any manner may affect cost, progress, performance, or
furnishing of the Work.
The Proposer has studied carefully all specifications and requirements.
The Proposer has given the City written notice of all conflicts, errors,
discrepancies that it has discovered in the Contract Documents and the written
resolution thereof by City is acceptable to the Proposer.
This Bid is genuine and not made in the interest of or on behalf of any
undisclosed person, firm or corporation and is not submitted in conformity with
any agreement or rules of any group, association, organization, or corporation;
the Proposer has not directly or indirectly induced or solicited any other
Proposers to submit a false or sham Bid; the Proposer has not solicited or
induced any person, firm or corporation to refrain from Bidding; and Proposer
has not sought by collusion to obtain for itself any advantage over any other
Proposers or over the City.
The City and the successful Proposer will establish completion times for each individual Work Item and
the successful Proposer agrees that the work will be completed within the time frames agreed upon and
stipulated in the individual Purchase Orders and/or Notice to Proceed.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 34
Firm Name:
_____________________________________________________________________________
Street Address:
_____________________________________________________________________________
Mailing Address (if different):
_____________________________________________________________________________
Telephone No. _______________________________Fax No. _________________________
Email Address: _______________________________FEIN No. __/__-__/__/__/__/__/__/__
*“By signing this document the vendor agrees to all Terms
Signature:
__________________________________________________________________
(Signature of authorized agent)
Print Name: _________________________
Title:_________________________________________
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO
BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE
INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL
NON-RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY
PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE
PROPOSER TO THE TERMS OF ITS OFFER.
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 35
ATTACHMENT A
Project Qty/
Occurrence
Total
Occurrences/
Year
Press - Please Specify
(Sheet-fed preferred, web
offset printing accepted.)
Total
Occurrences/
Two-Year Term
(A)
Printing Cost/
Occurrence (B)
Delivery & Mailing Cost/
Occurrence
(including postage if
applicable) (C)
Total Cost/
Two Year Term =
A(B+c)
SIB Living Magazine
(52 pages total)7,500 Quarterly (4)8
SIB Living Magazine Alternate
(48 pages total)7,500 Quarterly (4)8
SIB Islander Newsletter 17,300 Monthly (12)24
Desktop Calendars 1,500 Annually (1)2
Name of Vendor:
Grand Total RFP Amount:
City of Sunny Isles Beach |Request for Proposal No. 19-12-01 36
AFFIDAVITS
NON-COLLUSION AFFIDAVIT
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
STATE OF FLORIDA )
)
COUNTY OF _____________)
The undersigned being first duly sworn as provided by law, deposes, and says:
This Affidavit is made with the knowledge and intent that it is to be filed with the City of Sunny Isles Beach City Commission and that it will be
relied upon by said County, in any consideration which may give to and any action it may take with respect to this Bid.
The undersigned is authorized to make this Affidavit on behalf of,
_____________________________________________________________
(Name of Corporation, Partnership, Individual, etc.)
a, ________________________________, formed under the laws of _____________
(Type of Business) (State)
of which he is ________________________________________________.
(Sole Owner, Partner, President, etc.)
Neither the undersigned nor any person, firm, or corporation named in above Paragraph 10.2, nor anyone else to the knowledge of the
undersigned, have themselves solicited or employed anyone else to solicit favorable action for this Bid by the City, also that no head of any
department or employee therein, or any officer of the City of Sunny Isles Beach, Florida is directly interested therein.
This Bid is genuine and not collusive or a sham; the person, firm or corporation named above in Paragraph 10.2 has not colluded, conspired,
connived or agreed directly or indirectly with any proposers or person, firm or corporation, to put in a sham Bid, or that such person, firm or
corporation, shall refrain from Bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication
or conference with any person, firm or corporation, to fix the prices of said Bid or Bids of any other proposers; and all statements contained in
the Bid or Bids described above true; and further; neither the undersigned, nor the person, firm or corporation named above in Paragraph
10.2, has directly or indirectly submitted said Bid or the contents thereof, or divulged information or data relative thereto, to any association or
to any member or agent thereof.
______________________________________________________________________
AFFIANT’S NAME AFFIANT’S TITLE
TAKEN, SWORN AND SUBSCRIBED TO BEFORE ME this _____ day of _______________________, 200_.
