HomeMy WebLinkAboutCity of Tamarac Resolution R-98-0851
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Temp. Reso. #8169
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February 17, 1998
Revision 1: March 17, 1998
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-98 - `35
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF TAMARAC, FLORIDA, APPROVING THE AWARD OF
REQUEST FOR PROPOSAL NO. 97-22R TO SIMPLEX TIME
RECORDER COMPANY FOR INSTALLATION OF AN
INTEGRATED SECURITY MANAGEMENT SYSTEM FOR
CITY FACILITIES; AUTHORIZING THE APPROPRIATE CITY
OFFICIALS TO EXECUTE AN AGREEMENT WITH SIMPLEX
TIME RECORDER COMPANY; AUTHORIZING AN
EXPENDITURE IN AN AMOUNT NOT TO EXCEED $263,400;
AUTHORIZING THE USE OF THE UNITED STATES
DEPARTMENT OF JUSTICE LOCAL LAW ENFORCEMENT
BLOCK GRANT IN THE AMOUNT OF $37,939 TO REDUCE
FINANCING REQUIREMENTS; AUTHORIZING THE USE OF
A LEASE PURCHASE PLAN IN THE AMOUNT $225,461;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the United States Occupational Safety Health Administration's
General Duty Clause of the Occupational Safety and Health Act of 1970 requires
employers to provide a safe and healthful working environment to all employees; and
WHEREAS, in an effort to provide a safe environment for employees, visitors and
guests, the Broward Sheriffs Office and Public Works Department conducted a physical
security assessment of all City facilities; and
WHEREAS, the results of this assessment recommended certain security
improvements in order to enhance the safety at all City facilities; and
WHEREAS, a Professional Security Consultant was retained by the City in order to
develop technical specifications for bid purposes; and
WHEREAS, the City of Tamarac publicly advertised RFP No. 97-22R for the
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Temp. Reso. #8189
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February 17, 1998
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installation of an integrated security management system; and
WHEREAS, on November 20, 1997, two (2) bids were opened and reviewed in
order to determine cost and responsiveness to the City's technical specifications; and
WHEREAS, Simplex Time Recorder Company offered a bid price of $243,000 and
Mosler, Inc. offered a bid price of $390,013 for providing all required security hardware and
software services to all City facilities; and
WHEREAS, Simplex Time Recorder Company submitted the lowest responsive and
responsible bid proposal for an integrated security management system for all City owned
facilities; and
WHEREAS, the Technical Specifications contained in RFP #97-22R allows the City
the right to modify the specifications contained in the Request for Proposal; and
WHEREAS, modifications to the original specifications have resulted in a revised
price of $263,400; and
Whereas, the City will obtain financing through a lease purchase plan; and
Whereas, the FY 1998 Capital Improvement Budget appropriated sufficient funding
to meet the lease purchase payment requirements; and
WHEREAS, the United States Department of Justice provided the City with a Local
Law Enforcement Block Grant in the amount of $37,939 for local government security
enhancements which will be utilized to reduce the total lease purchase requirements; and
WHEREAS, the Public Works Operations Manager and Purchasing and Contracts
Manager recommend that the City utilize Simplex Time Recorder Company for the
installation of an integrated security management system; and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in
Temp. Reso. #8169
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February 17, 1998
Revision 1: March 17, 1998
the best interest of the citizens and residents of the City of Tamarac that Simplex Time
Recorder Company provided an integrated security management system in City facilities.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA THAT:
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 upon adoption hereof.
SECTION 2: The award of RFP#97-22R to Simplex Time Recorder
Company is HEREBY approved in an amount not to exceed $263,400.
SECTION 3: The appropriate City Officials are HEREBY authorized to
execute an agreement with Simplex Time Recorder Company, a copy of said Agreement
being hereto attached as Exhibit "'I".
SECTION 4: The appropriate City Officials will obtain a lease purchase
agreement in an amount not to exceed $225,461 and the budget is amended to accept the
capital lease as appropriate.
SECTION 5: The expenditure in the amount of $39,939 from the Grant Fund
is HEREBY authorized to reduce the total lease purchase requirements.
SECTION 6: The City Manager or his designee is HEREBY authorized to
approve change orders in the amount not to exceed $26,340 which represents ten (10)
percent of the contract amount.
SECTION 7: The City Manager or his designee is HEREBY authorized to
close the bid award, including but not limited to making final payment and releasing of
funds upon the satisfactory completion of work.
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Temp. Reso. #8169
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February 17, 1998
Revision 1: March 17, 1998
SECTION 8: All Resolutions or parts of Resolutions in conflict herewith are
HEREBY repealed to the extent of such conflict.
SECTION 9: If any provision of this Resolution or the application thereof to
any person or circumstance is held invalid, such invalidity shall not affect other provisions
or applications of this Resolution that can be given effect without the invalid provision or
application, and to this end the provisions of this Resolution are declared to be severable.
SECTION 10: This Resolution shall become effective immediately upon
its passage and adoption.
PASSED, ADOPTED AND APPROVED this aS
ATTEST:
-a
CAROL O �D, CMC/AAE
CITY CLERK
I HEREBY CERTIFY that I
apwved this RESOLUTION as to form.
