Agenda 11/15/2016 Item #16F5 16.F.5
11/15/2016
EXECUTIVE SUMMARY
Recommendation to award Request for Proposal (RFP)#16-6666,for the acquisition of a Customer
Experience Management Software and Survey System, to Qualtrics LLC., in the amount of
$67,000.
OBJECTIVE: To use industry best practices to gather feedback from our internal and external customers
in order to measure customer satisfaction levels and identify ways to improve the delivery of our
amenities and services.
CONSIDERATIONS: Goal two "Operational Effectiveness" of the County Manager's annual action
plan calls for the implementation of best practice business systems that assure quality and improve
customer satisfaction. In FY 2016, all county departments and divisions established Quality
Assurance/Quality Control (QA/QC) plans. In developing the QA/QC plans, each Division Director
identified their customer base, established business procedures to measure satisfaction levels, and used
the feedback for business improvement. The process is currently a manual process that does not lend itself
to efficient analysis,or cross-comparison between surveys and divisions.
In a 2012 report by The United States General Accounting Office (GAO), it was recommended that a
customer feedback system should be unified and centralized for best effect. Additionally, The National
Institute of Standards and Technology (NIST) developed the Baldrige Excellence Framework (Baldrige
Framework). In association with other elements of the Baldrige Framework the NIST highlights the need
for appropriate Customer Service Feedback in order to achieve excellent service delivery.This framework
is used by many companies across a vast array of sectors throughout the nation to formalize and improve
�-� service to customers.
On June 16,2016,the Procurement Division posted RFP#16-6666 for"Quality Assurance Software"was
posted. A total of 29 solicitation packages were downloaded, and on July 19, 2016, one(1)proposal was
received. Procurement contacted firms that downloaded the solicitation package but did not provide a
proposal.The firms responded with the following reasons:
• Solicitation did not match our skill set
• Unable to distribute surveys and bundled with other services
• Staff availability limited and unable to deliver a high quality proposal on time and within scope
• The products are not focused Quality Assurance/Quality Control
After review by the selection committee, Qualtrics LLC., was determined to meet the scope requirements
and provide the necessary software. The product that Qualtrics LLC.,provides will accomplish the GAO
recommendation of a centralized QA/QC system. It will also allow for the consistent, efficient, and
effective analysis of results and trends without the manual entry of data. Information can also be readily
shared and monitored by the executive management team and be used for business process improvements.
In reviewing references, Qualtrics LLC., is currently used by; Fortune 100 companies (General Electric,
Walt Disney, Microsoft, Etc.), Florida Universities (Florida State University, University of Central
Florida, University of Florida, Etc.), and Government Agencies (Florida Department of Health, Florida
League of Cities Inc., City of Savannah, Etc.). This represents a small subset of the many organizations
that Qualtrics LLC.,works with.
Staff will receive training along with implementation educating users on the best practices and provide
resources to develop quality feedback systems.Through the unified system,staff will be able to share best
practices throughout the agency easily allowing for continued innovation and improvement on feedback
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16F.5
11/15/2016
practices. The contract is for an initial term of three (3) years and allows for three (3) additional one (1)
year renewal options.
FISCAL IMPACT: Sufficient budget exists in Countywide Capital Project Fund(301)to award this
contract.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: Completed by the County Attorney's Office
RECOMMENDATION: That the Board Awards RFP #16-6666 to Qualtrics LLC., approve the
attached Budget Amendment Request for $17,000, and authorize the Chairman to execute the attached
contract.
Prepared by: Geoff Willig, Operations Analyst for the County Manager's Office
ATTACHMENT(S)
1. Collier County-Qualtrics Contract (PDF)
2. 16-6666-Quality Assurance Software RFP 061516 (DOCX)
3. 16-6666 Final Ranking (PDF)
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16.F.5
11/15/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.5
Item Summary: Recommendation to award Request for Proposal (RFP) #16-6666, for the
acquisition of a Customer Experience Management Software and Survey System, to Qualtrics LLC., in
the amount of$67,000.
Meeting Date: 11/15/2016
Prepared by:
Title: Executive Secretary to County Manager—County Manager's Office
Name: MaryJo Brock
11/07/2016 8:46 AM
Submitted by:
Title: County Manager—County Manager's Office
Name: Leo E. Ochs
11/07/2016 8:46 AM
Approved By:
Review:
corOffice of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/07/2016 9:11 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 11/07/2016 1:48 PM
County Attorneys Office Jeffrey A.Klatzkow Level 3 County Attorneys Office Review Completed 11/07/2016 4:03 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 11/07/2016 8:27 PM
Board of County Commissioners MaryJo Brock Meeting Pending 11/15/2016 9:00 AM
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77571
AG REE ME NT16.6666
for
Quality Assurance Software
THIS AGREEMENT, made and entered into on this co day of (J1--7.)W'f 2016,
by and between Qualtrics, LLC, whose business address is 2250 N. University Parkway, #48-
C, Provo, UT 84604, (the "Contractor") and Collier County, a political subdivision of the State
of Florida, (the "County"):
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WITNESSETH: N
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1. AGREEMENT TERM. The Agreement shall be for a three (3) year period, commencing a
on Date of Board approval and terminating three (3) years from that date or until all t:
outstanding Purchase Orders issued prior to the expiration of the Agreement period N
have been completed or terminated. --
The County may, at its discretion and with the consent of the Contractor, renew the
Agreement under all of the terms and conditions contained in this Agreement for three
(3) additional one (1) year periods. The County shall give the Contractor written notice v1
of the County's intention to renew the Agreement term prior to the end of the
Agreement term then in effect.
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The County Manager, or his designee, may, at his discretion, extend the Agreement
under all of the terms and conditions contained in this Agreement for up to one hundred
and eighty (180) days. The County Manager, or his designee, shall give the Contractor o
written notice of the County's intention to extend the Agreement term prior to the end of
the Agreement term then in effect. °'
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2. COMMENCEMENT OF SERVICES. The Contractor shall commence the work upon
the issuance of a Purchase order.
3. STATEMENT OF WORK. The Contractor shall provide for the Quality Assurance
Software in accordance with the terms and conditions of Request for Proposal (RFP)
#16-6666, Exhibit A — Scope of Work, and the Contractor's proposal referred to herein
and made an integral part of this Agreement. This Agreement contains the entire
understanding between the parties and any modifications to this Agreement shall be
mutually agreed upon in writing by the Parties, in compliance with the County's
Procurement Ordinance, as amended, and Procurement Procedures in effect at the
time such services are authorized.
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4. THE AGREEMENT SUM. The County shall pay the Contractor for the performance of
the Agreement the sum of Sixty Seven Thousand dollars ($67,000.00) per year as
defined in Section 4.1, Payment will be made upon receipt of a proper invoice and upon
approval by the project manager or his designee, and in compliance with Chapter 218,
Fla. Stats., otherwise known as the "Local Government Prompt Payment Act"
4.1 Price Methodology:
Lump Sum (Fixed Price): a firm fixed total price offering for a project; the risks are
transferred from the County to the contractor; and, as a business practice there are no
hourly or material invoices presented, rather, the contractor must perform to the
satisfaction of the County's project manager before payment for the fixed price contract
is authorized. J
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4.2 Any County agency may purchase products and services under this Agreement,
provided sufficient funds are included in their budget(s). rt
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4.3 Payments will be made for services furnished, delivered, and accepted, upon r,
receipt and approval of invoices submitted on the date of services or within six (6) N
months after completion of the Agreement. Any untimely submission of invoices beyond
the specified deadline period is subject to non-payment under the legal doctrine of R
"laches"as untimely submitted. Time shall be deemed of the essence with respect to the c
timely submission of invoices under this Agreement. 0
5. SALES TAX. Contractor shall pay all sales, consumer, use and other similar taxes
associated with the Work or portions thereof, which are applicable during the
performance of the Work. Collier County, Florida as a political subdivision of the State a
.of Florida, is exempt from the payment of Florida sales tax to its contractors under
Chapter 212, Florida Statutes, Certificate of Exemption # 85-8015966531C-2.
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6. NOTICES. All notices from the County to the Contractor shall be deemed duly served if
mailed or faxed to the Contractor at the following Address:
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Qualtrics, LLC
2250 N. University Parkway, #48-C
Provo, UT 84604
Attn: Mark Creer, Sr. Corporate Counsel
Phone: 801-374-6682
Facsimile: 866-562-9828
All Notices from the Contractor to the County shall be deemed duly served if mailed or
faxed to the County to:
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Collier County Government Center
Procurement Services Division
3327 Tamiami Trail, East
Naples, Florida 34112
Attention: Director, Procurement Services Division
Telephone: 239-252-8407
Facsimile: 239-252-6480
The Contractor and the County may change the above mailing address at any time upon
giving the other party written notification. All notices under this Agreement must be in
writing.
7. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating
a partnership between the County and the Contractor or to constitute the Contractor as
an agent of the County.
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8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits
necessary for the prosecution of the Work shall be obtained by the Contractor. The eY
County will not be obligated to pay for any permits obtained by M
Subcontractors/Subconsultants. N
Payment for all such permits issued by the County shall be processed internally by the L
County. All non-County permits necessary for the prosecution of the Work shall be o
procured and paid for by the Contractor. The Contractor shall also be solely responsible c�
for payment of any and all taxes levied on the Contractor. In addition, the Contractor
shall comply with all rules, regulations and laws of Collier County, the State of Florida, or
the U. S. Government now in force or hereafter adopted. The Contractor agrees to
comply with all laws governing the responsibility of an employer with respect to persons
employed by the Contractor.
9. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to 0
use in any manner whatsoever, County facilities for any improper, immoral or offensive °'
purpose, or for any purpose in violation of any federal, state, county or municipal
ordinance, rule, order or regulation, or of any governmental rule or regulation now in
effect or hereafter enacted or adopted. In the event of such violation by the Contractor
or if the County or its authorized representative shall deem any conduct on the part of
the Contractor to be objectionable or improper, the County shall have the right to co
suspend the Agreement of the Contractor. Should the Contractor fail to correct any
such violation, conduct, or practice to the satisfaction of the County within twenty-four
(24) hours after receiving notice of such violation, conduct, or practice, such suspension
to continue until the violation is cured. The Contractor further agrees not to commence
operation during the suspension period until the violation has been corrected to the
satisfaction of the County.
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10. TERMINATION. Should the Contractor be found to have failed to perform his services
in a manner satisfactory to the County as per this Agreement, the County may terminate
said Agreement for cause; further the County may terminate this Agreement for
convenience with a thirty (30) day written notice. The County shall be sole judge of non-
performance.
In the event that the County terminates this Agreement, Contractor's recovery against
the County shall be limited to that portion of the Agreement Amount earned through the
date of termination. The Contractor shall not be entitled to any other or further recovery
against the County, including, but not limited to, any damages or any anticipated profit
on portions of the services not performed.
11. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as
to race, sex, color, creed or national origin.
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12. INSURANCE. The Contractor shall provide insurance as follows:
A. Commercial General Liability: Coverage shall have minimum limits of $500,000 cf
Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage
Liability. This shall include Premises and Operations; Independent Contractors;
Products and Completed Operations and Contractual Liability.
B. Workers' Compensation: Insurance covering all employees meeting Statutory o
Limits in compliance with the applicable state and federal laws. U
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The coverage must include Employers' Liability with a minimum limit of $100,000 for713
each accident.
C. Technology Errors & Omissions: Coverage shall have minimum limits of
$1,000,000 Per Occurrence
Special Requirements: Collier County Government shall be listed as the Certificate cp
Holder and included as an Additional Insured on the Comprehensive General Liability ci
Policy.
Current, valid insurance policies meeting the requirement herein identified shall be
maintained by Contractor during the duration of this Agreement. The Contractor shall
provide County with certificates of insurance meeting the required insurance provisions.
