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Firefly Communications, Inc. Contract
AGREEMENT FOR WEBSITE DESIGN AND REPLACEMENT AND ENHANCE COMMUNICATIONS BETWEEN THE CITY OF OKEECHOBEE AND FIREFLY COMMUNICATIONS, INC. THIS AGREEMENT, hereinafter referred to as "Contract," made and entered this J'. -/fit of Ajvvrati2017 by and between Firefly Communications, Inc. dba The Firefly Group, 1211 SW Sunset Trail, Palm City, FL 34990, hereinafter referred to as "The Firefly Group" and the City of Okeechobee, Florida, a municipal corporation, 55 SE 3rd Avenue, Okeechobee, Florida 34974, hereinafter referred to as "City", for and in consideration of the following terms, conditions and covenants. I. PURPOSE OF AGREEMENT City intends to enter into a contract with The Firefly Group for provision of Website Design and Replacement and Enhance Communications by The Firefly Group and the payment for those services by City as set forth below. II. SCOPE OF SERVICES The Firefly Group shall provide Website Design and Replacement and Enhance Communications in all phases of work for which AUTHORIZATION has been issued by the City pursuant to this Agreement as hereinafter provided. These services will include serving as City's web designer and coordinate communications with our citizens of the city, providing web development, and communication enhancements, consultation and advice and furnishing customary services to web design and development and customary services incidental there to as described in the Work Order Authorization. The detailed scope of service to be performed and schedule of fees for those services shall be detailed in each Work Order Authorization. Section 1. Scope of Services The Firefly Group shall work with the City Administrator, City Attorney, City Finance Director, or other City staff in advising the City and the City Council regarding Website and Communication Services. The services will be those customarily attendant to Website and Communication Services including, but not limited to the following: A. Website Design, Development and Successful Launch that mirrors the City's vision B. Enhance Communications through Social Media C. Public Outreach and Communication for our Citizens Page 1 III. AGREEMENT PROVISIONS Section 1. Period of Service 1.1 Term of Agreement Upon award of this Agreement, the effective date of this Agreement shall be the date of execution of this Agreement by both City and The Firefly Group. Term of this agreement shall be for an initial period of one (1) year with the option of two (2) additional one-year renewal periods, upon the mutual agreement of the parties. At the option of the City, and upon the agreement of the Firefly Group, this Contract may be converted to or replaced at any time with a "Continuing Services Contract" as that term is used in Section 287.055, et seq, Florida Statutes (CCNA) upon written agreement of the parties. This agreement is non-exclusive in that the City reserves the right to retain independent technology resources from other sources if deemed to be the best interests of the City. 1.2 Work Order Authorization Each "Work Order Authorization" shall specify the period of service agreed to by the City and the Firefly Group for services to be rendered under said "Work Order Authorization." Each work order shall commence by a separate written memorandum of understanding which outlines the details of that particular work order or services. Section 2. Compensation and Method of Payment 2.1 Fee Schedule CITY will compensate The Firefly Group for services under each Work Order Authorization. The fee due to The Firefly Group shall be set forth in each Work Order Authorization and shall be in accordance with The Firefly Group Rate Schedule. The Firefly Group rate schedule may be updated annually prior to each optional renewal period. 2.2 Invoices The Firefly Group shall submit monthly invoices to the City no later than the last day of the month for work accomplished under this Contract. Each invoice shall be detailed and include, but not be limited to, tasks and deliverables completed assigned to the Project, date worked and all ancillary expenses incurred and by whom. Page 2 2.3 Payment Payment for services rendered is due within thirty days of receipt and approval of invoice by City. Payment is delinquent 30 days following receipt and approval of invoice by City. Section 3. Reimbursable Expenses The Firefly Group shall be reimbursed only for approved and authorized out of pocket expenses directly chargeable to the Work order, at actual cost incurred. Identifiable communication expenses, reproduction costs, and special accounting expenses not applicable to general overhead shall be reimbursed at actual cost Section 4. Changes in Scope/Conditions Additional services shall include revisions to work previously performed that are required because of a change in the data or criteria furnished to The Firefly Group, or a change in the scope of concept of the Project initiated by the City, or services that are required by changes in the requirements of public agencies, after work under this Contract has commenced. Section 5. Use of Documents 5.1 Ownership of Original Documents All deliverable analysis, reference data, survey data, plans and reports or any other form of written instrument or document that may result from The Firefly Group services or have been created during the course of The Firefly Group performance under this Contract shall become the property of and shall be delivered to the City after final payment is made to The Firefly Group. 5.2 Public Records Act§ Ch 119 Compliance PUBLIC RECORDS: The legislature has amended Chapter 119 Florida Statutes, Section .0701 thereof, to expand the obligation of local government to include into all contracts certain language that relates to public records, which is made a part of this Contract. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS FOR THE CITY OF OKEECHOBEE AT: Page 3 CITY CLERK'S OFFICE 55 S.E. 3rd Avenue Okeechobee, Florida 34972 (863) 763-3372 ext. 9814 Igamiotea@cityofokeechobee.com The contractor shall adhere to Florida public records laws, including the following: a. Keep and maintain public records required by the City to perform the services, and upon request of the custodian of records for the City, provide the City with a copy of the requested records or allow the records to be copied or inspected within a reasonable time at a cost that does not exceed the cost allowed in Chapter 119 or as otherwise provided by law. b. 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 this contract term and following completion of the contract if the contractor does not transfer the records to the City. c. Upon completion of the contract, transfer, at no cost, to the City all public records in possession of the contractor or thereafter keep and maintain public records required by the City to perform the service. If the contractor transfers all public records to the City upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request of the City Clerk, in a format that is compatible with the information technology systems of the City. Noncompliance. a. A request to inspect or copy public records relating to the City's contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the contractor of the request, and the contractor must provide the records to the City or allow the records to be inspected or copied within a reasonable time. A reasonable time is defined as within eight (8) business days. b. If the contractor does not comply with the request of the City for the records, the City shall enforce the contract provisions in accordance with the contract. c. If the contractor fails to provide the public records to the City within a Page 4 reasonable time, the contractor may be subject to the penalties under Chapter 119.10. Civil Action. a. If a civil action is filed against a contractor to compel production of public records relating to the City's contract for professional services, the court shall assess and award against the contractor the reasonable costs of enforcement, including reasonable attorney fees, If: 1. The court determines that the contractor unlawfully refused to comply with the public records request within a reasonable time; and 2. At least eight (8) business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the contractor has not complied with the request, to the City and to the contractor. b. A notice complies with the above if it is sent to the custodian of public records for the City and to the contractor at the contractor's address listed on its contract with the City, or to the contractor's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. A contractor who complies with a public records request within eight (8) business days after the notice is sent is not liable for the reasonable costs of enforcement. Section 6. Termination for Cause and/or Convenience 6.1 This Contract may be terminated, in whole or in part, in writing, by either party in the event of substantial failure by the other party to fulfill its obligations under this Contract through no fault of the terminating party, provided that no termination may be effected unless the defaulting party is given: (1) not less than thirty (30) calendar days written notice (delivered by certified mail, retum receipt requested) of intent to terminate; and (2) an opportunity for consultation with the terminating party prior to termination. 6.2 This Contract may be terminated, in whole or in part, in writing, by the City for its convenience, provided that the other party is afforded the same notice and consultation opportunity specified in subparagraph 1 above. 6.3 In the event of termination, The Firefly Group shall be paid for all work completed prior to the effective date of termination, in addition to termination settlement costs reasonable incurred by The Firefly Group relating to commitments which were approved by the City prior to notice of intent to terminate. 6.4 Upon receipt of a termination action under subparagraphs 1 and 2 above, The Page 5 Firefly Group shall: (1) promptly discontinue all affected work (unless the notice directs otherwise); and (2) deliver or otherwise make available to the City all data, drawings, reports, specifications, summaries and other such information as may have been accumulated by The Firefly Group in performing this Contract, whether completed or in process. 6.5 Upon termination, the City may take over the work and may award another party a contract to complete the work described in this Contract. Section 7. CITY's Obligations 7.1 Data to be Furnished The City shall provide The Firefly Group with all data, studies, surveys, plats and all other pertinent information concerning the Project in the possession of the City upon request. 7.2 Designated Representative The Designated Representative of the City to act with authority on the City's behalf with respect to all aspects of the Project shall be identified in each Project Authorization. Section 8. Persons Bound by Agreement 8.1 Parties to the Agreement The persons bound by this Contract are The Firefly Group and the City and their respective partners, successors, heirs, executors, administrators, assigns and other legal representative. 8.2 Assignment of Interest in Agreement This Contract and any interest associated with this Contract may not be assigned, sublet or transferred by either party without the prior written consent of the other party. Nothing contained herein shall be construed to prevent The Firefly Group from employing such independent web development associates and subcontractors as the Firefly Group may deem appropriate to assist in the performance of the services hereunder. 8.3 Rights and Benefits Nothing herein shall be construed to give any rights or benefits arising from this Contract to anyone other than The Firefly Group and the City. Section 9. Indemnification of City The Firefly Group shall to the fullest extent allowed by law, defend, indemnify and hold harmless the CITY, and its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, Page 6 reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of The Firefly Group and other persons employed or utilized by The Firefly Group in the performance of the contract. Specific consideration for this indemnity is $10.00, the receipt and sufficiency of which are hereby acknowledged by The Firefly Group. The Firefly Group shall obtain, maintain and pay for general liability insurance coverage to insure the provisions of this paragraph. Section 10. Insurance 10.1 Workers' Compensation The Firefly Group shall procure and maintain, during the life of this Contract, Worker's Compensation insurance as required by Florida Statutes, Chapter 440 for all of employees of The Firefly Group engaged in work on the Project under this Contract or provide a certificate of exemption as permitted in Chapter 440. 10.2 Insurance Policy Limits The Firefly Group shall procure and maintain insurance policies with at least the following coverage and amounts, during the life of this contract: 10.2.1: General Liability Insurance, in a combined single limit of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. 10.2.2: Automobile Liability Insurance, in a combined single limit of $250,000.00 each occurrence. 10.2.3: Professional Liability or Errors and Omissions Insurance, in a combined single limit of $1,000,000.00 aggregate. The Firefly Group shall furnish to the City, Certificates of Insurance allowing thirty (30) days notice for any change, cancellation, or non -renewal. If the insurance policies expire during the terms of the Contract, a renewal certificate or binder shall be filed with the City fifteen (15) days prior to the renewal date. 10.4 City to be Named Additional Insured The plans and specifications and other contract documents to be prepared by The Firefly Group pursuant to this Contract shall require the insurance of liability of the person, firm or corporation which would, as contractor, perform the work described in such plans and specifications. The amounts of insurance shall be determined by the City. The City shall Page 7 be named as "additional insured" with regard to the coverage of such policies of insurance. 10.5 Status of Claim. The Firefly Group shall be responsible for keeping the City currently advised as to the status of any claims made for damages against The Firefly Group resulting from services performed under this Contract. The Firefly Group shall send notice of claims related to work under this Contract to the City. Copies of the notices shall be sent by fax, hand delivery or regular mail to: City Administrator, City of Okeechobee 55 SE 3rd Avenue Okeechobee, Florida 34974 Fax: (863) 763-1686 Section 11. The Firefly Group Standards 11.1 Other Agreements This Section Not Used. 11.2 Approvals Not Guaranteed All work performed by The Firefly Group will be in accordance with the highest website designer and communication standards and in accordance with all applicable governmental regulations. However, The Firefly Group does not warrant or represent that any governmental approval will be obtained, only that The Firefly Group will exercise its best efforts to obtain all such approvals contemplated under this Contract 11.3 Governmental Regulations The Firefly Group shall assure that work performed under each project Authorization shall be in accordance with all applicable governmental regulations. Section 12. General Conditions 12.1 Venue in Okeechobee County Venue for any lawsuit to enforce the terms and obligations of this Contract shall lie exclusively in the County Court or the Circuit Court in and for Okeechobee County, Florida. 12.2 Laws of Florida The validity, interpretation, construction, and effect of this Contract shall be in accordance with and governed by the laws of the State of Florida. Page 8 12.3 Attorney's Fees and Costs In the event The Firefly Group defaults in the performance of any of the terms, covenants and conditions of this Contract, The Firefly Group agrees to pay all damages and costs incurred by the CITY in the enforcement of this Contract, including reasonable attorney's fees, court costs and all expenses, even if not taxable as court costs, including, without limitation, all such fees, costs and expenses incident to appeals incurred in such action or proceeding. 