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IT Services Contract - ICS Computers, Inc. (2019-05-13)AGREEMENT FOR INFORMATION TECHNOLOGY SERVICES BETWEEN THE CITY OF OKEECHOBEE AND ICS COMPUTERS, INC. THIS AGREEMENT, hereinafter referred to as "Contract," made and entered this 1h of (Ula 2019 by and between ICS Computers, Inc., 403 S. Parrott Avenue, Okeechobee, Florida 34974, 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 ICS Computers, Inc. for Information Technology Services and the payment for those services by City as set forth below. II. SCOPE OF SERVICES ICS Computers, Inc. shall provide Information Technology services to the City through help desk tickets, monitoring network operations, assist with troubleshooting network/systems issues, and generally provide all needed assistance that would keep the City's IT services functioning; as well as completion of on-going projects. Section 1. Scope of Services 1.1 Complete initial assessment of existing inventory, evaluate and provide recommendations of citywide network, equipment, workstations, software and as well as future information technology resources needed. a. Required Support 1. Routine Maintenance performed on the following equipment: servers, workstations, network equipment, software, etc. • Deploying updates and patches • Managing anti-virus updates • Removing spyware • Monitor system health on all workstations, servers and networking equipment • Monitoring backups and other important routine activities Review backup logs Test battery backup — self tests, system shutdown tests Monitor internet connectivity Update virus definitions Update virus engine Page 1 Apply service pack updates Apply security patches Update BIOS as needed Backup of networking configurations 2. Support for all City Departments — Each Department requires onsite service for items related to its specific software, desktops and portable hardware (laptops). Remote diagnosis is available as necessary although onsite repair is required as needed. 3. Help Desk support • Over the phone and on-site help desk as needed between the hours of 8:00 a.m. and 5:00 p.m. (EST), Monday through Friday • 24/7 phone support for non -maintenance outages and emergencies Emergency support will be provided for issues that affect the City's ability to function and employees are prevented from doing their job. Response for emergencies is required within 30 minutes Non -emergency support for issues that interfere with City functions and impact employees, but employees are still able to perform their jobs; response for non -emergencies is required within 3 hours Other requests for support that do not affect City function or impact employee's ability to perform their jobs; response is required within 24 hours • Telephonic customer support must be United States based 4. Weekly review and maintenance of systems, computers, software, etc. Backups should be performed on a regular basis with incremental daily backups and monthly full back ups 5. New Hardware Configuration • Configuring of new hardware and software as applicable and as needed for maintenance, replacement, etc. • Review and advise management regarding optimization of existing hardware, network, and workstations and integration of sites as well as software 5. Initial inventory and assessment of the City's IT related hardware and provide initial prioritization of hardware needs / changes after initial audit. III. AGREEMENT PROVISIONS Section 1. Period of Service 1.1 Term of Agreement Page 2 Upon award of this Agreement, the effective date of this Agreement shall be the date of execution of this Agreement by both City and ICS Computers, Inc. 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 ICS Computers, Inc., this Contract may be converted to or replaced at any time with a Continuing Services Contract 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. Section 2. Compensation and Method of Payment 2.1 Fee Schedule City will compensate ICS Computers, Inc. $24,960 annually, payable monthly ($2,080) for scope of work outlined in Section 1. Specific large projects requiring additional resources other than the average 5-6 hours per week will be agreed upon and a Workorder shall be submitted by ICS Computers, Inc. and authorized by the City. The rate schedule may be updated annually prior to each optional renewal period. The fees payable are subject to annual authorization by the City Council in the budgetary process in September of each year. 2.2 Invoices The ICS Computers, Inc. 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 completed each month, date worked and by whom. 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. 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 ICS Computers, Inc. 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. Page 3 Section 4. Use of Documents 4.1 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 ICS Computers, Inc. services or have been created during the course of ICS Computers, Inc. performance under this Contract shall become the property of and shall be delivered to the City after final payment is made to ICS computers, Inc. 4.2 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: 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 Page 4 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 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. c. A contractor who complies with a public records request within eight (8) business Page 5 days after the notice is sent is not liable for the reasonable costs of enforcement. Section 5. Termination for Cause and/or Convenience 5.1 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, return receipt requested) of intent to terminate; and (2) an opportunity for consultation with the terminating party prior to termination. 5.2 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. 5.3 In the event of termination, ICS Computers, Inc. shall be paid for all work completed prior to the effective date of termination. 5.4 Upon receipt of a termination action under subparagraphs 1 and 2 above, ICS computers, Inc. 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 ICS Computers, Inc. in performing this Contract, whether completed or in process, unless such data is considered proprietary in nature by ICS Computers, Inc. 5.5 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 6. CITY's Obligations 6.1 Designated Representative The Designated Representative of the City to act with authority on the City's behalf with respect to all aspects of notifying ICS Computers of work orders. Section 7. Persons Bound by Agreement 7.1 Parties to the Agreement The persons bound by this Contract are ICS Computers, Inc and the City and their respective partners, successors, heirs, executors, administrators, assigns and other legal representative. 7.2 Assignment of Interest in Agreement Page 6 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 I C S Computers, Inc. from employing such independent associates and subcontractors as the ICS Computers, Inc. may deem appropriate to assist in the performance of the services hereunder. 7.3 Rights and Benefits Nothing herein shall be construed to give any rights or benefits arising from this Contract to anyone other than ICS Computers, Inc. and the City. Section 8. Indemnification of City ICS Computers, Inc. 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, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of ICS Computers, Inc. and other persons employed or utilized by ICS Computers, Inc. in the performance of the contract. Specific consideration for this indemnity is $10.00, the receipt and sufficiency of which are hereby acknowledged by ICS Computers, Inc. ICS Computers, Inc. shall obtain, maintain and pay for general liability insurance coverage to ensure the provisions of this paragraph. Section 9. Insurance 9.1 Workers' Compensation ICS Computers, Inc. 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 ICS Computers, Inc. engaged in work on the Project under this Contract or provide a certificate of exemption as permitted in Chapter 440. 9.2 Insurance Policy Limits ICS Computers, Inc. 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. Page 7 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. ICS Computers, Inc. shall furnish to the City, Certificates of Insurance allowing thirty, (30) day 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. 9.3 City to be Named Additional Insured The plans and specifications and other contract documents to be prepared by ICS Computers, Inc. 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 be named as "additional insured" with regard to the coverage of such policies of insurance. 9.4 Status of Claim. ICS Computers, Inc. shall be responsible for keeping the City currently advised as to the status of any claims made for damages against ICS Computers, Inc. resulting from services performed under this Contract. ICS Computers, Inc. 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 9.5 Governmental Regulations ICS Computers, Inc. shall assure that work performed under each project Authorization shall be in accordance with all applicable governmental regulations. Section 10. General Conditions Page 8 10.1 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. 10.2 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. 10.3 Attorney's Fees and Costs In the event ICS Computers, Inc. defaults in the performance of any of the terms, covenants and conditions of this Contract, ICS Computers, Inc. 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. 10.4 Mediation as Condition Prrecad n,t 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. 10,5 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 11. CONSULTANT CONFLICT OF INTEREST The City, having been so advised by ICS computers, Inc., does hereby recognize that Page 9 ICS Computers, Inc. 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 ICS Computers, Inc. do not constitute a conflict of interest with the City's Project. ICS Computers, Inc. 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). ICS Computers, Inc. further represents that no person having any interest shall be employed for said performance. ICS Computers, Inc. 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 ICS Computers, Inc. 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 ICS Computers, Inc. may undertake. ICS Computers, Inc. 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 ICS Computers, Inc. The City agrees to notify ICS Computers, Inc. of its opinion by certified mail within thirty (30) days of receipt of notification by ICS Computers, Inc. If, in the opinion of the City, the prospective business association, interest or circumstance would not constitute a conflict of interest by ICS Computers, Inc., the City shall so state in the notification and ICS Computers, Inc. shall, at his/her option, enter into said association. Section 12. 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 ICS Computers, Inc. shall take appropriate steps to ensure compliance. SECTION 13. EQUAL OPPORTUNITY ICS Computers, Inc 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 14. INDEPENDENT CONSULTANT RELATIONSHIP ICS Computers, Inc. 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. ICS Computers, Inc. shall exercise control over the means and manner in which it and its employees perform the work, and in all respects ICS Computers, Inc'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. Page 10 SECTION 15. LIMITATION ON AUTHORITY The ICS Computers, Inc. 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 16. 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 17. PUBLIC ENTITY CRIME ICS Computers, Inc. 