HomeMy WebLinkAbout2024 09 23 Consent 300 - Intnet to Award RFP 07-24-01 BDCONSENT AGENDA ITEM 300
CITY COMMISSION AGENDA | SEPTEMBER 23, 2024 REGULAR MEETING
TITLE
Intent to Award RFP-07-24-01 BD: Automated Closed Caption System and Authorize
Purchase of Enco Closed Captioning Device
SUMMARY
On December 11th, 2023 The City of Winter Springs began including video of City meetings
for live streaming and archived viewing purposes. Previously the meetings were available in
an audio only format. Since launching video streaming City staff has been evaluating closed
captioning options. City staff also requested the City Attorney's office for direction
regarding recommended best practices for ADA accessibility/compliance for public
meetings. Legal has advised City staff due recently litigated cases involving other public
entities and the subsequent settlement agreements as a result of these cases it is advisable
to implement closed captioning as soon as feasibly possible.
ITB RFP 07-24-01 BD was prepared to solicit potential vendors for this project. There were a
total of 4 proposals submitted. The proposals were scored independently be a review
committee of City staff. Enco Systems Inc. scored the highest of all the proposals submitted.
For reference copies of the all of the proposal packages submitted and the evaluation
results have been attached to this agenda item.
In addition to their proposal Enco also provided the City with a demo unit to test
compatibility with existing recording hardware and software being used for public
meetings. Staff found the demo unit provided by Enco to be fully compatible with our
existing technology.
FUNDING SOURCE
The purchase of a closed captioning device is currently a budgeted expense in the
Excellence in Customer Service Initiative Capital Project Fund #305 in the proposed FY 24-25
budget. This purchase is contingent on the final approval and adoption of the FY 24-25 by
the City Commission.
RECOMMENDATION
Staff recommends The City Commission approve expenditure of $58,780 to purchase an
Enco closed captioning device. Additionally staff recommends authorizing the Interim City
Manager and City Attorney prepare and execute any and all documents consistent with this
agenda item.
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RFP 07-24-01 BD Closed Captioning System
City of Winter Springs, Florida
1126 East State Road 434
Winter Springs, Florida 32708
REQUEST FOR PROPOSALS
PROPOSAL : RFP # 07-24-01 BD DATE: July 19, 2024
Sealed Proposals for the Automated Closed Captioning System will be received by the City of Winter Springs (CITY)
Procurement Department, located at Winter Springs City Hall, 1126 East State Road 434, Winter Springs, Florida 32708,
until:
August 23, 2024
2:00 p.m., local time
FOR
Automated Closed Captioning System
Said Proposals shall conform to the minimum requirements outlined in the Request For Proposal. The CITY reserves the
right to reject any and all offers and to waive minor informalities.
The City issues this Request for Proposals in order to select a Proposal for further contract negotiation. Selection by the
CITY Commission may not result in the formation of a contract.
Submission and Receipt of RFP’s:
PROPOSERS shall submit their Proposal response to this RFP by:
Providing one (1) original, marked as such, three (3) copies, marked as such and one (1) electronic copy of your RFP
response to this office by the date and time indicated above.
The outside of your package must be clearly labeled with the RFP number, title, opening date and time, and the name
and address of the PROPOSER. The CITY is not responsible for submittals via postal or mail courier services, receipt by the
post office or mail courier prior to the deadline does not meet the CITY’s deadline requirements.
Offers received after August 23, 2024 at 2:00 p.m., will be rejected.
Deadline for questions is July 31, 2024 1:00pm local time
Any Addenda will be issued by 2:00pm on August 02, 2024 on the Demand Star platform if questions are received and
require clarification.
If you have any questions regarding this Request for Proposal, please contact Stuart MacLean, Procurement Manager, at
(407) 327-7581, or via email at smaclean@winterspringsfl.org
PROPOSAL DOCUMENTS CAN BE DOWNLOADED FREE OF CHARGE FROM:
www.demandstar.com
or
https://www.winterspringsfl.org/rfps
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Request for Proposal Table of Contents
PART I SCOPE OF SERVICE/EVALUATION CRITERIA ............................................................................................................. 1
Background ............................................................................................................................................................................... 1
Scope and Term of Service ........................................................................................................................................................ 1
Evaluation Criteria ..................................................................................................................................................................... 1
Timeline of Events ..................................................................................................................................................................... 2
PART II INSTRUCTIONS TO PROPOSERS AND GENERAL PROVISIONS ................................................................................... 3
Definitions ................................................................................................................................................................................. 3
Preparation of Request for Proposal ........................................................................................................................................ 3
Submission and Receipt of Proposals ....................................................................................................................................... 4
Selection of Proposal ................................................................................................................................................................ 4
Acceptance of Offer .................................................................................................................................................................. 5
Notice of Award ........................................................................................................................................................................ 5
Discrepancies, Errors, and Omissions ....................................................................................................................................... 5
Right to Reject Proposals .......................................................................................................................................................... 5
Compensation ........................................................................................................................................................................... 5
Fiscal Non-Funding Clause ........................................................................................................................................................ 5
Rights of the CITY ...................................................................................................................................................................... 5
Conflict of Interest .................................................................................................................................................................... 6
Public Entity Crimes .................................................................................................................................................................. 6
Options ...................................................................................................................................................................................... 6
Subcontracting .......................................................................................................................................................................... 6
Failure to Submit Proposal ........................................................................................................................................................ 7
Default of Contract ................................................................................................................................................................... 7
Modification for Changes .......................................................................................................................................................... 7
Order of Precedence ................................................................................................................................................................. 7
Examination of Records ............................................................................................................................................................ 7
Proposals Received ................................................................................................................................................................... 7
Lobbying/Cone of Silence ......................................................................................................................................................... 7
Insurance and Hold Harmless Indemnitication ......................................................................................................................... 8
Qualifications of Proposer ........................................................................................................................................................ 8
Disqualification of Proposer ...................................................................................................................................................... 8
Licenses and Permits ................................................................................................................................................................. 9
Provisions for Other Agencies ................................................................................................................................................... 9
Applicable Law and Venue ........................................................................................................................................................ 9
Proposal Disclosure; Public Records Responsibilities ............................................................................................................... 9
E-Verify .................................................................................................................................................................................... 10
Additional Information ............................................................................................................................................................ 10
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Modification and Withdraw .................................................................................................................................................... 10
Prohibition on Gifts to CITY Employees and Officials ............................................................................................................. 11
Discrimination ......................................................................................................................................................................... 11
Federal Requirements ............................................................................................................................................................. 11
PART III SPECIFIC PROPOSAL REQUIREMENTS ................................................................................................................. 12
Format ..................................................................................................................................................................................... 12
Section A – PROPOSER Information and Acknowledgement Form ........................................................................................ 12
Section B – Table of Contents ................................................................................................................................................. 12
Section C – Introduction Letter ............................................................................................................................................... 12
Section D – Qualifications ....................................................................................................................................................... 12
Section E - Other Information ................................................................................................................................................. 12
Section F – Cost and Time ....................................................................................................................................................... 13
Section G – Mandatory Proposal Forms ................................................................................................................................. 13
Section H – Florida State Corporate Filing .............................................................................................................................. 13
MANDATORY PROPOSAL FORMS 14
• PROPOSER Information and Acknowledgement
• Reference Information
• Scrutinized Company Certification
• Non-Collusions Affidavit
• Drug Free Workplace Certification
• Public Entity Crimes Statement
• E-Verify Statement
• Conflict of Interest Statement
Appendix A Cost Proposal Worksheet 27
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PART I
SCOPE OF SERVICE/EVALUATION CRITERIA
FOR
RFP # 07-24-01 BD
Automated Closed Captioning System
Background
The City of Winter Springs is located in Seminole County Florida, which is part of the Orlando-Kissimmee-Sanford
Metropolitan Area. As of 2021 the City of Winter Springs has a population of 38,317, covering 14.99 square miles.
Scope and Term of Service
The City of Winter Springs is requesting Proposals from qualified audio/visual system companies (PROPOSER or
PROPOSERS) for the purposes of providing an Automated Closed Captioning System. The proposed pricing must be inclusive
of all hardware, software, installation and system commissioning costs as well as a minimum of one year warranty coverage
for all work performed.
The system proposed must be capable of meeting the following requirements:
• Automated closed captioning & transcription of speech to text in a fast and accurate manner
• Capable to support both video and open captioning of live meetings and events
• Easily configurable for differing programs with a built in easy to use scheduler
• Capable of multi-speaker identification to recognize different people speaking
• Low latency speech to text in live, real time environments with speed and accuracy
• Connection to a Granicus encoder with SDI input
• 24 X 7 availability, 365 days per year
• Vendor must provide minimum 2 hours of remote training
• Windows or Linux operating systems which are managed and monitered from a web browser
• AR/VR/XR graphics capabilities
• Compliant with ADA and 21st Century CVAA guidelines
Evaluation Criteria
Proposals will be evaluated by the CITY, and the PROPOSER will be selected based upon, but not limited to, the following
criteria:
a. The background, and experience of the PROPOSER in providing high quality, similar equipment, services and
support, including a level of experience in working with municipalities
b. Reasonableness/competitiveness of proposed costs and/or benefits to the City of Winter Springs. The CITY is not
bound to select the PROPOSER who proposes the lowest cost or most benefits for service. The CITY of Winter
Springs reserves the right to negotiate fees and/or benefits with the selected PROPOSER.
c. Determination that the selected PROPOSER has no contractual relationship which would result in a conflict of
interest with the CITY.
d. The PROPOSER‘s ability, capacity, and skill to fully and satisfactorily, provide the equipment and services required
in this RFP in a timely and efficient manner.
e. The quality of the PROPOSER’s performance in comparable and/or similar projects through solid references.
Proposals will be evaluated by the CITY, and selection will be based on, but not limited to, the following scoring criteria:
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Criteria: Max Points:
Experience: The Proposer’s comprehension of the needs of the CITY as demonstrated by the description of its
approach to addressing the requirements defined in this document.
Display Demonstration, Video and/or Equipment 20
Proposers Background/Experience 20
Experience Total: 40
References: Evaluation of the Proposer’s work from previous organizations receiving similarequiment and
services to those proposed within this RFP. See the Mandatory Proposal Form, Reference Information Form.
Reference 1 10
Reference 2 10
Reference 3 10
References Total 30
Cost: The cost of the Proposal is important to the CITY, however, based on the evaluation of the
other criteria, the CITY will not necessarily select the lowest cost Proposer. Cost Total:
30
EXTRA BONUS POINTS: Certified Minority Business Enterprise: (3 Extra Bonus Points if Yes)
The firm is a certified minority business enterprise as defined by the Florida Small and Minority Business
Assistance Act.
3
Total Possible Points 103
Pursuant to Florida Statutes § 287.05701, the CITY shall not request documentation regarding, consider, or give preference
based upon, a vendor’s social, political, or ideological interests when determining the vendor’s qualifications.