12.4 Mediation as Condition Precedent to Litigation Prior to the initiation of any litigation by the parties concerning this Contract, and as a condition precedent to initiating any litigation, the parties agree to first seek resolution of the dispute through non-binding mediation. Mediation shall be initiated by any party by serving a written request for same on the other party. The party shall, by mutual agreement, select a mediator within 15 days of the date of the request for mediation. If the parties cannot agree on the selection of a mediator then the CITY shall select the mediator who, if selected solely by the CITY, shall be a mediator certified by the Supreme Court of Florida. The mediator's fee shall be paid in equal shares by each party to the mediation. 12.5 Contract Amendment No modification, amendment or alteration in the terms or conditions contained in this Contract shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. No verbal agreement by the CITY or the City's representative identified herein shall be binding or enforceable against the CITY. Section 13. CONSULTANT CONFLICT OF INTEREST The City, having been so advised by The Firefly Group, does hereby recognize that The Firefly Group has provided similar services in the past to other local governments and to area governmental bodies, and may be so engaged in a similar Project at this time or in the future. The parties agree that these Projects by The Firefly Group do not constitute a conflict of interest with the City's Project. The Firefly Group 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, as provided for in Section 112.311, Florida Statutes (2010). The Firefly Group further represents that no person Page 9 having any interest shall be employed for said performance. The Firefly Group shall promptly notify the City in writing by certified mail on all potential conflicts of interest prohibited by existing state law for any prospective business association, interest or other circumstance which may influence or appear to influence The Firefly Group's judgment or quality of services being provided hereunder. Such written notification shall identify the prospective business association, interest or circumstance and the nature of work that The Firefly Group may undertake. The Firefly Group may request an opinion of the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by The Firefly Group. The City agrees to notify The Firefly Group of its opinion by certified mail within thirty (30) days of receipt of notification by The Firefly Group. If, in the opinion of the City, the prospective business association, interest or circumstance would not constitute a conflict of interest by The Firefly Group, the City shall so state in the notification and The Firefly Group shall, at his/her option, enter into said association. Section 14. CITY CONFLICT OF INTEREST No member of the governing body of the City, and no other public official, officer, employee or agent of the City, who exercises any function or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract. The Firefly Group shall take appropriate steps to ensure compliance. SECTION 15. EQUAL OPPORTUNITY The Firefly Group warrants that there shall be no discrimination against applicants for services under this Contract because of race, color, age, sex, religion, and national origin, place of birth, ancestry or handicap. SECTION 16. INDEPENDENT CONSULTANT RELATIONSHIP The Firefly Group is, and shall be in the performance of all work, services and activities under this Contract, an independent contractor, and not an employee, agent or servant of the City. The Firefly Group shall exercise control over the means and manner in which it and its employees perform the work, and in all respects The Firefly Group's relationship and the relationship of its employees to the City shall be that of an independent contractor, and not as employees of the City. The Firefly Group shall retain all records relating to this Contract for six (6) years after the City makes final payment and all other pending matters are closed. Page 1 0 SECTION 17. RETENTION OF RECORDS The Firefly Group does not have the power or authority to bind the City in any promise, agreement or representation other than specifically provided for in this Contract or amendment thereto. SECTION 18. SEVERABILITY This Contract is severable. If any portion or section of this Contract is held invalid or unenforceable, this shall not render the remainder of the Contract unenforceable and the remainder of the Contract shall be deemed valid and enforceable to the extent permitted by law. SECTION 19. PUBLIC ENTITY CRIME The Firefly Group is in compliance with Section 287.133, Florida Statutes, (2010), for Public Entity Crimes, and has not been placed on the convicted vendors list within the last thirty-six (36) months preceding the date of this Contract. Section 20. Exhibits The following Exhibits are attached to and made a part of this Contract: Exhibit A - Summary of Qualifications: as submitted by The Firefly Group and accepted by City Exhibit B - Original Request for Qualifications as issued by City, including all Addenda Exhibit C- Insurance and Indemnification Page 1 1 IN WITNESS WHEREOF, the CITY and The Firefly Group have made and executed this Contract the day and year above written. ATTEST: t 00'in 61-? Lane Gamiote., CMC, City Clerk Witness REVIEWED FOR LEGAL SUFFICIENCY: John R. Cook, City Attorney CITY OF OKEECHOBEE By: Dowling R. Watfo The Firefly Group By: Stacy Ranieri President d, Jr., Mayor Page 12 May 25, 2017 City of Okeechobee Marcos Montes De Oca City Administrator 55 SE 3rd Avenue, RM t#201 Okeechobee, FL 34974 Exhibit A Re: RFQ (ADM -01-00-05-17) - Website Design and Replacement and Enhance Communication for FY 2017 Dear Marcos, The Firefly Group is pleased to submit our response to your RFQ for the City of Okeechobee. It is our hope that after reviewing our submittal information, you will determine that Firefly is uniquely qualified to serve as your website and communications partner. Our diverse client base and project experience coupled with our deep roots, history anJ knowledge of the region will be valuable assets as we work with you to create a strong, engaging new website using a content management system which is mobile and user friendly. In addition, we will assist you as you enhance your branding and public outreach and communications campaign. Regionally located, with the capacity to get the job done. Founded in 2003, The Firefly Group (Firefly) is a Florida State Certified Woman -Owned business located in Martin County in Palm City. Firefly is an award-winning, full-service public relations and marketing firm and the largest of our kind on the Treasure Coast. We currently have a staff of eight as well as a larger network of local vendors consisting of website developers, graphic designers, photographers/videographers, printers and other relationships. Firefly offers a wide range of services including, but not limited to: • website development, social media management, e-mail marketing • marketing, branding, copywriting and collateral materials development • public relations - media relations, community relations, government relations • community outreach, public meeting coordination, groundbreakings, ribbon cuttings and fundraising events of all types • strategic planning, SWOT analysis and more Professional Experience. Firefly has proven experience working with government entities, non- profit organizations and private -sector businesses of all sizes and industries. We have successfully developed and implemented citizen engagement and consensus building public outreach programs that convene diverse stakeholder groups, providing meaningful opportunities to educate and inform and build public awareness and support. g.772.2$j 5212 t' 772.287.5195• 12115WSunset trail, Palm CitY, FL 34990 • www.firettytotyou.Co l • A ( eket(f (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 G11ap j In addition to comprehensive community outreach and public engagement campaigns and grassroots advocacy building, we have proven, award-winning experience in developing integrated branding and marketing plans that include logo design/redesign, websites, collateral materials and digital/social media integration. Our combination of creativity, strategic messaging and engaging storytelling has been proven repeatedly. The management staff at Firefly has more than 70 years of combined experience in marketing, public relations, event management and other communications and strategic planning initiatives. We havepractical, in-the-fLeacheexperience that we are able to tap into for the benefit of our clients. Our goal is to always tailor a comprehensive and customized plan to the specific needs of each client and their budgetary constraints. --._ Firefly is now in our fifth year of serving as the approved public communications contractor for the Martin County Board of County Commissioners. Noteworthy Accomplishments and Awards. There are many ways to measure the success of a firm. One way is to speak directly to our clients, many of whom we have long-term relationships with and for whom their success is measured by public support and understanding and/or project approvals. Other more tangible recognition can be seen through the more than 70 Image Awards and Addy Awards we have received from the Florida Public Relations Association (local and state) and the Advertising Federation of the Treasure Coast for outstanding work in our field. Firefly would be honored and delighted to be selected to handle your website design and public communications enhancement efforts. We genuinely believe we are a perfect fit to serve as your communications partner and look forward to the opportunity to meet with you in person to discuss our qualifications in greater detail. Kind regards, Stacy Ranieri President, Founder and Chief Illuminator Page 2 of 11 • f: 772.287.5195 • 7271 SW SU 7772.287.5272 nse! iraif. palm City, pt34990 • www.fiteElytorYotLCOf (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 Section 6: Requirements for Submittal i. Letter of Interest (included) ii. Provide the name of each vendor proposed to provide services to the City of Okeechobee the name of the lead contact that will have the main contact with the City of Okeechobee. This individual is expected to remain the responsible contact throughout the engagement. A firm must have demonstrable minimum of five (5) years' experience in producing websites and content management for cities, counties and state agencies. • Stacy Ranieri, Firefly Group, Lead Contact. Stacy Ranieri is the founder, president and Chief Illuminator of The Firefly Group. Stacy has more than 25 years of experience in public relations, marketing, branding, community outreach and advocacy building, strategic planning, website development and project/event management. Phone: 772.287.5272 (o) 772.260.5483 (c) Email: stacy@fireflyforyou.com • Andrew Webster, President of Impressive Click, Inc., Website Developer. With more than a decade of experience, Andrew's focus includes: website design, development & hosting; database management, e-mail and e-commerce. Skills include: PHP, MYSQL Database Development; Adobe Creative Suite; HTML5 & CSS Design Development; Javascript/jQuery Development; Content Management Development; E-commerce - Paypal & Authorize.net Phone: 772.444.3355 Email: andrew@impressiveclick.com website: www.impressiveclick.com • Billy Nelson, President of BJN Designs, Graphic Design & Website Development. Billy is a graphic designer with over 15 years' experience and nearly 80 awards for work in web, TV and print. He was a multimedia director at FCEdge, Stuart Florida's leading creative agency for 7 years prior to branching out on his own and collaborating with Firefly. • Gail Marcarelli, Senior Graphic Designer & Art Director. Gail has a consistent track record of results for a variety of businesses. Areas of expertise include: branding/logo development; marketing and communication; advertising concept and design; social media design; website art direction; high -impact presentations/publication design • Megan Morris, Firefly Group, Spark Starter. Main areas of focus include: client relations; project management; public relations and media relations; communications and collateral materials development; strategic planning; community outreach; event planning and management; copywriting; marketing plan development and implementation; branding and advertising; social media management; website management; survey development and distribution; and other client communication services. • Melissa Zolla, Firefly Group, Creative Director/Event Coordinator. Main areas of focus include: public relations project planning; comprehensive community outreach strategic planning; media relations; marketing; social media campaigns; graphic design; collateral materials development; website development and event management; fundraising and other special events coordination and logistics. Page 3 of 11 9:772.787.5272 f. 772.281.5195 • 1211 SW Sunset Trait, Palm City, FL 34990 • www.fireflYtOYY°u•con+ (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 iii., iv., v. Provide information about the Respondent's experience in providing website design services to a minimum of six Florida local governments. Provide at least three references from these organizations including names, contact persons and phone numbers. Provide a list of all other local governments currently being represented by the respondent: iii. Government Experience. Our breadth of expertise and ability to work to achieve favorable outcomes for government agencies and their projects and activities has been proven repeatedly. We have provided website, digital/social and other communications services for the following government entities: • Martin County Board of County Commissioners o Opposition to All Aboard Florida passenger rail project o Martin County Coastal Engineering Division • Manatee Pocket Dredging • Oyster Reef Restoration • Bathtub Beach Renourishment • St. Lucie Inlet Dredging • Anchoring & Moorings o Martin County Utilities and Solid Waste Division • Martin County Septic to Sewer—Outreach and education initiatives (launching) • General media relations for recycling education initiatives • Martin County's Household Hazardous Waste Collection Vehicle (HazMobile) • Annual hazardous waste roundup • Utility customer survey development; annual report updates; collateral materials design and development o Martin County Ecosystem Management o Martin County School District • Martin County Metropolitan Planning Organization o Federal Certification review (2012 & 2017) o Moving Martin Forward 2040 Long Range Transportation Plan o Bicycle, Pedestrian and Trails Master Plan update • St. Lucie County School District— media relations, social media training • City of Port St. Lucie — branding collateral, public presentation • Palm Beach County MPO — US1 Corridor project • FDOT—District 4—PD&E studies (PIPS plans, public outreach plan implementation) • South Florida Water Management District— Dupuis Preserve Page 4 of 11 9..772.2e, .5272 .772.28.5272 t: m.267.5195 • 1211 SW Sunset trait, Patin City, FL 34990 • www.firettytor/°t nom (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 iii. Examples of Firefly/Impressive Click government, government funded, content -rich and related websites: Martin MPO Long Range Transportation Plan Bathtub Beach Renourishment Project Palm Beach County Corridor Study CARE Florida (Citizens Against Rail Expansion in Florida) Martin County Sherriff's Office Martin County Oyster Reef Restoration Marine Electronics of the Treasure Coast Keep Martin Beautiful One Martin Indiantown Education Coalition Martin County Healthy Start Coalition AgTEC Treasure Coast Evans Citrus Family Lands Remembered Mary's Shelter of the Treasure Coast http://martin2040.coml http://bathtubbeachmartin.com/ http://us1pbcorridorstudy.com/ http://www.saveourfl.com/ http://sheriff.martin.fl.us/ http://www.oysterrestoration.com/ http:J/marineelectronicstc.com/ http://www.keepmartinbeautiful.org( http://onemartin.org/ http://www.indiantowneducationcoalition.com/ http://www.mchealthystart.org/ http://www.agtectreasurecoast.cornZ http://www.evansprop.com/ http://familylandsremembered.biz/ http://www.maryssheltertc.org/ 4— iv. Provide at least three references from these organizations including names, contact persons and phone numbers. • Kathy FitzPatrick, PE, Coastal Engineer, Martin County Coastal Engineering Division, 772.288.5429 kfitzpat@martin.fl.us • Beth Beltran, MPO Administrator, 772. 