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 18. Exhibits The following Exhibits are attached to and made a part of this Contract: Exhibit A - Summary of Qualifications: as submitted by ICS Computers, Inc and accepted by City Exhibit B - Original Request for Qualifications as issued by City, including all Addenda Exhibit C- Insurance and Indemnification IN WITNESS WHEREOF, the CITY and ICS Computers, Inc have made and executed this Contract the day and year above written. ATTEST: CITY OF OKEECHOBEE By: Lane Gamiotea, CMC, City Clerk Witness Dowling R. Watford, Jr., Mayor ICS COMPUTERS, INC. By: Rick -artier, President Page 1 1 REVIEWED FOR LEG AL SUFFICIENCY: rTgQi\A John R. Cook, City Attorney Page 1 2 City of Okeechobee RFQ No: FIN 01-3203-19 Information Technology Services April 11, 2019 ICS Computers, Inc. 403 S. Parrott Ave Okeechobee, FI 34974 EXHEBIT A 1. Interest and Qualifications: a) ICS Computers was established by its current owner and President, Rick Chartier, in Okeechobee July 1990. Rick and his team were initially located at 605 SW Park St until the hurricanes of 2004 relocated us to our current location at 403 S. Parrott Ave. We are a full-service IT company specializing in sales and service of computer hardware and software, networking and servers, audio and visual hardware, premise cabling, telephone systems and technical support. Our philosophy from inception has been, anyone can offer a product but it's the service behind the product that makes the difference. ICS has always strived to be the first in service. b) ICS Computers is fully qualified to meet the needs and scope of services for the City of Okeechobee as outlined in the RFQ. Through the years ICS has broaden its services for not only sales and service of computer hardware but also to all the services as outlined above. We are located only two blocks from City Hall, City FD and City PD. Our offices are open 8am to 5pm Monday thru Friday with full time and part-time in-house staff/support personnel as well as two full-time 24/7 outside technicians. We have been servicing the IT needs of Okeechobee and the surrounding communities for nearly 29 years and look forward to the opportunity to add the City of Okeechobee to our customer base. EXHIBIT A 2. Related Experience and References: Walpole, Inc. 269 NW 9th St Okeechobee, FI 34972 Attn: Sorrel Vinson, 467-3930 ICS provides maintenance of their Local and Wide Area Networks, VoIP Phone Systems, IT Hardware/Software and multiple servers between Okeechobee, West Palm Beach, Tampa and Birmingham, Al. Rick, John and Terry have provided support for this ongoing project. Okeechobee Utility Authority 100 SW 5th Ave Okeechobee, FI 34974 Attn: Janet McKinley, 763-9460 x112 ICS provides maintenance of their Local and Wide Area Networks, VoIP Phone Systems, IT Hardware/Software and server between four different locations in Okeechobee. Rick and John are both involved with this project. Gilbert Family of Companies Okeechobee, FI Attn: JD Mixon, 824-3600 ICS provides maintenance of their Local and Wide Area Networks, VoIP Phone Systems, IT Hardware/Software and multiple servers between five different locations in Okeechobee. Rick and John are both involved with this project. EXHIBIT A 3. Background Clearance: Rick currently holds the FDLE CGIS certification for law enforcement. Rick and John both have the background checks necessary for on -premise services at the Okeechobee County School Board facilities. 4. Team and Availability: a) ICS's team consists of two outside technicians and a full and part-time office personnel. b) Rick Chartier will be the main contact with the City. He will work directly with the City's IT liaison to form a work flow on how the City's IT needs will be dispatched and met in a timely manner. ICS maintains a standard landline from 8am to 5pm and on-call can be dispatched after hours via the auto -attendant or by direct contact to individual cell phones. c) Either during normal business hours or after hours, ICS can have personnel on-site in Tess than 30 minutes due to our office location as well as our employees live locally. d) Rick Chartier, B.S. in Management Information System and Computer Science from UCF. Established ICS in July 1990. He holds several certifications and authorizations over the last 29 years in business. He has built and designed servers, workstations, desktops and laptops. Experienced in data recovery, removal of Ransomware, maiware and viruses. His entire career post graduating OHS has been spent in the IT business. John Beard, employed with ICS for 19 years. After graduating Desoto County High School, he served our country for 2 -years in the U.S. Marines. After his time in the service, he pursued a career in telecommunications. He has spent his time in field taking various courses and achieving many certifications for many types of hardware. Upon joining ICS in 2003 he brought a wealth of telecommunication background to expand ICS services into that field. Since then, he has been crossed trained in both IT and telecommunications. He is well versed in diagnosing/troubleshooting issues with customers in all areas of IT. EXHIBITA Terry Deroin and Cori Burnsed both handle the office operations and the help desk. They can assist in diagnosing issues with our clients and if necessary, dispatch Rick or John. 5. Project Approach: a) After fully reviewing Section 2: SCOPE OF SERVICES, subsection A, ICS fully understands the scope of work the City is seeking in an IT company and we are fully qualified to provide those services. We intend to approach the City as we do all our clients, in a prompt, professional manner to resolve any and all IT related issues. We will assist in designing weekly approach to maintenance on the City's hardware as well as making recommendations to keep the City up-to-date with latest technology. Maintaining current backups and security of the City's data will always be our top priority. b) We at ICS do our best to prioritize our schedule with clients based on their timeline and severity of the issue. We will work directly with City personnel on the issues that arise and create a schedule and means to dispatch our technicians to resolve those issues. Emergencies are just that, emergencies, and they require immediate action. ICS is always prepared to respond immediately both during and after hours to resolve crisis issues. c) Providing quality assurance has been our philosophy since day one. We stand behind all our work. We wish we could resolve every IT issue on the first try but as we all know IT issues are fluid and what may work today may not tomorrow; however, we will not stop working on the issue until the problem is fully resolved. We invite you to call our references and we can provide more that will attest to the quality of service ICS provides our customers. We also understand the concept of a budget, especially in government, we will work with the City to resolve their issues with mindful of their budget. We never oversell our customers. We will always recommend the best value solution for the best price. EXHIBIT B City of Okeechobee RFQ No: FIN 01-32-03-19 Information Technology Services The City of Okeechobee, Florida ("City") is seeking Requests For Qualifications ("RFQ") from individuals or firms for the services of an Information Technology ("IT"); the service provider is to provide maintenance, 24/7 help -desk support and completion of on-going projects for the City's software, hardware, and network infrastructure. Applications submitted in response to this RFQ will be reviewed by a team of City representatives. The team will review all complete, eligible qualification submittals received by the deadline. Upon evaluating the qualifications provided in the applications, the team will identify top vendors who may be invited for finalist interviews. The review team reserves the right to make a final decision without an in-person interview. Section 1. OVERVIEW The City was incorporated in 1915 and is governed by an elected five -member city council. The City has a population of approximately 5,500 and encompasses 4 square miles. The City has a City -Manager form of government with five members on the City Council. The City has approximately 65 full-time employees and 8 part-time employees. The City provides the following services to its residents: public safety police and fire, maintenance of streets and infrastructure, planning and zoning, building and engineering, and general administration. The City's Information Technology Resources The City's IT function is part of the Administration Department, oversight provided by the Director of Finance. Currently, onsite personnel utilize software vendors as Tech Support, as well as acquired knowledge. The goal of this RFQ is to identify an individual/firm that will IT support services in an economical manner while providing excellent customer service. Provision of these services would involve a combination of on-site and off-site consultant personnel. The City's Finance Director would serve as contact and would provide day-to-day activities and direction to consultant staff. Section 2. SCOPE OF SERVICES A. Description The City will utilize an individual/firm for services to respond to help desk tickets, monitor network operations, assist with troubleshooting network/systems issues, and generally provide all needed assistance that would keep the City's basic IT services functioning; as well as completion of on-going projects. B. Required Support 1. Routine Maintenance performed on the following equipment: servers, workstations, network equipment, software, etc. • Deploying updates and patches • Managing anti-virus updates • Removing spyware • Monitor system health on all workstations, servers and networking equipment • Monitoring backups and other important routine activities Review backup Togs Test battery backup — self tests, system shutdown tests Monitor internet connectivity Update virus definitions Update virus engine Apply service pack updates Apply security patches Update BIOS as needed Backup of networking configurations • Support for all City Departments — Each Department requires onsite service for items related to its specific software, desktops and portable hardware (laptops). Remote diagnosis is available as necessary although onsite repair is required as needed. 2. Help Desk support • Over the phone and on sight help desk as needed between the hours of 8:00 a.m. and 5:00 p.m. (EST), Monday through Friday • 24/7 phone support for non -maintenance outages and emergencies Emergency support will be provided for issues that affect the City's ability to function and employees are prevented from doing their job Response for emergencies is required within 30 minutes Non -emergency support for issues that interfere with City functions and impact employees, but employees are still able to perform their jobs; response for non -emergencies is required within 3 hours Other requests for support that do not affect City function or impact employee's ability to perform their jobs; response is required within 24 hours • Telephonic customer support must be United States based 3. Weekly review and maintenance of systems, computers, software, etc. • Backups should be performed on a regular basis with incremental daily backups and monthly full back ups 4. New Hardware Configuration • Configuring of new hardware and software as applicable and as needed for maintenance, replacement, etc. • Review and advise management regarding optimization of existing hardware, Page 2 of 11 network, and workstations and integration of sites as well as software Please note that this description of the scope of services is intended to provide a general overview of the essential information technology issues confronting the City and is not intended to be exhaustive. The City accepts no responsibility for inadvertent errors or omissions regarding industry specific jargon or descriptions. Exhibit "A" is attached for review to provide initial information of the City's existing infrastructure, hardware and software. A mandatory pre -proposal conference will be held on Thursday, April 2, 2019 from 1:00-3:00 p.m, located in Council Chambers, Room 200, 55 SE 3rd Avenue, Okeechobee, FL. Proposers may ask questions of City staff to gain a better understanding of the scope of services. Guided tours will be available to the City's server room to examine the existing network infrastructure. All individuals/firms must attend this conference in order to submit for this proposal. C. Budget The City's annual operating budget for IT services (including labor, equipment, software, materials, etc. is $15,000). The City is aware that additional funding may be needed to provide sufficient support of current hardware and software. Although "cost" is only one factor in the selection process, budget constraints are a difficult reality. Firms that can quickly implement affordable, but effective, solutions and support will be given the strongest consideration. D. Project Schedule Rapid response is a critical element of Information Technology support. The individuals/ firm will be held accountable for the response time outline in section 2.B. The chosen individual/firm will be expected to begin providing support immediately once the contract is awarded and an individual/firm that cannot commit sufficient time and resources to this request need not respond. Section 3. PROPOSAL AND EVALUATION CRITERIA A. Instructions to Applicants: The following are the contents that all proposals must include; all the listed criteria should be addressed completely and should follow, as closely as possible, the order and format in which it is listed below. These categories and criteria will be major considerations in the evaluation and determination of the most qualified and capable firm. Bids shall be evaluated based on the requirements set forth in the RFQ. Note: The sequence of the listing is not intended to reflect relative weight of each category. 