Agenda 12/08/2020 Item #16E 2 (Contract #20-7759R w/Azur Cart & Captioning, LLC)12/08/2020
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to
Azur Cart & Captioning, LLC.
OBJECTIVE: To obtain professional Closed Captioning Services for live broadcasts of the Board of
County Commissioner meetings and other scheduled boardroom meetings.
CONSIDERATIONS: The Communication and Customer Relations Division is responsible for
broadcasting and maintaining Collier TV. Closed Captioning Services are essential for the deaf and
hearing impaired, especially during emergency situations. Collier County’s current contract for Closed
Captioning Services with Aberdeen Captioning, Inc. expires on January 7, 2021.
On June 11, 2020, the Procurement Services Division released notices for Invitation to Bid (ITB) No. 20-
7759R for Closed Captioning Services. Collier County issued notices to 8,890 firms where 47 interested
firms viewed and downloaded the bid information. Six bid responses were received by the due date of
July 13, 2020, as shown below:
Company Name City County State Bid Amount
(per hour)
Responsive/
Responsible
Azur Cart &
Captioning, LLC
Lutz Hillsborough FL $84.00 Yes/Yes
Aberdeen
Captioning, Inc.
Rancho Santa
Margarita
Orange CA $88.88 Yes/Yes
Askin
Captioning, LLC
Midlotthian Ellis TX $90.00
($125.00 for
special
meetings)
No/No
Swagit
productions, LLC
Dallas Dallas TX -0- No/No
National
Captioning
Institute
Dallas Dallas TX -0- No/No
Alternative
Communications
Serv., LLC
Lombard DuPage IL $79.00 Withdrew
Staff reviewed each of the respondents and deemed three bids non-responsive for not submitting the bid
schedule and Alternative Communications Serv., LLC withdrew their bid. All other bidders were deemed
to be responsive and responsible. Staff recommends this ITB be awarded to Azur Cart & Captioning,
LLC, the lowest overall responsive and responsible bidder.
A Purchase Order, with the County’s standard terms and conditions, will be issued for this award. The
award is for three (3) years with two (2) one (1) year renewal options and prices shall remain firm for the
initial term of the award.
FISCAL IMPACT: Historical spend for this service has been approximately $50,000 per year. Funds
have been allocated in the corresponding cost center for this expenditure.
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12/08/2020
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: To award Invitation to Bid No. 20-7759R “Closed Captioning Services,” to
Azur Cart & Captioning, LLC, as recommended above, and authorize staff to issue a standard County
Purchase Order for the procurement set forth above.
Prepared by: Lissett De La Rosa, Operations Supervisor, Communication and Customer Relations
ATTACHMENT(S)
1. 20-7759R Solicitation (PDF)
2. Addendums 1-3 (PDF)
3. 20-7759R Bid Tabulation (PDF)
4. 20-7759R NORA_Executed (PDF)
5. 20-7759R Azur Proposal (PDF)
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12/08/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.2
Doc ID: 14264
Item Summary: Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed
Captioning Services,” to Azur Cart & Captioning, LLC.
Meeting Date: 12/08/2020
Prepared by:
Title: Supervisor - Operations – Communication and Customer Relations
Name: Lissett DeLaRosa
11/19/2020 11:54 AM
Submitted by:
Title: – Communication and Customer Relations
Name: Deborah Curry
11/19/2020 11:54 AM
Approved By:
Review:
Communication and Customer Relations Deborah Curry Additional Reviewer Completed 11/19/2020 12:08 PM
Administrative Services Department Paula Brethauer Level 1 Department Reviewer Completed 11/19/2020 12:24 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/20/2020 8:14 AM
Procurement Services Sue Zimmerman Additional Reviewer Completed 11/20/2020 8:25 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 11/20/2020 8:34 AM
Procurement Services Cynthia McCanna Additional Reviewer Completed 11/20/2020 10:47 AM
Procurement Services Evelyn Colon Additional Reviewer Completed 11/23/2020 10:49 AM
Administrative Services Department Len Price Level 2 Department Head Review Completed 11/24/2020 1:41 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/24/2020 1:50 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 11/24/2020 3:20 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 11/24/2020 4:00 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 11/25/2020 2:21 PM
Board of County Commissioners MaryJo Brock Meeting Pending 12/08/2020 9:00 AM
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
INVITATION TO BID (ITB)
FOR
Closed Captioning Services
SOLICITATION NO.: 20-7759R
CYNTHIA MCCANNA, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8992
Cynthia.McCanna@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format. Any alterations to this
document made by the bidder may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
16.E.2.a
Packet Pg. 3175 Attachment: 20-7759R Solicitation (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to
SOLICITATION PUBLIC NOTICE
INVITATION TO BID (ITB) NUMBER: 20-7759R
PROJECT TITLE: Closed Captioning Services
LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295
TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112
DUE DATE: July 13, 2020 3:00 PM
PLACE OF BID OPENING: Procurement Services Division
Conference Room A
3295 Tamiami Trail East, Bldg. C-2
Naples, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
https://www.bidsync.com/bidsync-cas/
INTRODUCTION
As requested by the Communication & Customer Relations Division (hereinafter, the “Division or Department”), the Collier County
Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter,
“ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and
specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specificat ions or Scope of Work
stated.