Personally Known ________ or Produced Identification ________;
Type of identification ___________________________________
(Affix seal here)
___________________________________
NOTARY PUBLIC (name printed or typed)
DECEMBER 28, 2010
PUBLIC ENTITY CRIMES
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a)
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
PUBLIC ENTITY CRIMES
Pursuant to the provisions of paragraph (2) (a) of Section 287.133, Florida State Statutes - "A person or affiliate
who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a
Bid 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 a public entity, may not be awarded to perform Work as a Contractor, supplier, Sub-Contractor, or
Consultant under a Contract with any public entity, and may not transact business with any public entity in excess
of the threshold amount Category Two of Sec. 287.017, FS for thirty six months from the date of being placed on
the convicted vendor list".
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER
OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
11.1. This sworn statement is submitted to City of Sunny Isles Beach _____________
by____________________________________________________________________________ [print individual’s name and title]
for____________________________________________________________________________ [print name of entity submitting sworn statement]
whose business address is:
_______________________________________________________________________________
_______________________________________________________________________________
and (if applicable) its Federal Employer Identification number (FEIN) is_____________________.
(If the entity had no FEIN, include the Social Security Number of the individual signing this sworn
statement:_________________________________.)
11.2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a
violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or with the
United States, including, but not limited to, any Bid or Contract for goods or services to be provided to any
public entity or an agency or political subdivision of any other state of the United States and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
11.3. I understand that "convicted" or "conviction" as defined in Para. 287.133(1)(b), Florida Statutes, means a
finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any
federal or state trail court of record relating to charges brought by indictment or information after July 1,
1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.
11.4. I understand that an "affiliate" as defined in Para. 287.133(1)(a), Florida Statutes, means:
a.) predecessor or successor of a person convicted of a public entity crime; or
b.) Any entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity crime. The term "affiliate" includes those officers,
directors, executors, partners, shareholders, employees, members, and agents who are active in
the management of an affiliate. The ownership by one person of shares constituting a controlling
interest in another person, or a pooling of equipment or income among persons when not for fair
DECEMBER 28, 2010
market value under an arm's length agreement, shall be a prime facie case that one person
controls another person. A person who knowingly enters into a joint venture with a person who
has been convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
11.5. I understand that a "person" as defined in Para. 287.133(1)(e), Florida Statutes, means any natural
person or entity organized under the laws of any state or of the United States with the legal power to
enter into a binding Contract and which Bids or applies to Bid on Contracts for the provision of goods or
services let by a public entity, or which otherwise transacts or applies to transact business with a public
entity. The term "persons" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of any entity.
11.6. Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement. (Indicate which statement applies.)
____ Neither the entity submitting this sworn statement, nor any of it's officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, nor any
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of
Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer of the
State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this sworn statement on the
convicted vendor list. (Attach a copy of the final order.)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE
PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 11.1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND,
THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I
ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO
A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA
STATUTES, FOR CATEGORY TWO OF ANY, CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
By:
______________________________________
(Signature)
______________________________________
(Printed Name)
______________________________________
(Title)
Sworn to and subscribed before me this ______ day of_______________________, 20_____, by
__________________________________________________.
(AFFIX NOTARY STAMP HERE) ______________________________________
Signature: Notary Public – State of Florida
______________________________________
Personally Known __________ OR Produced Identification __________
roduced
________________________________ 10/1998
EQUAL OPPORTUNITY /
AFFIRMATIVE ACTION
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT
The contractors and all subcontractors hereby agree to a commitment to the principles and
practices of equal opportunity in employment and to comply with the letter and spirit of
federal, state, and local laws and regulations prohibiting discrimination based on race,
color, religion, national region, sex, age, handicap, marital status, and political affiliation or
belief.
Signed: ________________________________________
Title: ________________________________________
Firm: ________________________________________
Address: ________________________________________
________________________________________
DECEMBER 28, 2010
CONFLICT OF INTEREST
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
CONFLICT OF INTEREST STATEMENT
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. Proposers must
disclose with their Bids, the name of any officer, director, partner, associate or agent who is also an officer or employee of the
City of Sunny Isles Beach or its agencies.
STATE OF FLORIDA
COUNTY OF ___________________
BEFORE ME, the undersigned authority, personally appeared _____________________________, who was duly sworn,
deposes, and states:
18.1. I am the _________________________________________________ of
__________________________________with a local office in _____________________________ and principal office in
_____________________.
18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. ______________ described
as: Printing and mailing. The Affiant has made diligent inquiry and provides the information contained in this Affidavit
based upon his own knowledge.