Renewal certificates shall be sent to the County ten (10) days prior to any expiration
date. Coverage afforded under the policies will not be canceled or allowed to expire
until the greater of: ten (10) days prior written notice, or in accordance with policy
provisions. Contractor shall also notify County, in a like manner, within twenty-four (24)
hours after receipt, of any notices of expiration, cancellation, non-renewal or material
change in coverage or limits received by Consultant from its insurer, and nothing
contained herein shall relieve Contractor of this requirement to provide notice.
Contractor shall ensure that all subcontractors comply with the same insurance
requirements that he is required to meet.
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13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Contractor
• shall indemnify and hold harmless Collier County, its officers and employees from any
and all liabilities, damages, losses and costs, including, but not limited to, reasonable
attorneys' fees and paralegals' fees, whether resulting from any claimed breach of this
Agreement by Contractor, any statutory or regulatory violations, or from personal injury,
property damage, direct or consequential damages, or economic loss, to the extent
caused by the negligence, recklessness, or intentionally wrongful conduct of the
Contractor or anyone employed or utilized by the Contractor in the performance of this
Agreement. This indemnification obligation shall not be construed to negate, abridge or
reduce any other rights or remedies which otherwise may be available to an indemnified
party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier
County.
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13.1 The duty to defend under this Article 13 is independent and separate from the duty
to indemnify, and the duty to defend exists regardless of any ultimate liability of the
Contractor, County and any indemnified party. The duty to defend arises immediately CY
upon presentation of a claim by any party and written notice of such claim being provided
to Contractor. Contractor obligation to indemnify and defend under this Article 13 will N
survive the expiration or earlier termination of this Agreement until it is determined by final
judgment that an action against the County or an indemnified party for the matter
indemnified hereunder is fully and finally barred by the applicable statute of limitations. o
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14. AGREEMENT ADMINISTRATION. This Agreement shall be administered on behalf of
the County by the Information Technology Division.
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15. CONFLICT OF INTEREST. Contractor represents that it presently has no interest and
shall acquire no interest, either direct or indirect, which would conflict in any manner with
the performance of services required hereunder. Contractor further represents that no 0
persons having any such interest shall be employed to perform those services.
16. COMPONENT PARTS OF THIS AGREEMENT. This Agreement consists of the °
following component parts, all of which are as fully a part of the Agreement as if herein
set out verbatim: Contractor's Proposal, Insurance Certificate(s), Exhibit A — Scope of
Work, and RFP#16-6666 Specifications/Scope of Services.
17. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between
the parties herein that this Agreement is subject to appropriation by the Board of County
Commissioners.
18. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES, No organization or individual
shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other
item of value to any County employee, as set forth in Chapter 112, Part Ill, Florida
Statutes, Collier County Ethics Ordinance No. 2004-05, as amended, and County
Administrative Procedure 5311. Violation of this provision may result in one or more of
the following consequences: a. Prohibition by the individual, firm, and/or any employee
of the firm from contact with County staff for a specified period of time; b. Prohibition by
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the individual and/or firm from doing business with the County for a specified period of
time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate
termination of any Agreement held by the individual and/or firm for cause.
19. COMPLIANCE WITH LAWS. By executing and entering into this Agreement, the
Contractor is formally acknowledging without exception or stipulation that it agrees to
comply, at its own expense, with all federal, state and local laws, codes, statutes,
ordinances, rules, regulations and requirements applicable to this Agreement, including
but not limited to those dealing with the Immigration Reform and Control Act of 1986 as
located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be
amended; taxation, workers' compensation, equal employment and safety (including,
but not limited to, the Trench Safety Act, Chapter 553, Florida Statutes, and the Florida
Public Records Law Chapter 119, including specifically those contractual requirements 6
at F.S. § 119.0701(2)(a)-(b) as stated as follows:
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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE Tts
PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN cl
OF PUBLIC RECORDS AT: M
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Communication and Customer Relations Division r)
3299 Tamiami Trail East, Suite 102 cc
Naples, FL 34112-5746 0
1 C Telephone: (239) 252-8383
The Contractor must specifically comply with the Florida Public Records Law to: To
1. Keep and maintain public records required by the public agency to perform the a
service. c
2. Upon request from the public agency's custodian of public records, provide the o
public agency with a copy of the requested records or allow the records to be c)
inspected or copied within a reasonable time at a cost that does not exceed the a)
cost provided in this chapter or as otherwise provided by law. T)
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 0
contract if the Contractor does not transfer the records to the public agency.
4. Upon completion of the contract, transfer, at no cost, to the public agency all a
public records in possession of the Contractor or keep and maintain public
records required by the public agency to perform the service. If the Contractor
transfers all public records to the public agency 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 public
agency, upon request from the public agency's custodian of public records, in a
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format that is compatible with the information technology systems of the public
agency.
If Contractor observes that the Contract Documents are at variance therewith, it shall
promptly notify the County in writing. Failure by the Contractor to comply with the laws
referenced herein shall constitute a breach of this Agreement and the County shall have
the discretion to unilaterally terminate this Agreement immediately.
20. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County
encourages and agrees to the successful proposer extending the pricing, terms and
conditions of this solicitation or resultant Agreement to other governmental entities at the
discretion of the successful proposer.
21. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in part, the remaining portion of this Agreement
shall remain in effect.
22. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be added to
this Agreement in compliance with the Procurement Ordinance, as amended, and M
Procurement Procedures.
23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by L
this Agreement to resolve disputes between the parties, the parties shall make a good o
faith effort to resolve any such disputes by negotiation. The negotiation shall be U
attended by representatives of Contractor with full decision-making authority and by
County's staff person who would make the presentation of any settlement reached
during negotiations to County for approval. Failing resolution, and prior to the
commencement of depositions in any litigation between the parties arising out of this
Agreement, the parties shall attempt to resolve the dispute through Mediation before an
agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall o
be attended by representatives of Contractor with full decision-making authority and by
County's staff person who would make the presentation of any settlement reached at °'
mediation to County's board for approval. Should either party fail to submit to mediation
as required hereunder, the other party may obtain a court order requiring mediation
under section 44.102, Fla. Stat.
24. VENUE. Any suit or action brought by either party to this Agreement against the other cc
party relating to or arising out of this Agreement must be brought in the appropriate
federal or state courts in Collier County, Florida, which courts have sole and exclusive
jurisdiction on all such matters.
25. AGREEMENT STAFFING. The Contractor's personnel and management to be utilized
for this Agreement shall be knowledgeable in their areas of expertise. The County
reserves the right to perform investigations as may be deemed necessary to ensure that
competent persons will be utilized in the performance of the Agreement. The
Contractor's shall assign as many people as necessary to complete the Agreement on a
timely basis, and each person assigned shall be available for an amount of time
adequate to meet the delivery dates,
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26. ORDER OF PRECEDENCE. In the event of any conflict between or among the terms of
any of the Contract Documents, the terms of the RFP, the Contractor's Proposal, and/or
the County's Board approved Executive Summary, this Agreement shall take
precedence.
27. ASSIGNMENT. Contractor shall not assign this Agreement or any part thereof, without
the prior consent in writing of the County. Any attempt to assign or otherwise transfer
this Agreement, or any part herein, without the County's consent, shall be void. If
Contractor does, with approval, assign this Agreement or any part thereof, it shall
require that its assignee be bound to it and to assume toward Contractor all of the
obligations and responsibilities that Contractor has assumed toward the County.
28. SECURITY. The Contractor is required to comply with County Ordinance 2004-52, as
amended. Background checks are valid for five (5) years and the Contractor shall be
responsible for all associated costs. If required, Contractor shall be responsible for the
costs of providing background checks by the Collier County Facilities Management y
Division for ail employees that shall provide services to the County under this 3
Agreement. This may include, but not be limited to, checking federal, state and local law cr
enforcement records, including a state and FBI fingerprint check, credit reports, M
education, residence and employment verifications and other related records. N
Contractor shall be required to maintain records on each employee and make them
available to the County for at least four (4)years. ea
All of Contractor's employees and subcontractors must wear Collier County Government u
C Identification badges at all times while performing services on County facilities and
properties. Contractor ID badges are valid for one (1) year from the date of issuance and
can be renewed each year at no cost to the Contractor during the time period in which 73
their background check is valid, as discussed below. All technicians shall have on their c
shirts the name of the contractor's business.
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The Contractor shall immediately notify the Collier County Facilities Management 0
Division via e-mail (DL-FMOPS( colliergov.net) whenever an employee assigned to Zu
Collier County separates from their employment. This notification is critical to ensure the .o
continued security of Collier County facilities and systems. Failure to notify within four v
(4) hours of separation may result in a deduction of$500 per incident.
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IN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized
person or agent, have executed this Agreement on the date and year first written above.
BOARD OF COUNTY COMMISSIONERS
ATTEST: COLLIER COUNTY, FLORIDA
Dwight E. Brock, Clerk of Courts
By: By:
Donna Fiala, Chairman
Dated:
(SEAL)
Qualtrics. LLC
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EXHIBIT A
SCOPE OF WORK
16-6666—Quality Assurance Software
As part of this Agreement, the Contractor is expected to provide technological platform that
will allow Departments and Divisions to solicit feedback from customers with surveys, record
results, analyze trends, report results, respond to customer feedback and use the information
to enhance programs to improve service levels.
The survey platform will:
Provide survey respondents with a convenient and easy to use survey experience including
the ability to:
o Print responses
a Save responses
o Toggle through the survey if there are multiple pages
o Save and complete later
■ Reminders for completing a survey
o Display progress within the survey
Provide the Agency with the ability to develop and distribute surveys with the following
capabilities:
o Limit response period start and stops o
o Limit the number of responses
o Track the respondents
I o Authenticate respondents
o Limit individual responses
a Distribute survey internally and externally
o Distribute the survey through multiple mediums
• Web o
■ Email U
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■ Text °'
• QR Code
• Tablet(for use at events or kiosk) a:
■ Paper
o Import from outside sources
o Variety of question types including
• Single selection
• Radio button
• Dropdown list
• Multiple selection
• Check box
• Listbox
■ True/False or Yes/No
• Rating
■ Ranking
■ Rating Matrix
• Free form response
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o Spell checking of question text and survey responses
o Include Logos
o Branch questions based upon responses
o Embedded customer response capability
o Compatibility across platforms
• Browsers
• Devices
• Operating Systems
Provide the Agency with the appropriate controls and tools to design the layout and content
of the surveys such as:
o Library of predesigned questions and the ability to add to the library
o Template designs and the ability to save designed surveys
o Testing and Debug capabilities J
o Multiple page layout
• Control of page breaks
o Preapproval capabilities by agency management Fs
o Question order randomization
o Question based help text control
Provide the Agency with the appropriate tools to analyze and report results with the
following:
o Benchmarking between Agency Departments and Divisions o
o Analysis through response segmentation and clustering v
o Demographic segmentation and clustering of responses
o Ability to segment and cluster responses by location
o Report responses with Graphs
o Dashboard display
o Drill down reporting
o Web based reporting o
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Fully customizable reports
o Ability to publish results to Websites 6
o Ability to Export data to Microsoft Office Applications ci
Provide the appropriate account controls and service to utilize the service with the following
capabilities
o Individual user accounts
o Shared access (Department and Division overview)
o Centralized data repository for Agency survey responses
o Appropriate backup of the data
o Support and Maintenance of the solution
o Tutorials and solution help files
o Training for Agency Users
The County will own all data collected from the platform, and shall be made available by the
Contractor upon request.
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Disaster recovery process and procedure in place, with a return to service within twenty-four
(24) hours.
The Contractor must be available to attend onsite meetings if necessary.
Training
The Contractor will assign a dedicated account team, including a Client Success Consultant
and implementation Consultant. Live trainings will take place to successfully train users on
functionality for creating, distributing, and analyzing actionable data. The implementation
occurs in a phased approach, and each phase will include training opportunity as the County
users work with the Contractor's account team to build survey questions, dashboards, etc.
