HomeMy WebLinkAboutRFP 16-04-03 Employee Time and Attendance System (Final)
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 1
Request for Proposal
Services
EMPLOYEE TIME AND ATTENDANCE SYSTEM
Request for Proposal No. 16-04-03
Publish Date:
Proposal Due and Opening Date:
4/13/2016 5/11/2016 at 2:30 PM
Pre-Proposal Conference:
Where to Deliver Proposal
All Questions Due:
4/22/2016 by 5:00 PM
Sunny Isles Beach Government
Center
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 2
TABLE OF CONTENTS
Table of Contents....................................................................................................................... Page 2
Legal Advertisement/Notice to Proposers ..................................................................................... Page 3
Instructions to Bidder/General Terms and Conditions .................................................... Section 1, Page 4
Special Terms and Conditions ...................................................................................... Section 2, Page 9
Scope of Services / Technical Specifications ................................................................ Section 3, Page 11
Evaluation and Negotiations....................................................................................... Section 4, Page 19
Forms:
Proposal Submission Form ......................................................................................... Section 5, Page 21
Attachment A – Hardware & Software Requirements .................................................................. Page 28
Attachment B – Examples of Similar Implementations ................................................................ Page 29
Attachment C – Company Profile and Time & Attendance System Details .................................... Page 30
Attachment D – Training and Technical Support Details .............................................................. Page 31
Attachment E – Maintenance and Support Agreement ................................................................ Page 32
Addenda Acknowledgement ...................................................................................................... Page 33
Affidavits ................................................................................................................................. Page 34
Non-Collusive Affidavit
Public Entity Crimes
Equal Opportunity / Affirmative Action Statement
Conflict of Interest Statement
Dispute Disclosure Form
Anti-Kickback Affidavit
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 3
LEGAL ADVERTISEMENT
NOTICE TO PROPOSERS
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is seeking sealed Proposals for the
following work as specified
EMPLOYEE TIME AND ATTENDANCE SYSTEM
Request for Proposal No. 16-04-03
The Request for Proposal (RFP) is available from DemandStar by calling (800) 711-1712 or by accessing
their website at www.demandstar.com. The RFP may also be examined at the City of Sunny Isles Beach
– Office of the City Clerk. Vendors who obtain the RFP from sources other than DemandStar or the City of
Sunny Isles Beach are cautioned that their Proposal 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 proposals.
Proposals shall be on a lump sum basis; segregated Proposals will not be accepted. Sealed Proposals will
be received by the City Clerk no later than 2:30 PM on Wednesday, May 11th 2016 at the Sunny Isles
Beach Government Center located at 18070 Collins Avenue, 4 th floor, Sunny Isles Beach, Florida, 33160.
Proposals received after this time will not be considered. The City is under no obligation to return Proposals.
Timely submitted Proposals will be opened publicly and read aloud at this time. The envelope containing
the sealed Proposal (one original and 3 copies) must be clearly marked:
“IMPORTANT, PROPOSAL ENCLOSED”
EMPLOYEE TIME AND ATTENDANCE SYSTEM
Request for Proposal No. 16-04-03
OPENING DATE AND TIME: 2:30 PM on Wednesday, May 11th 2016
The City reserves the right to reject any or all Proposals, with or without cause, to waive technical errors
and informalities, and to accept the Proposal, which best serves the interest of, and represents the best
value to, the City in conformity with the criteria set forth in Section 62-8 of the Code of Ordinances of the
City of Sunny Isles Beach.
All questions regarding this RFP shall be directed in writing to Jane A. Hines, CMC, City Clerk , NO LATER
THAN April 22nd 2015 BY 5:00 PM Questions may be submitted via email to: JHines@sibfl.net or via
facsimile (305) 792-1563 or via regular mail at: Jane A. Hines, MMC, City Clerk, City of Sunny Isles Beach,
18070 Collins Avenue, Sunny Isles Beach, FL 33160. All Questions will be answere d in the form of
Addendum that will be released a few days after the question due date listed above.
Jane Hines, MMC, City Clerk
City of Sunny Isles Beach
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 4
SECTION 1
INSTRUCTIONS TO PROPOSER / GENERAL TERMS AND CONDITIONS
THESE INSTRUCTIONS ARE STANDARD FOR ALL PROPOSALS 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 CONDITIONS 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 proposal Specifications or any
required need for clarification must be made to Jane A. Hines, CMC,
City Clerk via email to: JHines@sibfl.net or via facsimile (305) 792-
1563 or via regular mail at: Jane A. Hines, 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 Jane A. Hines, CMC, 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
Proposers 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 qualifications.