Timeline of Events
Release of RFP July 19, 2024
Deadline to receive questions (electronically) - 1:00pm local time July 31, 2024
Addendum Released by 1:00pm local time August 02, 2024
RFP Submittals Due by 2:00 pm local time August 23, 2024
RFP Opening 2:15pm local time- immediately following Proposal registration in City
Commission Chamber
August 23, 2024
Evaluation Committee Meeting/Selection Meeting: 3:00 pm local time (Tentative)
September 06, 2024
Possible Selection Committee Meeting to clarify Proposal(s) or oral presentations TBD
CITY Commission Approval of Selection and Consideration of Contract TBD
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RFP 07-24-01 BD Closed Captioning System
PART II
INSTRUCTIONS TO PROPOSERS AND GENERAL PROVISIONS
FOR
RFP # 07-24-01 BD
Automated Closed Captioning System
Definitions (as used herein)
a. The term "Request for Proposal" means a solicitation of proposals. The acronym "RFP" means Request for Proposal.
b. The term "Proposal" means the offer of qualitative evaluations by the PROPOSER.
c. The term "professional services" means those services of architects, auditors, dentists, engineers, landscape
architects, lawyers, physicians, psychologists, surveyors, and any other professional service as determined by the
CITY.
d. The term " PROPOSER " means the person, company, or entity making an offer.
e. The term "Change Order" means a written order signed by the Finance Department or authorized representative
directing the PROPOSER to make changes to a contract or purchase order resulting from the RFP.
f. The term "CITY" means the City of Winter Springs, Florida.
g. The term "CITY Commission" means the governing body of the City of Winter Springs. The CITY Commission is the
only body that can award Proposals.
h. The term “Evaluation Committee” means a team of CITY staff that will review and rank all Proposals and may
provide a recommendation regarding selection of a PROPOSER to the CITY Commission.
Preparation of Request for Proposal
a. PROPOSERS are expected to examine the minimum requirements and all special and general conditions. Omission
on the part of the PROPOSER to make the necessary examinations and investigations, or failure to fulfill every detail
the requirements of the contract document, will not be accepted as a basis for varying the requirements of the CITY
or the compensation to the PROPOSER. Failure to properly and fully complete the Proposal is at the PROPOSER's
risk. The PROPOSER shall sign the Request for Proposal and print or type his/her name, address, and telephone
number on the face page.
b. The apparent silence of any supplemental minimum requirements as to any details, or the omission from it of a
detailed description concerning any point will be regarded as meaning that only the best commercial practices are
to prevail. All workmanship is to be first quality. All interpretations of the minimum requirements shall be made
upon the basis of this statement.
c. PROPOSERS should submit their response to this RFP by:
Providing one (1) original, marked as such, three (3) copies, marked as such and one (1) electronic copy of PROPOSER’s
Proposal to this office by the date and time indicated in Part I Timeline of Events.
The outside of PROPOSER’s package must be clearly labeled with the RFP number, title, opening date and time and the
name and address of the PROPOSER. The CITY is not responsible for submittals via postal or mail courier services, receipt by
the post office or mail courier prior to the deadline does not meet the CITY’s deadline requirements.
d. The PROPOSER should retain a copy of all documents for future reference.
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e. All Proposals must be signed with the PROPOSER’s name and by an officer or employee having authority to bind the
PROPOSER by his/her signature as indicated by the Florida Department of State, Division of Corporations
(www.sunbiz.org). Proof of corporate signer must be included with the submittal with the Proposal. You may use
the Sunbiz website screen shot or include a copy of your Corporate Resolution to prove the authority of the
corporate signer.
f. Failure to follow the instructions in the Request for Proposal is cause for rejection of your offer.
Submission and Receipt of Proposals
a. Proposals must be received before the specified time as designated in the RFP Timeline of Events. A list of
PROPOSERS who submitted Proposals will be furnished, upon request, following opening of the Proposals.
b. Proposals shall be submitted in a sealed envelope. The envelope shall show the opening date and time, the RFP
number, and the name and address of the PROPOSER.
c. The City of Winter Springs is not responsible for the U.S. Mail or private couriers, in regard to mail being delivered
by the specified time so that a Proposal can be considered.
d. Email and Facsimile (FAX) Proposals will not be considered, however, Proposals may be modified by email and FAX
notice, provided such notices are received prior to the hour and date specified.
e. Late Proposals will be rejected.
f. Proposals having any erasures or corrections must be initialed by the offer or in ink. Proposals shall be signed in ink.
All amounts shall be typewritten or completed in ink.
g. All Mandatory Proposal Forms must be completed and attached to the Proposal.
h. All costs of Proposal preparation, inspection of the RFP documents, and presentation of the Proposal shall be solely
borne by the PROPOSER. The CITY shall not be liable for any cost incurred by the PROPOSER during the preparation
and submission of its Proposal in response to this RFP.
Selection of Proposal
SELECTION OF THE PROPOSER AND PROPOSAL DEEMED THE MOST QUALIFIED, MOST ADVANTAGEOUS, AND IN THE BEST
INTERESTS OF THE CITY, AS DETERMINED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS’S SOLE AND
ABSOLUTE DISCRETION, SHALL NOT RESULT IN THE FORMATION OF A CONTRACT. NO CONTRACT SHALL BE FORMED UNTIL
FINAL APPROVAL OF SUCH CONTRACT BY THE CITY COMMISSION AFTER SUCCESSFUL NEGOTIATION OF SPECIFIC CONTRACT
TERMS DETERMINED TO BE IN THE BEST INTERESTS OF THE CITY BY THE CITY COMMISSION. Negotiations may be
terminated at any time by the CITY Manager or CITY Commission if, in his/her/its sole discretion, the CITY Manager OR CITY
Commission determines that the negotiation of terms acceptable to the CITY will not be successful.
Only the CITY Commission can select Proposals, authorize the CITY Manager to engage in negotiations, and ultimately enter
into a contract.
The RFP Evaluation Committee scores Proposals and provides a recommendation to the CITY Commission for selection. The
recommendation may or may not be adopted by the CITY Commission.
After the initial Evaluation Committee meeting, the Evaluation Committee may require one or more of the top-ranking
PROPOSERS to attend a meeting to make an oral presentation, answer questions. This meeting will be exempt from the
requirements of the Sunshine Law in accordance with section 286.0113, Florida Statutes. PROPOSER(s) will be notified of
any further meeting requirements.
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Acceptance of Offer
The signed Proposal shall be considered an offer on the part of the PROPOSER; however, such offer shall be deemed
accepted only upon issuance by the CITY of a Purchase Order, Blanket Purchase Order, or execution of another contractual
document deemed acceptable to the CITY.
The contract will be awarded to the most responsible and responsive, qualified PROPOSER(s) whose Proposal is deemed the
most advantageous and in the best interests of the CITY in accordance with the criteria set forth in this RFP.
The CITY reserves the right to accept or reject any and all Proposals or parts of Proposals, waive minor informalities, and to
request clarification of information from any PROPOSER.
Notice of Award
Within ten (10) calendar days from the date stipulated in the Notice of Award notifying PROPOSER that its Proposal has
been accepted, the successful PROPOSER shall execute the Agreement. Failure to execute the Agreement within ten (10)
calendar days from the date of the Notice of Award entitles the CITY to consider all rights arising out of the CITY's
acceptance of the Proposal as abandoned and the CITY will enter into negotiations with other Proposer(s). The CITY shall be
entitled to such other rights as may be granted by law.
Discrepancies, Errors, and Omissions
Any discrepancies, errors, or ambiguities in the Request for Proposals or addenda (if any) should be reported in writing to
the CITY's Procurement Manager. Should it be found necessary, a written Addenda will be incorporated in the Request for
Proposals and will become part of the Service Agreement (contract documents). The CITY will not be responsible for any
oral instructions, clarifications, or other communications.
Right to Reject Proposals
The CITY reserves the right to reject any or all Proposals, and to disregard typographical, mathematical, or obvious errors.
The CITY will not pay costs incurred by any PROPOSER in the preparation of Proposals.
Compensation
Compensation, which is determined to be fair, competitive, and reasonable, will be considered during the negotiations of a
final contract with the selected PROPOSER.
Fiscal Non-Funding Clause
In the event sufficient budgeted funds are not available for a new fiscal period, the CITY shall notify the PROPOSER of such
occurrence and any contracts entered into between the CITY and PROPOSER shall terminate on the last day of the current
fiscal period without penalty or expense to the CITY.
Rights of the CITY
This RFP constitutes an invitation for submission of Proposals to the CITY. This RFP does not obligate the CITY to procure or
contract for any of the scopes of services set forth in this RFP. The CITY reserves and holds at its sole discretion, various
rights and options under Florida law, including without limitation, the following:
• To prepare and issue Addendums to the RFP that may expand, restrict, or cancel any portion or all work described
in the RFP without obligation to commence a new procurement process or issue a modified or amended RFP.
• To receive questions from potential PROPOSERS and to provide such answers in writing as it deems appropriate.
• To waive any informalities, technicalities or irregularities in the PROPOSALS submitted.
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• To reject any and all PROPOSAL submissions.
• To change the date for receipt of PROPOSAL or any deadlines and dates specified in the RFP.
• To change the procurement and/or selection process prior to receipt of Proposals.
• To conduct investigations with respect to the information provided by each PROPOSER and to request additional
information (either in writing or in presentations and interviews) to support such PROPOSER’s responses and
submittals.
• To visit facilities referenced in the PROPOSER’s submittal at any time or times during the procurement process.
• To seek clarification of Proposals from the PROPOSER either in writing or in presentations and interviews
• To cancel the RFP: with or without the substitution of another RFP.
Conflict of Interest
PROPOSER acknowledges and certifies that this Agreement does not violate any ethics provision found in Chapter 112,
Florida Statutes, or Chapter 2 of the Code of Ordinances of the City of Winter Springs.
The PROPOSER certifies that, to the best of their knowledge or belief, no elected/appointed official or employee of the City
of Winter Springs, a spouse thereof or other person residing in the same household, is financially interested, directly or
indirectly, in providing the goods or services specified in this Proposal. Financial interest includes ownership of more than
five percent (5%) of the total assets or capital stock or being an officer, director, manager, partner, proprietor, or agent of
the business submitting the Proposal or of any subcontractor or supplier thereof providing goods or services in excess of
ten percent (10%) of the total Proposal amount.
Additionally, the PROPOSER, on company letterhead, must divulge at the time of Proposal submittal, any relative, other
than those already specified, of an elected /appointed official or employee of the City of Winter Springs who has a financial
interest, as defined herein, in providing the goods or services specified in the Proposal. The CITY, at its sole discretion, will
determine whether a conflict exists and whether to accept or reject the Proposal.
Public Entity Crimes
A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not
submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a Proposal on a contract
with a public entity for the construction or repair of a public building or public work, may not submit Proposals 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 Section 287.017, for CATEGORY TWO for a period of thirty-six (36) months from the date of being
placed on the convicted vendor list.
Options
When the CITY requests Proposals with options regarding the extent of services to be provided, the CITY requests all
PROPOSERS to provide a cost breakdown for each option proposed. Although all options may be purchased, some options
may not ultimately be purchased. The CITY reserves the right to decide, at its discretion, which options shall be purchased.
The CITY reserves the right to engage more than one (1) PROPOSER if it is believed that different PROPOSERS might best
serve the CITY's interests in performing different segments of the work (e.g., one PROPOSER to provide building estimates,
and another to provide infrastructure estimates).
Subcontracting
Where PROPOSERS do not have the "in-house" capability to perform work desired in the Request for Proposal,
subcontracting may be permitted only with prior knowledge and approval of the CITY. The CITY must be assured of and
agree that any proposed subcontractor(s) can perform work of the desired quality and in a timely manner. The name(s) of
any intended subcontractor(s) should be given in the Proposal.