Train the Trainer
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The Contractor will provide training based on a 'Train the Trainer' model. Under this7444
model, the Vendor will provide high quality training directly to the lead administrators
and trainers at County. These leaders would then provide training for additional County
personnel and external clients. The training program content will be determined by the M
Contractor and the County, �..
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On-Demand Training
In addition to live trainings, users will have access to Qualtrics University. This site is
designed to give best practices, step-by-step tutorials, recorded web trainings, and free
webinars. The Qualtrics University site is available on-demand 24171365. Ta
Deliverables
0
Standard Implementation
Site Intercept License (10 users)
• Annual Page Views: 3 Million
• Number of Additional Users: 40
Research Suite License (10 users)
• Number of Responses: 80000
• Included Brands: 1
• Included Themes: 1
• Number of Additional Users: 40
Employee Engagement License
• Number of Employees: 1750
• Action Planning Module
Site intercept 50 users (3 million views)
Additional project for parks and recreation, at no additional cost.
Page 12 of 12
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REQUEST FOR PROPOSAL
Collier County
Administrative Services Department
Procurement Services Division
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COLLIER COUNTY
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BOARD OF COUNTY COMMISSIONERS
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Solicitation # 16-6666
Quality Assurance Software as
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Adam Northrup, Procurement Strategist
239-252-6098 (Telephone) a
239-252-6302 (Fax) co
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adamnorthrup@colliergov.net(Email)
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This proposal solicitation document is prepared in a Microsoft Word format. Any alterations to this document
made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any
other legal remedies available to the Collier County Government.
Pnxzrrtiment`ervices Mien•3327 Tamiami Trail Easi•Naples,Florida 341124301•235-252-6407•mw cmRiergov.netrprccurerrentservices
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Table of Contents
LEGAL NOTICE 3
EXHIBIT I:SCOPE OF WORK,SPECIFICATIONS AND RESPONSE FORMAT 4
EXHIBIT II:GENERAL RFP INSTRUCTIONS 8
EXHIBIT III:COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS 17
EXHIBIT IV:ADDITIONAL TERMS AND CONDITIONS FOR RFP 21 _
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ATTACHMENT 1:VENDOR'S NON-RESPONSE STATEMENT 31 J
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ATTACHMENT 2:VENDOR CHECK LIST 32
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ATTACHMENT 3:CONFLICT OF INTEREST AFFIDAVIT 33
ATTACHMENT 4:VENDOR DECLARATION STATEMENT 34
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ATTACHMENT 5:AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS 36 M
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ATTACHMENT 6:IMMIGRATION AFFIDAVIT CERTIFICATION 37
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ATTACHMENT 7:VENDOR SUBSTITUTE W-9 38
ATTACHMENT 8:INSURANCE AND BONDING REQUIREMENTS 39 c
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ATTACHMENT 9: REFERENCE QUESTIONNAIRE 41 Ct
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Itltier County 416
Administrative Services Department
Procurement Services Division
Legal Notice
Sealed Proposals to provide Quality Assurance Software will be received until 3:00PM
Naples local time, on 07/15/2016 at the Collier County Government, Purchasing
Department, 3327 Tamiami Trail E, Naples, FL 34112.
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Solicitation (2
16-6666 — Quality Assurance Software
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Services to be provided may include, but not be limited to the following: A technology solution
(software, cloud based, or other) that will allow Departments and Divisions to solicit feedback from
customers with surveys, record results, analyze trends, report results, and respond to customer r.
feedback.
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All statements shall be made upon the official proposal form which may be obtained on the ce
Collier County Purchasing Department Online Bidding System website: 3
www.colliergov.net/bid.
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Collier County does not discriminate based on age, race, color, sex, religion, national origin,
disability or marital status.
N
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA,
BY: /S/ Allison Kearns CD
Interim Director, Procurement Services
This Public Notice was posted on the Collier County Procurement Services Division website:
www.colliergov.net/purchasing and in the Lobby of Procurement Services Division Building E
"G", Collier County Government Center on 06/15/2016.
Proc rarerrSevkes Lepptmcrt•3327 Tamiami Trod East•Naples,Florida 34112-4901•www.cat5ergay.rwtipurchasing
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Manager's Office (hereinafter, the "Division or Department"), the
Collier County Board of County Commissioners Procurement Services Division (hereinafter, "County")
has issued this Request for Proposal (hereinafter, "RFP")with the intent of obtaining proposals from
interested and qualified Consultants in accordance with the terms, conditions and specifications
stated or attached. The Consultant, at a minimum, must achieve the requirements of the
Specifications or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy. J
Brief Description of Purchase IS
The Agency is looking for a technology solution that will allow Departments and Divisions to
solicit feedback from customers with surveys, record results, analyze trends, report results,
respond to customer feedback and use the information to enhance programs to improve
service levels. The solution will allow the agency to incorporate the feedback into the day-to-
day business decisions by providing drill down reports and centralized analysis. The solution
will foster further unification and consistency across the agency by utilizing a common a
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platform, similar layouts and content. Through the analysis of the customer feedback, the
Agency will be able to identify pain points and take corrective action to enhance the customer
experience. It is preferred if there are additional solutions, or modules, that can be utilized to
assess employee engagement and provide citizen research opportunities. o
Background
Collier County's vision is, "To be the best community in America to live, work and play". One
method used to determine the effectiveness of achieving this vision is to measure customer
opinion of the service they receive. The County Manager's Agency (hereinafter, "Agency")
engaged in a process to define, refine and enhance the customer service delivered by Collier a
County (hereinafter, "County") Departments and Divisions. This covers quality assurance and
quality control of customer service and has been abbreviated QA/QC. The current program
utilizes a common format form to report on the results of customer surveys. There are �+
currently no standard layout for surveys, or mandated frequency. These elements are at the t°
discretion of the responsible Division. The executing Division and the Operations Analyst for
the County Manager's Office review the results. Current processes do not allow for in-depth
analysis and dynamic comparison of the results and trends. While the QA/QC program has
helped to formalize the agency's approach to customer service there would be a significant
benefit in further unification and standardization. This program is in effect in the four (4)
Departments and the thirty-five (35) associated Divisions. There are also seven (7) Divisions
that directly report to the County Manger's Office that will be rolled into the program as well.
Detailed Scope of Work
The solution should be able to provide the following:
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• Provide survey respondents with a convenient and easy to use survey experience including
the ability to:
o Print responses
o Save responses
o Toggle through the survey if there are multiple pages
o Save and complete later
• Reminders for completing a survey
o Display progress within the survey
• Provide the Agency with the ability to develop and distribute surveys with the following
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capabilities: J
o Limit response period start and stops
o Limit the number of responses
o Track the respondents a
o Authenticate respondents
o Limit individual responses N
o Distribute survey internally and externally
o Distribute the survey through multiple mediums
• Web o
• Email u.
• Text a>
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• QR Code
• Tablet(for use at events or kiosk)
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• Paper
o Import from outside sources
o Variety of question types including
• Single selection
• Radio button
• Dropdown list t
• Multiple selection
• Check box
• Listbox CID
• True/False or Yes/No c
• Rating
• Ranking
• Rating Matrix
• Free form response
o Spell checking of question text and survey responses
o Include Logos
o Branch questions based upon responses
o Embedded customer response capability
o Compatibility across platforms
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• Browsers
• Devices
• Operating Systems
• Provide the Agency with the appropriate controls and tools to design the layout and content of
the surveys such as:
o Library of predesigned questions and the ability to add to the library
o Template designs and the ability to save designed surveys
o Testing and Debug capabilities
o Multiple page layout
• Control of page breaks
o Preapproval capabilities by agency management
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o Question order randomization
o Question based help text control To
• Provide the Agency with the appropriate tools to analyze and report results with the following: d
o Benchmarking between Agency Departments and Divisions
o Analysis through response segmentation and clustering N,
o Demographic segmentation and clustering of responses CD
o Ability to segment and cluster responses by location
o Report responses with Graphs 0
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o Dashboard display
o Drill down reporting
o Web based reporting 2
i 0 o Fully customizable reports cn
o Ability to publish results to Websites c
o Ability to Export data to Microsoft Office Applications to
• Provide the appropriate account controls and service to utilize the service with the following N
capabilities Q,
o Individual user accounts '�
o Shared access (Department and Division overview) CY
o Centralized data repository for Agency survey responses o
o Appropriate backup of the data to
o Support and Maintenance of the solution to
o Tutorials and solution help files c
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o Training for Agency Users E
• The County will own the data collected for additional analysis via Excel or Access m
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• Disaster recovery process and procedure in place, with a return to service within twenty-four a
(24) hours.
• The County is requiring the winning contractor be a North American Company or a foreign
company with a location with in North America. The winning contractor must be available to
attend onsite meetings if necessary.
The following are not required but add to the overall attractiveness of a solution:
• Measure employee engagement and Human Resources components
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• Provide opportunities for citizen research efforts and initiatives
Deliverables
The solution will affect the Departments and Divisions under the County Manager's direction. All
entities will be able to monitor and measure the success of their customer service and better
understand their standing. The solution will make it less burdensome to monitor effectively the level of
customer service. There should be a period after acquisition for training and instruction for Agency
users. This will need to be organized with the individual Departments and Divisions to not undesirably
affect operations while providing the appropriate training for effective implementation.
Affected Parties
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The selected solution will enhance the QA/QC process directly by delivering a uniform method of
soliciting and reporting the results of customer feedback. This development will make the results of
the customer feedback more impactful and understandable for all Departments and Divisions under
the County Manager's direction. The results will be leveraged to make smarter day-to-day business a
decisions and develop business cases for consideration in budget discussions. The ongoing
transformation and development of business practices to respond to customer needs and wants will
support the mission, vision and motto of Collier County. The results will allow the Agency to measure
the success of each Department and Division's adherence to the County's Guiding Principles.
Data Owner
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The County owns all data affiliated with this scope of work. At no time may the contractor sell for any
reason, including marketing-relate purposes, the data developed, created or used for any purpose.
Once this contract is terminated, the contractor agrees to turn over all data in a format determined at
the sole discretion of the County.
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Term of Contract
The contract term, if an award(s) is/are made is intended to be for three (3) years with three (3) Q
one (1) year renewal options.
Prices shall remain firm for the initial term of this contract. Requests for consideration of a price
adjustment must be made prior to the contract anniversary date, in writing, to the Procurement
Director. Price adjustments may be based upon multiple factors: the consumer price index (CPI)
over the past twelve (12) months, market conditions and rate, budget availability and program
manager approval, or a combination thereof.
Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure. .Ec
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Projected Solicitation Timetable
The following projected timetable should be used as a working guide for planning purposes only.
The County reserves the right to adjust this timetable as required during the course of the RFP
process.
Event Date
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Issue Solicitation Notice 06/24/2016
Last Date for Receipt of Written Questions 07/12/2016; 3:00PM
Solicitation Deadline Date and Time 07/15/2016; 3:00PM
Anticipated Evaluation of Submittals July 2016
Anticipated Completion of Contract Negotiations August 2016
Anticipated Board of County Commissioner's Contract September 2016
Approval Date
Response Format
The Vendor understands and agrees to abide by all of the RFP specifications, provisions, terms J
and conditions of same, and all ordinances and policies of Collier County. The Vendor further _,
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agrees that if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract. a
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To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the ••
guidelines set forth in this RFP. M
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Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in the Acceptance of Conditions section of the proposal. However, any proposal that
contains such variances may be considered non-responsive. o
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1 Proposals should be prepared simply and economically, providing a straightforward concise ce
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description of the Vendor's approach and ability to meet the County's needs, as stated in this
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RFP. All proposals should be presented as described in this RFP in PDF or Microsoft Word 3
1 C' format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for c$o
proposal submission is strongly encouraged. a)
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The items listed below shall be submitted with each proposal and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs. N
Failure by a Vendor to include all listed items may result in the rejection of its proposal. Q
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1. Tab I, Cover Letter/ Management Summary
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying o
philosophy of the firm in providing the services stated herein. Include the name(s), telephone o
number(s) and email(s)of the authorized contact person(s)concerning proposal. Submission w
of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a c
result of this RFP. E
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2. Tab II, Overview of Company Experience and Project Team (25 Points) a
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1 Draft a narrative that discusses the financial strength of your company and demonstration of your
establishment in the market with proof of concept and operational experience. Provide information
that documents your firm's qualifications to produce the required deliverables, including abilities,
capacity, skill, and financial strength, and number of years of experience in providing the required
services.