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/RFQ 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/RFQ 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 PROPOSAL DEADLINE:
Proposals must be submitted no later than the time and date shown
within this document.
1.7 SEALED PROPOSALS:
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 Proposals 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.
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
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 5
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 Proposer who has the Contract awarded to it 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 Proposer 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 Proposer 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:
Proposer 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 Proposer 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 Proposer shall be responsible for obtaining and maintaining
throughout the contract period his or her city and county local
business tax receipts. Each Proposer 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
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
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 6
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
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
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 7
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, RFQ 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
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.
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 8
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 injury 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, VENUE AND WAIVER OF JURY TRIAL:
It is agreed that this Agreement shall be governed by, construed and
enforced in accordance with the laws of the State of Florida. In the
event it becomes necessary for either party to initiate legal action
regarding this Agreement venue shall be in the Eleventh Judicial
Circuit in and for Miami Dade County, Florida, for any claims under
state law and in the Southern District of Florida, Miami Division, for
any claims brought in federal court. If either party utilizes such legal
action, including appeals, if necessary, to enforce this Agreement,
the prevailing party shall be entitled to recover its reasonable
attorney’s fees and costs at the pretrial, trial and appellate
levels. Each of the parties hereto hereby knowingly, voluntarily and
intentionally, waives the right which any party may have to a jury trial
in respect of any action, proceeding, litigation or counterclaim based
hereon or arising out of, under, on or in connection with this
Agreement or any course of conduct, course of dealing, statements
(whether verbal or written) or actions of either of party.
1.41 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.
1.42 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.
1.43 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.
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 9
Section 2
Special Terms and Conditions
2.1 PURPOSE OF PROPOSAL
The City of Sunny Isles Beach, Florida, (the "City") a municipality located in Miami -Dade County
Florida, requests qualified Proposers ("Proposers") to submit proposals for a “Non-Hosted” and/or
“Hosted/Cloud Based” Employee Time and Attendance System ("System"). The contract will be
awarded by the City to the Proposer whose proposal best serves the interests of, and represents
the best value to, the City in accordance with the criteria set forth in Section 62-8 of the City Code.
2.2 PRE-PROPOSAL CONFERENCE
A Pre-Proposal conference will not be scheduled for this RFP.
2.3 TERM
Initial contract year beginning January 1, 2017, renewable annually.
2.4 METHOD OF AWARD
Contract shall be awarded to the most responsible and responsive proposer whose proposal best
serves the interest of and represents the best value to the City in accordance with Section 62 -8 of
the Code of Ordinances of the City of Sunny Isles Beach.
2.5 PRICE
If a Non-Hosted System, all software and implementation on a guaranteed maximum bid basis,
maximum not to exceed price for data conversion services as necessary, and all support services
on a guaranteed maximum bid basis. Support costs shall remain fixed and firm through the first
three years of the contract, with adjustments thereafter not exceeding CPI measured annually. If
a Hosted/Cloud-Based System, Per Employee Per Month rates (including support, maintenance
and upgrades), all implementation on a guaranteed maximum bid basis, all supp ort services on a
guaranteed maximum bid basis, and maximum not to exceed price for data conversion services as
necessary. Per Employee Per Month rates shall remain fixed and firm through the first three years
of the contract, with adjustments thereafter not exceeding CPI measured annually. Implementation
and data conversion costs should be thoroughly detailed.
2.6 DELIVERY
Definite Delivery
2.7 INSURANCE
2.7.1 Comprehensive General Liability Insurance
Contractor shall be required to purchase, maintain, and keep in full force, effect, and good
standing, Comprehensive General Liability with primary limits of One Million Dollars
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 10
($1,000,000.00) during the initial and any renewal term of this Agreement. Coverage must
be afforded on a form no more restrictive than the latest edition of the Comprehensive
General Liability policy, without restrictive endorsements, as filed by the Insurance
Services Office, and must include:
Premises and Ongoing Completed Operations – on a primary and non-contributory
basis including waiver of subrogation on behalf of the City of Sunny Isles Beach.