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Failure to Submit Proposal
If PROPOSER does not wish to submit a Proposal, return the RFP and state the reason therefor; otherwise, PROPOSER’s
name may be removed from CITY’s mailing list.
Default of Contract
In case of default by the PROPOSER, the CITY may procure the requested services from other sources and hold the
PROPOSER responsible for any excess costs occasioned or incurred thereby.
Modification for Changes
No agreement or understanding to modify this RFP and resultant purchase order or contract shall be binding upon the CITY
unless made in writing by the City of Winter Springs.
Order of Precedence
In the event of an inconsistency between provisions of the RFP, the inconsistency shall be resolved by giving precedence in
the following order: (a) Instructions to PROPOSERS and General Provisions; and (b) the minimum requirements.
Examination of Records
The PROPOSER shall keep adequate records and supporting documentation applicable to the subject matter of this RFP to
include, but not be limited to: records of costs, time worked, working paper and/or accumulations of data, and criteria or
standards by which findings or data are measured. Said records and documentation shall be retained by the PROPOSER for
a minimum of one (1) year from the date the contract is completed and accepted by the CITY. If any litigation is initiated
before the expiration of the one-year period, the records shall be retained until all litigation, claims, or audit findings
involving the records have been resolved, unless otherwise instructed by the CITY. Should any questions arise concerning
this contract, the CITY and its authorized agents shall have the right to review, inspect, and copy all such records and
documentation during the record retention period stated above; provided, however, such activity shall be conducted only
during normal business hours and shall be at CITY expense. PROPOSERS shall be authorized to retain microfilm copies in lieu
of original records if they so desire.
Any subcontractor(s) employed by a PROPOSER who is subject to these requirements and the PROPOSER itself are required
to so notify any such subcontractor(s).
Proposals Received
All Proposals received in response to this RFP become the property of the CITY.
Lobbying/Cone of Silence
Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate,
corporation, and/or all other groups who seek to influence the governmental decision of a CITY Commission Member, the
CITY Manager, any requesting or evaluating Department/Division/Office personnel and/or any member of the Evaluation
Committee concerning an active solicitation during the black-out period. A lobbying black-out period commences upon the
issuance of this solicitation document.
If an award item is presented to CITY Commission for approval or for a request to provide authorization to negotiate a
Contract(s) and the CITY Commission refers the item back to the CITY Manager, Procurement Division and/or requesting
Department/Division/Office for further review or otherwise does not act on the item, the Cone of Silence/Lobbying Black-
out Period will be reinstated until such time as the CITY Commission meets to consider the item for action.
Bidders, PROPOSERS, Respondents, potential vendors, service providers, lobbyists, consultants, or vendor representatives
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shall not contact any CITY Commission member, the CITY Manager, any requesting or evaluating Division, Department,
Office personnel, and/or any member of the Evaluation Committee concerning an active Request For Proposal during the
Lobbying/Cone of Silence Black-out Period.
Insurance And Hold Harmless Indemnification
To the fullest extent permitted by laws and regulations, Bidder shall indemnify and hold harmless CITY and its consultants,
agents and employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including
but not limited to fees and charges of engineers, architects, attorneys and other professionals and court and arbitration costs)
arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expenses (a) is
attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property other than the Work
itself) including the loss of use resulting therefrom and (b) is caused in whole or in part by any negligent act or omission of
Bidder, any Subcontractor, any person or organization directly or indirectly employed by any of them to perform or furnish
any of the Work or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a
party indemnified hereunder or arises by or is imposed by Law and Regulations regardless of the negligence of any such party.
In any and all claims against CITY or any of their consultants, agents or employees by any employee of PROPOSER, any
Subcontractor, any person or organization directly or indirectly employed by any of them to perform or furnish any of the
Work or anyone for whose acts any of them may be liable, the indemnification obligation under the previous paragraph
shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or
for Bidder or any such Subcontractor or other person or organization under workers’ or workmen’s compensation acts,
disability benefit acts or other employee benefit acts.
Bidder's Liability Insurance - The Bidder shall not commence any work under this Contract until he has obtained all insurance
required under the Agreement. Bidder shall purchase and maintain such comprehensive general liability and other insurance
as is appropriate for the Work being performed and furnished and as will provide protection from claims set forth which may
arise out of or result from Bidder's performance and furnishing of the Work and Bidder's other obligations under the Contract
Documents, whether it is to be performed or furnished by Bidder, by any Subcontractor, by anyone directly or indirectly
employed by any of them to perform or furnish any of the Work, or by anyone for whose acts any of them may be liable. The
insurance required shall include the specific coverage's and be written for not less than the limits of liability and coverage's
provided or required by law, whichever is greater. The comprehensive general liability insurance shall include completed
operations insurance. The comprehensive general liability insurance shall also include Contractual Liability Insurance
applicable to Bidder's obligations under the Hold Harmless Indemnification. All of the policies of insurance so required to be
purchased and maintained (or the certificates or their evidence thereof) shall contain a provision or endorsement that the
coverage afforded will not be canceled, materially changed or renewal refused until at least thirty days’ prior written notice
has been given to CITY by certified mail. All such insurance shall remain in effect until final payment and at all times thereafter
when Bidder may be correcting, removing or replacing defective work in accordance with the Contract Documents. Bidder's
General Liability Insurance shall include the CITY, and CITY's consultants as insured or additional insured which may be
accomplished by either an endorsement of Bidder's Comprehensive General Liability policy or by Bidder 's carrier issuing a
separate protection liability policy.
Qualifications of PROPOSER
A PROPOSER may be required, before the award of any contract, to show to the complete satisfaction of the CITY that they
have the necessary facilities, equipment, ability and financial resources to perform the work in a satisfactory manner within
the time specified.
Disqualification of PROPOSER
Any or all Proposals will be rejected if there is any reason for believing that collusion exists among the PROPOSERS, and
participants in such collusion will not be considered in future Proposals for the same work.
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Licenses and Permits
The PROPOSER shall secure all licenses and permits and shall comply with all applicable laws, regulations and codes as
required by the United States, the State of Florida, or by the City of Winter Springs. The PROPOSER must fully comply with
all Federal and State Laws and County and Municipal Ordinances and Regulations in any manner affecting the performance
of the work.
Provisions for Other Agencies
Unless otherwise stipulated by the PROPOSER, the PROPOSER agrees to make available to the Government agencies,
departments, and municipalities the prices submitted in accordance with said terms and conditions therein, should any said
governmental entity desire to buy under the Proposal.
Applicable Law and Venue
This Agreement shall be governed by, construed and interpreted in accordance with the laws of the State of Florida without
regard to the conflicts or choice of law principals thereof. Each of the parties hereto: (a) irrevocably submits itself to the
exclusive jurisdiction of the State of Florida, and agree that venue shall lie exclusively in the Eighteenth Judicial Circuit Court
in and for Seminole County, Florida for any state court action arising out of this Agreement, and exclusively in the United
States District Court for the Middle District of Florida, Orlando Division, for any federal court action arising out of this
Agreement; (b) waives and agrees not to assert against any party hereto, by way of motion, as a defense or otherwise, in
any suit, action or other proceeding, (i) any claim that it is not personally subject to the jurisdiction of the above-named
courts for any reason whatsoever, and (ii) any claim that such suit, action, or proceeding by any party hereto is brought in
an inconvenient form or that venue of such suit, action, or proceeding is improper or that this Agreement or the subject
matter hereof may not be enforced in or by such courts.
Proposal Disclosure; Public Records Responsibilities
Florida law provides that municipal records shall, at all times, be open for personal inspection by any person. Section
119.01, Florida Statutes et. seq. (the Public Records Law). Unless otherwise provided by the Public Records Law,
information and materials received by the CITY in connection with an RFP response and under any awarded contract shall
be deemed to be public records subject to public inspection and/or copying at the end of the statutory exemption time
period pursuant to Section 119.071, Florida Statutes. However, certain exemptions to the Public Records Law are statutorily
provided for under sections 119.07 and 119.071, Florida Statutes, and other applicable laws. If the PROPOSER believes any
of the information contained in its response is exempt from the Public Records Law, including trade secrets as defined by
Florida law, the PROPOSER must, in its response, specifically identify the material which is deemed to be exempt and cite
the legal authority for the exemption; otherwise, the CITY will treat all materials received as public records.
Pursuant to section 119.0701, Florida Statutes, for any tasks performed by PROPOSER on behalf of the CITY, PROPOSER
shall: (a) keep and maintain all public records, as that term is defined in chapter 119, Florida Statutes (“Public Records”),
required by the CITY to perform the work contemplated by this Agreement; (b) upon request from the CITY’s custodian of
public records, provide the CITY with a copy of the requested Public Records or allow the Public Records to be inspected or
copied within a reasonable time at a cost that does not exceed the costs provided in chapter 119, Florida Statutes, or as
otherwise provided by law; (c) ensure that Public Records that are exempt or confidential and exempt from Public Records
disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and
following completion or termination of this Agreement, if PROPOSER does not transfer the records to the CITY in
accordance with (d) below; and (d) upon completion or termination of this Agreement, (i) if the CITY, in its sole and
absolute discretion, requests that all Public Records in possession of PROPOSER be transferred to the CITY, PROPOSER shall
transfer, at no cost, to the CITY, all Public Records in possession of PROPOSER within thirty (30) days of such request or (ii) if
no such request is made by the CITY, PROPOSER shall keep and maintain the Public Records required by the CITY to perform
the work contemplated by this Agreement. If PROPOSER transfers all Public Records to the CITY pursuant to (d)(i) above,
PROPOSER shall destroy any duplicate Public Records that are exempt or confidential and exempt from Public Records
disclosure requirements within thirty (30) days of transferring the Public Records to the CITY and provide the CITY with
written confirmation that such records have been destroyed within thirty (30) days of transferring the Public Records. If
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PROPOSER keeps and maintains Public Records pursuant to (d)(ii) above, PROPOSER shall meet all applicable requirements
for retaining Public Records. All Public Records stored electronically must be provided to the CITY, upon request from the
CITY’s custodian of public records, in a format that is compatible with the information technology of the CITY. If PROPOSER
does not comply with a Public Records request, or does not comply with a Public Records request within a reasonable
amount of time, the CITY may pursue any and all remedies available in law or equity including, but not limited to, specific
performance. The provisions of this section only apply to those tasks in which PROPOSER is acting on behalf of the CITY.
IF THE PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
PROPOSER’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT:
Telephone number: (407) 327-6560 ext. 7003 E-mail address: cityclerkdepartment@winterspringsfl.org
E-Verify
Pursuant to section 448.095, Florida Statutes, beginning January 1, 2021, any CITY contractors shall register with and use
the U.S. Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the work
authorization status of all employees hired on and after January 1, 2021. CITY contractors must provide evidence of
compliance with section 448.095, Florida Statutes. Evidence shall consist of an affidavit from the PROPOSER stating all
employees hired on and after January 1, 2021 have had their work authorization status verified through the E-Verify system
and a copy of their proof of registration in the E-Verify system. Failure to comply with this provision will be a material
breach of the contract, and shall result in the immediate termination of a contract without penalty to the CITY. PROPOSER
shall be liable for all costs incurred by the CITY securing a replacement contract, including but not limited to, any increased
costs for the same services, any costs due to delay, and rebidding costs, if applicable. If the PROPOSER utilizes
subcontractors the following shall apply:
PROPOSER shall also require all subcontractors performing work under the Agreement to use the E-Verify system for any
employees they may hire during the term of the Agreement.