Include resumes for all team members and a narrative that explains their experience working
:i of together on various other projects for municipalities and organizations.
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Other issues you should discuss in this section are as follows:
• Demonstrate a proven track record of successful implementation in other municipalities
and organizations.
• Include a list of similar projects for other municipalities, and give examples of your work
with them.
Complete the following information as requested to ensure consistent scoring of proposal.
Firms who do not provide the information as requested in the format below shall receive zero
(0) points for this criterion.
J
1. Number of years the firm has been in business
providing the QA/QC services as outlined in this scope
of work.
2. Number of projects that the proposer has implemented N
for a government agency or private company, of like
to
scope of work from 1/1/10 — 12/31/15 (5 years).
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• Provide evidence of at least one implementation a.
with a government agency.
• Provide a copy of the proposed software license(s)
to be used with this scope of work.
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3. Number of full time equivalent personnel to implement Co
the County's scope of work.
• Provide a short narrative (or resume)of the work/
projects they have accomplished during their tenure
with the proposer's company.
TOTAL (Add 1 + 2 + 3)to determine Experience TOTAL C�
Prior to the Selection Committee reviewing proposals, the following methodology will be co
applied to each Proposer's information provided in this area in the requested information 1 co
—3 above: r
• The County shall total all items identified by the proposer to determine the proposer
with the greatest TOTAL. s
• The highest number of points (20)will be awarded to the proposer who has the
greatest TOTAL.
• The next highest proposer's TOTAL will be divided by the highest proposer's TOTAL
which will then be multiplied by 20 points to determine the Proposer's Points Awarded.
Each subsequent proposer's number of project score will be calculated in the same
manner.
• Points awarded will be extended to the first whole number(per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
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Proposer Name TOTAL Points Awarded
Proposer 123 52 25
Proposer 456 30 14.5
Proposer 789 30 14.5
Proposer 101 15 7.25
Proposer 201 12 5.75
Proposer 301 4 2
The Points Awarded by proposer will be distributed to the Selection Committee prior to
their evaluation of the proposals. The Selection Committee will review the proposer's
proposal to ensure consistency and completion of all tasks in the RFP, and review the
Points Awarded per proposer. The Selection Committee may, at their sole discretion
modify the points assigned after a thorough review of the proposal and prior to final ranking
by the final Selection Committee.
3. Tab Ill, Business Plan (30 points)
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Provide a discussion regarding the firms' approach gathering QA/QC information as it relates to
this project. The discussion should address the methods of data collection, conversion to reports,
include strategies for testing, verification, validation, contingencies, security, integration any other
relevant information. Other issues you should discuss in this section are as follows:
a.
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• Detailed time line for completion of the project (major tasks and sub-tasks)
• Include with the Business Plan or as an attachment illustrations/examples of your user
interface and a copy of all varieties of reports that can be created from your
software/technology as an example of work product.
• Describe your security breach policy if data is compromised.
• Explain your disaster recovery process and procedure in place.
• Describe the training that will be provided to Agency Staff.
• Explain how you will provide ongoing maintenance and support to Agency staff throughout
the life of the contract.
771
• Discuss your company's ability to grow with the County's needs.
4. Tab IV, Cost of Services to the County (25 points)
The County intends to pay a flat annual fee for the services described above. Input
the requested information in the item below.
1. Provide a "flat monthly fee" to provide all of the representation $
services outlined in this RFP
(Monthly)
Flat Annual Fee: The County shall create a ranking from lowest Total of the fee and
expenses to highest Total by vendor. Items marked with an N/A(or similar notation will be
given the score of zero (0)).
o The greatest number of points allowed in this criterion will be awarded to the
4 0 vendor who has the lowest Total.
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o The next lowest vendor's Total will be divided by the lowest vendor's Total which
will then be multiplied by criteria points to determine the vendor's points awarded.
Each subsequent vendor's point score will be calculated in the same manner.
For illustrative purposes only, see chart for an example of how these points would be
distributed among the five proposers.
Flat Monthly Fee
for All Services Flat annual Fee for All
Vendor Name Total Services Points
(lower is more Awarded
positive)
Vendor ABC 42,000 20
Vendor DEF 53,500 19.8 J
Vendor GHI 62,000 17
Vendor JKL 100,000 10.5 c
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The points awarded by vendor will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the vendor's proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
vendor. The Selection Committee members may, at their sole discretion, modify the reference ,
points assigned after a thorough review of the proposal and prior to final ranking by the final
Selection Committee. a
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5. Tab V, References (10 points)
In order for the vendor to be awarded any points for this tab, the County requests that the a)
vendor submits five (5) completed reference forms from clients whose projects are of a similar
nature to this solicitation as a part of their proposal. The County will only use the methodology
calculations for the first five (5) references (only) submitted by the vendor in their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be Z
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applied to each vendor's information provided in this area:
• The County shall total each of the vendor's five reference questionnaires and create a
ranking from highest number of points to lowest number of points. References marked
with an N/A(or similar notation will be given the score of zero (0)). Vendors who do not
turn in reference forms will be counted as zero (0).
• The greatest number of points allowed in this criterion will be awarded to the vendor who
has the highest score. a�
• The next highest vendor's number of points will be divided by the highest vendor's points s
which will then be multiplied by criteria points to determine the vendor's points awarded.
Each subsequent vendor's point score will be calculated in the same manner.
• Points awarded will be extended to the whole number per Microsoft Excel.
For illustrative purposes only, see chart for an example of how these points would be
distributed among the five proposers.
Vendor Name Vendor Total Reference Points Awarded
Score
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Vendor ABC 445 10
Vendor DEF 435 9.8
Vendor GHI 425 9.6
Vendor JKL 385 8.7
Vendor MNO 385 8.7
Vendor PQR 250 5.6
Note:Sample chart reflects a 10 point reference criterion.
The points awarded by vendor will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the vendor's proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
vendor. The Selection Committee may, at their sole discretion, contact references, and/or
modify the reference points assigned after a thorough review of the proposal and prior to final
ranking by the final Selection Committee.
6. Tab VI, Acceptance of Conditions C'1
Indicate any exceptions to the general terms and conditions of the RFP, and to insurance N
requirements or any other requirements listed in this RFP. If no exceptions are indicated in this LO
tabbed section, it will be understood that no exceptions to these documents will be considered u.)
after the award, or if applicable, during negotiations. Exceptions taken by a Vendor may result o
in evaluation point deduction(s) and/or exclusion of proposal for Selection Committee a.
consideration, depending on the extent of the exception(s). Such determination shall be at the u.
sole discretion of the County and Selection Committee.
7. Tab VII, Required Form Submittals o
• Attachment 2: Vendor Check List
• Attachment 3: Conflict of Interest Affidavit
• Attachment 4: Vendor Declaration Statement N
• Attachment 5: Affidavit for Claiming Status as a Local Business
• Attachment 6: Immigration Affidavit Certification
• Attachment 7: Vendor Substitute W-9 a
• Attachment 8: Insurance and Bonding Requirements
• Attachment 9: Reference Questionnaire c
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Exhibit II: General RFP Instructions
1. Questions
Direct questions related to this RFP to the Collier County Procurement Services Division Online
Bidding System website: www.colliergov.net/bid. Vendors must clearly understand that the only
official answer or position of the County will be the one stated on the Collier County Procurement
Services Division Online Bidding System website. For general questions, please call the
referenced Procurement Strategist noted on the cover page.
2. Pre-Proposal Conference c�
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The purpose of the pre-proposal conference is to allow an open forum for discussion and
questioning with County staff regarding this RFP with all prospective Vendors having an equal
opportunity to hear and participate. Oral questions will receive oral responses, neither of which will a
be official, nor become part of the RFP. Only written responses to written questions will be
considered official, and will be included as part of this RFP as an addendum.
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All prospective Vendors are strongly encouraged to attend, as, this will usually be the only pre-
proposal conference for this solicitation. If this pre-proposal conference is denoted as "mandatory",
prospective Vendors must be present in order to submit a proposal response.
a.
3. Compliance with the RFP
Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the
RFP may result in disqualification.
4. Ambiguity, Conflict, or Other Errors in the RFP
It is the sole responsibility of the Vendor if the Vendor discovers any ambiguity, conflict,
discrepancy, omission or other error in the RFP, to immediately notify the Procurement Strategist,
noted herein, of such error in writing and request modification or clarification of the document prior
to submitting the proposal. The Procurement Strategist will make modifications by issuing a written
revision and will give written notice to all parties who have received this RFP from the a
Procurement Services Division. ca
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5. Proposal, Presentation, and Protest Costs
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The County will not be liable in any way for any costs incurred by any Vendor in the preparation of a
its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in
any discussions, negotiations, or, if applicable, any protest procedures.
6. Delivery of Proposals a
All proposals are to be delivered before 3:00PM, Naples local time, on or before 07/08/2016
to:
Collier County Government
Procurement Services Division
3327 Tamiami Trail E
Naples FL 34112
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Attn: Adam Northrup, Procurement Strategist
The County does not bear the responsibility for proposals delivered to the Procurement
Services Division past the stated date and/or time indicated, or to an incorrect address by
Consultant's personnel or by the Consultant's outside carrier. However, the Procurement
Director, or designee, reserves the right to accept proposals received after the posted close
time under the following conditions:
• The tardy submission of the proposal is due to the following circumstances, which may
include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS
or courier where delivery was scheduled before the deadline.
• The acceptance of said proposal does not afford any competing firm an unfair
advantage in the selection process. 0
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Vendors must submit one (1) paper copy clearly labeled "Master," and six(6) disks v
(CD's/DVD's)with one copy of the proposal on each disk in Word, Excel or PDF. List the
Solicitation Number and Title on the outside of the box or envelope. a
7. Validity of Proposals M
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No proposal can be withdrawn after it is filed unless the Vendor makes their request in writing to cc
the County prior to the time set for the closing of Proposals. All proposals shall be valid for a to
period of one hundred eighty (180) days from the submission date to accommodate evaluation o
and selection process. LL
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8. Method of Source Selection
03
The County is using the Competitive Sealed Proposals methodology of source selection for this 46
procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier N
County Procurement Ordinance. Cu
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The County may, as it deems necessary, conduct discussions with qualified Vendors determined y
to be in contention for being selected for award for the purpose of clarification to assure full a
understanding of, and responsiveness to solicitation requirements.
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9. Evaluation of Proposals C
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The County's procedure for selecting is as follows:
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1. The County Manager or designee shall appoint a selection committee to review all
proposals submitted. a
2. The Request for Proposal is issued. _c
3. Subsequent to the receipt closing date for the proposals, the Procurement professional will 12
review the proposals received and verify each proposal to determine if it minimally a
responds to the requirements of the published RFP.
4. Selection committee meetings will be open to the public and the Procurement professional
will publicly post prior notice of such meeting(s) in the lobby of the Procurement Services
Division Building and on the County's Procurement Services Internet site.
