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City of Tamarac Resolution R-2023-144
TR#14060 12/13/2023 Page 1 of 4 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2023 - I `f� A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO AWARD RFP 23-38R ENTITLED "RECORD CONVERSION SERVICES" TO ADVANCED DATA SOLUTIONS, INC. AND EXECUTE AN AGREEMENT TO PROVIDE RECORDS CONVERSION SERVICES TO THE CITY OF TAMARAC FOR A TOTAL UP TO THE APPROPRIATED BUDGET AMOUNT FOR EACH INDIVIDUAL FISCAL YEAR, FOR AN INITIAL PERIOD OF 36 MONTHS EFFECTIVE WITH THE APPROVAL OF THIS AGREEMENT, WITH TWO (2) ADDITIONAL ONE (1) YEAR RENEWAL OPTIONS AT AN AVERAGE COST OF $55,000.00 A YEAR; AUTHORIZING THE CITY MANAGER TO APPROVE AND EXECUTE ANY SUBSEQUENT OPTIONS FOR EXTENSION OR RENEWAL, ASSIGNMENTS OR CHANGE ORDERS ACCORDING TO SECTION 6-147 OF THE CITY CODE; APPROVING FUNDING FROM THE APPROPRIATE ACCOUNT; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Tamarac is legally required to retain public records for archival and historical purposes ; and WHEREAS, to efficiently reduce the physical storage space needed for these public records, microfilming and document digitizing services for various departmental records is needed ; and WHEREAS, the City of Tamarac formally advertised and issued RFP 23- 38R "Record Conversion Services", (Exhibit 1) ; and WHEREAS, an Evaluation Committee was appointed by the City Manager consisting of the Assistant City Clerk, the Building Department's Administrative TR#14060 12/13/2023 Page 2 of 4 Coordinator and the Community Development's Administrative Coordinator and facilitated by the Financial Services Purchasing Division Procurement Agent which evaluated, rated and narrowed down proposals received to two (2) firms based on each firm's proposal and responses to written questions provided by the Evaluation Committee ; and WHEREAS, the proposal received from Advanced Data Solutions, Inc. (Exhibit 2), received the highest ranking on the Final Evaluation Committee Totals (Exhibit 3); and WHEREAS, it is the recommendation of the City Clerk and the Purchasing/Contracts Manager that RFP 23-38R to purchase Record Conversion Services be awarded to Advanced Data Solutions, Inc. for a 3-year agreement with two 1-year renewal options, to be approved by the City Manager. Agreement is to be funded up to the appropriated budget amount for each individual fiscal year, and that the appropriate City Officials be authorized to execute an Agreement with Advanced Data Solutions, Inc., a copy of said Agreement attached hereto as Exhibit "4"; and WHEREAS, the City Commission of the City of Tamarac, deems it to be in the best interests of the citizens and residents of the City of Tamarac to award RFP 23-38R to purchase Record Conversion Services to Advanced Data Solutions, Inc. and to execute an Agreement for such services. . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA THAT: TR#14060 12/13/2023 Page 3 of 4 SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. All exhibits attached hereto are incorporated herein and made a specific part of this Resolution. SECTION 2: That RFP 23-38R is hereby awarded to Advanced Data Solutions, Inc., for Records Conversion Services and that the appropriate City Officials are hereby authorized to enter into an Agreement with Advanced Data Solutions, Inc., attached hereto as "Exhibit 4" for a period of 36 months with two 1- year renewal options. SECTION 3: Funding is available for the purchase of Records Conversion Services from the appropriate account up to the appropriated budget amount for each individual fiscal year. SECTION 4: The City Manager, or his designee, is hereby authorized to approve and execute any subsequent options for extension and renewal of the agreements or approval of assignments and other amendments to the agreements in accordance with the provisions of the awarded agreement, and to initiate change orders in amounts not to exceed $65,000 per Section 6-147 of the City Code. SECTION 5: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 6: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 7: This Resolution shall become effective adoption. TR#14060 12/13/2023 Page 4 of 4 immediately upon PASSED, ADOPTED AND APPROVED this 13th day of December, 2023. ATTEST: KMBERIIY DILLON, CMC CITY CLERK & __�/l Lko U - t;4 M CHELLE J. GO Z MAYOR RECORD OF COMMISSION VOTE: MAYOR GOMEZ `I DIST 1: V/M BOLTON DIST 2: COMM. WRIGHT JR `' E� DIST 3: COMM. VILLALOBOS —I DIST 4: COMM. DANIEL APPROVED AS TO FORM AND LEGAL SUFFICIENCY FOR THE USE AND RELIANCE OF THE CITY OF TAMARAC ONLY. CITY ATTORNEY TAMARAC Exhibit 1 The City For Your Life of Tamarac Purchasinq and Contracts Division REQUEST FOR PROPOSALS TAMARAC do ,- lm%noiiiiillilo The City For Your Life RFP 23-38R RECORD CONVERSION SERVICES Publish Date: 08/29/2023 All Questions Due: 09/19/2023 by 12:00 PM Proposal Due Date: 09/26/2023 at 3:00 PM Where to Deliver Proposals https://tamarac.bidsandtenders.net City of Tamarac Purchasing Division 7525 NW 88th Avenue Room 108 (954)597-3570 On behalf of the City Clerk's Office Bonds: No Bonds are Required for This Project. TAMARAC The City For Your Life of Tamarac Date: August 29, 2023 Purchasina and Contracts Division RFP NO. 23-38R ADVERTISEMENT REQUEST FOR PROPOSALS RFP 23-38R RECORD CONVERSION SERVICES ALL QUALIFIED PROPOSERS: The City's e-Procurement website bidsandtendersTM shall receive sealed Proposals for the above referenced RFP before 3:00 PM EST local time, Tuesday, September 26, 2023. Interested parties shall submit packages to: https://tamarac.bidsandtenders.net. ALL QUALIFIED FIRMS: The City of Tamarac is soliciting proposals on behalf of the City Clerk's Office to obtain the services of a qualified firm to provide all labor, materials, equipment, and incidentals necessary to perform record conversion services. All questions must be submitted electronically through the City's e-procurement system by no later than 12:00 PM, September 19, 2023. The City's solicitation management system will not accept electronic responses after 3:00 p.m. with no exceptions. Any uncertainty regarding the time a submittal is received will be resolved against the submitting vendor. Proposer shall be required to register with bidsandtendersTM at https://tamarac.bidsandtenders.net to obtain access to the proposal documents and submit their electronic response. Additionally, all written inquiries shall be submitted through bidsandtendersTM, and all written addenda shall be communicated through bidsandtendersTM as well. For questions regarding any procurement function of the process, contact the Purchasing & Contracts Division Office at (954) 597-3570. Local Tamarac Vendors, Broward County Certified Business Entities, Minority -Owned, Woman -Owned, Veteran -Owned, and Small Business Enterprises are encouraged to respond to this solicitation. City reserves the right to reject any or all Proposals, to waive any informalities or irregularities in any Proposals received, to re -advertise for RFP's, to award in whole or in part to one or more Proposers; or take any other such actions that may be deemed to be in the best interests of the City. Armanda Erdle Procurement Agent Publish Sun -Sentinel: 09/01/2023 2 TAMARAC The City For Your Life of Tamarac Table of Contents Table of Contents and Contracts Division REQUEST FOR PROPOSALS..................................................................................................... 1 ADVERTISEMENT REQUEST FOR PROPOSALS...................................................................... 2 Tableof Contents ......................................................................................................................... 3 REQUEST FOR PROPOSALS..................................................................................................... 7 I. INTRODUCTION ................................................................................................................ 7 II. INFORMATION .................................................................................................................. 7 III. SCHEDULE OF EVENTS............................................................................................... 7 IV. INSTRUCTIONS TO OFFERORS FOR REQUESTS FOR PROPOSAL (RFP) .............. 8 1. AUTHORITY............................................................................................................... 8 2. DEFINED TERMS....................................................................................................... 8 3. SPECIAL CONDITIONS.............................................................................................. 8 4. EXAMINATION OF CONTRACT DOCUMENTS AND SITE ........................................ 9 5. OMISSION OF DETAILS / VARIANCES AND EXCEPTIONS ..................................... 9 6. INTERPRETATIONS AND ADDENDA........................................................................ 9 7. COSTS AND COMPENSATION.................................................................................10 8. PRICES, PAYMENTS, DISCOUNTS & ELECTRONIC PAYMENTS ..........................10 9. NON -COLLUSIVE AFFIDAVIT...................................................................................11 10. PUBLIC ENTITY CRIMES..........................................................................................11 11. CONFLICT OF INTEREST.........................................................................................11 12. INSURANCE..............................................................................................................11 13. DOCUMENTS TO BE SUBMITTED WITH PROPOSALS..........................................11 14. SUBMISSION OF PROPOSALS................................................................................12 15. MODIFICATION AND WITHDRAWAL OF PROPOSALS...........................................15 16. REJECTION OF PROPOSALS..................................................................................15 17. QUALIFICATIONS OF PROPOSERS........................................................................16 18. FORM AGREEMENT DOCUMENT............................................................................16 19. OTHER GOVERNMENTAL ENTITIES.......................................................................16 20. UNBALANCED PROPOSAL PRICING.......................................................................17 21. INFORMATION REQUESTS AFTER DUE DATE......................................................17 22. BUDGETARY CONSTRAINTS...................................................................................17 23. PROTESTS................................................................................................................17 24. CONTINGENT FEES PROHIBITED...........................................................................17 25. PROHIBITION AGAINST LOBBYING........................................................................18 26. EVALUATION OF PROPOSALS................................................................................18 3 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division 27. WEIGHTED CRITERIA / BEST VALUE SCORING....................................................20 28. ACCEPTABLITY OF PROPOSALS............................................................................21 29. RIGHT TO REJECT PROPOSALS............................................................................22 30. AWARD RESERVATIONS.........................................................................................22 31. PREFERENCE FOR TAMARAC LOCAL, CBE AND VETERAN OWNED FIRMS ...... 22 32. CONSIDERATION OF CONVICTION HISTORY EMPLOYMENT POLICIES.............24 33. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING - F.S. 287.05701................................24 V. STANDARD TERMS AND CONDITIONS..........................................................................25 1. STANDARD TERMS AND CONDITIONS..................................................................25 2. INSURANCE..............................................................................................................26 3. INDEMNIFICATION...................................................................................................27 4. INDEPENDENT CONTRACTOR................................................................................28 5. TERM / SCHEDULE...................................................................................................28 6. DELIVERIES..............................................................................................................29 7. WARRANTIES...........................................................................................................29 8. CONDITIONS OF MATERIAL....................................................................................29 9. COPYRIGHTS OR PATENT RIGHTS........................................................................30 10. SAFETY STANDARDS..............................................................................................30 11. INSPECTION.............................................................................................................30 12. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYMENT...................30 13. TAXES.......................................................................................................................30 14. PERMITS, FEES AND NOTICES...............................................................................31 15. PERFORMANCE.......................................................................................................31 16. TERMINATION OF AGREEMENT.............................................................................31 17. RECORDS / AUDITS.................................................................................................31 18. ASSIGNMENT...........................................................................................................32 19. EMPLOYEES.............................................................................................................32 20. GOVERNING LAW.....................................................................................................33 21. SCRUTINIZED COMPANIES F.S. 287.135 and 215.473...........................................33 22. E-VERIFY COMPLIANCE..........................................................................................33 23. PUBLIC RECORDS CUSTODIAN..............................................................................34 VI. SPECIAL CONDITIONS................................................................................................35 1. PERFORMANCE BASED CONTRACTING................................................................35 2. ASSIGNMENT OF CONTRACT.................................................................................36 3. SUBMITTALS.............................................................................................................37 4. PAYMENT... ............................................................................................................... 37 4 TAMARAC The City For Your Life City of Tamarac Purchasin.q and Contracts Division 5. CONTRACT DOCUMENTS.......................................................................................37 6. ESTIMATED QUANTITIES .........................................................................................37 7. UNCONTROLLABLE CIRCUMSTANCES..................................................................37 8. PAYMENTS & INVOICES..........................................................................................38 9. ADDITION OR DELETION OF SERVICES & BUDGETARY CONSTRAINTS ............ 38 10. INSURANCE REQUIREMENTS.................................................................................38 11. ANTI -LOBBYING PROVISION...................................................................................39 VII. SCOPE OF WORK........................................................................................................40 1. SCOPE OF PROPOSAL............................................................................................40 2. SERVICES TO BE PROVIDED..................................................................................40 3. MINIMUM REQUIREMENTS.....................................................................................40 4. CONTRACTOR RESPONSIBILITIES.........................................................................43 5. RESPONSIBILITIES OF THE CITY OF TAMARAC...................................................44 6. QUALIFICATIONS.....................................................................................................45 7. DELIVERY / PICKUP LOCATIONS............................................................................45 8. SCHEDULE................................................................................................................46 VIII. PROPOSAL SELECTION & EVALUATION OF PROPOSALS.......................................47 1. ACCEPTABILITY OF PROPOSALS...........................................................................47 2. EVALUATION METHOD AND CRITERIA..................................................................47 3. MAXIMUM TECHNICAL & COST POINTS................................................................48 4. ALTERNATIVE BEST VALUE SCORING..................................................................49 5. BEST & FINAL OFFER..............................................................................................49 6. DISCUSSIONS & PRESENTATIONS........................................................................49 7. AWARD OF AGREEMENT.. ...................................................................................... 50 8. RIGHT TO REJECT PROPOSALS............................................................................50 APPENDIX A - PRICING SCHEDULE........................................................................................51 SAMPLE FORM AGREEMENT...................................................................................................53 1. The Contract Documents............................................................................................53 2. The Work...................................................................................................................53 3. Insurance...................................................................................................................54 4. Term of Contract........................................................................................................55 5. Contract Pricing..........................................................................................................55 6. Payments...................................................................................................................55 7. Economic Adjustment - Escalation / De-escalation:...................................................55 8. Indemnification...........................................................................................................56 9. Remedies...................................................................................................................57 10. Non -Discrimination & Equal Opportunity Employment................................................57 5 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division 11. Independent Contractor..............................................................................................57 12. Assignment and Subcontracting.................................................................................58 13. Notice.........................................................................................................................58 15. Termination................................................................................................................58 16. Agreement Subject to Funding...................................................................................58 17. Venue.........................................................................................................................59 18. Signatory Authority.....................................................................................................59 19. Severability; Waiver of Provisions..............................................................................59 20. Merger; Amendment...................................................................................................59 21. No Construction Against Drafting Party......................................................................59 22. Uncontrollable Circumstances....................................................................................59 23. Scrutinized Companies - 287.135 AND 215.473........................................................60 24. Public Records...........................................................................................................60 25. E-Verify......................................................................................................................61 26. Custodian of Records.................................................................................................61 CORPORATE ACKNOWLEDGEMENT.......................................................................................63 TAMARAC The City For Your Life City of Tamarac REQUEST FOR PROPOSALS RFP # 23-38R RECORD CONVERSION SERVICES and Contracts Division Definition: A Request for Proposal (RFP) is a method of procurement permitting discussions with responsible offerors and revisions to proposals prior to award of a contract. Proposals will be opened in private. Award will be based on the criteria set forth herein. I. INTRODUCTION The City is soliciting proposals on behalf of the City Clerk's Office to obtain the services of a qualified firm to provide all labor, materials, equipment and incidentals necessary to perform record conversion services. II. INFORMATION For information pertaining to this Request for Proposals (RFP), contact Purchasing at (954) 597-3568 or Armanda Erdle, Procurement Agent, at armanda.erdleCa_tamarac.org. Such contact shall be for clarification purposes only. Material changes, if any, to the scope of services or proposal procedures will be transmitted only by written addendum. It is preferred that all questions be submitted through the online system "submit a question" link at https:Htamarac.bidsandtenders.net. III. SCHEDULE OF EVENTS The schedule of events related to this Request for Proposals shall be as follows: RFP Document issued Deadline for Written Questions Deadline for Receipt of Proposals Evaluation of Proposals Presentations by Short-listed Proposers (if applicable) Final Ranking of Firms Anticipated Award by Commission August 29, 2023 September 19, 2023 September 26, 2023 @3:00 PM September 27 — October 4, 2023 October 6, 2023 October 10, 2023 November 8, 2023 All dates are tentative. City reserves the right to change scheduled dates. Remainder of Page Intentionally Blank 7 TAMARAC The City For Your Life of Tamarac Purchasina and Contracts Division IV. INSTRUCTIONS TO OFFERORS FOR REQUESTS FOR PROPOSAL (RFP) 1. AUTHORITY It is the intent of the City to award the proposal to the responsive proposer providing a response which is most advantageous to the City. This proposal is issued pursuant to, and governed by the laws of the State of Florida, Article VI "Financial Procedures", Section 7.11, "Requirements for Public Bidding, of the City of Tamarac Charter; and Chapter 6 "Finance and Taxation", Article V, the Tamarac Procurement Code. 2. DEFINED TERMS Terms used in these Instructions to Offerors are defined as follows: "Request for Proposal (RFP)" --A Request for Proposal (RFP) is a method of procurement permitting discussions with responsible offerors and revisions to proposals prior to award of a contract. Proposals will be opened in private. Award will be based on the criteria set forth herein. "Offeror" - one who submits a Proposal in response to a solicitation, as distinct from a Sub Offeror, who submits a Proposal to the Offeror. "Proposer" — one who submits a Proposal in response to a solicitation. The terms "Offeror" and "Proposer" are used interchangeably and have the same meaning. "Successful Offeror" - the qualified, responsible, and responsive Offeror to whom City (on the basis of City's evaluation as hereinafter provided) makes an award. "City" - the City of Tamarac, a municipal corporation of the State of Florida "Proposal Documents" - the Request for Proposals, Instructions to Offerors, Offeror's Qualifications Statement, Non -Collusive Affidavit, Certified Resolution, Vendor Drug -Free Workplace, Offeror's Proposal, Proposal Security and Specifications, if any, and the proposed Contract Documents (including all Addenda issued prior to opening of Proposals). "Contractor" - the individual(s) or firm(s) to whom the award is made and who executes the Contract Documents. "On-line e-procurement system" —The City of Tamarac's solicitation management partner "bidsandtendersTM11 "bidsandtendersTA°" -- The City of Tamarac's on-line solicitation management partner and the e-procurement system used by the City. The terms "on-line e-procurement system and "bidsandtendersTM11 may be used interchangeably herein. 3. SPECIAL CONDITIONS Where there appears to be variances or conflicts between the General Terms and Conditions and the Special Conditions and/or Scope of Work outlined in this proposal, the Special Conditions and/or the Scope of Work shall prevail. 1✓ TAMARAC The City For Your Life of Tamarac Purchasina and Contracts Division 4. EXAMINATION OF CONTRACT DOCUMENTS AND SITE 4.1 Before submitting a Proposal, each Offeror must visit the site (if applicable to the proiect) to become familiar with the facilities and equipment that may in any manner affect cost or performance of the work; must consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or performance of the work, must carefully compare the Offeror's observations made during site visits or in review of applicable laws with the Proposal Documents; and must promptly notify the Purchasing and Contracts Manager of all conflicts, errors and discrepancies, if any, in the Proposal Documents. 4.2 The Offeror, by and through the submission of a Proposal, agrees that Offeror shall be held responsible for having examined the facilities and equipment (if applicable); is familiar with the nature and extent of the work and any local conditions that may affect the work, and is familiar with the equipment, materials, parts and labor required to successfully perform the work. No consideration will be given for Offeror's failure to examine any required facilities and equipment (if applicable) as required herein. 5. OMISSION OF DETAILS / VARIANCES AND EXCEPTIONS 5.1 The apparent silence of the requirements as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality is to be used. All interpretations of the specifications shall be made on the basis of this statement. Omission of any essential details from these specifications will not relieve the Proposer of supplying such services or product(s) as specified. 5.2 For the purpose of evaluation, the Offeror must indicate any variance or exceptions to the stated requirements, no matter how slight. Deviations should be explained in detail. Absence of variations and/or corrections will be interpreted to mean that the Offeror meets all the requirements in every respect. 5.3 In the event Offeror discovers any apparent error or discrepancy, immediately call it to the attention of the City's Purchasing & Contracts Division staff for interpretation or decision, and such decision shall be final. Offeror shall advise the City in writing prior to the deadline for written questions included herein, of any conditions which may adversely affect the work. 6. INTERPRETATIONS AND ADDENDA 6.1 If the Offeror is in doubt as to the meaning of any of the Proposal Documents, believes that the General Conditions, Special Conditions and/or Technical Specifications/Scope of Work errors, contradictions or obvious omissions, or has any questions concerning the information contained in the RFP documents, the Offeror shall submit a written request to the Purchasing and Contracts Division for interpretation or clarification through the City's e- procurement system, and should be received by the Purchasing and Contracts Division Office at least seven (7) calendar days prior to the Proposal opening date, or prior to the deadline specified in the "Schedule of Events" provided herein, whichever is the earlier date. 6.2 Questions shall be submitted through the City's online e-procurement system by the due date listed above. All questions shall be answered in the form of an Addendum. Interpretations or clarifications in response to such questions will be issued in the form of a 9 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division written addendum with such notice transmitted to all parties recorded by the Purchasing and Contracts Division as having received the Proposal Documents through the City's online e- Procurement system. The issuance of a written online addendum shall be the only official method whereby such an interpretation or clarification will be made. 6.3 Written addenda shall serve as the sole means of clarification. The City shall not be responsible for oral interpretations given by any City employee or its representative. ***' SPECIAL NOTE -- Addendums will only be issued electronically through the City's e-procurement system. Vendors will be notified of the availability of new solicitations and addendums via e-mail (per the vendor's selected commodity choice). 6.4 No negotiations, decisions or actions shall be initiated or executed by the Proposer as a result of any discussions with any City employee. Only those communications that are issued in writing from the Purchasing & Contracts Division may be considered as a duly authorized expression. Also, only communications from Proposers that are either submitted online through the City's e-procurement system or in writing will be recognized by the City as duly authorized expressions on behalf of the Proposer. 7. COSTS AND COMPENSATION 7.1 Costs and compensation shall be shown in both unit prices and extensions whenever applicable; and expressed in U.S. Dollars. In the event of discrepancies existing between unit prices and extensions or totals, the unit prices shall govern. 7.2 All costs and compensation shall remain firm and fixed for acceptance for 60 calendar days after the day of the Proposal opening. 7.3 The price proposal shall include all franchise fees, royalties, license fees, etc., as well as all costs for transportation or delivery as applicable within the scope of the solicitation. 8. PRICES, PAYMENTS, DISCOUNTS & ELECTRONIC PAYMENTS 8.1 Firm Pricing: Prices shall be fixed and firm to the extent required under Special Conditions. In the absence of a reference in the Special Conditions, prices shall be fixed and firm for a period of sixty (60) calendar days, or ninety (90) calendar days when the contract must be approved by another agency. Payment will be made only after receipt and acceptance of materials/services. Cash discounts may be offered for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for bid evaluation. 8.2 Prompt Payment Discounts: Where applicable, offeror is encouraged to provide prompt payment. If no payment discount is offered, the discount shall assume net 30 days. Payment is deemed made on the date of the mailing of the check. All payments shall be governed by the Local Government Prompt Payment Act, F.S. Chapter 218. 10 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division ********IMPORTANT NOTE*'`******** 8.3 Payments by Electronic Funds Transfer: ALL payments by the City will be made by Direct Deposit (ACH) via electronic funds transfer. Vendors must register for direct deposit with the City prior to receiving any payments by providing a "City of Tamarac Consent for Direct Deposit" form (ACH Form) to the City's Financial Services Accounting Division. The form may be accessed on the City of Tamarac web -site at hftp://www.tamarac.org/index.aspx?NID=622. Please contact the Purchasing & Contracts Division at the number shown on this solicitation document herein as the first point of contact for more information. 9. NON -COLLUSIVE AFFIDAVIT Each Offeror shall complete the Non -Collusive Affidavit form and shall submit the form with their Proposal. City considers the failure of the Offeror to submit this document may be cause for rejection of the Proposal. 10. PUBLIC ENTITY CRIMES In accordance with Florida Statutes �287.133 (2)(a): A person or affiliate who has been placed on the convicted vendor list following a conviction for 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 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 Florida Statutes §287.017 for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list. 11. CONFLICT OF INTEREST The award of any contract hereunder is subject to the provisions of Chapter 112, Florida Statutes. Offerors must disclose with their Proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Offerors must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Offeror's firm or any of its branches or affiliate companies. Furthermore, bidder shall not enter into any employment relationship with any individual or firm that creates a potential conflict of interest, or may present an opportunity for the inappropriate sharing of inside information or proprietary information related to this bid. 12. INSURANCE Upon award of a contract, the Successful Offeror shall provide certificates of insurance in the manner, form and amount(s) specified. 13. DOCUMENTS TO BE SUBMITTED WITH PROPOSALS The following is a summary of documents required to be submitted for this proposal. Failure to include a technical proposal, cost proposal, bid surety (if required below), or any other document that, by its omission, may prejudice the rights of other respondents, may result in 11 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division immediate rejection of your proposal. Other forms or documents which, by their nature do not impact price or the Offeror's cost of doing business or which do not prejudice the rights of other proposers should accompany the Proposal; but must be provided within three (3) business days of the City's request to be considered responsive. Specific Documents to be acknowledged, certified or uploaded with the proposal shall be those documents specified in Section 14. "SUBMISSION OF PROPOSALS" of these "Instructions to Offerors for Requests for Proposals (RFP)". (Please see Section 14.10 "IMPORTANT SPECIAL NOTICE" of these "Instructions to Offerors for Requests for Proposals (RFP)" 14. SUBMISSION OF PROPOSALS The Proposer is directed to deliver sealed proposals online at https://tamarac.bidsandtenders.net 14.1 All proposals shall be submitted in the English language, and pricing expressed in U.S. Dollars. 14.2 Proposers shall electronically acknowledge the receipt of all addenda. 14.3 Proposals by corporations must be executed in the corporation's legal name by the President or other corporate officer, accompanied by evidence of authority to sign. Evidence of authority shall be provided on the enclosed Certified Resolution form, or by the company's own Corporate Resolution. 14.4 Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear in the document. 14.5 Proposals shall be electronically submitted to the Purchasing and Contracts Division on or before the time indicated in the Request for Proposals via the bidsandtendersT"" on-line solicitation system. Proposals will be held on the bidsandtendersTI server as an encrypted document, with no access by the City of Tamarac until immediately following the proposal closing date and time, at which time all responses shall be securely released to the City. 14.6 In accordance with Florida Statutes, Chapter §119.07(1)(a) and except as may be provided by other applicable state and federal law, the Request for Proposals and the responses thereto are in the public domain. However, Proposers are requested to specifically identify in the submitted Proposal any financial information considered confidential and/or proprietary which may be considered exempt under Florida Statute § 119.07(t). 14.7 All Proposals received from Offerors in response to the Request for Proposals will become the property of City. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of City. 14.8 The Proposer preparing a submittal in response to this RFP shall bear all expenses associated with its preparation. The Proposer shall prepare a submittal with the understanding that no claim for reimbursement shall be submitted to the City for the expense of proposal preparation and/or presentation. 12 AMARAC The City For Your Life of Tamarac and Contracts Division 14.9 Electronic Media Submission: The City may require that machine readable information and data, including computer assisted drafting designs (AutoCAD files) be provided by the proposing firm as a part of its submittal. The proposing firm shall not be liable for claims or losses arising out of, or connected with, modification by the City, or anyone authorized by the City, decline of accuracy or readability of data due to storage or obsolescence of equipment or software, any use by the City or anyone authorized by the City, of such data for additions to projects except as authorized in writing by the proposing firm. Such files should be submitted on-line through the bidsandtendersTM online solicitation system. 14.10 IMPORTANT SPECIAL NOTICE: Proposers will be using an electronic platform for uploading RFP responses. Proposers are advised that sufficient time must be allocated to register for your on-line account and to ensure that your firm has sufficient time to upload all of the data required. The system is designed to only transmit complete responses, and the City will only accept complete responses to this RFP. It is strongly suggested that Proposers begin the entry process at least 24 hours prior to the RFP due date and time to allow sufficient time for entry and to avoid any technical issues. In the event that firms experience technical difficulties with the platform, please contact Bids & Tenders Support at 1-800-594-4798 or support@bidsandtenders.ca. 14.11 Digital Forms to Be Completed and Submitted with Proposal The following fillable digital forms have been created and must be submitted / acknowledged with each proposal response via electronic response at https://tamarac.bidsandtenders.net/Module/Tenders/en. 1. Proposer's Price Proposal and Reimbursable Expense Proposal Forms 2. Certification 3. Proposer's Qualification Statement 4. Firm's Primary Ownership information 5. Tamarac Local, Veteran & County Business Enterprise (CBE) Information 6. References 7. Vendor Drug -Free Workplace 8. Scrutinized Companies Certification — Boycotting Israel or Scrutinized Company list 9. E-Verify Compliance Certification 10. Conviction History Employment Policy Inquiry 14.12 Forms & Documentation That Must Be Uploaded to The Document Upload Section The Proposer shall electronically upload the following documentation along with their proposal response via electronic upload at: https:Htamarac.bidsandtenders.net/Module/Tenders/en . 1. Completed Non -Collusive Affidavit and Acknowledgment — Form is available for download in the on-line procurement system for this solicitation. (Document Upload 1) 2. Completed Certified Resolution - Form is available for download in the on-line procurement system for this solicitation. (Document Upload 2) 13 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division 3. U.S. Internal Revenue Form W9 (Document Upload 3) 4. Proof of Insurance including proof of Professional Liability Insurance coverage (if required herein) with a minimum of $1,000,000. (Document Upload 4) 5. Narrative Response Document — (Document Upload 5) The Offeror shall provide the following information as a part of its narrative response submittal: a. Cover Letter and/or Executive Summary which summarizes the Proposer's response. b. Company Profile: Provide the company's legal name, headquarters address, local office address, state of incorporation and key company contact names with their telephone numbers and email address. State whether your company is national, regional, or local. ii. State the office location that will be serving the City. Include the contact person's name, address, telephone number and email address. Provide a brief company history of the firm and describe the company's organization, philosophy, and management structure. iv. Provide an organizational chart which includes a visual delineation of the Contractors organizational structure and points of contact for the firm. V. Provide details of the firm's representative(s) who will be assigned to work directly with the City to include experience, background and qualifications. c. Company Experience: Proposer shall provide the following information related to the experience of the company: List similar projects successfully completed in the past, conducted for public and private sector organizations, that are similar in size and scope to the City of Tamarac, and preferably located in the Tri-County (Dade, Broward or Palm Beach) area. Projects performed for local government agencies are preferred. ii. Provide a list of agencies/organizations that the proposer has worked for whom the proposer has conducted work similar to the scope of this proposed RFP and similar in nature to the size of the City of Tamarac. Proposer shall also include key contact information to include: name, title, telephone number and email address of the agency or organization that can provide a reference as to the quality of services provided. (Applicable parts of this information may be provided under the "References" table provided in the electronic response document.) 