PROPOSER shall obtain from all such subcontractors an affidavit stating the subcontractor does not employ, contract with,
or subcontract with an unauthorized alien, as defined in section 448.095, Florida Statutes. PROPOSER shall provide a copy
of all subcontractor affidavits to the CITY upon request and shall maintain a copy for the duration of the Agreement.
Additional Information
Additional information may be obtained from the Procurement Manager, (407) 327-7581, or from any other individual
listed on the RFP cover letter.
Modification and Withdraw
Proposals may not be modified after submittal.
Proposals may be withdrawn at any time prior to the deadline. Withdrawal requests shall be made in writing and must be
received by the CITY’s Procurement Manager before the time and date stated or as amended for the Proposal Opening.
Properly withdrawn Proposals will be returned unopened to the PROPOSER submitting the Proposal.
A PROPOSER who timely withdraws its Proposal may submit a new Proposal in the same manner as specified herein under
“Submission of Proposal.” A Proposal submitted in place of a withdrawn Proposal shall be clearly marked as such on the
outside of the envelope and on the Bid Form.
If a Contract is not awarded within 90 calendar days after opening of Proposals, a PROPOSER may file a written request with
the CITY’s Procurement Manager for the withdrawal of its Proposal.
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Prohibition on Gifts to City Employees and Officials
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item
of value to any CITY employee, as set forth in Chapter 112, Part III, Florida Statutes, the current CITY Ethics Ordinance, and
CITY Administrative Policy.
Violation of this provision may result in one or more of the following consequences:
a. Prohibition by the individual, firm, and/or any employee of the firm from contact with CITY staff for a
specified period of time;
b. Prohibition by the individual and/or firm from doing business with the CITY for a specified period of time,
including but not limited to: submitting bid/Proposals, RFP, and/or quotes; and,
c. Immediate termination of any contract held by the individual and/or firm for cause.
Discrimination
An entity or affiliate who has been placed on the discriminatory vendor list 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.
Federal Requirements
This contract may be funded in whole or in part with federal funding. As such, federal laws, regulations, policies and related
administrative practices shall apply to any contract negotiated with a selected firm as required by federal law. The most
recent of such requires, including any amendments made such the submission of the Proposal, shall apply, unless federal
government determines otherwise.
The federal government requirements contained in the most recent version of the Uniform Administrative Requirements
for federal awards (Uniform Rules) codified at 2.C.F.R, Part 200, including any certifications and contractual provisions
required by any federal statutes or regulations referenced therein to be included in this contract are deemed incorporated
herein by reference and shall be incorporated into any sub-agreement or subcontract executed by the Proposer pursuant to
its obligations under federal law.
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PART III
SPECIFIC PROPOSAL REQUIREMENTS
For
RFP # 07-24-01 BD
Automated Closed Captioning System
Format
To assure consistency, Proposals must conform to the following format:
A. PROPOSER Information and Acknowledgement Form
B. Table of Contents
C. Introduction Letter
D. Qualifications
E. Other Information
F. Cost & Time (Appendix A)
G. Mandatory Proposal Forms
H. Florida State Corporate Filing
Section A – PROPOSER Information and Acknowledgement Form
1. Use the form provided in the Mandatory Proposal Forms titled “PROPOSER INFORMATION AND ACKNOWLEDGEMENT FORM.”
(See Proposal Form 1)
Section B – Table of Contents
1. Identify Proposal material by section and page number.
Section C – Introduction Letter
1. Summarize the key points of the Proposal including an understanding of the scope of work. Must be signed by an authorized
official of the PROPOSER.
Section D – Qualifications
1. General – Provide general information about the PROPOSER, including size, office location(s), and structure of PROPOSER.
Identify and explain any significant changes in organizational structure, ownership, or management both firm-wide and within
Fixed Income/ Public Finance during the past five (5) years.
2. PROPOSER Experience – Describe the PROPOSER’s experience with providing Fireworks services, focus on the PROPOSER’s
experience with Fireworks shows for municipalities
3. Team Experience – Identify key members of PROPOSER’s team that will service the CITY. Identify the proposed project
manager. Provide brief resumes for key team members that will service the CITY as an Appendix.
4. References – Use the form provided in the Mandatory Proposal Forms titled “REFERENCE INFORMATION FORM”
5. Conclusion – Briefly summarize why PROPOSER should be selected, including why PROPOSER is pursuing the City of Winter
Springs’ business. In short, summarize what makes PROPOSER different and why the CITY should select PROPOSER above all
others.
Section E - Other Information
This section should address any other information necessary for a full understanding of PROPOSER’s services. Please provide relevant
information on any additional services offered by PROPOSER.
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Section F – Cost and Time
This section must clearly state the cost and estimated completion time, if applicable, associated with the project. Use Appendix A: Cost
Proposal Worksheet.
Section G – Mandatory Proposal Forms
1. Fill out and return the forms provided; PROPOSER Information and Acknowledgement Form, References Information Form,
Scrutinized Company Certification, Non-Collusion Affidavit of Prime Respondent, Drug Free Workplace Form, Public Entity
Crimes Statement, E-Verify Statement, Conflict of Interest Statement and Appendix A Cost Proposal Worksheet.
Section H – Florida State Corporate Filing
1. All Proposals must be signed with the PROPOSER’s name and by an officer or employee having authority to bind the
PROPOSER by his/her signature as indicated by the Florida Department of State, Division of Corporations (www.sunbiz.org).
Proof of corporate signer must be included with the submittal with the Proposal. Use Sunbiz website screen shot or include a
copy of Corporate Resolution or a Power of Attorney.
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MANDATORY PROPOSAL FORMS
Proposal Form 1 - PROPOSER Information and Acknowledgement Form
Proposal Form 2 - References Information Form
Proposal Form 3 - Scrutinized Company Certification
Proposal Form 4 - Non-Collusion Affidavit
Proposal Form 5 - Drug Free Workplace Form
Proposal Form 6 - Public Entity Crimes Statement
Proposal Form 7 - E-Verify Statement
Proposal Form 8 - Conflict of Interest Statement
Appendix A - Cost Proposal Worksheet
Mandatory forms must be submitted with the Proposal.
Failure to submit forms may disqualify the PROPOSER from the RFP
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PROPOSER INFORMATION AND ACKNOWLEDGEMENT FORM
For
RFP # 07-24-01 BD
Automated Closed Captioning System
The undersigned PROPOSER does hereby agree to furnish the City of Winter Springs, Florida, the items listed in accordance with the
minimum requirements/evaluation criteria shown by the Request for Proposal to be delivered to the specified site for the price
indicated.
IT IS THE PROPOSER’S RESPONSIBILITY TO CHECK www.demandstar.com
FOR FINAL DOCUMENTS AND ADDENDA BEFORE SUBMITTAL
THIS PROPOSAL MUST BE SIGNED BY THE PRINCIPAL OR DIRECTOR AS INDICATED BY THE FLORIDA DEPARTMENT OF STATE, DIVISION
OF CORPORATIONS (www.sunbiz.org). Proof of corporate signer must be submitted with Proposal. If not submitted, PROPOSER will
be considered non-responsive. Use Sunbiz website screen shot or copy of Corporate Resolution or Power of Attorney.
PROPOSER NAME:
TAX ID# SNN or EIN:
PROPOSER ADDRESS:
PURCHASE ORDER ADDRESS:
PHONE NUMBER:
COMPANY WEBSITE:
COMPANY CONTACT (REP):
CONTACT EMAIL ADDRESS:
SIGNATURE:
THE UNDERSIGNED:
A. Acknowledges receipt of:
1. RFP # 07-24-01 BD Pertaining To: Automated Closed Captioning System
2. Addenda:
Number: _________, Dated _________________.
Number: _________, Dated _________________.
B. Has examined the site and all RFP Documents and understands that in submitting its Proposal, they waive all right to plead any
misunderstanding regarding the same.
C. Agrees:
1. To hold this Proposal open for 90 calendar days after the bid opening date.
2. To furnish the services specified in this RFP at the prices quoted in Proposal and in compliance with the RFP
Documents.
3. To accept the provisions of the Instructions to PROPOSERS.
4. To negotiate a contract with the CITY incorporating the Proposal prices, if selected on the basis of this Proposal.
5. To accomplish the work in accordance with the contract documents.
D. Certifies:
1. That all information contained in this Proposal is truthful to the best of my knowledge and belief.
2. That I am duly authorized to submit this Proposal on behalf of the PROPOSER and that the PROPOSER is ready, willing,
and able to perform if awarded the Proposal.
Stipulated Amount
A. Submit on Cost Proposal Worksheet, Appendix A.
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REFERENCE INFORMATION FORM
RFP # 07-24-01 BD
Automated Closed Captioning System
Organization:
Contact Person:
Address:
City:
State: Zip:
Phone Number:
( )
Project Cost:
Date Performed:
Organization:
Contact Person:
Address:
City:
State: Zip:
Phone Number:
( )
Project Cost:
Date Performed:
Organization:
Contact Person:
Address:
City:
State: Zip:
Phone Number:
( )
Project Cost:
Date Performed:
PROPOSER Representative
Typed Name/Title:
PROPOSER Representative
Signature:
PROPOSER:
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SCRUTINIZED COMPANY CERTIFICATION
Florida Statutes, Sections 287.135 and 215.473
Pursuant to Section 287.135, Florida Statutes (2017), a company is ineligible to, and may not, bid on, submit a Proposal for,
or enter into or renew a contract with the CITY for goods or services of:
a. Any amount if, at the time of submitting a Proposal for, or entering into or renewing such contract, the PROPOSER
is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott
of Israel; or
b. One million dollars or more if, at the time of bidding on, submitting a Proposal for, or entering into or renewing
such contract, the PROPOSER:
Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List, created pursuant to s. 215.473; or
Is engaged in business operations in Cuba or Syria.
Subject to limited exceptions provided in state law, the CITY will not contract for the provision of goods or services with any
scrutinized company referred to above. The PROPOSER must submit this required certification form attesting that it is not a
scrutinized company and is not engaging in prohibited business operations.
The following shall be grounds for termination of the contract at the option of the awarding body:
a. The PROPOSER is found to have submitted a false certification; been placed on the Scrutinized Companies with
Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List;
b. Been placed on the Scrutinized Companies that Boycott Israel List or
c. Is engaged in a boycott of Israel; or
d. Been engaged in business operations in Cuba or Syria.
The CITY shall provide notice, in writing, to the PROPOSER of any determination concerning a false certification.
a. The PROPOSER shall have five (5) days from receipt of notice to refute the false certification allegation.
b. If such false certification is discovered during the active contract term, the PROPOSER shall have ninety (90) days
following receipt of the notice to respond in writing and demonstrate that the determination of false certification
was made in error.
c. If the PROPOSER does not demonstrate that the CITY’s determination of false certification was made in error then
the CITY shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida
Statutes.