5. Prior to the first meeting (Organization Meeting) of the selection committee, the
Procurement professional will post a notice announcing the date, time and place of the
meeting at least three (3)working days prior to the meeting. At the initial organization
I Auk meeting, the selection committee members will receive instructions, the submitted
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proposals, and establish the next selection committee meeting date and time. After the
first meeting, the Procurement professional will publically announce all subsequent
committee meeting dates and times. The subsequent meeting dates and times will be
posted with at least one (1) day advanced notice.
6. Selection committee members will independently review and score each proposal based
on the evaluation criteria stated in the request for proposal using the Individual Selection
Committee Score and Rank Form and prepare comments for discussion at the next
meeting. The Individual Selection Committee Score and Rank Form is merely a tool to
assist the selection committee member in their review of the proposals.
7. At the scheduled selection meeting, the members will present their independent findings/
conclusions/comments based on their reading and interpretation of the materials
presented to each other, and may ask questions of one another. At the conclusion of that ci
discussion, members of the public will be offered an opportunity(not to exceed three (3)
minutes)to provide comments.
8. At the conclusion of public comments (provided for in number 7), the selection committee
members will individually rank order each proposer. Collier County selection committee
members may consider all the material submitted by the Proposer and other information
Collier County may obtain to determine whether the Proposer is capable of and has a
history of successfully completing projects of this type, including, without limitation, N
additional information Collier County may request, clarification of proposer information,
public comments, and/or additional credit information.
9. Once the individual ranking has been completed, the Procurement professional will direct
selection committee members to read their individual ranking publically. The Procurement a.
professional will record individual rankings on the Final Ranking Sheet which will u_
mathematically compile into an overall selection committee rank of proposers.
10. In any of the selection committee meeting deliberations, by consensus, members may
request to invite proposers in to clarify their proposals, ask for additional information, o
present materials, interview, ask questions, etc. The members may consider any and all
information obtained through this method in formulating their individual ranking and
subsequent selection committee overall ranking and final ranking. V.
11.The selection committee's overall rank of firms in order of preference (from highest
beginning with a rank of one (1) to the lowest)will be discussed and reviewed by the
Procurement Strategist. By final consensus, and having used all information presented
(proposal, presentation, references, etc.), the selection committee members will create a Tts
final ranking and staff will subsequently enter into negotiations. Award of the contract is c
dependent upon the successful and full execution of a mutually agreed contract, pending
the final approval by the Board of County Commissioners.
The County reserves the right to withdraw this RFP at any time and for any reason, and to issue
such clarifications, modifications, and/or amendments as it may deem appropriate.
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Receipt of a proposal by the County or a submission of a proposal to the County offers no rights
upon the Vendor nor obligates the County in any manner. Q
Acceptance of the proposal does not guarantee issuance of any other governmental approvals.
Proposals which include provisions requiring the granting of zoning variances shall not be
considered.
10. References
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The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
11. Proposal Selection Committee and Evaluation Factors
The County Manager shall appoint a Selection Committee to review all proposals submitted. The
factors to be considered in the evaluation of proposal responses are listed below.
Tab II, Overview of Experience and Project Team 25 Points
Tab III, Business Plan 30 Points
Tab IV, Cost of Services to the County 25 Points
Tab V, References 10 Points J
Local Vendor Preference 10 Points
TOTAL 100 Points
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Tie Breaker: In the event of a tie, both in individual scoring and in final ranking, the firm with
the lowest paid dollars by Collier County to the vendor (as obtained from the County's financial
system)within the last five (5) years will receive the higher individual ranking. If there is a multiple M
firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall
receive the higher ranking, the firm with the next lowest volume of work shall receive the next
highest ranking and so on.
12. Acceptance or Rejection of Proposals o_
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The right is reserved by the County to waive any irregularities in any proposal, to reject any or all
proposals, to re-solicit for proposals, if desired, and upon recommendation and justification by 3
Collier County to accept the proposal which in the judgment of the County is deemed the most c
advantageous for the public and the County of Collier. U)
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Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind,
may be cause for rejection. In the event of default of the successful Vendor, or their refusal to N
enter into the Collier County contract, the County reserves the right to accept the proposal of any
other Vendor or to re-advertise using the same or revised documentation, at its sole discretion.
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Exhibit III: Collier County Purchase Order Terms and Conditions
1. Offer and to comply with all carrier
This offer is subject to cancellation by the regulations. Risk of loss of any goods
COUNTY without notice if not accepted by sold hereunder shall transfer to the
VENDOR within fourteen (14) days of COUNTY at the time and place of
issuance. delivery; provided that risk of loss prior
to actual receipt of the goods by the
2. Acceptance and Confirmation COUNTY nonetheless remain with
This Purchase Order (including all VENDOR.
documents attached to or referenced b) No charges will be paid by the COUNTY
therein) constitutes the entire agreement for packing, crating or cartage unless
between the parties, unless otherwise otherwise specifically stated in this
specifically noted by the COUNTY on the Purchase Order. Unless otherwise N
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face of this Purchase Order. Each delivery provided in Purchase Order, no invoices c
of goods and/or services received by the shall be issued nor payments made ea
COUNTY from VENDOR shall be deemed to prior to delivery. Unless freight and O
be upon the terms and conditions contained other charges are itemized, any N.
in this Purchase Order. discount will be taken on the full amount r'
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of invoice. (.1
No additional terms may be added and c) All shipments of goods scheduled on the co
Purchase Order may not be changed except same day via the same route must be i
by written instrument executed by the consolidated. Each shipping container o
COUNTY. VENDOR is deemed to be on must be consecutively numbered and a,
notice that the COUNTY objects to any marked to show this Purchase Order u-
additional or different terms and conditions number. The container and Purchase cp
contained in any acknowledgment, invoice Order numbers must be indicated on bill 3
or other communication from VENDOR, of lading. Packing slips must show
notwithstanding the COUNTY'S acceptance Purchase Order number and must be
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or payment for any delivery of goods and/or included on each package of less than m
services, or any similar act by VENDOR. container load (LCL) shipments and/or c
with each car load of equipment. The `L°
3. Inspection COUNTY reserves the right to refuse or tn
All goods and/or services delivered return any shipment or equipment at
hereunder shall be received subject to the VENDOR'S expense that is not marked
COUNTY'S inspection and approval and with Purchase Order numbers. Ta
payment therefore shall not constitute VENDOR agrees to declare to the a
acceptance. All payments are subject to carrier the value of any shipment made '
adjustment for shortage or rejection. All under this Purchase Order and the full u)
defective or nonconforming goods will be invoice value of such shipment. cc?
returned pursuant to VENDOR'S instruction d) All invoices must contain the Purchase ,--
at VENDOR'S expense. Order number and any other specific c
information as identified on the a)
To the extent that a purchase order requires Purchase Order. Discounts of prompt E
a series of performances by VENDOR, the payment will be computed from the date 0
COUNTY prospectively reserves the right to of receipt of goods or from date of Q
cancel the entire remainder of the Purchase receipt of invoices, whichever is later.
Order if goods and/or services provided Payment will be made upon receipt of a
early in the term of the Purchase Order are proper invoice and in compliance with
non-conforming or otherwise rejected by the Chapter 218, Fla. Stats., otherwise
COUNTY. known as the "Local Government
4. Shipping and Invoices Prompt Payment Act," and, pursuant to
a) All goods are FOB destination and must the Board of County Commissioners
be suitably packed and prepared to Purchasing Policy.
secure the lowest transportation rates
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5. Time Is Of the Essence and transportation shall conform to all
Time for delivery of goods or performance of applicable laws, including but not limited to
services under this Purchase Order is of the the Occupational Health and Safety Act, the
essence. Failure of VENDOR to meet Federal Transportation Act and the Fair
delivery schedules or deliver within a Labor Standards Act, as well as any law or
reasonable time, as interpreted by the regulation noted on the face of the Purchase
COUNTY in its sole judgment, shall entitle Order.
the COUNTY to seek all remedies available
to it at law or in equity. VENDOR agrees to 9. Advertising
reimburse the COUNTY for any expenses No VENDOR providing goods and services
incurred in enforcing its rights. VENDOR to the COUNTY shall advertise the fact that
further agrees that undiscovered delivery of it has contracted with the COUNTY for J
nonconforming goods and/or services is not goods and/or services, or appropriate or
a waiver of the COUNTY'S right to insist make use of the COUNTY'S name or other 0
upon further compliance with all identifying marks or property without the
specifications. prior written consent of the COUNTY'S as
Purchasing Department. CJ
6. Changes r..
The COUNTY may at any time and by M
written notice make changes to drawings 10. Indemnification ;'1.
and specifications, shipping instructions, VENDOR shall indemnify and hold harmless to
quantities and delivery schedules within the the COUNTY from any and all claims, n
general scope of this Purchase Order. including claims of negligence, costs and c
Should any such change increase or expenses, including but not limited to n,
decrease the cost of, or the time required for attorneys' fees, arising from, caused by or
performance of the Purchase Order, an related to the injury or death of any person L
equitable adjustment in the price and/or (including but not limited to employees and as
0 delivery schedule will be negotiated by the agents of VENDOR in the performance of46
COUNTY and VENDOR. Notwithstanding their duties or otherwise), or damage to r
the foregoing, VENDOR has an affirmative property (including property of the COUNTY as
obligation to give notice if the changes will or other persons), which arise out of or are c
decrease costs. Any claims for adjustment incident to the goods and/or services to be 'i
by VENDOR must be made within thirty(30) provided hereunder. (n
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days from the date the change is ordered or Q
within such additional period of time as may 11. Warranty of Non-Infringement ..
be agreed upon by the parties. VENDOR represents and warrants that all
goods sold or services performed under this a
7. Warranties Purchase Order are: a) in compliance with
to
VENDOR expressly warrants that the goods applicable laws; b) do not infringe any co
and/or services covered by this Purchase patent, trademark, copyright or trade secret; to
Order will conform to the specifications, and c)do not constitute unfair competition. `°
drawings, samples or other descriptions r
furnished or specified by the COUNTY, and VENDOR shall indemnify and hold harmless
will be of satisfactory material and quality the COUNTY from and against any and all
production, free from defects and sufficient claims, including claims of negligence, costs
for the purpose intended. Goods shall be and expense, including but not limited to Q
delivered free from any security interest or attorneys' fees, which arise from any claim,
other lien, encumbrance or claim of any third suit or proceeding alleging that the
party. These warranties shall survive COUNTY'S use of the goods and/or
inspection, acceptance, passage of title and services provided under this Purchase Order
payment by the COUNTY. are inconsistent with VENDOR'S
representations and warranties in section 11
8. Statutory Conformity (a).
Goods and services provided pursuant to
this Purchase Order, and their production
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If any claim which arises from VENDOR'S beyond their control, including, but without
breach of section 11 (a) has occurred, or is limitation to war, strikes, civil disturbances
likely to occur, VENDOR may, at the and acts of nature. When VENDOR has
COUNTY'S option, procure for the COUNTY knowledge of any actual or potential force
the right to continue using the goods or majeure or other conditions which will delay
services, or replace or modify the goods or or threatens to delay timely performance of
services so that they become non-infringing, this Purchase Order, VENDOR shall
(without any material degradation in immediately give notice thereof, including all
performance, quality, functionality or relevant information with respects to what
additional cost to the COUNTY). steps VENDOR is taking to complete
delivery of the goods and/or services to the
12. Insurance Requirements COUNTY. 0
The VENDOR, at its sole expense, shall
provide commercial insurance of such type 15. Assignment
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and with such terms and limits as may be VENDOR may not assign this Purchase
reasonably associated with the Purchase Order, nor any money due or to become due ii
Order. Providing and maintaining adequate without the prior written consent of the 0
insurance coverage is a material obligation COUNTY. Any assignment made without 1-.-
of
of the VENDOR. All insurance policies shall such consent shall be deemed void. M
be executed through insurers authorized or N
eligible to write policies in the State of 16. Taxes cc
Florida. Goods and services procured subject to this i
Purchase Order are exempt from Florida c
13. Compliance with Laws sales and use tax on real property, transient a
In fulfilling the terms of this Purchase Order, rental property rented, tangible personal LL
VENDOR agrees that it will comply with all purchased or rented, or services purchased E
federal, state, and local laws, rules, codes, (Florida Statutes, Chapter 212), and from 3
and ordinances that are applicable to the federal excise tax. Z.