MITCHELL S. KRR
CITY ATTORNEY
day of W1998.
JOE SCHREIBER..
MAYOR
RECORD OF COMMI s
MAYOR SCHREIBER
DIST 1: COMM. MGKAYE
DIST 2: V/M MISHKIN, __,.�
DIST 3: COMM, SULTAN - F
DIST 4: COMM. ROBERTS
ON VOTE
TEMP. i RESO, NO, / e-4
"EXHIBIT 1" ORIC71NAL
AGREEMENT BETWEEN CITY OF TAMARAC
AND
SIMPLEX TIME RECORDER CO.
THIS AGREEMENT made this 25 day of March , 1998, by and between the
CITY OF TAMARAC (hereinafter called CITY), a municipal corporation with principal
offices located at 7525 NW 88th Avenue, Tamarac Florida and SIMPLEX TIME
RECORDER CO., (hereinafter called the CONTRACTOR), a Massachusetts
corporation with principal offices located at Simplex Plaza, Gardner, MA 01441-0001,
for providing a complete and functional Management Security System.
WITNESSETH:
The CITY and the CONTRACTOR in consideration of the mutual covenants
hereinafter set forth, agree as follows:
1. The undersigned CONTRACTOR hereby represents that CONTRACTOR
has carefully examined the Technical Specifications and all documents listed in
Paragraph 3 of this Agreement and will perform the requirements of this Agreement
pursuant to all covenants and conditions listed in those documents. The
CONTRACTOR agrees to comply with the requirements of the specifications and all
terms and conditions contained in the Request for Proposal listed in Paragraph 3 of this
Agreement.
2. The CONTRACTOR, as evidenced by the execution of this Agreement,
acknowledges that CONTRACTOR has examined the physical characteristics of the
project requirements.
ul 9978id/97-22R/Agreement
TEMP. RESO. No. S 9
The CONTRACTOR further acknowledges that the proposed price of $263,000.00
listed in CONTRACTOR'S Letter of Scope, dated March 10, 1998 includes all costs and
expenses and is the total compensation required to be paid by the CITY for the
satisfactory completion of the requirements of this Agreement.
3. This Agreement between the CITY and the CONTRACTOR includes the
following documents which are attached hereto and incorporated herein by reference:
Request for Proposals, RFP #97-22R
General Terms and Conditions
CONTRACTOR'S Letter of Scope, dated March 10, 1998
Proposal Certification
Proposal Variance Form
Non -Collusive Affidavit
Proposer's Qualification Statement
Drug Free Workplace Certification
Special Terms, Conditions & Instructions
Addenda numbers 1 to 4 , inclusive, and
Any Modifications, including Change Orders, duly delivered after execution of this
Agreement.
4. The CITY shall direct the CONTRACTOR to proceed with the project by
sending a Notice to Proceed to CONTRACTOR. The CONTRACTOR shall commence
its contractual obligations on the date noted on the Notice to Proceed and complete
such obligations as noted in the section titled, FINAL SYSTEM ACCEPTANCE POLICY
in the Special Terms, Conditions and Instructions, not including the thirty (30)
continuous day operating period, within 120 calendar clays of commencement.
1997 B idl97-22R1A greeme nt
C1
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TEMPI RESO. No. 8,-_ / & 9
5a. At the erid of each month CONTRACTOR shall submit to the CITY
an invoice for payment. The basis of the invoice shall be equipment and materials
delivered to the CITY and the amount of progress CONTRACTOR has made towards the
completion of the project. Both CONTRACTOR and CITY shall agree with the invoice
amount before the invoice is prepared and mailed. The CITY,_ if satisfied to the
correctness of the invoice, shed pay the amount of the invoice, minus the 15% retainage,
as set forth in the section titled FINAL SYSTEM ACCEPTANCE POLICY, within thirty
(30) days of receipt of invoice.
- 5b. Prior to payment of the fifteen (15%) percent retainage set forth in the section
titled FINAL SYSTEM ACCEPTANCE POLICY, a final waiver of lien shall be submitted
by all suppliers, subcontractors, and/or Contractors who worked on the project that is
the subject of this Agreement. Payment of the invoice by the CITY and acceptance of
such payment by the CONTRACTOR shall release the CITY from all claims of liability to
the CONTRACTOR in connection with this Agreement. The CONTRACTOR shall upon
acceptance of such payment execute and deliver to the CITY the Final Release of Lien
by CONTRACTOR.
(The Remainder of this Page Left Blank Intentionally)
u:1997B id/97-22R/Agreement
•
TEMP. RESO. No. 91 &
6. CONTRACTOR is an independent contractor under this Agreement. Personnel
services provided by the CONTRACTOR shall be by employees of the CONTRACTOR
and subject to supervision by the CONTRACTOR, and not as officers, employees, or
agents of the CITY. Personnel policies, tax responsibilities, social security and health
insurance, employee benefits, purchasing policies and other similar procedures
applicable to services rendered under this Agreement shall be those of the
CONTRACTOR.