18.3 The Affiant states that only one submittal for the above Bid is being submitted and that the above named entity has
no financial interest in other entities submitting Bids for the same project.
18.4 Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in
any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity’s submittal for
the above Bid. This statement restricts the discussion of pricing data until the completion of negotiations if necessary and
execution of the Contract for this project.
18.5 Neither the entity nor its affiliates, nor any one associated with them, is presently suspended or otherwise ineligible from
participation in contract letting by any local, State, or Federal Agency.
18.6 Neither the entity, nor its affiliates, nor any one associated with them have any potential conflict of interest due to any
other clients, contracts, or property interests for this project.
18.7 I certify that no member of the entity’s ownership or management is presently applying for any employee position or
actively seeking an elected position with the City of Sunny Isles Beach.
18.8 I certify that no member of the entity’s ownership or management, or staff has a vested interest in any aspect of the City
of Sunny Isles Beach.
18.9 In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will
immediately notify the City of Sunny Isles Beach.
Dated this _________ day of _____________________________________, 2020.
_________________________________ _________________________________
AFFIANT Print or Type Name and Title
Sworn to and subscribed before me this _____ day of ______________________, 2020.
Personally Known ________ OR
Produced Identification ________; Type of Identification _________________________
__________________________________
NOTARY PUBLIC STATE OF FLORIDA
DECEMBER 28, 2010
DISPUTE DISCLOSURE
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
DISPUTE DISCLOSURE FORM
Answer the following questions by placing a “X” after “Yes” or “No”. If you answer “Yes”, please
explain in the space provided, or on a separate sheet attached to this form.
19.1. Has your firm or any of its officers, received a reprimand of any nature or been suspended by the
Department of Professional Regulations or any other regulatory agency or professional associations within the last
five (5) years?
YES __________ NO __________
19.2. Has your firm, or any member of your firm, been declared in default, terminated or removed from a
contract or job related to the services your firm provides in the regular course of business within the last five (5)
years?
YES __________ NO __________
19.3. Has your firm had against it or filed any requests for equitable adjustment, contract claims, Bid protests,
or litigation in the past five (5) years that is related to the services your firm provides in the regular course of
business?
YES __________ NO __________ If yes, state the nature of the request for equitable adjustment, contract
claim, litigation, or protest, and state a brief description of the case, the outcome or status of the suit and the
monetary amounts of extended contract time involved.
I hereby certify that all statements made are true and agree and understand that any misstatement or
misrepresentation of falsification of facts shall be cause for forfeiture of rights for further consideration of this Bid
for the City of Sunny Isles Beach.
________________________________________ ______________________________________
Firm Date
________________________________________ _______________________________________
Authorized Signature Print or Type Name and Title
DECEMBER 28, 2010
ANTI-KICKBACK
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
ANTI-KICKBACK AFFIDAVIT
STATE OF FLORIDA )
)
COUNTY OF ___________ )
I, the undersigned, hereby duly sworn and deposed say that no portion of this sum herein Bid
will be paid to any employees of the City of Sunny Isles Beach or its elected officials as a
commission, kickback, reward or gift, directly or indirectly by me or any member of my firm or
by an officer of the corporation.
By: ________________________________
Title: ________________________________
The foregoing instrument was acknowledged before me this _____ day of
__________________, 20____, by _________________________________________ [name
of person], as __________________________________ [type of authority], for
________________________________ [name of party on behalf of whom instrument was
executed].
AFFIX NOTARY STAMP HERE:
_______________________________
Notary Public – State of Florida
________________________________
Print or Type Commissioned Name
Personally Known __________ OR Produced Identification __________
Type of Identification Produced ________________________________
DECEMBER 28, 2010
CONTRACTOR ANTI-BOYCOTT CERTIFICATION
[PURSUANT TO FLORIDA STATUTE § 215.4725]
I, ___________________, on behalf of _________________________,
Print Name Company Name
certifies that___________________________ does not:
Company Name
1.Participate in a boycott of Israel; and
2.Is not on the Scrutinized Companies that Boycott Israel list; and
3.Is not on the Scrutinized Companies with Activities in Sudan List; and
4.Is not on the Scrutinized Companies with Activities in the Iran Petroleum
Energy Sector List; and
5.Has not engaged in business operations in Cuba or Syria.
________________________________
Signature
________________________________
Title
________________________________
Date