1. Interest and Qualifications: a. A brief description of the individual/firm, including its location, years in the Page 3 of 11 business, history, and philosophy. Include an outline of the firm's officers and executive management. b. A statement of interest for the scope of services including a narrative describing the respondent's capabilities and unique qualifications as they pertain to this particular project. 2. Related Experience and References: a. Proposal shall include a list and description of at least three customers/projects in the previous two years that demonstrate the respondent's experience in troubleshooting and delivering comprehensive IT solutions for municipalities or similar private sector organizations. List the projects in order of priority, with the most relevant project listed first. Provide for each project, at a minimum: • Project client, contact person, location, and description of services. • Identify any members of the proposal team who also worked on each project, and include a description of his/her role in the project. • Names and contact information for the point(s) of contact for each project. 3. Background Clearance Must pass a Department of Justice Florida Department of Law Enforcement background investigation for all employees with access to any/all City of Okeechobee hardware, software or remote capabilities 4. Team and Availability a. Proposal shall include a description of the proposed consultant team. b. Proposal shall identify the lead contact that will have the main contact with the City. This individual is expected to remain the responsible contact throughout the engagement. All key personnel as well as a sub -consultants, if applicable. Proposal shall outline roles, responsibilities and reporting relationships. Proposal shall identify key contact person for communicating with the City on all project -related matters. c. Proposal shall include a statement on the availability and commitment of the respondent and assigned professional who will undertake the scope of services. d. Proposal shall include resumes for all the key personnel including educational background/training, experience, and detailed descriptions of roles played on past projects. 5. Project Approach a. Proposal shall include a narrative indicating an understanding of the scope of the project and the services to be performed. An overview of the intended Page 4 of 11 approach to providing the necessary services should be provided. b. Describe the individual/firm history and ability to establish and maintain schedules. c. Describe the individual/firm quality assurance process and history of delivering high quality contracted services on time and within budget. 6. Additional requirements a. Five (5) identical proposals plus one (1) electronic PDF file version (on a flash drive) must be submitted to the address below in a sealed package clearly marked "Response to Request for Qualifications -Information Technology Services, RFQ #FIN 01-32-03-19" and must be received at the address below before but no later than 3:00 PM (EST) on April 11, 2019. City of Okeechobee City Administration 55 SE 3rd Avenue, Room 201 Okeechobee, FL 34974 b. Any proposals received after the specified date and time will be rejected and discarded. Proposals may not be modified or withdrawn after the submittal deadline. c. All proposals should be 8 1/2" x 11" in size (proposals may include fold -outs). d. Additional promotional materials/brochures may be included in addition to the proposal but may not substitute for any of the content requirements of the proposal itself. This additional material need not be submitted in an electronic format. e. Communication with the City, the selection committee, or the general public relative to this project prior to the announcement of a selection is strictly prohibited. All questions should be voiced at the mandatory pre -proposal conference or emailed to India Riedel, iriedel@cityofokeechobee.com by April 4, 2019. f. The City reserves the right to request a change in any proposed sub - consultants, if applicable. g. The City reserves the right to waive any irregularity or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to advertise for new proposals, as best serves the interest of the City. The City is under no obligation to award a contract to any firm submitting a proposal. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarification from proposers, or to allow corrections of errors and/or omissions. Page 5 of 11 The City reserves the right to withdraw this RFQ at any time without prior notice and to reject any or all bids or proposals for good cause and in the best interests of the City. h. The City shall not be responsible for any costs incurred in the preparation, submittal, and presentation of proposals. i. The City reserves the right to negotiate the final Agreement with any Proposer(s) as necessary to serve the best interest of the City. The City reserves the right to award its total requirement to one Proposer or to apportion those requirements among two or more Proposers as the City may deem to be in its best interest. J• Section 4. OTHER GENERAL PROVISIONS Selected individual/firm must comply will all requirements of the City Code. Additionally, the selected individual/firm 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 Law and Code of Ethics, the City strictly enforces open and fair competition in its RFQs. A. Application of Americans Disabilities Act The City does not discriminate upon the basis of any individual's disability status. This policy involves every aspect of the City's function 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 recognizes fair and open competition as a basic tenet of public procurement. Respondents doing business with the City are prohibited from discriminating based on race, color, creed, national origin, handicap, age, marital status, or sex. C. Promotion of Local Vendors The City is desirous of allowing as many vendors as possible the opportunity to participate, including local vendors. The City 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. Page 6 of 11 D. 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 F.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 ]ga.rni:o s;] ci i golok echobe,e,com 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. Page 7 of 11 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 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 reasonable time, the contractor may be subject to the penalties under Chapter 119.10. 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: • The court determines that the contractor unlawfully refused to comply with the public records request within a reasonable time; and • 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 Page 8 of 11 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. Cost of 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. 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. The City has the right to use any or all information or material submitted in response to this RFQ 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 RFQ, 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. I. Amendments to the RFQ The City reserves the right to make such changes in the RFQ as it may deem appropriate. Any changes in the RFQ shall be made by a written addendum, which shall be issued by the City to all prospective firms who have been issued a copy of the RFQ or who have notified the City that a copy of the RFQ has been obtained. J. Insurance Provide a certificate of insurance showing the firm's current limits of liability for commercial, general, and professional liability, workers compensation, and business automobile liability, minimum limits are $1,000,000 with the City listed as additional insured. List all current and unresolved litigations, arbitrations, or mediations of the firm. Page 9 of 11 K. Business Tax (formerly Business License) The selected consultant must possess or obtain a City business tax license while providing any services for the City. In addition, provide a copy of county or city business license where the business is located. L. Cost Proposals a. Initial Scope of Services: Routine maintenance and unlimited He'p Desk support Note: Cost proposals should be all-inclusive. Hardware, software, labor, materials, etc. should be included and itemized. b. Extra Work: Include an hourly rate schedule for all team personnel and any sub -consultants for any unanticipated work performed to complel e the negotiated scope of services for the original project. Include any rregular rate tiers such as weekend or after hours. c. Ongoing Maintenance: Include an hourly rate schedule or other fee proposal for routine, ongoing IT and network support services. Include any, irregular rate tiers such as weekend or after hours. M. Terms It is proposed the final negotiated contract would be a term agreement for an initial one (1) year period with the option of three (3) additional one (1) year renewals, upon the mutual agreement of the parties. N. Proposed Process and Timeline March 19, 2019 April 2, 2019 April 4, 2019 April 8, 2019 April 11, 2019 April 12, 2019 April 15, 2019 April 17, 2019 RFQ issued and posted on the City of Okeechobee website; www.cityofokeechobse.com Mandatory Pre -Proposal Conference will be held at 1:00 p.m. for a review of equipment and sites and the RFQ. (Location — City of Okeechobee, Council Chambers, Room 200, 55 SE 3rd Avenue, Okeechobee, FL 34974 Questions due from attendees of Pre -Proposal conference Responses to Questions provided by City staff Receipt of proposals due by 3:00 PM (EST) A city representatives and officials will evaluate the proposals and select a preferred firm. If multiple firms have exceptional qualifications, the selection committee will conduct interviews with a short-listed group of finalists. Short-listed firms are interviewed (optional) Preferred firm is notified of selection and draft professional services agreement is prepared. Page 10 of 11 May 7, 2019 Recommendation to City Council Please note that this timeline is aggressive and will require prompt responses from short-listed firms. By submitting a proposal in response to this RFQ, the respondent expresses its intent to comply with the established timeline. In addition, the respondent accepts the evaluation process and methodology, as well as acknowledges and accepts that the determination of "the most qualified and capable" firm(s) will require subjective judgments by the selection committee and the City. Thank you in advance for your interest in the City of Okeechobee. The contract shall be awarded with reasonable promptness by appropriate written notice to the lowest responsible and responsive proposed whose proposal meets the requirements and specifications set forth in the request for qualifications. END OF REQUEST FOR QUALIFICATIONS Page 11 of 11 City of Okeechobee Initial listing of Software used RFQ No. FIN 01-32-03-19 Exhibit A Connected a Network Software Used Edition - Version Vendor Clerks Office City Hall Network Microsoft Office 2010 Microsoft/Liftoff LLC Adobe X Pro 10 Unknown WordPerfect Office 11 Unknown Digital Court Player 7.4 BIS Digital Digital Court Recorder 7.2 BIS Digital Laserfiche Records Management Server 10.2 MCCi Laserfiche WebLink 9 MCCi Microsoft SQL Server 2014 Panasonic KV-S1057C (local scanner) N/A Laserfiche Records Access 10.2 MCCi Windows & and 10 operating systems Office 365 Email (Outlook) latest Finance Office City Hall Network Financial software 4.512 IMS Business Tax Receipt Software 4.553 IMS Building Permitting Software 4.484 IMS Code Enforcement Software 2.355 IMS Office 365 ProPlus Word, excel, PPT, Outlook 2016 Microsoft/Liftoff LLC Microsoft Office 2010 Adobe X Pro 10 Windows Storage Server 2012 Office 365 Email (Outlook) latest ACS Assessment Link Okeechobeee Property App. Fire Dept. City Hall Network Windows 7, 8 Pro and 10 Microsoft Office Web based Lotus -budget Nuance -PDF Adobe FD specific software web based Web based Public Works n Office 365 ProPlus Word, excel, PPT, Outlook 2016 Microsoft/Liftoff LLC Windows 10 operating Microsoft Adobe Acrobat Pro XI Adobe ArcGIS 10.4.1 ESRI Office 365 Email (Outlook) latest RTC Connect -Traffic light software 2.29.1.0 RTC Corporation Police Department PD Network Spillman Cad and Reporting System -Server 2012R2 TRACS-Crash Reporting & Traffic Citations RLEX interface w/Spillman (FDLE) ELVIS software for TRACS (FDLE) Window Server for Domain 2008R2 Cisco Router -Interface w/FDLE DVR Camera system interfaces w/Network Citywide - Phone System software CenturyLink Pro Watch -Key FOB Security System 2018 Pro Watch Advanced-KeyFOB Security System 2018 Office 365 Email (Outlook) latest Code Enforcement Software 2.355 IMS Acn CERTIFICATE OF LIABILITY INSURANCE GATE (MMUDEITTYY) 05/09 2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND. EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the poticy(tes) must have ADDITIONAL INSURED provisions or bo endorsed. It SUBROGATION IS WAIVED. subject to the terns and conditions of the policy. certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such ondorsement(s). -coNTeI L2;,"dr Dams PRODUCER NAME- 5t. /'rtsf;ii Gretchen Robertson) Iris Agency INC; PNLTNr 463-763.5561 1 ,,: 80-763-1161 309 NE 2nd Street FAIML AppRE_ss: Okeechobee Fl 34972 R)O NAIL, a wsURLR A SLOP. F Wm MIAMI Automribrle Insurance Company 25178 --i. W:URrR a Stat! Farm rim and Catuahyom Cpany _.... -. ,. 