221.1498 (o), bbeltran@martin.fl.us • Stewart Robinson, Kimley-Horn, 954.535.5104 Stewart.Robertson@kimlev-horn.com • Mitch Hutchcraft, King Ranch/AgTEC 239.405,1694 mhutchcraft@cclpcitrus.com • Brent Hanlon, Chairman, CARE FL, 772-545-2574 bhanlon@loblollyinfo.com v. Provide a list of all other local governments currently being represented by the respondent: • Martin County Board of County Commissioners (Opposition to All Aboard Florida) • Martin County Coastal Engineering Division (multiple projects) • Martin County Utilities & Solid Waste (multiple projects) • Martin County Metropolitan Planning Organization — multiple projects • Palm Beach County Metropolitan Planning Organization — US1 Corridor project vi. Capacity and Capability to Perform Outlined Project Objectives. Website Development Capacity and Capabilities: The Firefly Group, in collaboration with our long-time web development partner Impressive Click, creates, develops and hosts beautifully designed, easy to navigate websites with a simple -to -use, proprietary content management system. Our client's websites are all custom-designed to meet their specific needs. Page 5 of 11 P. X2,281.5272 f: 772.287.5195 • 1211 SW Sunset Trait Patm City, FL 34990 • www.tirettyte tt.C° (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for Pt 2017 The key to creating a successful website is in understanding our clients' needs and how the website fits into their overall goals and objectives and other elements within their communications plans. We conduct initial in-depth client meetings to ensure this "data - download" occurs. This informs the process of creating a detailed site plan for the website that will have an intuitive flow for your website visitors. _ Together, we build a plan of action and provide a design that matches those goals. Firefly has more than a decade of experience in creating websites for our clients and has such long-term relationships with some of them that, as technology advances have occurred in website development, we have relaunched and revamped our client's websites accordingly. Through our partnership with Impressive Click, we also have decades of experience in both user experience (UX) and user interface (UI) design to deliver both a well -organized and visually appealing experience for the website viewer. Combined with award-winning graphic design capabilities, we are able to create visually appealing website that are easy for visitors to navigate as well as intuitive, reliable and fast loading. Device and browser testing prior to and after the project is complete ensures the user experience will be reliable for all viewers across all desktop and mobile platforms. Our basic website development process includes: • Organizational Information Gathering • Site Planning, Layout Design, Graphics and Content coordination and Development • Implementation of workflow for all approved web postings • Programming, Coding, Mapping, Page Production • Review, testing and debugging prior to site launch In addition, we use technology management best practices such as integrated planning, design, optimization, operation and control. Firefly can assist the city in keeping content accurate and _ u2 -to .tQ..e.nsure the website does not become dated or stale, We will also identify relevant news articles and outside content to post. Facebook, twitter and social media tools will be used to not only promote the website, but also as strong communication tools that the city _should use to build greater awareness and support of your goals and activities. The public needs to be informed of the new website's existence and be directed there through the City's other public relations and community outreach activities. Firefly also understands the importance of having strong content and messaging on the website. We will work with city staff from the various departments to create easy -to - understand and accurate/up-to-date content for the website text using "plain -language" copywriting to engage the public. The graphic design elements, along with the written content, will complement other print and digital communication materials. In addition, through the process we will fully integrate existing applications currently in use by the city to ensure a smooth transition and ease of integration with future government applications. Additional features that we are able to provide through development, design and coding include: archival components; Page 6 of 11 287.5272 • f:772.287.5195 . 12115 D: 772 W Sunset Trait, PatinCity, FL 34990 • www.firettytoryou.com (RFQADM-01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 a search feature; calendar; and e-commerce features if needed. Deliverables and Desired Outcomes. At the end of the website design and development process, your new cityofokeechobee.com website will be aesthetically pleasing and content - rich; will be user-friendly and easy to navigate; appeal to your citizens and encourage citizen engagement; have a simple content management system for swift staff updates; and be responsive across all user platforms. vii. Design Services Description. Firefly has extensive experience creating award winning brand identity and marketing campaigns including new and refreshed logos and accompanying graphic design elements that reinforce written content and messaging across many communications platforms. Firefly works in close collaboration as a seamless group with our in-house and external graphic design creative partners from the inception/discovery process through to development and final design. Expertise in software such as Adobe InDesign, Illustrator, Photoshop and Acrobat as well as experience with color and design theory application ensures the development of professional, compelling and creatively designed graphic elements. Beyond the website design, development and continued support services, Firefly can assist the City in producing whatever additional print and digital communications collateral is needed. Additional elements and materials such as logos, brochures, facts sheets, newsletters, reports, signage, display boards, apparel and other accessories or merchandise as well as digital materials such as social media imagery, online ads, and infographics will all be approached and branded with the same design concept used for the website to keep a cohesive brand for the City of Okeechobee. Page 7 of 11 (Jump to next page please) p.777.2sf 5272 f: 772.281.5195 • 1211 SW Sunset Trait0alm City, FL 34990 • WwW.fireftytotyo+A.corn (RFQ ADM -O1-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 viii. Provide examples of previous Florida local government designs. Martin County Coastal Engineering (2007 — present) — three (3) projects Project Name: The Bathtub Reef Beach Closed for Renourishment Project http://www.bathtubbeachmartin.com/ Description of Services: Bathtub Reef Beach is one of the most beloved beaches on the Treasure Coast. After the storms of 2004 the beach was closed a number of times for renourishment projects. Each time it was closed, county officials received an outpouring of anger and disappointment from the public. In 2014, coastal engineers declared the beach in dire need of another renourishment project or the beach would forever be closed. County officials tasked the Firefly Group with creating a campaign that would "make people feel good about their disappointment." Looking to provoke nostalgia and feelings from happier times, The Firefly Group created a campaign that was based on a vintage "days -gone -by" feel for the website, social media and collateral development. In addition to the social media and collateral, The Firefly Group created a mascot for the beloved beach. Bathtub Beach Betty, an adorable mermaid, was created to be the 'graphic mascot" who would provide updates via social media for construction and dredging operations updates, location changes, scientific information and marine life updates, thereby telling the story of the Bathtub Beach renourishment in a positive, friendly, fun and inspiring manner. Primary Deliverables: Firefly provided community outreach, public communication and education, media relations, collateral materials development, event coordination, website & Facebook page development and content management, and crisis communications. The Facebook page was the main source for streaming information and active communications regarding the project with the story being told by the now adored Bathtub Beach Betty. Description of Demonstrated Project Success or Strategic Outcomes: A grand opening and ribbon cutting was held with community notables, elected officials and was well attended. Aside from unpreventable setbacks such as local toxic algae issues and storms, Bathtub Beach has reopened and, because of positive marketing efforts, the County had minimal negative feedback from the community during the beach closures. Evidence of Innovation:_Bathtub Beach Betty is now well known in community as the mascot for the beach. In addition, the Bathtub Beach Facebook page, the main source for streaming information and active communications regarding the project, launched in February 2016 and now has nearly 1,400 page likes as well as highly engaging posts that have reached over 50,000 people. Page 8 of 11 772.287.5272 ' F 772.287.5195 • 1211 sw su n et Trail Pat“ City, FL 34990 • www.ftrettytorYcu. rn 4/47 (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 Group i• Project Name: Manatee Pocket Dredging Project Description of Services: In 2004, Martin County began the process of addressing the issue of sediment accumulation in the historic waterway of the Manatee Pocket. The County planned to dredge the waterway, creating a 100 -foot wide channel to provide environmental, economic and navigational benefits to the community. Firefly worked with Tetra Tech and Martin County from 2007-2012 to educate residents and businesses along the Pocket and maintain advocates for the project. Primary Deliverables: Firefly told the story using communications tools such as: educational website development and maintenance; community outreach, public meetings and event coordination; media relations, collateral materials development and distribution, and crisis communications planning. In 2010 all permits were in place and dredging was set to begin. Because the dredge equipment would occupy a large portion of the waterway, it was even more critical to coordinate with residents to minimize impact to neighbors, businesses and community events. Prior to the commencement of dredging, four public meetings were held to provide a forum for residents to ask questions and receive information. Description of Demonstrated Project Success or Strategic Outcomes: A ribbon cutting and a celebration event were successfully coordinated. Both events attracted hundreds of stakeholders and served to reinforce the benefits of the project. Evidence of Innovation: The project's website and outreach campaign won multiple awards from the Florida Public Relations Association and the Advertising Federation of the Treasure Coast for effectiveness in public education, and for achieving maximum results with minimum costs. Page 9 of 11 pl 772.287.5272 772.287.5195 • 1211 SW Sunset Trail. Palm City, FL 34990 • www.fireflytoryou.com (RFQ ADM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 Project Name: Oyster Reef Restoration Description of Services: In 2009, Martin County secured a $12 million grant from the National Oceanic and Atmospheric Administration (NOAA) through the American Reinvestment and Recovery Act to restore oyster habitat in the St. Lucie Estuary and Loxahatchee River. Firefly coordinated the community outreach, public communications and education, media relations, collateral materials development, website development and content management, public meeting and event coordination and email communications. Primary Deliverables: In the early stages of the project, Firefly planned a public meeting/project open house at Flagler Recreation Center. More than 150 people and 12 state and local dignitaries were in attendance—a phenomenal turnout. Firefly has also integrated social media into the marketing plan, and the successful Facebook page is used to recruit volunteers, share news articles and pictures from community outreach events. Description of Demonstrated Project Success or Strategic Outcomes: As a result, the project is now complete with a smooth track record of effective communication between citizens and government. In fact, NOAA has described the ORRP as a "poster -child" for what other public communications efforts should emulate. Evidence of Innovation: The project won three awards in the areas of logo identity, website design and collateral materials development from the Advertising Federation of the Treasure Coast. Page 10 of 11 p.772187.5272 is 7n.287.5195 • 127/ 5W Sunset Trail, Palm City, F! 34990 • www.fiteRyforyau.com (RFQ AOM -01-00-05-17 Website Design & Replacement & Enhance Communication for FY 2017 ix. Proposed content management system software features and functions. The new website will be created and hosted on the Simply Blue Platform provided through Impressive Click. Simply Blue was built by experienced website developers and designers who started their careers working with open source solutions for content management such as Drupal, Joomla and Wordpress. The content management software consists of pre -built BLOCKS, so city staff can accomplish all of your goals with the click of a button. The software is simple so you can alter content any way you want, making your website fully customizable. Simply Blue's simple text editor will allow you make quick and easy edits and add and format text. The simple menu structure allows you find what you need quickly. The important features are positioned at the top for ease of use. In addition, you can make quick and easy changes to your theme using our code editor. FTP programs are not needed to edit or upload files; the system is based on a drag and drop concept. You are able to manage content from your office computer or remotely from a laptop or smartphone. The backend design is simple for efficiency. x. Training options. Firefly and/or Impressive Click staff will provide initial and ongoing training and support as needed on the CMS system either via phone, video conference or in person if needed. xi. Conflicts of Interest. Firefly has no known conflicts of interest or ethical considerations related to representation or affiliation with any boards, organizations, committees or clients, including but not limited to other municipalities, governmental, and/or quasi -governmental entities. xii. No ethics complaints have ever been filed against Respondent(s) xiii. Location of staffing and firm resources. The Firefly Group's office is located at 1211 SW Sunset Trail in Palm City (in Martin County.) We are available by phone, email, and in person beyond normal 9-5 business hours as needed. Our office is only a 45 minute drive from City Hall. xiv. Compensation. Compensation will be determined after a scope of work is developed and agreed upon. Firefly can be flexible in how payment and billing/invoicing is structured. For our government clients, we typically receive a purchase order that has a not -to -exceed amount and then bill hourly at agreed upon staff rates for services rendered. We have also provided services on an 'a la carte' or project -by -project basis. The City of Okeechobee will be invoiced monthly for services provided and the invoice can include whatever level of detail is desired by the city. Page 11 of 11 p.77Z.287.5272•1: 772.287.5195 • 1211 SW Sunset Trail, Palm City, Fl 34990 • www.fireflyEoryou•cam Exhibit B City of Okeechobee Request for Qualifications (RFQ) ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 The City of Okeechobee, Florida requests proposals from individuals or firms to provide services related to replacement of existing website for the City of Okeechobee; to design a website to create a site that is attractive, employs site navigation that is simple for public use, that permits linking to various departments, ordinances, informational sites, photographic displays of our city, staff, and area, social media tools, permits updates as needed, provides security of content from malicious software, or such other features as may be directed at staff level once a vendor is selected. Section 1. Description of Services. Update the city's website with a new design and website content management system (CMS).The City of Okeechobee is specifically seeking vendors able to provide a new website that includes an updated aesthetic and navigation design as well as a website that support features such as mobile device compatibility, dynamic content, online services, e-commerce, service requests, citizen engagement, social media tools, third party web service integration, and user-friendly administration. The desired website needs to contain information from all departments in the City, arranged in a manner that is easy for residents and customers to use. In addition, the content management system needs to be available for staff to maintain and update the website, utilizing a system at offsite hosting facilities. 