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THIS CERTIFICATION FORM MUST BE COMPLETED AND INCLUDED IN YOUR BID RESPONSE. FAILURE TO SUBMIT THIS
FORM AS INSTRUCTED SHALL RENDER YOUR BID SUBMITTAL NON-RESPONSIVE.
a. The Vendor, owners, or principals are aware of the requirements of Section 287.135, Florida Statutes; and
b. The Vendor, owners, or principals are eligible to participate in this solicitation and not listed on the Scrutinized
Companies that Boycott Israel List or engaged in a boycott of Israel; and
c. For contracts of one million dollars or more, the Vendor, owners, or principals are eligible to participate in this
solicitation and not listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies
with Activities in the Iran Petroleum Energy Sector List and, further, are not engaged in business operations in Cuba
or Syria; and
d. If awarded the Contract, the Vendor, owners, or principals will immediately notify the CITY in writing if any of its
company, owners, or principals: are placed on the Scrutinized Companies that Boycott Israel List, the Scrutinized
Companies with Activities in Sudan List, or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List; engage in a boycott of Israel; or engage in business operations in Cuba or Syria.
STATE OF _________________________________
COUNTY OF _______________________________
The foregoing instrument was acknowledged before me by means of (_____) physical presence or (_____) online
notarization,
this ______ day of __________, 2024 by _____________________ the _________________ of
___________________________, a ________________________ (____) who is personally known to me or (_____) who
produced ______________________________________ as identification.
Notary Public: _________________________________________________________________
Print Name: _________________________________________________________________
My Commission Expires: _______________________________________________________
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NON-COLLUSION AFFIDAVIT of PRIME PROPOSER
STATE OF
COUNTY OF
____________________________________, being duly sworn, deposes and says that:
(1) He/she is ___________________________ of ___________________________________
Title PROPOSER
The PROPOSER that has submitted the attached response.
(2) He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent
circumstances respecting such solicitation.
(3) Such Proposal is genuine and is not a collusive or sham solicitation.
(4) Neither the PROPOSER nor any of its officers, partners, owners, agent representatives, employees or parties in interest
including this affiant, has in any way, colluded, conspired, or agreed, directly or indirectly, with any other PROPOSER, firm
or person, to submit a collusive or sham response in connection with the RFP for which the attached Proposal has been
submitted or to refrain from proposing in connection with such RFP, or has in any manner, directly or indirectly, sought by
Agreement or collusion or communication or conference with any other PROPOSER, firm or person to fix the price or
prices in the attached Proposal or of any other PROPOSER, or to fix any overhead, profit or cost element of the proposed
price or the proposed price of any other PROPOSER, or to secure through any collusion, conspiracy, connivance or unlawful
Agreement any advantage against the City of Winter Springs, Florida, or any person interested in the proposed Agreement.
(5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy,
or unlawful Agreement on the part of the PROPOSER or any of its agents, representatives, owners, employees, or parties
of interest, including affiant.
(Signed) (Title)
STATE OF _______________________________________
COUNTY OF _____________________________________
The foregoing instrument was acknowledged before me this ____________________by
_____________________________,
who is (___) personally known to me or (___) who has produced _______________________________ as identification
and
who (did / did not) take an oath.
________________________________________ (Signature of Notary Public)
________________________________________ (Name of Notary Typed, Printed or Stamped) Notary Public
________________________________________ (Commission Number)
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DRUG FREE WORKPLACE FORM
The undersigned PROPOSER, in accordance with Florida Statute 287.087 hereby certifies that
_____________________________________________________ does:
(Name of PROPOSER)
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or
use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against
employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-
free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the
penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under contract a copy
of the Drug-Free statement.
4. Notify the employees that as a condition of working on the commodities or contractual services that are under
contract, employee will abide by the terms of the statement and will notify the employer of any conviction of, or
plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United
States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program
if such is available in the employee’s community, by any employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
7. As the person authorized to sign the statement, I certify that this business complies fully with the above
requirements.
(Authorized Signature) (Date)
(Print/Type Name as Signed Above
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PUBLIC ENTITY CRIMES STATEMENT
SWORN STATEMENT UNDER F.S. SECTION 287.133(3) (A), ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO
ADMINISTER OATHS.
1. This sworn statement is submitted with Proposal for RFP # 07-24-01 BD Automated Closed Captioning System.
2. This sworn statement is submitted by (PROPOSER) ___________________________ whose business address is
_____________________________________ and (if applicable) Federal Employer Identification Number (FEIN)
is _____________________ (If a Sole Proprietor and you have no FEIN, include the last four (4) digits of your
Social Security Number: ___________.
3. My name is ____________________ and my relationship to the PROPOSER named above is _____________________.
4. I understand that a "public entity crime" as defined in Paragraph 287.133(a) (g). Florida Statutes, means a violation of any state
or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or
political subdivision of any other state or with the United States, including, but not limited to, any proposal or contract for goods or
services to be provided to any public entity or any agency or political subdivision of any other state or of the United States and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
5. I understand that "convicted" or "conviction" as defined in paragraph 287.133(a) (b), Florida Statutes, means finding of guilt or
a conviction of a public entity crime with or without an adjudication of guilt, in any federal or state trial court of records relating to
charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or
nolo contendere.
6. I understand that an "affiliate" as defined in Paragraph 287.133(1) (a), Florida Statutes, means:
• A predecessor or successor of a person convicted of a public entity crime; or
• An entity under the control of any natural person who is active in the management of the entity and who has been convicted of
a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees,
members, and agents who are active in the management of an affiliate. The City of Fernandina Beach, Florida ownership by
one of shares constituting a controlling income among persons when not for fair interest in another person, or a pooling of
equipment or income among persons when not for fair market value under a length agreement, shall be a prima facie case that
one person controls another person. A person who was knowingly convicted of a public entity crime, in Florida during the
preceding 36 months shall be considered an affiliate.
7. I understand that a "person" as defined in Paragraph 287.133(1) (e), Florida Statutes, means any natural person or entity
organized under the laws of the state or of the United States with the legal power to enter into a binding contract for provision of goods
or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person"
includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management
of an entity.
8. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn
statement. (Please indicate which statement applies)
____Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees,
members, or agents who are active in management of the entity, nor affiliate of the entity have been charged with and convicted of a
public entity crime subsequent to July 1, 1989.
____The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders,
employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989. (Please attach a copy of the final order.)
____The person or affiliate was placed on the convicted FIRM list. There has been a subsequent proceeding before a hearing officer of
the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer determined that it was in public
interest to remove the person or affiliate from the convicted FIRM list. (Please attach a copy of the final order.)
____The person or affiliate has not been placed on the convicted FIRM list. (Please describe any action taken by, or pending with, the
Department of General Services.)
___________________________________________________________
Signature Date:
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PUBLIC ENTITY CRIMES STATEMENT cont.
STATE OF __________________________________
COUNTY OF ________________________________
PERSONALLY, APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her
signature at the space provided above on this _______ day of ________________, 2024, and is personally known to me, or
has provided ______________________ as identification.
____________________________________________ My Commission expires: ________________
Notary Public
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E-VERIFY STATEMENT
Proposal Number: RFP # 07-24-01 BD
Project Description: Automated Closed Captioning System
PROPOSER acknowledges and agrees to the following:
PROPOSER shall utilize the U.S. Department of Homeland Security’s E-Verify system, in
accordance with the terms governing use of the system, to confirm the employment eligibility of:
1. All persons employed by the PROPOSER during the term of the Contract to perform
employment duties within Florida; and
2. All persons assigned by the PROPOSER to perform work pursuant to the contract with
the CITY.
PROPOSER: __________________________________________________________________
Authorized Signature: __________________________________________________________
Title: ________________________________________________________________________
Date: _______________________________________________________________________
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CONFLICT OF INTEREST STATEMENT
This sworn statement is submitted with Proposal for RFP # 07-24-01 BD Automated Closed Captioning System
This sworn statement is submitted by (PROPOSER) ___________________________________ whose business address is
__________________________________________ and (if applicable) Federal Employer Identification Number (FEIN) is
___________________________( If a Sole Proprietor and you have no FEIN, include the last four (4) digits of your Social
Security Number: ____________.)
My name is ________________________ and my relationship to the PROPOSER named above is__________________.
1. The above-named PROPOSER is submitting a Proposal for the City of Winter Springs.
2. The Affiant has made diligent inquiry and provides the information contained in the Affidavit based upon his/her
own knowledge.
3. The Affiant states that only one submittal for the above Proposal is being submitted and that the above-named
PROPOSER has no financial interest in other entities submitting Proposals for the same project.
4. Neither the Affiant nor the above- named PROPOSER has directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in
connection with the PROPOSER’s submittal for the above Proposal. This statement restricts the discussion of pricing
data until the completion of negotiations if necessary and execution of the Contract for this project.
5. Neither the PROPOSER not its affiliates, nor anyone associated with them, is presently suspended or otherwise
ineligible from participation in contract letting by any local, State, or Federal Agency.
6. Neither the PROPOSER nor its affiliates, nor anyone associated with them have any potential conflict of interest due
to any other clients, contracts, or property interests for this project.
7. I certify that no member of the PROPOSER’s ownership or management is presently applying for an employee
position or actively seeking an elected position with the City of Winter Springs.
8. I certify that no member of the PROPOSER’s ownership or management, or staff has a vested interest in any aspect
of the City of Winter Springs.
9. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above-named
PROPOSER, will immediately notify the City of Winter Springs.
________________________________________________________
Signature Date:
STATE OF ____________________________
COUNTY OF __________________________
PERSONALLY, APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her
signature at the space provided above on this ______ day of ________________, 2024 and is personally known to me, or
has provided ______________________ as identification.
________________________________________ My Commission expires: ____________________
Notary Signature
36
RFP 07-24-01 BD Closed Captioning System
Appendix A
COST PROPOSAL WORKSHEET
Part 1: The cost of all hardware, software, installation and system commissioning costs as well as a minimum of one year
warranty coverage for all work performed. $_______________________
Re-state figure in words ___________________________________________________________________
Part 2: Estimated time from receipt of purchase order to operational system ___________________ weeks
Part 3: Individual cost details of additional options, accessories and/or post warranty support services :
Add additional rows if required
Description Qty. Unit Cost
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
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$
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Q U O T E
Q3848Number
41551 W 11 Mile Road
Novi, MI 48375-1803 Date Sep 4, 2024
Sold To:Ship To:Your Salesperson:
Winter Springs, Florida Winter Springs, Florida Bill Bennett
Jonathan Duryea Jonathan Duryea 248-827-4440 ext 2051126 East State Road 434
Winter Springs, Florida, FL 32708
USA
1126 East State Road 434
Winter Springs, Florida, FL 32708
USA bill@enco.com
Phone (407) 327-7571 Phone (407) 327-7571
Email jduryea@winterspringsfl.org Email jduryea@winterspringsfl.org Expiration:10/4/2024
#Part Description List Price:List Price Ext. Price
ENCAPTION 5 - ON-PREM AUTOMATED CLOSED CAPTIONING
1 $1,795.00 $1,795.00enCaption 5 UpFront One-time Initial setup and configuration for all enCaption builds and usage
amounts, includes up to 2 hours of remote training.
1 $45,995.00 $45,995.00enCaption 5 BO LIVE Price is for enCaption4 BUY OUT - LIVE VERSION. Hardware and Software;
On-Prem (no Internet needed); Windows 10 Appliance; Can control an external
customer-provided CEA 608/708 SDI Closed Caption embedder or optional
internal CC DoCap embedder. Unlimited 24/7 usage (no overage fees); License
good for 10 years; 5 year warranty on the hardware; after first year software
upgrades require a paid support contract.