conduct of its business. By way of non- C
exhaustive example, this shall include the 17. Annual Appropriations 0
American with Disabilities Act and all The COUNTY'S performance and obligation c
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prohibitions against discrimination on the to pay under this Purchase Order shall be
basis of race, religion, sex creed, national contingent upon an annual appropriation of N
origin, handicap, marital status, or veterans' funds. Q
status. Further, VENDOR acknowledges
and without exception or stipulation shall be 18. Termination .a
fully responsible for complying with the This Purchase Order may be terminated at a
provisions of the Immigration Reform and any time by the COUNTY upon 30 days
Control Act of 1986 as located at 8 U.S.C. prior written notice to the VENDOR. This co
1324, et seq. and regulations relating Purchase Order may be terminated u.+
thereto, as either may be amended. Failure immediately by the COUNTY for breach by Co
by the awarded firm(s) to comply with the VENDOR of the terms and conditions of this c:
laws referenced herein shall constitute a Purchase Order, provided that COUNTY has m
breach of the award agreement and the provided VENDOR with notice of such E
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County shall have the discretion to breach and VENDOR has failed to cure 0
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unilaterally terminate said agreement within 10 days of receipt of such notice. 1
immediately. Any breach of this provision
may be regarded by the COUNTY as a 19. General
material and substantial breach of the a) This Purchase Order shall be governed
contract arising from this Purchase Order. by the laws of the State of Florida. The
venue for any action brought to
14. Force Majeure specifically enforce any of the terms and
Neither the COUNTY nor VENDOR shall be conditions of this Purchase Order shall
responsible for any delay or failure in be the Twentieth Judicial Circuit in and
performance resulting from any cause for Collier County, Florida
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b) Failure of the COUNTY to act associated with this Purchase Order in
immediately in response to a breach of accordance with Florida Statute Chapter
this Purchase Order by VENDOR shall 112.061, Per Diem and Travel
not constitute a waiver of breach. Expenses for Public Officers, employees
Waiver of the COUNTY by any default and authorized persons.
by VENDOR hereunder shall not be e) In the event of any conflict between or
deemed a waiver of any subsequent among the terms of any Contract
default by VENDOR. Documents related to this Purchase
c) All notices under this Purchase Order Order, the terms of the Contract
shall be sent to the respective Documents shall take precedence over
addresses on the face page by certified the terms of the Purchase Order. To the
mail, return receipt requested, by extent any terms and /or conditions of J
overnight courier service, or by personal this Purchase Order duplicate or overlap
delivery and will be deemed effective the Terms and Conditions of the
upon receipt. Postage, delivery and Contract Documents, the provisions of
other charges shall be paid by the the Terms and/or Conditions that are
sender. A party may change its address most favorable to the County and/or 0
for notice by written notice complying provide the greatest protection to the
with the requirements of this section. County shall govern. M
d) The Vendor agrees to reimbursement of
any travel expenses that may be
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16.F.5.b
Exhibit IV: Additional Terms and Conditions for RFP
1. Insurance Requirements
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in the Insurance and
Bonding attachment of this solicitation. The Vendor shall procure and maintain property insurance
upon the entire project, if required, to the full insurable value of the scope of work.
The County and the Vendor waive against each other and the County's separate Vendors,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to the
proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors
and shall require each of them to include similar waivers in their contracts.
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Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
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Certificates issued as a result of the award of this solicitation must identify"For any and all work
performed on behalf of Collier County." co
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this
solicitation and shall contain a severability of interests provisions. a
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Collier County Board of County Commissioners shall be named as the Certificate Holder. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County. The
"Certificate Holder" should read as follows: in
Collier County
Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set forth
in the Insurance and Bonding attachment, with the use of Insurance Services Office (ISO)forms and a
endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under
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any of the below listed minimum required coverage, Vendor must identify on the Certificate of
Insurance the nature and amount of such self- insured retentions or deductibles and provide
satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or
deductibles will be Vendor's sole responsibility.
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Coverage(s) shall be maintained without interruption from the date of commencement of the Work
until the date of completion and acceptance of the scope of work by the County or as specified in this a
solicitation, whichever is longer.
The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also
notify the County, in a like manner, within twenty-four(24) hours after receipt, of any notices of
expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor
from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide
notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor
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hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full
j extent permitted under such policy.
Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County
may terminate the Agreement or at its sole discretion shall be authorized to purchase such
coverage(s)and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the
County for such costs within thirty(30)days after demand, the County has the right to offset these
costs from any amount due Vendor under this Agreement or any other agreement between the
County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it
be responsible for the coverage(s) purchased or the insurance company or companies used. The
decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a
waiver of any of its rights under the Contract Documents. _
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If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the
scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of ch
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of
73
the Vendor to provide the County with such renewal certificate(s) shall be considered justification for c
the County to terminate any and all contracts.
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2. Offer Extended to Other Governmental Entities N
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Collier County encourages and agrees to the successful vendor extending the pricing, terms and �,
conditions of this solicitation or resultant contract to other governmental entities at the discretion of
the successful vendor. a
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3. Additional Items and/or Services a>
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( Additional items and / or services may be added to the resultant contract, or purchase order, in o
compliance with the Procurement Ordinance. U)
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4. County's Right to Inspect Ca
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The County or its authorized Agent shall have the right to inspect the Vendor's facilities/project site a
during and after each work assignment the Vendor is performing.
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5. Vendor Performance Evaluation e1
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The County has implemented a Vendor Performance Evaluation System for all contracts awarded in co
excess of $25,000. To this end, vendors will be evaluated on their performance upon
completion/termination of this Agreement.
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6. Additional Terms and Conditions of Contract .�E
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Collier County has developed standard contracts/agreements, approved by the Board of County Q
Commissioners (BCC). The selected Vendor shall be required to sign a standard Collier County
contract within twenty one (21) days of Notice of Selection for Award.
The resultant contract(s) may include purchase or work orders issued under one, or any combination
of price methodologies by the County's project manager:
Lump Sum (Fixed Price): a firm fixed total price offering for a project; the risks are transferred
from the County to the contractor; and, as a business practice there are no hourly or material
I Aim,
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1 6.F.5.b
invoices presented, rather, the contractor must perform to the satisfaction of the County's project
manager before payment for the fixed price contract is authorized.
Time and Materials: the County agrees to pay the contractor for the amount of labor time spent
by the contractor's employees and subcontractors to perform the work (number of hours times
hourly rate), and for materials and equipment used in the project (cost of materials plus the
contractor's mark up). This methodology is generally used in projects in which it is not possible to
accurately estimate the size of the project, or when it is expected that the project requirements
would most likely change. As a general business practice, these contracts include back-up
documentation of costs; invoices would include number of hours worked and billing rate by
position (and not company (or subcontractor)timekeeping or payroll records), material or
equipment invoices, and other reimbursable documentation for the project.
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Unit Price: the County agrees to pay a firm total fixed price (inclusive of all costs, including labor,
materials, equipment, overhead, etc.)for a repetitive product or service delivered (i.e. installation
price per ton, delivery price per package or carton, etc.). The invoice must identify the unit price
and the number of units received (no contractor inventory or cost verification required).
The County reserves the right to include in any contract document such terms and conditions, as it
deems necessary for the proper protection of the rights of Collier County. A sample copy of this N
contract is available upon request. The County will not be obligated to sign any contracts,
maintenance and/or service agreements or other documents provided by the Vendor.
The County's project manager, shall coordinate with the Vendor/Contractor the return of any surplus a
assets, including materials, supplies, and equipment associated with the scope or work. u_
ccr7. Payment Method
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include: co
• Purchase Order Number
• Description and quantities of the goods or services provided per instructions on the County's a
purchase order or contract.
Invoices shall be sent to: c
Board of County Commissioners
Clerk's Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk(t�collierclerk.com. a
Collier County, in its sole discretion, will determine the method of payment for goods and/or services
as part of this agreement.
Payment methods include:
• Traditional — payment by check, wire transfer or other cash equivalent.
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• Standard —payment by purchasing card. Collier County's Purchasing Card Program is
supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is
cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of
using the County's credit card for transactions relating to this solicitation. The County will entertain
bids clearly stating pricing for standard payment methods. An additional separate discounted price
for traditional payments may be provided at the initial bid submittal if it is clearly marked as an
"Additional Cash Discount."
Upon execution of the Contract and completion of each month's work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that
prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for J
payment without prior approval from the Project manager. All invoices should be submitted within
the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.) 0
Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment)
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unless specifically authorized by the Project Manager. C
Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt M
and approval of invoices submitted on the date of services or within six (6) months after completion
of contract. Any untimely submission of invoices beyond the specified deadline period is subject to cc
non-payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of t
the essence with respect to the timely submission of invoices under this agreement. o
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In instances where the successful contractor may owe debts (including, but not limited to taxes or u_
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy F.
these debts, the County reserves the right to off-set the amount owed to the County by applying the 3
co amount owed to the vendor or contractor for services performed of for materials delivered in o
association with a contract. cn
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Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the L
Finance Division for payment. Payment will be made upon receipt of proper invoice and in y
compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt
Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of .�
any payment for work not performed or for unsatisfactory performance of Contractual requirements. 71
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8. Environmental Health and Safety
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All Vendors and Sub vendors performing service for Collier County are required and shall comply up
with all Occupational Safety and Health Administration (OSHA), State and County Safety and r
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub c
vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that s
may cause injury or damage to any persons or property within and around the work site. All firewall
penetrations must be protected in order to meet Fire Codes. Q
Collier County Government has authorized OSHA representatives to enter any Collier County facility,
property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This
provision is non-negotiable by any department and/or Vendor.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer.
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All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE
Protective labels.
9. Licenses
The Vendor is required to possess the correct Business Tax Receipt, professional license, and any
other authorizations necessary to carry out and perform the work required by the project pursuant to
all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any
kind. Additionally, copies of the required licenses must be submitted with the proposal
response indicating that the entity proposing, as well as the team assigned to the County
account, is properly licensed to perform the activities or work included in the contract
documents. Failure on the part of any Vendor to submit the required documentation may be
grounds to deem Vendor non-responsive. A Vendor, with an office within Collier County is also
required to have an occupational license.
All State Certified contractors who may need to pull Collier County permits or call in inspections must
complete a Collier County Contractor License registration form and submit the required fee. After
registering the license/registration will need to be renewed thereafter to remain "active" in Collier a
County.
If you have questions regarding professional licenses contact the Contractor Licensing, Community Co
Development and Environmental Services at(239) 252-2431, 252-2432 or 252-2909. Questions tr)
regarding required occupational licenses, please contact the Tax Collector's Office at (239) 252- c
2477.
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10. Principals/Collusion a)
By submission of this Proposal the undersigned, as Vendor, does declare that the only person or A
persons interested in this Proposal as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this Proposal or in the contract to be entered into;
that this Proposal is made without connection with any person, company or parties making a
Proposal, and that it is in all respects fair and in good faith without collusion or fraud.
11. Relation of County
It is the intent of the parties hereto that the Vendor shall be legally considered an independent e!
Vendor, and that neither the Vendor nor their employees shall, under any circumstances, be
considered employees or agents of the County, and that the County shall be at no time legally
responsible for any negligence on the part of said Vendor, their employees or agents, resulting in
either bodily or personal injury or property damage to any individual, firm, or corporation.