1 Coordinate communications with the citizens of the city by enhancing the public's interaction and engagement through Facebook and Twitter as well as other media platforms. Provide this outreach in effective and cost efficient way through educational brochures, PowerPoint presentations, newsletters, email, and social media. The proposed costs will reflect a city population base of Tess than 5,500. The selected firm will work with all staff as coordinated through the Finance Department to ensure that the website contains appropriate and quality information, including all existing content. Section 2. Project Goals. A. B. C. D. E. F G. Redesign the website with a new look and feel, while providing security of its content from malicious software, aka MALWARE. Make compatible and easy to view on mobile devices. Improve the tools that support updating the website (i.e. content management system (CMS)). Improve the information architecture that supports easy navigation of the site to department's services. Encouraging citizen's engagement. Make content publishing fast and simple. Expand the services the City offers to citizens on the website. H. Enable links and pass through for various integrated software (WEBLINK, Laserfiche, etc.) I. Enable updating the look and feel of the website on an as -needed basis. 2 J. Use of Facebook and Twitter to target specific audiences to achieve a positive impact with citizens. K. Enhance and encourage proactive public outreach via e-mail, media relations, and newsletters. Section 3. Project Objectives. A. Website and design to include layout design, site planning, graphics. and visual concept development. B. Implement electronic workflow for all proposed web postings for approval and promotion. C. Implement and develop site structure, planning, mapping, page production, programing and coding. D. Review, testing and debugging prior to site launch. E. Implement website technology management best practices. Identify and formalize content contributors from each department who will ensure that all content is accurate and up to date. i. Identify and formalize the use of web social networking tools. ii. Identify and formalize acceptable website content and links to outside resources. F G. Provide for full integration with existing applications currently in use and provide for easy integration with future government applications. Provide archival tools and procedures if required for website and 3 H. Section 4. social media content. Provide features such as, but not limited to, the following: Dynamic content that is easy to update. ii. Current best practices for simple and easy navigation. iii. Effective search engine. iv. Events calendars. v. Service request system. vi. Development of website flowchart/site plan vii. Secure and user-friendlye-commerce. viii. Responsive and mobile -friendly design. Proposed Schedule. Date Event May19, 2017 Release of Request for Qualifications June 5, 2017 Submission deadline — 10:00A.M. June 5 -June 12th, 2017 Review and evaluation of responses June 20, 2017 Approval of rankings June 22, 2017 Enter into contract negotiations Section 5. Instructions to Respondents. A. Responses to this Request for Qualifications must be delivered to: City of Okeechobee City Administration 55 SE 3rd Avenue, RM #201 Okeechobee, Florida 34974 according to the schedule set forth above. 4 B. C. D. E. F G. H. Section 6. A. B. Late responses will not be accepted and will not be considered for award recommendation. The complete original proposal, and five (5) copies, must be submitted in a sealed package marked "Response to Request for Qualifications — Website Design and Replacement". Inquiries and questions should be directed to the Finance Department by telephone at (863) 763-9818 or by electronic mail at iriedel@cityofokeechobee.com. Respondents will be notified by the City of Okeechobee in writing via electronic mail of any clarification or changes in or to this Request for Qualifications. No other verbal, written or other communication shall be binding upon the City of Okeechobee. Prior to the final selection, Respondents may be required to submit additional information which the City of Okeechobee deems necessary to further evaluate the Respondent's proposal. Award recommendation will be made to the Mayor and City Council of the City of Okeechobee according to the schedule set forth above. Requirements for Submittals Any response to this Request for Qualifications must be made in accordance with the requirements set forth in this section. Failure to adhere to these requirements may be cause for rejection of the response. All responses shall: 5 i. Contain a letter of interest; ii. Provide the name of each vendor proposed to provide services to the City of Okeechobee and the name of the lead contact that will have the main contact with the City of Okeechobee. This individualis expected to remain the responsible contact throughout the engagement. A firm must have demonstrable minimum of five (5) years' experience in producing websites and content management for cities counties and state agencies; Provide information about the Respondent's experience in providing website design services to a minimum of six Florida local governments; iv. Provide at least three references from these organizations including names, contact persons, and phone numbers; v. Provide a list of all other local governments currently being represented by the Respondent; vi. Provide information about the Respondent's capacity and capability to perform outlined project objectives (sec. 3). vii. Provide a description of design services offered. viii. Provide examples of previous Florida local governmentdesigns. ix. Provide proposed content management system (CMS) software features and functions. x Provide options for training. xi. Describe any conflicts of interest or ethical considerations 6 Section 7. A. B. C. D. related to representation or affiliation with any boards, organizations, committees, or clients, including, but not limited to, other municipalities, governmental, and/or quasi - governmental entities. xi. Provide a list and explanation of any ethics complaints filed against the Respondent(s), and a list of any other similar claims against the Respondent(s) in the last five (5) years; xii. The location of staffing and firm resources expected to be made available to serve the City of Okeechobee; xiv. The basis on which compensation will be determined (but not dollar amounts and the method by which payment for services rendered is to be made. Selection Process. The City Administrator and Finance Director may create a list of Respondents who may be invited to make presentations and/or be interviewed. These "short-listed" Respondents will be ranked based upon the evaluation criteria set forth herein. The top-ranked Respondent will be requested to negotiate a contract price with the City Administrator of the City of Okeechobee, FLORIDA or their designee(s). If a contract cannot be successfully negotiated between the City of Okeechobee and the highest -ranked Respondent at any time throughout this process, then negotiations will be formally 7 G. H. terminated with that Respondent. No financial compensation will be paid to any Respondent during the qualification proceedings of the selection process. The City of Okeechobee reserves the right to reject any and all responses or to waive any informality in such submissions. The City of Okeechobee may determine in its sole discretion that it is not in the public interest to continue solicitation and/or its review of the submissions. In the event of rejection of a submission, the City of Okeechobee shall not be liable for any costs incurred in connection with the preparation and submittal of the statement. The evaluation criteria and weights shall be as follows: Criteria Weight Item Score Subtotal Experience and qualifications 20% Approach to providing services 20% Past performance and references 20% Knowledge and understanding of relevant issues and projects 20% I Ability to meet time and budget 10% Location of firm/applicant 10% TOTAL 100% 8 Section 8. Other General Provisions. Selected individual or firm must comply will all requirements of the City Code. Additionally, the selected firm or individual will be subject to statutory requirements to maintain all records that may be subject to the public record laws, including production of such records as requested by any firm or person, in the time and manner as required by law. In compliance with the Florida Sunshine Amendment and Code of Ethics, the City strictly enforces open and fair competition in its RFQ's. A Application of Americans with Disabilities Act. The City of Okeechobee does not discriminate upon the basis of any individual's disability status. This policy involves every aspect of the City of Okeechobee's functions including access to participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should make the request to the contact person set forth herein. B. Prohibition against Discrimination. The City of Okeechobee recognizes fair and open competition as a basic tenet of public procurement. Respondents doing business with the City of Okeechobee are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, marital status, or sex. C. Promotion of Local Vendors. The City of Okeechobee is desirous of allowing as many vendors as possible, the opportunity to participate, including local vendors. The City of Okeechobee reserves the right to award the contract under a local vendor ordinance, or under F.S. 255.0991 for vendors located in the State of Florida, and the right to request clarification of any information submitted by proposers. If the Respondent is not a local vendor, efforts to 9 contract with vendors who do fall into these categories are appreciated. Public Entity Crime. Section 287.133(2)(a), Florida Statutes, states "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." E. Public Records Clause 1. The legislature has amended Chapter 119 Florida Statutes, Section .0701 thereof, to expand the obligation of local government to include into all contracts certain language that relates to public records, which is made a part of this contract. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS FOR THE CITY OF OKEECHOBEE AT: CITY CLERK'S OFFICE 55 S.E. 3RD Avenue Okeechobee, FL. 34972 (863) 763-3372 ext. 9814 Igam iotea@cityofokeechobee.com 10 2. The contractor shall adhere to Florida public records laws, including the following: a Keep and maintain public records required by the City to perform the services, and upon request of the custodian of records for the City, provide the City with a copy of the requested records or allow the records to be copied or inspected within a reasonable time at a cost that does not exceed the cost allowed in Chapter 119 or as otherwise provided by law. b. 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 this contract term and following completion of the contract if the contractor does not transfer the records to the City. c Upon completion of the contract, transfer, at no cost, to the City all public records in possession of the contractor or thereafter keep and maintain public records required by the City to perform the service. If the contractor transfers all public records to the City upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request of the City Clerk, in a format that is compatible with the information technology systems of the City. 3. Noncompliance: a A request to inspect or copy public records relating to the City's contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the contractor of the request, and the contractor must provide the records to the City or allow the records to be inspected or copied within a reasonable time. A reasonable time is defined as within eight (8) business days. b. If the contractor records, the City the contract. c If the contractor reasonable time, Chapter 119.10. does not comply with the request of the City for the shall enforce the contract provisions in accordance with fails to provide the public records to the City within a the contractor may be subject to the penalties under 11 4. Civil Action. a If a civil action is filed against a contractor to compel production of public records relating to the City's contract for professional services, the court shall assess and award against the contractor the reasonable costs of enforcement, including reasonable attorney fees, If: 1) The court determines that the contractor unlawfully refused to comply with the public records request within a reasonable time; and 2) At least eight (8) business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the contractor has not complied with the request, to the City and to the contractor. b A notice complies with the above if it is sent to the custodian of public records for the City and to the contractor at the contractor's address listed on its contract with the City, or to the contractor's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. c A contractor who complies with a public records request within eight (8) business days after the notice is sent is not liable for the reasonable costs of enforcement. F. Costs for Submittals. The City of Okeechobee will not reimburse for any costs associated with the preparation and submittal of any proposal, for any travel and/or per diem costs. G. Ownership of Submittals. All materials submitted regarding this proposal becomes the property of the City of Okeechobee. Responses may be reviewed by any person after the public opening. Proposers should take special note of this as it relates to any proprietary information that might be included in their offer. Any resulting contract may be reviewed by any person after the contract has been executed by the City of Okeechobee. The City of Okeechobee has the right to use any or all information or material submitted in 12 response to this bid and/or any resulting contract from same. Disqualification of a proposer does not eliminate this right. H. Rejection of Responses. The City of Okeechobee reserves the right to reject any and all proposals submitted in response to this Request for Qualifications, and the right to waive any technical irregularities or immaterial defects in bid proposal that do not affect the fairness of the bid competition. Any intentional omissions, alterations, or false representations will be grounds for rejection of any proposal. 13 City of Okeechobee Request for Qualifications (RFQ) PDM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 June 5, 2017 RFQ Opening 1. Company Name: -1c e 4T( 6(- ©i,( r Contact Person: 1-6i ! R ac n i e Phone Number:712 .7 4?1 ea- Fax No. e-mail: sl-ucy Fr e DIY cofci0Li (OV 2. Company Name: i ve.