Independent Contractors
Broad Form Property Damage
Broad Form Contractual Coverage applicable to this specific Contract, including
any hold
Harmless and/or indemnification agreement
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
2.7.2 Workers Compensation Insurance
Worker's Compensation Insurance for statutory obligations imposed by Worker's
Compensation or Occupational Disease Laws, including, where applicable, the United
States Longshoremen's and Harbor Worker's Act, the Federal Employers’ Liability Act and
the Homes Act. Employer's Liability Insurance shall be provided with a minimum of Five
Hundred Thousand Dollars ($500,000.00) per accident. Contractor agrees to be
responsible for the employment, conduct and control of its employees and for any injury
sustained by such employees in the course of their employment.
2.7.3 Cancellation and Re-Insurance
If any insurance should be cancelled 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.
2.8 FEDERAL AND STATE REULATIONS
The successful Proposer shall comply with all federal, state and local rules and regulations, and
any other laws that would apply to operating a similar type of business.
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 11
Section 3
Scope of Services / Technical Specifications
3.1 SCOPE OF SERVICES
The City of Sunny Isles Beach is seeking to purchase a “Non-hosted Time and Attendance System”
or subscribe to a “Hosted/Cloud Based Time and Attendance System ” either of which must
integrate with the City’s Edmunds MCSJ application (current installed version 3.3). The proposed
system must be one that has been implemented in a similar governmental environment of similar
size and complexity as the City of Sunny Isles Beach. The City is also seeking implementation ,
support and data conversion services for the selected application.
3.2 INTENT
The City of Sunny Isles Beach is requesting propo sals from qualified vendors for the purpose of
purchasing or subscribing to an automated time and attendance system for use by the employees
of the City of Sunny Isles Beach.
3.3 SCOPE OF WORK
3.3.1. The Automated Time and Attendance System must have a built-in import / export function
specifically designed to interface with Edmunds MCSJ, in a Microsoft SQL Server
Database environment. The vendor must provide examples where their system is currently
used in a live environment to interface with Edmunds MCSJ or a similar system, and
provide assurance such interface shall function to meet the needs of the City.
3.3.2. The Time and Attendance System must allow the MCSJ system to feed information into
the T&A system each pay period, pertaining to Employee records, Leave accruals, Job or
Pay Codes. The system must feedback to MCSJ, each pay period, all approved Time and
Attendance records as approved by both Departmental Supervision and the Payroll
Department.
3.3.3. The Time and Attendance System MUST provide a detailed audit trail whereby Finance /
Payroll management and Audit staff may track attendance records and changes related to
any individual or group timekeeping records.
3.3.4. The Time and Attendance System must provide multiple levels of supervisory approval
with a workflow based oversight of groups and sub-groups within our organization. It is
preferred that the supervisor be required to approve each employee’s time entry
individually, not approve time entry without individual review.
3.3.5. The Time and Attendance System must provide user based security to control access to
specific departments, groups, and levels of specific employee and departmental
information.
3.3.6. The Time and Attendance System must allow employees and supervisors to enter multiple
pay or job codes during the work day. The pay or job codes must have a relation to the
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 12
same job codes in the City’s MCSJ system. Preference will be given to a system which can
do so without remapping or cross referencing codes.
3.3.7. The Time and Attendance System must provide for scheduling employees on multiple
shifts with pay differentials or premiums.
3.3.8. The City desires an annual support/maintenance structure that will be inclusive of all future
support and upgrades of the proposed system (non-hosted or hosted options, both).
3.3.9. The system must comply with all Fair Labor Standards Act and City payroll policies and
procedures.
3.3.10. The City desires real-time updating of time and attendance records within the proposed
solution. The method by which employees may enter time should be via Windows devices
(i.e. PC, tablet), IPads or Smart Phones. Geotracking is desirable but not mandatory.
3.3.11. The system must maintain all data for inactive employees indefinitely; if archiving is
required, details must be provided.
3.3.12. All data remains the property of the City and must be available for export in an open format
should we ever wish to change to another system.