7. CONTRACTOR shall bear the risk of loss and damage to the CITY'S
structures, utilities and other property while working on CITY property until
0 CONTRACOR'S contractual obligations are completed.
8. Whenever either party desires or is required under this Agreement to give
_ notice to any other party, it must be given by written notice, sent by registered
United States mail, with return receipt requested, addressed to the party for
whom it is intended at the following addresses.
CITY
Robert S. Noe, Jr.
City of Tamarac
7525 N.W. 88th Avenue
Tamarac, FL 33321
With a copy to the City Attorney at the same address.
CONTRACTOR
Louis J. Chorich
Vice President Field Operations
Simplex Time Recorder Company
Simplex Plaza, Gardner, MA 01441-0001
ul 997Bid/97-22R/Agreement
•
MMR RESO. No. 0 / 9
9. The CONTRACTOR shall not, without prior written consent of the CITY,
assign any portion of its interest or duties under this contract and, specifically, the
CONTRACTOR shall not assign any moneys due or to become due without the prior
written consent of the CITY. This Agreement, or any portion thereof, shall not be
subcontracted without prior written consent of the CITY.
10. The CITY and the CONTRACTOR each binds themselves, their partners,
successors, assigns and legal representatives to the other party hereto in respect to all
covenants, agreements and obligations contained in this Agreement.
11. 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 nonenforcement
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.
12. This Agreement constitutes the entire agreement between the
CITY and the CONTRACTOR, and all prior negotiations and oral understandings
between the parties are merged herein. This Agreement can be supplemented and/or
u.1997B id/97-22R/Agreement
TEEMR RESO. No.
is
•
amended only by a written document executed by both the CONTRACTOR and the
CITY.
13. This Agreement shall be governed by the laws of the State of Florida as
are now and hereinafter in force. The venue for actions arising out of this Agreement is
fixed in Broward County, Florida.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement, the
day and year first above written.
ATTES
City Clerk - c r 1 Gold
Approv90 as to Form:
City Att&ney
Mitthell S. Kraft
WITNESS:
bbEP-T oZ!�
(Print or Type Name)
Anita Pelletier
(Print or Type Name)
CITY OF TAMARAC, FLORIDA
By:
o Schreiber, Mayor
Robert S. Noe, Jr., City Manager
CO T
B
Louis Chorich
V.P. field Operations
(Print or Type Name and Title)
u:1997B id/97-22R/Agreement
TEMP. RESO. No.
13 Simplex
Certificate of Vote
Simplex Plaza
Gardner, Massachusetts 01441-0001 U.S.A.
(978)632-2500
ORIGINAL
The undersigned, being the duly elected Secretary of Simplex Time Recorder Co., a
corporation duly incorporated and authorized to do business under the laws of the
Commonwealth of Massachusetts, does hereby certify that the following vote has been adopted by
the Directors of the Corporation by Unanimous Written Consent executed as of November 21,
1984 and is still in effect:
VOTED: That the President, Executive Vice President, Senior Vice President, any Vice
President or the Treasurer of this Corporation be and hereby is authorized and empowered
to enter into any and all agreements and contracts concerning services and/or materials to
be performed and/or delivered by this Corporation and that the execution by anyone of
said officers of any such contract or agreement purporting to bind the Corporation with
respect to same shall be conclusive evidence of his authority so to bind this Corporation
absolutely and in accordance with the tenor of any such contract or agreement.
I do further certif
y that the above vote has not been altered, amended, rescinded or
repealed and remains in full force and effect as of the date of recording of this Certificate.
I do further certify that the corporation is a duly organized corporation, that the foregoing
vote is in accordance with the charter and by-laws of the corporation.
The undersigned also confirms that as of the date set forth below each person named
hereafter holds the position set forth opposite his name:
Louis J. Chorich - Vice President, Field Operations
IN WITNESS WHEREOF, the undersigned has executed this certificate and affixed the
corporate seal of Simplex Time Recorder Co. this 12th day of March, 1998.
SEAL
William . George
Secretary
•
MAR-16-98 MON 16:31 TAMARAC PURCHASING FAX NO. 954 724 2408 E 02
g3/16/ 1998 15: 19 978-874-8E62 `'�"'' ••,`' • ••" ._...
I.Q. RESO. No. Z.,,
CORPORATE ACKNOWLEDGEMENT
STATE OF massacbusetts
COWITY OF Warcp
The foregoing instrument was acknowledged before me this 13th day of
Mreh 1998 by Loui.sJ. Chvrir-h V.P. Field 0 arzt'Ons (nerve of
officer or agent, title of officer or agent) of Simplex Time Rec°rap= Co -
(nerne of corporation a&nowledging), a Ngssachusattz (state or
place of incorporation) corporation, on behalf of the corporation. He is personally
known to me ( °°� as
idevW*sid m and didt(did not) take an oath.