` I u S Contact Person: CAJ ti l l+ c(v' V e la_ 5 r 6 Phone Numb r: 7 " �� - WC,/ Fax No. e-mail: Ug' /et st'a E)Cc. ➢4us,coet, 3. Company Name: Contact Person: Phone Number: Fax No. e-mail: 4. Company Name: Contact Person: Phone Number: Fax No. e-mail: 5. Company Name: Contact Person: Phone Number: Fax No. e-mail: 6. Company Name: Contact Person: Phone Number: Fax No. e-mail: 7. Company Name: Contact Person: Phone Number: Fax No. e-mail: K 8. Company Name: Contact Person: Phone Number: Fax No. e-mail: 9. Company Name: Contact Person: Phone Number: Fax No. e-mail: 10. Company Name: Contact Person: Phone Number: Fax No. e-mail: Vendor Name: City of Okeechobee Request for Qualifications (RFQ) ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 a i Criteria Weight Item Score Subtotal Experience and qualifications 20% Approach to providing services 20% 2---O Past performance and references 20% U Knowledge and understanding of relevant issues and projects 20% 2 Ability to meet time and budget 10% /) Location of firm/applicant '10% TOTAL 100% � 1 Vendor Name: City of Okeechobee Request for Qualifications (RFQ) ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 Criteria Weight Item Score Subtotal Experience and qualifications 20% / 7 providing services Approach to pr g 20% Past performance and references 20% / 7 Knowledge and understanding of relevant issues and projects 20% a Ability to meet time and budget 10% PO Location of firm/applicant 10% l ,\ TOTAL 100% 1 City of Okeechobee Request for Qualifications (RFQ) ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 Vendor Name: Criteria Weight Item Score Subtotal Experience and qualifications 20% Approach to providing services 20% Past performance and references 20% Knowledge and understanding of relevant issues and projects 20% Ability to meet time and budget 10% Location of firm/applicant 10% TOTAL 100% 1 City of Okeechobee Request for Qualifications (RFQ) ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 Questions and responses received through, Thursday June 1st, 2017. Cut off for questions is June 1st, 2017 at 4:00 p.m. 1. What specifically is "service requests" (page 1) / "Service request system" (page 4)? Possible Citizen request for service. 2. What type of "citizen engagement" is needed? Is this a general statement that you want more people to use the site or is there a specific action that you want them to do on the site? This is a general staternent and specific. We want our website to engage our citizens and promote our community 3. What is "third party web service integration' (page 1) / "Provide for full integration with existing applications" (page 3)? We currently use Laserfiche for scanning and storing all public records and need this integrated and accessible to the general citizenry securely. In laymen's terms, we need the WebLink accessible (a secure pass through to a computer on our network, DNS record). Other links, such as Municode is currently linked and needed on the website. 4. This may be related to the previous question, what is "Enable links and pass through for various integrated software (WEBLINK, Laserfiche, etc.)" (Page 2)? Will this simply involve URL links are some form of API or other integration? See answer #3 5. Page 2 refers to "educational brochures", "PowerPoint presentations", "newsletters", "email" — is this a request for these items to fall under the scope of the RFP? (ie. The winning provider would need to create these materials?) Yes, we will need assistance with engaging the public through PR and social media. 6. Page 4 refers to "Secure and user-friendly e-commerce" — what will be sold on the website? Is e- commerce really needed? Capability of accepting an application online along with payment, from various departments, i.e. Business Tax Receipts, Building Permits, Public Records request, etc. a 7. There is not a site map listed for the new website — will the new site be based on the existing page tree? A start to finish product is required. 8. Can you confirm that the max length of proposals is 2 pages? Yes 2 pages. The City reserves the right to request additional information as it sees the need, as well as during the selection process. 9. Whether companies from Outside USA can apply for this? (like,from India or Canada) Below is an excerpt from the RFP: Section 8. Other General Provisions. C. Promotion of Local Vendors. The City of Okeechobee is desirous of allowing as many vendors as possible, the opportunity to participate, including local vendors. The City of Okeechobee reserves the right to award the contract under a local vendor ordinance, or under F.S. 255.0991 for vendors located in the State of Florida, and the right to request clarification of any information submitted by proposers. If the Respondent is not a local vendor, efforts to contract with vendors who do fall into these categories are appreciated. 10. Whether we need to come over there for meetings? I anticipate site meetings as on an as needed basis, and definitely necessary for initial information gathering visionary work. 11. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) See answer to question 9. 12. Can we submit the proposals via email? Method of submittal is: Respondent must submit one original and five copies of their proposal to City Administration in a sealed envelope or package marked on the outside: "RFQ NO. ADM -01-00-05-17 WEBSITE DESIGN AND REPLACEMENT AND ENHANCE COMMUNICATION," with the name of the Respondent, no later than 10:00 a.m. EST on Monday, June 5, 2017, delivered to: City of Okeechobee, 55 SE 3rd Avenue, Room 201, Okeechobee, Florida 34974. Faxed or e-mailed responses will not be accepted. Late proposals will be returned unopened. 13. Could you please further expand upon your definition of a local vendor as described in your RFP? Does having employees based in Florida qualify us a local vendor or is it necessary for a head office to be located in Florida in order for us to claim local preference? Please review the below link from our code of ordinances on our website for Local Vendor. https://www.municode.com/library/fl/okeechobee/codes/code of ordinances?nodeld=PTIICOOR CH2 AD ARTIVFIMA DIV3MUPU S2-290LOVEPR RFQ NOTIFICATION FOR WEBSITE DESIGN and REPLACEMENT ADM 01-00-05-17 Com an Name E -Mail Address Ai Fax # Ai Date Sent The Firefly Group stacy@fireflyforyou.com AI 5/19/17 Email Netsource Technolgies sales@netsourceinc.com 5/19/17 Email Civic Plus decker a,civicplus.com Al 5/19/17 Email Aha Consulting ghuggins@municode.com A/ 5/19/17 Email Vision Internet tlease@visioninternet.com I 5/19/17 Email Quest Corporation corporate(Z gcausa.com Al 5/19/17 Email EzTask glennAeztask.com Al 5/19/17 Email PCMG Inc. Evangaline.baria(Z pcmg.com Al 5/19/17 Email NH&A LLC sales@nha.com Al 5/19/17 Email E = Emailed Website vendors: Stacy W. Ranieri President & Chief Illuminator The Firefly Group 1211 SW Sunset Trail Palm City, FL 34990 772.287.5272 w 772.260.5483 c stacv@fireflyforyou.com NetSource Technologies Inc. 3700 South Pine Ave. Ocala, Florida, 34471 1-800-709-3240 CivicPlus' 302 South 4th Street Manhattan, Kansas 66502 888-228-2233 e_1ui'Lektas,C' vAi Gregg Huggins Aha Consulting I a Municode company Off. 800-262-2633 ext. 1675 1700 Capital Circle SW Tallahassee, FL 32316 111 • • Tricia Lease (tlease@visioninternet.com) Regional Sales Manager 678-388-9592 cell: 678-634-6374 www.visioninternet.com 4 tt/L 6 Quest Corp of America 3837 Northdale Blvd. #242 Tampa, FL 33624 e PO n.� _ QC A ILS 4 CD EzTask 210-A Morton St. Website Solutions Provider for Richmond, TX 77469 Local Government PCMG Inc. Evangaline Baria NH&A LLC 1940 E. Mariposa Ave El Sugendo, CA 90245 Chantilly, VA 20151 790 Juno Ocean Walk Suite 502C North Palm Beach, FL 33408 /Atlantic Busine�s Systems 5131 Industry Drive Kristian Sant s Melbourne, FL 32940 L e- (813) 926-2942 (813) 926-2962 Fax (866) 662-6273 Toll Free 281-239-3227 281-239-7095 Fax glenn@eztask.com OK_ 800-625-5468 X38744 Fax 310-630-6586 Evangaline.Baria@pcmg.com 561-622-2283 888-602-1196 sales@nha.com 321-259-7575 x223 321-506-0046 (cell) IA259-7600 (fax) 3)I -159- 7(adD OK Jackie Dunham From: Jackie Dunham Sent: Friday, May 19, 2017 9:45 AM To: 'stacy@fireflyforyou.com'; 'sales@netsourceinc.com'; 'ghuggins@municode.com'; 'tlease@visioninternet.com'; 'corporate@qcausa.com'; 'glenn@eztask.com'; 'evangaline.baria@pcmg.com'; 'sales@nha.com'; 'decker@civicplus.com' Cc: India Riedel; Patty Burnette Subject: RFQ Website Design Attachments: RFQ ADM 01 00 05 17 Website Design.pdf Please see the attached Request for Qualifications for the City of Okeechobee's upcoming website improvements. Please direct any questions or requests for additional information to the Finance Department by telephone at 863-763-9818 or by electronic mail at iriedel@cityofokeechobee.com Jcwk(e' Du.vtha m' AdAniwt&strativeSec,retary City of Okeecho-bee. 55 SE ThCrcl/Avenuei Okeechobee', EL 34974 863-763-3372 (Wain') 863 -763 -9821 (D%rect) 863-763-1686 (Fax.) jdunham@cityofokeechobee.com Website: http://www.cityofokeechobee.com NOTICE: Due to Florida's broad public laws, this email may be subject to public disclosure. City of Okeechobee RFQ No. ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 The City of Okeechobee, Florida requests proposals from individuals or firms to provide services related to replacement of existing website for the City of Okeechobee; to design a website to create a site that is attractive, employs site navigation that is simple for public use, that permits linking to various departments, ordinances, informational sites, photographic displays of our city, staff, and area, social media tools, permits updates as needed, provides security of content from malicious software, or such other features as may be directed at staff level once a vendor is selected. To facilitate effective evaluation by the City, proposals shall be limited to a total of two (2) pages. Statement on Public Entity Crimes, other appendix documentation, sectional dividers, and front and back covers will not be counted toward the total. A letter of interest or executive summary, not to exceed one (1) additional page, may also be included in the proposal. Proposals that exceed this length will be considered non-responsive and will not be evaluated. The previous criteria are shown in the required format. For a proposal to be eligible, the format must be strictly followed. During this RFQ process, any intentional omissions, alterations, or false representations will be grounds for rejection of any proposal. Selected individual or firm must comply will all requirements of the City Code. Additionally, the selected firm or individual will be subject to statutory requirements to maintain all records that may be subject to the public record laws, including production of such records as requested by any firm or person, in the time and manner as required by law. In compliance with the Florida Sunshine Amendment and Code of Ethics, the City strictly enforces open and fair competition in its RFQ's. In accordance with Section 287.133, FS, a person or affiliate who has been placed on the convicted vendor list following conviction for a public entity crime may not submit a proposal on a contract to provide services to a public entity. A public entity crimes statement is required. A complete outline of services sought may be obtained from the website, cityofokeechobee.com. Any interested party may submit questions or requests for additional information regarding this RFQ in writing via mail or e-mail to: India Riedel, Finance Director 55 SE 3rd Avenue, Room 102 Okeechobee, Florida 34974 Email: iriedel@cityofokeechobee.com The City of Okeechobee reserves the right to award the contract under a local vendor ordinance, or under F.S. 255.0991 for vendors located in the State of Florida, and the right to request clarification of any information submitted by proposers. The City, with suitable basis provided for by law, reserves the right to reject any and all individuals and or firms, and to waive any informalities or irregularities in the proposal process. This RFQ does not commit the City of Okeechobee to award a contract to any respondent or to pay any costs incurred in the preparation or mailing of a response. Respondent must submit one original and five copies of their proposal to City Administration in a sealed envelope or package marked on the outside: "RFQ NO. ADM -01-00-05-17 WEBSITE DESIGN AND REPLACEMENT AND ENHANCE COMMUNICATION," with the name of the Respondent, no later than 10:00 a.m. EST on Monday, June 5, 2017, delivered to: City of Okeechobee, 55 SE 3rd Avenue, Room 201, Okeechobee, Florida 34974. Faxed or e-mailed responses will not be accepted. Late proposals will be returned unopened. Proposals will be opened June 5, 2017. Tentatively reviewed and evaluated June 5 through 12, 2017, by City staff based upon the evaluation criteria contained in the RFQ. A proposed ranking will tentatively be submitted for consideration by the City Council at the June 20, 2017, Regular Meeting. The top ranked respondent will be requested to negotiate a contract price with the City Administrator or designee. If a contract cannot be agreed, the next vendor on the list will be selected in the same manner. At the discretion of the City, respondents may be asked to give a short presentation/interview as part of the selection process. The City of Okeechobee is an Equal Opportunity Employer, Drug Free Workplace, and supports Fair Housing and providing Handicapped Accessibility. By: Mayor Dowling R. Watford, Jr. iDEPENDENT NEWSMEDIA INC. USA I ftr� f' t'd', f, Okeecholiee News" 107 SW 17th kiet, Suite D Okeechobee, Flo'rida 34974 863-7634-04 STATE OF FLORIDA COUNTY OF OKEECHOBEE Before the undersigned authority personally appeared Katrina Elsken, who on oath says she is the Publisher of the Okeechobee News, a three times a week Newspaper published at Okeechobee, in Okeechobee County, Flori4, that the attachecopy of advertisement being a '1��� y(r t c, l or: in the matter of 4- (3, mitt �l�l'' l - t_i 1- Ltl OS l '7 in the 19th Judicial District of the Circuit Court of Okeechobee County, Florida, was published in said newspaper in the issues of Affiant further says that the said Okeechobee News is a newspaper published at Okeechobee, in said Okeechobee County, Florida, and that said newspaper has heretofore been published continuously in said Okeechobee County, Florida each week and has been entered as second class mail matter at the post office in Okeechobee, in said Okeechobee County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement, and affiant further says that she has neither paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisem nt for publication in the said newspaper. Sworn to and subscribed before me this tP �� day of` 1-)2 J3 Notary Public,, tate of Florida at Large Katrina Elsken ANGIE BRIDGES MY COMMISSION # FF 976149 EXPIRES: Apr1120, 2020 Bonded Thlu Notary Public Undenn itafs .O/ 7AD Gty of Okeechobee RFQ No. ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 The City of Okeechobee, Florida requests proposals from individuals or firms to provide services related to replacement of existing website for the Gly of Okeechobee; to design a website to create a site that is attractive, employs site navigation that is simple for public use, that permits linking to various departments, ordinances, informational sites, photographic displays of our city, staff, and area, soda) media tools, permits updates as needed, pro- vids security of content from malidous software, or such other features as may be directed at staff level once a vendor Is selected. To facilitate effective evaluation by the City, proposals shall be limited. to a total. of two (2) pages. Statement on PubliEntity Crimes, other appendix documentation, sectional dividers, and front and back covers will not be counted toward the total. A letter of Interest or executive summary, not to exceed one (1) additional page, may also be Included in the proposal. Pro- posals that exceed this length will be considered non-responsive and will not be evaluated. The previous criteria are shown in the required format. For a roposal to be eligible, the format must be strictly followed. During thk R process, any intentional omissions, alterations, or false representa- tions wil be grounds for rejection of any proposal. Selected individual or fine must comply will all requirements of the Qty Code. Additionally, the selected firm or individual will be subject to statutory requirements to maintain all records that may be subject to the public record laws, induding production of such records as requested by any firm or person, in oftcompliance odaSunshne Amendment and Code Ethics, the Gtysstrcy en- forces open and fair competition In its RFQ's. In accordance with Section 287.133, FS, a person or affiliate who has been placed on the convicted vendor list following conviction for a public entity crime may not submit a proposal on a contract to provide services to a pub- lic entity. A public entity crimes statement is required. A complete outline of services sought may be obtained from the website, cityofokeediobee.com. My Interested party may submit questions or re- quests for additional Information regarding this RFQ in writing via mail or e- mail to: India Riedel, Finance Director 55 SE 3rd Avenue, Room 102 Okeechobee, Florida 34974 Email: Idedei@c tyofokeechobee.com The cal veendor orof dinance or bee under F.S..righte 55.099award for end ntract o located in the State of Florida, and the right to request clarification of any information submitted by proposers. The Gty, with suitable basis provided for by law, reserves the right to reject any and all Individuals and or firms, and to waive any Informalities or irregularities In the proposal process. This RFQ does not commit the Gty of Okeechobee to award a contract to any respondent or to pay any costs Incurred In the preparatlon or mailing of a response. Respondent must submit one original and five copies of their proposal to Admlol tratlon Ina sealed envelope or package marked on the outside: R Q NO. ADM -01-0O.05-17 WEBSITE DESIGN AND REPLACEMENT AND ENHANCE COMMUNICATION' with the name of the Respondent, no later than 10:00 a.m. EST on Monday, June 5, 2017, delivered to: City of Okeechobee, 55 SE 3rd Avenue, Room 201, Okeechobee, Florida, 34974. Faxed or e-mailed responses will not be accepted. Fate proposals will be re- turned unopened. Proposals will be opened June 5, 2017. Tentatively reviewed and evaluated June 5 through 12, 2017, by Gty staff based upon the evaluation aiterla contained In the RFQ. A proposed ranking will tentatively be submitted for consideration by the Gty Coundt at the June 20, 2017, Regular Meeting. The top ranked respondent will be requested to negotiate a contact price with the Gty Administrator or designee. If a contract cannot be agreed, the next vendor on the list will be selected In the same manner. At the discretion of the Oty, respondents may be asked to grve a short presentation/interview as part of the selection process. The ratty of Okee- chobee Is an Equal Opportunity Employer, Drug Free Workplace, and sup- ports Fair Housing and providing Handicapped Accessibility. By: Mayor Dowling R. Watford, Jr. 8865 ON 5/26/2017 1IDEPENDENT NEWSMEDIA INC. USA / n1_ .� f! ICJ Okeechobee -News`%= - 107 SW 17th Sttl' e;, Suite D Okeechobee, F14,1 -Ida, 34974 863-763-31;:4'';.. 'dl ��£FF STATE OF FLORIDA COUNTY OF OKEECHOBEE Before the undersigned authority personally appeared Katrina Elsken, who on oath says she is the Publisher of the Okeechobee News, a three times a week Newspaper published at Okeechobee, in Okeechobee County, Florida, that the attached copy of advertisement being a (� �:.�j�f�s Ci1A-11.�,v' in the matter of in the 19th Judicial District of the Circuit Court of Okeechobee County, Florida, was published in said newspaper in the issues of qgt Affiant further says that the said Okeechobee News is a newspaper published at Okeechobee, in said Okeechobee County, Florida, and that said newspaper has heretofore been published continuously in said Okeechobee County, Florida each week and has been entered as second class mail matter at the post office in Okeechobee, in said Okeechobee County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement, and affiant further says that she has neither paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper. GZf Katrina Elsken Sworn to and subscribed before me this 1 Gi k day of )41'1 'D -O 17 Notary Pubic, State of Florida at Large 1 10 ANGIE BRIDGES MY COMMISSION # FF 976149 EXPIRES:Apt1I20, 2020 4;g1:6,€.1.•• Bonded Thru Notary Public Undefwiters AD City of Okeechobee RFQ No. ADM -01-00-05-17 Website Design and Replacement and Enhance Communication for FY 2017 The Oty of ls or firms to provide services related to dreplacementa of existing website for osals from the Gty of Okeechobee; to design a website to create a site that Is attractive, employs site navigation that is simple for public use, that permits linking to various departments, ordinances, informational sites, photographic displays of our dty, staff, and area, social media toots, permits updates as needed, pro- vides security of content from malicious software; or such other features as may be directed at staff levet once a vendor is selected. To facilitate effective evaluation by the Oty,proposals shall be limited to a total of two (2) pages. Statement on Public Entity Gimes, other appendix documentation, sectional dividers, and front and back covers will not be countedtoward the total. A letter of Interest or executive summary, not to exceed one (1) additional page, may also be Induded in the proposal. Pro- posals that exceed this length will be considered non-responsive and wit not be evaluated. The previous criteria are shown In the required format. For a this RFQoprocel to ess, any Intentional omissthe ions, alt tiobe ns or false representa- tions will be grounds for rejection of any proposal.. Selected Individual or fine must comply will all requirements of the City Code. Additionally, the selected firm or Individual wit be subject to statutory requirements to maintain all records that may be subject to the public record laws, including production of such records as requested by any firm thepFloridaiSunnsthe hinine time and nner as Code of Ethics the Gtystrictly en- forces open and fair competition In its RFQ's. In accordance with Section 287.133, FS, a person or affiliate who has been placed on the convicted vendor list following conviction for a public entity crime may not submit a proposal on a contract to provide services to a pub- ic entity. A public entity crimes statement Is required. A complete outline of services sought may be obtained from the website, cityofokeedrobee.com. Anyinterested party may submit questions or re- quests for additional information regarding this RFQ In writing via mall or e- mail to: India Riedel, Finance Director 55 SE 3rd Avenue, Room 102 Okeechobee, Florida 34974 Email: Iriedel@dtyofokeedrobee.com The Gty of Okeechobee reserves the right to award the contract under a lo- cal vendor ordinance, or under P5. 255.0991 for vendors located In the State of Florida, and the right to request clarification of any Information submitted by proposers. The Gty, with suitable basis provided for bylaw, reserves the right to reject any and all individuals and or firms, and to waive any Informalities or Irregularities In the proposal process. This RFQ does not commit the Gty of Okeechobee to award a contract to any respondent or to pay any costs Incurred In the preparation or mailing of a response. Respondent must submit one original and five copies of their proposal to Gty dministratlon In a sealed envelope or package marked on the outside: 5-17 NS'dND eRepo REPLACEMENT ENHANCE COMMUNICATION,' with the name of theno later than 10:00 a.m. EST on Monday, June 5, 2017 delivered to: Oty of Okeechobee, 55 SE 3rd Avenue, Room 201, Okeechobee, Florida 34974. Faxed or e-mailed responses will not be accepted. Late proposals will be returned unopened. Proposals will be opened lune 5, 2017. Tentatively reviewed and evaluated June 5 through 12, 2017, by City staff based upon the evaluation oda contained In the RFQ. A proposed ranking will tentatively be submitted for consideration by the ranked oQty Coundl at the June 20, 2017, Regular Meetlng. The ntract price with the Gty Administrator todes desll be ignee. If requested cannot bate a e agreed, the next vendor on the list will be selected In the same manner. At the discretion of the Gty, respondents may be asked to give a short presentation/interview as part of the selection process. The Gty of Okee- chobee is an Equal Opportunity Employer, Drug Free Workplace, and sup- ports Fair Housing and providing Handicapped Accessibility. By: Mayor Dowling R. Watford, Jr. 480775 ON 05/19/2017 )f /1 kumo u to Locrut- �� mi -1 , c & --S Patty Burnette From: Patty Burnette Sent: Thursday, November 01, 2018 3:58 PM To: India Riedel Subject: Insurance Certificates for Firefly Group Attachments: Firefly Group.pdf Tracking: Recipient Read India Riedel Read: 11/2/2018 8:15 AM India, noticed when looking through the files of information you gave me for the Website Design RFQ, that the insurance certificates had expired and also some corrections are needed. have attached copies of the pages in the contract that list the limits and what types of insurance are needed along with copies of the certificates you provided. We will need an updated Workers' Compensation insurance certificate. We will need an updated General Liability insurance certificate as well as the City being listed as additional insured. This certificate lists The School Board of Martin County. We need an insurance certificate for Automobile Liability with the limits listed. This certificate does not include any. Firefly should make sure updated certificates are provided throughout the terms of the contract. If you have any questions, please just let me know. Thank you, Patty Po4i-9 M. 131,w- ttt-tr. genera/ Services Coordinator City of Okeechobee SS Southeast 34 Avenue Okeechobee, 'FL 34974 'I'd 863-763-3372 Direct: 863-763-9820 1 reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of The Firefly Group and other persons employed or utilized by The Firefly Group in the performance of the contract. Specific consideration for this indemnity is $10.00, the receipt and sufficiency of which are hereby acknowledged by The Firefly Group. The Firefly Group shall cMain, maintain and pay for general liability insurance coverage to insure the provisions of this paragraph. Section 10. Insurance 10.1 Workers' Compensation The Firefly Group shall procure and maintain, during the life of this Contract, Worker's Compensation insurance as required by Florida Statutes, Chapter 440 for all of employees of The Firefly Group engaged in work on the Project under this Contract or provide a certificate of exemption as permitted in Chapter 440. 10.2 Insurance Policy Limits The Firefly Group shall procure and maintain insurance policies with at least the following coverage and amounts, during the life of this contract: 10.2.1: General Liability Insurance, in a combined single limit of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. 10.2.2: Automobile Liability Insurance, in a combined single limit of $250,000.00 each occurrence. 10.2.3: Professional Liability or Errors and Omissions Insurance, in a combined single limit of $1,000,000.00 aggregate. The Firefly Group shall furnish to the City, Certificates of Insurance allowing thirty (30) days notice for any change, cancellation, or non -renewal. If the insurance policies expire during the terms of the Contract, a renewal certificate or binder shall be filed with the City fifteen (15) days prior to the renewal date. 10.4 City to be Named Additional Insured The plans and specifications and other contract documents to be prepared by The Firefly Group pursuant to this Contract shall .require the insurance of liability of the person, firm or corporation which would, as contractor, perform the work described in such plans and specifications. The amounts of insurance shall be determined by the City. The City shall Page 7 be named as "additional insured" with regard to the coverage of such policies of insurance. 10.5 Status of Claim. The Firefly Group shall be responsible for keeping the City currently advised as to the status of any claims made for damages against The Firefly Group resulting from services performed under this Contract. The Firefly Group shall send notice of claims related to work under this Contract to the City. Copies of the notices shall be sent by fax, hand delivery or regular mail to: City Administrator, City of Okeechobee 55 SE 3`d Avenue Okeechobee, Florida 34974 Fax: (863) 763-1686 Section 11. The Firefly Group Standards 11.1 Other Agreements This Section Not Used. 11.2 Approvals Not Guaranteed All work performed by The Firefly Group will be in accordance with the highest website designer and communication standards and in accordance with all applicable governmental regulations. However, The Firefly Group does not warrant or represent that any governmental approval will be obtained, only that The Firefly Group will exercise its best efforts to obtain all such approvals contemplated under this Contract. 11.3 Governmental Regulations The Firefly Group shall assure that work performed under each project Authorization shall be in accordance with all applicable governmental regulations. Section 12. General Conditions 12.1 Venue in Okeechobee County Venue for any lawsuit to enforce the terms and obligations of this Contract shall lie exclusively in the County Court or the Circuit Court in and for Okeechobee County, Florida. 12.2 Laws of Florida The validity, interpretation, construction, and effect of this Contract shall be in accordance with and governed by the laws of the State of Florida. Page 8 India Riedel From: Lane Gamiotea <Igamiotea@cityofokeechobee.com> Sent: Tuesday, June 16, 2009 10:00 AM To: India Riedel Cc: Melisa Eddings Subject: Follow up from AlexisFw: Laserfiche and Weblink India - this is very helpful - and I believe exactly what you were looking for. Let me know if you need further info. Thanks :) LG Lane - We definitely want you to have WebLink as well. What you need to run WebLink is a Windows web server, IIS, and some sort of firewall software. Here are the answers to your questions. • Cities with in-house websites o Hendry County, FL o Haines City, FL o Ocoee, FL o Clearwater, FL o Sebastian, FL • Cities that out source their websites (these could possibly host WebLink themselves, but from their websites, these were the companies listed that powered the website) o Tequesta- CivicPlus o Auburndale- ePolk.com o Oakland Park- govoffice.com o Clermont- govoffice.com o Cocoa- CivicPlus • Apache is a Linux product, which doesn't work with WebLink, you will want to stick to Windows based products. Please let me know if you need any additional information. Thanks, Alexis Blue ablue@mccinnovations.com 850-701-0739 From: Lane Gamiotea [mailto:Igamiotea@cityofokeechobee.com] Sent: Monday, June 15, 2009 4:36 PM To: Alexis Blue; Scott Chromik Cc: Melisa Eddings Subject: Re: Laserfiche and Weblink Alexis or Scott, sent the info to finance. You're gonna have to bear with us. We do not have an IT Dept. So when we want anything we have to learn it and research it and install it ourselves. So finance is working with me (as they have the web host employee who updates the web J v site and the server is in there office space) to try to find what we need in order to get a better system or software or person on retainer to get our stuff straightened out to get me web Zink. I need in normal laymen terms, what system is needed to make it run. We had all the info before sent to us (like what you sent earlier) and a few people looked it over & said yeah that will work, only to find out Web Link doesn't work with Apachee. Turns out that's what makes our web site work. So, here's what I need: 1 - what other city(s) have web link that do their own web site stuff in house? 