25143 INSURED ICS Computers INC 403 P, rrnl Ave Okeechobee F1. 34974 INSURER C MTWRRA 0 • INSURER E • ENSURER f • SION NUMBER: r^ 1H15 15 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTYHTHSTANLNNG ANY REOUIREMENT TERM OR CONOrT10N or ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO NMICH THIS CLRitt ICATT MAY BE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY INE POUCIES DESCRIBED HEREIN I5 SUBJECT TO ALL TNI TFRMS 1XCI.0 StONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE et -AN REDUCED BY PND CLAIMS w -POLICY CFC PplldY EXP I TR .. _ . ._.._ .. sP ADOLNOW. .... - - TYPE OF INSURANCE !mall rev POLICY Nuu mR cr.!.ua<E t_:...°...Alla. LIMITS ! X COMMERCIAL GENERAL LIABILITY t1 cc IT Nei IIILLL 111 titikKGET; hrHIrT---- .3.ACE 'x, �.. P.FER9`>1.5 Lt a PF4 . , .. �. meSu i MIO EAP r.Anv vie vane,. 1 . ' 9A -BG -E411-•3 04/302019 ! 04/302020 i?tRSrXlu xAry *a€u?r A'A1:GAT, � 1 .,FM i •z I*RA (',A 4. n, :.•, :.:or GA -L Lncr Shin n ✓ .4:.;._,,..,. r.W.T - l :J-. I. PRODUCT!, :.Jkm.C..:AOC. :: -.1F k s 1.000 000 b - - 1 s I .. - 1 1 1 1 SOOOW -- .. - 00.1100 1 500.-000- r 1007000 1- AUTOMOBILE UMUTY 758 3228-623.591 0223/2019 08,23/2019 GbutnNiGStrOtr Lnrn X A•:1 A 1' i! 01„,INLY INJURY (Ne. P=1.401) I ' C16 (x136 -E.28- 598 0528/2019 , 11)28/2019 ._ __ I A ''N.NF' . ._i SC�t D:, t •. • BCOf ILT MIAMI ,PA, acowertl j ;A _'T ..ti r •r4 . 1 Ar,1, t. 12/29/2019 06/29/7019 ' 131r•F aiii p liiAtl .,A.-, W,lt..: 05/09/19 12:29:12 1-955-993-4357 -> ics The Hartford Page 064 CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDIYYYY) 05/09/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER. AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL subject to the terms arid conditions of the policy, not confer rights to the certificate holder in lieu of such INSURED, the policy(ies) must be endorsed. If SUBROGATION'S WAIVED, certain policies may require an endorsement. A statement on this certificate does endorsement(s), CONTACT NAME: PRODUCER PAYCHEX INSURANCE AGENCY INC 76210705 150 SAWGRASS DRIVE ROCHESTER NY 14620 PHONE (877)287-1312 FAX (888)443-6112 (alc, No. Ext): (AIC, NO): EMAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC5 INSURER A : The Twin City Fire Insurance Company 294:39 INSURED ICS COMPUTERS INC 403 S PARROTT AVE OKEECHOBEE FL 34974-4342 INSURER B 0C0MMER0:AL IC:LAIMS MAC1"r.'.1 1111 INSURER c: INSURER D INSURER E : CURRENC EACH GC(5 NREMISk;h (Fa crrunnnr;n'r COVERAGES CERTIFICATE NUMBER: REVISION NUMB R: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWMTHST,ANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIE 5. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUER WVD POLICY NUMHFR POLICY EFF IMMIDU/YYYYI POLICY EXP IMMIDD(YYYYI LIMITS 0C0MMER0:AL IC:LAIMS MAC1"r.'.1 1111 0EN('EkAL LIABILITY ICK:C'UR CURRENC EACH GC(5 NREMISk;h (Fa crrunnnr;n'r ._.._.._._......_.....—.._..-...._........—.__.._—_.._..-.._ MF,O EXP /Any oar. po•arx+) i470N7`r.l DitTY INJUTi'%.. .. GEN'L —..M AGGRF ,ATL POLICY OTHER UNIT APPLIES �'GR Frit J ,.:. r, I i LOC l GENERAI. A<g:00,'A'I L' PRODUCTS • COMP/OP AOC; AVTOMODILE _,_a — LIABILITY AN', ALITr,'' AIL OvV1IND AUTC9 I'!'F i'ifl AUT!'$ SCI -I YOCIk_ i AUToo NON. OWNED Ai)/Og C'. r]MeII.i0r.% SINGLE LIMIT Aro9cnrl .?L:OILY INJLJNY (mo=o, p,.rro() — BODILY' INJURY (.,' aC'SY,tent) ""— F OPLiTY DAMAGE (r Jet 0!,,,'r(a(.t) UMBRELLA LIAB EXCESS LIAB ocCUR (;LAI MS. EAC; i azuRRENC['. ACIIIR PIAft=. DEC NEI;=till tON$ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY YIN r-rtGPR,6TGR/PAR'fNEl2/U(E^.LJTIVF:--^ Drr IC:F..R/MENIB Ti EXGLLIDE.DT — (Mandatory In NH) It ym, nasrrine. under CE:w:RIP7.0N or OPERATIONS beekyw NI A 76 WEC PTS210 03/12.2019 03/12/2020 ✓r r x r)T ". B1Ff4)I'ti, • Frt. $1,000,000 O.L. (ClAH ACCIDENT !E L. DI )MASE -EA EmPLOYE F.. $1,000,000 : i C B Er' 'E I' 'L K:Y LIM, I $1.000,000 DE$<'t Those policy. (PTION OF OPERATIONS; LOCA PONS ' VEHICLES (ACORD 101 Addittonat Ram arks SChndulA, may En attic hart 11 more space IF required) usual to the Insured's Operations. Certificate holder is an additional insured per the Business Liability Coverage Form 550006 attached to this CERTIFICATEJIOLDER The City Of Okeechobee 55 SE 3RD AVE OKEECHOBEE FL 34974.2903 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 0 1 98 8-201 5 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD AC.ff%' DATE (IAMrDDrfYYY) CERTIFICATE OF LIABILITY INSURANCE 05123i2D,43 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS 1 CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the pollcy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsomenL A statement on this certificate does not confer rights to the certificate holder in livu of such endorsolnent(s). PRODUCER CONTACT Randi Davis S"tC%jeF a,t:✓ Gretchen Robertson Ins Agency INC PHONE 863,763-5561 1 FAX 863-763-1161 ., Jdt�..Ns t=titl.___.._�... .--- •-- _i_La1C_k_o1:. _---- -- �. 309 NE ZIA Street a RFSs.,_, Okeechobee, FL 34972 INSURFR(S) AFFORDING COVERAGE NAIC s TECHNOLOGY 96RVICES E&O PROFESSIONAL LIABILITY i I 1292267 051231 2 0 1 9 f 0512312020 I I I I I I DESCRIPTION OF OPERATIONS 1 LOCATIONS r VEMCL.ES tACORD 101, Addltiaoal Remarks Schol4 Ito, may bo attached If n1orN Sialce Is MgUirtld) Additional Insured: City of Okeechobee 55 SE 3rd Ave Okeechobee, FL 34974 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Okeechobee ACCORDANCE WITH THE POLICY PROVISIONS. 55 SE 3rd Ave AUTHORR£D REPRESENTATIVE /� Okeechobee. Fl_ 34974 1��-- J \'" Oc 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016f03) The ACORD name and logo are registered marks of ACORD untcee t3rda1.112 ,.:L.,u.ro,e WSURER A,, State Farm Mutual Automobile insurance Company 25178 INSURED tlJSURCR (1: State Farm Fire and Casualty Company 25143 ICS Computers INC UJSURER C_:.,- 403 Parrot Ave 1frSURER 0, Okeechobee, FL 34974 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT' OR OTHER DOCUMENT Vv1TH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PF.,RTAIN, THE INSURANCE AFFORDED BY THF- POLICIES DESCRIBED HEREIN IS SUBJECTTO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOVRJ MAY HAVE BEEN REDUCED BY PAID CLA AS. I!JSR: AOOL SU LIU ' TYPE OF INSURANCE Itre Cil l t•�ut'r�—POLICY NUTAHER POLICY EFF POLICY EX.P ! 1JMnS I rllalirNLYYriS 11hIwDOrYYYYI i I COMMERCIAL GENERAL LIADILiTY I I � LJ1C111h'�CURRFrICI�_- 1.DOa.000 I � I S i ` CLAIUS-MMA- 1 I OC'_'JJR I . .. Iia rr:-raT<>_t3i�o i .PREt.IISES, (ta r�;.q,) vLarx-,ai.....-�.' ..._._.___..... __._._.._._.._._... -. � � IJt:iD EY.r> (i.ry t'fIC NN5rX1; ". S �-- —— -- B I 98-QN-4516 10102/2018 10!0212019 PERSONAL A ADV INJURY I Z GEN'L AGOgE: ATE LI1.11T APPLIES F'ER f- Prta LCC ?OLICY : ' n _ _--,, JECT GEt. RAI, A:GREGA'<E 5 2.000,000 P!300'•J4f$ . i.(.�tP.riP Al;(' S . I OrHFR t I- AUTO MlOB"' UA$IUTY 756 33?.F3 B23 591 02123!2019 108/23'2019 G��IrsINcO yti:ti;.r LIMIT s QED I s AW ALrro C16 0036-E28-596 05/28/2019 ' BQG1L', II JRY ;Par ro,4�d v ;oa.000 1 1 12 812 01 9 .--- _ A C'vmro • S'CH7F.D.JLEO I 1 P -f>` -c... INJLRY tPar= dwit) ` 500,000 `�_. _ AJTO5 C,VLY -� HIRE'` AMO'. J NOT:.OViN:4 � O8� 0514-F29-598 112f2g%2a1✓i _i. { 0617�;2a 19 pRG• EF?'tY C3h111d�E 1 - � 1OQ.Ol�O AiJTrtSIiNLY AUTOSvl:.' ` I I rPir ar4i� I f 3 UMBRELLA LIA$ O t.Uk 1 GtCH Or�l;.1J?RFNCC S-!,OOC_OOt� .. B EXCESS LIAR i CL`.IGIS-tl.4DF� 98 RG E411.3 I 04130.2015 0413012020 DFD I RETENtION t I' COMPENSATION i 'I i PkR {ti1Fl.. I l f" I LR IWORKERS AND EMPLOYER'S' LIADJUTY YIN ,;SIA .1. _ _ I F.I:Y PRff?P.1=TO�PxRTNER.tJCECUTIYE - -' tN?LOYCGI OFFICGtJMU.1EER EXCLUDe'01 i 1U A tMandatwy In NH) y I F i (S ASE`I Sr.A 5 .---._._..�__._ ..... ._--__—.--. ._.....__.—_._... II >>r.:, dcr-rta rrtCar i DFrSCRIPTXJN OF pvERA.TIOhs b -law I I I F' I. DISEASE - POLIUY LI6`IT 3 TECHNOLOGY 96RVICES E&O PROFESSIONAL LIABILITY i I 1292267 051231 2 0 1 9 f 0512312020 I I I I I I DESCRIPTION OF OPERATIONS 1 LOCATIONS r VEMCL.ES tACORD 101, Addltiaoal Remarks Schol4 Ito, may bo attached If n1orN Sialce Is MgUirtld) Additional Insured: City of Okeechobee 55 SE 3rd Ave Okeechobee, FL 34974 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Okeechobee ACCORDANCE WITH THE POLICY PROVISIONS. 55 SE 3rd Ave AUTHORR£D REPRESENTATIVE /� Okeechobee. Fl_ 34974 1��-- J \'" Oc 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016f03) The ACORD name and logo are registered marks of ACORD untcee t3rda1.112 ,.:L.,u.ro,e CHARTIER, RICK (863)467-9090 Address: Activity: Issued to: B CITY OF OKEECHOBEE BUSINESS TAX RECEIPT No: 178 55 SE 3rd Avenue, Okeechobee, FL 34974 OCTOBER 1, 2018 - SEPTEMBER 30, 2019 403 S PARROTT AVENUE OKEECHOBEE, FL 34974 819 REPAIR SERVICE - MISC ICS COMPUTERS CH/ARTIER, RICK 403 S PARROTT AVENUE OKEECHOBEE, FL 34974 Date: 1/10/19 RECEIPT PENALTY APP/TRAN BLDG INSP FIRE INSP Total Paid 36.75 9.19 45.94 BUSINESS TAX RECEIPT OFFICIAL CHARTIER, RICK (863)467-9090 CITY OF OKEECHOBEE BUSINESS TAX RECEIPT No: 178 Date: 1/10/19 55 SE 3rd Avenue, Okeechobee, FL 34974 OCTOBER 1, 2018 - SEPTEMBER 30, 2019 Address: 403 S PARROTT AVENUE OKEECHOBEE, FL 34974 Activity: 502 RETAIL SALES - NOT PRIMARY Issued to: ICS COMPUTERS CHARTIER, RICK 403 S PARROTT AVENUE OKEECHOBEE, FL 34974 RECEIPT PENALTY APP/TRAN BLDG INSP FIRE INSP Total Paid 26.25 6.56 32.81 BUSINESS TAX RECEIPT OFFICIAL Citi of Okeechobee Office of the City Clerk May 13, 2019 Mr. Rick Chartier ICS Computers, Inc. 403 South Parrott Avenue Okeechobee, Florida 34974 RE: Information Technology Services Contract FIN 01-32-03-19 Dear Mr. Chartier: The Contract for Information Technology Services was approved by the Mayor and City Council at the May 7, 2019, Regular Meeting. Enclosed, please find your original copy of the fully executed Contract. As soon as the May 7, 2019, minutes are approved, a copy will be forwarded for your records. 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 Gamiotea, CMC City Clerk Enclosure LG/bj E -copy with enclosure: City Administrator Montes De Oca Finance Director Riedel 55 S.E. Third Avenue • Okeechobee, Florida 34974-2903 • (863) 763-3372 • Fax: (863) 763-1686 a Lake Oke 107 SW 17.t ANDEPENDENT Okeechobe 863,, NEWSMEDIA INC. USA STATE OF FLORIDA COUNTY OF OKEECHOBEE Before the undersigned authority personally appeared Katrina Elsken, who on oath says she is the Publisher of the Lake Okeechobee News, a three times a week Newspaper published at Okeechobee, in Okeechobee County, Florida, that the attached copy of advertisement being a f k �4 in the matter of -1-n'rt t►�y� ��L'�r��� L�1L 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 Lake 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. Katrina Elsken Sworn to and subscribed before me this `Y t, day of i L.. t t ``1 5(AD Notary Public,State ofFloridaat Large ANGIE BRIDGES MY COMMISSION # FF 976149 EXPIRES: April 20,2D20 %Q '•.,Eo ;;,.q.