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Section 1 General Description of Services

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Section 1 General Description of Services PURPOSE: The City of Cocoa Beach is seeking the support of multiple Consultants for a wide range of Geographic Information System (GIS) services and related tasks.
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Section 1 General Description of Services PURPOSE: The City of Cocoa Beach is seeking the support of multiple Consultants for a wide range of Geographic Information System (GIS) services and related tasks. The Consultant may utilize sub-consultants. The Consultant shall function as an extension of the City of Cocoa Beach by providing qualified technical and professional personnel to perform the duties and responsibilities assigned under this Contract for General GIS Services. Florida Statute , Consultants Competitive Negotiation Act shall be followed to secure the required consulting engineering firm(s). For continuing contracts, firms shall provide professional services to the City for projects in which construction costs do not exceed $2,000,000 or for study activity when the fee for such professional services does not exceed $200,000. The City of Cocoa Beach shall request Consultant services on an as needed basis. There is no guarantee that any or all of the services described in the following Scope of Services will be assigned during the term of this Agreement. Further, the Consultants are providing these services on a nonexclusive basis. The City of Cocoa Beach, at its option, may elect to have any of the services set forth herein performed by Consultants through other Agreements or by City of Cocoa Beach staff. Except as provided for in this Agreement, it shall be deemed a conflict of interest for the Consultant to bid for, contract or otherwise provide services to the City on any future Agreement for other services related to GIS for which the Consultant provides services under this Agreement. These services shall include any and all GIS projects. 1 GENERAL SCOPE OF SERVICES: Consultant shall provide to City, GIS services in all phases of the work to which this GIS Services Agreement applies. The exact nature and magnitude of the required professional services cannot be defined precisely at the time of entering into this Agreement. The services to be performed by Consultant will be set forth in the scope of services described in Work Orders (also called Service Orders) to be issued by CITY from time to time. This shall include, at a minimum, the following services: A complete installation of the cloud base ArcGIS web portal to facilitate the City s GIS services. Preferably the deployment of GIS server or web GIS sites on Amazon Web Services (AWS). The portal should host the web maps which can be accessed from various platforms such as Desktop computer, tablet, cell phones. The maps published on the portal should be compatible with different operating systems. The City will require assistance to provide training to the respective City personnel and updating the software to the latest version. Special Tasks orders for the Development of GIS layers for various applications. The above list is not intended to be exclusive; other services will likely to be sought as the need arises. MINIMUM QUALIFICATIONS The minimum qualifications for a responsive submittal include the following: Preferably a minimum of five (5) years of experience, providing web-based GIS services to municipal cities. Business Partnership with ESRI s product or at least posses software license for ArcGIS. Demonstrable experience with ESRI s ArcGIS for Server/Portal for ArcGIS. 2 Section 2 General Conditions, Instructions & Information 1. PROPOSAL INSTRUCTIONS A. The Proposer is directed to deliver sealed proposals to the Chief Financial Officer's Office, City of Cocoa Beach, and 2 South Orlando Avenue, Cocoa Beach, Florida, until Friday, March 25th at 2:00 P.M. Local Time. All proposals shall be confidential pursuant to FS, Chapter 119, entitled Public Records, Paragraph The Proposal must show the bid number, bid name, time and date of the bid opening on the outside of the sealed bid package. Delivery of sealed proposals to the Chief Financial Officer's Office on or before the above date is the responsibility of the Proposer. Late proposals will not be accepted. The Chief Financial Officer or designee will be the official authority for determining late submissions. The City reserves the right to waive any irregularity or informality in the proposals received, to determine, in its sole discretion, whether or not informality is minor, to reject or accept any or all proposals and to select the winner based on criteria which serves the best interest of the City of Cocoa Beach. B. It is the Proposer's responsibility to read and understand the requirements of this solicitation of proposal. Proposers are required to state