14 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division List and provide information shown in items i. and ii. above for any sub -contractors or sub -consultants who will perform 20% or more of the work on this project. d. Description of Work Plan: Proposed equipment, schedule, and staff the Proposer is proposing in order to accomplish the items in the Scope of Work. The proposer shall include the following: Scheduling pick up of new jobs. Standard turnaround time to complete work based on number of boxes 6. Other materials including proof of any WBE / MBE certifications, lists of any proposed sub -consultants including their WBE/MBE or Broward County CBE certifications, or any information you feel would be relevant to the evaluation of your firm's proposal (to be provided by Respondent). The Proposer may include anything else that the Proposer feels would be relevant to the evaluation. (Document Upload 6) 7. Proof that firm has a Conviction History Employment Policy as detailed in Instructions Section IV.32 herein. (Document Upload 7) 15. MODIFICATION AND WITHDRAWAL OF PROPOSALS 15.1 Proposals may be modified or withdrawn electronically and re -submitted through the City's e-procurement system, bidsandtendersTM prior to the proposal due date. Withdrawal of a Proposal will not prejudice the rights of an Offeror to submit Proposals for future opportunities. 15.2 If, within twenty-four (24) hours after Proposals are opened, any Offeror files a duly signed, written notice with the Purchasing and Contracts Division Office, and within five (5) calendar days thereafter demonstrates to the reasonable satisfaction of City, by clear and convincing evidence, that there was a material and substantial mistake in the preparation of its Proposal, or that the mistake is clearly evident on the face of the Proposal, but the intended correct Proposal is not similarly evident, Offeror may withdraw its Proposal and any bid security will be returned. Thereafter, the Offeror will be disqualified from further bidding on the subject Contract. 16. REJECTION OF PROPOSALS 16.1 To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work with the Successful Offeror, and to disregard all nonconforming, non -responsive, unbalanced or conditional Proposals. Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions or unauthorized alterations, or irregularities of any kind. 15 TAMAR AC The City For Your Life City of Tamarac Purchasinq and Contracts Division 16.2 City reserves the right to reject the Proposal of any Offeror if City believes that it would not be in its best interest of to make an award to that Offeror, whether because the Proposal is not responsive, the Offeror is unqualified, of doubtful financial ability, or fails to meet any other pertinent criteria established by City within the scope of the solicitation. 17. QUALIFICATIONS OF PROPOSERS 17.1 Proposals will be considered from firms normally engaged in providing the service requested. The proposing Firm must demonstrate adequate experience, organization, facilities, equipment, and personnel to ensure prompt and efficient service to the City of Tamarac. The City of Tamarac will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject proposals where evidence submitted, or investigation and evaluation, indicates inability of a firm to perform. 17.2 Each Offeror shall complete the Offeror's Qualifications Statement and submit the form with the Proposal. Failure to submit the Offeror's Qualifications Statement and the documents required thereunder may constitute grounds for rejection of the Proposal. 17.3 As a part of the evaluation process, the City may conduct a background investigation including a criminal record check of Proposer's officers and/or employees, by the Broward County Sheriff's Office. Proposer's submission of a proposal constitutes acknowledgement of and consent to such investigation. City shall be the sole judge in determining Proposer's qualifications. 17.4 No proposal shall be accepted from, nor will any contract be awarded to, any person who is in arrears to City for any debt or contract, who is a defaulter, as surety or otherwise, of any obligation to City, or who is deemed irresponsible for unreliable by City. City will be the sole judge of said determination. 17.5 The City reserves the right, before recommending any award, to inspect the facilities, equipment, and organization or to take any other action necessary to determine ability to perform in accordance with the specifications, terms and conditions. 17.6 Employees of the Proposer shall at all times be under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Proposer shall be responsible to the City for the acts and omissions of all employees working under its directions. 18. FORM AGREEMENT DOCUMENT The City may attach as a part of this solicitation, a Form Agreement document. Proposers shall be responsible for complying with all of the terms and conditions of the Form Agreement document if included herein, except where variant or conflicting language may be included in any Special Conditions contained herein. Proposers shall note any deviation or variance with the Form Agreement document at the time of proposal submission. 19. OTHER GOVERNMENTAL ENTITIES If a Proposer is awarded a contract as a result of this RFP, Proposer will, if Proposer has sufficient capacity or quantities available, provide to other governmental agencies, so 16 MARAC The City For Your Life of Tamarac Purchasing and Contracts Division requesting, the products or services awarded in accordance with the terms and conditions of the Invitation for Bid and resulting contract. Prices shall be F.O.B. Destination to the requesting agency. 20. UNBALANCED PROPOSAL PRICING When a unit price proposed has variable or estimated quantities, and the proposal shows evidence of unbalanced proposal pricing, such proposal may be rejected. 21. INFORMATION REQUESTS AFTER DUE DATE Pursuant to Florida Statute Chapter 119, Section 071 (1), sealed bids or proposals received by an agency pursuant to invitations to bid or requests for proposals are exempt from the provisions of subsection (1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to F.S. §119.071(1) (b) (2), or within 30 days after bid/proposal opening, whichever is earlier. 22. BUDGETARY CONSTRAINTS In the event the City is required to reduce contract costs due to budgetary constraints, all services specified in this document may be subject to a permanent or temporary reduction in budget. In such an event, the total cost for the affected service shall be reduced as required. The Contractor/Consultant shall also be provided with a minimum 30-day notice prior to any such reduction in budget. 23. PROTESTS Any actual or prospective bidder, offeror, or contractor/consultant who is aggrieved in connection with the solicitation or award of a contract may protest to the purchasing and contracts manager. The protest shall be submitted in writing within five (5) business days after such aggrieved person knows or should have known of the facts giving rise thereto and shall be submitted with the procedures outlined in section 6-154 "Appeals and remedies" of the Tamarac procurement code, available at the following link: https://www.municode.com/library/fl/tamarac/codes/code of ordinances?nodeld=PTIICO CH6FITA ARTVTAPRCO 24. CONTINGENT FEES PROHIBITED The proposing firm must warrant that it has not employed or retained a company or person, other than a bona fide employee, contractor or subcontractor, working in its employ, to solicit or secure a contract with the City, and that it has not paid or agreed to pay any person, company, corporation, individual or firm other than a bona fide employee, contractor or sub - consultant, working in its employ, any fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or making of a contract with the City. 17 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division 25. PROHIBITION AGAINST LOBBYING During the solicitation of any bid or proposal, any firm and its agents, officers or employees who intend to submit, or who have submitted, bids or proposals shall not lobby, either individually or collectively, any City Commission members, candidates for City Commission or any employee of the City. Contact should only be made through regularly scheduled Commission meetings, or meetings scheduled through the Purchasing and Contracts Division for purposes of obtaining additional or clarifying information. Any action, including meals, invitations, gifts or gratuities by a submitting firm, its officers, agents, or employees shall be within the purview of this prohibition and shall result in the immediate disqualification of that firm from further consideration. During a formal solicitation process, contact with personnel of the City of Tamarac other than the Purchasing and Contracts Manager or designated representative regarding any such solicitation may be grounds for elimination from the selection process. (Reference: Tamarac Procurement Code Section 6-156.) 26. EVALUATION OF PROPOSALS 26.1 Evaluation Method & Criteria: An Evaluation and Selection Committee (hereafter referred to as "Evaluation Committee" or "Committee") will be appointed by the City Manager for each Request for Proposal (RFP) and will be responsible for selecting the most qualified firm and then negotiating a contract. The Proposers with the highest -ranked submittals may be asked to make a detailed presentation of their product/service to the Committee. 26.2 All Proposers are advised that in the event of receipt of an adequate number of Proposals which in the opinion of the Evaluation Committee require no clarification and/or supplementary information, such Proposals may be evaluated without additional discussion. Hence, proposals should be initially submitted on the most complete and favorable terms which Proposers are capable of offering to the City. 26.3 Proposal Scoring: The Evaluation Committee will be responsible for evaluating and assigning scores to each proposer's response based on the specific evaluation criteria established for the proposal. Based on the number of proposals received, the Evaluation Committee may assign an initial score with the intent of shortlisting proposers who may be asked to provide an oral presentation to the Committee, or the Committee may score without discussion as stated in paragraph 26.2 of this section. 26.4 The Evaluation Committee may utilize one or more of the following scoring methods when evaluating proposals: a. Criteria Based Weighted Scoring: Evaluation criteria are developed and assigned a specific number of points with a maximum score for each criterion. Normally, the aggregate sum of the criteria will equal 100 points, but additional bonus points may be added as described in the specific Request for Proposal document issued by the City. Normal criteria considered may include such areas as the quality of the proposer's response, the services to be proposed and provided by the proposer, the qualifications of the proposer, the ability to meet project schedules, and in most cases, the proposed cost/price submitted with the proposal. 18 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division Criteria Based Weighted Scoring is normally used as the initial method for scoring proposals; and is often used to narrow the number of proposals to be considered by the Evaluation Committee which is a process known as "shortlisting" for further evaluation and consideration. In the event where there are only a small number of respondents to a proposal, the Evaluation Committee may determine that all of the responding proposers will be selected as shortlisted proposers without scoring and invited to make an oral presentation to the Committee. When this type of situation occurs, the Evaluation Committee will determine a final score for each proposal following oral presentations; and will normally utilize the Criteria Based Weighted Scoring method to determine the final score. Bonus Points: Additional bonus points may be added to the score in order to determine a shortlist of vendors for further consideration. Bonus points will be utilized to factor in the value of compliance with, or qualification for socioeconomic criteria established by the City Commission by Ordinance. An example would be the assignment of bonus points to firms who meet the criteria of being a Tamarac local vendor, a certified Broward County "County Business Enterprises" (CBE) or a Veteran Owned Small Business. Bonus points will be specifically defined for each proposal request. b. Best Value Scoring. As an alternative to using a weighted criteria, the City may utilize a Best Value Scoring process. Should this scoring method be utilized, The Best Value Scoring will require the Evaluation Committee to assign a composite score rank, based on the Committee's determination of the relative overall value of the Proposer's response. Composite scores will rank responses from 1 (11t place), 2 (2nd place), and so on, for the total number of responses under consideration. Best Value Scoring may be utilized in the following manner: i. When the weighted criteria method is used for the initial evaluation of proposals for short -listing. Upon completion of oral presentations by shortlisted firms, Best Value scoring would then be applied to the evaluation of the short-listed firms as the final evaluation. ii. Should the City make the initial determination not to use weighted criteria, or if the number of responses received does not warrant a short -listing cycle, the City may use a best value ranking for the final ranking of firms after the completion of the evaluation process and/or any oral presentations provided by the short-listed firms. Additionally, when there is an absence of weighted criteria, the Evaluation Committee will utilize a best value ranking process to score proposal responses. After presentations, firms will be assigned a final score, with the highest -ranked firm moving forward to the negotiation phase. Upon completion of oral presentations. 19 TAMARAC The City For Your Life of Tamarac and Contracts Division The Evaluation Committee reserves the right to utilize one of the methods or a combination of the methods detailed herein in order to make the decision for the final recommendation for award. The actual scoring methodology to be used will be contained within section VIII. "Proposal Selection & Evaluation of Proposals". 26.5 Upon successful negotiation, a recommendation for award will be considered by the City Commission. No work on this project shall proceed without written authorization from the City of Tamarac. 26.6 The City reserves the right to enter into contract negotiations with the selected Proposer. If the City and the selected Proposer cannot negotiate a successful contract, the City may terminate such negotiations and begin negotiations with the next selected Proposer. No Proposer shall have any rights against the City arising from such negotiations. 27. WEIGHTED CRITERIA / BEST VALUE SCORING The City's evaluation criteria may include, but shall not be limited to, the criteria shown below. The City may also use a Best Value Scoring as an alternative scoring method. The actual criteria will be provided in the Proposal document. The potential weighted criteria may include the following examples (See Section VIII "PROPOSAL SELECTION AND EVALUATION OF PROPOSALS" of this proposal package for Actual Evaluation Criteria and Weights): 27.1 Compliance with Request for Proposals [Mandatory]. This refers to the adherence to all conditions and requirements of the Request for Proposals. 27.2 Quality of Response Clearly demonstrated understanding of the work to be performed; Completeness and reasonableness of the offeror's plan/proposal for accomplishing the tasks; Level of creativity demonstrated by the offeror's proposed methodologies for meeting the requirements of this proposal. 27.3 Services to be Provided. This refers to the exact type and nature of the offeror's proposed services and how they accomplish the objectives of the project, specifically, the requirements objectives that relate to Safety, Customer Service, Programming and Vision/Direction, as enumerated in Section VII. "Scope of Work" herein; as well as the ability to rapidly respond to the City's needs, as defined in the Evaluation Criteria set forth. 27.4 Qualifications of the Contractor. Offeror's capability in all respects to perform fully the contract requirements, and the tenacity, perseverance, experience, integrity, and reliability which will assure good faith performance, as well as satisfactory reference verification. This criteria includes: The experience of the firm and its record on engagements of a similar nature, including the ability to serve in a similar capacity for other units of government or organizations. ii. Personnel to be assigned to the project, and their education, capabilities, qualifications and experience with similar projects. iii. Reference information gathered from other entities regarding the past experience of the firm; and 911 TAMiR-.0 The City For Your Life of Tamarac Purchasina and Contracts Division iv. Other areas addressed in the Scope of Work herein. 27.5 Costs (Price)/Revenue. This refers to the proposed contract unit pricing. (Please note that price is only one factor for consideration of award). i. The offeror shall propose unit pricing, which shall be F.O.B. Destination, freight prepaid, for each item detailed on the Proposal Form. as detailed in the Specifications or Statement of Work herein. Pricing for items delivered to the City or to third parties shall be quoted with inside delivery costs included. ii. If proposing prices which may include alternate programs or services not covered in the base proposal pricing, the Offeror, when offering such alternative services must provide a detailed explanation of additional optional services to be offered. 27.6 Alternative Best Value Scoring. As an alternative to using a weighted criteria, the City may utilize a Best Value Scoring process. The Best Value Scoring will require the Evaluation Committee to assign a composite score rank, based on the Committee's determination of the relative overall value of the Proposer's response. Composite scores will rank responses from 1 (15t place), 2 (2d place), and so on, for the total number of responses under consideration. When specific weighted criteria are included in the City's proposal document, the weighted criteria shall be used for the initial evaluation of proposals for either short -listing, or as the final evaluation method if the number of responses received does not warrant a short -listing cycle. The City may then use a best value ranking for the final ranking of firms after the completion of the evaluation process and/or any oral presentations provided by the short- listed firms. When there is an absence of weighted criteria, the Evaluation Committee will utilize a best value ranking process. 27.7 Best and Final Offer. The City reserves the right to request Best and Final Offers from any or all Proposers when the City determines that information received during the evaluation process warrants additional clarification. 27.8 Please refer to Section VIII "PROPOSAL SELECTION AND EVALUATION OF PROPOSALS" of this document for the specific criteria and criteria weights to be utilized for scoring responses to this proposal. 28. ACCEPTABILITY OF PROPOSALS The Offer shall be evaluated solely in accordance with the criteria set forth herein. The proposals shall be categorized as follows: 1. Acceptable; 2. Potentially Acceptable — Proposal is reasonably susceptible of being made acceptable; or 3. Unacceptable -- Scoring is below an aggregate score which may be specified in the proposal document, or in the absence of a specific aggregate score, a score lower than 70% of the potential possible points available. 21 TAMARAC The City For Your Life of Tamarac 29. RIGHT TO REJECT PROPOSALS and Contracts Division To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work, and to disregard all nonconforming, non -responsive, unbalanced or conditional Proposals. Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions, unauthorized alterations, or irregularities of any kind. City reserves the right to reject any Proposal if City believes that it would not be in its best interest to make an award to a particular Proposer, either because the Proposal is not responsive, the Proposer is unqualified, of doubtful financial ability, or fails to meet any other pertinent criteria established by City within the scope of this solicitation. 30. AWARD RESERVATIONS Award shall be made by the City to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration price and the evaluation criteria set forth herein below. The City of Tamarac reserves the right to accept the Proposal as a whole, or for any component thereof if it appears to be in the best interest of the City. 31. PREFERENCE FOR TAMARAC LOCAL, CBE AND VETERAN OWNED FIRMS The City of Tamarac is responsive to our Local Tamarac Vendors (LTV), to the Broward County businesses small businesses who have been certified as a County Business Entity (CBE) and to our Veteran -Owned Small Business Community (VOSB). In accordance with Chapter 6-146.1., "Local Business Preference" of the Tamarac Procurement Code, authorizes a preference program for firms who are part of the Local Tamarac Vendor (LTV), Certified Broward County businesses small businesses (CBE) and to our Veteran Community (VOSB). As such, we offer the following incentives on our Request for Proposal (RFP) solicitations in the following preference order: Preference Process -- Competitive Sealed Proposals (Requests for Proposals): For evaluation purposes, local Tamarac vendors, Broward County CBE and Veteran -Owned Small Business vendors shall receive bonus points above and beyond the evaluation criteria maximum score, unless specifically exempted by the City Manager or the City Commission. Additionally, for purposes of evaluation of a Request for Proposal, a vendor located outside the City of Tamarac limits is equivalent to a Tamarac vendor, and accorded the same preference if its proposal includes the utilization of subcontracts of at least ten percent (10%) of the scope of work provided for in the proposal for an identifiable and verifiable local Tamarac vendor. Any firm claiming a preference as a Local Tamarac Vendor, or as a Broward County Certified Small Business Vendor -- County Business Entity (CBE), must provide sufficient written proof to support that vendor's claim for granting of the preference as defined in Section 6- 146.1 of the Tamarac Procurement Code. Failure to provide such proof will result in that vendor not being given further consideration for the preference being claimed. Recipients may receive credit for either being a Local Tamarac Vendor, a Broward County Small Business Vendor, or a Veteran -owned Small Business, whichever has the higher point value. NOTE: Proposers may be considered for only one (1) of the allowable preference categories. No proposer may accumulate bonus points for multiple categories. (Example 22 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division 1: A Local Tamarac vendor who is also a Broward County CBE will only be eligible to receive 5 bonus points. Example 2: A Broward County CBE who is also a Veteran -owned business will only be eligible to receive 2.5 total bonus points.) Additional information regarding the City's Local Preference Ordinance, including all exceptions to the program, may be accessed by searching at the following link: https://Iibrarv.municode.com/fi/tamarac/ordinances/code of ordinances?nodeld=958807 What is a Local Tamarac Vendor? (LTV) - 5 Bonus Points Definition: "Local Tamarac Vendor" (LTV) A business entity which has maintained a permanent place of business with full-time employees within the city limits for a minimum of one year prior to the date of issuance of a bid or proposal solicitation. The permanent place of business may not be a post office box. The business location must actually distribute goods or services from that location. In addition, the business must have a current business tax receipt from the City of Tamarac. A vendor located outside of the City of Tamarac city limits is considered equivalent to a Tamarac vendor and accorded the same preference if its proposal includes the utilization of subcontracts of at least ten (10) percent of the scope of work provided for in the proposal for identifiable and verifiable local Tamarac Vendor(s) as defined herein. Prime Contractors who qualify as a Local Tamarac Vendors (LTV) will be eligible for consideration for the LTV preference which will qualify the firm to receive 5 additional bonus points to be added to the score for each evaluator. What is a County Business Entity (CBE) in Broward County? - 2.5 Bonus Points A Broward County Business Entity is a firm that is certified by the Broward County Office of Economic and Small Business Development (OESBD) who can provide proof of that certification to the City as part of any solicitation response. In accordance with Chapter 6- 146.1., "Local Business Preference" of the Tamarac Procurement Code, authorizes a preference program for Local Tamarac Vendors (2.5 points). Firms interested in becoming a Broward County Business Entity (CBE) must be registered and validated by the Broward County Office of Economic and Small Business (OESBD) Development. Interested vendors may obtain more information at: http://www. broward.org/EconDev/Pages/localcertificationprograms.aspx Only Contractors who are approved by the Broward County Office of Economic and Small Business Development (OESBD) and are included on the Broward County Certified Vendor Directory will be eligible for consideration for the CBE preference which will qualify the firm to receive 2.5 additional bonus points to be added to the score for each evaluator. • What is a Veteran -Owned Small Business (VOSB)? - 2.5 Bonus Points A Veteran -Owned Small Business" (VOSB): as specified in U.S. 38 CFR § 74.1, as amended, is a business that is not less than fifty-one (51) percent owned by one or more veterans, or in the case of any publicly owned business, not less than fifty-one (51) percent of the stock of which is owned by one or more veterans; the management and daily business operations of which are controlled by one or more veterans and qualifies as "small" for federal business size standard purposes. 23 TAMARAC The City For Your Life of Tamarac and Contracts Division Prime contractors who qualify as a Veteran -Owned Small Business (VOSB) will be eligible for consideration for the LTV preference which will qualify the firm to receive 2.5 additional bonus points to be added to the score for each evaluator. The order of precedence for preferences is: 1) Local Tamarac Vendor (LTV); 2) Broward County CBE; and 3) Veteran -Owned Small Business (VOSB). 32. CONSIDERATION OF CONVICTION HISTORY EMPLOYMENT POLICIES - 1 Bonus Point The policy of the City of Tamarac is that it will not include any question on any application for employment, inquire either orally or in writing, receive information about an applicant's criminal history background check, or otherwise obtain information about an applicant's criminal history until after the City initially determines that the applicant is otherwise qualified for a position. Once the City has initially determined that an applicant is otherwise qualified, the City may inquire into or obtain information about a criminal record. The City encourages vendors that do business with the City to adopt and employ conviction history policies, practices, and standards that are consistent with the policies found in the first paragraph of this section herein. The City reserves the right to review all vendors' conviction history policies for consistency with City standards. The vendors' conviction history standards may be part of the criteria to be evaluated by the City when determining whether to award a City contract to a vendor, and vendors utilizing similar practices as those enumerated in the first paragraph of this section herein. Vendors who are able to validate that their conviction history procedures conform to the same process as shown in this section herein above, will receive one (1) additional Bonus Point which will be added to their Evaluation Committee score for each Evaluator when the City is soliciting Requests for Proposal, Requests for Qualifications or Requests for Letters of Interest, unless prohibited by the requirements of Florida or U.S. statutes or codes. Further, the City reserves the right to evaluate a Consultant's execution of the conviction history standards as a part of the performance criteria of said City contracts. Vendors are requested to provide information relating to their policies regarding criminal information history and will be asked to provide information as a part of vendor's electronic response. Vendors with criminal history information procedures may be requested to validate their procedures by providing copies of their written policy and/or copies of their employment applications as part of their electronic submittal response. 33. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING — F.S. 287.05701 Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests. 24 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division V. STANDARD TERMS AND CONDITIONS Our Vision and Mission Our Vision: The City of Tamarac, our community of choice -- leading the nation in quality of life through safe neighborhoods, a vibrant economy, exceptional customer service and recognized excellence. Our Mission: We Are "Committed to Excellence... Always" It is our job to foster and create an environment that... Responds to the Customer Creates and Innovates Works as a Team Achieves Results, and Makes a Difference In the fulfillment of our vision and mission, as stewards of the public trust, we value vision, integrity, efficiency and quality service. Our vendors are truly partners in meeting these commitments to the community, and in support of that vision and mission, we are committed to ensuring that qualified, competitive vendors who share our commitment to quality, efficiency, teamwork and customer service are employed to provide goods and services to the City. Our vendors are expected to deliver high quality products and efficient service that is provided on time and as ordered; in a manner that improves the overall value of the services that the City provides to its residents. In addition, we expect our vendors to work with the City as a team, and exhibit the highest level of integrity when dealing with any office or department of the City. Diligence in the execution of the requirements of this proposal will ultimately contribute to the overall quality of services provided to the entire community. The City is searching for a firm who will exemplify these ideals in the execution of their work, and the successful firm will be measured against the performance standards outlined in this bid invitation. 1. STANDARD TERMS AND CONDITIONS These Standard Terms and Conditions apply to all offers made to the City of Tamarac by all prospective Proposers, including but not limited to, Requests for Quotes, Requests for Proposal and Requests for Bid. As such the words "bid", "proposal" and "offer" are used interchangeably in reference to all offers submitted by prospective Proposers. The City of Tamarac reserves the right to reject any or all proposals, to waive any informalities or irregularities in any proposals received, to re -advertise for proposals, to enter into contract negotiations with the selected Proposer or take any other actions that may be deemed to be in the best interest of the City of Tamarac. Any and all special conditions in this RFP or any sample agreement document that may be in variance or conflict with these Standard Terms and Conditions shall have precedence over these Standard Terms and 25 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division Conditions. If no changes or deletions to the Standard Terms and Conditions are made in the Special Conditions, then the Standard Terms and Conditions shall prevail in their entirety. 2. INSURANCE 2.1 Offeror agrees to, in the performance of work and services under this Agreement, comply with all federal, state, and local laws and regulations now in effect, or hereinafter enacted during the term of this agreement that are applicable to Offeror, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. 2.2 Offeror shall obtain at Offeror's expense all necessary insurance in such form and amount as required by this proposal or by the City's Risk Manager before beginning work under this Agreement. 2.3 Offeror shall maintain such insurance in full force and effect during the life of this Agreement. Offeror shall provide to the City's Risk Manager current certificates of all insurance required under this section prior to beginning any work under this Agreement. 2.4 Offeror shall indemnify and save the City harmless from any damage resulting to it for failure of either Offeror or any Sub -Offeror to obtain or maintain such insurance. 2.5 The following are required types and minimum limits of insurance coverage, which the Offeror agrees to maintain during the term of this contract: Line of Business Coverage Commercial General Liability Including: Premises / Operations Contractual Liability Personal & Advertising injury Bodily Injury Independent Contractors Explosion, Collapse and Underground Hazard Products / Completed Operation Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability Workers Compensation & Employer's Liability Standard Insurance Limits: General Liability: Occurrence/Aggregate $1,000,000 / $2,000,000 Q611 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division Auto Liability: Occurrence / Aggregate $1,000,000 / $1,000,000 Workers Compensation: Statutory The City reserves the right to require higher limits or additional coverages depending upon the Statement of Work under this Agreement. 2.6 Neither Offeror nor any Sub -Offeror shall commence work under this contract until they have obtained all insurance required under this section and have supplied the City with evidence of such coverage in the form of an insurance certificate and endorsement. The Offeror will ensure that all Sub -Offerors will comply with the above guidelines and will maintain the necessary coverages throughout the term of this Agreement. 2.7 All insurance carriers shall be rated at least A-VII per Best's Key Rating Guide and shall be licensed to do business in Florida. Policies shall be "Occurrence" form. Each carrier will give the City sixty (60) days notice prior to cancellation. 2.8 The Offeror's liability insurance policies shall be endorsed to add the City of Tamarac as an "additional insured". The Offeror's Workers' Compensation carrier will provide a Waiver of Subrogation to the City. 2.9 The Offeror shall be responsible for the payment of all deductibles and self - insured retentions. The City may require that the Offeror purchase a bond to cover the full amount of the deductible or self -insured retention. 2.10 If the Offeror is to provide professional services under this Agreement, the Offeror must provide the City with evidence of Professional Liability insurance with, at a minimum, a limit of $1,000,000 per occurrence and in the aggregate. "Claims -Made" forms are acceptable only for Professional Liability. 2.11 The Successful Offeror agrees to perform the work under the Contract as an independent contractor, and not as a subcontractor, agent, or employee of City. 3. INDEMNIFICATION 3.1 GENERAL INDEMNIFICATION: Contractor shall, in addition to any other obligation to indemnify the City and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the City, their agents, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any actual or alleged: a). Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of or resulting, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the Contractor, any sub -Contractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in the performance of the Work; or 27 TAMARAC The City For Your Life of Tamarac and Contracts Division b). violation of law, statute, ordinance, governmental administration order, rule, regulation, or infringement of patent rights by Contractor in the performance of the Work; or c). liens, claims or actions made by the Contractor or any sub -contractor under workers compensation acts; disability benefit acts, other employee benefit acts or any statutory bar. Any cost of expenses, including attorney's fees, incurred by the City to enforce this agreement shall be borne by the Contractor 3.2 Upon completion of all Services, obligations and duties provided for in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this Article shall survive indefinitely. 3.3 The Contractor shall pay all claims, losses, liens, settlements or judgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. 3.4 City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Contractor under the indemnification agreement. 3.5 Nothing contained herein is intended nor shall it be construed to waive City's rights and immunities under the common law or Florida Statute 768.28 as amended from time to time. 4. INDEPENDENT CONTRACTOR An Agreement resulting from this solicitation does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under any potential Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. Any potential Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 5. TERM / SCHEDULE Contract Term: The City will require a final term Agreement which shall be in place for a specified timeframe and will additionally provide for one or more renewal options. Such information shall be provided in the Statement of Work herein. When the City utilizes a 28 TAMARAC The City For Your Life City of Tamarac and Contracts Division term Agreement, the successful contractor will be responsible to successfully perform in accordance with the requirements of the Statement of Work for the full term of the Agreement, as well as any agreed upon contract renewals and extensions. In the event that The City is unable to renew or replace an agreement prior to the end of the contract term, the Contractor shall continue to perform under the Agreement on a month -by -month basis at the same terms, conditions and pricing currently in place on the originally scheduled contract completion date, for a period not to exceed three (3) months, or until a new contract is put in place, whichever period is shorter. 6. DELIVERIES Any item requiring delivery by the Offeror or by sub -contractors shall be delivered F.O.B. destination to a specific City address. All delivery costs and charges must be included in the bid price. If delivery of an item is required, the City reserves the right to cancel the delivery order(s) or any part thereof, without obligation if delivery is not made at the time specified in the proposal. 7. WARRANTIES 7.1 Successful Offeror warrants to City that the consummation of the work provided for in the Contract documents will not result in the breach of any term or provision of, or constitute a default under any indenture, mortgage, contract, or agreement to which Successful Offeror is a party. 7.2 Successful Offeror warrants to City that it is not insolvent, it is not in bankruptcy proceedings or receivership, nor is it engaged in or threatened with any litigation, arbitration or other legal or administrative proceedings or investigations of any kind which would have an adverse effect on its ability to perform its obligations under the Contract. 7.3 Successful Offeror warrants to City that it will comply with all applicable federal, state and local laws, regulations and orders in carrying out its obligations under the Contract. 7.4 All warranties made by Successful Offeror together with service warranties and guarantees shall run to City and the successors and assigns of City. 8. CONDITIONS OF MATERIAL 8.1 All materials and products supplied by the Offeror in conjunction with this proposal shall be new, warranted for their merchantability, fit for a particular purpose, free from defects and consistent with industry standards. The products shall be delivered to the City in excellent condition. In the event that any of the products supplied to the City are found to be defective or do not conform to the specifications, the City reserves the right to return the product to the Bidder at no cost to the City. 8.2 Successful Offeror shall furnish all guarantees and warranties to the Purchasing Division prior to final acceptance and payment. The warranty period shall commence upon final acceptance of the product. 29 TAMARAC The City For Your Life of Tamarac Purchasina and Contracts Division 9. COPYRIGHTS OR PATENT RIGHTS The Offeror 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 bid. The seller agrees to hold the City harmless from all liability, loss or expense occasioned by any such violation. 10. SAFETY STANDARDS The Proposer warrants that the product(s) supplied to the City shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970 as amended, and shall be in compliance with Chapter 442, Florida Statutes as well as any industry standards, if applicable. Any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this order must be accompanied by a completed Material Safety Data Sheet (MSDS). 11. INSPECTION The City shall have the right to inspect any materials, components, equipment, supplies, services or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the City. Any items rejected shall be removed from the premises of the City and/or replaced at the entire expense of the successful vendor. 12. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYMENT During the performance of the Contract, the Consultant and its sub -consultants shall not discriminate against any employee or applicant for employment because of race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity and expression, or disability if qualified. The Consultant will take affirmative action to ensure that employees and those of its sub - consultants are treated during employment, without regard to their race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity or expression, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant and its sub -consultants shall agree to post in conspicuous places, available to its employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Consultant further agrees that he/she will ensure that all sub -consultants, if any, will be made aware of and will comply with this nondiscrimination clause. 13. TAXES 13.1 Successful Offeror shall pay all applicable sales, consumer use and other similar taxes required by law. 13.2 The City of Tamarac is exempt from all Federal, State, and Local taxes. An exemption certificate will be provided where applicable upon request. 30 TAMARAC The City For Your Life of Tamarac 14. PERMITS, FEES AND NOTICES and Contracts Division Successful Offeror shall secure and pay for all permits and fees, licenses and charges necessary for the proper execution and completion of the work, if applicable. The costs of all permits, fees, licenses and charges shall be included in the Price Proposal except where expressly noted in the specifications. 15. PERFORMANCE Failure on the part of the Offeror to comply with the conditions, terms, specifications and requirements of the bid shall be just cause for cancellation of the proposal award. The City may, by written notice to the Proposal, terminate the contract for failure to perform. The date of termination shall be stated in the notice. The City shall be the sole judge of non- performance. 16. TERMINATION OF AGREEMENT 16.1 TERMINATION FOR CAUSE AND DEFAULT In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Successful Offeror neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by of written notice of such neglect or failure. 16.2 TERMINATION FOR CONVENIENCE OF CITY This Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the City to the Successful Offeror for such termination in which event the Successful Offeror shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Successful Offeror abandons this Agreement or causes it to be terminated, the Successful Offeror shall indemnify the city against loss pertaining to this termination. 16.3 FUNDING OUT This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City of Tamarac in the annual budget for each fiscal year of this Agreement; and is subject to termination based on lack of funding. 17. RECORDS / AUDITS 17.1 The City of Tamarac is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida's Public Records Law. Specifically, the Contractor shall: 17.1.1 Keep and maintain public records required by the City in order to perform the service; 31 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division 17.1.2 Upon request from the City's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 17.1.3 Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the City. 17.1.4 Upon completion of the contract, transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records in a format that is compatible with the information technology systems of the City. 17.2 During the term of the contract, the Contractor shall maintain all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Auditor. The Contractor agrees to make available to the City's Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract. 18. ASSIGNMENT Successful Offeror shall not assign, transfer, or subject the Contract or its rights, title, interests or obligations therein without City's prior written approval. Violation of the terms of this paragraph shall constitute a breach of the Contract by Successful Offeror and City may, at its discretion, cancel the Contract. All rights, title, interest and obligations of Successful Offeror shall thereupon cease and terminate. 19. EMPLOYEES 19.1 Employees of the successful Contractor shall at all times be under its sole direction and not an employee or agent of the City. The Contractor shall supply competent and physically capable employees. The City may require the Contractor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Bidder shall be responsible to the City for the acts and omissions of all employees working under its directions. 19.2 Unauthorized Immigrants: The employment of unauthorized aliens by any Contractor is considered a violation of Section 274A (e) of the Immigration and Nationality Act. If the Contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of any contract resulting from this RFP. This applies to any sub- contractors used by the Contractor as well. 32 TAMARAC The City For Your Life of Tamarac 20. GOVERNING LAW and Contracts Division The laws of the State of Florida shall govern this Agreement. Venue shall be Broward County, Florida. 21. SCRUTINIZED COMPANIES F.S. 287.135 and 215.473 Proposer must certify that the company is not participating in a boycott of Israel. Proposer must also certify that Proposer is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or has been engaged in business operations in Cuba or Syria. Subject to limited exceptions provided in state law, the City will not contract for the provision of goods or services with any scrutinized company referred to above. Proposer must acknowledge the question regarding the certification herein, that is attached to this proposal document. Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to the successful Contractor (Contractor) of the City's determination concerning the false certification. The Contractor shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, the Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If the Contractor does not demonstrate that the City's determination of false certification was made in error then the City shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time. 22. E-VERIFY COMPLIANCE As a condition precedent to entering into this Agreement, and in compliance with Section 448.095, Fla. Stat., Consultant and its subcontractors shall, register with and use the E- Verify system to verify work authorization status of all employees hired after January 1, 2021. Consultant shall require each of its subcontractors to provide Consultant with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Consultant shall maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement. City, Consultant, or any subcontractor/subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section shall terminate the contract with the person or entity. City, upon good faith belief that a subcontractor knowingly violated the provisions of this section; but Consultant otherwise complied, shall promptly notify Consultant and Consultant shall immediately terminate the contract with the subcontractor. An agreement or contract terminated under the provisions of this section is not a breach of contract and may not be considered such. Any agreement or contract termination under the provisions of this section may be challenged pursuant to Section 448.095(2)(d), Fla. Stat. Consultant acknowledges that upon termination of this Agreement by the City for a violation of this section by Consultant, Consultant may not be awarded a public contract for at least one (1) year. Consultant further acknowledges that Consultant is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this section. Consultant or subcontractor shall insert in any subcontracts the clauses Wl TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division set forth in this section; requiring the subcontractors to include these clauses in any lower tier subcontracts. Consultant shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this section. 23. PUBLIC RECORDS CUSTODIAN IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY CLERK 7525 NW 88TH AVENUE ROOM 101 TAMARAC, FL 33321 (954) 597-3505 CITYCLERK@TAMARAC.ORG Remainder of Page Intentionally Blank 34 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division VI. SPECIAL CONDITIONS 1. PERFORMANCE BASED CONTRACTING 1.1. Satisfactory Service Required The City of Tamarac has embraced the concept of Performance Based Contracting. Under this model of Performance Based Contracting, the City desires to enter into a partnering agreement with the successful contractor. A partnering agreement provides is an agreement that provides mutual benefits for both the City and the successful Contractor. Satisfactory performance under this type of agreement will result in the City's exclusive use of the contractor for all contractual purchases for the full period specified as the contract term. Unsatisfactory performance by the Contractor shall result in the Contractor's loss of exclusivity. If, in the sole judgment of the City, the contractor is not providing satisfactory service, the exclusive contractual relationship between the City and the Contractor may be terminated, without penalty, by the City at any time after it has purchased the guaranteed volume of goods or services as specified in the Specifications/Statement of Work herein. The principle of Performance Based Contracting, however, does not negate the right of the City to terminate the contract under the standard terms and conditions covering "contract termination" herein. Specific provisions for a Performance Based Contract are as follows: 1.1.1 The City of Tamarac guarantees that as long as the Contractor has not breached this Agreement, the Contractor shall be guaranteed an exclusive business relationship with the City for a minimum period of six (6) months. 1.1.2 Upon passage of the guaranteed contract period, this Agreement shall continue to remain in force, however future exclusivity under the Agreement shall be contingent on the successful performance of the Contractor in accordance with the specifications contained herein. The City shall continue to utilize the Contractor exclusively, for the needs enumerated herein, if it is determined that the Contractor is providing satisfactory performance under the Agreement. Satisfactory performance shall be defined as follows: 1.1.3 Successful adherence to the requirements of this Agreement and successful completion of all tasks required under the specifications in a manner which is acceptable to the City. 1.1.4 The successful Contractor shall provide a level of service which shall lead to optimal agency satisfaction. Complaints, including but not limited to poor service, unacceptable follow-up, disputes relating to invoice processing, etc. shall constitute unsatisfactory performance. More than three (3) complaints per month will prompt a review of the Contractor's performance and may result in cancellation of the exclusivity provision contained herein. 35 TAMARAC The City For Your Life of Tamarac Purchasing and Contracts Division 1.1.5 Contract Report Card: The City shall formally evaluate the Contractor on an ongoing basis during the term of the Agreement. The City shall request City employees to serve on an evaluation panel during the contract term. Each employee will evaluate the Contractor using a "Contract Report Card" evaluation document, which will survey the Contractor's level of service. Evaluation criteria for the "Contract Report Card" will be developed by the City, with input from the Contractor. The City will periodically meet with the Contractor to discuss the results of the "Contract Report Card" evaluation for that period. A sample Contract Report Card is included as part of this bid document. 1.2. Use of Supplemental Agreements The City reserves the right to award additional agreements for Records Conversion Services upon attainment of the minimum contractual guarantee. Awards may be made under this solicitation for a period of one -hundred eighty (180) days following the opening of bids, subject to mutual agreement between the City and the applicable contractor. The City shall attempt to award supplemental agreements to bidders in a sequential fashion, beginning with the lowest priced responsive and responsible bid. If supplemental bidder(s) is unwilling or unable to maintain pricing during the one -hundred eighty day period, then the City may award to the next higher responsive supplemental bidder. The award of subsequent additional agreements under this solicitation could be required based on changes to the City's requirements, or if the original contractor fails to perform within the expectations of the City. Please note that additional awards shall not be made until the minimum contractual guarantee has been met, unless the original contractor is defaulted for non-performance during that period. Based upon successful performance, the full contract period shall be three (3) years, with two (2) additional one (1) year options to be exercised at the discretion of the City. 2. ASSIGNMENT OF CONTRACT Neither this contract, nor any portion thereof, shall be assigned, except by formal approval of the City Commission. No such approval will be construed as making the City a part of or to such assignment; or subjecting the City to liability of any kind to any assignee. No subcontract or assignment shall, under any circumstances, relieve the Contractor of liability and obligation under this contract, and despite any such assignment, the City shall deal through the Contractor only. However, if the company is sold during the life of the contact, the buying agent must provide the City with a letter signed by an officer of the new owner that can legally bind the company, stating that they will continue to perform the requirements of the contract under all the terms, conditions, and specifications so stated in the contract. 36 TAMARAC The City For Your Life of Tamarac 3. SUBMITTALS and Contracts Division Contractor shall submit all required forms and documents as required by this proposal including but not limited to samples, and insurance certificates within 15 days from the Award. 4. PAYMENT Payment will be made monthly for work that has been completed, inspected, and properly invoiced. Invoices must bear the City's purchase order number(s). Payments shall be made pursuant to the requirements of the Local Government Prompt Payment Act, F.S. Chapter 218. 5. CONTRACT DOCUMENTS The contract documents shall consist of the Standard Form of Agreement, Bid Proposal executed and submitted by the Contractor, specifications (where applicable), any addendums or change orders, bond(s), insurance certificate(s), and the City Resolution awarding the bid. 6. ESTIMATED QUANTITES The quantities shown herein are estimated quantities based on historic and anticipated usage requirements and represent the best estimate of the City for required quantities. The City may order quantities that are less than the estimated quantities shown herein. The contract issued as a result of this solicitation shall be for the actual quantities purchased. 7. UNCONTROLLABLE CIRCUMSTANCES 7.1. Neither the City nor Contractor shall be considered to be in default of this Agreement if delays in or failure of performance shall be due to Uncontrollable Forces, the effect of which, by the exercise of reasonable diligence, the non- performing party could not avoid. The term "Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Agreement and which is beyond the reasonable control of the nonperforming party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage, and governmental actions. 7.2. Neither party shall, however, be excused from performance if nonperformance is due to forces, which are preventable, removable, or remediable, and which the nonperforming party could have, with the exercise of reasonable diligence, prevented, removed, or remedied with reasonable dispatch. The nonperforming party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written notice to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of this Agreement. 37 TAMARAC The City For Your Life of Tamarac 8. PAYMENTS & INVOICES and Contracts Division Invoices will be submitted for services rendered and expenses incurred. The City will accept invoices no more frequently than one (1) per month. Each invoice shall be accompanied by records fully detailing the amounts stated on the invoice. All payments shall be governed by the Florida Prompt Payment Act, F.S., Part VII, Chapter 218. Offers of early payment discounts are encouraged but the amount submitted on the Bid Form shall not reflect the inclusion of any early payment discounts. 9. ADDITION OR DELETION OF SERVICES & BUDGETARY CONSTRAINTS The City reserves the right to add to the services specified in this agreement, or to delete any portion of the resulting Contract, at any time, and if such right is exercised by the City the total fee shall be increased or decreased in the same ratio as the service is to the monthly flat rate quoted by Proposer and accepted by the city. In the event the City is required to reduce contract costs due to budgetary constraints, all services specified in this document may be subject to a permanent or temporary reduction in budget. In such an event, the total cost for the affected service shall be reduced as required. The Contractor shall also be provided with a minimum 30-day notice prior to any such reduction in budget. 10. INSURANCE REQUIREMENTS 10.1. Proposer agrees to, in the performance of work and services under this Agreement, comply with all federal, state, and local laws and regulations now in effect, or hereinafter enacted during the term of this agreement that are applicable to Contractor, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. 10.2. Proposer shall obtain at Proposer's expense all necessary insurance in such form and amount as required by the City's Risk Manager before beginning work under this Agreement. Contractor shall maintain such insurance in full force and effect during the life of this Agreement. Contractor shall provide to the City's Risk Manager certificates of all insurance required under this section prior to beginning any work under this Agreement. Contractor shall indemnify and save the City harmless from any damage resulting to it for failure of either Contractor or any subcontractor to obtain or maintain such insurance. 10.3. The following are required types and minimum limits of insurance coverage that the Proposer agrees to maintain during the term of this contract: Limits Line of Business/ Coverage Occurrence Aggregate Commercial General Liability $1,000,000 $2,000,000 Including: Premises/Operations 38 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division Contractual Liability Personal Injury Explosion, Collapse, Underground Hazard Products/Completed Operations Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability $1,000,000 $1,000,000 Workers' Compensation & Employer's Statutory Liability 10.4. The City reserves the right to require higher limits depending upon the scope of work under this Agreement. 10.5. Neither Contractor nor any subcontractor shall commence work under this contract until they have obtained all insurance required under this section and have supplied the City with evidence of such coverage in the form of an insurance certificate and endorsement. 10.6. The Contractor will ensure that all subcontractors will comply with the above guidelines and will maintain the necessary coverages throughout the term of this Agreement. 10.7. All insurance carriers shall be rated at least A-VII per Best's Key Rating Guide and be licensed to do business in Florida. Policies shall be "Occurrence" form. Each carrier will give the City sixty (60) days notice prior to cancellation. 10.8. The Contractor's liability insurance policies shall be endorsed to add the City of Tamarac as an "additional insured". The Contractor's Worker's Compensation carrier will provide a Waiver of Subrogation to the City. The Contractor shall be responsible for the payment of all deductibles and self -insured retentions. 10.9. The City may require that the Contractor purchase a bond to cover the full amount of the deductible or self -insured retention. If the contractor is to provide professional services under this Agreement, the Contractor must provide the City with evidence of Professional Liability insurance with, at a minimum, a limit of $1,000,000 per occurrence and in the aggregate. "Claims -Made" forms are acceptable for Professional Liability Insurance. 11. ANTI -LOBBYING PROVISION CONTACT WITH PERSONNEL OF THE CITY OF TAMARAC OTHER THAN THE PURCHASING AND CONTRACTS MANAGER OR DESIGNATED REPRESENTATIVE DURING THE SOLICITATION, EVALUATION AND AWARD PROCESS REGARDING THEIR REQUEST FOR PROPOSALS MAY BE GROUNDS FOR ELIMINATION FROM THE SELECTION PROCESS. 39 TAMARAC City of Tamarac The City For Your Life purchasing and Contracts Division RFP #23-38R RECORD CONVERSION SERVICES VII. SCOPE OF WORK 1. SCOPE OF PROPOSAL The purpose of this Request for Proposals is to obtain the services of a qualified firm to perform record conversion services on behalf of the City of Tamarac City Clerk's Office, in conformity with the requirements contained herein. The City is seeking a contract for a term of three (3) years, with two (2) additional one (1) year renewal terms based upon satisfactory performance and mutual agreement of both parties. 2. SERVICES TO BE PROVIDED 2.1 The Contractor shall provide all labor, materials, equipment and incidentals necessary to perform record conversion services for the City of Tamarac City Clerk's Office as described herein. 2.2 Services shall include, but are not limited to: 2.1.1 Preparing and microfilming documents including large format drawings and construction plans. 2.1.2 Converting the silver film to Diazo for the purpose of creating new duplicate rolls of Diazo microfilm. 2.1.3 Scanning documents to CD's or DVD's, and External Hard Drives. 2.1.4 Delivering finished microfilm, CD's, or DVD's, and External Hard Drives. 2.1.5 Providing film verification assistance on a schedule approved by the City. 2.1.6 Assisting in the design of the indexing configuration. 3. MINIMUM REQUIREMENTS 3.1. General Reauirements 3.1.1 The Contractor shall provide the necessary experienced personnel to support the services required by the Contract. The Contractor shall remove any employee whose work performance, in the City's opinion, is not satisfactory, and replace such personnel with employees satisfactory to the City. In no event shall the City be responsible for monitoring or assessing the suitability of any employee or agent of the Contractor. 3.1.2 All Contractor employees shall wear business casual attire while working at any City sites. 3.1.3 The Contractor shall comply with all City security policies, plans and procedures. 40 TAMARAC City of Tamarac The City For Your Life purchasing and Contracts Division 3.1.4 The Contractor shall, at no additional cost to the City, correct any improper work resulting from faulty workmanship. 3.1.5 Payments to the Contractor shall in no way constitute a waiver of any warranty requirements. 3.2. Performance Requirements 3.2.1 The Contractor shall perform all of its obligations and functions under the Contract in accordance with Contract specifications and industry standards. The Contractor shall adjust and coordinate its activities to the needs and requirements of the City and perform its activities so as not to annoy, disturb, endanger, unreasonably interfere with, or delay the operations or activities of the City. 3.2.2 Dates for commencement and completion of work will be on an as - needed basis and shall be coordinated with the City's representative. 3.2.3 Any work required beyond that which is specified herein shall be reported in advance to the City's representative. At no time shall work beyond the scope be performed without prior written authorization from the City's representative. 3.2.4 The Contractor shall utilize maximum safety precautions. Tools and equipment shall be in a good state of repair, safe to use, and be used in the manner in which they were intended. Contractor shall inform all workers and concerned persons of the Material Safety Data on all products being utilized on this project. No materials or equipment shall be left unsecured on the project site at any time. The City assumes no responsibility for the Contractor's materials or equipment. 3.2.5 The Contractor shall allow the City's representative access to any and all City owned documents, drawings, plans, and Contractor generated products during the performance of service. 3.2.6 The Contractor shall keep a written index of all documents, drawings, plans, received from the City until such documents, drawings/plans, are returned to the City or authorization to destroy has been granted by the City Representative. 3.2.7 The Contractor shall advise the City as soon as practical of any defect or condition which may adversely affect the completion of work requested under the scope of services. 3.2.8 The Contractor shall take measures necessary to prepare paper documents for microfilming, which includes, but is not limited to, removal of all staples, paper clips, screws, removing documents from binders, page orientation, removal of post -it notes, etc., The Contractor shall reassemble documents and return them to their original state. 3.2.9 The Contractor shall not in any way damage original documents, drawings, or plans. 41 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 3.3. Microfilming and Scanning Requirements 3.3.1 The Contractor shall adhere to the guidelines and procedures as stated in the Florida Department of State, Division of Library & Information Services, Chapter 1 B-26.002 1, Florida Administrative Code Records Management - Standards and Requirements --Microfilm. Standards, which meets or exceeds the American National Standards Institute (ANSI) standards. 3.3.2 Documents shall be scanned with a resolution of 300 dpi or higher by the Contractor in a secured room at the Contractor's facility. Documents shall be scanned into a PDF, JPEG or TIFF format. Format will be determined by the City based upon document type. Scanned documents shall be placed on a CD or DVD, or External Hard Drives as described in section 4.1.3 herein. The microfilming shall take place at the Contractor's facility utilizing electronic files. 3.3.3 The Contractor, with the assistance of the City's representative, shall develop indexes for scanning and microfilm. 3.3.4 The Contractor shall provide indexes on the Disk or External Hard Drive and microfilm outlining the contents of each. Disk and microfilm shall be created in a fashion whereby documents contained therein may be located as quickly as possible. 3.3.5 The Contractor shall transfer scanned documents from CD's, DVD's, External Hard Drive or FTP site to microfilm 16mm or 35mm film based upon document size. The Contractor shall return the RW type CD/DVD or External Hard Drive when delivering the microfilm. The Contractor shall notify the City's representative upon completion of downloading documents from the FTP site. 3.3.6 If less than one quarter (1/4) of a roll is left upon completion of filming of a project, Contractor shall begin a new roll for the next project. If more than one quarter (1/4) of a roll is left upon completion of filming a project, Contractor shall insert 25 spaces and begin filming the next project. After processing, the roll shall be cut to separate the next project onto a different roll. 3.3.7 The Contractor shall process and test all original microfilm. Contractor shall conduct and document Methylene Blue Test on each batch of processed original film, or on one (1) out of every ten (10) rolls of original film, for concentration of residual thiosulfate. The methylene blue test must not exceed 14 micrograms per square centimeter. 3.3.8 The Contractor shall provide one (1) silver polyester base 5mm thick original and one (1) Diazo duplicate of each 5mm thick one hundred (100) foot roll from permanent documents. 3.3.9 If requested by the City's representative, the Contractor shall provide a Diazo duplicate of 5mm thick one hundred (100) foot roll from a silver polyester base 5mm thick one hundred (100) foot roll original. 3.3.10 When submitted to the City, all completed film shall be fully compatible 42 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division with the City microfilm reader and conversion equipment. 3.3.11 The Contractor shall provide on each loaded disk or External Hard Drive a label identifying the information that is on the disk and include the "Bum" date. The loaded disk shall be inserted in a jewel case containing an insert that also identifies the information on the disk and the "Burn" date. The City's representative will provide instruction as to labeling index requirements. If more than one disk is needed for a project, the disks shall be numbered "Disk 1 of X", "Disk 2 of X", etc. 3.3.12 The Contractor shall provide on each microfilm reel a label identifying the information that is on the microfilm reel and include the "Film" date. The loaded microfilm reel shall be inserted in a microfilm container as described in section D (2) herein. The City's representative will provide instruction as to labeling index requirements and numerical sequence for each project/job. 4. CONTRACTOR RESPONSIBILITIES 4.1 The Contractor shall provide the following materials and equipment: 4.1.1 Blank Film: Shall come in 5mm, one hundred (100) foot rolls, manufactured from safety base fil (silver type on polyester base), for originals to produce density and resolution as defined in Rule 1 B- 26.0021 Florida Administrative Code. In addition, film shall meet or exceed American National Standards Institute (ANSI) standards. Roll cores shall be made of non-ferrous materials with a corrosion resistant finish or other non -corroding plastic, which in any event will not react with the film. Roll cores that give off reactive fumes or exudations during storage shall not be used. (Ref: Kodak, Fuji, Agfay or other approved equivalent product. Equivalency shall be determined by the City). 4.1.2 Film Storage Containers: Shall be plastic and designed to accommodate a front and top label indicating whether the roll is an original or duplicate, the roll number, date, and appropriate information as supplied by the City. Acid Free Boxes can be used to hold duplicate copies of the microfilm. 4.1.3 CD's and DVD's, or External Hard Drives for converting original documents, or transferring electronic documents for the purpose of microfilming. The Contractor shall use RW type CD's with a minimum capacity of 700MB/80 minutes and/or RW type DVD's with a minimum capacity of 4.7GB when performing document scanning activities. If higher storage capacity is needed, an External Hard Drive should be used. CD's/DVD's shall be compatible with CD/DVD/RW disk drives utilized in Hewlett Packard computers and may be manufactured by Maxell, Sony, Memorex, TDK, Verbatim, or equivalent alternate product. 43 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 4.1.4 The cost of materials necessary to perform the services specified herein shall be included in the Contract unit prices for the various items of work which it is incidental. 4.1.5 The Contractor shall be responsible for providing cellular phone equipment and services to the Contractor's employees. 4.1.6 The Contractor shall be responsible for restoring, at no cost to the City, any and all records that are damaged while under the care of the Contractor regardless of whether the damage results from improper or negligent practices, vandalism, act of God, etc. 4.2 The contractor shall provide the following reports: 4.2.1 Upon project completion, the contractor shall provide the City an updated inventory bar code list of completed deliverables. 4.2.2 Upon project completion, the Contractor shall provide a master electronic inventory of all documents in a format acceptable to the City. 4.2.3 The Contractor shall submit all reports prior to submitting the final invoice. 4.2.4 The cost of the required reports specified herein shall be included in the Contract unit prices for the various items of work to which it is incidental. 5. RESPONSIBILITIES OF THE CITY OF TAMARAC 5.1 The City will provide original documents for filming and scanning as follows: 5.1.1 Documents: Written documents, ranging in sizes from 8.5" x 11" to 11" x 17", in 1.2 cubic foot storage boxes. Contractor shall prepare the documents for scanning and/or filming. 5.1.2 Drawings/Plans: Architectural and engineering drawings/plans, in sizes from 8.5" x 11" to 24" x 36", in 1.2 cubic -foot storage boxes, or in 33" x 43" X 1" flat boxes. Contractor shall prepare the documents for scanning and/or filming. Plans are bound with two (2) or three (3) post ranging from 1/2 inch to 4 inches; spiral comb binding, or stapled. Bound plans are considered a set and may range from 50 to 1000+ pages. 5.1.3 Digital Files: CD's, DVD's or electronic documents transferred from the City's FTP site to the Contractor for the purpose of microfilming. The City will provide the FTP link to the Contractor when electronic documents are placed on the City's FTP transfer to the Contractor. 5.2 Inspection and Approval 5.2.1 The City's representative will inspect the first roll of microfilm prior to the completion of any assigned project. Contractor shall not proceed 44 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division with the balance of the assigned project until notified by the City's representative. 5.2.2 The City's representative will inspect the first CD or DVD, or External Hard Drive prior to the completion of any assigned project. Contractor shall not proceed with the balance of the assigned project until notified by the City's representative. 5.2.3 At the completion of any assigned project, the City's representative will conduct an inspection of all film, CD's, DVD's, or External Hard Drive and other Contractor generated materials provided. 5.2.4 Any deficiencies noted during an inspection shall be corrected by the Contractor at its expense within seven (7) business days from the date of inspection. 6. QUALIFICATIONS 6.1 Must be qualified to provide quality services as stated on the contract Scope of Services while adhering to the guidelines and procedures as stated in the Florida Department of State, Division of Library & Information Services, Chapter 1 B- 26.002.1, Florida Administrative Code Records Management — Standards and Requirements, and meet or exceeds the American National Standards Institute (ANSI) standards. 6.2 Must have experience working with Laserfiche. The City is migrating to Laserfiche as its main archival system format. 6.3 Must be able to respond in a timely manner to requests and/or inquiries related to work requiring a resolution. 6.4 Must be able to meet in person, or remotely with City Representatives for follow up and updates of jobs and account issues. 7. DELIVERY / PICKUP LOCATIONS 7.1 Delivery and pickup shall be to and from the following locations: 7.1.1 City of Tamarac, City Clerk's Office, 7525 NW 88th Ave., Room 101, Tamarac, FL 33321 7.1.2 Parks & Recreation Administrative Bldg., 6001 Nob Hill Road, Tamarac, FL 33321 7.1.3 Building Dept./Public Services Bldg., 6011 Nob Hill Road, Tamarac, FL 33321 7.1.4 Fire Station 15, 6000 Hiatus Road, Tamarac, FL 33321 7.1.5 IT/Utilities Bldg. 10101 State Street, Tamarac, FL 33321 7.2 The City reserves the right to add or remove any locations at any time during the term of the Contract. Any such changes will be documented in writing by the City. 7.3 The Contractor shall coordinate delivery of completed film with the City's representative. 45 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 7.4 Upon delivery, the Contractor shall supply the City with documentation supporting the delivery. Documentation provided shall include the following information: 7.4.1 Contractor internal tracking number shall be included on each invoice. 7.4.2 Time and date of request for delivery. 7.4.3 Name of the City representative requesting delivery 7.4.4 City assigned box or carton number(s) 7.4.5 City description(s) from the exterior of the box and the initial index and filing paperwork. 8. SCHEDULE 8.1 The Contractor's standard work hours at the City's site shall be between 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding the City's observed holidays. The City may require the Contractor to perform work during non-standard hours outside the standard work hours. Non-standard hours will be authorized in writing by the City. The Contractor shall advise the City 48 hours in advance of its projected work schedule for each week. The Contractor shall perform no work during the City's observed holidays without the prior written permission of the City. 8.2 The City's observed holidays are listed as follows: New Year's Day Martin Luther King's Birthday Presidents Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Friday after Thanksgiving Day Christmas Eve Christmas Day 8.3 In the event an emergency condition is declared by the City, the Contractor shall perform work during such hours as specified by the City. Remainder of Page Intentionally Blank 46 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division VIII. PROPOSAL SELECTION & EVALUATION OF PROPOSALS The City Manager will appoint an Evaluation and Selection Committee to review Proposals. The City reserves the right to select the Proposer who represents the best value, and to accept or reject any proposal submitted in response to this solicitation. The City's Evaluation and Selection Committee will act in what they consider to be the best interest of the City and its residents. Price shall not be the sole determining factor for selection, as indicated below. 1. ACCEPTABILITY OF PROPOSALS The Offer shall be evaluated solely in accordance with the criteria set forth herein. The proposals shall be categorized as follows: i. Acceptable; ii. Potentially Acceptable; that is reasonably susceptible of being made acceptable; or iii. Unacceptable. 2. EVALUATION METHOD AND CRITERIA The City Manager shall appoint an evaluation/selection committee that will be responsible for selecting the most qualified firm and then negotiating a contract. The City may request that Proposers with the highest -ranked submittals make a detailed presentation of their product/service to the Evaluation and Selection Committee. The City reserves the right to enter into contract negotiations with the selected Proposer. If the City and the selected Proposer cannot negotiate a successful contract, City may terminate such negotiations and begin negotiations with the next highest -ranked Proposer. No Proposer shall have any rights against the City arising from such negotiations. Proposals shall be evaluated in accordance with the weighted criteria listed below: a. Compliance with Request for Proposals [Mandatory]. This refers to the adherence to all conditions and requirements of the Request for Proposals. Quality of Response Clearly demonstrated understanding of the work to be performed; Completeness and reasonableness of the offeror's plan/proposal for accomplishing the tasks; Level of creativity demonstrated by the offeror's proposed methodologies for meeting the requirements of this proposal. c. Services to be Provided. This refers to the exact type and nature of the offeror's proposed services and how they accomplish the objectives of the project, specifically, the requirements objectives that relate to Safety, Customer Service, Programming and Vision/Direction, as enumerated in Section VI. "Scope of Work" herein; as well as the ability to rapidly respond to the City's needs, and the ability to rapidly respond to the City's needs, as defined in the Evaluation Criteria set forth. 47 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division d. Qualifications of the Contractor. Offeror's capability in all respects to perform fully the contract requirements, and the tenacity, perseverance, experience, integrity, and reliability which will assure good faith performance, as well as satisfactory reference verification. This criteria includes: i. The experience of the firm and its record on engagements of a similar nature, including the ability to serve in a similar capacity for other units of government or organizations. ii. Personnel to be assigned to the project, and their education, capabilities, qualifications, and experience with similar projects. iii. Reference information gathered from other entities regarding the past experience of the firm; and iv. Other areas addressed in the Scope of Work herein. e. Costs (Price). Refers to the proposed contract fee by Proposer. (Please note that price is only one factor for consideration of award). Proposer shall provide unit pricing as required for each item shown on the Cost Proposal Form. f. Local / CBE / Veteran Preference Consideration (Bonus Points) 5 Points The City of Tamarac is responsive to our vendor community and to local Tamarac and small Broward County businesses. In accordance with Chapter 6-146.1., "Local Business Preference" of the Tamarac Procurement Code authorizes a preference program for Local Tamarac Vendors (5 points) as well as a preference for firms certified by the Broward County Office of Economic and Small Business Development (OESBD) as a Small Business Vendor (2.5 points), and Veteran - owned Business Vendors (2.5 points). Recipients may receive credit for either being a Local Tamarac Vendor or a Broward County Small Business Vendor, or a Veteran -owned Vendor, whichever has the highest point value. g. Consideration of Conviction History Policy (Bonus Point) 1 3. MAXIMUM TECHNICAL & COST POINTS (Up to 100 Points + 6 Bonus Points) 1. Compliance with Request for Proposals [Mandatory] 2. Quality of Response 15 Points 3. Services to be Provided 30 Points 4. Qualifications of the Proposer/Expertise 25 Points 5. Costs (Price) 30 Points TOTAL TECHNICAL & COST/PRICE/REVENUE POINTS 100 Points 6. Bonus Points: Local / CBE / Veteran Owned Vendor Preference 5 Points 48 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 7. Bonus Points: Compliance with Conviction History policy 1 Point These weighted criteria are provided to assist Proposers in the allocation of their time and efforts during the proposal preparation process. The criteria also guide the Evaluation Committee during the short -listing and final ranking of proposers by establishing a general framework for those deliberations. Once the Proposals are evaluated, a "short-list" may be selected to make presentations to the Evaluation and Selection Committee, prior to a recommendation for award. The City reserves the right to ask questions for clarification to any and all Proposers as part of its evaluation. The Proposer shall be prepared to advise the Committee on the manner in which the contractual obligations will be accomplished. The City also highly recommends the Proposer have the appropriate management level staff represent the firm during the presentation phase, if applicable. The designated Project Manager should be available. 