3.4 TECHNICAL SPECIFICATIONS
3.4.1 General
The City of Sunny Isles Beach currently utilizes Stromberg Enterprise Time and Attendance
application. The Stromberg system components (ETimeClock, ETimeEntry, ETimeSheets,
and ESupervisor) are used to account for time for all employees of the city, as well as to
track volunteer time. Stromberg is currently integrated with the City’s existing Edmunds
MCSJ (ERP) system, version 3.3 (system includes Financial, Human Resource, and
Payroll modules). The City of Sunny Isles Beach is seeking to replace the current
Stromberg system with either a purchased non-hosted software solution or a subscription
based system hosted by the vendor (i.e. “Hosted/Cloud-Based”).
A. Current number of ACTIVE Full Time & Part Time employees utilizing our existing Time
& Attendance System – approximately 270 (information on terminated employees is
maintained indefinitely)
B. Current number of ACTIVE Volunteers utilizing our existing Time & Attendance System
– approximately 20 (information on terminated volunteers is maintained indefinitely)
C. Current number of Supervisory or Payroll department Positions utilizing Time &
Attendance software access – 60 with the potential of up to 300 simultaneous users in
the system at one time.
D. Current number of facility locations – 3
E. Number of Work/Pay Rules – 6
F. Number of Pay Codes – 82
G. Number of Departments – 26
H. Number of Shifts (broken by department) – 3
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 13
I. Currently, City of Sunny Isles Beach generates Bi-weekly payroll; time entry/capture
may be daily, weekly or bi-weekly depending on employee group(s)
J. Currently utilizes activity codes, department codes and pay rules across three shifts /
day for multiple facilities with independent sets of rules and job codes.
K. Current system capable of supporting multiple groups of employees (including Union,
Non Union salary, Non Union hourly and Per Diem) while having different shift and
weekend differentials for each group. Specifically, police department has complex
rules for union employees which must be accommodated.
L. Current T&A system allows for the export of data into Microsoft Excel in CSV (comma
separated value).
M. Current system automatically accommodates changes from standard time to daylight
savings time and vice versa.
3.4.2 Required Pricing
3.4.2.1 Bidders of Non-Hosted System
A. Base price for core system including installation on a City provided server. If
multiple servers are required, additional server pricing must be clearly
identified and be included in vendors bid response.
B. Price for any add-on modules required to meet the general requirements set
forth by the City, and these costs are to be clearly defined in vendors bid
response.
C. Vendor to include the cost of any third-party software (and licensing)
necessary for implementing vendors proposed Time and Attendance solution.
D. Vendors will provide a level of technical/customer support to City of Sunny
Isles Beach which at a minimum will provide for 8 AM – 5 PM Eastern Standard
Time (M-F) phone support utilizing a toll free number. Bids will include all
pricing for “Year One” Support/Upgrade and maintenance services from the
“Go Live” date renewable on an annual basis. Vendors bid will clearly define
the cost associated to this support and the level of service that it includes.
Vendors will be required to set fixed pricing for the reoccurring
Support/Upgrade and Maintenance costs for years “Two” and “Three” and
provide these costs to the City with their bid recommendation. Vendors may
offer higher levels of support to City of Sunny Isles Beach but as an optional
cost listed outside the required bid pricing.
E. Vendor to include the costs for any other required Time and Attendance related
hardware, not including personal computers (i.e.: Time Clocks, Time Clock
related battery backup systems, etc.).
F. Final cost to include the creation of all required activity, department, group,
labor, pay, and/or work rules or codes necessary to duplicate the City’s existing
Time and Attendance system. This cost is to be clearly outlined in vendors bid
response.
G. Installation, configuration and testing of required Interface to the City’s
Edmunds MCSJ Payroll/Human Resources application (installation &Testing
of this payroll interface to occur on non-payroll week)
H. Cost to include Training for up to 60 Time and Attendance application users &
3 IT Department staff.
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 14
I. Cost of any necessary data conversion(s) to move any required rules or data
over to the proposed system to be included in vendors bid response.
J. Vendors bid response shall be all-inclusive. Any and all expenses incurred by
the bidder during the implementation of the proposed Time & Attendance
System shall be the sole responsibility of the bidder. The City will not honor
requests for so-called reimbursable expenses since it seeks to be provided an
“All-Inclusive” bid price.
K. Vendors bid response shall include the requested payment schedule. Please
note the City will require the vendor agree to a holdback/final retainage
payment of no less than 10% which will not be payable until satisfactory
completion of installation and training has occurred, typically within 60 days
after “go-live.”