OPTIONAL: INTERNAL SDI CEA-607/708 EMBEDDER MODULE
1 $4,995.00 $4,995.00LRBox-CCIns CEA-608/708 Closed Captions embedder ("DoCaption"). 3G/HD/SD-SDI Closed
Caption Embedder card installed inside enCaption chassis. Inserts CEA-608/708
CC data into SDI VANC field, while passing-through audio + video signal fed into
it; 1 year warranty on the hardware
ANNUAL SUPPORT CONTRACT
1 $5,995.00 $5,995.00enCaption 5 Support Per Year / Annual Support for EnCaption 5: ENCO Support is required for the
first year. Support includes 24/7 telephone and email support from US-based
Support engineers. After 1st year, Support is recommended. Support includes
any software upgrades at no cost as long as Customer is covered under the
annual Support contract (typically 3 - 4 updates per year).
ORDER SUMMARY
Terms and Conditions: Hardware carries a one-year warranty unless specified otherwise. Purchase
price includes technical support as noted; if parent system is not under support, new products are not
under support. Technical support does not cover installation or configuration of covered items on
non-ENCO provided and/or out of warranty hardware; this support will be subject to hourly billing.
Shipment is FOB Novi MI and not included in totals. Applicable tax will be added to final invoice
amount. Hardware installation, facility wiring, etc. is expected to be completed in advance of onsite
training. Software is non-refundable. Hardware is refundable only for the first thirty days if
accompanied by an RMA number and subject to a 20% restocking charge. Onsite travel related
expenses may be billed separately. All non-check/cash payments are subject to a 3% convenience
and processing fee. Quote is valid for thirty (30) days from date of issue unless specified otherwise.
List Price: $58,780.00
Purchase Price: $58,780.00
$58,780.00Downpayment:
Terms:100% DUE ON ORDER
I, the undersigned, have read, understand, and accept the terms and conditions contained in this agreement and hereby
authorize purchase of the items listed in this quote and represent that I am authorized to bind the organization into this
agreement.
DateSignature
|ENCO Systems, Inc.|http://www.enco.com | 41551 W 11 Mile Road, Novi, MI 48375-1803 |+1(248)827-4440|sales@enco.com|
Page 1 of 140
Criteria
Max. Points - 3
Evaluations
Infinity AV &
Security VZP Digital Inc
Enco Systems
Inc
Verbit Inc
Experience: The Proposer’s comprehension of the needs of the CITY as
demonstrated by the description of its approach to addressing the
requirements defined in this document .
Display Demonstration, Video and/or Equipment 20 X3 15 22 60 25
Proposer's Background/Experience 20 X3 30 37 58 32
Experience Total 40 X 3 45 59 118 59
References: Evaluation of the Proposer’s work from previous
organizations receiving similarequiment and services to those proposed
within this RFP. See the Mandatory Proposal Form, Reference
Information Form.
Reference 1 10 X 3 14 12 19 16
Reference 2 10 X 3 14 15 23 16
Reference 3 10 X 3 14 15 21 16
References Total 30 X 3 42 42 63 48
Cost: The cost of the Proposal is important to the CITY, however,
based on the evaluation of the other criteria, the CITY will not
necessarily select the lowest cost Proposer.
30 X 3 62 50 81 52
EXTRA BONUS POINTS: Certified Minority Business Enterprise:
(3 Extra Bonus Points if Yes) The firm is a
certified minority business enterprise as defined by the Florida
Small and Minority Business assistance act
3 X 3 0 9 0 0
Total Possible Points 103 X 3 149 160 262 159 0 0
RFP 07-24-01 BD Closed Caption System - Proposal Evaluation EvaluatorTeam Results Date: September 03, 2024
41
42
RFP # 07-24-01 BD
Automated Closed Captioning System
Table of Contents
Section/Subsection Description Page #
A.
1 PROPOSER Information and Acknowledgement Form 1
B.
1 Table of Contents (this sheet) 2
C.
1 Introduction Letter 3
D.
1 Proposer Qualifications 4
2 Experience 5
3 Team 6
4.1 References 1 of 3 7
4.2 References 2 of 3 8
4.3 References 3 of 3 9
5 Conclusion 10
E.
1 Other Information 11
F.
1 Cost & Time (Appendix A) 12
G. Mandatory Proposal Forms
1.1 Scrutinized Cert pg 1 13
1.2 Scrutinized Cert pg 2 14
2 Non Collusion 15
3 Drug Free Workplace 16
4.1 Public Entity pg 1 17
4.2 Public Entity pg 2 18
5 E Verify 19
6 Conflict of Interest 20
H.
1. Florida State Corporate Filing 21
43
44
2890 W. Airport Boulevard, Sanford, FL 32771
Phone: 407-878-4283 Fax: 407-878-4391
FL. Licensed Contractor # ES12001999
www.InfinityAVFL.com
August 23, 2024 Infinity Quote # 3054
City of Winter Springs – Procurement Dept.
1126 East State Road 434
Winter Springs, FL 3208
Infinity AV and Security is one of Central Florida’s premier residential and commercial systems integrators. Our primary focu s
is to provide high–quality products and solutions that meet our clients' needs, and to provide these solutions at an extraordinar y
value. We offer custom designs, engineering, installation and 24 hour emergency service 365 days a year on all of the product s
we sell. We install and service a vast number of low voltage systems including: Audio Visual, CCTV, Access Control,
Intercom, Distributed Audio, Broadcast/Production Studio, Home Theater, CATV Distribution, Voice/Data, and Pro
Audio. We proudly service Orange, Seminole, Volusia, Lake, Brevard, Flagler, Osceola, Polk and surrounding Counties.
We are fully licensed and insured in the state of Florida and provide our clients with turnkey solutions that are not only
affordable, but will provide them years of trouble free use.
Infinity AV and Security was incorporated in 2009 as a family owned, for profit corporation under Infinity Corporation of
Central Florida. We have owned our own building since 2017, located in Sanford, Florida, and houses our office, staging,
repair, and warehouse spaces. We effectively operate with 15 or less employees and sustain an average annual revenue of $2M.
Infinity maintains a fleet of company vehicles.
We understand the importance of timely service. That’s why all of our clients are repeat customers and will provide outstanding
references and referrals. We offer an exclusive 48 Hour response time guarantee to all of our customers on any of the
residential or commercial systems we service. If we are not able to respond to your service request within 48 hours, we will
refund you the service call charge. In addition we also offer 24 hour emergency response service 365 days a year for those
clients who need it. We also have some of the best services rates in the Central Florida area and to prove it we will match any
service rate from a comparable company. When quality matters, let the team at Infinity AV and Security provide you with the
right solutions at the right price.
For additional information regarding any of our services for your organization, visit our website at
www.infinityavandsecurity.com or feel free to call us at 407-878-4283.
45
2890 W. Airport Boulevard, Sanford, FL 32771
Phone: 407-878-4283 Fax: 407-878-4391
FL. Licensed Contractor # ES12001999
www.InfinityAVFL.com
August 23, 2024 Infinity Quote # 3054
City of Winter Springs – Procurement Dept.
1126 East State Road 434
Winter Springs, FL 3208
Infinity AV and Security has extensive experience in and maintains a vast understanding of all facets of production & broadcast
environments, as demonstrated by our references provided in section D.4 subsequently offered within this section. This includes
closed and open captioning systems, both for internal distribution and public broadcast. Please see section D.4 for references.
46
2890 W. Airport Boulevard, Sanford, FL 32771
Phone: 407-878-4283 Fax: 407-878-4391
FL. Licensed Contractor # ES12001999
www.InfinityAVFL.com
August 23, 2024 Infinity Quote # 3054
City of Winter Springs – Procurement Dept.
1126 East State Road 434
Winter Springs, FL 3208
Infinity AV and Security, if awarded this opportunity, will dedicate the following key team members for this project:
Matt Pagliarulo – Project Manager
Laura Pagliarulo – Office Administrator
James Carl – Design Engineer
Josh Brookins – Lead Technician
Zane Schoening – Technician
Other technicians if/when needed
47
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50
2890 W. Airport Boulevard, Sanford, FL 32771
Phone: 407-878-4283 Fax: 407-878-4391
FL. Licensed Contractor # ES12001999
www.InfinityAVFL.com
August 23, 2024 Infinity Quote # 3054
City of Winter Springs – Procurement Dept.
1126 East State Road 434
Winter Springs, FL 3208
Infinity AV and Security has not only satisfactorily performed projects with Winter Springs in the past, we continue to provide
impeccable service for every client – we frequently receive praise from our clients that we surpass our competition in every
aspect of the industry service we provide. Infinity AV is not satisfied until the client is satisfied, we respond quickly and
supportively to any request you may have, and we value every relationship established, not just for now, but into the future...
we look forward to and depend on repeat business. In addition to that, we are local, an establiched service provider, and not just
a fly-by-night or national company trying to sell you product for profit & then disappear. Just ask any of our references.
51
2890 W. Airport Boulevard, Sanford, FL 32771
Phone: 407-878-4283 Fax: 407-878-4391
FL. Licensed Contractor # ES12001999
www.InfinityAVFL.com
August 23, 2024 Infinity Quote # 3054
City of Winter Springs – Procurement Dept.
1126 East State Road 434
Winter Springs, FL 3208
Infinity AV and Security offers preventative maintenance agreements and/or extended warranties, however, they are custom
tailored to your needs and/or preferences – Infinity AV welcomes the opportunity to discuss and/or provide a proposal with
available options, and therefore cannot provide a predetermined cost at the time of this submission.
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2890 W AIRPORT BLVD
SANFORD, FL 32771
Current Principal Place of Business:
Current Mailing Address:
P.O BOX 226
OSTEEN, FL 32764 US
Entity Name: INFINITY CORPORATION OF CENTRAL FLORIDA
DOCUMENT# P09000087563
FEI Number: 27-1178370 Certificate of Status Desired:
Name and Address of Current Registered Agent:
PAGLIARULO, MATTHEW J
2890 W AIRPORT BLVD
SANFORD, FL 32771 US
The above named entity submits this statement for the purpose of changing its registered office or registered agent, or both, in the State of Florida.
SIGNATURE:
Electronic Signature of Registered Agent Date
Officer/Director Detail :
I hereby certify that the information indicated on this report or supplemental report is true and accurate and that my electronic signature shall have the same legal effect as if made under
oath; that I am an officer or director of the corporation or the receiver or trustee empowered to execute this report as required by Chapter 607, Florida Statutes; and that my name appears
above, or on an attachment with all other like empowered.
SIGNATURE:
Electronic Signature of Signing Officer/Director Detail Date
FILED
Apr 23, 2024
Secretary of State
7892653054CC
LAURA PAGLIARULO VICE PRESIDENT 04/23/2024
2024 FLORIDA PROFIT CORPORATION ANNUAL REPORT
No
Title P
Name PAGLIARULO, MATTHEW J
Address P.O BOX 226
City-State-Zip:OSTEEN FL 32764
Title VP
Name PAGLIARULO, LAURA M
Address P.O BOX 226
City-State-Zip:OSTEEN FL 32764
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1
Proposal to Provide
Automated Closed Captioning Systems
RFP # 07-24-01 BD
City of Winter Springs, Florida
Opening: August 23rd, 2024, 2:00PM
Procurement Department
1126 East State Road 434
Suite 7001
Winter Springs, Florida 32708
ATTN: Stuart MacLean, Procurement
Manager
Presented by:
Anthony Sirna
Account Manager – Government
Verbit Inc.