4. ALTERNATIVE BEST VALUE SCORING As an alternative to using a weighted criteria, the City may utilize a Best Value Scoring process. The Best Value Scoring will require the Evaluation Committee to assign a composite score rank, based on the Committee's determination of the relative overall value of the Proposer's response. Composite scores will rank responses from 1 (1st place), 2 (2nd place), and so on, for the total number of responses under consideration. Specific Scoring Mechanism for this RFP: The weighted criteria shall be used for the initial evaluation of proposals for either short -listing, or as the final evaluation method if the number of responses received does not warrant a short -listing cycle. The City may then use the best value ranking for the final ranking of firms after the completion of the evaluation process and/or any oral presentations provided by the short-listed firms. BEST & FINAL OFFER The City reserves the right to request Best and Final Offers from any or all Proposers when the City determines that information received during the evaluation process warrants additional clarification. DISCUSSIONS & PRESENTATIONS Short-listed Proposers may be requested to make presentations to the Committee. The City may require additional information after evaluating the submittals, and Proposers agree to furnish such information upon the City's request. All Proposers are advised that in the event of receipt of an adequate number of Proposals which in the opinion of the Evaluation Committee require no clarification and/or supplementary information, such Proposals may be evaluated without discussion. Hence, proposals should be initially submitted complete with favorable terms and show the Proposers most advantageous solution offered the City. After presentations, if so requested, firms will be assigned a final score, with the highest - ranked firm moving forward to the negotiation phase. Upon successful negotiation, a recommendation for an award will be considered by the City Commission. No work on this project shall proceed without written authorization from the City of Tamarac. The City reserves the right to enter into contract negotiations with the selected Proposer. If the City and the selected Proposer cannot negotiate a successful contract, City may 49 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division terminate such negotiations and begin negotiations with the next highest -ranked Proposer. No Proposer shall have any rights against the City arising from such negotiations. 7. AWARD OF AGREEMENT Award shall be made by the City to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration price and the evaluation criteria set forth above. The City of Tamarac reserves the right to accept the Proposal as a whole or for any component thereof if it appears to be in the best interest of the City. 8. RIGHT TO REJECT PROPOSALS To the extent permitted by applicable state, federal laws, and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work, and to disregard all nonconforming, non -responsive, unbalanced or conditional Proposals. Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions, unauthorized alterations, or irregularities of any kind. City reserves the right to reject any Proposal if City believes that it would not be in its best interest to make an award to a particular Proposer, either because the Proposal is not responsive, the Proposer is unqualified, of doubtful financial ability, or fails to meet any other pertinent criteria established by City within the scope of this solicitation. Remainder of Page Intentionally Blank 50 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division NOTE: THIS FORM IS PROVIDED AS A SAMPLE ONLY. VENDOR MUST SUBMIT PRICING ELECTRONICALLY THROUGH BIDS AND TENDERS!!! APPENDIX A - PRICING SCHEDULE RECORD CONVERSION SERVICES Item Description Unit Quantity Unit Total No. Price 1 Document preparation Per Box 500 (estimated 2500 documents per box 2 Document Preparation based of Per Set 300 Plans and As Builds 8.5" x 11", 11 "x 17" and 24" x 36" 3 Scanning Paper Documents 8.5" Per Image 800,000 x 11 ", 8.5" x 14" to CD, DVD or External HD 4 Scanning Paper Documents 11" Per Image 200,000 x 17" to CD, DVD or External HD 5 Scanning Paper Documents 24" Per Image 100,000 x 36" to CD, DVD or External HD 6 Microfilming 16mm Documents Per Image 800,000 8.5" x 11 ", 8.5" x 14 from digital CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film 7 Microfilming 16mm Document Per Image 200,000 11" x 17" from digital, CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film 8 Microfilming 35mm Per Image 100,000 Plans/Drawings 24" x 36" from digital CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film 9 Indexing Assistance Per Hour 5 10 Indexing scanned documents Per File 100,000 11 Indexing microfilm documents Per File 100,000 12 Indexing storage medium for Per 4,000 CD, DVD, External HD or Container Microfilm 13 Duplication of original Silver Film Per Roll 10 to Diazo Total 51 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division OPTIONAL OCR SCANNING SERVICES Item Description Unit Quantity Unit Total No. Price 1 OCR Scanning Paper Documents Per Image 800,000 8.5 x 11 ", 8.5 x 14" to CD, DVD or External HD 2 OCR Scanning Paper Documents Per Image 200,000 11" x 17" to CD, DVD or External HD 3 OCR Scanning Paper Documents Per Image 100,000 24" x 36" to CD, DVD or External HD 52 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division SAMPLE FORM AGREEMENT BETWEEN THE CITY OF TAMARAC AND THIS AGREEMENT is made and entered into this day of by and between the City of Tamarac, a municipal corporation with principal offices located at 7525 N.W. 88th Ave., Tamarac, FL 33321 (the "CITY") and a corporation with principal offices located at (the "Contractor") for the provision of Records Conversion Services to the City of Tamarac. Now therefore, in consideration of the mutual covenants hereinafter set forth, the City and Contractor agree as follows: 1. The Contract Documents The contract documents consist of this Agreement, Invitation for Request for Proposal (RFP) Document No. 23-38R, "RECORD CONVERSION SERVICES", including all conditions therein, (General Terms and Conditions, Special Conditions and/or Special Provisions), drawings, Technical Specifications, all addenda, the Contractor's bid/proposal included herein, and all modifications issued after execution of this Agreement. These contract documents form the Agreement, and all are as fully a part of the Agreement as if attached to this Agreement or repeated therein. In the event that there is a conflict between RFP # 23-38R, "RECORD CONVERSION SERVICES" as issued by the City, and the Contractor's Proposal, RFP 23-38R as issued by the City shall take precedence over the Contractor's Bid. Furthermore, in the event of a conflict between this document and any other contract documents, this Agreement shall prevail. 2. The Work 2.1. The Contractor shall perform all work for the City required by the contract documents as set forth below: 2.1.1 Contractor shall furnish all labor, materials, equipment, and incidentals necessary to provide Record Conversion Services to include, but not be limited to: 2.1.1.1 Preparing and microfilming documents including large format drawings and construction plans. 2.1.1.2 Converting the silver film to Diazo for the purpose of creating new duplicate rolls of Diazo microfilm. 2.1.1.3 Scanning documents to CD's or DVD's, and External Hard Drives. 2.1.1.4 Delivering finished microfilm, CD's, or DVD's, and External Hard Drives. 2.1.1.5 Providing film verification assistance on a schedule approved by the City. 2.1.1.6 Assisting in the design of the indexing configuration. 2.1.2 Contractor shall provide all services in accordance with the Scope of Work 53 City of Tamarac 3. TAMARAC The City For Your Life Purchasing and Contracts Division enumerated in the Request for Proposals 23-38R, "RECORD CONVERSION SERVICES". 2.1.3 Contractor shall comply with any and all Federal, State, and local laws and regulations now in effect, or hereinafter enacted during the term of this Agreement, which are applicable to the Contractor, its employees, agents or subcontractors, if any, with respect to the work and services described herein. Insurance 3.1 Contractor shall obtain at Contractor's expense all necessary insurance in such form and amount as specified in the original bid document or as required by the City's Risk and Safety Manager before beginning work under this Agreement including, but not limited to, Workers' Compensation, Commercial General Liability, and all other insurance as required by the City, including Professional Liability when appropriate. Contractor shall maintain such insurance in full force and effect during the life of this Agreement. Contractor shall provide to the City's Risk and Safety Manager certificates of all insurances required under this section prior to beginning any work under this Agreement. The Contractor will ensure that all subcontractors comply with the above guidelines and will retain all necessary insurance in force throughout the term of this agreement. 3.2 The following are required types and minimum limits of insurance coverage that the Contractor agrees to maintain during the term of this contract: Line of Business/ Coverage Occurrence Limit Aggregate Limit Commercial General Liability $1,000,000 $2,000,000 Including: Premises/Operations Contractual Liability Personal Injury Explosion, Collapse, Underground Hazard Products/Completed Operations Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability $1,000,000 Limit $1,000,000 Limit Workers' Compensation & Employer's Liability Statutory Professional Liability Insurance $1,000,000 Limit $1,000,000 Limit 3.3 The City reserves the right to require higher limits depending upon the scope of work under this Agreement. 3.4 Contractor shall indemnify and hold the City harmless for any damages resulting from failure of the Contractor to take out and maintain such insurance. Contractor's Liability Insurance policies shall be endorsed to add the City as an additional insured. The 54 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division City reserves its right to select its own defense counsel. Contractor shall be responsible for payment of all deductibles and self-insurance retentions on Contractor's Liability Insurance policies. 4. Term of Contract 4.1 The initial contract period shall be for three (3) years based upon successful performance by the Contractor. The initial contract term shall commence upon date of award by the City or at a date mutually agreeable with the successful contractor, whichever is later and shall expire three (3) years from that date. Upon completion of the first three (3) year period, the City reserves the right to renew the Contract for two (2) additional one (1) year periods providing all terms, conditions and specifications remain the same, both parties agree to the extension, and such extension is approved by the City. A 6. 7 4.2 In the event services are scheduled to end because of the expiration of this contract, the Contractor shall continue the service upon the request of the Purchasing and Contracts Manager on a month -to -month basis until such time as a new Agreement is awarded and in place, or upon mutual agreement of the parties. The contractor shall be compensated for the service at the rate in effect when this extension clause is invoked by the City. Contract Pricing The Contract Pricing for the contained within Attachment A the City. Payments above work shall be in accordance with the unit pricing . The contract shall be for the actual amount as ordered by 6.1 Payment will be made monthly for work that has been completed, inspected, and properly invoiced. Invoices must bear the project name, bid number, and purchase order number. City has up to thirty (30) days to review, approve and pay all invoices after receipt. 6.2 All payments under this Agreement shall be governed by the Local Government Prompt Payment Act, F.S., Part VII, Chapter 218. The Contractor must provide proof of completion of each milestone included in the project schedule. Economic Adjustment — Escalation / De-escalation: 7.1 Prices, terms and conditions shall remain firm for a minimum of the three (3) years of the term of this Agreement unless modified or canceled in accordance with the provisions of this Proposal. Upon expiration of the initial term of the Agreement, pricing for subsequent renewal periods may then be adjusted on the anniversary date of the Agreement in accordance with the then current Miami Urban Consumer Price Index (CPI), which shall apply to actual costs. During the three (3) years of the term, a pass -through allowance will ONLY be allowed in the event of an increase in material due to an unanticipated extreme or unforeseen volatility in the marketplace due to factors beyond the control of the Contractor which meet the criteria enumerated in Section 7.2 "Equitable Adjustment Provision" of this Agreement herein. Price adjustments must only provide for a pass -through of the actual increase; and under no circumstance will the Contractor be 55 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division entitled to any price adjustments for additional profit during the life of the agreement. Such requests must be fully documented as detailed in Section 7.3 "Documentation" herein. No additional cost increases will be permitted during the initial term. 7.2 Equitable Adjustment Provision: The City of Tamarac may, in its sole discretion, make an equitable adjustment in the Contract Terms and conditions and/or pricing. If pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace that satisfy all the following criteria: 1) the volatility is due to causes wholly beyond the Contractor's control; 2) the volatility affects the marketplace or industry, not just the particular Contractor's source of supply; 3) the effect on pricing or availability of supply is substantial; and 4) the volatility so affects the Contractor that continued performance of the Contract would result in substantial loss. 7.3 Documentation: Any adjustment will require irrefutable evidence and written approval by the City. The City may elect to provide a one-time increase, an increase for a predetermined period which may be reflected as a change in the unit price or as a surcharge in addition to the unit price, or an increase for the remainder of the contract. In the event of any market decreases the Contractor shall in good faith provide the City with reduced pricing. All requests for Equitable Adjustments must be addressed in writing to the attention of the Purchasing and Contracts Manager, and include appropriate documentation including but not limited to, data from established government or industry indices, market trend data, actual invoices for materials, catalog pricing from Contractor's suppliers, notification from suppliers or manufacturers or other information as agreed upon between the City and the Successful proposer. 8. Indemnification 8.1 The Contractor shall indemnify and hold harmless the City, its elected and appointed officials, employees, and agents from any and all claims, suits, actions, damages, liability, and expenses (including attorneys' fees) in connection with loss of life, bodily or personal injury, or property damage, including loss of use thereof, directly or indirectly caused by, resulting from, arising out of or occurring in connection with the operations of the Contractor or its officers, employees, agents, subcontractors, or independent Contractors, excepting only such loss of life, bodily or personal injury, or property damage solely attributable to the gross negligence or willful misconduct of the City or its elected or appointed officials and employees. The above provisions shall survive the termination of this Agreement and shall pertain to any occurrence during the term of this Agreement, even though the claim may be made after the termination hereof. 8.2 Upon completion of all Services, obligations and duties provided for in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this Article shall survive indefinitely. i. The Contractor shall pay all claims, losses, liens, settlements or judgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. ii. City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Contractor under the indemnification agreement. 56 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 8.4 Nothing contained herein is intended nor shall be construed to waive City's rights and immunities under the common law or Florida Statutes 768.28, as amended from time to time.. 9. Remedies 9.1 Damages: The City reserves the right to recover any ascertainable actual damages incurred as a result of the failure of the Contractor to perform in accordance with the requirements of this Agreement, or for losses sustained by the City resultant from the Contractor's failure to perform in accordance with the requirements of this Agreement. 9.2 Correction of Work: If, in the judgment of the City, work provided by the Contractor does not conform to the requirements of this Agreement, or if the work exhibits poor workmanship, the City reserves the right to require that the Contractor correct all deficiencies in the work to bring the work into conformance without additional cost to the City, and / or replace any personnel who fail to perform in accordance with the requirements of this Agreement. The City shall be the sole judge of non- conformance and the quality of workmanship. 10. Non -Discrimination & Equal Opportunity Employment During the performance of the Contract, the Contractor and its subcontractors shall not discriminate against any employee or applicant for employment because of race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity and expression, or disability if qualified. The Contractor will take affirmative action to ensure that employees and those of its subcontractors are treated during employment, without regard to their race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity or expression, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor and its subcontractors shall agree to post in conspicuous places, available to its employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Contractor further agrees that he/she will ensure that all subcontractors, if any, will be made aware of and will comply with this nondiscrimination clause. 11. Independent Contractor This Agreement does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under this Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and 57 TAMARAC City of Tamarac The City For Your Life purchasing and Contracts Division that it will utilize a high level of skill necessary to perform the work. This Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 12. Assignment and Subcontracting Contractor shall not transfer or assign the performance required by this Agreement without the prior consent of the City. This Agreement, or any portion thereof, shall not be subcontracted without the prior written consent of the city. 13. Notice Whenever either party desires or is required under this Agreement to give notice to any other party, it must be given by written notice either delivered in person, sent by U.S. Certified Mail, U.S. Express Mail, air or ground courier services, or by messenger service, as follows: CITY City Manager City of Tamarac 7525 N.W. 88th Avenue Tamarac, FL 33321 With a copy to the City Attorney at the same address CONTRACTOR 15. Termination 15.1 Termination for Convenience: This Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the City to the Contractor for such termination in which event the Contractor shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Contractor abandons this Agreement or causes it to be terminated, Contractor shall indemnify the city against loss pertaining to this termination. 15.2 Default by Contractor: In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Contractor neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by Contractor of written notice of such neglect or failure. 16. Agreement Subject to Funding This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City 58 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division of Tamarac in the annual budget for each fiscal year of this Agreement and is subject to termination based on lack of funding. 17. Venue This Agreement shall be governed by the laws of the State of Florida as now and hereafter in force. The venue for actions arising out of this agreement is fixed in Broward County, Florida. 18. Signatory Authority The Contractor shall provide the City with copies of requisite documentation evidencing that the signatory for Contractor has the authority to enter into this Agreement. 19. Severability; Waiver of Provisions Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction shall, as to such jurisdiction, be ineffective to the extent of such prohibition or unenforceability without invalidating the remaining provisions hereof or affecting the validity or enforceability of such provisions in any other jurisdiction. The non -enforcement of any provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. 20. Merger; Amendment This Agreement constitutes the entire Agreement between the Contractor and the City, and negotiations and oral understandings between the parties are merged herein. This Agreement can be supplemented and/or amended only by a written document executed by both the Contractor and the City. 21. No Construction Against Drafting Party Each party to this Agreement expressly recognizes that this Agreement results from the negotiation process in which each party was represented by counsel and contributed to the drafting of this Agreement. Given this fact, no legal or other presumptions against the party drafting this Agreement concerning its construction, interpretation or otherwise accrue to the benefit of any party to the Agreement, and each party expressly waives the right to assert such a presumption in any proceedings or disputes connected with, arising out of, or involving this Agreement. 22. Uncontrollable Circumstances Neither the City nor Contractor shall be considered to be in default of this Agreement if delays in or failure of performance shall be due to Uncontrollable Forces, the effect of which, by the exercise of reasonable diligence, the non -performing party could not avoid. The term "Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Agreement and which is beyond the reasonable control of the nonperforming party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage, and governmental actions. Neither party shall, however, be excused from performance if nonperformance is due to forces, which are preventable, removable, or remediable, and which the nonperforming party could have, with the exercise of reasonable diligence, prevented, removed, or remedied with reasonable dispatch. The nonperforming party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give 59 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division written notice to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of this Agreement. 23. Scrutinized Companies - 287.135 AND 215.473 By execution of this Agreement, Contractor certifies that Contractor is not participating in a boycott of Israel. Contractor further certifies that Contractor is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has Contractor been engaged in business operations in Syria. Subject to limited exceptions provided in state law, the City will not contract for the provision of goods or services with any scrutinized company referred to above. Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to Contractor of the City's determination concerning the false certification. Contractor shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If Contractor does not demonstrate that the City's determination of false certification was made in error then the City shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time. 24. Public Records 24.1 The City of Tamarac is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida's Public Records Law. Specifically, the Contractor shall: 24.1.1 Keep and maintain public records required by the City in order to perform the service; 24.1.2 Upon request from the City's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 24.1.3 Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the City. 24.1.4 Upon completion of the contract, transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records in a format that is compatible with the information technology systems of the City. TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 24.2 During the term of the contract, the Contractor shall maintain all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Auditor. The Contractor agrees to make available to the City's Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract. 25. E-Verify As a condition precedent to entering into this Agreement, and in compliance with Section 448.095, Fla. Stat., Consultant and its subcontractors shall, register with and use the E-Verify system to verify work authorization status of all employees hired after January 1, 2021. Consultant shall require each of its subcontractors to provide Consultant with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Consultant shall maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement. City, Consultant, or any subcontractor/subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section shall terminate the contract with the person or entity. City, upon good faith belief that a subcontractor knowingly violated the provisions of this section; but Consultant otherwise complied, shall promptly notify Consultant and Consultant shall immediately terminate the contract with the subcontractor. An agreement or contract terminated under the provisions of this section is not a breach of contract and may not be considered such. Any agreement or contract termination under the provisions of this section may be challenged pursuant to Section 448.095(2)(d), Fla. Stat. Consultant acknowledges that upon termination of this Agreement by the City for a violation of this section by Consultant, Consultant may not be awarded a public contract for at least one (1) year. Consultant further acknowledges that Consultant is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this section. Consultant or subcontractor shall insert in any subcontracts the clauses set forth in this section; requiring the subcontractors to include these clauses in any lower tier subcontracts. Consultant shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this section. 26. Custodian of Records IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY CLERK 7525 NW 88TH AVENUE ROOM 101 TAMARAC, FL 33321 (954) 597-3505 CITYCLERKOTAMARAC.ORG 61 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, through its Mayor and. (Name of party with whom Agreement is made), signing by and through its ---------(President, Owner, C.E.O., etc.) duly authorized to execute same. CITY OF TAMARAC Michelle J. Gomez, Mayor Date ATTEST: Levent Sucuoglu, City Manager Kimberly Dillon, CIVIC. City Clerk Date Approved as to form and legal sufficiency: Date Hans Ottinot, City Attorney Date CONTRACTOR ATTEST: Company Name Signature of Corporate Secretary Signature of President/Owner Type/Print Name of Corporate Secy. Type/Print Name of President/Owner (CORPORATE SEAL) Date 62 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division CORPORATE ACKNOWLEDGEMENT STATE OF SS COUNTY OF I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared of a Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this day of 20_ Signature of Notary Public State of Florida at Large Print, Type or Stamp Name of Notary Public ❑ Personally known to me or ❑ Produced Identification Type of I.D. Produced ❑ DID take an oath, or ❑ DID NOT take an oath. 63 Exhibit 2 23-38R - Record Conversion Services Opening Date: August 29, 2023 5:00 PM Closing Date: October 10, 2023 3:00 PM Vendor Details Company Name: Advanced Data Solutions, Inc 141 Scarlet Blvd Address: Suite A Oldsmar, FL 34677 Contact: John Civale Email: jcivale@adsus.net Phone: 954-553-4009 HST#: 59-3565568 Submission Details Created On: Thursday September 07, 2023 08:21:21 Submitted On: Tuesday October 10. 2023 11:18:23 Submitted By: John Civale Email: jcivale@adsus.net Transaction #: 6bfeb000-a2dc-486a-a6bb-2909fa069814 Submitter's IP Address: 107.194.2.142 Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc Schedule of Prices The Bidder hereby Bids and offers to enter into the Contract referred to and to supply and do all or any part of the Work which is set out or called for in this Bid, at the unit prices, and/or lump sums, hereinafter stated. Denotes a "MANDATORY" field Do not enter $0.00 dollars unless you are providing the line item at zero dollars to the Owner. If the line item and/or table is "NON -MANDATORY" and you are not bidding on it, leave the table and/or line item blank. Do not enter a $0.00 dollar value. All prices must be expressed in U.S. Dollar currency. Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc APPENDIX A — PRICING SCHEDULE - RECORD CONVERSION SERVICES *** Please reference RFP document Section VII. SCOPE OF WORK for delivery requirements. *** The bid schedule is available online at: hnps://tamarac.bidsandtenders.net. These Bid Schedule Instructions apply to all Schedule of Volume and Prices Tables included below. The Schedule of Volume and Prices are taken from Appendix A of the Request for Proposal Document and reflect ESTIMATED ANNUAL VOLUMES of services to be provided under the awarded contract. Estimates are based on historic data, and the contract will be based on actual use of services under the Agreement. Make sure your Bid is submitted PRIOR to the deadline. Late Bids will not be accepted. Bidder shall be responsible for inspecting, examining and verifying existing conditions. Bidder is responsible for familiarizing themselves with the nature and extent of the contract documents. For each bid item, Bidder agrees to furnish all labor, materials, tools and equipment necessary to properly perform the work described herein. The undersigned Bidder proposes and agrees, if this bid is accepted, to enter into a contract with the City to perform and furnish all Work as specified herein for the Contract Price and within the Contract Period indicated in this bid. This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation, Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any person, firm or corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City. Bidder will complete the Work for the prices shown in the 'Bid Form". In the event of obvious mathematical or Scriveners errors, the Bidder recognizes that these are clerical in nature and may be corrected by City. It is the intent of the City to award this bid based on the Total Base Bid for all bid items; however, the City reserves the right to award the bid by low total per item, by low total per groups of items, or whichever appears to be in the best interest of the City. In the event of latent multiplication or addition errors, the Bidder recognizes that these are clerical errors and may be corrected by the City. Line Item Description Volume Unit of Measure Unit Cost Total Cost 1 Document preparation (estimated 2500 500 Box $22.0000 $ 11.000.00 documents per box) 2 Document Preparation based of Plans and 300 Set $10.0000 $ 3,000.00 As Builds 8.5° x 11", 11"x 17" and 24" x 36" 3 Scanning Paper Documents 8.5" x 11", 8.5 800000 Image $0.0525 $ 42,000.00 x 14" to CD, DVD or External HD 4 Scanning Paper Documents 11" x 17 to 200000 Image $0.0525 $ 10,500.00 CD, DVD or External HD 5 Scanning Paper Documents 24" x 36" to 100000 Image $0.5700 $ 57,000.00 CD, DVD or External HD 6 Microfilming 16mm Documents 8.5 x 11", 800000 Image $0.0325 $ 26,000.00 8.5 x 14 from digital CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film) 7 Microfilming 16mm Document 11" x 17" from 200000 Image $0.0350 $ 7,000.00 digital, CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film) 8 Microfilming 35mm Plans/Drawings 24" x 36" 100000 Image $0.1900 $ 19,000.00 from digital CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film) 9 Indexing Assistance 5 Hour $25.0000 $ 125.00 10 Indexing scanned documents 100000 File $0.0400 $ 4,000.00 11 Indexing microfilm documents 100000 File $0.0200 $ 2,000.00 12 Indexing storage medium for CD, DVD, 4000 Container $0.4000 $ 1,600.00 External HD or Microfilm 13 Duplication of original Silver Film to Diazo 110 Roll $50.0000 $ 500.00 Subtotal: $ 183,725.00 Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc APPENDIX A — PRICING SCHEDULE - OPTIONAL OCR SCANNING SERVICES *** Please reference RFP document Section VII. SCOPE OF WORK for delivery requirements. *** r- We will not be submitting for APPENDIX A— PRICING SCHEDULE -OPTIONAL OCR SCANNING SERVICES Description New Column Volume Unit of Measure Unit Cost* Total Cost ILin 1 OCR Scanning Paper Documents 8.5" 800000 Image $0.0350 $ 28,000.00 x 11", 8.5 x 14" to CD, DVD or External HD 2 OCR Scanning Paper Documents 11" x 200000 Image $0.0400 $ 8,000.00 17" to CD, DVD or External HD 3 OCR Scanning Paper Documents 24" 100000 Image $0.1000 $ 10.000.00 x 36" to CD, DVD or External HD Subtotal: $ 46,000.00 Summary Table Bid Form jAmount APPENDIX A — PRICING SCHEDULE - RECORD CONVERSION SERVICES $ 183.725.00 Subtotal Contract Amount: $ 183,725.00 CERTIFICATION We (1), the undersigned, hereby agree to furnish the item(s)/service(s) described in the Invitation to Bid. We (1) certify that we (1) have read the entire document, including the Specifications, Additional Requirements, Supplemental Attachments, Instructions to Bidders, Terms and Conditions, and any addenda issued. We agree to comply with all of the requirements of the entire Invitation to Bid. Description Response* Options Company Name Advanced Data Solutions, Inc. Address 141 Scarlet Blvd. Suite A Telephone 813 855-3545 City Oldsmar State FL Zip 34677 Contractor's License Number 08996.1 Federal Tax ID Number 59-3565568 Email address for above signer jcivale@adsus.net Indicate which type of organization from the list in the Options column. Corporation CORPORATION Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc PROPOSER'S QUALIFICATION STATEMENT - PART 1 Line Item Description Response p 1 The Correct Name of The Proposer Is: Advanced Data Solutions, Inc 2 The Address of the Principal Place of Business 141 Scarlet Blvd. Suite A Is: Oldsmar, FL 34677 3 Under what former name(s) has your business NONE operated? Also List former address(es) of that business (if any). 4 Date of Incorporation: 1999 5 State of Incorporation: Florida 6 Presidents Name: Melody Engle 7 Vice President's Name: 8 Secretary's Name: 9 Treasurers name: 10 Name and address of Resident Agent: 11 If Offeror is an individual or a partnership - c) State whether general or limited partnership: 12 If Offeror is operating under a fictitious name, submit evidence of compliance with the Florida Fictitious Name Statute. 13 How many years has your organization been in business under its present business name 14 Indicate registration, license numbers or certificate numbers for the businesses or professions, which are the subject of this RFP. Please attach certificate of competency and/or state registration. See Document Upload 5) 15 List the pertinent experience of the key Melody Engle 25 Years Experience individuals of your organization John Civale FCRM 39 years' Experience Kay McNeil 17 Years Experience 16 State the name of the individual who will have Kay McNeil personal supervision of the work: John Civale Melody Engle 17 State the name and address of attorney, if any, N/A for the business of the Offeror: 18 State the names and addresses of all businesses and/or individuals who own an interest of more than five percent (5%) of the Offerors business and indicate the percentage owned of each such business and/or individual: 19 State the names, addresses and the type of business of all firms that are partially or wholly owned by Offeror: 20 State the name of Surety Company which will be providing the bond, and name and address of agent: 21 Bank References: (Include the Name, Address, Phone Number, Contract Name and Email 22 State the name of the firm preparing the financial statement and date thereof: Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc PROPOSER'S QUALIFICATION STATEMENT - PART 2 Line Item Description Response Comments 1 Have you ever been debarred or suspended from doing r Yes No business with any governmental entity? r No If Yes, Explain 2 Are you Certified? r Yes FCRM included in bid If Yes, attach copy of Certification to Package r No 3 Are you Licensed? r Yes Occupational License # 08996.1 If Yes, attach copy of License to Package r No 4 Has your company ever declared bankruptcy? r Yes no If Yes, explain r No 5 Have you personally inspected the site of the proposed work? r Yes r No 6 Do you have a complete set of documents, including r Yes In our Proposal. drawings and addenda? r No 7 Did you attend the Pre -Proposal Conference if any such r Yes None was held. conference was held? r No 8 Have you ever failed to complete any work awarded to you? r Yes no If so, state when, where and why: r No 9 Is this financial statement for the identical organization named r Yes Wasn't requested. on page one? r No If not, explain the relationship and financial responsibility of the organization whose financial statement is provided (e.g., parent -subsidiary). FIRM'S PRIMARY OWNERSHIP Line If Other Please Enter Item Description Response* Information Here: (If NONE Enter the word "NONE") * 1 Does your firm employ more than 50 persons No N/A (including full-time and part-time employees) 2 Is your firm a construction firm? No N/A 3 If you are a construction firm, is the average No N/A annual gross revenue for your firm for the past three (3) years greater than $9 million? 4 Which of the following best describes the Female N/A gender of your firm's primary owner (at least 51 % ownership): 5 Which of the following best describes the Caucasian/White N/A ethnicity of your firm's primary owner (at least 51 % ownership). 6 Please select the current certification your firm Women Owned Business (WBE) N/A holds: (NOTE Proof of Certification must be included in Document Upload Section) 7 Indicate the agency or agencies that have Other N/A granted the certification to your firm: LOCAL, VETERAN AND CBE INFORMATION Description Response* Is the primary address of your firm located with the City limits of Tamarac? No Which of following best describes the primary owner's veteran status? Non -Veteran Is your firm a Certified Business Enterprise (CBE) Certified by Broward County? (NOTE Proof of Certification must be included in Document Upload Section) No Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc VENDOR DRUG -FREE WORKPLACE Preference may be given to vendors submitting a certification with their bid/proposal certifying they have a drug -free workplace in accordance with Section 287.087, Florida Statutes. This requirement affects all public entities of the State and becomes effective January 1, 1991. The special condition is as follows: IDENTICAL TIE BIDS - Preference may be given to businesses with drug -free workplace programs. Whenever two or more bids that are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug -free workplace program. In order to have a drug -free workplace program, a business shall: Publish a statement notifying employees that the unlawful manufacture. distribution, dispensing. possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 1. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 2. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 3. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after each conviction. 4. Impose a section on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 5. Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this form complies fully with the above requirements. Description Response* I Hereby Acknowledge the Drug Free Information Above and Will Abide by Everything Outlined in this Section r: Yes r No SCRUTINIZED COMPANIES AND BOYCOTT OF ISRAEL By execution of this Agreement, in accordance with the requirements of F.S. 287.135 and F.S. 215.473, CONTRACTOR certifies that CONTRACTOR is not participating in a boycott of Israel. CONTRACTOR further certifies that CONTRACTOR is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, nor has CONTRACTOR been engaged in business operations in Syria. Subject to limited exceptions provided in state law, the CITY will not contract for the provision of goods or services with any scrutinized company referred to above. Submitting a false certification shall be deemed a material breach of contract. The CITY shall provide notice, in writing, to CONTRACTOR of the CITY's determination concerning the false certification. CONTRACTOR shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, CONTRACTOR shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If CONTRACTOR does not demonstrate that the City's determination of false certification was made in error then the City shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time. Description Response* I Hereby Acknowledge the Scrutinized Companies — 287.135 and 215.473 Information Above and Will Abide by Everything Outlined in this Section r. Yes r No Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc E-VERIFY As a condition precedent to entering into this Agreement, and in compliance with Section 448.095, Fla. Stat., Contractor and its subcontractors shall, register with and use the E-Verify system to verify work authorization status of all employees hired after January 1, 2021. Contractor shall require each of its subcontractors to provide Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Contractor shall maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement. City, Contractor, or any subcontractor/subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section shall terminate the contract with the person or entity. City, upon good faith belief that a subcontractor knowingly violated the provisions of this section; but Contractor otherwise complied, shall promptly notify Contractor and Contractor shall immediately terminate the contract with the subcontractor. An agreement or contract terminated under the provisions of this section is not a breach of contract and may not be considered such. Any agreement or contract termination under the provisions of this section may be challenged pursuant to Section 448.095(2)(d), Fla. Stat. Contractor acknowledges that upon termination of this Agreement by the City for a violation of this section by Contractor, Contractor may not be awarded a public contract for at least one (1) year. Contractor further acknowledges that Contractor is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this section. Contractor or subcontractor shall insert in any subcontracts the clauses set forth in this section; requiring the subcontractors to include these clauses in any lower tier subcontracts. Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this section. Description Response* I Hereby Acknowledge the E-VERIFY Information Above and Will Abide by Everything Outlined in this Section r Yes r No CONVICTION HISTORY EMPLOYMENT POLICY INQUIRY Consideration of conviction history policies. The policy of the City of Tamarac is that it will not include any question on any application for employment, inquire either orally or in writing, receive information about an applicant's criminal history background check, or otherwise obtain information about an applicant's criminal history until after the City initially determines that the applicant is otherwise qualified for a position. Once the City has initially determined that an applicant is otherwise qualified, the City may inquire into or obtain information about a criminal record. The City encourages vendors that do business with the City to adopt and employ conviction history policies, practices, and standards that are consistent with the policies found in the first paragraph of this section herein. The City reserves the right to review all vendors' conviction history policies for consistency with City standards. The vendors' conviction history standards maybe part of the criteria to be evaluated by the City when determining whether to award a City contract to a vendor, and vendors utilizing similar practices as those enumerated in the first paragraph of this section herein. Vendor may receive bonus points when the City is soliciting Requests for Proposal, Requests for Qualifications or Requests for Letters of Interest, unless prohibited by the requirements of Florida or U.S. statutes or codes. Further, the City reserves the right to evaluate a contractor's execution of the conviction history standards as a part of the performance criteria of said City contracts. Vendors are requested to provide information relating to their policies regarding criminal information history and will be asked to provide information as a part of vendor's electronic response. Vendors with criminal history information procedures may be requested to validate their procedures by providing copies of their written policy and/or copies of their employment applications as part of their electronic submittal response. Description Response* Does your Firm have policies in place to exclude requesting criminal history information from employment candidates until after the candidates have been deemed qualified? (If yes, please upload supporting document) r^ Yes r: No Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc REFERENCES Please list government agencies and/or private firms with whom you have done business during the last five years: Line Item A gency t Company Name Legal Address Contact Name Phone Number Email Address 1 City of Dania Beach 100 W. Dania Beach Blvd Eleanor Norena 954 924-6800 enorrena@daniabeachfl. Dania Beach, FL 33004 Community Dev. Dir. gov 2 City of Fort Lauderdale 700 NW 19th Ave Floyd Brock 954 828-5281 fbrock@fortlauderdale.go Fort Lauderdale, FL 33311 Permit Service v Supervisor 3 Town of Highland Beach 3614 S. Ocean Dr. Town Clerk 561 278-4548 Igaskins@highland beach Highland Beach, FL 33487 us 4 Collier County 2800 N. Horseshoe Dr. Alexandrea Tellez- Operational Supervisor alexandrea.Tellez@collier * Naples, FL 34104 Santoyo fl.gov 5 Town of Southwest Ranches 13400 Griffin Rd. Russell Muniz 954 434-0008 rmuniz@southwestranche * Southwest Ranches, FL 33330 s.org Subcontractors The Bidder shall state all Subcontractor(s) and type of Work proposed to be used for this project. Bidders shall not indicate "TBD" (To Be Determined) or "TBA" (To Be Announced) or similar wording and shall not indicate multiple choices of Subcontractor names for any Subcontractor category in their list of Subcontractors. List of Subcontractors Bidder shall list each subcontractor's names and business addresses they plan to utilize to perform any Work under this Proposal on their behalf. Proposer shall also identify if any sub -contractors used are a CBE, DBE, MBE, SBE, WBE, Veteran, or Locally -Owned Business. fJ By clicking here I confirm that there are no Subcontractor(s) and the Bidder shall perform the project with their "OWN FORCES". Sub -Contractors Status as Line Work to Be Performed' % Total Contractor License Subcontractor Sub -Contractor Phone & CBE, DBE, MBE, SBE, WBE, Item Contract No. Name/Address * Email * Veteran, or Locally -Owned Business 1 Documents It is your responsibility to make sure the uploaded file(s) is/are not defective or corrupted and are able to be opened and viewed by the Owner. If the attached file(s) cannot be opened or viewed, your Response Document may be rejected. RFP 23-38R RECORD CONVERSION SERVICES Issued by: City of Tamarac Purchasing and Contracts Division on behalf of the City of Tamarac City Clerk's Office • Non -Collusive Affidavit & Acknowledgement (Document Upload 1) - 1) NON -COLLUSIVE AFFIDAVIT.pdf - Tuesday October 10, 2023 08:25:21 • Certified Resolution (Document Upload 21 - 2) CERTIFIED RESOLUTION.pdf - Tuesday October 10, 2023 08:25:33 • Federal Form W-9 (Document Upload 3) - 3) 2023-09-19 W9.pdf - Tuesday October 10, 2023 08:25:46 • Proof of Insurance — Certificates of Insurance (Document U low) - 4) Professional Liability.pdf - Tuesday October 10, 2023 08:26:02 • Narrative Document w/ Com any Profile Experience Resumes Qualifications Work Plan (Document Upload 5) - 5) City of Tamarac Proposal 2023-10 Final.pdf - Tuesday October 10, 2023 08:26:34 • Information that Proposer feels is relevant to the evaluation of the firm's proposal.(Document Upload 6) - Occupational License - 2024.pdf - Tuesday October 10, 2023 08:27:30 • Proof of compliance with Tamarac Conviction History Policy (Document Upload 7) - Women Business Enterprise.pdf - Tuesday October 10, 2023 11:17:40 • Additional Document (optional) Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc Addenda, Terms and Conditions STANDARD TERMS AND CONDITIONS Our Vision and Mission Our Vision: The City of Tamarac, our community of choice -- leading the nation in quality of life through safe neighborhoods, a vibrant economy, exceptional customer service and recognized excellence. Our Mission: We Are "Committed to Excellence... Always" It is our job to foster and create an environment that... Responds to the Customer Creates and Innovates Works as a Team Achieves Results, and Makes a Difference In the fulfillment of our vision and mission, as stewards of the public trust, we value vision, integrity, efficiency and quality service. Our vendors are truly partners in meeting these commitments to the community, and in support of that vision and mission, we are committed to ensuring that qualified, competitive vendors who share our commitment to quality, efficiency, teamwork and customer service are employed to provide goods and services to the City. Our vendors are expected to deliver high quality products and efficient service that is provided on time and as ordered; in a manner that improves the overall value of the services that the City provides to its residents. In addition, we expect our vendors to work with the City as a team, and exhibit the highest level of integrity when dealing with any office or department of the City. Diligence in the execution of the requirements of this proposal will ultimately contribute to the overall quality of services provided to the entire community. The City is searching for a firm who will exemplify these ideals in the execution of their work, and the successful firm will be measured against the performance standards outlined in this bid invitation. 1. STANDARD TERMS AND CONDITIONS These Standard Terms and Conditions apply to all offers made to the City of Tamarac by all prospective Proposers, including but not limited to, Requests for Quotes, Requests for Proposal and Requests for Bid. As such the words "bid", "proposal" and "offer' are used interchangeably in reference to all offers submitted by prospective Proposers. The City of Tamarac reserves the right to reject any or all proposals, to waive any informalities or irregularities in any proposals received, to re -advertise for proposals, to enter into contract negotiations with the selected Proposer or take any other actions that may be deemed to be in the best interest of the City of Tamarac. Any and all special conditions in this RFP or any sample agreement document that may be in variance or conflict with these Standard Terms and Conditions shall have precedence over these Standard Terms and Conditions. If no changes or deletions to the Standard Terms and Conditions are made in the Special Conditions, then the Standard Terms and Conditions shall prevail in their entirety. 2. INSURANCE 2.1 Offeror agrees to, in the performance of work and services under this Agreement, comply with all federal, state, and local laws and regulations now in effect, or hereinafter enacted during the term of this agreement that are applicable to Offeror, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. 2.2 Offeror shall obtain at Offeror's expense all necessary insurance in such form and amount as required by this proposal or by the City's Risk Manager before beginning work under this Agreement. 2.3 Offeror shall maintain such insurance in full force and effect during the life of this Agreement. Offeror shall provide to the City's Risk Manager current certificates of all insurance required under this section prior to beginning any work under this Agreement. 2.4 Offeror shall indemnify and save the City harmless from any damage resulting to it for failure of either Offeror or any Sub -Offeror to obtain or maintain such insurance. 2.5 The following are required types and minimum limits of insurance coverage, which the Offeror agrees to maintain during the term of this contract: Line of Business Coverage Commercial General Liability Including: Premises / Operations Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc Contractual Liability Personal & Advertising iniury Bodily Iniury Independent Contractors Explosion. Collapse and Underground Hazard Products / Completed Operation Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability Workers Compensation & Employer's Liability Standard Insurance Limits: General Liability: Occurrence/Aggregate $1,000,000 / $2,000,000 Auto Liability: Occurrence / Aggregate $1,000,000 / $1,000,000 Workers Compensation: Statutory The City reserves the right to require higher limits or additional coverages depending upon the Statement of Work under this Agreement. 2.6 Neither Offeror nor any Sub -Offeror shall commence work under this contract until they have obtained all insurance required under this section and have supplied the City with evidence of such coverage in the form of an insurance certificate and endorsement. The Offeror will ensure that all Sub -Offerors will comply with the above guidelines and will maintain the necessary coverages throughout the term of this Agreement. 2.7 All insurance carriers shall be rated at least A-VII per Best's Key Rating Guide and shall be licensed to do business in Florida. Policies shall be "Occurrence" form. Each carrier will give the City sixty (60) days notice prior to cancellation. 2.8 The Offeror's liability insurance policies shall be endorsed to add the City of Tamarac as an "additional insured". The Offeror's Workers' Compensation carrier will provide a Waiver of Subrogation to the City. 2.9 The Offeror shall be responsible for the payment of all deductibles and self -insured retentions. The City may require that the Offeror purchase a bond to cover the full amount of the deductible or self -insured retention. 2.10 If the Offeror is to provide professional services under this Agreement, the Offeror must provide the City with evidence of Professional Liability insurance with, at a minimum, a limit of $1,000,000 per occurrence and in the aggregate. "Claims -Made" forms are acceptable only for Professional Liability. 2.11 The Successful Offeror agrees to perform the work under the Contract as an independent contractor, and not as a subcontractor, agent or employee of City. 3. INDEMNIFICATION 3.1 GENERAL INDEMNIFICATION: Contractor shall, in addition to any other obligation to indemnify the City and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the City, their agents, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any actual or alleged: a). Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of or resulting, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the Contractor, any sub -Contractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in the performance of the Work; or b). violation of law, statute, ordinance, governmental administration order, rule, regulation, or infringement of patent rights by Contractor in the performance of the Work; or c). liens, claims or actions made by the Contractor or any sub -contractor under workers compensation acts, disability benefit acts, other employee benefit acts or any statutory bar. Any cost of expenses, including attorney's fees, incurred by the City to enforce this agreement shall be borne by the Contractor 3.2 Upon completion of all Services, obligations and duties provided for in this Agreement, or in the event of termination of this Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc Agreement for any reason, the terms and conditions of this Article shall survive indefinitely. 3.3 The Contractor shall pay all claims, losses, liens, settlements or judgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. 3.4 City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Contractor under the indemnification agreement. 3.5 Nothing contained herein is intended nor shall it be construed to waive City's rights and immunities under the common law or Florida Statute 768.28 as amended from time to time. 4. INDEPENDENT CONTRACTOR An Agreement resulting from this solicitation does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under any potential Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. Any potential Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 5. TERM / SCHEDULE Contract Term: The City will require a final term Agreement which shall be in place for a specified timeframe, and will additionally provide for one or more renewal options. Such information shall be provided in the Statement of Work herein. When the City utilizes a term Agreement, the successful contractor will be responsible to successfully perform in accordance with the requirements of the Statement of Work for the full term of the Agreement, as well as any agreed upon contract renewals and extensions. In the event that The City is unable to renew or replace an agreement prior to the end of the contract term, the Contractor shall continue to perform under the Agreement on a month -by -month basis at the same terms, conditions and pricing currently in place on the originally scheduled contract completion date, for a period not to exceed three (3) months, or until a new contract is put in place, whichever period is shorter. 6. DELIVERIES Any item requiring delivery by the Offeror or by sub -contractors shall be delivered F.O.B. destination to a specific City address. All delivery costs and charges must be included in the bid price. If delivery of an item is required, the City reserves the right to cancel the delivery order(s) or any part thereof, without obligation if delivery is not made at the time specified in the proposal. 7. WARRANTIES 7.1 Successful Offeror warrants to City that the consummation of the work provided for in the Contract documents will not result in the breach of any term or provision of, or constitute a default under any indenture, mortgage, contract, or agreement to which Successful Offeror is a party. 7.2 Successful Offeror warrants to City that it is not insolvent, it is not in bankruptcy proceedings or receivership, nor is it engaged in or threatened with any litigation, arbitration or other legal or administrative proceedings or investigations of any kind which would have an adverse effect on its ability to perform its obligations under the Contract. 7.3 Successful Offeror warrants to City that it will comply with all applicable federal, state and local laws, regulations and orders in carrying out its obligations under the Contract. 7.4 All warranties made by Successful Offeror together with service warranties and guarantees shall run to City and the successors and assigns of City. 8. CONDITIONS OF MATERIAL 8.1 All materials and products supplied by the Offeror in conjunction with this proposal shall be new, warranted for their merchantability, fit for a particular purpose, free from defects and consistent with industry standards. The products shall be delivered to the City in excellent condition. In the event that any of the products supplied to the City are found to be defective or do not conform to the specifications, the City reserves the right to return the product to the Bidder at no cost to the City. 8.2 Successful Offeror shall furnish all guarantees and warranties to the Purchasing Division prior to final acceptance and payment. The warranty period shall commence upon final acceptance of the product. Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc 9. COPYRIGHTS OR PATENT RIGHTS The Offeror 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 bid. The seller agrees to hold the City harmless from all liability, loss or expense occasioned by any such violation. 10. SAFETY STANDARDS The Proposer warrants that the product(s) supplied to the City shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970 as amended, and shall be in compliance with Chapter 442, Florida Statutes as well as any industry standards, if applicable. Any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this order must be accompanied by a completed Material Safety Data Sheet (MSDS). 11. INSPECTION The City shall have the right to inspect any materials, components, equipment, supplies, services or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the City. Any items rejected shall be removed from the premises of the City and/or replaced at the entire expense of the successful vendor. 12. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYMENT During the performance of the Contract, the Consultant and its sub -consultants shall not discriminate against any employee or applicant for employment because of race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity and expression, or disability if qualified. The Consultant will take affirmative action to ensure that employees and those of its sub -consultants are treated during employment, without regard to their race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity or expression, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant and its sub -consultants shall agree to post in conspicuous places, available to its employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Consultant further agrees that he/she will ensure that all sub -consultants, if any, will be made aware of and will comply with this nondiscrimination clause. 13.TAXES 13.1 Successful Offeror shall pay all applicable sales, consumer use and other similar taxes required by law. 13.2 The City of Tamarac is exempt from all Federal, State, and Local taxes. An exemption certificate will be provided where applicable upon request. 14. PERMITS, FEES AND NOTICES Successful Offeror shall secure and pay for all permits and fees, licenses and charges necessary for the proper execution and completion of the work, if applicable. The costs of all permits, fees, licenses and charges shall be included in the Price Proposal except where expressly noted in the specifications. 15.PERFORMANCE Failure on the part of the Offeror to comply with the conditions, terms, specifications and requirements of the bid shall be just cause for cancellation of the proposal award. The City may, by written notice to the Proposal, terminate the contract for failure to perform. The date of termination shall be stated in the notice. The City shall be the sole judge of non-performance. 16. TERMINATION OF AGREEMENT 16.1 TERMINATION FOR CAUSE AND DEFAULT In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Successful Offeror neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by of written notice of such neglect or failure. 16.2 TERMINATION FOR CONVENIENCE OF CITY This Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the City to the Successful Offeror for such termination in which event the Successful Offeror shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Successful Offeror abandons this Agreement or causes it to be terminated, the Successful Offeror shall indemnify the city against loss pertaining to this termination. 16.3 FUNDING OUT This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City of Tamarac in the annual budget for each fiscal year of this Agreement, and is subject to termination based on Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc lack of funding. 17. RECORDS /AUDITS 17.1 The City of Tamarac is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida's Public Records Law. Specifically, the Contractor shall: 17.1.1 Keep and maintain public records required by the City in order to perform the service, 17.1.2 Upon request from the City's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 17.1.3 Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the City. 17.1.4 Upon completion of the contract, transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract. the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records in a format that is compatible with the information technology systems of the City. 17.2 During the term of the contract, the Contractor shall maintain all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Auditor. The Contractor agrees to make available to the City's Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract. 18. ASSIGNMENT Successful Offeror shall not assign, transfer or subject the Contract or its rights, title, interests or obligations therein without City's prior written approval. Violation of the terms of this paragraph shall constitute a breach of the Contract by Successful Offeror and City may, at its discretion, cancel the Contract. All rights, title, interest and obligations of Successful Offeror shall thereupon cease and terminate. 19.EMPLOYEES 19.1 Employees of the successful Contractor shall at all times be under its sole direction and not an employee or agent of the City. The Contractor shall supply competent and physically capable employees. The City may require the Contractor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Bidder shall be responsible to the City for the acts and omissions of all employees working under its directions. 19.2 Unauthorized Immigrants: The employment of unauthorized aliens by any Contractor is considered a violation of Section 274A (e) of the Immigration and Nationality Act. If the Contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of any contract resulting from this RFP. This applies to any sub -contractors used by the Contractor as well. 20. GOVERNING LAW The laws of the State of Florida shall govern this Agreement. Venue shall be Broward County, Florida. 21. SCRUTINIZED COMPANIES F.S. 287.135 and 215.473 Proposer must certify that the company is not participating in a boycott of Israel. Proposer must also certify that Proposer is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or has been engaged in business operations in Cuba or Syria. Subject to limited exceptions provided in state law, the City will not contract for the provision of goods or services with any scrutinized company referred to above. Proposer must acknowledge the question regarding the certification herein, that is attached to this proposal document. Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to the successful Contractor (Contractor) of the City's determination concerning the false certification. The Contractor shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, the Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If the Contractor does not demonstrate that the City's determination of false certification was made in error then the City shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time. 22. E-VERIFY COMPLIANCE Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc As a condition precedent to entering into this Agreement, and in compliance with Section 448.095, Fla. Stat., Consultant and its subcontractors shall, register with and use the E-Verify system to verify work authorization status of all employees hired after January 1, 2021. Consultant shall require each of its subcontractors to provide Consultant with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Consultant shall maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement. City, Consultant, or any subcontractor/subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section shall terminate the contract with the person or entity. City, upon good faith belief that a subcontractor knowingly violated the provisions of this section; but Consultant otherwise complied, shall promptly notify Consultant and Consultant shall immediately terminate the contract with the subcontractor. An agreement or contract terminated under the provisions of this section is not a breach of contract and may not be considered such. Any agreement or contract termination under the provisions of this section may be challenged pursuant to Section 448.095(2)(d), Fla. Stat. Consultant acknowledges that upon termination of this Agreement by the City for a violation of this section by Consultant, Consultant may not be awarded a public contract for at least one (1) year. Consultant further acknowledges that Consultant is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this section. Consultant or subcontractor shall insert in any subcontracts the clauses set forth in this section; requiring the subcontractors to include these clauses in any lower tier subcontracts. Consultant shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this section. 23. PUBLIC RECORDS CUSTODIAN IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY CLERK 7525 NW 88TH AVENUE ROOM 101 TAMARAC, FL 33321 (954) 597-3505 CITYCLERK@TAMARAC.ORG r We (1), the undersigned, hereby agree to furnish the item(s)/service(s) described in the solicitation. We (1) certify that we(I) have read the entire document, including the Specifications, Scope or Statement of Work, Additional Requirements, Supplemental Attachments, Instructions to Bidders (or Proposers), Terms and Conditions, and any addenda issued. We agree to comply with all of the requirements of the entire solicitation document. - John Civale, SVP , Advanced Data Solutions, Inc The bidder/proposer shall declare any potential conflict of interest that could arise from responding to this solicitation. Do you have a potential conflict of interest? r Yes r: No The Bidder/Proposer acknowledges and agrees that the addendum/addenda below form part of the Solicitation Document Please check the box in the column 1 have reviewed this addendum" below to acknowledge each of the addenda. Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc File Name 23-38R Record Conversion Services - Addendum No. 4 Tue October 3 2023 10:01 AM 23-38R Record Conversion Services - Addendum No. 3 Fri September 22 2023 09:06 AM 23-38R Record Conversion Services - Addendum No. 2 Mon September 18 2023 04:55 PM 23-38R Record Conversion Services - Addendum No. 1 Thu September 7 2023 03:52 PM I have reviewed the below addendum and pages attachments (if applicable) r 2 PJ 3 PJ 2 r7 1 Bid Number: 23-38R Vendor Name: Advanced Data Solutions, Inc TAMARAC The City For Your Life NON -COLLUSIVE AFFIDAVIT State of Florida ss. County of s John Civale being first duly sworn, deposes and says that: He/she is the Senior Vice President Advanced Data Solutions, Partner, Officer, Representative or Agent) of the Offeror that has submitted the attached Proposal; 1. He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 2. Such Proposal is genuine and is not a collusive or sham Proposal; 3. Neither the said Offeror nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Offeror, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from bidding in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Offeror, firm, or person to fix the price or prices in the attached Proposal or of any other Offeror, or to fix any overhead, profit, or cost elements of the Proposal price or the Proposal price of any other Offeror, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; 4. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Offeror or any other of its agents, representatives, owners, employees or parties in interest, including this affiant. Signed, sealed -an dWie presence By V �. Witness Joh Civale Witness Printed Name SVP Title NON -COLLUSIVE AFFIDAVIT AND ACKNOWLEDGMENT TAMARAC The City For Your Life NON -COLLUSIVE AFFIDAVIT ACKNOWLEDGMENT State of Flori County of L On this the fZ6_ day of 20�, before me, the undersigned Notary Public of the State of Florida, personally appeared John Civale (Name(s) of individual(s) who appeared before notary) and whose name(s) is/are Subscribed to within the instrument, and he/she/they acknowledge that he/she/they executed it. WITNESS my hand and official seal. NOTARY PUBL , STATE OF FLORIDA NOTARY PUBLIC SEAL OF OFFICE: 'RY?I • ; :• .. •. CHRISTIAN JANIES TULIAO Commission # HH 332041 Expires November 14, 2026 (Name of Notary Public: Print, Stamp, or Type as Commissioned) ❑ Personally known to me, or 9-T:rr—oduced identification: t (, ('3L (1qG - u(el-[,,2-�`?.�- () (Type of Identific taon Produced) C,YDID take an oath, or ❑ DID NOT take an oath NON -COLLUSIVE AFFIDAVIT AND ACKNOWLEDGMENT TAMARAC City of Tamarac The City Form Lila purchasing and Contracts Division CERTIFIED RESOLUTION l John Civale SVP (Name), the duly elected Secretary of Advanced Data SolutioCorporate Title), a corporation organized and existing under the laws of the State of Floridado hereby certify that the following Resolution was unanimously adopted and passed by a quorum of the Board of Directors of the said corporation at a meeting held in accordance with law and the by-laws of the said corporation. "IT IS HEREBY RESOLVED THAT John Civale (Name)", the duly elected Senior Vice President (Title of Officer) of Advanced Data Solutions (Corporate Title) be and is hereby authorized to execute and submit a Bid and/or Bid Bond, if such bond is required, to the City of Tamarac and such other instruments in writing as may be necessary on behalf of the said corporation; and that the Bid, Bid Bond, and other such instruments signed by him/her shall be binding upon the said corporation as its own acts and deeds. The secretary shall certify the names and signatures of those authorized to act by the foregoing resolution. The City of Tamarac shall be fully protected in relying upon such certification of the secretary and shall be indemnified and saved harmless from any and all claims, demands, expenses, loss or damage resulting from or growing out of honoring, the signature of any person so certified or for refusing to honor any signature not so certified. I further certify that the above resolution is in force and effect and has not been revised, revoked or rescinded. l further certify that the following are the name, titles and official signatures of those persons authorized to act by the foregoing resolution. NAME TITLE �__ SIGNATURE John Civale SVP Melody Engle President Given under my hand and the Seal of the said corporation this aC�day of --M401 . ��IltiNlllut I 1. C f � � �, By: Secrets a rr o r.0.- Corporate Title o The cqbtwaiae`5bgge9ted form of the type of Corporate Resolution desired. Such form need not be followed expl' but the Certified Resolution submitted must clearly show to the satisfaction of the City of Tamarac that the person signing the Bid and Bid Bond for the corporation has been properly empowered by the corporation to do so in its behalf. CERTIFIED RESOLUTION W9 Request for Taxpayer Give Form to the =o,m Identification Number and Certification requester. Do not Rev. October2018) )epartment of the Treasury send to the IRS. ntemal Revenue Service ► Go to www.irs.gov/ForTnW9 for instructions and the latest information. 1 Name (as shown on your income tax retum). Name is required on this line; do not leave this line blank. Advanced Data Solutions, Inc. 2 Business name/disregarded entity name, if different from above c) 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the 4 Exemptions (codes apply only to m m following seven foxes. certain entities, not individuals, see instructions on page 3). a p ❑ Individual/sole proprietor or [IC Corporation ❑✓ S Corporation ❑ Partnership ❑ Trust/estate to single -member LLC Exempt payee code (if any) m c ao .4-'� ❑ Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ► o i Note: Check the appropriate box line a bin the bove for the tax classification of the single -member owner. Do not check Exemption from FATCA reporting y is classified as a single -ember LLC that is disregarded from the owner unless the owner of the LLC is LLC if the LLCm code (if any) .0 S another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single -member LLC that a is disregarded from the owner should check the appropriate fox for the tax classification of its owner. o m Other (see instructions) ► crop s ro acc ti ma M—d a� I. us i to 5 Address (number, street, and apt. or suite no.) See instructions. Requester's name and address (optional) 141 Scarlet Boulevard, Suite A 6 City, state, and ZIP code Oldsmar, Florida 34677 7 List account number(s) here (optionao KOM Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid I cral xuunty nurn e backup withholding. For individuals, this is generally your social security number (SSNHowever, fora - m - resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. or Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and I Employer identification number Number To Give the Requester for guidelines on whose number to enter. 5 9 - 1 3 J 5 1 6 1 5 1 5 1 6 1 8 Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3.1 am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that 1 am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends o your tax returVt,cnt�ributions real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, nceIlation of d to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are n d to sign thh�atiion, but you must provide your correct TIN. See th� instructions for Part II, later. Sign I Signature of " ��/�j� // v �I j I % CI Z Here U.S. person 0- General Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. It you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) ADVAN-3 ACOROa CERTIFICATE OF LIABILITY INSURANCE D9120/2 Y 03 9120/023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER 813-251-2580 CONTACT Maureen Love SGP Advisors (Tampa) PHONE FAx Mike Shea (A/C, No, Ext): 813-251-2580 AIC, No) 813-251-2585 501 E. Kennedy Blvd,#1000 E-MAIL Tampa, FL 33602 T_ - - Maureen Love - _ INSURER(SLAFFORDING COVERAGE NAIC # INSURER A: Allied World Assurance Co INSURED INSURER B Advanced Data Solutions Inc — 141 Scarlet Blvd, Ste A INSURER c Oldsmar, FL 34677 INSURER D INSURER E: INSURER F : rr1VC0A1_9:C (`CDTICIr`ATC A1111111 CQ• QC\/ICIr%Al All IMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE IiADDLi SUBRI. POLICY NUMBER POLICY EFF POLICY EXP LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ - CLAIMS -MADE 17 OCCUR DDAMnAISE TO Rs E.ENTEDPREgogirren $ - MED EXP (Any oneperson) $ '. PERSONAL & ADV INJURY $ I GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC j PRODUCTS - COMP/OP AGG $ 1S I OTHER: AUTOMOBILE LIABILITY A COMBINED SINGLE LIMIT Ea accident) $ BODILY INJURY Per rson) $ 'i ANY AUTO BODILY INJURY Per accident $ OWNED SCHEDULED AUTOS ONLY :AUTOS PROPERTY AMAGE Per accident -: HIRED NON -OWNED AUTOS ONLY AUTOS ONLY S UMBRELLALIAB OCCUR EACH OCCURRENCE S L I --EXCESS LIAB CLAIMS -MADE AGGREGATE S - DED RETENTIONS S WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? [- N / A SPER OTH- TAT UTE ER E. L. EACH ACCIDENT $ (Mandatoryin NH) E. L. DISEASE - EA EMPLOYE $ If yes, describe under DESCRIPTION OF OPERATIONS below --- E.L. DISEASE - POLICY LIMIT S A Prof Liab 03100043 02/10/2023 02/10/2024 Prof Liab 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) r`COTICU'ATC Uf'%l MCC) rA 1-1 1 ATI/1Al SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE FOR INFO ONLY THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE " f 44n 6�tIA �1 z 1 <�K ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ADVADAT-01 KBROC ,ACORN° CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 10/24/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER ' CONTACT Florida HUB Hub International Florida PHONE One Urban Centre (AIC, No, Ext): 4830 W. Kennedy Boulevard ADDARESS:fla.tpa-CertS@ Tampa, FL 33609 INSURED Advanced Data Solutions, Inc. Melody Shearin Engle 141 Scarlet Blvd, Ste A Oldsmar, FL 34677 FAX (A/C, No):. wbinternational.com COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF I POLICY IXP T INSD WVD MM/DD/YYYY MM DD LIMBS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ ❑ OCCUR DAMAGE TO RENTED . CLAIMS -MADE PREMISES Ea occurrence $ MED EXP (Any oneperson) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE S GEN'L AGGREGATE LIMIT APPLIES PER: POLICY D PRO LOC JECT PRODUCTS - COMP/OP AGG S 1 IS OTHER: A AUTOMOBILE LIABILITY I COMBINED SINGLE LIMIT (Ea accident) 1,000,000 $ 1 BODILY INJURY Perperson) S X ANY AUTO 4795673300 4/4/2023 4/4/2024 OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident S PROPERTY DAMAGE Per accident $ HIRED NON -OWNED AUTOS ONLY AUTOS ONLY $ UMBRELLA LIAB OCCUR _ EACH OCCURRENCE $ EXCESS LIAB CLAIMS -MADE AGGREGATE $ DIED RETENTION $ S WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE PER OTH- STATUTE ER E.L. EACH ACCIDENT S OFFICER/MEMBER EXCLUDED? ❑ (Mandatory In NH) N / A I E.L. DISEASE - EA EMPLOYEE S If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) RFP 18-21R Record Conversion Services and RFP 23-38R - Record Conversion Services CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Tamarac tY THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 7525 NW 88th Ave. Tamarac, FL 33321 AUTHORIZED REPRESENTATIVE �3i,d��Wv 4h'NVM.v. ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD �® CERTIFICATE OF LIABILITY INSURANCE DATE / 06/30/30/2023 Y) 023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Hunter Barcomb NAME: Brown & Brown of Florida, Inc. PHONE (813) 226-1309 FAX A/C No Ext : A/C, No 83 Park Place Blvd, Suite 101 E-MAIL hunter.barcomb@bbrown.com ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # Clearwater FL 33759 INSURER A: � Hartford Casual Insurance Company29424 INSURED Hartford Fire Insurance Company INSURER 8 : p y 19682 Advanced Data Solutions, Inc. INSURER C : Po Box 248 INSURER D INSURER E : Oldsmar FL 34677 INSURER F COVERAGES CERTIFICATE NUMBER: CL2363027790 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER POLICY EFF MM/DD/YYYY POLICY EXP MMIDD/YYYY LIMITS X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE ❑X OCCUR EACH OCCURRENCE $ 1,000,000 PREMISES Ea occurrence 300,000 $ MED EXP (Any one person) $ 10,000 PERSONAL &ADV INJURY $ 1,000,000 A Y 21SBAK00961 07/17/2023 07/17/2024 GEN'L X AGGREGATE LIMITAPPLIES PER: POLICY❑ PRO JECT LOC GENERAL AGGREGATE $ 2,000,000 PRODUCTS-COMPIOPAGG 2,000,000 $ Empl Practices Liab Ins $ 5,000 OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1,000,000 BODILY INJURY (Per person) $ ANYAUTO A OWNED SCHEDULED AUTOS ONLY AUTOS 21SBAK00961 07/17/2023 07/17/2024 BODILY INJURY (Per accident) $ HIRED �/ NON -OWNED AUTOS ONLY /� AUTOS ONLY X PPER Pe AMAGE a cidentD $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ HCLAIMS-MADE AGGREGATE $ EXCESS LIAB DED I I RETENTION $ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY .f / N STATUTE ER E.L. EACH ACCIDENT $ ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? ❑ N /A E.L. DISEASE - EA EMPLOYEE $ (Mandatory in NH) If yes, describe under E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS below B Cyber Liability 21MSZP8247K3 05/22/2023 05/22/2024 Each Occurrence Aggregate 1,000,000 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Tamarac is named as an Additional Insured in regards to the General Liability policy. RFP 18-21 R Record Conversion Services ff_'UL":I4A_11IL6I SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Tamarac ACCORDANCE WITH THE POLICY PROVISIONS. 