2 - what other city(s) have web link that out source their web site ? And what is the name of the company who handles their web site? 3 - Other than Apachee, what other software or whatever its called doesn't work with web link? Scott had mention there are only 2 (I think??) I'm trying really hard to be able to have web Zink!!! Thanks :) Lane Gamiotea, CMC, City Clerk lomiotea@cityofokeechobee.com City of Okeechobee 55 SE 3rd Avenue Okeechobee, FL 34974 OFFICE (863) 763-3372 x 215 - FAX 763-1686 - CELL (863) 697-0345 NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. Original Message From: Alexis Blue To: 'Lane Gamiotea' ; Scott Chromik Cc: Melisa Eddings Sent: Monday, June 15, 2009 10:53 AM Subject: RE: Laserfiche and Weblink Hi Lane - Scott is traveling today, but I can get you the information you need regarding WebLink. I will also find out more information on the scanning problem Melisa is having and let you know. Thanks, Alexis Blue ablue@mccinnovations.com 850-701-0739 From: Lane Gamiotea [mailto:lgamiotea@cityofokeechobee.com] Sent: Monday, June 15, 2009 10:52 AM To: Scott Chromik 2 Cc: Alexis Blue; Melisa Eddings Subject: Re: Laserfiche and Weblink Good Morning Scott, the finance dept has asked me to supply them with the exact needs/requirements of the server and web site in order for laser fiche & web link to work at their optimum level. Can you supply this info via email? Also, the problem Melisa was having last week that Robert helped her with is still occurring, after about 3-4 documents being scanned she has to reinstall the scanner to the LF system, its slowing her down greatly as she was to have all the boxes in 'holding' scanned before she left for her honeymoon (this Friday). This just started this bad, at first it was only doing it at boot up and only every once in a while, now its every day, while scanning. Robert's only explanation was that it was a glitch, is it only for version 8, is it something being worked on? Lane Gamiotea, CMC, City Clerk lgamiotea@cityofokeechobee.com City of Okeechobee 55 SE 3rd Avenue Okeechobee, FL 34974 OFFICE (863) 763-3372 x 215 - FAX 763-1686 - CELL (863) 697-0345 NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. Original Message From: Scott Chromik To: 'Lane Gamiotea' Cc: Alexis Blue Sent: Friday, June 05, 2009 4:01 PM Subject: Laserfiche and Weblink Hi Lane, It has been a little while since we last spoke, I hope you are doing well. The last time that we talked regarding the Weblink module you had said that you were going to talk to your manager about possibly switching web providers. Where you ever able to get any more information on that? Scott Chromik Project Manager MCCi - CDIA+ 800.342.2633 ext. 714 MCCi - #1 Rated Laserfiche Provider Technical Support Help Desk - 866.942.0464 How is our Tech Support? - Take a Survey Register for a Webinar • Register for a Seminar 3 Website info Usable Design A website's design matters. An attractive website promotes your community, and a usable website is mandatory to proving transparent online communications that get information to citizens. However, many website designers mistake fancy design and a pretty front page for a usable, elegant site. Website design is about more than just building a pretty facade, it's about building a user experience that communicates and encourages participation. Strong information architecture leads to sites that are usable: sites that provide citizens the information and services they need, sites that bring tourist dollars into the community, sites that help convert interested businesses into partners. focuses not just on making your site look good, but on providing the foundational elements that will ensure that it is usable, that it converts, and that it builds communication, engagement, and service. And don't worry, it will be stunning. For more information on our graphic design and usability process, and how we can help your citizens find information on your website more efficiently, please get in touch with one of our usability and design experts. Communications Focus Contemporary online communications management goes far beyond simply updating a website. Between optimizing your blogs and micro -marketing sites, managing press releases, coordinating social media, setting up subscriptions and mailing lists, and integrating social media, the job can be overwhelming. So to give you the tools to make communications sustainable, effective, and make the work load manageable, CivicLive has developed a suit of modules that centralizes communications, search engine optimization (SEO), and social media management. For details on our communications tools and how they can help deliver effective targeted user experiences, please get in touch with one of our implementation analysts at 1-866-802-4447 Ease of Use If a Content Management System (CMS) and the website it powers are not easy for municipal staff to use, the website will fail. If the tools provided to enable staff to update and maintain the website are difficult or confusing, then over time even the most energetic and well intentioned staff will find the site an increasingly large drain on their time and energy. This is why CivicLive's usability team has spent years perfecting our ease of use tools, providing solutions for non-technical users that our competitor's simply can't match. Plus, CivicLive provides easy tools to enable proper Web Governance. To ensure that your website stays fresh, accurate, and usable for years to come we provide full content control, approvals, workflows, and much more! For more about how our easy to use tools can help your staff communicate, please contact one of our usability analysts at 1-866-802-4447. Flexible Framework Your website's content management system is the foundation on which all online communications will be built. A strong foundation will yield a strong website. A weak foundation will cause your departments endless hours of frustrating re -work, or will need to be quickly replaced. Either way, a weak site devastates return on investment (ROI) and leads to constant site rebuilds. This is why CivicLive has built the strongest foundation possible, utilizing the highest standards in architecture and interoperability to provide the best CMS in the municipal market. We will maximize your websites life, operability, and return on investment by giving you a long term, stable solution. For more about how our flexible, scalable platform can help you, please contact one of our implementation analysts at 1-866-802-4447. Legal Compliance Municipal websites face a large number of legal requirements and must meet stringent standards for accessibility, records retention, security, and auditability. Many otherwise excellent sites end up in trouble when they face accessibility audits or are called upon to provide previous versions of records as required by state or federal laws and simply don't have the technical capacity to meet the mandate. And no one wants their municipal website hacked, everyone has to know that any data shared is safe and secure. Only CivicLive has built a system specifically to meet these requirements and ensure legal compliance with all federal and state standards for security, accessibility, and records retention. With the CivicLive solution you can know that your website will meet your legal needs and overcome liability issues. sunbiz.org - Florida Department of State Florida Department of State Page 1 of 1 DIVISION OF CORPORATIONS Previous on List Next on List Return to List Filing History Fictitious Name Search Submit Fictitious Name Detail Fictitious Name THE FIREFLY GROUP Filing Information Registration Number G05175900178 Status ACTIVE Filed Date 06/24/2005 Expiration Date 12/31/2020 Current Owners 1 County MARTIN Total Pages 3 Events Filed 2 FEI/EIN Number 06-1697926 Mailing Address 1211 SW SUNSET TRAIL PALM CITY, FL 34990 Owner Information FIREFLY COMMUNICATIONS INC 1211 SW SUNSET TRAIL PALM CITY, FL 34990 FEI/EIN Number: 06-1697926 Document Number: P03000069038 Document Images 06/24/2005 -- Fictitious Name Filing 06/12/2015 -- Fictitious Name Renewal Filing 07/12/2010 -- Fictitious Name Renewal Filing View image in PDF format View image in PDF format View image in PDF format Previous on List Next on List Return to List Filing History Florida Department of State, Division of Corporations Fictitious Name Search Submit http://dos. sunbiz.org/scripts/ficidet.exe?action=DETREG&docnum=G05175900178&rdoc... 10/4/2017 Client List CivicPlus is a privately held firm and does not publish detailed information about our clients. With that being said, we have provided a list of all Florida clients for your information. Because of the Freedom of Information Act, we do not provide a full client list at this stage of the process. Should Okeechobee require a more complete list we would be happy to comply later in the process with the understanding that any information shared would remain confidential. Client Client Since Date Client Client Since Date Altamonte Springs, FL 6/28/2012 Destin, FL 10/6/2011 Apopka, FL 6/30/2016 Dunnellon, FL 2/14/2012 Atlantic Beach, FL 8/2/2005 Fernandina Beach, FL 9/20/2007 Bay County, FL 5/26/2017 Flagler Beach, FL 2/15/2013 Belleair, FL 2/16/2012 Fort Myers Beach, FL 12/30/2008 Belleview, FL 10/9/2011 Fort Myers, FL 4/30/2014 Boca Raton, FL 12/22/2015 Fort Pierce, FL 3/12/2014 Callaway, FL 1/14/2010 Graceville, FL 10/9/2011 Casselberry, FL 9/20/2007 Groveland, FL 5/8/2014 Chipley, FL 10/21/2015 Haines City, FL 4/10/2017 Cocoa Beach, FL 8/21/2013 Hallandale Beach, FL 2/8/2007 Cocoa, FL 12/8/2006 Hollywood, FL 9/29/2011 Crestview, FL 12/16/2015 Homestead, FL 12/1/2011 Dania Beach, FL 2/15/2004 Indian Shores, FL 5/14/2015 Davie, FL 4/21/2016 Inverness, FL 8/8/2007 Daytona Beach, FL 1/9/2012 Jupiter, FL 3/30/2012 Deerfield Beach, FL 6/1/2004 Lake Wales, FL 12/5/2014 DeFuniak Springs, FL 6/29/2010 Lauderdale Lakes, FL 5/14/2013 9 &KitaAAk(i9 -,/ 141972i r) 'vv -r7.305 India Riedel From: Sent: To: Cc: Subject: Stacy Ranieri <stacy@fireflyforyou.com> Monday, February 20, 2017 6:01 PM India Riedel Marcos Montes De Oca; Robin Brock RE: Firefly follow up Follow Up Flag: Follow up Flag Status: Flagged Hi India, I have left a message with Robin and look forward to firming up a time for you and Marcos to visit our offices. In the meantime, please take a look at the websites below which are ones that my firm and our website partner Impressive Click (www.impressiveclick.com) created collaboratively. Firefly focuses on the design, site plan layout, targeted audience strategy, copywriting/content and messaging and ensures it will meet the strategic needs of our clients. Our web clevelopment company partner ensures the site is properly coded and provides the hosting/server, email and other basic website needs. We have been working with the owner, Andrew Webster for more than a decade and have an excellent working relationship that serves our clients well. We look forward to meeting you all! © Stacy Landowners/Government Clients: • AgTEC (King Ranch/CCLP) • Evans Properties • Farmton Tree Farm (Miami Corporation • Florida Ranches Calendar • Martin County MPO • Martin County Coastal Engineering Beach renourishment project) • Marine Electronics of the TC Some Non-profit examples: • One Martin • Citizens Against Rail Expansion • Keep Martin Beautiful • Martin County Horse Council • Indiantown Education Coalition • Project LIFT • Mary's Shelter of the Treasure Coast • Martin County Healthy Start • Treasure Coast Youth Soccer www.agtectreasurecoast.com www.evansprop.com www.farmtontreefarm.com www.floridaranchescalendar.com www.martin2040.com www.bathtubbeachmartin.com (Bathtub' www.marineelectronicstc.com (new) www.onemartin.org www.saveourfl.com www.keepmartinbeautiful.org www.mchorsecouncil.org www.indiantowneducationcoalition.com www.proiectliftmc.com www.maryssheltertc.org www.mchealthystart.org www.tcyouthsoccer.com 1 .0 Small Businesses/Retail • Pine Ridge Plantation • Hartman Auction • Hartman Real Estate • The Crafted Keg Stacy W. Ranieri President & Chief Illuminator The Firefly Group 1211 SW Sunset Trail Palm City, FL 34990 772.287.5272 w 772.260.5483 c stacy@fireflyforyou.com www.fireflyforyou.com www.pineridgeplantationfl.com www. ha rtmanauction.com www.hartmanrealestateinc.com www.thecraftedkegstuart.com This communication (including any attachments) may contain privileged or confidential information intended for a specific individual and purpose, and is protected by law. If you are not the intended recipient, you should delete this communication immediately and are hereby notified that any disclosure, copying, dissemination, or distribution of this communication, or the taking of any action based on it, is strictly prohibited. If you receive this communication in error, please notify us immediately by calling 772-287-5272. Thank You. Connect With Firefly From: India Riedel [mailto:iriedel@cityofokeechobee.com] Sent: Thursday, February 16, 2017 10:19 AM To: stacy@fireflyforyou.com Cc: Marcos Montes De Oca; Robin Brock; India Riedel Subject: FW: Firefly follow up Ms. Ranieri, The City of Okeechobee is currently in need of revamping its presence on the web, its image and web based tools to serve and communicate with our citizens. Please coordinate with Robin Brock, (Marcos' Executive Assistant) 863-763-3372 ext. 212 to set up a meeting at your location with Marcos and myself, to discuss the types of services your company could provide to meet our needs. 2 In the interim could you provide a list of clients websites that were created by your company? We look forward to our meeting. India India Riedel Finance Director City of Okeechobee 55 SE 3`' Avenue Okeechobee, FL 34974 (863) 763-3372 ext: 223 fax: (863) 763-1686 E -Mail: iriedelPcityofokeechobee.com "NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing." From: Marcos Montes De Oca Sent: Tuesday, February 14, 2017 3:51 PM To: India Riedel Subject: Fwd: Firefly follow up Sent from my iPhone Begin forwarded message: From: Stacy Ranieri <stacyPfireflyforyou.com> Date: February 10, 2017 at 4:54:54 PM EST To: <marcos@cityofokeechobee.com> Subject: Firefly follow up Reply -To: <stacy@fireflyforyou.com> Hi Marcos! It was a pleasure speaking with you today. Below is my contact information and I look forward to hearing back from you to set up a time when we can get together and discuss your website, and any other citizen outreach communication services you may need. Have a wonderful weekend! Best regards, Stacy Stacy W. Ranieri President & Chief Illuminator The Firefly Group 3 1211 SW Sunset Trail Palm City, FL 34990 772.287.5272 w 772.260.5483 c stacy@fireflyforyou.com www.fireflyforyou.com This communication (including any attachments) may contain privileged or confidential information intended for a specific individual and purpose, and is protected by law. If you are not the intended recipient, you should delete this communication immediately and are hereby notified that any disclosure, copying, dissemination, or distribution of this communication, or the taking of any action based on it, is strictly prohibited. If you receive this communication in error, please notify us immediately by calling 772-287-5272. Thank You. Connect With Firefly 4 India Riedel k From: Lane Gamiotea <Igamiotea@cityofokeechobee.com> Sent: Tuesday, June 16, 2009 10:00 AM To: India Riedel Cc: Melisa Eddings Subject: Follow up from AlexisFw: Laserfiche and Weblink India - this is very helpful - and I believe exactly what you were looking for. Let me know if you need further info. Thanks :) LG Lane - We definitely want you to have WebLink as well. What you need to run WebLink is a Windows web server, IIS, and some sort of firewall software. Here are the answers to your questions. • Cities with in-house websites o Hendry County, FL o Haines City, FL o Ocoee, FL o Clearwater, FL o Sebastian, FL • Cities that out source their websites (these could possibly host WebLink themselves, but from their websites, these were the companies listed that powered the website) o Tequesta- CivicPlus o Auburndale- ePolk.com o Oakland Park- govoffice.com o Clermont- govoffice.com o Cocoa- CivicPlus • Apache is a Linux product, which doesn't work with WebLink, you will want to stick to Windows based products. Please let me know if you need any additional information. Thanks, Alexis Blue ablue@mccinnovations.com 850-701-0739 From: Lane Gamiotea [mailto:Igamiotea@cityofokeechobee.com] Sent: Monday, June 15, 2009 4:36 PM To: Alexis Blue; Scott Chromik Cc: Melisa Eddings Subject: Re: Laserfiche and Weblink Alexis or Scott, sent the info to finance. You're gonna have to bear with us. We do not have an IT Dept. So when we want anything we have to learn it and research it and install it ourselves. So finance is working with me (as they have the web host employee who updates the web site and the server is in there office space) to try to find what we need in order to get a better system or software or person on retainer to get our stuff straightened out to get me web link. need in normal laymen terms, what system is needed to make it run. We had all the info before sent to us (like what you sent earlier) and a few people looked it over & said yeah that will work, only to find out Web Link doesn't work with Apachee. Turns out that's what makes our web site work. So, here's what I need: 1 - what other city(s) have web link that do their own web site stuff in house? 