•• Bonded 1t1ru Notary Public Urrcielwritere ibee News -eet, Suite' D :)4 a 3497 3134 - RFM' 01 X19 LM mi&fi tTechn0iDgySettriaes The pptyty of Okeeftbae Rodda k saei3hg for Q M (fQ) from ihdviduals or funs for =nakbn Tahhology shervixs. The savke pro- vfder B m provkle rtuFd�, 24/7 the�dait aM a? of �9b't9 ptoje�sfixthe Q/swro+ere, har[Mere, and nark i'lra�rxLze. Sder>Pd ihdvklreyfrm wtdh al of the Oty Code. 'Addlbrha9„ttesebded vdbesbjedtogatttrayregiirerrwnts to rrivrmih aA rgnrtis tl s maw s edta�rtt,he P rand n the a and r as�e� W b,� mew N mrt�pfana�ed v the FbddaSu�e tau and Code of ghl6, the Otygibtyeyorwsopen and f& wnrhpebtion in Is RFQt- In oem been edvetdor� ro6av�in9oo «forapuf�iC aim may notsubrrta proposal on a aorhtrad:to p uvide services to a pr6kentky. A mrtple0e at6rte d savbes may be ot�ited from the welske, req forarl�iiam�atbnnwgmdrgttRFQnnwMvvia mal orW: lrhda Rkdei, Ftrt—R Diedvr 55 SE 3rd Avenue, Roan 102 Okeechobee, Florida 34974 EM: The IXy of O -Tee re:s:ty� the dghtto avard the orttrad: under a bcol vHrbr g1idRlmlCe, a ands' FS. 255.0991 forvendms bmW in the State of Rai ia, and the Ait to tegr� d3ftabon of arty kfwnal- shMad by popo�s The Gty vert((sable bass for by l,, runes the nght horejectarryandal=.a�sandort iowvNeanYn a =In respmtdertor n�,-.'Zana In the prepaUon or m &g of a response. . A MANDATORY fteMppg@1 „ be held p - 7 Ropnsds0b-kat - Respondent this mee irg In aderm subrrrkfor thk m Et subntt We l proposals plus ane dedmrk versimt (on a flash dice) of their proposal to City Adn* s7htion in a= ein4Jope a p�d�ge on the ouLvde: ==70M= FOR)"p6 'i TIONS-INFaRMATION M1N0. FiN-01-32-03-19," wdit the rk�n,a of the Rr adart, no later (fan 3:00 pm EST on Thursday, Apti 11, 2(119, depered hx Oty Of Ol�edhobee, OtyAdrNn6tralbn, 55 SE 3rd Avenue, Room 201, Okeedhobee, Flatda 34974. Fa>� oretrhalled re�ortseswB not be aoxpead. late propoa5 vJ be returned r Mwied. RoposaLs wt be Weed Apj 12, 2019. Tata" mvL%AW and eAA ed Apd 12 tvao 15,2D19, by a ty gaff based upon the a -tion atalb wntabed In the RFQ. A proposed rarddrg w® ter ' be sibTikd for mrr gderoon by the Oty Cour d at the May 7, 2019, Re9ubr Meeting. The top ranked�� ffa to beagheed,therodvgdoro�n the rstwi be sem in t esame rr�hnec AtttedsoebonoftheQ,,re:handeidsnWbeasiarlb, ' adKxtpresn- � OPPaMhdy the and �Fek Hm gan and Ptwl Ing Iijrtdmpped Aoo"%bl0.y. r4a c S S50N 0 �1�a AnnU !n fb t& CITY OF OKEECHOBEE REQUESTFOR QUALIFICATIONS FIN 01-32-03-19 INFORMATION TECHNOLOGY SERVICES 915 The City of Okeechobee, Florida is seeking Requests for Qualifications (RFQ) from individuals or firms for Information Technology services. The service provider is to provide maintenance, 24/7 help -desk support and completion of on-going projects for the City's software, hardware, and network infrastructure. Selected individual/firm must comply will all requirements of the City Code. Additionally, the selected individual/firm will be subject to statutory requirements to maintain all records that may be subject to the public record laws, ir,nding 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 Law and Code of Ethics, the City strictly enforces open and fair competition in its RFQ's. In accordance with Section 287.133, F.S., 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 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. A MANDATORY Pre -Proposal Conference will be held on Tuesday, April 2, 2019 from 1:00 to 3:00 PIA EST in the Council Chambers, 55 SE 3rd Avenue, Rm 200, Okeechobee, FL 34974. Proposers MUST attend this meeting in order to submit for this RFQ. Respondent must submit five identical proposals plus one electronic PDF file version (on a flash drive) of their proposal to City Administration in a sealed envelope or package marked on the outside: "RESPONSE TO REQUEST FOR QUALIFICATIONS -INFORMATION TECHNOLOGY SERVICES, RFQ NO. FIN -01-32-03-19," with the name of the Respondent, no later than 3:00 p.m. EST on Thursday, April 11, 2019, delivered to: City of Okeechobee, City Administration, 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 April 12, 2019. Tentatively reviewed and evaluated April 12 through 15, 2019, 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 May 7, 2019, Regular Meeting. The top ranked respondent will be requested to negotiate a conTact 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: Marcos Montes De Oca, City Administrator April 16, 2019 CITY OF OKEECHOBEE Exhibit 3 55 SE THIRD AVENUE May 7, 2019 OKEECHOBEE, FL 34974 Phone: (863)763-3372 www.cityofokeechobee.com RE: Information Technology Services RFQ NO. FIN 01 -32-03-19 The City received three responses to the RFQ, which are listed and ranked below. Each vendor is ranked 1, 2 or 3. The City will begin negotiations with the number 1 ranked vendor for an acceptable contract to both parties. RANKING VENDOR/CONTRACTOR 1 ICS Computers, Inc. 403 S. Parrott Avenue Okeechobee, FL 34974 2 Saalex Corporation-SaalexIT 1006 Pathfinder Way Rockledge, FL 32955 3 EvolvTec dba of BLM Technologies of Florida LLC 1321 NW 65th Place, Suite 3 Fort Lauderdale, FL 33309 If an agreement cannot be reached, the City reserves the right to select the vendor based on the ranking order, to negotiate a contract or to re -advertise at a later date. We appreciate your interest and the time each vendor invested in preparing their submittal for Information Technology Services for the City of Okeechobee. April 16, 2019 CITY OF OKEECHOBEE 55 SE THIRD AVENUE OKEECHOBEE, FL 34974 Phone: (863)763-3372 www. cityofokeechobee. com Saalex Corporation-SaalexIT Travis T. Mack, President/CEO 1006 Pathfinder Way Rockledge, FL 32955 RE: Information Technology Services RFQ NO. FIN 01 -32-03-19 Dear Mr. Mack, Okeechobee City Council Mayor Dowling R. Watford, Jr. Wes Abney Monica Clark Bob Jarriel Bobby Keefe Thank you for the submittal of your company's qualifications for Information Technology Services for the City of Okeechobee. We have completed our analysis of the qualifications submitted. The City received three responses to the RFQ, which are listed and ranked below. Each vendor is ranked 1, 2 or 3. After review of the three submittals, we have recommended a different vendor, and will begin negotiations for an acceptable contract to both parties. RANKING VENDOR/CONTRACTOR 1 ICS Computers, Inc. 403 S. Parrott Avenue Okeechobee, FL 34974 2 Saalex Corporation-SaalexIT 1006 Pathfinder Way Rockledge, FL 32955 3 EvolvTec dba of BLM Technologies of Florida LLC 1321 NW 65`h Place, Suite 3 Fort Lauderdale, FL 33309 If an agreement cannot be reached, the City reserves the right to select the a vendor based on the ranking order, to negotiate a contract or to re -advertise at a later date. We appreciate your interest and the time you invested Information Technology Services for the City of Okeechobee. Sincerel} India Riedel Finance Director City of Okeechobee in preparing your submittal for April 16, 2019 CITY OF OKEECHOBEE Okeechobee City Council 55 SE THIRD AVENUE Mayor Dowling R. Watford, Jr. Wes Abney OKEECHOBEE, FL 34974 Monica Clark Phone: (863)763-3372 Bob Jarriel www. cityofokeechobee. com Bobby Keefe EvolvTec dba of BLM Technologies of Florida LLC Erick Miller, Chief Technology Officer 1321 NW 65th Place, Suite 3 Fort Lauderdale, FL 33309 RE: Information Technology Services RFQ NO. FIN 01 -32-03-19 Dear Mr. Mack, Thank you for the submittal of your company's qualifications for Information Technology Services for the City of Okeechobee. We have completed our analysis of the qualifications submitted. The City received three responses to the RFQ, which are listed and ranked below. Each vendor is ranked 1, 2 or 3. After review of the three submittals, we have recommended a different vendor, and will begin negotiations for an acceptable contract to both parties. RANKING VENDOR/CONTRACTOR 1 ICS Computers, Inc. 403 S. Parrott Avenue Okeechobee, FL 34974 2 Saalex Corporation-SaalexIT 1006 Pathfinder Way Rockledge, FL 32955 3 EvolvTec dba of BLM Technologies of Florida LLC 1321 NW 65th Place, Suite 3 Fort Lauderdale, FL 33309 If an agreement cannot be reached, the City reserves the right to select the a vendor based on the ranking order, to negotiate a contract or to re -advertise at a later date. We appreciate your interest and the time you invested in preparing your submittal for Information Technology Services for the City of Okeechobee. Finance Director City of Okeechobee ``Sy.OFOKfFCy TCl*ty of O '791 + Date: April 16, 2019 Information Technology Services RFQ No. FIN 01-32-03-19 Summary of all 3 RFQ submittals ICS: Local, well know for prompt service. RFQ is not very detailed CJIS qualified Both key personnel are self taught? No listing of additional certifications. No Help Desk to call in. "Best value solution" for suggestions Smaller staff, good and bad. Knowledge may be less but enough? EvolvTec Ft. Lauderdale and Orlando Many governmental entities listed as being served CJIS qualified Very specific detailed maintenance Very good descriptive of finding out what we have , make a plan , discuss, implerrientation 55 SE Third Avenue, Okeechobee, FL 34974 (863) 763-3372 / (863) 763-1686 Fax I Saalex: Out of Rockledge Background testing through City of Palm Beach Police Dept Software to prioritize request Help desk Software to remote test, etc Preventive maintenance Page 46, says can be here within 30 minutes Analyze hardware and software for end of life and make recommendations for forward IT plan 55 SE Third Avenue, Okeechobee, FL 34974 (863) 763-3372 / (863) 763-1686 Fax RFQ No. FIN 01-32-03-19 Information Technology Services RFP/RFQ Committee Rankina Results Criteria Proposer A — Proposer B — Proposer C — Proposer D — Pro o er E t" o p, L✓ E je v NOTE: Advertised RFQ notice/info attached. 1. Qualifications — Relevant experience and broad expertise with public and/or private sector demonstrating the understanding of the scope of services required by y the City. (25 Points) 2. Related Experience and References - Documented successful related experience in troubleshooting and delivering comprehensive IT solutions for public or private sector (3) (20 Points) 3. Confirmation of FDLE approved personnel (20 Points) 4. Key Personnel and Qualifications — Availability of experienced and educated assigned professional(s)Iq providing services (15 Points) 5. Ability to Address the Needs of the Project - Understanding of the City's needs, ability to establish schedules and demonstrate delivery of contracted services on time and within budget. (20 Points) Total Score (100 Possible) `LTJ Final Ranking: RFQ No. FIN 01-32-03-19 Information Technology Services V V XOPTU Tll Ii M i• i! i' Criteria Proposer A — Proposer B — Proposer C — Proposer D — Proposer E rcS 'Va�t/T�G �DL NOTE: Advertised RFQ notice/info attached. 1. Qualifications — Relevant experience and broad expertise with public and/or private sector demonstrating the understanding of the '(^ 0 scope of services required by the City. (25 Points 2. Related Experience and References - Documented successful related experience in troubleshooting and delivering comprehensive IT solutions for public or private sector (3) (20 Points) 3. Confirmation of FDLE approved personnel —10 a. (20 Points) 4. Key Personnel and Qualifications — Availability of experienced and educated assigned professional(s) providing services (15 Points) 5. Ability to Address the Needs of the Project - Understanding of the City's needs, ability to establish schedules and demonstrate © l 5 ij delivery of contracted services on time and within budget. (20 Points) Total Score (100 Possible) Final Ranking: �s 2 RFQ No. FIN 01-32-03-19 Information Technology Services RFP/RFQ Committee Rankina Results Criteria Proposer A — Proposer B — Proposer C — Proposer D — Proposer E r a C NOTE: Advertised RFQ notice/info attached. 1. Qualifications — Relevant I experience and broad p expertise with public and/or (J l private sector demonstrating the understanding of the / scope of services required by the City. (25 Points) 2. Related Experience and References - Documented successful related experience in troubleshooting and delivering comprehensive IT solutions for public or private sector (3) (20 Points) 3. Confirmation of FDLE approved personnel (20 Points) Lill cp , 6-6' 4. Key Personnel and , /&W, Qualifications — Availability`""' of experienced and educated p assigned professional(s) providing services (15 Points)I... 5. Ability to Address the Y� Needs of the Project - Understanding of the City's f needs, ability to establish schedules and demonstrate delivery of contracted C 1 services on time and within budget. �( (20 Points) L11 U c Total Score (100 Possible) Final Ranking: IL . c y q a () Cl �7 9 5 90 . oo 92 . r,n + 9 o 0 } 27? 