7525 NW 88th Avenue AUTHORIZED REPRESENTATIVE Tamarac FL 33321 ��— -- - @ 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD l ® DATE (MM/DD/YYYY) A� o CERTIFICATE OF LIABILITY INSURANCE 10/23/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME: CONTACT Automatic Data Processing Insurance Agency, Inc. Automatic Data Processing Insurance Agency, Inc. A/C. o Ext, 1-800-524-7024 i FAX No): _. 1 Adp Boulevard Roseland NJ 07068 INSURED Advanced Data Solutions Inc PO Box 248 Oldsmar FL 34677 rnvGoer_Gc rFRTIFIrATF NI Ill 3273412 INSURER(S) AFFORDING COVERAGE INSURER A : Employers Preferred Insurance Company INSURER B INSURER C INSURER D INSURER E : INSURER F : RFVISI(')N Nt1MRFR- NAIC # 10346 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR NCE TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER MM/DD/YYYY MM DD/YYYY LIMBS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ $ CLAIMS -MADE OCCUR _PREMISES Ea occunence MED EXP (Any one person) _ $ _ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: $ GENERAL AGGREGATE POLICY JE LOC PRODUCTS - COMP/OP AGG $ $ OTHER: AUTOMOBILE LIABILITY COMBINED Ea accidentSINGLE LIMIT $ $ ANY AUTO BODILY INJURY (Per person) OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON -OWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE Per accident $ $ UMBRELLA LIAB Ld OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS -MADE AGGREGATE $ DED RETENTION $ $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY N ANY PROPRIETOR/PARTNER/EXECUTIVE YIN ( OFFICER/MEMBER EXCLUDED? ❑Y (Mandatory in NH) N / A N PER OTH- STATUTE ER E.L. EACH ACCIDENT EIG206177309 01 /10/2023 01 /10/2024 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 S 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) rFRTIFIrATF Hrll r1FR CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Tamarac ACCORDANCE WITH THE POLICY PROVISIONS. 7525 NW 88th Ave AUTHORIZED REPRESENTATIVE Tamarac FL 33321 �1—i", )'t-+;- V 19&S-ZU15 AUL)RD t:UKPUKA I IUN. All rights reserve0. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Proposal Document Presented For: Request for Proposal for Records Conversion Services RFP# 23-38R Due: 10/10/2023 Submitted by: Advanced Data Solutions, Inc. Tampa Atlanta Miami www.adsus.net Table of Contents a. Cover Letter and/or Executive Summary which summarizes the Proposer's response. b. Company Profile: Provide the company's legal name, headquarters address, local office address, state of incorporation and key company contact names with their telephone numbers and email address. i. State whether your company is national, regional, or local. ii. State the office location that will be serving the city. Include the contact person's name, address, telephone number and email address. iii. Provide a brief company history of the firm and describe the company's organization, philosophy, and management structure. iv. Provide an organizational chart which includes a visual delineation of the Contractors organizational structure and points of contact for the firm. v. Provide details of the firm's representative(s) who will be assigned to work directly with the city to include experience, background and qualifications. c. Company Experience: Proposer shall provide the following information related to the experience of the company: i. List similar projects successfully completed in the past, conducted for public and private sector organizations, that are similar in size and scope to the City of Tamarac, and preferably located in the Tri-County (Dade, Broward or Palm Beach) area. Projects performed for local government agencies are preferred. ii. Provide a list of agencies/organizations that the proposer has worked for whom the proposer has conducted work similar to the scope of this proposed RFP and similar in nature to the size of the City of Tamarac. Proposer shall also include key contact information to include: name, title, telephone number and email address of the agency or organization that can provide a reference as to the quality of services provided. (Applicable parts of this information may be provided under the "References" table provided in the electronic response document.) iii. List and provide information shown in items i. and ii. above for any sub -contractors or sub -consultants who will perform 20% or more of the work on this project. d. Description of Work Plan: Proposed equipment, schedule, and staff the Proposer is proposing in order to accomplish the items in the Scope of Work. The proposer shall include the following: i. Scheduling pick-up of new jobs. ii. Standard turnaround time to complete work based on number of boxes 6. Other materials including proof of any WBE / MBE certifications, lists of any proposed sub -consultants including their WBE/MBE or Broward County CBE certifications, or any information you feel would be relevant to the evaluation of your firm's proposal (to be provided by Respondent). The Proposer may include anything else that the Proposer feels would be relevant to the evaluation. (Document Upload 6) 7. Proof that firm has a Conviction History Employment Policy as detailed in Instructions Section IV.32 herein. (Document Upload 7) 0% ADVANCED DATA SOLUTIONS, INC. A. Cover Letter and/or Executive Summary September 19, 2023 City of Tamarac, Purchasing & Contracts Division 7525 NW 881h Ave. Room 108 Tamarac, Florida 33321 To Whom It May Concern Advanced Data Solutions, Inc. (ADS) is pleased to submit this response to your Request for Proposal, Records Conversion Services. As a Premier Reseller of LASERFICHE, we handle the import of thousands of electronic images and metadata into this software on a daily basis. We are critical in the design and implementation of department -specific workflows, folder structures, templates and group assignments. If selected as your solution provider, we stand ready to perform in accordance with the requirements of the contract and the terms and conditions set forth in this RFP. With a client -based focus on State and Local government, ADS has provided electronic document management solutions to countless entities with records management needs and documentation similar (if not identical) to yours. Since 1999, this is what we do and who we are. We have worked directly with numerous agencies completing huge back -file conversion projects, system implementations, web hosting and on -going records management needs. Our operations facilities are in Oldsmar, Florida (Tampa Bay), Dallas, Georgia (Metro Atlanta) and Miami. Our primary focus is the conversion of microfilm, standard paper, and large -format drawings to digital images. We have over 24 years of experience integrating and interfacing literally millions of source - image and index files into countless document imaging systems including Laserfiche. Because of this, we are uniquely qualified to provide your conversion services. We have the strongest expertise within the municipal government for document imaging in the Southeastern US. We have passed a rigorous RFP process with the Department of Management Services initially downscaling State Contract vendors from over 600 to 125. State contract vendors are scrutinized primarily on experience, references & financial strength. We submitted the highest D&B credit rating available, achieving 100%-point value. References and experience were equally valued. We are currently in the process of obtaining our General Services Agreement (GSA Contract). This is forthcoming late 2018. Our commitment to client success remains at the forefront of our strategic purpose. We believe that by investing time to understand each client's needs and business objectives we can design and deliver "best of breed" solutions. We enjoy harmonious & mutually beneficial working relationships with our existing clients and look forward to continuing the same with the City of Tamarac (COT). We don't offer voicemail; we offer people resources instead. Feel free to contact our office any time, day or night, to speak to a person who will be glad to offer personal assistance. Kindest regards, Jo" -Givale John Civale VP of Sales Advanced Data Solutions, Inc B. Company Profile Provide the company's legal name, headquarters address, local office address, state of incorporation and key company contact names with their telephone numbers and email address. i. State whether your company is national, regional, or local. ii. State the office location that will be serving the City. Include the contact person's name, address, telephone number and email address. iii. Provide a brief company history of the firm and describe the company's organization, philosophy, and management structure. iv. Provide an organizational chart which includes a visual delineation of the Contractors organizational structure and points of contact for the firm. v. Provide details of the firm's representative(s) who will be assigned to work directly with the City to include experience, background and qualifications. We have serviced countless multi -year contracts during our 20 years of municipal records management expertise. ADS was formed in 1999 to provide document imaging systems and services to our client base throughout Florida. Our service bureau converts millions of standard papers, large format drawings and microformed documents monthly to digital images. Our experience has given us "hands on" interaction with many departments within a variety of organizational structures. Through our specialization, we became a leading systems integrator with unique specialization in departmental workflow, document lifecycles, records retention guidelines and best practices. Our qualifications will be well documented throughout our proposal. Clearly, we specialize in the conversion of records defined in your initiative. We have extensive experience with the import of millions of image and metadata files into the Laserfiche platform. In addition, we have implementation and support experience with our Laserfiche systems clients as a premier value- added reseller. Our operations facilities are detailed below. We operate multiple shifts and provide records management services for over 200 municipalities. Your project will be supported by our Oldsmar office. Advanced Data Solutions Advanced Data Solutions Advanced Data Solutions 65 Antioch Road, Suite C 13302 SW 128 Street 141 Scarlet Boulevard, Ste A Dallas, Georgia 30157 Miami, Florida 33186 Oldsmar, Florida 34677 Our headcount is approximately 40 and is dependent on current project requirements. Most key employees have been with the company for years and our retention rate is high. We work in a strong team environment both internally and externally always inclusive of client project team personnel. We believe these relationships are directly responsible for the success we have with each -and -every records management project. Our operational structure is divided among three major service divisions. Paper Records Conversion Services (Small Format Documents and Large Format Prints) Microfilm and Microfiche Conversion Services Records Management & Document Imaging Systems Implementations Unique Qualifications We have the strongest expertise in document imaging in the Southeastern United States focused primarily on our three vertical markets: Government, Medical and Legal. We have passed a rigorous RFP process with the Department of Management Services initially downscaling State Contract vendors from over 600 to 125. State contract vendors are scrutinized primarily on experience, references & financial strength. We submitted the highest D&B credit rating available, achieving 100%-point value. References and experience were equally valued. We are the only three -time state contract vendor dedicated primarily to Document Imaging Services. Our GSA is forthcoming. Images in Millions Over 300 Million Since Inception ADS has converted over 300 million images. No other local company has industry specialization in paper records conversion achieving the volumes that we can support. Since inception, we have serviced over 200 government clients including, but not limited to State Agencies, Local Agencies, Counties and Cities. Additional Facts We scan over 200 tons of paper records to digital format annually. We support various software systems including Laserfiche, FileNet, Hummingbird, On - Base, SharePoint, Kodak Capture Pro, OpenText and more. Our technology partners are an extension of our company and reputation. We own ALL our equipment and do not subcontract any conversion services. Our primary service is the conversion of paper and microform records for city and county government offices. We specialize in building and growth management records but have also worked with dozens of other departments including Police, City / County Clerk, Human Resources, Finance, Public Works, Planning and Zoning, Engineering, Public Defender, and many others. Our contracts typically extend to all departments within a city or county. y Our Georgia location has served a government client base for over five years. We own and operate from our 9,000 SF building in Florida (Tampa Bay) and our 1,500 SF building in Georgia (Metro Atlanta). Our buildings are owned, not rented or leased. As such, we are in full control of our security measures and can satisfy client -specific requirements on demand. y All equipment is owned, not leased. The company maintains a very high credit rating and has strong relationships with software and equipment vendors. 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EO bpT° 03w o O E U „ o to .r r� .� n. a E E o a .�u `.O m a o o U U E n,U°0.' o .a U E o E a o o o y y° D o 3 U p a� o p a� 5 O V Ud v O 0 u 0 C7UUC4c. m m `- C7Z4rpn AAAAA AAAA AAAA AAAAA AAA A <a ;� c 3 d too > ° v c¢i E d Co U V aid C > V G C C b=0 n c0 cEi ��U aEi �.E _ _ c �d0 w o 0 U c x to o aiUYi o Ev 0 ro c'�.y Y bO • V o •aJD L T C N U~ V A U C O a b 2c6 _ p >,U A E w o >U o ou.E E o ti 0 0 X o 5 ,�> 0 °°°. 9 a 3 Q u 0 0 c O Ol > VCdVUR. O .N. C j� •O 7 7 O N R Z a \AAA AAAAA AAAA AAAAA AA E C C U U V N ^o U U 15 0 y n 0 W a W 0 C c 0 F. a n F C w W d w O •u w W d w a a w �o fJx.' a w a •R W a •• ❑ C] W z ^L >' cC = cC c0 �"� cO c3 cd 'O � N V V tC RS 'O ^�' N fC F f3 � 'D O cd y lO fC cd = ? > > r �7 i 0> 0 E °� Y MELODY S. ENGLE, CPA EMAIL mengle@adsus.net GENERAL Place of Birth: Miami, Florida COMMUNITY Metropolitan Ministries Homebound Meals / Heritage United Methodist Disaster Relief Efforts VANCED DATA SOLUTIONS, INC. WORKING PRESIDENT Advanced Data Solutions, Inc. March 1999 -present She is the original founder of ADS having direct involvement in all system installations & outsourced imaging directives. She is heavily involved in the database management and workflow of all client engagements. She has been involved in document imaging and the evolution of Florida Municipal Electronic R ecordkeeping for fourteen years. Able Body Labor — 15 Corporations Chief Financial officer 1995 - 1999 Management supervision of the Finance & Information Technology Departments. Implementation of EDMS system managing 10 million records annually. PricewaterhouseCoopers Audit Manager 1990 - 1996 Managed the audit process for clients in the financial services and manufacturing industries. In addition, she worked in the firm's national office, developing advanced audit training materials used in local/national continuing professional education programs. She was a team leader for the training & implementation of the paperless audit workflow environment for the SE United States. Due to the success of the project, the firm was able to reduce audit paper retention by 95%. • Certified Public Accountant / Strong Focus on Systems Documentation and Internal Controls • LaserficheCertifiedRecordsManagement—Specialist • Certified Kodak Capture Pro Imaging Product Specialist • Certified Document Imaging Architect - Pending • Certified Records Manager -Pending • Training: Fujitsu, Kodak, Mekel, Wicks & Wilson, Contex, Alchemy and Liberty EDMS Workflow Products KAY B. MCNEIL ADVANCED DATA SOLUTIONS, INC. EMAIL kmcneil@adsus.net E GENERAL Place of Birth: Willow Springs, Mn COMMUNITY Metropolitan Ministries Disaster Relief Efforts U.S. Figure Skating / Volunteer OPERATIONS MANAGER Advanced Data Solutions, Inc. 2002-present Kay is responsible for the overall workflow and management of operations. She manages department / project leaders. Her primary responsibility relates to client metadata: ensuring detailed accuracy of index & imagefiles. Herscope of responsibilityincludes ensuring adherence to deadlines, developing & enforcing production schedules, & maximizing workflow & efficiency. She works directly in day-to-day operations with both ADS staff & client representatives to ensure the timely production of work. Siemens -Nixdorf Computer Cor. SysteiiisAnalyst/PiojectMonager 1986-199 Kay worked exclusively in the Government Division of Siemens. The client base included Fire & Sheriff Departments, Probation Offices, Clerk of Courts, Property Appraisers and Tax Collectors throughout the United States. Her duties not only included Project Management, but Systems Analysis and Desigri, Programming, Sales Support, RFP responses, and technical writing of Hardware, Software, and User Manuals. Specific Projects included the design & implementation of 200 Independent Kiosks for Fee Collection of various Broward County Clerk of Courts offices and related services. Subsequent to my departure, a similar system was designed for Miami -Dade County Clerk of Courts. In addition, she was involved in the programming of the company's first EDMS system. • Strong Focus on Systems Documentation and Project Management • Laserfche Certified Records Management — Specialist • Certified Kodak Capture Pro Imaging Product Specialist • Certified Document Imaging Architect — Pending • Training: Fujitsu, Kodak, Mekel, Wicks & Wilson, Contex, Alchemy and Liberty EDMS Workflow Products .JOHN CIVALE PHONE 954-553-4009 EMAIL jcivale@adsus.net ADDRESS 141 Scarlet Blvd, Oldsmar, Florida 34677 GENERAL Date of Birth:10/17/1962 Place of Birth: NYC COMMUNITY Troop Leader - Boy Scouts of Arne Hurricane Andrew Relief Efforts Town of Davie - Baseball and Socc Coach. Advanced Data Solutions VICE PRESIDENT OF SALES Advanced Data Solutions July 2017 - present John joined ADS in July 2017 as Vice President of Sales with over 34 years in the Document Management Industry. He possesses a wealth of sales and operational experience and knowledge in document scanning and micrographic service technologies. John is a FCRM, Florida Certified Records Manager. DRS Imaging June 2008 —June 2017 John joined the DRS Group in June 2008 as Senior VP of Business Development with over 29 years in the Document Management Industry. HOV Systems / Lason Services Genera! Manager 1997-2008 General Manager overseeing Operations and Sales. John closed millions in sales and grew the base of accounts through hard work and the knowledge of the document imaging industry. American Micro -Image, Inc. Vice President 1984-1997 As Vice President John was responsible for the day to day operation and increasing revenue by 145% in 5 years. John also added new products and services. • FCRM (Florida Certified Records Manager) • Certified Document Imaging Architect (pending) • Kodak Capture Pro Imaging Products • Laserfiche Document Management Products • Contex and Kip Large Format Scanners • ScanOS Large Format Software Capture • Widelmage Large Format Software Capture • Wicks & Wilson SCANfilm Conversion Hardware/Software • High Speed Fujitsu/Kodak/Canon Production Scanners No Text C. Company Experience: Proposer shall provide the following information related to the experience of the company: i. List similar projects successfully completed in the past, conducted for public and private sector organizations, that are similar in size and scope to the City of Tamarac, and preferably located in the Tri-County (Dade, Broward, or Palm Beach) area. Projects performed for local government agencies are preferred. ii. Provide a list of agencies/organizations that the proposer has worked for whom the proposer has conducted work similar to the scope of this proposed RFP and similar in nature to the size of the City of Tamarac. Proposer shall also include key contact information to include: name, title, telephone number and email address of the agency or organization that can provide a reference as to the quality of services provided. (Applicable parts of this information may be provided under the "References" table provided in the electronic response document.) iii. List and provide information shown in items i. and ii. above for any sub -contractors or sub - consultants who will perform 20% or more of the work on this project. COT requires Laserfiche experience, and the Images and metadata returned in a LASERFICHE Briefcase. ADS' reference not only include governmental agency in the Tri -County area, but they are also LASERFICHE users - Pompano Beach / Document Imaging, Microform and LASERFICHE Implementation ADS began converting small and large format documents for the city during 2002. In 2010, we began the back -file conversion of millions of microformed images & data input resulted in concise data management & drastically improved record retrieval times. We converted nearly 1 million images from the City's microfiche library and tagged files with appropriate metadata. This project was completed in eighteen months. Paper scanning services are ongoing citywide. We work with various departments including police, finance, public works and Growth Management. We convert building permit files consisting of a multitude of small documents and large format prints. To date, we have converted over 3 million small format documents and 250 thousand large format prints. During 2003, we implemented a document imaging system within the City Clerk's office. This system grew to 45 users. The system managed paper records spanning 50 years and simplified public records requests. We established multiple databases (Folder structures, indexing schemes, password security, drop -down menus, search routines, and extensive OCR). During 2015 / Current, we migrated the city to a more robust Laserfiche system in a citywide deployment that included all the above plus the development and design of several extensive workflows and forms processing routines. At present, there are 66 total users. City of Dania Beach ADS began converting small and large format documents for the city during 2020 - Current. Since that time, we have primarily converted small and large format documents for their Building and Community Development department. All records are imported into their Laserfiche system. Services are ongoing. City of Ft Lauderdale / Document Imaging Services & Laserfiche Briefcase ADS began converting documents for the City during 2017. Since that time, we have primarily converted small and large format documents for the areas within Growth Management. All records are imported into the Cit 's Laserfiche using briefcases designed for specific document types. Data is extracted from the City's permitting system into an 600,000 line excel file. Data from the excel file is used for a custom Laserfiche workflow which populates metadata into index fields designed by both ADS and the City. Services are ongoing. To date, we have converted 1,500,000 small format pages and 65,000 large format prints and 1.8 million metadata entries for the city. Town of Highland Beach ADS began converting small and large format documents for the Town during 2020 - Current. Since that time, we have primarily converted small and large format documents for their department. All records are imported into their Laserfiche system. Services are ongoing. Village of Pinecrest / Document Imaging and Laserfiche System Implementation(s) ADS began converting small and large format documents for the Village during 2001 - Current. During 2003 we implemented a document imaging system within the City Clerk's and Building Department offices. The system manages paper records spanning 15 years and simplified public records requests. We have scanned and converted hundreds of thousands of small and wide format records for both the Clerk and Building departments. All building records since Village inception during 1999 have been converted. The Village has implemented a new Laserfiche ECM system with our assistance and training. References: City of Dania Beach Eleanor Norena Community Development Director 100 W. Dania Beach Blvd. Dania Beach, FL 33004 954-924-6800 enorena@daniabeachfl.gov City of Fort Lauderdale) Building Services Division Floyd Edsel Brock Permit Service Supervisor 700 NW 19th Avenue I Fort Lauderdale FL 33311 954- 828-5281 fbrock@fortlauderdale.gov Town of Highland Beach Lanelda Gaskins City Clerk 3614 S. Ocean Blvd. Highland Beach, FL 33487 561-278-4548 Igaskins@highlandbeach.us Collier County Alexandrea Tellez-Santoyo GMCDD Operational Supervisor — Records Room 2800 N. Horseshoe Drive, Naples, FL 34104 Office (239) 252-5912 Alexandrea.tellex@colliercountyfl.gov County Government Through the years, we have performed services for dozens of County Government offices. Below is a short list. Fulton County Oconee Count Paulding County Broward Count Hillsborough County Miami -Dade Count Martin County Monroe Count Sarasota County Orange Count Seminole County Okeechobee Count Santa Rosa County Alachua Count Pasco County Polk Count Clay County Palm Beach Count City Government Through the years, we have performed services for dozens of City Government offices. Below is a short list. City of Pompano Village of Pine Crest City of Miami Gardens City of Port St. Lucie City of Homestead City of Pembroke Pines City of Marietta City of Cutler Bay City of Kennesaw City of Orlando City of Atlanta City f Fort Lauderdale City of Hallandale Beach City of Okeechobee Villages of Key Biscayne City of Winter Park City of Melbourne City of Clearwater City of Deerfield Beach City of Boynton Beach City of Dania Beach City of Hollywood City of Lake Worth Beach City of Riveria Beach Client Satisfaction Letters We have included the following client satisfaction letters as further support to our strong customer relationships. Client Reference Letter Included City of Dania Beach Town of Highland Beach City of Fort Lauderdale Village of Key Biscayne It should be noted we have been providing services for most of our clients for years. It is extremely rare for ADS to fulfill a back -file conversion project and not be asked to continue as the service provider. In those cases, there are either no more records to convert or the client assumes this task "in-house." We earn the relationship, not just the project. It's a fair statement to say that our clients do not view ADS as just a vendor, but rather an extension of their conversion team. Our job is to make these efforts as seamless and painless as possible. Those who work with us directly have full confidence that we dedicate all resources and efforts to satisfying client needs as quickly as possible. We just try harder. July 19, 2023 The City of Dania Beach has been utilizing Advanced Data Solutions, Inc. for scanning services since 2021 and are very satisfied with their services. Should have any questions or require additional information, please do not hesitate to contact me. Sincerely, Eleanor Norena, CFM Community Development Director cc: Mr. John Civale, FCRM (via email: jcivale adsus.net) Advanced Data Solutions, Inc. CITY OF DANIA BEACH 1 100 W. Dania Beach Boulevard, Dania Beach, FL 33004 1 DANIABEACHFL.GOV (954) 924-6800 Town of Highland Beach 3614 South Ocean Boulevard • Highland Beach, Florida 33487 In September of 2018, the Town of Highland contracted with Advanced Data Solutions, Inc. to digitize the town's official Building Department, Planning Division and Finance Department historical records. Over the past four and half years (4 '/2), Advanced Data Solution, Inc. met all my expectations with records imaging services and has scanned ten years of records dating back to 2010 through 2020. Also, the staff at Advanced Data Solutions, Inc. have been very responsive to all of my inquiries. The driver, Paul, is very nice and pleasant to work with. He has coordinated and picked up the Town's records (boxes) on time and as scheduled. As the Custodian of Records for the Town of Highland Beach, we are satisfied with the quality of work that Advanced Data Solutions, Inc. produces. I would recommend Advance Data Solutions, Inc. for your scanning/digitizing project. Should you have any questions feel free to contact me at 561-278-4548 or laaskins(a-)hiahland_beach us. Sincerely, Lanelda Gaskins, MMC Town Clerk www.highlandbeach us Tel (561) 278-4548 - Fax (561) 26358 'Venice of,17.merica CITY OF ...................................FORT LAUDERDALE .......................................................................... To Whom it may concern As property records supervisor for the Department of Sustainable Development for the City of Fort Lauderdale, I can tell you that Mr. Civale and his team at ADS are always extremely efficient, helpful and professional. Not only do they deliver quality service on a day to day basis, but they go beyond expectations when needed. As an example, when we had a surprise rush on a larger order with a tight legal deadline, I called the ADS team in Tampa to see if there was a way to prioritize and expedite this paperwork within 10-12 days. The truck driver Paul agreed to pick it up in 2 days and drive it straight to the warehouse. The next morning I received confirmation that the scanning was complete and ready for us. That dedication to excellent service is rare. I use that situation to train new hires on how to give great service by surprising and delighting neighbors every chance you get. Finally, the honesty and integrity this company shows is unparalleled. When I sent some extremely old and damaged microfiche slides to be scanned as a test to see if the result is worth the expense, John returned them with a surprise result. While I was new and unsure of how they should look, John explained that while it is my choice to move forward or not with the microfiche project, that he doesn't believe the quality is worth the cost due to the age of some of the slides. So he gave me an honest opinion and saved us thousands in cost just because he didn't want to give us disappointing results. This DSD Property Records department depends on this company to deliver approximately $82- 100K in business per fiscal year. If I can be of any other help, please feel free to reach out. Floyd Brock Permit Services Supervisor BUILDING DEPARTMENT 700 NW 19TH AVENUE, FORT LAUDERDALE, FL 33311 (954) 828-5191 ww w. fortlauderdale.gov VILLAGE L AGE OF KEY BISCAY Imo] E NW4e Department of Building, Zoning, Planning and Public Works Village Council July 27, 2023 Director Michael W. Davey, Mayor Brett Moss, IrceMayor LuisLauredo Edward London Allison McCormick Katie Pettus Ignacio J. Segurola lrllage Manager Andrea NIL Agha Re: Advanced Data Solutions/Scanning Jake Wyman, P.E. Chief Building Official Eugenio M. Santiago, P.E To whom it may concern, We have worked with Advanced Data Solutions for multiple years and I strongly recommend them for your scanning services. Staff is professional, responsive, responsible and knowledgeable. Feel free to contact me for any further information you might require. Respectfully, M cwt a*l u DQ111di iaLteal Mariana Dominguez -Hardie Sr. Executive Assistant to the Director 88 West McIntyre Street • Key Biscayne, Florida 33149 • (305) 365-5511 • www.keybiscayneXl.gov Ri ISSI ON SF:ULN1FVT:'`FO PRUVID! XNAIA1.QtAI[-I'N(0%INIUNIIVFKVIRONNIIAFFORA 1.IKI.ANIARS'IIIItOt G I I RFSPONSI61. rcnvrRvb�f[NT... D. Description of Work Plan: Proposed equipment, schedule, and staff the Proposer is proposing in order to accomplish the items in the Scope of Work. The proposer shall include the following: i. Scheduling pick-up of new jobs. ii. Standard turnaround time to complete work based on number of boxes ADS Web Flow / Project Management At ADS, our focus is on quality services and effective project management. By creating our own project management software (ADS WebFlow) and managing our labor costs, we operate in a streamlined environment that considers revenue, margins and overhead rates in day-to-day operations. Our primary expense is labor. Through WebFlow, we closely match our billings to our labor costs. We utilize its capabilities for budgeting efforts which include labor time and project billings. WebFlow allows us to accurately track and budget project timelines with all efforts "in-house" so that client deadlines are met or exceeded. WebFlow is described in more detail throughout our proposal response. No Other Records Conversion Company Has Internally -Developed Industry -Specific WEBFLOW PROJECT MANAGEMENT SOFTWARE. Prepare Scanning Blueprints 4 Review • Indexing and Reviewing Scanning Documents Other ADS Web Flow also provides us with information such as detailed and average times per box by function and by employee. This allows us to make production decisions for compliance with client deadlines. We utilize ADS Web Flow for the tracking and budgetary quality control procedures necessary for an effective workflow. Each batch of records is tracked through their entire lifecycle using this product. We know, at a glance, where each box of each batch of client records is in production / conversion. This helps to expedite records requests (typically within 15 minutes) and to provide client -specific status reports. Showing boxes for Alpharetta Batch 001 04-02-18 100 Boxes Boxes List + A 13— Box Narrn shhn ® Box 001 Reviewed - Box LisU ■ Box 002 Reviewed - Box D03 Reviewed - Box D04 Indexed Box 005 Indexed - ® Box 006 Indexed - x Box 007 Scanned - ® Box 008 Scanned - Box 009 Scanned - Box 010 Prepared - j Box 011 Prepared - H Box 012 Prepared - g Box 013 New - Box 014 New - Box 015 New - Display. 10 25 50 100 oar page j1 - 26 of t00j (Page 1 of 4j NI al 1 2 3 a M NI #LF Aetloae 0 & Modify 9 Delete 0 G Modify 9 Delete 0 C? Modify 9 Delete 0 C? Modify 9 Delete 0 CO' Modify 9 Delete 0 C? Modify 9 Delete 0 Cyr Modify 9 Delete 0 & Modify 9 Delete 0 G? Modify 9 Delete 0 & Modify 9 Delete 0 G Modify 9 Delete 0 C? Modify A Delete 0 & Modify 9 Delete 0 IF Modify 9 Delete 0 Ce Modify 9 Delete Each batch of records is tracked from pick-up to re -delivery and / client "sign -off' for destruction in our WebFlow program. We have grown with the industry and have basically established benchmark standards through our direct involvement with the Division of Archives and Department of Management Services. Our policies have been copied and used repeatedly in public records management initiatives throughout the Southeastern United States. As records are converted and cleared as reviewed, they are marked as such with colored labels on the boxes themselves and within WebFlow. We have depicted box lifecycles in graphics throughout this proposal. Microform data is handled in a similar manner to hard copy records. This screenshot depicts the initial receipt of Batch 65, picked up on 11/27/2023 consisting of 100 boxes. No work has begun yet on this project. All boxes are tracked through all levels of production. Showng boxes for Orlando Batch 65 10-27-16 'CC Bc,es DESTROY Boxes List + non Bcx Boa Name Box ID01 Box Lists v1 Box 1002 Box 1000 080.1004 Box 1005 Box 1000 Be. 1007 Box IDDS Box 1000 Box 1010 Box 1011 Box 1012 Be. 1010 Box 1014 Box 1015 Be, 1016 Warehouse Management 11 - 20 ChM 1 SF 1 LR A cbt Now - 0 0 G Modify ? Delete New - 0 0 9 hlohfy Delete New - 0 0 G Modify Delete New - 0 0 Molly @Delete New - 0 0 hlowy L' Delete New - 0 0 G Modty 19 DehHe Now - 0 0 C? hlodity '; Dem. New- 0 0 Modify , DoWe New - 0 0 hlahty? DHlele Nay - 0 0 G Modfyy 1, Drlw1 New - 0 0 Gr Modify n Dekne Now - 0 0 GF hlohfy a Defile New - 0 0 i6 lNohfy n DOuta New - 0 0 CA hlohty Detole New - 0 0 & htohty ? Deieta New - 0 0 Gr hlohty r D.10a The below picture depicts our warehouse and boxes from several clients. They are labeled by owner, batch number and date. This information directly correlates with our pick-up logs and WebFlow. As mentioned previously, WebFlow tracks every record box through all phases of production including return or destruction. Software and Equipment The list below details our inventory of conversion equipment. Qty Description 4 Contex Crystal 40 Plus / HD 4250 Large Format Scanners — Black & White (B&W), Grayscale & Color Scanning Capabilities / ScanOS Software 1 Contex Crystal 40 Plus / HD 4250 Large Format Scanners — Black & White (B&W), Grayscale & Color Scanning Capabilities / ScanOS Software 1 KIP 40 Plus Large Format Scanner— B&W, Grayscale & Color Scanning Capabilities—ScanClient Software — Version 2.0.0.16 1 Kodak i660 — 120 Page Per Minute (PPM) Scanner / 240 Page Per Minute (PPM) Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x 17") Size — Kodak CapturePro Software 6 Kodak i4200 — 120 Page Per Minute (PPM) Scanner / 240 Page Per Minute (PPM) Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x 17") Size — Kodak CapturePro Software 3 Kodak i1440 — 100 PPM Scanner / 200 PPM Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger 11" x 17" Size - Kodak CapturePro Software 1 Fujitsu fi6800 — 130 PPM Scanner / 260 PPM Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x 17") Size 1 Fujitsu fi6670 — 70 PPM Scanner / 260 PPM Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger 11" x 17" Size 1 Fujitsu F15900C — 120 PPM Scanner / B&W, Grayscale and Color Capabilities / Scans Up to Leger (11" x 17") Size 6 Fujitsu FI-5650C / 5750 — 57 PPM Scanner / 114 PPM Duplex Capability / B&W, Color & Grayscale Scanning Capabilities / Scans Up to Ledger 11" x 17" Size 1 Fujitsu FI-4860C — 60 PPM Scanner / 120 PPM Duplex / B&W, Color & Grayscale Scanning / Scans Up to Ledger (11"xl7") Size 5 M4097D — IPC (Image Enhancement Controls) — 50 PPM Scanner / 100 PPM Duplex Capability B&W & Grayscale Scanning Capabilities / Scans Up to Ledger 11" x 17" Size 6 M4120C — 25 PPM Scanner / 50 PPM Duplex Capability / B&W, Color/Grayscale Scanning Capabilities/ Scans Up to Legal (8.5" x 14") Size 1 Mekel Mach V Microfilm Scanner — Quantum Scan Software / B&W and Grayscale Capabilities Scans 35mm - 16mm roll film / Group IV tiff images and/or Jpeg files are created automatically during conversion. Other file options available. 100% Image Capture 4 Wicks & Wilson - 4100 Microfilm Scanner / B&W and Grayscale Capabilities / Scans 35mm and 16mm roll film / Group IV tiff images are created automatically during conversion. Other file options can be chosen prior to media conversion. 1 Mekel Mach VII Microfiche Scanners — / B&W and Grayscale Capabilities / Scans 35mm, 16mm, Comm Fiche, Jacketed and unjacketed / Group IV tiff images and/or Jpeg files are created automatically during conversion. Other file options available. 