3.4.2.2 Bidders of Hosted/Cloud-Based System i.e. Subscription
A. Monthly per Employee/Volunteer subscription price for system access.
B. Price for any add-on modules required to meet the general requirements set
forth by the City, and these costs are to be clearly defined in vendors bid
response.
C. Vendor to include the cost of any third-party software (and licensing)
necessary for implementing vendors proposed Time and Attendance solution.
D. Vendors will provide a level of technical/customer support to City of Sunny
Isles Beach which at a minimum will provide for 8 AM – 5 PM Eastern Standard
Time (M-F) phone support utilizing a toll free number. Bids will include all
pricing for “Year One” Subscription, Support/Upgrade and maintenance
services from the “Go Live” date renewable on an annual basis. Vendors bid
will clearly define the cost associated to this support and the level of service
that it includes. Vendors will be required to set fixed pricing for the reoccurring
Support/Upgrade and Maintenance costs for years “Two” and “Three” and
provide these costs to the City with their bid recommendation. Vendors may
offer higher levels of support to City of Sunny Isles Beach but as an optional
cost listed outside the required bid pricing.
E. Vendor to include the costs for any other required Time and Attendance related
hardware, not including personal computers (i.e.: Time Clocks, Time Clock
related battery backup systems, etc.).
F. Final cost to include the creation of all required activity, department, group,
labor, pay, and/or work rules or codes necessary to duplicate the City’s existing
Time and Attendance system. This cost is to be clearly outlined in vendors bid
response.
G. Installation, configuration and testing of required Interface to the City’s
Edmunds MCSJ Payroll/Human Resources application (installation &Testing
of this payroll interface to occur on non-payroll week)
H. Cost to include Training for up to 60 Time and Attendance application users &
3 IT Department staff.
I. Cost of any necessary data conversion(s) to move any required rules or data
over to the proposed system to be included in vendors bid response.
J. Vendors bid response shall be all-inclusive. Any and all expenses incurred by
the bidder during the implementation of the proposed Time & Attendance
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 15
System shall be the sole responsibility of the bidder. The City will not honor
requests for so-called reimbursable expenses since it seeks to be provided an
“All-Inclusive” bid price.
K. Vendors bid response shall include the requested payment schedule. Plea se
note the City will require the vendor agree to a holdback/final retainage
payment of no less than 10% which will not be payable until satisfactory
completion of installation and training has occurred, typically within 60 days
after “go-live.”
3.5 DESCRIPTION OF GOVERNMENT
The City of Sunny Isles Beach serves an area of approximately 1.78 square miles with a population
of approximately 21,946. The City of Sunny Isles Beach's fiscal year begins on October 1 and ends
on September 30.
The following divisions/departments provide direct services to the citizens and their activities are
accounted for through the General Fund, Special Revenue Funds, and an Enterprise Fund:
Community Development (Building, Planning & Zoning, Code Enforcement, Parking
Enforcement)
Cultural and Community Services (Transportation, Parks Maintenance, Athletics, Visitor
Center, CCS Administration)
Public Safety (Police, Ocean Rescue)
Public Works (Public Works Administration, Facilities Maintenance, Fleet Maintenance,
Construction, Streets Maintenance, Storm water Operations)
The following departments provide internal support services to the above departments. They are
also accounted for through the General Fund:
City Commission
City Manager
City Attorney
City Clerk
Finance
Human Resources
Risk Management
Information Technology
The City of Sunny Isles Beach does not have any Internal Service Funds. The City of Sunny Isles
Beach has a total payroll of approximately $16.4 million covering two hundred seventy (270)
employees.
The City of Sunny Isles Beach's Government is comprised of 26 departments. The total general
fund budget is approximately $57 million.
More detailed information on the government and the finances can be found in the City's Adopted
Budget Document, the Annual Financial Report and Code of Ordinances available in the City
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 16
Clerk's Office and the Finance Department, located at Sunny Isles Beac h Government Center or
online at www.sibfl.net
Pension Plans
Component Units
The City of Sunny Isles Beach is the primary reporting entity and has no other component units
that fall within its governance.
Finance Department Operations
The Finance Department has seven employees and is headed by the Finance Director. The
Finance staff positions are as follows:
Function
Number of
Employees
Finance Director 1
Assistant Finance Director 1
Senior Accountant 1
Purchasing Agent 1
Accounting Technician 2
Administrative Assistant 1
In addition, the City’s Sr. IT Analyst and IT Analyst will be available to assist as needed in providing
any systems documentation and explanations.