2 - what other city(s) have web link that out source their web site ? And what is the name of the company who handles their web site? 3 - Other than Apachee, what other software or whatever its called doesn't work with web link? Scott had mention there are only 2 (I think??) I'm trying really hard to be able to have web link!!! Thanks :) Lane Gamiotea, CMC, City Clerk lgamiotea(a,cityofokeechobee. com City of Okeechobee 55 SE 3rd Avenue Okeechobee, FL 34974 OFFICE (863) 763-3372 x 215 - FAX 763-1686 - CELL (863) 697-0345 NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. Original Message From: AlexisBlue To: 'Lane Gamiotea' ; Scott Chromik Cc: Melisa Eddings Sent: Monday, June 15, 2009 10:53 AM Subject: RE: Laserfiche and Weblink Hi Lane - Scott is traveling today, but I can get you the information you need regarding WebLink. I will also find out more information on the scanning problem Melisa is having and let you know. Thanks, Alexis Blue ablue@mccinnovations.com 850-701-0739 From: Lane Gamiotea[mailto:lgamiotea@cityofokeechobee.com] Sent: Monday, June 15, 2009 10:52 AM To: Scott Chromik 2 Cc: Alexis Blue; Melisa Eddings Subject: Re: Laserfiche and Weblink Good Morning Scott, the finance dept has asked me to supply them with the exact needs/requirements of the server and web site in order for laser fiche & web link to work at their optimum level. Can you supply this info via email? Also, the problem Melisa was having last week that Robert helped her with is still occurring, after about 3-4 documents being scanned she has to reinstall the scanner to the LF system, its slowing her down greatly as she was to have all the boxes in 'holding' scanned before she left for her honeymoon (this Friday). This just started this bad, at first it was only doing it at boot up and only every once in a while, now its every day, while scanning. Robert's only explanation was that it was a glitch, is it only for version 8, is it something being worked on? Lane Gamiotea, CMC, City Clerk lgamiotea(a),cityofokeechobee.com City of Okeechobee 55 SE 3rd Avenue Okeechobee, FL 34974 OFFICE (863) 763-3372 x 215 - FAX 763-1686 - CELL (863) 697-0345 NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. Original Message From: Scott Chromik To: 'Lane Gamiotea' Cc: Alexis Blue Sent: Friday, June 05, 2009 4:01 PM Subject: Laserfiche and Weblink Hi Lane, It has been a little while since we last spoke, I hope you are doing well. The last time that we talked regarding the Weblink module you had said that you were going to talk to your manager about possibly switching web providers. Where you ever able to get any more information on that? Scott Chromik Project Manager MCCi- CDIA+ 800.342.2633 ext. 714 MCCi - #1 Rated Laserfiche Provider echnicaI Support Help Desk - 866„942.0464 How is our Tech Support? - Take a Survey Register for a Webinar • Register for a Seminar 3 Vendor who designs websites: Gov Office Things we need better for website: Showcase our city in a better Tight "what's new and exciting in Okeechobee" Better wordage, drop down menus, fonts, design Procurement Bids, contracts, forms, registration of vendors, results of bids. Procurement: Data Base of r approved contracts from other governments Archives needed: Laserfiche access by citizens for archives, minutes, maps, financial reports Employee Benefits portal: HR, personnel manual, signup, application, timesheets, access to paystub? Offsite server for Backup Email access offsite, secure, size of email, sharing of calendars, meetings, going mobile? Mobile app? Mobile friendly website Citizen portal/email for emergencies, zoning changes, committee advertisements: Quarterly newsletter Posting of audio recordings of meetings (Do we, can we? ) space? Building permitting: Zoning map which is interactive, click on parcel/zone and definition pops up? Online form and submittal online (electronic signature?) money Printer friendly versions of websites. Video clips of specific events- how often to change (size restraints) NEW BOULEVARD TREES The City of Luverne Public Works Department has planted new boulevard trees throughout the city. If you have a new tree planted in front of your house, please take the time to water it. We thank you for all your help! Florida Native Plants Installation of 3 specific Florida native plants Selection of the xxxx palm, xxxx, and xxxxxx were specifically selected because of their drought resistant properties in our south Florida climate. FDOT (Florida Department of Transportation) provided funds through a grant to jump start a landscape project for medians in our highways within our city. Plants were selected based on being native to Florida, drought resistant, low maintenance, and complementary to our community surroundings. Public Works personnel have been working in conjunction with the contractor of the landscape project, assisting in pulling and replacing irrigation piping it needed. Continuing with the theme of drought resistant plants within our parks and right of ways. These additional aesthetically pleasing foliage the additional investment to our downtown community Public Works personnel have been working in conjunction with the contractor of the landscape project, assisting in pulling and replacing irrigation piping it needed. The city is investing additional funds in it's downtown community by power washing sidewalks and curbing. Coordination between Main Street, Chamber of Commerce and Maureen Burroughs FDOT (Florida Department of Transportation) provided funds through a grant to jump start a landscape project for medians in our highways within our city. Plants were selected based on being native to Florida, drought resistant, low maintenance, and complementary to our community surroundings. Public Works personnel have been working in conjunction with the contractor of the landscape project, assisting in pulling and replacing irrigation piping it needed. Public Works personnel have been hard at work sprucing things up. Additional investment in our downtown area of the same types of native plants and foliage will enhance showcase our community and parks for our citizens and visitors alike Continuing with the theme of drought resistant plants within our parks and right of ways. These additional aesthetically pleasing foliage the additional investment to our downtown community Florida Native Plants Installation of 3 specific Florida native plants Selection of the xxxx palm, xxxx, and xxxxxx were specifically selected because of their drought resistant properties in our south Florida climate Tech -Knowledge 1908 S Parrott Ave Okeechobee FL 34974 City of Okeechobee India Riedel 55 SE 3rd Ave Okeechobee FL 34974 Task Advanced Troubleshooting Advanced Troubleshooting Basic Troubleshooting Advanced Troubleshooting Basic Troubleshooting Basic Troubleshooting Item sonicwall tz-100 GD WebsiteT prem Time Entry Notes Estimate # Estimate Date Estimate Total format / install server 2003 onto laserfiche machine and configure as standalone machine to handle laserfiche logins, and configure laserfiche locally to be server / client setup instead of all one machine. setup new firewall and configure for allowing laserfiche guest logins from Internet (website) consulting time regarding setting up website tonight, how to organize the templates, upload documents, setup the forms, or whatever other questions may come up regarding the website transfer. - most importantly how to configure the link from the website that will direct back to the laserfiche server initial setup of 30 email address in imap server configuration of email addresses on individual pc's (estimated spending 1 hour setting up initial 3-4 machines while showing india or somebody how to setup remainder.) setup of norton internet security on user pc's (estimated spending this time setting up first 1 or 2 pc's while showing india or somebody how to run the install on remaining computers) Description sonicwall tz-100 wireless firewall +1yr Website tonight premium package 3yr 999 page website 50gb diskspace 1000gb bandwidth free hosting SSL certificate Rate 70.00 simplifying IT 0000020 March 21, 2012 $1,988.78 USD Hours Line Total 4 280.00 70.00 2.5 175.00 50.00 2 100.00 70.00 1.5 105.00 50.00 1 50.00 50.00 1.5 75.00 Unit Cost 525.00 305.64 Quantity 1 Line Total 525.00 1 305.64 GD IMAP email plan 30 IMAP email addresses, unlimited space 373.14 1 373.14 Estimate Total Terms hardware / 3rd party costs are due at order placement. labor can be paid when completed. Notes for budget/bidding purposes if it helps both of the godaddy expenses are quotes directly from them (no markup) and will be purchased directly from them (i can come in and make the purchases for you if you'd like to ensure you order correct things). estimated order and timeframes of completion: 1. format and install server 2003 on main laserfiche machine, then install laserfiche server. (1-2 days depending on how long windows updates take after OS reinstall) 2. configuring laserfiche locally as server / client install (done in one evening) 3. setup website on website tonight (handled by your people, i would estimate about 2 hours of learning and then 30 min or less per page you need to add. all together I would say safe guess of taking about a full week to make the transfer and have the majority / all pages up and working) 4. initial setup of user emails, will be done the same evening we begin setting up website tonight. if done in the evening (after hours), i can come in the next morning to begin setting up individual user pc's for new servers. 5. initial install of new firewall can be done while website is being setup, and will only take a couple hours. 6. once website is setup and firewall is in place configuration of laserfiche connection through firewall will take a couple hours. as far as antivirus goes my first suggestion would be to use the free norton internet security that comes with your comcast business account, it's excellent security and provided by comcast. I included 1.5 hr to come by and show you where to download from and how to install and setup the first couple so you can do the remainder. 1,988.78 USD To view your estimate online go to https://techknowledge.freshbooks.com/view/JcscEsMYbZnQP2c prescription utilization and financial benefit to the County versus costs through the insurance plan or as agreed upon should changes and adjustments be desired by the County in accordance with the dispensing laws of the State of Florida. All medications will be stocked in accordance with applicable regulations. No controlled substances will be stocked. Provider will track and make every reasonable effort to maintain inventory levels necessary to meet patient needs as forecasted through expected utilization with the understanding the Medical Professional maintains autonomy when it comes to medication prescribing and determining what is medically necessary with regard to patient care. 1.13 Provider shall allow Covered Persons to utilize the Stuart Urgent Care facility located at 3405 NW Federal Hwy., Jensen Beach, FL 34957, at no additional charge to the County or the Covered Persons. 1.14. Utilities and Cleaning. The Provider will be solely responsible for maintaining the Employee Health Center, including, but not limited to maintaining the utilities, cleaning the facility, and any lawn maintenance. ARTICLE II COVENANTS AND RESPONSIBILITIES OF THE COUNTY 2.1 2.1 Covered Persons. The County shall provide access to the Employee Health Center only to Covered Persons as defined above, unless otherwise agreed to by the parties. The County will make its best efforts to ensure that Covered Persons are aware of the availability of Provider's Services. Prior to the first (Pt) of each month, the County shall provide Provider a listing of all "Covered Persons" in mutually agreed upon file format. The County shall identify Prospective Employees on an ongoing, as needed basis. 2.2 Project Representative. The County hereby designates the following project representatives to represent the County in all of its dealings with Provider relating to the operation and management of the County Employee Health Center: ■ Robbie L. Chartier, County Administrator: as to BOCC, Clerk ofthe Court, Supervisor of Elections, Property Appraiser, and Tax Collector; and ■ Noel Stephen, Sheriff: as to Sheriff. ARTICLE III TERM AND TERMINATION 3.1 Term. This Agreement shall commence on October 1, 2017 (Effective Date) and shall continue for a term of three (3) years. Unless terminated as provided for herein, the County shall have the exclusive right to renew the Agreement for a maximum oftwo (2) consecutive one (1) Treasure Coast Medical Associates, Inc. 3405 NW Federal Highway Jensen Beach, FL 34957 (772) 692-8082 7 year terms prior to the expiration of each term of the Agreement. Any such renewal shall be by written contract amendment duly executed by the parties. 3.2 Termination. a. The County shall have the right to terminate this Agreement, in whole or in part, with or without cause, and for its convenience, upon ninety (90) days written notice to Provider. b. Either party shall have the right to terminate this Agreement, with cause, upon the default by the other party of any term, covenant or condition of this Agreement, where such default continues for a period of fourteen (14) calendar days after the defaulting party receives written notice from the other party specifying the existence of the default, or beyond the time reasonably necessary for cure if the default is of a nature to require more than fourteen (14) calendar days to remedy and the defaulting party is making diligent, good faith efforts to cure such default. c. In the event of termination, the County shall compensate Provider for all authorized services satisfactorily performed through the termination date under the payment terms contained in this Agreement. d. Provider shall immediately deliver all documents, written information, electronic data and other materials concerning the Employee Health Center in its possession to the County and shall cooperate in transition ofthe Services to appropriate parties at the direction ofthe County. e. Upon termination, this Agreement shall have no further force or effect and the parties shall be relieved of all further liability hereunder, except that the provisions of this Section and the provisions regarding the right to audit, property rights, insurance, indemnification, governing law and litigation shall survive termination of this Agreement and remain in full force and effect. ARTICLE IV ADMINISTRATIVE FEES AND REIMBURSABLE EXPENSES 4.1 Administrative Fee and Medical Staffing Costs. The Services by Provider, and the performance of all of its other duties and obligations as set forth in this Agreement, the County shall pay Provider an administrative fee equal to Fifty-six Dollars ($56.00) per Eligible Employee per month. 4.2 Reimbursable Expenses. The County shall reimburse Provider for: Treasure Coast Medical Associates, Inc. 3405 NiV Federal Higlnvay Jensen Beach. FL 34957 (772) 692-8082 8 City of Office of the City Clerk November 16, 2017 Firefly Communications, Inc. Mrs. Stacy Ranieri, President 1211 Southwest Sunset Trail Palm City, Florida 34990 RE: Agreement for Website Design RFQ ADM 01-00-05-17 Dear Mrs. Ranieri: Enclosed herewith, please find two original documents executed by City Officials for the Website Design and Replacement and Enhance Communication Agreement. This was approved by the City Council on November 14, 2017. Kindly, return one original, after appropriate execution, to the Office of the City Clerk, 55 SE 3rd Avenue, Okeechobee, FL 34974. Retain one original for your records. As soon as the November 14, 2017, minutes are approved, a copy will be forwarded to you. Should you require any additional information, please contact my office at Igamiotea@cityofokeechobee.com or (863) 763-3372 ext. 9814. With best regards, I am Sincerely, Lane Gami• ea, CMC City Clerk Enclosures (2) LG/bj E -copy w/o enclosures: Administrator MontesDeOca 55 S.E. Third Avenue • Okeechobee, Florida 34974-2903 • (863) 763-3372 • Fax: (863) 763-1686 11010: tv►a.U.¢c) /h1(