exactly what they intend to furnish to the City via this solicitation and must indicate any variances to the terms, conditions and specifications of this proposal, no matter how slight. If variations are not stated in the proposal, it shall be construed that the proposal fully complies with all conditions identified in this proposal. The Proposer shall submit one (1) ORIGINAL and four (4) copies of the proposal. The proposal and pricing must be in separate envelopes, but may be included in a single shipping or delivery package. Additionally, the entire bid package must be submitted on a flash (jump) drive in PDF format, with one (1) document in PDF format that is an exact duplicate of the hard copy submittal. The ORIGINAL proposal must be manually and duly signed in ink by a Corporate Officer, Principal, or Partner with the authority to bind the bidding company or firm by his/her signature. The Proposer must initial proposals having erasures or corrections in ink. C. All prices, terms and conditions quoted in the submitted proposal will be firm for sixty (60) days from the date of the proposal opening unless otherwise stated. D. Should any Proposer find any part of the specifications, terms, and conditions to be discrepant, incomplete, or questionable in any respect, it shall be the responsibility of the Proposer to call such matters to the attention of the City immediately upon receipt of the Request for Proposal. 3 2. PROPOSAL SUBMISSIONS All proposals shall be submitted in accordance with Section 3 (Instructions for Preparing Proposals). Proposers are advised to carefully follow the instructions listed in Section 3. Failure to provide requested information will result in disqualification of response. 3. SCHEDULE OF EVENTS The Schedule as listed below is the City s intended course of action for this project. The City will follow the schedule to the extent possible; however, the City reserves the right to change both the sequence and timing if deemed necessary. THURSDAY, 02/25/16 FRIDAY, 03/11/16 FRIDAY, 03/25/16 FRIDAY, 04/08/16 Mandatory Pre-Bid Deadline for Written Questions Deadline for Submission/Public Bid Opening Project Award MANDATORY PRE-PROPOSAL MEETING A mandatory pre-proposal conference will be held Thursday, February 25, 2016 at 10 AM at the Public Works Complex, 1600 Minutemen Causeway, Cocoa Beach, FL This Pre-Proposal meeting will allow all Proposers the opportunity to bring forward any questions concerning this proposal. All interested parties are required to attend. Any proposal received from any firm other than firms represented at the conference will be disqualified from consideration. 4. PUBLIC OPENING A. All proposals will be publicly opened immediately following the deadline for submission of the proposals. The purpose of the public proposal opening is for a reading of proposals received. No award will be made or implied at this time. Proposal documents will not be reviewed at the opening. No discussion of any nature concerning the proposals will be entered into at this time. B. A copy of the proposal tabulation will be available for viewing on the City s website upon completion of the recommended award. 4 5. CONTRACT AGREEMENTS The City anticipates entering into contracts with the Proposers who submit the proposals judged by the City to be in the best interest of the City. The City anticipates awarding multiple contracts. This Request for Qualifications does not constitute an offer or a contract with the Proposer. A contract shall not exist until approved by the appropriate levels of authority in the City are properly executed. The Request for Qualifications shall be included in and be made a part of the final award. 6. CLARIFICATIONS OF THE PROPOSAL The Proposer shall examine all Request for Qualifications documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning clarification or solicitation for additional information shall be submitted in writing to the City of Cocoa Beach, GIS Department, Wayne Carragino, office (321) , fax (321) All questions received shall be answered in writing by written addendum. The deadline for written questions shall be Friday, March 25 th WITHDRAWAL OF PROPOSAL Any Proposer may withdraw its bid prior to the indicated opening time. The request for withdrawal must be submitted in writing to the Chief Financial Officer's office. After the deadline, proposals become a record of the City and will not be returned to the Proposer. 8. PROPOSAL PREPARATION EXPENSE The Proposer preparing a bid in response to this proposal shall bear all expenses associated with its preparation. The Proposer shall prepare a bid with the understanding that no claim for reimbursement shall be submitted to the City for the expense of bid preparation and/or presentation. 