Computer Systems
Virtual server running on VMWare 5.5 platform with the following specs:
2 CPU's
8 GB Memory
Hard Disk 1 (C:) 40GB
Hard Disk 2 (E:) 40GB
Operating System: Windows 2008 R2 Standard
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 17
Financial Software: Edmunds MCSJ (v 3.3)
Database: Separate server running SQL 2012
Daily backups onsite and offsite
3.6 PROPOSAL REQUIREMENTS AND FORMAT
Submission of Proposals
Proposals shall be as thorough and detailed as possible so that the City may properly evaluate the
capabilities of respective vendors to provide the required system. All submittals by Proposers shall
specifically address the following issues.
Technical Qualifications
a. Provide a brief Vendor profile, including location, the business legal status (corporation
partnership, etc.), date the business was formed.
b. Provide qualifications and experience of employees to be assigned to the implementation team.
c. Describe the Vendor's experience in providing Time and Attendance solutions to Florida local
governments.
d. Indicate the Vendor's experience integrating their Time and Attendance system with
MCSJ/Edmunds financial system software.
Schedule for Implementation of Time and Attendance System
The City of Sunny Isles Beach requests an implementation time schedule be provided by the
Vendor as part of the submittal. The City’s targeted “GO LIVE” date shall be no later than January
1, 2017. (We anticipate capturing time on the new time and attendance system for the pay period
beginning 1/1/2017 and ending 01/14/2017, to be paid on check date 1/20/2017).
References
The City of Sunny Isles Beach requests a list of a minimum of three current client references who
are utilizing the system(s) being proposed, preferably similar governmental entities of similar size
and complexity as the City of Sunny Isles Beach.
Pricing
Vendors response shall include the requested payment schedule. Please note the City will require
the Vendor agree to a holdback/final retainage payment of no less than 10% which will not be
payable until satisfactory completion of installation and training has occurred, typically not until 60
days after “go-live.” Pricing should accommodate normal fluctuation in number of “active”
employees due to growth/changes and clearly state impacts of such.
Additional Terms and Conditions
There is no expressed or implied obligation for the City of Sunny Isles Beach to reimburse
responding firms for any expenses incurred in preparing proposals in response to this request. The
City of Sunny Isles Beach reserves the right to reject any or all proposals submitted. Submission
of a proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 18
and specifically noted in the proposal submitted and confirmed in the contract between the City of
Sunny Isles Beach and the firm selected.
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 19
Section 4
Evaluation and Negotiations
4.1 Evaluation
Proposals will be evaluated using the following criteria. Vendors meeting the mandatory minimum
criteria will have their Proposals evaluated for technical qualifications. The following represent the
principal criteria that will be considered during the evaluation process.
Mandatory Elements
The Vendor adheres to the instructions in this Request for Proposal for preparing and
submitting the Proposal.
Technical Qualifications
Vendor expertise and experience.
The Vendor’s technical experience with local government or comparable governmental units
in the State of Florida
The professional competence of the implementation team assigned to the engagement.
The quality of the Vendor's support personnel to be available for technical consultation.
Information received from references regarding Vendor and assigned staff.
Information from interviews, if requested of Vendors, either in person or by telephone, if
deemed appropriate by the Finance and IT teams.
Schedule for Implementation
Pricing
Optional Elements (to be scheduled by the City as deemed relevant)
Vendor system demonstrations
On-site visits to Vendor current clients
4.2 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.
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.
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 20
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. 16-04-03 21
Section 5
PROPOSAL SUBMITTAL FORM
The undersigned Proposer agrees, if this Proposal is accepted, to enter into an agreement with the City of
Sunny Isles Beach to perform and furnish all Services as specified or indicated in the Contract Documents
for the Contract Price and within the Contract Time indicated in this Proposal and in accordance with the
terms and conditions of the Contract Documents.
The Proposer accepts all of the terms and conditions of the Request for Proposal. This Proposal will remain
subject to acceptance for 90 days after the day of Proposal opening. The Proposers agrees to sign and
submit the Agreement with the other documents required by the RFP within ten days after the date of the
City’s Notice of Award.