Historically, County departments have spent approximately $55,000; however, this may not be indicative of future buying patterns.
BACKGROUND
The Americans with Disabilities Act (ADA) is a federal law enacted in 1990 prohibiting discrimination against disabled indivi duals in
the areas of employment, public services, public accommodations and telecommunications. The Board of Collier County Commissioners
is committed to serving the needs of all of its citizens and visitors, and our goal is to ensure access to information for a diverse audience.
Closed captioning offers a transcript for the audio track of a video presentation that is matched with the video and audio tr acks. Captions
are commonly visually presented over the video, which benefits individuals who are deaf and hard of hearing and anyone who cannot
hear the audio because of loud environments. This service is an essential component to reach all Collier County residents.
TERM OF CONTRACT
The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options.
Prices shall remain firm for the initial term of this contract.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.
The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this
Agreement for up to one hundred eighty (180) da ys. The County Manager, or designee, shall give the Contractor written notice of the
County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in ef fect.
All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply
with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of
delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.
16.E.2.a
Packet Pg. 3176 Attachment: 20-7759R Solicitation (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to
AWARD CRITERIA
ITB award criteria are as follows:
➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the
solicitation.
➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to
the County.
➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:
• Total cost for service
➢ Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for
quoting, or other options that represents the best value to the County; however, it is the intent to:
• Single Awardee
➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.
DETAILED SCOPE OF WORK
Closed captioning (CC) and subtitling are both processes of displaying text on a television, video screen, or other visual display to provide
additional or interpretive information. Both are typically used as a transcription of the audio portion of a program as it occurs (either verbatim
or in edited form), sometimes including descriptions of non-speech elements.
Vendor to provide closed captioning services for selected televised regularly scheduled Collier County meetings and special meetings as
needed. Vendor must have an operating system compatible with Collier County’s Encoder HD492/HDTV Smart Encoder/Decoder VII.
Vendor accuracy for real-time captioning is also a primary factor in the selection process and the County’s goal should be approximately
95% +/-.
A list of regularly scheduled meetings will be submitted quarterly (or as requested by provider) and updated on a weekly basis. Any additions
or deletions will be provided in a timely fashion. Meetings are usually broadcasted during business hours (8am-5pm), Monday through Friday
with some exceptions during declared emergencies. Emergency meetings may be scheduled on short notice, if this is the case, we will provide
a 12-hour notice where possible for emergency meetings but may request shorter notice during a declared emergency (i.e. Hurricane meetings
and press conference).
Closed captioning services will be performed remotely.
VENDOR CHECKLIST
***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***
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Packet Pg. 3177 Attachment: 20-7759R Solicitation (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to
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Packet Pg. 3178 Attachment: Addendums 1-3 (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to Azur C)
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Packet Pg. 3179 Attachment: Addendums 1-3 (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to Azur C)
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Packet Pg. 3180 Attachment: Addendums 1-3 (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to Azur C)
Procurement Strategist: Cynthia McCanna Notices Sent: 8890
Project Manager: Troy Miller Packages Viewed: 47
Bid Responses: 7
Vendor
Description Estimated
Hours
Hourly Cost Total Cost Hourly Cost Total Cost Hourly Cost Total Cost Hourly Cost Total Cost Hourly Cost Total Cost Hourly Cost Total Cost Hourly Cost Total Cost