9. QUALIFICATION OF BIDDERS This bid shall be awarded only to responsible bidders, qualified to provide the work specified and who can produce evidence that they have established a satisfactory record of performance for a reasonable period of time; and have sufficient financial support, equipment and organization to insure that they can satisfactorily execute the services if awarded a contract under the terms and conditions stated herein. 5 10. PERFORMANCE Failure on the part of the Proposer to comply with the conditions, terms, specifications and requirement of the bid shall be just cause for the cancellation of the bid award. 11. COLLUSION By affixing its signature to this proposal, the Proposer certifies that its proposal is made without any previous understanding, agreement, or connection with either any previous firms or corporations offering a Bid for the same items, or with the City. The Proposer also certifies that its bid is in all respects fair and without outside control, collusion, fraud, or otherwise illegal action. 12. COPYRIGHTS OR PATENT RIGHTS The Proposer warrants that there has been no violation of copyrights or patent rights in manufacturing, producing or selling the goods shipped or ordered as a result of this proposal. The seller agrees to hold the City harmless for all liability, loss or expense occasioned by any such violation. 13. DRUG FREE WORKPLACE In accordance with Florida Statutes, , preference will be given to businesses with drug free workplace programs; whenever bids are similar in all other respects, and, when a Drug Free Workplace Certification is submitted with the proposal. 14. PUBLIC ENTITY CRIME INFORMATION STATEMENT 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 or perform work as a contractor, supplier, subcontractor, or Consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section for CATEGORY TWO ($15,000.00) for a period of 36 months from the date of being placed on the convicted vendor list. 6 15. DISCLOSURE AND OWNERSHIP OF DOCUMENTS STATEMENT The Proposer must agree to the following regarding disclosure and ownership of documents: A. Public Record. The submitted Proposal and any record, document, computerized information and program, audio or video tape, photograph, other writing, or other record of the selected Proposer(s) related, directly or indirectly, to the work identified in the proposal, or any task necessary to complete the final work product shall be deemed to be a public record whether in the possession or control of the City or the selected Proposer(s). Said public record of the Proposer(s) is subject to the provisions of Chapter 119, Florida Statutes, and may not be destroyed without the specific written approval of the City Clerk. Upon request by the City, the selected Proposer(s) shall supply copies of said records to the City. B. Reuse of Documents. The City for any reason or purpose may reuse all documents or public records prepared by the selected Proposer(s) at any time. C. Ownership of Documents. Upon payment of fees due to the selected Proposer(s), as agreed in the final Contract, all drawings, recommendations, documents, writing, schedule or otherwise, prepared by the selected Proposer(s) in the performance of the scope of work shall be the sole property of the City. The selected Proposer(s) agrees to waive all rights of copyright in said drawings, recommendations, documents, writing, schedule or other instrument produced by the selected Proposer(s) in the performance of the tasks necessary to complete the scope of work. 7 16. INDEMNIFICATION AND INSURANCE REQUIREMENTS A. The successful proposer agrees to comply with all Federal, State and Local laws and regulations applicable to itself, its employees, agents or subcontractors, if any, with respect to the work and services provided. B. The successful proposer must maintain Worker's Compensation insurance as required by State of Florida statutes. The following are required types and minimum limits of insurance coverage that the Contractor agrees to maintain during the Contract period: COVERAGE MINIMUM LIMITS General $ 1,000,000 per incident Professional Liability (if applicable) $ 500,000 Worker's Compensation Statutory C. All insurers must be licensed in the State of Florida and have, at a minimum, a policy holders' rating of A , and a financial class of VII as reported in the latest edition of Best's Insurance Reports, unless the City grants specific approval for an exception. D. Policies provided should be Occurrence, not Claims Made, forms. The Contractor's insurance policies must be endorsed to add the City of Cocoa Beach as an Additional Insured. E. The Contract shall specify that the contractor will indemnify and save harmless and defend the City, their agents, servants and employees from and against any and all claims, liability, losses, and/or cause of action which may arise from any negligent act or omission of the Proposer, its agents, servants or employees in the performance of its services. F. Certificate of Insurance or a binder of coverage is to be provided by the Proposer's liability insurance carrier at the time negotiations of