100% Image Capture Document Scanning Software: Kodak Capture Pro, Version 5.1.3 (Production Software) Laserfiche Avante Version 10.3.1 Wide Format Scanning Software: Nextlmage Scan & Archive, Version 7.3 Microfilm Conversion Software: Quantum Scan 1.02.22 / Quantum Process 1.04.77 We utilize Kodak and Fujitsu scanners for our document conversion. Workstations All workstations on the domain are running Windows 7 Professional or Windows 10 Professional operating systems. Each user has their own Active Directory account, with access to only the application and record batch of which they have been assigned and approved. Workstations dealing with sensitive data have encrypted hard drives following HIPAA guidelines and are properly disposed of after phasing out of the workstation lifecycle. Current domain policies dictate all user accounts have a unique password with at least eight characters, including a capital letter and a number. Passwords for all users are required to be changed every 30 days. Workstations are set to automatically lock after eight minutes of idle time preventing any unauthorized access. Client machines are all individually set up with antimalware and antivirus protection using Bitdefender. Bitdefender is an industry leading real-time anti -virus and anti-malware product that prevents viruses from being run on the local workstation as well as proactively scanning emails to ensure no threats exist in any attachments, including OST and PST files. This is provided and actively monitored by our IT department. If a virus or malware is detected, Bitdefender automatically quarantines the item and sends a notification based on severity of the flagged item. This is then processed by IT to ensure proper procedures on virus and malware removal. All client machines are monitored by our IT department. Automated alerts are sent to IT when any hardware failure has occurred. See below for standard workstation hardware and scanning specifications. Common Workstation Configuration (20 total client workstations) Intel Core i5 4GB DDR3 RAM, 250GB+ HDD External Hard Drives for backups UPS Battery Backups Windows 7/10 Professional Kodak Production Scanners Kodak Capture Pro Software to Capture, QC, and Index Kodak Production Scanners Daily Volume: up to 30,000 pages per day Throughput: 100 pages per minute File Formats: TIFF/Multi-page TIFF, PDF, RTF, TXT, Searchable PDF, PDF-A Features: Streak filtering, controlled stacking, Perfect Page technology, iThresholding, automatic color detection, autocrop, image edge fill (black or white), aggressive crop, deskew, content -based blank page detection & deletion, multi -color dropout, automatic orientation Output Resolutions: 100 / 150 / 200 / 240 / 300 / 400 / 600 dpi Compressions: CCITT Group IV; JPEG or uncompressed output Multi -Feed Detection: Intelligent ultrasonic technology; 3 sensors that work together/ independently. All conversion records are processed on specific servers which are backed up nightly. A, Every major operations room in our facility is locked with combinations which change on a periodic basis. ADS is independently certified as PCI DSS Merchant Compliant We utilize Microsoft Office 365 and adhere to all compliance guidelines inherent to that environment. Laserf fiche` Run Smarter' EPSON DIGITECH Assisting in the Design of Indexing Configuration ADS will proactively assist in the design of your indexing configurations based on your requirements and on our experience with current trends with other similar municipalities. We are actively involved with the design of Laserfiche templates with several neighboring cities. We've included some screenshots from the Cities of Fort Lauderdale and Pompano Beach below. This graphic depicts a template we designed for Building Permit files which defines metadata to be linked to scanned source image files. The source of the metadata is the client's permitting system. Metadata is extracted into an excel spreadsheet which we subsequently load into a Laserfiche SQL table. We designed a Laserfiche workflow that matches the metadata to the correct scanned image file. The design of document templates is an evolutionary process. Records management policies and filing methods often change throughout the years. As such, our templates are designed to allow for modifications which often consider new information or information previously unavailable. Bulcling Services - Archive - Backlog Properties LLM General DyrumK folds _ Name: color Description: Fat Lauderdale B d** List Fleld Feld Name Type ..... ....._ WKdth Defaut Vakm Mutiple Requked Reµired fa This Template Indexed Field €dt Ust. ,:r t Number Text 40 ❑ ❑ ® ❑ D.P. Property Address Text so ❑ ❑ ❑ ❑ D.F Folio Number Permit Type Text Text 40 ❑ 40 ❑ ❑ ❑ ❑ ❑ ❑ DeFac ❑ Def Corebrahts yon,[reints.,. Archwa Type Lkt 40 ❑ ❑ © ❑ D.F. Fleld Format DeFaut value Add ToWn...� Feld I', __ Remove Reader Rows Ggwn Feld Count ®® In these examples, similar processes are utilized for Planning & Zoning files. Or(W.*." Lceroes New Ropmr In these examples, similar processes are utilized for Human Resources and Purchasing files. Rahawv co-op properties — Cam. omapoue eaen.e a_....----- --- ---------- --_._-._---.-_.__._.___.._._.....................__._....---_......_. � .______-..._ uueu, nru iu� rw. w,an wr.e vdw wua. e.w.a e.aeea la nw r.nprte yw..e�wei - crn�u:c cowers a rea m ❑ ❑ ❑ ❑ od> -.. cnr..re. DO" v,4e NMw RetoiaesNewpwpes0es tee.: cew Drt.q Project Timeline Our current throughput is 150 boxes per week in our Florida service bureau. We anticipate satisfying your conversion needs at that (Oldsmar) location. Se -23 Oct-23 Nov-23 Dec- 23 2024 2025 2026 Totals -Description Batch Number B1 B2 B3 B4 B5-B16 B17-B28 B29-B36 Boxes Picked up 14 14 14 14 168 168 108 500 Images Per Batch 32k 32k 32k 32k 386k 386k 248k 1.5m Percentage Complete 3% 3% 3% 3% 34% 34% 0.22 100% Labor Hours 35 35 35 35 420 420 270 1,250 -Prep Scanning Labor Hours 31.5 31.5 31.5 31.5 378 378 243 1,125 Indexing Labor Hours 7 7 7 7 84 84 54 250 Final Verification Hours 3.5 3.5 3.5 3.5 42 42 27 125 Data Transmission Hours 1.75 1.75 1.75 1.75 21 21 13.5 63 Total Labor Hours 79 79 79 1 79 945 945 607.5 2,813 Preparation FTE's 1 1 1 1 1 1 1 FTE's 1 1 1 1 1 1 1 -Scanning Indexin FTE's 1 1 1 1 1 1 1 Final & Data FTE's 3 3 3 3 3 3 3 The above schedule depicts batches, boxes and images converted on a per batch and per box basis. It also summarizes estimated labor needs for this conversion project. While 1.1 million pages appear to be a high volume, this project only requires 3 FTE's (well -trained full- time employees). Every reference and project we have provided has recurring projects. Typically, we schedule in batches of records. For example, 25 boxes (57 thousand pages), 50 boxes (115,000 thousand pages), 100 boxes (230,000 pages). As discussed within the body of our response document, we have our own internally developed project management software (WebFlow). WebFlow monitors each project and provides project team members with "real-time" updates for all projects companywide. Through the data we've collected using WebFlow, we can estimate labor hours for each project based on task (preparation, scan, index, review, and data transmission). We know, on a daily, weekly and monthly basis, what our labor hour requirements are. Access to Documents / Records Requests At project inception and through project lifecycle, we encourage clients to tour our facility and meet all members and levels of our project team. During this meeting, we demonstrate not only the security measures we've implemented, but also our control procedures that protect both the premises and client records. We have an "open door" policy for all our clients such that site visits can be arranged as needed. Records requests are usually initiated using our reguestCa--)adsus.net email address that gets routed to six different employees. One person is typically tasked with records requests with a back-up person established as necessary. Requested files are transmitted via a link to our SFTP site. We will assign a username and password to your designated staff for retrieval. WebFlow facilitates the quick identification of records by their stage of production. If a box is already scanned, our clients can expect a link to the requested record within minutes. If the file has not yet been scanned, the box is retrieved, and the correct file is converted and electronically sent within an hour. Message j Cut -- — j. � � ��Follow Up• �- Co -U- PY rLQ �@ I High Importance JV Paste Format Painter D ( �tf p -> -__ _- Address Check Attach Attach Signature Assign ice Customer Book Names File- Item- - Policy- 'I' Low Importance Add -ins Manager Clipboard Basic Text Names Include Tags C. Add -ins �. Request <Request®adws.neb lend __. _ , ..___ Sgblect Batch 2 - Paper Documents - Box 1024 Please retrieve the file for Hammond, Marshal, Student ID #1234567. We need this Wtthin the hour due to an unscheduled counseling session. Kathy We utilize ADS Web Flow for the tracking and budgetary quality Srawinp hvxex fa' control procedures necessary for Alpharaaa Batch 001 04-02-18 100 Boxes an effective workflow. Each Boxes List DWW ,e =s,,o 10o WP" batch of records is tracked +,wd eoxes ft.11— so" a1W I+- 2e aLF a,oDl lRepa 1 a q se• , x , , a xt A b,„ through their entire lifecycle •�Wt Rex�,ed- D 0 aModrr 9Deist. using this product. We know, at ba Llat1 ■ ■ Box 002 ■Box 003 Rev ned - Reviewed- 0 D 0 0 a M.* 9 Delete aMedry 9Delele a glance, where each box of ' ■ Sox D04 Indexed • 0 0 a Mom• a Delete each batch of client records is in ■Bex�S ■Bexoaa dexee- ndxxod. D D D D aModi" ®Delee aM.,* 9Delete production / conversion. This "Box 00T 0 aMody @Delete ■ Box � scanned - a o a Moody 9 Delete helps to expedite records ■Box ON S,..d. D 0 aMgxfy 9Delete requests (typically within 15 'D°"010 0'"", 0 a aDebte 8 minutes) and to provide client— ■ Box o,1 ■Box 012 p,�� . P'"'ed- 0 D 0 0 &Mi Delete a Moth" aMods, 9Delete specific '"°"0t3 "8x,- D D 17Moa" 11De�e status reports. ■Box 014 rymv- 0 0 aleas" 90 w. ■ Box 015 ryeµ - 0 0 a MoWf 9 Delete Kick -Off Meeting During the preliminary stage of project inception, a kick-off meeting will be scheduled with critical project team leaders from both ADS and your staff. During the meeting, items for discussion will include departmental timelines, record confidentiality, privacy considerations, file type, format and index requirements and overall expectations. Sample documents will be obtained to begin the beta testing phase of the project. Proof of Concept and Beta Testing We begin projects by processing a sample batch of records for your review. This "Proof of Concept or Beta Testing" phase helps to ensure we meet your specific project requirements and eliminate misunderstandings. During this phase, we process a small batch of your records and provide you with source files and related index data. The data is then uploaded into your records management system for review. If there are any required changes, we are then able to make any necessary modifications prior to project commencement. Once your staff approves our file format, indexing scheme and upload sequence, full conversion will transpire. Document Preparation and Best Practices Document preparation is critical to the success of any paper conversion project. Prepping procedures are determined during Proof of Concept and the Kick -Off meeting. Document types are identified, and many questions are answered. Solid relationships are established, and production timelines are exactly determined. Years of experience has taught us this phase of production is critical to quality and adherence to deadlines. Each document type has its own specific prepping procedures and documents must be organized in a consistent, user-friendly manner consistent with your current or desired filing system. Our prep staff is determined when project teams are established. They are familiar with your project and ask questions when something appears different or out of the ordinary (missing control sheets, color documents, misfiled records, etc...). The document prep staff remove all the staples, repair any torn documents, emboss any raised seals on both small and large format documents, identify color, faded, and illegible documents, etc... In addition, post -it notes will be relocated to an area on the document where information is not interrupted, otherwise, theywill be placed on a blank page immediately preceding the original document. Torn pages will be repaired. Raised Seals Legal documents and wide format drawings often contain raised seals. We've set the benchmark and best practice of effectively embossing the seals for proper visibility on scanned images. NO DATE PLAN REVISION —__— APPROM 1 1 10114115 REV. PER CODS I COL TY COMMENTS J_ 2 10l17/1S REV. PER SJRWI.ID COMMENTS DATED 102615 j JNN ] 11IN15 REV. PER CODE A COUNTY COMMENTS JNN TOP BUILD, LLC #725 THE PERFORMANCE GROUP G:r i'. EhG./.CER�Mi :A1.t. r.�. .. F'A_'•" o a Z�+s 100 M~ PORT DR.. 0AyTONA BEACH, Ft 3211/ PHONE.(OBBR]i 716B FAX (0lS)2 Y120 P; t : -Wi 9 Bus CER' ',. i V',5 Special consideration and control procedures must be established when scanning large and small format records that originate from the same file. These records are scanned on different systems, small format scanners and wide format scanners. Control numbers and identifiers must be used to accurately reunite these records in a digital format. Through years of quality control experience, we have perfected these procedures to ensure this occurs. Thus, small format application records and supporting documents are combined digitally with their wide format drawing affiliated records. After small and large format record files are reunited and confirmed, control numbers are eliminated such that their original records properties are not affected; and, all information is just a digital copy of the historic paper image. VOID Stamps Wide format drawings are often voided on the front or back of the sheets. With client consent, we will stamp all drawings on the front side as "Void" if the back side is stamped and the front is not. Thus, it is clear to the end -user that the drawing is void while viewing. Special consideration might be necessary when prepping / scanning certain documents. Often there are watermarks that may distort or hide data on the original / scanned image. Message From: Kay McNeil Sent: 10/24/17 4:43pm Orange County Clerk of Courts. Please look closely at the old birth certificates. There may be watermarks that could hide the text of the document. There is a special Page Setup, called "Watermark" to use. The important part of the page is the text, not the watermark itself. If you have any questions, please come see me. Document preppers basically get the records ready for digital conversion. The preparation staff also record a document count for each box on our Preparation Labels which are on the front of each box. These labels contain the date and signature of the person who performed the work. These labels correlate directly to labor performed within WebFlow. Quality Control. Your box lists / control logs will be verified at various stages, including document preparation. This screenshot depicts that boxes 1001 thru 1010 have been prepared. Through other reports, we can review box preparation times, budget times, average times and projected completion dates. All boxes are tracked through all levels of production. %hm" bouli.kv GflWdo Urh 65 10.27.16 100 SOON QE8?R{)Y It tt(A11X4TVWfd Document Scanning and Best Practices Repeat scan operators will be assigned to your project team. Operators serve to review the images and output independently for completeness and image quality. After each box is scanned, confirmation of the document count is made with the Control Log / List and the Preparation Label. Discrepancies, if any, are resolved immediately. This screenshot depicts boxes 1001 thru 1010 have been partially prepared and scanned. All boxes are tracked through all levels of production. Or ado Bexh 65 16-:t-16 100 U1. DESTROY p . n a iaol IPhce , < O hm #' z'-"' Q MahN G M1knhN .-_•_ Q h�aPN '- a hmeN _ - Oh—" ' .. ar W4,, ` Q h,-" i7 hrooN '.-. As you can see below, scan operators may have messages sent by a project manager or teammate. Our program prohibits job commencement until all related messages have been read. They are only eligible for deletion after they have been read. In addition, our program is the source for our ADP payroll. Thus, credit for work can only be obtained when notes are read and projects are logged forperformance. Message From: Kay McNeil Sent: 4/14/14 1.40pm The client has requested that all color graphs, photos and charts be scanned in color for this batch- Dmhb we My Tazks CkKk 1n & Out Ja0 P1Wg Aq JW. - Sulrv9�t+-NWYAwEm P4lP la ® ��' Plgwf: Bey 1WoC: My My slab c=•--. Flw M Retlana Curt Ug: - lorlkNni Y1Y1152FM m Lpt LW. 1taY Ek11W W. 1.01pn L=U= Uft: - IoyN YIYta E.5w ®® fl W_ MWtl El-,, Z"11 t 45- ®® W"Pry Pa11aC: - TwryaMWwn 211P'141132— 9=® TYa Pay P.W10TI: Pay Pwb09tw1 Paw: W7.2-1200" Pay Pwlo! 6W Paw: M a) Nth t t 59 v1.1 A Document Scanning Label is adhered to the front of the box upon completion and "real- time" review has been achieved. This serves to complement our WebFlow system with a visual indication of box status. These labels are signed, dated and indicate the scan station where work was performed as well. These labels correlate directly to labor performed. We utilize only the highest quality equipment and software. Our scan operators are tenured and have been with our company for years. All documents will be scanned on both sides and software technology and settings will automatically delete blank back -sided documents. Sonar technology will prevent any double feeds and preparation control counts will ensure completeness as verified by both document scanning and review staff. We will use a high setting to enable three sensors for double feed detection. Each scan operator is fully trained in our Kodak Perfect Page software which allows for very detailed scanner settings allowing customization for all record types. Despeckle, rotate, deskew are just a few. We utilize Kodak and Fujitsu along with Kodak Capture Pro scanning software which is a subset of Kofax VRS (Best Practice within our industry). Our software allows us to output images and metadata to any required client specifications including direct interface with many common records management systems. The following graphics demonstrate why this results in the best quality possible. They demonstrate the image enhancements available using Kodak Capture Pro software. Although we have other scanning options, we typically use Kodak scanners and software because of the image quality which we feel is superior to other leading scanners and software. We've concluded this through side -by -side comparisons of difficult images such as documents with watermarks, raised seals, thermal fax pages, carbon copies, dot matrix generated documents, faded records and many others. /y . P atiIDAa: n 1a '��� f• iThresholding and Adaptive Threshold Processing (ATP) Results in enhanced image quality and readability ►_I�d°� R ...s, • AF-- 0-4 2-r!d%d if--J!!6 grow-F-INm,,"v Proam rJ , 4Z _ I - fraiiffitw: tbG il3Pi$.i—i f------ -_----- i ftp Orlenu tion / Auw CroponB AuMnna k Oikwiftilian +Lkawd ran cjC.CVn-,Vnr Content, OLft CffiCCjjY (*We$ rr W.OrxM maWi1S. 1W. cr 2;l0"a ire its proper l Uem o6e�talbrl • Applied to Mc,.nt and b c k paQos independently • Handkzs machti-tre. wpnr saw rand krwm r_.oso chrJrc3L re iv n�J�,:drr7 mctil Pict-mniri� Input Imptpe Manual dtxkew Auancrop• sr'r�1 lc:lad,t I It:hM1 d+'�t' +19.R.1 k' I a�r+*a.rssas�r— We understand Florida 1B-26-003 Recordkeeping Requirements. Accordingly, all records are scanned at minimum resolutions of 300 dpi• Written Index Below is an example of Written Index for a particular batch of file scanned and uploaded into a Laserfiche using the Laserfiche briefcase tool. This details Box #, Batch #, Record Metadata (Permit Number, Address, Folio #, Permit and Archive Type). We provide this list to the client with each batch completion. FFr-me: lV-9z Desbnaaan DefOOOs�YW(1}fa>•'da64PDF _.... .. OCred-Wh ®FIeO):Seerchable POF _- --._.. _.-. -__.. .._ ]AP: _._... .______ ___ ___. _... _ Seerdsabk POF Optlors... Olndee _- - _-_ OFile(2) L 5- 4DWOVPATH>TAPP NAPE>T<SATOi Nt Osystem(1) OSyst—M He name: <BATCH_KAM> ='�D BJSEO BQNP OE—il QdadcAWlYte: .. _..__- -... ........... _. -.. .. T3F� - OpaMa.. OMicrodwk. S.1ution oint OInP Actwrte Sol f o�aripn. <FXPORTP_ ATH>T<BATCHNAAE>T<DOCUM - -- - ❑Into Insight Solution Advanced Options rile name <B•1AGE_SEQl1BiCHNJa� a><OIFAULT Ett'. Obnage Processing I 01rnoke Other Program Location: <VMO'Wr PATH»'®ATOI_NAh*>T1 COM" =de rm,ie <MA� SF.QUBIBA�i 8><DEFN►T,j7(f fftY or No Fdm Gr.—Je Images ONy Color images Only M—O.Wdw I$herMdnt Ndez Seap WlTed O - Semd POF"a", 1 GrapbT: PM format image @wiry: Compatbiity: Password: 1 ) yrya Page GJ "-Page Far each: MPDF/A ©PDF-MC EIFaet Web Ylew PDF BookMark Dr ft(MG,) F -. --. OCR Setting: Prn-Y 6n9 age: &O-h 51-1daY L&V gas: OAfr— Abs+an QAynara J� MW Range Al Enter page numbers antl)rir page range: saGarated Gv Corcirnas. FJr P:tamp'e, I,3,5-12 Irr--r���� Delivery of Source Files and Index Metadata We will provide PDF / TIFF files scanned at resolutions of 300 dpi to a Laserfiche briefcase and will assist with the import to your repository. We follow the standards as dictated by the Florida Department of States Records Management (DOS) — Standards and Requirements / Electronic Recordkeeping (Chapter 1 B-26.003, Florida Administrative Code). We will assist the client with the necessary Destruction Certificates required by DOS and other required standards. ADS has copied hundreds of millions of source -image and metadata files to CD-ROM / DVD Media discs since inception 20 years ago. We have learned that all discs and burn processes are not created equally. Most media are produced by a relatively small number of factories, located in several different places. These factories are mostly present in Taiwan, Japan, Singapore, Malaysia, China, and India. There are more, but those are the largest ones. The best media generally comes from Japan, Taiwan, and Singapore. There are different grades of discs such as archival, duplication and other unreliable grades. We utilize only 1 st Class Blank DVD Media / "Archival Grade" Discs which have a flawless rating burning with 95-100% reliable results. These discs are suited for converted records which are quite often destroyed. They serve as excellent archival quality media, as well as video masters. Taiyo Yuden DVD-R & CD-R Silver Thermal Taiyo Yuden invented the CD-ROM media disc in 1988. Their discs have historically been the most reliable name in blank CD and blank DVD products. In addition to using high quality discs, we also burn data at the slowest speed possible to decrease the possibility of file corruption. *ADS understand COT's requirements of meta data exports to a Laserfiche briefcase. As a matter of protocol, our discs are labeled by project, client name, burn date, number of boxes and other pertinent information. Our burn dates and descriptions are tied directly to invoices and certificates of destruction to promote unity and organization. This has proved helpful especially when projects span multiple batches, multiple departments, and multiple years. We maintain copies of all client discs in perpetuity unless requested otherwise. Certain records disposition standards have historically required off -site copies of source image and metadata files to comply with destruction stipulations. This satisfies those requirements. Digital Archive Writing ADS provides microfilm output (DAW) Digital Archive Writing through its partner and sub- contractor Broward Microfilm, Inc. BMI is a certified Kodak Lab. BMI was incorporated in 1984 in the state of Florida. They have been providing clients throughout the Southeastern United States analog and digital imaging services for 35 years. They provide records conversion services which include electronic image to microfilm and paper to microfilm. Rick Kennedy (BMI owner) has 40 years of experience in document conversion services. He is our project manager for the microform piece of our proposal. Rick is a Certified Document Imaging Architect (CDIA+). The Certified Document Imaging Architect, abbreviated as CDIA+, is a certification which ensures the competency of a professional related to electronic document imaging management solutions which would include skills in document imaging, document management, and enterprise content management. It ensures the knowledge and skills that are required for one to develop systems for the purpose of scanning, storing, and retrieving electronic documents. Rick worked for Eastman Kodak until they discontinued the Microfilm Lab. At that time, he created BMI. Coincidentally, American Micro -Image was formed as a competitor to BMI, which was owned by John Civale (our Vice President of Sales). As such, John and Rick have had a strong and positive working relationship for 30 years having partnered periodically on many large projects. COT could not pick a more qualified team. ADS vast experience with LASERFICHE and scanning governmental records. ADS scans for dozens of agencies using LASERFICHE in Florida & Georgia. BMI has been a leader in microfilm industries for many years. Between Rick and John, they have over a half a century of microfilm and processing experience. Kodak Digital Archive Writers will be used for the satisfaction of providing your scanned images to microform media. The latest state of the art equipment will produce high quality Archival Planetary Style Microfilm with great sharpness and no skewing of images. This is achieved from the scanned images we captured, whether it be 16mm or 35mm. Microfilm is currently the longest -lasting archive medium available, retaining its quality — when well-preserved — for an estimated 500 years. Archive writers allow users to easily and quickly protect valuable artwork and documents for centuries by converting digital file formats to microfilm for long-term analog preservation. Deep Tank Processing labs undergo rigorous testing daily before a roll of film is processed. The Processors are tested for temperature, speed and chemical calibration. This is to ensure density and resolution that meets or exceeds the state requirements. Methylene blue testing is performed to assure our customers that the film will last up to 500 years. Your output media will be prepared using some of the best microfilm/microfiche scanners on the market today. All current software updates will be maintained to ensure we produce high quality scans. This process is outlined further in the succeeding pages. GET A COMPLETE REFERENCE ARCHIVING SOLUTION FROM THE COMPANY THAT'S BEEN THE EXPERT IN SECURE RECORDS MANAGEMENT FOR OVER 70 YEARS. Enhance your risk mitigation strategies by adding a Reference Archive_ The rechnology is available today and based on industry standards. From exporting records to delivering them back to desktops. you can implement a process chats essentially transparent to end -users, yet grill deliver complete, reliable records for years to come. A Reference Archive begins with a robust record capture subsystem, built around the proven architecture of the i9600 Series Ulziters. The process includes: File transfer from the application systems) is managed by the KODAK i9600 Application Software Kir. It con- trols formatting and applies standard indexing coding for later automated retrieval driven by request processor APIs. Output to archival media is performed by the i9600 Serics Writer. which operates in an unatrcnded mode_ Performance measures appear below. compression PM i9m Packing Factor Throushpor Thrar h tat' Derail 24:1 g5 170 7,225 imagesholl 401 200 40D 17,000 ima esholl Media loading is facilitated by the KODAK Smart Cassese, Model 100 and Model 215. For automatic redundancy. mm cassettes can be used at once to produce two sets of output with no reduction in throughpur speed. Compact, archival storage is provided by KODAK Reference Archive Media. This standard 16mm, high - quality microfilm is ISOIANSI-certifted for a life expectancy of 500 years when properly processed and stored under controlled condirions. It's easy to implement a reference archive as part of your overall records management strategy. Improve your integrity and cost-effectiveness while providing continuous access. Ask your Authorized Reseller of KODAK Products to show you how. Height 1196 mm Y Length 810 mm Weight �� 159 kg Width 615 mm --]0- 9 "e Huz `Qa�aa sa�gg?�a 9533a a f O tl ?a 0 \ 2 W FW % J a Z sa .g n z r u E c c INFORMATION TECHNOLOGY SECURITY INFRASTRUCTURE Internal Network ADS I WIRELESS I The current network topology consists of 50MB fiber coming from Frontier FIOS (Fiber Optical Service). This gets routed through our Cisco Meraki MX65W firewall, which also acts as our core router. The Cisco Meraki MX65W provides IDS/IPS (Intrusion Detection/Prevention System) as well as malware protection for the network. By using Cisco's cutting -edge Sourcefire detection engine, the firewall provides real time threat analysis and gives regular reports on its findings to our IT department allowing them to adjust our network security accordingly. Security report By time and priority O 9£ S Time eNgh OMaevm ®Lan By signature SlpnaNYe Ca ' TCP TImO W 677 BAG•TRAFFlC TMG 76 Bpe yepmam_ 67 UNKNOWN ME c 59 OVERSIZE REO e7 Events O Tme swu PNofta Aa NO—k Carty a— D-U.U- BAD.TRAFFIC TMG Se0221721 —COee1 b1e P0S1 High pOmnCsO AT..:... Flat.m OadPl a0ertrot BA6TMFFc TMG Sep M is:25 .—. CkM bn01ne1 High penaCoO M— Flat. aodiaepe . a a:; Iff i.. a 1, w eaoloi[ apertct @ApTRAFFJC TMG Sop M 15 21 Fyn 1l CNent bn.0 hay High p0emlt'se M.— F4- - ,,4,ee aolat a BAD -TRAFFIC TMG Sop 22 16:21 1m 0 Chat bTo bat High pemubee Memo, Flat cove e: W V. Port forwarding is set up on the firewall, allowing only specific protocols to be utilized. SFTP (Secure File Transfer Protocol) is configured for secure file transfers to and from our core file server, allowing only authorized users temporary access. DHCP reservations are set up for all servers and networking devices to bolster our network security. Servers Our server room is an air conditioned, combination -locked room that is in the administrative offices of ADS. Only high-level management have authority and access to this room. If any changes or issues occur with our servers, IT receives automatic alerts from our Remote Monitoring and Management system (RMM). In addition to remote monitoring, we perform monthly inspections of the network systems, applications, and infrastructure to ensure all processes are functioning as designed. Our RMM system also includes Bitdefender, an anti- virus and anti- malware program that runs real time threat detection and automatically quarantines any potentially malicious content. Our core domain controller and file server are a Dell PET430 running Windows Server 2012 Standard (latest available). All source images, files, and metadata are housed in the central file server until processing occurs. Once all data has been processed, it is sent to the customer per their request. Data currently on the server is backed up by our backup appliance. This server also runs our SFTP application allowing for secure file transfers as requested by our customers. The secondary domain controller is a Dell PET410 running Windows Server 2008r2 Standard. This server runs as a backup for our core file server, as well as a redundant file server if required. In addition to the secondary duties, this server also monitors the backups for the primary file server. Email System Our email is currently deployed through Microsoft Office 365, providing the most up to date compliance, including PCI-DSS level one and HIPAA-Business Associate Agreement. By hosting in Microsoft's datacenter, this allows for redundancy for all network operations. Microsoft applies real time malware and spam filtering that helps protect inbound and outbound email from malicious software and spam. Audit logs for the entire mail directory are taken and recorded in Microsoft's Exchange Administration Console (EAC) for review if necessary. In addition to Microsoft's spam filtering, we deploy Proofpoint Email Protection. This provides enhanced security against malware and provides URL defense and spoof protection by checking sender -recipient relationship, email headers and domain reputation checks. Proofpoint also employs its own brand of Enterprise Continuity, allowing standalone access in the event of an emergency. This is an automatic service that gets deployed immediately when an outage has occurred. ANTIVIRUS AND EMAIL PROTECTION Backups and Redundancy SCANNING AND STORAGE PROCESS Our backup appliance runs encrypted virtual images of the server hourly. These backups are stored locally on our Datto device, which provides file level restores as well as a host for the server images locally. Hourly file level restores in addition to real time threat detection which allows for minimum exposure to new viruses, including the new forms of ransomware. These encrypted backups are sent offsite to Datto's secure datacenters which meet SSAE- 16 standards. All backups are secured with AES-256 encryption with the passkey kept only by onsite administration. This level of redundancy, in addition to current standards of anti -virus and anti- malware protection help prevent data loss from any type of encryption viruses. In the case of a server failure, we can host the most up to date virtual image on our backup appliance. In addition to providing another level of redundancy, this eliminates downtime while our IT department resolves the issue, allowing us to stay on schedule. In the event the building was compromised, we can host the server in the cloud, allowing for access to data from one of our other sites if necessary. Wireless Wireless access is distributed from the Meraki MX65W using Cisco's WIPS (Wireless Intrusion Protection System) Air Marshal. This allows for real time protection against rogue access points, malicious clients sending packet floods and man in the middle attacks. In compliance with Payment Card Information Data Security Standards (PCI DSS), the device is locked in the server room with limited access by administration and IT. It records wireless archives from WIPS for up to one year. We perform quarterly wireless scans and have monitoring setup for all alerts that get sent to administration and IT. We currently deploy a hidden SSID with a complex password. Only administration staff has access to the wireless network. Wireless access is never used to access or manipulate data on the network. Employment Screening We use a full -service background investigation company that specializes in obtaining pertinent information through criminal background checks. This includes criminal activities, past employment, DMV history, credit reports, drug screening and many other aspects on potential employment candidates. It is the policy of ADS, to perform pre -employment background checks. The purpose of performing these checks is to determine and or confirm, within appropriate legal and professional limits, the qualifications and suitability of a job candidate being considered. Our policy helps ensure the safety of the public as well as a safe working environment at our company. It also helps ensure that employment related decisions utilizing pre -employment background check are made in accordance with applicable law. The components of each candidate's background check will depend on the job. Depending on the particular position, ADS currently performs identity and address related searches, various types of criminals (including sexual offender) background checks, employment credit checks, and driving record, education, prior employment and professional license verifications. The results of a pre- employment background check are confidential and are to be shared with high level management at ADS, on a strict "need to know" basis. Procedures 1. Pre -employment background checks are required for all candidates. 2. All candidates are required to sign appropriate authorizations and consents prior to the performing of any pre -employment background checks. 3. Candidates that provide false or misleading information in their application and/or authorization may be eliminated from any further consideration. Candidates are expected to provide accurate and complete information and not to omit material information needed to decide. 4. Pre -employment background checks are completed before a candidate is offered a position. All job offers are conditioned upon satisfactory completion of the pre- employment background checks. 5. Prior to taking any adverse action, appropriate pre -adverse and adverse action notices will be discussed to the candidate pursuant to federal and any state laws together with a copy of the report. 6. All candidates are individually reviewed, and decisions made with respect to employment based upon the totality of the candidate's qualifications and the results of the pre- employment background checks. 7. In general, the relevance of a particular pre -employment background check to a candidate's eligibility for employment is based upon the following factors: a. The nature of the job for which the applicant is being considered. b. The nature of any adverse or negative information. i. In the case of a criminal matter, the facts surrounding the matter are particularly relevant to the age of any adverse or negative information. ii. the age of the applicant at the time of the adverse incident in relation to the present may also be relevant. Other Security Measures r FDLE background checks are performed on key employees and project team employees. Level 2 Fingerprinting Our drivers and warehouse manager have also passed a rigorous FDLE background check. All employees are subject to drug testing and random drug testing is performed monthly. All employees are validated through EVerify (homeland security) prior to employment. All employees read and understand our HIPAA security policies. These policies are constantly reviewed by all employees and reinforced by project managers. Managers pass security / HIPAA examinations from the State of Florida We maintain 24-hour surveillance video cameras in all crucial areas of the company. Our cameras at no time directly face monitors or client data. Solicitors and 3rd party vendors are not permitted past our lobby. All conversion records are processed on specific servers which are backed up nightly. Every major operations room in our facility is locked with combinations which change on a periodic basis. ADS is independently certified as PCI DSS Merchant Compliant effective 11/05/2016. We utilize Microsoft Office 365 and adhere to all compliance guidelines inherent to that environment. Supporting Documentation / Invoices and Billing We typically use the DVD media disc as a source for billing. Our copy contains information labeled including client, batch #, box #'s, image counts, etc. Our invoice date corresponds directly to our disc burning date. Certificates of Destruction reference all this information as well. Thus, each batch burned, billed, and slated for destruction are in complete agreement. We utilize the below program as well as our Kodak Capture Program for page count and other information. It's important to understand that an experienced conversion company can estimate page counts merely by looking in the boxes. A standard file box contains approximately 2,300 sheets of paper, excluding any wide format drawings included therein. Page counts for client batches should be somewhat consistent. This assists with budget projections, which are most important to municipalities. Super Fast Combined Tiff, PDF, 1PG Page Counter Cc) www.tiff-tooLcom - bu8d 20141021 rev QM61216) Orlando j © Batch 40 m- 6 Batch 43 . j C-'} Batch 44 87- j. 02-08.1610 Bates 781789 02-12-1810 Banes 800409 j ; Ct1- j. 02-21.1810 Bares 810-819 02.2&1810 Baes 790-799 i 0 02.29.18 20 Bata 820.839 Boxes 03--s, Batch 44 Box 845 v _COUNT-,_ -' Cow. file CRC valias Save audit to csv fib VERIFY CRC BLD201&06058_PLANS C Error Log BLD2017-07393_PLANS ENG2015-01832_RMS I ENG2015-01832_F ANSI ENG2015-01832_PLANS_I FIR2015-01745 PLANS_0' RR2016-00255_PLANS_0' FIR2016-00256_F IANS_0- FIR2016-00257_F1ANS_O- FIR2016-00258_F1ANS_0- FIR2016-00259_PLANS _0' Save Error Log FIR2016-00260 FLANS O' CounUrg Tee Start: 13/03/201818:27:10 *�W'.pdf•'.jP3 -jpeg-1 End 13/03/201818:31:24 www.tiff-tools.com rani - to: kmcr*l99@gmaiLcorn4(a§OMcNd Pagecount:= 36870 Index Keystrokes in filenames:= 15026 Information - X 5 = eatarmrerr.aua. ', � Batch Name Batch 01 RSL Attomey Boa 01 = Stntu processed Location \Saver2\dats\Scanned Data\DAILY DATABASES\Scan S.e(bytes) 150235432 [: Created by Informabon Date &Time 201843481613A9 Station ID 11 UserID SysAdmin vras Data & Time 2018D31212:53:40 Station ID 102 User ID sysadmrn Starting Document ID 1 First Document ID 1 Last Document ID 150 Document Count 138 Page Count 2080 C Image Count 2127 Black and White Image Count M97 Color linage Court M Grayscale"ge Count 0 Frontlmaga52atbtics Captured 2098 Resc-ned 14 Removed 0 Delded 20 Ei Becklmige Statistics Captured 2098 Rescanned 9 Removed 2014 Deleted 37 ADS Fleet / Chain of Custody & Records Security We intend to convert your records at our facility. We own all our vehicles without encumbrances. They are equipped with fire extinguishers and locking mechanisms controlled by our full-time driver. We currently have two 2016 Ford Transit 250 cargo vans. These vans comfortably fit 100 standard file boxes. Our routes are one-way. In other words, our vehicles are not parked at hotels or otherwise for periods of time. Our stops consist of refueling vehicles. ADS Chain of Custody Procedures Our driver and warehouse manager is introduced at project inception as a member of the project team and identified by an ADS uniform. Coordinated Batch Pick -Up between ADS Driver and Client Project Manager Driver: Create Manifest & cover pages/Picks Up Boxes/ Packs / Reconciles to Pick -Up Log Driver. Report exceptions or discrepancies to Client Project Manager Log signed by ADS Drive and Client Project Manager y Boxes transported directly to ADS facility. Boxes unpacked and confirmed Manifest/Transmittal again at ADS facility. Batch entered into WebFlow for tracking purposes designating physical receipt of boxes. Example, Pick-up and Delivery Confirmation Log. 141 £rain BoAwwc . Srffe A ADVANCED DATA SOLUTIONS, INC. °W"'"�'� alaasaasrs Fm � a1v A es �sss C<pp� Pick -Up and Delivery Confirmation Pick -Up Information Client I Division. Batch Release r' Box #s: Released By Printed Name (Client Representative) Signature Received By: Date: _ Signature Is. ReZelivery Information Client! Division: Batch Release# Box #s: Received By: Date: Printed Name (Client Representative) Signature Delivered By: bate: Signature Media Transfer. (DVD, CD -Rom Hard Drive) Each batch of records is tracked from pick-up to destruction in our WebFlow program. Inactive boxes are stored in sections within our warehouse and are clearly marked and inventoried. As records are converted and cleared as reviewed, they are marked as such with colored labels on the boxes themselves and within WebFlow. We have depicted box lifecycles in graphics throughout this proposal. Microform data is handled in a similar manner to hard copy records. City of Tamarac TAMARAC The City For Your Life Addendum No. 1 23-38R Record Conversion Services Purchasing and Contracts Division September 7, 2023 This Addendum shall modify and become a part of the original RFP Document. The following clarifications, changes, additions, and/or deletions are hereby made part of the Contract Documents for RFP #: 23-38R Record Conversion Services. TO ALL PROSPECTIVE BIDDERS 1. Question: Are WBE eligible for bonus points? Answer: No. Bonus points are only available for firms who meet the criteria of being a Tamarac local vendor, a certified Broward County "County Business Enterprises" (CBE) or a Veteran Owned Small Business. There is also a bonus point available for conviction history policy as explained in Section IV. "INSTRUCTIONS TO OFFERORS FOR REQUESTS FOR PROPOSAL (RFP)" Subsection 32 "CONSIDERATION OF CONVICTION HISTORY EMPLOYMENT POLICIES" of the RFP. Please acknowledge Addendum No. 1 with your bid submittal at the following link: https://tamarac.bidsandtenders.org. Sincerely, Armanda Erdle Procurement Agent Please Acknowledge Receipt and Review of this Addendum Online. 