93-C�C, + g r - w ,I + i 'V Information Technology Services RFQ FIN 01-32.03.19 Mandatory Pre -Proposal Conference April 2, 2019 Submission Deadline April 11, 2019 e Sign -In Sheet to have materials emailed 1. Company Name:1CV_ n-fnrMa:hoo (iechnolo Contact Person: 00 h )(' . WA -t f a n Phone Number::U I --W30-• 8 31.7 W F N b 3aI 8Ua-03�1I 2. 3 4 5. Q ax um er. Email Address: o &q_ n -u.i � , Con C �6y Mailing Address: 10 W, PcL+h -A nder ujo-V iocl, Ied�e �( 329 SS 1-r P r,1,P6 c CO C> rcl 11 ri alb Company Name: Il`(y�2 (5 Ctnd _Yr6u L+ tr- LC Contact Person: Phone Number: ! l L_c_ ZCUV) 0r6-- v P 1 to- P41- 3x75 6r 800- 37U -h858 Fax Number: e l to - X145 -y; 301 Email Address: 1) a(norc,_e MSL .CoCn Mailing Address: 7 0 o W-4l?'►-hS-I- . �Su,iie ►leo kanSas0 (9c/1la Company Name: live, Con su.i h nq Contact Person: je�loU baps Phone Number: -173 -Z70 -.3qL L (C) 4oM - 3cll- 6 550 Fax Number: y Email Address: lenriVe r-yeCon suJl -Corr) Mailing Address: Company Name: EV 01 v I -eO_ Contact Person: e, Phone Number: 54-597-55, 1 �Pyl. 2n3 Fax Number: Email Address: areq h1gLnc. e PvnIy4eo cool Mailing Address: 13J I 1Jtt) 654-h P 100f, SWW 3 Company Name: -F4.Le t(&rc4a-IeI r-4 333001 V -TFPOh Lc -f Ton Contact Person: CSf�►n 1 a n K9,- )a- i Phone Number: d0a - , 45- 3 2i"7 Fax Number: 6 Wo-- -7 33 - 49-7 Email Address: Mailing Address: (j-, ► ri 4 -at) - I<, v- 0_cF, Sol a:b on • cora 1100 i -E '3+• 4 W, 442 450 Company Name: QShrn�C fon, Dc Q0v05-51-79 rs n Contact Person: f) -Iv S S o�_ c U a�-1- Phone Number: 031 - 41,,--7- Q50n k�� Fax Number: Lo 31- (10-7-5&09 Email Address: OJ 550- P_ rl p a-cc)m p u-ter'S: CQa,) Mailing Address: 5i eoaftes ANr)(kk_ )401 bro0Ki Ui 11-7+( V/ Y Information Technology Services RFQ FIN 01-32-03-19 Mandatory Pre -Proposal Conference April 2, 2019 Submission Deadline April 11, 2019 Sign -In Sheet to have materials emailed Company Name: N 14e K Contact Person: J QO_gUe 1 ne Ge_ S S a - Phone Number: 010 -. T73, ci 1 '60 Fax Number: Email Address: f6100U - the SeSS0.. P e i fe K •Cof Mailing Address':-*'5(Dq Q h Ve_ aLL/ ., (l k QUO � Q 4% le ) VV ff q8161 7. Company Name: U XC - SEC 1100 [O Contact Person: &nP S • T- rangy '70 -7(n3- Phone Number: -+ I - i 901 Fax Number: -f-I 7o4 -- S44- 90g5 Email Address: cl +0- rc-4p Q (S ct"- CO`A Mailing Address: 17-715 Ty,Son 131Vc I Sc�nS Yf} as ova 8. Company Name: Contact Person: Phone Number: Fax Number: Email Address: Mailing Address: 4. Company Name: Contact Person: Phone Number: Fax Number: Email Address: Mailing Address: 9. Company Name: Contact Person: Phone Number: Fax Number: Email Address: Mailing Address: 10. Company Name: Contact Person: Phone Number: Fax Number: Email Address: Mailing Address: r Companv Name BIDDER NOTIFICATION FOR REQUEST FOR QUALIFICATIONS FIN 01-32-03-19 INFORMATION TECHNOLOGY SERVICES . E -Mail Address � Date Sent :5C:�� �- OIW44 YW q 4-f" Quest Corp of America tcastillo@,qca-inc.com E 3/20/19 Advanced IT Concepts Inc. sales aitcinc.com E 3/20/19 Evolvtec Tom.blanc@evolvtec.com E 3/20/19 Information Management Svcs steve@ims-florida.com E 3/20/19 E E E E E E E E E E E E E E E = Emailed y.OF•OAr L'Sp Cityof Ok Response to questions submitted regarding RFQ # FIN 01-32-03-19 Information Technology Services, receipted after April 2"d, 2019. Dated: April 8, 2019 1. What is the budget for IT at the City? • $30,000 2. What project(s) are in the future for the City (6 months, 1 year etc.) • Possible fiber connecting all City buildings; City wide server; Software upgrades. (not all inclusive) 3. Do you have historical data for your network? How many calls are requested during normal business hours and how many were handled after normal business hours? • We do not have this information 4. Who is the current provider of services for the City? • ICS Computers and IMS 5. How often do you currently have someone on site to work on issues at the City? • Current staff work on help desk issues daily. Anticipate 5-6 hours weekly for onsite work. 6. What software applications are currently on your network at the City? • Please refer to Exhibit A, I have tried to list all from each department. 7. Will all of these applications need to be supported by the vendor? • The CAD system is under a maintenance contract for its server and software currently. 8. What are the total number of devices a. Workstations - b. Laptops c. Servers d. Switches e. Firewalls • For a., b., and c. please refer to the document provided during the mandatory meeting. Copy is on website. • Police Department site, d. 2 switches, e. I Firewall. City Hall for d. and e. I do not know at this time. 9. How many users are on the network? • We have 65-67 employees. 97% have at least an email but not all have access or the need for a PC or laptop. Please refer to the number of devices already provide for an indication. 1IPa<-c 10. Will we be supporting the police and fire departments as well? • Yes. All City departments. 11. If a request for service comes in what is the amount of time for us to respond onsite? During the pre- bid meeting we heard an answer of 30 minutes, is this correct? • Yes, 30 minutes. 12. Can you provide to us an expanded work flow for your CAD, we would like a better understanding so we can possible offer some enhancements '.o your system? If a call were to originate for the CAD system would that require for someone to be onsite within 30 minutes or a call to the end user within the 30 minutes? • We use the Spillman Technologies CAD System and have a maintenance contract on their software. We also have a maintenance contract on the Server which the Cad System resides on. Any Dispatch workstation hardware issues require a 30 minute response time. 13. Of the hardware onsite are you expecting a refresh in the near future? Windows 7 support expires on January 20, 2020. • Unknown at this time 14. Do you have any virtualized servers or desktops in your network? • No. 15. What is the plan for increasing the bandwidth within the City? • Please refer to #2. 16. Are you backing up data on the workstations along with the servers? • No 17. What is your anti-virus application, are you happy with it? • City hall has various applications • Police Department uses Vipre Endstation Security, and we are happy with it. 18. Do you have a network diagram that can be provided? • Not at this time 19. What type of maintenance and support contract does the City of Okeechobee Police Department have on the Spillman (CAD) Computer Aided Dispatch system? • The CAD system is under a maintenance contract for its server and software currently. 20. Will the City please clarify what support is required for the 30 minute response for emergencies? Is this a call back from the Help Desk within 30 minutes of an outage or other system problem being reported, followed by on-site support if the problem can't be resolved remotely? • 30 minute onsite support is required for emergency software/hardware problems 2Page City of Okeechobee Response to questions submitted regarding RFQ # FIN 01-32-03-19 Information Technology Services. Dated: March 28, 2019 1. Does the City employ on-site IT support employees? • No 2. How many on-site hours a week does the City anticipate to receive from the performing contractor? Estimated 5 - 6 hours per week 3. Is the City currently receiving contractor on-site support, and if so, how many hours a week? • Yes, it varies week to week. 4. What are the City's ongoing projects? • Website Launch and upgrades. Potential server and system improvements are possible future projects. 5. Does the City want insurance certificates and a copy of business license at the time of proposal submittal or at time of award? • No. These items will need to be provided prior to contract issuance. 6. For cost purposes, are the City's ongoing projects considered as a part of the initial scope of services, or does the City consider project work to be Extra Work? • It depends on the size of the project, most of what we call projects are normal IT duties. Extra work or outside of scope work will be issued a workorder as needed. 7. It is unclear how the City wishes to receive Cost Proposals. Will the City please clarify if the Cost Proposal is to be submitted as a separate volume, or together with the other request information? Additionally, is there a preferred format in which the City wishes to receive Cost Proposal information? • A request for qualifications is sought. Cost will be negotiated once ranking of submitters is complete. No preferred format is listed. 8. Will the City allow respondents to mark Cost Proposal information as Proprietary Data? • As a governmental entity all documents provided will be public record. 9. Will the City facilitate remote (listen only) participation in the pre -proposal conference if representative(s) of the firm are in attendance onsite? • No 10. Is there a limit on the number of attendees from each vendor organization that may attend the pre - proposal conference onsite? • There is no limitation, however we will be doing site visits so more that 2 per vendor may be cumbersome. I Xof2 P 40 11. Will the City clarify how it intends to evaluate proposals, and how proposals will be scored? • Please see "Section 3. PROPOSAL AND EVALUATION CRITERIA" which begins on page 3 of the posted RFQ. 12. Can we be provided with the City's total amount of infrastructure? IE. workstations, servers, access points, firewalls. • This can be provided at the mandatory pre -proposal meeting on Tuesday, April 2, 2019. 13. How many Help Desk tickets per day average? • 5 — 10 calls a week 14. It is stated in the RFQ that the Pre -Proposal Conference will be held on Thursday, April 2, 2019 from 1:00-3:00 p.m. Did the City mean to say that the Pre -Proposal conference will be held on Tuesday, April 2, 2019? • A correction is on the website, mandatory pre -proposal conference will be held on Tuesday, April 2, 2019 from 1:00-3:00 p.m, located in Council Chambers, Room 200, 55 SE 3rd Avenue, Okeechobee, FL. 15. In response to section "5. Project Approach" of the RFQ, will the City please clarify what will suffice as a response for history of delivering contracted services on time and within budget? • Provide history of past and/or current contracts in which did not go over the anticipated budget for customers 16. Can the City please clarify what they are looking for as a response for history and ability to establish and maintain schedules? • References that can be verified regarding contract time frames and response times. 