final terms and conditions begin. If the selected firms cannot produce the required insurance coverage, the City will cease negotiations with that firm. 8 Section 3 INSTRUCTIONS FOR PREPARING PROPOSALS Proposers are advised to carefully follow the instructions listed below in order to be considered fully responsive to this RFQ. Proposers are further advised that lengthy or overly verbose or redundant submissions are not necessary. Compliance with all requirements will be solely the responsibility of the Proposer. Failure to provide requested information will result in disqualification of response. The proposal must be submitted on 8 1/2 x 11 bond paper, unbound, stapled (upper left hand corner), three holed punched, unlaminated, numbered, typewritten (no less than11 pt font), with headings, sections, and sub-sections identified appropriately. Proposals are limited to a total of twenty-two (22) pages for submittal Sections 1-5. The proposal must be divided into six (6) sections with references to parts of this PS done on a section number basis, with headings on the divider page of the section on 8 1/2 x 11 bond paper (no card stock). These section dividers will not be included in the page limits and must be blank other than section designation information. The six (6) Submittal Sections shall be in the following order and named: Submittal Sections 1. Required Submittals (maximum 10 pages) 2. Project Approach (maximum 2 pages) 3. Qualifications of Proposed Personnel (maximum 5 pages, single-sided) 4. Similar Project Experience (maximum 3 page single-sided) 5. Innovative/Cost Saving Ideas (maximum 1 page, single-sided) 6. Location of Firm (maximum 1 page, single-sided) 9 SUBMITTAL SECTION 1: REQUIRED SUBMITTALS (TEN [10] single-sided page maximum) A. Formal Notice: This completed first page of this solicitation package will serve as the title page, and is not considered in the total page count for the submittal. 1) Type of Business: The Proposer shall identify the type of business entity involved (e.g.; sole proprietorship, partnership, corporation, joint venture, etc.). The Proposer shall identify whether the business entity is incorporated in Florida, another state, or a foreign country. 2) FEIN: Provide the Federal Employer Identification Number of the Proposer OR SSN: In the case of a sole proprietorship or partnership, provide Social Security numbers for all owners/partners. 3) Principals: The proposal must name all persons or entities serving, or intending to serve as principals in the Proposer s firm. 4) Corporate Information: If a Proposer is a corporation, it must be certified with the Florida Secretary of State and have a corporate status in good standing, and in the case of out-of-state corporation, they must present evidence of authority to do business in the State of Florida upon request. (1 single-sided page maximum) B. Letter of Transmittal: This letter will summarize in a brief and concise manner, the Respondent's understanding of the scope of work and make a positive commitment to perform the work in a timely manner. This letter shall serve as acknowledgement by the Respondent that the requirements of this Request for Proposals can be met, to including but not limited to Insurance Coverage. The letter shall name all of the persons authorized to make representations for the Proposer, including the titles, addresses and telephone numbers of such persons. An authorized agent of the Proposer must sign the Letter of Transmittal indicating the agent s title or authority. (1 single-sided page maximum) C. Summary of Litigation/ License Sanctions: Provide a summary of any litigation, claim(s), or contract dispute(s) filed by or against the Proposer in the past five (5) years which is related to the services that Proposer provides in the regular course of business. List any regulatory or license agency sanctions. The summary shall state the nature of the litigation, claim or contract dispute, a brief description of the case, the outcome or projected outcome, and monetary amounts involved. If no litigation, please state, No Prior Litigation. (1 singlesided page maximum) 10 D. Conflict of Interest Statement: See form included in this package. (1 singlesided page maximum) E. Compliance with the Public Records Law: See form included in this package. (1 single-sided page maximum) F. Taxpayer Identification Number and Certification (W-9 Form): See form included in this package, and return only the first page. (1 single-sided page maximum) G. Drug Free Work Place: See form included in this package. (1 single-sided page maximum) H. Public Entity Crimes: See form included in this package. (2 single-sided page maximum) I. Americans with Disabilities Act Affidavit: See form included in this package. (1 single-sided page maximum) J. Insurance Confirmation: See form included in this package. (1 single-sided page) All required submittals forms sh
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