In submitting this package, the Proposer represents:
The Proposer acknowledges the City has the right to reject any or all Proposals, to accept
any Proposal, and to waive any informality or irregularity in the Proposals received.
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 shall guarantee all of the Work performed under this Agreement to be done
in accordance with the RFP specifications and related documents including the established
schedule for implementation.
The Proposer shall obtain and maintain proper insuran ces and furnish proof of insurance.
This Proposal 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 package; the
Proposer has not solicited or induced any person, firm or corporation to refrain from
submitting a proposal;; and Proposer has not sought by collusion to obtain for itself any
advantage over any other Proposers or over the City.
Proposed Time and Attendance System must be able to work effectively across a wide area network.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 22
Proposed Time and Attendance System must have an automated interface with our financial and payroll
software, Edmunds MCSJ (in a Microsoft SQL Server Database Environment) – import/export functionality
(see 3.3.1, 3.3.2).
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The Time and Attendance system should be a scalable “off -the-shelf” stand-alone software package or
hosted subscription, offering detailed, user-defined reporting and information filtering.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
Final bid pricing includes the creation of all required activity, department, group, labor, pay and/or work
rules or codes necessary to duplicate the City’s existing Time and Attendance System.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must have the capability of entering/capturing/tracking/viewing employee hours and overtime
in real-time (3.3.10), with a detailed audit trail (3.3.3) for management and audit purposes.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 23
The system must have the capability for viewing employee information by employee (i.e. leave balances,
time entry, schedules, etc.) from both a computer or from an application (for IPads/smartphones) (3.3.10).
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must have the capability for entering employee information by employee (i.e. time off requests,
time entry) from both a computer or remotely from an application or website (for
IPads/smartphones)(3.3.10).
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must be able to track and allow time usage/entry for multiple types of job/pay codes (3.3.6) and
multiple types of leave – vacation, sick, compensatory, floating holiday, administrative, etc - (accrued in
ERP system, imported to T&A)
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must allow multiple approval levels (3.3.4); system must allow supervisor to assign temporary
timekeeping responsibility to another employee/supervisor.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 24
The system must be capable of restricting supervisor access to a specific group of assigned employees;
supervisor should be able to correct a timesheet for any employee within their assigned area of
responsibility, with notes of explanation for the change (3.3.5).
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must allow supervisors to review and approve each in dividual timesheet. The City prefers not
to have “mass” approvals (if in system, can it be blocked?) – review and individual approval is desired.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must allow for programming of adequate “payroll rules” to enforce standard timekeeping, shift
and pay policies.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system should have employee scheduling functionality (3.3.7), along with citywide holiday scheduling
(i.e. the calendar of holidays should be programmable by employee group (full-time, part-time) to prevent
incorrect time entry by employees).
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 25
The system should have the capability to retain data for inactive or terminated employees/volunteers; it
should not limit access to employee time sheet historical data, but should prevent data changes to
closed/paid periods which have been exported to the ERP and finalized.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must provide the ability to export all reports and data to multiple formats (Microsoft Excel .xls
(mandatory), Adobe .pdf, Text .txt)
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must provide a reporting functionality that will contain a useful number of standard reports, and
the ability to generate those reports through multiple criteria filters; it is desired that the system contain a
query tool for custom queries and reports.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
The system must provide adequate security to restrict employee, supervisor access (3.3.5) appropriately
to their respective information and/or assigned employees; must allow for quick security changes when
employees terminate to prevent access. Describe your system security capabilities.