12. Termination -C
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Should the Contractor be found to have failed to perform services in a manner satisfactory to the a
County, the County may terminate this Agreement immediately for cause; further the County may
terminate this Agreement for convenience with a thirty(30) day written notice. The County shall be
sole judge of non-performance. In the event that the award of this solicitation is made by the
Procurement Services Director, the award and any resultant purchase orders may be terminated at
any time by the County upon thirty(30) days written notice to the awarded vendor(s) pursuant to the
Board's Procurement Ordinance.
16-6666—Quality Assurance Software
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I6.F.S.b
13. Lobbying
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be
lobbied, either individually or collectively about a project for which a firm has submitted a Proposal.
Firms and their agents are not to contact members of the County Commission for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to
final Board approval, no firm or their agent shall contact any other employee of Collier County in
reference to this Proposal, with the exception of the Procurement Director or his designee(s). Failure
to abide by this provision may serve as grounds for disqualification for award of this contract to the
firm.
14. Public Records Compliance J
-J
Florida Public Records Law Chapter 119, including specifically those contractual requirements in u)
119.0701(2)(a)-(b) as follows: r
-ii
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER d
119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS M
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: N
Communication and Customer Relations Division
3299 Tamiami Trail East, Suite 102up
Naples, FL 34112-5746 a
Telephone: (239) 252-8383 u.
a)
The Contractor must specifically comply with the Florida Public Records Law to: 3
0 1. Keep and maintain public records required by the public agency to perform the service.
2. Upon request from the public agency's custodian of public records, provide the public agency Cl)
with a copy of the requested records or allow the records to be inspected or copied within a c
reasonable time at a cost that does not exceed the cost provided in this chapter or as I°
otherwise provided by law. N
3. Ensure that public records that are exempt or confidential and exempt from public records Q
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 :i Tu
records to the public agency. Ci
4. Upon completion of the contract, transfer, at no cost, to the public agency all public records u),
in possession of the Contractor or keep and maintain public records required by the publicto
agency to perform the service. If the Contractor transfers all public records to the public
co
agency upon completion of the contract, the Contractor shall destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure c
requirements. If the Contractor keeps and maintains public records upon completion of the E
contract, the Contractor shall meet all applicable requirements for retaining public records. 0
All records stored electronically must be provided to the public agency, upon request from .4-Li
the public agency's custodian of public records, in a format that is compatible with the
information technology systems of the public agency.
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501)
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A
16-6666-Quality Assurance Software
R F P_N o n_C C N AT e m p l a te_06132016
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1 Packet Pg. 1577
16.F.5.b
copy of the document may be submitted with the solicitation response and the document number
shall be identified. Firms who do not provide the certificate of authority at the time of response shall
be required to provide same within five (5) days upon notification of selection for award. If the firm
cannot provide the document within the referenced timeframe, the County reserves the right to award
to another firm.
16. Single Proposal
Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as
a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub-
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this
requirement will be deemed non-responsive and rejected from further consideration.
17. Survivability
a
Bids (ITBs/RFPs): The Consultant/Contractor/Vendor agrees that any Work Order/Purchase Order
that extends beyond the expiration date of Solicitation 16-6666 resultant of this solicitation will survive N
and remain subject to the terms and conditions of that Agreement until the completion or termination
of any Work Order/Purchase Order.
18. Protest Procedures a.
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Any prospective vendor/ proposer who desires to protest any aspect(s) or provision(s) of the
solicitation (including the form of the solicitation documents or procedures)shall file their protest with
the Procurement Director prior to the time of the bid opening strictly in accordance with the County's
then current Procurement Ordinance and policies. cn
The Board of County Commissioners will make award of contract in public session. Award
recommendations will be posted outside the offices of the Procurement Services Division on N
Wednesdays and Thursdays. Any actual or prospective respondent who desires to formally protest
the recommended contract award must file a notice of intent to protest with the Procurement Director
within two (2)calendar days (excluding weekends and County holidays) of the date that the
recommended award is posted. c�
Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be uu
given instructions as to the form and content requirements of the formal protest. A copy of the
"Protest Policy" is available at the office of the Procurement Director.
19. Public Entity Crime
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or
services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity
for the construction or repair of a public building or public work; may not submit bids, proposals, or
replies on leases of real property to a public entity; may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not
transact business with any public entity in excess of the threshold amount provided in s. 287.017 for
CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
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1 6.F.5.b
20. Security and Background Checks
The Contractor is required to comply with County Ordinance 2004-52, as amended. Background
checks are valid for five (5)years and the Contractor shall be responsible for all associated costs. If
required, Contractor shall be responsible for the costs of providing background checks by the Collier
County Facilities Management Division for all employees that shall provide services to the County
under this Agreement. This may include, but not be limited to, checking federal, state and local law
enforcement records, including a state and FBI fingerprint check, credit reports, education, residence
and employment verifications and other related records. Contractor shall be required to maintain
records on each employee and make them available to the County for at least four(4) years.
All of Contractor's employees and subcontractors must wear Collier County Government
Identification badges at all times while performing services on County facilities and properties.
Contractor ID badges are valid for one(1)year from the date of issuance and can be renewed each
year at no cost to the Contractor during the time period in which their background check is valid, as
discussed below. All technicians shall have on their shirts the name of the contractor's business. =
0
The Contractor shall immediately notify the Collier County Facilities Management Division via e-mail M
(DL-FMOPS(colliergov.net)whenever an employee assigned to Collier County separates from their el
employment. This notification is critical to ensure the continued security of Collier County facilities
and systems. Failure to notify within four(4) hours of separation may result in a deduction of$500in
per incident. o
a.
CCSO requires separate fingerprinting prior to work being performed in any of their locations. This
ce
will be coordinated upon award of the contract. If there are additional fees for this process, the w
vendor is responsible for all costs. its
0
V 21. Conflict of Interest N
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Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP L
document. Disclosure of any potential or actual conflict of interest is subject to County staff review y
and does not in and of itself disqualify a firm from consideration. These disclosures are intended to a
identify and or preclude conflict of interest situations during contract selection and execution. ..
c
22. Prohibition of Gifts to County Employees C
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, to
service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida to
u?
Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. r
Violation of this provision may result in one or more of the following consequences: a. Prohibition by
the individual, firm, and/or any employee of the firm from contact with County staff for a specified t
period of time; b. Prohibition by the individual and/or firm from doing business with the County for a a
specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c.
immediate termination of any contract held by the individual and/or firm for cause.
23. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States.
I 404
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1 6.F.5.b
The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland
Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-
based means of verifying employment eligibility of workers in the United States; it is not a substitute
for any other employment eligibility verification requirements. The program will be used for Collier
County formal Invitations to Bid (ITB)and Request for Proposals (RFP) including professional
services and construction services.
Exceptions to the program:
• Commodity based procurement where no services are provided.
• Where the requirement for the affidavit is waived by the Board of County Commissioners
Vendors / Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of
their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable ci
16.F.5.b
County's tax base, and residency of employees and principals of the business within Collier County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or
proposal to be eligible for consideration as a "local business" under this section. A vendor who
misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will
lose the privilege to claim Local Preference status for a period of up to one year.
Under this solicitation proposers desiring to receive local preference will be invited and required to
affirmatively state and provide documentation as set forth in the solicitation in support of their
status as a local business. Any proposer who fails to submit sufficient documentation with their
proposal offer shall not be granted local preference consideration for the purposes of that specific
contract award. Except where federal or state law, or any other funding source, mandates to the
contrary, Collier County and its agencies and instrumentalities, will give preference to local
businesses in the following manner.
U
For all purchases of commodities and services procured through a competitive proposal process
and not otherwise exempt from this local preference section, the solicitation shall include a
weighted criterion for local preference that equals 10 percent of the total points in the evaluation
criteria published in the solicitation. Purchases of professional services as defined and identified
under subsection 11B.2 (which are subject to Section 287.055, F.S.) and subsection 11 B.3 (which a
are subject to Section 11.45, F.S.) shall not be subject to this local preference section.
(NI
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status
as a Local Business which is included as part of this solicitation. Lr)
Failure on the part of a vendor to submit this Affidavit with their proposal response will a
preclude said Vendor from being considered for local preference under this solicitation.
a)
A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to
the County will lose the privilege to claim Local Preference status for a period of up to one year. cn
C.)
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16-6666—Quality Assurance Software
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1 6.F.5.b
Coi'l ler County
Administrative Services Department
Procurement Services Division
Attachment 1: Vendor's Non-Response Statement
The sole intent of the Collier County Procurement Services Division is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons for prospective
Vendors not wishing to respond to this solicitation. If your firm is not responding to this RFP, please
indicate the reason(s) by checking the item(s) listed below and return this form via email or fax, noted on
the cover page, or mail to Collier County Government, Procurement Services Division, 3327
Tamiami Trail E, Naples, FL 34112. ci
J
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We are not responding to Solicitation 16-6666—Quality Assurance Software, for the following
reason(s):
❑ Services requested not available through our company.
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❑ Our firm could not meet specifications/scope of work.
❑ Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.)
❑ Project is too small. a.
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❑ Insufficient time allowed for preparation of response.
LJ Incorrect address used. Please correct mailing address:
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❑ Other reason(s):
Tcs
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Name of Firm:
Address:
E
City, State, Zip:
Telephone:
Email:
Representative Signature:
Representative Name: Date
16-6666—Quality Assurance Software
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16.F.5.b
Cdi er County
Administrative Services Department
Procurement Services avisior
Attachment 2: Vendor Check List
IMPORTANT: THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces
indicated and return with your Proposal. Vendor should check off each of the following items as the
necessary action is completed:
❑ The Proposal has been signed.
U
❑ All applicable forms have been signed and included, along with licenses to complete the -'
J
requirements of the project.
E Any addenda have been signed and included.
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❑ The mailing envelope has been addressed to: M
Collier County Government N
Procurement Services Division
cc
3327 Tamiami Trail E
Naples FL 34112 0
Attn: Adam Northrup, Procurement Strategist a
u_
❑ The mailing envelope must be sealed and marked with Solicitation 16-6666-Quality
Assurance Software and 07/08/2016; 3:00PM.
❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date in
and time. (Otherwise Proposal cannot be considered.) c
❑ If submitting a manual bid, include any addenda (initialed and dated noting understanding and
receipt). If submitting bid electronically, bidder will need to download all related documents on
www.colliergov.net/bid. The system will date and time stamp when the addendum files were
downloaded.
ALL COURIER-DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET. o
Name of Firm:
Address: .c
E
City, State, Zip: a
Telephone:
Email:
Representative Signature:
Representative Name: Date
16-6666—Quality Assurance Software
RF P_Non_CCNATem pl ate_06132016
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16.F.5.b
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Caber County
Administrative Services Department
Procurement Services Division
Attachment 3: Conflict of Interest Affidavit
The Consultant certifies that, to the best of its knowledge and belief, the past and current work on any
Collier County project affiliated with: Quality Assurance Software does not pose an organizational conflict
as described by one of the three categories below:
Biased ground rules—The firm has not set the "ground rules"for affiliated past or current Collier
County project identified above (e.g., writing a procurement's statement of work, specifications, or
performing systems engineering and technical direction for the procurement)which appears to skew ES-
the competition in favor of my firm.
Impaired objectivity—The firm has not performed work on an affiliated past or current Collier
County project identified above to evaluate proposals/ past performance of itself or a competitor,
which calls into question the contractor's ability to render impartial advice to the government.
Unequal access to information —The firm has not had access to nonpublic information as part of a
its performance of a Collier County project identified above which may have provided the contractor
(or an affiliate)with an unfair competitive advantage in current or future solicitations and contracts.
In addition to this signed affidavit, the contractor/consultant must provide the following:
1. All documents produced as a result of the work completed in the past or currently being worked
on for the above mentioned project; and, a
2. Indicate if the information produced was obtained as a matter of public record (in the "sunshine") u_
or through non-public (not in the "sunshine") conversation (s), meeting(s), document(s) and/or
other means.