23-38R Record Conversion Services Addendum No. 1 City of Tamarac TAMARAC The City For Your Life Addendum No. 2 23-38R Record Conversion Services Purchasing and Contracts Division September 18, 2023 This Addendum shall modify and become a part of the original RFP Document. The following clarifications, changes, additions, and/or deletions are hereby made part of the Contract Documents for RFP #: 23-38R Record Conversion Services. TO ALL PROSPECTIVE BIDDERS 1. Question: Can the City please provide photographs of each document type in order to show the condition and how they are currently stored? Answer: Photos of one type of document and the box it is stored in has been uploaded as "Exhibit 1 - Photo of Document and Storage Box" for reference. Previously scanned documents can be viewed at https://records.tamarac.org/ . 2. Question: In reference to Section 3.1.3, page 40, the City states that the contractor shall comply with all city security policies, plans, and procedures. Can the City provide these specific policies, plans, and procedures that would be required to follow under this RFP? Answer: The City of Tamarac expects the contractor to follow Chapters 1 B-21 and 1 B- 26 of the Florida Administrative Code, Florida State Statute 257.36 and Florida State Statute 119. The contractor shall follow the strict State guidelines when handling confidential records and under no circumstances shall files be copied or distributed without prior authorization. 3. Question: How many indexing fields per document type will be required? Please provide the average Keystrokes per field. Answer: Indexing fields vary according to the type of document. Please see "Exhibit 2 - Indexing Fields Examples" for two different templates utilized. 4. Question: In regard to section 3.3.3 and on Appendix A - pricing schedule (item 9), can the City provide additional details about Indexing Assistance? Answer: All scanned files should be delivered to the city in Laserfiche briefcase format. The city will provide templates for the job and contractor shall be responsible to include metadata and index the files accordingly. The briefcase may be uploaded to an FTP site for later retrieval and a copy of the briefcase is to be provided by USB or CD properly labeled with the inventory. Please acknowledge Addendum No. 2 with your bid submittal at the following link: https://tamarac.bidsandtenders.org. 23-38R Record Conversion Services Addendum No. 2 TAMARAC The City For Your We City of Tamarac Purchasing and Contracts Division Sincerely, Armanda Erdle Procurement Agent Please Acknowledge Receipt and Review of this Addendum Online. 23-38R Record Conversion Services Addendum No. 2 City of Tamarac TAMARAC The City For Your Life Addendum No. 3 23-38R Record Conversion Services Purchasing and Contracts Division September 22, 2023 This Addendum shall modify and become a part of the original RFP Document. The following clarifications, changes, additions, and/or deletions are hereby made part of the Contract Documents for RFP #: 23-38R Record Conversion Services. TO ALL PROSPECTIVE BIDDERS *Please note the due date for submission has been extended to October 10, 2023 at 3:00 PM.* 1. Question: What is the disposition of the documents after digitization and approval has been completed (e.g., return documents to the City or destroyed, etc.)? Answer: After digitization, review, and approval, documents can be disposed of. A certificate of destruction shall be provided by the vendor for city's approval prior to destruction. 2. Question: Regarding item 5.1.2, Does the City expect the documents to be returned in the original condition or can they be placed back in the folder? Answer: Once documents have been scanned, the contractor shall place files and folders back in their original position within the box. Contractor is not obligated to replace staples that have been removed from files, nor any paper clips, etc., as long as files and folders are placed in the box as they were originally positioned. 3. Question: What is the amount of Duplex (e.g., information on the front and back of the page)? If unknown, can an estimate be provided? Answer: The amount of Duplex is unknown. The estimated number of files in a 1.2 cu.ft. box is between one thousand to two thousand records (depending on document preparation). 4. Question: Regarding item 7 - Delivery/Pickup Locations, can an estimated number of boxes per location be provided? Answer: The number of boxes could be anywhere from 1 to 150 boxes for any of the 5 locations. 23-38R Record Conversion Services Addendum No. 3 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division 5. Question: Regarding item 4.1.5, the City states: The Contractor shall be responsible for providing cellular phone equipment and services to the Contractor's employees. Can the City please elaborate on this requirement? Answer: Contractor's employees on site may need to call to ask questions, coordinate delivery or pickup, schedule, reschedule, take pictures, etc. while performing their duties with the City of Tamarac. It is advisable that contractor's employees have at their disposal dependable cellular phones which are paid for by the contractor. The City of Tamarac is a public entity subject to Chapter 119 of the Florida Statutes concerning public records; therefore, any communication is subject to public records disclosure. The use of personal cell phones is thereby discouraged. 6. Question: Regarding item 6.2, can the City please define the file export for Laserfiche? Answer: An example has been uploaded as "Exhibit 3 - File Export for Laserfiche Example" 7. Question: Does the City expect multi -page image output (e.g., 1 folder equals 1 image), or does the City expect single image output (e.g., 100 pages equals 100 images)? Answer: The City expects an image for each page of a document. For example, if an agreement document has 300 pages, we expect to have all 300 pages of that one document as a complete file. 8. Question: In regard to the online questions, Part 2 of the 3. Proposer's Qualification Statement, question 2 asks Are you Certified? Can the City please clarify what bidders are being asked to confirm in terms of certification? Answer: Any of the below certifications would apply and should be uploaded as part of your proposal. Certification is not a requirement. A vendor with a combination of knowledge, skills, and experience in Professional Records and Information Management (RIM) may be considered. CERTIFICATIONS FCRM — Florida Certified Records Manager CDIT — Certified Document Imaging Technician CDIP — Certified Document Imaging Professional CDIA — Certified Document Imaging Analyst CEDMP -Certified Electronic Document Management Professional CDDMS — Certified Digital Document Management Specialist CRM — Certified Records Manager Laserfiche Certified Records Management Laserfiche Electronic Content Management 23-38R Record Conversion Services Addendum No. 3 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division Please acknowledge Addendum No. 3 with your bid submittal at the following link: https://tamarac.bidsandtenders.org. Sincerely, Armanda Erdle Procurement Agent Please Acknowledge Receipt and Review of this Addendum Online. 23-38R Record Conversion Services Addendum No. 3 City of Tamarac TAMARAC The City For Your Life Addendum No. 4 23-38R Record Conversion Services Purchasing and Contracts Division October 3, 2023 This Addendum shall modify and become a part of the original RFP Document. The following clarifications, changes, additions, and/or deletions are hereby made part of the Contract Documents for RFP #: 23-38R Record Conversion Services. TO ALL PROSPECTIVE BIDDERS 1. Question: Can the City please confirm that the vendor will be providing file -level scanning and indexing, or does the City expect document -level scanning? Answer: The City expects file -level scanning and indexing. 2. Question: Can an average of files per box, and/or pages per file, be provided for both Standard size documents and Wide Format? Answer: The pages per file varies as does the number of files per box. Depending on the pages per file, a banker box could contain 1 file or more than 50 files. Most of the files are standard size, letter size. 3. Question: Regarding item 3.3.2, noting: Documents shall be scanned into a PDF, JPEG or TIFF format. Format will be determined by the City based upon document type. Can the City specify what format will be used for each document type? Answer: The City's preferred method is TIFF-LZW. 4. Question: Can the City please confirm that the imaging must be done off -site? Can the City also confirm that the work must be done in the continental United States? Answer: The City may be able to accommodate the vendor onsite, but in order to determine whether or not we have the space capacity, the following information must be provided in the Proposal: 1. Identify what kind of equipment will be used, the size, and how much space you will require. 2. Identify the number of staff members you will have onsite. No records shall leave the State of Florida, ONLY electronic files to be digitized to film may be performed out of state. 5. Question: Per Section 5.1.2, can the City provide a breakout by box type that the Drawings/Plans are stored in the 1.2 CF boxes vs. the flat boxes? 23-38R Record Conversion Services Addendum No. 4 TAMARAC The City For Your Life City of Tamarac Purchasing and Contracts Division Answer: The building department uses two size storage boxes to prepare files for scanning/microfilming: 1. Letter/legal/ledger size documents-10x12x15 box size 2. Large plan 24 x 36 size — are used to box up the large plan documents (24x25x10 size) Please acknowledge Addendum No. 4 with your bid submittal at the following link: https://tamarac.bidsandtenders.org. Sincerely, Armanda Erdle Procurement Agent Please Acknowledge Receipt and Review of this Addendum Online. 23-38R Record Conversion Services Addendum No. 4 CITY OF OLDSMAR 100 STATE ST W OLDSMAR FL 34677-3655 (813)749-1123 LOCAL BUSINESS TAX RECEIPT Fiscal Year 2024 RECEIPT# 08996.1 INFORMATION ADVANCED DATA SOLUTIONS, INC. 141 SCARLET BLVD STE A OLDSMAR FL 34677-3021 This Local Business Tax Receipt does not permit the holder to operate in violation of any City Law, Ordinance or Regulation. Any c-hangge in locations or ownership must be approved by the City, subject to zoningrestrictions. This Receipt does not constitute an endorsement, approval or disapprovalof the holder's skill or of the compliance or non-compliance of the holder with other laws, regulations, or standards. Issuance and retention of this receipt is contingent upon receipt holder's compliance with the City Of Oldsmar. ISSUED: 10/02/23 VALID THROUGH SEPTEMBER 30, 2024 POST IN A CONSPICUOUS PLACE AT THE BUSINESS LOCATION Includes Fees For: PRINTING ADVANCED DATA SOLUTIONS, INC. 141 SCARLET BLVD SUITE B OLDSMAR FL 34677-3021 ol a) OP 00 O 0 N u r_ c IM C v 0 W m J u v = v � N_ Q) CO m u O w Q L 41 � m N m m Q > O Y c a m c C N v � E o .. c t f0 v 0 u G c «� O � u u C �= i t O c i L r � L L w Y O C t '� OA a N E VI L W L 4% N 00 C i M s a u E v E H > O _ M a+ V m y W L H > c O O i+ N m Q1 4) L 4 w m C O o m cu m y a c v x m E Lu G1 c O v s s L L•. Y p O i L O p a a v v CU m L o +, c a a, v v a, E L L' to Q: M L m 7 3 00 ? v M N > u c `= O E to u L u • v L � � L cu Qi p L C IA y E M � CU m s v D v != 2 S I� rw rn 00 00 O 0 N u U C C Im (UV U L O O U u u m C N O F-- W co N m m }I _3 O L `Z N m u 41 m y Q 1 _ W y U � c o u m U m > + c ( Q O v = E D v 2 DIVISION OF CORPORATIONS 1,15,10i'l o 1 all 1{fjlrial Mute oj'llorilu Department of State / Division of Corporations / Search Records / Search by Entily, Name / ENGLE, MELODY S 700 Lansden Court Tarpon Springs, FL Annual Reports Report Year Filed Date 2021 01 /13/2021 2022 09/30/2022 2023 03/03/2023 Document Images 03/03/2023 --ANNUAL REPORT View image in PDF format 09/30/2022 — REINSTATEMENT View image in PDF format 01/13/2021 --ANNUAL REPORT View image in PDF format 04/03/2020 -- ANNUAL REPORT View image in PDF format 03/21/2019 —ANNUAL REPORT View image in PDF format 01/16/2018 — ANNUAL REPORT View image in PDF format 01/10/2017 -- ANNUAL REPORT View image in PDF format 02/01/2016 --ANNUAL REPORT View image in PDF format 04/08/2015 — ANNUAL REPORT View image in PDF format 03/21/2014 --ANNUAL REPORT View image in PDF format 03/23/2013 --ANNUAL REPORT View image in PDF format 03/21/2012 -- ANNUAL REPORT View image in PDF format 02/18/2011 --ANNUAL REPORT View image in PDF format 01/28/2010 — ANNUAL REPORT View image in PDF format 03/31/2009 --ANNUAL REPORT View image in PDF format 05/05/2008 —ANNUAL REPORT View image in PDF format 01/18/2007 -- ANNUAL REPORT View image in PDF format 01/30/2006 — ANNUAL REPORT View image in PDF format 04/25/2005 — ANNUAL REPORT View image in PDF format 01/07/2004 --ANNUAL REPORT View image in PDF format 05/27/2003 —ANNUAL REPORT View image in PDF format 04/04/2002 —ANNUAL REPORT View image in PDF format 04/26/2001 --ANNUAL REPORT View image in PDF format 05/02/2000 —ANNUAL REPORT View image in PDF format 03/24/1999 -- Domestic Profit View image in PDF format City of Tamarac TAM iA. C The City For Your Life Purchasing and Contracts Division Affidavit of Compliance with Foreign Entity Laws The undersigned, on behalf of the entity listed below ("Entity"), hereby attests under penalty of perjury as follows: 1. Entity is not owned by the government of a foreign country of concern as defined in Section 287.138, Florida Statutes. (Source: § 287.138(2)(a), Florida Statutes) 2. The government of a foreign country of concern does not have a controlling interest in Entity. (Source: § 287.138(2)(b), Florida Statutes) 3. Entity is not organized under the laws of, and does not have a principal place of business in, a foreign country of concern. (Source: § 287.138(2)(c), Florida Statutes) 4. Entity is not owned or controlled by the government of a foreign country of concern, as defined in Section 692.201, Florida Statutes. (Source: § 288.007(2), Florida Statutes) 5. Entity is not a partnership, association, corporation, organization, or other combination of persons organized under the laws of or having its principal place of business in a foreign country of concern, as defined in Section 692.201, Florida Statutes, or a subsidiary of such entity. (Source: § 288.007(2), Florida Statutes) 6. Entity is not a foreign principal, as defined in Section 692.201, Florida Statutes. (Source: § 692.202(5)(a)(1), Florida Statutes) 7. Entity is in compliance with all applicable requirements of Sections 692.202, 692.203, and 692.204, Florida Statutes. 8. (Only applicable if purchasing real property) Entity is not a foreign principal prohibited from purchasing the subject real property. Entity is either (a) not a person or entity described in Section 692.204(1)(a), Florida Statutes, or (b) authorized under Section 692.204(2), Florida Statutes, to purchase the subject property. Entity is in compliance with the requirements of Section 692.204, Florida Statutes. (Source: §§ 692.203(6)(a), 692.204(6)(a), Florida Statutes) 9. The undersigned is authorized to execute this affid e'n behal Entity. Date: 20_ Signed: Entity: Name: STATE OF Fo- Title: COUNTY OF 0ea5 The foregoing instrument was acknowledged before me, by means of V physical presence or ❑ online nAarjzation, this day of %(p 20 Zg , by �`al as �!'RS for V c �Ha, who is personally known to me or who has produced Notary Public Si nature: Print Name: Foreign Entity Affidavit [Rev. 7/21/2023] as identification. State of Florida at Large (Seal) t g~ My commission expires: 021 os12027 JOSEPH P. TISDALE c� Notary Public State of Florida Y Comm# HH343534 s Expires2/5/2027 Page 1 of 1 Weighted Final Scores Stage Quality of Response Services to be Provided Qualifications of the Proposer/Expertise Costs (Price) Total: Advanced Data Weight Solutions, Inc 15.00 14.33 30.00 27.33 25.00 24.00 30.00 30.00 100.00 95.67 InStream, LLC 10.00 20.00 17.67 13.00 60.67 T. AWARAC , 0—L-00'"L'"\. City Qf Tamarac c The City For Your Life Pwchasmq and cootracfs INVA on AGREEMENT BETWEEN THE CITY OF TAMARAC AND ADVANCED DATA SOLUTIONS, INC. THIS AGREEMENT is made and entered into this 13� day of 1� -'"oby and between the City of Tamarac, a municipal corporation with principal offices located at 7525 N.W. 88th Ave., Tamarac, FL 33321 (the "CITY") and Advanced Data Solutions, Inc., a Florida corporation with principal offices located at 141 Scarlet Blvd., Suite A, Oldsmar, FL, 34677 (the "Contractor") for the provision of Records Conversion Services to the City of Tamarac. Now therefore, in consideration of the mutual covenants hereinafter set forth, the City and Contractor agree as follows: The Contract Documents The contract documents consist of this Agreement, Invitation for Request for Proposal (RFP) Document No. 23-38R, "RECORD CONVERSION SERVICES", including all conditions therein, (Standard Terms and Conditions, Special Conditions and/or Special Provisions, Instructions to Offerors, Scope of Work), Technical Specifications, all addenda, the Contractor's bid/proposal included herein, and all modifications issued after execution of this Agreement. These contract documents form the Agreement, and all are as fully a part of the Agreement as if attached to this Agreement or repeated therein. In the event that there is a conflict between RFP # 23-38R, "RECORD CONVERSION SERVICES" as issued by the City, and the Contractor's Proposal, RFP 23-38R as issued by the City shall take precedence over the Contractor's Bid. Furthermore, in the event of a conflict between this document and any other contract documents, this Agreement shall prevail. 2. The Work 2.1. The Contractor shall perform all work for the City required by the contract documents as set forth below: 2.1.1 Contractor shall furnish all labor, materials, equipment, and incidentals necessary to provide Record Conversion Services to include, but not be limited to: 2.1.1.1 Preparing and microfilming documents including large format drawings and construction plans. 2.1.1.2 Converting the silver film to Diazo for the purpose of creating new duplicate rolls of Diazo microfilm. 2.1.1.3 Scanning documents to CD's or DVD's, and External Hard Drives. 2.1.1.4 Delivering finished microfilm, CD's, or DVD's, and External Hard Drives. 2.1.1.5 Providing film verification assistance on a schedule approved by the City. TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division 2.1.1.6 Assisting in the design of the indexing configuration. 2.1.2 Contractor shall provide all services in accordance with the Scope of Work enumerated in the Request for Proposals 23-38R, "RECORD CONVERSION SERVICES". 2.1.3 Contractor shall comply with any and all Federal, State, and local laws and regulations now in effect, or hereinafter enacted during the term of this Agreement, which are applicable to the Contractor, its employees, agents or subcontractors, if any, with respect to the work and services described herein. 3. Insurance 3.1 Contractor shall obtain at Contractor's expense all necessary insurance in such form and amount as specified in the original bid document or as required by the City's Risk and Safety Manager before beginning work under this Agreement including, but not limited to, Workers' Compensation, Commercial General Liability, and all other insurance as required by the City, including Professional Liability when appropriate. Contractor shall maintain such insurance in full force and effect during the life of this Agreement. Contractor shall provide to the City's Risk and Safety Manager certificates of all insurances required under this section prior to beginning any work under this Agreement. The Contractor will ensure that all subcontractors comply with the above guidelines and will retain all necessary insurance in force throughout the term of this agreement. 3.2 The following are required types and minimum limits of insurance coverage that the Contractor agrees to maintain during the term of this contract: Line of Business/ Coverage Occurrence Limit Aggregate Limit Commercial General Liability $1,000,000 $2,000,000 Including: Premises/Operations Contractual Liability Personal Injury Explosion, Collapse, Underground Hazard Products/Completed Operations Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability $1,000,000 Limit $1,000,000 Limit Workers' Compensation & Employer's Liability Statutory Professional Liability Insurance $1,000,000 Limit $1,000,000 Limit 3.3 The City reserves the right to require higher limits depending upon the scope of work under this Agreement. 2 TAMARAC City of Tamarac The City For Your Life Purchasing and Contracts CNvision 3.4 Contractor shall indemnify and hold the City harmless for any damages resulting from failure of the Contractor to take out and maintain such insurance. Contractor's Liability Insurance policies shall be endorsed to add the City as an additional insured. The City reserves its right to select its own defense counsel. Contractor shall be responsible for payment of all deductibles and self-insurance retentions on Contractor's Liability Insurance policies. 4. Term of Contract 4.1 The initial contract period shall be for three (3) years based upon successful performance by the Contractor. The initial contract term shall commence upon date of award by the City or at a date mutually agreeable with the successful contractor, whichever is later and shall expire three (3) years from that date. Upon completion of the first three (3) year period, the City reserves the right to renew the Contract for two (2) additional one (1) year periods providing all terms, conditions and specifications remain the same, both parties agree to the extension, and such extension is approved by the City. 4.2 In the event services are scheduled to end because of the expiration of this contract, the Contractor shall continue the service upon the request of the Purchasing and Contracts Manager on a month -to -month basis until such time as a new Agreement is awarded and in place, or upon mutual agreement of the parties. The contractor shall be compensated for the service at the rate in effect when this extension clause is invoked by the City. 5. Contract Pricing The Contract Pricing for the above work shall be in accordance with the unit pricing contained within Attachment A. The contract shall be for the actual amount as ordered by the City. 6. Payments 6.1 Payment will be made monthly for work that has been completed, inspected, and properly invoiced. Invoices must bear the project name, bid number, and purchase order number. City has up to thirty (30) days to review, approve and pay all invoices after receipt. 6.2 All payments under this Agreement shall be governed by the Local Government Prompt Payment Act, F.S., Part VII, Chapter 218. The Contractor must provide proof of completion of each milestone included in the project schedule. 7. Economic Adjustment— Escalation / De-escalation: 7.1 Prices, terms and conditions shall remain firm for a minimum of the three (3) years of the term of this Agreement unless modified or canceled in accordance with the provisions of this Proposal. Upon expiration of the initial term of the Agreement, pricing for subsequent renewal periods may then be adjusted on the anniversary date of the Agreement in accordance with the then current Miami Urban Consumer Price Index (CPI), which shall apply to actual costs. During the three (3) years of the term, a pass -through allowance will ONLY be allowed in the event of an increase in material due to an 3 TAMARAC City of Tamarac The City For Your Life purchasing and Contracts Division unanticipated extreme or unforeseen volatility in the marketplace due to factors beyond the control of the Contractor which meet the criteria enumerated in Section 7.2 "Equitable Adjustment Provision" of this Agreement herein. Price adjustments must only provide for a pass -through of the actual increase; and under no circumstance will the Contractor be entitled to any price adjustments for additional profit during the life of the agreement. Such requests must be fully documented as detailed in Section 7.3 "Documentation" herein. No additional cost increases will be permitted during the initial term. 7.2 Equitable Adjustment Provision: The City of Tamarac may, in its sole discretion, make an equitable adjustment in the Contract Terms and conditions and/or pricing. If pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace that satisfy all the following criteria: 1) the volatility is due to causes wholly beyond the Contractor's control; 2) the volatility affects the marketplace or industry, not just the particular Contractor's source of supply; 3) the effect on pricing or availability of supply is substantial; and 4) the volatility so affects the Contractor that continued performance of the Contract would result in substantial loss. 7.3 Documentation: Any adjustment will require irrefutable evidence and written approval by the City. The City may elect to provide a one-time increase, an increase for a predetermined period which may be reflected as a change in the unit price or as a surcharge in addition to the unit price, or an increase for the remainder of the contract. In the event of any market decreases the Contractor shall in good faith provide the City with reduced pricing. All requests for Equitable Adjustments must be addressed in writing to the attention of the Purchasing and Contracts Manager, and include appropriate documentation including but not limited to, data from established government or industry indices, market trend data, actual invoices for materials, catalog pricing from Contractor's suppliers, notification from suppliers or manufacturers or other information as agreed upon between the City and the Successful proposer. 8. Indemnification 8.1 The Contractor shall indemnify and hold harmless the City, its elected and appointed officials, employees, and agents from any and all claims, suits, actions, damages, liability, and expenses (including attorneys' fees) in connection with loss of life, bodily or personal injury, or property damage, including loss of use thereof, directly or indirectly caused by, resulting from, arising out of or occurring in connection with the operations of the Contractor or its officers, employees, agents, subcontractors, or independent Contractors, excepting only such loss of life, bodily or personal injury, or property damage solely attributable to the gross negligence or willful misconduct of the City or its elected or appointed officials and employees. The above provisions shall survive the termination of this Agreement and shall pertain to any occurrence during the term of this Agreement, even though the claim may be made after the termination hereof. 8.2 Upon completion of all Services, obligations and duties provided for in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this Article shall survive indefinitely. i. The Contractor shall pay all claims, losses, liens, settlements or judgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. 4 TAMARAC ,,. City of The City For Your Life Purs^iatxsmg end Contracts Division ii. City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Contractor under the indemnification agreement. 8.4 Nothing contained herein is intended nor shall be construed to waive City's rights and immunities under the common law or Florida Statutes 768.28, as amended from time to time.. 9. Remedies 9.1 Damages: The City reserves the right to recover any ascertainable actual damages incurred as a result of the failure of the Contractor to perform in accordance with the requirements of this Agreement, or for losses sustained by the City resultant from the Contractor's failure to perform in accordance with the requirements of this Agreement. 9.2 Correction of Work: If, in the judgment of the City, work provided by the Contractor does not conform to the requirements of this Agreement, or if the work exhibits poor workmanship, the City reserves the right to require that the Contractor correct all deficiencies in the work to bring the work into conformance without additional cost to the City, and / or replace any personnel who fail to perform in accordance with the requirements of this Agreement. The City shall be the sole judge of non-conformance and the quality of workmanship. 10. Non -Discrimination & Equal Opportunity Employment During the performance of the Contract, the Contractor and its subcontractors shall not discriminate against any employee or applicant for employment because of race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity and expression, or disability if qualified. The Contractor will take affirmative action to ensure that employees and those of its subcontractors are treated during employment, without regard to their race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity or expression, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor and its subcontractors shall agree to post in conspicuous places, available to its employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Contractor further agrees that he/she will ensure that all subcontractors, if any, will be made aware of and will comply with this nondiscrimination clause. 11. Independent Contractor This Agreement does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under this Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or 61 TAMARAC City of Tamarac The City For Your Life Pwcho. iw i onf; Contracts Division regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 12. Assignment and Subcontracting Contractor shall not transfer or assign the performance required by this Agreement without the prior consent of the City. This Agreement, or any portion thereof, shall not be subcontracted without the prior written consent of the city. 13. Notice Whenever either party desires or is required under this Agreement to give notice to any other party, it must be given by written notice either delivered in person, sent by U.S. Certified Mail, U.S. Express Mail, air or ground courier services, or by messenger service, as follows: CITY City Manager City of Tamarac 7525 N.W. 88th Avenue Tamarac, FL 33321 With a copy to the City Attorney at the same address CONTRACTOR Name: Advanced Data Solutions, Inc. Address: 141 Scarlet Blvd, Suite A, Oldsmar, FL, 34677 FIN/EIN:59-3565568 Contact: John Civale Email: jcivale@adsus.net Phone: 954-553-4009 15. Termination 15.1 Termination for Convenience: This Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the City to the Contractor for such termination in which event the Contractor shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Contractor abandons this Agreement or causes it to be terminated, Contractor shall indemnify the city against loss pertaining to this termination. 15.2 Default by Contractor: In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Contractor neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by Contractor of written notice of such neglect or failure. A TAB MA,RAC City of Tamarac The City For Your Life F carcht . trr nad (C)Otraets Division 16. Agreement Subject to Funding This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City of Tamarac in the annual budget for each fiscal year of this Agreement and is subject to termination based on lack of funding. 17. Venue This Agreement shall be governed by the laws of the State of Florida as now and hereafter in force. The venue for actions arising out of this agreement is fixed in Broward County, Florida. 18. Signatory Authority The Contractor shall provide the City with copies of requisite documentation evidencing that the signatory for Contractor has the authority to enter into this Agreement. 19. Severability; Waiver of Provisions Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction shall, as to such jurisdiction, be ineffective to the extent of such prohibition or unenforceability without invalidating the remaining provisions hereof or affecting the validity or enforceability of such provisions in any other jurisdiction. The non -enforcement of any provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. 20. Merger; Amendment This Agreement constitutes the entire Agreement between the Contractor and the City, and negotiations and oral understandings between the parties are merged herein. This Agreement can be supplemented and/or amended only by a written document executed by both the Contractor and the City. 21. No Construction Against Drafting Party Each party to this Agreement expressly recognizes that this Agreement results from the negotiation process in which each party was represented by counsel and contributed to the drafting of this Agreement. Given this fact, no legal or other presumptions against the party drafting this Agreement concerning its construction, interpretation or otherwise accrue to the benefit of any party to the Agreement, and each party expressly waives the right to assert such a presumption in any proceedings or disputes connected with, arising out of, or involving this Agreement. 22. Uncontrollable Circumstances Neither the City nor Contractor shall be considered to be in default of this Agreement if delays in or failure of performance shall be due to Uncontrollable Forces, the effect of which, by the exercise of reasonable diligence, the non -performing party could not avoid. The term "Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Agreement and which is beyond the reasonable control of the nonperforming party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage, and governmental actions. Neither party shall, however, be excused from performance if nonperformance is due to forces, which are preventable, removable, or remediable, and which the nonperforming party could have, with the exercise of reasonable diligence, prevented, removed, or 7 TAMARAC City of Toroarm The City For Your Life Purchasing and Contracts Division remedied with reasonable dispatch. The nonperforming party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written notice to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of this Agreement. 23. Contingent Fees The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Contractor, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this Agreement. 24. Scrutinized Companies - 287.135 AND 215.473 By execution of this Agreement, Contractor certifies that Contractor is not participating in a boycott of Israel. Contractor further certifies that Contractor is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has Contractor been engaged in business operations in Syria. Subject to limited exceptions provided in state law, the City will not contract for the provision of goods or services with any scrutinized company referred to above. Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to Contractor of the City's determination concerning the false certification. Contractor shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If Contractor does not demonstrate that the City's determination of false certification was made in error then the City shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time. 25. Public Records 24.1 The City of Tamarac is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida's Public Records Law. Specifically, the Contractor shall: 24.1.1 Keep and maintain public records required by the City in order to perform the service; 24.1.2 Upon request from the City's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 24.1.3 Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by .19 TAMARAC City of Tamarac The City For Your Life Pw chasmy and Contracts Oivisjon law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the City. 24.1.4 Upon completion of the contract, transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records in a format that is compatible with the information technology systems of the City. 24.2 During the term of the contract, the Contractor shall maintain all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Auditor. The Contractor agrees to make available to the City's Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract. 26. E-Verify As a condition precedent to entering into this Agreement, and in compliance with Section 448.095, Fla. Stat., Consultant and its subcontractors shall, register with and use the E-Verify system to verify work authorization status of all employees hired after January 1, 2021. Consultant shall require each of its subcontractors to provide Consultant with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Consultant shall maintain a copy of the subcontractor's affidavit as part of and pursuant to the records retention requirements of this Agreement. City, Consultant, or any subcontractor/subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Fla. Stat. or the provisions of this section shall terminate the contract with the person or entity. City, upon good faith belief that a subcontractor knowingly violated the provisions of this section; but Consultant otherwise complied, shall promptly notify Consultant and Consultant shall immediately terminate the contract with the subcontractor. An agreement or contract terminated under the provisions of this section is not a breach of contract and may not be considered such. Any agreement or contract termination under the provisions of this section may be challenged pursuant to Section 448.095(2)(d), Fla. Stat. Consultant acknowledges that upon termination of this Agreement by the City for a violation of this section by Consultant, Consultant may not be awarded a public contract for at least one (1) year. Consultant further acknowledges that Consultant is liable for any additional costs incurred by the City as a result of termination of any contract for a violation of this section. Consultant or subcontractor shall insert in any subcontracts the clauses set forth in this section; requiring the subcontractors to include these clauses in any lower tier subcontracts. Consultant shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in this section. 27. Custodian of Records IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE THAMARAC City of Tamarac The City For Your Life Purchasing and Contracts Division CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY CLERK 7525 NW 88TH AVENUE ROOM 101 TAMARAC, FL 33321 (954) 597-3505 CITYCLERK@)TAMARAC.ORG Remainder of Page Intentionally Blank 10 TAMARAC City of ;ten€ anic The City For Your Life Pumhosmy w7d Contracts0iatisi011 IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, through its Mayor and. (Name of party with whom Agreement is made), signing by and through its ---------(President, Owner, C.E.O., etc.) duly authorized to execute same. CITY OF TAMARAC i Michelie J. Gomez, Mayor n ATTEST: LeA4 Sucuoglu, City Mana er Kimbell i n, CWC. Cit Ilk Date Tjoari - Appr o form and legal sufficiency: y Attorney CC Date ATTEST: ADVANCED DATA SOLUTION , INC. Company m Signatfire of Corporate Secretary Signaturefof President/Owner Melody S. Engle Melody S. Engle Type/Print Name of Corporate Secy. Type/Print Name of President/Owner I I q /?- (CORPORATE SEAL) Date 11 TAf MA,RAC City of Tamarac The City For Your Life PureshcmwT and tantracts Oliwwoti CORPORATE ACKNOWLEDGEMENT STATE OF RCX'(,4L :SS COUNTY OF Cgayus I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared Melody S. Engle, of Advanced Data Solutions, Inc., a Florida Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this day of �O�I¢.K�lov 2023. Signature of'Notary Public State f Florida at Large JOSEPH R. TISDALE it.Notary Public �(,f State of Florida Print, Type or Stamp comrn#HH343S34 Name of Notary Public Expires 2/5/2027 ersonally known to me or produced Identification r �+Rd�e ��'i GCPhJPi Type of I.D. Produced ❑ DID take an oath, or [� DID NOT take an oath. 12 RAC �i �" City of Tamarac The City For Your Life Purchasing and Con !racts Oivision APPENDIX A - PRICING RECORD CONVERSION SERVICES Item Description Unit Unit No. Price 1 Document preparation (estimated 2500 Box $ 22.00 documents per box 2 Document Preparation based of Plans and Set $ 10.00 As Builds 8.5" x 11 ", 11 "x 17" and 24" x 36" 3 Scanning Paper Documents 8.5" x 11", 8.5" Image $ 0.0525 x 14" to CD, DVD or External HD 4 Scanning Paper Documents 11" x 17" to Image $ 0.0525 CD, DVD or External HD 5 Scanning Paper Documents 24" x 36" to Image $ 0.57 CD, DVD or External HD 6 Microfilming 16mm Documents 8.5" x 11", Image $ 0.0325 8.5" x 14 from digital CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film 7 Microfilming 16mm Document 11" x 17" Image $ 0.035 from digital, CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film 8 Microfilming 35mm Plans/Drawings 24" x Image $ 0.19 36" from digital CD, DVD, External HD or FTP site (one original on Silver Film and 1 copy on Diazo Film 9 Indexing Assistance Hour $ 25.00 10 Indexing scanned documents File $ 0.04 11 Indexing microfilm documents File $ 0.02 12 Indexing storage medium for CD, DVD, Container $ 0.4.0 External HD or Microfilm 13 Duplication of original Silver Film to Diazo Roll $ 50.00 OPTIONAL OCR SCANNING SERVICES Item No. Description Unit Unit Price 1 OCR Scanning Paper Documents 8.5" x 11", Image $ 0.0350 8.5" x 14" to CD, DVD or External HD 2 OCR Scanning Paper Documents 11" x 17" to Image $ 0.0400 CD, DVD or External HD 3 OCR Scanning Paper Documents 24" x 36" to Image $ 0.1000 CD, DVD or External HD 13