Included: ☐ Not Included: ☐
Comments:__________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 26
☐ Attachment A, Hardware & Software Requirements, completed and enclosed
☐ Attachment B, Examples of Similar Implementations, enclosed
☐ Attachment C, Company Profile and Time & Attendance System Details, included and enclosed
☐ Attachment D, Training and Technical Support Details, included and enclosed
☐ Attachment E, Maintenance and Support Agreement, included and enclosed
Non-hosted software option ☐ :
All required software, installation/configuration and support services etc. and in general all work required
for the proper installation and maintenance of a new Time and Attendance System, which will fully integrate
with the City’s Edmunds/MCSJ program will be provided at the following guaranteed maximum bid prices:
All T&A system software installation/configuration services, Edmunds/MCSJ
integration and year one support on a guaranteed maximum bid price of: $
All required system training for up to 60 T&A system users as well as 3 IT
department staff will be provided at a guaranteed maximum bid price of: $
All required data conversion services to convert historical data in existing
Stromberg system to either a historical database with read access or migrate
data into new T&A system
$
Total Year One purchase cost of proposed Time and Attendance system $
Year Two Annual Cost for Support/Upgrade/Maintenance Services $
Year Three Annual Cost for Support/Upgrade/Maintenance Services $
Other Costs, if any (please provide details) $
Hosted/cloud-based subscription option: ☐
All T&A system setup/configuration services, Edmunds/MCSJ integration on a
guaranteed maximum bid price of: $
All required system training for up to 60 T&A system users as well as 3 IT
department staff will be provided at a guaranteed maximum bid price of: $
All required data conversion services to convert historical data in existing
Stromberg system to either a historical database with read access or migrate
data into new T&A system
$
Year One Per Employee Per Month cost of subscription (300 Users/12 months) $
Total Year One cost of proposed Time and Attendance system $
Year Two Per Employee Per Month cost of subscription (300 Users/12 months) $
Year Three Per Employee Per Month cost of subscription (300 Users/12
months)
$
Other Costs, if any (please provide details) $
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 27
I hereby agree to substantially complete the implementation of either option bid above in accordance with
the timeline provided, with a GO-LIVE DATE no later than January 1, 2017.
The undersigned certifies under penalties of perjury that this submission has been made in good faith and
without collusion or fraud with any other person. In submitting this proposal, the Vendor agrees that no
person acting for or employed by the City, has a direct or indirect financial interest in the proposal or in any
portion of the profits, which may be derived there from. As used in this certification, the word “person” shall
mean any natural person, business, partnership, corporation, union, committee, club, or other organization,
entity or group of individuals. The undersigned further certifies that he/she is a representative of the Vendor
duly authorized to bind the Vendor to the terms and conditions of this proposal.
Exact Legal Company Name: ___________________________________________________________
Business Name (dba), if any: ____________________________________________________________
Street Address: _______________________________________________________________________
Mailing Address (if different): ______________________________________________________________
Telephone No.: ____________________________________________________
Fax No.: __________________________________________________________
Email Address: ____________________________________________________
FEIN No.:_________________________________________________________
*By signing this document the bidder agrees to all Terms
Authorized Signature: _______________________________________________
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. 16-04-03 28
ATTACHMENT A
HARDWARE AND SOFTWARE REQUIREMENTS
SERVER: Minimum Requirements: Recommended Requirements:
Operating System
Processor Speed
Memory (RAM)
Hard Drive Space
RAID Requirements
Other
CLIENT/WORK STATION: Minimum Requirements: Recommended Requirements:
Operating System
Processor Speed
Memory (RAM)
Hard Drive
Internet Browser
Display Requirements
Other
SOFTWARE: Minimum Requirements: Recommended Requirements:
(Requirements if necessary)
Database Engine
Other
PRINTERS: Minimum Requirements: Recommended Requirements:
(Requirements if necessary)
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 29
ATTACHMENT B
Examples of Similar Implementations (preferably integrating with
Edmunds/MCSJ)
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 30
ATTACHMENT C
Company Profile and Time & Attendance System Details
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 31
ATTACHMENT D
Training and Technical Support Details
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 32
ATTACHMENT E
Maintenance & Support Agreement
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 33
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 PROPOSAL
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 PROPOSAL
COMPANY NAME: _____________________________________________________________________
SIGNATURE: ______________________________________________
TITLE: __________________________________________
DATE: ________________
City of Sunny Isles Beach |Request for Proposal No. 16-04-03 34
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 1 of 7
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 2 of 7
10/1998
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
______________________________________
Print or Type Commissioned Name
Personally Known __________ OR Produced Identification __________
Type of Identification Produced ________________________________
3 of 7
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 4 of 7
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: Landscape Maintenance Services. 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 _____________________________________, 2010.
_________________________________ _________________________________
AFFIANT Print or Type Name and Title
Sworn to and subscribed before me this _____ day of ______________________, 2010.
Personally Known ________ OR
Produced Identification ________; Type of Identification _________________________
__________________________________
NOTARY PUBLIC STATE OF FLORIDA
DECEMBER 28, 2010 5 of 7
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 6 of 7
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 7 of 7