3. Failure to disclose all material or having an organizational conflict in one or more of the three
categories above be identified, may result in the disqualification for future solicitations affiliated
with the above referenced project(s).
By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that,
to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned a
interest or activity (financial, contractual, organizational, or otherwise)which relates to the project
identified above has been fully disclosed and does not pose an organizational conflict. cc
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Firm:
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Signature and Date: `°c
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Print Name:
m
Title of Signatory:
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State of County of a
SUBSCRIBED AND SWORN to before me this day of , 20
by , who is personally known to me to be the
for the Firm, OR who produced the following identification
•
Notary Public Commission Expiration
16-6666—Quality Assurance Software
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Packet Pg. 1584
16.F.5.b
Colder County
Administrative Services Department
Procurement Services Division
Attachment 4: Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
v
RE: Solicitation: 16-6666—Quality Assurance Software
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Dear Commissioners:
cts
The undersigned, as Vendor declares that this proposal is made without connection or arrangement with a
any other person and this proposal is in every respect fair and made in good faith, without collusion or M
fraud. N
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The Contractor agrees, if this proposal is accepted, to execute a Collier County document for the .-
purpose of establishing a formal contractual relationship between the firm and Collier County, for the c
performance of all requirements to which the proposal pertains. The Consultant states that the proposal a
is based upon the proposal documents listed by the above referenced CCNA Solicitation. Further, the u_
consultant agrees that if awarded a contract for these services, the consultant will not be eligible a)
to compete, submit a proposal, be awarded, or perform as a sub-consultant for any future design 3
associated with work that is a result of this awarded contract. o
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(Proposal Continued on Next Page) `�
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1 34
Packet Pg. 1585
s
I6.F.5.b
PROPOSAL CONTINUED
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of , 20
in the County of , in the State of
Firm's Legal Name:
Address:
City, State, Zip Code:
Florida Certificate of
Authority Document Number:
Federal Tax Identification
Number
CCR# or CAGE Code
Telephone: Tts
FAX: ••
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Signature by:
(Typed and written) �p
Title:
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Additional Contact Information
LL
Send payments to: cc
(required if different from above) Company name used as payee
Contact name:
Title:
Address: c=o
City, State,ZIP N
Telephone:
FAX: a
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Email: ca
CZ/
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Office servicing Collier
County to place orders m
(required if different from above) E
Contact name: -c
CO
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Title:
Address:
City,State,ZIP
Telephone: Email
16-6666—Quality Assurance Software
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1 6.F.5.b
Collier County
Administrative Services Department
Procurement Services Division
Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: 16-6666—Quality Assurance Software (Check Appropriate Boxes Below)
State of Florida(Select County if Vendor is described as a Local Business
❑ Collier County
❑ Lee County
Vendor affirms that it is a local business as defined by the Procurement Ordinance of the Collier County Board of
County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Procurement
Ordinance: —I
cn
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector
for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the
business with a permanent physical business address located within the limits of Collier County from which the
vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office d
Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or
other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition
to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic N
development and well-being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, u.)
and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing c
their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a.
a"local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a
proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to
one year. f°
Vendor must complete the following information: in
Year Business Established in ['Collier County or ❑ Lee County:
v
Number of Employees(Including Owner(s)or Corporate Officers): 1-
N
Number of Employees Living in ❑ Collier County or❑ Lee(Including Owner(s)or Corporate Officers):
If requested by the County, vendor will be required to provide documentation substantiating the information given in
this affidavit. Failure to do so will result in vendor's submission being deemed not applicable. a
c.
Vendor Name: Date: tD
Collier or Lee County Address:
Signature: Title:
w
STATE OF FLORIDA t
❑ COLLIER COUNTY ❑ LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of
, 20
Notary Public
My Commission Expires:
(AFFIX OFFICIAL SEAL)
16-6666—Quality Assurance Software
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I6.F.5.b
7-447,7
Cober County
Administrative Services Department
Procurement Services sion
Attachment 6: Immigration Affidavit Certification
Solicitation: 16-6666—Quality Assurance Software
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with
formal Invitations to Bid (ITB's)and Request for Proposals (RFP)submittals. Further, Vendors/ Bidders are
required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the
submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-
Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the
company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program,
may deem the Vendor/Bidder's proposal as non-responsive. (/)
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized
alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section
274A(e)of the Immigration and Nationality Act("INA"). &
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Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e) M
of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e)of the INA
shall be grounds for unilateral termination of the contract by Collier County. ca
Vendor attests that they are fully compliant with all applicable immigration laws(specifically to the 1986 Immigration to
Act and subsequent Amendment(s))and agrees to comply with the provisions of the Memorandum of a
Understanding with E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System u_
(E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration
at the time of submission of the Vendor's/Bidder's proposal.
Company Name c
cn
Print Name Title
ca
Signature Date ai
-
State ofeo
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County of
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The foregoing instrument was signed and acknowledged before me this day of ,
20_, by
who has produced as identification. +o
(Print or Type Name) (Type of Identification and Number)
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Notary Public Signature
Printed Name of Notary Public
Notary Commission Number/Expiration
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy
of this affidavit to interrogatories hereinafter made.
16-6666—Quality Assurance Software
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16.F.5.b
Collier County
Administrative Services Department
Procurement Services Division
Attachment 7: Vendor Substitute W—9
Request for Taxpayer Identification Number and Certification
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
information for tax reporting purposes from individuals and companies who do business with the County(including
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and
return with your quote or proposal. cj
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1. General Information (provide all information) ur
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Taxpayer Name `..
(as shown on income tax return) c
Business Name d
(if different from taxpayer name) i;;
Address City M
N_
State Zip co
Telephone FAX Email `n
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Order Information Remit/Payment Information 11.
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Address Address m
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C City State Zip City State Zip c
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FAX FAX y
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Email Email c
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2. Company Status (check only one) `z
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_Individual/Sole Proprietor Corporation _Partnership .o
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_Tax Exempt (Federal income tax-exempt entity _Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c)3) Enter the tax classification co
(D=Disregarded Entity, C=Corporation, P=Partnership) m
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3. Taxpayer Identification Number(for tax reporting purposes only) m
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Federal Tax Identification Number(TIN) ci
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(Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.) Q
4. Sign and Date Form
Certification: Under penalties of perjury, l certify that the information shown on this form is correct to my knowledge.
Signature Date
Title Phone Number
IC16-6666—Quality Assurance Software
RFP_Non_CCNATem plate_06132016
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Packet Pg. 1589
16.F.5.b
Caber county
Administrative Services Department
Procurement Services Division
Attachment 8: Insurance and Bonding Requirements
Insurance/Bond Type Required Limits
1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Compensation Statutory Limits and Requirements
2. ® Employer's Liability $100,000 single limit per occurrence
3. ® Commercial General Bodily Injury and Property Damage
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Liability(Occurrence Form) —J
patterned after the current $500,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury
ISO form Liability and Property Damage Liability. This shall include Premises and
Operations; Independent Contractors; Products and Completed Operations
and Contractual Liability
4. ® Indemnification To the maximum extent permitted by Florida law, the M
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages, tO
losses and costs, including, but not limited to, reasonable attorneys'fees and
paralegals'fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the Contractor/Vendor/Consultant or anyone a.
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employed or utilized by the Contractor/Vendor/Consultant in the performance
of this Agreement. This indemnification obligation shall not be construed to m
negate, abridge or reduce any other rights or remedies which otherwise may
be available to an indemnified party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence v�
of Collier County.
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4. ❑Automobile Liability $ Each Occurrence; Bodily Injury&Property Damage,
Owned/Non-owned/Hired; Automobile Included
5. ® Other insurance as ❑ Watercraft $ Per Occurrence Z.
noted: ❑ United States Longshoreman's and Harborworker's Act coverage shall be
maintained where applicable to the completion of the work.
$ Per Occurrence
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❑ Maritime Coverage(Jones Act) shall be maintained where applicable to
the completion of the work.
$ Per Occurrence
® Technology Errors & Omissions $1,000,000 Per Occurrence s
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❑Aircraft Liability coverage shall be carried in limits of not less than a
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement.
$ Per Occurrence
❑ Pollution $ Per Occurrence
❑ Professional Liability $ Per Occurrence
• $ 500,000 each claim and in the aggregate
• $1,000,000 each claim and in the aggregate
• $2,000,000 each claim and in the aggregate
❑ Professional Liability $ per claim and in
Packet Pg. 1590
16.F.5.b
the aggregate
• $1,000,000 per claim and in the aggregate
• $2,000,000 per claim and in the aggregate
❑ Valuable Papers Insurance $ Per Occurrence
❑ Employee Dishonesty/Crime $ Per Occurrence
Including Employee Theft, Funds Transfer Fraud, Include a Joint Loss
Payee endorsement naming Collier County.
6. ❑ Bid bond Shall be submitted with proposal response in the form of certified funds,
cashiers' check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5%of the cost proposal. All
checks shall be made payable to the Collier County Board of County
Commissioners on a bank or trust company located in the State of Florida and
insured by the Federal Deposit Insurance Corporation. -J
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7. ❑ Performance and For projects in excess of$200,000, bonds shall be submitted with the
Payment Bonds executed contract by Proposers receiving award, and written for 100% of the
Contract award amount, the cost borne by the Proposer receiving an award.
The Performance and Payment Bonds shall be underwritten by a surety
authorized to do business in the State of Florida and otherwise acceptable to M
Owner; provided, however, the surety shall be rated as"A-" or better as to
general policy holders rating and Class V or higher rating as to financial size
category and the amount required shall not exceed 5% of the reported policy
to
holders' surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New
York 10038. a.
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8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to
Oak meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance
provisions.
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9. ® Collier County must be named as "ADDITIONAL INSURED"on the Insurance Certificate for Commercial c
General Liability where required.
10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County ,Q
Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance
must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all
work performed on behalf of Collier County. &
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11. ® Thirty(30) Days Cancellation Notice required.
RLC 6/8/2016
Vendor's Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may be required E
within five(5) days of the award of this solicitation. c,
Name of Firm Date
Vendor Signature
Print Name
Insurance Agency
Agent Name Telephone Number
16-6666-Quality Assurance Software
RFP_Non_CCNATem plate_06132016
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Packet Pg. 1591
16.F.5.b
Collier County
Administrative Services Department
Procurement Services Division
Attachment 9: Reference Questionnaire
Solicitation:
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
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Name: Company: J
(Evaluator completing reference questionnaire) (Evaluator's Company completing reference)
Email: FAX: Telephone:
Collier County is implementing a process that collects reference information on firms and their key personnel to be used O
in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as r•
a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the N
best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the
firm/individual again)and 1 representing that you were very unsatisfied (and would never hire the firm/indivdival again). co
If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will
be scored "0." �O
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Project Description: Completion Date:
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Project Budget: Project Number of Days:
Change Orders - Dollars Added :_ _ Change Orders- Days Added: in
Item Citeria Score
1 Ability to manage the project costs(minimize change orders to scope).
2 Ability to maintain project schedule(complete on-time or early). tn
3 Quality of work.
4 Quality of consultative advice provided on the project. C'1
5 Professionalism and ability to manage personnel. co
6 Project administration (completed documents, final invoice, final product turnover; co
invoices; manuals or going forward documentation, etc.) c
7 Ability to verbally communicate and document information clearly and succinctly.
8 Abiltity to manage risks and unexpected project circumstances.
9 Ability to follow contract documents, policies, procedures, rules, regulations, etc.
10 Overall comfort level with hiring the company in the future(customer satisfaction).
TOTAL SCORE OF ALL ITEMS
Please FAX this completed survey to: By
16-6666—Quality Assurance Software
RFP_Non_CCNATemplate_06132016
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