L& Ale, f, i,
Signature of Notary Public — State
- ofJ*pWa Massachusetts
Anita Pelletier
Print, Type or Stamp Name of Notary
- Public
u' I QV8id/87-2ZFVA6M%"*nt
MAR 10 '99 04!46PM SIMPLEX MIAMI 263
P.2
3.10.98
City of Tamarac
Integrated Security System RFP 97-22
Letter of Scope
�)
TEMP. RESO. NO--_.�r..rr
The following is Simplex's response to RFP 97.22. Simplex's goal is to provide a complete and functional
security system for the City of Tamarac and all of it's municipal buildifigs as included in RFP 97-22 and
Addendums 1 through 4.
All specifications, subsequent clarifications and modifications to the attached quotation are base on our
discussions. The City's objectives for the Security Management System were matched with the appropriate
selections from our product offering to provide the best possible system solutions.
As with all RFP's, much of the final detail of the project's scope is left open to suggestion and over all
functional design. Simplex has worked with the City in developing a compressive security plan.
Simplex will provide all engineering, equipment, installation, supervision and training services necessary
to provide a complete turnkey Integrated Security System at all City sites as indicated in RFP 97-22R.
T Simplex will be the primary contractor and assume total responsibility for providing the City a fully
operational system by an agreed upon date a time of contract award.
Simplex shall comply with all applicable State laws. codes, ordinances, rules and regulations as applicable
to work to be performed.
All terms and conditions of the contract documents as agreed to by Simplex and The City of Tamarac will
apply.
Simplex will provide a detailed implementation schedule for the City review and approval as part of the
final negotiation and contract award process.
Simplex will provide all necessary trenching, conduit and back fill as required for gate access control at
the Public Works and Water Treatment facilities. The City at there own cost will provide all necessary
asphalt patching, repair and replacement.
Simplex will obtain all necessary licenses, permits and certifications.
Simplex shall provide a fully integrated security management system for all the City facilities as listed in
RFP 097-22 and itemized by this document, The security management system shall meet the specifications
requirements for access control, video badsing, closed circuit television, intrusion detection, paging
systems and fire alarm systems.
Simplex shall provide NT3400 workstations in the following locations:
Public Works NT3400 Workstation
Broward Sheriff Office NT3400 Workstation
City Hall NT3400 File Server / ID Sadging Workstation
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MAP 10 '98 04:46PM SIMPLEX, MIAMI 263
P.3
TEMP. RESO. No. k' /'
Simplex shall provide the following security equipment at Public Service Administrative Complex:
Original Equipment Specification:
• Two proximity card readers for gate access
• Two intercom stations with two -way communications to Public Works and Engineering Building
• One CCTV camera with monitoring capabilities in Public Works and Engineering Building
• Four swing gate operators (two entrance and two exit)
• Remote gate control and video monitor at receptionist desk in Public Works and Engine erins Building
• Simplex will provide all necessary trenching, conduit and back fill as required for gate access control
at the Public Works and Water Treatment facilities. The City at there own cost will provide all
necessary asphalt patching, repair and replacement, .
- • New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices).
Deleted Equipment:
— • Two Swing Gate Operators (one entrance and one exit)
Added Equipment:
• Two Hydraulic Slide Gate Operators
• Two 30X6 Foot V-Track Slide Gate
• Owner to provide sufficient apace for slide gates to retract
Simplex shall provide the following security equipment at the Public Works Facility:
Original Equipment Specification:
• One NT3400 Workstatiotr
• Four proximity card readers as described in specification and indicated on site drawings.
• All electronic lock, request to exit devices and door contacts as needed for ACS doors.
• Six fixed cameras to view east and south side parking areas , equipment storage, north and west sides
of Public Works facility, and fuel island.
• Multiplexer. TL-VCR (with lock box) and CCTV Monitor to view and record all cameras.
• Remote gate access monitor and control from receptionist desk.
• Five individually coded wireless panic devices.
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices)
Deleted Equipment:
• No Equipment
Added Equipment:
• one fixed camera second floor entrance
• One remote door release second floor door entrance
MAR 10 '99 04:47PM SIMPLEX MIAMI 263
P.4
TEMP. RESM■ No, \ ; `'
Simplex shall provide the following security equipment at the Engineering Building:
Original Equipment Specification:
• Seven proximity card readers as described in specification and indicated on site drawings.
• All electronic lock, request to exit devices and door contacts as needed for ACS doors.
+ Five fixed cameras to view east side parking areas, south side equipment storage, fuel island and
equipment shed.
• Multiplexer, 168 Hour TL-VCR (with lock box) and CCTV Monitor to view and record all cameras.
• Outdoor Passive Infa-red detector for equipment shed with card reader shunVoverride.
+ Remote gate access monitor and control from receptionist desk.
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices).
Deleted Equipment:
• One proximity card reader from storage shed
+ One proximity card reader (exit) from stock room
+ One passive infa-red motion detector from storage shed _
Added Equipment:
• Three fixed cameras to view south side of building, central parking area and entrance gate
• One wireless panic receiver device
Total for Public Works & Utilities/Engineering: S82,285.00
Simplex shall provide the following security equipment at the Water Treatment Facility;
Original Equipment Specification:
+ One NT3400 Workstation
• Two proximity card readers as described in specification and indicated on site drawings.