1. Cost per hour for normal eight (8) hours or less meetings.
8:00 AM to 5:00 PM 8 $84.00 $672.00 $88.88 $711.04 $90.00 $720.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $79.00 $632.00
2. Cost per hour for meetings that extend beyond eight (8)
hours 1 $84.00 $84.00 $88.88 $88.88 $90.00 $90.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $79.00 $79.00
3. Cost per hour for special meetings (i.e. Hurricane meetings
or other catastrophic events that require short notice).1 $84.00 $84.00 $88.88 $88.88 $125.00 $125.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $79.00 $79.00
Total cost for service TOTAL 840.00 TOTAL 888.80 TOTAL 935.00 TOTAL 0.00 TOTAL 0.00 TOTAL No Bid TOTAL 790.00
Form 1: Vendor Declaration Statement
Form 2: Conflict of Interest Certification Affidavit
Form 3: Immigration Affidavit Certification
Form 4: Local Vendor Preference Certification
Insurance and Bonding Requirements
E-Verify
Sunbiz Page
Vendor W-9
TACS Form
Bid Schedule
Addendums If Applicable
Opened By: Cynthia McCanna
Witnessed By: Deborah McCormick
Swagot They did not sign the Vendor Ins. Statement.
Azur Cart & Captioning, LLC Aberdeen Captioning Inc. Swagit Productions, LLC National Captioning Institute xSynergy Solutions
YES
NO
YES
YES
YES
NO
NO
NO
NO
NO
NO
YES
N/A
YES
YES
Askin Captioning LLC They gave multiple prices on the bid schedule. They included Spanish and then translating from one language to another.
YES
YES
NO
NO
NO
Alternative Communication Serv. LLC
WITHDREW
YES
N/A
YES
YES NO YES NO NO YES
Due: July 13, 2020 3:00 PM
Askin Captioning LLC
Responsive/Responsible (YES/NO)
REQUIRED FORMS AND DOCUMENTS
YES
YES
NO YES
YES YES NO YES NO NO
YES YES*
N/A
NO YES
YES N/A N/A N/A N/A N/A
NO
YES
NO YES
YES YES NO YES*NO NO
NO
YES
NO YES
YES YES NO YES NO NO
BID TABULATION
20-7759R Closed Captioning Services
YES
NO YES
YES YES NO YES
16.E.2.c
Packet Pg. 3181 Attachment: 20-7759R Bid Tabulation (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,” to Azur C)
Notice of Recommended Award
RESPONDENTS:
Company Name City County State Bid
Amount
Responsive
/Responsible
Azur Cart & Captioning, LLC Lutz Hillsborough FL $840.00 Yes/Yes
Aberdeen Captioning Inc. Rancho Santa
Margarita
Orange CA $888.80 Yes/Yes
Askin Captioning LLC Midlotthian Ellis TX $935.00 No/No
Swagit Productions, LLC Dallas Dallas TX -0- No/No
National Captioning Institute Dallas Dallas TX -0- No/No
Alternative Communications Serv. LLC Lombard DuPage IL $790.00 Withdrew
Utilized Local Vendor Preference: Yes No No
Required Signatures
Procurement Services Director:
Sandra Herrera
Solicitation No.: 20-7759R Title: Closed Captioning Services
Bid Due Date and Time: July 13, 2020 at 3:00 PM
Recommended Vendor(s) For Award:
On June 11, 2020 the Procurement Services Division released notices for an Invitation to Bid 20-7759R for Closed
Captioning Services. 8,890 firms were notified, 47 firms viewed/downloaded the bid information and 6 bid
responses were received by the due date of July 13, 2020, as shown above. Two bids were found to be
responsive and responsible. Three were deemed non-responsive for not submitting the bid schedule and
Alternative Communications Serv. LLC withdrew their bid.
Staff is recommending Azur Cart & Captioning, LLC for award.
Project Manager: Troy Miller
Procurement Strategist: Cynthia McCanna
DocuSign Envelope ID: 1A7361D2-D514-4CB5-8F4B-EC3A55EACD8A
11/3/2020
11/3/2020
11/3/2020
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Packet Pg. 3182 Attachment: 20-7759R NORA_Executed (14264 : Recommendation to award Invitation to Bid (ITB) No. 20-7759R “Closed Captioning Services,”
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