169 Madison Ave #2316
New York, NY 10016
Tel: 347-923-0098
Tony.s@verbit.ai
Electronic
Copy
119
2
Contents
INTRODUCTION LETTER ........................................................................................................................................... 3
A. PROPOSER INFORMATION AND ACKNOWLEDGEMENT FORM .......................................................................... 4
B. QUALIFICATIONS .............................................................................................................................................. 6
GENERAL INFORMATION ................................................................................................................................................... 6
COMPANY LEADERSHIP ............................................................................................................................................................. 6
EXPERIENCE AND INDUSTRY LEADERSHIP ........................................................................................................................................ 7
INFRASTRUCTURE AND DATA PRIVACY .......................................................................................................................................... 7
TEAM EXPERIENCE ....................................................................................................................................................... 7
CONCLUSIONS ............................................................................................................................................................... 8
C. OTHER INFORMATION ......................................................................................................................................... 9
CAPABLE TO SUPPORT BOTH VIDEO AND OPEN CAPTIONING OF LIVE MEETINGS AND EVENTS .............................. 10
EASILY CONFIGURABLE FOR DIFFERING PROGRAMS WITH A BUILT-IN EASY-TO-USE SCHEDULER ........................... 10
LOW LATENCY SPEECH TO TEXT IN LIVE, REAL-TIME ENVIRONMENTS WITH SPEED AND ACCURACY ................................................. 11
CONNECTION TO A GRANICUS ENCODER WITH SDI INPUT .................................................................................................... 11
VENDOR MUST PROVIDE MINIMUM 2 HOURS OF REMOTE TRAINING ...................................................................................... 13
WINDOWS OR LINUX OPERATING SYSTEMS WHICH ARE MANAGED AND MONITORED FROM A WEB BROWSER ................................. 13
AR/VR/XR GRAPHICS CAPABILITIES ............................................................................................................................... 13
COMPLIANT WITH ADA AND 21ST CENTURY CVAA GUIDELINES .......................................................................................... 13
D. COST AND TIME .................................................................................................................................................... 14
APPENDIX B BRIEF RESUME FOR KEY PERSONNEL ................................................................................................. 15
E. MANDATORY PROPOSAL FORM .............................................................................................................................. 17
F. FLORIDA STATE CORPORATE FILING .......................................................................................................................... 26
120
3
Introduction Letter
Stuart McLean
Procurement Manager
The City of Winter Springs
August 23, 2024
Dear Stuart,
On behalf of Verbit, I would like to thank you for the opportunity to respond to your Request for Proposal for
an Automated Closed Captioning Solution. We acknowledge the general terms and conditions.
Verbit is a leading technology accessibility company that delivers a wide range of access solutions,
including live, real-time automated and human captioning, audio description, and transcription and
translation services for municipal, state, and federal governments.
Our CaptiveTM AI powered captioning solution meets the requirements of the City. In addition, we are
happy to offer the City a no cost pilot and evaluation.
• Fast (latency 2 – 4 seconds), low cost and highly accurate captions, with an AI Model tailored to the
City’s meetings and content. Our recent scoring of Captivate for the Presidential debates shows our
solution performing 1% higher than our human captioning.
• Easy-to-use scheduler designed for order placement for simultaneous and multiple programs.
• No cost training for the City's staff during implementation and at any time thereafter.
• Our solution proposes an Enco caption encoder for use with Granicus. We can provide the Enco
device directly to the City.
• 24 x 7 x 365 Customer Support and a dedicated Account team at no cost
• We own our technology and intellectual property, as a result we can advance our ASR model specific
to customers content and domains, unlike other vendors which are reliant on 3rd party speech- to-text
software.
Thank you for this opportunity and we look forward to hearing from you soon. If you have any questions,
please do not hesitate to reach out to our team.
Sincerely,
J.P Son
121
RFP # 07-24-01 BD City of Winter Springs Verbit 4
A. Proposer Information and Acknowledgement Form
This Space Left Intentionally Blank
122
RFP # 07-24-01 BD City of Winter Springs Verbit 5
123
RFP # 07-24-01 BD City of Winter Springs Verbit 6
B. QUALIFICATIONS
General Information
Verbit Inc. was founded in 2016 and registered as corporation the same year in the State of Delaware and is one
of the largest providers of real-time and post-production captioning. In 2022, Verbit acquired VITAC Corporation,
the largest provider of captioning services in the U.S. We have over 300 employees.
In November 2023, we announced our Series E private financing of $250 Million with a valuation of $2 billion.
Verbit acquired several leading companies in the transcription and captioning industry including AutomaticSync
Technologies and Take Note. As a privately held company, we are unable to disclose financial data in this RFP.
Over the past three decades, our government and private customers have relied on us to deliver FCC-level
accuracy for public government broadcasts, events, and meetings.
We released our Auto Captioning solution, CaptivateTM, achieving adoption in several major media outlets
including CNN, Max, and The Weather Channel for example, including coverage of the recent Presidential
debates.
Company Leadership
In July 2024, when Yair Amsterdam was appointed Chief Executive Officer.
Executive Team:
URL to Leadership Profiles: https://verbit.ai/our-leadership/
Yair Amsterdam, Chief Executive Officer
Sagi Rothman, Chief Financial Officer
Jim Homes, Chief Revenue Officers
Barak Rozenblat, Chief Operating Officer
Dikla Edlis, Chief Human Resources Officer
JP Son Chief Legal Officer
Simon Rapoport Chief Technology Officer
David Landsber, V.P. of Product
Senior Management – Real-Time
Brenda Le, VP Real-time Operations
Doug Karlovits – General Manager Vitac
Adi Margolin, Director of Product (Auto Captions and ASR Technology)
124
RFP # 07-24-01 BD City of Winter Springs Verbit 7
Experience and Industry Leadership
• Over 200 Government customer including County, Municipal and Federal.
• Over 3,000 Total Customers – specific vertical focus in Government - Municipal, State and Federal,
Legal/Court
• Annual Live Captioning Hours: + 580,000
• Other Services Provided: Postproduction Captions, Translation and Localization, Audio Description,
Confidential Note Taking and Meeting Minutes
• Member Federal Communications Commission - Disability Advisory Committee Video Programming
• Accessibility Advisory Committee (VPACC) – 21st Century Video Communications Accessibility
Infrastructure and Data Privacy
Our technology is designed specifically for captioning and transcription is hosted on Amazon Web Services and
holds SOC 2 Type II and ISO27001:2022 certifications. Further information on our security and compliance
practices is available at the following link - https://verbit.ai/trust/ and our accessibility credentials which comply
with Section 508 of the Rehabilitation Act of 1973 and WCAG 2.1 AA standards are available at the following link
- https://verbit.ai/vpat/
You may review our privacy policy on our web page at the following links:
https://verbit.ai/privacy-policy/
Team Experience
The Key team members who will be assigned to service the City are listed below. Resumes are attached to this RFP.
Laura Humbert, Senior Client Services Associate
Role: Customer Implementation and Project Management
Over 20 Years, 6 Years with Verbit
Scott Helfin, Solutions Engineer
Role: Caption delivery, end-points and hardware configuration
Over 20 years, 3 Years with Verbit
Anthony Sirna, Account Manager Government Services
Role: Dedicated Customer Manager, Business and Contracts, Escalations
Years of Experience: Over 20 Years, 5 Years with Verbit
Nafeesah Pierkhan, Director of Government and Legal Services
Role: Executive Sponsor
Year of Experience: 20 Years, 4 Years with Verbit
125
RFP # 07-24-01 BD City of Winter Springs Verbit 8
Conclusions
By selecting us as your captioning technology company, the City will receive the partnership and support
of a company with more than 30 years of experience delivering captioning services to government
agencies. We thoroughly understand the needs of municipal government captioning. Our references are
strong and demonstrate our commitment to our customers. We are experienced working with agendas,
adapting to last minute meeting changes, identifying multiple speakers and varying accents, and connects
with Granicus.
We are offering a complete solution leveraged by our strategic partnership with Enco, a leading
manufacturer of captioning encoders and services. We announced this partnership earlier this year (read
more here) and will supply all the necessary equipment, installation, and support as required. The cost of
ownership and ongoing year to captioning is a fraction of the cost of traditional captioning, in addition we
will honor our Captivate pricing for the next renewal.
Verbit's Captivate™ is the ideal solution for the City of Winter Springs, providing fast (low latency),
accurate (FCC standards), and customized speech-to-text transcription for your live and pre-recorded
meetings and events. Our testing of Captivate shows near human levels of accuracy with our human
curated process and specific model topics.
We offer project management and implementation at no additional cost. During implementation we will
run testing of the entire solution, run City programing through Captivate, and provide metrics on accuracy.
Our infrastructure provides highly availability and unlimited scalability for auto-captioning. The City will
have the advantage of professional implementation and training at no additional cost, as well as 24 x 7 x
365 dedicated Customer Support and service.
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RFP # 07-24-01 BD City of Winter Springs Verbit 9
C. Other Information
Automated closed captioning & transcription of speech to text in a fast and accurate
manner
Verbit's Captivate™ auto captions, is an AI-powered live ASR captioning solution designed to
provide fast (2-4 second latency), highly accurate, and cost-effective solution at a fraction of the
expense of human captioning. We own our technology and intellectual property. As a result we can
develop and advance our product for specific customers, unlike other vendors who use 3rd party
ASR solutions.
Our solution is tailored to meet the unique needs of your organization, ensuring seamless
integration with your existing workflow and infrastructure. Accessibility regulations require us to
have data related to speaker identification and accurate punctuation.
Captivate continuously adapts/fine-tunes customer’s ASR solutions for words, phrases and
language patterns specific to the domains (government, education, etc.), council meeting and topics
such as budgeting, emergency broadcast, and general sessions.
Real World Results:
Captivate was used to deliver captions for the recent U.S. presidential debate. The same session,
with the same audio, was captioned by both Captivate and humans for comparison. With our AI-
powered offering performing 1% better than the average captioner. Only a handful of top captioners
performed slightly better than Captivate in terms of WER.
"Customization” and “Personalization" of City Content:
Customization is where we customize for a topic, ensuring a higher degree of accuracy for
customers. For example, “nineteen ninety-nine” can be the year 1999 if spoken in a history class or
a price $19.99 on a shopping channel.
We can personalize content for clients, tailoring the output to their specific needs. For example, the
names of City Council members or agencies. Our highly trained human prep team will implement a
special term-boosting and masking procedures during the setup process.
127
RFP # 07-24-01 BD City of Winter Springs Verbit 10
Captivate Key Features:
1. Tailored ASR: Our solution is designed to adapt to your specific requirements, incorporating
important terms, acronyms, and terminology to ensure accurate transcription.
2. Accuracy: Our AI-powered engine is trained on tens of thousands of audio hours and
supervised by professional human captioners, ensuring a quality difference of only +/- 0.5%
compared to human captioners.
3. Flexibility: Our solution supports both video and open captioning of live meetings and events,
with the ability to schedule and upload previously recorded media for captioning or
transcription
4. Scalability: Our infrastructure is highly available, with multiple availability zones and regions to
ensure that our services are available whenever you need them.
5. Security: Our platform is designed with security and privacy in mind, with AES-256 encryption,
industry-standard protocols, and regular risk assessments to ensure the protection of your
data.