• All electronic lock, request to exit devices and door contacts as needed for ACS doors.
• Two proximity card readers for gate access -
• One intercom station with two -way communications to WT receptionist and control room.
• One CCTV camera with monitoring capabilities WT receptionist and control room,
• One slide gate operator including 30ft slide chain link V-Track slide gate.
• Remote gate monitor and control from WT receptionist and control room
• Six fixed cameras to view front parking, catwalk, filtering ponds, chlorination building, electrical
shop, storage sheds and clear water pump room.
• Multiplexer, TL•VCR (with lock box) and CCTV Monitor to view and record all cameras.
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing device.
Deleted Equipment:
• One NT3400 Workstation
• One proximity card reader from well water hatch
Added Equipment:
• One proximity card reader second floor entrance
Total for this facility: $38,579.00
MAP 10 '98 04:47PM SIMPLEX MIAMI 268
P.5
TEMP. REEO. No._,•
Simplex shall provide the following security equipment at the Recreation Center:
Original Equipment Specification:
• One proximity card readers as described in specification and indicated on site drawings.
• All electronic lock, request to exit devices and door contacts as needed for ACS doors.
• Four fixed cameras to view north and east side parking areas.
• Multiplexer, TL-VCR (with lock box) and CCTV Monitor to view and record all cametas.
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices).
+ Two wireless panic devices in superintendents office.
Deleted Equipment:
• One proximity card reader from front entrance
Added Equipment:
• Two fixed cameras to view south side of building
Total for this facility: $17,126.00
Simplex shall provide the following security equipment at the Multipurpose Center:
Original Equipment Specification:
• Multiplexer, TL-VCR (with lock box) and CCTV Monitor to view and record all cameras.
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices).
• One panic devices managers office.
Deleted Equipment:
• No Equipment
Added Equipment:
• Two fixed cameras to view inside general area
• Change all CCTV equipment to color
Total for this facility: $16,234.00
Simplex shall provide the following security equipment at Hroward Sheriff s Office:
Original Equipment Specification:
• One NT3400 Workstation
• Five proximity card readers as described in specification and indicated on site drawings.
• All electronic lock, request to exit devices and door contacts as needed for ACS doors.
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices).
Deleted Equipment-
* No Equipment
Added Equipment:
• No Equipment
0
Total for this facility: $24.222.00
MAP 10 '98 04:48PM SIMPLEX MIAMI 263
P.6
TEMP. REST. No.. �� `l
Simplex shall provide the following security equipment at City Hall;
Original Equipment Specification
• One NT3400 flle Server with ID Badging Station
• Seven proximity card readersis described in specification and indicated on site drawings.
• All electronic lock. request to exit devices and door contacts as needed for ACS doors.
• One fixed camera at front entrance
• New Alarm Control Panel and Alpha -Numeric keypad (to connect to existing devices).
• 25 panic devices as described in specification.
Deleted Equipment; —
• Two proximity card readers from Purchasing Area
• Nine wireless panic transmitters
Q
Added Equipment:
• One proximity card reader at front entrance -
• Two proximity card readers to cashier / customer service area
• Add one fixed camera cashier's area -
Total for this facility: $66,022.00
Simplex shall provide the following security equipment at Fire Stations One:
• Four fixed cameras to view interior parking ingress and egress areas.
• Multiplexer, TL-VCR (with lock box) and CCTV Monitor to view and record all cameras,
Simplex shall provide the following security equipment at Fire Stations Two; -
• Four fixed cameras to view interior parking ingress and egress areas.
• Multiplexer, TL-VCR (with lock box) and CCTV Monitor to view and record all cameras.
Total for this facility: $19,882.00
Total for Complete Project: $263,400.00
All final terms and conditions are to be agreed to by Simplex and The City of Tamarac at time of
contract award.
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TEMP. RESO. No. �
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REQUEST FOR PROPOSALS
Q.
0� TA
14D
RFP ## 97- 22R
INTEGRATED SECURITY MANAGEMENT SYSTEM
CITY OF TAMAR.AC
7525 NW 88TH AVENUE
TAMARAC, FLORIDA 33321-2401
•
:1:,...-.0 i7 �� - )'*
pity of Tamarac
Finance Department, Purchasing Division
7525 N.W. 88th Avenue, Tamarac, Florida 33321-2401
Telephone: (954) 724-2450 Facsimile (954) 724-2408
Stanley D. Hawthorne
Director of Finance I—
TEMP. RESO. No. (
DATE: August 13, 1997 RFP NO. 97- 22R
REQUEST FOR PROPOSALS -
INTEGRATED SECURITY MANAGEMENT SYSTEM
The City of Tamarac, Florida, hereinafter referred to as CITY, will receive sealed
Proposals at the Purchasing and Contracts Office, City Hall, 7525 N.W. 88th Avenue,
Tamarac, Florida 33321-2401, for furnishing the services described below:
INTEGRATED SECURITY MANAGEMENT SYSTEM
Sealed proposals must be received and time stamped in by the Purchasing and Contracts
Office, either by mail or hand delivery, no later than 2.00 p.m. local time on Wednesday,
September 3, 1997. Any proposal received after this time will be returned unopened.