2 of 2 Mandatory Pre -Proposal Conference Sign In Sheet Information Technology Services, FIN 01-32-03-19, April 2, 2019, 1:00 - 3:00 P.M. Ak Company ContactPersonPerson Phcne Number Fax Number ft ' XC-- ✓�C,`�✓iC-X (/� � �'�US�%✓�� �E-mail S�E� ' �� /��5 fl`v!i�� ;e. 22u3 �Q �� a5y_ul�-�%�Cf� : l eVojvec : c 6-- 3 4 � p 6 �X (c�11-iCL 1 6N 3 �� 3�, Esc ti ��,��Ju V,�O SAA[e>x, cow $ -� J (74 rAU'rg'p5 9' fiY 9 10 11 12 13 14 is 16 17 18 19 Submittal Opening Sign In Sheet Information Technology Services, FIN 01-32-03-19, April 11, 2019, 3:00 P.M. Company Contact Person Phone Number Fax Number E-mail 1 ow 2 3 4 UI�� 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 JI�Ji y Ci*ty of Okeechobee The following correction to was posted to the website regarding RFQ # FIN 01-32-03-19 Information Technology Services. Dated: March 27, 2019 Correction for the day of the week, located on page 3 in the first paragraph: • A mandatory pre -proposal conference will be held on Tuesday, April 2, 2019 from 1:00-3:00 p.m, located in Council Chambers, Room 200, 55 SE 3 rd Avenue, Okeechobee, FL. 2 of 2 Lane Gamiotea From: India Riedel Sent: Monday, May 13, 2019 4:19 PM To: Lane Gamiotea; Marcos Montes De Oca Cc: Robin Brock; Patty Burnette; Bobbie Jenkins Subject: RE: Insurance Questions - IT Services Contract with ICS Computers Lane, The girl in the office was getting a new Certificate sent to me w4th something revised. I will check and see if these items are included. Thanks India India Riedel Finance Director City of Okeechobee 55 SE 3`d Avenue Okeechobee, FL 34974 Phone: (863) 763-3372 Direct: (863) 763-9818 Fax: (863) 763-1686 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: Lane Gamiotea Sent: Monday, May 13, 2019 4:12 PM To: Marcos Montes De Oca<mmontesdeoca@citvofokeechobee.com>; India Riedel <iriedel cityofokeechobee.com> Cc: Robin Brock <rbrock@citvofokeechobee.com>; Patty Burnette <pburnette@citvofokeechobee.com>; Bobbie Jenkins <bienkins(Pcityofokeechobee.com> Subject: RE: Insurance Questions - IT Services Contract with ICS Computers Marcos/India, on the certificate of insurances for ICS, we still need the Professional Liability/E&O (wasn't sure if Rick's requested it and we're just waiting to received it?); and on the General Liability: no aggregate coverage provided, only $1,000,000 each occurrence, is he working on the correct coverage amounts per the agreement? Thanks and if there's anything we can do to assist let us know;) Lane Earnest-Gamiotea, CMC City Clerk/Personnel Administrator City of Okeechobee 55 Southeast 3rd Avenue, Okeechobee, FL 34974 Office: 863.763.3372 x9814 Fax: 863.763.1686 Cell: 863.697.0345 ♦4 1 �„ZSi � PAL Gy PUBLIC RECORDS NOTICE: Under Florida law, email addresses are public records. If you do not want your email address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. Florida Statute 668.6076 CITY OF OKEECHOBEE E-MAIL DISCLAIMER: Florida has a very broad public records law. Most written communications to or from local officials regarding city business are public records available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. From: Bobbie Jenkins Sent: Monday, May 13, 2019 3:33 PM To: Marcos Montes De Oca; India Riedel; Patty Burnette Cc: Lane Gamiotea; Robin Brock Subject: IT Services Contract with ICS Computers Good Afternoon All, Attached for your records is a copy of the fully executed IT Services Contract with ICS Computers. Bobbie J. Jenkins Deputy Clerk City of Okeechobee 55 SE 3rd Avenue Okeechobee, FL 34974 Phone: (863) 763-3372 ext. 9814 Direct: (863) 763-9814 Fax: (863) 763-1686 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. Patty Burnette From: Lane Gamiotea Sent: Tuesday, April 16, 2019 11:55 AM To: India Riedel; Patty Burnette Cc: Bobbie Jenkins Subject: RE: RFQ No. FIN 01-32-03-19Committee to meet for review and ranking Good News! So Attorney Cook reviewed the statutory requirements, since this RFQ isn't for construction; doesn't meet the definition in F.S. 287.012 (competitive negotiations act services such as engineers, architects, landscaping, etc); and is projected to be under $35,000.00 — the review committee meeting(s) does not have to be noticed O Lane Eairreea)t- aruaoo1,", , CMJC City Clerk/Personnel Administrator City of Okeechobee 55 Southeast 3`d Avenue, Okeechobee, FL 34974 Office: 863.763.3372 x9814 Fax: 863.763.1686 Cell: 863.697.0345 F A C PUBLIC RECORDS NOT� CE: Under Florida law, email ,:.addresses are public records. If you do not want your email address released in response to a publ is records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. Florida Statute 668.6076 CITY OF OKEECHOBEE E-MAIL DISCLAIMER: Florida has a very broad public records law. Most written communications to or from local officials regarding city business are public records available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. From: India Riedel Sent: Monday, April 15, 2019 5:27 PM To: Lane Gamiotea Cc: Bobbie Jenkins; India Riedel Subject: RE: RFQ No. FIN 01-32-03-19Committee to meet for review and ranking Lane, Please post in the 'Notice Box' at the end of stairs, Thank you. India From: Lane Gamiotea Sent: Monday, April 15, 2019 4:58 PM To: India Riedel <iriedel@citvofokeechobee.com> Cc: Bobbie Jenkins <blenkins@cityofokeechobee.com> Subject: RE: RFQ No. FIN 01-32-03-19Committee to meet for review and ranking Thank you! We'll double check with Attorney Cook, there's different levels of classifications for these so its possible it could fall into 1 of those categories requiring it; I'm not as fluent with the most recent changes to the statute so we'll for sure double check it. O BJ — please get with John first thing Tues morning. Also print the F.S. (sorry can't remember the chapter....) Lane Earnest-Gamiotea, CMC City Clerk/Personnel Administrator City of Okeechobee 55 Southeast 3rd Avenue, Okeechobee, FL 34974 Office: 863.763.3372 x9814 Fax: 863.763.1686. Cell: 863.697.0345 C PUBLIC RECORDS NOTICE: Under Florida law, email addresses are public records. If you do not want your email address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. Florida Statute 668.6076 CITY OF OKEECHOBEE E-MAIL DISCLAIMER: Florida has a very broad public records law. Most written communications to or from local officials regarding city business are public records available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. From: India Riedel Sent: Monday, April 15, 2019 4:15 PM To: Lane Gamiotea Cc: Bobbie Jenkins; India Riedel Subject: RFQ No. FIN 01-32-03-19Committee to meet for review and ranking Lane, Patty mentioned we might need to post in the notices here at City Hall the meeting notice for the committee to meet regarding the RFQ No. FIN 01-32-03-19? I've scheduled us to reconvene, on Tuesday 04/16/19 at approx. 10:30 am to complete the formal ranking. India India Riedel Finance Director City of Okeechobee 55 SE 3`d Avenue Okeechobee, FL 34974 Phone: (863) 763-3372 Direct: (863) 763-9818 Fax: (863) 763-1686 India Riedel From: Eric McRoy <eric.mcroy@saalex.com> Sent: Wednesday, March 27, 2019 7:15 PM To: India Riedel Cc: Tunary Chap Subject: RE: Questions - City of Okeechobee RFQ # FIN 01-32-03-19 for Information Technology Services Good Day Ms. Riedel, We would like to submit the following additional questions in response to RFQ # FIN 01-32-03-19 for Information Technology Services. Please see below; 11. Will the City clarify how it intends to evaluate proposals, and how proposals will be scored? 12. Can we be provided with the City's total amount of infrastructure? IE. workstations, servers, access points, firewalls. 13. How many Help Desk tickets per day average? 14. It is stated in the RFQ that the Pre -Proposal Conference will be held on Th / ay, April 2, 2019 from 1:00-3:00 p.m. Did the City mean to say that the Pre -Proposal conference will be held on Tuesday, April 2, 2019? 15. In response to section "5. Project Approach" of the RFQ, will the City please clarify what will suffice as a 4-1 response for history of delivering contracted services on time and within budget? 1�'/ 16. Can the City please clarify what they are looking for as a response for history and ability to establish and maintain schedules?? Best Regards, �rlle�;r coF��pr-�t:ic�r� Eric McRoy IT Proposal Coordinator Saalex Corporation 811-A Camarillo Springs Rd., Camarillo, CA 93012 Phone: (805) 482-1070 ext. 106 l Fax: (805) 482-1072 Direct Line: (805) 436-5888 Lf Tin �► www.saalex.com From: Eric McRoy Sent: Monday, March 25, 2019 2:31 PM To:'iriedel@cityofokeechobee.com' <iriedel@cityofokeechobee.com> Cc: Tunary Chap <tunary.chap@saalex.com> Subject: Questions - City of Okeechobee RFQ # FIN 01-32-03-19 for Information Technology Services Good Day Ms. Riedel, We would like to submit the following questions in response to RFQ # FIN 01-32-03-19 for Information Technology Services. Please see below; 1. Does the City employ on-site IT support employees? 2. How many on-site hours a week does the City anticipate to receive from the performing contractor? 3. Is the City currently receiving contractor on-site support, and if so, how many hours a week? 4. What are the City's ongoing projects? 5. Does the City want insurance certificates and a copy of business license at the time of proposal submittal or at time of award? 6. For cost purposes, are the City's ongoing projects considered as a part of the initial scope of services, or does the City consider project work to be Extra Work? 7. It is unclear how the City wishes to receive Cost Proposals. Will the City please clarify if the Cost Proposal is to be submitted as a separate volume, or together with the other request information? Additionally, is there a preferred format in which the City wishes to receive Cost Proposal information? 8. Will the City allow respondents to mark Cost Proposal information as Proprietary Data? 9. Will the City facilitate remote (listen only) participation in the pre -proposal conference if representative(s) of the firm are in attendance onsite? 10. Is there a limit on the number of attendees from each vendor organization that may attend the pre -proposal conference onsite? Best Regards, ��r�l�x co,�,c�r�r�teon Eric McRoy IT Proposal Coordinator Saalex Corporation 811-A Camarillo Springs Rd., Camarillo, CA 93012 Phone: (805) 482-1070 ext. 106 1 Fax: (805) 482-1072 Direct Line: (805) 436-5888 rf �n www.saalex.com Patty Burnette From: Jim Jones <jim Jones@evolvtec.com> Sent: Wednesday, March 27, 2019 2:54 PM To: Patty Burnette Cc: Greg Blanc Subject: FIN 01-32-03-19 Information Technology Services Hello Patty We are interested in responding to this RFQ, and within it is showing a mandatory pre-bid meeting set for Thursday April 2nd A mandatory pre -proposal conference will be held on Thursday, April 2, 2019 from 1:00-3:00 p.m, located in Council Chambers, Room 200, 55 SE 3 rd Avenue, Okeechobee, FL. April 2nd is actually a Tuesday and not Thursday, is the meeting to be held on Tuesday or Thursday? Thank you in advance for your assistance. Jim Jones VP of Engineering Services jim.ionesCa.�evolvtec.com 954-587-5521 x250 OE,volvTec the IT people Formerly BLM Technologies of Florida India Riedel From: Eric McRoy <eric.mcroy@saalex.com> Sent: Monday, March 25, 2019 5:31 PM To: India Riedel Cc: Tunary Chap Subject: Questions - City of Okeechobee RFQ # FIN 01-32-03-19 for Information Technology Services Good Day Ms. Riedel, We would like to submit the following questions in response to RFQ # FIN 01-32-03-19 for Information Technology Services. Please see below; 1. Does the City employ on-site IT support employees? Am 2. How many on-site hours a week does the City anticipate to receive from the performing cdntrac�o�? 3. Is the City currently receiving contractor on-site s pport, and if so, how many hours a week? N (� 4. What are the City's ongoing projects? W e')517 Ceti " 5. Does the City want ins raf ce certifi�a tes and a cop of business li en a at the time of proposal submittal or at time of award? — im Q b r C�4=��� 6. For cost purposes, are the City's ongoing projects considered as a part of the initial scope of services, or does the City consider project work to be Extra Work? 7. It is unclear how the City wishes to receive Cost Proposals. Will the City please clarify if the Cost Proposal is to be submitted as a separate volume, or together with the other request information? Additionally, is there a preferred format in which the City wishes to receive Cost Proposal information? 8. Will the City allow respondents to mark Cost Proposal information as Proprietary Data? 9. Will the City facilitate remote (listen only) participation in the pre -proposal conference if representative(s) of the firm are in attendance onsite? 10. Is there a limit on the number of attendees from each vendor organization that may attend the pre -proposal conference onsite? Oo /S SZ?_� / Jiudl,,Iia� 44.0_t' Best Regards, L ;c� Si I� Eric McRoy IT Proposal Coordinator Saalex Corporation ctlzrxc�r�t�t3r�trc),�� 811-A Camarillo Springs Rd., Camarillo, CA 93012 Phone: (805) 482-1070 ext. 106 1 Fax: (805) 482-1072 Direct Line: (805) 436-5888 000 www.saalex.com Patty Burnette From: India Riedel , Sent: Monday, March 25, 2019 4:28 PM To: \,�G�\�� Patty Burnette Subject: FW: Getting a copy of RFQ # FIN O1-32-03-19 Please send a copy of RFQ. Thank you. India From: TARANTO, GENE <gtaranto2@dxc.com> Sent: Saturday, March 23, 2019 7:58 AM To: India Riedel <iriedel@citvofokeechobee.com> Subject: Getting a copy of RFQ # FIN 01-32-03-19 Dear India: Can you please send me a copy of all the documents related to RFQ # FIN 01-32-03-19? 1 do not see an area on your website to retrieve it. Thanks! Sincerely, Gene S. Taranto Client Executive / NC / SC / FL US Public Sector M +1 704-763-1569 F +1 704-844-9243 4 DMtechnology dxc.technology / Twitter / Facebook / Linkedln DXC Technology Company - Headquarters: 1775 Tysons Boulevard, Tysons, Virginia 22102, USA. DXC Technology Company -- This message is transmitted to you by or on behalf of DXC Technology Company or one of its affiliates. It is intended exclusively for the addressee. The substance of this message, along with any attachments, may contain proprietary, confidential or privileged information or information that is otherwise legally exempt from disclosure. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient of this message, you are not authorized to read, print, retain, copy or disseminate any part of this message. If you have received this message in error, please destroy and delete all copies and notify the sender by return e-mail. Regardless of content, this e-mail shall not operate to bind DXC Technology Company or any of its affiliates to any order or other contract unless pursuant to explicit written agreement or government initiative expressly permitting the use of e-mail for such purpose. -q-ctI Patty Burnette From: Sent: To: Subject: Patty, Please send the. RFQ. Thanks India India Riedel Monday, March 25, 2019 3:18 PM Patty Burnette FW: Document Request From: Jacqueline Sessa <JacquelineSessa@deltek.com> Sent: Monday, March 25, 2019 3:15 PM To: India Riedel <iriedel@cityofokeechobee.com> Subject: Document Request Hello, I recently came across this project: Provide Maintenance— 24/7 Help -Desk Support And Completion Of On -Going Projects I am hoping you can email me a copy of any specifications and/or documents associated with this project. If they can't be emailed, please let me know. Please do not send them if a fee is required. Thank you, Jacqueline Sessa Lake Okeechobee News March 22— 2019 Miscellaneous Notices City of Okeechobee RFQ No. FIN 01-32-03-19 Information Technology Services The City of Okeechobee— Florida is seeking Requests for Qualifications (RFQ) from individuals or firms for Information Technology services. The service provider is to provide maintenance— 24/7 help -desk support and completion of on-going projects for the CitySQs software— hardware— and network infrastructure. Selected individual/firm must comply with all requirements of the City Code. Additionally— the selected individual/firm 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 Law and Code of Ethics— the City strictly enforces open and fair competition in its RFQSQs. In accordance with Section 287.133^' F.S.— 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 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. A MANDATORY Pre -Proposal Conference will be held on Tuesday— April 2— 2019 from 1:00 to 3:00 PM EST in the Council Chambers— 55 SE 3rd Avenue— Rm 200— Okeechobee— FL 34974. Proposers MUST attend this meeting in order to submit for this RFQ. Respondent must submit five identical proposals plus one electronic PDF file version (on a flash drive) of their proposal to City Administration in a sealed envelope or package marked on the outside: &quot;RESPONSE TO REQUEST FOR QUALIFICATIONS -INFORMATION TECHNOLOGY SERVICES— RFQ NO. FIN-01-32-03-19'&quot; with the name of the Respondent— no later than 3:00 p.m. EST on Thursday— April 11- 2019 delivered to: City of Okeechobee— City Administration— 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 April 12— 2019. Tentatively reviewed and evaluated April 12 through 15— 2019— 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 May 7— 2019' 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: Marcos Montes De Oca— City Administrator 325455 ON 3/20-22^24/2019 Deltek, Jacqueline Sessa Associate Research Analyst, Seattle lacguelinesessatc7r_deltek.com T: 206.373.9150 509 Olive Way, Suite 400, Seattle, WA 98101 Deltek.com I Linkedln I Twitter BID:37851758 This e-mail and any attachments are intended only for the named recipient(s) and may contain information that is legally privileged, confidential, or exempt from disclosure under applicable law. This message may be logged for archival purposes, may be reviewed by parties at Deltek other than those named in the message header, and may not necessarily constitute an official representation of Deltek. 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Please contact IegalcompliancelaD-Deltek.com with any questions or concerns. _�_OJL Patty Burnette From: India Riedel Sent: Friday, March 22, 2019 9:21 AM To:nn Ul ` Patty Burnette �IU Subject: J FW: RFQ No. FIN 01-32-03-19 "Information Technology Services" Please forward. Thank You India From: Alyssa Bunt <al_yssa@npacomputers.com> Sent: Friday, March 22, 2019 9:17 AM To: India Riedel <iriedel@citvofokeechobee.com> Subject: RFQ No. FIN 01-32-03-19 "Information Technology Services" Good Morning India, Please let me know how we would go about obtaining the documents for RFQ No. FIN 01-32-03-19 "Information Technology Services". Thank you. Sincerely, ALYSSA BUNT Business Manager NPA Computers, Inc. 751 Coates Avenue Holbrook, NY 11741 Phone: 631-467-2500 x223 Toll -Free: 1-800-USE-NPA4 Fax: 631-467-5609 ales saannacomnuters.com www.npacomputers.com ��Q Patty Burnette From: India Riedel Sent: a Friday, March 22, 2019 7:37 AM To: Patty Burnette Subject: 3VFW: Document Request 11 Request For Qualifications FIN 01-32-03-19 11 Information Technology Services 11 City Of Okeechobee 11 vTech Solution Inc. Importance: High Please send the RFQ. Thank You. India From: Chintan Kothari <chintan.k@vtechsolution.com> Sent: Thursday, March 21, 2019 6:42 PM To: India Riedel <iriedel@citvofokeechobee.com> Cc: Mohsin Shaikh <mohsin.s@vtechsolution.com> Subject: Document Request I I Request For Qualifications FIN 01-32-03-19 Okeechobee I I vTech Solution Inc. Importance: High Good Evening India, Greetings from vTech Solution Inc. Information Technology Services I I City Of I am Chintan Kothari, working as a Senior Client Relationship Specialist here, at vTech. We are a Managed IT Services firm based out of Washington DC with a primary focus on Cloud Computing and Professional Services. We have read listing for the "Request For Qualifications FIN 01-32-03-19; Information Technology Services" opportunity from City Of Okeechobee, and we would like to participate in this bidding event. Request you to provide bid package for the same. Looking forward to your response. Best regards, Chintan Kothari Senior Client Relationship Specialist vTech Solution, Inc. You seek, We Deliver. (202) 545-3277 (D) (202) 644-9774 x 182 (0) 866.733.4974 (F) Chintan.K@vTechSolution.com 1100 H ST NW, STE 450 WASHINGTON, DC 20005-5479 www.vTechSoln.com www.vTechSolution.com HOW AM I DOING? Inc. 5`°`0 ISO 4" Consecutive Year 9001:2015 Certified This is a PRIVATE message. If you are not the intended recipient, please delete without copying and kindly advise us by e-mail of the inistake in delivery. NOTE: Regardless of content, this e-mail shall not operate to bind vTech to any order or other contract unless pursuant to explicit written agreement or government initiative expressly permitting the use of e-mail for such purpose. Patty Burnette From: Patty Burnette Sent: q Thursday, March 21, 2019 9:34 AM To: algreg. bIanc@evolvtec.com' Cc: 1 India Riedel Subject: FW: FIN 01-32-03-19 Attachments: RFQ FIN 01-32-03-19 IT (Full).pdf Good Moriiiriq Mr. Attached is the information requestec.". Than; you for your interest. Pa4fy M. i3uwv,,e� Cj. eneraCServices Coordinator City of Okeecho6ee 55 Southeast 3rd Avenue Okeec606ee, FL 34974 `'e6 863-763-3372 Direct: 863-763-9820 Fax: 863-763-1686 e-maiC- j2burnette@cityofokeechobee.com website: www.citmofokeechobee.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: Greg Blanc <greg.blanc@evolvtec.com> Sent: Thursday, March 21, 2019 9:17 AM To: India Riedel <iriedel@cityofokeechobee.com> Subject: FIN 01-32-03-19 Hello India, Your solicitation document indicates a complete outline of services sought may be obtained from website. I could not locate can you assist me in locating or send to me? TT�. you, 954-587-5521 ext 203 greg.blancOevolvtec.com 1321 NW 65th Place, Suite 3 F.D-t Lauderdale, FL 33309 EvoWec w�.�wAr w�Y1l�wape. a nonce �ku Patty Burnette From: India Riedel Sent: j Thursday, March 21, 2019 9:01 AM To: `�} �` Patty Burnette Subject: FW: RFQ No. FIN 01-32-03-19 Information Technology Services Thank you India From: Jenny Bales <ienny@ryeconsult.com> Sent: Thursday, March 21, 2019 7:02 AM To: India Riedel <iriedel@citvofokeechobee.com> Subject: RFQ No. FIN 01-32-03-19 Information Technology Services Good Morning, I am writing to request all related documents to the advertised RFQ titled, RFQ No. FIN 01-32-03-19 "Information Technology Services." Any information you can provide is greatly appreciated. Thank you in advance, Jenny Jenny Bales I RYE Consulting Cell: 623.341.8350 1 Office: 773.270.3466www. RYEconsult.com This electronic mail transmission may contain confidential or privileged information. The information is intended to be used solely by the recipient(s) named above. If you are not an intended recipient or if you believe you have received this transmission in error, please notify the sender by replying, and delete the message without copying or disclosing it. Jackie Dunham From: Jackie Dunham G M ���� VG t- i Cia►�� Sent: To: Cc: Subject: Attachments: Tracking: Wednesday, March 20, 2019 2:03 PM 'tcastillo@qca-inc.com'; 'travis@o infocom 'sales@aitcinc.com'; 'tom.blanc@evolvtec.com'; 'steve@ims-florida.com' Patty Burnette RFQ for Information Technology Services RFQ FIN 01-32-03-19 Information Technology Services.pdf Recipient 'tcastillo@qca-inc.com' 'travis@oginfo.com' 'sales@aitcinc.com' 't o m. b l a n c@ evo I vt a c. co m' 'steve@i ms-florida.com' Patty Burnette Read Read: 3/20/2019 2:24 PM in -4 , 5 Ca . Gln o TH 6 COM ,P4AJY Dry S n10T WISH -1-0 3C 0M omo_ VGnDoC- k; ST- _rthwi ba -Al Please see the attached Request for Qualifications for Information Technology Services for the City of Okeechobee. Please submit any questions or requests for additional information in writing or e-mail as stated in the attached notification. Thank you. jack+,e -Oan t.cwvv Ad ni4t4tratWe1Secrety y Cvty of okzechobee, 55 SE ThLrcllAvP,nuel Okeechobee, FL 34974 863-763-3372 (Ma ivv) 863-763-9821 (Mrect) 863-763-1686 (Fax) j dunhamgcityofokeechobee.com Website: http://www.ciiyofokeechobee.com NOTICE: Due to Florida's broad public laws, this email may be subject to public disclosure. 1 Vktt( Patty Burnette From: India Riedel Sent: Wednesday, March 20, 2019 11:18 AM To: Patty Burnette Subject: FW: RFQ Request for Florida Information Technology Services j Patty, Please send as requested. I am also sending a 'Vendor Request Form". India From: Dalia Zamora <DZamora@MSLC.COM> Sent: Wednesday, March 20, 2019 10:28 AM To: India Riedel <iriedel@citvofokeechobee.com> Cc: Nicole Garretson <NGarretson@MSLC.COM> Subject: RFQ Request for Florida Information Technology Services Good morning, Myers and Stauffer LC is interested in receiving additional information of the Request for Quotation - Information Technology Services. Please let us know if you need anything else to fulfill this request. Thank you, Dalia Zamora Marketing/Administrative Assistant MYERS AND STAUFFER LC 700 W. 47th Street, Suite 1100 Kansas City, MO 64112 PH 816.841.3275 PH 800.374.6858 FX 816.945.5301 www.mslc.com DEDICATED TO GOVERNMENT HEALTH PROGRAMS 1 Patty Burnette From: India Riedel Sent: Wednesday, March 20, 2019 11:14 AM To: Patty Burnette Cc: India Riedel Subject: FW: RFQ # FIN 01-32-03-19 for Information Technology Services Please send the full RFQ to the below. ( am replying to him and attaching the Vendor Request form. Thanks From: John Dutton <iohn.dutton@saalexit.com> Sent: Wednesday, March 20, 2019 9:32 AM To: India Riedel <iriedel@cityofolceechobee.com> Subject: RFQ # FIN 01-32-03-19 for Information Technology Services Dear Ms. Riedel, My name is John Dutton and I am an IT Business Development Manager with Saalex Information Technology (SaalexlT), based out of our Rockledge, Florida office. SaalexlT is interested in obtaining more details concerning RFQ # FIN 01-32- 03-19 for Information Technology Services, which is posted on the city's website. The RFQ announcement indicates that a complete outline of services sought under this RFQ can be obtained from the city's website at cityofokeechobee.com, however I was not able to find anything by clicking on the "Bids" link. Can you point me to where I can obtain this information, or advise if is it expected to be posted on the city's website at a later date? Thanks for your assistance. Regards, John JoSao&hn C. Dutton > IT Business Development Manager Saalex Information Technology, a division of Saalex Corporation FnfomwtianTodmotogy Address: 1006 Pathfinder Way, Rockledge FL 32955 Direct: (321) 430-8307 I Phone: (321) 848-0340 ext 315 Cell: (321) 604-6165 1 Fax: (321) 848-0341 lohn.dutton@SaalexlT.com I www.SaalexiT.com Follow us on Social Media! Uma