6. Multi-speaker Identification: Our solution can recognize different people speaking, using the
industry-standard double-chevron “>>” symbol.
7. Low Latency: Our real-time captioning streaming solution provides fast and accurate
captions, with latency of 2-4 seconds for automated, verbatim English captions.
8. Compliance: Our solution is compliant with ADA and 21st Century CVAA guidelines, ensuring
that your organization meets the latest accessibility standards
Capable to support both video and open captioning of live meetings and events
Verbit provides captioning services for both live and pre-recorded meetings and events.
Easily configurable for differing programs with a built-in easy-to-use scheduler
We provide an easy-to-use real-time scheduler for individual meetings events and simultaneous
events. The scheduler is available on our Customer Platform. Event transcripts or captioning files
can be made available to the city after the live session is completed.
Recorded media files are uploaded directly to the Customer Portal or can be obtained from common
third-party applications and out-of-the box integrations. Files are processed directly inside our
closed, encrypted platform. Data is never downloaded onto third-party devices and/or stored
externally. Access to the platform is Username- and Password-protected and features two-factor
authentication
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RFP # 07-24-01 BD City of Winter Springs Verbit 11
Our Customer Portal include the following features:
• The ability to upload and place orders for multiple job types (mp4, mp3, wav., other)
• Resubmit transcripts for review. The option to edit transcripts if required after completion.
• Download time-stamped transcripts in multiple file formats (PDF, Word, TX)
• Media file audio corrections to minimize audio distortion.
• Create and upload profiles and invoicing by department, billing code, etc.
Capable of multi-speaker identification to recognize different people speaking
Our solution identifies multiple speakers. Change in speakers are identified using standard double-
chevron ">>" symbol. Captivate supports different pre-set for speakers:
-Mostly Solo Speaker (Lectures, Presentations, Speeches etc.)
-Normal Conversation (Meetings, for example)
-Multiple party lively conversation (Municipal Council Meeting for example)
Low latency speech to text in live, real-time environments with speed and accuracy
Connection to a Granicus encoder with SDI input
Latency can be expected to be 2-4 seconds for automated, verbatim English captions with 98+%
accuracy. We monitor our ASR performance throughout each day, and track performance metrics
on our internal dashboard.
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RFP # 07-24-01 BD City of Winter Springs Verbit 12
Integration with Granicus Encoder
We can connect to your Granicus encoder with SDI input. Below is a suggested captioning
workflow with Granicus. Upon RFP award, Verbit will work with City of Winter Springs to
determine final connectivity requirements.
Recommended Enco EN 848 Encoder Specification:
FPGA-based ultra-low latency 3G SDI Closed Caption encoder
Zero video frame delay / < 1 frame insertion delay
Dual SDI outputs: Closed and Open Caption options
Loop-thru failover bypass relay
Customizable software-defined FPGA architecture
Downward compatible to HD / SD
Integral power supply
Hardware Specs:
Enclosure 1RU 19'' 1RU chassis with internal power supply.
100-240V operation
Includes internal LRBox 3G/HD/SD-SDI CEA-608/CEA-708
inserter card.
Provides one bypass relay protected output and one output for
monitoring.
Captions decode and overlay on the monitoring output.
Ethernet and USB port data I/O.
Supports SMPTE CDP & Grand Alliance protocols as well as
legacy “Ctrl-A” protocols.
Can support optional RS232 or RS422 serial port firmware and hardware add-on modules
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Our Solution works with multiple common broadcast and streaming services for real-time captions,
including:
• Verbit-connect – audio connection for mobile or PC devices
• Encoders (virtual and hardware)
• Cable/TV
• Common platforms such as, YouTube, Zoom, Teams, Webex
24 X 7 availability, 365 days per year
Our support services are available 24/7/365, with multiple channels for technical and ordering
support, including real-time Chat within the customer platform, email and a technical hotline. Our
customer platform also provides a comprehensive knowledge base.
Vendor must provide minimum 2 hours of remote training
All training is provided as part of the City's implementation phase. At any time throughout the
relationship with the City, we are happy to provide additional training at no charge.
Windows or Linux operating systems which are managed and monitored from a web browser
Verbit is a browser-based solution best accessed using Google Chrome and other major web
browsing applications via Windows, MacOS, Android and iOS platforms.
AR/VR/XR graphics capabilities
Verbit is currently investigating the usage of AR/VR/XR graphics relative to captioning of content.
Compliant with ADA and 21st Century CVAA guidelines
Verbit’s team believes in the value of transparency regarding online accessibility and makes its
VPATs available for your review. The VPATs below demonstrate compliance with WCAG 2.1 AA
standards.
Link to Our VPAT https://verbit.ai/vpat/
Link to Verbit's Accessibility Hub:https://verbit.ai/accessibility-hub/
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RFP # 07-24-01 BD City of Winter Springs Verbit
D. Cost and Time
RFP 07-24-01 BD Closed Captioning System
Appendix A
COST PROPOSAL WORKSHEET
Part 1: The cost of all hardware, software, installation and system commissioning costs as well as a minimum of one year
warranty coverage for all work performed. $
Re-state figure in words Fifteen thousand and one hundred and forty-eight dollars
Part 2: Estimated time from receipt of purchase order to operational system weeks
Part 3: Individual cost details of additional options, accessories and/or post warranty support services:
Add additional rows if required
Description Qty. Unit Cost
Captivate Live - Auto Captions with customer specific ASR Model 250
Hours
$ $3,750
($0.25 Per Minute)
Implementation and Training (2 Hours Minimum) 2 Hours $ No Cost
Annual Customer Support N/A $ No Cost
$
Recommended Encoder Hardware $
ENCO EN 848 Encoder
1 $ 10,199.00
Enco Annual Support Agreement
1 $ 1,199.00
$
$
Optional Services as Required
$
Recorded Media/Video Captioning 72 Hour Turn Around - ASR + Human
(Edited Transcript)
Per
Minute
$
1.70
Recorded Media/Video Captioning 96 Hour Turn Around ASR + Human
(Edited Transcript)
Per
Minute
$
1.50
$
$
$
$
$
$
15,148.00
2-3
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RFP # 07-24-01 BD City of Winter Springs Verbit 15
Appendix B
Brief Resume for Key Personnel
Laura Humbert
Senior Account Manager – Government
linkedin.com/in/laura-humbert-89615512
Education:
• Waynesburg University, BA
• Franciscan University, MS
Recent Experience
Vitac, Verbit, Inc. (2018 to Present) Pittsburg, PA
Senior Client Services Coordinator/Onboarding Manager
FlatWorld. (2017 - 2018) Boston, MA
Director Account Management – Legal Services
Quality Assurance Analyst
ArtsAnywhere Inc Bridgeville, PA
Client Success Manager (2015 to 2018
______________________________________
Scott Helfen
Solutions Engineer
inkedin.com/in/scotthelfen/
Education:
• Purdue University
Recent Experience
Verbit, Inc. (2022 to Present) Fort Lauderdale, FLA
Senior Client Services Coordinator/Onboarding Manager
Marchex (2017 - 2022) Seattle, WA
Senior Sales Engineer
Nuance Communications
Enterprise Engineer (2010 to 2017) Seattle, WA
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RFP # 07-24-01 BD City of Winter Springs Verbit 16
Anthony Sirna
Senior Account Manager – Government
linkedin.com/in/asirna
Education:
• Marist College, BA
• Fordham University, MA (
Recent Experience
Verbit, Inc. (2019 to 2024)
Senior Account Manager - Public Sector and Government
Workshare Inc. (2016 - 2021)
Director Account Management – Legal Services
FloTech, Inc
Customer Solutions Manager, 2010 to 2016
________________________________________________
Nafeesah Pierkhan
Director, Legal and Government Services
linkedin.com/in/nafeesahpierkhan
Education:
• OnderwijsGroep Haaglanden, BA Business Administration
Recent Experience:
Verbit, Inc (2020-2023), New York, NY
Director Legal Services
Vertiex Legal Solutions (2013 - 2023) Maimi, FLA
Operations Manager
City of Hauge (2010 - 2011), The Hauge Area, Netherlands
Program Coordinator
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RFP # 07-24-01 BD City of Winter Springs Verbit 17
E. Mandatory Proposal Form
This Space Left Intentionally Blank
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RFP # 07-24-01 BD City of Winter Springs Verbit 18
RFP 07-24-01 BD Closed Captioning System
REFERENCE INFORMATION FORM
RFP # 07-24-01 BD
Automated Closed Captioning System
Organization:
Contact Person:
Address:
City: State: Zip:
Phone Number: ( )
Project Cost: Date Performed:
Organization:
Contact Person:
Address:
City: State: Zip:
Phone Number: ( )
Project Cost: Date Performed:
Organization:
Contact Person:
Address:
City: State: Zip:
Phone Number: ( )
Project Cost: Date Performed:
PROPOSER Representative
Typed Name/Title:
PROPOSER Representative
Signature:
PROPOSER:
City of Rialto, CA
Jonathan Ballard, IT MANAGER
150 S. Palm Avenue
92376CARIALTO
421-7220909
14,000 Annual 2023 to PreTent
Julie Trainor, EYeDutive 7iDe PreTident
440 8eTt th Street
Erie PA 16502
253 709-5115
Over 50,000 Annual 2020 to PreTent - Period of
PerformanDe for %eQartment of
State
Anthony Sirna
'ederal ReTourDeT CorQoration 6.S. %eQartment of State
The Washington Post
Greg Bevan
1301 K St. NW
Washington DC 20071
215 783-5505
2017 to PresentOver 50,000
Verbit
Verbit
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138
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F. Florida State Corporate Filing
169 MADISON AVE
2316
NEW YORK, NY 10016
Current Principal Place of Business:
Current Mailing Address:
169 MADISON AVE
2316
NEW YORK, NY 10016 US
Entity Name: VERBIT, INC.
DOCUMENT# F23000000210
FEI Number: 37-1841582 Certificate of Status Desired:
Name and Address of Current Registered Agent:
CT CORPORATION SYSTEM
1200 SOUTH PINE ISLAND ROAD
PLANTATION, FL 33324 US
The above named entity submits this statement for the purpose of changing its registered office or registered agent, or both, in the State of Florida.
SIGNATURE:
Electronic Signature of Registered Agent Date
Officer/Director Detail :
I hereby certify that the information indicated on this report or supplemental report is true and accurate and that my electronic signature shall have the same legal effect as if made under
oath; that I am an officer or director of the corporation or the receiver or trustee empowered to execute this report as required by Chapter 607, Florida Statutes; and that my name appears
above, or on an attachment with all other like empowered.
SIGNATURE:
Electronic Signature of Signing Officer/Director Detail Date
FILED
Apr 09, 2024
Secretary of State
3180859221CC
JOHN P. SON SECRETARY 04/09/2024
2024 FOREIGN PROFIT CORPORATION ANNUAL REPORT
No
Title VP
Name MIKHEL, TAMARA
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
Title VP
Name SON, JOHN P.
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
Title DIRECTOR
Name SON, JOHN P.
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
Title PRESIDENT
Name ROTHMAN, SAGI
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
Title SECRETARY
Name SON, JOHN P.
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
Title TREASURER
Name MIKHEL, TAMARA
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
Title DIRECTOR
Name MIKHEL, TAMARA
Address 169 MADISON AVE
2316
City-State-Zip:NEW YORK NY 10016
144