A mandatory Pre -Proposal. Conference and site survey will be held beginning at the
Tamarac City Hall Conference Room 105, on Wednesday, August 27, 1997 at 10:00
a.m.
Proposal packages containing specifications and proposal requirements will be available
for review and may be obtained from the Purchasing and Contracts Office at the above
address. For inquiries, contact the Purchasing and Contracts Office at (954) 724-2450.
The CITY 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 award in whole
or in part to one or more offerors, or take any other such actions that may be deemed to
,;be i the best interests of the CITY.
l_yVS . Flurry
xw
Purchasing & Contract Manager
0 Publish: Sunday, 8/17/97 & 8/24/97
1
Equol Opportunity Emp cyer
•
RFP NO.97-22R
INTEGRATED SECURITY MANAGEMENT SYSTEM
TABLE OF CONTENTS
PAGE NUMBERS
REQUEST FOR PROPOSAL
1
INTRODUCTION, INFORMATION & EVALUATION
2
GENERAL TERMS & CONDITIONS
3-7
RESPONDING TO RFP
8-9
COST PROPOSAL FORMAT
10
PROPOSAL SUBMISSION FORM
11
PROPOSAL CERTIFICATION
12
PROPOSAL VARIANCE FORM
13
NON -COLLUSIVE AFFIDAVIT (ATTACHMENT "B")
14-15
OFFEROR'S QUALIFICATION STATEMENT (ATTACHMENT 2)
16-19
VENDOR DRUG -FREE WORKPLACE FORM (ATTACHMENT "F)
20
SPECIFICATIONS
SPECIAL TERMS, CONDITIONS & INSTRUCTIONS
1-35
TEMR RESO■ No.
REQUEST FOR PROPOSALS
INTEGRATED SECURITY MANAGEMENT SYSTEM
RFP NO: 97-22R
I. INTRODUCTION
The City of Tamarac is seeking competitive proposals from a qualified firm to provide an
integrated security management system. The Proposer shall furnish a standard, field
proven, integrated hardware and software system that shall functionally provide -the
performance, reliability, and expansion capability as specified. -
11. INFORMATION -
For information pertaining to this Request for Proposal (RFP), contact the
City's Purchasing and Contracts Manager, Lynda Flurry at (954) 724-2450 or the
Public Works Operations Manager, Mark Greenspan at- (954) 724-2410. Such
contact shall be for clarification purposes only. Material changes, if any, to the
scope of services, or proposal 'procedures will only be transmitted by written —
addendum. -
• It is preferred that all questions be submitted in writing. Questions should be
directed to the City of Tamarac Purchasing Division, 7525 N.W. 88t' Avenue,
Tamarac, FL 33321-2401, Attention Lynda Flurry, Purchasing and Contracts
Manager. Questions must be received no -later than the date specified in the RFP
for the Pre -Proposal Conference.
III. EVALUATION
A Selection Committee will evaluate the proposals. The Committee will rank all
proposal with respect to criteria specifically developed to examine the Contractor's
qualifications, history, and technical competence and performance standards.
The following is a list of each category and the point value assigned to it.
Responsiveness to the RFP 25
Company References, Qualifications and Performance 25
Personnel Qualifications 15
Contractors' Equipment 15
Cost of Services 10
Total 100
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0 IV. GENERAL TERMS AND CONDITIONS
These general terms and conditions apply to all offers made to the City of Tamarac by all
prospective Proposers including but not limited to Request for Quotes, Request for
Proposal and Request for Bid. As such the words "bid" and "proposal" are used inter-
changeably in reference to all offers submitted by prospective bidders. 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. `
1. SUBMISSION OF THE PROPOSAL: The Proposer is directed to deliver sealed
proposals to the Purchasing Office, City of Tamarac, 7525 N. W.-88th Avenue, Tamarac,
Florida 33321, ON: July . 1997 -BEFORE. 2:00 p.m. At this time the Proposals will be
opened, the names of all Proposers will be announced. All proposals shall be confidential
pursuant to the Florida Statues, Chapter 119, entitled Public Records §119.07 (3)(o). All
Proposers and their representatives are invited to attend. The Proposer must show the
RFP number, RFP name, time and date of the RFP opening on the outside of the sealed
RFP package. Delivery of the sealed proposals to the Purchasing Office on or before the
above date is solely and strictly the responsibility of the Proposer. Late Proposals will be
returned unopened to the Proposer.
It is the Proposer's responsibility to read and p y understand the requirements of this RFP.
Unless otherwise specified -the Proposer must use the proposal form furnished in the bid
packet. Proposers are required to state exactly what they intend to furnish to the City via
this Solicitation and must indicate any variances to the terms, conditions and specifications
of this bid, no matter how slight. If variations are not stated in the proposal, it shall be
construed that the Bidder's proposal fully complies with all conditions identified in this bid.
The Proposer shall submit one ORIGINAL and seven (7) copies of the proposal. The
ORIGINAL bid must be manually and duly signed in ink by a Corporate Officer, Principal,
or Partner with the authority to bind the bidding company or firm by his/her signature. All
quotations must be typewritten or filled in with pen and ink. The Proposer must initial
proposals having erasures or corrections in ink.
All prices, terms and conditions quoted in the submitted bid will be firm for acceptance for
sixty days from the date of the bid opening unless otherwise stated by the City.
2. WITHDRAWAL OF PROPOSAL: Any Proposer may withdraw its proposal prior to the
indicated opening time. The request for withdrawal must be submitted in writing to the
Purchasing Office.
3. PERFORMANCE: Failure on the part of the Proposer to comply with the conditions,
terms, specifications and requirement of the RFP shall be just cause for the cancellation
of the RFP award. The City may, by written notice to the Proposer, terminate the contract
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for failure to perform. The date of termination shall be stated in the notice. The City shall
be the sole judge of nonperformance.
4. DEFAULT: In the event that the Proposer defaults on the contract or the contract is
terminated for cause due to performance, the City reserves the right to obtain the materials
or services from the next lowest Proposer or other source during the remaining term of the
contract. Under this arrangement the City will charge the Proposer any excess cost
occasioned or incurred thereby and -shall apply to any RFP bond required.
5. TERMINATION FOR CONVENIENCE OF CITY: Upon not less than thirty (30) calendar
days written notice delivered by certified mail, return receipt requested, to the Proposer,
the CITY may without cause and without prejudice to any other right or remedy, terminate
the agreement for the CITY's_convenience whenever the CITY determines that such
termination is in the best interest of the CITY. Where the agreement is terminated for the
convenience of the CITY the notice of termination to the Proposer must state that the
contract is being terminated for the convenience of the CITY under the termination clause
and the extent of termination. Upon receipt of the notice of termination for convenience,
the Proposer shall promptly discontinue all work at the time and to the extent indicated on
the notice of termination, terminate all outstanding sub -contractors and purchase orders
to the extent that they relate to the terminated portion of the Contract and refrain from T
placing further orders and sub -contracts except as they may be necessary, and complete
any continued portions of the work.
6. ASSIGNMENT: The Proposer shall not transfer or assign the performance required by
this RFP without the prior written consent of the City. Any award issued pursuant to this
RFP and monies that may become due hereunder are not assignable except with prior
written approval of the City.
7. EMPLOYEES: 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.
8. TAXES: The City of Tamarac is exempt from all Federal, State, and Local taxes. An
exemption certificate will be provided where applicable upon request.
9. COLLUSION: The Proposer, by affixing its signature to this proposal, certifies that its
proposal is made without previous understanding, agreement, or connection either with
any previous firms or corporations offering a Proposal for the same items, or with the City.
The Proposer also certifies that its proposal is in all respects fair, without outside control,
collusion, fraud, or otherwise illegal action.
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10. PUBLIC ENTITY CRIMES: In accordance with Florida State Statute 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 Section 287.017, for CATEGORY TWO for a period of 36 months from the
date of being placed on the convicted vendor list.
11. RFP PREPARATION EXPENSE: The Proposer preparing a RFP in response to this
proposal shall bear all expenses associated with its preparation. The Proposer shall
prepare a RFP with the understanding that no claim for reimbursement shall be submitted
to the City for the expense of RFP preparation and/or presentation.
12. SELECTION/NEGOTIATION PROCESS: A Selection/Negotiation Committee has been
appointed by the City Manager and will be responsible for selecting the most qualified firm
then negotiating a contract. -
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. N
P o
Proposer shall have any rights against the City arising from -such negotiations.
Each firm should submit documents that provide evidence of capability to provide the
services required for the committee's review for short listing purposes. The short listed
firms will then be contacted via telephone and a follow-up letter to prepare for a
presentation to the committee so that a final firm can be selected. The committee will then
attempt to negotiate an agreement, which can be recommended to the Tamarac City
Commission for award.
13. OMISSION OF DETAILS: Omission of any essential details from these specifications
will not relieve the Proposer of supplying such services as specified.
14. INSURANCE REQUIREMENTS: Contractor agrees that he or she will, 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.
Contractor shall obtain at Contractor's expense all necessary insurance in such form and
amount as required by the City's Risk Manager before beginning work under this
Agreement including, but not limited to, Worker's Compensation Insurance, Unemployment
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TEMP. REED. Rio.
Insurance, Contractor's Liability Insurance, and all other insurance required by law.
Contractor shall maintain such insurance in full forc
e and effect during the life of this
Agreement. Contractor shall provide to the City's Risk Manager certificates of all
insurances required under this section prior to beginning any work under this Agreement.
Contractor shall maintain in full force and effect during the life of the contract, Workers'
Compensation insurance covering all employees in performance of work under the
contract. Contractor shall make this same requirement of any of its subcontractors.
Contractor shall indemnify and save the City harmless from any damage resulting to them
for failure of either Contractor or any subcontractor to take out or maintain such insurance.
The following are required types and minimum limits of insurance coverage, which the
Contractor agrees to maintain during the term of this contract:
GENERAL LIABILITY PER OCCURRENCE
Comprehensive $1,000,000
Premises -Operations
Contractual Liability
Personal Injury
Explosion and Collapse
Underground Hazard
Products/Completed Operations
Broad Form Property Damage
Independent Contractors
Cross Liability and Severability of Interest Clause
AGGREGATE
$2,000,000
AUTOMOBILE LIABILITY PER PERSON PER OCCURRENCE
Comprehensive $500,000 $1,000,000
Owned
Hired
Non -Owned
WORKERS' COMPENSATION STATUTORY
Neither Contractor nor any subcontractor shall commence work under this contract until
they have obtained all insurance required under this section and have supplied owner with
evidence of such coverage in the form of a Certificate of Insurance and endorsement.
The City shall approve such certificates.
ALL INSURANCE COMPANIES PROVIDED SHALL: Be rated at least A VII per Best's Key
Rating Guide; be licensed to do business in Florida.
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All policies provided shall be Occurrence not Claims Made forms. The Contractor's
insurance policies shall be endorsed to add the City of Tamarac as an Additional Insured.
The Contractor shall be responsible for all deductibles.
All of the policies of insurance so required to be purchased and maintained shall contain
a provision or endorsement that the coverage afforded shall not be canceled, materially
changed or renewal refused until at least thirty (30) calendar days written notice has been
given to the City by certified mail. -
-GOVERNING LAW: `
INTERESTED VENDORS WILL AGREE THAT THE LAWS OF THE STATE OF FLORIDA
SHALL GOVERN CONTRACTS. VENUE WILL BE BROWARD COUNTY.
15. INDEMNIFICATION: The Proposer shall indemnify and hold harmless the City of
Tamarac, its elected -and appointed officials and employees from any and all claims, suits,
actions, damages, liability, and expenses (including attorneys' fees) including but not
limited to with loss of life, bodily or personal injury, or property damage, and loss of use
thereof, directly or indirectly_ caused by, -resulting from, arising out of or occurring in
connection with the operations of the Proposer or his Subcontractors, agents, officers,
employees or independent contractors, excepting only such claims, suits, actions,
damages, liability and expenses solely attributable to the gross negligence or willful
misconduct of the City of Tamarac or its elected or appointed officials and employees.
16. CLARIFICATION TO -TERMS AND CONDITIONS: _Where there appears to be
variances or conflicts between the General Terms and Conditions and Special Conditions
outlined in this RFP, the Special Conditions shall prevail.
The Proposer shall examine all RFP documents and shall judge all matters relating to the
adequacy and accuracy of such documents. Any inquires, suggestions, request concerning
clarification or solicitation for additional information shall be submitted in writing to the City
of Tamarac City Clerk's Office. The City shall not be responsible for oral interpretations
given by any City employee or its representative.
An award of bid will not be effective until 72 hours after the adoption by City Commission.
The City shall issue a written Addendum if substantial changes, which impact the
submission of the RFPs, are required. A copy of such addenda will be mailed or distributed
via facsimile transmission to each Proposer receiving the proposal.
5. PERMITS AND LICENSES: The contractor shall be responsible for securing all City
Building permits. However, all City permit fees are waived. The contractor shall submit
copies to the Public Works Department, of all permits required for this work. The
contractor will be responsible for all County fees (B.O.R.A. - $0.35 per $1000).
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MMIMEWEEMINNOW
V. RESPONDING TO THE RFP
ie A. Purpose of the -Proposal
The purpose of the Proposal is to demonstrate the qualifications, competence and
capacity of the organizations seeking to undertake the engagement of the City of
Tamarac in conformity with the requirements of this request for proposals. As such,
the substance of proposals -will carry more weight than their form or manner of
Presentation. The Proposal should demonstrate the qualifications and services of
the organization.
The Proposal should address all the points outlined in the request for proposals.
The Proposal should be prepared simply and economically, providing a straight
forward, concise description of the Proposer's capabilities to satisfy the
requirements of the request for proposals.
B. Proposal Requirements
1. Table of Contents
2. Transmittal letter -
A signed letter of transmittal briefly stating the Proposer's understanding of the
p 9
work to be done, the commitment to perform and work within the time period, a
statement of why the firm believes itself to be best qualified to perform the
engagement and -a statement that the proposal is an irrevocable offer for 60 days
from the date of the proposal.
C. Financial Strength
The Proposer must include a copy of the Proposer's most recent annual financial
statement including the profit and loss statement and balance sheet.
D. Oral Presentations
The highest-ranking Proposers will be invited to give an oral presentation.
The City may require additional information and Proposers agree to furnish such
information. The City reserves the right to award the contract to the Proposer who
will best serve the interest of the City. The City reserves the right, based on its
deliberations and in its opinion, to accept or reject any or all proposals. The City
also reserves the right to waive minor irregularities or variations to the
specifications and in the proposal process.
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E. Right to Reject Proposals
Submission of a proposal indicates acceptance by the firm of the conditions
contained in the request for proposals unless clearly and specifically noted in the
proposal submitted and confirmed in the contract between the City of Tamarac and
the firm selected.
The City of Tamarac reserves the right without prejudice to reject any or all
proposals.
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